BY ORDER OF ARNOLD AIR SOCIETY MANUAL 1 THE NATIONAL COMMANDER 18 SEPTEMBER 2005 Operations POLICIES AND PROCEDURES COMPLIANCE WITH THIS PUBLICATION IS MANDATORY Notice: This publication is available digitally on the Arnold Air Society WWW site at: http://www.arnold-air.org. If you lack access, contact the Arnold Air Society-Silver Wings (AAS-SW) Executive Management Center. OPR: AAS EMC/NAC Certified by: AAS-SW Executive Director (Capt Jason Jackson, USAF) (Brig Gen Richard B. Bundy, USAF, Ret) Supercedes AASMAN-1, 18 September 2004. Pages: 166 Distribution: see AASMAN-1, para 6.15.1 This manual establishes the policies and procedures that guide the operation of the Arnold Air Society (AAS). All AAS units and activities are subject to the provisions of the manual and are further governed by all other pertinent official publications of the USAF, AFROTC, and AFCW. SUMMARY OF REVISIONS Changes include the addition of the National President of Silver Wings as a co-chair for Joint Rules Ways and Means Committee (JWRMC) meetings, the creation of an AAS Proxy Vote Form (AASF 9) to facilitate business at NATCON, removal of the first-class mail requirement for resolution submission for NATCON, modification of the AAS vision statement to clarify increased support of Silver Wings as a partner organization, and rewording the overview concerning the Joint National Project (JNP) to clarify existing guidance. AASMAN-1 18 SEPTEMBER 2005 3 Chapter 1—Mission.....................................................................................................................11 1.1 Definition of Mission................................................................................................11 1.2 Objectives and Functions..........................................................................................11 1.3 Type of Organization................................................................................................11 Chapter 2—Membership.............................................................................................................13 Section 2A—Scope, Classes, and Induction of Membership........................................................13 2.1 Scope and Classes of Membership...........................................................................13 2.2 Active Membership...................................................................................................13 2.3 Other Membership Classes.......................................................................................14 2.4 Transfer of Membership...........................................................................................15 2.5 Candidate Training Program.....................................................................................15 Section 2B—Membership Reporting and Accounting..................................................................15 2.6 New Members...........................................................................................................15 2.7 Membership Renewal...............................................................................................16 Chapter 3—AAS Relationship With Other Organizations......................................................19 3.1 Conflict With AFROTC/USAFA/Host Institution Procedures................................19 3.2 Cadet Corps Positions...............................................................................................19 3.3 Advisors....................................................................................................................19 3.4 AFROTC/AAS Liaison Officer................................................................................19 3.5 Air Force Association (AFA)....................................................................................19 3.6 Silver Wings..............................................................................................................20 3.7 Financial Assistance Through Affiliation with Outside Organizations....................20 3.8 Affiliation with Student Body Organizations...........................................................20 3.9 Additional Liaison Relationships..............................................................................20 3.10 Projects......................................................................................................................21 Chapter 4—Organization Structure and General Policy.........................................................23 4.1 Basic Concept and Structure.....................................................................................23 4.2 National Organization...............................................................................................23 4.3 Legislative Bodies.....................................................................................................23 4.4 General Policies........................................................................................................23 4.5 Normal Staff Duties..................................................................................................24 4.6 Impeachment.............................................................................................................26 4.7 Resignation...............................................................................................................27 4.8 Multiple Offices Held by a Member.........................................................................27 Chapter 5—National Headquarters...........................................................................................29 5.1 Guidelines.................................................................................................................29 5.2 Selection....................................................................................................................29 5.3 Headquarters Staff....................................................................................................30 5.4 Dismissal...................................................................................................................30 5.5 Additional Duties......................................................................................................30 5.6 National Staff Assistants...........................................................................................34 5.7 HQ Advisor...............................................................................................................34 5.8 Impeachment.............................................................................................................34 5.9 Installation Management...........................................................................................34 4 AASMAN-1 18 SEPTEMBER 2005 5.10 Mailing List...............................................................................................................34 Chapter 6—Executive Management Center.............................................................................35 6.1 Description................................................................................................................35 6.2 Staff...........................................................................................................................35 6.3 Recruitment...............................................................................................................35 6.4 Hiring........................................................................................................................35 6.5 Separation.................................................................................................................35 6.6 Executive Director’s Duties......................................................................................36 6.7 Fall National Packet..................................................................................................36 6.8 Suspense Summaries and Membership Reports.......................................................36 6.9 Installation Management...........................................................................................37 6.10 Supply Stock.............................................................................................................37 6.11 Annual Audit.............................................................................................................37 6.12 National Financial Records and Fund Receipts........................................................37 6.13 National Roster.........................................................................................................37 6.14 News Releases..........................................................................................................38 6.15 AAS Manuals............................................................................................................38 6.16 AAS Manual Changes...............................................................................................39 Chapter 7—Board of Directors..................................................................................................41 7.1 Description................................................................................................................41 7.2 Meetings....................................................................................................................41 7.3 Function and Authority.............................................................................................41 7.4 National Discipline...................................................................................................42 7.5 