UNITED STATES COAST GUARD ACADEMY NEW LONDON, CONNECTICUT PARENTS HANDBOOK CONTENTS Welcome 1 Reporting-In Day 1 Travel 2 Communicating With Your Cadet 4 A Year Of Firsts 6 Some Tips For Parents 7 News Releases – Local Newspapers 10 Sponsor Families – A Home Away From Home 10 Inter-Service Academy Holiday Ball 10 Some Tips For Cadets Regarding Swab Summer 10 Liberty And Leave 12 Academic Information 12 Financial Information 14 Military Information 15 Conduct Information 15 Social Activities At The Academy 16 Operating Boards 17 Medical Information 18 Command Religious Program 19 Cadet Counseling 19 Getting Help For The Serious Challenges 20 Family Crisis 21 Cadet Decision To Leave The Academy 21 Swab Summer Daily Routine 22 Academic Year Daily Routine 23 Telephone Guide 24 WELCOME About This Handbook This handbook provides “survival tips,” direction and information for new cadets and their parents to help make Reporting-In Day, Swab Summer, and the Fourth Class Year a little easier. The ideas contained in this handbook have been gathered from cadets, parents and officers who have experienced the Academy, and wish to share their knowledge with you. Naturally, not every topic could be covered in this document, but we have attempted to address some of the most frequently asked questions, and some of the most frequent complaints. The Academy will provide you with a great deal of information both before you arrive, and at Reporting-In Day. On Reporting-In Day, you should attend as many of the Parent Orientation meetings as possible. Feel free to ask questions. The Academy personnel are very understanding of your concerns on this day, and will do all they can to alleviate your anxiety. Our best wishes to you for a wonderful Academy experience… REPORTING-IN DAY For Parents On this Special Day CONGRATULATIONS! Today your son or daughter will be sworn in as a Cadet at the United States Coast Guard Academy (USCGA). As a parent you will experience a great deal of pride in your child’s accomplishment. The fact that you are here is testimony to your efforts and your child’s success. Mixed in with you pride will be a wide variety of emotions. You will laugh, you will cry, you will be strong for your Cadet, but your heart may feel like it could break. You will be one of many parents, and though you may stay focused on your Cadet, just remember every parent here is feeling the same. It is a long and emotional day. Through it all, remember that we are here to support our sons and daughters in their decision to attend the U.S. Coast Guard Academy. Be glad for them! Celebrate this wonderful occasion with them! It will be difficult to say goodbye at the end of the day, but that only makes the anticipation of that first letter, postcard, or phone call all the more important. Reach out and become involved in your local Parents’ Association Chapter. Remember, there are thousands of parents who experienced the same emotions that you are experiencing today. They had the same fears, questions, and concerns. Lean on them when you need support; they will be there to help. After all, the motto of the Parents’ Association is “Sumus Vobiscum,” which translates to “We are with you.” Before checking-in, plan with your family where you will meet after the Swearing-In Ceremony, which will take place on the Washington Parade Field. Pick a cannon, tree, etc. It will save time later. You will only have about 20 minutes to visit and take pictures after this ceremony. All cadets look alike at this time! Be early! The Academy will send information regarding Reporting-In Day, including a specific time to check-in. Arrive early, but do not actually report to the check-in table before your designated time. The time you have been assigned for check-in is the same time as other 1 members of your Swab Summer platoon. If, for whatever reason, you are late, report to the check-in table and explain the situation. Parking: It will become more difficult to find a parking spot as the day goes on. If you have an early check-in, it will be easier to park than later in the morning. When you arrive, you can drop off your cadet’s gear and then go park. If you are early for your check-in time, you will have time to chat and say your farewells before checking in. For Parents: After you have dropped off your cadet, you will find that the Academy has a full day planned for you until the Swearing-In Ceremony, which takes place at approximately 5:30 PM on the Parade Field. You will receive a schedule in the mail, but if you don’t, go to Leamy Hall, which is the central point of all activities. The day will include informational meetings with the administration and staff, tours of the Academy, and a picnic that you won’t want to miss. (Make certain to sign up for the picnic as soon as you can. It does sell out. Sign up in Leamy Hall.) During the day, you will also want to visit the different Parents’ Association Chapter tables in Leamy Hall, where you can meet other Academy parents and purchase many terrific Academy related items. While there, also visit the tables manned by the Coast Guard Officers Spouses Association and Coast Guard Enlisted Spouses Association to order birthday, special occasion, or congratulatory cakes to be delivered to your cadet. The highlight of the day will be the Swearing-In Ceremony at which your high school graduate will reappear, transformed into a Coast Guard cadet, complete with a new haircut! After the ceremony, you will have about 20 minutes for farewells, and then the cadets will march off into Chase Hall. Plan to be at the Academy the entire day. It is rewarding and unforgettable experience for parents and cadets alike. Camera: Don’t forget cameras and film. There will be many opportunities for photos of the Academy, and of your new cadet. Dress: Family members should dress comfortably – especially in comfortable shoes. A great deal of walking is required. If the weather is typical (hot and humid), dress appropriately for both the weather and the occasion (cool, comfortable, but not overly casual). Also, you may want to bring a couple of cheap ponchos/umbrellas in case of rain; you may also want to pack a blanket for the picnic or in case you wish to take a rest on the lawn. Bring books or playing cards for siblings. It can be a long day! TRAVEL Travel To and From the Academy Getting to and from the Academy can sometimes be problematic for cadets. Trying to coordinate driving times, plane and train schedules, or connections between the airport and the Academy can seem as insurmountable as some of the hardest academic courses. Remember to check on your cadet’s duty schedule, and precise times that he/she is allowed to depart and return to the Academy. When traveling to the airports, you are required to check in 2 no less than one hour prior to departure time, with a photo ID. Also, in the winter months, weather must be a consideration. Prior to making travel arrangements, cadets should review the Cadet Regulations to verify the times that liberty/leave expire. NOTE: The Academy expects you to take all contingencies into consideration when making travel arrangements. Bad weather, flight cancellations or not, cadets must arrive at the Academy before liberty or leave expires. Airfares generally require a minimum of 21 days advance purchase for the lowest rate. Anything less than a seven-day advance will be expensive. A rate is never guaranteed until purchased, and once the reservation is made it must be purchased by the next day to secure the fare. Military airfares are rarely the least expensive rate! Providence airport is used the most. It is one hour away and accessible using Amtrak. Groton airport is 15 minutes away, but US Air Express is the only airline (limited turboprop service to Philadelphia). Hartford is the largest airport; however, it is about 90 minutes away and difficult to get to unless you have transportation. The Academy will schedule bus and/or van transportation to and from