← Back to Training & Handbooks
RAMP Program Manual v1.5. The Eagle OPS field operating model: roles, the 8-Step Veteran Journey, Areas of Operation, the 12-module training pipeline, and the Layer 2 FOX Grant Addendum (active only under a VA SSG Fox grant).
EAGLE OPS FOUNDATION
RAMP PROGRAM MANUAL
Rally Point Activation & Mobilization Program
VERSION 1.4 - AUGUST 2026
Two-Layer Architecture Layer 1: Eagle OPS Core Layer 2: Fox Grant Addendum
CONTROLLED DOCUMENT - Eagle OPS Foundation Internal Use Only DRAFT for owner sign-off. Supersedes v1.3 (approved 2026-07-08).
TABLE OF CONTENTS
LAYER 1 - EAGLE OPS CORE
Section 1: Mission & Program Overview
Section 2: Organizational Structure
Section 3: The Four Operations
Section 4: Role Definitions & Responsibilities
Section 5: The Eagle OPS Veteran Support System - 8-Step Veteran Journey
Section 6: Rally Point Operations
Section 7: Training & Certification (RAMP Pipeline)
Section 8: Area of Operation (AO) Operations
Section 9: Data, Reporting & Quality Assurance
Section 10: Standards & Accountability
Section 11: Crisis Response Protocol
Section 12: Operational Tools Directory
LAYER 2 - FOX GRANT ADDENDUM
Addendum A: VA Compliance Requirements Addendum B: Eligibility & Enrollment Criteria Addendum C: Baseline Screening Requirements Addendum D: ISP Documentation Standards Addendum E: Referral & Coordination with VA Addendum F: Grant-Specific Reporting Addendum G: Budget & Financial Compliance
======================================================================
LAYER 1 - EAGLE OPS CORE
======================================================================
SECTION 1: MISSION & PROGRAM OVERVIEW
1.1 About This Manual
This manual defines the operational framework for Eagle OPS Foundation's Rally Point Activation & Mobilization Program (RAMP). It is the single source of truth for how Eagle OPS recruits, trains, deploys, and supports its peer-led veteran engagement network across Oklahoma.
This is a two-layer document:
– Layer 1 (this section through Section 12): The Eagle OPS core. It defines the mission, roles, operations, training, and standards that govern every Rally Point and every person who carries the Eagle OPS name.
– Layer 2 (Addenda A-G): The Fox Grant Addendum. This layer activates only when Eagle OPS is operating under a VA SSG Fox Suicide Prevention Grant. It adds VA-specific compliance requirements, screening protocols, and reporting obligations on top of the core.
1.2 Mission
Eagle OPS Foundation exists to connect relationships and resources that bring our heroes home.
Home does not mean a building. It means belonging. It means community. It means not fighting alone.
Eagle OPS prevents veteran suicide through upstream prevention and peer-led community connection. We create recurring, structured spaces, called Rally Points, where veterans, service members, and their families show up, connect, and stay connected.
1.3 The RAMP Program
RAMP, the Rally Point Activation & Mobilization Program, is Eagle OPS' proven deployment model for community-based upstream veteran suicide prevention. RAMP is the operational system that allows Eagle OPS to, in essence, franchise and expand what we do and why we do it across Oklahoma, and if the Lord opens the doors, beyond.
The model is proven in the field. In 2025, Eagle OPS ran 358 Rally Points, logged 5,337 Battle Buddy Check-Ins, made 744 VA referrals, and documented 255 distress interventions across 14 Oklahoma counties. That is what upstream, peer-led connection looks like at scale, and RAMP is how we grow it.
RAMP puts trained veteran Outreach Managers into their home counties, recruits and certifies volunteer Mission Coordinators tracked through the MyETP online portal, and deploys recurring peer-led Rally Points, social connection events held evenings and weekends where veterans actually are. The model builds trust and belonging as the entry point to screening, enrollment, and referral. RAMP operates in strategic Areas of Operation (AOs) with 30-mile operating radii, scaled through the Mission Coordinator network so reach extends beyond what paid staff alone can produce.
The RAMP Force Structure
– Outreach Manager (OM): Paid, veteran, owns the Area of Operation (AO) - Mission Coordinators (MC): Volunteer, trained Difference Makers who host official Rally Points - Fire Team: 2-3 MCs supporting each Rally Point - Difference Makers: General volunteers
The RAMP Operational System
RAMP is a complete operational system:
– The 8-Step Veteran Journey (contact, identification, enrollment, service planning, ongoing services, monitoring, crisis protocol, exit) - The digital tool suite (Battle Buddy Check-In, Enrollment Decision Guide, Consent, ISP, Referral Tracking, QA Checklist, Exit Checklist), now delivered through the EO Field Ops app for Outreach Managers and Mission Coordinators - The training and certification pipeline (MyETP tracking module, 12 modules, gatekeeper training, ASIST) - The AO infrastructure (resource directories, crisis contacts, SPC relationships, community partnerships) - Role-specific handbooks, field tools, and operational SOPs - After Action Reports and ongoing quality assurance
1.4 Who We Serve
Eagle OPS serves veterans, active-duty service members, National Guard and Reserve members, and their families, currently operating across 33 Oklahoma counties organized into 7 Areas of Operation (AOs).
We do not require VA enrollment, discharge status verification, or any form of clinical referral to participate. If someone shows up, they belong.
1.5 What We Are, and What We Are Not
Eagle OPS staff and volunteers are peers, connectors, and community builders. We are trained in gatekeeper-level suicide prevention (QPR, SAVE, ASIST). We recognize warning signs, respond with care, and connect veterans to professional resources.
We are not clinicians. We do not diagnose, counsel, treat, or provide therapy. We never will. Our strength is the relationship, and our training ensures we use it responsibly.
SECTION 2: ORGANIZATIONAL STRUCTURE
2.1 Leadership Chain
Eagle OPS operates with a clear chain of command designed to ensure accountability, support, and mission alignment at every level.
