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PGA HOPE (Helping Our Patriots Everywhere)

Standard Operating Procedures for

PGA Sections

The purpose of this handbook is to achieve uniform results in delivering a consistent and quality PGA HOPE golf program for Veterans across the country.

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Introduction About PGA REACH & PGA HOPE………………………………………………………………………………………………………3 Mission & Goals Veterans We Serve VA Hospitals PGA HOPE Organizational Chart……………………………………………………………………………………………………..4 Roles & Responsibilities Important PGA REACH Contacts Online Resources……………………………………………………………………………………………………………………………5 PGA HOPE Hub Social Media Information Media Share Center

Nuts & Bolts Getting Started………………………………………………………………………………………………………………………….…6-7 Open Enlistment Period New & Returning Program Procedures Budget Example Host Facility & Scheduling Training Recruiting Veterans Expectations…………………………………………………………………………………………………………………………………..8 Section Expectations Lead Professional Expectations Instructors’ Time Commitment Marketing & Promotion……………………………………………………………………………………………………………….…9 Proper Usage of PGA HOPE Name Marketing Materials Tracking & Reporting………………………………………………………………………………………………………………..9-10 Timesheets Invoices/Receipts Post-Program Summary Report End of Year Questionnaire Veteran Tracking

Suggested Program Structure………..………………………………………………………..……………10-11 Basic Program Information

Introduction Clinic Six Week Lesson Plan

More Opportunities……………………………………………………………………………………………………………12-13 Additional Programs Golf Equipment Following Graduation Military League Golf PGA HOPE Cards Employment/Volunteer Give Back Veteran Inspirational Programs (VIP)

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ABOUT PGA REACH & PGA HOPE PGA REACH is the 501(c)(3) charitable foundation of the PGA of America. The mission of PGA REACH is to positively impact the lives of youth, military, and diverse populations by enabling access to PGA Professionals, PGA Sections and the game of golf. PGA HOPE is a free therapeutic adaptive golf program that is geared towards those with disabilities however is offered to all servicemen, servicewomen, and Veterans. PGA HOPE programs are designed to introduce golf as a way to enhance mental, social, physical, and emotional well-being, and to assist with rehabilitation and assimilation. PGA REACH, PGA Sections and their PGA Professionals partner with local Veterans Administration (VA) Hospitals and military installations to initiate this program. This program is open to all military Veterans, from previous and current combat theaters, with an emphasis in serving those with physical and emotional disabilities. Mission and Goals Our mission is to use golf as a rehabilitative tool to help Veterans overcome life’s adversities and improve their physical, mental, emotional and social well-being. Our goals are to:

Create a safe environment for Veterans and their families and establish relationships of trust with PGA Professionals

Have fun and encourage a culture of comradery Teach Veterans the basics of golf including etiquette and course management Empower Veterans to feel confident playing golf on their own after the program

Veterans We Serve This program is open to all Veterans and Service members, with an emphasis on serving those with physical and emotional disabilities. This program is offered completely free of cost and welcomes Veterans from all combat theaters and branches of service. The Veterans who attend the program will have different physical and mental disabilities; some you will visibly notice, and other issues will be invisible to the eye. Injuries could have occurred years ago or recently. You will encounter Veterans with varying disorders including limb loss, spinal cord injuries, Posttraumatic Stress Disorder (PTSD), Traumatic Brain Injury (TBI), blindness, substance abuse, those engaging in social rehabilitation and more. VA Hospitals The PGA of America has worked tirelessly to establish a close working relationship with the Veterans Administration and is very proud to have a Memorandum of Understanding (MOU) with the VA to offer adaptive programing to our Veterans. We encourage VA Staff that work with the Veterans to participate in the program. VA Staff involvement is an integral part of the success of PGA HOPE. PGA Sections must abide by the following stipulations for PGA REACH to maintain the MOU with the VA:

1. All PGA Members that participate in PGA HOPE will have gone through the PGA HOPE Instructor Training Seminar, taught by a member of the PGA HOPE National Training Team.

2. PGA HOPE programs will not apply for federal grant dollars through the VA Adaptive Sports Grant process

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PGA HOPE ORGANIZATIONAL CHART PGA HOPE programs are organized and hosted at the Section level by Lead Professionals, with administrative support provided by PGA REACH and their local PGA Section. The below figure depicts PGA HOPE’s organizational structure and supporting roles and the below table lists PGA HOPE’s roles and responsibilities.

