Road to Deployment FRG Guide

Family Readiness Group
Road to Deployment

A Guide for Unit Leaders
Battalion Commander:
Battalion Command Sergeant Major:

Position Name Email Telephone
Battalion
FRG
Advisor
Battalion
FRSA
Battalion
RDC

Our unit is just a few months away from deployment. This is the time to be proactive
and think ahead to the future. You have plenty of time to prepare, but time will begin
slipping away soon. Use this guide to assist you in preparing your Soldiers and their
Families for the upcoming deployment. If you have questions or think of items that
should be added to this guide, please contact the FRG Advisor or the FRSA. Thank
you for all you do each day!

FRG “Road Map to Deployment” Guide for Leaders, by Traci A. Cook 1

FRG Leadership

<INSERT FRG LEADERSHIP ROSTER HERE.>


Table of Contents
Family Readiness Group..................................................................................................................1
Road to Deployment........................................................................................................................ 1
FRG Leadership...............................................................................................................................2
<INSERT FRG LEADERSHIP ROSTER HERE.>........................................................................2
Table of Contents.............................................................................................................................3
Appointment Orders.........................................................................................................................4
Training............................................................................................................................................4
FRG Communication Plan...............................................................................................................4
FRG Smartbook............................................................................................................................... 5
FRG Meetings..................................................................................................................................5
Family Information Sheets...............................................................................................................6
FRG Roster...................................................................................................................................... 6
Fundraisers.......................................................................................................................................6
FRG Telephone Tree........................................................................................................................6
Key Callers.......................................................................................................................................7
Go Team...........................................................................................................................................7
Care Team........................................................................................................................................7
Unit Website - AKO or vFRG......................................................................................................... 7
Volunteer Management....................................................................................................................8
Calendar........................................................................................................................................... 8
Rear Detachment Responsibilities...................................................................................................9
Deployment Brief (FRSA and RDC)...............................................................................................9
Commander/FRG Leader Meeting.................................................................................................. 9
Appendix 1 - FRG Leader Roles and Responsibilities.................................................................. 11
Appendix 2 – Communication Log for FRG Leaders and Key Callers.........................................11
Appendix 3 – FRG Volunteer Key Caller Job Descriptions..........................................................14
Appendix 4 – Key Caller Handbook..............................................................................................16
Appendix 5 – Care Team Volunteer Forms and Information........................................................17
Care Team Volunteer Form...........................................................................................................17
Appendix 6 – How to Register for our vFRG................................................................................20
Appendix 7 - Lessons Learned on running a successful FRG during deployment........................21


6 months +
Appointment Orders
1. Ensure that your unit commander has appointed a primary FRG Leader.
* Co-Leaders can help carry the load, especially during deployment. Co-Leaders
should also be on appointment orders. There should, however, be one primary
FRG Leader to receive and disseminate information from the higher
headquarters. Be sure you and your co-leader sit down and discuss who is
taking which roles in the unit FRG (See Appendix 1 - FRG Leader Roles and
Responsibilities).
2. Ensure that your unit commander has appointed one FRG Treasurer.
3. Copy the signed appointment orders and distribute a copy to: RDC, FRSA, and
FRG Advisor.

Training
1. Attend the FRG Leader training on your installation.
2. Complete online FRG Leader training at www.myarmylifetoo.com.
3. Copy your Completion Certificate(s) and distribute to: RDC, FRSA, and FRG
Advisor.
4. Consider other helpful training opportunities.
a. Care Team Training
b. Key Caller Training
c. RDC Training
d. AFTB Classes, all levels
e. Battlemind Training

FRG Communication Plan
1. Meet with the unit commander and FRSA to determine your overall FRG
Communication Plan.
2. Establish guidelines and roles and responsibilities for all involved.
3. Publish rules and regulations for social media and unit communication for all
Soldiers and Families.
4. Ensure that all communication channels have appropriate approval throughout
your unit chain of command.
5. Consider a variety of communication options and choose the ones that work best
for your unit and can be sustained throughout the deployment.
a. Telephone Roster
b. Email Distribution
c. Facebook
d. Twitter
e. Other Social Media: tumblr, Google+, SlideShare, blogs, etc.


