nrotc coordinator - The National Naval Officers Association

Report
NROTC Program NRD Richmond
FY14
AE1(AW) Fremen
1
Antiquated FY13 NROTC Team
2
Identified FY13 Weaknesses
Our entire concept for handling the NROTC goal had to
change
• We realized it would take a concerted and dedicated
effort to make the diversity goals and identify “High
Quality” applicants
• Due to the immense volume of applicants we were
required to attain, our process was bottlenecking and
creating customer service issues
• We decided that making goal on the last day of the
year was unacceptable. Early is on time.
3
FY14 NROTC Team
Head NROTC
Coordinator
North Region
NROTC
Coordinator
South Region
NROTC
Coordinator
West Region
NROTC
Coordinator
Three Divisional
Representatives
Three Divisional
Representatives
Three Divisional
Representatives
Local Recruiting
Stations
Local Recruiting
Stations
Local Recruiting
Stations
4
Benefits of a Head Coordinator
• Ability to focus on the implementation of training
programs across the district, to include follow on
training at monthly division training sessions.
• Enabled the Head Coordinator the ability to be a
first responder to any customer service issues.
This significantly reduced the number of
situations that escalated to a Department Head
level.
5
Benefits of Regional Coordinators
• Enabled the oversight of manageable tracking systems.
Each region was responsible for assisting the few
hundred applicants in their “Working Tickler”.
• Clarity of access to applicants in assigned zip codes to
allow for direct contact of each in a timely and
informative manner
• Streamlining the application process with direct
involvement from the coordinators, packages were
being completed in half the time.
• Ability to identify diversity applicants as they came in
the system and contact them immediately to utilize
the market to our fullest advantage.
• Allowed realization of the objective of creating “High
Quality” applicants, by informing them early and often
of the need to increase their SAT/ACT scores.
6
Successful Tactics
• Start immediately in April!! Get as many counselor and
teacher evaluations as possible before school is out for
summer.
• Contrary to popular belief, teachers are available during
the summer on modified schedules. Same goes for front
offices.
• Ensure you are generating the evaluation request emails
as soon as they arrive in the “Incomplete Applications”.
This gives you a much needed head start on the 25%
Gate.
• Find every NJROTC and NROTC unit in your AOR and
make friends with the SNSIs and NSIs. They are key to
completing the interviews without over loading your OR
dept.
7
Successful Tactics (cont.)
• Do not let active NJROTC applicants use their NSIs as an
“Other” evaluation. They are perfect interviewers! Remind
them that science teachers make great “Other”
evaluations.
• Always be focused on the sub-categories. The 4-year goal
will make itself over the course of the season. Actively
pursue the AA, API, and HIS goals. Make trips to the
schools, talk to the parents, anything to ensure they are
motivated to complete applications as soon as possible.
• Head Coordinator sent out regular updates on total
numbers, but more specifically a countdown on the
diversity goals.
8
Varied Application
Depending on the size of your goal and your district, not all of
these recommendations may be beneficial.
• Create a “Lessons Learned” after each season. Keep what
works, scrap the rest. There is a wide range of tools available.
• If you are using the local recruiters as your main means of
processing, ensure they are knowledgeable in the program.
We found many recruiters in our district knew little about the
qualification requirements. This created immediate customer
service problems .
• Whenever possible, coordinators should meet applicants faceto-face. Normal recruiters just sign the SOU’s and forward
them up. Set personal deadlines for each applicant. Motivate
them complete each part of the package.
9
FY14 Lessons Learned
The Good• The new system works. Efficiency was increased, and all
gates and goals were attained prior to deadlines.
• Customer Service issues were dramatically decreased from
previous season.
• Ability to create more green flagged diversity applicants by
identifying red and yellow early enough for them to raise
their scores. We over-wrote in almost every sub-category.
The Bad• We did not focus on motivating the non-diversity applicants
to get their online applications submitted early. This
created a huge backlog for the month of February.
10
FY14 Lessons Learned (cont.)
• Our current system of conducting officer interviews is not
sufficient. It is creating a lag in the submission process to
CNRC and NSTC. We need to develop a means of scheduling
that includes applicants still on the incomplete side, instead
of just completed applicants.
Out of Our Control• Customer service complaints developed from applicants
not being academically qualified.
• Constant emails from technical issues associated with the
website.
• Losing diversity applicants to the different service
academies.
11
QUESTIONS for AE1(AW) Fremen?
12
15 MINUTE
BREAK
13
NRD NEW ORLEANS
FY-14 NROTC
ET1(SW) Robinson
NRD New Orleans
Brief Classification: UNCLAS (FOUO)
14
Organization
• 2 years ago
NRD NROTC coordinator
No identified scouts
• Last year
NRD NROTC coordinator
1 scout started mid October 2012
Scouts manned in other divisions starting November
2012
• This year
NRD NROTC Coordinator
Scouts in 5/6 divisions, manned in July 2013
15
Scouts
•
•
•
•
•
Manned in 5 of 6 divisions July 16, 2013
NROTC Primary duty
Did not have NCO goal
Still helped parent division with free time
Worked directly for me (production, planners,
liberty, etc)
• Returned to division Feb 1, 2014
16
Tracker
•
•
•
•
Developed tracker in EXCEL
Has overview and divisional breakdown
Summary tab
Streamlined DPR
17
Tracker (cont.)
18
Prospecting
•
•
•
•
•
•
•
Presentations (Scrubbed every survey)
DEP Pool (11S and some 12L)
App Logs (Qualified declines)
RTOOLS (>75QT)
Referrals (applicants and Future Sailors)
SNSI’s
STEAM (ASAD Data)
19
Diversity
• RTOOLS (filter by race)
• Target schools with quality diversity
• STEAM
20
Recognition
• NAM recommendations for all scouts
• CO end of month call
21
Next year
•
•
•
•
•
Target diversity aggressively
Scouts access to NETFOCUS
Man up scouts July 1st
Stay until their division is done
More control of scouts
22
Questions
Questions for ET1 Robinson?
23
15 MINUTE
BREAK
24
NRD Chicago
25


