S5 Department - Regulations and Procedures: Difference between revisions

From 7th Cavalry Wiki
Jump to navigation Jump to search
Vermeulen.A (talk | contribs)
RPD-Lead
483 edits
Created page with "{{DocRelInfo |articlenumber = 7CAV-R-024 |scope = S5 Department - Regulations and Procedures |version = Version 1.0 |effectivedate = 21JUL2014 |approvingauthority = [http..."
 
No edit summary
 
(77 intermediate revisions by 8 users not shown)
Line 1: Line 1:
{{DocRelInfo
{{DocRelInfo
|articlenumber  = 7CAV-R-024
|articlenumber  = 7CAV-DR-005
|scope  = S5 Department - Regulations and Procedures
|scope  = S5 Department - Public Affairs SOP
|version  = Version 1.0
|version  = Version 4.4
|effectivedate  = 21JUL2014
|effectivedate  = 16FEB24
|approvingauthority  = [http://www.7thcavalry.us/milpacs/soldierprofile.php?uniqueid=1540 CPT.Treck, Matt]
|lastmodifieddate = 16FEB24
|pointofcontact  = [http://www.7thcavalry.us/milpacs/soldierprofile.php?uniqueid=2320 COL.Burgundy, Cameron]
|approvingauthority  = ROO OIC
|pointofcontact  = S5 1IC
}}
}}
{| style="float:center; 1em auto 1em auto; border: 1px solid #000000; font-size:85%; width: 25%" width="25%" cellpadding="4"
|-
| style="background-color: #ffd900;text-align:center; color: #000000" colspan="2"|'''This is the Document Release Information'''
|-
| style="text-align:right;"|'''Article Number:'''
|7CAV-DR-005
|-
| style="text-align:right;"|'''Scope:'''
|S5 Department - Regulations and Procedures
|-
| style="text-align:right;"|'''Version:'''
|Version 3.0
|-
| style="text-align:right;"|'''Effective Date:'''
|10FEB20
|-
| style="text-align:right;"|'''Last Modified Date:'''
|10JUN22
|-
| style="text-align:right;"|'''Approving Authority:'''
|ROO Commanding Officer
|-
| style="text-align:right;"|'''Point of Contact:'''
|ROO Executive Officer
|}


'''''THIS DOCUMENT MAY NOT BE EDITED WITHOUT S5 APPROVAL.'''''
'''''THIS DOCUMENT MAY NOT BE EDITED WITHOUT S5 APPROVAL.'''''


==Introduction to S5==
'''''1-1: Welcome to S5 Public Relations'''''<br>
Joining S5 puts you on the frontline of the 7th Cavalry. Everyday we work with outside units to help make our content the best it can be for our members, and to improve the Cav’s face to the outside world.


'''''1-2: Definition of the role'''''<br>
The job of a public relations officer is to represent the 7th Cav during talks with other clans. We expect you to visit these clans and embody our rules and regulations. While we do not demand you call other clan members by their ranks at first glance, we do ask that you pay them the respect that you would offer anyone else in the 7th Cavalry. Treat those how you would like to be treated. Speak clearly and honestly and you will always find success.


'''''1-3: Power in Numbers'''''<br>
=Introduction to S5=
In S5, we have several members working together to achieve common goals. Do not think yourself better than someone else just because you have created more clan folders or coordinated more operations. If you see someone not getting it, ask them to come along with you to other clans. Take the initiative. For all you know that member may be confused by our admittedly steep learning curve of a Department.
==Welcome to S5 Public Affairs==
Joining S5 Public Affairs places you on the frontline of the 7th Cavalry Gaming Regiment's interactions with the outside world. We work closely with external units to enhance our content for members and improve the Cavalry's image and outreach to other communities.


Working with other department members also comes in handy when in meetings with other clans. You have a backup and a comrade with which you can work with. Not only that but the clan you are meeting with will think better of the Cav sending two of its Public Relations officers instead of one. Make them feel special and you will find them far more workable than normal.
===Definition of the Role===
As a public relations clerk in S5, your job is to represent the 7th Cavalry during interactions with other clans. You are expected to embody our rules and regulations while visiting these clans. While we do not require you to address other clan members by their ranks at first glance, we ask that you treat them with the same respect you would afford anyone within the 7th Cavalry. Clear, honest communication is key to success in this role.


