UNIT
281-464-4606
To navigate through college, you need to know the basics such as what the different type of degrees are, what a semester unit is, etc.
College 101 (course code 502305) is an overview to get you started that is located on the CG Learning Portal under "Adult Basic Education." DANTES (Defense Activity for Non-traditional Education Support) provides voluntary education support to the DOD and the Coast Guard. ACE (American Council on Education) reviews military training and experience and recommends equivalent college credits. SOC (Servicemembers Opportunity College) and SOC (SOC for the Coast Guard) are a group of colleges that have agreed to certain standards regarding credit transfer and residency requirements. Their purpose is to make it easier for servicemembers, who transfer frequently, to complete a college degree. Online Academic Skills Course (OASC) •Peterson's Online Academic Skills Course (OASC) is designed for individuals who want to build their math and verbal skills to excel in their jobs, pass their exams, advance their careers, or continue their education. The course will diagnose the individuals current level of reading comprehension, vocabulary, and math abilities and teach the concepts and skills needed to increase proficiency in each of these academic areas. This course is available free of charge to all service members and their families. Peterson's DOD MWR Libraries •Peterson's DOD MWR Libraries is a rich source for tools to assist you with college. They have information on college entrance exams, finding schools, paying for school and credit by examination.
Search by what's important to you There are many factors to consider in choosing a school. One key is to figure out what's most important to you. These resources let you search for colleges by location, type of degree, area of study as well as classroom or distance learning. ◦IES - College Opportunities Online Locator offers many search criteria options. ◦Peterson's Distance Learning and Online Degree Search allows you to search by area of study & degree. ◦College Board College Search has a College MatchMaker which offers an extensive list of selection criteria. Degree Roadmaps offers degree plans from SOC Colleges that relate to rate credits.
ATTENTION!
The SOC site is currently under construction.
Check College Accreditation Accreditation sounds complicated, but its simply a matter of making sure the school you choose is a legitimate institution. Accreditation is a quality review of higher education institutions and programs ensuring an institution or program meets a quality standard. You can't qualify for Coast Guard Tuition Assistance or Federal grants and loans for a non-accredited school, so make sure the school you select is properly accredited.Council for Higher Education Accreditation (CHEA) has a Search for Accredited Institutions and Programs. Department of Education: Accredited Colleges, Universities, and Trade Schools has an Accreditation by Institution Search.
Visit The College's Website Almost all colleges have complete websites, usually with a section just on admission. The website will have useful tools and information such as: ◦A downloadable application form ◦Admission requirements such as if entrance exams are required, documentation required, etc. ◦Checklists or other tools to organize your application Take Required Entrance Exams Schools may or may not require entrance examinations. Check with your school first to see if any entrance exams are required. Several entrance exams are offered free of charge through the DANTES program. All of the following exams are available at the DANTES website. •DANTES - Scholastic Assessment Test (SAT) •DANTES - ACT Assessment Test (ACT) •DANTES - Graduate Record Exam (GRE) •DANTES - Graduate Management Admission Test (GMAT) Request Transcripts You will need transcripts for any prior college work you have completed. These can be requested from the college. Ask that the transcripts be sent directly to the college where you are applying. Some colleges will accept sealed copies of transcripts, but it is best to check with your college first. •Request a USCG Official Transcript. Go to the JST website to request an official Joint Service Transcript. •For more information on JST, see the "JST" section below.
Credit For Military Experience •You have already earned college credit by being in the Coast Guard. Many colleges will give you credit for military schools and job experiences if they fit in your program of study. •To view your unofficial transcript, login to the JST Website. If you notice that a course or rate is missing or has a mistake, complete the Application for Correction Form ETQC-1562 •To request an official transcript be sent to the college of your choice, you must login the JST Website. Most colleges are set up to receive the official transcript electronically. If your college, program, or employer is not set up for electronic delivery, you can use the special mailing form found on the JST web page under "How to request a transcript." Scroll down to the Request Forms and Contact Information section. Select the Coast Guard and click on the Official Transcript Special mailing Request Form. College Credit By Examination DANTES sponsors CLEP and DSST exams to assist service members in meeting their educational goals. You can take these exams to earn college credit instead of taking a college course, but check with the college first.
The SOC site is under construction.
How to select the appropriate exam •Use your SOC Student Agreement to select an examination required for your degree completion. The SOC Degree Network System Credit Evaluation Supplement provides the SOC Course category code for the DANTES Exams. •Policies on DANTES exams vary from institution to institution. Many colleges award credit at the score levels recommended by ACE. Some require scores that are higher or lower than ACE recommended score. Check with your school prior to taking exams to ensure they will award you credit.