Position | Reports To | Primary Function
President/CEO | Board of Directors | Executive oversight, VA coordination, strategic direction
Director of Outreach | President/CEO | Statewide Rally Point operations, OM supervision, QA
Marketing Director | President/CEO | Brand, communications, event promotion, creative assets
Mission Support Coordinator (MSC) | Director of Outreach | Data integrity, enrollment tracking, QA, reporting
Outreach Manager (OM) | Director of Outreach | AO operations, MC oversight, veteran journey ownership
Mission Coordinator (MC) | AO OM | Rally Point execution, community gatekeeper
Fire Team MC | Team Lead MC | Rally Point support, backup leadership
2.2 Key Contacts
Role | Name | Contact
President/CEO | Johnathon "Shep" Shepherd | 918-527-2828 / shep@eagleops.org
Director of Outreach / OM | Ryan "Bacon" Nelson | 918-713-2014 / ryan.nelson@eagleops.org
OM | Keith "Safety Brief" Vinson | 936-671-2481 / keith.vinson@eagleops.org
Marketing Director / Co-Founder | Jessica Shepherd | js@eagleops.org
2.3 Support Flows Down, Leadership Flows Up
Mission Coordinators do not carry operational weight alone. The structure exists so that every MC is backed by an OM, every OM is backed by the Director of Outreach, and every leader has someone above them who can step in.
If something is unclear, escalates, or feels beyond your scope, move it up the chain early. That is not weakness. That is how the mission stays intact.
SECTION 3: THE FOUR OPERATIONS
Eagle OPS' mission is executed through four named programs. Everything we do falls under one of these four Operations. Rally Point types (Golf Nights, Firepit Nights, Freedom Shoots, etc.) are mission activities, not standalone programs. They all live under Operation Reach One More.
3.1 Operation Reach One More
The community engagement arm. This is where Rally Points happen. Every recurring gathering, firepits, golf nights, fishing, esports, shooting sports, wake surfing, D&D, and more, is a Rally Point under this Operation. The goal: create consistent, welcoming spaces where veterans and families show up, connect, and stay connected.
3.2 Operation Outreach
The external-facing arm. We build bridges between veterans and the services available to them. Partnering with VSOs, government agencies, and private-sector allies, we create a united front to educate, advocate, and strengthen Oklahoma's veteran support network. Employer veteran benefits fairs, community partner development, chamber of commerce engagement, and statewide awareness campaigns are how Eagle OPS grows its footprint and brings new veterans into the community.
3.3 Operation Difference Makers
The volunteer workforce. We empower veterans, family members, and supporters to serve their communities through volunteerism and leadership. Giving back becomes a path to healing, purpose, and unity. Every trained volunteer who gives their time to the mission is a Difference Maker. Mission Coordinators are Difference Makers. Fire Team members are Difference Makers. Anyone who shows up to set up, serve food, welcome a newcomer, or clean up after a Rally Point is a Difference Maker. Volunteer signups and event rosters are managed through the Eagle OPS Events platform (events.eagleops1.org).
3.4 Operation Hand-Up
The resource connection arm. When a veteran needs help, VA claims, housing, employment, mental health support, food, legal, or financial, Eagle OPS connects them to the right resource through warm hand-offs and referral tracking. This is not a HAND OUT, it is a HAND UP. It is connection with follow-through. The OK Veterans Resources directory (okveteransresources.com) is the connective tissue behind Operation Hand-Up.
SECTION 4: ROLE DEFINITIONS & RESPONSIBILITIES
Every person in the Eagle OPS operational structure has a defined lane. Clear lanes prevent confusion, protect veterans, and keep the mission running.
4.1 Mission Coordinator (MC)
A trained Difference Maker entrusted with leading an official Eagle OPS Rally Point. MCs are key volunteers and the lifeblood of Eagle OPS Rally Points. They are the face of Eagle OPS in their community.
Core Responsibilities: - Host and lead Rally Points (minimum 1/month, 2 preferred) - Execute the Rally Point structure: Opening, Oath, Battle Buddy Check-In - Encourage every attendee to complete the Battle Buddy Check-In - Submit the After Action Report (AAR) within 24 hours - Capture photos and video for mission documentation - Maintain Eagle OPS gear and signage - Build and lead a Fire Team of 2-3 additional MCs - Notify their Outreach Manager when a veteran may need support beyond the Rally Point
What MCs Do NOT Do: - Perform enrollments or administer screening tools - Provide counseling, clinical advice, or claims filing - Make commitments on behalf of Eagle OPS without OM/leadership approval - Carry the veteran journey beyond initial identification and notification
KEY RULE: The MC's job is to run the Rally Point, encourage Battle Buddy, and notify the OM. The OM owns everything from that point forward.
4.2 Outreach Manager (OM)
A full-time Eagle OPS employee responsible for all operations within their assigned AO. OMs are the operational backbone of Eagle OPS. They recruit, train, deploy, and oversee Mission Coordinators. They own the entire veteran journey from enrollment to exit.
Core Responsibilities: - Recruit, train, and deploy Mission Coordinators in their AO - Serve as an MC themselves until they have trained MCs to step up - Own the full 8-Step Veteran Journey (Section 5) for every veteran in their AO - Conduct enrollment assessments, consent, and ISP development - Make warm referrals and track every referral to outcome - Monitor Rally Point health across their AO - Build and maintain community partnerships - Report to the Director of Outreach weekly - Maintain all required certifications (all 12 training modules) - Respond to incidents and escalate appropriately
An OM is an MC first. They must be able to run every Rally Point in their AO. They do not sit behind a desk, we lead from the front.
4.3 Mission Support Coordinator (MSC)
The data integrity and quality assurance position. The MSC monitors all enrolled veterans across all AOs, runs weekly QA checks, and compiles aggregate data for the Director of Outreach. The MSC ensures OMs stay in the field, they are never pulled to compile data.
