Student Essay on Guide for using Format for Business Letters and Memos

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Guide for using Format for Business Letters and Memos

Summary:   The following consists of using a format for business letters and memos.

SUBJECT: Administration Officer SDA Report Index

Performance Requirements:

1. Given a specific problem, you will submit a completed staff study report to your counselor.

I have examined the problem and have submitted the staff study report in Attachment 1

2. Update the unit master publication file.

Major Brewster¡¦s take care of the master publication file.

3. List Specific references for each action that is prohibited for cadets.

A list of prohibited actions for cadets is included in Attachment 2

4. Correctly complete at least one of each of the following forms: 2b, 8, 15, 27, 31, 54 and 103

I have a copy of each form included in Attachment 3

5. Complete an Administrative Officer ¡§Things To Do List.¡¨

A things to do list is included in Attachment 4

JORDAN WINEMILLER C/2LT

Attachments:

1. Staff Study Report
2. List of references that prohibited cadets
3. Completed CAP Forms
4. ¡§Things To Do List¡¨

ATTN OF:NCR-KS-123/Lt. Col. John M. Marek/DCC

SUBJECT:PROBLEM 1

PROBLEM:

A.An abundance of high-ranking officers.

B.A lieutenant Colonel coming into the squadron.

C.No more positions for an another officer.

FACTORS BEARING ON THE PROBLEM:

1)Facts

Here are the facts on the problem:

A.All the staff positions in the squadron are filled with experienced capable cadet officers. Who have been in the squadron since it started.

B.C/Lt. Col. Jack Armstrong has relocated into your squadron area.

C.Jack has a very outstanding record and a letter of recommendation from squadron commander.

D.He was next in line for cadet commander in his old squadron.

E.When Jack joins the squadron he will have the highest grade out of the cadets in the squadron.

2)Assumptions

These are my assumptions on the problem:

A.Jack is excepting to assume a leadership position in the squadron.

B.Jack is an experience cadet.

C.Jack probably won't take a lower leadership position than what he had in his old squadron.

D.Jack could probably bring a lot of to the squadron.

E.Jack has probably done all the positions in the chain of command on his way to becoming a C/Lt. Col.

3)Criteria

The solution to the problem must meet the following criteria:

A.Not to loss cadet Jack Armstrong

B.Not to demote another officer that has been in the squadron since the beginning.

C.Not to put Jack in an unnecessary position in the squadron.

D.Not to give Jack a lower position than he had in his old squadron.

4)Definitions

These are some terms that should be clarified:

A.The highest ranking cadet is normally the cadet commander

B.DCC-Deputy Commander of Cadets

C.CC-Cadet Commander

D.CDC-Cadet Deputy Commander

DISCUSSION:

Jack and his family could bring a lot of help and experience to the squadron. With Jack's dad being in the airforce officer it could strengthen the squadron relationship with the Airforce. His family could bring a lot of new ideas into the squadron. Since Jack's family has been around the military for several years they could help bring more of military aspect to the squadron. These are some of the reason it would be bad to lose Jack.

The DCC has seen this cadets grow up into leader that now held position in the squadron. The DCC know that all his cadets a full capable doing of any task put before them. So, it would be unfair for the DCC to ask one of his cadets to step down so another officer from another region can take his place in the chain of command. There would be no fair way to pick a cadet to demote, so Jack could take his position. If the DCC were to demote somebody down than that cadet would probably quit the squadron.

The squadron needs as many cadet officers as it can get. Even if there are not enough current leadership positions in the squadron. Letting a cadet become discourage enough to quit just because there are not any leadership position left is a really bad reason to let someone go. Leadership positions can always be made up. As long as they serve a purpose in the squadron, and are not made up just to get someone out of the way. A meaningless position can discourage someone enough to quit just as fast as not having a position at all.

CONCLUSION:

There are several solutions to resolve this problem. My recommended is to give Jack a position outside the chain of command as an advisor or operation officer. Jack is a very capable officer who as done a lot of the position available. He could help the squadron in any position. As well as assisting new officers in learning their position.

ACTION RECOMMENDED:

My recommend action is to make C/Lt. Col. Jack Armstrong an advisor position in the squadron for the first couple months or until another position needs to be filled. That way he has time to adjust to the squadron, while the DCC continuously evaluates Jack performance.

List of Specific references for each action that is prohibited for cadets.

CAPR50-4 Test Administration and Security

You must be under the age of 21 to be a cadet. This eliminates a cadet from being a Testing Control Officer as stated in paragraph 3-b: ¡§TCOs and alternates must be at least 21 years old.¡¨

CAPR52-10 CAP Cadet Protection Policy

The regulation states that sexual abuse, physical abuse and hazing are strictly prohibited actions for all CAP members.