Roles and Responsibilities Role Responsible For:

PGA HOPE Program Specialist

National-level PGA HOPE program Serving as point of contact to PGA REACH Senior Director, Section Executive

Directors, and Section Leads Approving spend plan for upcoming fiscal year Developing spend plan for upcoming fiscal year Processing substantiations, reimbursements, and invoices from PGA Sections Printing and shipping graduation cards

PGA HOPE Military/Veteran Liaison

Serving as point of contact to Section Executive Directors, and Section Leads to make proper introductions with local VA representatives

Assist with improving communications between Sections and VA Hospital Staff

Section Executive Director

Signing the Section Funding Agreement*

Section Lead Serving as point of contact to PGA HOPE Coordinator, PGA HOPE Military/Veteran Liaison, and Lead Professionals*

Lead Professional Serving as point of contact to Section Lead and PGA HOPE Instructors Organizing and hosting the PGA HOPE program(s)

*NOTE: The same individual may serve as the Section Lead and Section Executive Director.

PGA HOPE Important Contacts Ryan Cannon, Senior Director of PGA REACH RCannon@pgahq.com 561-624-7632 Laura Miller, PGA HOPE Program Specialist LMiller@pgahq.com 561-624-7614 Chris Nowak, PGA HOPE Military/Veteran Liaison CNowak@pgahq.com 856-236-0131

NATIONAL PGA HOPE

PGA HOPE SESSION (Ex.Fall)

PGA HOPE PROGRAM

PGA HOPE SESSION (Ex. Spring)

PGA SECTION

PGA HOPE Program Specialist

PGA HOPE Military/Veteran Liaison

Executive Director

Section Lead

Lead PGA Professional

PGA Instructors PGA Instructors

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ONLINE RESOURCES PGA HOPE HUB – www.pgareach.org/sections The PGA HOPE Hub is an online information portal where PGA Sections and PGA Professionals can access all things PGA HOPE. This is where all printable/interactive materials and forms are housed. Once a program is approved, Section Leads will be given access to the PGA HOPE Hub.

How to start a PGA HOPE Program PGA Section SOP PGA Lead Professional SOP PGA Section Information Deck Veteran Welcome Packet Forms Flyers

Honorarium Report Lesson Plans Logo Guidelines Timelines Budget examples Memorandum of Understanding (MOU) Templates

Online Reporting Sections can access all required PGA HOPE reports directly from the HOPE Hub. PGA REACH prefers that Sections submit all reports electronically through the Hub to more accurately capture program data. PGA REACH will periodically revise all forms and reports on the Hub to ensure all information is current. Social Media Information Suggested hashtags for promoting your program: #PGAREACH #PGAHOPE PGA REACH PGA HOPE

Twitter: @PGAREACH Instagram: @PGAHOPE Instagram: @PGAREACH Facebook: www.facebook.com/PGAHOPE/ Facebook: www.facebook.com/PGAREACH/ Website: www.pgahope.org Website: www.pgareach.org

Media Share Center Please send pictures and videos during/after your program to the Media Share Center at hopemedia@pgahq.com to enable PGA REACH to share the story of PGA HOPE across the country. Please note: some Veterans may not feel comfortable having pictures or videos taken. Please have all Veterans fill out the participant waiver during the first week of the program. Public Relations Please contact the PGA HOPE Program Specialist to assist with creation and distribution of all outgoing press releases and alerts about your PGA HOPE Programs.

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GETTING STARTED

Open Enlistment Period (OEP) Each year, new and returning programs must follow the steps below to enlist for the upcoming year. Open Enlistment occurs from November 1-January 31 for both new and returning programs. PGA REACH needs all PGA HOPE training requests to coincide with the OEP. The intent is to accurately forecast program budgets for the fiscal year and to allow for sufficient coverage and preparation in fulfilling Section training requests. Therefore, all Section training requests must be submitted during the OEP. All requests submitted outside the OEP will be reviewed on a case-by-case basis, and there is no guarantee that they will be fulfilled until the following fiscal year. PGA REACH will review all submitted budget and training requests and provide guidance no later than March 10. New Programs Procedures:

Sections must submit a signed Memorandum of Understanding (MOU) with a projected budget and PGA HOPE training request during the OEP. The MOU must be signed and approved by the PGA Section Executive Director.

