S5 Department - Regulations and Procedures: Difference between revisions

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{{DocRelInfo
{{DocRelInfo
|articlenumber  = 7CAV-DR-005
|articlenumber  = 7CAV-DR-005
|scope  = S5 Department - Regulations and Procedures
|scope  = S5 Department - Public Affairs SOP
|version  = Version 3.0
|version  = Version 4.4
|effectivedate  = 10FEB20
|effectivedate  = 16FEB24
|lastmodifieddate = 7MAY21
|lastmodifieddate = 16FEB24
|approvingauthority  = ROO Commanding Officer
|approvingauthority  = ROO OIC
|pointofcontact  = ROO Executive Officer
|pointofcontact  = S5 1IC
}}
}}
 
{| style="float:center; 1em auto 1em auto; border: 1px solid #000000; font-size:85%; width: 25%" width="25%" cellpadding="4"
'''''THIS DOCUMENT MAY NOT BE EDITED WITHOUT S5 APPROVAL.'''''
|-
 
| style="background-color: #ffd900;text-align:center; color: #000000" colspan="2"|'''This is the Document Release Information'''
=Introduction to S5=
|-
==Welcome to S5 Public Relations==
| style="text-align:right;"|'''Article Number:'''
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.
|7CAV-DR-005
 
|-
===Definition of the Role===
| style="text-align:right;"|'''Scope:'''
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.
|S5 Department - Regulations and Procedures
 
|-
===Power in Numbers===
| style="text-align:right;"|'''Version:'''
In S5, we have several members working together to achieve common goals. If you see a S5 PR member not understanding something or making errors, ask to assist them. Take the initiative to help. For all you know that member may be confused by our admittedly steep learning curve of a Department.
|Version 3.0
 
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.
 
==Procedures for contacting other groups==
===Out into the World===
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.
====Contacting Another Clan====
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.
 
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.
 
===Participating in events made by other clans===
When you are contacted or are contacting another clan about an event they are having. Contact your lead/senior to get an event posted on the external events calendar.
 
PR leads and seniors will contact 1IC or 2IC to post the events on the external calendar and provide the event posting for S5HQ approval.
 
===Creating the Folder===
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.
    Clan Name:
    Clan Site:
    Clan Contact:
    Clan Game(s):
    Member count + active member count:
    Teamspeak/Discord 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.
 
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
| style="text-align:right;"|'''Effective Date:'''
| class="primaryContent" | Status
|10FEB20
| class="primaryContent" | Action
|-
|-
| <2 weeks || ACTIVE || Carry on as normal
| style="text-align:right;"|'''Last Modified Date:'''
|10JUN22
|-
|-
| <1 month || INACTIVE || Re-affirm our rules/regulations
| style="text-align:right;"|'''Approving Authority:'''
|ROO Commanding Officer
|-
|-
| <2 month || COLD CONTACT || Re-introduce the Cavalry as a concept
| style="text-align:right;"|'''Point of Contact:'''
|ROO Executive Officer
|}
|}


In reality, update the status as you see fit. But try to stay close to the guidelines.
'''''THIS DOCUMENT MAY NOT BE EDITED WITHOUT S5 APPROVAL.'''''
S5 Notes means your notes. These are the notes of the individual creating the folder, such as:
*Clan contacted via their/our TeamSpeak/Discord
*Clan came to us
*We went to them
*Seemed on good terms
*Acted outside of our code of conduct


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.


===Meeting the Clan===
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:
=Introduction to S5=
*Member count + active member count
==Welcome to S5 Public Affairs==
*Game they wish to use (if needed)
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.
*Server(s) to be used (covered later in 2.5)
*Mods and rules to be used (if needed)
*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.
===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.


===Updating the Folder===
===Power in Numbers===
When updating the folder with any new information, simply reply to the topic of that folder with whatever content you are providing.
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.
 
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.
 
Copy and paste the conversation within the ‘spoiler’ option within the folder with the title being the date of conversation and brief 2-3 word summary. If you have questions about this consult your senior or lead.
 
===Organizing an Operation held by the 7th Cavalry===
 
Now that we have a date, time and a place we can begin the phase of designing and organizing 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 2IC instead.
 
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.
 
