OFFICE OF THE COMMANDANT
UNITED STATES MILITARY ACADEMY
WEST POINT, NEW YORK 10996-1602
USCC Regulation
No. 28-1
1 Sep 2012
CADET EXTRACURRICULAR ACTIVITIES PROGRAM
COMPLIANCE WITH THE PUBLICATION IS MANDATORY
ACCESSIBILITY: Publications and forms are available for downloading on the USCC
SharePoint or on the DCA Extracurricular website.
RELEASABILITY: There are no releasability restrictions on this publication.
Supersedes USCC Regulation 28-1, dated 1 August 2003
Certified by: LTC Todd Messitt, Director, Cadet Activities
Regulations governing Extracurricular Activities for the United States Corps of Cadets
are promulgated by the Commandant of Cadets. Proposed changes or exceptions to
this regulation will be submitted to the Commandant of Cadets, ATTN: Cadet
Extracurricular Activities Board (CEAB). This instruction authorizes the Cadet
Extracurricular Activities Office in the United States Military Academy and establishes
the responsibilities and procedures for forming organized activities and applies to all
staff agencies, units and organizations at the United States Military Academy at West
Point.
SUMMARY OF CHANGES
This instruction has been substantially revised and must be completely reviewed. It
includes the formation of the Cadet Extracurricular Activities Board (CEAB), carefully
delineates and explains added club leadership responsibilities, clarifies the role of the
sponsoring agency, outlines the process for creation/suspension/deactivation of clubs
and introduces new requirements placed on cadet safety and accident reporting. In
addition, it defines the appropriate use of Non-Appropriated Money for Club Meals,
implements new electronic database systems and removes obsolete practices and
defunct offices.
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CONTENTS
PAGE
SECTION A – Organization
1. Purpose
2. Organization
3. Responsibilities
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SECTION B – Vetting and Oversight
1.
2.
3.
4.
5.
6.
7.
8.
Minimum Requirements
OICs, AOICs and NCOICs
Coaches
Volunteers
Establishing a New Extracurricular Club
Suspension and/or Dissolution of Extracurricular Club
Individual Cadet Removal from Extracurricular Club
Changes in Club Category
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SECTION C – Procedures
1. Academy Management System
2. Scheduling
3. Ration Requests
4. User Fees
5. Restrictions
6. Transportation
7. Reimbursements
8. Uniform Requirement/Travel Attire
9. Club Patches
10. Alcohol Consumption
11. Funding
12. Home Events
13. Commercial Sponsorships
14. Donations
15. Gifts/Prizes
16. End-of-Year Events
17. Use of Non-Appropriated Money for Club Meals
18. Property Accountability/Inventory
19. Authorizations
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SECTION D – Safety, Accident Reporting and Firearms and Privately Owned
Firearms (POFs)
1. Safety
2. Accident Reporting
3. Firearms and Privately Owned Firearms (POFs)
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CONTENTS (continued)
SECTION E – Governing Regulations
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ANNEX A – DCA OIC Instruction Manual
ANNEX B – DPE Competitive Club Athletics Manual
ANNEX C – USMA Serious Incident Reports (SIR) Policy Memorandum
ANNEX D – Medical Emergencies
ANNEX E – Request for Exception to USCC Alcohol Policy
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Section A – Organization
1. Purpose. Cadet Extracurricular Clubs provide an active and diversified leadership,
recreational, entertainment, academic and social program to the Corps of Cadets. The
wide range of activities available is designed to contribute to the six dimensions of the
West Point Leader Development System: Military, Physical, Intellectual, Moral/Ethical,
Social and Human Spirit. Cadet Extracurricular clubs activities include, but are not
limited to meetings, practices, competitions, rehearsals, performances, seminars,
lecture, films, tours, social events, etc. Cadets are encouraged to participate and
benefit from these activities as they continue to develop into “leaders of character
committed to the values of Duty, Honor, Country.” Cadets are the backbone of the
West Point mission.
2. Organization. Cadet Extracurricular Activities are divided into six categories:
Competitive Sport Clubs, Academic Clubs, Religious Clubs, Support, Military and Hobby
Clubs. Current active West Point clubs can be found on the DCA Extracurricular Office
website, www.allforthecorps.com. These clubs fall under the administration of the
Cadet Extracurricular Activities Office and the oversight of the Cadet Extracurricular
Activities Board (CEAB). All cadet clubs are required to have an Officer-in-Charge.
Each club may also have Assistant Officers in Charge, Non-commissioned Officers in
Charge, Coaches and Volunteers to meet the needs of individual club requirements.