As noted above, approval of new programs will be provided by PGA REACH no later than March 10. If approved, your Section will receive a Section Funding Agreement, which will detail the funds you will receive for PGA HOPE programming, along with the timeframe in which it will be allocated. New programs will receive funding at the conclusion of their program after the Post Program Summary is complete.

Please note: PGA REACH is committed to supporting and cultivating new PGA HOPE programs. As an assurance, any approved PGA HOPE program will receive guaranteed funding for approved programming costs for a minimum of two years.

Returning Program Procedures: Sections must submit an Open Enlistment Form, to include projected budgets for each returning

PGA HOPE program as well as any training requests. PGA REACH will review all requests for returning programs and provide guidance no later than March 10.

After approval, your Section will receive a Section Funding Agreement, which will detail the funds you will receive for PGA HOPE programming, along with the timeframe in which it will be allocated.

General Note: PGA REACH will allocate funding to PGA HOPE Section programming based on need and availability of funds. It is the sincere desire of PGA REACH to approve as many PGA HOPE programs as possible. However, this may result in either increased (or decreased) funding to a given program on an annual basis. It is the responsibility of PGA REACH to clearly communicate changes in funding to the Section, no later than March 10.

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Budget Example The below estimate is based on one 6 week program. If you are planning to hold more than one session in your program please be sure to indicate the total amount needed. Example: Spring and Fall session.

Description Expense

Introduction Clinic (7) $300

Lead Professional Stipend (1) $500

Golf Course Access (2) $700

Golf Range Access (3) $400

Golf Instruction (4) $3,000

Equipment (5) $450

Food & Beverage (6) $450

Graduation (7) $1,000

TOTAL $6,800

1. Lead Professionals will be provided a $500 stipend in addition to their honorarium

2. $35 per person x 1 rounds x 20 Veterans 3. Flat fee to facility of $400 for 6-week session 4. $50 per hour for PGA Members x 2 hours x 6 sessions

x 5 instructors (Associates paid $35 hr.) 5. Golf equipment, adaptive equipment 6. Food & Beverage (optional) but should have drinking

water available 7. Additional optional costs include: introduction clinic

(average cost: $1,100), graduation ceremony (average cost $1,800), and Military Golf League.

Host Facility(s) and Scheduling When selecting a site the following things should be considered:

Is the facility open to Veteran play after the PGA HOPE program finishes? Is the facility compliant with the Americans with Disabilities Act (ADA)?

In 2012 the ADA directed golf courses to comply with the ADA. Publicly owned or city owned courses must be ADA compliant. Privately owned courses technically do not have to be ADA compliant as they are privately owned installations.

o Does the course have a handicap accessible bathroom? o Are there curbs or other obstacles that would make it difficult to get around?

Are the driving range/short game area/putting green in close proximity? Is the site open to having a flexible dress policy for the Veterans?

While creating your PGA HOPE Program schedule the following things should be considered:

PGA Professional events: ensure that Section events do not conflict with PGA HOPE classes Weather: build in an extra two weeks Multiple programs: if you run multiple programs consider time of day/location for staff and/or

instructors

Training Only PGA Professionals and Associates can teach Veterans in the PGA HOPE program, and those who plan on being instructors for PGA HOPE must attend a PGA HOPE adaptive golf training seminar. All training seminars are conducted by a member of the PGA HOPE National Training Team. The training seminar prepares PGA Professionals and Associates to feel more confident teaching individuals with varying physical and mental disabilities. PGA Professionals do not receive compensation for this training day, but do receive 6 MSR credits. The Section Lead must maintain a database of their trained Professionals.

As noted above, all requests for training must be submitted during the Open Enlistment Period. Once submitted and approved, a member of the PGA HOPE National Training Team will coordinate with the Section Lead to confirm and schedule details of a training session. **PGA REACH reimburses for expenses for room rental (if applicable) and lunch for the training session**

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Recruiting Veterans Once your program has been approved, the PGA HOPE Military/Veteran Liaison will assist you in reaching out to the appropriate VA Hospital representative in your area. Traditionally, this will fall under recreational therapy services. This contact will assist in sharing PGA HOPE program information with the Veterans in the VA Hospital. Communication between the Section Lead, Lead Professional, VA Representative, and the PGA HOPE Military/Veteran Liaison is important to the success of your program.

