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MARINE CORPS KEY VOLUNTEER NETWORK
DEPARTMENT OF THE NAVY HEADQUARTERS
UNITED STATES MARINE CORPS
2 NAVY ANNEX WASHINGTON, DC 20380-1775
MCO 1754.2A
MHF
23 Feb 1994
MARINE CORPS ORDER 1754.2A
From: Commandant of the Marine Corps To: Distribution List
Subj: MARINE CORPS KEY VOLUNTEER NETWORK
Ref: (a) SECNAVINST 1754.4
(b) MCO 1754.1
(c) MCO P1700.24A
(d) 10 U.S.C. 1588 (Acceptance of Voluntary Services for Family Support
Programs) (NOTAL)
(e) DASN (FS&F) Memorandum of 4 Nov 92 (NOTAL)
(f) MCO P5211.2A
(g) MCO P5110.4
Encl: (1) Duties of Family Readiness Officers
(2) Duties of Marine Corps Key Volunteer Coordinators
(3) Duties of Key Volunteers
(4) Sample Letter of Appointment
(5) Marine Corps Key Volunteer Network Training Topics and Objectives
1. Purpose. To establish policy and guidance for the Marine Corps Key Volunteer Network.
2. Cancellation. MCO 1754.2.
3. Background
a. References (a) and (b) provide policy and procedures for the establishment of comprehensive family support systems for all Marines, Regular and Reserve, married or single, and serving in deploying or non-deploying units. The Family Readiness Support Program, reference (b), is a network of agencies, programs, services, and individuals that support mission readiness. Many Family Readiness Support Program services are provided through Family Service Centers (FSC) pursuant to reference (c). One vital component of the Family Readiness Support Program is the Key Volunteer Network which has evolved over the past decade and a half from the Key Wives Network.
b. The Key Volunteer Network is a communications network, formed within a unit to keep families better informed about the mission and tasks of that unit, and to assist in establishing a sense of community within the unit. It is also a support network, providing information and the means for problem-solving at the lowest level possible. This enables the unit to readily achieve a higher state of "family readiness." With families in a higher state of readiness, individual Marines are better able to perform their assigned missions efficiently, effectively, and safely, thereby promoting a higher state of unit readiness. MCO 1754.2A 23 Feb 1994
c. Reference (d) provides a legal basis for use of volunteers in military family support programs, covers such volunteers with workers compensation, and places the actions of these volunteers under the purview of the Federal Tort Claims Act. Reference (e) authorizes approved volunteers to be reimbursed from appropriated or non-appropriated funds for certain expenses.
4. Policy. The Key Volunteer Network is an official Marine Corps family support initiative and is a major component of the Family Readiness Support Program. Accordingly, it is an official Marine Corps activity, and not a private organization. The role of the Marine Corps Key Volunteer Network is to support and assist the commander by providing improved communication between the command and the families of Marines and other Service personnel, by developing a support network among families within the unit, and by establishing a focal point for information and referral to appropriate helping agencies. Each battalion/ squadron, detached command, and higher level command (e.g., base, station, regiment, group, division, wing, FSSG, MEF, etc.) will establish a Key Volunteer Network. Key Volunteer Coordinators/ Key Volunteers may be appointed at lower echelons or within staff elements as necessary.
5. Structure. The structure of the Key Volunteer Network is as follows:
a. Commanding Officer (CO). The CO determines the direction of the Key Volunteer Network based on the needs of the unit's families. The CO selects and appoints the unit's Key Volunteer Coordinator and Key Volunteers. In addition, the CO maintains regular contact with the Coordinator and the Family Readiness Officer.
b. Family Readiness Officer (FRO). The FRO is a military member of the unit and is appointed in writing by the CO. The FRO provides oversight and coordination regarding all family readiness issues. The primary function of the FRO is to serve as the military point of contact, for routine matters, between the unit and members of the Key Volunteer Network. Normal duties are outlined in enclosure (1).
c. Key Volunteer Advisor (Optional). The Key Volunteer
Advisor position is a valuable asset to the Network, but it is an optional one.