When organizing an event, S5 and S3 must work in conjunction to prepare, plan, and execute the mission. The following steps must be taken before organizing an event with another unit:
 
#S3 has an operation they would like to run with another clan and will contact S5 PR Lead and AO PR Senior.
#S5 PR Senior will assign a clerk to the task and give the clerk the OPORD link, graphics (if applicable), and S3-S5 coordination form.
#S5 clerk then finds another community and organizes the event details using the S3-S5 colab form with that community. If there are time and date change requests contact the S3-S5 Liaison.
#Ensure you add your conversations and completed S3-S5 Coordination form to the clan folder
#Send S5/S3 liaison to the folder and notifying completion of form.
#S5 will check 1 week and 48hours from operation start date with the other clan to ensure they are still attending
#Any events with monetary or requiring significant resources from the battalion or regiment must gain approval from both Battalion and Regimental Staff.
 
Do not start involving yourself in the operation making process. S3 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.
 
'''''NOTE:''''' The operation will only be posted after approval of respective parties.
 
===Preparing the Stage===
Now it is time you send a PM to your:
 
*S5 Public Relations Lead
*S5 Public Relations Senior
*S3-S5 Liaison
 
You will provide the link to the clans folder and a link of the operation. Ensure the folder is complete and thorough before you send the PM.
 
Remember, any interaction with another group has to be within the Conduct of the 7th Cavalry. Attempt to be present or another S5 Public Relations Officer during 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 (if applicable) or move Cav members.
 
''''NOTE:''''' They won't have TS/Discord permissions to begin with. The Operation party will take care of the mission start up and briefing.
 
===Running the Mission===
Here is where your job as an S5 Public relations officer is most critical. You need to be there at the start of the operation. If you can not attend the mission, ensure a member of S5 to be a clan rep. Feel free to reach out to the 1IC and 2IC if you can't get a hold of anyone else to step in. Try your best to follow up shortly after the operation is finished as well. Speak with the leader of the operation and the leader(s) of the attending clan(s), taking note of the good/bad points, make an update to the folder explaining how the operation went. Remember, keep it simple.
 
===Strike System Prefixes===
Summary: Forum Strike system for S5 HQ use.
 
S5 PR has a three strike system on other clans when they cancel at the last minute or have unfavorable actions happen on or off the field. This system will allow better tracking of the clans who are reliable about attending operations and those who are not. The strike system will work as follows: first strike is issued when a clan cancels 48 hours or less of a notice, second strike indicates that the clan consistently is unreliable/unfavorable, and third strike results in no more operations conducted with that clan. Also there is a tag to show that a clan is inactive so we don’t waste our time. <u>''S5 HQ are the only ones that have permissions to activate a strike and a strike report must be in the folder for tracking.''</u>
 
===Operations vs Scrims===
Operations against a foreign clan have to follow these guidelines:
 
*Folder must be created and updated
*Game leadership must be involved
*S3 Battlestaff must be informed/involved
*AAR and medalrecs must be written in time following the S3 guidelines
 
Scrims have to follow these guidelines:
 
*Folder must be created
*Game leadership must be involved
*Since these events are not official no medals can be awarded
*Any event starts as "PvP event against another clan/group", then it iturns into one of the types of missions mentioned above.
*"Operation against a foreign clan" = official operation
*"Scrims" = unofficial OP
 
==FAQs==
'''Does the clan I'm talking with get teamspeak permissions on our server?'''<br>
''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.''
 
'''Should I put X in the status update?'''<br>
''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>
''Talk with your S5 Public Relations seniors to see what they think. There is also your Public Relations Lead, try them.''
 
'''The clan I'm working with doesn't seem cooperative / are ‘not playing nice’.'''<br>
''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.''


=Personnel Duties and Responsibilities=
=Personnel Duties and Responsibilities=
 
Effective September23 per S5 1IC 1LT.Anderson.P and 2IC CPL.Whaley.H
Effective May2022 per S5 1IC Fields.Q and 2IC Bacon.C
 
==S5 - HQ - 1IC==
==S5 - HQ - 1IC==
===Role of S5 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.
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===
===Responsibilities of S5 1IC===


* Read and respond to PMs from the S5 department Comms
*Respond to communications from the S5 department and external clans.
* Provide monthly S5 departments report for CSC meeting
*Provide monthly reports for CSC meetings.
* Ensure all members of S5 have the correct access to all resources required to allow them to fulfill their job requirements
*Ensure all S5 members have the correct access to resources required for their duties.
* Read and respond to external clans that try and reach the 7th Cavalry on our forums
*Monitor and respond to external communications via forums and Discord.
* Track department staffing and advise on staffing levels
*Track department staffing and advise on necessary adjustments.
* Be ready to talk with external clan members on Teamspeak
*Ensure the ASFM tracker is up to date.
* Personnel Accountability - Work with S5 HHQ to Monitor transfers, LOA's (incl ELOA), AWOL's, PAF Logs and Discharges for changes to Departmental strength.
*Counsel Staff Leads and AO Leads as needed to maintain adherence to regulations.
* Ensure the ASFM tracker is up to date.
*Review and sentence disciplinary documentation where appropriate.
* Verbally Counsel Staff Leads/AO Leads as required to ensure adherence to rules/regulations/policies/codes.
* Ensure disciplinary documentation is reviewed and sentenced where appropriate.


