EXTRACURRICULAR OIC INSTRUCTION
Welcome to the Directorate of Cadet Activities !
The mission of DCA is to significantly enhance the leader development of
the United States Corps of Cadets militarily, physically, academically,
moral-ethically, spiritually, and socially by providing organized,
comprehensive and diverse programs and facilities, which provide for
entertainment, extracurricular, recreational, cultural and social activities.
All For The Corps
LTC Todd Messitt, Director
July 2012
TO: OICs, Coaches and Volunteers
SUBJECT: Thank you for helping to develop our cadets into “Leaders of Character”
Directors Notes
PLANNING: Being an OIC may sometimes feel like a thankless job, but we appreciate all you do every day
for our cadets. In an effort to best help you achieve your club goals and ensure future success, please keep
DCA in the loop with your many events. Early planning is a win/win situation – you are ensured that your
requests are handled efficiently, saving both time and energy, as well as reducing costs! This past year
alone, we won 4 National Championships, sent cadets on almost 800 trip sections, and hosted almost 250
home events! This was due largely in part to your tireless efforts and selfless dedication!
SAFETY: Cadet Safety is the number one goal and end-state of all Cadet Extracurricular Activities. Thank
you for doing your part in submitting all required documents – Standard Operating Procedures with Safety
Annex, Base Composite Risk Management Worksheet, signed Appointment Orders and OIC roster. While
administratively tedious, its sole purpose is to maintain cadet accountability and most importantly, to keep
our cadets safe!
CLUB BUDGET: Stay within your budget and monitor it closely and carefully. Please stay in frequent
communication with the Extracurricular Office, who will provide professional assistance and guidance
throughout the year.
SELF-SUPPORT: Please consider hosting a home event…or helping another club with its event and sharing
in some of the profits. How about signing up to work a concession or two? Collect user fees in advance,
rather than have them come out of your club budget. These are just a few ideas to self-generate funds for
your club.
MARKETING AND PROMOTION: Help us tell your story! DCA works closely with the Public Affairs
Office. We hope to have more club information available on the West Point web soon. In the interim you
can help by submitting timely After Action Reports for ALL events using great action shots with quality
digital photos. These are the best ways to showcase all the great things your club does routinely.
Remember, without a photo, it’s almost as if the event never happened! If asked, please submit detailed
Stewardship Reports with thank you letters and color photos that highlight your club’s many achievements.
Thank you for your support! All for the Corps is more than just a catchy phrase! It is the backbone of the
West Point mission!
Todd A. Messitt
LTC, AV
Director of Cadet Activities
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SUMMARY of CHANGES
o Spring Break Trips: Spring Break trips are not encouraged; however, DCA will arrange Spring Break
transportation/lodging for your Club only if the training is vital to your team’s competitive success.
ALL Spring Break trips are 100% reimbursable, at the expense of the individual cadet. DCA will not
absorb costs for Spring Break trips and costs will not come out of the Club budget.
o Cadet safety is the number one DCA priority. Please remember to submit an updated Composite
Risk Management Worksheet for each new trip section if additional risks are identified or if there has
been a change in the residual risk.
o User Fees must be paid IN ADVANCE of the trip request. Cash, check or transfers are acceptable
means of payment (ENCL 10). Repeated late User Fee payments may result in your club being
denied DCA transportation.
o Reimbursements must be submitted 5-7 days after expenditure of monies and are to be used for
emergency use only and not for anticipated, routine expenses such as registration/entry fees, hotel
charges and/or rental vehicles. DCA reserves the right to disapprove any non-emergency requests or
unreasonably late reimbursement requests.
o When filling out the NAF Purchase Request (4065R), it is important to provide as much information
as possible. This will greatly assist the Procurement Office and expedite the entire process. Send all
requests to DCAEXTRA@usma.edu rather than to a specific individual. This will ensure that your
requests are processed in a timely manner should a member of the staff be on leave or out of the
office for an extended period of time.
o If your club wishes to use an off-post caterer you must first obtain approval from the DCA
Restaurant. Please contact them in advance and give them the opportunity to successfully cater your
event. Going off post gives nothing back to West Point or our Cadet Clubs.
o The Defense Travel System (DTS) process for submitting official TDY Travel Orders is currently
being reviewed. DCA will provide updated guidance when finalized.
o Visit us at our website! AllfortheCorps.com
o Please be aware, however, that under the new USMA organizational website format, as directed by
the Public Affairs Office, links to the former DCA internal website are no longer included. For all
administrative guidance, forms, templates and instructions, please paste the following link to your
desktop: http://www-internal.uscc.usma.edu/dca/infolinks.htm
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CONTENTS
SUBJECT
PAGE
I. Budget and Funding
- Purchase Requests (4065Rs)
- Refunds/Reimbursement
- Request for Checks, Over the Counter Purchases
- Ration Fund Request
- Merchandise Accountability/Cash Controls
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5
5
5
6
II. Trip Sections/Home Events
- Home Events, Fund Raising Opportunities, Catering, Trip Requests
- Transportation Fees/User Fees, Requesting Transportation
- Instructions for Van Use/Online Safety Course, E-Z Pass
- Van Break Down/Accident Reporting, OIC TDY Requests
Rental Vehicle
- After Action Reports, (AARs)
- OIC Planning Timeline
6-8
8-9
10-11
11-12
12-13
13
III. DCA Public Relations
- Yearbook Submissions, Club Websites
- Commercial Sponsorships, Soliciting Sponsorship
- Marketing/Public Relations, Donations
- Club Points of Contact, Schedules, Volunteer/Cadet Duties
- Year End Reports
13
14
14 -15
15
15-16
Index
17
Army NAF Purchase Requests Check List and Sample 4065R
USCC Policy Memorandum Number 08-12/Trip Section Safety Briefing
Transportation Request
DCA Van Physical Inspection Report
Return Van Check List
Cadet Medical Benefits
Registration Form
Inventory Worksheet/Sales Accountability Form
Rations Request Form
User Fee Transfer Request
Medical Emergencies
Sample Sponsorship Agreement
Generic Sponsorship Letter
DCA Telephone Numbers
ENCL 1
ENCL 2
ENCL 3
ENCL 4
ENCL 5
ENCL 6
ENCL 7
ENCL 8
ENCL 9
ENCL 10
ENCL 11
ENCL 12
ENCL 13
ENCL 14
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I. BUDGET AND FUNDING
PURCHASE REQUEST (DA FORM 4065)
Procurement Instructions
1. Procurement regulations do not allow you to commit government funds via verbal or written contractual
agreements with any vendor. The only individual authorized to enter into a contract is the DCA Contracting
Officer. Requesters may obtain pricing information, availability of items, sizes, etc., (which will be provided
to the DCA Procurement Office) along with a written request for procurement. The OIC is not authorized to
make a firm orders with a vendor. . It is the contract, signed by the Contracting Officer only, which
constitutes a legal, binding order for supplies and/or services.