2.1. Competitive Sport Clubs – to develop cadets into “warrior athletes” of character and
build teams of significance
2.2. Academic Clubs - to develop cadets intellectually by pursuing clubs that challenge
and stimulate within a specific academic domain
2.3. Religious Clubs – to develop cadets spiritually and morally within their chosen faith
2.4. Support Clubs – to develop cadets as they serve and support the West Point
community and beyond
2.5 Military Clubs – to develop cadets as they hone their leadership and management
skills to be better prepared for a lifetime of service as officers in the United States Army
2.6. Hobby Clubs – to develop cadets as they pursue diverse areas of interest outside
of the scope of the other five categories
3. Responsibilities.
3.1. Commandant. The Commandant of Cadets, through the Director of Cadet
Activities, The Cadet Extracurricular Activities Board (CEAB) and the Cadet
Extracurricular Activities Office administers Cadet Extracurricular Activities (hereafter
referred to as Cadet Clubs) and oversees the policy and guidance for all organized
cadet activities. The Commandant ensures that all cadet clubs have proper oversight,
management and are properly vetted.
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3.2. Cadet Extracurricular Activities Board (CEAB). The CEAB is the governing
body that reviews all cadet clubs and makes recommendations to the Commandant
pertaining to the creation of new clubs and the dissolution of existing clubs. The
Commandant has final approval authority. The CEAB considers Academy need versus
cadet demand and funding availability to determine if activities are consistent with
Academy mission. The CEAB meets quarterly and is comprised of the following
voting/non-voting members:
Voting Members
Director, Cadet Activities (Chair)
Director, Physical Education
Director, Dean’s Staff
Brigade Tactical Officer
USCC S-3
Chaplain
Non-Voting Members
Deputy Director/RM, DCA
Manager, Cadet Extracurricular Clubs
Staff Judge Advocate – upon request for guidance by the Chair
3.3. Director of Cadet Activities. The Director of Cadet Activities serves as CEAB
Chair. This officer is the single point of contact in charge of the Commandant’s Cadet
Clubs. He/She ensures that the CEAB properly oversees all Cadet clubs and reports
directly to the Commandant regarding any activity that is not in compliance with
established Academy regulations and policies.
Organization: DCA is responsible to the Commandant of Cadets for the
administration of extracurricular activities for the Corps of Cadets. The
Extracurricular Activities Manager supervises and coordinates the administrative
functions of all activities. The administrative chain is as follows: Director of
Cadet Activities, Sponsor (Department Head of Major Staff Section Director),
Officer-in-Charge of Activity, Cadet-in-Charge of Activity.
3.3.a. Highlights PM97-06 and PM80-11 (Accident and Injury Reporting) and delineates
the process at annual OIC Brief.
3.3.b. Clearly identifies the approval level for the Composite Risk Management (CRM)
worksheet:
Level
Approver
Low
OIC
Moderate
Sponsor (Department Head or Deputy Department Head
High
CMDT/DEAN
3.4. Cadet Extracurricular Activities Office. The Cadet Extracurricular Activities
Office has logistical, financial and regulatory responsibility for all clubs.
3.4.a. Maintains historical files, budgets, hand receipts and Standard Operating
Procedures with Safety Annexes and CRMs.
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3.4.b. Provides guidance to, and oversight of all clubs to ensure compliance with
USCC/USMA and DoD regulatory requirements.
3.4.c. Consults with the Staff Judge Advocate whenever there is a question on
fiscal/ethical club matters.
3.5. Sponsoring Agencies. These agencies represent the initial ownership of the
clubs. They are responsible for vetting, approving and appointing OICs for each club.
They will ensure that all planned activities within their respective clubs directly support
the six domains of the West Point Leader Development system. The sponsoring
agencies will:
3.5.a. Maintain administrative and operational control of their respective clubs.
3.5.b. Select and oversee Officers-in-Charge by signing OIC Appointment Orders.
3.5.c. Recommend exceptions to the Academy Schedule and to USCC scheduled
activities in coordination with DCA and the Office of the Dean.
3.5.d. Ensure proper medical coverage and provide guidance to Officers-in-Charge
regarding technical and risk management policies.
3.5.e. Approve club rosters.
3.5.f. Recommend authorizations (AUTHOS) to the Commandant through the CEAB.
3.5.g. Coordinate and schedule facilities for meetings, practice and competition.
3.5.h. Provide administrative/clerical support within department capabilities.
3.5.i. Act as the approval authority for moderate and high risk club activities.
3.6 Officers-in-Charge (OICs). OICs are responsible for the day-to-day maintenance
and operation of their individual clubs. Mandatory duties include:
3.6.a. Serve as principal advisor to the activity.
3.6.b. Provide administrative, logistical and clerical support by submitting trip requests in
the Army Management System (AMS), signing as requestor of Rations Requests,
signing as requestor of Purchase Orders (4065Rs), Contracts, Transportation Requests
etc.
