Navy Family Ombudsman Program

1. Navy Family Ombudsman Program Ombudsman Program Staff CNIC HQ N91 17 Jun 10

2. Navy Family OmbudsmanProgram History In 2007, then CNO Admiral Michael G. Mullen re-emphasized the importance of the program. He updated the program instruction, highlighting the requirement that all Navy families have access to a Navy Family Ombudsman. The Ombudsman Program continues to garner interest and support from senior leadershipThe Ombudsman Program continues to garner interest and support from senior leadership

3. CNO Ombudsman-at-Large A Message from Mrs. Bobbi West, CNO Ombudsman-at-Large MCPON and Bobbi West 3 Bobbi West couldn’t be here, but we would like to play this message that she recorded.Bobbi West couldn’t be here, but we would like to play this message that she recorded.

4. The Code of Ethics applies to everyone - ombudsmen, COTs and RTTs, and Assembly Chairs. and to the three of us. What do to if someone is not following the Code of Ethics? Go to the Ombudsman Coordinator – guidance in OC Desk Guide OC will talk to ombudsman and/or CO OC should discuss with site manager/director before talking to CO (courtesy) Continued non-compliance may result in termination of duties The Code of Ethics applies to everyone - ombudsmen, COTs and RTTs, and Assembly Chairs. and to the three of us. What do to if someone is not following the Code of Ethics? Go to the Ombudsman Coordinator – guidance in OC Desk Guide OC will talk to ombudsman and/or CO OC should discuss with site manager/director before talking to CO (courtesy) Continued non-compliance may result in termination of duties

5. We can sum up what an ombudsman does with this definition: Ombudsmen are volunteers, appointed by the Commanding Officer, to serve as an information link between command leadership and Navy families. Period. Say no more. We can sum up what an ombudsman does with this definition: Ombudsmen are volunteers, appointed by the Commanding Officer, to serve as an information link between command leadership and Navy families. Period. Say no more.

6.  The primary guidance for the Navy Family Ombudsman Program is OPNAVINST 1750.1F released in 2007 Structure of the program includes: The Chief of Naval Operations appoints one or more Ombudsmen- at-Large whose guidance is defined by their letter of appointment Commander Navy Installations Command (CNIC) manages the Navy’s overall Ombudsman Program via the Ombudsman Program Manager who can be contacted at katherine.rock@navy.mil Commanding Officers execute the Navy Family Ombudsman Program within their command Be creative Be resourceful Think outside the box But always remember – compliance with policy is not negotiableBe creative Be resourceful Think outside the box But always remember – compliance with policy is not negotiable

7. CNIC HQ Staff Roles CNIC Ombudsman Program Manager – oversight of Ombudsman Program Ombudsman Training Coordinator – oversight of training and training materials Ombudsman Registry Administrator – oversight of the Ombudsman Registry OPAG Chaired by Ombudsman Program Manager, the OPAG advises on policy, special projects and curriculum development Reviews input from ROAB meetings and Ombudsman Coordinators 7 (I don’t think everyone really understands our roles – let’s just take a minute and tell them.) Stress importance of ROABs in determining what we do.(I don’t think everyone really understands our roles – let’s just take a minute and tell them.) Stress importance of ROABs in determining what we do.

8.  Appointed and convened by the Region Commander Membership is identified by the Region Commander Support and advise area assemblies ROABs are not policymaking or supervisory bodies and do not interfere with the operation of individual command ombudsman programs ROABs must meet at least semiannually Recommendations and observations should be forwarded to the CNIC Ombudsman Program Manager ROABs are the conduit for regions to discuss issues within their AOR Most issues are resolved within the region. Occasionally, an issue is submitted to CNIC for action. ROAB minutes should be submitted to CNIC and will be posted on the FFSP Web site at http://www.cnic.navy.mil ROAB action items are posted on the CNIC Gateway Web siteROABs are the conduit for regions to discuss issues within their AOR Most issues are resolved within the region. Occasionally, an issue is submitted to CNIC for action. ROAB minutes should be submitted to CNIC and will be posted on the FFSP Web site at http://www.cnic.navy.mil ROAB action items are posted on the CNIC Gateway Web site

9. Just a reminder of roles of Ombudsman Assembly. The base CO or regional commander is the sponsor of the assembly. Note to us: (Some regions are having problems with their assembly chairs “forgetting” who’s in charge….)Just a reminder of roles of Ombudsman Assembly. The base CO or regional commander is the sponsor of the assembly. Note to us: (Some regions are having problems with their assembly chairs “forgetting” who’s in charge….)

