Apr 7, 2014 ... The Masonic Safety ID program is one of the most active Masonic .... It is the responsibility of the District and Lodge Safety ID Chairman to either.
Masonic Safety ID Program Manual
April 7, 2014
Grand Master James E. Sullivan, Grand Master of Masons in the State of New York has announced that New York Masons are stepping up efforts to identify children at risk through a renewed emphasis on two of the most relevant programs offered by the Masons through their community outreach programs. He made this commitment this past weekend in the wake of the senseless Aurora Colorado theater killings, and several other mall and school shootings. "If these troubled young people had been identified, it is probable that these murders would not have occurred," he said. "This is the right thing to do!!" Most Worshipful Sullivan indicated that the funds to support these programs would come from the Grand Master' allocation from the Masonic Brotherhood Fund, a tax exempt 501 (c) 3 charity. He is asking individual Masons, family’s members and friends, as well as Lodges, Districts and Masonic Foundations, to renew their support of these vital programs through donations to the current Masonic Brotherhood Fund campaign and earmarked for the Grand Master's Allocation. Grand Master Sullivan indicated he has the wholehearted support of R∴W∴ William J. Thomas, Deputy Grand Master, in this effort and the Deputy Grand Master has pledged to work to continue and expand this program. MSAT is a pioneering program developed by Masons in a number of states through the National Foundation for Children. For many years, NY Past Grand Master Carl Smith was the Chairman of the Board of the NFFC. He has this to say about this program, "MSAT makes a difference; since our first workshop in October, 2001, more than 2,300 New York educators have attended The MSAT Workshops; studies show that for every educator who received the training, more than 7 students each year receive help. This is one of the most effective systems for saving students at risk, and New York Masons are recognized as supporting this effort.” The concept is to teach school administrators, teachers, counselors and other school personnel who interface with children, to recognize kids at risk ... children at risk because of peer abuse, sexual abuse, parental abuse, drug abuse and many of the other social causes which lead them to go astray. Once recognized, these children can then be offered the help they so desperately need through professional community based agencies. The Masonic Safety ID program is one of the most active Masonic projects in the state with most Lodges actively participating. The concept is to provide parents and guardians with a compact disc with digital photographs, finger prints and all vital statistics to aid police through the Amber Alert Program when a child goes missing. According to statistics, some 20,000 children go missing in New York State alone each year.
Table of Contents Grand Master’s Message Introduction Mission and Objective Safety ID Program Organization MSID Executive Committee MSID Region Map MSID Regions MSID Regional & District Chairman Metro North Metro Central Metro South Hudson Champlain North Hudson Champlain South Mid-State North Mid-State South North Western South Western Duties & Responsibilities Initiation of Events Publicity Protocol Operation Protocol Code of Conduct Do’s & Don’ts Amber Alert Child ID Reports MSID Event Procedures Training EZ Child ID System Forms Parent Input (English) Parent Input (Spanish) MSID Photo Release News Tip Sheet Session Report Host Information Level 1 Instructors MSID Web Calendar Guidelines
1 3 4 5 6-7 8 9 10 11 12 – 13 14 15 16 17 18 – 19 20 21 22 – 25 26 – 27 28 – 31 32 – 36 37 38 39 40 – 41 42 43 – 45 46 - 53 54 55 – 56 57 – 58 59 60 61 62 63 64 – 68
INTRODUCTION The objective of the New York State (NYS) Masonic Safety ID (MSID) Program is to provide parents, children, young adults, college students and the elderly with safety information. The Program also provides law enforcement agencies with information necessary for the safe and timely recovery of a missing person. The Masonic Safety Identification Program is the most comprehensive proactive program currently available. This Program is provided through the benevolence of the Grand Lodge of F. & A.M. of the State of New York and is provided FREE of charge to all participants. The centerpiece of the Safety ID Program is the E-Z Child ID System. It produces a mini CD-ROM that serves as a recovery tool that can be used to assist in locating and identifying a missing Child, Student, College Student or Senior Citizen. The CD-ROM also contains safety information applicable to the age group undergoing the ID procedure. The CD-ROM is imprinted with a file that contains critical identification attributes, as well as, a digital photograph and digital fingerprints of the subject. At The conclusion all information entered on our computer is deleted for the safety and confidentiality of the individual undergoing the ID procedure. This Program also provides Masons with the opportunity to bring before their Community, by example, the principles of our Craft. By increasing awareness of what Masonry means and what Masons do, we promote the public image of our Fraternity. To be successful the NYS MSID Program must be made consistently available throughout the Grand Lodge jurisdiction. All Masons are encouraged to support their Lodges, Districts and other community groups in this Program. There are many opportunities: in schools, Libraries, Nursing Homes, Senior Centers, Hospitals, at community functions, and at special events to make this service available. This Manual is designed to bring forth the organizational structure and operational procedures for the planning, implementation and reporting of MSID Programs. It will also serve as a GUIDE to building a dynamic and effective program. The information provided is essential to start a successful MSID Program within a District or Lodge as well as how to request and obtain material for an event and to whom to report the results of an event. Everyone involved in organizing a MSID Event must be intimately familiar with the information contained herein. The MSID Program is an evolving Program and is open for suggestions.
Mission By direction of the Grand Master of Free & Accepted Masons in the State of New York, the responsibility of the Masonic Safety ID Program has been delegated to an appointed Committee Chairman and selected personnel. The Committee Chairman reports to and is responsible to the Grand Master for the effectiveness of the program. The Committee provides assistance and guidance to the Safety ID Volunteers throughout this jurisdiction. The Mission of the Safety ID Program is to: • Provide a vital Community Service. • Assist Law Enforcement Officers in the safe recovery of a lost or missing Child, Student, College Students or Senior Citizen. • Provide information on the CD-ROM that will assist in maintaining the personal safety of the individual undergoing the Safety ID Procedure, this information is geared for each age group. • Encourage Masons to become involved in their communities. • Promote a positive image of Masonry in our communities, broadening public awareness and recognition of Masonry as an involved community organization. Law enforcement agencies welcome any assistance they can get in the search and recovery of lost or missing persons. The use of recently acquired material, which can be viewed by these agencies and broadcast on local television, serves as a vital tool in the recovery effort. New York State Freemasons have been providing this service since 1991. The CD-ROM with the information becomes the property of and remains under the control of the parent, guardian or individual undergoing ID Procedure. Law enforcement agencies across the state not only recommend the program to neighborhood crime watch groups, but also include the program in Crime Night Out and their public safety programs. The Safety ID Program provides Masons, their families and the community an ongoing opportunity to work together for the betterment of their community and the safety of their children. Volunteering for a Safety ID Session can be a rewarding and enjoyable experience. It enables all of us to make a positive contribution to society and offers the community at large the opportunities to learn and understand what Masons are all about. The Safety ID Program Committee stands ready to assist in providing the documentation necessary to train District and/or Lodge Teams. The Committee is also the source for ordering material necessary to conduct a successful event. It is the responsibility of the District and Lodge Safety ID Chairman to either conduct or arrange for refresher training for their teams so that they are fully capable of conducting an effective event in a timely and professional manner.
Masonic Safety ID Program Organization
Note: The organization chart depicts the structure of the Safety ID Program. Solid lines indicate a chain of direct responsibility and reporting with arrows indicating reporting directions.
MSID Executive Committee State Chairman
State Vice Chairman
Paul K Gibbon (Grace) 28 Frazer Dr Greenlawn, NY 11740-2007 Home: (631) 261-1496 E-mail: [email protected]
William M Plank 14 Springvale Rd, Apt P Croton On Hudson, NY 10520-1382 Home: (914) 739-7441 E-mail: [email protected]
Clarence J Eckhoff (Christine) 455 Ontario Street PO Box 118 Sackets Harbor, NY 13685-0118 Home: (315) 646-3564 Cell: (315) 771-4730 E-mail: [email protected]
Web Master Lee D Roof (Pat) Home (716) 934-4789 38 Buffalo St Silver Creek, NY 14136-1116 Home: (716) 934-4789 Cell: (716) 474-5893 E-mail: [email protected]
State Instrumentation & Technology Chairman Yusuf Z Dilmen 3530 34th St, Apt 2D Astoria, NY 11106-1935 Home: (646) 269-7544 E-mail: [email protected]
Donald H Elliott (Rose) 55 Parsons Dr N Whitney Point, NY 13862-2320 Home: (607) 692-3134 E-mail: [email protected]
State Operations Chairman Larry Gordon 737 Meadow Rd. Smithtown, NY 11787-1620 Home: (631) 265-0527 E-mail: [email protected]
Regional Chairmen Nine (9)
Metro North Metro Central Metro South Mid-State North Mid-State South
Hudson-Champlain North Hudson-Champlain South North Western South Western
Committees Executive Committee will consist of the following members: •
Instrumentation & Technology Chairman
Nine (9) Regional Chairman
Support Members (Non-voting): •
Representative from the Masonic Public Relations Committee
Representative from the Masonic Technology Committee.
