start manual july 2010

7/28/2019 Start Manual July 2010

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STARFLEETShakedown Operations Command

STARTShakedown Training and Reporting Techniques

YOUR GUIDE TO A SUCCESSFUL SHAKEDOWN CRUISE ANDPREPARATION TO BE A CHAPTER OF STARFLEET,THEINTERNATIONAL STAR TREK FAN ASSOCIATION,INC.


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This manual is the handbook of STARFLEET Shakedown Operations Command. Permission is granted toreproduce this manual, in whole or in part, for members or prospective members of STARFLEET, theInternational Star Trek Fan Association, Inc.

Layout by Alex RosenzweigContent by Johnathan Simmons, Alex Rosenzweig, and Jerry TienDatabase Tutorial Originally by Sandy Berenberg and Ralph PlantholdImage Credits:

P. 3 FASA CorporationP. 5 DTS Logo by Alex Rosenzweig and Kurt RoithingerP. 6 ASDB Logo by Jeff Davis; OTI Logo by Alex RosenzweigP. 8 Andrew ProbertP. 9 Star Trek: NemesisP. 19 U.S.S. Nighthawk Logo by Johnathan SimmonsP. 20 STARFLEET Academy Logo by Johnathan SimmonsP.24 Drydocks, Uprated Excelsior Drawn by Eric Kristiansen; Ascension by Todd GuentherP.26 Star Trek: EnterpriseP. 29 Spacedock One by Kristian Reverend TrigwellP. 30 Andernach-Class Adapted from U.S.S. Churchill by Brian Patrick Montgomery; Archer-Class by

Masao Okazaki; Kiaga-Class Prototype by David J. Nielsen IIIP. 31 Ournal-Class Spacedock Drawn by Eric Kristiansen; Design by ILMP. 32 NX-Class Drawn by Stuart Baldwin, Design by Doug Drexler and John Eaves; Luna-Class by

Sean Tourangeau; Phobos-Subclass by Lt. Kevin Riley, Drawn by Gary BarclayP. 34 Gabriel-Class by James Lythgoe; Helepolis-Class by David Ferber; Gallant-Class by Larry

A. Barnes, Cary Scherer, Joe Martin, Mark Ferreira, et al.

P.35 R1-Class Spacelab by ILM, Drawn by Eric Kristiansen; Chandley-Clas by FASA Corporation,Drawn by Alex Rosenzweig; Hopi-Class by Mark Wilson; Yeager-Class from Star Trek: DeepSpace Nine, Drawn by James Stevenson; Intrepid (NV?)-Type from Star Trek: Enterprise,Drawn by Irishman

This document and its contents Copyright 2010.

This is a publication of STARFLEET Shakedown Operations Command.

All rights reserved.


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SHAKEDOWN OPERATIONS SHAKEDOWN TRAINING AND REPORTING TECHNIQUES

STARFLEET TOC-1

TABLE OF CONTENTS

Introduction ....................................................................................................................................1ABOUT THIS MANUAL .......................................................................................................................1HOW TO USE THIS MANUAL ............................................................................................................... 1ACKNOWLEDGEMENTS .......................................................................................................................1

FREQUENTLYASKED QUESTIONS..........................................................................................................2MEMBERSHIP REQUIREMENTS.............................................................................................................. 3

SECTION ONE: THE ShOCING TRUTH...............................................................................................4CHAIN OF COMMAND ........................................................................................................................4CHOOSING ACHAPTERNAME .............................................................................................................. 4CHOOSING AVESSEL CLASS ................................................................................................................ 4CHOOSING ASUPPORT/ESCORT SHIP .................................................................................................... 4DEPARTMENT OF TECHNICAL SERVICES (DTS)......................................................................................... 5OFFICE OF TECHNICAL INFORMATION (OTI) ANDADVANCED STARSHIP DESIGN BUREAU (ASDB).......................... 6CHOOSING ACHAPTERTYPE ............................................................................................................... 6ORGANIZINGYOURCHAPTER.............................................................................................................. 6COMMANDING OFFICER(CO).............................................................................................................. 7EXECUTIVE OFFICER(XO) ................................................................................................................. 7SECOND OFFICER(SO).....................................................................................................................7DIVISION CHIEFS/DEPARTMENT HEADS ................................................................................................. 7FINDING AMEETING PLACE ................................................................................................................ 8MAILING THEVRRPACKAGE............................................................................................................... 8FILING THE LAUNCHVRR .................................................................................................................. 8PRE-LAUNCH CHECKLIST............................................................................................................ 10

SECTION TWO: THE ONLINE MSR TOOL ......................................................................................... 12MONTHLYREPORTING RESPONSIBILITIES ............................................................................................. 12USING THE ONLINE MSRTOOL ......................................................................................................... 12THE MSRARCHIVE ........................................................................................................................ 17

LOGGING OUT .............................................................................................................................. 18

SECTION THREE: REALLY NEAT SHAKEDOWN STUFF ....................................................................... 20LOGOS,EMBLEMS, AND MOTTOS........................................................................................................ 20NEWSLETTERS .............................................................................................................................. 20CHAPTERBYLAWS.......................................................................................................................... 20STARFLEETACADEMY...................................................................................................................... 21PROMOTIONS ............................................................................................................................... 21ESTABLISHING AN IDENTITY............................................................................................................. 22LENGTH OF SERVICE....................................................................................................................... 22CHARITIES ANDACTIVITIES .............................................................................................................. 23AWARDS ..................................................................................................................................... 24MEMBERS,MEMBERS,MEMBERS ........................................................................................................ 24

SECTION FOUR: THE MONTHLY CHECKLISTS .................................................................................. 26MONTH ONE ................................................................................................................................ 27MONTH TWO................................................................................................................................ 28MONTH THREE.............................................................................................................................. 30MONTH FOUR............................................................................................................................... 31MONTH FIVE ................................................................................................................................ 32MONTH SIX.................................................................................................................................. 33MONTH SEVEN (of nine)................................................................................................................. 34MONTH EIGHT .............................................................................................................................. 35


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STARFLEET TOC-2

TABLE OF CONTENTS (CONT.)

MONTH NINE ............................................................................................................................... 36COMMISSIONING CEREMONY............................................................................................................. 36CORRESPONDENCE COMMISSIONING ................................................................................................... 37THE SHAKEDOWN IS OVER.NOW WHAT? ............................................................................................. 38


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STARFLEET 1

Introduction

ABOUT THIS MANUAL

Every journey begins with a first step. Thejourney to becoming a chapter of STARFLEET

begins with the shakedown cruise. Just as anewly-completed ship undergoes a shakedownto make sure that everythings runningsmoothly, new STARFLEET chapters-in-traininghave their own shakedown cruise, for the samepurpose. The purpose of the shakedown cruiseis to lay a solid foundation for your chapter. Thismanual is a guide to making the shakedowncruise a smooth one. Will the answer to everyquestion be in this manual? No. The resultingbook would be huge! Instead, ShakedownOperations exists, dedicated people here to helpyou. When questions come up, contact amember of the ShOC staff. If he or she doesntknow the answer, hell put you in touch withsomeone who does.

HOW TO USE THIS MANUAL

Throughout this manual are handy note sectionsand checklists which you can use to track yourchapters progress. As you complete eachsection, remember to check it off on the list.This manual is intended to serve as a workbookfor your chapter. Take lots of notes and add the

completed manual to your chapters archives.

ACKNOWLEDGEMENTS

Since the first START Manual was created in1993, many of STARFLEETs finest officers havecontributed ideas and suggestions to helpimprove both the manual and the ShakedownProgram (and its predecessor, the Shuttle

Program). The staff of ShOC greatly appreciatethe helpful contributions of the followingindividuals:

Larry Barnes Cindy Krell Jerry TienSanford Berenberg Michael Malotte Chris WallaceRobert Bulkeley Marlene MillerJoseph A. Buono Ed NowlinCindi DiMidio Robin Pillow

Allyson Dyar David PittsMichelle Fanelli Warren PriceDonna Freisen Linda ReynoldsJennifer French Les RickardDennis Gray Alex RosenzweigRobert Hilton David Ryan

Charlotte Howey Denine SandersMichelle Johnson Michael SmithChrissy Killian Johnathan SimmonsWayne Killough Sharon SrockLaura Konrad Doug Thomas


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STARFLEET 2

FREQUENTLY ASKEDQUESTIONS

What is a shakedown cruise?A Chapter-in-Training of STARFLEET, TheInternational Star Trek Fan Association, Inc. isdescribed as being on a shakedown cruise. Much

as a shakedown cruise of a real-life vessel is anopportunity to work the bugs out of a newvessel, the training period for a STARFLEETchapter serves a similar purpose.