Agendas.....................................................................................................................42 7.6 Committees...............................................................................................................43 7.7 National Commander’s Interim Report....................................................................44 7.8 Area Commanders’ Interim Reports.........................................................................44 7.9 AFA Involvement.....................................................................................................45 7.10 Members’ Expenses..................................................................................................45 7.11 Area HQs Not In Good Standing..............................................................................45 7.12 Contributions of Industrial Assistance......................................................................45 7.13 Appeal of Decisions..................................................................................................45 Chapter 8—National Special Headquarters, Standing Committees, Business Chairman, Parliamentarian, and Protocol..............................................................................47 Section 8A—Special Headquarters................................................................................................47 8.1 Special HQs..............................................................................................................47 8.2 National Archives HQ...............................................................................................47 8.3 The Joint Alumni Association of Arnold Air Society, Angel Flight and Silver Wings (JAA)............................................................................................................48 8.4 Internet Communications..........................................................................................48 Section 8B—National Standing Committees.................................................................................48 8.5 National Standing Committees.................................................................................48 8.6 National Committee on AFROTC Affairs................................................................48 8.7 National Finance Committee....................................................................................49 8.8 National Awards Committee.....................................................................................49 AASMAN-1 18 SEPTEMBER 2005 5 8.9 NATCON Budget Committee...................................................................................49 Section 8C—National Business Chairman and National Parliamentarian....................................50 8.10 National Business Chairman.....................................................................................50 8.11 National Parliamentarian..........................................................................................51 Section 8D—Internet Communications.........................................................................................52 8.12 National Webmaster..................................................................................................52 Section 8E—Protocol.....................................................................................................................53 8.13 Protocol.....................................................................................................................53 Chapter 9—National Conclave (NATCON) Site Selection and NATCON HQ.....................55 Section 9A—Site Selection............................................................................................................55 9.1 Site Selection............................................................................................................55 9.2 NATCON Site Criteria.............................................................................................55 9.3 No NATCON Host Bids Received...........................................................................56 Section 9B—NATCON HQ..........................................................................................................56 9.4 Description................................................................................................................56 9.5 Selection....................................................................................................................57 9.6 Staff...........................................................................................................................57 9.7 Vacancies..................................................................................................................58 9.8 Dismissals.................................................................................................................58 9.9 Runners Used During NATCON..............................................................................58 9.10 Advisor......................................................................................................................58 9.11 Finance......................................................................................................................58 9.12 Physical Plant............................................................................................................58 9.13 Library.......................................................................................................................59 9.14 Advance Information................................................................................................59 9.15 Schedule of Events and Business Agendas...............................................................59 9.16 Registration Packets..................................................................................................59 9.17 National Archives HQ Material................................................................................59 9.18 Financial Reporting and Funds Transfer...................................................................59 9.19 NATCON After-Actions Report...............................................................................59 Chapter 10—Conclaves...............................................................................................................61 Section 10A—General Information...............................................................................................61 10.1 Background and Purposes.........................................................................................61 10.2 Jurisdiction................................................................................................................61 10.3 Procedures.................................................................................................................61 Section 10B—National Conclave (NATCON)..............................................................................61 10.4 Scheduling.................................................................................................................61 10.5 Attendance................................................................................................................61 10.6 Budget.......................................................................................................................61 10.7 Transportation...........................................................................................................61 10.8 Social Functions........................................................................................................62 10.9 Awards......................................................................................................................62 10.10 Attire.........................................................................................................................62 10.11 Decorum....................................................................................................................62 6 AASMAN-1 18 SEPTEMBER 2005 Section 10C—Area Conclaves......................................................................................................62 10.12 Purpose and Objectives.............................................................................................62 10.13 Site Selection and Scheduling...................................................................................62 10.14 Bidding......................................................................................................................63 10.15 Conclave HQ Commander........................................................................................63 10.16 Staff...........................................................................................................................63 10.17 Presiding Officer.......................................................................................................64 10.18 Finances....................................................................................................................64 10.19 Agendas.....................................................................................................................64 10.20 Transportation...........................................................................................................64 10.21 Protocol.....................................................................................................................64 10.22 Commanders Calls....................................................................................................65 10.23 Joint Conclaves.........................................................................................................65 