Unit Strength Management Plan - Retention Program

There are actions unit leaders can take through policies, procedures and processes that help them meet strength objectives by reducing losses. These can be collectively grouped as the Unit Retention Program.

The key players who influence the effectiveness of the Unit Retention Program are:

Commander	Full Time Support Personnel
First Sergeant	Unit Retention NCO
Platoon Sergeants	Command Retention NCO
First Line Leaders	Unit RRNCO

The minimum requirements for a successful Unit Retention Program are:

Extension interviews: The objective of these interviews is to assist soldiers in making sound career decisions. Commanders are responsible to ensure 100% of all extension interviews occur in a timely manner. Leaders must conduct the following interviews as scheduled (Comments from all interviews will be entered on the Retention Data Card):

270 days from ETS	Unit Retention NCO (Identify impediments)
180 days from ETS	First Line Leader (Focus on team spirit)
90 days from ETS	Platoon Sergeant (Advancing ARNG career)
60 days from ETS	First Sergeant (Complete DA Form 4836)
30 days from ETS	Commander (A thanks for staying or last effort to retain)

ETS Rosters: Units receive periodic ETS rosters through normal administrative channels listing soldiers who are approaching their ETS date. They can use these to develop a suspense system for interviews. The system is an absolute must to reach 100% of required interviews. In addition, unit administrative personnel can develop rosters locally using the Unit Personnel System (UPS).

Extension motives: Soldiers have their own motives or serving in the ARNG. Leaders in the chain-of-command must uncover these influences and use their position of authority to meet or exceed the soldiers expectations.

Things we should consider to help us retain qualified soldiers are:

ARNG features and benefits – see the Guard Benefits section of this guide.
Current retention incentives (bonuses) – see your RRNCO for current list and qualifications.
Changing the soldier's MOS – Occasionally soldiers want to change Career Management Fields (CMF). RRNCOs can provide a list of MOSs available within a reasonable commuting distance.
Transferring to another unit at ETS date – As a measure to keep soldiers in the ARNG, we should consider transferring to another unit at ETS date.

Extension ceremony: The extension of enlistment is a commitment to serve. It is no less important than the initial contractual agreement between a new soldier and the ARNG. The oath of extension must be administered in a dignified manner. General guidelines for conducting this ceremony are:

Do it in appropriate surroundings. United States and state flags should be present if possible.
The ceremony should be personal and meaningful to the soldier.
Treat the ceremony as an official event. Sensationalizing should be avoided.
If the situation permits, invite the soldiers family.
The person administering the oath will be a commissioned officer.
Persons authorized by state law may also administer the oath of extension.

Develop a retention binder: This binder can serve as a single location of easy reference information pertaining to retention and attrition management. The Unit Retention NCO should maintain this information to ensure it is current and all items are readily available for use. The retention data cards used to document mandatory interviews are also a part of the retention binder.

Retention interview cards: These cards will be maintained in the Unit Retention Binder. The binder will be divided into two sections:

Current year with dividers for each month
Subsequent year

Cards on soldiers requiring an interview within the next 11 months will be filed behind the appropriate month index. All other cards will be filed behind the next year to be indexed into the appropriate month as required.

Prior to or at the beginning of each drill, the unit retention NCO will pull the cards filed for that month and provide them to the appropriate interviewers. Before the end of drill, the interviewers will return the completed cards to the unit retention NCO who will file them as required. If interviews are not taking place or being conducted properly, the unit retention NCO will notify the commander, first sergeant and unit RRNCO.

Retention interviews: In addition to the interviews listed in the unit retention binder, unit leaders should conduct periodic counseling throughout the soldiers term of service. Retention actually begins when the prospect first meets anyone connected with the ARNG. The importance of retention intensifies during processing and becomes more critical as soldiers serve out their enlistment. One of the most frequent complaints by soldiers is a lack of communication. Our leaders must involve themselves in planned communications that will position them to retain their qualified soldiers. These interviews will allow unit leaders to:

Eliminate old grievances
Identify individual soldier problems
Increase self-assuredness
Develop career planning
Create understanding
Convey visions and goals

As a minimum, The following timeline provides guidance for when interviews and counseling should be conducted:

WHO	WHEN	PURPOSE
Commander	First drill	Sponsorship briefing
First Sergeant	Six months into enlistment	Reiterate ESGR, family support, promotion requirements, education opportunities
First Line Leader	Annually on anniversary date	Career progression, job performance, education opportunities

Retention training calendar: Use this calendar much like you do your yearly training plan. This training schedule will list the date, time, subject matter, and the individual responsible for the class. The unit RRNCO can be a tremendous asset in planning and conducting retention-related training. Ensure the events on this calendar do not conflict with those on the Yearly Training Calendar (YTC). A great time to conduct this training is in NCODP/ODP. Some training subjects that are helpful are:

SPONSORSHIP	COUNSELING	CAREER PLANNING
ESGR (Boss lift)	Family Program	Features and Benefits
NCO Handbook	AWOL Recovery	Awards and Decorations
Unit Recruiting Plan	Pre-IET Classes	Strength Maintenance Attrition Model

These subjects also emphasize how the ARNG can impact "Quality of Life" issues important to soldiers and their families.

Retention control log: This program establishes the procedures to identify and track projected losses. The log will increase communication and involvement by unit leaders to use the tools available to retain qualified soldiers. The process is:

Report potential losses to the unit RRNCO.
The unit RRNCO will record the potential loss and issue a control number.
The unit RRNCO will brief the commander and unit leaders monthly on the number and status of each soldier on the retention control log.
As a minimum, the log will include soldiers who are potential losses in the categories ETS, pre-IET, AWOL, transfer to another component, intrastate transfers and interstate transfers.

Non-Validated Pay (No Val) Report: Soldiers who appear on this report are "at risk" for discharge. Commanders and unit leaders must develop strategies to return the soldiers to active participation with the unit. Some of the soldiers who appear on the report may be coded incorrectly or on extended periods of training. Unit leaders familiar with their personnel can identify such personnel immediately. You can use the No Val Pay Report to help reduce attrition and thereby position the unit to meet strength objectives.

Monthly Unit Attrition and Retention Management Checklist: This tool will help commanders and unit leaders track their progress in meeting end strength objectives. The Unit Retention NCO can assist in completing the report and brief on its findings.

Unit Assessment/Contract: The commander and unit leaders should meet at the beginning of each fiscal year with the RRNCO and his/her supervisor to complete this agreement. It will establish recruiting, retention and attrition management goals, roles and strategies for the year. The agreement can be reviewed quarterly for tracking and adjustment purposes.