==Procedures for contacting other groups==
===Power in Numbers===
'''''2-1: Out into the World'''''<br>
In S5, teamwork is crucial. If you notice a fellow S5 PR member struggling, offer assistance. Your initiative can help them navigate our department's learning curve. Working with other department members is also beneficial during meetings with external clans, as having backup strengthens our presence and improves our relations.
To begin the process of starting public relations with other clans, we firstly need to meet them. There are two ways the Cav makes contact with other groups. Firstly through actively seeking other clans that fit our play-style and secondly on our own forums where other clans might post seeking to start talks with our group. Either way, its important that you do get in touch with other groups. S5 PR is about being an active member of the Cavalry and not just responding to PMs.


'''''2-2: Creating the Folder'''''<br>
=Personnel Duties and Responsibilities=
When contact with another group is made we need to begin the folder creation process. This is a relatively simple step-by-step form that you fill out for each group you make contact with.
Effective September23 per S5 1IC 1LT.Anderson.P and 2IC CPL.Whaley.H
    Clan Name:
==S5 - HQ - 1IC==
    Clan Site:
===Role of S5 1IC===
    Clan Contact:
The 1IC of S5 is to execute the vision of the Regiment with respect to the upkeep and maintenance of personnel records within the 7th Cavalry Regiment.
    Clan Game(s):
    Status:
    Teamspeak info:
    S5 Notes:


Above is the foundation for the folders we create. Its a relatively simple form, but it gives us all we need to complete our jobs as most of our work is based around talking with other people and through PMs, not necessarily paperwork.
===Responsibilities of S5 1IC===
 
If we take a more in-depth look into the Folder we can see several fields that might not immediately jump out as being obvious. Firstly, by Clan Games we mean only the games that that particular clan and the 7th Cavalry have in common. It is of no use to us if we note down that the Clan we are in talks with also happens to play Spongebob Squarepants the video game©®.
 
Next, we have the status. This is where we continually update the Clan and the Cav's actions together. It is usually obvious when contact with another clan has gone cold, but just to make it easy I have these guidelines.
 
{|class=wikitable
|-
| class="primaryContent" | Last Activity
| class="primaryContent" | Status
| class="primaryContent" | Action
|-
| <2 weeks || ACTIVE || Carry on as normal
|-
| <1 month || INACTIVE || Re-affirm our rules/regulations
|-
| <2 month || COLD CONTACT || Re-introduce the Cavalry as a concept
|}


In reality, update the status as you see fit. But try to stay close to the guidelines.
*Respond to communications from the S5 department and external clans.
S5 Notes means your notes. These are the notes of the individual creating the folder, such as:
*Provide monthly reports for CSC meetings.
*Clan contacted via their TeamSpeak / our TeamSpeak
*Ensure all S5 members have the correct access to resources required for their duties.
*Clan came to us
*Monitor and respond to external communications via forums and Discord.
*We went to them
*Track department staffing and advise on necessary adjustments.
*Seemed on good terms
*Ensure the ASFM tracker is up to date.
*Acted outside of our code of conduct
*Counsel Staff Leads and AO Leads as needed to maintain adherence to regulations.
*Review and sentence disciplinary documentation where appropriate.


Basically, you are creating a picture of your initial impression of the group for any future Public relations officer to look at and see how the Cav came into contact with the group. Keep it short, simple and to the point.
==S5 - HQ - 2IC==
===Role of S5 2IC===
The S5 2IC supports the 1IC in executing duties related to personnel record upkeep and external relations, including maintaining MILPACs and other relevant data.


'''''2-3: Meeting the Clan'''''<br>
===Responsibilities of S5 2IC===
Regardless of how you first came into contact with the group, you need to arrange an initial meeting to figure out when we could best run a game together, or whatever it is that you plan on doing. This first meeting is crucial to the future relations between the Cavalry and said group, so take notes and act the part.