3.6.c. Supervise the Cadet-in-Charge (CIC).
3.6.d. Attend general membership meetings.
3.6.e. Enforce USCC, USMA and appropriate DA regulations with respect to safety and
standards of conduct.
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3.6.f. Submit and maintain Standard Operations Procedures to the Extracurricular
Activities Office, following the template included in the DCA OIC Handbook, to include a
Safety Annex and base Composite Risk Management Worksheet (CRM).
3.6.g. Maintain updated roster of cadet participants in the AMS for accurate record
keeping and accountability.
3.6.h. Submit Year End Reports to the Extracurricular Activities Office. The report is the
basis for the required Stewardship Report that DCA must prepare and submit to the
Directorate of Academy Advancement.
SUBJECT: Year End Report
ACTIVITY: Name of Activity and 4-letter code
NUMBER OF PARTICIPANTS: Male/Female
MEETINGS HELD:
EVENTS CONDUCTED:
ACCOMPLISHMENTS: (Team and Individual)
SUBMITTED BY:
3.6.i. Notify the Extracurricular Office of changes in OIC and changes/additions of
assistant OICs by submitting an updated OIC roster and appointment orders.
3.6.j. Maintain accountability of club equipment and update club hand receipts semiannually.
3.6.k. Submit request to establish new coaching contracts (if applicable) to the
Extracurricular Cadet Activities Office at the beginning of each contractual year.
3.6.l. Maintain the club website and/or work with the DCA IT staff to keep information up
to date and relevant on the DCA website. Update club websites at a minimum, on a
semi-annual basis.
3.6.m. If a DPE competitive club, the DCA trainer and the DPE Competitive Club teams
will sumbit the Emergency Action Plan (EAP). DPE will compile and maintain the EAPs
and will provide DCA Extracurricular a copy for inclusion in Club Historical Files.
4. Assistant OICs (ACOICs). The AOIC will assist the OIC at practice, training and
home and away events, providing added mentorship and guidance to the cadets. The
AOIC may also take the place of the OIC in the event of his/her inability to be present.
5. Cadet-in-Charge (CIC).
5.1. Is the highest elected/appointed cadet in the club.
5.2. Is responsible to the OIC for managing the participating cadets within the club.
5.3. Disseminates information to club members and is responsible for accountability of
cadet membership.
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5.4. May assume the duties of the OIC for a trip section of fifteen cadets or less, and
with no overnight stay. In most cases, the CIC will be a First Class cadet. The BTO is
the approval authority for all exceptions.
6. Coaches. Coaches provide clubs support by helping cadets achieve a specific
personal or professional goal through training, instruction and mentoring. Coaches
operate under the direct supervision of the Club OIC and are responsible for complying
with this regulation and all other Academy regulations. Coaches may be volunteers or
paid for their services.
7. Volunteers. Volunteers are all other non-cadets who interact with cadets in their
respective clubs. They provide a variety of services to cadets, but receive no
compensation from the government. Volunteers operate under the direct supervision of
the Club OIC and are responsible for complying with this regulation and all other
Academy regulations. Volunteers must also complete DD Form 2793
(http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd2793.pdf).
Section B – Vetting and Oversight
1. Minimum Requirements. All non-cadet personnel associated with cadet clubs
must meet the following requirements:
1.1. Annual Club Training: Prior to the beginning of each academic year, OICs, AOICs,
NCOICs and Coaches will attend a mandatory training session conducted by the
Extracurricular Cadet Activities Office. Training will focus on administration and club
management.
1.2. OICs, AOICs and NCOIC’s will have an appointment letter signed by the
Sponsoring Agency.
1.3. Ethics training as mandated by Department of Defense.
2. OICs, AOICs, and NCOICs. Every club must have an Officer-in-Charge in order to
maintain club status. Additional AOICs and NCOICs are authorized but not required.
2.1 Specific Requirements. Anyone wishing to be an OIC of a cadet club must meet
the following requirements:
2.1.a. OICs must be affiliated with the Academy. They may come from any organization
on the Academy, report to the Commandant of Cadets through the CEAB when
performing club OIC duties and comply with all CEAB and Cadet Extracurricular
Activities Office guidance and directives.
2.1.b. OICs can be officers, enlisted or government civilians. They cannot be
contractors.
2.1.c. OICs must be O-1, E-5 or GS-7 and above (or equivalent). The CEAB may
approve exceptions on a case-by-case basis. AOICs and NCOICs have the same
rank/grade requirement as the OIC, to maintain the level of continued maturity and
experience necessary for cadet safety.
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2.1.d. OICs must have operational knowledge of responsibilities pertaining to their
specific club.