All Executive Committee members are appointed by the Grand Master, F. & A.M. in the State of New York.
Nine (9) Regions (Metropolitan North, Metropolitan Central, Metropolitan South, Mid-State North, Mid-State South, Hudson-Champlain North, Hudson-Champlain South, North Western, South Western) Each Region consists of: Regional Chairman: (appointed by the Grand Master and serves on the Executive Committee)
District Chairman appointed by the DDGM. Representative from each Lodge within the District appointed by the Master of the Lodge.
Chairman appointed by the Master of the Lodge. Members of the Lodge Safety ID Team. The Lodge Committee is to work with the District Chairman to enhance the program.
Nine (9) Regional Committees (Metropolitan North, Metropolitan Central, Metropolitan South, Mid-State North, Mid-State South, Hudson-Champlain North, Hudson-Champlain South, North Western, South Western) Each Region consists of: •
Regional Chairman, appointed by the Grand Master and serves on the Executive Committee
District Chairman appointed by the District Deputy Grand Master of their respective District Appendix A identifies the District within each
District Committee •
District Chairman appointed by the DDGM. (See Appendix C for a list of District Chairmen).
Representative from each Lodge within the District appointed by the Master of the Lodge.
Lodge Committee •
Chairman appointed by the Master of the Lodge.
Members of the Lodge Safety ID Team.
The Lodge Committee is to work with the District Chairman to enhance the program.
Bronx Orange Putnam Rockland Westchester
Columbia Dutchess Greene Otsego Schoharie Sullivan Ulster
Erie Genesee Livingston Monroe Niagara Ontario Orleans Seneca Wayne Wyoming Yates
Metro Central New York (Manhattan) Richmond (Staten Island)
Kings (Brooklyn) Nassau Queens Suffolk
Franklin Hamilton Herkimer Jefferson Lewis Oswego St. Lawrence
Albany Clinton Essex Fulton Montgomery Rensselaer Saratoga Schenectady Warren Washington
Broome Cayuga Chemung Chenango Cortland Delaware Madison Oneida Onondaga Schuyler Steuben Tioga Tompkins
South Western Allegany Cattaraugus Chautauqua
MSID Regional & District Chairmen
The Safety ID Program of the Grand Lodge of F. & A.M. of the State of New York is divided into nine (9) Regions and sixty (60) geographic Districts, which equate to the New York State Masonic Jurisdiction. Page 10
Metro North Region Regional Chairman William Plank 14-P Springvale Road Croton-on-Hudson, NY 10520 Phone: (914) 739-7441 Cell: (914) 843-7546 Email: [email protected]
District Chairmen Bronx Martin V. Wattenberg 2466 East 28th Street Apt # 1 Brooklyn, NY 11235-1910 (Home Phone) (718) 743-7407 (Cell Phone) (917) 403-3195 E-Mail: [email protected]
Work E-Mail: [email protected]
Orange-Rockland Bruce Klein 158 Eagle Ridge Way Nanuet, NY 10954 Phone: (845) 426-5856 Cell: (845) 642-5559 Email: [email protected]
1st Westchester-Putnam Eric A.Tiratsuyan (Aida) 3367 Curry Street Yorktown Heights NY 10598 Home phone (914)-302-6076 Cell phone (914)329-5403 Email address: [email protected]
2nd Westchester-Putnam Carl Ellyn (Terry) 16 Dogwood Lane Putnam valley, NY 10579 Phone: 845-868-4050 Email: [email protected]
Charlie VanDeMark PO Box 705 Wallkill, NY 10941-3943 (home & cell) (845) 564-2723 Email: [email protected]
Email: [email protected]
Metro Central Region Regional Chairman Steven Rosen (Pamela) 100-25 Queens Blvd. Forest Hills, NY 11375 Phone: (718) 830-0498 Cell: (917) 378-3281 Email: [email protected]
District Chairmen 1st Manhattan (Vacant)
2nd Manhattan Steven Rosen (Pamela) 100-25 Queens Blvd. Forest Hills, NY 11375 Phone: (718) 830-0498 Cell: (917) 378-3281 Email: [email protected]
4th Manhattan Jephthah Dais (Anna) 301 Castle Cove Terrace Edgewater, NJ 07020 H - (201) 941-8197 M - (631) 697-9761 O - (212) 716-2624 Email - [email protected]
5th Manhattan John Chang 9 LOH Avenue Tarrytown, NY 10591 Phone: (914) 631-5219 Email: [email protected]
6th Manhattan Llewellyn A. Williams, 100 La Salle Street, 6B New York, NY 10027 Phone: (212) 749-4285 H Cell: 646-244-6847 Email: [email protected]
7th Manhattan Jon Pufahl (Jacqueline) Mailing address PO box 75 Granite Springs NY 10527 Cell: 914-494-1673 E-mail: [email protected]
8th Manhattan Carl Peter Lentoni (Jaclyn) 93 Ludlam Rd Monroe NY 10950 H: 845-915-6396 C: 917-295-6793 Email: [email protected]
9th Manhattan Jan Weinrich (Alba) 148 W. Ivey Lane Englewood, NJ 07631-1612 Phone: (201)568-7030 Cell: 201-214-5967 Email: [email protected]
10th Manhattan Francois Voltaire Cell: 646-474-3855 Email: [email protected]
Richmond William Welsh 4173 Amboy Road Staten Island, NY 10308 Phone: (718)967-0304 Email: [email protected]
Richmond (cont.) William Navallo 339 Monmouth Road Freehold, NJ 07728 Phone: (732) 303-9423 Email: [email protected]
Robert E. Welsh, Jr. 15 Houston Street Staten Island, NY 10302 Phone: (718) 816-1431 Email: [email protected]
Metro South Region Regional Chairman Eugene Dreyer (Maureen) 191 Pershing Parkway Mineola, NY 11501 Phone: (516) 997-6092 Cell: (516) 241-7982 Email: [email protected]
District Chairmen 1st Kings Joel A. Hilsenrath 945 East 15th Street Brooklyn NY 11223 Phone: (718) 627-8535 Email is [email protected]
2nd Kings Patrick M. Rahamatulla (Maria) 224-42 93rd Road Queens Village NY 11428 Phone: (917) 387-8520 Cell: (646) 643-1882 Email: [email protected]
3rd Kings Moris Kruler (Olga) 2785 W 5th St Apt 19C Brooklyn N.Y. 11224 Phone: (718) 265-1023 Cell: (347) -782-2518 Email: [email protected]
Queens Russell B. Strine 65-76 160th Street Flushing, NY 11355 Cell: (917) 862- 0078 1st Nassau John T Hansen 3911 Atlantic View Ave Seaford, NY 11783 Cell (516) 369-6566 Email: [email protected]
1st Nassau (cont) Marc Lapinel (Holly) 307 Magnolia Blvd Long Beach, NY 11561 (516) 432-5998 (516) 695-9431 Email: [email protected]
2nd Nassau Robert Getschel (Pia) 303 Tulip Avenue Floral Park, NY 11001 Phone: (516) 488-4425 Cell: (516) 672-1609 Email: [email protected]
Suffolk Lawrence Gordon (Lorie) 737 Meadow Road Smithtown, NY 11787 -1620 Phone: (631) 265-0527 Email: [email protected]
Ed Bartels (Cathie) 215 W.20th Street, Deer Park, NY 11729 (631) 242-0283 (home) (646) 820-4248 (cell) Email: [email protected]
Hudson-Champlain North Regional Chairman (Vacant)
District Chairmen Clinton Christopher Dieneer 1 Rounds Drive Peru, NY 12972 Phone: (518) 643-0707 Email: [email protected]
Essex Andrew Mullin P.O. Box 712 Elizabethtown, NY 13932 Phone: (518) 873-2491 Email: [email protected]
Saratoga-Warren Gary Bolster (Chiara) 14 Hammond Street Lake George, NY 12845-1004 518-260-0677 [email protected]
Albany Raymond Gaul 2877 Curry Road Schenectady, NY 12303 Home: (518) 355-1714 Cell: (518) 986-4790 Email: [email protected]
Rensselaer-Schenectady Richard W. James 1601 Carrie Street Schenectady, NY 12308 Phone: (518)339-9064 E-mail: [email protected]
Fulton-Montgomery David Saltsman 903 County Highway 126 Amsterdam, NY 12010 Phone: (518) 843-3445 Email: [email protected]
Washington John R. Patterson, Jr 347 Cambridge-Battenville Road Greenwich, NY 12834 Law Office Number - 518-854-7250
Hudson-Champlain South Regional Chairman A. Harry Williams IV (Janice) 144 Yantz Road Red Hook, NY 12571 Phone: (845) 758-6765 Email: [email protected]
District Chairmen Greene-Ulster A. Harry Williams IV 144 Yantz Road Red Hook, NY 12571 Phone: (845) 758-6765 Email: [email protected]
Otsego-Schoharie Jeremy Sherman PO Box 395 Schoharie, NY 12157 H: (518) 295-8142 Email: [email protected]
Columbia George Matuszek 374 Maple La Valecia, NY 12184 Phone: (518) 784-2772 Cell: 518-763-1745 Email: [email protected]
Dutchess Charles P. Hodgart 28 Kipp Ave Fishkill, NY, 12524-2204 (R) (845) 440-6803 (C) (845) 797-3584 (E) [email protected]
Sullivan Roy A. Worden (Jennie)”Porky” 246 Main Street Hurleyville, NY 12749 Home: (845) 434-2062 Cell: (845) 798-2062 Email: [email protected]
Mid-State North Regional Chairman Kenneth Wheeler 1404 State Route 13 Altmar, NY 13302 Phone: (315) 964-0106 Cell: (315) 591-5291 Email: [email protected]
District Chairmen 1st St. Lawrence Stephen Tharaldsen 1457 US HWY 11, P.O. Box 75 Gouverneur, NY 13642 Phone: (315) 287-4603 Cell: (315) 408-8874 Email: [email protected]