2. In order to procure supplies/services, send the request to the Extracurricular Office. The requester should
use the electronic version of DA Form 4065-R (“Army NAF Purchase Request” – see enclosure 1) When
completing the form, be very specific with descriptions to ensure the DCA Procurement Office can
adequately purchase what is needed. PLEASE SEE THE ATTACHED INSTRUCTIONS. DO NOT SEND
THE 4065R TO A SPECIFIC INDIVIDUAL IN THE EXTRACURRICULAR OFFICE. SEND THE
REQUEST TO DCAEXTRA@usma.edu. This will ensure that your request is processed in a timely fashion
in the event that a member of the staff is on leave or out of the office for an extended period of time.
3. If you have a preferred vendor, please indicate the name and address of the vendor on your DA 4065-R in
Block #13 (“Remarks”). At the bottom portion of the DA 4065-R, state your specific reasons for preferring
that particular vendor over others. If you obtained any competitive prices from other vendors; please
indicate the names and addresses of each vendor and their price quotations. The DCA Contracting Officers
are required to get competitive and/or comparative prices on all purchases unless a Sole Source
Justification is attached to the purchase request. Service contracts must have vendors Tax Identification
Number included on DA 4065-R. Any contracts made payable to individuals (i.e. referees, judges,
coaches, etc.) must include the individual’s Social Security Number and mailing address.
4. Do not use travel websites for hotel reservations. Please call the hotel directly to hold the reservation, and
our Procurement Office will provide the authorized government credit card. Travel websites automatically
charge your credit card at the time of reservations, and cannot be switched later to the government credit
card. This applies to hotel reservations made by Carlson Wagonlit, as well.
4. Shipments will be delivered to the DCA Storeroom building at, 671A Howard Road. No shipments are to
be sent to your office, private residence, or any other locations (exceptions must be coordinated with the
DCA Supply Office, Support Division). The Receiving Reports copy of the contract is kept on hand by the
Store room manager signed upon receipt of the supplies/services. The DCA Storeroom hours of operation
are Monday thru Friday, 0800-1200 Hours and 1300-1600 Hours. Please call 938-4403 to coordinate
pickup of merchandise.
5. Year end requests for supplies and equipment are not accepted after Friday 14 September. Requests for
travel are excluded.
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6. Extracurricular Office manages and monitors all DCA-sponsored club/team budgets. All budget questions
regarding club/team accounts are to be addressed directly to Extracurricular Office (938-2402/2935).
REFUNDS/REIMBURSEMENT
Refunds or reimbursements from Nonappropriated Funds will be authorized for payment ONLY in case of
emergency or with prior approval of the Fund Manager or his designee. They will not be used for routine
expenses known well in advance. Submit all to the Extracurricular Office NLT 5-7 business days after
expenditure of monies. Request must be submitted on a DA 4065-R with receipts attached. Only OIC’s,
OR’s and Cadets participating in the club can be reimbursed. For reimbursements of gas, tolls and parking
provide receipts to the DCA business office. DCA has the right to disapprove any non-emergency related or
unreasonably late request for reimbursement..
The DCA Business Office will disburse requests for reimbursements less than $200 from the petty cash fund.
For reimbursements over $200, they will process a check for payment. Reimbursements will not be used to
circumvent normal purchase procedures. POC for questions or assistance pertaining to reimbursements:
DCA Extracurricular Office, 938-2402/2935. See sample and instructions at encl 1.
REQUEST FOR CHECKS
Request for checks designed to circumvent the procurement process will not be honored. When required
however, checks may be requested for such items as registration fees or required deposits. DCA requires a
minimum of 4 business working days to obtain checks from the Central Accounting Office. Specify the date
the check is to be mailed or requested date of pick-up. Checks are normally available for pickup after 1430
hours. If there is check for pick up, the DCA Business Office will notify the requester via e-mail or phone
that the check is available.
GOVERNMENT CREDIT CARD PURCHASES
The DCA Procurement Office maintains several Government Purchase Cards. If your club requires an
emergency purchase to be picked up or delivered directly to you or your club, please turn in the receipt to the
DCA Procurement Office within 24 hours.
RATION FUND REQUESTS
Requests for ration funds are required to be submitted NLT 10 business days prior to function/trip.
Exceptions will be made on a case-by-case basis only, with the final approval authority resting with USCC.
Rates Are: $2.45/Breakfast, $4.55/Lunch, $4.55/Dinner, $5.20/Brunch and $6.40/Supper. Brunch and
supper rates are used whenever the Cadet Mess provided two meals in a day (such as Sunday). OIC’s must
verify that only the cadets that went on the trip are signing the roster requesting rations. Any excess funds
must be reconciled and properly returned to the cadet ration fund.
Submit Rations Fund Requests to RATIONS@usma.edu or to Rations@us.army.mil. See revised form at
Enclosure 8.
Contact Cadet Mess directly, X7365 for the following:
PICNIC SUPPLIES: 10 business days.
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BGG: Confirming paperwork 10 business days out. Cancellations for BGG must be received NLT 72 hours
out. Minor changes 48 hours out (time/count changes of 10 or less).
Regimental Room: 10 business day’s suspense. Cancellations NLT 48 hours out. Minor changes 48 hours
out (time/count changes of 10 or less).
Box Meals/MREs: 5 business days. The requestor can obtain all pertinent information at the S-4 website,
https://www-internal.ucss.usma.edu/S-4/s4homepage.htm
SALES MERCHANDISE ACCOUNTABILITY/ CASH CONTROLS
1. Purpose: To standardize the procedures for cash controls and retail sales accountability by the Cadet
Activities Fund in support of extracurricular club activities. This guidance is designed to assist the clubs in
managing inventories of merchandise, food and beverage sales and all registration monies received for an
event.
2. Inventory Control: Clubs are responsible to insure that their resale purchases are accounted for.
Merchandise, including food and beverages purchased for re-sale must be recorded on the Inventory
Accountability Worksheet (Enclosure 7). The purchase price, date of purchase and quantity must be
recorded on the worksheet. Monthly inventory discrepancies should be reported to the Directorate of Cadet
Activities immediately. Periodically a representative from the DCA will perform a spot check of any
inventory your club has on hand.
3. Sales Accountability: Record all sales by using either a cash register or receipt book. The DCA
Business Office will issue cash registers or receipt books upon request. All monies received are to be turned
to the DCA Business Office NLT than COB the next business day. All sales of merchandise, food and
beverage must be recorded on the inventory sales accountability worksheet, listing the selling price, quantity
and date. The cashier and the Responsible OIC are to sign the completed worksheet. The merchandise sold
or given must be deducted from the beginning inventory. All items that are damaged or obsolete must be
turned in to the DCA Storeroom Bldg. 671A and deducted from the inventory. All items LEFT on hand
must be recorded on an inventory worksheet (ENCL 6).
4. Registration Form: A record of all paid Registrants must be maintained. The registrant’s name, amount
paid, date, form of payment and the receiving party must be recorded on the Registration forms (ENCL 7).
