ARMY COMMUNITY SERVICE (ACS) TOTAL ARMY SPONSORSHIP PROGRAM WELCOME TO THE ARMY COMMUNITY SERVICE (ACS) TOTAL ARMY SPONSORSHIP PROGRAM Hello. My name is _______ and I will be conducting your training session on the duties of sponsors appointed to the Total Army Sponsorship Program. Before I get started, I’d like to point out where the restrooms, soda machine and drinking fountains are located at…. OK! Lets get started!!

COURSE OBJECTIVE To learn how to become the best sponsors that we possibly can! To learn how to become the best sponsors that we possibly can! **Can I get a Wooohhh-aaaaaaah!!!!** I have some quick questions for you to see how much you already know…..

DO YOU KNOW? What Army Regulation (AR) governs the Total Army Sponsorship Program? What AR governs the Total Army Sponsorship Program?

ANSWER AR 600-8-8. If you said AR 600-8-8, you are correct….here’s another one.

What is the official title of the Total Army Sponsorship Program? DO YOU KNOW? What is the official title of the Total Army Sponsorship Program?

ANSWER The Total Army Sponsorship Program If you said, The Total Army Sponsorship Program, give yourself a pat on the back! (trick question..hahaha)

DO YOU KNOW? What the Sponsorship Program Counseling and Information Sheet DA Form number is and what it is used for? Ah, this is a bit harder…...

ANSWER DA Form 5434 It provides sponsorship program entitlements, sponsorship election and newcomer’s information. DA Form 5434; it provides sponsorship program entitlements, sponsorship election and newcomer’s information.

DA FORM 5434 DA FORM 5434 Sponsorship Program Entitlements: Welcome letter A sponsor for information and help ACS relocation services Greeting upon arrival Assistance with in processing and out processing Orientation to the new unit or activity and the community Sponsorship Election: Currently a Soldier/civilian can elect to decline sponsorship. DA FORM 5434

What makes a good sponsor? OBJECTIVE What makes a good sponsor? Any thoughts? What makes a good sponsor? (get feed back from group).

Contact! Contact! Contact! A GOOD SPONSOR WILL: Contact! Contact! Contact! Be proactive and exhaust all avenues to ensure the newcomers ‘every’ need is met! Be there for them ‘every’ step of the way! Communication is “Key” to being a good sponsor! You want to communicate at least weekly and do everything you can as a sponsor to make the individual/family’s move a successful one. Keep in mind that a sponsor is not required to be there at the in processing center nor should a sponsor spend their own money (securing hotel rooms, purchasing groceries (although some sponsors like to have a few things in the hotel room for the folks they are sponsoring when they arrive…this is a personal choice…its not mandatory) Meet them at the airport Show them around post Take them to some of their required appointments (Bank, commissary, ID Card) (If they arrive on a weekend, you might think about inviting them to your home for dinner or gathering with friends….)

BUT WHAT IF THE NEWCOMER DOESN’T WANT A SPONSOR? A welcome letter is then sent from the CDR for officer, CSM for enlisted & activity director for civilians. A reactionary sponsor will be offered. If the newcomer elects not to have a sponsor on the DA Form 5434 then at a minimum a welcome letter will be sent and a reactionary sponsor will be offered. WELCOME

SPONSORSHIP PROGRAM Sponsors will be trained in accordance with the Total Army Sponsorship Program, Army Regulation 600-8-8. United States Army Garrison – Japan Command Policy 47. On a positive note, lets talk about what the Sponsor Program does. AR 600-8-8, first paragraph states that “Sponsorship is a commanders program in which commanders and individuals sponsors are key to success.” Command Policy 47 states that “The purpose of the sponsorship program is to create a relationship between the command and its personnel that encourages commanders to help their soldiers and employees. A well-run sponsorship program will minimize delays, problems, and distractions during relocation and transition at the new assignment and improve unit cohesion and readiness.” Sponsor will attend Sponsorship training at ACS

WHY HAVE A SPONSORSHIP PROGRAM? The sponsor is the “KEY” ingredient to the success of the newcomer’s transition. Ensures a smooth, positive and effective integration into the command/community. Establishes a direct relationship with the morale of the family and the readiness of the Army. We have a sponsorship program to ensure the successful move of Soldiers, civilians and their family members. The sponsor is the “KEY” ingredient to how successful or unsuccessful the newcomers move will be.