How long does the Shakedown processtake?The Shakedown Program lasts nine (9) months.This duration may be lengthened at thediscretion of the Chief of ShakedownOperations.

How many STARFLEET members arerequired to start a shakedown cruise?To begin a shakedown cruise, a prospectivechapter-in-training must have at least five (5)STARFLEET members in good standing. Note,however, that only up to two (2) members froma single family membership may be countedtoward this total.

How many STARFLEET members arerequired to commission a chapter at theend of a shakedown cruise?To complete a shakedown cruise and qualify for

commissioning, a chapter-in-training must haveat least ten (10) STARFLEET members in goodstanding. Note, however, that only up to three(3) members from a single family membershipmay be counted toward this total.

Must the CO and XO have both OTS andOCC prior to the chapters initial launch?No. The CO and XO only need to have passedOTS prior to the beginning of the shakedown.However, before the chapter can becommissioned, both the CO and XO must havecompleted OCC.

To whom does the chapter-in-trainingreport? When?Generally, a vessel on a shakedown cruisereports on a monthly basis to the Support ShipCommanding Officer, the Regional Coordinator(RC), and ShOC. Some regions may also haveShakedown Operations Officers (ShOOs), andmay request that a chapter-in-training alsoreport to that officer, as a courtesy. (Note: If a

chapter-in-training has a Support Ship in adifferent region than the one in which it islocated, it would report to both its local RC andthe RC of the Support Ship.)

What is a Correspondence Chapter?This denotes a chapter which conducts its

business through such media as U.S. Mail, theinternet, etc. These chapters do not meetregularly in person. Because geography,lifestyle, or other circumstances sometimesmake regular participation in a chapter difficult,the correspondence chapter option can offeranother way to take part in the diversity ofSTARFLEET.

What is the 30-Mile Rule?Not so much a rule as a guideline or suggesteddistance of 30 miles between chapters, to avoidpotential conflicts regarding operating areas.

This guideline is waivable at the discretion of theRegional Coordinator, and its applicability isoften assessed on a case-by-case basis. ShOCrecommends that a new group seeking to formin an area already populated with chaptersshould communicate with any and all nearbychapters, to establish positive and cooperativerelationships with those groups.

What is a Support Ship/Escort Ship?This is an established chapter whichsupports/mentors a chapter-in-training

throughout the shakedown period.

What is DTS?DTS is the Department of Technical Services.Part of DTSs duties include the approval ofstarship/station names, classes, and registrynumbers for new groups.

What is a VRR?This is the Vessel Registration Request. It is theapplication form used to launch a chapter-in-training, and later to commission that group as afull-fledged STARFLEET chapter after the

successful conclusion of the shakedownprogram. It contains the information necessaryto progress a group through the launch andcommissioning process.

How many VRRs need to be submitted fora group to become a fully-sanctionedchapter?Two. The first VRR is to be filed prior to launch,at the beginning of the Shakedown Program.


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STARFLEET 3

The second is filed prior to commissioning,once the shakedown cruise has been completed.

When should a group submit itscommissioning VRR to become a fully-sanctioned chapter?Generally, this is done around the sixth or

seventh month of the shakedown cruise, oncethe basic requirements have been met.

What is a Comissioning Ceremony?This is usually a formal event wherein the groupofficially completes its shakedown andachieves full chapter status. It can be a smallget-together or a large event. Think of it asGraduation from the Shakedown Program.

When should a group start planning itsCommissioning Ceremony?As soon as you launch!

MEMBERSHIP REQUIREMENTS

The first step in getting started is membership.To begin a Shakedown Cruise, a potentialSTARFLEET chapter must have a minimum offive (5) valid STARFLEET members. Keep inmind that, of a Family Membership, only up totwo (2) people can be counted toward the fiveneeded. Once the group has launched, you canrecruit as many members as you want, butremember that it takes at least five to maintain

your chapter-in-training status.

Although there are no age limits for STARFLEETmembership, both the Commanding Officer andExecutive Officer must be eighteen (18) or olderfor legal reasons.

Remember that it can take 4 to 6 weeks toprocess membership applications, and yourchapter paperwork will not be processed (whichmeans your Shakedown Cruise does not start)until all SCC numbers are valid. When yourmembers send in their applications, make sure

they indicate that they wish to be assigned toyour chapter.

To complete the Shakedown Cruise andcommission your starship/station, your chaptermust have a minimum of ten (10) validSTARFLEET members. Keep in mind that, of aFamily Membership, only up to three (3) peoplecan be counted toward the ten needed.

* ShOC Tip *

Do not mail memberships in any way that needsto be signed for. This can actually delay themembership if the person collecting the mailfrom the P.O. Box is unable to get to the Post

Office during regular business hours.

Note, too, that part of the goal is to expand theSTARFLEET membership base. When buildingyour new chapter, it is considered inappropriateto gather members by drawing from otherchapters. Member poaching is heavily frownedupon. While individuals are free to transfer oftheir own accord, attempts to convince them toleave an existing chapter could affect thechances that a new chapter would be approved.


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STARFLEET 4

SECTION ONE:

THE ShOCING

TRUTH

CHAIN OF COMMAND

When you have questions, you need to knowwho to ask, and when. Although just aboutanyone will answer your questions, weencourage you to ask them in the propermanner and order. This reduces the chances ofmiscommunication or confusion.

Your first point of contact is your Support Ship(aka your Escort Ship). The CO and crew of your

Support Ship have been through the chapter-forming process, and they can answer questionsabout STARFLEET, make suggestions forrecruiting and fund-raising, and help you getthrough the process.

If your Support Ship CO (or an officerdesignated to work with groups the ship issupporting) is unable to answer your questionsor is unavailable, the next step is to contact yourRegional Shakedown Operations Officer (ShOO),if your Region has an active ShOC office.

If you have a question that has not beenanswered by your Support Ship or your RegionalShOO, the next step is your RegionalCoordinator. If you still dont have an answer,the support system moves from the Regionallevel to the STARFLEET level.*

* The first point of contact for chapters-in-training at this level is the staff ofSTARFLEET ShOC.

CHOOSING A CHAPTER NAME

Choosing a name for the group is left to eachindividual chapter. You may pick any name aslong as no other chapter or chapter-in-training iscurrently using it. You may contact theDepartment of Technical Services (DTS) if youhave any questions concerning ship/stationclasses, NCC/SFR numbers, and names.

Per STARFLEET regulations andParamount copyright laws, you may notuse the names of any of the cast,production crew, or characters of thevarious Star Trek (or other science fiction)series or films for a chapter. Likewise, the

hero ships/stations of Star Trek (e.g.,

Enterprise, Voyager, Defiant, Deep Space9, Rio Grande) are also not permitted foruse by individual chapters. Finally, chapternames may not be lewd, obscene, orvulgar.

Once this is accomplished, this information mustbe sent to DTS for approval. Tell them whatname and class youd like. We recommend thatyou have 2-3 choices for the name, so that, incase your groups first choice is already taken,you have a backup. (If you are con acting DTSusing streetmail, be sure to include a SASE (self-

addressed, stamped envelope)).

t

CHOOSING A VESSEL CLASS

There are a multitude of vessels seen in the StarTrek Universe. Choosing which one your chapterwishes to use can be a challenge. There aremany starship and station classes from which tochoose. STARFLEETs list of pre-approvedclasses numbers over 300! If youve seen avessel in an episode or movie, or in a book, thatinterests you and you dont know its class,

contact DTS. If youre not sure what youd likeand want to know whats available, also contactthe Office of Technical information (OTI), thereference/research library within DTS.

If you are feeling adventurous and wish todesign your own starship or station, contact theAdvanced Starship Design Bureau (ASDB),another part of DTS which specializes in vesseldesign. DTS and its sub-offices are in place toassist you with this choice.

CHOOSING A SUPPORT/ESCORT

SHIP

You may ask any chapter to serve as yourgroups Support/Escort Ship. It is suggested thata Support Ship have been commissioned for atleast one year, but this may be reviewed on acase-by-case basis, and waived at the discretionof the RC and the Chief of ShakedownOperations. Simply contact the CO of thechapter you and your crew choose and ask


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STARFLEET 5

permission to launch from his/her chapter. Nowyour group is on its way to beginning itsShakedown Cruise as a STARFLEET chapter-in-training. For a complete list of STARFLEETchapters, you may go to the Documents Centerat the STARFLEET website (www.sfi.org) orcontact the STARFLEET Operations department

for a Vessel Registry.

If a group chooses a Support Ship that residesoutside the prospective chapters home region,launch and commissioning approvals arerequired from the RCs of both regions. Both RCssignatures are required on the VRRs.

ShOC has developed a Support Ship ReadinessCertification Course with STARFLEET Academy.Ask your Regional Coordinator for details.