FRG Smartbook
1. Obtain a 3 inch binder with tabs. Begin collecting materials to add to your binder.
This is the notebook you will need if your installation conducts an FRG Audit in
your unit. Tabs could include:
a. FRG Roster
i. Key Caller Information
ii. Key Caller Handbook
b. Leader Roster
i. Care Team Roster/Go Team Roster
ii. Training Certificates (FRG Leader Training, Care Team Training)
c. Calendars
i. FRG Calendar
1. FRG Meetings
2. Fundraisers
3. Family Events
ii. Unit Training Calendar
1. Training Exercises
2. Unit Events
d. Communication Log (See Appendix 2 – Communication Log)
i. Page for each Family.
e. FRG Newsletters
f. Community Resources & Information
i. Ivy League Notes
ii. CSC Notes
iii. ACS Information
iv. OWC/ESC Notes

5 months
FRG Meetings

1. Plan an FRG Meeting each month between now and deployment.
2. The company-level commander and/or RDC should be present at each meeting
to give an update on the unit and answer any questions from Soldiers or Family
Members.
3. Idea: For the last meeting before deployment and during deployment, host
battalion-level FRG Meetings once a month. After a battalion-wide information
session (with the RDC present to answer questions), break into company-level
units to conduct any company-level activities.
a. Monthly Banners: Create a large banner with a monthly theme. Have
Family members and children write a message or put handprint/footprints
on the banner. Have the FRG send the banner forward for Soldiers to
display in their unit area.
b. Care Packages: Decide on a theme before the meeting and advertise it
well. Have FRG members bring items to go along with that theme and


package it at the meeting. Have the FRG/RDC send the care package
forward for Soldiers to enjoy.
i. Monthly Birthday Box: Include cookies, candies, treats, small
wrapped gifts (books, DVDs, necessities) all based on a birthday
theme. Themes could include:
1. Pirates (Pirates of the Caribbean DVD, gold coin chocolates,
pirate party favors)
2. Summer Fun (inflatable beach balls, sunscreen, water guns,
lemonade packets, summer movies)
ii. Monthly Boredom Busters: Include books, magazines, DVDs, and
any kind of puzzle/game books along with pens, pencils, and
candies.

Family Information Sheets
1. Work with your battalion FRSA to ensure that the Family Information Sheets are
correct and complete.
2. Copies to RDC, FRSA.

FRG Roster
1. Send an updated FRG Roster to RDC, FRSA, and FRG Advisor each month.
This will help the unit reach Families if needed.
2. Ensure that all “No Contact” Families are identified.
3. Include security statement on all FRG Rosters.

Fundraisers
1. Consider hosting fundraisers at this time. Fundraising ideas prior to deployment
a. Items with unit name, crest: t-shirts, sweatshirts, coffee mugs, car
magnets, baseball caps, mouse pads
2. Why are we fundraising?
a. To provide Soldiers: birthday cards, holiday mailings, postage, care
packages, unit banners
b. To provide Families: kids’ play dates, unit socials, holiday events for
Families

4 months
FRG Telephone Tree
1. Organize your FRG Families into a Telephone Tree, if you haven’t already. If
you have a functioning Phone Tree, take this time to test call and update.
2. Ensure sufficient volunteers to serve as Key Callers (those who will be
responsible for calling 3 – 5 people on the Telephone Tree each month). See
Appendix 3 – Volunteer Job Descriptions.
3. Send an updated FRG Telephone Tree to RDC, FRSA, BN Advisor each month.


Key Callers
1. Identify Key Callers on your FRG Telephone Tree.
2. Ensure that Key Callers are trained.
a. ACS Training on post
b. Provide a copy of the Key Caller Handbook (see Appendix 4 – Key Caller
Handbook).
3. Activate the FRG Telephone Tree every two weeks during deployment to ensure
accuracy of information.