WHY HAVE A SPONSORSHIP PROGRAM? Simplifies the moving process. Provides the newcomer with assistance before, during and after arrival. HELPS ELIMINATE STRESS!!!!! If a sponsor provides all of the information discussed in this briefing, it will ELIMINATE STRESS for the newcomer and has them prepared to “hit the ground running”!

APPOINTING A SPONSOR Sponsors are appointed within 10 days of receipt of DA Form 5434. When feasible, sponsors are selected who are the same gender, marital status, and military career field. The sponsor is normally of equal grade or higher than the incoming member. You want to try and match up profiles of sponsors vs incoming personnel. Examples: You wouldn’t want a single soldier sponsoring a soldier with 4 kids or a private sponsoring a COL. The sponsor should NEVER be the person being replaced nor within 60 days of PCS. Bottom line is that being a sponsor is nothing more than being a friend. To understand your basic responsibility, simply think of the kind of help you would want if you were making a move.

BEFORE ARRIVAL A welcome letter will be sent by the CDR to officers, CSM to soldiers and activity director to civilians within 10 days after receipt of DA Form 5434. A sponsor will send a welcome letter with all contact information and a “Welcome Packet” within ten working days of appointment. Sponsor will telephone/email newcomers and answer follow up correspondence with in 10 days. Within 10 calendar days of appointment as a sponsor, send a welcome letter that introduces the newcomer to you and welcome the newcomer to their new assignment. You can also send a welcome packet and feel free to add to it with information about the unit and so forth. A newcomer can also go to their nearest ACS before they PCS and acquire relocation assistance and information. If possible, follow up with a phone call a week or so after mailing the above. Obtain family data. If the family has children, pick up registration packets from the elementary/middle/high school as needed and find out information about Youth Sports and other activities for kids from Central Registration. If you have a family, involve your family in making the newcomers feel at home. If family members have a certain hobby or sport they’d like to indulge in, see if it is available here or another location. Exceptional Family members MUST be approved before travel orders are cut. You can make sure that they in process with MEDDAC and the ACS EFMP Coordinator when they arrive. Make sure the newcomer is aware of the requirements for bringing a dog or cat in country. Also, find out the size/breed of dogs. Provide the newcomer with your information. You are their lifeline and connection to their new duty station!

BEFORE ARRIVAL Obtain contact and family information. - Number of family members. - Ages of children. - Medical and educational needs (EFMP). - Pets. - Hobbies/interests. …etc. As a sponsor, it is important to get as much information about the Soldier, civilian (and their family members) before their arrival at your duty station.

NEWCOMER’S RESPONSIBILITY Reply “immediately” to all phone calls, emails, letters, etc., from their sponsor. Inform sponsor “immediately” of leave address, contact information and all status and assignment changes. It is important that the newcomer keep their sponsor aware of all changes, etc., so that the sponsor can plan for them accordingly. Always keep in mind that ACS is here to assist you!

COMMANDER’S RESPONSIBILITY Assign a sponsor Give the sponsor “adequate” time away from assigned duties in order to perform sponsorship duties. The command supports the sponsor program by assigning a sponsor and allowing adequate time away from their assigned duties to perform sponsorship duties.