2.1.e. The position of OIC is voluntary in nature, but once appointed in writing, the
position becomes an additional duty until termination.
3. Coaches. A club may have one or more coaches if requested, but it is not a club
requirement.
3.1. Specific Requirements. Anyone wishing to be a coach must meet the following
requirements:
3.1.a. Coaches who are not paid (acting as volunteers) and not associated with USMA
must fill out and sign a DD Form 2793, Volunteer Agreement
(http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd2793.pdf).
3.2.b. Any coach who will be paid for services are either a NAF employee or hired on a
yearly NAF Individual Service Contract. OIC’s will be required, under Contracting
regulations or Personnel regulations, to document specific duties and responsibilities
and performance indicators and to have him/her present verifiable credentials of
certification in the selected activity, as well as to show proof of insurance.
3.1.c. Coaches may receive reimbursement for travel expenses from club budget at the
discretion of the OIC and /or based upon the terms of their contract.
3.1.d. Coaches may never substitute for the OIC, unless they also meet all OIC
requirements listed in paragraph 2.
3.2 . Appointment of Coaches.
3.2.a. Non-paid Coaches. OIC recommends coach to Sponsoring Agency. Sponsoring
Agency approves/disapproves selection and, if approved, appoints the coach on orders.
3.2.b. Paid Coaches. Paid coaches go through the standard recruiting, hiring or
contracting process. Paid coaches must indemnify to USMA.
4. Volunteers. Volunteers have no specific requirements to meet other than an active
interest and willingness to serve the needs of a specific club. Volunteers support the
club on a routine basis, but receive no financial gain for the service they provide. If the
volunteer is a regular participant in club activities, the sponsor must appoint on orders.
The orders will clarify the capacity of support and the valid period in which the support
will be provided
5. Establishing a new Extracurricular Cadet Club. If sufficient interest has been
demonstrated to establish a new cadet club, the requesting cadets will submit a written
request to the Commandant of Cadets, ATTN: CEAB. It will include the following
information:
5.1. Sponsoring Agency.
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5.2. OIC Appointment Orders
5.3. Purpose of Club
5.4. Goals and Objectives of Club
5.4.a. Why is the club organized?
5.4.b. How do cadets join?
5.4.c. How does club operate?
5.5. Club category under which proposed club would fall
5.6. Standard Operating Procedure (template in DCA OIC Handbook)
5.7. Statement relevant to the impact of facilities
5.8. Statement relevant to the impact on similar activities
5.9. Estimated time commitment of individual cadets involved
5.10. Need for activity status and funding
5.11. Reasons why proposed activity would be more beneficial to USMA than existing
programs
5.12. Tentative events calendar for proposed club
5.13. Estimated budget requirements, include but not limited to, travel, equipment and
supplies
5.14. Any additional information that further substantiates the request
6. Suspension and/or Dissolution of Extracurricular Cadet Club. One or more of
the following reasons must be cited and substantiated as cause for placing a club on
inactive, probationary, suspended or dissolved status.
6.1. Mandatory Appointment of OICs. All clubs must have at least one OIC at all times,
who is appointed by the sponsoring agency. A club that does not have an approved
OIC will be placed in an inactive status for up to 60 consecutive days until an OIC is
appointed by the sponsoring agency. The club is prohibited from all activity until this
occurs. After 60 consecutive days without an OIC, the CEAB may suspend or dissolve
the club.
6.2. The CEAB will recommend the Commandant to place a club on probation when it is
apparent that it is not achieving the purpose for which it was established, or has violated
USMA standards. The probationary period should not exceed 6 months (excluding
summer) during which time the Cadet Extracurricular Office will monitor the club’s
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progress. Suspension or dissolution action may be initiated if progress is
unsatisfactory.
6.3. The CEAB will recommend the Commandant to suspend a club when a club has
had no OIC for 60 days; when it is apparent the club has not shown satisfactory
progress during a probationary time; when the club has repeated probations; or when
the club has violated USMA standards. The suspension period should be for a
minimum of one academic semester, during which time the club is prohibited from all
activity.
6.4. The CEAB may recommend dissolution of a club to the Commandant if behavior
has been egregious. Upon dissolution, all property and records must be turned in to the
Cadet Extracurricular Activities Office. If dissolved, a club may not be reestablished for
at least one academic year. To petition for reinstatement, the club must provide the
CEAB a complete package as outlined in paragraph 4.
6.5. The CEAB may also recommend dissolution of a club to the Commandant if there
has been no activity in the club for more than one semester, or if there are no cadets
actively enrolled in the club.
