Rules of Engagement for Chaperone Senior Members

Welcome Supervising Seniors, and Thank you!

Thank you for taking on the responsibility of Supervising Senior Member for the cadets who will be attending the 2018 Wing Conference in your charge. Your dedication to our members is appreciated by the cadets, their families, and your Conference team! The Rules of Engagement below are for your clear knowledge of expectations and the responsibility you are accepting in supervising our cadets at this event. Please print out a copy for your records in case any questions arise while you are at the event. Please also discuss the Cadet Rules of Engagement with the cadets in your charge so they are aware of the expectations they will be held to for this event. You will be asked to acknowledge receipt and understanding of this document prior to the event if you are acting as a Supervising Senior Member. Thank you again for all you are doing for our members and for Civil Air Patrol!

Supervising Senior Member Rules of Engagement

The CAP Cadet Protection Program outlines requirements for hotel-based activities.  The following are the rules for the 2018 VAWG Conference.  Questions may be addressed to the Director of Cadet Programs and the Conference Project Officer.  

  1. Cadets are assigned to a specific adult leader who is responsible for supervising the cadet (CAPR 60-02, 2.5.5)  Supervising Senior Members (chaperones) will ensure the Cadet Rules of Engagement are being followed by cadets in their charge.

  1. Cadets and cadet parents will be given the Supervising Senior Member’s cell phone number for use in case of emergency while at the Conference. (CAPR 60-02, 2.8.2), “Texting, private messaging, and similar forms of electronic communication that third parties cannot easily monitor are permitted only for very brief messages of an official nature.“  Senior members will keep text conversations limited to what is necessary between them and cadets in their charge, and are strongly encouraged to use Group chat/SMS whenever possible to include a third party.

  1. Supervising Senior Members must be available and in a condition to address cadet issues at all times. Supervising senior members are not permitted to consume alcoholic beverages while responsible for a cadet.   If a supervising senior member wishes to “transfer chaperoning duties” to another senior member, the following process is followed:

    • The acting Supervising Senior Member ensures the accepting senior member has contact information of all cadets accepting responsibility for.  

    • The releasing supervising senior member sends a text message to the cadets in their charge and the Assistant Conference Director (Support) - Lt Rebecca Greene,  with a notice of transfer of responsibility to include the releasing senior member, the accepting senior member, the names of the cadets, and a definitive time period for which the accepting senior is responsible for the cadets. (e.g. SM Doe transferring responsibility of cadets Smith, Jones, and Wilson to SM Barney effective 2100 SAT to 0700 SUN)

    • THE TRANSFER IS NOT COMPLETE until the accepting senior member also texts the cadets and the Assistant Conference Director (Support) - Lt Rebecca Greene, indicating  acceptance of responsibility for that time period for those specific cadets. (e.g. SM Barney accepting responsibility of cadets Smith, Jones, and Wilson from SM Doe effective 2100 SAT to 0700 SUN)

  1. In any case of behavior issues, any senior (that has not been consuming alcohol) may have a discussion with the cadet about appropriate behavior.  If that senior member is not successful with an initial verbal discussion with the cadet(s), he/she should bring the issue to the attention of the assistant conference director (support) or director of cadet programs in order to contact the cadet’s chaperone for further action(s).

  1. Supervising Senior Members are responsible to ensure their cadets attend the three mandatory cadet meetings.  (IAW CAPR 60-02, Cadets not present at the mandatory meetings (tracked by sign-in sheet) will be located and their squadron commander and parents will be notified. Once located they will not be released to anyone except their chaperone or squadron commander.

  1. Supervising Senior Members understand they are to be aware of the location of their cadets, and are responsible to ensure cadets attend a seminar, attend the cadet tour, or be in the STEM area, for each scheduled seminar period.  During the banquet, cadets remaining onsite are required to stay in the banquet area or foyer. During the dance, cadets must be at the dance, unless they have checked in with their chaperone and retired to their own room for the evening.  Per CAPR 60-02 2.4.5. “If supervisors do not have direct line of sight contact with cadets, they must nevertheless be aware of where the cadets are, what they are doing, and check up on them periodically.”

  1. At Wing Conference activities, all participants must sign-in upon arrival and sign-out upon departure with the project officer (or designee).  In the case of cadets, the Supervising Senior Member is the designee for signing out and will follow the established procedure (CAPR 60-02; 2.5.1).  The supervising senior member will be held accountable for the whereabouts of all cadets registered in their charge at that activity. (CAPR 60-02; 2.4.5)

    • Upon signing out of conference, cadet will sign out with their supervising senior member.  The supervising senior member will advise Assistant Conference Director (Support) - Lt Rebecca Greene of any/all sign out/sign in activity of cadets by texting the cadet name, CAPID and time they are signing out of conference, and reason (commuting (FRI PM) or final departure of activity SAT PM or SUNDAY).  If the cadet is being picked up (i.e. did not drive to Conference themself), supervising senior member must verify the identity of the person picking up the cadet visually.   Cadets who transport with their squadrons can be texted in a single message list to Assistant Conference Director (Support) upon arrival at their home base.

    • At the end of the Conference, NLT 2100 8 APR 2018, the Supervising Senior Member will send an email or text message to the Assistant Conference Director (Support) - Lt Rebecca Greene advising the status of all cadets in their charge (in one message)

  1. Supervising Senior Members acknowledge responsibility for their knowledge of the Cadet Rules of Engagement (attached), and for ensuring that the cadets in their charge understand the rules.

  1. Supervising Senior Members are aware that cadets in their charge who are not overnighting at the hotel are still required to follow sign-out / sign-in procedures IAW with the Cadet ROE.

  1. Senior members should be yielded cadet room access for any complaints (and only for this reason) that may arise (quiet hour violation, co-ed violation, etc.).  When a Senior Member is in a cadet sleeping room, the door is to be propped fully open, and a second senior member should be present if reasonably possible. (IAW CAPR 60-02, 2.4.6)

  1. Seniors and cadets may not share a hotel room unless they are immediate family members (IAW CAPR 60-02, 2.5.3)

  1. Cadets should not be present in senior member sleeping rooms at any time during the conference.  If there is a compelling reason for a cadet to have access to a senior member’s room, the door must be propped fully open and a second senior member or cadet is to be present unless the senior member and cadet are immediate family. (CAPR 52-10, para 2-3, f)

  1. The post-banquet dance is a cadet activity. No alcohol consumption is allowed by any member regardless of chaperone status in the ballroom area and the hallway immediately outside of the ballroom area beginning 15 minutes after the banquet ends.  Seniors acting inappropriately will not be permitted at the dance.  (CAPR 60-1: 2.5.3)

To read the full text of the Regulations:

CAPR 60-1, Cadet Program Management

CAPR 60-2 Cadet Protection Program

Marybeth Slocumb,
Feb 17, 2018, 1:20 PM