ASSIST NEWCOMER WITH RELOCATION ARRANGEMENTS Confirm transportation arrangements: - Flight number, arrival date and time. - Number in the traveling party. - Reservations for the Narita bus/luggage. - Confirm lodging arrangements. - Make pet quarantine arrangements (if needed). - Provide a checklist of items to bring. - Leave a “welcome basket” in their room. (Personal Choice) You personally should meet the newcomers, if at all possible. If not, at least have SOMEONE meet the newcomers at the airport. The ATO at the airport isn’t always the easiest place to find. An exchange of pictures would be helpful. Also, make sure you are at the right terminal! Remember, some airlines fly into Terminal 1 and others into Terminal 2. Sometimes people bring family or friends over who are NOT on orders and don’t possess an ID card. You will need to make special arrangements pertaining to those family members based upon Garrison visitation policy. It would NOT be a pleasant experience to have to escort Grandma Mary off the installation at 3AM on Sunday morning! If civilian, they MUST have a copy of travel orders to present with each family members passport to get through the gate. Make sure you’ve arranged for lodging for the family when they arrive. Also, make reservations for any pets at the Zama kennels, as pets are NOT ALLOWED in lodging. If the family is bringing a pet, carriers over a certain size cannot be transported on the Narita bus. You will have to make special arrangements to have a van transport the pets to Camp Zama. Linens are not available from ACS. Recommend that you inform the newcomers to either pack some towels and sheet sets or send them in Unaccompanied Baggage. Also, let them know that their electric alarm clocks WILL NOT keep time! Neither will their microwaves, but the microwaves still work. Advise them to get a wind up or battery operated clock, or they can purchase a dual voltage one when they arrive in country. Advise them on the weather conditions close to their arrival date. A welcome basket placed in the room with snacks or drinks when the commissary and shoppette are closed is a wonderful welcome! Also, perhaps some reading material, maps, games for children, etc.

ASSIST NEWCOMER WITH RELOCATION ARRANGEMENTS Assist newcomer with in-processing. Set up appointments and introduce newcomer (and family members) to your COC, supervisor, FRG, coworkers, friends, etc. Acquaint newcomer with base and local community. In-processing is an important step that the sponsor can help the newcomer with to ensure a smoother transition. A sponsor will set up appointments with the COC, supervisor, FRG, etc., and introduce their family to their family, coworkers, spouses, friends, etc., and acquaint them to the base and local Japanese community.

FOLLOWING THE NEWCOMER’S ARRIVAL Offer continued support and ongoing assistance during the weeks to follow: -School registration. -Housing. -Commissary and PX. -ID cards for dependents, passports. -Yen purchases, banking. -Off-post shopping. -Driving class, license, car. -Dinner at your home, off base, club. The first few days are exceptionally busy for the newcomer. Part of your duties should include “chauffeuring” the newcomer to their various appointments. It helps to have a friendly face guide them through the fog of jet-lag and in-processing, as well as transportation to get them from point A to point B. For civilians, this may be the first assignment where they are issued an ID card. You can never emphasize enough how important it is for them to carry their ID cards AT ALL TIMES! You might put the word out to coworkers who are PCSing or are looking for a different car that there is a new person coming on board and perhaps locate a vehicle the newcomer might be interested in purchasing. Or, you might follow up on leads yourself on behalf of the newcomer. Offer to take the newcomer and their family to your favorite off-post restaurant or have them over for dinner at your home. They are full of questions after having been here a few days and this is a great time for them to pick your brain!

FOLLOWING THE NEWCOMER’S ARRIVAL ACS Loan Closet. ACS Newcomer’s Orientation (Monthly: every 3rd Tuesday, mandatory). ACS Medical Morning (get OTC card). ACS Train class & Shopping on Economy tour. ACS ESL & Japanese language classes. Driver’s class and exam. Japanese Head Start. Private Organizations. Out Door Rec & ITT Tour’s Office. Follow-up once newcomers are settled in billeting. Info about other bases, programs and tours offered at Camp Zama, etc. Offer assistance when family prepares to move into quarters. It’s amazing how much stuff can accumulate in a short stay at lodging! Plus, they will need assistance picking up dishpacks and other items from ACS to use until their shipment arrives. Assist them in getting their cars registered. The drive to the land office alone can be a daunting task!