Note: All checks for preauthorized expenses must be reconciled with the DCA Extracurricular Office
NLT 2 business days following the event.
II. HOME EVENTS/TRIP SECTIONS
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 a the highest level possible.
They offer a great opportunity to generate income. Home events require the submission of a trip request
through AMS Trip Manager Program. The following is a list of items to consider for a home event:
registration forms, sales accountability forms, receipt books, cancellation fees, facilities, port-a-potties,
officials, referees, supplies, sponsors/donors, etc.
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If your home event requires the support and involvement of multiple West Point agencies, you must staff a
Form 5 through USCC S-3 for visibility on the West Point Master Calendar. The Extracurricular Office is
available to provide any assistance.
Finally, please remember that home events are official club events and are not authorized events in which to
conduct fundraisers.
FUNDRAISING OPPORTUNITIES
Working Concessions is a great way to earn income for your club, in addition to being an effective teambuilding opportunity. There are numerous events throughout the year in which you can participate. Please
contact the Concessions Office (938-5490 or 938-2250), for further information.
SUPPLIES
Clubs can check out a Cabela Tent (10x30), “All for the Corps” Pop Up Tents (10x10 and 10x20), Grills
(Half-drum), cooking sets/utensils and Sumo Suits for club events. Cadets/OIC’s who sign out equipment
are responsible for damages, and items must be cleaned before return.
PROPERTY ACCOUNTABILITY
Items with a value under $300 will not be carried on individual user hand receipts unless they are classified
as sensitive; such as, video equipment, TVs, VCRs, printers, etc. If you are uncertain if an item is classified
as sensitive, please contact the DCA Supply Office for confirmation.
Low dollar value items which have low risk for theft or pilferage are not on hand receipts issued to Club
OIC’s. For items valued over $2500.00 it is the OIC responsibility to notify the DCA Supply of all serial
numbers, nomenclature, etc. in order to properly record it on your hand receipt. Your assistance is needed to
ensure that all DCA property is accounted for.
Unserviceable equipment must be turned-in through the DCA Storeroom on a DA Form 3161- X 4403. All
unwanted equipment on your hand receipt may be put up for bid and the money will go back into your
budget account. Contact the DCA Supply Officer, X7987, for specific questions or additional information.
CATERING
Cadet Restaurant offers a full range of catering, from sit-down dinners, to buffet dinners, to pick-up’s of food
and beverage. We can assist you with your Year-End banquets, Club BBQ’s, Pizza deliveries, Box Meals,
and any other food/beverage requirements you may have.
You are authorized and encouraged to use all our facilities for your functions. Eisenhower Hall has several
venues available for your use, to include the Ballroom, Benny’s Lounge, and Ike’s Riverside Café. The First
Class Club is also available on a limited basis. These rooms are free of charge.
Individual club funds cannot be used to pay off-post caterers/food establishments. If the DCA Cadet
Restaurant is unable to accommodate your request, you MUST obtain approval in writing from them. Please
contact the Cadet Restaurant Catering Department, X7732 in a timely manner to coordinate your needs. The
Catering Department will work within your club budget to help you get the most for your money. You also
have the ease of transferring Club Funds directly to Cadet Restaurant. Be sure to coordinate with the
Extracurricular Office, for pre-authorization and to ensure that you have correct/sufficient funds in your
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budget, prior to making any arrangements with the Restaurant branch. This is a win-win situation because
all profits are returned to DCA to support the Clubs.
TRIP REQUEST
OICs, Coaches and/or CICs are required to submit an official trip request for all home and away events in the
Academy Management System (AMS), populating all mandatory fields.
TRANSPORTATION FEES/USER FEES
User fees are charged for ALL off-post club transportation. 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 your club being refused DCA transportation. Not all funds in your budget can be used to pay
user fees. Only locally generated income such as donations, home event profits, concessions income can be
used to pay user fees. Contact the Extracurricular Office to confirm availability of funds or to answer any
specific questions.
Current User Fee Rates (DCA will notify OICs immediately via email if any rate changes occur):
1. Local area 15 mile Radius of West Point - $5.00 for each Cadet (all modes of transportation)
2. Van - $20 per Cadet
3. Bus - $50 per Cadet – To keep DCA’s cost down, we will only reserve a bus for a minimum of 40
cadets. If the minimum number of cadets is not met, then a flat rate of $2000.00 will be charged.
4. Air - 50% of airfare cost per Cadet (no cost for travel to airport)
5. Transportation for Spring Break is 100% reimbursable (air -to include ground transportation to/from
airport & ground -vans/buses).
6. If any questions arise or you need any additional assistance, please feel free to call X7576.
REQUESTING TRANSPORTATION/TRANSPORTATION REQUEST USMA FORM 1-189
1. The Transportation Coordinator is your transportation point of contact. Please send your requests by
e-mail at least 2 weeks prior to the date of the trip. The 1-189 form is found at the internal DCA link.
Ensure that you include the following information when sending your request (NO telephone requests are
to be made):
a. Your name, activity, club/team name (4 letter code) and telephone number.
b. Date of trip and AMS Trip Request number.
c. Reporting time/time of pickup of vans.
d. Departure time
e. Whether you will be in need of a driver from TMP or not.
f. Destination.
g. Date and estimated time of return back to West Point.
h. Type and number of vehicles required.
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i. Number of passengers.
j. Purpose of trip.
Upon receipt of this information from OICs/CICs, the Transportation Coordinator, will prepare a USMA
Form 1-189 (Request for Motor Transportation and Trip Order) and forward it to The Motor Pool (TMP).
2. The Motor Pool notifies the Transportation Coordinator by Wednesday of each week, advising as to the
number of vehicles allocated for DCA trips. When situations arise where DCA or TMP cannot provide the
requested transportation, contractual arrangements are made with commercial transportation companies such
as Enterprise and Avis for passenger vans and commercial bus company when buses are required. The
Transportation Coordinator will notify the requester via email of the status and vehicle location pick-up by
close of business on Thursday.
3. All OICs must verify, via E-MAIL, to the Transportation Coordinator, the total number of passengers that
actually traveled on their respective trip section. Verifications must be received no later than close of
business Monday of each week after the weekend trip sections has taken place. This information is vital for
billing purposes; the actual number of trip participants determines the total amount being billed. If this
information is not provided by close of business Monday following the trip, invoices will be prepared
based upon the original number of cadet participants on the original trip roster (justification is
required for changes).
4. Government Credit Cards are issued with each DCA and TMP government vehicle for unleaded regular
gas only. The card can only be used with the issued vehicle.
5. The use of these vehicles for private, unofficial purposes is prohibited.
6. Each operator will maintain The Daily Utilization Record, USMA form 20-103. Each authorized operator
will legibly enter date, name, mileage, status, etc.
7. Vehicle operators must perform a vehicle Preventive Maintenance Check and Service (PMCS), before
and after operating a vehicle. The vehicle PMCS checklist is found in the Vehicle Log Book.