Hartford and Providence on major holidays. Your cadet will need to sign up for this transportation and it will cost $10. A shared car service is also available to Providence or Hartford. If the car has four persons traveling to the same destination, the cost is about $22.50 per person. Other options include carpools with 1/c cadets and sponsor families. Thanksgiving flights should be arranged in September, and December flights in October, or as soon as the final exam schedule is posted. The first Sunday after Thanksgiving is the most traveled day of the entire year. The first Sunday after New Years is the second. Amtrak is minutes from the Academy and it is used mostly for areas between Boston and Washington, DC. Taxi fare is approximately $5. The main cadet objection to the train is that cadets must sometimes take an early train, which gets them back to the Academy “way too early.” USO and Military Lounges Many airports around the country have military lounges for service men and women as they travel. The lounges usually have free soft drinks, coffee, snacks and magazines. USOs are located in most major airports around the country, although you may have to ask for their location since they are often hidden away in quiet corners. Check with the host/hostess and you may find that military personnel may have access to the employee cafeteria to buy meals at non-airport prices. 3 Driving from DC and Points South There are two routes for driving to the Academy from the Washington, DC – Baltimore area and points south along the East Coast: Alternative #1: The shortest, quickest route when there is not traffic is to take I-95 North around Washington, DC and through Baltimore, to the NJ Turnpike. Enter the NJ Turnpike and take it to the Washington Memorial Bridge around NY City. You are now back on I-95 North. The Academy is exit 82 off of I-95. From Washington, DC it is about 380 miles and about $22 in tolls. Alternative #2: This route is about 22 miles longer, but since delays can be long on the Washington Memorial Bridge, it is worth it. It is also a little less hectic to drive. From Washington, DC take the same route as above until you are on the NJ Turnpike. Listen to Radio 1010 AM from NY City. (You can get it as soon as you are on the Turnpike). Take Exit 11 off of the turnpike towards the Garden State Parkway. (There will be five stops along the way for 35-cent tolls. Having the change ready is helpful). Get off the Parkway onto I-287 towards the Tappan Zee Bridge. Cross the bridge and continue until it drops you onto I-95 North. Traffic through Connecticut is usually heavy on I-95, and you still have to go about one and a half to two more hours, if there are no backups! You will take Exit 82 – New London. Alternative #3: The longest route of the three, this one takes about seven and a half to eight hours, but is well worth it. Driving, once out of the cities, is scenic and much more enjoyable. There is only one 50-cent toll in New Jersey, and the Tappan Zee Bridge toll. From Washington, DC, take I-95 North to I-695 toward Towson, MD. From there continue on I-83 to Harrisburg, PA. At Harrisburg get on I-81 (to get on 81 is a little tricky so stay alert). Go for about 20 miles on I-81 to I-78 towards Allentown, PA. Continue on I-78 until you can get off on I-287 North. You will continue on I-287 until it drops you on I-95 North just south of Connecticut. Have a safe drive! Military Travel Discounts Be sure to ask if there are any military travel discounts. This is true for airlines, Amtrak, bus companies and even hotels and motels. It is frequently at least a 10% discount, and may even be as high as 20% off the normal price. COMMUNICATING WITH YOUR CADET Perhaps the most frustrating aspect of having your son or daughter away from home is the lack of communications. While they are in high school and at home, you see them every day, but they go to the CGA and all communications stop abruptly. Don’t be discouraged. During the months of July to December, the burden of communications shifts almost totally to the parents. 4 Do not expect any communications from your cadet during the entire July and August Swab Summer experience. In fact, during Swab Summer, phone calls will be restricted. But, once they complete the summer and enter their 4/C year, they will be allowed to make telephone calls. Mail: The goal for parents should be for cadets to receive at least one written piece of communications each day they are in Swab Summer and until they come home for either the Thanksgiving or Christmas break. Distribute your cadet’s address and enlist all your family and friends in the goal of one piece of mail per day. You should attempt to “over-communicate” by sending short letters and cards with encouraging messages about overcoming adversity and challenges, along with a “hang in there” and “you can do it,” etc. Send them cartoons and newspaper clippings about things going on in your hometown. Keep your messages upbeat and encouraging. Cell Phones: Cell phones are authorized for all cadets. However, there are restrictions on where and when they may be used. Routine telephone calls are not permitted for the majority of Swab Summer. Any concerns you may have about the cell phone will likely be erased when you receive that first, excited telephone call from your cadet to share something that just happened with them. In addition to the ease of use, most cell phones come with a messaging capability, so if you call and your cadet is not available, he or she will have either a message or a missed call indication from you. Telephoning: If you are calling because of an emergency, please call the Cadet Watch Office and ask to speak with the Chase Hall Duty Officer (CHDO). The CHDO will provide you with assistance. Make Yourself Available: Make it a policy that your cadet can call at any time, day or night, whenever he or she feels the need to talk. Make another policy at your workplace that you will interrupt anything you are doing to take a call from your cadet. There is nothing more important to your cadet than knowing that you will be available to them at any time and that they have immediate and total priority over any work-related activity. This does not mean you have to have a long talk with them in the middle of a critical business meeting. It simply means you will take their call. You can quickly determine if your cadet’s call is a priority or if you can call back at a mutual time later in the day. The important thing is that you are encouraging communication by making it as easy as possible, and that your cadet is your number one priority. 5 E-mail: E-mail is the next best way to communicate, since a message can be sent at any time of day or night. Some cadets (and parents) prefer to communicate by voice and others by the electronic written word. Cadets can also develop e-mail groups (parents, friends) that they can send the same message to all at the same time. This allows them to update everyone at the same time with the least amount of effort. Print and save key e-mail messages and put them in your CGA memorabilia box. Visiting a Cadet: With the exception of Swab Summer, cadets may entertain guests whenever they rate liberty, are not on duty, are not restricted, and while they attend chapel services and authorized extra-curricular events. During Swab Summer, cadets are not allowed to entertain guests until they are granted liberty (usually after about six weeks). This policy includes chapel services and extracurricular events. Visitors are allowed on the Academy grounds between 6:30 A.M. and 1:00 A.M., but they must be escorted after 6:00 P.M., unless otherwise authorized to use Academy facilities. During the academic year, cadets may have guests on weekdays between 3:45 P.M. and 6:30 P.M. only. Visitors are allowed on liberty time during the weekends. Visitors are not normally allowed in Chase Hall except in the Cadet Watch Office/Lobby/Parents’ Waiting Room area. Opportunities