3 months
Go Team
The “Go” Team is a group of volunteers who will enter the home of a Family who has
received a casualty notification. This will ONLY occur after the official notification is
complete and IF the family has agreed to have FRG assistance present. The Go Team
will consist of: Brigade Representative, a Battalion Representative, and a company
representative (company commander-appointed representative).
1. Company commanders: Appoint a company “Go” Team representative and an
alternate.
2. FRG Leaders: Assist the company commanders in ensuring that your company
“Go” Team members are trained. All volunteers who enter the home of a Family
after a casualty notification must be trained.
a. Operation READY Care Team Training
b. US Army Care Team Handbook
c. Public Affairs Training (for dealing with the media)
3. RDC/FRSA: Maintain a training tracker of all Go Team members for the
battalion. (See Appendix 5 – Care Team Volunteer Form.)

Care Team
The Care Team is a group of volunteers at a company or battalion level that work
together to assist families after a casualty notification. This team works to provide
needs based on the Go Team’s recommendations.
1. Identify a company “Care Team Coordinator” and an alternate.
2. Ensure that your company Care Team volunteers are identified.
a. Care Team volunteers can make meals, provide childcare, take care of
pets, provide transportation for family members, or help as needed.
3. Create and maintain a roster of Care Team volunteers who are ready to assist on
the company-level Care Team. (See Appendix 5 – Care Team Volunteer Form.)

Unit Website - AKO or vFRG
1. Encourage Soldiers to register their Families.
a. Include reminders in emails, newsletters, and telephone calls
b. Utilize “How to Register” form. (See Appendix 6 – How to Register for our
vFRG.)


2. Encourage Soldiers with geographically dispersed spouses to register their
spouse.
3. Encourage Soldiers to register parents, siblings, or other family members.
4. Utilize the site to conduct rumor control.
a. RDC/FRSA: Add “Rumor Control” button.

2 months
Email Distribution List
1. Create/update email distribution list with all Family FRG members listed.
2. Ask (in email, newsletters, etc.) if extended Family would like to be added to the
list.
* This information is best coming from the Soldiers so start asking now.

Volunteer Management
1. Work to place willing volunteers in helpful positions. An FRG Leader should not
have to carry the load of caring for Families alone. Positions could include:
a. Co-Leader (must be on appointment orders)
b. Secretary (must be on appointment orders)
c. Treasurer (must be on appointment orders)
d. Volunteer Coordinator
e. Fundraising Chairperson
f. Telephone Tree Chairperson
g. Others as needed
2. Plan for Volunteer Awards monthly
a. Idea: Host short award assembly at each battalion-level FRG Meeting.
b. RDC/FRSA: Help by printing out and framing awards to be given each
month.
c. RDC/FRSA: Work with brigade to implement incentive program.

Calendar
1. With the deployment in sight, work with FRG members to plan your FRG events
for 6 months – 1 year. Take into account:
a. Deployment dates
b. EML window
c. Holidays
d. FRG Meetings
e. School Calendars
f. Installation Calendars

1 month


Rear Detachment Responsibilities
1. Compile and provide RD Roster to FRG Leaders, FRSA, and FRG Advisor.
(phone numbers, staff-duty numbers, RDC roster)
2. Schedule Q&A session with Family members closer to deployment.
3. Meet with FRG Leaders at least monthly to provide support system to our leaders
and making sure issues are being addressed in a timely manner.
a. Review timeline each month to see if meetings need to be more frequent.
4. Review Red Cross Message procedure to ensure rear and forward are talking
and sharing the information.
5. Identify at-risk Soldiers, Families and provide the extra help they may need to
prepare.
6. Help verify information on FIS. Add line leaders to help, FRSA.

Deployment Brief (FRSA and RDC)
1. Plan battalion-wide deployment briefings.
2. Arrange date, time, and location.
3. Arrange for agencies to be present:
a. FRG Tables:
i. Meet-and-Greet FRG Leaders
ii. roster check
iii. FIS completion
iv. volunteer sign-up
b. Other agencies:
i. ACS
ii. CYS for registration
iii. JAG for POAs, wills
iv. Military Family Life Consultants
v. Operational Security
vi. DD93 Form
vii. Family Advocacy
viii. Finance
ix. Red Cross
c. Introductions: Commander, RDC/NCOIC, CFS, Chaplain, & FRG Leaders
d. Distribute deployment guide.
e. Send letters to the parents or geographically dispersed spouses, with RD
contact information, possibly picture of their Soldier with their first in line
leader.

