RRD - Enlistment Processing

This is the Document Release Information
Article Number:	7CAV-DR-031
Scope:	Regimental Recruiting Department - Enlistment Processing
Version:	Version 1.0
Effective Date:	07JUL2020
Last Modified Date:	DDMMMYYYY
Approving Authority:	ROO OIC
Point of Contact:	ROO XO

Enlistment Processing

The purpose of this SOP is to outline the process so that all members are aware of what happens once someone posts an application for enlistment.

Once the individual has submitted there application IMO bot will post it. Once this is done it gets handed off to a RRD Processing Clerk who sends a welcome letter. Processing Clerks check to ensure that the name is valid outline in SOP - RRD- Processing -002, that there is no recent VAC ban in the last five years, and that the person is not under age based on there application information. Processing Clerks are given a 48-hour period to send the appropriate Welcome Letter and make first contact with the applicant. If there are issues with there application (ie a name change) or anything of that nature is handled by the RRD processing clerk staff.

Once any issues are fixed or a new name is chosen and they wish to proceed to continue there enlistment is marked Approved through the enlistment management system. A S1 Clerk will then create there MILPACs and mark it S1 Completed. Once this is done the Processing Clerk Staff will then sort the application through the enlistment management tool and they are then handed off to RTC to do their boot camp.

Welcome Letters

The purpose of the RRD Welcome Letter SOP is to establish what the RRD Welcome letter is for and provide the text of the welcome letter. The RRD Welcome letter provides details on the time commitment expected after someone enlists. It dictates the attending 1 Section Practice a week, posting at least once a week on your assigned sections Roll Call thread, and information on how to join TeamSpeak and link your TS identity to your forums account after their MILPACs is created. Follow the SOP for Processing Enlistments at all times, this is here to be an easy reference for the text of the PM.

1st Battalion Welcome Letter

Hi <Lastname.Initial>,

Before we process your enlistment, there are several things we want to make sure you are aware of:

• In the Cav, you must attend a regularly scheduled weekly section practice, for example: Sundays at 1400 eastern every week. We have roughly 30 squads, so there are lots of times to choose from. You can see those here: https://7cav.us/threads/1st-battalion-section-practice-times.56945/
• In an organization this size, we have to keep track of who is active and who isn't, so you are required to post in a weekly roll-call.
• If you haven't already, you should join our Teamspeak server. You must have this to be in the unit. Go here for instructions on getting set up: https://wiki.7cav.us/index.php/Teamspeak
• Realistic Names: We require all members to have realistic first and last names. Your name does not meet our requirements. Please select a new first/lastname.
• Name Taken: The first name you have chosen is unavailable. Please select another first name using a different initial, i.e. instead of Jones.H, Jones.G. Alternatively, you can add a second name, i.e. Richard Henry Jones, which could be Jones.RH
• Other Units: You cannot be in another FPS unit at the same time as you are a member in the 7th Cavalry Regiment. Please drop from the other unit and reply here with a screenshot of your change in status in the other clan.

Knowing these things, do you still want to proceed with your enlistment? Please reply to this private message (PM) as soon as possible and we will process your enlistment.

If we do not get a response within 7 days, your enlistment will time out. You are welcome to enlist again at a later date.

Thank you,

The Regimental Recruiting Team

2nd Battalion Welcome Letter

Hi <Lastname.Initial>,

Before we process your enlistment, there are several things we want to make sure you are aware of:

• In the Cav, you must attend a regularly scheduled weekly section practice, for example: Sundays at 1400 eastern every week. We have roughly 30 squads, so there are lots of times to choose from. You can see those here: 2-7 Battalion Section Practice Times
• In an organization this size, we have to keep track of who is active and who isn't, so you are required to post in a weekly roll-call.
• If you haven't already, you should join our Teamspeak server. You must have this to be in the unit. Go here for instructions on getting set up: https://wiki.7cav.us/index.php/Teamspeak
• Realistic Names: We require all members to have realistic first and last names. Your name does not meet our requirements. Please select a new first/lastname.
• Name Taken: The first name you have chosen is unavailable. Please select another first name using a different initial, i.e. instead of Jones.H, Jones.G. Alternatively, you can add a second name, i.e. Richard Henry Jones, which could be Jones.RH
• Other Units: You cannot be in another FPS unit at the same time as you are a member in the 7th Cavalry Regiment. Please drop from the other unit and reply here with a screenshot of your change in status in the other clan.

