Document Document Document

As with most things in Civil Air Patrol, you can never have enough documentation as long as it is organized so that you can access it. Every member of the Delaware Wing who requests a wing email account also gets a Google Drive account and you have 30 GB of storage shared between your Email and Drive. Drive is an excellent place to stash documents or copies of them and you can share the files with others so you both have them to work with and for continuity of operations. 

Unfortunately most units never think of inspection time during their day-to-day operation and end up in panic mode getting ready for the inspection the last few weeks and days. This is totally unnecessary if you refer to the inspection guides regularly and keep your documentation up to date and organized. That way, at inspection time, you just answer the questions on the inspection guide and upload the required documents and you are done in a hour or two depending on how many areas you are responsible for. The respective officers who are appointed to the duty positions should be made responsible for creating, filing and keeping the required documentation, not the unit commander but often that is not the case. The commander has enough to worry about without having to do the jobs he/she has delegated to the respective officer.

To prepare for an inspection review the appropriate section of the SUI Guide published on the IG page of the wing website. The unit commander has inherited permissions to access and upload documents on the IG page of eServices under "Documents" that he/she has inherited. If the commander needs other individuals in the unit to have that access, individual requests should be addressed to the Wing IG, who will contact the Wing Web Security Administrator and the WSA will grant temporary access to the upload function for the prep, inspection and response time-frame, usually six months after the date of inspection.

Upon opening any area of the SUI Worksheet, you will see an area to specify the qualifications of the individual appointed to the respective duty position; Aerospace Education Officer in the case of A-1 Aerospace Education, deputy Commander for Cadets or Cadet Program Officer for B-1 Cadet Programs, Communications Officer for C-2 Communications Etc. You must specify the number of months and years the current officer has been appointed to the duty position and then use the drop-down box to specify their status in the specialty track by selecting "Not Enrolled", "Enrolled no rating", "Technician", "Senior" or "Master". The rest of the guide is a series of questions you must provide answers to and documentation in support of your answers. 

Note: Having an officer appointed who is not enrolled in the associated specialty track is BAD. Even worse is having  it be that way for a long period of time and worse yet is having it span two or more inspection periods! Make sure your appointed officers are entered in the associated specialty track!! They should also be progressing in that specialty track, showing interest in the track. If an officer has been in the specialty track for a long period of time and still shows no advancement in the track, perhaps that officer is not the best choice for the duty position. Eventually it could turn into an Area of Concern and then a Discrepancy.

In some cases you will be asked to provide a copy of an email where you submitted a report or plan to a higher officer by a required date. In that case, the second question asks if it was approved. Provide a copy of the Email saying it was approved. In other cases there are reports on eServices to help you show proof of your answer. In a lot of cases, a specific report that is blank is your proof that there is nothing wrong. This is most prevalent with property management questions in Communications and Supply.

Go through each section of the SUI Worksheets and answer each of the questions, then upload the report document and copy of the email in proof of your answer to the IG page on eServices Documents Section under the correct area, A-1 thorough E-2.
Upload a copy of the completed worksheet as well and you are done your preparation. Honestly answering each question on each worksheet correctly, having done all the tasks required and not having anything you are not supposed to or at least documenting it properly will net you the goal of the inspection, a rating of "Successful" and if there are no questions that you respond to negatively, there will be no discrepancies and you will be done your inspection process for the current cycle. Not having done a required task or event will earn you a discrepancy that you will need to provide a plan to correct and then correct within the following six months or the unit could be suspended from any and all activity including regular meetings until the discrepancy is closed.

Each worksheet is specific to that area of inspection so the required documentation is different for each. You will be notified of who is on your inspection team before the inspection and we are all here to help you be successful. The goal of the whole inspection program is to ensure compliance with the regulations by instituting a program of continuous improvement.

Throughout the inspection process and the whole cycle, keep notes on ways you feel you are excelling at items on the worksheets and the various programs. You inspector will take no greater joy than to give you a commendable for something you do extremely well or better than most. Press your members to not only advance but to excel in the overall program. 

One example is encourage your seniors to go through AEPSM and earn their Yeager Award. It gets them a ribbon, a certificate for the wall, and if you have higher than average percentage of completion in your unit, it may earn you not only one, but probably two commendables at inspection time, one for A-1 Aerospace but also one for D-1 Professional Development since the award touches on both areas.  If you have 100 percent completion among your seniors, the commendables are almost certain.


Copyright 2012-Delaware Wing Civil Air Patrol