Commander/FRG Leader Meeting
1. Plan at least one face-to-face meeting before the deployment to discuss FRG
related issues.
a. Communication during deployment
i. Email weekly if at all possible
ii. Set a date and time (example: Each Friday by midnight)
b. Commander Updates
i. Email weekly to be posted on vFRG website

ii. Include in FRG Newsletter
c. Guidance from commander
i. Ensure that it is clear what should be handled by RDC, FRSA, FRG
Advisor, and FRG Leader
ii. Rumor Control – discuss best ways to counter rumors.
d. Review ideas for successful deployment. See Appendix 7 - Lessons
Learned on running a successful FRG during deployment.


Co-LeaderCompany FRG

TreasurerCompany FRG
AdvisorBattalion FRG

LeaderCompany FRG
Roles and Responsibilities

Battalion FRSA
Battalion RDC

Other:
HIGHER HEADQUARTERS
Serves as POC for battalion FRG Advisor
Attends Battalion FRG Steering Committee
CARE TEAM/GO TEAM
Serves as POC for unit Care Team
Maintains unit roster of Care Team
Serves as “GO” Team member
Explains Care Team to FRG members
EMAIL
Maintain email distribution list
Forward information from BN, BDE
TELEPHONE TREE
Maintain Telephone Tree
Activate Telephone Tree regularly
UNIT NEWSLETTER
Create unit newsletter
Distribute unit newsletter ( via email)
Distribute unit newsletter (hard copies)
UNIT WEBSITE (vFRG or AKO)
Update unit website
FRG MEETINGS
Plan FRG Meetings (time/date/location)
Plan speakers/content for FRG Meetings
Arrange for childcare
Arrange for food (potluck, order out)
Arrange for special events/activities
FRG FUNDS
Maintain bank account and budget
Serves as POC for Funds Audit
FUNDRAISING
Plans unit fundraisers
Coordinates PR for fundraisers
Serves as POC during fundraiser
Maintains funds raised
Appendix 1 - FRG Leader Roles and Responsibilities
FRG Leaders: Use this page to identify specific individuals to serve as the primary POC for each of these responsibilities.

Appendix 2 – Communication Log for FRG Leaders and Key Callers


Soldier Name
Spouse Name Home Phone:
Work Phone:
Cell Phone:
Other:
Email:
NOTES

RECORD OF STANDARD PHONE CALLS
Day Date Time Message Telephone Check

Use the “Contacts” below to record special issues, items that need follow-up, or any other information that is out
of the ordinary.

Contact #1

Day: Date: Time:
_____ Welcome to the Unit _____ Follow Up/Other
NOTES


Contact #2
Day: Date: Time:
_____ Issue or Concern _____ Follow Up/Other
NOTES

Contact #3
Day: Date: Time:
NOTES

Contact #4
Day: Date: Time:
NOTES

Contact #5
Day: Date: Time:
NOTES


Appendix 3 – FRG Volunteer Key Caller Job Descriptions

FAMILY READINESS GROUP VOLUNTEER
KEY CALLER JOB DESCRIPTION

POSITION TITLE: FRG Telephone Tree Key Caller
RESPONSIBLE TO: FRG Leader or Telephone Tree Chairperson
PURPOSE: Gather and disseminate information

JOB DESCRIPTION:
— Calls each of the assigned families on their POC Telephone Tree branch;
reports any discrepancies in the information on the list
— Passes important information to assigned families
— Telephones spouses occasionally when troops are in garrison and twice
monthly during deployments
— Annotates the Telephone Tree with any changes, and informs the
Telephone Tree chairperson or FRG leader
— Fields calls from assigned families, and answers questions or directs
callers to appropriate resources; provides accurate, timely information
— Fields emergency calls and assists the families involved
— Welcomes new families assigned to the POC’s Telephone Tree branch
— Maintains confidentiality, discourages gossip, and dispels rumors
— Reports serious matters to Telephone Tree chairperson or FRG leader
— Keeps a careful log of calls received, made, and their results

