11 Dec 2003
MEMORANDUM FOR Grp CC Grp CP FROM: NYWG/CP SUBJECT: National Cadet Special Activity (NCSA) 2004 Application Procedure 1. This year’s application procedures will build on the on-line system we tested last year. We are still using the CAP Form 31. Go to the CAP home page, www.cap.gov, position the mouse pointer over 'Members' then click 'e-Services' from the menu, which will get you to the e-Services Login screen. Login to e-Services and click the 'NCSA Menu' to apply for special activities. As you follow the instructions for entering your requested activities, you will also get to check (and correct if necessary) your address, contact information, and personal characteristics that NHQ has on file. All cadets must attend a group review board and receive a score in order to be rank-ordered in the wing. 2. When you have completed the application, you will be asked to perform several functions. First, electronically submit your application to NHQ on-line. (When you have completed, reviewed and printed your form 31, it will automatically be transmitted to NHQ electronically) Second, print the application and have both the 'Release Agreement' and 'Release by Parent or Guardian' blocks signed by your parent or guardian. Third, forward the printed and signed copy of the Form 31 to your Squadron Commander. The form will be reviewed at the squadron, forwarded to the Group Commander, then to The NYW Director of Cadet Programs for ranking. IF YOUR FORM 31 IS NOT RANKED BY THE WING YOU WILL NOT BE ABLE TO COMPETE FOR A SLOT AT A NATIONAL ACTIVITY. For personnel applying for 'staff' positions, please mark the Form 31 appropriately. Note that acceptance for the activity is not necessarily acceptance to a staff position. The activity director will review staff applications and contact those accepted directly. For cadets applying for more than one NCSA, please clearly indicate your desired preference, in order, on the second page of the application. Otherwise, NHQ will assign the preference order at random. Late applications (those received after December 31st) will be accepted if they have been reviewed and approved by the Squadron and Wing. However, they will not be forwarded to the activity director until all those who applied on time have had an opportunity to be slotted and respond for payment and confirmation of attendance. For all cadets applying to any activity: You must have encampment credit prior to attending any NCSA. If NHQ does not have a record of encampment completion prior to the date of the activity, then you will have to show the Activity Director your encampment completion certificate prior to the start of the national activity. Note: NHQ does not process the applications for the Hawk Mountain SAR School, Space Camp, Aviation Challenge, and EAA Air Academy. Please follow the guidelines for these programs found later in The November newsletter. Notification of the slotting results will be by email on February 28th. Additionally, the list will be posted on the Cadet Programs web site. The slotting lists will show primaries (those that have a definite slot if payment is made) and alternates (those that may get an opportunity to attend if primaries drop out). Personnel slotted as primary attendees will have until March 31st 2004 to submit their payment in full to NHQ for all NCSAs except the NESA. (The Academy Director and Project Officer coordinate all fees and slots for NCSA and will provide guidance for payment in the welcome letter). Applicants whose payment has not been received by March 31st will become alternates and their primary slots will be offered to other alternates. 3. NY Wing has additional requirements above and beyond what National HQ specifies (a new NYWG policy forthcoming). First and foremost, cadets must have the grade of C/SSgt AND have attended at least one encampment when applying. Insufficient grade or no encampment appearing in the CAPWATCH NHQ database are an automatic disqualification. Second, Hawk Mountain has a minimum age of 16, per orders of NYWG CC. Lets not set a bad example for the cadets by lying and putting C/SSgt on the application when they are a C/SrA and "just about to promote". 4. Due to a large volume of applications, gross technical errors in the package and cadets not meeting the minimums prescribed the above will be the criteria used in eliminating applicants. Senior members may apply to most NCSA's- guidelines and participation levels will be outlined in the CAP News NCSA pullout. Cadet staff positions are available at several activities; again, see the CAP News pullout. Hawk Mt and several other activities must have their own separate CAPF 31's from the other NCSA's. Example: If a cadet applies for Hawk Mt, PJOC and AETCFC, they must have 2 sets CAPF 31's – the first set is for Hawk Mt and the second for PJOC and AETCFC; again, follow the guidelines of the CAP News pullout. 5. Groups will conduct their own NCSA review boards. A complete package has been developed and examines the cadet's uniform, general CAP and current events knowledge, knowledge of the activity applied for, as well as some open ended questions. ALL GROUPS WILL USE WING'S QUESTIONS. All groups will use the scoring criteria provided, questions provided and will return the score per the scoring system included in the package. Cadets who do not attend a review board will score zero, and likely wil be ranked last in the wing, regardless of qualifications. These scores are used to weigh all applicants across the Wing evenly. Groups will then write their scores on the applicant's CAPF 31, and include on a separate sheet a list of the board member's names and ranks. Review board packages have been emailed out to all groups. 6. Most of our NCSAs allow senior members to apply as escorts and a few allow for full senior member participation. Senior members applying for any of the NCSAs must follow the same procedures as the cadets and use the Form 31. Mark the word 'SENIOR' in the top left hand corner of the form 31. Deadlines for senior member applications to assist as staff members are the same as cadets. Senior member applicants are required to appear before a Wing review board. Seniors who do not attend a review board will score zero, and likely will be ranked last in the wing, regardless of qualifications. 7. Groups are expected to conduct their review boards between mid-December and 15 January 04. Upon completion of the review board, all groups will forward a single batch to Capt. Phyllis T. Pruitt, NYW Director of Cadet Programs, 84 Halsey Street, Islandia, New York 11749, postmarked by 18 Jan 04. (You may Express-Mail to this address). Or you may forward your single batch to CIVIL AIR PATROL Civil Air Patrol, United States Air Force Auxiliary New York Wing Headquarters, 817 Stewart Avenue (Rear), Garden City NY 11530-4856 6. If you have any questions or concerns, contact the Director of Cadet Programs via e-mail at msprissy@optonline.net or via phone at (631) 234-2862(H). FOR THE COMMANDER, //signed// Phyllis T. Pruitt, Capt., CAP NYW Director of Cadet Programs
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