NROTC COORDINATOR (NORTH) AMCS(AW) TRAVISE FLISRAND
PRODUCTION COORDINATOR (SOUTH/HQ) AEC(AW) LARRY
GAITHER

PROCESSOR/NROTC LPO STG1(SW) PATRICK MALMBERG

DIVISION REPS
1.
3.
5.
7.
STS1(SS) BOOKER
MA1 HARRISON
BM1(SW) BURKE
AWS1(NAC/AW) SAMELSTAD
2.
4.
6.
8.
GM2(SW) BLANDON
MM1(SS)EVANS
MM1(SS) SIMMONS
MA2 NILES
26

February 2013: meeting with chain of command to identify
weakness of NROTC past production.




NRD Chicago struggled to make mission for FY-12 & FY-13. Missed 50%
gate both years.
Meeting included Navy City Outreach (NCO) Midwest, LCDR Mike
Kerley, USN and LT Glen Ives, USNA Midwest Admissions Counselor
who both GREATLY assisted in our diversity market prospecting and
penetration.
Support and communication with entire chain of command was
established early. Good working relationship with EACR,
NROTC coordinators and DLCPOs was a key part of our success.
Utilized a local applicant log to track applicants, broken down by
Division and NRS.

Enabled rapid assessment of applicants to ensure we could focus on
diversity mission.
27


At the end of FY13, data was collected from the Reports
section of the NROTC website. Report used was “Schools
Report Complete” for FY12 and FY13.
Analyzed data by ZIP code to identify which Divisions /
NRSs owned which applicants.




Allowed us to gauge each division’s production for past 2 years.
Ensured accurate goaling
Enabled ownership of the NROTC goal and incentivized recruiters
to further prospect and do presentations in their schools.
Also used report to identify high schools that produced
diversity.

Allowed us to prospect our most productive diversity schools
knowing exactly what area of the mission we were prospecting for.
28

March 2013 we held training with all divisional NROTC Reps.




NROTC coordinators and Divisional Reps held division training
in every division.


Trained Reps on the program, NROTC website and responsibilities.
Delegated responsibility of processing applicants up to the interview
scheduling portion of the process.
Created accounts for the Reps so they could take care of each applicant in
their AOR and know what the work load was.
Recruiters were trained on the NROTC program using the power point for
school presentations.
NROTC team (Coordinators, Processors and Reps) had a
conference call twice per month. Focused on deficiencies in
production and district priorities.
29

New applicants were added to NRD Applicant log,
then assigned to the Division/NRS so the Divisional
Rep could make contact.




Applicant log allowed easier management than the
cumbersome and time-consuming website and reports.
Data on applicant log was updated weekly from website
reports and forwarded to DLCPOs and Reps.
Applicant log included NRD/Division/NRS goals and
production. Allowed divisions to stay engaged.
Division NROTC Reps were responsible for taking care
of applicants up to the interview scheduling, allowing
the processor and coordinator time to focus on
submitting packages and doing presentations in
priority diversity schools.
30

Once the FY13 season closed we attended
college fairs, with DIVERSITY as our main
target.