7. Individual Cadet Removal from Extracurricular Club. A cadet may be removed
from any Cadet Clubs by the Superintendent, Commandant or his designated
representative for any reason including, but not limited to:
7.1. Violation of USMA and USCC regulations
7.2. Recommended for Separation
7.3. Found guilty of Cadet Honor Code Violation
7.4. Article 10 violations, pending Conduct Investigations, Misconduct Investigations or
Criminal Investigations
7.5. Any other Unfavorable Personnel Action (UUPA)
8. Changes in Club Category.
8.1. In order for a club to change club category (for example, from Hobby to Support),
certain criteria must be met. The OIC must:
8.1.a. Submit a Form 5 to the CEAB for consideration, explaining the reason for the
change in category.
8.1.b. Submit an approval letter from the Sponsoring Agency.
8.1.c. Submit a proposed schedule, to include both home and away events.
8.1.d. Submit estimated budget requirements, to include travel, equipment and supplies.
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8.1.e. List of prospective members, including name, class and company/regiment, along
with identification of Cadet-in-Charge.
8.1.f. Updated SOP, reflecting the new category and new requirements.
8.1.g. Any additional information that further substantiates the change in category.
8.2. Change from Hobby to Competitive Sport. In order for a club to change from
Hobby to Competitive Club category, certain criteria must be met. The new club must:
8.2.a. Have a qualified OIC/Coach.
8.2.b. Instill sportsmanship and fair play.
8.2.c. Promote competitiveness, the will to win, and the warrior ethos.
8.2.d. Foster teamwork and a sense of responsibility to the team.
8.2.e. Develop the health and skill-related components of physical fitness.
8.2.f. Provide a sport that is not offered by existing programs at USMA.
8.2.g. Fall within financial capabilities of DCA.
8.2.h. Not jeopardize the value of Chain of Command Time (CTT) activities.
8.2.i. Have an existing facility for practice and competition.
8.2.j. Compete against collegiate teams or similar opponents throughout its competitive
season.
Section C – Procedures
1. Academy Management System (AMS). Club OICs must submit trip sections in the
Academy Management System (AMS) at least 10 business days in advance of the
event. This applies to home events, as well. See Section C, paragraph 10 for the
definition of a “home event”. There are three approval tiers; DCA approves that the club
has adequate budget to execute; DEAN approves the trip based on conflicts to the
Academic schedule and individual cadet grades; and USCC, which has final approval
authority. The AMS submission provides a comprehensive snapshot of the entire event.
2. Scheduling.
2.1. Weekend trips will be scheduled to commence after completion of last class or duty
and will be scheduled to return in time for Accountability Formation, 1915 hours on
Sunday (or Monday, in the event of a holiday).
2.2. Competitive club trips will be scheduled during authorized Team Season. Trips
authorized for weekday competition will be requested on a case-by-case basis.
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3. Rations Fund Requests. Ration Requests must be received in the Treasurer’s
Office NLT 10 Business Days of the event. To ensure timely submission and approval,
submit Ration Request to Rations@usma.edu or Rations@usma.army.mil at the same
time as the Trip Section Request. Exceptions will be made on a case-by-case basis
only, and with final approval authority resting with USCC. The approved Ration
Request Form is found in the OIC Instruction Manual.
4. User Fees. User fee requests must be submitted at the same time as AMS trip
section request, to ensure timely processing and payment of user fees. User Fees must
be paid IN ADVANCE of the trip request. Cash, check or transfers are acceptable
means of payment. Repeated late User Fee payments may result in denial of DCA
transportation.
5. Restrictions. adet trips will not be authorized during certain key dates without
specific pre-approval: (LTC Messitt – spoke with Delroy. He agreed that 28-1 is not the
appropriate place to put in the text “Competitive Club teams with CCT Aturhoizations do
not require pre-approveal for trip sections because they have authorizations to do so.”
This is not stated anywhere in USCC Reg. Since DCA falls under USCC, USCC needs
to address this in their SOP before it is included in our reg. Will discuss with you at your
convenience tomorrow)
5.1. Reorganization Week
5.2. Fall and Spring Ceremonies
5.3. Corps Wide Inspection-in-Ranks
5.4. Home Football Games
5.5. Class Functions
5.6. Term-End Examinations (TEEs). This includes the two week period leading up to
TEEs and their preparation time. See DPOM 02-02.
5.7. Graduation Week
5.8. RMC Weekend (this pertains to the HOME event only – alternating years)
5.9. Plebe Parent Weekend (4th Class Cadet only)
5.10. Spring Break – Spring Break training trips are not encouraged. They must be vital
to the ultimate club/team competitive success. The club system is not to be used for
recreational trips. If approved, they will be 100% reimbursable, at the expense of the
individual cadet, and will not come out of the DCA club budget.