to visit Chase Hall occur during Parents’ Weekend, Homecoming and Graduation Week. Remember that it is a good idea to check with your cadet regarding his/her duty, workload and athletic schedules before visiting. During the academic year, weekend visits may be arranged depending on the cadet's schedule. A YEAR OF FIRSTS The First Liberty The first time your Swab will have overnight liberty will be Labor Day Weekend. If you are close enough to travel to the Academy, get hotel reservations early, and make the trip. Expect traffic and busy airports. Your cadet will want to “get away from the Academy” and will definitely want to spend the night in the hotel and eat in restaurants! If you can afford it, a separate hotel room for your cadet is a nice touch, but because of the holiday weekend, it may be too expensive. Cadets will likely be fine sleeping on rollaway beds or even on the hotel room floor. Some cadets actually travel home for this first liberty weekend. A nice touch is to ask if your son or daughter would like to bring along another 4/C friend who cannot go home. 6 The First Opportunity To Visit With Your Cadet About five weeks into Swab Summer, about 2/3 of the Swabs will go to Mystic Seaport for the presentation of their class flag (the other 1/3 of the Swabs leave at the same time for the first week’s sail aboard the Barque EAGLE). Provided he or she is not sailing, your cadet will participate in the Mystic Seaport event. Plan on the ceremony occurring during the final week in July. This is a special day where the Swabs (and Training Cadre) travel to Mystic Seaport, get into parade formation, and are presented with their class flag. The ceremony is impressive, but the best part is that you will have the opportunity for one-on-one time with your cadet for several hours. Also, admission to the Seaport is free for the families of Cadets that day! Remember to take your camera and take lots of pictures. When the ceremony and day is over at the Seaport, you can return to the Academy. Since you have traveled to be with your cadet, he or she may be able to request a “special” to stay with you for the remainder of the day. SOME TIPS FOR PARENTS Expenses: On your trip to the Academy, keep track of your tolls. Your cadet will be able to file for reimbursement from the Academy for tolls and transportation costs. Mileage, if you drive, will automatically be factored into your cadet’s travel claim. If your cadet flies and/or rides the train or bus, make sure he or she has a copy of the receipt for the travel claim. Phone cards or an 800 number at home will make it easier for your cadet to call. During Swab Summer, phone calls will be restricted; however, during Fourth Class (4/C) year, cadets are allowed to make phone calls. During the summer, be sure to write to your cadet. If possible, do so every day. Even a postcard, cartoon or sports clipping is a good thing to send. An empty mailbox is a terrible thing to face each day, especially during Swab Summer! Get magazine subscriptions started as soon as you get your cadet’s box number. Magazines such as “Newsweek,” “Time,” and “Sports Illustrated” are good starters. Send CARE Packages: Cookies are always a good connection to home. They may be sent in a Tupperware container the first time, so that your cadet will have a way to properly store future shipments. Lack of Time: Cadets simply cannot make phone calls during Swab Summer and have little time to write. Don’t be upset if you don’t hear from your cadet. While this lack of time will continue into the academic year, it will improve. CGA Parents Association: Get involved with the Coast Guard Academy Parents’ Association and your local Chapter. There are lots of information and experiences to be shared, as well as 7 lots of fun. It can be very consoling to learn that other parents are having the same feelings and getting the same messages from cadets. Be sure to get on the Parents’ Association e-mail list for good information. This can be done from their website (See Web sites below). E-mail: CGA is on the Internet, and each cadet will be assigned an account. Generally, the cadets are issued computers during the summer, but Internet accounts are not activated until the beginning of the school semester. Credit Cards: Giving your cadet a credit card is your choice. The Academy will set up your cadet with a Navy Federal Credit Union checking and savings account. An ATM card is provided but also apply for a debit card. Cadets are not allowed to have their own credit cards until the spring semester; however, they may have a credit card in their parents’ name. This may be helpful to cadets when they are away from the Academy, especially while aboard the EAGLE. Income Tax: Parents can claim their cadet as a dependent for the year in which he or she enters the Academy. This is because the cadet will have lived at home at least six months of the year. After the first year at the Academy, the cadet can no longer be claimed as a dependent. Web sites: The official Academy web site (www.cga.edu) will provide important dates, happenings, and insight into the affairs of the Academy. The second web site, sponsored by the Parents Association, provides information about the different parent Chapters, news articles from and about the Academy, listings of other parents’ e-mail addresses, etc. The Parents Association web page address is: http://www.uscgaparents.org. Parents’ Weekend: A great time to visit with your cadet and participate in many exciting activities. Sporting events, musical events, and informational events are provided by the Academy. Most importantly, it is a time when cadets can show you a part of their life at the Academy. You may visit the cadets’ rooms and classes, lunch with them in the Wardroom, meet some of their new friends, etc. Hotels/Motels: There are many fine hotels and motels in the New London/Groton area. As soon as you are aware of a pending trip to the Academy, immediately make hotel reservations. You can cancel later if things change. Several times a year nearly all the hotels and motels in the New London, Groton and Mystic areas are completely sold out or require a two-night minimum stay. In addition to local school holiday schedules and other regional holidays, such as Patriots Day (in April – the day of the Boston Marathon), the two casinos in SE Connecticut consume many of the available lodging. Don’t be surprised by the relatively high cost of hotel rooms in the Academy area. Depending on the “season,” the same hotel room can cost between $85 and $135. The tax on hotel accommodations can run as much as 12% (6% state tax, 6% occupancy tax). Four or five months in advance is not too soon to make reservations for popular events such as the 4/C Flag Presentation Day at Mystic Seaport (August), Parents’ Weekend (September/October), and major sports weekends. 