2nd St. Lawrence John Schneider P.O. Box 513 90 Stoughton Avenue Massena, NY 13662 Phone: (315) 764-1276 Cell: (315) 250-1765 Email: [email protected]
Jefferson Ken Bates P.O. Box 531, 513 Brown Street Dexter, NY 13634 Phone: (315) 639-6110 Cell: (315) 286-4269 Email: [email protected]
Franklin-Hamilton Bruce Jennings P.O. Box 433 Long Lake, NY 12847 Phone: (518) 624-2145 Email: [email protected]
Herkimer Frank Rice P.O. Box 237 Stratford, NY 13470 Phone: (315) 429-9671 Email: [email protected]
Oswego Kenneth Wheeler 1404 State Route 13 Altmar, NY 13302 Phone: (315) 964-0106 Cell: (315) 591-5291 Email: [email protected]
Jefferson-Lewis Patrick Gibbens 20 Antwerp St Philadelphia, NY 13673 Phone: (315) 642-5788 Cell (315) 408-5341 Email: [email protected]
Mid-State South Regional Chairman Albert Comfort 2216 Grand Central Ave Horseheads, NY 14845 Home/Cell: (607) 426-6947 Email: [email protected]
Thomas Wong (Sherry) 1913 Holland Avenue Utica, NY 13501 Phone: (315) 797-9803 Cell: (315) 749-8430
E-mail: [email protected]
District Chairmen Onondaga Gary M. Kimpel (Crystal) 7862 Peck Rd. Kirkville, NY 13082 R: (315) 627-0327 C: (315) 416-3880 E: [email protected]
Rolf Schwedes 120 Northrup Blvd. Syracuse, NY 13209 R: (315) 263-5410 E: [email protected]
Nick Lettieri (Nieden) 106 Lorenzo Drive Syracuse, NY, 13205 R: (315) 432-0260 C: (315) 657-1053 Cortland-Madison Madison County Scott A. Cary 4171 Ranch Park Dr. Liverpool, NY 13090 315-952-1638 [email protected]
Cortland County Ben Wheaton 31 Pomeroy St. Apt. A Cortland, NY 13045 607-597-9852 [email protected]
Broome-Chenango Eric Vonderhorst 2424 State Rout 79 Harpursville, NY 13787 Phone: (607) 235-0144 Cell: (607) 423-9565 Email: [email protected]
Cayuga-Tompkins Chris Perkins 202 Elm Street, Apt. 4 Groton, NY 13073 Phone: (607)8989066 Email: [email protected]
2nd Oneida Thomas Wong (Sherry) 1913 Holland Avenue Utica, NY 13501 Phone: (315) 797-9803 Cell: (315) 749-8430 E-mail: [email protected]
Chemung-Schuyler-Tioga Albert Comfort 2216 Grand Central Ave Horseheads, NY 14845 Home/Cell: (607) 426-6947 Email: [email protected]
Steuben Patrick McGlynn 6841 CO. RT. 14Bath, N.Y. 14810-7615 Phone: (607) 776-2584 E-mail: [email protected]
Delaware Richard Morley 4 Park Place Delhi, NY 13753 Phone: (607) 434-5010
Cell: (607) 434-5010 Email: [email protected]
North Western Region Regional Chairman Gerald (Bud) Hoffmeister Pinewood Apartments 297 Linwood Ave Apt #3 Warsaw, New York 14569 Phone: (585) 786-3635 Email: [email protected]
District Chairmen Ontario-Seneca-Yates John Hubbard 7768 County Rd. 153 Interlaken, Ny.14847 Phone: (607) 532-3423 Cell: H-607-532-3423 Email: [email protected]
Monroe Donald Tubman (Sue) 51 Browns Avenue Scottsville, NY 14546-1349 Phone: (585) 889-4725 Email: [email protected]
Genesee-Wyoming Clifton L Drum (Nancy) 63 S Academy St. Wyoming, NY 14591 Phone: (585) 495 6506 Email: [email protected]
Asst. MSID Chairman: Donald Strang (Linda) 12 Meadow Lane Attica, NY 14011 Phone: (585) 297 8828 Email: [email protected]
Rick Downs (Brenda) 18 Wedmore Rd. Fairport, NY. 14450 Cell (585) 615-5918 Email: [email protected]
1st Erie Edward J. Geiger (Karen) 69 Campbell Rd. Buffalo, NY 14215-2905 Phone: (716)-803-1008 Email: [email protected]
Wayne Jonathan A. Leisenring (Toni) 22 Culver Street Lyons NY 14489 Phone: 315-946-5354 Cell: 315-345-7352 Email: [email protected]
2nd Erie Kenneth R. Moeller (Linda) 14 Rolling Woods Ln. West Seneca, NY 14224-4149 Phone: (716)-674-1942 Cell: (716)-984-8878 Email: [email protected]
Livingston Richard Trescott (Vilma) 11 Medowlark Drive Avon, NY 14414 Phone: (585) 226-9042 Cell: (585) 233-6570 Email: [email protected]
Niagara – Orleans
Michael Brown 8734 Mang Avenue Niagara Falls, N Y 14304-3437 Phone: 716-283-4811 Email: [email protected]
South Western Region Regional Chairman Douglas A. Neal (Gloria) 100 East Street Sherman, NY 14781-9942 Phone: (716) 761-6895 Cell: (716) 397-9942 Email: [email protected]
District Chairmen Allegany Randall L. Hartwick 183 Farnum Street Wellsville, NY 14895 Phone: (585) 593-4973 Cell: (585) 993-4973 Email: [email protected]
Cattaraugus David Lewis (Linda) 8257 Swamp Road Cattaraugus, NY 14719 Phone: (716) 257-3175 Cell: (716) 244-3741 Email: [email protected]
Chautauqua Douglas A. Neal (Gloria) P.O. Box 368 100 East Street Sherman, NY 14781-9942 Phone: (716) 761-6895 Cell: (716) 397-9942 Email: [email protected] [email protected]
Duties and Responsibilities Executive Committee Exercises general supervision of funding, resources, communications, implementation and direction of the Safety ID Program throughout New York State. Makes recommendations and sets guidelines for publicity, promotion and marketing for use by the Regional, District and/or Lodge Committees. Provides training programs and materials, sets quality standards and exercises general control over the coordination of programs statewide. Develops resources where possible on a statewide basis in all areas helpful to Regional, District and/or Lodge Committee Programs including communication, finances, manpower and vision. Attend meetings when called for by the State Chairman. Assist the State Chairman in preparation of the Annual Budget and annual Report to the Grand Secretary. State Chairman Maintains current and accurate financial records. Collects and processes all bills for payment in a timely manner. Serves as Chairman of the Executive Committee. Approve and distribute to the Executive Committee the monthly Safety ID Activity Reports received from the Operations Chairman. Submits Annual Budget to the Deputy Grand Master for review and approval. Submits Annual Report to the Grand Secretary. Promotes the program by providing monthly articles to the Grand Lodge Net News online publication, and quarterly articles to the Empire State Mason Magazine. Carry out such other duties as directed by the Grand Master or Deputy Grand Master. Organizes Executive Committee Meetings Vice Chairman Assist State Chairman in all matters. Review, updates and distributes procedural and operations manual changes. Communicates recommendations for Safety ID software improvements and tests updates prior to release. Communicate suggestions and recommendations for Program improvement to the State Chairman in a timely and orderly fashion. Page 22
Promote the Safety ID Program to potential host organizations and Masonic entities to encourage new events, sessions and volunteers. Carry out such other duties as directed by State Chairman Attends Executive Committee Meetings Operations Chairman Assist in the preparation of the Budget and Reports. Coordinates all major events overlapping Regions. Receive monthly reports from the Training, and Regional Chairmen and analyze all data. Compile statistical data and schedule spreadsheets of upcoming events and provide an Activity Report to the State Chairman. Maintain an accurate list of District Program Chairmen and send updated list to all members of the Executive Committee. Carry out such other duties as directed by State Chairman. Attends Executive Committee Meetings Instrumentation & Technology Chairman Make replacement recommendations for failed or obsolete equipment, Make recommendations for improving the Masonic Safety ID Program equipment and procedures. Make recommendations on Computer Program changes made to enhance the Masonic Safety ID Program. Evaluate Computer Program Changes to assure they accomplish the desired results. Assist in the preparation of the Annual Budget and Report. Implements preventative maintenance procedures as required for all equipment. Resolves equipment issues brought to his attention or forwards to the Executive Committee for resolution. Carry out such other duties as directed by the Program Chairmen. Attends Executive Committee Meetings Training Chairman
Prepare and distribute Instructors Procedures to qualified Level 1 Instructors
Submit training procedural changes to Executive Committee for approval. Maintain supplemental training materials and equipment. Submit his portion of the annual budget to State Chairman as required. Page 23
Qualify Level 1 Trained Instructors and report the same to Executive Committee. Assist the Regional Chairman to identify potential Level 1 Instructors. Conduct training sessions throughout the jurisdiction as required. Submit monthly report to Operations Chairman including all training events completed as well as upcoming events. Carry out such other duties as directed by State Chairman. Attends Executive Committee Meetings