==S5 - HQ - 2IC==
==S5 - HQ - 2IC==
===Role of S5 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.
The 2IC of S5 is to support the 1IC in the execution of duties assigned to the department by the regiment with respect to the upkeep and maintenance of personnel records. Specifically, any current implementation of MILPACs and relevant data/tools to be maintained by the department.


===Responsibilities of S5 2IC===
===Responsibilities of S5 2IC===


* Read and respond to PMs from the S5 department Comms
* Oversee the department's health and morale.
* Provide monthly S5 departments report for CSC meeting
*Attend at least one CSC meeting per quarter.
* Ensure all members of S5 have the correct access to all resources required to allow them to fulfil their job requirements
*Perform administrative duties as assigned by the 1IC.
* Read and respond to external clans that try and reach the 7th Cavalry on our forums
*Ensure the ASFM tracker remains up to date.
* Track department staffing and advise on staffing levels
*Counsel Staff Leads and AO Leads as needed to ensure compliance with regulations.
* Be ready to talk with external clan members on Teamspeak
* Personnel Accountability - Work with S5 HHQ to Monitor transfers, LOA's (incl ELOA), AWOL's, PAF Logs and Discharges for changes to Departmental strength.
* Ensure the ASFM tracker is up to date.
* Verbally Counsel Staff Leads/AO Leads as required to ensure adherence to rules/regulations/policies/codes.
* Ensure disciplinary documentation is reviewed and sentenced where appropriate.


==S5 Department Leads==
==S5 Department Leads==
===Role of the 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.
To take charge of managing their specific department projects and quality checking any work. The S5 Department Leads will be in charge of counseling new members of their department and ensuring that they stay at an effective strength at all times.


===Responsibilities of Department Leads===
===Responsibilities of Department Leads===


* Read and respond to PMs from the S5 department Comms PM.
*Respond to communications in the S5 Department Comms PM.
* Verbally Counsel S5 members as required to ensure adherence to rules/regulations/policies/codes.
*Counsel S5 members as needed to ensure adherence to guidelines.
* Ensure all members of their AO have the correct access to all resources required to allow them to fulfil their job requirements.
*Ensure all members of their AO have the correct access to resources.
* Ensure disciplinary documentation is reviewed and sentenced where appropriate.
*Review and finalize disciplinary documentation as needed.
* Provide monthly reports to 2IC before 2nd Saturday of each month.
*Provide monthly reports to the 2IC before the 1st of each month.
* Any additional tasks assigned by NCIOC or leadership.
*Complete any additional tasks assigned by the 1IC or 2IC.


==S5 Department Senior Clerks==
==S5 Department Senior Clerks==
===Role of S5 Department Senior Clerk===
===Role of S5 Department Senior Clerk===
 
Senior Clerks support the execution of department duties and oversee the work of Clerks within their AO.
The Senior Clerks of S5 are to support the execution of duties assigned to the department by S5 Department Leads.


===Responsibilities of S5 Department Senior Clerk===
===Responsibilities of S5 Department Senior Clerk===


* Responsible for reporting issues and problems up to the assigned AO Lead.
*Report issues to the assigned AO Lead.
* Responsible for supervision of product creation.
*Supervise product creation and train Clerks.
* Responsible for supervision and training of the Clerks.
*Ensure all S5 Department Members are accounted for at all times.
* Ensuring all S5 Department Members are accounted for at all times.
* An R&U to this post will confirm you understand the above requirements, and agree to be held to these standards in the completion of your duties.


==S5 Department Clerks==
==S5 Department Clerks==
===Role of S5 Department Clerk===
===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.
The Clerks are the backbone of the department and are responsible for the creation of products such as graphics or videos. They report to their assigned Senior Clerk and pass along any issues that they may have. The Department Lead will assign them to an area of operation.