8 EAGLE Week: All the Swabs will spend one week on the USCG Barque EAGLE. During these weeks, the EAGLE will make at least two port calls to embark and disembark the Swabs. If these port calls are close to your home, do not miss this opportunity to be with your cadet. They will have at least several hours of liberty on shore and will also be engaged in orientation and initial training aboard the EAGLE while she is in port. Since you have a cadet on board, you will also be given the opportunity to tour the ship. Make the time to visit your cadet and this magnificent sailing ship. Academy “Stuff” and Memorabilia Box: From the very beginning you will begin collecting “stuff” related to your cadet’s Academy experience… including the original application packet, letters of reference, acceptance letter, letters from your cadet, newspaper clippings, etc. Most likely, by the time your cadet graduates, you will have at least two boxes full of shoulder boards, hats, pins, patches, souvenirs, Parents’ Weekend programs, etc. Birthday Cakes for Cadets: The Coast Guard Officer’s Spouse’s Association (CGOSA) will take orders for cakes for any and all occasions … birthdays, holidays, Valentine’s Day, and St. Patrick’s Day! The price is reasonable and the cakes have been reported by cadets to be quite tasty! Look for the OSA Cake Committee table at Reporting-In Day, Parents’ Weekend or links to order forms on the Parents Association web site. Final Exam Snack Bags: The Coast Guard Enlisted Spouses Association will take orders for snack bags to be delivered during finals week. Look for links for order information on the Parents Association web site. Photos and Photo Albums: Take many photos – of everything! Set the “rules” early with your cadet. Make it clear that you will be taking lots of photos and that you expect full cooperation. Your son or daughter will only have the Academy experience for four years; take the photos that will give you memories in the future. Encourage cadets to take their own photos at the Academy. These will be views that you will never see unless your cadet makes the effort. Dumping – Or “What Am I Doing Here?”: The phenomenon of “dumping” is when your cadet is having major difficulties or frustrations with something or someone at the Academy and calls you and “dumps” their troubles onto you. Listen to your cadet, offer caring words of encouragement and maybe even some advice … but don’t let your cadet’s “dump” get to you. Resist the urge to jump in and try to solve the problem or challenge. Use the opportunity to coach your cadet by asking questions to guide them to solve the challenge themselves. But, many times there is not a solution. Often, all they want to do is just “dump” their problems and then, by doing that, they feel fine. The “crisis of today” is often forgotten by tomorrow. The other parents in the Parents’ Association are great resources for advice or questions. 9 NEWS RELEASES – LOCAL NEWSPAPERS In order to make the news of their achievements available to local newspapers, a cadet can register with the Fleet Hometown News Center, which is run by the Navy Department in Norfolk, Virginia. Information such as honors lists, summer cruises, athletic accomplishments, etc., will be issued to local papers through this service. All cadets are eligible for this service. However, each cadet must sign up for it. Any information the cadet desires to forward to hometown newspapers must be accompanied by a News Release. These forms are extremely easy to complete. Parents should encourage their cadets to take a few minutes to complete the News Release form. Each time a cadet wishes to release information, he/she must complete the form. Please note that the local newspaper decides whether the information provided appears in the publication. SPONSOR FAMILIES – A HOME AWAY FROM HOME After Swab Summer, nearly every cadet is assigned a sponsor family. This is a local family (often from the Coast Guard or Navy) that has volunteered to assist cadets throughout their four years at the Academy. Sponsor families provide a “safe haven” for cadets when they have liberty. Depending on the relationship your cadet establishes with his or her sponsor family, other courtesies may be extended, such as invitations for holidays, airport transportation, meals, a place away from the Academy to sleep and just kickback, and … maybe … even the loan of a car. If you can pry the name and contact information of your cadet’s sponsor family away from your cadet, take time to contact them, introduce yourself, and meet your cadet’s “other” family. This program provides your cadets with a needed local get-away from the stresses of the Academy. But, like other programs and activities at the Academy, your cadet’s sponsor family will only be as useful as your cadet allows it to be. Encourage cadets to participate with their sponsor families. INTER-SERVICE ACADEMY HOLIDAY BALL In December, at several different locations around the country, the Parents’ Associations from the other service academies (Army, Navy, Air Force, Coast Guard and Merchant Marine) take turns organizing inter-service academy holiday balls. These are formal affairs (black tie and long dress) that bring together the cadets and families from all of the academies for an evening of dinner, dancing, and conversation. Be sure to look for the announcements of these events. SOME TIPS FOR CADETS REGARDING SWAB SUMMER Arrive In The Best Physical Shape: You will be challenged no matter what shape you are in, but you can try to make it a little easier on yourself by being in top physical shape. The Practice 10 Physical Fitness Examination from the Academy is an excellent measure of your fitness. It represents the expectations that the Academy has of you. Be prepared to memorize tons of Coast Guard and Coast Guard Academy information, including the Coast Guard Mission and other facts, such as the daily menu. The goal is for you to learn to handle/remember a multitude of information. During a crisis, there is no time to stop to think about what to do next! Time management is critical to succeed at the Academy! You will be presented with more than you believe you can handle. The expectation is that you will be able to prioritize the work, and then determine a system to complete it. Teamwork is also critical to Academy success! Because there is so much to be accomplished, working together is a necessity. You will come to depend upon your classmates, and vice versa. Enjoy Swab Summer: It is a time to learn about the Academy, about the Coast Guard, about your classmates, and about yourself. There will be times when it will be tough, but don’t miss out on the good times! Remember The Upper Classmen: They were in your shoes not so long ago. Use their experience to help you make the transition to Academy life. Remember The Academy Staff: Chaplains, advisors, and staff are all willing to help in any way they can. All want you to succeed. If you encounter a problem, seek assistance. 11 LIBERTY AND LEAVE Liberty: During Swab Summer, cadets may be authorized liberty on certain Saturdays and Sundays. During the academic year, liberty is generally authorized after noon on Saturdays until 1:00 A.M. Sunday morning and resumes at 7:30 A.M. Sunday until early evening. Overnight Liberty: Overnight liberty or a "weekend" is not normally granted to 4/c cadets in the Fall Semester. "Weekends" must be earned by exemplary academic, athletic or military performance. As a cadet progresses through four years at the Academy, he/she becomes eligible for Friday night and eventually some weeknight liberty. Normally, weekend liberty is granted for all cadets during national holidays recognized by the Academy. Longs and Shorts: Longs and shorts are extended liberty earned by performance. Longs are awarded for Dean’s List, Commandant of Cadet’s List, Regimental Commander’s List and Physical Fitness Examination Honors. In each progressive year of a cadet’s tenure at the Academy, he/she also receives class shorts and/or longs. Longs commence at 3:40 PM on Fridays and run through the expiration of normal liberty on Sunday nights. Shorts begin after Saturday’s last military obligation (LMO), normally the noon formation, and last until Sunday night. Of course, longs and shorts do not supercede conduct restrictions, duty or other military obligations. Leave: Leave is authorized for Thanksgiving, Christmas, Spring Break, and for about 18 days in the summer. Cadets should reference the Cadet Regulations to ascertain the authorized departure times for these holidays. Cadets may be prohibited from going on liberty or leave if they are restricted to the Academy for conduct infractions or they are in the duty section. ACADEMIC INFORMATION The Privacy Act of l974 applies to all records under the control of the Academy which contain information pertaining to a cadet and which are retrievable by name or other personal identifier of the cadet. The Privacy Act, subject to twelve enumerated exceptions, prohibits the release of any covered record to any person or agency without the