How to locate the Examination Guide/Fact Sheet •Obtain a CLEP examination guide or DSST fact sheet from the Unit Testing Control Officer. •Use the CLEP examination guide or DSST fact sheet to identify the knowledge and skills required for the exam. Locate suitable resource materials to assist your preparation; resources can include the internet, local libraries, and colleges. •The Examination Guide/Fact Sheet contains a complete exam description—including a content outline, a description of the knowledge and skills required to do well, and sample questions for each subject. The Examination Guide/Fact Sheet is not designed to replace a textbook. How to read the exam description •Review the DANTES exam description; review the study materials using the content outline for note taking. Take the sample test. Usually if you answer 70% or more of the questions correctly, you are prepared to take the test. •Review section I and section II of the CLEP examination guide. Sections I and II contain additional information on how to prepare for DANTES exams, information on how to take exams, and procedures for reporting flawed questions. How to schedule the exam Contact your DANTES Test Control Officer in order to schedule the exam. If your unit does not have a DANTES Test Control Officer, contact your ESO for further assistance.
•DoD MWR Libraries & Peterson's Study Library for DANTES Exams provide a ready reference for examinations and corresponding study aids available via the internet or your local library. CLEP General Exams •The CLEP General Exams consist of five exams that test college level knowledge in five basic areas of "general" education. Each exam is multiple choice, has a 90-minute time limit and is recommended for six semester hours of college credit. Therefore if you completed all five, you would have 30 semester hours of credit. That equates to one year of college coursework. Exams are free of charge to active duty members.
•The CLEP Subject Exams are similar to the general exams, except they cover more specialized college material. Credit varies by exam.
Graduate Record Examination (GRE) Subject Tests •GRE Subject Tests are often required for admission to graduate programs. However, a few colleges may award up to 30 semester hours credit for the GRE Subject Test if passed at 80% or higher. •One administration of the exam is free of charge to active duty members. College Credit For Workforce Training •The American Council on Education (ACE) makes credit recommendation for formal courses or examinations offered by various organization from businesses to the government. •If you have experience outside of the military that might qualify for college credit, it would be valuable to check for ACE recommendations.
THIS is what a transcript looks like. (Right-click & "save as")
Documentation Needed •An official education transcript showing degree completion with name of the degree and the date of completion is required. If the college is not recognized by the Department of Education, the degree will not be entered into the member's record or will be removed from the member's record if the degree is already listed. Members can check on the accreditation of the college here. •Procedures: The following steps shall be followed to ensure degree completion data is entered in a member's Direct Access Person Profile record: •A. Members are responsible for having an official copy of the college transcript sent to the Coast Guard Registrar's Office. •B. Official transcripts must list the type of degree and the date of degree completion/conferment and must be sent in a sealed envelope or transmitted securely directly from the degree granting academic institution. •C. Paper copy official transcript shall be mailed to the following address: USCG ETQC Registrar's Office 1430-D Kristina Way Chesapeake, VA 23326
•The degree granting academic institution may also securely transmit an electronic transcript to ETQC-SMB-RO@uscg.mil
NOTE: Make sure your college can transmit an official electronic transcript to a military site. Some colleges such as Texas A&M and MIT have problems with the military network.
Use this address to send your official transcript to the Registrar's Office ONLY if you're going before a promotion board or selection panel this year: USCG ETQC Registrar's Office (Urgent: Board Candidate) 1430-D Kristina Way Chesapeake, VA 23326 •Adding the "Urgent: Board Candidate" line in the address will help us quickly identify those transcripts needing expedited processing. The Registrar's Office staff members will notify you when your transcript has been processed at our level. If you're going before a board or panel, please allow plenty of time for processing. The Registrar's Office can't control how long it takes for schools to provide us with an official copy of your transcript(s) nor can we control how long it might take for your transcript to be entered in your EI-PDR; so please plan accordingly. CG Academy Graduates (ONLY) •The CG Academy Cadet Admin/SPO personnel will continue to enter the degrees earned by the cadets upon graduation each summer. •If, anytime after graduation, the CG Academy Bachelor's degree is not listed in Direct Access, or if the information needs to be updated/corrected, please contact the CG Academy's Registrar's Office for assistance. Detailed information is listed on their webpage. All other degrees •The Registrar's Office will enter degree completions in Direct Access from all colleges and universities (excluding the original Bachelor's degree entry of graduating cadets). Education transcripts showing actual degree completion that are received and validated by the Registrar's Office will also be forwarded to PSC-BOPS-MR for inclusion in the member's EI-PDR in accordance with the Military Personnel Data Records (PDR) System, COMDTINST M1080.10 (series). Validation of current entries •If a member has a degree listed in the DA person profile education record, the Registrar's Office will attempt to verify via the electronically Imaged-Personnel Data Record (EI-PDR). If transcripts are not found, the member will be notified via e-mail and will be required to send an official transcript to the Registrar's Office. Once validated, the transcript will be forwarded to PSC-BOPS-MR for inclusion in the member's EI-PDR. If the process fails to confirm degree completion, the degree will be removed from the member's Direct Access person profile.