CO's may fill this position with their own spouse, the spouse of the senior SNCO,
or the spouse of another senior member in the unit. The Advisor acts as a mentor
for the Key Volunteer Coordinator and the Key Volunteers by providing advice and
support.
d. Key Volunteer Coordinator. The Key Volunteer Coordinator functions as the liaison between the CO and the Key Volunteers and, as such, reports directly to the CO or his/her designee (e.g., FRO) regularly on family matters. The Key Volunteer Coordinator is the conduit for information from and to the Key Volunteers, organizes and coordinates all aspects of the Key Volunteer Network, and may recommend Key Volunteers to the CO. The Key Volunteer Coordinator must be the spouse of a member of the unit and be appointed by the CO of the unit. Normally, the Key Volunteer Coordinator will have completed initial training and have prior successful experience as a Key Volunteer. Duties of the Key Volunteer Coordinator are outlined in enclosure (2).
e. Key Volunteers. The Key Volunteer Network provides the command with a "personal link" to its families. A Key Volunteer must be the spouse of a member of the unit and be appointed by the CO. Key Volunteers provide unit families with information and referrals concerning services available on the installation and within the local area. They communicate with families and promote unit readiness. They should meet regularly with the Coordinator regarding their activities and family concerns. Duties of Key Volunteers are outlined in enclosure (3).
f. Family Service Center (FSC). The FSC provides training and consultation to Key Volunteer Networks. In addition, the FSC augments administrative support provided by the unit CO.
g. Family Readiness Support Program Coordinator. The
Family Readiness Support Program Coordinator at the FSC works with Key Volunteer
Coordinators in scheduling training for Key Volunteers and serves as a liaison
to Key Volunteer Networks
for FSC provided support.
6. Program Guidance. Detailed guidelines for the Key Volunteer Network are contained in four guides: Commanding Officer's Guide, Key Volunteer Coordinator Guide, Key Volunteer Guide, and Key Volunteer Training Guide. These guides provide a framework for the Key Volunteer Network. Commands may modify their Network as local needs and conditions dictate. The following program guidance is, however, required for all Key Volunteer Networks:
a. Selection. The selection of Key Volunteer Coordinators and Key Volunteers is critical to the effectiveness of the Key Volunteer Network. Volunteers for both positions must be the spouse of a member of the unit. Careful selection of qualified candidates is essential. To obtain a broad spectrum of candidates, the availability and duties of the positions as shown in enclosures (2) and (3) should be made known to all spouses within the unit, and interested spouses should be invited to apply. The CO selects and appoints the unit's Key Volunteer Coordinator and Key Volunteers based on the recommendations of the current or previous Key Volunteer Coordinator, Executive Officer (XO), FRO, Sergeant Major, Chaplain, or others. Potential Key Volunteer Coordinators and Key Volunteers must be briefed regarding the terms and conditions of appointment, to include legal safeguards and the necessity of confidentiality. Appointments shall be in writing, using enclosure (4) as a guide. The letter of appointment shall include a statement of understanding to be signed by all Key Volunteers and the Coordinator, and returned to the command. Copies of appointment letters shall be forwarded to the nearest FSC to facilitate Key Volunteer training.
b. Privacy Act. Because of their relationship with the Marine Corps, Key Volunteer Coordinators and Key Volunteers are subject to the Privacy Act of 1974 as implemented by reference (f). The Privacy Act limits access to personal information in records and mandates certain safeguards for such information. Any written records relating to a Marine or a family member must comply with the Privacy Act. Routine disclosure of information maintained in Key Volunteer Network files can be made only to the Marine's CO, the FSC professional staff, or others who have a definite "need to know." The latter includes state and local officials in abuse cases, medical personnel, authorities charged with the Personnel Reliability Program, substance abuse offices, and law enforcement, judicial, or investigative services aboard the command. If the Key Volunteer has any question regarding "the need to know," the issue should be referred to the command. Information requests from outside the Department of Defense must be written, stating fully the "need to know," and be processed through the chain of command to the CMC (MHF). Annotations will be kept in each file of any release of information to any source; OPNAV 5211/9, Record of Disclosure - Privacy Act of 1974, will be used for this purpose. Individuals may normally obtain access to their own personal files but not to the personal files of other family members.
c. Confidentiality. Confidentiality is critical to the integrity of the Key Volunteer Network. All contact between Key Volunteer Coordinators/Key Volunteers and a Marine or family member will be given special attention to ensure that only persons with a "need to know" learn of any sensitive information. Although there is no privileged communication (such as that between priest/penitent or defense attorney/client) between Key Volunteer Coordinators or Key Volunteers and any person using the Key Volunteer Network, great care must be taken when discussing personal or embarrassing information about any case or request for information. A breach of confidentiality is cause for relief from a Key Volunteer position. However, the CO must always be told of information about members of the unit when spouse or child abuse occurs, when a potentially embarrassing situation may arise for the command, when media coverage is expected, when a serious crime has been committed, when disciplinary action may be taken, or any time a Key Volunteer Coordinator believes the CO should be informed about a case.
d. Training. Training for individuals in the Key Volunteer Network is essential for the effective operation of the Network. CO's will ensure that their Key Volunteer Coordinators and, if at all possible, all Key Volunteers are trained prior to assuming their duties. If prior training is not possible, every effort should be made to coordinate volunteer training with the FSC within 30 days of the volunteer's appointment. A Certificate of Training will be issued to all Key Volunteers who satisfactorily complete Key Volunteer Training. Enclosure (5) provides information on training objectives.
e. Administrative Support. CO's are authorized to provide the following support for Key Volunteer Networks:
(1) Office space, meeting space/facilities, and storage space as required.