DEPARTMENT OF TECHNICALSERVICES (DTS)

STARFLEET chapters must have their names,registry/NCC numbers, and ship/station classesapproved by the Department of TechnicalServices (DTS). Once your group has decidedthat it is going to form a chapter, you shouldcontact the DTS Director with your request.

Requests may be sent by e-mail or USPS,and should include:

1. First, second, and third choice of name.(Multiple choices are helpful, in case apreferred name is already in use.)

2. Requested ship/station class.

Using an established design, and especially anestablished ship, is always recommended. Thereare over 4,000 established ships, from a widevariety of sources, and over 225 establishedclasses. If a ship/station class is alreadyestablished, and especially if youre requestingan established specific ship, the actual approval

process can be very quick. However, if you wishto propose your own ship or station class to theAdvanced Starship Design Bureau, be sure to doit at least 2-3 months prior to launch, so therestime to do a proper review without delaying thegroups launch.

Starship registry/NCC numbers are based on theclass of ship chosen. Certain classes havespecific ranges of numbers linked to them.Depending on a groups preference, they canrequest a number and be advised of the classrelated to it, or choose a class and be advised of

a list of available NCC numbers for that class,from which they are free to choose. (Note thatspace stations use a different numberingscheme, based on the groups home region.)

* ShOC Tip *

Be sure to check out the pamphlet, So YouWant to Design a Starship? before startingthe design process. It can be obtained from DTSor at the ASDB page on the ShOC website:http://www.sfi.org/shoc/asdb.htm

Once the name and ship class are approved, aletter is sent to the prospective chapter-in-training. This may be done through e-mail orU.S. Post. If a hardcopy letter is needed throughU.S. Post, be sure to send the DTS Director aSASE.

And once the letter is in the groups hands,the DTS part of the process is complete!

* ShOC Tip *

Requests for a ship/station name and class canbe e-mailed to [email protected]


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STARFLEET 6

OFFICE OF TECHNICALINFORMATION (OTI) ANDADVANCED STARSHIP DESIGNBUREAU (ASDB)

These two offices within DTS are here to helpwith ideas for vessel types. For technicalschematics, blueprints, specs, and general info,contact OTI, the reference and research serviceof DTS. For new design ideas and assistance, orways to modify existing designs, contact ASDB,the design office.

CHOOSING A CHAPTER TYPE

There are two types of chapters. You should getinput from your crewmembers before decidingwhat type of group you will create. Each ofthese types is unique, and helps to bring flavorto the STARFLEET experience.

MEETING CHAPTERS: These chapterstypically hold regularly-scheduled, face-to-facemeetings. These chapters usually conductoperations in the City of Charter andsurrounding area.

CORRESPONDENCE CHAPTERS: Thesechapters opt for their members to interactprimarily by means other than face-to-face. The

crew complement usually consists of memberswho are geographically far away from eachother. Because of the characteristics ofCorrespondence Chapters, there are severaladditional regulations that pertain to them:

Correspondence Chapters are prohibitedfrom having regularly-scheduled, face-to-face meetings. Command Staff meetings(that are not open to the public),

conventions, parties, and other specialevents are exempt. Many events held bycorrespondence chapters will parallel thoseof meeting chapters, but will be donethrough various communications media likechatrooms, mailing lists, etc.

The official address of a CorrespondenceChapter is that of its Commanding Officer.Should the CO move to another region, thechapter will also move to that new region.

Newly-commissioned CorrespondenceChapters must remain as such for a periodof at least two years before they canrequest a change of status to a MeetingChapter with local face-to-face meetings.

To ensure that there is no confusion, andbecause chapters are assumed by manypeople to be meeting-oriented, all recruitingmaterials used by a CorrespondenceChapter must clearly indicate that it is acorrespondence-only group.

Correspondence Chapters-in-Training mustreport via a monthly status report to theirRegional Coordinator(s), the STARFLEETChief of Shakedown Operations, and theDirector of the Correspondence ChapterOperations Department.

Correspondence Chapters-in-Training mustcomplete the STARFLEET Shakedown Programand follow all the programs regulations, just asdo Meeting Chapters-in-Training.

ORGANIZING YOUR CHAPTER

Most chapters will establish their own structure,positions, and chain of command, according totheir particular needs and priorities. If you arehaving problems deciding what is best for yourchapter, please remember this: STARFLEET isprobably the only organization in which you are

encouraged to beg, borrow, and steal (withproper permission and credit, of course) fromthe success of others. Contact local chapters,introduce yourself, and ask them for detailsabout their infrastructure. Then feel free to add,change, combine, and experiment until you geta system that works for you. Keep in mind thatas your chapter grows and changes, so mustyou. A sample position and responsibilitiesguideline follow. Remember: These are only


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STARFLEET 7

suggestions; fit each position and/orresponsibility to your chapter.

COMMANDING OFFICER (CO)

The Commanding Officer runs the day-to-daybusiness of the chapter. This person is the chief

spokesperson for the group, maintains orderand function, and is responsible for theexecution of STARFLET policy and orders. Thisperson is also responsible for the interpretationand compliance with STARFLEET and diplomaticdirectives. The COs primary responsibility is forall monthly reports, and the CO is answerable toSTARFLEET for the overall performance of thechapter. This person is responsible for keepingall records pertaining to the chapter, and is alsolegally responsible for the chapters funds.

EXECUTIVE

OFFICER

(XO)The Executive Officer, also referred to as theFirst Officer, is the right-hand person to theCommanding Officer. This person implementsand carries out directives, and serves as second-in-command of the chapter, with the sameresponsibilities as the Commanding Officer inhis/her absence.

SECOND OFFICER (SO)

The Second Officer serves as commander in the

absence of the CO and XO. The chapter defines

the other duties of this person. AppointingDivision Chiefs, rather than having the CO andXO do everything themselves, is a great way toget others involved in the operation of thechapter and take a lot of the weight off of theCO.

You like the idea? Yes? Well, Commander,DELEGATE some of that authority!

DIVISION CHIEFS/DEPARTMENTHEADS

The number of Divisions/Departments, and thusDivision Chiefs/Department Heads, is up to youand your crew. However, it is not necessarilygood to have the majority of your crew asChiefs. In such a case, those members whoarent may feel unimportant and left out. Table

1 shows some of the more commonDivisions/Departments. The duties andresponsibilities of each may vary from chapter tochapter. It is not necessary to fill, or even have,all of these Divisions/Departments should yourchapter not wish to do so, nor are you limited towhats on the list. If you dont see aDivision/Department you want, make upanyway! There have been chapters with anOutrageous Fabrications Officer or a SubspaceField Goal Kicker! Have fun!

TABLE 1-DIVISIONS/DEPARTMENTS

Enterprise Era Classic (TOS) Era TOS Features Era/Lost Era

TNG/DS9/VOY Era

Communications Communications Communications CommunicationsEngineering and

Support ServicesEngineering and

Support ServicesEngineering Engineering

Helm/Navigation Helm Helm Flight Control (Conn)Medical Medical Medical MedicalSciences Navigation Navigation OperationsSecurity/Tactical Sciences Operations Sciences

Security Sciences SecurityTactical/Weapons Security Tactical

Tactical/Weapons

* ShOC Tip *

One other position you might consider is that of Cadet Corps Commandant. The cadet Corps is focusedon the younger members of STARFLEET. Having a Cadet Corps might encourage people with youngchildren to join, contribute, and have fun!


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STARFLEET 8

FINDING A MEETING PLACE

Hint: If you have not found the proper meetingplace, you might try the churches in the area.

Local shopping malls and municipal complexes

usually have meeting rooms available for localorganizations to use. Also, check with yourpublic library. Some restaurants have largebanquet rooms that may be just what you havebeen looking for. Anyone who has had to host30 people in their home for a meeting can attestto the fact that a rather large area is ideal. Planfor your future growth and think about thehandicapped accessibility for your members whomay require it. The decision is up to you andyour crew. Choosing a location that is centrallylocated and easily recognized will help preventinvited guests and prospective new membersfrom going through wormholes and winding upin the Gamma Quadrant!

SENDING IN THE VRRPACKAGE

After you have your VRR items completed, it istime to mail them off for approval signatures.Make sure you have copies and SASEs for:

Support Ship Commanding Officer

Regional Coordinator(s)

STARFLEET Shakedown Operations

The Vessel Registration Process is completewhen the Chief of Shakedown Operationsverifies the information and signs the VRR. Atthat time, the Chief of Shakedown Operationswill send you notification of your official launchdate.

FILING THE LAUNCH VRR

The final step to launch is filling out the VesselRegistration Request (VRR). When filling outyour Vessel Registration Request for launching,only two SCCs of a Family Membership counttoward your five members. This means you willneed to have at least three primarymemberships. The paperwork has to travelthrough several hands before the group isofficial, so allow several weeks for this process.