Chapter 11—National Conclave Legislative Process................................................................67 11.1 General Procedures...................................................................................................67 11.2 Conclave Committees and Area Caucuses...............................................................67 11.3 Rules, Ways, and Means Committee (RWMC)........................................................69 11.4 Production and Distribution of Resolutions..............................................................70 11.5 Parliamentary Procedure and Voting........................................................................70 11.6 Agendas.....................................................................................................................71 11.7 Joint AAS and SW Business.....................................................................................72 11.8 Minutes.....................................................................................................................72 Chapter 12—Area Level Operations.........................................................................................75 12.1 Description................................................................................................................75 12.2 Squadron Reassignment............................................................................................75 12.3 Area HQ Selection....................................................................................................75 12.4 Staff...........................................................................................................................75 12.5 HQ Not in Good Standing.........................................................................................76 12.6 HQ Advisor...............................................................................................................76 12.7 Manuals and Supplements........................................................................................76 12.8 Discipline..................................................................................................................76 12.9 Area Newsletters.......................................................................................................77 12.10 Installation Management...........................................................................................77 12.11 Finance......................................................................................................................77 12.12 Roundtable Evaluations............................................................................................77 12.13 Staff Duties...............................................................................................................78 12.14 Impeachment.............................................................................................................78 12.15 Forms........................................................................................................................79 12.16 Operations/Public Affairs (DO/PA) Reports............................................................79 12.17 Squadron Commander’s Reports..............................................................................79 12.18 Squadron History Update..........................................................................................79 12.19 Self-Inspections and Discrepancy Tracking.............................................................79 12.20 Introductory Reports and Reporting Limitations......................................................80 Chapter 13—Local Operating Procedures................................................................................81 13.1 General......................................................................................................................81 AASMAN-1 18 SEPTEMBER 2005 7 Chapter 14—Squadron Operations...........................................................................................83 14.1 Definition..................................................................................................................83 14.2 Good Standing..........................................................................................................83 14.3 AAS Continuity........................................................................................................83 14.4 Staff...........................................................................................................................83 14.5 Membership..............................................................................................................84 14.6 Advisor......................................................................................................................84 14.7 Governing Publications.............................................................................................84 14.8 Finance......................................................................................................................84 14.9 Discipline..................................................................................................................84 14.10 Squadron Name Change...........................................................................................84 14.11 Installation Management...........................................................................................85 14.12 Liaison With School Administration........................................................................85 14.13 Inspections................................................................................................................85 14.14 Staff Duties...............................................................................................................85 14.15 AAS Forms (AASF).................................................................................................86 14.16 AAS Manual Copies.................................................................................................87 14.17 Squadron Project Reports.........................................................................................87 14.18 Impeachment.............................................................................................................87 14.19 New Squadron Activation.........................................................................................87 14.20 Inactivation of Units.................................................................................................88 14.21 Reactivation of Units................................................................................................88 14.22 Voting Privileges of Members..................................................................................88 14.23 Optional Unit Structure.............................................................................................88 Chapter 15—Financial Operations............................................................................................91 15.1 Sources of Revenue and Account Management.......................................................91 15.2 Squadron Revenue....................................................................................................91 15.3 Area Revenue............................................................................................................91 15.4 National Revenue......................................................................................................91 15.5 National-Level Budgets............................................................................................92 15.6 NATCON HQ Budget...............................................................................................93 15.7 Special Headquarters/Agencies Budgets..................................................................93 15.8 Planning Programming Budgeting System (PPBS)..................................................93 15.9 National Finance Committee....................................................................................93 15.10 National AAS Funds Management...........................................................................93 15.11 Taxable Status and IRS Requirements......................................................................93 15.12 Elected HQs, Special HQs, and Silver Wings Reports.............................................94 15.13 Contracts and Bidding...............................................................................................94 15.14 Consolidated Programs Fund (CPF).........................................................................94 15.15 Board of Trustees......................................................................................................95 Chapter 16—Awards and Honors..............................................................................................97 Section 16A—General Information...............................................................................................97 16.1 Award Establishment................................................................................................97 16.2 Award Nomination/Selection....................................................................................98 16.3 Ribbons.....................................................................................................................98 8 AASMAN-1 18 SEPTEMBER 2005 Section 16B—Unit Awards...........................................................................................................98 16.4 Outstanding Squadrons.............................................................................................98 