Core Responsibilities: - Monitor enrollment records across all 7 AOs - Complete weekly QA Checklist every Friday - Reconcile data across Battle Buddy, DCT, and internal systems monthly - Flag overdue ISP reviews, re-screens, and exit criteria - Compile aggregate reporting for the Director of Outreach - Verify enrollment consent and ISP documentation completeness
4.4 Team Lead MC vs Fire Team MC
Every Rally Point operates under a small leadership team:
– Team Lead MC: Carries primary responsibility for the Rally Point. Hosts, leads the opening, submits the AAR, and is the direct contact for the AO OM. - Fire Team MC: Supports execution. Helps with setup, engagement, Battle Buddy Check-Ins, photos, and may lead the Rally Point if the Team Lead cannot attend and the Fire Team MC is trained and approved.
Leadership may be shared. Accountability must always be clear.
4.5 Director of Outreach
Oversees statewide Rally Point execution and organizational alignment. Supervises all Outreach Managers. Conducts QA reviews, remediation, and training oversight. Reports to the President/CEO.
4.6 President/CEO
Executive oversight, VA coordination, signatory authority, strategic direction. The President/CEO is the final escalation point for all operational issues and the primary VA relationship holder.
SECTION 5: THE EAGLE OPS VETERAN SUPPORT SYSTEM
The 8-Step Veteran Journey
Every veteran who engages with Eagle OPS follows this pathway. Every step has a defined owner, a tool, and an expected output. This system is the core of how Eagle OPS identifies, engages, and supports veterans, whether or not grant funding is active. Steps 3 through 8 are now executed inside the EO Field Ops app (fieldops.eagleops.org), which gives the OM one place to enroll, plan, document, and track each veteran under row-level security.
Step 1 - Rally Point Contact Owner: OM / MC Tool: Battle Buddy Check-In (Jotform)
The veteran attends a Rally Point and completes the Battle Buddy Check-In. This takes under 60 seconds on a phone or tablet. It captures service branch, VA connection status, a wellbeing self-assessment, and whether the veteran needs resources.
KEY RULE: Every veteran is requested to complete the Battle Buddy Check-In at every Rally Point.
Step 2 - Identification & Engagement Owner: OM (with MC input) Tool: Battle Buddy Check-In (conditional triggers) + Enrollment Decision Guide
When a veteran completes the Battle Buddy Check-In and indicates elevated need (wellbeing questions answer 3 or 4), the system automatically triggers an engagement email from Eagle OPS. This email introduces the veteran to the Eagle OPS Veteran Support System and asks follow-up questions. The OM then follows up personally with a warm opening: "I saw you received our email about resources, I wanted to talk about what might help."
MCs play a critical role here: if an MC notices a veteran who may be struggling, they notify their AO OM. The MC does not perform the enrollment assessment, they connect the veteran to the person who does.
KEY RULE: When in doubt, offer enrollment. The screening determines eligibility, not the OM's gut feeling.
Step 3 - Enrollment Owner: OM Tool: Enrollment Explanation Script + In-App Digital Consent (EO Field Ops)
The OM explains the program to the veteran using the Enrollment Explanation Script, a standardized, plain-language document that covers what the program is, what it does, what it can do, how it helps, and what it will not do. The OM can read it verbatim or hand it to the veteran to read. The script is customizable by AO to include local resource references.
Once the veteran understands and agrees, they sign the enrollment consent directly on screen in the EO Field Ops app. The app displays the consent text, captures the veteran's on-screen signature, auto-stamps the veteran's name, the date and time, and the collecting OM, generates the signed PDF, and stores it in a private, access-controlled bucket. There is no paper and nothing is saved to the OM's phone. The OM verifies veteran status using approved methods (DD-214, VA ID, etc.). The enrollment is documented and the MSC is notified same day.
Note: When operating under a VA grant, the OM will enter minimal contact info into the VA's Data Collection Tool (DCT). The veteran self-completes screening scales via a secure OTP link sent by DCT. Implementation details will be adjusted once VA provides technical specifications.
KEY RULE: Consent must be signed BEFORE any data collection beyond basic contact info.
Step 4 - Service Planning Owner: OM (builds with veteran) Tool: Individualized Service Plan (ISP), structured in EO Field Ops
Within 5 business days of enrollment, the OM sits down with the veteran and builds an individualized service plan. The ISP is a structured, in-app form in EO Field Ops with templated referral pathways per domain (Mental Health, Social Support, Financial Stability, Wellbeing). The veteran identifies their own goals. The OM connects them to the right resources. Building the ISP in the app is what makes ISP completion and 90-day review rates reportable.
The OM is a resource connector and coordinator, not a case manager. The ISP is a roadmap, not a treatment plan. It says "here is what the veteran wants, here is who can help," not "here is your clinical treatment."
Both OM and veteran receive a copy of the completed ISP. The veteran-facing version is written in plain language explaining what their scores mean and what help is available.
KEY RULE: The ISP is developed IN CONSULTATION with the veteran. It reflects their goals, not yours.
Step 5 - Ongoing Services & Connection Owner: OM (with MC visibility) Tool: Rally Point operations + Referral Tracking (EO Field Ops)
The enrolled veteran attends Rally Points in their AO. The OM owns the relationship, makes warm referrals as needed, and tracks every referral to outcome in EO Field Ops through the sent, contacted, connected, closed pipeline with a 72-hour first-contact standard. The veteran continues completing Battle Buddy at each Rally Point.
The MC maintains the Rally Point relationship with the veteran and notifies their OM when a veteran indicates a need for follow-up. The OM picks up the relationship, makes the referral, and tracks the outcome. The MC can step in as a Battle Buddy if the veteran wants, but has no obligation to carry the operational load.
This model gives the veteran two points of contact (MC + OM) and creates mutual accountability.
KEY RULE: A referral without follow-up is just a phone number. Track every referral to outcome.
Step 6 - Monitoring & Quality Assurance Owner: MSC + OM Tool: EO Field Ops (Section F reporting) + MSC QA Checklist
The MSC monitors all enrolled veterans across all AOs using the EO Field Ops reporting layer, which aggregates enrollment and caseload by AO, referrals made and completed, ISP completion and 90-day review rates, screening completion, crisis events, and Rally Point counts. Weekly QA checks ensure documentation is complete, ISPs are on file within 5 business days, referrals are tracked to outcome, elevated risk is flagged, and OM follow-up is timely.