When it is completed, send the VRR and thefollowing items to the Commanding Officer ofyour Support Ship:

Three (3) copies of the completed VRR

Three (3) copies of the starship/stationname/class/NCC approval letter asreceived from DTS

Three (3) copies of OTS certificates foryour Commanding Officer and ExecutiveOfficer

A check or money order for ten dollars($10) made payable to STARFLEET

A stamped envelope addressed to the

Regional Coordinator

A stamped envelope addressed toSTARFLEET Shakedown OperationsCommand (ShOC)

The Vessel Registration process is repeatedwhen you are ready for commissioning. Whenfilling out your Vessel Registration Request forcommissioning, only three SCCs of a FamilyMembership count toward the necessary ten(10) members.

ELECTRONIC VRRSUBMISSION

Another option is to file the VRR electronically.For an electronic submission of the launch VRR,the following process is followed:

The prospective Chapter-in-Training getsvessel approval, via e-mail, from DTS.

The prospective Chapter-in-Training gets theOTS/OCC eligibility information via theSTARFLEET Database or has a copy of thecertificates which can be emailed as an

attachment. The VRR PDF file is downloaded printed and

is filled out by the prospective CO. Thefilled-out VRR is scanned and then e-mailedto the official e-mail addresses of theSupport Chapter CO, the RC (both RCs if theSupport Chapter is in a different Region),any Regional ShOC officers that may requestit, and the Chief of Shakedown Operations,STARFLEET.


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STARFLEET 9

After each person has signed the VRR,he/she scans it and sends it via e-mailattachment to the next person on the VRRdistribution list. The DTS approval e-mailand the OTS/OCC eligibility information orcertificates are attached to this e-mail.

When the final approval is issued byShakedown Operations Command, theShakedown Chapter is launched.

Once Shakedown Operations has received andverified the package, they will formally launchthe chapter-in-training and promote the CO tothe grade of O-5 and the XO to the grade of O-4(provided they do not already hold those gradesor higher).

An equivalent process is followed for thecommissioning VRR, at the conclusion of theShakedown Cruise.


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STARFLEET 10

PRE-LAUNCH CHECKLIST

Recruit at least five (5) STARFLEET members in good standing. Select a Commanding Officer (CO) and Executive Officer (XO). Choose a name for your chapter. Write to your Regional Shakedown Operations Officer (if your region has one) to help track your

progress as a chapter-in-training. This officer can be a valuable resource during your ShakedownCruise.

Write to the Department of Technical Services (DTS) and request an approval letter for the chaptersname and the class of ship or station that your group has chosen to use.

CO and XO apply to and successfully complete STARFLEET Academys Officer Training School (OTS). Choose a Support Ship to sponsor your chapter-in-training. Find a location for your meetings. Complete your first (launch) Vessel Registration Request (VRR). Fill out all fields on the application (VRR). Include DTS letter of approval. Include copies of OTS diplomas for CO and XO. Include two (2) SASEs (one addressed to your RC, the other to ShOC). Submit your completed VRR*, DTS letter of approval, copies of COs and XOs OTS diplomas, twostamped envelopes (addressed to your RC and to ShOC), and a check or money order for US$10.00

(made out to STARFLEET) to your Support Ships CO, who will forward it to the RC, who in turnsends it on to ShOC. (Alternatively, submit materials via the electronic process outlined previously.)

* ShOC recommends to send a copy of this to your Regional ShOO and to keep copies for your records.


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STARFLEET 11

NOTES ON SECTION ONE


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STARFLEET 12

SECTION TWO:

THE ONLINE

MSR TOOL

MONTHLY REPORTINGRESPONSIBILITIES

Submitting the monthly status reports is themost important responsibility a CO has to theorganization. Each chapter-in-training is requiredto file four (4) copies of the Monthly StatusReport (MSR) each month. These may be sentby U.S. Mail or they can be filed electronically athttp://msr.sfi.org/ (ShOC recommendselectronic filing where possible.) If you fileelectronically, the MSR will automatically be sent

to the proper regional office and theinternational ShOC office.

You may wish to delegate the responsibility offilling out the MSR to another officer (XO,Operations, etc.). This is acceptable as long asit contains the signatures of both the ReportingOfficer and the Commanding Officer.

Be aware, before you delegate thisresponsibility, that failure to report and/orfailure to report on time has the followingrepercussions:

Any two reports filed late may require anextension of time served on the ShakedownCruise.

Any chapter-in-training missing two reports inthe nine-month Shakedown period will be placedon standby status, which in turn will affect thegroups commissioning date. Three or moremissed reports in the nine-month Shakedownperiod may result in the Commanding Officerbeing replaced or the group being recalled.

Reports are due no later than the 5th day of themonth for the month prior (e.g., Julys report isdue by 5 August, Augusts report by 5September, and so on).

Copies are sent to the following: Keep one for chapter archives. Send one to the Support Ship CO.

Send one to the Regional Coordinator (andto the Regional ShOO, if there is one).

Send one to STARFLEET ShOC.USING THE ONLINE MSRTOOL

To access the STARFLEET Databases Online

MSR, type the following into your internetbrowsers URL or address box:http://database.sfi.org/. Notice, NO wwwanywhere! You may even omit the http:// stuffat the front. Your browser will supply it for you.Figure 1 is what you should see when it finishesfinding the address:

Figure 1 Login Screen

Left-click inside the USERNAME box and typeyour Username. Left-click inside the PASSWORDbox and type your Password. Then left-click onthe SUBMIT button. [If your computer askswhether you wish it to remember thisinformation so you dont have to type it in thefuture, consider accepting that offer.]

If your Username and Password match the onescurrently on file for you in the database, youshould then see a screen that looks like Figure2.

In Figure 2, important things you will see are: The clickable menu of database areas

available to you. Your current membership expiration date. The ONLINE area, listing the names of all

members currently logged into thedatabase. Youll be able to chat with any ofthese by left-clicking on that persons name.

Left-click on the CHAPTER button (see Figure 3)to display the contents of the Chapter menu.

Left-click on the MSR REPORT link (see Figure4A) to create a new MSR from scratch:


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STARFLEET 13

Figure 2 Welcome Screen

Figure 3 Chapter Menu Figure 4A MSR Report


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STARFLEET 14

This is how your MSR will look:


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STARFLEET 15

Figure 4C

Please note that most of the information shownin the white boxes at the top is dynamicallyretrieved from the FLEET database (i.e., it willalways reflect the most current information,regardless of when the MSR was filed).Important: If you need to change these records,please update them by left-clicking on theCHAPTER INFORMATION link. The drop-downboxes will NOT store the chapter informationchanges made on the MSR page.

The Report For date is automatically set by thedatabase. For each month, your MSR is due bythe 5th of the following month. For example, forMarch 2007, your report must be submitted by 5April 2007 to be considered on-time.

Reports submitted on the 6th through10th of the following month would beconsidered late.

Using our previous example, a reportsubmitted on 6-10 April would beaccepted but considered late.

Reports not received by 10th of themonth are considered a failure toreport. The database will not allowyou to submit a report beyond thisdeadline. Instead, the database startsaccepting reports for the next month.

Using the above example, if a report wassubmitted on 11 April, the database would storethis report for April 2007, not March.

If you need to submit your MSR and it is pastthe 10th of the month, you cannot use theSTARFLEET Database to submit this report.Send it by plain e-mail or streetmail.

The [NEWSLETTER] PUB DATE Publication Datealways shows the current date, by default. Just

change it to reflect the actual publication date ofyour chapters newsletter (see Figure 4C).

[Figure 5 MSR Body]


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STARFLEET 16

MEETING DATE always shows todays date, bydefault. Just change it to reflect the actualmeeting date of your chapter.

The PROMOTIONS box is where you inputthe promotions YOU have given to yourmembers (up to the rank of Commander).

Their date of rank will be set to the 1st ofthe Reporting Month. If you wish toassign a different date of rank, send an e-mail to [email protected] .

The ACTIVITIES box is where you inputyour chapters activities, both for themonth just ended and for any eventsplanned for the future.

The COMMENTS box is where you inputyour comments, complaints, etc. Thegood, the bad, and the ugly. If you want

your chain of command to be made awareof a problem youre facing, this is the place todocument it.

* ShOC Tip *

You can instant message anyone that is usingthe database by clicking on his/her name on thehome page in the ONLINE section.

Please note that the ACADEMY INFO area is notwithin your ability to input. It will reflect allAcademy course completions since the lastReport Date. These must be input to thedatabase by the respective Academy CourseDirectors. If you spot any error or omission sincethe last Report Date, please send an e-mailcontaining your name, e-mail address, and SCCnumber to [email protected], explaining theproblem. The STARFLEET HelpDeskwill contact the appropriate CourseDirector, who will then correct theproblem in the database.