FOLLOWING THE NEWCOMER’S ARRIVAL Other ACS programs: -Volunteer/AFTB/AFAP/Mayoral program. -AER, Employment and Finance assistance. -Exceptional Family Member Program. -Family Advocacy/New Parent Support. -Mobilization/Deployment/FRG Training. ACS offers lots of services that will help the newcomer with throughout their tour of duty at Camp Zama.

FINAL OBJECTIVES OF SPONSORSHIP Provide good, useful information and transition for newcomers. Reduce stress for newcomers and family. Welcome newcomers and family to Camp Zama Let newcomers know……… WE ARE GLAD TO HAVE THEM HERE!! You are a representative of your unit as well as Camp Zama. Leave your pet rocks at home and try to make this a positive first impression!

FINALLY THE SPONSORSHIP PROGRAM SURVEY The Sponsorship Program is a valuable tool used to gauge the effectiveness of your commands sponsor program and helps to address areas that can be improved upon and reinforce those areas that work! DA FORM 7274

LET’S REVIEW!

The Army Regulation number for the Sponsorship Program? DO YOU KNOW? The Army Regulation number for the Sponsorship Program? The Army Regulation number for the Sponsorship Program?

ANSWER AR 600-8-8 AR 600-8-8.

The official title of the Program? DO YOU KNOW? The official title of the Program? The official title?

ANSWER The Total Army Sponsorship Program

DO YOU KNOW? DA Form number for the Sponsorship Program Counseling and Information Sheet? DA Form number for the Sponsorship Program Counseling and Information Sheet?

ANSWER DA Form 5434 DA Form 5434.

DO YOU KNOW? How many days do you have to forward a welcome letter upon appointment as a sponsor? How many days do you have to forward a welcome letter upon appointment as a sponsor?

ANSWER 10 working days. 10 working days.

DO YOU KNOW? How soon should a sponsor answer follow up correspondence from the incoming Soldier or civilian? How soon should a sponsor answer follow up correspondence from the incoming Soldier or civilian?

10 working days of receipt of any type of correspondence. ANSWER 10 working days of receipt of any type of correspondence. 10 working days of receipt of any type of correspondence.

DO YOU KNOW? How soon should a Soldier or civilian respond to correspondence from their sponsor? How soon should a Soldier or civilian respond to correspondence from their sponsor?

ANSWER Immediately! Immediately!

Can an E-3 be assigned as a sponsor for an E-5? (Yes or No) DO YOU KNOW? Can an E-3 be assigned as a sponsor for an E-5? (Yes or No) Can an E-3 be assigned as a sponsor for an E-5? (Yes or No)

No, a sponsor will be assigned who is an equal grade or higher. ANSWER No, a sponsor will be assigned who is an equal grade or higher. No, a sponsor will be assigned who is an equal grade or higher.

AND FINALLY THE SECOND TO THE LAST QUESTION! A good sponsor will...? A good sponsor will...?

Contact! Contact! Contact! ANSWER Contact! Contact! Contact! Be proactive and exhaust all avenues to ensure the newcomers ‘every’ need is met! Be there for them ‘every’ step of the way! Contact! Contact! Contact! Be proactive and exhaust all avenues to ensure the newcomers ‘every’ need is met! Be there for them ‘every’ step of the way!

QUESTIONS? COMMENTS? CONCERNS? Contact! Contact! Contact! Be proactive and exhaust all avenues to ensure the newcomers ‘every’ need is met! Be there for them ‘every’ step of the way!

ARMY COMMUNITY SERVICE (ACS) TOTAL ARMY SPONSORSHIP PROGRAM WELCOME TO THE ARMY COMMUNITY SERVICE (ACS) TOTAL ARMY SPONSORSHIP PROGRAM Hello. My name is _______ and I will be conducting your training session on the duties of sponsors appointed to the Total Army Sponsorship Program. Before I get started, I’d like to point out where the restrooms, soda machine and drinking fountains are located at…. OK! Lets get started!!