Listed below are some additional organizations to reach out to in helping recruit additional Veterans in your local area:

VA Hospital, military installations, K of C (Knights of Columbus), VFW (Veterans of Foreign Wars), VSO (Veterans Services Organizations), Elks Organization, PVA (Paralyzed Veterans of America), Blinded Veterans Association, Women’s Army Corps Veterans Association, Vietnam Veterans of America, The American Legion, Disabled American Veterans (DAV), AMETS (American Veterans)

Local recruiting military office and organizations that train dogs for PTSD. All support groups pertaining to suicide, PTSD (post-traumatic stress disorder), amputees, TBI

(traumatic brain injury), SCI (spinal cord injury), stroke. Local PT, RT, OT companies that make prosthetics Local police and fire departments

EXPECTATIONS Section Expectations Sections are key to running a successful PGA HOPE program and are the main point of communication between Section activity and PGA REACH. Sections shall ensure administrative reporting is accomplished in a timely manner, provide support to Lead Professionals, and maintain communication with PGA REACH.

PGA Sections must abide by the following stipulations for PGA REACH to maintain the MOU with the VA: 1. All PGA HOPE instructors will complete the PGA HOPE adaptive golf training seminar 2. PGA HOPE programs will not apply for federal grant dollars through the VA Adaptive Sports Grant

process

Lead Professional(s) Expectations Identifying the correct Lead Professional(s) is critical to the success of PGA HOPE. Lead Professionals have more administrative responsibilities than Instructors and will be compensated an additional $500 above their honorarium for their commitment.

Instructors’ Time Commitment There are no requirements/commitments to teach all sessions during a 6-8 week session. PGA Professionals are offered an honorarium of $50.00 per hour, Associates $35.00 an hour. PGA Professionals can opt to donate their honorarium back to your Section. MSR Credit PGA Professionals earn 6 MSR credits for attending the PGA HOPE Adaptive Training Seminar.

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PGA HOPE instruction is approved for 6 PGA required credits under the activity code of (28). PGA Professionals may receive 1 credit per hour for each hour of participation, up to six credits per MSR cycle year. Please note an MSR cycle year is June 16th - June 15th. Sections are responsible for ensuring PGA Professionals receive appropriate MSR credit. For questions, Membership Services can be reached at: Membership@pgahq.com

MARKETING & PROMOTION Proper Usage of the PGA HOPE Name The Program will be known as “PGA HOPE (city or location).” For example, PGA HOPE Battle Creek. Programs can have multiple sessions. For example: Spring and Fall. **NOTE: PGA HOPE has no periods and should always be referred to in ALL CAPS** Marketing Materials All Sample Marketing Materials (flyers, posters, etc.) will be available on the PGA HOPE Hub. Once a marketing flyer is created for your program, share it with VA Hospitals and local Veteran Organizations to display, post on your website and social media, and local golf facilities. You can contact the PGA HOPE Program Specialist to arrange media releases to your local media to inform them of the program and important dates. Please note that some Veterans may not feel comfortable having pictures or videos taken. Please have all Veterans fill out the participant waiver during the first week of the session. Merchandise Currently, online sales of PGA HOPE merchandise are only available to PGA Sections. Sections are able to order PGA HOPE logoed soft goods in the Member Merchandise Shop at PGA.org. Just select the PGA HOPE logo when choosing your item.

TRACKING & REPORTING To expedite the reimbursement process and to ensure timely payment of PGA Professionals, golf courses, and other third-party vendors, PGA REACH asks that Sections pay for all program costs up front. The Section is then responsible for submitting all invoices/receipts to PGA REACH for reimbursement. Once received, PGA REACH will reimburse your Section in full for PGA HOPE programming costs. Sections also have the option to submit the Mid Program Summary Report. Sections may submit this online report to receive reimbursement halfway through programming, once program expenses have exceeded 50% of approved programming funds. Can be found on the HOPE Hub under ‘Forms/Reports’. Honorarium Report Each week, the Lead Professional is responsible for keeping track of instructor attendance. Lead Professionals must collect instructor’s names and membership numbers. At the conclusion of the 6-8 week PGA HOPE program, the Lead Professional will submit a timesheet to their Section Lead. This will serve as submission for honorariums and MSR hours. This must be completed and submitted to PGA REACH within 10 business days of completion of the program. Can be found on the HOPE Hub under ‘Forms/Reports’.