8. Vehicle operators must perform a physical inspection check (Enclosure 4)
9. Vehicle operators must complete return van check list (Enclosure 5).
10. Upon discovery of vehicle damage, do not operate vehicle until the following actions have been taken.
a. Check the DA Form 2408-14 (uncorrected Fault Record) found in the Vehicle Log Book. If
damage is recorded, no further action is required. NOTE: Vehicle operators are not authorized to annotate
deficiencies on the DA Form 2408-14.
b. If damage is not recorded, notify the DCA Transportation Coordinator. Complete the SF Form 91
(Accident Reporting Form) found in the Vehicle Log Book. Please, bring the vehicle and the completed SF
Form 91 to DCA, Building 655, as soon as possible.
11. Vehicle operators are responsible for the vehicle’s cleanliness, refueling and completing of the USMA
Form 20-103 (Daily-Monthly Utilization Record) located in the Vehicle Log Book.
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DCA will reimburse the vehicle operator if a trip to the car wash is required at any time during the trip
section.
INSTRUCTIONS FOR VAN USE:
1. An OIC must accompany all trip sections that require vans.
2. The trip section OIC will designate the cadet appointed as driver, who is most usually the senior cadet
with the most experience operating a van. Cadets must meet the following standards in order to drive:
a. Must take the Army Accident Avoidance Course. The course takes between 20-30 minutes. OICs
and Cadets have both said this is one of the most valuable courses taken. Log into your AKO
account first, then go to website: https://www.lms.army.mil Provide the DCA Transportation a copy
of the certificate for files.
ARMY ACCIDENT AVOIDANCE COURSE
U.S. Army Installation Management Command (IMCOM) is the proponent for the Army Accident
Avoidance Course (AAAC). This course is located at the Army Learning Management System:
https://www.lms.army.mil
If you have any problems or need HELP, please contact the ALMS Help Desk at 1-877-251-0730.
The login instructions are:
1. Log on with your AKO credentials (Access and Password).
2. Type "avoid" in the Catalog Search engine blank and click "Go".
3. Click "Register" for the course and the system requirements sections and follow the procedures to begin
your training.
4. You must turn off your "Pop Up Blocker" or you will never see the course.
5. Click "Launch Content"
6. Click "Army POV 1-3"
b. Must have a valid driver’s license.
c. Provide the Certificate to the DCA Transportation Coordinator.
d. Add Graduation year to the Certificate.
3. The trip OIC must conduct a safety briefing prior to any departure, covering the issues listed in Enclosure
5 (last page -Trip Section Safety Briefing). He/she will also ensure to submit a risk assessment if a cadet is
designated to drive.
4. The OIC will ride in the senior occupant position (front passenger seat). If there are several vans on the
trip, senior occupant must be appointed by the OIC using the most senior cadets.
5. Vehicle operators will ensure that another individual is outside the vehicle when backing up to confirm
clear passage. If no such individual is available, the operation will exit the vehicle him/herself and make a
visual inspection for clear passage.
6. Once the trip section has reached its destination, the government van can ONLY be used for official
purposes. If a meal is not available at the location, cadets may use the van to go to a restaurant. They may
not use the van to go to the movies, sightsee, or perform personal errands.
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7. All trip section vans will use Thayer Extension (vicinity of the Superintendent's Box) as the pickup and
drop off point for cadets. Never park vans in Central or North Area for this purpose.
8. Any trip section that utilizes a rental van at some point during the trip, must comply with all safety
measures as outlined in this memo. The trip section OIC is responsible for properly selecting the driver,
briefing the trip section participants, and monitoring the activities of all van drivers and passengers.
9. Upon returning from a trip section, ensure that the vans are parked in the parking lot across from the
ticket office at Ike Hall, meeting the following standards:
a.
b.
c.
d.
e.
Vans are cleaned inside and out.
Vans are refueled with at least 2/3 full of unleaded regular fuel only.
Daily mileage and damages are reported on their respective forms.
Complete return van check list.
If the vehicle is returned during the duty day, secure the van and return the keys and log book to
the Transportation Coordinator; however, if you return after duty hours, please lock both the keys
and log book within the vehicle.
E-Z Pass
1. To reduce out of pocket expenses, E-Z Pass tags have been installed on the windshield of every vehicle.
(DO NOT REMOVE THIS TAG).
2. Those vehicles that are towing trailers must go thru the CASH ONLY tolls.
3. Do not exceed speed limit going through the E-Z Pass lane to prevent suspension of accounts.
INSTRUCTION UPON BREAK DOWN
1. OIC should call The Paragon at 1-866-611-7040 and provide Paragon member # that is located in the
logbook for emergency roadside service and to request rental vehicle if needed.
.
2. If unable to obtain rental vehicle, OIC to notify OC Central Guard Room USCC, ext. (845) 9382555/3030 and request vehicle to retrieve cadets from TMP ext. (845) 938-2018.
3. The Officer in Charge, Central Guard Room, USCC is authorized to request vehicle support to pickup
cadets stranded on a trip section.
4. DCA Cell Phone POC:
Renée Knight
Thomas Oldham
Kathy Glisson
Sally Britt
(845) 489-2278
(845) 325-6297
(845) 913-6686
(845) 629-3995:
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ACCIDENT REPORTING
1. All accidents must be reported to the Military Police (on post) or Civilian Police authority (off post).
Vehicles operators must complete the Standard Form 91 and obtain witness statements with applicable
information. This information will include the civilian vehicle’s insurance code.
2. The OIC must provide a written notice of loss in memorandum format within 48 hours to DCA to
include the following information:
a. Date, time and place of loss.
b. Brief description of what happened.
c. Description of damage to vehicle.
d. A statement by the OIC stating whether the loss could have been prevented and what action has been
taken to prevent a similar loss in the future.
e. Copy of completed SF 91 Accident Report.
f. Statement from witnesses.
g. Copy of Police Report (upon receipt).
DCA point of contact, Transportation Coordinator, 938-7576, Supply Officer, 938-7987 and USCC Safety
Officer, 938-8682.
REQUEST FOR TDY:
The Defense Travel System (DTS) process is currently under review. We will provide updated guidance
when a final decision is rendered. However, if there is a requirement for more than one OIC/AOIC to
accompany the club on a trip section, please submit a request to DCA with compelling justification for the
second OIC.
RENTAL VEHICLES
The Procurement Office can make direct-bill reservations with Avis and Budget. Do not make the
reservation yourself. Submit request to DCA Extracurricular Office.
Submit a 4065R* with the following information:
1. Name of destination airport or airport code
2. Dates and approximate hours of pick up and return
3. Quantity and type of vehicle needed
Do Not choose pre-paid fuel when picking up rental vehicle – submit for fuel reimbursement upon
return
4. Names of drivers – must be on trip and present for pick up of vehicles
5. All rental receipts must be turned in within 2 days of return
Procurement will email rental confirmation to the OIC.