Regional Chairmen Communicates with District Chairmen in the Region on a regular basis, encourage nonParticipating Districts to become active. Attend MSID Executive Committee Meetings
Transmits monthly report to the Operations Chairman with a copy to the State Chairman no later than the 5th of each month. Report includes date, time and location of scheduled events for the upcoming month, as well as, a compilation of the District session report and statistical data for the previous month. ( See Regional Chairman Report Form in the Forms Section )
Keep the Statistical Data Spreadsheet up-to-date and on a monthly basis provide copies to State Chairman and Operations Chairman.
Maintain an accurate list of District Chairmen and send updated list to the Operations Chairman and State Chairman.
Review and submit recommended changes to the Safety ID Manual to the State Chairman and Operations Chairmen.
Assist in the preparation of the Annual Budget and Report.
Provides guidelines for working with volunteers.
Assist local level 1 Instructors in assuring that all equipment in the Region is properly updated and maintained.
Assist State Training Chairman in identifying potential level 1 Instructors.
Assist State Training Chairman and Regional level 1 Instructors in scheduling training sessions to maintain professionalism.
Maintains accurate inventory of all equipment and supplies in the Region and distribute according to District request.
Orders supplies as required from the State Chairman. Carry out such other duties as directed by State Chairman. Yearly attend at least one MSID Session in each District within your Region Attends Executive Committee Meetings Page 24
Promotional Chairman Distribute Brochures. Carry out such other duties as directed by State Chairman District Chairman Appointed by the District Deputy Grand Master. Submit session reports of Safety ID events ( see Session Report Form in the Forms Section ) to Regional Chairman at the conclusion of the event. Maintains an accurate list of team members and their qualifications. Schedules upcoming events in a timely manner keeping the Regional Chairman informed.
Maintains general supervision over District and Lodge Safety ID Teams. Informs the Regional Chairman of material requirements and scheduled events in a timely manner. Schedules and conducts visit to the session site to ensure that it is capable of hosting the event. Conducts scheduled events in a timely and professional manner. Assists Training Chairman in scheduling training sessions on a regular basis. Retains signed Permission Slips for a minimum of 3 years. Develops resources that will be helpful to local committees including but not limited to communication, promotion and marketing. Serves as event troubleshooter should problems arise that would interfere with conducting a session in a timely and professional manner.. Carry out such other duties as directed by Regional Chairman. Lodge Chairman Appointed by Lodge Master. If there is no Lodge Chairman then the Master of the Lodge is Chairman Serve on the District Safety ID Team. Coordinate with the District Chairman prior to arranging a Safety ID Session.
Initiation of Events General Guidelines A District or local Lodge may initiate a Safety ID event by contacting a Lodge and/or District Chairman directly, as appropriate. As soon as the District Chairman has determined preliminary information for the event including dates, times and. the number of children anticipated to participate along with general sponsoring information, the event should be formally scheduled through the appropriate Regional Chairman. The Regional Chairman is responsible for notifying the Operations Chairman of the planned event and contact the State Chairman for all supplies needed, and making sure that sufficient equipment can be secured for the event. This information MUST be passed to both Chairmen at least two (2) weeks prior to the scheduled event date. The District Chairman then continues to develop and refine arrangements for the event.
School Events Up State experience has shown that the Safety ID Program provided in the school, and during school hours, is the best way of reaching the most children within the community. It should be remembered, however, that a school's primary objective is to educate. We must be conscientious in scheduling so as to not to interfere with the educational process. One way to approach a school system is by building community consensus. After forming the District/Lodge Safety ID Program Committees, building support of the Chief of Police, civic leaders and elected officials is extremely important. It is then much easier to approach the Superintendent of Schools and school committees. Another, very effective way is to have a respected and retired educator of the local school system approach the Superintendent. All local communities are different and the District/Lodge Committee must approach this challenge in a way it feels to be most effective. Organization is particularly important in school-based events. It is suggested that two (2) to three (3) months of lead-time is appropriate in this scenario. It is suggested once permission has been granted to conduct a Safety ID event, that the Team Leader request a contact person to work with in planning the event. If planned and approached professionally and courteously, school and community officials can be extremely helpful in providing assistance. Remember, our objective is to provide a community service as effectively as possible.
Down State experience has shown that contacting a school’s Parent Teacher Coordinator and suggesting a Masonic Safety ID Session to in conjunction with the school planned Saturday activity is a successful approach. If the Safety ID Program is properly planned and carried out to the schools satisfaction, the school’s Parent Teacher Coordinator will gladly inform their counterpart in other schools of the Program. Word-of-mouth is the best kind of advertising we can get, so it is important that no planning detail be overlooked. In school-based programs the parents will typically give permission for their child to participate prior to the event. A blank Consent Form along with a letter, written on school stationary and signed by the School Principal that explains the program and encourages parents to allow their child to participate, should be sent home with the child approximately one week prior to the event, if the Consent Form is signed by the parent/guardian their presence is not required. The teacher retains the signed permission slip and presents them to the people manning the Registrar Station along with the children undergoing the ID procedure. Following the event all signed consent forms are to be retained by the Safety ID Program District Chairman.
Community Events The varieties of community events that constitute ideal Safety ID situations are numerous. Some would include fairs, festivals, Saturdays at the mall, fire safety days, open houses, etc. Community events also have shown to be fertile areas for promoting the positive public image of the Safety ID Program to other potential sponsoring organizations. Another very important purpose of Community Events is that they provide opportunities for family members to work together in this valuable community service. They also provide opportunities for updates of family members who are no longer in the grades covered by the school Safety ID programs.
Stand-Alone Events Events held with the sole purpose of presenting the Safety ID Program have been among the programs greatest successes and its greatest disappointments. The most important element of a stand-alone event, and crucial to its success is Public Relations. Months of planning are required. Newspapers, local television stations, local cable community bulletin boards, doctors, store fronts, day care centers, churches, synagogues and schools should all be considered, as well as presentations to civic groups, such as ParentTeacher Organizations, Rotary, Lions Club among others.