Knowing these things, do you still want to proceed with your enlistment? Please reply to this private message (PM) as soon as possible and we will process your enlistment.

If we do not get a response within 7 days, your enlistment will time out. You are welcome to enlist again at a later date.

Thank you,

The Regimental Recruiting Team

Start Platoon Welcome Letter - War Thunder

Hi <Lastname.Initial>,

Before we process your enlistment, there are several things we want to make sure you are aware of:

• In the Cav, you must attend a regularly scheduled weekly section practice, for example: Right now there is one Section Practice for War Thunder and it meets at 1700z (1000MST) on Sundays (1300 EST). The primary point of contact for the War Thunder Starter Platoon is CW2 Emerson @Emerson.D
• In an organization this size, we have to keep track of who is active and who isn't, so you are required to post in a weekly roll-call.
• If you haven't already, you should join our Teamspeak server. You must have this to be in the unit. Go here for instructions on getting set up: https://wiki.7cav.us/index.php/Teamspeak
• Realistic Names: We require all members to have realistic first and last names. Your name does not meet our requirements. Please select a new first/lastname.
• Name Taken: The first name you have chosen is unavailable. Please select another first name using a different initial, i.e. instead of Jones.H, Jones.G. Alternatively, you can add a second name, i.e. Richard Henry Jones, which could be Jones.RH
• Other Units: You cannot be in another FPS unit at the same time as you are a member in the 7th Cavalry Regiment. Please drop from the other unit and reply here with a screenshot of your change in status in the other clan.

Knowing these things, do you still want to proceed with your enlistment? Please reply to this private message (PM) as soon as possible and we will process your enlistment.

If we do not get a response within 7 days, your enlistment will time out. You are welcome to enlist again at a later date.

Thank you,

The Regimental Recruiting Team

Start Platoon Welcome Letter - Planet Side 2

Hi <Lastname.Initial>,

Before we process your enlistment, there are several things we want to make sure you are aware of:

• In the Cav, you must attend a regularly scheduled weekly section practice, for example: Right now there is there are meetings for organized gameplay on Sundays and Monday nights right now. The primary point of contact for the PlanetSide 2 Starter Platoon is CPT Lombardi @Lombardi.M
• In an organization this size, we have to keep track of who is active and who isn't, so you are required to post in a weekly roll-call.
• If you haven't already, you should join our Teamspeak server. You must have this to be in the unit. Go here for instructions on getting set up: https://wiki.7cav.us/index.php/Teamspeak
• Realistic Names: We require all members to have realistic first and last names. Your name does not meet our requirements. Please select a new first/lastname.
• Name Taken: The first name you have chosen is unavailable. Please select another first name using a different initial, i.e. instead of Jones.H, Jones.G. Alternatively, you can add a second name, i.e. Richard Henry Jones, which could be Jones.RH
• Other Units: You cannot be in another FPS unit at the same time as you are a member in the 7th Cavalry Regiment. Please drop from the other unit and reply here with a screenshot of your change in status in the other clan.

Knowing these things, do you still want to proceed with your enlistment? Please reply to this private message (PM) as soon as possible and we will process your enlistment.

If we do not get a response within 7 days, your enlistment will time out. You are welcome to enlist again at a later date.

Thank you,

The Regimental Recruiting Team

Start Platoon Welcome Letter - Escape From Tarkov

Hi <Lastname.Initial>,

Before we process your enlistment, there are several things we want to make sure you are aware of:

• In the Cav, you must attend a regularly scheduled weekly section practice, for example: At this time this is still being worked out. The primary point of contact for the Escape From Tarkov Starter Platoon is 2LT Sharkey @Sharkey.D and CPL Dracbourne @Dracborne.W
• In an organization this size, we have to keep track of who is active and who isn't, so you are required to post in a weekly roll-call.
• If you haven't already, you should join our Teamspeak server. You must have this to be in the unit. Go here for instructions on getting set up: https://wiki.7cav.us/index.php/Teamspeak
• Realistic Names: We require all members to have realistic first and last names. Your name does not meet our requirements. Please select a new first/lastname.
• Name Taken: The first name you have chosen is unavailable. Please select another first name using a different initial, i.e. instead of Jones.H, Jones.G. Alternatively, you can add a second name, i.e. Richard Henry Jones, which could be Jones.RH
• Other Units: You cannot be in another FPS unit at the same time as you are a member in the 7th Cavalry Regiment. Please drop from the other unit and reply here with a screenshot of your change in status in the other clan.