*See CHECKLIST FOR PURCHASE REQUESTS
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AFTER ACTION REPORTS
Must be completed after every trip section and home event and are important in helping DCA support your
club. To Submit an After Action Report (AAR), go to the AMS Trip Manager Program Main Menu
- Click “Trip Request”
- Click “View Past Requests”
- Click “AAR” next to the applicable trip section
- Type your AAR in the “Trip Remarks” section including significant highlights of your event.
Please include any team/individual accomplishments and awards. Please attach action photos with
captions!! They help to tell your story, which gets published in the weekly DCA Newsletter.
- Click “File This AAR” to submit. Remember, if you don’t record it, it’s like the event never happened!!
- You may also email your AAR to the DCA Extracurricular Office – DCAEXTRA@usma.edu
OIC PLANNING TIMELINE
NLT 10 business days in advance of trip:
- Submit trip section in AMS
- Submit Ration Request Form
- Submit User Fee Payment Form
- Submit 4065-R for Hotel, Rental Vehicle, Registration Fees, etc.
After Trip:
- Submit AAR in AMS
- Provide Procurement receipts for hotel, lodging, gasoline within 48 hours of return of trip
- Submit requests for reimbursement for emergencies within 5-7 business days
III. DCA PUBLIC RELATIONS
YEARBOOK SUBMISSIONS:
Each year, the Cadet Publications staff solicits information from club OICs for the Howitzer Yearbook. To
increase awareness of and to promote our Cadet Activities clubs, the Howitzer staff will, once again, be
asking each OIC for information regarding your missions, key events, and activities. We will also be
requesting photographs. Please help us give your club the recognition it deserves. Start taking candid photos
now. Schedule your group photo with Academy Photo (938-3448) now, or wait for coming information on
getting your group photo taken digitally in Crest Hall by the Cadet Publications Staff. And, when we ask for
your information, please respond in a timely manner. Your cadets will appreciate seeing their achievements
in print. For any questions, please contact the Publications Office at 938-2780/7989.
- 13 -
CADET CLUBS OFFICIAL WEBSITES/VIDEO/DIGITAL CAMERAS
Each Cadet Activities club has a basic homepage on the Directorate of Cadet Activities Website. The
Extracurricular Office will continually update all OIC and CIC information. It is the responsibility of the
OIC to keep this roster current. Please take a moment to check your mission information at your site linked
off the following: www.allforthecorps.com
Any club sites developed by your club must be contained within our DCA web structure. For more
information about setting up and sending us your site to link up with our DCA Clubs Homepage, please
contact the DCA Information Technology Office at 938-7635 or 938-7652.
Video and “flip” cameras are also available for check out to record club events.
COMMERCIAL SPONSORSHIPS
Commercial sponsorships provide assistance, funding, goods, equipment or services to a program or event,
by an individual, agency, association, company, or corporation for a specific limited period of time in return
for public recognition or opportunities for advertising and other promotions. Commercial sponsorships are a
monetary and/or in-kind fee paid to DCA for an event or property, in return for access to the exploitable
commercial potential associated with that property, such as public recognition or advertising promotions,
event promotions, etc.
The strategy of commercial sponsorships is to meet the specific measurable goals of a company or brand by
building a link in the target audiences’ minds between the sponsor and the DCA event.
Sponsorships are:
 An exchange of values for promotional opportunities
 An exchange of values for experiential marketing opportunities
Sponsorships are NOT a gift or a donation.
It is important to remember that sponsorships are a business-based decision. They give Corporate America
the opportunity to directly reach out to the military consumer market in a targeted and focused approach that
is mutually beneficial.
If a club wishes to enter in to a Sponsorship Agreement, it must fill out the corresponding Sponsorship
Agreement (Enclosure 12) and submit to the DCA Extracurricular Office, who will in turn, submit to the
Staff Judge Advocate for a legal review and guidance. If approved, the Director of DCA and the Sponsor
will sign the document, legitimizing the agreement.
If a club wishes to solicit a sponsorship for a specific event, the OIC will work with the Extracurricular
Office, who will act as liaison with the proposed sponsor and send the generic Sponsorship Letter (Enclosure
13).
MARKETING/PUBLIC RELATIONS
Be sure to inform DCA of anything possibly news worthy related to your club throughout the year.
-
Submit articles to the Pointer View/West Point Magazine, etc.
Provide DCA with club “firsts”, statistics and other information to promote your club.
- 14 -
-
Create videos or flyers: CICs can work with Cadet Activities Staff to help publicize their club.
Report to DCA if your club has been in the news: sports/academic publications, radio, TV, etc.
Submit team testimonials to DCA to help promote your club
DONATIONS
Clubs (OICs, Cadets, and Coaches, anyone directly connected with a club) are NOT authorized to solicit
donations in any way. Naturally, club members may inform organizations/individuals of their club’s needs
but they may not solicit or ask for donations. Donations can be accepted if offered but must be approved by
the Director of Academy Advancement, via the DCA fund manager. Please make sure the donor includes a
letter with their gift stating the intention of the donation and what the donation will be used for. Sample text
”Please accept this donation of $XXX in support of the YYYTeam/ZZZZ Club”. Donation checks less than
5K should be made out to Cadet Activities Fund and mailed to:
Directorate of Cadet Activities
Eisenhower Hall
655 Pitcher Road
West Point, NY 10996
ATTN: Extracurricular Manager
For donations exceeding $5K, the same process as above still applies, but the check is now written out to the
Military Academy Corps of Cadets (MACC) Gift Club for deposit. The DCA Extracurricular Officer will be
the liaison between the club, donor and the AOG/DAA.
CLUB POINTS OF CONTACT
Keep DCA informed of new OICs, A/OICs, and CICs names and contact phone numbers by means of
appointment orders.
SCHEDULES
It is important that you keep DCA informed of all upcoming events and club schedules. The easiest way to
do this is ensure each club event is submitted as trip/activity request. We use it to keep West Point HQ
informed, update the DCA web page and let the public know about club events. If you have an upcoming
Home Event that requires support from multiple West Point agencies, these must be coordinated with the
USCC S-3, using the official Form 5 process. USCC will staff the Form 5, and DCA Extracurricular will
maintain a copy.
VOLUNTEER/CADET DUTIES
Consider assigning cadets/volunteers to the following positions in support of your club. Some positions
might include Photographer/Video recorder, Historian, After Action Report Writer, PAO/PR Coordinator,
Web Master, Treasurer, Home Event Coordinator, Retail Manager, Newsletter Editor, Testimonials
Coordinator, Sponsorship/Donations Coordinator, Graphic Designer, etc.
YEAR END REPORTS
Electronically submit Year End Reports to the Extracurricular Office using the format below. Please feel
free to include any photos or cadet testimonials. These reports are the basis for the required annual
Stewardship Report that DCA must prepare and submit to the Directorate of Academy Advancement.