[Want to check on a members pastAcademy course completions, e.g.,OTS and OCC? Left-click on theCHAPTER button (see Figure 5A),then left-click on the MEMBERELIGIBILITY link. There you will input either themembers SCC number or the members first andlast name, to display that information.]

Figure 5A Member Eligibility

* ShOC Tip *

You can obtain a list of your crewmembersUsernames and Passwords by [email protected]

Heres a real potential gotcha hiding in theweeds, waiting to pounce on the unwaryreporting officer. You got all the way throughfilling out your MSR, and you left-clicked on theSUBMIT button, but guess what? No one evergot notified that your MSR had been submitted!Worse, the MSR didnt appear in the MSRARCHIVE at all, so you couldnt go there to editit or to resubmit it!

Figure 6 Store MSR vs. Submit toDepartments


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STARFLEET 17

Why? Because you didnt heed the request,Please choose whether you want to store thisreport to work on, or submit it to theappropriate departments. How do you indicateyour choice? By left-clicking on one of the tworadio buttons, either STORE MSR (to save it soyou can come back later to work on it some

more) or SUBMIT TO DEPARTMENTS (whichremoves your ability to edit it further, andnotifies STARFLEET ShOC and your RC that yourMSR is finalized in the database, ready to bereviewed).

Once your report is submitted, you will bebrought to a new screen showing confirmationthat your report has been submitted (see Figure6A).

Figure 6A Successfully Submitted MSR

NOTE: To repeat, once you have submitted yourMSR, you cannot change it. Be very careful thatyour MSR is done the way you want it beforeyou left-click on SUBMIT TO DEPARTMENTS.

THE MSRARCHIVE

Figure 7 MSR Archive Access

There are several reasons why you may need tovisit the MSR Archive:

You stored an MSR thats still in progress there,and you need to Edit further.

You finalized an MSR there, Submitted it toDepartments; and now you need to send a copyof it to additional recipients, e.g., your sisterships COs, your own crew, etc.

Youre in the process of writing this months

MSR, and you want to copy and pastesomething from lastmonths MSR into it.

Left-click on the MSR ARCHIVE link (see Figure7) to access an MSR already in the Archive:

Figure 8 is an example of what you might seeinside the MSR Archive:

For each MSR stored there, you will see:

An EXPORT button, which we willdiscuss in Step 10 of these

instructions.

The R DATE [Report Date]assigned to the MSR.

The name of your chapter.

The Status of the MSR (either STORED orSUBMITTED).

WARNING: You may see several MSRs bearingthe same R DATE, especially if you discovered a

need to add/change/delete anything in an MSRafter youd already FILED it. Since you cantchange an already-submitted MSR, you wouldhave had to create a new MSR with the same RDATE.

Figure 8 MSR Archive Contents


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STARFLEET 18

If the MSRs status is STORED, a clickable link toallow you to EDIT the MSR (see Figure 8)

If you wish to edit a stored MSR further, left-click on the EDIT link. You should see essentiallywhat was represented by Figure 4 and Figure 5,with one major difference: The contents of the

boxes in the MSR body will be as you left them,not empty as they would be if this were a newMSR.

Remember, when youre finished editing anMSR, left-click on one of the two radiobuttons, either STORE MSR or SUBMIT TODEPARTMENTS, before you left-click on theSUBMIT button again (refer to Step 6 of theseinstructions).

Figure 10 Export MSR

LOGGING OUTFigure 9 Export MSR

When youre finished with this new window,remember to close it.

If you wish to review an already SUBMITTEDMSR (possibly to send it to some additionalrecipients), left-click on the EXPORT button (see

Figure 9). When youre finished working in the STARFLEETdatabase, always remember to log out by left-clicking on the LOG OUT link (see Figure 11).You will see the following screen:

Within this new window, you may:

Highlight any text desired and copy it to theclipboard [Ctrl-C] for pasting [Ctrl-V] elsewhere,such as into another Online MSR youre currentlywriting.

Highlight the entire contents [Ctrl-A] and copy itto the clipboard [Ctrl-C] for pasting elsewhere,such as into an e-mail youre sending.

Left-click on File (on your internet browsersmenu bar), then left-click on Save As, thensave it as either a text (.txt) file or a web page(.html) file which you may later attach to an e-mail.* Figure 11 Log Out

* Keep in mind that some spam filters maydelete messages composed entirely of HTML, soit might not be a good way to send an MSR toadditional recipients.


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STARFLEET 19

NOTES ON SECTION TWO


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STARFLEET 20

SECTION

THREE:

REALLY NEAT

SHAKEDOWNSTUFF

[Fictional Vessel Logo]

LOGOS,EMBLEMS, ANDMOTTOS

Emblems and mottos are not required, but arehighly recommended. An emblem and/or mottois something in which the entire crew can haveinput. An emblem can be used on T-shirts,letterhead, banners, flyers, and business cards.A motto is the signature of the chapter. It canbe anything from a line from a movie tosomething special to or denotes the purposeof the chapter. This is one of those areas whereyou and your crew can have fun. Use theseitems to express your chapter.

NEWSLETTERS

Newsletters are one of the primary means forcrewmembers to obtain important informationabout local, regional, and international activities.

While a stylish newsletter is a good way toattract new members, it is not required bySTARFLEET. A one-page letter on a regular basiswill suffice. If yours is to be a CorrespondenceChapter, then a stylish newsletter can be thecornerstone of your club. It is recommendedthat you should take into account your chapterfunds and encourage crew participation incontent and publication.

An exchange program with other chapters,along with your Regional Newsletter, is anexcellent source for obtaining ideas for bothchapter activities and newsletters. Another tip isgenerating a PDF version of your newsletter.This will allow exchanges without printing costs.

Whether one page or twenty, the content of achapters newsletter is left to the discretion ofthe editor and crew. How complex a newsletterbecomes is your choice.

The Editor has many avenues of reference.STARFLEET Academy has a course availableentitled College of Communications whichprovides very good information, including ahandbook, which can serve as a referenceguide, for creating a newsletter. This is anexcellent place for someone new to the world ofnewsletters to start.

* ShOC Tip *

These are a few things that should be containedin each newsletter:

The Commanding Officers name and address,telephone number, and e-mail address;copyright disclaimer concerning Star Trek andParamount material (the Communiqu has thisdisclaimer); and meeting times and places.

CHAPTER BYLAWS

You will need a set of rules by which to run yourchapter, apart from the rules specified bySTARFLEET. It might be a constitution, set ofbylaws, or chapter handbook defining thestructure of your group and how it operates.Allow the crew as much freedom and input asneeded to ensure that such documents are fairand just to all members. Divisions/departmentscan be broken down to include positions within

the division/department (i.e., TransporterOfficer, Damage Control Chief, or PropulsionSystems Specialist in Engineering; Botanist orGeologist in Sciences; etc.).

A chapters constitution or bylaws states ingeneral terms what a chapters mission,objective, and procedural guidelines will be. Itcan be as simple or as complex as the needs ofyour chapter dictate. We recommend starting


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STARFLEET 21

simple. You dont want to regulate your chapterto death. It can be amended later if the needarises.

If the thought of writing something on this scaleseems overwhelming, please contact this office,your regional ShOO, your Support Ship, or otherchapters in your area and request copies of thebylaws they are using. Then construct your own.Tailor them to your needs. In STARFLEET,there is no greater joy than to have your workexpanded, i.e., borrowed, revised, and madebetter.

STARFLEET ACADEMY

While you are recruiting the five (5) STARFLEET

members necessary to launch, the CommandingOfficer and the Executive Officer must completethe STARFLEET Academy Officer Training School(OTS), if they havent already done so. If youhave access to the internet, you can requestthat this test be sent to you via e-mail, or eventake it on-line. Go to STARFLEETs website,sfi.org, and under STARFLEET Academy, youcan make your selections. If you wish to have aprinted copy of your certificate mailed to you, inaddition to the e-mailed copy, you will have topurchase vouchers. You may wish to purchasevouchers for Academy courses if you do nothave internet access. You may purchase themfrom the Vice Commander, STARFLEET, orcheck with your Support Ship CO or your RC.You must send vouchers, a check or moneyorder for $2.00, one SASE, and two loose firstclass stamps to the address provided on theSTARFLEET Academy College Application Form.Once you receive your test, fill it out and returnyour answers to the address listed on yourapplication. Before you can commission as a full

chapter, the CO and XO must also pass OCC(Officers Command College). For moreinformation on Academy courses andprocedures, see your Membership Handbook,the Communiqu, or the STARFLEET website atwww.sfi.org.