(2) Office supplies and equipment, including computer hardware and software. On installations with an FSC, a computer suite is available specifically to support the Network. Security procedures must be implemented to safeguard the use of Key Volunteer Network computer systems and for access/use of the Banyan/LAN.
(3) Telephone services, to include answering machines.
(4) Transportation as authorized by the CO for official Key Volunteer Network functions.
(5) Use of official mail as authorized by reference (g). The Key Volunteer Network is an official Marine Corps activity dedicated to the mission of improving family readiness which in turn translates to enhanced unit readiness. The unit Key Volunteer Network newsletter therefore serves the CO in the performance of his/her command responsibilities. Commanders should apply the following guidelines in determining whether the content of newsletters is official:
(a) information related to unit mission and readiness, including family readiness;
(b) information which is educational in nature, designed to promote informed self-reliant service members and families; and
(c) information regarding service members and families which promotes unit spirit through awareness of family and unit activities, which helps strengthen cohesion among family members, and which contributes to service member and family stability and readiness. Information that promotes the activities of private, unofficial organizations separate from the Marine Corps, private fund raisers and commercial ventures is expressly prohibited.
(6) Reimbursement for incidental expenses may be made from appropriated or nonappropriated funds, subject to availability, and at the CO's discretion. Reimbursable expenses will be limited to the following:
(a) Child care, not to exceed the rate of the local military Child Development Center.
(b) Mileage, at the prevailing Government rate for authorized use of a privately owned conveyance.
(c) Parking and tolls, when supported by proper receipts.
(d) Telephone toll calls not otherwise covered (e.g., by command telephone credit cards), upon presentation of the bill.
(e) Invitational travel orders when in the performance of official duties as a member of the Key Volunteer Network.
7. Action
a. The CMC (MHF) will:
(1) Establish policy to ensure uniform implementation of the basic concepts of the Key Volunteer Network.
(2) Provide oversight and technical assistance regarding the Network.
(3) Develop and distribute guidebooks, training manuals, and other materials in support of the Key Volunteer Network.
b. CO's of battalions/squadrons, detached commands, and higher level commands (e.g., base, station, regiment, group, division, wing, FSSG, MEF, etc.) will:
(1) Establish and support a Key Volunteer Network as provided in this Order, tailored to meet the needs of their individual command.
(2) Select and appoint in writing an FRO.
(3) Select and appoint in writing a Key Volunteer Coordinator.
(4) Select and appoint in writing Key Volunteers.
c. The CG, MARRESFOR, will establish a Key Volunteer Network to meet the needs of the Reserve Forces, using this Order as a guide. Training for Reserve Key Volunteer Networks should be coordinated with active duty resources when and where available.
8. Records Disposition. Records and documentation relating to policy and guidance for the Key Volunteer Network should be transferred to the Washington National Records Center when 4 years old, and offered to the National Archives and Record Administration when 20 years old. Administrative and program records shall be destroyed when 5 years old.
9. Reserve Applicability. This Order is applicable to the Marine Corps Reserve.
R. B. JOHNSTON
Deputy Chief of Staff
for Manpower and Reserve Affairs
DISTRIBUTION: PCN 10202565100
Copy to: 7000093 (2) 7
MCO 1754.2A 23 Feb 1994
DUTIES OF FAMILY READINESS OFFICERS
1. Serve as the military point of contact, for routine matters, between the unit and members of the Key Volunteer Network. This is especially important during deployments.
2. Work with the Key Volunteer Coordinator regarding family readiness matters.
3. Assist in providing administrative and logistical support for the unit's Key Volunteer Network.
4. Educate Marines in the unit on family readiness responsibilities.
5. Maintain contact with the Director of the FSC or the Family Readiness Support Program Coordinator, and become thoroughly familiar with the FSC's programs, training, and services.
6. Provide liaison for the Key Volunteer Network with other military organizations, e.g., the disbursing office, the base post office, etc.