- 15 -
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:
- 16 -
INDEX
AAR 12-13
Accident reporting (SF Form 91) 11-12
AMS Trip Manager 6, 12-13
Army NAF Purchase Request 4, Encl 1
Physical Inspection, DCA Vans Encl 4
Property 6, 7
Purchase request (4065) 4, Encl 1
Ration Funds 5
Ration Funds Request Form Encl 9
Registration Form 6, Encl 7
Reimbursements/Refunds 5
Rental vehicles 12 Encl 1
Requesting transportation 8-9, Encl 3
Box meal request 5-6, 7
Bus Transportation 8
Cadet Medical Benefits Encl 10
Cameras 13
Cash 5
Catering 7
Check Request 5, 6
Concessions 7
Donations
Safety briefings 10-11
Sales accountability 6, Encl 8
SF Form 91 (accident report) 11-12
Sponsorship, soliciting 14
14-15
Equipment, hand receipts
Equipment, purchase 4
EZ Pass 11
TDY 12
Tents, pop up 7
TMP (Motor pool) 8-9, 11
Towing trailers 8
Transportation fees (User Fees) 8, Encl 10
Transportation request (Form 1-189) Encl 3
6, 7
Fundraising Opportunities 7
Trip sections (AMS)
Ground Transportation
8-9
User fees 8, Encl 10
USMA Form 1-189, (Trans Req)
Hand Receipts 6-7
Home events 6-7, 14
Howitzer 13
4,Encl 1
Medical Emergencies
Encl 3
Van use 9-11
Van Physical Inspection Form Encl 4
Van Return, Checklist Encl 5
Van Safety memo Encl 2
Vehicle breakdown 11
Inventory control form 6, Encl 8
Lodging
6-7, 12
Encl 11
Websites
Parking 10-11
Petty cash 5
13
Yearbook submission
- 17 -
13
ENCLOSURE 1
Army NAF Purchase Requests Check List
and Sample 4065R
2
CHECKLIST FOR PURCHASE REQUESTS – Supplies/Services/Lodging/Rental Vehicles/Airline Tickets
Block 1:
Block 2:
Block 3:
Block 4:
*ONLY ONE VENDOR ON THE FORM 4065*
Enter Club Name, POC and phone number
leave blank
date request is being submitted to Extracurricular Office
*see specific directions for lodging, rental vehicle and airline ticket requests
*Supplies/Services requests
a) Item numbers (if applicable)
b) Specific description of item/service requested---sizes, colors, date of event (if applicable), etc. Name of vendor, address (if
applicable), phone number and POC. “Payable to”, if check request (SSN needed for individuals)
c) Quantity
d) Unit (each, case, etc)
e) Estimate of Unit Price
f) Estimate of total amount
*Lodging requests: All lodging receipts to be turned in NLT 2 days of return
DO NOT USE TRAVEL WEBSITES TO MAKE HOTEL RESERVATIONS. CONTACT THE HOTEL FIRST TO
HOLD ROOMS AND THE PROCUREMENT OFFICE WILL PROVIDE THE AUTHORIZED GOVERNMENT
CREDIT CARD. TRAVEL WEB SITES CHARGE THE CREDIT CARD AT THE TIME OF RESERVATION AND
CANNOT BE SWITCHED BACK TO THE GOVERNMENT CREDIT CARD.
a) Leave blank
b) Name and phone number of hotel, confirmation numbers, name of person the reservation was made under, date of stay, POC
at hotel (working with sales departments of most hotels is the best )
c) Number of rooms
d) Number of nights
e) Price per night
f) Total amount of stay (# of rooms X # of nights X cost per night)
*Rental vehicle requests: All rental receipts to be turned in NLT 2 days of return
a) Leave blank
b) Airport location for pick up, dates of pick up and return, approximate time of pick up and return, type of vehicle needed
and quantity and name(s) of driver(s)
c-f) Leave blank
*Airline Ticket requests – Contact Carlson Wagonlit (1-800-269-2423) for pricing
a) Leave blank
b) Flight information to include: destination dates and for each person, requires legal names, birth dates and social security
numbers
c) Number of tickets
d) Unit – each
e) Price per ticket as quoted by Carlson Wagonlit
f) Total amount of tickets
Block 5: Date request is needed. Example: date check is needed for pick up at DCA office –OR—delivery date of when
order is needed
Block 6: All supplies/equipment must be delivered to DCA Storeroom -- 671A Howard Rd
Block 7: Sole source justification if needed
Block 8: OIC’s name and signature
Blocks 9-12: leave blank
Block 13: Any special instructions, etc
3
4
ENCLOSURE 2
USCC Policy Memorandum 08-12
and
Trip Section Safety Briefing
5
6
7
8
9
10
ENCLOSURE 3
Transportation Request
11
12
ENCLOSURE 4
DCA Van Physical Inspection Report
13
14
ENCLOSURE 5
Rental Van Check List
15
Return Van Check List
1. Van is clean inside and out _______
2. Van is refueled with at least 2/3 full of fuel _______
3. Daily mileage and damages are reported on their respective forms _______
4. If the vehicle is returned between Mon-Fri, 0745 to 1630, secure the van and return
the following to Renee Knight in Ike Hall:
Keys ______
Log Book ______
Gas Receipts ______
Return Van Check List ______
 If the van is being return after 1630 or Saturday-Sunday, please lock the keys, log
book, receipts and check list within the vehicle.
5. Park the van across from the ticket office.
Print Name: ______________________________
Signature: _______________________________
Date: ___________________________________
16
ENCLOSURE 6
Cadet Medical Benefits
17
USMA Cadet Medical Benefits
TRICARE on the Road
Type of Care
Medical Facility Type
Military Civilian
Emergency
Yes
Yes
To save life, limb or eyesight
Call numbers in order listed on reverse to
inform appropriate parties of care received.
Urgent
Yes
Yes
Cannot defer care until return to West Point
Call Health Net Federal Services for prior
out of area care authorization and assistance
finding TRICARE network providers.
Routine care requires:
Referral from USCC Surgeon
Authorization from Health Net Federal Services
for use of local TRICARE Network Provider
Keller Army Community Hospital
West Point, New York 10996-1197
In the event of an emergency room visit, notify
the following in the order listed below:
1. 845-938-3030 Central Guard Room
2. 845-938-3003 Cadet Health Clinic
If hospitalized, notify the above parties AND
3. 877-874-2273 Health Net Federal Services
4. 845-938-4724/2635 Admissions & Dispositions
Send civilian medical claims to:
TRICARE North
PO Box 870140
Surfside Beach, SC 29587-9740
877-874-2278
Cadets must carry their TRICARE card at all times.
