3. CYS Child Space Count Process and Players: Get To Know Your Crew Members and General Itinerary


As you move through the Child, Youth and School Space Census journey, it is important to have an “itinerary” and “travel guides.” In other words, you should know the steps of the Space Census process and who guides the process along the way. This lesson provides an overview of the process and the players needed to determine a CYS Space Census. At the end of this lesson, you will be able to:

  • Identify the roles and responsibilities of the Department of Defense (DoD), G9 Family and MWR, Installation Management Command (IMCOM) Headquarters, IMCOM region, the installation, and the program staff in conducting a Space Census.
  • Name the progression of basic steps in conducting a Space Census.
  • Identify expense items funded through the CYS Space Census.


Who Are The Players and What Are Their Roles?

Just as putting a man on the moon takes many players, so does the Space Census. Some of those players are behind-the-scenes; others are more visible. Some set policy; some implement the policy. Members of the CYS Space Census crew and their roles include:

  • Department of Defense (DoD) — Assigns the mission
  • G9 Family and MWR — Provides overarching policy and guidance
  • Installation Management Command (IMCOM) Headquarters — Distributes funding, oversees program operation, and enforces policy and guidance
  • IMCOM Region — Provides support and ensures compliance
  • Installation & individual program managers (Child Development Center (CDC), Family Child Care (FCC), School Age/Middle School/Teen (SA/MS/T), Outreach, SKIES, Coordinator) — Conduct the Space Census

Census Mission Command and Their Roles (Graphic)


The Process — The Flight Plan

Now it’s time to look at the various stages of the journey and work with the tour guides to ensure we are headed in the right direction or don’t run out of fuel half way to our destination. We need to be sure we know exactly what we can provide, and ensure we have the OK and the funding to do so.


Let’s look at the Space Census stations in more detail. All the travelers (G9 Family and MWR, IMCOM, installation, and the various programs) must negotiate and work together for a successful mission.


The Stages and the Roles for the Space Census

Although the following steps are presented in sequence, some processes occur simultaneously. It is important for all crew members to perform their roles in accordance with established timelines.


Step 1: Installation and Individual Program Manager

You conduct your Space Census and determine how many spaces you can provide. This might mean that the best way to utilize your facility is to provide xxx number of infant spaces, xxx of pre-toddler spaces, etc. Your installation CYS then forwards this information to your Region.


Step 2: G9 Family and MWR and DoD

Meanwhile, at the other end of the spectrum…the people at G9 Family and MWR are busy working with the DoD and communicating policy to IMCOM.

The DoD tells G9 Family and MWR how many spaces they expect the Army to produce. G9 Family and MWR then negotiates with the IMCOM HQ to determine how many of the Army spaces will be allocated to each region.


Step 3: IMCOM & Regions

The Region will negotiate with the installation to determine how many of those Region spaces belong to your installation and your program. They do that by verifying your numbers.

For example, one installation reported they had 1487 outreach spaces (and we are NOT making this up). The Region became suspicious. After verifying the number, the Region requested we “update” the figure to 8. Nice try, Fort XXX!


Step 4: Installation

Once your installation and your Region agree, the IMCOM will fund you based on the number of agreed upon spaces. The funding includes money for everything you need to run your program.


Step 5: G9 Family and MWR

At the end of the year, you will complete your annual report and Space Accountability Report. G9 Family and MWR will then determine how well you met your target number of spaces. Your funding will be adjusted accordingly and you will again complete another space census and the cycle continues.


Working Within My CYS Space Census Travel Budget

Is this an “all expenses paid” trip? Well, that depends. You can’t spend, and spend, and have money magically appear at the end of the year. If your Space Census is accurate and implemented appropriately, however, you should have the funds to reach your destination. Some WORDS TO THE WISE: This journey, just like other journeys, has some expenses “not included in the price of the ticket.” What about all those extra positions…or the cost of living… and other expenses?


What’s Funded

Don’t worry — you will have funding for everything you need to run your program including appropriate staffing, supplies, and operating expenses. “Cost per space” also includes the cost of clerks and cooks and some new jobs like “program associate — homework center.” Your location is also taken into account. You will receive more funding if you live in the most expensive town on the planet versus in a town where a new house is less expensive than the car you drive


What’s Not Funded

Notice we said you would have funding for everything you NEED to run your program. We didn’t say WANT. We have some CDCs who routinely have a 1:3 ratio for infants. There is no longer money for that. In fact, there never has been money for that!


We have installations whose food service program is more elaborate than a four-star restaurant. We will continue to feed children…but catch-of-the-day, not lobster and crab legs.


What the funding does NOT cover is funding for things that are an INSTALLATION requirement — like 10 free non-deployment related child care hours for every E-4 and below. Don’t forget that installation costs for custodial contracts and transportation are installation costs, not CYS costs.


In addition, costs covered through GWOT (Global War On Terrorism) Funds are not included in this basic funding.


Be sure to check the Army CYS internet site at https://www.armymwr.com/programs-and-services/family-assist each year before completing your census to ensure that you have up-to-date information and receive the appropriate funding.

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