Knowing these things, do you still want to proceed with your enlistment? Please reply to this private message (PM) as soon as possible and we will process your enlistment.

If we do not get a response within 7 days, your enlistment will time out. You are welcome to enlist again at a later date.

Thank you,

The Regimental Recruiting Team

The Sending of Welcome Letters

Welcome letters are to be sent within 48 hours of there application being posted. Paragraphs (4) are optional depending on the information described in the IMO bot posting on there Application. A Name Change may be requested on the grounds that it does not meet naming conventions per SOP - RRD - Processing - 002, or it already taken. The 3rd optional paragraph 4 is only sent in the event that an applicant has indicated that they are already a member of another FPS organization.

Once someone has responded that they would like to continue or any issues have been cleared and they wish to continue a response will be sent.

Welcome Letter Responses

The below message will be used when replying to an affirmative message that someone wishes to continue there application process.

I will now process your enlistment. The next step is for you to complete your recruit briefing. This typically takes several days to arrange. Watch your inbox on the forums for a message from a Drill Instructor. In the meantime, follow this guide and get yourself into TeamSpeak if you haven't already. https://wiki.7cav.us/index.php/Teamspeak

If you have any questions, please feel free to reply here.

Thank You,

The Regimental Recruiting Team

Name Checking

The purpose of this is SOP is to document the process on how names are checked as a part of the enlistment processing procedure.

Name Taken

Checking names is time-intensive. You need to check each of the Rosters to ensure you don't miss any:

• Go to the Past Members Milpacs Roster. Hit CTRL+F and input the last name of the individual. Write down the initials of everyone you find.
• Repeat the process for Combat Roster, ELOA Roster, Wall of Honor, Arlington National Cemetery.
• Also check the Milpacs Archives

You will now have a list of all the initials associated with that last name that are taken. Reply in the Welcome Letter with the list of taken initials. Make sure to also offer them a middle name as an option.

Note: Names that contain 3 or more initials (e.g. Williams.JMR) will not be allowed. All usernames must contain either a single initial (Williams.J) or an optional second initial (Williams.JM).

Unrealistic/Inappropriate Names

Google the first and last name and ensure it conforms to our name standards as found here:

• Names must include a realist forename and surname, not necessarily your real name.
• Trooper may not choose (within the limits of common sense any of the following) as names
  • Historically important names
  • Actors
  • Musicians
  • Cartoon Names
  • Names of importance from Novels, Television, etc.
  • Religions names
• Names cannot have any special characters or spaces in them as this causes problems with the MILPACs system.

Automatic Denial Processing

Processing Automatically Denied Enlistments

Enlistments will be automatically denied for the following reasons:

• Ban on record within 5 years.
• Under age.

Step 1 - Update RRD Tracker

• Find the recruit on the RRD Tracker and do the following:
• Enter today's date as the Status Date.
• Change Status to Time-Out/Denied.

Step 2 - Move the Application

To move the application, do the following:

• Go to the enlistment tool at https://7cav.us/enlistments and find them on the tool.
• Select their application on the right-hand side and then select the radio button marked Move application and click Submit.

Do not do this with multiple applications selected. Always only do one application at a time.

Timing Out Enlistments

If a potential recruit does not reply to the Welcome Letter and has not responded in the application thread after 7 days their enlistment will time-out.

Step 1 - Check Welcome Letter PM for Response

The first step is to check Welcome Letter for responses. This is only done at Day 7. If they are responsive then make a note at the 7 day point on the tracker that they are still active in the PM. If there are no responses, move to Step 2.

Step 2 - Check Application for Response

The second step is to check Application for responses. This should be done as responses happen in the thread, however before timing-out an enlistment you must double-check to ensure there have been no responses. If no response, move to Step 3.

Step 3 - Time-Out the Enlistment

The next step is to time-out the enlistment. Do that as follows:

• In the enlistment application, reply with: Enlistment Timed Out - RRD processed.
• Find the recruit on the RRD Tracker and put in today's date under Status Date.
• Change the Status to Timed-Out/Denied.
• Go to the enlistment tool at https://7cav.us/enlistments and find them on the tool.
  • Select their application on the right-hand side and then select the radio button marked Timed out/denied and click Submit.