WRITTEN consent of the cadet to whom the record pertains. Report Cards Parents do not automatically receive copies of a cadet's mid-term or semester grades. The individual cadet is responsible for providing the information to his/her parents. Class Standing Academic Ratings: The Cumulative Grade Point Average (CGPA) is used to determine a cadet's academic class standing. The CGPA is a reflection of the cadet's cumulative academic performance for all semesters. The Term Grade Point Average (TGPA) is the average of the 12 cadet's grades for a given semester. A TPGA of 3.15 (on a 4.0 scale) places the cadet on the Dean's List for academic excellence. A gold star is awarded to these cadets. Non-Academic Evaluation: The Military Precedence List (MPL) is the rank ordering of cadets within a class in the non-academic programs at the Academy. A MPL is determined for each semester and summer and primarily reflects the cadet's military performance and conduct. Cadets in the top 25% of the MPL are appointed to the Commandant of Cadets List for military excellence. The cadets named to this list will receive a silver star. The cumulative measure of each cadet's military performance throughout the four years at the Academy is called the Cumulative MPL. Overall Evaluation: The cadet's cumulative overall performance at the Academy is reflected in his/her Military Precedence Average (MPA), which is composed of 70 % academics, 25 % military and 5 % physical fitness exam. Physical Education classes were recently returned to the academic curriculum and are awarded academic credits. A cadet's MPA determines his/her rank in class and the position on the Active Duty Promotion List following graduation. Academics Class Schedules: All cadets pre-register for classes. The data is fed into the computer, which has the capabilities of sorting and resorting the scheduling data until the minimum number of conflicts occurs. If for any reason, a cadet must drop/add a scheduled class, his/her entire schedule is put into the computer and recomputed. Cadets do not have the ability to select their instructors or schedules. The Registrar maintains this control to avoid potential conflicts. Academic problems: Communication between the cadet and his/her parents is stressed as a major method of dealing with academic problems. Cadets experiencing academic difficulties are urged to meet regularly with their instructors for extra help. This is one of the most important things a cadet can do to improve academic performance. If your cadet is experiencing academic difficulty, encourage him/her to contact the instructor(s). Communicating the need for assistance is the most critical, and often hardest, step for cadets. Classes providing extra assistance are often scheduled, and attendance by a cadet is recorded. Tutoring List: In many subjects there are upper class cadets that are willing to tutor other cadets experiencing academic problems. Your cadet may contact any of these cadets for additional tutoring. Time Demands: Do not underestimate the time demands that will be placed upon the cadets. Remember that, in addition to a full academic program, they are also learning to become Coast Guard Officers and are adjusting to living away from home. These demands are purposeful and teach each cadet to manage his or her limited time. Faculty: The faculty of the Academy consists of civilians, rotating and permanent military personnel. All are more than willing to spend additional time with cadets, individually or in groups, to help them succeed. 13 FINANCIAL INFORMATION Income and Deposits Deposits: Cadets are required to deposit a specific amount in their accounts upon entering the Academy. The Superintendent of the Academy determines this amount. Pay: Pay is credited to cadet records monthly commencing with the Reporting-In date in July and continuing through the day proceeding the date of commissioning. Ration: Daily ration allowances are credited to cadet pay records for each day the cadets are on leave or TAD (Temporary Assigned Duty). Expenses and Payments SGLI: Servicemen's Group Life Insurance is also deducted from the cadet’s pay. Per the standard Coast Guard policy, the maximum $250,000 of term-life coverage is assigned unless the cadet elects to decrease the coverage. International cadets are excluded from this program. Taxes: Federal withholding taxes and state income taxes (where applicable) are deducted monthly from the cadet's pay. Cadets are encouraged to file their own income tax returns. FICA (Social Security Tax): FICA tax is deducted monthly from the cadet's pay. No deductions are made from the pay of international cadets. Clothing: This category includes all clothing issues, plus uniforms, prescribed by the Commandant of Cadets from both the Academy Clothing Locker and from the Coast Guard Exchange System. Bookstore: This item includes textbooks, reference materials, calculators, computers and such other prescribed items issued by the Cadet Bookstore. Barber: The assessment for these services during the academic year is amortized over a 12month period. Beautician services are charged as needed. Dues: A portion of the cadet’s pay is withheld for dues. These dues are allocated to the Athletic Association to defray Intercollegiate Athletic Program cost and the Cadet Activities Fund to support cadet morale and recreation activities. Class dues are also paid to cover the cost of class activities. Services: This item includes personal services such as dry cleaning, laundry and tailoring. Vendors located at the Academy provide all these services. Checking Account: Each cadet receives a cash allowance each month to enable him/her to meet expenses for personal needs and/or liberty. The amount of the cash allowance varies with the cadet class. Your 4/c cadet will receive $90 per month (3/c receive $160, 2/c receive $245 and 1/c receive $305). 14 Miscellaneous Expenses: There are other miscellaneous expenses that a cadet is authorized to incur during his/her time at the Academy. These include class rings, special eyeglasses or contact lenses, tickets for special functions, special dinners for cadets and guests, etc. Savings Account: Excess funds in each cadet account will be invested in a savings account. Conversely, money will automatically be withdrawn from savings to cover excess expenses for a particular month. Government Loan: For 4/c cadets and a few 3/c cadets who have not accumulated any savings in their accounts, excess expenses each month will automatically be covered by an interest free loan from the government up to a specified maximum amount. Spending Money: At least initially, most cadets seem to need extra spending money. They are not allowed to work at outside jobs. MILITARY INFORMATION Company Assignments: Upon reporting to the Academy for Swab Summer, the cadet is assigned to a platoon. At the end of Swab Summer, all 4/c cadets are assigned to companies for the 4/c year. Cadets are reassigned to new companies at the beginning of their 3/c year and normally remain with that company until graduation. The Corps of Cadets currently consists of eight companies: Alfa, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, and Hotel. Roommate Assignments: Roommates are generally randomly assigned within the company. However, if a cadet is having difficulty in a particular area, a special assignment may be made. CONDUCT INFORMATION Types of Offenses Class III: Given for minor discrepancies such as unsatisfactory uniform or room condition, etc. Cadets will receive only demerits for these offenses. Class II: Given for a more serious offenses such as missing military obligations, disrespect, possession of unauthorized items (including CDs or civilian attire for 4/c cadets), etc. Cadets receive demerits, marching tours, and work hours for Class II offenses. Class I: Awarded for severe breaches of the Cadet Regulations including cheating, fraternization, underage drinking, unauthorized absence, etc. A 1/c cadet will normally investigate these offenses, and the offender will normally go to a hearing. If the cadet is found to have violated the Cadet Regulations, he or she will receive demerits, marching tours, work hours, administrative restriction, and/or room restriction. 