TIME REQUIRED: Two to six hours per week; six-month to one-year
commitment

QUALIFICATIONS & SPECIAL SKILLS:
— Good telephone/communication skills
— Knowledge of community resources and crisis intervention
— Concern and empathy for others; calm under stress

RECOMMENDED TRAINING:
— Operation READY courses
— AFTB Levels I-III
— Key Caller Handbook
— Similar courses and/or past experience


FAMILY READINESS GROUP VOLUNTEER
TELEPHONE TREE COMMITTEE CHAIRPERSON
JOB DESCRIPTION

POSITION TITLE: Telephone Tree Committee Chairperson
RESPONSIBLE TO: FRG Leader or Commander
PURPOSE: Provide personal contact to keep FRG spouses informed

JOB DESCRIPTION:
— Prepares the unit telephone tree from the unit alert roster and information
from first sergeant and FRG questionnaires
— Recruits and trains telephone points of contact (POC), at least one per
platoon or, alternately, enough to assign 5–8 families each
— Assigns POCs to platoons or 5–8 family groups each
— Coordinates regularly with FRG leader and welcome committee
chairperson, and updates Telephone Tree with new families
— Supervises testing of the FRG Telephone Tree at least monthly while
troops are home and twice monthly while deployed
— Passes important information to POCs for families
— Fields calls from POCs with questions or reports of incidents
— Reports any significant incidents to FRG leader or commander
— Reviews POC phone logs, reports, and volunteer time logs
— Prepares monthly reports and submits to FRG leader
— Maintains confidentiality, and discourages rumors and gossip
— Keeps a careful log of calls received, made, and their results

TIME REQUIRED: Two to four hours per week; six-month to one-year
commitment

QUALIFICATIONS & SPECIAL SKILLS:
— Good telephone/communication skills
— Knowledge of community resources and crisis intervention
— Concern and empathy for others; calm under stress

RECOMMENDED TRAINING:
— Operation READY courses
— AFTB Levels I-III
— Similar courses and/or past experience


Appendix 4 – Key Caller Handbook

INSERT KEY CALLER HANDBOOK HERE


Appendix 5 – Care Team Volunteer Forms and Information

Care Team Volunteer Form

HandbookUS Army Care Team
Training Care Team

TrainingOperation READY

TrainingDIIV, BDE, or BN
Tracker Volunteer Options

TrainingPublic Affairs

Babysit children

Care for pets

Open /Other
Cook a meal

Run errands
UNIT

Volunteer Name

HHB

Alpha

Bravo

Golf


Care Team Plan of Action

Order of events:
Casualty occurs in Iraq.
IF it is a <UNIT> Soldier, the
following will occur:

Chief of Staff or S1 calls <BCT> RDC.

<BCT> RDC makes
two calls:
BN RDC calls the BCT GO POC calls the
BCT GO POC
SOLDIER GO POC. BN GO POC.
and
BN RDC.
Check Team rosters.

PNOK
Casualty
Notification
SOLDIER GO POC
coordinates with BN POC coordinates
BCT GO POC to with BCT GO POC
meet before going to meet before going
into the home of the GO TEAM meets at into the home of the
family. predetermined family.
location.

Reviews
procedure. Goes
into the home to
determine needs.
BN POC notifies Care
Team Coordinators of
casualty.
<BCT> Chaplain Information:
<Chaplain Name> will also visit the family’s home after the official Care Team
notification. His phone number is NUMBER HERE. Coordinators make
plans to support the
Family, based on their
requests.
“GO” Team
Phone #1 Phone #2

BCT Rear Detachment Commander
BN Rear Detachment Commander
Primary Soldier GO Team POC
Secondary Soldier GO Team POC

2BCT GO POC
Primary Battalion GO POC
Alternate Battalion GO POC

BN Care Team Coordinators
Name Co Address Telephone Email address
BCT GO
POC
Battalion
GO POC
HHB

Alpha

Bravo

Golf

This roster contains CONFIDENTIAL information. Do NOT disseminate.

Appendix 6 – How to Register for our vFRG

How to Register for our vFRG Website


Visit the unit website (virtual FRG) at www.armyfrg.org. This is where you will find the
most current, accurate information about our battalion. You can locate battalion and
battery level FRG contacts, meeting dates, and deployment-related information.