===Responsibilities of S5 Department Clerk===
===Responsibilities of S5 Department Clerk===


* Report to their respective AO Lead/Senior.
* Report to their respective AO Lead/Senior.
* Follow the guidelines set by the AO Lead.
*Follow guidelines set by the AO Lead.
* Any additional tasks assigned by NCIOC or leadership.
*Complete any additional tasks assigned by leadership.
* Minimum Rank is PFC
*Minimum rank requirement: PFC.


=Specific Departmental Responsibilties=
====Film:====
====Film:====


* Report to Media Lead at least once every two weeks. This is so it is understood what you are working on and what your blockers are.
*Report to the Media Lead at least once every two weeks using the provided Google form to track postings.
* This will be done via a google form to keep track of postings
*Media must be reviewed by the Lead and Staff before being uploaded to YouTube or Cavalry hosting platforms.
* https://docs.google.com/forms/d/e/1FAIpQLSfajcUeW_EfQpBeycfBvURU47DGLBGtsasQT7hAawEmhZRnBQ/viewform
*Failure to fill out the report form will result in a Disciplinary Counseling Statement (DCS).
* Failure to fill this out will result in a DCS
*Actions deemed malicious will result in an immediate Letter of Reprimand (LoR) and possible removal from the department.
* Media must be reviewed by Lead + Staff before being uploaded to YouTube/Cav Hosting.
*Minimum rank requirement: PFC.
* Actions malicious in nature through the use of S5 Media will result in an immediate LoR and or removal from the department.
* Minimum Rank is PFC


====Public Relations:====
====Public Relations:====


* At least one contact report every week (this can include advertising posters on other platforms).
* Submit at least one contact report per week (this can include advertising posters on other platforms).
* Network with other clans/communities who have a similar playstyle as us (i.e. tactical, respectable, etc.).
*Network with other clans/communities with similar playstyles.
* Forward clan folders to an S5-S3 Operations Staff Liaison to develop the Combat mission.
*Forward clan folders to an S5-S3 Operations Staff Liaison to develop combat missions.
* Find community events for the 7th Cavalry to partake in (i.e. Battles, tournaments, etc.).  
*Identify community events for the 7th Cavalry to participate in.
* Review and update clan folders in the forum section once a week.
*Review and update clan folders weekly.
* Your consequences if abuse of/or incomplete duties if these actions are not made by the time limit it will result in the removal from the department
*Incomplete duties will result in removal from the department.
* Actions deemed malicious in nature through the use of S5 Public Relations will result in an immediate LoR and or removal from the department.  
*Actions deemed malicious will result in an immediate LoR and removal from the department.
* Minimum Rank is PFC
*Minimum rank requirement: PFC.


====Graphics:====
====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.


* Meet established timeline for posting of 5 days to accept and 14 days to complete
=====Social Media Platform Graphic Sizes=====
* Must accept a minimum of 1 project per month
*YouTube: Channel Art - 2560 x 1440 pixels; Video Thumbnail - 1280 x 720 pixels
* Upload finished project directories on shared S5 google drive
*Facebook: Profile Picture - 180 x 180 pixels; Cover Photo - 820 x 312 pixels; Shared Image - 1200 x 630 pixels
* 3 days to notify requester and confirm/accept assignment
*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
* 3 days for first draft on thread (can be very basic)
*X (formerly Twitter): Profile Picture - 400 x 400 pixels; Header Photo - 1500 x 500 pixels; In-Stream Photo - 1600 x 900 pixels
* 14 days with no follow-up on accepted project/assigned projects may result in a DCS
*Reddit: Profile Picture - 256 x 256 pixels; Banner Image - 1920 x 384 pixels; Post Image - 1200 x 628 pixels
* All graphics must meet 7 Cavalry standards on professionalism and decency. 700x200 300dpi for Signatures (centered)  1260x400 300dpi for frontpage rotating banners
*Steam: Header Image - 616 x 353 pixels; Library Capsule - 600 x 900 pixels; Small Capsule - 231 x 87 pixels
* No profanity, offensive slogans, political or religious nature
*Discord: Profile Picture - 128 x 128 pixels; Server Banner - 960 x 540 pixels; Event Cover Image - 800 x 400 pixels
* Actions deemed malicious in nature through the use of S5 Graphics will result in an immediate LoR and or removal from department.
*TikTok: Profile Picture - 200 x 200 pixels; Video Dimensions - 1080 x 1920 pixels
* Minimum Rank is PFC

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
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