PROMOTIONS

This is an area that causes some of aCommanding Officers largest headaches. Onething to consider when making and adopting apromotion standard: do not make it too easy ortoo hard to advance in rank. To some, theadvancement of rank is the driving force forinvolvement; to others, just getting involved istheir way of having fun. Make promotions anattainable goal, but something that does requiresome effort on the individuals part.

THE POINT SYSTEM:Many chapters use a point system. How manypoints are given for what activities is up to you.Some chapters give normal points for thingslike attending a meeting, writing an article forthe chapters newsletter, while special orextra points are given for things such as blooddrives, creating flyers, helping with and/ororganizing a community service project, andtaking an Academy course. These are just somesuggestions. Promotion points are much likeyour chapter individual. Tailor yours to fit your

chapter. Get input from your crew on what theywish to count for points.

Establish a policy on how much each activityand/or involvement counts toward promotion.Put it in writing and give each member a copy.It should be well-established, but flexibleenough for improvement.


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STARFLEET 22

Make a promotion point worksheet for eachmember. At your meeting, give it to eachcrewman. Make each member responsible forkeeping track of his/her own promotion points.You, of course, can appoint someone to thisposition, but this is one of those areas thattypically falls under the Personnel department, if

you have one. Set guidelines on when membersreceive promotion, i.e., when they have enoughpoints, quarterly, or annually.

Make a certificate for each rank achievement.

CAPTAINS PREROGATIVE:Captains Prerogative is another method forgiving promotions. In this system, theCommanding Officer of the chapter decides whois promoted and when, normally based on meritand the members level of activity within thechapter and/or region. This can, when handled

properly, be a fair way to give promotions, butbeware... Trying to keep personal bias out ofthe decision can be very tough, especially ifsome of your crew are long-time friends.Accusations of favoritism by the CO from thecrew can severely undermine chapter morale.

These are the two most common methods forpromotions within your chapter. Others includesimple achievement or time in grade. Notethat these examples are just that. Examples.Policy, worksheets, and certificates are provided

only as guidelines and tools. For other ideas,you can contact your Support Ship and/or otherchapters in your area.

ESTABLISHING AN IDENTITY

An identity is important to your chapter. This willbe what defines your group. This can becentered around your chapters name (e.g.,U.S.S. S argazer and your group is intoastronomy, or U.S.S. Marconiand your group isinto amateur radio). It can also be centeredaround unique things that your group does or

services it offers that few others do.

t

A chapter can focus on costuming, and sellspare costumes to other chapters, or a chaptercan get involved in the community and carve outan identity that way.

This will be how others view you and yourchapter. It can be a focal point, as mentioned

above, or it can be something as simple asfriendship, as in the case of the U.S.S. Unity.

Once again...the choices are endless!

LENGTH OF SERVICE

The Shakedown Program has been designed tolast nine (9) months. If circumstances warrantit, an extension of the Shakedown Cruise maybe granted. All extension requests are subject toapproval by the Chief of Shakedown Operations.The chapter CO may request the first extension.The second extension requires a request andexplanation from the Support Ship CO. The third(and final) extension requires a request andexplanation from both the Support Ship CO andthe Regional Coordinator. If a chapter-in-training has failed to meet the requirements tocommission at the end of the third extension (18months), they will be recalled and will need tore-apply for the Shakedown Cruise to continue.All extension requests are subject to approval bythe Chief of Shakedown Operations.

Now, we are not unreasonable here at ShOC. Ifyou wish to commission on a date that issignificant to your chapter, we will work aroundit as best we can. However, if you wish tocommission more than three weeks early, arequest for early commissioning, and anexplanation of why, must come from the

Support Ship CO and the Regional Coordinator.If you wish to commission more than threeweeks late, a request and explanation of whymust come from the chapter CO.

ACCELERATEDSHAKEDOWNPROGRAM

Some groups, whether they are new groupscomprised of long-time members who havebeen there and done that, or groups ofmembers who have been together already for awhile (e.g., either an independent club seekingto become a STARFLEET chapter or a formerchapter seeking to return to the organizationafter a period away), may need a shorter periodof time to become acclimated to functioning as acurrent STARFLEET chapter than would a newly-forming group composed of members new torunning a club. The Accelerated ShakedownProgram (ASP) is designed to support thisparticular category of group.


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STARFLEET 24

service is just one way of having a good timeand putting something back into ourcommunities, and it is great public relations.However, keep everything in moderation. Youdont want the club members to feel that theyvebeen sentenced to weekend communityservices. Also, watch out for potential liabilities.

For example, bringing club members to roadsideclean-ups can expose them to dangerous traffic,a serious liability.

Some chapters just want to have fun together.There are many ways for chapter members tohave a good time. Some examples are Star Trekwatching parties, miniature golf, bowling, lasertag, potluck dinners, forming a sports team, ormuseum tours. You get the picture. A crew isonly limited by its own imagination.

There are also activities that a chapter can

choose to help raise chapter funds. Some ofthese are garage sales, car washes, bake sales,candy sales, aluminum can drives or productrebate programs. This, too, is an area limitedonly by your imagination.

A good way to start doing activities is to plan anactivity with your mothership or closest chapter.This is a good way to get your feet wet andlearn from an experienced chapter and crew.

AWARDS

Chapter level awards are designed to recognizeoutstanding work and/or achievement at thechapter/local level. Development of a chaptersawards program is encouraged to recognizelocal participation. Rule of thumb: Keep itSimple. Some of the more common awards arerecognition of participation in local projects,community service or environmental work,academic achievements, work done on a chapteror local level, and member and/or officer of theyear. However, a chapter may have as many oras few awards as the members desire. Means

and frequency of recognition are entirely up tothe chapter. Two important things to rememberwhen developing an Awards program are:

Awards are to recognize effort and work;they are not supposed to turn an event intoa competition.

When members are recognized for theirefforts, they usually put forth more effort.

If you would like some help and/or suggestions,contact your Regional Awards Director. If yourregion doesnt have an Awards Director, or evenif you want more ideas, you can contactSTARFLEETs Awards Director. This personwould be happy to help you.

MEMBERS,MEMBERS,MEMBERS

Yes, I said more members. Five more, to beexact. Chapters must have a minimum of tenmembers before they can commission to fullyactive status. Where they can be recruited ispractically infinite; how is almost as varied.Recruiting can be as simple as flyers sent out orput up around town or ads in your localnewspaper, or as involved as drives atconventions and malls.

There are several avenues that assist a newchapter in recruiting members. Star Trek and/orscience fiction/fantasy conventions or moviepremieres offer great opportunities to set uprecruiting tables. Flyers can be posted (withpermission) in local grocery stores, comic bookshops, colleges and high schools, not to mentionall the other places with bulletin boards. Inaddition, placing copies of the chaptersnewsletter in local libraries or other businessesthat keep reading material can generate interestand possibly new members.

When you and the crew are out in public, wearStarFleet uniforms and/or club shirts withrecognizable emblems. They will attractattention. Be sure to have plenty of chapterand/or STARFLEET information on hand. Formore detailed information on obtainingSTARFLEET materials, contact your RegionalShOO or your RC. For more recruiting ideas,contact your Regional Recruiting Officer, or, ifyour region does not have one, contact theSTARFLEET Recruiting Office.

Dont forget to sign folks up on the web! TheURL is:

http://join.sfi.org


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STARFLEET 25

NOTES ON SECTION THREE


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STARFLEET 26

SECTION

FOUR:

THE MONTHLY

CHECKLISTS

What are we going to do for the next ninemonths? That is a good question, and we thinkwe have some good answers.

The following is a month-to-month checklist.There are things listed each month that relate toyour Shakedown and eventual commissioningand that need to be done.

Some are good things to do to organize yourchapter, while the rest are suggestions forgetting your chapter out and about and mixingwith other members of STARFLEET. Noteveryone will be able to do all of the socialactivities. Some of you will be limited by yourproximity to other chapters; others by financialor time constraints. Some suggestions might beideal for meeting chapters, while others mightbe more suited for correspondence groups.Many, of course, will apply to both.

We suggest you read the entire list and adjust

the various suggestions to best fit the needs ofyour chapter.

And dont forget to file your reports on time!


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STARFLEET 27

MONTH ONE

There is so much to do and only nine shortmonths to get it all done. So lets just jump rightin and go for it! Lets start with the basics. Sendoff for OCC. This has to be done; you might aswell do it now and get it out of the way.

Set up your by-laws and yourDivisions/Departments. It helps when yourecruit members to have something to do withthem and theyll want to know the rules. WhenDivision Chiefs are chosen, encourage them totake OTS and OCC if they havent already.