You are asking for key things such as:
* Oversee the department's health and morale.
*Member count + active member count
*Attend at least one CSC meeting per quarter.
*Game they wish to use (if needed)
*Perform administrative duties as assigned by the 1IC.
*Server(s) to be used (covered later in 2.5)
*Ensure the ASFM tracker remains up to date.
*Mods and rules to be used (if needed)
*Counsel Staff Leads and AO Leads as needed to ensure compliance with regulations.
*Our Missions? (if needed)
*Time, Day and Date


Again, these are just guidelines so feel free to add any other content you feel is vital for what you intend to run with the group, however try to keep it formal. The General staff does not want to see you asking the facebook information of their members etc.
==S5 Department Leads==
===Role of the S5 Department Leads===
Department Leads manage specific projects within their department, ensuring the quality of work and counseling new members to maintain effective strength.


'''''2-4: Updating the Folder'''''<br>
===Responsibilities of Department Leads===
When updating the folder with any new information, simply reply to the topic of that folder with whatever content you are providing.


The only time you need to edit the original Folder post is if the Group has changed website, the contact has changed, or something along those lines.
*Respond to communications in the S5 Department Comms PM.
*Counsel S5 members as needed to ensure adherence to guidelines.
*Ensure all members of their AO have the correct access to resources.
*Review and finalize disciplinary documentation as needed.
*Provide monthly reports to the 2IC before the 1st of each month.
*Complete any additional tasks assigned by the 1IC or 2IC.


'''''2-5: Organising the Event'''''<br>
==S5 Department Senior Clerks==
''If the event is to be run on our servers, then read on. If not then continue to 2.6''
===Role of S5 Department Senior Clerk===
Senior Clerks support the execution of department duties and oversee the work of Clerks within their AO.


Now that we have a date, time and a place we can begin the phase of designing and organising the event. Firstly speak with whoever normally creates operations for the particular game area. They will know the best way forward with creating the actual Operation for our server. For example in BF4, the company staff of D/2-7 would be your best bet. But in ArmA3 it would be wise to go to the S3 NCOIC instead.
===Responsibilities of S5 Department Senior Clerk===


Introduce them to the group you have made contact with and let them find the information they need if it is not already in the S5 notes or a subsequent status update. Once they have got that down, let them create the operation. Do not start involving yourself in the operation making process. They will know how best to handle that. Simply check in every now and then to make sure things are on track for the date you have set up. Let them post the Operation post as normal and let our members sign up, just like any ordinary operation.
*Report issues to the assigned AO Lead.
*Supervise product creation and train Clerks.
*Ensure all S5 Department Members are accounted for at all times.


'''''NOTE:'''''the operation will only be posted after approval of respective parties. See 2.6
==S5 Department Clerks==
===Role of S5 Department Clerk===
Clerks are responsible for creating products such as graphics, videos, and public relations content. They report to their assigned Senior Clerk and assist with various tasks.


'''''2-6: Preparing the Stage'''''<br>
===Responsibilities of S5 Department Clerk===
During this time you must send a PM to:
*The Game leaders (OIC, XO, Sr NCO)
*S5 OIC
*S3 Personnel involved (if need be)


You will provide the basic information from the initial folder excluding the S5 notes. The Game leader and S5 OIC will give their approval or disapproval as need be.
* Report to their respective AO Lead/Senior.
*Follow guidelines set by the AO Lead.
*Complete any additional tasks assigned by leadership.
*Minimum rank requirement: PFC.


Remember, any interaction with another group has to be within the Conduct of the 7th Cavalry. You are on show at all times when with other Clans and so are those with you during operations so make sure to prepare to enforce that when in operations with other groups.
=Specific Departmental Responsibilties=
====Film:====


Make sure you or another S5 Public Relations Officer is going to be around for at least the start of the operation. You are there to guide the Operation party and the separate group to the start of the operation. e.g. pull down Clan A’s members down into the correct operation channel or move Cav members. They won’t have TS permissions to begin with. Moderate the channels and keep things rolling on. The Operation party will take care of the mission start up and briefing.
*Report to the Media Lead at least once every two weeks using the provided Google form to track postings.
*Media must be reviewed by the Lead and Staff before being uploaded to YouTube or Cavalry hosting platforms.
*Failure to fill out the report form will result in a Disciplinary Counseling Statement (DCS).
*Actions deemed malicious will result in an immediate Letter of Reprimand (LoR) and possible removal from the department.
*Minimum rank requirement: PFC.