The OM reviews the ISP with the veteran at 90 days and adjusts goals and services as needed. The MSC flags overdue ISP reviews, re-screens, and exit criteria through the weekly QA process. Reporting is scoped by AO so leadership can monitor health across all 7 Areas of Operation.
Step 7 - Elevated Risk Response Owner: OM (immediate) + Director of Outreach + CEO Tool: Crisis Contact Card + Crisis Incident Report + Crisis Response Protocol (Section 11)
If at any point a veteran shows signs of elevated distress or expresses suicidal ideation, the Crisis Response Protocol activates immediately. This step is not sequential, it can occur at any point in the journey. See Section 11 for the full protocol. The C-SSRS risk tier (low, moderate, high) is recorded in EO Field Ops; a moderate or high tier automatically raises the risk flag. Crisis events are documented using the Crisis Incident Report and submitted to the Director of Outreach within 24 hours.
When operating under a VA grant, Step 7 will be heavily integrated with VA mental health team protocols for warm hand-off. The current baseline is established; specific protocols will be adjusted per VA guidelines once grant award details are finalized.
KEY RULE: You are a peer, not a clinician. Your job is to stay present and connect them to the right professional. That is enough. That saves lives.
Step 8 - Exit & Transition Owner: OM (initiates) + MSC (completes) Tool: Exit Checklist + Exit Screening (EO Field Ops)
When a veteran meets exit criteria, ISP goals met, voluntary withdrawal, connected to ongoing VA care, or unreachable after documented outreach attempts, the exit process begins:
– OM initiates exit in EO Field Ops (documents reason and veteran agreement) - Exit screening triggered: OTP link sent to veteran for PHQ-9, ISEL-12, SES, WEMWBS; OM administers C-SSRS in person - MSC compares pre/post screening completion and tier change and documents improvement or change - All referrals documented with final outcomes (connected/not connected/in progress) - ISP closed with final notes - If elevated risk at exit: warm hand-off to named VA point of contact documented - Enrollment record marked Complete or Withdrawn - Director of Outreach notified - MSC signs and dates Exit Checklist
KEY RULE: A veteran who exits the program still has a home at every Rally Point. The enrollment ends, the relationship does not.
SECTION 6: RALLY POINT OPERATIONS
6.1 What Is a Rally Point
A Rally Point is any approved, scheduled, and advertised Eagle OPS gathering where veterans, service members, and families come together for connection. Rally Points are the primary delivery mechanism for Operation Reach One More.
6.2 Rally Point Types
All Rally Point types are mission activities under Operation Reach One More. Current types include:
– Firepit Nights (September-April) / Game ON (May-August), same program, seasonal format - Freedom Shoots (3rd Saturday, Tulsa Gun Club) - Golf Nights (BirdieBay, Twisted Tee) - On the Line Fishing (year-round, 2x/month, Rogers County) - The Suck (esports, 2 locations, 2x/month) - Dragon Ops (weekly D&D) - Brews & BS (Friday AM coffee) - Wake Surf Wednesdays (Skiatook Lake, May-September) - United Skates, Welcome Home 5K, Tulsa Drillers, Softball, VetFest
6.3 Required Rally Point Elements
Every Rally Point must include: - Mission Coordinator Opening, welcome, mission statement, why we say "Welcome Home" - Eagle OPS Oath, led by the MC, repeated by attendees - Battle Buddy Check-In, QR code visible, every attendee encouraged to complete - Photos and/or video, authentic, not staged - After Action Report, submitted within 24 hours by the acting lead
6.4 Consistency Is Non-Negotiable
If a Rally Point is advertised, it must happen. We cannot have a situation where someone shows up expecting connection, and no one is there. That could be the one night someone finally decided to step out.
If the Team Lead cannot attend, they must notify their OM immediately, confirm a trained Fire Team MC can lead, and ensure gear is transferred. There must always be a trained MC at every advertised Rally Point. No exceptions.
6.5 Gear Accountability
Eagle OPS gear is issued to Team Lead MCs via the Gear Checkout Form. The Team Lead is responsible for maintaining, safeguarding, and bringing gear to every Rally Point. If leadership changes or primary custody shifts permanently, a new Gear Checkout Form must be completed.
6.6 After Action Report (AAR)
The AAR is mission intelligence. One AAR per Rally Point. The acting lead submits it within 24 hours. All other Fire Team MCs log their Difference Maker Hours separately. A Rally Point is not considered complete until the AAR is submitted.
SECTION 7: TRAINING & CERTIFICATION
7.1 The RAMP Training Pipeline
All training is tracked in Eagle OPS' MyETP platform (eagleops.org/my-etp). Every MC is expected to complete their required modules, and leadership actively pushes the team through training, but the mission comes first. An MC who shows up for veterans may host under OM guidance while completing training in the field; shadowing and co-hosting ARE training. Upon completion of all required modules, MCs receive an Eagle OPS Certified Trained Mission Coordinator credential, renewed annually. OMs complete their full module set during onboarding before operating independently.
7.2 Training Module Map
Module | Title | Required For | Recertification
M1 | RAMP Orientation | All staff & MCs | Annual
M2 | QPR Gatekeeper Training | All OMs & MCs | Annual
M3 | SAVE Training | All OMs & MCs | Annual
M4 | ASIST (Applied Suicide Intervention) | All OMs | Every 2 years
M5 | Battle Buddy Check-In SOP | All OMs & MCs | As updated
M6 | Enrollment & Decision Process | All OMs, MSC | As updated
M7 | ISP Development | All OMs | As updated
M8 | Crisis Response Protocol | All OMs & MCs | Annual
M9 | Referral & Warm Hand-Off | All OMs | As updated
M10 | Data Handling & Privacy | All staff | Annual
M11 | VA Benefits & Claims Basics | All OMs | Annual
M12 | RAMP Operations (All Tools) | All OMs, MSC | As updated
7.3 MC Training Requirements (5 Modules)
Mission Coordinators complete 5 modules before hosting independently: - M1: RAMP Orientation - M2 or M3: QPR or SAVE Gatekeeper Training - M5: Battle Buddy Check-In SOP - M8: Crisis Response Protocol - M10: Data Handling & Privacy
MC training is delivered by the AO OM during onboarding. MCs shadow 2+ Rally Points before hosting, then co-host with OM present, then host independently.