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Invoices/Receipts At the conclusion of your 6-8 week PGA HOPE program, the Lead Professional must submit a summary invoice to their Section Lead and include copies of all receipts. The Section Lead will organize all expenses and submit to PGA REACH for reimbursement. Expected turnaround time is five weeks. This must be completed and submitted to PGA REACH within 10 business days of completion of the program. Can be found on the HOPE Hub under ‘Forms/Reports’.

Post Program Summary Report The Post Program Summary Report must be submitted 10 business days after the completion of programming. Can be found on the HOPE Hub under ‘Forms/Reports’. The following information will be required to complete the Post Program Summary Report:

Veteran Participation Numbers VA Contact Information Timesheet (submitted to Sections by Lead Professional(s)) All invoices/receipts for reimbursement

End of Year Questionnaire PGA REACH will send a year-end questionnaire to Section Leads and Lead Professionals for comments and suggestions. Section Leads and Lead Professionals are also encouraged to share best practices, lessons learned, and other programming tips with PGA REACH by emailing the PGA HOPE mailbox at PGAHope@pgahq.com Veteran Tracking Lead Professionals must verify that all participants are Veterans by checking their ID’s on the first day of class, and it is highly encouraged that all Veterans sign a Participant Waiver. The Lead Professional is responsible for forwarding all Veteran data and Participant Waivers to the Section Lead. The Section Lead should create database of all Veteran participants in their Section.

Basic Program Information A PGA HOPE program is recommended to run between 6-8 weeks. Programs typically meet once a week for 2 hours. A suggested maximum program size is 36 Veterans; please work with your VA Hospitals and local Veteran organizations to promote the program. A recommended list of equipment and adaptive devices can be found in the Lead Professional SOP on the PGA HOPE Hub. Introduction Clinic The PGA HOPE Introduction Clinic is used as a tryout class for the Veterans and their families to see if they would like to participate in a program. It is recommended that it be offered at least one month prior to the start of your program. It is viewed as a try out period for the Veteran, and it provides the Lead Professional with an opportunity to determine any special equipment needs for the incoming Veteran

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students. The PGA HOPE Clinic can also be used in your off season as an indoor program to attract new Veterans to your program, as well as engage past participants. Six Week Lesson Plan Week 1 – Week 3: Instruction

Registration table with PGA HOPE logoed tablecloth, nametags and any giveaway(s) Give each Veteran a welcome packet and have them fill out the participant waiver (available on

PGA HOPE HUB). Ask all Veterans to complete welcome survey online Work with VA or local Veterans organizations to verify the Veteran status of all participants

o Veterans VA Cards and DD214 can be used to verify Veteran status Recommended stations are Full Swing , Short Game, Putting

o Range stalls with golf balls, tees, lie boards, targets, irons, drivers o Putting green with golf balls, putters, games/competitions, and prizes o Learning Area (classroom) with 2 golf carts, scorecards, pencils, course map if available o Chipping area with golf balls, wedges, games/competitions, and prizes

Water stations and a few chairs at each station Set up lunch area with tables, chairs, food, etc. Wrap up with review and announcements for upcoming class

Introductions: At the beginning of each class be sure to welcome the Veterans and have the PGA Professionals introduce themselves. Some Sections also have the Veterans introduce themselves at this point – depending on program size this may or may not be possible. Break out: Break out the Veterans into three groups: beginner, intermediate, advanced. Determine these groups by a show of hands. Start the beginners in the classroom during week 1. Rotations: Drive, Chip, and Putt – some locations may logistically work better with two rotations. Keep in mind that Veterans may tire quickly and will not be able to hit balls on the range for more than 30 minutes. Suggested rotation is every 30-40 minutes. Veterans rotate from Drive to Chip to Putt. Week 4: Drive, Chip, and Putt Competition Have each Veteran compete in a Drive, Chip, and Putt competition and the top three in each skill as well as the overall winner are given prizes at the end of class. Begin each skill with 15 minutes of warm up/instruction followed by the competition. Any extra time can be used for practice. Use the results of this competition to pair players into their playing groups for week 5. Week 5: On-Course Training Suggested structure is to pair five Veterans with 1-2 professionals per hole and have them play for the two hours. Shotgun format usually works best. Use results from Week 4 to pair Veterans in fair teams. Ex. A player, B player, C player, D player, and one additional.

