Roll Calls and Reports
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| This is the Document Release Information | |
| Article Number: | 7CAV-R-011 |
| Scope: | Roll Calls and Reports |
| Version: | 1.2 |
| Effective Date: | 01APR19 |
| Last Modified Date: | 29JAN24 |
| Approving Authority: | Regimental Commanding Officer |
| Point of Contact: | Regimental Command Sergeant Major |
Roll Calls
This section will introduce why roll calls are used, who has the authority to generate and design them, and the characteristics of the roll call. The purpose of this SOP is to provide guidance on the requirement for roll calls and to set out the minimum standard required for roll calls.
Authority
The information provided in this document is provided by the Regimental Command Sergeant Major and authorized by the Regimental Commanding Officer and may only be amended by direction of a member of the General Staff.
Definition
In the 7th Cavalry Gaming Regiment, a roll call is a post on our forum where individuals from the same Section are requested to respond to determine their presence or absence each week. This is a minimum standard for membership as a Trooper. They are normally posted by the Section Leader each week and all Troopers respond to the post.
Purpose
The purpose of a roll call is to help Section Staff and other leadership of the Chain of Command to account for who is active and who is not in each Section each week. This helps staff enforce the Accountability for Minimum Requirements SOP and General Order 4 - Attendance.
Intent
- The primary intent of roll calls is to provide a place for people to post every week on our forum who may otherwise not have a reason to post and subsequently become Absent Without Leave (AWOL) discharged. This allows leadership to have a basic expectation of who to expect at that week's Section Practice and plan accordingly.
- It also allows leadership to understand who is here and who is not so we do not waste our volunteer leadership's time and energy on people who do not want to be here.
- When we say we have 600+ members, it really means we actually have 600+ active members unlike many other units out there.
- Another intent of a roll call is to give Section Leaders a place to keep track of their members.
- Lastly, roll calls provide valuable information to members who read the roll call, such as upcoming events, who is in their chain of command, and other timely notifications.
Roll Call Format
The roll call is broken up into several component pieces:
- Post title
- Section crest/logo if applicable
- Accountability table
- Training section including training AAR and training attendance list
- Information section
- Roll call response
Roll Calls may be customized but must meet the following standards:
- All sections will use the table provided
- All roll calls will contain at least the sections noted above
- Any additional information or sections will be at the bottom of the roll call under the roll call response
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Information: Best Practice: Always have your troopers sign roll call at the start of Section Practice, before you begin. This will save you the hassle of tracking people down later in the week! |
Post Title
The post title should be in the format: SECTION/PLATOON/SUB-UNIT/BN-REGT Roll Call DDMMMYY - DDMMMYY
Example
The roll call title for 1st Section, 1st Platoon, C Company, 1st Battalion 7th Cavalry Regiment would be written as follows:
1/1/C/1-7 Roll Call 23MAR19-29MAR19
Accountability Table
The purpose of the roll call accountability table is to provide a place for the Section Leader to track attendance of his/her Section at Section Practice and to keep track of who has signed roll call. This gets updated throughout the week and completed on Fridays. It may include a column for roles, but this is not required. As in the example below, you can also keep track of who is on LOA or who discharged/went on ELOA that week. Anyone who discharges or goes on ELOA should be removed from the table in the next week.
Training Section
The training section should consist of 2 parts:
- Training AAR
- Training Attendance
Part 1 - The Training AAR: This is a summary of notes from the Section Leader's assessment of training he/she carries out after the practice is over and should include some, if not all of the following:
- Were the training goals met to an acceptable standard?
- Is another practice on the same topic necessary in future?
- Was the content of the practice appropriate for what you hoped to accomplish?
- What did your Section think of the practice?
- What improvements could be made for future practices?
- What could you / your FTLs / your Section as a whole / individuals in your Section improve on?
Part 2 - Training Attendance: This is just a list of anyone (including personnel not in the Section) who attended practice.
Information Section
This section exists for the purpose of providing useful links to useful information. The minimum standard for this area is to provide links to the following areas:
- S7 Class Postings: https://7cav.us/categories/329/
- S3 Operations Announcements: https://7cav.us/categories/328/
- Unit/Dept Meetings: https://7cav.us/forums/13/
Other useful links may be included at the discretion of the Section Leader.
Roll Call Response
The roll call response is simply some text for Troopers to copy/paste into their roll call reply. It consists of two responses and can be customized at the discretion of the Section Leader:
- I will attend Section Practice on [Day] at [Time].
- I cannot attend Section Practice on [Day] at [Time].
Example Roll Call
The following example conforms to the information above.
Roll Call Templates
Below are the links where each Battalions' roll call formats may be located:
| Unit | Roll Call Link |
|---|---|
| 1st Battalion | |
| 2nd Battalion | |
| Auxiliary Combat Detachment |
Reports
Like Roll Calls, reports are another tool used by leadership by providing data to help track our active membership and hold both Troopers and staff accountable when they are not.