6. Transportation. Transportation is coordinated through DCA and associated costs
will be calculated based on activity/vehicle category and distance.
7. Reimbursements. Reimbursements are to be used for emergency use only and not
for anticipated routine expenses such as registration/entry fees, hotel charges and/or
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rental vehicles. Requests for reimbursement must be submitted 5-7 days after
expenditure of monies. DCA has the right to disapprove any non-emergency related or
unreasonably late requests for reimbursement.
8. Uniform Requirements/Travel Attire. Trip sections will depart the Central Guard
Room IAW uniform policy set forth in the USCC SOP. Unless the activity requires an
exception, the standard departure and return uniform is the seasonal escort uniform.
When using public transportation or commercial air, cadets will wear escort uniform.
9. Club Patches
9.1. Members of competitive sports clubs are authorized to wear the appropriate team
patch in accordance with USCC Regulations. Qualified cadets must meet criteria
established by the individual team. The Cadet-in-Charge will submit a list of cadet
recipient names that have been recommended by the OIC and approved by sponsoring
agency at the conclusion of the team season to DPE. The DCA Extracurricular Office
and the DCA Storeroom maintains and issues the team patches.
9.2. Members of competitive sports clubs are authorized to wear the Gold Navy Star,
the Silver Air Force Star, and the Gold RMC Maple Leaf to denote competitive team or
individual competitive sport victory over the Naval Academy, Air Force Academy and
Royal Military College, respectively. Additional awards can be made to denote
subsequent victories. CIC will submit these requests through the OIC, to DPE for
confirmation and approval. The DCA Storeroom maintains and issues the patches.
9.3. Support, Hobby, Academic and Choir Clubs that compete, or represent West Point
in the Field of Academia, are also eligible to receive club patches in accordance with
established criteria of the Sponsoring Agency and the CEAB.
10. Alcohol Consumption.
10.1. Club OICs are responsible for compliance with USCC regulations that prohibits
cadets, regardless of age, from consuming alcohol when participating in club sanctioned
activities, either home or away. This includes any time before, during or after
competitions/events. Exceptions to this policy are rare, and must be approved in
advance by the BTO (USCC SOP, Card 603). Cadets under the age of 21 are not
permitted to drink alcohol.
10.2. OICs requesting an exception to the USCC Alcohol Policy, must submit a
Memorandum for Record, through the Regulations and Discipline Officer, for the BTO
(Annex E).
11. Funding/Budget. Funding/Budget – Extracurricular clubs are authorized financial
support from different sources; appropriated funds (APF) through the Mixed Funded
authorities and non-appropriated funds (which include gift or donor funds proffered thru
the Director of Academy Advancement, profits from DCA business activities and club
dues or user fees). The Director of Cadet Activities is the final approving authority for
determining all budgetary matters concerning official cadet clubs. Club bank accounts
are not authorized. Specific operating instructions for requesting logistical support to
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the club such as procurement, travel, etc, can be found in the OIC Extracurricular Club
Handbook as an appendix to this regulation.
12. Home Events. Home events are club activities held at West Point that provide
club members the unique opportunity to invite similar collegiate clubs/activities to
demonstrate skills and/or compete at the highest level possible.
12.1. Registration fees and concessionary sales are authorized.
12.2. Clubs are official organizations and are not authorized to conduct fundraisers at
their home events.
12.3 Home Events require the submission of a Trip Request in AMS, unless the club
has been officially “tasked” to support a particular home event.
13. Commercial Sponsorships. Commercial sponsorship at club home events is a
valuable way of gaining club support and/or funding, however, Cadet Clubs are official
organizations and are not authorized to solicit commercial sponsorships. There is an
official process that must be completed before ANY sponsorship can be accepted.
Coordination must be through the DCA Extracurricular Manager.
13.1. The Club OIC must submit a Sponsorship Letter and Sponsorship Agreement
(samples are found on the DCA Extracurricular Website) to the Extracurricular Office,
who in turn, sends it to the Staff Judge Advocate for an official legal review. No further
action on this agreement can occur until the SJA reviews and provides a legal opinion.
13.2. Once all legal recommendations are satisfied, the Extracurricular Manager will
obtain signature approval from the Director, Cadet Activities, and the contract is
initiated.
13.3. The Extracurricular Office is the repository of all signed copies of Sponsorship
Agreements.
14. Donations. Cadet Clubs, OICs, Cadets and Coaches, or anyone directly
connected with a club, are not authorized to solicit donations. The Association of
Graduates is the sole USMA fund raiser.