CAPR52-16 CAP Cadet Program Management

While at CAP activities, cadets will not have tobacco, alcohol or drugs as stated in paragraph 1-4(1): ¡§CAP cadets, regardless of age, will not possess, chew or consume tobacco products (unless prescribed by a doctor), alcoholic beverages or illegal drugs, in any form, while participating in any CAP activity.¡¨

Promotion restrictions keep cadets from speeding through the program:

Paragraph 2-3a.

(1) The Mitchell Award will not be completed earlier than 16 months from the join date.

(2) The Earhart Award will not be completed earlier than 24 months from the join date.

(3) The Eaker Award will not be completed earlier than 36 months from the join date.

(4) The Spaatz Award will not be completed earlier than 36 months from the join date.¡¨

Cadets are prohibited from wearing CAP uniforms if they do not comply with Uniform Manual 39-1: Paragraph 2-4a ¡§Cadets will not wear the CAP uniform unless they fully comply with CAP dress and grooming standards. Full compliance is required before Achievement 1 is completed.¡¨

Parachuting is a prohibited activity for cadets: paragraph 1-4(1)e ¡§Parachuting, para-sailing or any associated training is prohibited as a cadet activity.¡¨

Cadets are limited on how many terms can be served on the Cadet Advisory Council: Paragraph 3-4a ¡§Cadets are appointed to the CAC for a 1-year term

of office. They may be re-appointed for only one additional term at each echelon. While assigned to the CAC, a cadet elected to an officer position (chairperson, vice

chairperson, recorder) may hold that position for a maximum of 1 year at each echelon.¡¨

Cadets cannot get credited flight lessons while on an orientation flight: Paragraph 4-2c ¡§Orientation flights will not be credited towards

any flight ratings (solo, private pilot, etc.).¡¨

While attending CAP encampments, cadets must waive the right to use their privately owned vehicles: Paragraph 5-10a ¡§Cadets who drive POVs to encampments will not operate the POV while at the encampment and will check the ignition key with the designated senior member upon arrival. The keys will be returned on departure.¡¨

CAPR60-1 CAP Flight Management

Cadets are not allowed to participate in mission flight operations unless 18 years of age: Paragraph 2-6a ¡§During USAF assigned or CAP corporate missions involving the performance of actual or training emergency services operations, CAP members must be at least 18 years of age and mission qualified¡¨

Orientation flights are only given to cadets under 18: Paragraph 2-6a(2-a) ¡§CAP cadets 18 years of age or older may not fly on cadet orientation flights.¡¨

CAPR60-3 CAP Emergency Services Training and Operational Missions

Cadets are not allowed to participate in mission flight operations unless 18 or older and hold proper qualification cards: Paragraph 1-9f ¡§Only cadets 18 years of age and older, who hold a valid CAPF 101, Specialty Qualification Card, or a valid CAPF 101T, Specialty Qualification Training Card, are authorized to fly on aircraft involved in the performance of emergency services operations.¡¨

CAPR77-1 Operation and Maintenance of CAP Vehicles

Cadets are not allowed to operate CAP owned or temporally owned vehicles: Paragraph 5a ¡§Only members 21 years of age or older, properly licensed and possessing a valid CAPF 75, are permitted to operate COVs or TUVs.¡¨

CAPR900-3 Firearms - Assistance to Law Enforcement Officials

Weapons of destruction are forbidden from CAP members to use or carry: Paragraph 1 ¡§Civil Air Patrol members will not carry, wear, or use firearms, including air guns (pellet or BB) while engaged in Civil Air Patrol activities.¡¨

CIVIL AIR PATROL FORMS

CAPF 2BOctober 1972

Personnel Action Request - Termination of CAP Membership

CAPF 8November 1981

Requisition for Publications and Blank Forms

CAPF 15December 2001

Application for Cadet Membership in Civil Air Patrol

CAPF 27July 1992

Organization Action

CAPF 31November 1996

Application for CAP Encampment or Special Activity

CAPF 54November 1983

Application for CAP Encampment

Below is a completed Administration Officer ¡§Things To Do List.¡¨

fáEstablish a standard publications library. Inform all staff officers of location and use of the library.

fáMaintain the posting of new directives, policies, newsletter, etc. to the unit bulletin board.

fáCheck squadron files for proper indexing and filing of squadron documents.

fáInventory forms, publications, etc. on hand frequently and requisition needed items. Set up a system for handling and controlling these items as outlined in CAPR 5-4.

fáSet up a system for logging all correspondence sent or received. Make copies of the monthly log for all staff officers. Create an outgoing correspondence log.

fáEstablish practice of bringing mail received to commander at the start of every meeting.

fáMonitor staff activities to insure that reports, correspondence, records, etc., are prepared and submitted accurately and in a timely fashion as required by Squadron, Group, Wing, and National Headquarters.

fáServe as a member of the Squadron Finance Committee. Establish periodic meetings and agenda for the committee.

fáCoordinate responsibilities with appropriate cadet staff officers at all time