If you have an existing account on the vFRG system and already have a USERNAME
and PASSWORD, follow these instructions to subscribe to our vFRG website:

1. Go to www.armyfrg.org.
2. Click “Login.”
3. Enter your USERNAME and PASSWORD.
4. Once logged in, click “Find an FRG” in the left-hand navigation bar.
5. Select State/OCONUS location.
6. Select unit name: Unit Name

If you are a FIRST-TIME user on the vFRG system and do NOT have an account,
please follow these instructions to register on the system and subscribe to our unit
vFRG website:
1. Go to www.armyfrg.org.
2. Click “Register here.”
3. Select State/OCONUS location..
4. Select our unit name: Unit Name.
5. Select your account type: “Soldier” or “Family Member.”
6. Complete registration information, including entering the Soldier’s full name and
last 4 digits of the Soldier’s SSN.

• If you are a Soldier and your name is listed in the unit’s “Soldier Database,” your
subscription will be automatically approved.
• If an approved Soldier lists you as a “sponsored user” on the system; your
subscription will be automatically approved.
• If you do not fit into one of these two categories, your subscription will be sent
directly to the unit’s site administrators to review, verify, and approve.

Technical Support Help:
If you receive a “Soldier Not Found” error, that means your Soldier’s information is
either not in the Soldier Database or you are not entering an EXACT match. For
example, if “Joe Smith” is entered for “Joe Smith, Jr.” the system will provide an error.
Use “Contact Us” on the www.armyfrg.org homepage for assistance.

Questions?
Contact the Unit Family Readiness Support Assistant:
FRSA NAME
PHONE, EMAIL

Appendix 7 - Lessons Learned on running a successful FRG during deployment

Before the deployment:


Rosters: Before your Soldiers leave, make sure that the rosters are updated. This sounds
easy, but if it is not done you will not want to do it the day after your own spouse leaves. Find
out how many spouses will be leaving the area and get contact information (use the “Family
Leave Form.”).

AKO Accounts: For spouses who do not have e-mail, encourage them to open an AKO
account before the Soldiers leave. They can open one later, but it will be harder. They can also
IM on the AKO site.

Single Soldiers: Don’t forget about contacting the Families of your single Soldiers. It might be
easier to send a newsletter to all of the Families letting them know who you are and what an
FRG is. Remember that if you make phone calls to Family members, they may be expecting
anyone calling from the Army to have bad news, so reassure them right away.

Secondary Phone Numbers: It is helpful to have a secondary contact for each Soldier. This is
especially needed if a Soldier and spouse get divorced during the deployment.

Money: Fundraise before the Soldiers leave so that you can enjoy using the money during the
deployment. T-Shirts are a great fundraiser, especially if the Soldiers will be allowed to wear
them in Iraq for PT.

During the Deployment:

Updates: It can be hard to keep track of Soldiers who move from one company to another
during the deployment. Try to set up weekly e-mail updates between the FRG leader and the
Commander to keep the rosters current.

Cell Phones: There will be many Soldiers who will talk to their spouses daily on personal cell
phones. The FRG leader will hear more about these conversations than the Commander. If the
Soldiers are giving their spouses information that sounds classified, please pass that on to the
Commander.

Goodie Bags: Soldiers love getting goodie bags from the FRG (or from anyone for that
matter!). Let the spouses bring the treats and fill them at a meeting and then use your FRG
funds to ship them. The schools in this area have already given a lot to the Soldiers, but if you
go to Belton or Temple and ask the teachers they might help with this. You can also ask the
unit sponsor to help.

After the Deployment:

Hotels: Families of the single Soldiers will be coming to town during redeployment. It is helpful
to make a list of hotels that are close by and see if you can get a discount rate for Families of
your unit.

Continue: It is hard to want to do any business when the Soldiers return, but be sure to keep
your rosters current. Soldiers will be moving quickly, going to schools, PCS, ETS, etc. If you
get too far behind, it will be a big job for the next FRG leader. If you will be leaving, try to have a
replacement in place before redeployment.


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