Detachment-Level Recruiting

2.5.1. Detachment Commander. Roles and Responsibilities.

2.5.1.1. Appoints a RFC to manage the local recruiting plan. While this individual has recruiting duties, every cadre member must participate in activities to ensure success of the campaign.

2.5.1.2. Reviews all locally produced A&P materials.

2.5.1.3. Reviews and approves the annual detachment recruiting plan.

2.5.2. Recruiting Flight Commanders (RFC). Roles and Responsibilities.

2.5.2.1. Works closely with the RDAs, ALOs, GB Recruiters, local Air Force recruiters, and other RFCs to achieve recruiting objectives and avoid duplication of effort. Supports the AFROTC National Recruiting Strategy by conducting regular recruiting events to identify and recruit quality prospects from host and cross-town colleges/universities, area high schools, and Air Force installations located within their AOR.

2.5.2.2. Develops an annual detachment recruiting plan covering 1 Sep to 31 Aug to meet local and national recruiting needs.

2.5.2.2.1. Detachments will submit the plan to their supporting RDA by 1 Jul.

2.5.2.2.2. Detachments will submit a final signed plan to their supporting RDA by 1 Sep.

2.5.2.3. Uses WINGS Contact Management to enter and manage qualified recruiting leads and associated correspondence. Retain leads until prospects are not eligible or not interested in any Air Force program.

2.5.2.4. WINGS and other nationally produced contact rosters (such as HSSP) can facilitate lead generation and management. Use and release of this information is restricted.

2.5.2.4.1. RFCs are expressly prohibited from recruiting on a national basis or contacting HSSP applicants who have not expressed interest in their detachment.

2.5.2.4.2. RFCs are expressly prohibited from releasing to anyone a list of HSSP applicants who have not expressed interest in their detachment and indicated consent for release of their information.

2.5.2.4.3. RFCs are expressly prohibited from releasing to anyone any other AFROTC lists of potential or existing cadets who have not expressed interest in their detachment and indicated consent for release of their information.

2.5.2.5. Develops A&P materials in support of local recruiting efforts. Gains annual approval from HQ AFROTC/DORM for all locally produced material.

2.5.2.6. Ensures completion of recruiting training for all detachment personnel and cadet recruiting team members every Spring and Fall terms starting with the beginning of the Fall term. RFCs will ensure training is documented for all personnel.

2.5.2.7. Ensures updates to detachment and university information on AFROTC.com website within 30 days of change and will review detachment and cross-town information quarterly and provide updates to HQ AFROTC/DORM.

2.5.2.8. Coordinates HSSP scholarship presentations in AOR utilizing all members of the joint recruiting team.

2.5.2.8.1. Provides the presenter’s name to the school, verifies school ceremony details, and forwards applicable information to the responsible RDA.

2.5.2.8.2. Provides ceremony details, scholarship details, and sample presentation speech to the presenter.

2.5.2.9. Conducts Center of Influence (COI) Events (reference para 2.5.8).

2.5.3. Recruiting Plans. Recruiting plans provide a source of continuity to identify detachment recruiting objectives, markets available, and a list of recruiting events. The recruiting plan is a living document and should be updated throughout the year. Recruiting plan format is not an IG inspection item. As a minimum, the plan will include the following items:

2.5.3.1. Record of Review 2.5.3.2. Table of Contents 2.5.3.3. Summary

2.5.3.3.1. General Summary of Detachment 2.5.3.3.2. AOR Map

2.5.3.3.3. Five Year History of Officer Production 2.5.3.3.4. Recruiting Successes

2.5.3.3.5. Recruiting Challenges 2.5.3.4. Recruiting Objectives Chart 2.5.3.5. Target Market

2.5.3.5.1. Host University

2.5.3.5.2. Cross-town Four-Year Universities 2.5.3.5.3. Cross-town Community Colleges 2.5.3.5.4. Top 10 Feeder High Schools 2.5.3.6. Time-Phased List of Events 2.5.3.7. Points of Contact

2.5.4. Detachment Web Pages. The easiest and most effective means of advertising is through a web page. RFCs should make every effort practical to host a detachment-specific site on their university server.

2.5.4.1. Detachments must coordinate their web pages through HQ AFROTC/DORM and AU/PA for annual approval. All changes to Detachment web pages within the approved annual cycle must be resubmitted to HQ AFROTC/DORM for approval. Dets are responsible for web page maintenance. The AFROTC Public Web-site Checklist is found on the AFROTC restricted web-site, at https://hq.afoats.af.mil/.