7.4 OM Training Requirements (All 12 Modules)
Outreach Managers complete all 12 modules. OMs carry the full operational load, enrollment, screening, ISP development, referral tracking, crisis response, and data handling. Their training reflects that responsibility.
OM onboarding is delivered by the Director of Outreach over the first 2 months, with ASIST completed within the first quarter and VA Benefits training within 60 days.
7.5 Ongoing Training
– Monthly Statewide MC Meeting (in-person or virtual) - Annual QPR or SAVE recertification - ASIST every 2 years (OMs) - Crisis Response Protocol recertification annually - Data Handling & Privacy recertification annually
An OM or MC with an expired certification is flagged in MyETP and receives escalating reminders until recertified. Continued hosting during a lapse is a leadership decision, made case by case, the default is to keep the mission moving while closing the training gap.
SECTION 8: AREA OF OPERATION (AO) OPERATIONS
8.1 Geographic Structure
Eagle OPS' 33-county footprint is organized into 7 Areas of Operation (AOs). Each AO has a hub city (primary city) and an assigned Outreach Manager responsible for all Rally Points and veteran engagement within that territory. Each AO is anchored on its primary city with an approximate 30-mile operating radius. The AO structure defines the full operating footprint; active Rally Point operations reached 14 of these counties in 2025 and continue to expand.
AO | Hub (Primary City) | Counties
AO1 - North Tulsa (EO HQ) | Tulsa (North) | Tulsa, Rogers, Washington, Osage, Pawnee, Nowata
AO2 - South Tulsa | Broken Arrow / South Tulsa | Tulsa, Wagoner, Creek, Okmulgee
AO3 - Muskogee | Muskogee | Muskogee, Wagoner, Sequoyah, Cherokee, Okmulgee, McIntosh, Adair
AO4 - North OKC (Edmond/Guthrie) | Edmond / Guthrie | Oklahoma, Canadian, Logan, Lincoln, Kingfisher
AO5 - Norman / South OKC | Norman | Oklahoma, Cleveland, Canadian, Pottawatomie, Grady, McClain
AO6 - Lawton | Lawton | Comanche, Stephens, Jackson, Grady, Caddo, Kiowa, Tillman, Cotton
AO7 - Stillwater | Stillwater | Payne, Kay, Lincoln, Logan, Creek, Pawnee, Noble
AO Boundary Policy (owner ruling): AOs cross county lines. The AO's primary city sets its distance and reach. Overlapping towns and counties all stay in their AO; single ownership is not forced. MCs determine the working line in practice, but they can work anywhere in the counties their AO touches. Ten counties are intentionally shared between two AOs and are served by both: Tulsa (AO1, AO2), Oklahoma (AO4, AO5), Canadian (AO4, AO5), Wagoner (AO2, AO3), Creek (AO2, AO7), Okmulgee (AO2, AO3), Grady (AO5, AO6), Lincoln (AO4, AO7), Logan (AO4, AO7), and Pawnee (AO1, AO7). The town of Coweta is served by both AO2 and AO3. AO, RP, and veteran filtering never hard-excludes across touching counties.
The live AO town and county data (150 towns) is maintained in the EO Field Ops app and drives the in-app AO Details view and the AO-scoped Rally Point calendar and veteran list. Directors and above see across all AOs.
8.2 AO Resource Directory
Within the first 60 days of deployment, each OM completes a full AO Resource Directory for their territory, maintained in the OK Veterans Resources platform and the shared tools. It includes: local VA facility, Suicide Prevention Coordinator name and phone, OKVU contact, ODVA service officer, VSOs, mental health providers, housing, food, employment, legal, tribal, and faith-based partners. OMs add new resources as they connect with them, not waiting for quarterly reviews. The Director of Outreach reviews the directory quarterly.
8.3 AO Management
Each OM is responsible for: - Recruiting and training MCs within their AO - Establishing and maintaining Rally Points across their assigned counties - Building community partnerships that sustain Rally Points locally - Reporting Rally Point health and veteran engagement to the Director of Outreach monthly - Ensuring every Rally Point in their AO meets consistency and quality standards
SECTION 9: DATA, REPORTING & QUALITY ASSURANCE
9.1 Core Reporting Tools
– Battle Buddy Check-In: Captures every veteran contact at every Rally Point. Submitted by the veteran (encouraged by MC/OM). - After Action Report (AAR): One per Rally Point, submitted within 24 hours by the acting lead. Tracks attendance, engagement, concerns, donations, and partner conversations. - Difference Maker Hours: Logged separately by all Fire Team MCs who did not submit the AAR. - Referral Tracking: Tracked to outcome by the OM inside EO Field Ops. - ISP: Completed within 5 days of enrollment, reviewed at 90 days and at exit, structured in EO Field Ops. - MSC QA Checklist: Weekly data integrity check submitted every Friday by the MSC. - Exit Checklist: Completed before closing any enrollment record. - EO Field Ops Section F reporting: Aggregate, de-identified program metrics plus a SQUARES 2.0 export, generated from the veteran journey data.
9.2 Data Handling Rules
All Eagle OPS staff and volunteers must follow these rules: - Never photograph, copy, or retain a veteran's DD-214 or VA ID, view in person only - Never store screening data on personal devices, email, or text - Never share a veteran's enrollment status, scores, or ISP outside the authorized team - Never discuss a specific veteran by name in group settings, social media, or marketing - Signed consent PDFs live only in the private EO Field Ops storage, never on a personal phone or camera roll - Report data handling questions to the MSC or Director of Outreach immediately
9.3 Quality Assurance
The MSC owns data integrity. Weekly QA checks cover documentation completeness, enrollment status accuracy, overdue reviews, and data reconciliation. Access to veteran records is enforced by role-based row-level security in EO Field Ops (an OM sees their own veterans; directors and above see all). The Director of Outreach reviews QA reports weekly and conducts monthly AO assessments.
