Modified March 2006/Melissa Bishop BC-IFE US Coast Guard Auxiliary - Information Systems Forms

Modified March 2006/Melissa Bishop BC-IFE A Word About Forms Nobody likes ‘em, we’re trying to eliminate ‘em, but they are necessary It is your responsibility to fill them in promptly, completely timely, and correctly All forms have detailed instructions – please read them Fill out online, it will help prevent errors and ensure that you’re using the latest version Your FSO-IS and SO-IS are here to help! Just ask! DON’T UNDERESTIMATE DIRAUX’S PASSION ABOUT THIS TOPIC!

Modified March 2006/Melissa Bishop BC-IFE What to do with Forms Submit your reports and forms to your IS DO NOT EVER EVER EVER SEND SAME REPORT TWICE! DO NOT EVER EVER EVER SEND SAME REPORT TWICE! Keep a copy for yourself Check your totals periodically in AUXINFO (

Modified March 2006/Melissa Bishop BC-IFE Important ID Numbers Seven digit member ID numbers (employee ID numbers) are on your ID Card ID number transfers with member Units (Flotillas) are Identified by District and Division – i.e XX where XX is Flotilla Number Facilities are identified in AUXDATA by Registration Number (i.e. NJ-2396-AZ) not by Call Sign (i.e. AUX283616)

Modified March 2006/Melissa Bishop BC-IFEForms 7029 Member Activity Log – Report all prep and travel times 7030 Activity Report - Mission –New way of thinking when reporting resource hours - use start and stop time 7039 Workshop Mission and Attendance Report –Report Instructor time and Member’s Attendance

Modified March 2006/Melissa Bishop BC-IFE New Forms – cont’d. Use Online forms from: –click on Members Deck –click on Member Forms –Select the form needed for your task: 7030, 7029, 7038, 7039, 7046 –Division has been pre-filled –* “Recipient” has been pre-filled *FSO-IS’s will be notified when a member uses the online forms.

Modified March 2006/Melissa Bishop BC-IFE New Forms – cont’d. If you must use hardcopies… Download from: –click on Members –click on FORMS (takes to National Forms) –click on FORMS –Open/fill in forms with Adobe Acrobat Reader (free download Adobe Acrobat full version –you can save filled in forms

Modified March 2006/Melissa Bishop BC-IFE How To Use Online Forms Open the form – fill in the blanks Enter member in “Your ” Click Submit Read dialog box to confirm entry is correct. Hit Submit How To Use Printable Forms Open the form – fill in the blanks Print and send to IS You can only save if you have Adobe Acrobat full version

Modified March 2006/Melissa Bishop BC-IFE 7029 Member Activity Log Use this form for activities not reported on other forms Report prep and travel time for ALL activities Only time related to AUX activities is recorded Page 2 has instructions on how to fill out the form

Modified March 2006/Melissa Bishop BC-IFE Member Activity Log Hours Automatic calculation of hours if completing by computer. Member ID number and name Date and Activities Division and flotilla number Row numbers, not dates

Modified March 2006/Melissa Bishop BC-IFE Member Activity Log-cont’d Enter date submitted Optional Total hours if completing form by hand PRINT... Print Check for accuracy

Modified March 2006/Melissa Bishop BC-IFE 7030 Activity Report - Mission Use this form to report standard mission activities MEP/MS Missions Public Education Classes Safety Patrols Search and Rescue Member Training Public Affairs The shaded area of this form changes as blocks are filled in. Operations Code has been added. Members MUST put the special OPS info in Remarks section.

Modified March 2006/Melissa Bishop BC-IFE Activity Report - Safety Patrol Enter Start Time and mission type Enter time and mission type of each change. Enter location, assists, patrol status, type waters and order # Enter SAR data Enter Division/Flotilla Number and date Select Resource Type Enter finish time Enter Documentation Number/State Registration number - not CGAux ID number OPCON-Enter the code for CG Unit that you are working for on this patrol.

Modified March 2006/Melissa Bishop BC-IFE Activity Report - Safety Patrol Safety Patrol Details Enter Lives Saved, Persons Assisted, Property Value, and Case Number for each SAR. When number of assists is entered, the SAR detail section of the form is activated. Each change of mission must be reported. Change from Trailering 01B to Safety Patrol 01A to SAR OPS 024 then back to Safety Patrol 01A, back to SAR, & Trailering 01B and time mission FINISHED. Note 1: AUXDATA will only take one SAR for each mission change. Therefore, SAR hours may not be combined. Note 2: If you have additional SARs show the time in remarks, or a second form. Ask your SO/FSO-IS.

Modified March 2006/Melissa Bishop BC-IFE Activity Report - Safety Patrol Print Check box if member is trainee Enter remarks Enter date submitted Check Content Enter member number(s) and name(s) All crew members must start and stop at same time to report on same form If time is different, a separate activity report must be used for crew member(s) OR indicate the hours of each member in remarks. Enter Member’s Name Submitting Form

Modified March 2006/Melissa Bishop BC-IFE More Notes on Patrols The Facility owner is responsible for making sure the forms are completed The IS officer can NOT enter the report if the facility is outside of his/her Division Put all crew on one report, include Flotilla Name/Number for out of Division/District crew QE does a separate report for ride along- Not part of your crew

Modified March 2006/Melissa Bishop BC-IFE Activity Report – PA / PE X 10F Mission Type 10 for PA (includes Web sites, boat shows, etc.) Mission Type 14 for PE, include correct code for individual course

Modified March 2006/Melissa Bishop BC-IFE Activity Report – ATON You must fill in ATON details to get credit – number verified and number of discrepancies You must also indicate who/how notification was made

Modified March 2006/Melissa Bishop BC-IFE 7039 Workshop Mission and Attendance Report Enter Division/Flotilla Enter Date of Workshop Check Workshop Type - 03 for Operations Enter Div/Flot, Qualified Instructor’s Name, and Member Number Enter Div/Flot, Member Name for all in attendance. If from another District, have member note it. When completing by computer, this box fills automatically.

Modified March 2006/Melissa Bishop BC-IFE 7039 Workshop Mission and Attendance Report Be sure to note any Aides for the class either after their name or in Remarks Enter Date Submitted Enter name of member submitting form Enter Hours of Workshop Click on Check Mark, if no errors shown, click on Print.

Modified March 2006/Melissa Bishop BC-IFE Notes on All Operational Reports You must include the CG Unit that is supported on your report (Eatons Neck ) Timely submission of information is essential to show on reports

Modified March 2006/Melissa Bishop BC-IFE Other Important Forms VSC (Facility, Private, or MS) MDV (Now called RBSPV) Member Information

Modified March 2006/Melissa Bishop BC-IFE VSC Mission Report Form ANSC Do not send copies of 204 to IS Trainees where appropriate, only one member Remember to pick correct type! Automatically calculated for you

Modified March 2006/Melissa Bishop BC-IFE MDV Form ANSC-7046 Note total hours on last entry for each date and a zero on all other lines. Computer will calculate total visits and time within the box above. Only ONE member, the rest are trainees Can’t claim two trainees doing MDV at the same place at the same time Computer generated

Modified March 2006/Melissa Bishop BC-IFE Member Information Update Form ANSC-7028 Only fill in information that has changed Update and phone contacts – very important! This is your official record – all other spreadsheets, mailing lists, chalkboards, burnt sticks scratched on animal skins, etc. are secondary…

Modified March 2006/Melissa Bishop BC-IFE Information Systems Remember: The Mission Isn’t Over Until the Forms Are Filed! Thank You! Semper Industria! (Always working)