15 Types of Punishment Demerits: Awarded for any violations of the Cadet Regulations. Marching Tour: Punishment in which cadets march in a quadrangle for 50 minutes. Received from Class I or Class II violations. Work Hour: Punishment in which cadets perform an hour of constructive work for a faculty or staff member. Received from Class I or Class II violations. Room Restriction: Punishment in which cadets may not leave their room except for military obligations, meals, and using the head (restroom). Awarded only for Class I violations. Administrative Restriction: Punishment in which cadets lose all of their liberty privileges. Awarded only for Class I violations. Types of Conduct Status Conduct Status I (0–12 demerits): All cadets begin a month with this conduct status. They have full liberty privileges. Conduct Status II (13–25 demerits): Cadets on this conduct status lose Sunday liberty and are required to attend Restricted Cadet Formations. Conduct Status III (26 or above demerits): Cadets on this conduct status lose all liberty privileges are not allowed to leave on short or long weekends, and are required to attend Restricted Cadet Formations. SOCIAL ACTIVITIES AT THE ACADEMY The social development of a Coast Guard Officer is the responsibility of the Academy Director of Social Development. Parents: The first major social event of the academic year is Parents' Weekend and is open to the entire family. You are encouraged to make early lodging accommodations. Dances: A formal class dinner dance and three additional formal functions are scheduled for cadets during the academic year. The functions provide important training in etiquette, military protocol and social interaction. All cadets are required to attend two designated formal events during the year. In addition to the formals, there are also several informal theme dances each semester that cadets may attend. Instruction: During Swab Summer, social amenities, social etiquette and military protocol are taught. This training is continued throughout all four years at the Academy. 16 Calendar of Events: A calendar of important dates is included in this Handbook. However, because these events are occasionally rescheduled, frequent contact with your cadet is recommended for the most current information. OPERATING BOARDS Executive Board: The Executive Board is an advisory board that meets at the order of the Superintendent. 1. The purpose of the Executive Board is to determine a cadet’s fitness for commissioning. Executive Boards review cases of cadets whoa re reported deficient in areas including, but not limited to: a. b. c. d. e. Military Performance Summer Training Programs Conduct Adaptability Physical Fitness Suitability for Service Hearings: Suitability for Service Hearings are convened under the authority of the Commandant of Cadets and serve in an advisory capacity. 1. The purpose of these Boards is to address cadet performance deficiencies in the following areas: a. b. c. d. Military Performance Adaptive Skills Conduct Weight Control 2. The Suitability for Service Hearing will recommend actions to correct the deficiencies. Some examples include counseling, probation, recommendation for convening an Executive Board, or disenrollment. Cadet Standards of Conduct Board: The Cadet Standards of Conduct Board (CSCB) is an official Board under the cognizance of the Commandant of Cadets, and acts in an advisory capacity to the Commandant of Cadets. Purpose: The purpose of the CSCB is to assist in the promotion and maintenance of high standards of conduct within the Corps of Cadets by providing a communications link between the Corps and the Commandant of Cadets. The Commandant of Cadets views the CSCB as representing the mature conscience of the Corps of Cadets. 17 Assignments: The CSCB responsibilities shall include, but not necessarily be limited, to the following: 2. Inquire into the facts of all cases referred to it by the Commandant of Cadets. For each case, provide the Commandant of Cadets with findings of fact, opinions and recommendations. 3. Be alert for practices within the Corps of Cadets that are inconsistent with the spirit of the Cadet Regulations and Honor Concept, and work to eliminate such practices. 4. Maintain close liaison with the Second, Third and Fourth Class Cadet Standards of Conduct Sub-Boards. 5. Carry out a continuing indoctrination program for all cadets regarding honor cases, honor offenses, honor lesson plans, and the actions of the Board. MEDICAL INFORMATION General Information: The U. S. Coast Guard is responsible for the total health care of the cadet. There is a clinic on the base for 24-hour in-house and outpatient treatment. In addition, the larger facility at the Naval Submarine Base may be used for some ancillary and specialty needs such as orthopedics. The regular military medical personnel refer patients to Lawrence & Memorial, Yale-New Haven, and Bethesda National Naval Medical Center. Some cadets worry about missing classes or athletic practices due to a medical illness and therefore choose not to report to sick call. A cadet must seek medical help, or none is given. Cadets must accept treatment that will make them fit for duty. The cadet may contact the clinic administrator should a problem or lack of communication develop concerning his/her treatment. Hospitalization: Should a cadet require hospitalization, parents are advised that the clinic does not notify the family. Hospitalization is at the discretion of the medical staff. Cadets may be hospitalized for non-contagious illnesses and be allowed limited mobility to attend classes Health Care on Leave: If there is a Uniformed Services Medical Treatment Facility within a reasonable distance (approximately 40 miles), the cadet should report there for required health care. If a true medical emergency exists, the cadet should go to the nearest medical facility, and then notify the Academy. If the treatment will be lengthy, there is a possibility that the cadet will be transferred to a Uniformed Services facility. After review, the Coast Guard will pay any bills incurred. Routine health care at Non-Federal facilities requires pre-authorization from the USCG Academy. Failure to do this may cause the cadet to incur liability of the cost for health care received. Physical Therapy: The Academy hospital maintains a modern Physical Therapy Department for cadets to rehabilitate injuries or treat pulled muscles, strains, etc. Dental Care: Three residency-trained dentists provide cadets comprehensive dental care. 18 COMMAND RELIGIOUS PROGRAM General Information: In the military environment in which cadets live, the Commanding Officer is responsible for the total well being of all the members. This includes their moral, spiritual, and religious welfare. The Commanding Officer exercises this responsibility through the "Command Religious Program." This program provides for the free exercise of all religious faiths, represented in the command. The Chaplains assigned to the command, are the professional advisors to the Commanding Officer on all matters concerning the moral, spiritual and religious welfare of the Command's members, and they carry out the program. The Chaplains: Since the United States Coast Guard does not have Chaplains of its own, the United States Navy provides chaplains to the Coast Guard Academy. These Chaplains have a wide range of maritime experience from their service with the Navy and the United States Marine Corps. They also come to the Coast Guard as seasoned religious leaders, who are able to provide for Command members of their own Faiths, facilitate for Command members of Faiths other than their own and act as counselors and guides to all