SECTION 10: STANDARDS & ACCOUNTABILITY
All required policies are reviewed during training and acknowledged in MyETP. Full legal language is maintained in the MC Handbook appendices. Below is a summary of each standard.
10.1 Code of Conduct
Establishes behavioral standards for all leaders, participants, and volunteers. Zero tolerance for harassment, discrimination, hate speech, illegal drug use, and irresponsible alcohol behavior. Rally Points are not political platforms.
10.2 Confidentiality & OPSEC
Protects personal information shared by veterans, partners, and the organization. Trust is foundational, if participants do not trust us, they will not open up. Confidentiality obligations continue indefinitely after service ends.
10.3 Background Check
Required for all Mission Coordinators before assuming their role. Results are confidential and reviewed case-by-case. A negative finding does not automatically disqualify.
10.4 Incident Response
Any behavior that violates the Code of Conduct or compromises safety triggers the incident response process. Anyone can submit an Incident Report. The affected individual should be empowered to submit their own report. Leadership reviews within 5 business days. Actions range from warning to permanent removal.
10.5 RAMP Card - Empowering the Field
The RAMP card is an assigned credit card issued to select Outreach Managers and Mission Coordinators. Its purpose is simple: empower the people running Rally Points to purchase what they need to make those events successful, without Eagle OPS HQ having to manage every detail.
This is a critical operational advantage. Eagle OPS manages 30 to 40 Rally Points per month across its AOs with a handful of employees. That is only possible because OMs and MCs on the ground have the tools and the trust to handle execution locally. The RAMP card is what makes that decentralized model work.
The RAMP card is not a perk. It is an operational tool that pushes responsibility to the field and enables scale. It says: we trust you to run your Rally Point, and we expect you to be accountable for every dollar.
What It Covers - Event food and beverages (non-alcoholic) - Approved supplies (plates, utensils, ice, propane, etc.) - Event-related consumables - Pre-approved logistical needs
What It Never Covers - Alcohol, tobacco, or vape products - Gift cards or personal purchases - Electronics or equipment - Anything not directly tied to a Rally Point
Accountability Guardrails Every purchase must be documented through the RAMP system immediately after purchase. A photo of the receipt is uploaded through the RAMP text thread. Failure to submit receipts results in automatic suspension of card privileges. Repeated failure or misuse may result in removal from the MC role.
If a purchase is made outside approved guidelines, the cardholder may be personally responsible for repayment. If you are ever unsure whether something is allowed, pause, ask your Outreach Manager, and wait for clarification.
KEY RULE: Donors trust us with their money. Communities trust us to lead with integrity. The RAMP card is how we honor both, by putting resources in the hands of the people doing the work, with clear accountability attached.
10.6 Exit & Transition
If an MC needs to step down, they communicate with their OM as soon as possible. Together they identify a trained replacement, transfer gear, and maintain Rally Point continuity. Do not disappear. Sustainable Rally Points require sustainable leadership.
SECTION 11: CRISIS RESPONSE PROTOCOL
This protocol is non-negotiable. Every OM and MC memorizes it. The Crisis Contact Card is carried at every Rally Point.
IF A VETERAN IS IN ACTIVE CRISIS:
– STAY with the veteran. Do not leave them alone. - ASK directly: "Are you thinking about hurting yourself?" - If YES or UNSURE: Call 988 (press 1) WITH the veteran. Stay on the line together. - If immediate danger to self or others: Call 911. - NOTIFY Ryan Nelson and Johnathon Shepherd, same day, no exceptions. - DOCUMENT: date, time, name, what happened, actions taken, who was notified. Submit Crisis Incident Report to Director of Outreach within 24 hours.
What NOT To Do: - Do NOT attempt to counsel, diagnose, or provide clinical intervention - Do NOT leave the veteran alone to "go get help" - Do NOT promise confidentiality about an active safety concern - Do NOT physically restrain unless there is immediate danger to life
You are a peer, not a clinician. Your job is to stay present and connect them to the right professional. That is enough. That saves lives.
Emergency Contacts - Veterans Crisis Line: 988 (press 1) or text 838255 - Emergency Services: 911 - Ryan Nelson (Director of Outreach): 918-713-2014 - Johnathon Shepherd (CEO): 918-527-2828
SECTION 12: OPERATIONAL TOOLS DIRECTORY
This directory reflects the current, live Eagle OPS technology stack as of August 2026. Section 12.3 is the authoritative list of Eagle OPS digital platforms now in production.
12.1 JotForm Field Tools
Tool | Used By | Purpose
Battle Buddy Check-In | OM / MC / Veteran | Capture every veteran contact at every Rally Point
Enrollment Decision Guide | OM | Standardize enrollment-offer decisions
After Action Report | Team Lead MC | Post-Rally Point documentation
Difference Maker Hours | Fire Team MCs | Individual volunteer hour logging
In-Kind Donation Form | MC / OM | Track non-monetary donations for tax documentation
Monetary Donation Report | MC / OM | Document and report cash/check donations
Contact Tracker | MC / OM | Field tool for potential community partner contacts (feeds the EO Contacts Pipeline)
Incident Report | Anyone | Document Code of Conduct violations or safety concerns
Crisis Incident Report | MC / OM | Document crisis interventions, separate from general Incident Report
Note: Enrollment consent, the Individualized Service Plan, Referral Tracking, and the Exit Checklist have moved from JotForm into the EO Field Ops app (Section 12.3), where they run with role-based security and reporting.