'''''2-7: Running the Mission'''''<br>
====Public Relations:====
Here is where your job as an S5 Public relations officer is relinquished. You can either enjoy the operation or leave. It is your choice.


After the operation is finished, go speak with the leader of the operation and the leader(s) of the attending clan(s). After taking note of the good/bad points, make an update to the folder explaining how the operation went. Remember, keep it simple.
* Submit at least one contact report per week (this can include advertising posters on other platforms).
*Network with other clans/communities with similar playstyles.
*Forward clan folders to an S5-S3 Operations Staff Liaison to develop combat missions.
*Identify community events for the 7th Cavalry to participate in.
*Review and update clan folders weekly.
*Incomplete duties will result in removal from the department.
*Actions deemed malicious will result in an immediate LoR and removal from the department.
*Minimum rank requirement: PFC.


==FAQs==
====Graphics:====
'''Does the clan I’m talking with get teamspeak permissions on our server?'''<br>
*Accept and confirm assignment within 3 days.
''No. Any permanent server work will be done by S5 OIC and sent upwards for approval. If you feel the need to ask if the clan can get permissions, the clan hasn’t been working with the Cav long enough.''
*Post the first draft within 7 days.
*Complete the project within 14 days.
*Must accept at least one project per month.
*Upload finished projects to the shared S5 Google Drive.
*Failure to meet deadlines may result in a DCS.
*All graphics must adhere to the 7th Cavalry standards of professionalism and decency.
*Actions deemed malicious will result in an immediate LoR and removal from the department.
*Minimum rank requirement: PFC.
=====Standard Graphics Size=====
*Signatures: 700x200 pixels at 300 DPI (Centered)
*Frontpage Rotating Banners: 1260x400 pixels at 300 DPI


'''Should I put X in the status update?'''<br>
====Social Media:====
''Ask yourself this. “Would I need to know this to run the operation?” If the answer is no, then do not include it. At the end of the day our job is more to talk with other groups and not about writing tons of paperwork across the forum for us to pick up after you.''


'''I’m unsure of what to do here with this group. Who do I talk to?'''<br>
*Make contact with the Social Media Senior at least once per week.
''There are other S5 Public Relations officers. Talk with them to see what they think. There is a Public Relations Lead, try them. If all else fails there is an S5 Forum PM for you to write in.''
*All communications on social media must adhere to the "Cav Communications Guidelines."
*Any non-Cav supported events or media must be reviewed and approved by the Social Media Lead before posting.
*Maintain your designated social media platform according to the posting requirements set by the section lead.
*Attend a monthly planning and review meeting with the Section Lead to analyze posted content and plan future activities.
*Incomplete duties may result in immediate removal from the department.
*Actions deemed malicious will result in an immediate LoR and removal from the department.
*Minimum rank requirement: PFC.


'''The clan I’m working with doesn’t seem cooperative / are ‘not playing nice’.'''<br>
=====Social Media Platform Graphic Sizes=====
''As an S5 Public Relations Officer you are expected to know what does and does not fit within the Cavalry's Conduct. If you feel at any time that the group you are working with is not right for the Cavalry simply let them know in a polite and controlled manner and let the Public Relations Lead know. He will close the folder for you.''
*YouTube: Channel Art - 2560 x 1440 pixels; Video Thumbnail - 1280 x 720 pixels
*Facebook: Profile Picture - 180 x 180 pixels; Cover Photo - 820 x 312 pixels; Shared Image - 1200 x 630 pixels
*Instagram: Profile Picture - 110 x 110 pixels; Square Image Post - 1080 x 1080 pixels; Portrait Image Post - 1080 x 1350 pixels; Landscape Image Post - 1080 x 566 pixels; Story - 080 x 1920 pixels
*X (formerly Twitter): Profile Picture - 400 x 400 pixels; Header Photo - 1500 x 500 pixels; In-Stream Photo - 1600 x 900 pixels
*Reddit: Profile Picture - 256 x 256 pixels; Banner Image - 1920 x 384 pixels; Post Image - 1200 x 628 pixels
*Steam: Header Image - 616 x 353 pixels; Library Capsule - 600 x 900 pixels; Small Capsule - 231 x 87 pixels
*Discord: Profile Picture - 128 x 128 pixels; Server Banner - 960 x 540 pixels; Event Cover Image - 800 x 400 pixels
*TikTok: Profile Picture - 200 x 200 pixels; Video Dimensions - 1080 x 1920 pixels