personnel. The Religious Program: Chaplains provide a wide range of Religious Services on traditional worship days during the weekends, on Wednesday evenings during Swab Summer and during the Academic Year, as well as at traditional festive seasons when the Corps of Cadets is aboard. If the Chaplains assigned to the Coast Guard Academy are not able to provide for a particular Faith Group represented in the Command, they seek the assistance of Navy Chaplains located at Submarine Base Groton, or of the local clergy. The "Volunteer Religious Network," a group of lay-led local and national religious organizations also work with the Chaplains to provide further support. A Friendly Ear: There is a longstanding tradition at the Coast Guard Academy: in time of any distress or low morale, the Chaplain is a "friendly ear." The Chaplain's Office is a confidential place "to talk things out," which is a lesson quickly learned by every Fourth Class, and sometimes relearned over the course of the four-year program. Of the many services provided by the Chaplains, this one is probably the most valued, and the most employed. Services during Swab Summer: Attending religious services during Swab Summer can be especially helpful for 4/c cadets. Parents and family will not be permitted to attend the first service. Parents and family can attend subsequent services but should expect to sit separately from the cadets. Around the end of July (when liberty is first granted to the swabs), there will be social time after each service for family and friends to meet with their cadets. CADET COUNSELING General Information: Cadet Counseling deals with personal concerns, vocational questions and educational issues. In addition to several staff counselors, the Academy is fortunate to have three chaplains (Catholic and two Protestant) permanently attached. 19 Personal concerns: Include such topics as relationships with others, stress management (including relaxation), adaptive skills evaluation, family matters, honor, conduct and other noncategorized issues. Vocational questions: Deal with changing one's major, debating resignation, researching Coast Guard opportunities, learning about other career opportunities, graduate school possibilities, etc. Educational issues: Deal with improving study techniques such as time management, preparation for exams, use of reviews and reading comprehension. Cadet experiencing a problem: When a parent learns that his/her cadet is experiencing a problem, all possibilities should be thoroughly explored for solutions. Parents can talk to the counselors, but they must remember that the cadet is considered the client. Parents should encourage the cadet to voluntarily seek counseling. If the cadet does not go to counseling voluntarily, the counselors will have to advise the cadet where the information came from since they prefer an "up-front" approach. Referrals: Cadets may be referred to Cadet Counseling via a "referral form". However, cadets are usually encouraged to voluntarily seek counseling. Testing: A battery of psychological tests is given to cadets during their Swab Summer. The counselors will interpret the results of the interest and personality inventories at the cadet's request. This may be done to help the cadets learn more about themselves, aid in their career exploration, and assist them with improving their interpersonal skills. Training: During the year, Cadet Counseling offers a number of lectures on many topics including stress management, career exploration, depression management, suicide prevention, interviewing and counseling techniques, career planning and other beneficial topics. GETTING HELP FOR THE SERIOUS CHALLENGES Your cadet is attending one of the most prestigious and selective colleges in the nation and the Academy leadership wants him or her to stay and succeed. Many different support systems are specifically designed to help cadets be successful at the Academy … but your cadet must be willing to ask for help. If you attend the briefings for parents at Reporting-In Day and during Parents’ Weekend, you will hear more about these key support programs. If your cadet is having serious challenges, urge your son or daughter to go to his or her Company Officer. The Company Officers are responsible for the welfare of your cadets and are experienced Coast Guard officers. The Company Officers may solve the issue confronting your cadet or may refer your cadets to the chaplains, counselors or other people willing to assist 20 FAMILY CRISIS In the event of a serious family illness or a death, the following steps should be taken: 1. Call the Commandant of Cadets Duty Office at (860) 444-8294 and ask to speak with the Chase Hall Duty Officer. Explain the situation. You may request that the Chaplain be present when the cadet is notified. 2. If you are asked to do so by the Chase Hall Duty Officer, please call the American Red Cross at (860) 694-3411 and request they provide the Academy with official notification of the circumstances. Other Red Cross offices will be able to assist. CADET DECISION TO LEAVE THE ACADEMY Swab Summer consists of medical, physical and administrative processing and introduces the new cadets to military life. It is a stressful program by design, particularly during the first couple of weeks. We recommend that parents encourage their cadets not to request disenrollment during their first two weeks. It has been our experience that the initial adjustment is made after a few weeks and cadets will have a better basis to make the difficult resignation decision. There is no stigma attached to a cadet's decision to voluntarily disenroll from the Academy. In fact, a cadet who decides to resign can, if he/she desires, reapply for admission at a later date. However, he/she must again meet all entrance criteria and compete for the appointment. 21 SWAB SUMMER DAILY ROUTINE Reveille Physical Training Formation/Breakfast Room & Wing Preparation Personnel Inspection Morning Training/Activities Formation/Lunch Afternoon Training/Activities Sports Period Formation/Dinner Activities Study Hour “Break” Taps/Lights Out 0500 0505-0615 0630 0700 0730 0800-1200 1210 1300 1600 1730 1830-2000 2000 2145 2200 Activities/Training include military training, academic courses, honor lectures, physical education classes, sailing, obstacle course work and limited personal time. “Break” is a fifteen-minute period dedicated to reflection on the day. Usually the activities stress critical qualities such as teamwork, attention to detail, etc., and often highlight the missions of the Coast Guard. 22 ACADEMIC YEAR DAILY ROUTINE (Monday through Friday) Reveille Morning Formation/Inspection/Guardmount/Breakfast Military Training/Administrative period Academic Day Begins 0600 0620 0700-0750 0800 Monday-Wednesday-Friday First Period Second Period Third Period Fourth Period Lunch Fifth Period Sixth Period Seventh Period 0800-0850 0900-0950 1000-1050 1100-1150 1205 1250-1340 1350-1440 1450-1540 Tuesday-Thursday First Period Second Period Third Period Lunch Fourth Period Fifth Period 0800-0915 0925-1040 1050-1205 1220 1300-1415 1425-1540 Evenings (Monday – Thursday) Athletic/Extracurricular Activity Period Evening Meal: Buffet Style Military Training Period Evening Study Hour Taps Lights Out/Evening Reports Authorized Late lights 1600-1800 1700-1900 1900-2000 2000-2200 2200 2400 2400-0200 23 TELEPHONE GUIDE Area Code (860) Academy Information General Information .............................................................................................. 444-8444 Cadet Information ................................................................................................. 444-8294 Cadet Administration Division ............................................................................. 701-6746 Commandant of Cadets ......................................................................................... 444-8280 Assistant Commandant of Cadets ......................................................................... 