Major Robbie McCray, CAP
The purpose of this page is to keep you updated with the many changes that are taking place in the Inspector General system. The primary change that will affect both the Wing and Squadrons is the release of CAPR 123-3, CAP Compliance Inspection Program. I will be posting the newest changes to the program along with an updated Subordinate Unit Inspection schedule as changes are required. In addition I will email all unit commanders of any changes made to this page.
Duties of the Inspector General
The purpose of the Civil Air Patrol Inspector General System is, in part, to create an independent and objective system that:
1. Resolves problems affecting the Civil Air Patrol mission promptly and objectively.
2. Creates an atmosphere of trust in which issues can be objectively and fully resolved without retaliation or the fear of reprisal.
3. Ensures the existence of responsive complaint and inspection programs characterized by objectivity, integrity, and impartiality.
4. Ensures the concerns of Civil Air Patrol members and the best interests of the Civil Air Patrol are addressed through objective fact-finding.
5. Educates Civil Air Patrol members and commanders regarding the privileges of and protection for those contacting an inspector general.
6. Ensures inspectors general, inspector general staff members, and investigating officers are trained to conduct thorough, unbiased
investigations and inspections based on fair and objective fact-finding.
Subordinate Unit Inspections
Commanders and appointed officers should review all information on the SUI Guide for their area(s) being inspected, this and all associated pages, the 60 day notice of inspection when received and posted, the applicable regulations and the pamphlet for your specialty track to completely prepare for the Subordinate Unit Inspection (SUI).
Subordinate Unit Inspections (SUI) are governed by CAPR 123-3 [soon to be CAPR20-3 as of 24-Apr 17] and will be conducted every 24 months. The SUI will focus attention on items contained primarily in the published SUI checklist (below), but may include, as necessary and determined pertinent to CAP mission accomplishment by the headquarters staff: CAP Corporate policy and guidance; Air Force, Air Education and Training Command, Air University, CAP and CAP-USAF directives and instructions. The requirements found in directives published after the issuance of a SUI checklist take precedent over the content of the SUI Checklist.
Each SUI is conducted with a set schedule of events:
During the Inspection:
Note, areas that do not require eyes-on Hands-on (EOHO) inspection of documents that cannot be uploaded or equipment inspection (including presence, condition, and storage areas) can be completed any time between the documents being uploaded to eServices and the date of the on-site visit provided the officer and inspector can agree to a mutually convenient time and place for the inspection. In some cases it can even be done over the phone. This option is NOT available for some areas. Check with your inspector to see if your area qualifies and if he/she is willing to do your inspection ahead of time.
All SUI discrepancies are to be closed within 6 months of the date of the report being uploaded. Units not correcting all discrepancies within 6 months will be placed in a suspended status and prohibited from participating in any CAP activities (including weekly meetings) not related to closure of the discrepancies until all discrepancies are closed. If a subordinate unit is suspended, the wing commander, subordinate unit commander, wing inspector general and/or a person authorized by the subordinate unit commander to make entries into the DTS shall be the only members allowed into eServices. Waivers to exceed the 6-month maximum without restrictions being placed on the unit must be approved by the CAP/CC and the CAP-USAF/CC.
Subordinate Unit Inspection Schedule:
Inspections established by either CAP regions or wings to evaluate the management and mission capability of units below the wing level. The SUI will be conducted IAW CAPR 123-3 and use the worksheets shown in the Subordinate Unit Inspection section below. These worksheets are links to the worksheet that is current and correct that can be found on the National Headquarters IG webpage. SUI will be scheduled so they do not conflict with other events on the Wing Calendar, holidays or cause undue disruptions of the unit’s regular meeting as much as possible but the 24 month requirement as outlined in CAPR 123-3 will not be exceeded.
* indicates tentative date (deadline)
SPECIAL INTEREST ITEMS
These are just examples of problems we see over and over. It is NOT meant in any way to be a complete list of suggestions!!