National Hispanic College Fair
Black Star Project
Chicago National College Fair
31

When the FY14 season opened, we asked our
ESS to identify the best schools in our AOR.
ACT/SAT Scores
 Diversity Market
 School Rank
 Grad Rate
 College Enroll %

32

We identified the JROTC units in our area.
We had a face to face with every unit Commander,
we gave them our contact information and updated
them with all the new changes to the program.
 Sent them copies of all the forms and explained
how they needed to be completed.

33

We attended school presentation with the
Division Reps and Recruiters. Our intentions
were to build good rapport with:
College Counselors
 Retired Military
 Teachers
 Coaches

34


Before every school visit, we reviewed our
app log to identify any applicants whose
packages were incomplete/complete.
We used selected/completed applicants to help
answer questions.
35

We called various organizations to get the
NROTC scholarship opportunity out to the
community.
NAACP
 Boy Scouts of America
 Society of American Military Engineers
 NROTC units at Universities in our AOR
 Naval Academy/Maritime Academy Reps

36



NRD Chicago’s goal is large enough to require
workload management.
Having a coordinator and processor at HQ has
proven to be our most productive arrangement.
Coordinator:




Worked incomplete applicants
Performed school presentations
Quality checked all applications
POC for the divisional reps
37

Processor
Worked completed applicants
 Collected forms
 Set up officer interviews
 Completed all applications
 Mailed out all applications

38

The majority of our officer interviews were
conducted on weekends.
 We
utilized the support from our local NOSCs
during drill weekends, allowing us to meet with 1025 applicants 1-2 times a month.
 Typically, we had 1-2 Medical Officers in the
volunteer interview pool which greatly facilitated
interviews for our Nurse Option Applicants.
39

Saturday sessions also gave us:
Face-to-face time with applicant.
 Opportunity to develop a plan for completing
applications.
 Good Q&A time with family.

40

District Support

Occasionally we came across situations involving
several applicants from a single school who had
limited means of transportation. We coordinated a
date/time for 2-3 officers from HQ to complete the
interview process at the school. This served as a
great opportunity to collect transcripts, ACT/SAT
scores and evaluations.
41

Once an applicant reached the “Complete
Online Applications” list, we initiated contact
with the remaining evaluators because the
generic email that is transmitted sometimes
ends up in their spam folder. Once we spoke to
the applicants we set deadlines and made sure
they could open the file.
42




Do not assume scores entered into the website are
accurate. Rapid verification of scores is required to
ensure applicants have the ability to retest if scores
are out of date or if they don’t meet program
standards.
Engagement of applicants from Divisional Reps is
a necessity. Active communication with applicants
keeps them motivated and engaged with the
application process.
Active monitoring of applicants in the system
allows adjustment of incentives
Using Division and NRS-level incentives to boost
diversity applications was very productive.
43