PUBLICITY PROTOCOL One of the greatest tools that we have is that of communication. How we use this tool may well determine the success of our program. How you communicate with your Districts and Lodges and the general public is a prime requirement. Objective: To explain how to promote your Masonic Safety Identification Program using "FREE" publicity. Promoting through publicity can be an economical and effective way to ensure the success of the Safety ID Program. It is less costly than paid advertising but does require a measure of, effort: Advertising, too, can be effective if a sufficient budget exists to place newspaper ads or buy radio time. This protocol, however, is focused on generating effective publicity for your Safety ID Program event. There are abundant publicity opportunities available in almost every region of New York State. There are very few areas that are not covered by daily and/or weekly newspapers, radio stations, television stations, cable TV companies and even supermarket bulletin boards. In your area, it is probable that hundreds of people visit your local supermarkets and other stores every day. It is easy to prepare a broadside that can be easily duplicated and posted in these locations. Be sure to ask permission before posting. The single element that will be critical to the success or failure of your promotion is simply EFFORT. If you make the effort to write a news release, print or duplicate a flyer and then do the legwork and make the telephone calls to place these materials in the hands of a Reporter and/or News Director, you are almost guaranteed a successful There is one very important thing to remember. Reporters and News Directors owe you or our organization nothing. Press contact is, or should be, very much a mutually beneficial activity. You are providing them with information that is of interest to their readers, viewers or listeners and they are providing you with a forum to deliver your message to people who have the potential of attending your Safety ID event. Encourage and respect that relationship. You will be reaching out to an audience of people who may potentially participate in your Safety ID event. You must convince them in your materials that your program and event is worth supporting and attending and that it will provide a benefit for them.
Opportunities for publicity: Many opportunities exist in your area to promote your Safety ID event. These include, but are not limited to: • Daily & Weekly Newspaper news releases and photos. • Radio Station news releases and Public Service Announcement (PSA) scripts. • Television Stations news releases and PSA scripts. • Cable TV Systems PSA scripts. • Bulletin Boards and/or Store Windows Flyers and/or broadsides.
How to prepare effective news releases: The heading of a news or press release should contain the name of the organization such as New York Free and Accepted Masons, the date that you want the information to be released, (in most cases: FOR IMMEDIATE RELEASE), and the name of the author or coordinator, his telephone number and E-mail address where the Reporter can get additional information if desired. There are five key elements that MUST be in every piece of promotional material you develop (see “News Tip Sheet” in the Form section). • Who? • What? • Where? • Why? • When? These five elements should also appear in the very first part of your news release and, in a condensed form, in the headline. (See News Tip sheet in Form section) Who: This could be the New York Freemasons, your District or your Lodge. What: This is where you describe Safety ID Program and that the child's photograph, finger prints and physical characteristics are recorded on the mini CD and given to the parent or guardian. It is very important that you make the statement that the entire program is FREE, ALL materials are given to the parent or guardian once the child has been processed, NO materials are retained by the Masons, and appointments are not necessary. Where and When: State these facts clearly, using the full day and date and using AM or PM to note the times. Add directions using landmarks, street names and route numbers where possible. Insert a name and telephone number at the end of the release where people may call for more information. Why: The reason we perform Safety Identification Programs is to assist local law enforcement officers in the safe and timely recovery, of a lost or missing child. Also, to provide information on the CD that will help maintain their safety. The following may also be copied into your release: "The New York Freemasons Safety Identification Program addresses the alarming fact that over 1,000,000 children are reported missing in the United States each year, more than 21,000 alone in New York State Public Information and Relations are an essential part of explaining to the public what our Safety ID Program is and what it brings to our community. A. Publicity is designed to attract attention, create interest and gain support. The key to effective communications outreach is developing an organized approach. Good publicity depends on getting a clear sense of who your audience is, what your goals are–and what media attention can and cannot do.
Media Attention / Publicity Can: • Increase public awareness of our program. • Increase involvement of members and potential members. • Create, change, build, or enhance the public image of our program. • Win support from city, state, federal, foundation, or individual donors. • Help you to reach new or never before approached audiences. • Clarify misunderstandings about what Masons do and how we operate. • Mobilize opinion leaders in your community to become active supporters and advocates of our efforts. • Help knit together a vital network of organizations throughout the district, region and state, and help build public and private support for the Safety ID Program. Media Attention / Publicity Can't: • Guarantee exclusively positive coverage. • Substitute for quality performance of a safety ID event. • Compensate for poor preparation and conduct of an event. • Eliminate the need for strategic planning within the Executive Committee. Why do you want to do media outreach? Before you begin to contact the media, draft a simple but thorough communications plan by following the guidelines below. This should be approximately one to two pages in length and should take into account your goals, messaging, audiences, tactics, existing resources, timing, evaluation, and budget. It's also important to think about whether or not your program, activity, event, or topic is newsworthy and if it will fit into the news cycle. • Your goals may be specific, such as: letting the public know about a specific upcoming safety ID Program event. Or they may be quite broad, such as: increasing public awareness and support for your Safety ID Program. • You only need to define two or three goals for a simple campaign, and you can use the list of what publicity can do as a guide. Defining Your Target Audience / Who Is Your Audience? 1. When planning media outreach at first the impulse is to focus on the story. Resist. Instead, begin by considering your audience. 2. The easy answer to the question ''who are you trying to reach?" is "the public." In fact, there is not one public, but many different groups of people who get their information from a variety of sources. 3. Your first task as a publicist is to begin to identify those "publics," findout where they get their information, and to set your goals for when you reach them. Talk to the group you're targeting to find out what outlets they read, how the messages you've defined work for them, and what their priorities are.
How to prepare a Public Service Announcement script: The same news release may be given to both newspaper reporters and broadcast news directors. These are the people who coordinate announcements or non-paid commercials known as PSAs or public service announcements and are broadcast by the radio or TV station as a public service. The same script could also be used for Community Bulletin Board programs and cable TV system bulletin boards. News releases can be no longer than two (2) pages, as long as they are tightly written. However, PSAs should not be longer than 30 seconds, which equates to about 75 words. Remember, each number counts as a word. Preparing Broadsides and Flyers: With the availability of computer desktop publishing programs, it is relatively easy to prepare a professionallooking Broadside or Flyer that can be used effectively in several ways to promote your Safety ID event. Clip art with the square & compasses logo is easily accessible from several sites on the Internet. Placing promotional mate1ials & editorial contact: All of the news releases, public service announcements and flyers you worked so hard to produce are only effective if they get used and placed in a timely manner. There is a great turnover in the media, so we encourage you to make personal contact with the reporters and news directors in your area. Telephone numbers are readily accessible in the Yellow Pages as is information on local Television stations. Follow up. If the local media does not cover your event by sending a reporter or photographer, this gives you another opportunity to prepare and send out a second news release following your event that contains information including the number of children processed and how successful it was. If you have taken photos yourself, choose one or two of the best and send them along with your release, however, be sure you have a signed Photo Release Form. Additional information can be obtained at the New York Grand Lodge Web Site.
