RRD - Enlistment Processing

This is the Document Release Information
Article Number:	7CAV-DR-031
Scope:	Regimental Recruiting Department - Enlistment Processing
Version:	Version 1.3
Effective Date:	01JAN2024
Last Modified Date:	11AUG2025
Approving Authority:	RRD HQ
Point of Contact:	RRD HQ

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 their application, the 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 as outlined in this document, that there is no recent VAC ban in the last five years, that the person is not underaged based on the application information, and that the applicant agrees to all our policies. 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 their application (ex: a name change) or anything of that nature, it is handled by the RRD Processing Clerk staff prior to approval.

Once any issues are fixed or a new name is chosen and they wish to proceed to continue, their enlistment is marked as Approved through the enlistment management system. A S1 Clerk will then create their MILPAC and mark it as S1 Completed followed by RTC responding with RTC Folder created and they are then handed off to RTC to do their boot camp. After this S2 will do the final response of S2 Folder created. Once this is done, the RRD HQ will then sort the application through the enlistment management tool and move the enlistment to the completed section.

In the event that the enlistee is about to be timed-out, the processing clerk staff will send a notice to the enlistee via the Welcome Letter PM. At the same time, they will tag the AO Recruiters through the Application, and edit the Title of the thread to include the "!!!" tag. This will let Recruiters know of the impending time out, allowing them to get in touch with the potential enlistee in order to redirect and guide them through the process.

Welcome Letters

The purpose of the RRD Welcome Letter SOP is to establish what the RRD Welcome letter is for. Specific context for what information is contained within the Welcome Letter will be prescribed using the Workflow Templates for RRD Processing Clerks listed at the bottom of this SOP.

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 the assigned Section's Roll Call thread, and information on how to join the 7Cav Discord and link your identity to your forums account after their MILPAC is created.

The Sending of Welcome Letters

Welcome Letters are to be sent within 48 hours of the application being submitted, without exception.

Welcome Letter Responses

RRD Processing Clerks must strive to reply to all responses from the Recruit contained in the Welcome Letter within 24 hours of receipt.

Once the Recruit has responded that they would like to continue and all issues have been cleared, an approval response shall be sent.

If a Recruit fails to respond after 4 days from their last response or initial Welcome Letter (whichever is longer) a message shall be issued warning the applicant of an impending Time Out. If this extends to 7 days, the Recruit will be denied Enlistment under a Time Out.

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 both Milpacs Archive 1 and Milpacs Archive 2

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.
• A 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.
  • Religious names
  • Other famous names (See section below)
• Names cannot have any special characters or spaces in them, as this causes problems with the MILPACs system.

Famous Names

When evaluating potentially famous names, approval authorities shall strive to use their best judgment following the guidelines below:

• If the entire first page of a Google search references the same individual, the name must be modified.
• If the results provide a substantial Wiki page, the name must be modified.
• Stardom - If the name in question is relatively unknown, it may be approved.

Modifications: Famous Names may not be circumvented by adding a middle initial nor expanding the name. This will not satisfy the unique requirement to differentiate from the original name. (Example: Tom Cruise cannot be modified to Tom David Cruise, Thomas Cruise, Tom Cruiser, nor Tom McCruise, etc.)

Automatic Denial Processing

Enlistments will be automatically denied for the following reasons:

• Ban on record within 5 years. (1825 days)
• Under age.
• Answers "No" to any General Orders, Policy, or Naming Conventions agreements.

Workflow Templates for RRD Processing Clerks

RRD Processing Clerks follow prescribed templates in order to identify any issues and expedite all Recruits through the enlistment process. These templates are subject to frequent changes, depending on the needs of the Cav as well as game support additions, staff changes, etc. The most current version of these templates can be found using this forum link: RRD Enlistment Processing Clerk Procedure:

REGULAR ENLISTMENT INELIGIBILITY

Deny any Enlistment if Applicant falls under one of the following conditions: Duplicate, Underage (less than 18); VAC or Game ban within 5 years (1825 days); answers "NO" to either of the Naming Questions or "Accepted General Orders and Policy." If any of these occur, do not send a Welcome Letter. ​ If the Applicant is found to be a previous member, use the following:

Do not fill out the RRD Tracker. Do not send a Welcome Letter. Set Application title tag to 'Hold'.