63% of our Diversity applicants came from either
NROTC presentations in schools or were referred
by recruiters at the NRSs.
Incentives were productive in diversity
production.
Continual communication between EACR and
NROTC coordinator on status of NROTC mission
ensured focus was maintained on overall goal.
TEAM CHICAGO would not have met Diversity
mission without support from all hands.
44
Questions for the NRD Chicago team?
45
15 MINUTE
BREAK
46
NRD LA NROTC
-NROTC COORDINATOR: ETC(SS) BYARS
-NROTC PROCESSOR: NC1 MADDOX
47
NRD LA NROTC
•
•
•
•
•
GEOGRAPHIC LOCATION
PROXIMITY TO NAVY BASES
TRAINING
SCHOOL PRESENTATIONS
RIGHT RECRUITERS FOR RIGHT
STATIONS
• BLUE AND GOLD RECRUITERS
• APPLICANT TRACKER
• PLANS FOR FY15
48
NRD LA NROTC
• GEOGRAPHIC LOCATION
• NRD LA HAS A LARGE HISPANIC POPULATION DUE TO THE
PROXIMITY TO THE MEXICO BOARDER.
• NRD LA ALSO HAS A LARGE API POPULATION DUE TO THE
FACT THAT WE COVER GUAM, HI, AND JAPAN.
• NRD LA DOES NOT HAVE A LARGE AFRICAN AMERICAN
POPULATION. WE HAVE TO DO MORE HIGH SCHOOL
PRESENTATIONS EARLY FOR FY15 IN OUR DIVERSE
SCHOOLS TO CREATE AWARENES. WE ALSO NEED TO USE
OUR ISR’S TO BREAK INTO OUR DIVERSE PRIVATE SCHOOLS.
49
NRD LA NROTC
• PROXIMITY TO NAVY BASES
• NRD LA HAS NAWS POINT MUGU,
NBVC PORT HUENEME, PEARL
HARBOR, AND NAS GUAM IN ITS AOR.
• A LARGE PERCENTAGE OF OUR
APPLICANTS ARE “NAVY BRATS”.
ESPECIALLY FROM OUR GUAM, JAPAN
AND HI STATIONS.
50
NRD LA NROTC
• RECRUITER TRAINING
• NROTC COORDINATORS ATTEND AS
MANY DIVISION TRAININGS AS
POSSIBLE.
• SHOW THEM THE COORDINATOR SIDE
OF THE APPLICATION SITE SO THEY
HAVE A BETTER UNDERSTANDING OF
HOW THE PROCESS WORKS.
51
NRD LA NROTC
• SCHOOL PRESENTATIONS
• STRESS TO RECRUITERS THAT THEY
ARE NOT JUST SELLING NROTC. THEY
ARE CREATING NAVY AWARENESS,
AND MAY GET NCO’S OUT OF A
PRESENTATION AS WELL. THAT WAY
THEY ARE MORE LIKELY TO
ACTUALLY DO PRESENTATIONS.
52
NRD LA NROTC
• RIGHT RECRUITERS IN RIGHT
STATIONS.
• PLACING ETHNIC RECRUITERS IN
STATIONS WITH HIGH
CONCENTRATIONS OF SAME
ETHNICITY SEEMS TO HELP CREATE
NAVY AWARENESS IN A COMMUNITY,
AND ASSISTS WITH ATB.
53
NRD LA NROTC
• BLUE AND GOLD RECRUITERS
• I HAVE DEVELOPED A RELATIONSHIP WITH ONE OF OUR
LOCAL BLUE AND GOLD ACADAMY RECRUITERS.
• THEY RECOMMEND THE NROTC SCHOLARSHIP AS A BACK
UP PLAN TO THEIR APPLICANTS, AND DO NOT SEE US AS
COMPETITION.
• WE CALL THEM FROM TIME TO TIME AND ASK IF THEY HAVE
ANY NAMES AND CONTACT INFO OF ANY OF THEIR
APPLICANTS WHO MIGHT BE INTERESTED. THIS HAS
HELPED SOME OF OUR DIVISIONS MAKE THEIR GATE GOALS.
54
NRD LA NROTC
• APPLICANT TRACKER
• I USE EXCEL TO TRACK APPLICANTS. THE SPREAD SHEET
HAS A PAGE FOR EACH DIVISION.
• AS EACH NEW APPLICATION COMES INTO THE NROTC
WEBSITE, I ASSIGN IT TO A DIVISION AND STATION BASED ON
ZIP CODE.
• THE TRACKER ALSO HAS COLUMNS FOR CHECKING OFF
EACH ITEM REQUIRED FOR THE APPLICATION.
• THE TRACKER IS UPDATED DAILY, AND EMAILED OUT TO ALL
HANDS SO EACH STATION CAN SEE IF THEY HAVE NEW
APPLICANTS TO CONTACT, AND THE STATUS OF THEIR
APPLICATION.
• THERE IS ALSO AN ADDITIONAL PAGE WITH COMPLETE
APPLICATIONS SHOWING SELECTION STATUS.
55
NRD LA NROTC
Progr
am
Statements of
Understanding
Evaluations
Applicants Name
Recruiter
Station
Math Other
4
KLEIN, MILES
YEAR
KOTZ
4
KIM, JE
YEAR
NONE LISTED CANOGA PARK
4
FILPPOV, ALEKSANDR
YEAR
NONE LISTED CANOGA PARK
4
AMELY, RYAN
YEAR
NONE LISTED SIMI VALLEY
NURS
LEE, DANIEL
E
NONE LISTED
4
STYERS, MARSHALL
YEAR
APP.
Complete
THOUSAND
OAKS
X
X
X
X
SAT
Scores
Counse
lor
Transcript
Officer Int.
s
Drug
X
X
DEBAR
SOU
MENT
X
X
X
X
8-Jul
21-Apr
X
X
Date
Started
X
X
X
19-Jul
X
19-Jul
SANTA
CLARITA
6-Jan
X
31-Jan
56
NRD LA NROTC
• PLANS FOR FY15
• CONTINUE TRAINING ON NROTC AND TRAIN ON NEW
INSTRUCTION.
• CONDUCT SCHOOL PRESENTATIONS IN DIVERSE SCHOOLS
EARLY.
• BETTER USE ISR AS A TOOL TO BREAK INTO PRIVATE
(DIVERSE) SCHOOLS.
• LOOK AT NEW INCENTIVES
57
NRD LA NROTC
Questions for NRD LA team?
58
15 MINUTE
BREAK
59

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