14.1. Donors are highly encouraged to donate thru AOG. However, some donations
may be accepted by, and managed IAW Military Academy Corps of Cadet Gift Funds
(MACC) SOP. When a donation is accepted, it becomes government funds and
disbursements are made according to guidelines established by the donor and within
the confines of the government regulations. All donations under $5K are approved by
the Director of Academy Advancement (DAA), under Superintendent authorities to
accept, and are not immediately available until legal reviews are completed Checks
should be made payable to the “Cadet Activities” accompanied by a signed intent letter;
clearly stating the purpose and intent of the donation.
14.2. Donations exceeding $5000.00. For donations exceeding $5K, the same process
as above still applies, but the check is now written out to the Military Academy Corps of
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Cadets (MACC) Gift Club for deposit. The DCA Extracurricular Officer will be the liaison
between the club, donor and the AOG/DAA.
15. Gifts/Prizes
15.1. Cadets representing USMA and using government funds/resources, cannot
accept individual gifts, awards or cash prizes. Cadets may, however, accept
insignificant items such as medals, pins, small plaques etc.
15.2. If a cash award is to be given, it must be presented to the club/team as a whole,
rather than an individual club member. It is proffered to USMA, following the guidelines
outlined under “Donations”.
16. End-of-Year Club Events. Cadet clubs are encouraged to have End-of-Year
events to farewell outgoing cadets and leadership staff, and recognize club
accomplishments attained throughout the year. During these events, clubs must adhere
to the following guidelines:
16.1. Club members will not solicit funds from alumni in attendance.
16.2. Event does not take place during the two weeks preceding Term End Exams
(TEEs) or during TEEs themselves.
17. Use of Non-Appropriated Money for Club Meals
17.1 When gift funds are passed into the DCA NAF accounts, these funds are
considered non-appropriated and become subject to NAF regulations.
17.2 IAW AR215-1, Ch 5, food reimbursement is authorized for:
17.2.a. Luncheons, dinners, and special occasions hosting officially invited
distinguished visitors, or honoring military personnel for unique MWR accomplishments.
17.2.b. Recognition celebrations in honor of individuals who provide services to
missions that support Soldiers and their Family Members.
17.2.c. There is no specific authority, either in NAF regulations of the Gift regulations
(MACC-SOP) to authorize meals for general club meetings.
17.2.d. DCA interprets paragraph 17.2.a and 17.2.b. to authorize reimbursement for
Extracurricular Club meals only for the year end club sponsored award dinners.
18. Property Accountability/Inventory. Cadet Clubs, in coordination with the DCA
Property Support Branch, will maintain accurate accountability of all property and assets
used by the clubs.
18.1. Furniture, fixtures, equipment and nonexpendable supplies purchased with
Nonappropriated Funds (and specifically identified ‘consumable supplies and
expendable equipment’) will be controlled by DA Form 2062, “Hand Receipt”. DCA
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Support Branch; Supply Clerk will prepare the form and the Property Custodian, in most
cases the Officer-in-Charge, will retain a duplicate.
18.2. Expendable and nonexpendable property will be issued to the Property Custodian
(OIC) using DA Form 3122/1150 (Request for Issue/Turn-In) between required
inventories.
18.3. Inventories will be conducted semi-annually; usually during the months of October
and April, or when there is a change of the hand receipt holder. Formal investigations
of losses will be performed IAW Army Regulations.
18.4. The OIC will recommend the disposition of any unserviceable or excess property
to the Support Branch, DCA, turned into the DCA Storeroom and deleted from the
activity’s hand receipt. Upon approval by the Director, DCA, the OIC will identify items
appropriate for resale.
18.5. OICs are required to acknowledge supervisory responsibilities for property within
thirty days of assuming their duties, by signing the last page of the DCA and Property
Custodian copies of the Hand Receipt. “I am aware that the property contained on this
hand receipt is in the possession of an individual assigned under my supervision.”
___________________________
(Signature)
__________
(Date)
19. Authorizations. Authorizations (AUTHOS) are those outlined in USCC Regulation
1 and/or Operating Rules of the Academy Schedule. An authorization is the permission
and authority to miss an otherwise mandatory event. There are two types of
authorizations.
19.1. A Company Athletic Autho gives a cadet the permission to participate in club
activities in lieu of company athletics.
19.2. A Company Command Time (CCT) AUTHO (sometimes called a “drill autho”)
gives a cadet the permission to participate in club activities in lieu of Chain of Command
Time activities.