Latest revision as of 03:15, 24 October 2024

This is the Document Release Information
Article Number: 7CAV-DR-005
Scope: S5 Department - Public Affairs SOP
Version: Version 4.4
Effective Date: 16FEB24
Last Modified Date: 16FEB24
Approving Authority: ROO OIC
Point of Contact: S5 1IC
This is the Document Release Information
Article Number: 7CAV-DR-005
Scope: S5 Department - Regulations and Procedures
Version: Version 3.0
Effective Date: 10FEB20
Last Modified Date: 10JUN22
Approving Authority: ROO Commanding Officer
Point of Contact: ROO Executive Officer

THIS DOCUMENT MAY NOT BE EDITED WITHOUT S5 APPROVAL.


Introduction to S5

Welcome to S5 Public Affairs

Joining S5 Public Affairs places you on the frontline of the 7th Cavalry Gaming Regiment's interactions with the outside world. We work closely with external units to enhance our content for members and improve the Cavalry's image and outreach to other communities.

Definition of the Role

As a public relations clerk in S5, your job is to represent the 7th Cavalry during interactions with other clans. You are expected to embody our rules and regulations while visiting these clans. While we do not require you to address other clan members by their ranks at first glance, we ask that you treat them with the same respect you would afford anyone within the 7th Cavalry. Clear, honest communication is key to success in this role.

Power in Numbers

In S5, teamwork is crucial. If you notice a fellow S5 PR member struggling, offer assistance. Your initiative can help them navigate our department's learning curve. Working with other department members is also beneficial during meetings with external clans, as having backup strengthens our presence and improves our relations.

Personnel Duties and Responsibilities

Effective September23 per S5 1IC 1LT.Anderson.P and 2IC CPL.Whaley.H

S5 - HQ - 1IC

Role of S5 1IC

The 1IC of S5 is to execute the vision of the Regiment with respect to the upkeep and maintenance of personnel records within the 7th Cavalry Regiment.

Responsibilities of S5 1IC

  • Respond to communications from the S5 department and external clans.
  • Provide monthly reports for CSC meetings.
  • Ensure all S5 members have the correct access to resources required for their duties.
  • Monitor and respond to external communications via forums and Discord.
  • Track department staffing and advise on necessary adjustments.
  • Ensure the ASFM tracker is up to date.
  • Counsel Staff Leads and AO Leads as needed to maintain adherence to regulations.
  • Review and sentence disciplinary documentation where appropriate.

S5 - HQ - 2IC

Role of S5 2IC

The S5 2IC supports the 1IC in executing duties related to personnel record upkeep and external relations, including maintaining MILPACs and other relevant data.

Responsibilities of S5 2IC

  • Oversee the department's health and morale.
  • Attend at least one CSC meeting per quarter.
  • Perform administrative duties as assigned by the 1IC.
  • Ensure the ASFM tracker remains up to date.
  • Counsel Staff Leads and AO Leads as needed to ensure compliance with regulations.

S5 Department Leads

Role of the S5 Department Leads

Department Leads manage specific projects within their department, ensuring the quality of work and counseling new members to maintain effective strength.

Responsibilities of Department Leads

  • Respond to communications in the S5 Department Comms PM.
  • Counsel S5 members as needed to ensure adherence to guidelines.
  • Ensure all members of their AO have the correct access to resources.
  • Review and finalize disciplinary documentation as needed.
  • Provide monthly reports to the 2IC before the 1st of each month.
  • Complete any additional tasks assigned by the 1IC or 2IC.

S5 Department Senior Clerks

Role of S5 Department Senior Clerk

Senior Clerks support the execution of department duties and oversee the work of Clerks within their AO.

