S5 Department - Regulations and Procedures

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