Incident Determination Committee (IDC)/Clinical Case Staff Meeting (CCSM) Way Ahead March 30, 2010

1. Incident Determination Committee (IDC)/Clinical Case Staff Meeting (CCSM)Way AheadMarch 30, 2010 United States Marine Corps Headquarters

2. Bottom Line Up Front (BLUF): IDC/CCSM Transition • DoD Manual 6400.01-M, Volume III (Draft), directs service components to implement IDC/CCSM. Letter from OSD stating they fully support the Marine Corps transition (Received Mar 10). • IDC/CCSM Transition is a four step process: • Notification via Letter, MARADMIN, or email • Training • Transition Task Force • Implementation • Full Operational Capability of East Coast and West Coast/OCONUS prior to 1st Quarter FY11.

3. New CCSM/IDC Model CCSM • Clinical Case Staff Meeting- responsible for clinical and safety functions IDC • Incident Determination Committee- makes Incident Status Determinations (ISDs) that are entered into the database

4. CRC vs IDC ModelMembership IDC Deputy Installation Commander (Chair) SJA PMO/CID Installation Rep Command Rep FAPM NCIS CRC FAPM (Chair) SJA PMO/CID Installation Rep Command Rep NCIS Medical SACC CPS Victim Advocate Clinical Case Manager NPSP

5. Training Plan • FAP personnel from East Coast and FAP personnel from West Coast/OCONUS chosen as Master Trainers. • Train appropriate personnel through IDC Boot Camp (Master Trainers and FAPMS). • Master Trainers provide regional training to FAP staff, Prevention Specialists, and IDC membership. • Prevention Specialists train COs and alternates from units/squadrons. • Master Trainers provide “stand-up” training to IDC membership/alternates, FAP staff, and IDC chairperson at various intervals, prior to standup of IDC at various sites.

6. Training Plan • IDC/CCSM material on the MCCS FAP website for installations to access. • Question and Answer (Q&A) and Frequently Asked Questions (FAQ) sheet will be posted on the MCCS FAP website. • HQMC MRRO and Master Trainers will dial in to each launch site’s first two IDCs to focus on the process, support the IDC Chair if they get “stuck” during the process, and provide assistance, as needed.

7. IDC/CCSMTransition Task Force Meetings • Transition Task Force (TTF) Meeting prior to stand-up of IDC/CCSM. • Three Cross Functional Teams (CFTs) participating in TTF. Allows participants to understand way ahead and address issues that could slow the transition. • CFT I- Administrative Practice/Data Management • CFT II- Clinical Requirements/Logistics • CFT III- FAPMs and IDC/CCSM Operations TTF held after initial training of FAP staffs • Last day of TTF, CFT Leads outbrief Executive Steering Committee and Post TTF answers to CFT issues/concerns are provided to all installation participants on both coasts, via email. • Requesting a minimum of one administrative assistant, two clinicians, and the FAPM from each installation participate in TTFs.

8. CFT IAdministrative Practice/Data Management • Logistics/Protocol of IDC • Roles and Responsibilities under IDC • Tracking “stand-up” activities • Tasks for IDC: Agenda/Notification Letters/Loading Decision Tree/Letters of Appointment/Incident Status Determination Letters • Training Rosters • Case Record Assignment • Operation of Decision Tree • Quarterly Reports • Set up speaker phone and call in number for MRRO (first two IDCs)

9. CFT II Clinical Requirements/Logistics • Required assessment paperwork • Multiple allegations in a single incident • IDC summaries • CCSM and participation • Outside agencies- obtaining pertinent information prior to IDC • Procedures for closing cases under IDC

10. CFT III FAPMs and IDC/CCSM Operations • Tracking of “stand-up” activities • IDC Process • IDC Participation • IDC Decision Tree • Trainers • Sustainment of Training • Policy Issues

11. TTF Way Ahead Near Term: 1-3 Months (Mar – May 2010) • Letter or email released notifying all MCI installations of upcoming transition, training, and Transition Task Forces. • Naval message, letter, or email released with specifics of IDC training plan/TTF plan across Marine Corps Installations. • Master Trainers for each coast identified and trained with FAPMs at IDC Boot Camp (HQMC MRRO). • Naval message or letter released notifying MCI East and MCI West of date for Transition Task Force (TTF). • Plan of Action and Milestones (POA&M) developed for transition. Template for use by each installation.

12. TTF Way Ahead Continued Mid-Term: 4- 6 Months (Jun – Aug 2010) • Master Trainers train FAP staff, Prevention Specialists, and IDC members. • Transition Plan dates published for MCI East installations, i.e. by end of 4th Quarter FY10. • Prevention Specialists provide training to unit Command Representatives and alternates (ongoing). • Hold first TTF. • Ensure “Boots on the Ground (BOG)” training is provided by Master Trainers for transitioning sites- mock CRC, etc. • IDC/CCSM transition leadership listen in on first IDC for each site to field questions. Ensure Conference Call capability in conference rooms where first IDCs will take place.

13. TTF Way Ahead Continued Mid-Term continued: 4 - 6 Months ( Jun - Aug 2010) • Hold first IDCs for all East Coast Installations; staggered standup of capability in order to properly prepare and provide training for each installation. • Identify transition plan for West Coast/OCONUS/Hawaii (HQMC MRRO early August 2010). • Second Transition Task Force dates announced via letter, email or naval message ( early August 2010) • Master Trainers train FAP staff, Prevention Specialists, and IDC members. • West Coast transition schedule and dates published (early August 2010).

14. TTF Way Ahead Continued Long-Term: 6- 9 months (Aug – Oct 2010) • Prevention Specialists provide training to unit Command Representatives and their alternates (ongoing). • Hold second TTF (August 10). • Ensure “Boots on the Ground (BOG)” training is provided by Master Trainers for transitioning sites- mock CRC, etc. • Hold first IDCs for all West Coast/OCONUS Installations; staggered standup of capability in order to properly prepare and provide training for each installation. • IDC/CCSM transition leadership listen in on first IDC for each site to field questions. Ensure Conference Call capability in conference rooms where first IDCs will take place.

15. Risk Areas & Mitigation Clinical/Administrative Requirements/ “Differences” Transition from East Coast to West Coast New “Burdens” Ensure applying lessons learned From East Coast Transition to others Assessment Differences- Scaling Questions, etc. Administrative Tracking/ Identification OCONUS sites and Hawaii training and transition plan Assessment Form- includes alleged perpetrator and victim on one form- FOIA concerns Ensure training is “standardized” (East Coast same as West Coast) Tracking Training Administrative tracking of treatment GC vs. FAP CCSM and treatment- New way of thinking Clinicians have to brief FAPM on cases and FAPM presents to IDC Clinicians and assessment /IDC prep Increased Administrative Workload Publications- MCO, MARADMIN etc. Multiple allegations under one incident and perceived administrative burden on clinical staff Sustainment Training IDC Members and their understanding/ utilization of Decision Tree Immaturity

16. Sustainment • Develop on-line “sustainment” training. • Add more to Q&A as we move through process. • Decision Tree linked to CASA, incident specific information added to Decision Tree (Incident Number, Maltreatment Type, Alleged Offender/Victim, etc.), ability to produce a summary of each case at end of IDC, and Decision Tree put on-line. • Survey

17. IDC/CCSM Transition Questions? Keita Franklin, HQMC FAP Manager and General Counseling Manager 703-784-9044 keita.franklin@usmc.mil Brad Lanto 703-784-9359 bradley.lanto@usmc.mil