701-6745 Duty Officer (Chase Hall) ..................................................................................... 444-8294 Cadet Regimental Watch Office ........................................................................... 444-8294 Officer of the Day ................................................................................................. 444-8450 Admissions ............................................................................................................ 444-8500 Chaplain ................................................................................................................ 444-8480 Coast Guard Foundation ....................................................................................... 535-0786 Social Director ...................................................................................................... 444-8478 Sports Information ................................................................................................ 444-8600 Civil Rights: Ms. Miller ......................................................................................... 444-8269 LTjg Paladino......................................................................................................... 444-8680 Drug/Alcohol Representative ................................................................................ 444-8217 Navy Federal Credit Union .................................................... 1-800-538-8883 or 439-0780 Company Information * Calls to dayroom must go through 444-8294 Alfa Company Officer…………………………………………………...……..444-8415 Dayroom ............................................................................................................8126 Payphone ................................................................................443-9093 or 443-9240 Bravo Company Officer………………………….………………………………444-8236 Dayroom ............................................................................................................8112 Payphone ................................................................................443-9109 or 443-9104 Charlie Company Officer………………………………………………………….444-8232 Dayroom ............................................................................................................8106 Payphone ................................................................................443-9069 or 443-9162 Delta Company Officer………………………………...………………………..444-8443 Dayroom ............................................................................................................8122 Payphone ................................................................................443-9396 or 447-9285 24 Echo Company Officer………………………………………………………….444-8231 Dayroom ............................................................................................................8115 Payphone ................................................................................443-9740 or 443-9014 Foxtrot Company Officer…………………………………………………………444-8296 Dayroom ............................................................................................................8111 Payphone ................................................................................443-9264 or 443-0197 Golf Company Officer…………………………………..……………………...444-8293 Dayroom ............................................................................................................8118 Payphone ................................................................................443-9021 or 443-9820 Hotel Company Officer…………………………………….……………………444-8297 Dayroom ............................................................................................................8116 Payphone ................................................................................443-9954 or 443-0202 Crisis Information Hospital Administrator........................................................................................... 444-8430 Local Red Cross ..................................................................................................... 694-3411 Academy Emergency ............................................................................................. 444-8555 Travel Services Taxi Service Harry’s Cab 442-4054 Yellow Cab 443-4321 Travel Services Amtrak ...................................................................... 1-800-USARAIL or 442-5813 Block Island Ferry...................................................................................... 442-9553 Fisher’s Island Ferry .................................................................................. 443-6951 Cross Sound Ferry...................................................................................... 443-5281 Bokoff Travel ............................................................................................. 886-0511 Greyhound.................................................................................................. 447-3841 Rental Cars Budget ........................................................................................................ 446-1955 United......................................................................................................... 443-1164 National ...................................................................................................... 445-7435 Enterprise ................................................................................................... 442-8333 Hotels Best Western .............................................................................................. 445-8000 BOQ ........................................................................................................... 694-3416 Navy Lodge ................................................................................................ 446-1160 Quality Inn ................................................................................................. 445-8141 25 Super 8 ....................................................................................................... 448-2818 Thames Harbor Inn .................................................................................... 445-8111 Holiday Inn ................................................................................................ 442-0631 Red Roof Inn .............................................................................................. 444-0001 Food & Fun Restaurants Charley’s .................................................................................................... 447-3320 Tiger’s Den ................................................................................................ 443-1933 Dry Dock (located in Leamy Hall) ............................................................ 444-8473 Dominos ..................................................................................................... 442-9383 Flander’s Fish Market ................................................................................ 739-8866 Golden Wok ............................................................................................... 443-5829 Ground Round ............................................................................................ 449-8650 IHOP .......................................................................................................... 445-7898 China House ............................................................................................... 437-7887 Seaman’s Inn .............................................................................................. 536-9649 Steak Loft ................................................................................................... 536-2661 Movies Waterford 8 ................................................................................................ 442-6800 Groton Cinema 6 ........................................................................................ 445-7469 26