LCYPC & CYPC CONFERENCE CALL:
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1 LCYPC & CYPC CONFERENCE CALL: Closing out FY15 and Welcoming in FY16 1SEPT15
2 AGENDA Welcome & Roll Call GTP Updates Satisfaction Survey Update Annual Report Update Program Updates Roll Call Conclusion
3 Selection of new delegates Region 1: Jarod Mockus (MA, Army) Region 2: Alexis Quivey (NY, Army) Region 6: Savannah Sosebee (AR, Air) Region 8: Elyssa Monteith (CO, Army) Region 9: Drake Rivera Perez (GU, Army) Region 10: Anne Harrison (AK, Army)
4 4 th Quarterly meeting will be held via conference call on 27 September st Quarterly meeting is scheduled for November 2015 in Washington, DC. More information on each event will be sent out close to the actual date
5 Michelle McCarty will be the interim POC for GTP questions and information until positions are backfilled at NGB
6
7 SATISFACTION SURVEYS
8 SATISFACTION SURVEYS Results were sent to the SFPD and LCYPC on 31AUG15 Results included the following: Overall Family Member and Leadership survey results Family Member written responses Leadership written responses Performance Evaluations for LCYPC & CYPC Explanation of survey results as follows
9 STATE/TERRITORY NAME (FAMILY MEMBER) # of Surveys Sent Out # Responses Received Service Component Ages of Youth Top Marketing Tools ARNG 12 ANG 6 Other Flyer/Brochure Facebook Overall satisfaction with the Child and Youth Program in your state/territory Professionalism of Child and Youth Program Coordinators during events, briefings and trainings The implementation of respectful and appropriate behavior management techniques utilized during events The overall attention placed on ensuring the safety and well-being of participating children and youth The degree of supervision provided during state/territory sponsored events and activities by staff, contractors and/or volunteers The level of communication between Child and Youth Program Coordinators and families with deployed Service Members The marketing of youth-related services available to military-connected Families throughout the deployment cycle The marketing of Child and Youth Programming opportunities for involvement (i.e. Symposiums, Teen Councils, Camps, Retreats, etc.) The timeliness by which Child and Youth Coordinators provide resources and information when contacted and requested The programming and support provided for children and youth during Yellow Ribbon events (pre- deployment, during deployment and The level of programming provided during state/territory-level events for children and youth Out of a scale of
10 STATE/TERRITORY NAME (FAMILY MEMBER) Youth-related resource and referral inquiries resulted in greater awareness of services available for military-connected youth 3.07 Engagement in Child and Youth Program events increased opportunities for positive youth networking and relationship-building 3.36 Child and Youth Program services and support equipped youth with positive problem solving skills 3.29 Engagement in youth-related programming and activities provided opportunities for greater leadership development 3.38 Child and Youth Program services provided necessary information and support for equipping youth with positive stress management skills 3 Programming and activities provided by the Child and Youth Program improved overall youth resilience and ability to positively cope with change 3.08 Youth-related resources and support provided improved overall readiness to manage the challenges and emotions associated with deployment/lengthy separation from service member 2.91 Child and youth programming and support provided increased overall youth preparedness when faced with deployment and/or lengthy separations 3 Out of a scale of 4
11 STATE/TERRITORY NAME (LEADERSHIP) # of Surveys Sent Out # Responses Received 10 2 Overall satisfaction with the Child and Youth Program in your state/territory Professionalism of Child and Youth Program Coordinators during events, briefings and trainings The implementation of respectful and appropriate behavior management techniques utilized during events The overall attention placed on ensuring the safety and well-being of participating children and youth The degree of supervision provided during state/territory sponsored events and activities by staff, contractors and/or volunteers The level of communication between Child and Youth Program Coordinators and families with deployed Service Members The marketing of youth-related services available to military-connected Families throughout the deployment cycle The marketing of Child and Youth Programming opportunities for involvement (i.e. Symposiums, Teen Councils, Camps, Retreats, etc.) The timeliness by which Child and Youth Coordinators provide resources and information when contacted and requested The programming and support provided for children and youth during Yellow Ribbon events (pre- deployment, during deployment and reintegration) The level of programming provided during state/territory-level events for children and youth Out of a scale of
12 PROGRAM ASSESSMENT Overall Identified Strengths Areas Identified for Improvement Overall Impact on Participating Youth Knowledgeable and dedicated Child and Youth Program contractors Organized events and activities for military youth and their families Family-oriented approach, fostering skill development in youth Increased marketing of upcoming events and activities Greater geographic dispersion of events and programming Increased feelings of confidence and pride among participating youth Greater connections to other military youth in the state Increased opportunities for youth to engage in skill development trainings
13 SATISFACTION SURVEYS Following review of the survey results, consider the following: LCYPC should meet with SFPD for an overall review of results LCYPC should review top trends/needs of the C&Y Program LCYPC and SFPD should identify FY16 C&Y Program priorities and initiatives LCYPC and CYPC should meet to discuss FY16 C&Y Program priorities and outline training calendar/upcoming events (project travel requirements and expenses as well) LCYPC and CYPC should review items with lowest scores and develop action plans for specifically targeting those areas for growth
14 SATISFACTION SURVEYS Keep the following in mind: Results are not targeted at individuals, rather provide an outside perspective of the Child and Youth Program Be open to the suggestions/comments you receive In some cases suggestions/comments may be eventspecific; use that for FY16 planning of the same event Review results from FY12, FY13 & FY14; what growth has been made in FY15?
