S5 Department - Regulations and Procedures

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:	7MAY21
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 Relations

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.

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.

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.

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.

Last Activity	Status	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. 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:

• Member count + active member count
• Game they wish to use (if needed)
• 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.

Updating the Folder

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.

Organizing the Event

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 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:

1. The S5 and S3 lead AO Lead must agree on a mission they would like to run as a joint operation.
2. An S5 and S3 staff member must agree to run the event
3. The operation must be run internally at least once to ensure operation is squared away, this includes a rerun if any changes are made to the operation after testing.
4. The S5 and S3 member then agree on a range of dates and times that they can run the event
5. S5/S3 leads then approve these dates for an external event
6. The proposal is then passed to the AO battalion for approval. Battalion staff may delegate this approval to S5/S3 leads at their discretion. Any events with monetary or requiring significant resources from the battalion or regiment must gain approval from both Battalion and Regimental Staff.
7. S5 member then find another community and organizes the event details with that community
8. S3 member organizes the event internally and runs the event

NOTE:the operation will only be posted after approval of respective parties.

Preparing the Stage

During this time you must send a PM to:

• The Game leaders (1IC, 2IC, Sr NCO)
• S5 1IC
• 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.

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.

Running the Mission

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.

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?
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?
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?
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.

The clan I'm working with doesn't seem cooperative / are ‘not playing nice’.
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 SOPs

Effective 08May2021 per S5 1IC Hobbs.T

2IC

1. Read and respond to PMs from the S5 department Comms
2. Provide monthly S5 departments report for CSC meeting
3. Ensure all members of S5 have the correct access to all resources required to allow them to fulfil their job requirements
4. Read and respond to external clans that try and reach the 7th Cavalry on our forums
5. Track department staffing and advise on staffing levels
6. Be ready to talk with external clan members on Teamspeak
7. Personnel Accountability - Work with S5 HHQ to Monitor transfers, LOA's (incl ELOA), AWOL's, PAF Logs and Discharges for changes to Departmental strength.
8. Ensure the ASFM tracker is up to date.
9. Verbally Counsel Staff Leads/AO Leads as required to ensure adherence to rules/regulations/policies/codes.
10. Ensure disciplinary documentation is reviewed and sentenced where appropriate.

AO Lead (PR/FilmMakers/Graphics)

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

Member (PR/FilmMaker/Graphics)

1. Report to their respective AO Lead.
2. Follow the guidelines set by the AO Lead.
3. Any additional tasks assigned by NCIOC or leadership.

Film Maker Guidelines

1. Report to Media Lead via Forum at least twice a month.
2. Media must be reviewed by Lead + Staff before being uploaded to YouTube/Cav Hosting.
3. Work must be done at a reasonable pace.
4. If you are being DCS'd for failing to file your report, you will have 7 days to file said report or you will be punitively removed from the department.
5. Actions malicious in nature through the use of S5 Media will result in an immediate LoR and or removal from department.

Public Relations

1. Network with other clans/communities who have a similar play style as us (i.e. tactical, respectable, etc.).
2. Plan Combat Missions with other communities either internally or pass plan off to an S3 Battlestaff Liaison to develop the Combat Mission.
3. Find community events for the 7th Cavalry to take place in. (i.e. Battles, tournaments, etc.)
4. Review and update clan folders in forum section.
5. Actions deemed malicious in nature through the use of S5 Public Relations will result in an immediate LoR and or removal from department.

Graphics

1. Meet established timeline for posting.
2. 30 days to Complete request
3. 7 days for first draft on thread
4. 3 days from posting to notify requester and confirm assignment
5. 3. All graphics must meet 7 Cavalry standards on professionalism and decency.
6. 4. Actions deemed malicious in nature through the use of S5 Graphics will result in an immediate LoR and or removal from department.