Skip to main content
Civil Air Patrol National Headquarters
Main Content

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/15 Oct

After Action Report and AD Completion Module Deadline 

Deadline for winter/spring CSA/NFA  nomination packages (summer due by 15 Oct)

**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 of online

**NLT 15 Feb

NFAs submit Oplan via Dropbox--extended to 15 March

NLT 15 Feb

Wing approvals in eServices of online 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--Updated

**22 or 23 Feb 

Autoslotting program runs--Updated

**22-28 Feb

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

**26-27 Feb or after 2 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--Updated

NLT 30 April

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

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 2021 

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 this year.

New Activity Director Training

Prior year's recorded training


Webinar #1 - Kick off - Off to a Great Start

Ready, Set, Go-Tools for Directors and Year of "COVID Rebound" 

Webinar #2 - Looking for Info in All the Right Places

Are you connected and able to use the activity management tools? 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.

14 or 15 Feb 2000CT (NCSA & NFA Directors & Nationally Accredited CSAs using eServices Registration; Director's choice on date, both agendas are the same)

Webinar #3 - COVID Safety Dance (Part 2) & Making RM Part of Cadet Life (Part 1)

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. 

7 or 8 Mar 2000CT (NCSA & NFA Directors, CSA Directors, Activity Safety Officers and )

There are 2 videos for this event.

Making RM Part of Cadet Life (Part 1)

COVID Safety Dance (Part 2)

Webinar #4 - It's All About the Money

Bring Your Finance Officer to Webinar Day--all things finance reviewed & wrapping up slotting & review of COVID policies, to include how to request site-specific exception to wing being in Phase 3 for overnight activities, along with NFA process for Oplan approval.

** NEW DATES 11 or 12 Apr 2000CT (NCSA & NFA Directors and finance officer)

Slides for Credit Card Certification Online

Slides for How to Upload Credit Card Receipts Online

Webinar #5 - Last Look Before Activities Start and Public Affairs Training

24 or 26 May 2000CT (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 on vaccines and mask wear, 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.

Microsoft Teams meeting

Join on your computer or mobile app


Click here to join the meeting

Or call in (audio only)

+1 334-245-6025,,715623731#   United States, Montgomery

Phone Conference ID: 715 623 731#

Recording will be posted here approximately 1 week after the meeting.

Public Affairs Handout for Social Media Guidance

Webinar #6 - Tying up Loose Ends

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

22 or 23 August 2000CDT (Director's choice; both agendas the same)

On-Demand Training for WMIRS Flight Academy Management Screen for Gliders Flight Academies

Please view this REQUIRED training on the unique procedures used for Glider Academies, as well as training on the Flight Academy Management screen in WMIRS, including screen demonstrations and Risk Management and Flight Release procedures.  This training is specific to glider academies and must be done or a Mission Number will not be issued.  

(For NFA Glider Directors, WMIRS data entry personnel, and at least 1 FRO who will conduct releases for the academy)

Recording for Glider Flight Ops, WMIRS & Release Training from 2019

Guides on how to use portions of WMIRS is under the  "Helpful links" on this page.

A link to the paper-based portions of the processes is under the "Helpful links" on this page.

On-Demand Training for WMIRS Flight Academy Management Screen for Powered Flight Academies

Please view this REQUIRED training on the unique procedures used for Powered Academies this summer, as well as training on the Flight Academy Management (FAM) screen in WMIRS.  We will demo FAM and Risk Management and Flight Release procedures. This training is specific to powered academies and must be done or a Mission Number will not be issued.   

(For NFA Powered Directors, WMIRS data entry personnel, and at least 1 FRO who will conduct releases for the academy)

Recording for Powered Flight Ops, WMIRS & Release Training from 2019

Guides on how to use portions of WMIRS is under the  "Helpful links" of this page.

© 2021 Civil Air Patrol. All rights reserved .