15
16 ANNUAL REPORTS Important dates to remember: 1 OCT 15: Rough drafts due to RAPM by COB 15 OCT 15: Final copies due to RAPM by COB 10 high-quality pictures and photo index due to RAPM by 15 OCT 15 (addressed on next slide) High-quality video clips due to Jeremy by 15 OCT 15 (optional) 15 NOV 15: Annual Reports submitted to NGB for review along with videos Annual Report must summarize programming for FY15 (1 OCT 14 through 30 SEPT 15)
17 ANNUAL REPORTS If/when mailing CDs/DVDs, please ensure you utilize the following addresses: Eastern Region: Western Region: Erin Berry Jeremy Van Wyk 434 Chase Road 2501 Maple Street Columbus, OH West Des Moines, IA 50265
18 ANNUAL REPORTS Annual Report criteria that must be included/observed: 3 total pages (front to back) on 8 ½ x 11 copy paper High-quality photos; avoid cell phone, blurry images Quotes and/or feedback from attendees, partners or leadership with proper identification provided One title page Comprehensive list of key partners/partnerships utilized Two best practices utilized in the state/territory
19 ANNUAL REPORTS Annual Report criteria that must be included/observed: Training and outreach snapshot Numbers of youth and adults served by age and component (broken down by service component and age) State/territory teen council overview Volunteer statistics and utilization Final page with contact information and social media links MRT Pilot States: Please include a summary of trainings conducted and a breakdown of attendees
20 ANNUAL REPORTS Reporting Numbers: The following table is an example of how all numbers need to be broken down for reporting on your AR Numbers reported should be reflective of total participants numbers
21 ANNUAL REPORTS Examples of High-Quality Photos:
22 ANNUAL REPORTS Examples of Low-Quality Photos: Subjects are too dark needs more light Subjects are too far away difficult to make out faces Subjects have backs to camera; some are cut-off by poor framing
23 ANNUAL REPORTS Tips for Creating a Visually-Appealing Report: RULE OF THIRDS: Divide pages into thirds both vertically and horizontally Each section should appear balanced this applies to text, photos and other graphics ONE STRONG VISUAL: Pair one strong image/visual with a large headline and some explanatory text this is a classic arrangement Customers like seeing images of people, so include a high-quality picture of a person that ties into the text
24 ANNUAL REPORTS Tips for Creating a Visually-Appealing Report: COLOR: Maintain consistency with colors; avoid using too many colors, as it distracts from content Consider emotional responses to color: Red: excitement, strength, power, passion Yellow: happiness and energy Green: growth, freshness, safety, (ARNG) Blue: stability, calmness, (ANG) White: light, goodness, purity Black: power, elegance, mystery, evil Purple: joint, support Consider matching colors to the tone of the topic at-hand or pallets that work with logos, pictures, etc.
25 ANNUAL REPORTS Tips for Creating a Visually-Appealing Report: TYPEFACE: Avoid using typefaces with elaborate detailing People read lowercase letters 13% faster than upper case; do not use upper case for blocks of text Dark letters on a light background are easier to read than the reverse Mix-matched fonts on a single document can appear unprofessional IMAGES: Pictures tell a story; do not convey mixed messages Pictures/images should be of high-quality, crisp, clear and detailed
26 ANNUAL REPORTS Keep the following in mind: Annual Reports are a visual representation and documentation of all your efforts for FY15 Last year these reports were viewed by members of the White House very high visibility for the Child and Youth Program Suggested edits/revisions by RAPM are only meant to make your Annual Report stronger and ensure it meets established requirements These reports will be provided to Leadership throughout NGB Annual Reports help sell the importance of the Child and Youth Program Numbers of youth and adults served, as well as events conducted help validate funding needs
27 PROGRAM UPDATES Western Region (reminder): Jeremy on leave 2-16 SEPT Erin will be doing travel approvals and POC for questions/emergencies Ensure you cc Jeremy on traffic Travel Projections: Leads and CYPCs should be planning out projected travel for next contract year (7NOV15 6NOV16) Priority will be state/territory-level programming support and the 2016 PD in San Antonio, TX (MAR 2016) Travel budgets will be limited, so plan accordingly
28 PROGRAM UPDATES Contract Update: As a reminder the current CYSS contract period of performance will end 6NOV15 We anticipate the new contract to renew on-time and for a full year s period of performance
29 QUESTIONS What questions are there at this time? Erin Berry RAPM (East) National Guard Child, Youth & School Services O: M: Jeremy Van Wyk RAPM (West) National Guard Child, Youth & School Services O: M:
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