Set up cart signs for groups Distribute a bag of golf balls per group, and one golf bag per group – two if there are lefties Distribute scorecards, pencils, tees

Week 6: Graduation Teams from Week 5 compete in a 9-hole scramble followed by a graduation ceremony. Press Releases regarding graduation can be coordinated and sent out to local media through the PGA HOPE Program Specialist.

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Sections are encouraged to draw on local partnerships with golf courses, merchandisers, and other entities to give Veteran graduates a truly unique and memorable experience. Examples of Veteran giveaways include: equipment, golf apparel, gift cards, and more. Post-Graduation Follow Up: Email your Veterans one week after the conclusion of the program to complete the program survey. If your Section plans on hosting a Military Golf League for Veteran graduates, it is imperative to maintain an organized database of PGA HOPE Veteran contacts, and to communicate regularly.

Once you have completed your program you will begin to realize that the opportunities that PGA HOPE can give our Veterans and your Section is pretty powerful. Sections that have been active in the PGA HOPE space have taken the next steps with their programs. When PGA HOPE is executed effectively it can become a true pillar for your Section Foundation.

Additional Programs/Sessions If your Section is interested in adding additional PGA HOPE sessions to your programs after the Open Enrollment period has ended, please contact PGA REACH. Although PGA REACH cannot guarantee approval for additional programs/sessions after the OEP has ended, PGA REACH can work with your Section to find alternative funding solutions.

Golf Equipment following Graduation PGA Sections have leveraged their partners and sponsors to secure low-cost equipment for attendees to receive at graduation. This not only benefits the Veterans but it strengthens Section relationships with partners and sponsors and engages them in your foundation activities. Others have collected donations of lightly used golf clubs, golf balls and other items for their Veterans.

Military League Golf PGA Sections around the country have started their own leagues so that Veterans have a way to continue playing after graduation. You will find that as your chapter grows so will your league and will expand to inter-program and inter-Section competition.

PGA HOPE Cards An excel document should be submitted to PGA REACH, with the first and last name of each Veteran who has completed the program no later than Week 3 of the program. PGA HOPE cards will be printed by PGA REACH and sent to the Section Lead or Lead Professional who will issue those to graduates at graduation. Typically these cards provide special offers to PGA HOPE graduates (ex. discounts on greens fees/range fees, etc.). A sample benefits package is available on the PGA HOPE Hub. We encourage your Section to work with local golf courses, driving range facilities, and indoor facilities to offer special discounts upon presentation of the PGA HOPE card. As PGA HOPE continues to expand across the country, our goal is to have this card to offer the same benefits nationwide.

Employment/Volunteer Give Back Sections have begun educating their graduates about employment opportunities at their local golf courses and various golf career paths. Other sections have offered Veterans opportunities to volunteer with their Drive, Chip, and Putt qualifiers, Junior Tours, and Section events.

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Veteran Inspirational Programs (VIP): The Secretary’s Cup

The Secretary’s Cup, named in honor of the Secretary of the U.S. Department of Veterans Affairs, is an annual tournament that celebrates the PGA HOPE program and is designed to provide a special experience for Veterans, their families, and the dedicated PGA Professionals who make PGA HOPE programming a reality. Held in conjunction with the PGA Championship, the Secretary’s Cup is a 9-hole scramble format and brings PGA HOPE Veterans from across the country together in friendly competition. (Please note that participation varies by location.)

PGA National Day of HOPE

PGA HOPE programming takes place year-round, but on Veterans Day, we invite the entire golf community to join us in honoring our country's heroes and raising awareness for PGA HOPE.

PGA National Day of HOPE has two goals:

1. To celebrate our nation's heroes who protect our freedom; 2. To raise awareness and support for the PGA HOPE program, so that it can continue to expand and serve even more Veterans

National Golf and Wellness Week (more information coming soon) PGA HOPE Cup Matches (more information coming soon)