2.5.4.2. Detachment web pages will have a link to the AFROTC web page at http://www.afrotc.com.

2.5.4.3. Scholarship information is not permitted on detachment web pages unless it covers specific college/university subsidies.

2.5.5. Locally-Developed Ads and Print Media. Both the RFC and Detachment/CC must review all locally-developed recruiting material for accuracy of content and obtain artwork approval from HQ AFROTC/DORM prior to initial production of new media, and all reworked media. Locally-developed ads and print media must be reviewed annually by HQ AFROTC/DORM. Use the following guidelines and restrictions to develop or revise locally-developed material.

2.5.5.1. Printing Sources. All printing must be procured through the Document Automation & Production Service (DAPS) unless a waiver is granted. DAPS is the only agency that can approve a waiver. The waiver process is detailed in AFI 64-117. If a waiver is granted, printing may be obtained locally using the GPC. All projects must first be approved by HQ AFROTC/DORM before printing. Send printed copy with changes, text copy, or a rough layout via email to HQ AFROTC/DORM.

2.5.5.2. RFCs should also order/utilize AFROTC-produced brochures and posters from the AFROTC X-Net.

2.5.5.3. All locally-developed advertisement/marketing materials must clearly display the Air Force symbol and contact information. The symbol must remain proportional when sizes change.

2.5.6. Broadcast Media. Radio and TV are very valuable when trying to reach a targeted market. Products are furnished by AFRS to AFORTC/DORM and can be distributed upon request by the RFCs to radio and TV stations.

2.5.6.1. Public Service Announcement (PSA) Radio Spots. PSA radio spots can be ordered through AFRS (call commercial 0522, DSN 665-0522, Fax 210-565-0868). The RDA or RFC can contact the radio station to request PSA airtime.

2.5.6.2. TV PSA Spots. TV PSA spots cannot be purchased by local AFROTC detachments. Each quarter, current generic AFPSA products are produced by AFRS and sent directly to TV stations throughout the country. The TV PSA spots are 60, 30, 15, and 10 seconds in length and cover a wide variety of subjects.

2.5.6.3. All detachment-specific broadcast media must be approved by HQ AFROTC/DORM prior to release.

2.5.7. Promotional Items. Promotional items can provide a constant, tangible reminder of AFROTC. Promotional items purchased must be clearly marked with the AFROTC logo and contact information. If AF Symbol is used on any marketing materials, it must clearly display the AF Symbol and contact information. The symbol must remain proportional when change sizes. (See http://www.trademark.af.mil for guidance on use of AF Symbol).

Detachments will include as much of their local contact information as is reasonably possible (e.g., local telephone number and/or detachment website) given the item type and size.

2.5.7.1. HQ AFROTC/DORM provides each RDA and each detachment with promotional items with DOR contact information. All items are distinctively marked with the Air Force or AFROTC logo. These items are available on a quarterly basis through the Recruiting X-Net. Only make one order per cycle, taking care to optimally execute annual budget. Split orders will not be permitted

2.5.7.2. RFCs may also elect to spend recruiting O&M funds to purchase detachment-specific promotional items. However, A&P and O&M funds cannot be used to purchase the following:

2.5.7.2.1. Awards of any kind.

2.5.7.2.2. Uniform items of any kind for cadets or cadre.

2.5.7.2.3. Computers and computer accessories or equipment.

2.5.7.2.4. Any single item over $25 without HQ AFROTC/DORM approval.

2.5.7.2.5. Recruiting material orders (brochures). Make item requests to HQ AFROTC/DORM via X-Net.

2.5.8. Center of Influence (COI) Events. A COI is a planned event where meals or snacks appropriate for the occasion are served to provide a setting for Air Force personnel to make a recruiting presentation. COI funds will be provided to sustain these programs. The true value

of a prospective applicant COI is demonstrated by how many people enroll in AFROTC, which may not be immediately evident. The COI program is not a protocol fund to reward people for past support.

2.5.8.1. Event Planning. Determine specific recruiting objectives for the event and whom to invite to achieve those objectives.

2.5.8.1.1. Plan all activities at least 30 days before the event to allow enough time to overcome problems and to provide a professional event. Select a time that does not conflict with social events, sports activities, etc. Detachments must adhere to all end-of-year funds obligation and execution deadlines. HQ AFROTC/DORT is the approval authority for all COI events. COI events must obligated (event planned with a specific date and X-Net approval) NLT 31 May otherwise funds will be pulled by Holm Center on 1 Aug.

