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Activity Director Help Page

What does the timeline for NCSAs look like?

The planning process for summer activities is constant.  Winter and spring may flex a week or two depending on course offerings

We begin a summer planning cycle before the current year ends. To help keep things clear we try to use some common milestones. ** Dates are subject to change.

1 Sept

Begin Summer Close Out and solicit CSA nominations from Regions/Wings

**15 Sept

Activity credit cards turned off

**30 Sept

After Action Report and AD Completion Module Deadline 

Deadline for winter/spring CSA/NFA nomination packages

**30 Sept

NCSA budgets 1st draft due using the template provided for (update for upcoming FY and projection for subsequent year) using the template provided on AD tab of website

**1 Oct

Begin coordination of staff summary recommending next year's activity directors/Solicit CSA nominations from Regions/Wings

**16 Oct - 15 Nov

Update activity websites, and as needed throughout season; Winter/Spring activity registration opens on or about 15 October

**15 Nov

Activity directors & CSA lineup approved by CAP/CC

**15 Nov

Summer activities announced for the following year

**28 Nov

Activities updated in eServices

 1 Dec

Members begin applying online/Budget for current FY final

15 Jan

Initial application deadline to be considered for priority in placement for primary status most summer activities

NLT 1 Feb

Unit approvals in eServices for on time applications

**NLT 15 Feb

NFAs signed Oplan uploaded to Dropbox

NLT 15 Feb

Wing approvals in eServices for on time  NCSA apps

**16 Feb-1 Mar

Portions of Registration & Payment turned off to accommodate initial slotting 

**19-21 Feb

Hand Slot--only for those coordinated between Activity Director and CAP/CPA

**22 or 23 Feb 

Autoslotting program runs

**23-28 Feb

Business rules checked by Activity Director and CAP/CPA; CAP/CPA makes slotting changes if needed

**27-28 Feb or after 1 Mar

Courses that do not autoslot may slot their courses based on published business rules or wait until AFTER 2 March, if they do not want auto-notifications for accepting a slot to go out

**28 Feb/1 Mar

Automated slotting announcements to cadet participants

**NLT 1-10 Mar

Welcome letters added to activity websites

**NLT 10 Mar

No later than date to make initial email contact with your slotted cadets

NLT 31 Mar

NFAs submit initial Risk Assessment using published RA forms via Dropbox

NLT 30 April

Activity credit cards activated, certifications due monthly when purchases are made

31 Mar

Initial student payment deadline for NCSAs/NFAs--Changed--Activity Director sets their own date so that deposit is not due until AFTER go/no-go/go-virtual decision date

31 Apr

As slots open

Activity Directors can begin Alternate slotting to replace disenrolled cadets

**NLT 15 Apr

NCSAs and Accredited CSAs submit initial Risk Assessment for activity and sub-activities via Dropbox

30 Apr  

Final student payment deadline for NCSAs--Changed--Activity Director sets their own date so that final payment is due at least 21 days prior to activity start date

Last weekend in May 

1st activity should not be any earlier than this without approval of CAP/CPA

2nd weekend in August 

Last activity should not be any later than this without approval of CAP/CPA

NCSA & NFA Director Training for 2022

Please save the following dates for activity director and staff training. You will receive a reminder email about a week prior. Note that on those webinars where finance, safety or public affairs is highlighted, we would like for the staff member(s) who will fill those roles to attend the webinar, as well as the activity director.  You are welcome to invite other staff to attend any of the webinars.  If you are unable to attend, we ask that you have your deputy on the call.  All calls will be webinars, meaning you will get the most benefit if you can login on a computer or mobile device to see visual content. All training will be recorded and posted below.  No password is required to access the recordings.

You will receive best training by connecting online through your web browser or by downloading the free Microsoft Teams application and accessing the training through it.


Date Choice and Time

Link to Teams Meeting or Recording (posted 1 week after the training)

Dial in number

Conference ID if dialing in


Slide Deck

Webinar #1 New Activity Director Training

Jan 10, 2022, at 2000CT

Recording Link



Giving new ADs a head start

Webinar #1 Slides

Webinar #2 Kickoff Activity Director Training

Jan 16 or 17, 2022, at 2000CT

Recording Link



Ready, Set, Go-Tools for Directors and Year of "Finishing What We Started" 

Webinar #2 Slides

Webinar #3 Slotting and Tools Activity Director Training

Feb 6 or 7, 2022, at 2000CT

Recording Link

This recording starts in mid-sentence.  Only intro is left off.



"Looking for Info in All the Right Places." Are you connected and able to use the activity management tools? Quick overview of Reservist integration to your activity, finance and review of Slotting Timeline and instructions for each action. This webinar is vital to running a smooth slotting process, and so please make it a priority on your calendar.

Webinar #3 Slides

Webinar #4 Safety Emphasis Activity Director Training

Mar 6 or 7, 2022, at 2000CT

Meeting Recording Link Updated to remove signin requirement

No dial in available

Conference ID: N/A

Bring Your Safety Officer and Health Services Officer, if you have one, to this Webinar.  In addition to sharing best practices for keeping cadets and staff safe during all aspects of your activities, we also will review CAP guidance on controls you can put in place to minimize possibility of having COVID infection at your activity, and what to do if someone becomes symptomatic. 

(NCSA & NFA Directors, CSA Directors, Activity Safety Officers and Health Services)


Webinar #4 Slides

Webinar #5 Finance Activity Director Training

April 10 or 11, 2022, at 2000CT

Meeting Link

or dial-in using +1 334-245-6025

Conference ID: 309 349 929#

(NCSA & NFA Directors and finance officer)

Bring Your Finance Officer to Webinar Day--all things finance reviewed, wrapping up slotting, review of COVID policies for overnight activities, along with finalizing NFA Oplans and process for getting mission number.



Webinar #6 Public Affairs Emphasis and Last Look Before We Start Activity Director Training

May 9, 2022, at 2000CT

(One option only)


or dial-in using +1 334-245-6025

Conference ID: 

(NCSA & NFA Directors and PAs)

With the many changes brought on by planning in a COVID-19 pandemic world, we will have one last opportunity to discuss late breaking news, answer your questions and go over NFA-specific items at the end.  We will cover PA items at the beginning so bring your PA . We will have a timed agenda so that finance officers and PAs may join for their portion only.


Webinar #7 Whew 2022 Is Done Activity Director Training

Aug 21 or 22, 2022, at 2000CT


or dial-in using +1 334-245-6025

Conference ID: 

Finishing strong: Otherwise known as, "Getting things ready for next year before we forget the lessons we learned."

(Director's choice; both agendas the same)


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