10. Ombudsman Coordinators Use FFSC staff SMEs to present briefs and program updates at Ombudsmen Assemblies. Ask FFSC staff to offer webinars on their program Site Manager/Director must notify Doreen and Ed when a new coordinator is assigned. New coordinators must register themselves in the Ombudsman Registry. The role of the OC is covered in the OC Desk Guide The Fleet and Family Support Center (FFSC): Provides a variety of services to support and enhance the effectiveness of local Family Ombudsman Programs Assigns Ombudsman Coordinator position to serve as advisor/consultant to local ombudsmen, the Ombudsman Assembly, and to commands Provides Ombudsman Basic Training (OBT) and assists with Advanced Training and other program briefs Provides logistical and practical support to the Ombudsmen and the Ombudsman Assembly The Fleet and Family Support Center (FFSC): Provides a variety of services to support and enhance the effectiveness of local Family Ombudsman Programs Assigns Ombudsman Coordinator position to serve as advisor/consultant to local ombudsmen, the Ombudsman Assembly, and to commands Provides Ombudsman Basic Training (OBT) and assists with Advanced Training and other program briefs Provides logistical and practical support to the Ombudsmen and the Ombudsman Assembly

11. Ombudsman Training Opportunities OBT Orientation Ombudsman Basic Training (OBT) Ombudsman Assembly Meetings Ombudsman Advanced Training COT Schedules and additional information available on the FFSP Web site at https://www.ffsp.navy.mil “Ombudsman Program” Ombudsman Training: OBT Orientation – 90 minute overview of OBT designed for newly appointed ombudsmen unable to attend OBT within six weeks of appointment. Does not replace requirement to attend OBT Valuable to all ombudsmen – ombudsmen coordinators should make all commands aware of this training. Schedules posted on FFSP Web site and Ombudsman Registry Ombudsman Basic Training – see schedule on FFSP Web site for class locations and times. Every OBT class needs to be posted on the FFSP Web site – notify Doreen Scott with dates and locations. Every OBT class should welcome Active and Reserve command ombudsmen. Know your audience. If you have ombudsmen outside of your installation attending your OBT, be sure to connect them with the Ombudsman Coordinator or Reserve Family Program Administrator in their AOR. Eblasts – real time information directly sent to commanders, ombudsmen and ombudsman coordinators Refresher OBT – what are your thoughts on this? If we reduced this training to a day class, or a series of webinars, what information would you like to see included? Complete the handouts on your table and turn them in at the registration desk for our consideration. COTs: Must co-facilitate first time out – help out within region for co-facilitator if possible Let me know when you teach OBT so that I can update training lists COT web page COT transfer policy COT Decertification Symposium info listed on COT web pageOmbudsman Training: OBT Orientation – 90 minute overview of OBT designed for newly appointed ombudsmen unable to attend OBT within six weeks of appointment. Does not replace requirement to attend OBT Valuable to all ombudsmen – ombudsmen coordinators should make all commands aware of this training. Schedules posted on FFSP Web site and Ombudsman Registry Ombudsman Basic Training – see schedule on FFSP Web site for class locations and times. Every OBT class needs to be posted on the FFSP Web site – notify Doreen Scott with dates and locations. Every OBT class should welcome Active and Reserve command ombudsmen. Know your audience. If you have ombudsmen outside of your installation attending your OBT, be sure to connect them with the Ombudsman Coordinator or Reserve Family Program Administrator in their AOR. Eblasts – real time information directly sent to commanders, ombudsmen and ombudsman coordinators Refresher OBT – what are your thoughts on this? If we reduced this training to a day class, or a series of webinars, what information would you like to see included? Complete the handouts on your table and turn them in at the registration desk for our consideration. COTs: Must co-facilitate first time out – help out within region for co-facilitator if possible Let me know when you teach OBT so that I can update training lists COT web page COT transfer policy COT Decertification Symposium info listed on COT web page