12.2 Printable Documents
Document | Format | Used By
Enrollment Decision Tree | Word (.docx) | OM field reference
DCT Quick-Reference Card | Word (.docx) | OM field reference
Crisis Contact Card | Word (.docx) | All OMs & MCs
MSC Operations Pack | Excel (.xlsx) | MSC workstation
12.3 Eagle OPS Digital Platforms (Live Systems)
EO Field Ops - fieldops.eagleops.org The mobile-first field system for Outreach Managers and Mission Coordinators. It runs the RAMP program day to day and is the system of record for enrolled veterans. - The 8-Step Veteran Journey (enrollment through exit) with structured, in-app steps - AO-scoped Rally Point calendar (each user sees their AO; directors and above see all) - OK Veterans Calendar events fed into the calendar, filtered to the user's AO by the event's county, shown read-only alongside Rally Points, with Eagle OPS events hidden by default to avoid duplicates - Personal calendar events (private to each user) - In-app digital consent signing: on-screen signature, app-generated signed PDF, private access-controlled storage, retention set to signed date plus 5 years, nothing saved to the phone - Individualized Service Plan (structured), screening compliance (completion and C-SSRS tier only, never raw scores), crisis event log - Section F aggregate reporting and SQUARES 2.0 export for grant reporting - Card Review: OMs and above approve new contacts and proposed edits, enforced server-side by role - Row-level security on all veteran data; WordPress-authenticated login
MyETP - eagleops.org/my-etp Training, onboarding, and certification tracking (ETP Tracker WordPress plugin). Tracks the 12 RAMP modules, records completion and expiry, and flags lapses with escalating reminders. A certification-sync module to feed readiness into EO Field Ops is built and pending activation.
OK Veterans Calendar - okveteranscalendar.com Statewide veteran event hub operated by Eagle OPS on its own platform (it replaced a third-party SaaS calendar). Public browse and event submission with an owner approval and attribution workflow; per-organization embeds, RSS, and calendar (ICS) subscriptions; a monthly email digest; and a daily Monday.com Rally Point sync that mirrors the schedule into published events. New flyer intake: an email-a-flyer pipeline is live at events@okveteranscalendar.com. An inbound flyer (image or PDF) is read automatically and turned into a draft event for one-tap admin approval. A text-a-flyer path is planned for later.
OK Veterans Resources - okveteransresources.com (and vetresources.eagleops.org) Public directory of verified Oklahoma veteran-serving organizations (189 and growing). Public submit-and-review queue; admin with Super, Editor, and resource-owner (POC) roles; sortable and filterable directory with an interactive 77-county map, category tiles, and CSV export; OK Vet Connect referral fields (need category, county, Eagle OPS vetting); sponsor admin (add, edit, delete, logo, tier, run window); a veteran-employer directory with a full admin lifecycle; an Oklahoma veteran benefits tool (rating plus county to benefits) with per-county SEO pages; and a digital VA Form 21-22 POA intake with private vault. Veteran-owned business directory and a Stripe donation engine are on the near-term roadmap.
Eagle OPS Events (Difference Makers) - events.eagleops1.org The volunteer and events platform. Public per-opportunity signup pages with server-side capacity and confirmation email; a tournament and bracket tool (single and double elimination, individual or team, public bracket, live match tracking, printable bracket sheet); a registration-and-schedule event type; staff admin for opportunities, shifts, rosters, CSV export, QR posters, and event cloning; and short links. SMS reminders are built but off pending A2P registration.
EO Contacts Pipeline The behind-the-scenes contact intake and routing service. It ingests JotForm submissions (including the Contact Tracker and business-card intake), deduplicates them into people, upserts them into the Field Ops contacts directory, and mirrors approvals to Monday.com. It also hosts the Card Review approval endpoint that EO Field Ops calls, which enforces OM-and-above access server-side.
Eagle OPS Text Alerts A WordPress plugin that sends SMS alerts to opted-in members through the approved Twilio A2P Charity campaign (nonprofit rate, carrier-level STOP/HELP). Group targeting, a scheduler with recurring sends, and TCPA-friendly quiet hours. Members opt in via a web form; sending is restricted to authorized users.
Giving - eagleops.org/donate (and give.eagleops.org) Online giving portal for veteran supporters. A consolidated Stripe donation engine (give.eagleops.org) is on the roadmap.
MC and OM Resource Pages - eagleops.org/mcs and eagleops.org/oms Day-to-day operational forms and quick links for Mission Coordinators and Outreach Managers.
12.4 Shared Drive Resources
Operational documents that are not yet in a dedicated app are maintained in shared Google Docs and Sheets for real-time access, organized by function (Training, Operations, Enrollment, Crisis, Referral, AO, Reporting). As capabilities move into EO Field Ops and the other platforms above, those app systems become the source of record and the shared sheets are retired.
======================================================================
LAYER 2 - FOX GRANT ADDENDUM
======================================================================
This layer activates only when Eagle OPS is operating under a VA SSG Fox Suicide Prevention Grant.
All Layer 1 operations remain in effect. Layer 2 adds VA-specific requirements.
Application Reference: OSPI-000106-27 38 CFR Part 78 | SSG Fox SPGP
ADDENDUM A: VA COMPLIANCE REQUIREMENTS
A.1 Regulatory Framework
When operating under the SSG Fox SPGP, Eagle OPS complies with all requirements of 38 CFR Part 78, the applicable Notice of Funding Opportunity (NOFO), and all conditions of the grant award agreement.
A.2 Reporting Cadence
– Quarterly reports to VA per grant agreement timeline - Semi-annual reports with aggregate enrollment and outcome data - Annual report with full program evaluation - Ad hoc reporting as requested by VA program office
A.3 Documentation Retention
All grant-related documentation is retained for a minimum of 5 years following the end of the grant period, in accordance with VA requirements. This includes enrollment records, screening data references, ISPs, referral logs, QA checklists, and financial records. Signed enrollment consents captured in EO Field Ops are retained for 5 years, consistent with this requirement.