18
ENCLOSURE 7
Registration Form
19
REGISTRATION FORM
EVENT:
Number
Registrant's Name
CLUB:
Amount Paid
20
Date
DATE:
Form of
Payment
Received By
ENCLOSURE 8
Inventory Worksheet/Sales Accountability Form
21
INVENTORY WORKSHEET/SALES ACCOUNTABILITY
CLUB:
DATE:
Description
Beginning
Inventory
Number
Received
Obsolete
Damaged
Promotions
Cashiers Name/Signature
Sold
Date
22
Ending
Inventory
Unit
Cost
Total
Sales
Remarks
OIC's Name/Signature
ENCLOSURE 9
Rations Request Form
23
RATION SUPPORT REQUEST FORM
TO: TREASURER, USMA
Date
Submitted________________
CLUB/COMPANY/DEPARTMENT:
_______________________________________
Type or Print Names:
OIC: ____________________________CADET/POC:
_______________________
Signatures:
OIC: ____________________________CADET/POC:
EVENT DATE
Day
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Breakfast
Lunch
Dinner
$2.45
$4.55
$4.55
N/A
N/A
N/A
Sunday
Brunch
$5.20
N/A
N/A
N/A
N/A
N/A
N/A
Sunday
Supper
$6.40
N/A
N/A
N/A
N/A
N/A
N/A
_______________________
Location of Event (mark one): Home______ Away (town &
state)_____________
Number of Cadets: _______Keep Receipt for Food Purchased for all Home
Events
Ration Request Procedure:
1. Submit request to Treasurer’s Office 10 working days prior to your event and after obtaining OIC
signature.
2. E-mail your requests for processing to: Rations@usma.edu or Rations@usma.army.mil
3. Notification to pick-up funds will be e-mailed to POC and OIC.
4. Have attendees sign the Signature Roster attesting that they attended the event—in INK.
5. If the event is Home (at West Point), you must bring receipts with signed rosters when settling the
event.
24
6. Settlement of ration request must be completed within 5 working days after the event.
ENCLOSURE 10
User Fee Transfer Request
25
User Fee Payment
Club Name: _________________________________________
AMS Trip Request Number: _____________________________
Date of Trip: ________________________________________
Location: ___________________________________________
Number of Cadets: _____________
Type of Transportation:
VAN
# of Cadets x $20.00 = $_____________
BUS
# of Cadets x $50.00 = $_____________
AIRFARE – automatically 50% of cost
How are you paying your user fees?
-cash and/or check? Yes_________
When? ________
_____I would like the user fees paid out of my club Donor/self generated funds
Requestor’s Name: ____________________________________
DCA Extracurricular Approval: ____________________________
Not Approved: ___________________________
26
ENCLOSURE 11
Medical Emergencies
27
MEDICAL EMERGENCIES
This document is intended to provide medical guidance to Officers-in-Charge of cadet trip sections when
a cadet has been injured while away from West Point.
EXTREMITY INJURIES: Extremity injuries can be splinted, evaluated and iced. X-ray and definitive
care can be deferred until return to West Point. A local ER which delays the trip section usually does not
add to the cadet's care. Keller orthopedists can be involved soon after return to West Point. There are
only seven orthopedic emergencies that require immediate care: (a) open fracture (compound), (b)
dislocated joints (obviously deformed and/or non-functional), (c) injury with nerve or artery damage
(paralysis, weakness, numbness or absent distal pulse),
(d) open joint (laceration into joint space), (e) septic joint (infected, swollen, reddened, tender joint), (f)
impending compartment syndrome (numbness, weakness, pain distal to a severe extremity bruise), (g) gas
gangrene (infected wound with gas in the muscle of the extremity).
HEAD INJURIES: Head injuries with loss of consciousness are best evaluated in a local ER. If the
examination is normal and the cadet is not continuously vomiting, then the cadet should be brought back
to Keller Hospital for admission and further evaluation. Cadets with head injuries
without loss of consciousness probably do not need a local ER exam but should be returned to Keller
Hospital for evaluation and possible admission for observation.
FACIAL INJURIES: Facial injuries (i.e., noses, cheek bones, jaws and teeth) generally can be iced and
returned to West Point. Lacerations should be sutured locally unless return to West Point is guaranteed
within 8 hours or unless there is need for a plastic surgeon and one is available locally. Eye injuries
should be evaluated in local Emergency Room.
CHEST AND ABDOMINAL INJURIES: Cadet with chest and abdominal contusion
injuries with continued severe pain and shortness of breath should be evaluated locally. Cadet with
testicular trauma should be evaluated locally. Cadet with blood in the urine after trauma needs local
evaluation.
Officers with any questions concerning a specific case or situation may call Keller Community Hospital
Emergency Room Nurse-in-Charge, (845) 938-4004/4004 or (845) 446-5400 COLLECT. Please have a
return phone number available to give to the Emergency Room Nurse-in-Charge should a return call be
necessary by the medical specialist.
Our "medical administrative" guidance is generally to "bring home your wounded". There will be many
questions and exceptions. Our intent is to provide the best and most efficient care for the injured and not
to delay the return of the trip section.
Any cadet admitted to other hospitals (civilian or military) should be reported to the AOD Keller Army
Community Hospital (845) 938-5169 as well as to the Officer-in-Charge, USCC.
28
ENCLOSURE 12
Sample Sponsorship Agreement
29
Sponsorship Agreement
This Sponsorship Agreement is made and entered into by and between the Directorate of Cadet Activities, hereafter
referred to as DCA and XYZ, hereafter referred to as the SPONSOR.
The DCA seeks to promote a positive, healthy lifestyle which includes leisure skills, entertainment and active
participation in recreation programs for cadets, their families and guests by conducting of the ABC Event for the
2012-2013 Academic Year.
In consideration of the mutual promises set forth herein, the parties, intending to be legally bound, hereby agree as
follows:
1. PROGRAM. The DCA responsibilities will be as follows:
a. Provide all logistic support and other requirements to conduct the program.
b. Provide adequate professional staff to plan, organize, promote, and conduct the program.
c. Provide an endorsement disclaimer for 1 (one) printed promotional banner displayed ……
Disclaimer will read that “This is an acknowledgment that XYZ is a sponsor of the Directorate of
Cadet Activities USMA ABC Team; its participation in no way implies the endorsement of the
SPONSOR or their product by the Directorate of Cadet Activities, United States Military
Academy, Department of the Army, the Department of Defense or the Federal government.” The
size and content of the banner shall be subject to DCA approval which shall not be unreasonably
withheld. Such banner shall be submitted for approval no later than DDMMYYY.
d. Provide acknowledgment of SPONSOR by listing the SPONSOR corporate name in any
promotional flyers. DCA will have final approval authority over the content and type of
acknowledgment given.
2. SPONSOR responsibilities. In exchange for the nonexclusive sponsorship of the XYZ, the
SPONSOR will:
a. Provide funding in the amount of $XXX.XX to underwrite the cost of $YYY.YY and which shall be
provided no later than 30 days after execution of this sponsorship agreement.
b. Certify in writing that any related costs incurred by the sponsor will not be chargeable in any way
to any part of the United States Federal Government.
c. Abide by Department of the Army standards as stated in the statement of solicitation of commercial
sponsorship (attached is Statement of Guidelines, Principles and Procedures).