Authority
The information provided in this document is provided by the Regimental Adjutant General and authorized by the Regimental Commanding Officer and may only be amended by direction of a member of the General Staff.
Definition
In the 7th Cavalry Gaming Regiment, reports are custom spreadsheets that are used as a tool to track accountability through both manual data entry and automation. There are Weekly Section Reports for Section Staff, Weekly Staff Reports for both Platoon and Company Staff, and Weekly Battalion Reports for Battalion Staff. These reports combine to give Battalions and the Regiment a reporting system to track accountability throughout the entire Chain of Command.
Purpose
The purpose of a report is to help staff by providing data to account for who is active and who is not in each unit and sub-unit each week, and to use the data from the report to hold them accountable when they are not. This helps staff enforce the Accountability for Minimum Requirements SOP and fulfil their duties and responsibilities.
Weekly Section Report
The following is the process for filing your Weekly Section Report if you are a Section Leader or Assistant Section Leader. Weekly reports are important because we need to know who is here and who is not. We also need to ensure that training is being conducted according to plan.
Complete your Roll Call
- Fill in your accountability table, indicating who has signed roll call and who is accounted for at Section Practice (SP).
- Fill in your training After Action Report (AAR), ensuring you include the attendance list for who was at your SP including anyone from in or outside the Section.
File Your Report
Use the correct form to submit your Weekly Section Report:
Battalion Staff
Battalion Staff Weekly Report (for Battalion Staff only): https://forms.gle/wsw6QSihV2EcAX5r6
1st Battalion
Section Weekly Report (for SL/ASL only): https://forms.gle/hQEpdPZS6CNuZ6MU7
Staff Weekly Report (for Platoon/Company Staff only): https://forms.gle/fGgG7tyXzQmQyb779
2nd Battalion
Section Weekly Report (for SL/ASL only): https://forms.gle/s63RWGCJrCrhXbKx8
Staff Weekly Report (for Platoon/Company Staff only): https://forms.gle/GUqAFBNvbHPRVE97A
3rd Battalion
Section Weekly Report (for SL/ASL only): https://forms.gle/LknrkrheKXBKHfjW6
Staff Weekly Report (for Platoon/Company Staff only): https://forms.gle/Ufuef9gGs7Sz3iPg8
Auxiliary Combat Detachment
Section Weekly Report (for SL/ASL only): TBA
Staff Weekly Report (for Platoon/Company Staff only): TBA
Steps:
- Input your name (LastName.FirstInitial)
- Select the correct date. The date is always the date of the Friday ending the Cav week (the official Cav week runs from Saturday to Friday).
- Select the correct Company.
- Select the correct Platoon.
- Select the correct Section.
- Input troopers unaccounted for, separated by commas. For example: Aegis.N (SP/RC), Frost.P (SP), Norwood.J (RC). Write "None" if none.
- Input your training subject for the week.
- Input your SL Notes: These should only be notes on very good things that happened that week, people who did very well, or things or people that need improvement in some way. Also an opportunity to raise any issues up the Chain of Command.
- Hit Submit.
If you make a mistake: If you make a mistake, simply fill in another report for the same week and modify it to correct the mistake.
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Information: Disclaimer: Please make sure all data such as billet and dates you input are correct before submission or it can lead to your report being filed for the wrong unit or date, and thus your report being invalid for the week. It's your responsibility to ensure it is right! |
Platoon, Company, and Battalion Reports
The Platoon/Company Report is a compilation of all the Weekly Section Reports. Platoon Staff should review the Weekly Section Reports and then fill in their appropriate selection on the Weekly Report form. Platoon Staff should ensure they take note of SL comments on Troopers who are doing particularly well and pass that up in their own comments. Company Staff then review the reports and fill in their Weekly Report form.
All of this reporting information then leads to a Battalion Report for visibility on accountability and reporting for the entire Battalion, which then leads to a Regimental Report. The entire CoC is involved and is considered the Regimental Reporting System. The S1 Analytics Department is responsible for the creation and maintenance of all reports within the Regimental Reporting System.
- New Platoon, Company, and Battalion Staff must contact their direct CoC with their Google account email to be added to the Regimental Reporting System via a Google Form that is not to be shared publicly.
Report Due Dates
Weekly Section Reports are due every Monday at 0700Z for Section Staff for the previous Cav week, Platoon Reports are due every Wednesday at 0700Z for Platoon Staff for the previous Cav week, Company Reports are due every Friday at 0700Z for Company Staff for the previous Cav week, and Battalion Reports are due every Sunday at 0700Z for Battalion Staff for the previous Cav week. The intent for this progression of reports is to give the next link in the chain time to review the previous chains' reports and notes before submitting their own. Hence, there should always be a one week lag time on reporting since you're submitting reports to a deadline for the previous week.
| Report Type | Billet Required | Due Day | Time |
| Weekly Section Report | Section Staff | Monday | 0700Z |
| Platoon Report | Platoon Staff | Wednesday | 0700Z |
| Company Report | Company Staff | Friday | 0700Z |
| Battalion Report | Battalion Staff | Sunday | 0700Z |