Another priority is more members. Work on arecruiting flyer. If you do not have the means toprint them in color, use bright colored paper toget peoples attention. Another inexpensive,easy thing to make is a bookmark business card.Take them to your local bookstores and librariesand put them in Star Trek books. (Ask thelibrarian or store managers permission to avoidconflicts, and so they wont throw yourbookmarks out.) If someone is reading a StarTrek book, this person could be a potentialmember.

If it is possible, before you hold a meeting ofyour own, you might want to attend yourSupport Ships monthly meeting (if they holdone). It might help you decide how you want to

run yours. You may like the way your SupportShip does it, so you can mirror their structure.You may dislike the way they do it, so youllknow what to avoid. Or you may like somethings and not others. One thing you learnquickly in FLEET: If you see an idea youlikeuse it! Just remember to give credit wherecredit is due.

Two things to always remember: You mustreport monthly and if you need help, all youhave to do is shout!

See?

Wasnt that easy?

MONTH ONE CHECKLIST

CO and XO apply for Officer CommandCollege (OCC)

Start on your chapter constitution/by-laws

Organize divisions/departments Elect/appoint Division Chiefs Encourage your Division Chiefs to take

OTS and OCC Create a recruitment flyer for the

chapter Attend a meeting of your Support Ship

to see a more experienced chapter inaction

Prepare and hold your first monthlymeeting

Fill out and mail your Monthly StatusReport (MSR) Copy to your Support Ship Copy to the RC (Optional

Regional ShOO) Copy to STARFLEET ShOC

NOTES


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STARFLEET 28

If youre going to have a hardcopy newsletter,youll need to pay for the copying. (Note thatsome chapters now produce electronicnewsletters and post them on the web.) You willalso need to pay for the copying of the flyersyou created last month. So now you need toplan a fundraiser. You might want to try

something that has very little initial cost. Twogood ideas are a car wash or a yard sale. Bothrequire good weather, but very little cash outlay.One cold weather idea is to set up outside(insert your favorite store) and sell hotchocolate, hot, spiced apple cider, and cookies.This works especially well the day afterThanksgiving, or any time during the Christmasshopping season. Dont forget the ever-faithfuldual purpose recycling of aluminum cans. Set upboxes where you work, if its allowed; get allyour friends and family members to save themfor you. Go by once a week to make it easy for

them. When you come up with ideas of yourown, tell us, so we can share them with others.

MONTH TWO

Congratulations! You survived your first month!Ready to roll up your sleeves again? Good. Youshould have your OCC test by now. Completethe test and submit the answers. You have tenweeks, but why delay? Get it done. Thats one

less thing for you to worry about. How are yourby-laws shaping up? If youre stuck, ask yourSupport Ship if you can see a copy of theirs,contact your Regional Shakedown Ops Officer ifyour region has one, or contact STARFLEETShOC. We are all here to help.

One way to keep your crew motivated is toshow them that their efforts are appreciated.One way of doing that is by giving promotionsand/or awards. Make up a promotion policy thatserves your crew. Its nice to make upcertificates and present them at meetings. Dothe same with your awards. Get creative withthe names. One chapter we know of gives outBorg awards for the person who assimilatesthe most members in a certain time period. Youve been working hard for the last few

weeks, and youll be working hard for the nexteight months. You dont want to burn out, soplan on having some fun, too. Try gettingtogether for a movie party at a members house.If the crew is into gaming, schedule a gamingnight without talking chapter business. Invite alocal chapter or your Support Ship to join you.Just make sure you have some good old-

fashioned relaxation time.

Now that you have division chiefs, give themsomething to do. Have a chiefs meeting. Decidewhat ship functions each division will handle.Communications typically handles thenewsletter. Some Operations Divisions handleactivities; others are records keepers. Securityseems obvious, but not too many chapters have

much need for real security. You might want toput Security in charge of your finances. Somechapters have them in charge of gaming. Stillothers have them in charge of promotion pointworksheets. You get the idea. There are no hardand fast rules for what any division does. Thatspart of the fun of creating a chapter you getto make it up as you go. Ask your division chiefsif they want to add division awards to yourawards program. Help your division chiefs withtheir OTS/OCC tests if they need it.

This is also a good time to start thinking about

setting up your newsletter. Come up with aname that fits your chapter. U.S S. Bountysnewsletter was Mutineers Manifest. U.S.S.Nomads newsletter was The Changeling.U.S.S. Paracle es mascot was a parakeet; theirnewsletter was called The Cage Liner. U.S.S.Tsunamis is Wind, Waves & Warp Drive.U.S.S. S o mbringers is The Vortex. Let yourimagination soar!

.

t

t r


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STARFLEET 29

MONTH TWO CHECKLIST

CO and XO complete and send in Officer Command College Continue work on your chapter constitution/by-laws Design your chapter promotion policy and awards program Hold a Division Chiefs Meeting Encourage your division chiefs to take OTS and OCC Choose a name for your newsletter Plan a fundraiser Assist the crew in planning a fun event Hold a general crew meeting Fill out and mail your Monthly Status Report (MSR)

Copy to your Support Ship Copy to the RC (Optional Regional ShOO) Copy to STARFLEET ShOC

NOTES


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STARFLEET 30

MONTH THREE

How are those by-laws coming along? Theyshould be getting pretty close to done. At yourmeeting this month, run a rough draft past yourcrew and get their input for the final product.

After your crew goes through the by-laws, turnthem loose on the promotion policy and awardsprogram. Make up a promotion point worksheet,if you have chosen that way to grantpromotions.

This could also be a good time to set up yourfirst committee. Youve got a chapter name anda newsletter name and youre making uprecruiting flyers. You need a logo. You donthave to be a graphic artist to make up a logo.You can use an easily recognizable Trek symboland add your chapter name to it. Or you maywant to try something more unique. Once youcome up with a logo, plaster it on everything.Many chapters make banners for display atconferences, conventions, and recruiting drives.

If your regular newsletter isnt ready yet, makeup a one-page update to send out to yourmembers. Just a calendar of events and maybea couple of paragraphs on whats beenhappening is all that is necessary.

What great ideas have you come up with as a

fundraiser? Share them with us! Dont forget togo by and collect the aluminum cans from yourfriends and family. If the cans get too stackedup, they may not be willing to continue to savethem for you.

You might want to schedule your division chiefsmeeting for the hour prior to your regularmeeting, or you might want to schedule it up toa week before your regular meeting. This mightbe a good month to have your division chiefsgive a report at your general meeting. Theydont have to be long reports, but its a good

way for the crew to get to know the divisionchiefs and to learn how the divisions jobs aredefined.

Why not invite your Support Ship crew to attendyour meeting? It would be a good time tointroduce the two crews to each other.

MONTH THREE CHECKLIST

Continue work on your chapterconstitution/by-laws

Continue work on your chapterpromotion policy and awards program

Work on your newsletter, logos,mottos, banners, etc.

Mail your first newsletter or a one-page monthly update to the crew,informing them of meeting times,places, and upcoming region/sectorevents

Continue planning on fundraiser Encourage your division chiefs to give

reports at the general crew meeting Hold a general crew meeting Invite your Support Ship crew to

attend your meeting Hold a Division Chiefs Meeting Fill out and mail your Monthly Status

Report (MSR) Copy to your Support Ship Copy to the RC (Optional


NOTES


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MONTH FOUR

Ta da! You made it to your second trimester! Bynow, your by-laws, awards program, andpromotion policy should be completed. At yourgeneral meeting this month, pass out copies ofthe by-laws, awards program, and promotion

policy to all of your members. If you have somemembers who were unable to attend themeeting, make sure you send them copies in themail with your newsletter/update. Pass out yourpromotion points worksheets, if that is the typeof promotion policy you are using, so your crewcan start keeping track of their points.

How did that fundraiser go? Is it something youwill want to repeat in the future? How can it beimproved?

You are almost halfway through the ShakedownProgram; you need to concentrate some seriouseffort on recruiting. Now is a good time to plana recruiting drive. Is there a convention comingto or near your area soon? If the convention isin an area close to several chapters, work withall the chapters to organize a joint recruitingeffort. Dont wait for them to contact you;contact them. Is there a new sci-fi moviepremiere? Contact a local movie theater to see ifyou can set up a recruiting station.

These are, of course, two of the most promising

recruiting venues, for the obvious reason thatpeople who attend are at least interested in thegenre.

However, there are other things you can do.

Try coordinating with a local bookstore for abook reading. Find several crewmembers whoarent afraid to speak in public and have themtake turns reading a Trek novel. Choose onethat is not overly long. Have othercrewmembers there at a table with informationalflyers, business cards, copies of your newsletter,

and STARFLEET applications. Make a poster withpictures of the crew at whatever activities youhave attended. Display your banner if you haveone. Have a signup list for those who may wantmore information. That way, you can contactthem later and invite them to a meeting or two.