16.5 Eagle Award..............................................................................................................99 16.6 Fisher Leadership Development Award.................................................................100 16.7 Samuel E. Anderson Trophy...................................................................................100 16.8 LBJ Cup..................................................................................................................100 16.9 LeMay-Ohio Award................................................................................................100 16.10 Apollo Award..........................................................................................................101 16.11 Phoenix Award........................................................................................................101 16.12 Colonel George Robert Hall Freedom Cup............................................................101 16.13 General John D. Ryan Outstanding Public Affairs Award.....................................102 Section 16C—Individual Honors.................................................................................................102 16.14 Arnold Air Letter Trophy........................................................................................102 16.15 ASU Commander’s Cup.........................................................................................102 16.16 H.H. Arnold Sabre..................................................................................................103 16.17 National Commander’s Award...............................................................................103 16.18 Citations and Certificates of Appreciation..............................................................103 16.19 Honorary National Commander..............................................................................103 16.20 Honorary Membership............................................................................................103 16.21 AAS Medals and Ribbons.......................................................................................104 16.22 AAS Medallions......................................................................................................105 16.23 Outstanding Squadron Advisor...............................................................................105 16.24 Outstanding Area Advisor......................................................................................106 16.25 Outstanding Financial Manager..............................................................................106 16.26 Lieutenant Theodore C. Marrs Plaques..................................................................106 16.27 Manhattan Gavel.....................................................................................................106 16.28 Scholarships............................................................................................................106 16.29 Day Cup..................................................................................................................106 16.30 Christopher D. Nichols Award...............................................................................107 Section 16D—SW Awards to AAS.............................................................................................107 16.31 Colonel A.T. Reid Crimson Glory Award..............................................................107 16.32 Ciccoli Joint Operations Award..............................................................................107 Chapter 17—Silver Wings (SW) Operations..........................................................................109 Section 17A—Background..........................................................................................................109 17.1 SW Description.......................................................................................................109 17.2 Sponsorship.............................................................................................................109 17.3 Mission....................................................................................................................109 17.4 Interrelation of AAS and SW..................................................................................109 17.5 SW Organization.....................................................................................................109 17.6 AAS and SW Independence....................................................................................109 17.7 SW Advisors...........................................................................................................109 17.8 NATCON................................................................................................................109 Section 17B—Status of Chapters.................................................................................................110 17.9 Letter of Introduction..............................................................................................110 17.10 Activation Guidance Packet....................................................................................110 AASMAN-1 18 SEPTEMBER 2005 9 17.11 Program Implementation and Monitoring..............................................................110 Chapter 18—Information Management..................................................................................111 18.1 Procedures...............................................................................................................111 18.2 Communication Channels.......................................................................................111 18.3 Routing....................................................................................................................111 18.4 Franked Envelopes..................................................................................................111 18.5 First Class Mail.......................................................................................................111 18.6 Addresses................................................................................................................111 18.7 Letterhead...............................................................................................................111 18.8 Signature Blocks.....................................................................................................112 18.9 Acknowledgment of Communications...................................................................112 18.10 Mail Polls................................................................................................................112 18.11 Orders......................................................................................................................112 18.12 Unsatisfactory Support............................................................................................112 18.13 Record Copies.........................................................................................................112 18.14 Records Maintenance System.................................................................................112 18.15 AAS Forms (AASF)...............................................................................................113 18.16 National and Area Level Forms..............................................................................114 18.17 Mailing List.............................................................................................................115 18.18 Files Maintenance Plan...........................................................................................115 18.19 Personnel Files........................................................................................................115 18.20 Continuity Notebooks.............................................................................................115 Chapter 19—Symbols, Certificates, and Insignia...................................................................117 19.1 AAS Symbols..........................................................................................................117 19.2 Certificates..............................................................................................................117 19.3 Insignia....................................................................................................................117 19.4 Uniform Wear at AAS Functions...........................................................................118 19.5 Ribbons...................................................................................................................118 Attachment 1—Arnold Air Society Constitution....................................................................119 Attachment 2—Candidate Training Program, Initiation Ceremony, and National Test...123 Attachment 3—Suspense Dates................................................................................................131 Attachment 4—AAS Area Conclave Planning Package.........................................................137 Attachment 5—Roundtable Evaluations.................................................................................151 Attachment 6—Continuity Notebook Guidelines...................................................................157 Attachment 7—AAS Candidate Handout Concerning Hazing.............................................159 Attachment 8—AFROTC Cadre..............................................................................................161 Attachment 9—Arnold Air Society Vision Statement............................................................165