7. Maintain a consolidated unit family readiness roster, including names, addresses, and phone numbers of family members, and periodically provide an updated roster to the Key Volunteer Coordinator.
8. Maintain a current roster of all Key Volunteers in the unit. Provide a copy of the current roster to the FSC on a quarterly, or more frequent basis, as needed.
9. When assigned as the FRO at the regimental/group level or higher, serve on the installation's Family Readiness Support Council.
10. Perform other duties as determined by the CO.
Enclosure 1
DUTIES OF MARINE CORPS KEY VOLUNTEER COORDINATORS
1. Keep the CO informed on a regular basis on the state of family readiness in the unit.
2. Serve as a liaison between the CO and Key Volunteers, and provide feedback to the CO about family concerns.
3. Work with the FRO regarding family readiness matters.
4. Coordinate with key command personnel as necessary; e.g., the FRO, XO, Sergeant Major, Chaplain, Key Volunteer Network Advisor, etc.
5. Develop an effective communications network among unit families; e.g., organize a telephone tree through Key Volunteers and activate it upon the CO's direction or as otherwise needed.
6. Assist in recruiting eligible volunteers and make recommendations to the CO for appointment to Key Volunteer positions.
7. Coordinate the training of Key Volunteers with the FSC's Family Readiness Support Coordinator.
8. Communicate to Key Volunteers the responsibilities of their position, informing them about the support available from the unit and the expectations of the CO.
9. Oversee the development and distribution of a newsletter on a regular basis.
10. Participate, as appropriate, in the local installation's Family Readiness Support Program Council and work closely with the FSC on training and resource matters.
11. Work with the Key Volunteer Coordinators from other units temporarily attached to their own unit during deployment.
12. Perform other Network activities as determined by the CO.
ENCLOSURE (2)
DUTIES OF KEY VOLUNTEERS
1. Welcome and assist incoming members and families of the unit and ensure they are aware of services available to the "Marine Family."
2. Participate in a telephone tree as directed by the Key Volunteer Coordinator to ensure a rapid dissemination of information to families.
3. Maintain a family readiness roster of names, addresses, and telephone numbers for their assigned families and provide changes to the FRO via the Key Volunteer Coordinator.
4. Provide information to families to refer them to appropriate resources as needed (FSC, Red Cross, Navy-Marine Corps Relief Society, etc.), and follow up on referrals to ensure the assistance required was obtained.
5. Provide information and feedback to unit CO's, via the Key Volunteer Coordinator and FRO, regarding family readiness issues.
6. Offer moral support and assistance to families during times of difficulty and/or crisis.
7. Assist the Key Volunteer Coordinator with occasional Network activities where unit families can meet each other and form support systems; e.g., videotaping, reunion workshops, etc.
8. Assist with Key Volunteer Network newsletters by providing input, writing, distributing, etc.
9. Perform other Network activities as determined by the CO.
ENCLOSURE (3)
SAMPLE LETTER OF APPOINTMENT Dear (Name of Key Volunteer),
Congratulations on your selection as a member of (name of command)'s Key Volunteer Network. As a Key Volunteer, you will play a vital role in helping maintain the readiness of (name of command)'s "Marine Family."
While a Key Volunteer, your responsibilities will be many and varied, and you can expect to be asked to help in many areas affecting the readiness and morale of (name of command)'s families. These many areas include:
- Welcoming Marines and their families to
the command.
- Passing information to our families via the family telephone tree.
- Maintaining "readiness rosters" on families in your area which may
include home telephone numbers, addresses, etc.
- Referring families to available services and resources at (name of
installation) and the surrounding community.
- Assisting with deployment and "Welcome Home" activities.
- Assisting with preparing (name of command)'s newsletter.
All of these activities are important and help to ensure (name of command)'s families remain informed and ready to deal with any contingency. My command coordinator for Key Volunteer activities is (name of Key Volunteer Coordinator). As my direct representative, she/he (as appropriate) will assist you in the performance of your Key Volunteer activities and help ensure you receive the training you need to perform them successfully. Please do not hesitate to call on her/him (as appropriate). She/he (as appropriate) has my complete trust and confidence and will help you to better help others in this command.
As a Key Volunteer, I ask that you read the attached "Statement of Understanding" and, if there are no questions, please sign it and return it to (name of Key Volunteer Coordinator) as soon as possible. Again, it is my pleasure to welcome you to (name of command)'s Key Volunteer Network. I look forward to having you as a member of our team!