Does your local newspaper have a communitycalendar page? Does your local cable stationhave a community announcement channel?

These are two great ways to advertise yourmeetings and both are usually free. Is there acollege in or near your town? Advertise in theirpaper.

Have another informal social gathering, even if itis just getting together at someones house and

ordering pizza. Invite your Support Ship or otherlocal chapters to join you. Make sure your crewremembers to have fun during all the work.

In the midst of all of this activity, dont forgetthe fundamentals: hold your division chiefsmeeting and your general crew meeting, andmail out your newsletter/update. And, of course,send in the most important piece ofpaperwork...the ever-popular MSR!

MONTH FOUR CHECKLIST

Finalize your chapter by-laws Finalize your chapter promotion policy

and awards program Hold your fundraiser Plan a recruitment activity Hold an informal social event Mail your newsletter/update Hold a Division Chiefs Meeting Hold a general crew meeting Fill out and mail your Monthly Status




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MONTH FIVE

You are over halfway there! How are the planscoming on your recruiting drive? Do you or anyof your members have a computer? Most officesupply stores carry inexpensive business cardsthat can be run through most printers. (You may

also want to consider free business card servicessuch as Vista Print, which offers up to 500 freecards.) Make sure you print your flyers on brightcolored paper or, if you have access to a colorprinter, use high color graphics or type. Brightcolors will catch peoples attention. Now is thetime to be working on these things. You dontwant to leave them to the last minute.

As you are now, over the hump, so to speak,you might want to start thinking of how youwish to celebrate your commissioning. Somechapters choose to commission at a regionalevent such as a Summit or Conference. Somechapters have a private ceremony or party withjust crewmembers. Still others like to havepublic parties inviting all chapters in the Region,the Regional Coordinator, etc. These requiresome extra planning to make sure the peopleyou want there are available. Thats one verygood reason to start planning now. If you needhelp with planning your party or deciding justhow formal or informal you wish it to be, youmay wish to talk to your Regional Coordinator orSupport Ship CO. They are there to help you get

through this particular process.

If any of the chapters close to you are having acommissioning or anniversary party, you shouldattend. This will accomplish two things:

1. Your crew will get to interact with othermembers of STARFLEET and have a good time.

2. You will see how another chapter handles thisand get some ideas. You could also ask otherchapters if they have a video of theircommissioning. However you choose to

celebrate, make sure you do celebrate. You andyour crew have worked hard to earn yourcommissioning; make it a special event for youand for them.

With all of this hustle and bustle, do not forgetthe basics: hold your division chiefs meeting andyour general crew meeting, and mail out yournewsletter/update. And, of course, the most

important piece of paperwork, the ever popularMSR!

MONTH FIVE CHECKLIST

Continue planning your recruitingdrive.

Mail your newsletter/update Hold a Division Chiefs Meeting Hold a general crew meeting If you are planning a public

commissioning party, select acommittee to handle the details, i.e.place, time, cost, etc.

Fill out and mail your Monthly StatusReport (MSR) Copy to your Support Ship Copy to the RC (Optional



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MONTH SIX

How about that recruiting drive! Was that fun?What can you do to improve it next time? Tell uswhat you did and what you would improve, sowe can share it with others.

Dont forget to invite the people on your sign-upsheet to your next meeting. You might want tocall the new members and remind them a day ortwo ahead of time, too. If you have extra copiesof newsletters, you might want to send themout to the people on your sign-up sheet. Wedont recommend sending more than two. Thesame would go for inviting them to meetings;we suggest you call them three times, If theyhavent come to a meeting after three months,they are probably not going to and youshouldnt waste your time or theirs.

By this point you should have a date, place, andtime for your commissioning party. You shouldalso have determined the cost per attendee.One way to keep costs down is for thecrewmembers to prepare whatever food will beserved. Youll want to send out invitations assoon as possible to avoid scheduling conflictsand allow those who will be coming in from outof town sufficient time to make arrangements.

Now that those details are settled, you get tostart planning the ceremony itself. Who will MC?

Who will make speeches? We recommend youkeep the speeches down to three people ifpossible and that each speech be 10 minutes orless. You dont want to bore your guests todeath. If there will be a head table and youhave any questions as to who should sit there,get in touch with your Regional Coordinator orSupport Ship CO. A nice touch, and a way tokeep down the confusion of who sits where, isto make place cards for the head table. Its niceif you make tent-style cards and put the nameon both sides.

If you use paper tablecloths and candles, its agood idea to place the candles in a dish ofwater. We have seen a centerpiece go up inflames. Some chapters provide crayons forguests to draw on the tablecloths and then giveprizes for different categories of drawings. Oftenthe prizes are the centerpieces. This serves thepurpose of not having to figure out what to dowith 10 or more centerpieces after the party. Acommon practice is to purchase a bottle of

champagne or sparkling cider, have everymember of the chapter sign the bottle and openit on your first anniversary.

Things are really starting to get exciting but youstill have to attend to those everyday details ofrunning a chapter such as: holding your division

chiefs meeting and your general crew meetingand mailing out your newsletter/update. And, ofcourse, the most important piece of paperwork,the ever-popular MSR!

MONTH SIX CHECKLIST

Hold the recruiting activity that youhave been planning

Finalize date, time, place for yourcommissioning party

If you are planning to have any brass(Region or STARFLEET) attend yourcommissioning, contact them as soonas possible to avoid any schedulingconflicts. Most are busy people andmust plan months in advance

Continue planning the details of yourcommissioning party

Mail your newsletter/update Hold a Division Chiefs Meeting Hold a general crew meeting Fill out and mail your Monthly Status

Report (MSR) Copy to your Support Ship Copy to the RC (Optional Regional ShOO) Copy to STARFLEET ShOC


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MONTH SEVEN (of nine)

You can now see the light at the end of thewormhole!

Send out invitations for your commissioningceremony. If you need assistance with protocol,

contact the proper personnel.

Now, take a breath and relax for a minute. Youand your crew have been going maximum warpfor the past six months. This is a good time toslow down a little bit before the frenzy ofcommissioning really gets underway. Everyoneneeds to have a little relaxation now and then.

Make sure you hold your division chiefs andgeneral meetings; however, this month, maybetry something more relaxed. If you normallyhold a formal business meeting, perhaps havean informal gathering at a members house withsnacks and some old-fashioned conversation.Maybe a night out at the movies with your crewto see the latest sci-fi release.

Get together and make filling out your VRR achapter event. It took all of you to get to thispoint; it should be shared with all of you.

Mail out your newsletter/update and send in theomnipresent MSR.

MONTH SEVEN CHECKLIST

Check with your RC and/or SupportShip CO if you need advice on properseating arrangements and/or properintroductions for the brass attending

your commissioning ceremony. Send invitations to all other chapters

in the region for the commissioning Fill out and mail your commissioning

VRR Three (3) copies of the completed

VRR Three (3) copies of the DTS

approval letter Three (3) copies of OTS and OCC

certificates for the CommandingOfficer and Executive Officer

A Check or money order for TenDollars ($10.00) made payable toSTARFLEET

A stamped envelope addressed tothe Regional Coordinator

A stamped envelope addressed toSTARFLEET Shuttle OperationsCommand (ShOC)

Mail your newsletter/update Hold a Division Chiefs Meeting Hold a general crew meeting Fill out and mail your Monthly Status



Now it is getting easier for you!Remember to reward your crew withchocolate!


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MONTH EIGHT

Its Crunch Time! You are almost there!

If youve got the opportunity, attend a Regionaland/or another chapters function. Any time youcan interact with other members of STARFLEET,

you should.

Put the finishing touches on your CommissioningCeremony. Decide what promotions and awardsyou intend to give out at your Ceremony so youcan get the certificates printed.

Check with ShOC to make sure that yourpaperwork has been received and is beingprocessed.

In the midst of all the hub-bub of commissioningpreparations, dont let the basics get lost. Mailout your newsletter/update. Hold a divisionchiefs meeting. Hold your regular meeting. Anddont forget to send in that pesky little MSR.

MONTH EIGHT CHECKLIST

Attend a Regional or another chaptersfunction

Finalize plans for your CommissioningCeremony

Start planning for promotions and/orawards that will be given at yourCommissioning

Check on the status of yourCommissioning paperwork progress tohelp eliminate any problems you mayencounter during the final stages of

your Shakedown Cruise. Mail your newsletter/update Hold a Division Chiefs Meeting Hold a general crew meeting Fill out and mail your Monthly Status



NOTES


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MONTH NINE

Yes, thats right. The nine months that youthought wouldnt end are almost over. Are youready to begin your tenure as a full-fledgedSTARFLEET chapter? Well, here you go. Bu