The AE Plan of Action and AE Report are now done entirely online in eServices BUT you need to upload a copy of each to the AE Documentation area for your SUI.
Many units are still confused by what constitutes internal and external Aerospace Education. Think of it by who is being educated. If the answer is CAP members, it is internal, even thought you are on a field trip to the Air Force Museum. If the answer is someone outside the CAP, that is PROBABLY external AE. To paraphrase the regulation, External AE is the delivery or attempt to deliver Aerospace Education to community based organizations outside of the CAP. Examples are scout troops, 4H clubs, public and private schools at any grade level and any other non-aviation related organization outside of CAP. One note on this latest, an EAA Chapter is inherently aviation based/related. If you are going to count this as an External AE encounter, make sure the subject matter is outside the organization's normal realm of knowledge, hence delivering education. A talk on cross wind take off an landings would probably not be allowed as an external AE presentation but a talk on 406 ELTs, or drones is certainly outside of their normal knowledge base and therefor could be used as an external AE presentation. It is all in the documentation:
For internal AE, we want to see a copy of the meeting sign-in sheet with a note that AE was presented and what the subject matter was.
For external AE, document approximately how many CAP and non-cap people attended, and what was demonstrated, displayed or discussed. Remember, the ATTEMPT is acceptable. If you have no other external AE opportunity, identify the leader of a community based organization and send email offering your services to do presentations on Aerospace. Documentation of the attempt will allow a yes answer to question 3.
During the recent inspections it has come to my attention there is some confusion concerning the vehicle records folders.
Each folder should include (as a minimum and does not reflect mandatory safety notification letter and other items required by regulation to stay with the vehicle):
a. Copy of registration maintained in accordance with local state law.
b. Completed CAPF 73, CAP Vehicle Inspection Guide and Usage Data. Maintain in the vehicle record folder in accordance with CAPR 10-2, Files Maintenance and Records Disposition.
c. Records of repair and maintenance expenses.
d. Copy of insurance card.
This is a minimum and what will be checked on the SUI. Although the regulations state that maintenance and repair records maybe maintained at the Wing level or in ORMS, the Director of Logistics has stated that they should be in the folder. If not located in the folder, there is the possibility that they may not be at Wing and not in ORMS. This would result in a discrepancy for the unit and the inability to track maintenance performed.
Over the last few months the Delaware Wing IG team has conducted three Subordinate Unit Inspections. There is a recurring trend in finance that needs to be brought to your attention. CAPR 173-series states that each unit must conduct quarterly finance committee meetings and some other requirements.
There has been considerable confusion on what units need and do not need a Public Affairs Officer and program. MER/IG has answered the question-ALL UNITS EXCEPT CERTAIN OVERSEAS UNITS ARE REQUIRED TO HAVE A PUBLIC AFFAIRS OFFICER/PROGRAM.
Units are no longer required to submit a Crisis communications plan below Wing level and the question has been removed from the 31-Jan-17 version of the PA Worksheet.
One of the most confusing areas of the inspection for Personnel is the requirement to keep a CAPF 45 for each member. "MOST of the data is in eServices so why do we need to keep this archaic paper form/" Not ALL of the data is there by default. We now have a ruling that all of this information can be kept in electronic form. See the CAPF 45 page for details.
Commanders and appointed officers who are preparing SUI worksheets and those who will for the next inspection, should read and follow the SUI documentation suggestions and those on your SUI Worksheet(s).
Inspection documentation should be uploaded to the IG section of eServices as soon as possible to allow the inspectors time to examine it to determine if it is complete. In a LOT of cases, if your documentation uploads are complete, your inspection will just be a few minutes to go over the documents and look for any commendables that can be added unless the worksheet specifically requires a physical inventory or something else that can't be done through documentation. Commanders desiring selected officers in their command to be able to upload documents should contact the Wing Web Security Administrator to arrange upload permissions ahead of the deadline.
Copyright 2015-Delaware Wing Civil Air Patrol