2.5.8.1.2. Request funding for the event through the X-Net at least 15 days before the event. All requests for a waiver must be submitted to HQ AFROTC/DORT before submitting the request in X-Net. The RFC or RDA must annotate the HQ AFROTC/DORT approver on the X-Net submittal. Approval or disapproval of the event will be distributed via X-Net.

2.5.8.1.3. Once an approval is secured, the requestor will make payment for food, drinks, gratuity or college fair via the detachment or RDA GPC. If the vendor does not accept the GPC, make every effort to secure another vendor. If no other vendor is available, contact HQ AFROTC/DORT for assistance.

2.5.8.1.4. Negotiate COI events only with vendors agreeing not to charge for no-shows. If a vendor will not agree to this, and the RFC or RDA still believes this is the best offer, contact HQ AFROTC/DORT for a waiver via X-Net.

2.5.8.1.5. Complete the after-action portion of the COI request via the X-Net no later than 5 duty days after the COI event. Any deviations from the original request must be annotated in the after-action portion.

2.5.8.2. COI Funds Management. COI funds are exclusively for consumable items (i.e., food and beverages excluding alcoholic beverages), gratuity expenses and college fairs.

Complimentary alcoholic beverages cannot be, or appear to be, offered. COI funds cannot be used to pay for things such as plates, napkins, cups, plastic ware, charcoal, skate rental, greens fees, etc. Title 10USC, Section 520c specifies small meals and drinks (no alcohol) at recruiting functions. Small meals are not sit-down meals at a steak house, pasta restaurant, etc.

2.5.8.2.1. There are only two categories of COI attendees:

2.5.8.2.1.1. Lead – person eligible for the Air Force program being presented.

2.5.8.2.1.2. Guest – person not eligible for the Air Force program being presented. These are most often persons with direct influence over qualified students, e.g., counselors, instructors, school officials, parents/guardians.

2.5.8.2.2. Events may not exceed $500 in total cost or the following cost for each individual:

2.5.8.2.2.1. Educators and professionals: $25 each.

2.5.8.2.2.2. Prospective applicants and students: $8 each.

2.5.8.3. AFROTC has been granted authority to allow AFROTC recruiting personnel (Detachments/RDAs) permission to use their Controlled Spend Account (CSA) to pay for COIs and college fairs. However, this should be utilized while on planned, official travel and only as a last resort. HQ AFROTC/DOR must be contacted in advance for approval, loading of funds and specific instructions.

2.5.8.4. Waiver Process. Under certain circumstances, the standards established for COI events may not meet the needs of the event.

2.5.8.4.1. Excessive Cost Waiver: At the discretion of the Detachment/CC, COI events may exceed the $500 maximum cost. Waivers for these events must be pre-approved by the Detachment/CC prior to COI AO approval. Failure to provide Detachment/CC approval will delay the waiver process.

2.5.8.4.2. Personal Check: Approved in conjunction with college fairs/conferences.

2.5.8.4.3. Controlled Spend Account: Approved only in conjunction with official travel.

2.5.8.4.4. General Waivers: All other waivers will be evaluated on a case-by-case basis.

2.5.8.5. Attendance. An organized guest attendance roster must be used at COI events.

Collect name and business contact information as a minimum. Personal information such as a social security number is not collected on this roster. When soliciting information subject to the Privacy Act of 1974, the following statement must be read, given, or shown to persons signing in:

2.5.8.5.1. “We will be happy to provide you more information about Air Force opportunities as authorized by Title 10 U. S. C. 503 and governing directives for AFRS. The information solicited will be used to determine eligibility and to allow follow-up contact. The routine use of this information will be for Air Force recruiting purposes only. Providing the information is voluntary; however, failure to provide sufficient information may prevent action on your inquiry.”

2.5.8.5.2. Do not have more than one military member or AFROTC cadet for every three civilian guests. In general, more value for the COI dollar is gained without

spouses. If the spouse of an influencer is included, count them as a civilian guest.

When a military member's spouse attends, count them as a military representative subject to the one-to-three ratio. AFROTC cadets who are not on contract do not count as prospective applicants.

2.5.8.5.3. Limit military personnel to those with a role in the COI event, i.e., detachment cadre, RDAs, AFRS, reserve or guard personnel, and military guest.

2.5.8.6. After-Action Reports (AAR). The RDA or RFC who sponsors the event must document follow-up actions concerning leads who attended a COI within 5 business days of the event. The AAR is entered electronically through the X-Net. The RDA or RFCs must also maintain the sign-in roster of each event for the duration of the current and previous academic years of the event.