Responsibilities of S5 Department Senior Clerk

  • Report issues to the assigned AO Lead.
  • Supervise product creation and train Clerks.
  • Ensure all S5 Department Members are accounted for at all times.

S5 Department Clerks

Role of S5 Department Clerk

Clerks are responsible for creating products such as graphics, videos, and public relations content. They report to their assigned Senior Clerk and assist with various tasks.

Responsibilities of S5 Department Clerk

  • Report to their respective AO Lead/Senior.
  • Follow guidelines set by the AO Lead.
  • Complete any additional tasks assigned by leadership.
  • Minimum rank requirement: PFC.

Specific Departmental Responsibilties

Film:

  • Report to the Media Lead at least once every two weeks using the provided Google form to track postings.
  • Media must be reviewed by the Lead and Staff before being uploaded to YouTube or Cavalry hosting platforms.
  • Failure to fill out the report form will result in a Disciplinary Counseling Statement (DCS).
  • Actions deemed malicious will result in an immediate Letter of Reprimand (LoR) and possible removal from the department.
  • Minimum rank requirement: PFC.

Public Relations:

  • Submit at least one contact report per week (this can include advertising posters on other platforms).
  • Network with other clans/communities with similar playstyles.
  • Forward clan folders to an S5-S3 Operations Staff Liaison to develop combat missions.
  • Identify community events for the 7th Cavalry to participate in.
  • Review and update clan folders weekly.
  • Incomplete duties will result in removal from the department.
  • Actions deemed malicious will result in an immediate LoR and removal from the department.
  • Minimum rank requirement: PFC.

Graphics:

  • Accept and confirm assignment within 3 days.
  • Post the first draft within 7 days.
  • Complete the project within 14 days.
  • Must accept at least one project per month.
  • Upload finished projects to the shared S5 Google Drive.
  • Failure to meet deadlines may result in a DCS.
  • All graphics must adhere to the 7th Cavalry standards of professionalism and decency.
  • Actions deemed malicious will result in an immediate LoR and removal from the department.
  • Minimum rank requirement: PFC.
Standard Graphics Size
  • Signatures: 700x200 pixels at 300 DPI (Centered)
  • Frontpage Rotating Banners: 1260x400 pixels at 300 DPI

Social Media:

  • Make contact with the Social Media Senior at least once per week.
  • All communications on social media must adhere to the "Cav Communications Guidelines."
  • Any non-Cav supported events or media must be reviewed and approved by the Social Media Lead before posting.
  • Maintain your designated social media platform according to the posting requirements set by the section lead.
  • Attend a monthly planning and review meeting with the Section Lead to analyze posted content and plan future activities.
  • Incomplete duties may result in immediate removal from the department.
  • Actions deemed malicious will result in an immediate LoR and removal from the department.
  • Minimum rank requirement: PFC.
Social Media Platform Graphic Sizes
  • YouTube: Channel Art - 2560 x 1440 pixels; Video Thumbnail - 1280 x 720 pixels
  • Facebook: Profile Picture - 180 x 180 pixels; Cover Photo - 820 x 312 pixels; Shared Image - 1200 x 630 pixels
  • Instagram: Profile Picture - 110 x 110 pixels; Square Image Post - 1080 x 1080 pixels; Portrait Image Post - 1080 x 1350 pixels; Landscape Image Post - 1080 x 566 pixels; Story - 080 x 1920 pixels
  • X (formerly Twitter): Profile Picture - 400 x 400 pixels; Header Photo - 1500 x 500 pixels; In-Stream Photo - 1600 x 900 pixels
  • Reddit: Profile Picture - 256 x 256 pixels; Banner Image - 1920 x 384 pixels; Post Image - 1200 x 628 pixels
  • Steam: Header Image - 616 x 353 pixels; Library Capsule - 600 x 900 pixels; Small Capsule - 231 x 87 pixels
  • Discord: Profile Picture - 128 x 128 pixels; Server Banner - 960 x 540 pixels; Event Cover Image - 800 x 400 pixels
  • TikTok: Profile Picture - 200 x 200 pixels; Video Dimensions - 1080 x 1920 pixels
Retrieved from "https://wiki.7cav.us/index.php?title=S5_Department_-_Regulations_and_Procedures&oldid=12475"