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 = 10JUN22
|lastmodifieddate = 16FEB24
|approvingauthority  = ROO Commanding Officer
|approvingauthority  = ROO OIC
|pointofcontact  = ROO Executive Officer
|pointofcontact  = S5 1IC
}}
}}
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=Introduction to S5=
=Introduction to S5=
==Welcome to S5 Public Affairs==
==Welcome to S5 Public Affairs==
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.
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===
===Definition of the Role===
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.
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===
===Power in Numbers===
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.
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.
 
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.


=Personnel Duties and Responsibilities=
=Personnel Duties and Responsibilities=
Effective September23 per S5 1IC Fields.Q and 2IC Smithson.R
Effective September23 per S5 1IC 1LT.Anderson.P and 2IC CPL.Whaley.H
 
==S5 - HQ - 1IC==
==S5 - HQ - 1IC==
===Role of S5 1IC===
===Role of S5 1IC===
Line 59: Line 56:
===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 Discord (and/or Teamspeak if applicable)<br />
*Ensure the ASFM tracker is up to date.
* Personnel Accountability - Work with S5 HQ to monitor transfers, LOA's, ELOA's, 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 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.
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===
===Responsibilities of S5 2IC===


* The ongoing health and morale of the department in all respects
* Oversee the department's health and morale.
* Attend one of the CSCs in a given quarter.
*Attend at least one CSC meeting per quarter.
* Perform administrative duties associated with the Department, or any task delegated by the 1IC.
*Perform administrative duties as assigned by the 1IC.
* Ensure the ASFM tracker is up to date.
*Ensure the ASFM tracker remains up to date.
* Verbally Counsel Staff Leads/AO Leads as required to ensure adherence to rules/regulations/policies/codes.
*Counsel Staff Leads and AO Leads as needed to ensure compliance with regulations.


==S5 Department Leads==
==S5 Department Leads==
===Role of the S5 Department Leads===
===Role of the S5 Department Leads===
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.
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===
===Responsibilities of Department Leads===


* Read and respond to PMs in 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 1st of each month.
*Provide monthly reports to the 2IC before the 1st of each month.
* Any additional tasks assigned by 1IC or 2IC
*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===
The Senior Clerks of S5 are to support the execution of duties assigned to the department by S5 Department Leads.
Senior Clerks support the execution of department duties and oversee the work of Clerks within their AO.


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


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


==S5 Department Clerks==
==S5 Department Clerks==
===Role of S5 Department Clerk===
===Role of S5 Department Clerk===
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.
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===
===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 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. That form is [https://docs.google.com/forms/d/e/1FAIpQLSfajcUeW_EfQpBeycfBvURU47DGLBGtsasQT7hAawEmhZRnBQ/viewform here]
*Media must be reviewed by the Lead and Staff before being uploaded to YouTube or Cavalry hosting platforms.
* Failure to fill this out will result in a DCS
*Failure to fill out the report form will result in a Disciplinary Counseling Statement (DCS).
* Media must be reviewed by Lead + Staff before being uploaded to YouTube/Cav Hosting.
*Actions deemed malicious will result in an immediate Letter of Reprimand (LoR) and possible removal from the department.
* Actions malicious in nature through the use of S5 Media will result in an immediate LoR and or removal from the department.
*Minimum rank requirement: PFC.
* 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.
* Consequences for incomplete duties 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


* Meet established timeline for posting of 5 days to accept and 14 days to complete
====Social Media:====
* Must accept a minimum of 1 project per month
* Upload finished project directories on shared S5 google drive
* 3 days to notify requester and confirm/accept assignment
* 3 days for first draft on thread (can be very basic)
* 14 days with no follow-up on accepted project/assigned projects may result in a DCS
* All graphics must meet 7 Cavalry standards on professionalism and decency. 700x200 300dpi for Signatures (centered) 1260x400 300dpi for frontpage rotating banners
* No profanity, offensive slogans, political or religious nature
* Actions deemed malicious in nature through the use of S5 Graphics will result in an immediate LoR and or removal from department.
* Minimum Rank is PFC


====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.


*At least one contact with Social Media Senior per week.
=====Social Media Platform Graphic Sizes=====
*All communications on social media must meet the "Cav Communications Guidelines". Any non Cav supported events or media including film and graphics must be reviewed and approved by Social Media Lead prior to posting.
*YouTube: Channel Art - 2560 x 1440 pixels; Video Thumbnail - 1280 x 720 pixels
*Be responsible for maintaining your designated social media platform in line with the posting requirements set out by section lead.
*Facebook: Profile Picture - 180 x 180 pixels; Cover Photo - 820 x 312 pixels; Shared Image - 1200 x 630 pixels
*Attendance at a monthly planning and review meeting with Section lead. Requirements for this meeting will be to analyze and review content posted, assess impact and engagement and forward plan next quarters activities.
*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
*Consequence for incomplete duties may result in immediate removal from department.
*X (formerly Twitter): Profile Picture - 400 x 400 pixels; Header Photo - 1500 x 500 pixels; In-Stream Photo - 1600 x 900 pixels
*Actions deemed as malicious in nature using 7CAV social media platforms will result in an immediate LoR and removal from the department.
*Reddit: Profile Picture - 256 x 256 pixels; Banner Image - 1920 x 384 pixels; Post Image - 1200 x 628 pixels
*Minimum rank PFC
*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
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