12. Ombudsman Training OBT is standardized All training must be in compliance with OPNAVINST 1750.1F It comes in many forms It’s constantly evolving Success is ours if we work together 12 CNIC has developed some standardized trainings: IA FAP/SAVI (SAPR) Navy Safe Harbor Caring for the Caregiver NECC and its Communities However, anytime you want a training on a particular topic, call the FFSC Omb. Coord. for assistance in finding the SME for that topic. They can present at the Ombudsman Assembly Meeting or Advanced Training. OBT is standardized and must be taught in the classroom. Supplement OBT with: Advanced Trainings Assembly meeting briefs ETC. via : Classroom, webinars, virtual meetings, what’s next? If you prepare a brief or a training, please ensure that it complies with OPNAVINST 1750.1F and supporting materials. If you develop a training, let us know so that we can review it and share it with everyone!CNIC has developed some standardized trainings: IA FAP/SAVI (SAPR) Navy Safe Harbor Caring for the Caregiver NECC and its Communities However, anytime you want a training on a particular topic, call the FFSC Omb. Coord. for assistance in finding the SME for that topic. They can present at the Ombudsman Assembly Meeting or Advanced Training. OBT is standardized and must be taught in the classroom. Supplement OBT with: Advanced Trainings Assembly meeting briefs ETC. via : Classroom, webinars, virtual meetings, what’s next? If you prepare a brief or a training, please ensure that it complies with OPNAVINST 1750.1F and supporting materials. If you develop a training, let us know so that we can review it and share it with everyone!

13. Ombudsman Registry HOW? WHEN? WHERE? WHY? WHO? WHAT? www.ombudsmanregistry.org “Contact Your Ombudsman” section, no login required “Help Tutorial” for easy registration navigation Training schedules posted on the registry Worksheet Statistics show cost avoidance to the Navy by using Ombudsmen as volunteers Bulletin feature enables coordinators to rapidly disseminate resources and information to Commanders and Ombudsmen in real time Ability to track command worksheet submissions for previous 30, 60 and 90 days Ability for Type Commanders to track all commands in their AOR http://www.ombudsmanregistry.org Pull stats - % of ombudsmen who have not submitted worksheet in past 90 days COTs: Teach ombudsmen that this is mandatory!!! Encourage them to “help” their COs“Contact Your Ombudsman” section, no login required “Help Tutorial” for easy registration navigation Training schedules posted on the registry Worksheet Statistics show cost avoidance to the Navy by using Ombudsmen as volunteers Bulletin feature enables coordinators to rapidly disseminate resources and information to Commanders and Ombudsmen in real time Ability to track command worksheet submissions for previous 30, 60 and 90 days Ability for Type Commanders to track all commands in their AOR http://www.ombudsmanregistry.org Pull stats - % of ombudsmen who have not submitted worksheet in past 90 days COTs: Teach ombudsmen that this is mandatory!!! Encourage them to “help” their COs

14. Program Initiatives Hot Topic Webinars Ombudsman Orientation Articulate Type Command Advanced Training Ombudsman Registry Worksheet Training Regional Train the Trainer (RTT) OBT Refresher Training Fleet Hometown News Navy Family Ombudsman Program Discussion Group on Facebook

15. 40th Anniversary 40th Anniversary Pin Ombudsman Coin 15 The pin commemorates 40 years since the beginning of the Ombudsman Program. All centers will receive a supply for distribution of one apiece at the 2010 Ombudsman Appreciation event. Continue marketing and brainstorming for ways to honor your installation’s command ombudsmen Many ideas on the COP for May. List will be published on the ffsp website. The pin commemorates 40 years since the beginning of the Ombudsman Program. All centers will receive a supply for distribution of one apiece at the 2010 Ombudsman Appreciation event. Continue marketing and brainstorming for ways to honor your installation’s command ombudsmen Many ideas on the COP for May. List will be published on the ffsp website.

16. CNIC Ombudsman Program Contacts Kathy Rock Ombudsman Program Managerkatherine.rock@navy.mil Doreen Scott Ombudsman Training Coordinator doreen.a.scott@gmail.com Ed Roscoe Ombudsman Registry Administratoredroscoezeid@charter.net