ADDENDUM B: ELIGIBILITY & ENROLLMENT CRITERIA
B.1 Eligible Individuals (38 CFR 78.10)
Under the Fox Grant, eligible individuals include: - Veterans (as defined by 38 U.S.C. section 101) who are at risk for suicide - Active-duty service members who are at risk for suicide (with limitations per statute) - Family members of eligible veterans and service members
B.2 Veteran Status Verification
The OM verifies veteran status using one of the following approved methods: - DD-214 (view in person only, never copy or photograph) - VA Health ID Card (VHIC) - Veteran Health Identification Card - VA disability rating letter - Military ID (active duty, reserve, guard) - State-issued veteran ID or driver's license veteran designation
Verification is documented in the enrollment record. If a veteran cannot produce documentation at the time of enrollment, they may self-certify with follow-up verification within 30 days.
B.3 At-Risk Determination
Risk for suicide is determined through the baseline screening process (Addendum C). The screening tools identify risk factors across mental health, social support, financial stability, and overall wellbeing. The OM does not make clinical risk determinations, the validated tools and the DCT eligibility engine handle that.
ADDENDUM C: BASELINE SCREENING REQUIREMENTS
C.1 Required Screening Tools
Under the Fox Grant, the following validated screening instruments are administered at enrollment and at exit:
Tool | Measures | Administered By
PHQ-9 | Depression severity | Veteran self-completes via OTP link
ISEL-12 | Social support | Veteran self-completes via OTP link
SES (Self-Efficacy Scale) | Financial/personal self-efficacy | Veteran self-completes via OTP link
WEMWBS | Overall mental wellbeing | Veteran self-completes via OTP link
C-SSRS | Suicide risk assessment | OM administers in person, private setting
C.2 Data Flow Architecture
The 4 self-report scales (PHQ-9, ISEL-12, SES, WEMWBS) flow directly from the veteran's phone to VA's FedRAMP-authorized Data Collection Tool (DCT). They never touch Eagle OPS systems. The OM enters only contact information into the DCT. The DCT sends the veteran a secure one-time-password (OTP) link to self-complete the scales.
The C-SSRS is the only screening data the OM handles directly. The tier is recorded in EO Field Ops (low, moderate, high) and the score is entered into the DCT immediately after administration. EO Field Ops never stores a raw numeric screening score.
This architecture was built intentionally to minimize Eagle OPS' HIPAA exposure and protect both the veteran and the organization.
C.3 Re-Screening
Enrolled veterans are re-screened at 120 days and at exit using the same instruments. The MSC flags upcoming re-screens through the weekly QA process.
ADDENDUM D: ISP DOCUMENTATION STANDARDS
D.1 VA-Required ISP Elements
Under the Fox Grant, each ISP must document: - Baseline screening scores across all domains (from DCT) - Eligibility pathway per 38 CFR 78.10 - Goals set in consultation with the veteran - Planned services and referrals per domain - Frequency of contact and service delivery - Named VA point of contact for warm hand-off (if elevated C-SSRS) - Veteran and OM signatures
D.2 Review Schedule
– Initial ISP: within 5 business days of enrollment - 90-day review: OM reviews with veteran, adjusts goals and services - Exit ISP: final review with pre/post comparison
ADDENDUM E: REFERRAL & COORDINATION WITH VA
E.1 Local VA Facility Coordination
Each OM establishes a working relationship with the VA medical center and community-based outpatient clinics (CBOCs) in their AO within 60 days of deployment. This includes identifying the Suicide Prevention Coordinator (SPC) and establishing a referral pathway.
E.2 Warm Hand-Off Protocol
When a veteran needs VA care or services beyond Eagle OPS' scope, the OM makes a warm hand-off, not a cold referral. This means: - Personally introducing the veteran to the receiving provider or POC - Following up within 48 hours to confirm connection was made - Documenting the referral and outcome in the EO Field Ops referral tracker
E.3 ODVA Partnership
ODVA is Eagle OPS' primary claims partner. ODVA service officers are integrated into Rally Points and employer benefits fairs. Claims routing from the Battle Buddy Check-In feeds directly to ODVA for follow-up.
ADDENDUM F: GRANT-SPECIFIC REPORTING
F.1 VA Reporting Requirements
The MSC compiles aggregate data for all VA-required reports, using the EO Field Ops Section F reporting and SQUARES 2.0 export. The Director of Outreach reviews before submission. The CEO is the authorized signatory for all VA reports.
F.2 Required Metrics
– Total enrollments and active caseload by AO - Baseline and follow-up screening completion (aggregate, de-identified) - Number and type of referrals made and completed - ISP completion and review rates - Exit outcomes with pre/post comparisons - Rally Point attendance and engagement data - Crisis interventions documented
F.3 SQUARES 2.0
VA's SQUARES 2.0 is the primary data system for Fox Grant reporting. MSC training on SQUARES 2.0 is provided by VA post-award. EO Field Ops produces a SQUARES 2.0 export to support this submission alongside internal tracking.
ADDENDUM G: BUDGET & FINANCIAL COMPLIANCE
G.1 Allowable Costs
All expenditures under the Fox Grant must comply with 2 CFR Part 200 (Uniform Administrative Requirements) and the approved budget in the grant agreement. The Office Manager maintains financial documentation and the CEO approves all expenditures.
G.2 Indirect Cost Rate
Eagle OPS applies the de minimis indirect cost rate of 10% of modified total direct costs, as permitted under 2 CFR 200.414(f), unless a negotiated rate is established with VA.
Indirect cost recovery reshuffles existing grant dollars, it is not a new cash flow source. Real revenue priorities remain: monthly recurring donors, major gift asks, and corporate sponsorships.
G.3 Financial Controls
– RAMP card use restricted to pre-approved Rally Point expenses - All purchases documented through the RAMP receipt system - Monthly financial reconciliation by Office Manager - Quarterly financial reporting to VA per grant agreement - Annual audit as required by grant terms
Eagle OPS Foundation - RAMP Program Manual v1.5 - September 2026 (supersedes v1.4; AO footprint rebuilt into the 7-AO / 33-county layout from the Oklahoma veteran population data).