Operation Protocol This protocol is designed to assist in the preparation and conduct of a NY Masonic Safety Identification Program event. District and Lodge Safety ID Teams must be flexible and innovative to meet the individual challenges of a specific event. Proper planning will make your Masonic Safety ID event run smoothly. I. Find an organization or Lodge to host the event. Host organizations not only provide children and the site for the event, they can also provide additional staff or volunteers. Public and private schools, day care centers, head start programs, civic groups, youth groups, church groups, health fairs, law enforcement agencies, Senior Citizen Centers, and Senior Citizen Nursing Homes are examples of organizations to approach as possible hosts of an event. The Team Leader must work closely with a representative of the host organization to ensure the success of the event. II. Inspect the proposed site for the event and determine what changes in procedure, if any, need to be made. Be flexible. An acceptable site for an event must meet the following criteria; however, common sense and good judgment must prevail. The objective is to process the participants under the best conditions that can be provided. We never say NO. We are to do the best we can under the conditions presented. a. Easy accessibility, ADA compatible, and nearby parking with bathroom facilities. Remember that small children may be in strollers. b. Contains at least one large processing area. c. Adequate space and tables for registration. d. Have adequate lighting and electric power. e. If session is held outdoors, assure that equipment is properly shielded from direct sunlight and glare. III. Schedule a date and time agreeable to the host for the event. The choice of a date and time remains with the host organization. The District Chairman should immediately verify with the Regional Chairman that sufficient equipment is available for the event. If there is a conflict, check with host organization to see if date can be changed. If not, the Regional Chairman should contact the State Operations Chairman for assistance. Make every effort to avoid canceling a Masonic Safety ID Program or event because of equipment conflicts. IV. Provide information on the program to the host organization for promotion and assist them in promoting the event. Under ideal circumstances your team will ID between 12 and 15 children per hour, per system. This must be considered when you plan your event assuring enough equipment and Volunteers for the event. Provide the host organization with proper pre- registration forms. Send out press releases announcing the program and post signs in the area where the event will be conducted. Before a child is processed, a consent form MUST be filled out and presented. This is done by the parent or guardian, normally at the event. If forms are filled out in advance, have someone present from the host organization to match each form with the proper child. District or Lodge Team All arrangements for a specific event are made by the District or Lodge Masonic Safety Identification Program Team. The team will include participants of all organizations represented in the event. The Team Leader is responsible for specific functions such as publicity, manpower, procurement of supplies Page 33
and equipment, and site development, to satisfy the given needs of a specific event. All lists of participating volunteers should be made in advance and a copy of the list furnished to the event organizers. Note: Production and lamination of the ID Card (located at the bottom of the printed Summary Sheet) is the responsibility of the District conducting the event. Laminating equipment is the responsibility of the District conducting the event, the laminating pouches are provided through the State Chairman. The Team Leader MUST designate troubleshooters, (at least one – Level 1 Instructor), to be present at all times during major events. These individuals should have a good overall working knowledge of the NY Masonic Safety Identification Program and be capable of troubleshooting equipment and Computer Program problems. Also, should be qualified to man any station in the event of an emergency. General Setup and Flow Patterns: A central registration area must be provided for multiple systems, (see the note under REGISTRAR) for the number of registrars needed. Where possible; sufficient space should be provided between systems to keep processing areas well defined and orderly. Pre-Event Site Inspection: • A site inspection should be made for all events at least one week in advance • Use the “Host Contact” Form to gather information about the Host Organization. • Determine set up position for various stations and workout flow pattern. • Check for electricity, lighting needs etc. • Make arrangements for tables, chairs, trash cans, etc. If possible have a table for the parent to sit and fill out Consent Form. • Plan placement of banners and height charts. • Anticipate setup time. Ordering Materials and Supplies: • Supplies are ordered on the basis of number of children expected to participate. • Figure maximum of fifteen (15) children per system per hour of operation. • All materials and supplies are to be ordered through your Regional Chairman with a copy to the State Chairman. • Material and Supplies available include: mini CD-ROM s, sleeves, lamination pouches, Tote Bags, brochures, banners and height charts. List of supplies locally Supplied (not supplied by Grand Lodge) • All permission slips and other Forms and Checklists. ( These forms are to be locally reproduced. ) • Pens, pencils, and Sharpies • Extension cords • Paper and printer ink • Weight scales • Scotch type tape to clean fingerprint scanner lens • Alcohol wipes to clean participant’s fingers before scanner use • Laminating equipment
Setup: • Have event set up at least one hour before start to ensure time for equipment check and personnel assigned to their station and briefed on their duties. • Make sure all equipment is in good working order as soon as possible to allow time to improvise if necessary or seek additional supplies. Run a test CD-ROM and printout of the Summary Sheet for each System to ensure the equipment is working properly. • If a second shift is involved be sure they arrive in time to review their duties and responsibilities. • Properly display and secure all Banners. • Make sure all extension cords are taped down to the floor in traffic areas and safely secured. • Trash cans, should be available in all areas. • The Team Leader is to notify the host organization when he and his team are receiving children. • Brochures should NOT be given to each and every parent or guardian. Rather, all brochures should be placed on a separate table near the Registrars table and made available to anyone who would like one. The number of volunteers required for an ID session will depend on a number of factors, including the number of children to be processed and the location of the session. Team members are required to perform the following functions: REGISTRAR (see Note at bottom of this section): • Must be Level 3 (Team Member) certified. • Assist the parent or legal guardian of the child to complete a “Consent Form” authorizing the Team to process the child. Assure the parent or legal guardian that there are no copies and that they will be given the only CD-ROM to take home after it has been checked. The only record the Masonic Team or Host Organization will retain is the signed Consent Form (as proof that the ID was duly authorized). • REMEMBER - NO CHILD IS TO BE PROCESSED WITHOUT A CONSENT FORM PROPERLY SIGNED BY THE PARENT OR GUARDIAN. THERE ARE NO EXCEPTIONS! • Make sure that the information form has been completely filled out and is LEGIBLE. If the parent or guardian has a question about height / weight, assist them in filling those areas on the form. (Note: The formula for this position is one registrar per every 3 computers plus one. For example, if you are using 3 systems you should have 2 registrars; if you are using 6 systems, you should have 3 registrars, and so on. The registrar(s) should be prepared to answer questions about the program and Masonry, as well as the location of rest rooms, telephones, fire exits, etc.) CONDUCTOR: • Must be Level 3 (Team Member) certified. • Prepare the participating child for processing, answer their questions and generally make them feel relaxed and comfortable. • Suggest to the parents that it is best if they go into the processing area with the child. • Explain the fingerprinting process to the participant. • Be prepared to answer questions about the program and Masonry. • Have Masonic brochures available to present to parents and guardians if requested. • Carry the finished CD and Printout to the Laminator’s Station..
SYSTEM OPERATOR: • • •
Must be Level 2 (Team Member) certified. Receive the completed Information Form from the parent, guardian, or Conductor. Enter data taken directly from the Information Form. Note: enter the data exactly as entered on the Information Form. Do not make any additions, suggestions or omissions when entering data. If something is not clear, ask the parent or guardian for clarification. • Once the CD-ROM files have been verified, hand the finished CD along with the Computer Printout and original paper work to the Conductor who will deliver it to the Laminator. LAMINATOR: • Must be Level 3 (Team Member) certified • Receive the CD, Computer Printout and original paper work from the Conductor • Cut off the ID Card Portion from the bottom of the Computer Printout • Fold the ID card, place in a Laminating Pouch and put through the Laminator • Place all information i.e., CD, Laminated ID Card, Computer Printout and original paper work in a Tote Bag. • Give Tote Bag to Parent or person undergoing ID Procedure. SUPPORT PERSONNEL: The duties of support personnel vary with the location, size and scheduled duration of the session. At locations where the systems are remote from registrars, support personnel can assist Conductors to escort the children to the processing station and back. When the session is a large event, support personnel may be used to hand out promotional literature, direct families to the Registrars and assist the Registrar by distributing permission slips, answering questions about the program and/or Masonry. They can also direct families with completed permission slips to the waiting area. Support personnel, if certified, may also relieve other Team members, as required, especially during long sessions. Clean Up and Breakdown: • Clean up and breakdown is just as important as any part of the event because it leaves a lasting impression on the host organization. • The Team Leader will print and fill out a Session Report (Forms folder on laptop). • Return all equipment to its proper location. • Note any missing equipment or equipment that does not work properly (clearly note problem) and bring it to the immediate attention of the Team Leader. • Roll all banners, if provided, into the provided cardboard cylinder facing inward. • Dispose of all trash and debris. • Offer to put away any tables and chairs that may have been used during the session. • Make sure the host is satisfied with the cleanup. Close Out • Team Leader will contact the District Chairman, provide an accurate Session Report, and return unused supplies and equipment retaining a detailed list of Volunteers. • The District Chairman upon receipt of this information passes it to Regional Chairman. • The Regional Chairman should also submit the tally to the Operations Chairman with a copy to the State Chairman no later than the 5th of each month. • Send “Thank You” note to event sponsor or Host Organization.
NY Masonic Safety ID (MSID) Program Code of Conduct It must be remembered, when a MSID Program is being conducted we not only represent the MSID Program, we represent all of Masonry. We should therefore dress and act appropriately also the language used should be appropriate.
Forbidden Attire: • •
Clothing with Patches or wording that can be considered to be obscene, political, or offensive. Clothing that is too revealing.
DO’S Obtain written parental or guardian permission to ID. Obtain permission to distribute Masonic and/or child safety literature. Fasten down power cords, to avoid trip hazards. Wear visible identification badges. Dress appropriately for the setting, event, and season. Have a parent assist any way possible with a shy child. Allow a minimum of two weeks for delivery of supplies. Secure required equipment in advance. Know your volunteers. Send in your session report!!!!!!!!!!!!! DON’TS Don’t touch a child without Parent or Guardians permission! Never be alone with a child. (Husband and wife teams are considered as one person.) Don’t turn anyone away, unless they do not have a permission slip. Don’t accept direct donations from parents. (Donations from hosts are acceptable, but must not to be solicited or encouraged.) Don’t take still photos where a child may be identified without written permission from a parent. Don’t allow casual visitors / onlookers to congregate. Don’t force a child to participate. Don’t ask about parents, siblings or where a child lives where it can be heard by others! Don’t forget to send in your session report!!!!