3. Trademark License
a. SPONSOR hereby grants to the DCA a royalty-fee nonexclusive license to use and display any
trademarks associated with products. Such use shall be limited solely to the sponsorship of the
program. DCA shall not use any of the SPONSOR trademarks in a way which would cause any
person reasonably to infer or would otherwise convey the impression that the DCA is in any way
30
affiliated with or otherwise acting on behalf of the SPONSOR or which may be detrimental to
SPONSOR interest. DCA acknowledges that the provisions of this paragraph do not convey to
them any right, title or ownership interest in the trademarks. The Endorsement Disclaimer set forth
in Paragraph 1.c. must be included on all printed materials to be distributed at the event.
Sponsorship Agreement
b. Except as expressly provided herein, no party will use the corporate or trade name, trademark (s),
service mark(s), logo(s), or other identification of the other party without the prior written consent
of the other party.
4. Term and Termination. The term of this agreement shall commence as date this is agreement has been
signed by both parties and shall continue until DDMMYYY. Any party may terminate this
agreement upon a material breach of any term or condition set forth herein. Advance notice of at
least 30 days in writing shall be provided to the party in breach.
5. Competition. It is understood and agreed by SPONSOR, that the DCA may grant other sponsors the
right to sponsor this event or other productions, products, or services offered by the DCA.
6. Competitive Advertising. It is understood and acknowledged that this agreement is nonexclusive and
made solely for the exchange of specific advertising and promotional rights as limited to this
agreement and nothing contained herein shall limit the Directorate of Cadet Activities or the U.S.
Army Garrison from dealings with other entities without limitation regarding this event.
7. Independent Contractor. The SPONSOR and the DCA shall be and act as independent contractors,
and under no circumstances shall this agreement be construed as one of agency, partnership or join
venture of employment between the DCA and the SPONSOR. No personnel under this contract
employed by or volunteering for the DCA shall be deemed in any way to have any contractual
relationship to the SPONSOR whatsoever. The DCA shall be solely responsible for the conduct of
its members, personnel, and agents in connection with their performance of the DCA’s obligation,
hereunder.
8. Force Majeure. No party shall be responsible for events that are unforeseeable, beyond its reasonable
control, such as acts of God, weather delays, government restrictions, or unforeseen commercial
delays. If any of the event(s) are postponed due to inclement weather or other conditions beyond the
DCA’s control, they may be rescheduled for another time. SPONSOR shall then be given all of the
advertising and sponsorship rights set forth herein at no additional charge.
9. Liquidated Damages/Termination: Liquidated damages if incurred by the SPONSOR shall be limited
to the amount of the agreed sponsorship benefit to be provided DCA under this agreement. It is
agreed that no damages, incidental, consequential, or otherwise shall accrue against DCA due to
termination of this agreement for any reason. It is further agreed that termination of this agreement
by DCA shall be limited to the return of any benefit received by either party under this agreement
and shall be the sole and complete remedy available to the Sponsor.
10. Cancellation Clause: The SPONSOR shall notify the DCA immediately of any cancellation or
potential cancellation. All such cancellations must be in writing and must provide just cause for
nonperformance and must prove satisfactory to the DCA or the conditions of the liquidated damages
clause in paragraph 9, above, shall apply. The DCA will notify the SPONSOR at least seven (7) days
in advance of the start of performance that the organization intends to cancel the event.
31
Sponsorship Agreement
11. Notices: All notices required or permitted hereunder shall be deemed duly given if sent by certified
mail, postage prepaid, addressed to the parties as follows:
SPONSOR
___________________________________
___________________________________
___________________________________
___________________________________
DCA:
Directorate of Cadet Activities
ATTN: LTC Todd A. Messitt
Eisenhower Hall, Building 655
United States Military Academy
West Point, New York 10996
12. Assignment: This agreement is not assignable in whole or party by any party hereto in the absence of
prior written consent of the parties.
13. Entire Agreement. This Agreement contains the entire understanding between the
parties hereto relating to the subject matter contained herein the supersedes any and
all prior agreements, arrangements, communications or representations, whether oral
written. This Agreement may not be amended, altered, modified, or changed except
by an addendum signed by all parties hereto.
In WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed.
SPONSOR
By: _______________________
Title: ______________________
Date: ______________________
DCA
By: ________________________
Title: _______________________
Date: _______________________
32
ENCLOSURE 13
Generic Sponsorship Letter
33
DIRECTORATE OF CADET ACTIVITIES
United States Military Academy
West Point, New York 10996
Month, Day, year
Dear XXXX,
The Secretary of Defense has authorized commercial sponsorships for certain athletic events,
entertainment, and recreation events within the military community. As a result, sponsorship
opportunities are available at the United States Military Academy at West Point. This letter is to solicit
sponsorship for XXXX. The details of this event are outlined below:
Date:
Location:
Participants:
Attendees:
Event Synopsis:
Event POC:
Sponsorships are offered in return for monetary and other donations, with proceeds used to pay
event expenses and form a mutually beneficial relationship between the Directorate of Cadet Activities
(DCA) Extracurricular Clubs and your company. We will be happy to tailor your Sponsorship package in
order to provide your company maximum exposure and visibility to participants and attendees. We will
work individually with you to ensure that you achieve your specific sponsorship objectives.
Please do not hesitate to contact me at (845) 938-2402, or at Carol.Miller@usma.edu with any
questions or concerns. We welcome the opportunity to work with you!
Thank you in advance for your support. All for the Corps!
Sincerely,
Carol Miller
Sponsorship Coordinator
Manager, Cadet Extracurricular Activities
Directorate of Cadet Activities
34
ENCLOSURE 14
DCA POCs and Telephone Numbers
35
Directorate of Cadet Activities
POC Telephone Numbers
DCA Business Hours: Monday through Friday 0800 – 1600 Hours
Director (LTC Todd Messitt)
938-2715
Deputy Director/Asst. Fund Mgr. (Kathy Glisson)
938-7988
Budget Analyst (Kerry Remillard)
938-7990
Business Office (Donna Kieckhafer)
Club deposits, petty cash, change fund for home events, user fee invoices
938-7002/6462
Procurement Office (Maria Chambers/Lucille Nahow)
Air transportation, rental vehicles at destination, vendor information, lodging
938-2228/7004
DCA Storeroom (Eric Luding)
Supplies/equipment deliveries, tents, grills, sumo suits, club patches
938-4403
Supply Office (Sally Britt/Claudia Bennett)
Hand receipts, club property and equipment
938-7987/7517
Transportation Office (Renee Knight)
TDY, vans/buses/water buffalos, vehicle safety course
938-7576
(cell phone: 845- 489-2278)
Publications Office (Anne Caliendo-Drew/Evangeline Hager)
Yearbook submissions and club photos
938-2780/7989
Catering/Food Service (Ann Yacopino/Janine Roszkowski/Susan Hourigan)
938-7732
Concessions (Maria Hoagland)
938-5490
Information Technology (Miroslav Lukovic /Devin Travis)
Club web pages, digital and video cameras, DCA web page, club videos
938-7635/7652
Extracurricular Office (Carol Miller /Natashia Grable)
First point of contact for all income and expenses pertaining to your club budget
938-2402/2935
36
Carlson Wagonlit
After hours emergency contact only - for flights/transportation
37
1-800-288-5999