19.3. The OIC will maintain accountability of cadets with AUTHOS assigned to their
club. Subsequent changes will be approved by the Commandant of Cadets. AUTHOS
are found at:
19.4. The Commandant approves AUTHOS on an annual basis. AUTHOS are found at:
19.4.a. http://public.usma.edu/corps/clubauthos/view_seasonal_authos.cfm
(Authorizations for all Cadet Clubs)
19.4.b. http://public.usma.edu/corps/clubauthos/view_cadets_with_authos.cfm
(Individual Cadet Authorizations)
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SECTION D – Safety and Accident Reporting
1. Safety. Cadet safety is the number one goal and end-state of all Cadet
Extracurricular clubs. Ensuring that personnel are appropriately trained with respect to
equipment, travel storage and handling of dangerous items, use of tools and machinery,
upkeep of facilities and activity supervision, is the first step in ensuring cadet club
safety. Clubs will adhere to the following safety directives:
1.1. OICs will submit a base Composite Risk Management Worksheet (CRM), DA Form
7566, to the DCA Extracurricular Office NLT the 1st day of class of the Fall semester.
The CRM assesses the overall risk associated with their club. If necessary, the USCC
Safety Office is available to provide specialized assistance and additional guidance.
OICs will submit CRMs for each subsequent specific event, if additional risks are
identified or if the residual risk changes. Each CRM will be signed off by the appropriate
approver, as outlined in USMA PM 97-06, Integration of Risk Management.
1.2. All OICs, AOICs, NCOICs and cadet club participants will be fully familiar with
USCC Policy Memorandum 08-12, Van Safety, which clearly identifies and establishes
policies that ensure maximum safety when cadets are traveling by van; as well as
reinforcing the Chain of Command for safety awareness.
1.3. All OICs, AOICs, NCOICs and cadet club members will be fully familiar with the
USCC Safety Policy and SOP USCC Policy Memorandum 81-12,which addresses all
elements of cadets safety, including but not limited to, reporting, prevention,
classification, seasonal, motor vehicle and workplace.
1.4 Any driver of DCA vans must take the Army Accident Avoidance Course found at
https://www.lms.army.mil, and must have a valid driver’s license.
1.5. OIC will conduct a safety brief prior to every departure.
1.6. DCA will ensure that each vehicle contains the following:
1.6.a. Roadside Assistance Information
1.6.b. Tricare Information
1.6.c. CCIR/SIR Policy Memorandum
1.6.d. USCC PM 80-11
1.6.e. USCC PM 08-11
1.6.f. OIC Instruction Manual
2. Accident Reporting. It is the Army policy, and therefore West Point policy, to
investigate and report Army accidents to prevent like occurrences in the future.
2.1. OICs, AOICs, NCOICs, and cadet club members will be fully familiar with USCC
PM 80-11 Accident and Injury Reporting Policy which clearly outlines:
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2.1.a. Reporting Formats and Timelines
2.1.b. What To Do When an Accident Occurs
2.1.c. Notification of the Chain of Command
2.1.d. Appropriate Follow up
2.2. OICs, AOICs, NCOICs and cadet club members will be fully familiar with the USMA
Policy Memorandum on Serious Incident Reports (SIRs). This PM clearly provides a
thorough explanation of procedures, mirroring those in Section D.2.1 above.
Serious Incidents Reports and Company Critical Incident Reports (CCIRs) will be sent
to SIR@usma.edu within the timelines specified in the Policy Memorandum.
3. Firearms and Privately Owned Firearms (POFs)
3.1. Officially recognized DCA Clubs may store club weapons, POFs and ammunition in
approved, JSIDS-equipped arms rooms.
3.1.a. Club weapons and POFs must be stored separately.
3.1.b. An individual not associated with the club must conduct monthly inventories.
3.2. OICs and Cadets must register all POFs and stored IAW the USCC SOP (Cards
1005 and 1006).
3.3. Each club SOP must include the following text: “Acknowledgement by Cadet that
s/he is responsible for adhering to State and Federal laws and has read the following:
3.3.a. USMA Reg 190-3 (MILITARY POLICE – Firearms and Other Dangerous
Weapons)
3.3.b. USCC SOP Cards 1005 and 1006
3.4. IAW the Firearms Owners Protection Action (FOPA) in 18 USC 925(a)(2), officially
recognized clubs are authorized to transport marksmanship weapons and ammunition
to participate in military training or competition. This authorization must be listed on the
travel orders and/or other official documentation (DTS orders and/or AMS Trip
Authorization), and OICs and cadets transporting weapons and/or ammunition outside
the federal installation must carry orders at all times.
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SECTION E – Governing Regulations
USMA Reg 1-1
USCC SOP
USCC Policy Memorandum 81-12 (USCC Safety Policy and SOP)
USMA Policy Memorandum 97-06 (Integration of Risk Management)
USCC Policy Memorandum 80-11 (Accident and Injury Reporting)
USCC Policy Memorandum 08-12 (Van Safety)
Directorate of Cadet Activities OIC Instruction Manual
DPE Handbook for Competitive Clubs
USMA Policy Memorandum, Serious Incident Reports
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