Amber Alert What is the AMBER PLAN? The AMBER Alert System began in 1996 when Dallas-Fort Worth broadcasters teamed up with local police to develop an early warning system to help find abducted children. AMBER stands for America's Missing: Broadcast Emergency Response and was created as a legacy to 9-year old Amber Hagerman, who was kidnapped while riding her bicycle in Arlington, Texas, and then brutally murdered. Other states and communities soon instituted similar plans as the idea was adopted across the nation. The National Center for Missing and Exploited Children (NCMEC) and the U.S. Department of Justice assumed responsibility for coordination at the national level. Modeled after the Texas program, the New York State AMBER Alert Plan is a voluntary partnership between law enforcement, broadcasters and others to immediately involve the public, especially motorists, in the search for an abducted child. For more information on Amber Alert visit: http://amber.ny.gov/
REPORTS The Child ID Session Reports, when consolidated, become the “Key Stone” of the Child ID Program; as it informs the Child ID State Chairman and the Grand Master of the effectiveness of the program. DISTRICT CHAIRMAN OR TEAM LEADER MONTHLY REPORTS Session Report A Session Report is to be submitted to the Regional Chairman within 3 days after the event by either the Team Leader or the District Chairman. If the Team Leader is not the District Chairman, he will submit his report to the Regional Chairman with a copy to the District Chairman. In all the above cases a “List of Volunteers” is to be provided to and retained by the District Chairman. Districts having no events during the month MUST, on the last day of the month, submit a “No Activity” Report to his Regional Chairman. Training Report District Chairmen desiring Team Training shall submit their request to their Regional Chairman, who forwards it to the State Training Chairman for his approval and Instructor assignment. Within 3 days following the Training the District Chairman will submit a report to the Regional Chairman with copy to the State Training Chairman. The report will contain the date and location of the training, name of the District receiving the training, number of individuals attending, the Instructors name and any comments the District Chairman wishes to share with the Regional Chairman and State Training Chairman. District Projected Events On or before the 1st day of each month the District Chairman will submit a report to his Regional Chairman of the Child ID events scheduled to be conducted during that month. The report should indicate the Event Date, Name and Projected Number of Participating Children of each event. At the same time the District Chairman will also list all Training Sessions scheduled that month by reporting the date, location and Instructor. REGIONAL CHAIRMAN MONTHLY REPORTS On or before the 5th of each month the Regional Chairman will compile and submit a Summary Report (from all the District Session Reports), for that month only, to the State Operations Chairman listing the following information for each District: • Date of each event • Location of each event • Number of children that participated in each event • Number of Volunteer Hours for each event • Total number of children that participated that month • Total number of Volunteer hours for the month. Additionally, the Regional Chairman will prepare a list, by Districts, showing the date and location of all events scheduled during the upcoming month.
STATE TRAINING CHAIRMAN MONTHLY REPORT The State Training Chairman will submit a two-section report to the State Chairman with copy to the Operations Chairman not later than the 5th of each month. Section 1 of the report will show by Region: • Training date • District in which the training was held • Location of the training • Instructor who conducted the training • Levels of training provided • Number of attendees. The Second Section of the report will contain all training scheduled during the ensuing month. This information will be by Region listing the District hosting the training, location of the training to be held and the level of training to be given. OPERATIONS CHAIRMAN REPORT The State Operations Chairman will submit a monthly (spreadsheet) report to the State Chairman, plus all others he may direct, not later than the 10th of each month. This report will show by District the total number of participants in the program during the current year. It will also show the historical data for each previous year as to the number of participants and the total number of participants since the program first began in 1991. He will also submit a report summarizing the monthly activities and projected activities reported by the Regional Chairmen.
NY MASONIC SAFETY ID PROGRAM PROCEDURES • • • •
NY Masonic Safety ID Program Events should be put on the Web Site. When Equipment is required give Regional Chairman at least 3 Weeks’ notice. NY Masonic Safety ID Program Procedures must be consistent throughout the State. Check for NY Masonic Safety ID Program updates routinely. a. Program Updates can be checked on the NY Masonic Safety ID Program Web Site (www.nymasonicsafetyidprogram.org). b. Keep Computer Program updated. NY Masonic Safety ID Program Procedures: a. At Registration Desk – Registrar make sure all Information is complete, print Individuals Name on CD, give CD and Information Sheet to parent to give to Computer Operator. b. Computer Operator inputs all information*, always use the Tab to move to next Field. c. Finger Prints performed on all fingers. (When conducting an ID procedure on an infant, take the picture before performing the Fingerprint procedure.) d. Pictures should include both profiles hair should be pulled back to expose Ear and a straight on picture (if a Child wears Glasses take pictures with and without Glasses). e. If a Child wears contact lenses note it in the “Other Notes and Health Consideration” section. f. Go to preview when satisfied, Burn CD. After Computer starts to burn CD, start printing. After printing starts, Computer Operator can immediately start the next ID. g. Computer Operator provides the parent with the CD and Printout then directs them to Desk for Laminating of ID Card. h. Provide parent with a “tote” which includes the following: 1. CD 2. ID Card 3. All information on child 4. Authorization to Publicize Form 5. NY Masonic Safety ID Program Brochure i. Most Important SUBMITT SESSION REPORT WITIN THREE DAYS
Note: If enough Computer Systems are available, one station should be set aside for corrections. For corrections do as follows: • Insert CD requiring correction into Computer, • At Top of screen hit Import Data, • Make necessary correction(s), • Install new CD and Burn CD and make new Printout, give parent both CD’s, *Become familiar with the acceptable information within each cell’s Dropdown Menu, DO NOT ADLIB. When entering data in the RACE CELL, if the RACE the parent puts on the information sheet is not consistent with what is available in the Dropdown Menu, inform the parent and suggest an alternative such as OTHER, with the Parents suggested Race put in the “Other Notes and Health Consideration” section. Page 42
Training Training is the cornerstone of all successful endeavors. In the Safety ID Program the established training program consist of: training lectures and demonstrations, on station familiarization and certification. This training technique insures that only qualified personnel are certified and promoted to a position of greater responsibility. Attending program training sessions presents a giant step toward reaching the goal of presenting a standardized program throughout the jurisdiction.
Training Levels Level 3 (Team Member) Qualified to man all team stations, with the exception of System Operator and Team Leader. Level 2 (Team Leader) Qualified to man all team stations, including that of System Operator. Level 1 (Instructor) Qualified to man any and all stations, serve as Team Leader, System Troubleshooter and Instructor of all training levels.
Qualification Requirements Team Member (Level 3) • Attend Level 3 training session. • Demonstrate proficiency at all stations except System Operator. • Perform satisfactorily at all stations during an actual Safety ID event under the supervision of a Team Leader. • Certified by a qualified Level 1 Instructor. Team Leader (Level 2) • Level 3 (Team Member) qualified. • Attend Level 2 training session. • Demonstrate proficiency at all stations including System Operator during an actual Safety ID event under the supervision of an Instructor. • Perform all duties of a Team Leader satisfactorily including the preparation of, conduct and reporting of an actual Safety ID event under the supervision of an Instructor. • Certified by a qualified Level 1 Instructor. Instructor (Level 1) • Must be a qualified Level 2 Team Leader. • Attend Level 1 training session. • Demonstrate to the State Training Chairman proficiency in setting up; trouble shooting and shutting down an EZ Child ID System. • Demonstrate satisfactorily the ability to enter field changes. • Teach Level 3 and 2 Team Members. • Certified a qualified Level 1 Instructor by the State Training Chairman.