ENCLOSURE (4)
KEY VOLUNTEER NETWORK STATEMENT OF UNDERSTANDING (Date)
I understand that my service as a Key Volunteer for (name of command) will commence effective (enter effective date). I understand that my service as a Key Volunteer will be performed on a gratuitous basis, i.e., without compensation. Any reimbursement for incidental expenses will be subject to the availability of funds and the CO's discretion. I understand that, as a Key Volunteer, I will not be considered to be a Federal employee for any purpose other than the Tort Claims provisions of Chapter 171 of Title 28, U.S. Code, and for the purpose of relating to the compensation for work related injuries provided under Chapter 81 of Title 5, U.S. Code. I also understand that service as a Key Volunteer does not entitle me to further employment with a Federal organization or agency.
I understand that, as a Key Volunteer, the
personal information provided me on the members of (name of command) and their
families is, and will be, protected by the provisions of the Privacy Act of
1974. I understand that the personal information I have been provided will be
used ONLY in the official execution of those tasks relating to Key Volunteer
matters. I understand that, as a Key Volunteer, I will hold myself to the
highest standards of confidentiality. I understand that issues pertaining to the
members and families of (name of command) will be discussed ONLY with those
individuals as defined in MCO 1754.2A or as designated by the Commanding
Officer, (name of command) as having the "need to know."
_____________________/__________
(Signature of Key Volunteer/date)
MARINE CORPS KEY VOLUNTEER NETWORK TRAINING TOPICS AND OBJECTIVES
The role of the Marine Corps Key Volunteer Network is to support and assist the local commander by providing improved communication between the command and the families of Marines, by developing a support network between Marine families within the unit, and by establishing a focal point for information and referral to appropriate helping agencies. However, Key Volunteer Network volunteers are not certified counselors. The purpose of the Marine Corps Key Volunteer Network training, therefore, is to give the Marine Corps Key Volunteer an understanding of the program, to provide resource information, and to develop appropriate skill levels to do the job assigned by the commanding officer. Every effort should be made to provide Marine Corps Key Volunteer Network volunteers with required training from the supporting Family Service Center within 30 days of appointment. The following topics are considered essential for Marine Corps Key Volunteers.
BASIC TRAINING includes: MARINE CORPS ORGANIZATION AND COMMAND STRUCTURE - To provide volunteers with an understanding of the Marine Air-Ground Task Force, the chain of command, and identification of all ranks and grades. Marine Corps customs and traditions should also be addressed.
COMMUNICATION SKILLS - To prepare volunteers to listen carefully, respond appropriately, and inform accurately in carrying out their duties as Marine Corps Key Volunteers; and to develop techniques for dealing effectively with telephone calls, including identification of the nature of the call and appropriate responses.
CONFIDENTIALITY, PROFESSIONALISM, AND ETHICS - To provide an understanding of the professional and ethical standards of conduct and the level of confidentiality expected of Marine Corps Key Volunteers, and the Privacy Act and how it affects the Marine Corps Key Volunteer Network.
INFORMATION AND REFERRAL, including: COMMUNITY AGENCY PROFILES - To familiarize Marine Corps Key Volunteers with frequently used military service organizations such as the Family Service Center, Navy/Marine Corps Relief Society, and the American Red Cross.
INFORMATION AND REFERRAL PROCEDURES - To teach principles of good information and referral techniques and the maintenance of contact records.
FOLLOW-UP PROCEDURES - To provide information on the importance of timely follow-up to commands and individuals, and expressions of appreciation to those providing assistance.
OTHER RESOURCES - To teach Marine Corps Key Volunteers the importance of networking and of maintaining and providing current information on all appropriate resources, both local and national.
CHILD AND SPOUSE ABUSE REPORTING - To familiarize volunteers with the Marine Corps Family Advocacy Program and with state and local reporting requirements and procedures.
ADDITIONAL TRAINING can include: STRESS CAUSES AND RECOGNITION - To provide a basic understanding of causative factors and identification of stress, management techniques, and appropriate responses in crisis situations.
PROBLEM SOLVING TECHNIQUES - To develop skills in the identification of a problem, division of a problem into manageable parts, analysis of resources, and effective communication.
MEDIA TRAINING - To educate volunteers on the availability of public affairs resources and the proper way to respond to media inquiries on issues involving volunteers.
RELOCATION CYCLE - To familiarize volunteers with the adjustment cycles inherent in relocation (pre-departure, departure, arrival, and post-arrival) and deployment (pre- deployment, deployment, and post-deployment) processes.
MANAGEMENT SKILLS - To develop basic administrative and management skills, to include time and resource management; budget/funding considerations; and the importance of record- keeping, including proper documentation of activities and the safeguarding and destruction of client contact records.
OTHER TRAINING, appropriate to local needs.