Training Instructors (Level 1) are responsible for conducting local training sessions for new team members and to conduct refresher training for qualified Level 3, Team Members. Team members should bring their children to these training sessions to act as children properly registered to be processed: this will give volunteers an opportunity to learn how to work together. It is also much easier to critique team members at a simulated session. NOTE: If a District Chairman and/or Team Leader wishes to record the training session, and retains that CD for future training purposes, a release form must be signed by the child's parent or guardian. The signed release form is then to be retained with the training computer disk as proof of consent. Instruction and on-the-job training for qualifying Team Members (Level 3) and/or Team Leaders (Level 2) will be conducted by a qualified Instructor (Level 1). Instruction and on-the-job training for qualifying Instructors (Level 1) will be conducted by the State Training Chairman. In ALL cases the Regional Chairman must be informed of all training sessions scheduled and conducted in his Region so that he can report such events in his monthly report to the State Operations Chairman. Teams need to recruit and welcome new members to the team. District Chairmen need a pool of qualified personnel to draw from when the need to assemble a team becomes necessary. This is especially true when there is a scheduled session requiring more than one system. When forming District Teams it is important that members of the team are drawn from every Lodge within the District. Remember to invite the ladies, older teenagers and friends to join your team. A "Certificate of Qualification" for Level 1, 2 and 3 personnel is to be presented by the appropriate District Deputy Grand Master (DDGM) at a Lodge Official Visit or some other appropriate District or Lodge function. The "Team Member" Qualification Certificate is to be signed by a designated Team Leader and the Master of the Lodge of the individual receiving the qualification. The certificate will also carry the Lodge Seal. The "Team Leader" Qualification Certificate is to be signed by the Regional Chairman and the Regional Training Chairman. The certificate will also carry the Lodge seal of the individual receiving the award. The "Instructor" Qualification Certificate will be signed by the State Program Chairman and the State Training Chairman and will carry the Grand Lodge Seal. An example of these certificates for Team Member and Team Leader are to be prepared locally. The State Training Chairman will provide the Instructor Certificate. Note: Certificates should be presented in the name of the Committee & not the Lodge or District.
EZ Child ID System The EZ Child ID system is enclosed in an aluminum carrying case. Some units fully contain all components needed to host an ID event. Some of the units have the printer in a separate case. PLEASE FOLLOW THESE 4 EASY STEPS THE FIRST TIME YOU SET UP THE EZ ID SYSTEM. Make sure all components are connected before turning on the unit. Once the system is on, it will automatically boot up the EZ Child ID Program. Be sure to allow the program to fully boot up.
The Event login screen.
Before you can proceed further, you must enter your Masonic District, and enter location. Be sure that all the machines being used at this session use the identical event name and location.
The Data Entry Screen Once you have completed this step, you are taken directly to the Data Entry screen. You are now ready to process your first participant.
You can begin entering data. • Enter all data provided by parent on the information form. • A number of dropdown menus have been provided to speed the interview process. NOTE: Do not enter any information other than what is shown on the dropdown menu. • Do not assume. Enter only data that has been provided or clarify with parent if available. • When you enter the year of birth the Program will select the appropriate ID Type, i.e. Child ID, Student ID, College ID, Adult ID or Senior ID. • The Permission Slip, which contains the Information Form, is located in the “Back-up folder Permission Slip” Folder on the laptop. If you run out of forms at an event, you can print the forms necessary; however, you should attempt to have sufficient supplies prior to the event. Once you have entered all the data, you are ready to move on to the fingerprint screen. You may navigate by clicking on the green arrow in the lower right hand corner. If the all the Data entry Fields were not filled in completely a warning will be given “Some required Fields were left blank” and indicate which Fields require attention. If you discover an error in your data entry, you can always return to this screen to make corrections
The Finger Print Screen Once you see the Fingerprint screen, you are ready to take the subject's digital fingerprints. Make sure that the subjects fingers are clean and are properly placed on the scanner and that the finger follows the contour of the scanner. To scan, begin with the right thumb followed by • Right index • Right middle • Right ring • Right little Repeat the scans on the left hand in the same order. For the most part, the scanners work flawlessly. Some tips are listed below to help you during this process. Be sure the scanner lens is clean. The Cleaning process will be on the following page. Small children's fingerprints are sometimes difficult to scan. If the scanner is not picking up the image have the subject use “Hand Sanitizer” on their hands.
Do not force small children to be fingerprinted if they are crying hysterically. In the case of an infant skip ahead and do the photos first and then return to attempt to get the finger prints. This way we can get a happy face instead of upset face from the infant. If the child sucks his thumb, there may be "holes" in the print. This is normal. You can always check the quality of the scan by clicking on the "Analyze" button. Page 49
The Finger Print Scanner Cleaning Process
Clean these scanners with Scotch Tape
Do Not Clean this Scanner with Scotch Tape. Clean with Alcohol Only
The Photo Screen You are now ready to take a digital photo of the subject. Click on the green arrow in the lower right hand of the screen. The camera is automatically activated and will display an image in the top box. To take a picture, click on the “Camera” icon at the bottom of the boxes to take picture.
Note: all photos will be transferred to the CD, however; only the ID photo will appear on the summary sheet. When you are ready to move on click Ne
The Data Review Screen You are now ready for the final review process. At this stage, you should review all the data. You can zoom in to any portion of the summary by using the “Zoom” icons in the left hand margin, click on “Page” icon to return to previous display. To make any correction click on Camera icon in lower right corner then Fingerprint icon and then Data Entry icon.
Make any required changes and return to “Preview”. You are now ready for the final sage - the production of media. The burn process has been simplified just press “Burn CD” icon to start the process to store data on the CD. Once the burn process starts you should start the Print process by clicking on the “Print” icon. When your CD is finished your optical drive door will automatically pop open. The printing process will not disturb the burn process. At this time, you may start to enter data for the next participant by simply clicking on the Start Over icon on the top left of the Child ID screen. Make sure to place a new blank CD in the optical drive. You can use the. "New Sibling" features if you have more than one subject from the same household. This eliminates the need to retype parent information, address, and phone numbers. If a parent returns with a CD that has incorrect or inaccurate information, simply insert the CD into the optical drive and click on "Import Data" icon to upload the information. Make any corrections necessary, insert a new blank CD into the optical drive then repeat the burn and print sequence. Make sure to destroy the old CD or instruct the parent to do so. Page 52
When the ID procedure is completed send the Printout sheet to the Laminating table, there the ID card will be cut off the bottom of the Printout and laminated. All material associated with the ID Procedure will be placed in a Tote Bag and given to the parent or person undergoing the ID procedure. WE RETAIN NOTHING BUT THE PERMISSION SLIP!
Forms Parent Input (English) Parent Input (Spanish) MSID Photo Release News Tip Sheet Session Report Host Information
56 – 57 58 – 59 60 61 62 63
NY Masonic Safety ID Session Report District: Date of Session:
Session Location: Number of Children Processed: Submitted By: Phone Number: Email: Consent Forms Held By:
HOST CONTACT INFORMATION District Lodge Date:
Information taken by
Host Organization: Location
Estimated Number to be ID’ed
Are there special needs children involved hearing or speech impaired, do not speak English)?
If so will the organization supply interpreters?
Will press releases be sent?
List of newspapers, TV and Radio Stations to be sent: _____ _____ _____
_____________________ _____________________ _____________________
_____ _____ _____
Will Host organization require release forms?
____________________ ____________________ ____________________
Date the advance releases, Signs and Posters are to be delivered? How Many? Will host organization have people to assist?
Level 1 Instructors Metropolitan Region Paul K. Gibbon 28 Frazer Drive Greenlawn, NY 11740-2007 (631) 261-1496 [email protected]
Greene – Ulster (Hudson – Champlain South Region) A Harry Williams IV 144 Yantz Road Red Hook, NY 12571 (845) 758-6765 [email protected]
Mid – State South Region Donald H. Elliott 55 N. Parsons Drive Whitney Point, NY 13862 (607) 760-0079 [email protected]
Niagara – Orleans (Western North Region) Tim McGee 3923 Oak Orchard Road Albion, NY 14411-9552 (585) 589-4384 [email protected]
Oneida Region ( Mid-State South ) Thomas Wong 1913 Holland Avenue Utica, NY 13501 Phone: (315) 797-9803 Cell: (315) 749-8430 E-mail: [email protected]
MSID WEB Calendar Guidelines
Browse to WWW.Google.com
Create a Google Account
Once created, sign in to the account.
This is what you should see except the account would be your own. At the top of the screen in the menu, you would select Calendar.
The calendar should look like this except you will not see the counties listed until we assign them to you.
Once you have been assigned, your calendar will appear to the left under my calendars. Select your county so the block is colored and not white. Now select the date of the event and click on it. A dialogue box will appear. Click on the edit event at the bottom of dialogue box.
This screen will appear. You can now enter your event title. Now
You now can enter the time of your event and if it last more than one
click on All Day and remove checkmark.
day the beginning date and the end date.
After entering Where the event will take place, select the county beside Calendar.
You can now enter detailed information under Description such as who to contact, a phone number, setup time, etc. Please do not select an event color or change any other settings. Once the event has been entered click on Save at the top left corner of screen.
You now should be able to see your event listed on the Calendar.
Click on the date and you will see the information that you entered.
This is an example of how the public would see it. Notice there is no edit feature on the screen.
If the public were to click on the Agenda tab, the screen would look like this.
And if they were to click on the event it would look like this.