•Unofficial transcript for the AMT Rating
•Unofficial transcript for the AST Rating
•Unofficial transcript for the AET Rating
•Unofficial transcript for the BM Rating
•Unofficial transcript for the CS Rating
•Unofficial transcript for the DC Rating
Designations/Certifications •Aircrew Designations •Master Training Specialist •Pilots Designations
Unofficial Transcript
Degree Requirements (Currently in progress--will provide in the near future)
•Unofficial transcript for the EM Rating
•Unofficial transcript for the ET Rating
•Unofficial transcript for the GM Rating
•Unofficial transcript for the HS Rating
•Unofficial transcript for the IT Rating
•Unofficial transcript for the IS Rating
•Unofficial transcript for the IV Rating
•Unofficial transcript for the MK Rating
•Unofficial transcript for the MST Rating
•Unofficial transcript for ME Rating
•Unofficial transcript for the OS Rating
•Unofficial transcript for the PA Rating
•Unofficial transcript for the SK Rating
•Unofficial transcript for the YN Rating
Service requirements - Enlisted •Active duty enlisted members must meet all requirements set forth in the latest ALCOAST or standing policy in order to utilize TA. •Active duty members must complete the TA authorized course(s) on or prior to RELAD, discharge or retirement. •If member is going to RELAD and provides documentation showing that he/she will be in the SELRES, then TA authorized course(s) may begin in active duty status and be completed in SELRES status. Service requirements - Officer •Active duty officers must meet all requirements set forth in the latest ALCOAST or standing policy in order to utilize TA. TA is NOT authorized for: •Members pursuing an additional degree at the same or lower level regardless of how they received their first degree. •Any course for which the member is receiving assistance under any other Federally funded program where such a payment would constitute a duplication of benefits from the Federal Treasury. In cases where Federal grant monies are credited to the student's institution account, the credited portion will not be reimbursed by Tuition Assistance. NOTE: TA may be used when a member is receiving “financial aid” such as a student loan, Sallie Mae, Stafford loan, etc. However, per COMDTINST M1500.10C, “TA is to be calculated after grants, scholarships and fellowships have been deducted from the cost of tuition, with the exception of Pell Grants.” These grants are needs based and therefore may be used by the student to defray any educational related expense. •Course tuition paid for by primary employer (not Coast Guard). If only a portion of the tuition is paid for by primary employer, member may submit TA request for the remainder of the tuition. •Audited courses: Courses students are not officially registered for nor earn grade or credit. •Courses beginning in a subsequent fiscal year. The course start date determines the fiscal year funding to be used for accounting purposes. •Courses previously paid for using TA are not authorized further TA payments. (i.e. Courses previously completed when the member received a "final grade of D or better", or a course which has been waived by the CG Institute.) •Physical education or recreation courses, unless the courses are required by the institution for degree completion, or the member is a candidate for a degree with a major in physical education or recreation and has not been awarded the physical education credits recommending by ACE for military training. •Courses when a member is in a duty-under-instruction status (DUINS) and the member's educational fees are being paid through another Coast Guard program. •Coast Guard members that are inmates in military, state, or federal prisons. •Undergraduate students who's average GPA is less than 2.0 (on a 4.0 scale) for the previous 12 semester hours completed under TA. In this case, the TA database (NCMIS) will lock the member's account and further CG TA will not be authorized. Forward grade report showing GPA of at least 2.1 or higher for all courses regardless of TA usage to the CG Institute TAG Division which will coordinate the resolution with the Navy. •Chaplains (funded through Navy TA). •Members in advanced education programs. •Graduate students whose academic average for previous 12 semester hours is "less than a grade of "B" (or less than 3.0 on a 4.0 scale). •A second degree at the same or lower educational level if the first degree was funded, in whole or in part, with CG TA. (i.e. if the applicant already has a bachelors degree funded by TA, then TA shall not be authorized for another bachelors degree). •Courses resulting in Continuing Education Units (CEUs), or Professional Development Units (PDUs). Courses credited in contact hours or clock hours. This includes courses converted from contact/clock to quarter/semester hours (usually applies to certificate programs). Students and ESOs/ESSs need to be careful not to approve courses from schools who convert clock hours to credit hours in order to avoid CG TA funds collection. •TA from another military service. TA is not authorized from any other service. CG members must go through a CG Educational Service Officer (ESO or ESS) to process the TA application. •Prerequisite course, Licenses (maritime, real estate, AC&R, etc.), or Tests (GMAT, GRE, LSAT), Certification Courses (computer, maritime, law, medical, etc.) •Contract and Non-Appropriated Fund (NAF) employees. •Personnel awarded an administration discharge, in confinement, on appellate leave, or awaiting administration separation other than honorable or general discharge under honorable conditions. Service members convicted by foreign or domestic courts, serving sentences in foreign prisons.
About the grant •Grant is supported by gift funds from the CG Foundation and will be disbursed based on availability of funds on a first come, first served basis. •Grant is intended to assist spouses pursuing professional development courses, licensing courses, certificates, certifications and undergraduate/graduate degrees. Who is eligible? •Spouses of active duty enlisted personnel in pay grades E-3 to E-6. •Spouses of Reservists (pay grades E-3 to E-6) on any type of active duty orders for at least one year in duration. •Applicants must be pursuing professional development courses, licensing courses, certificates, certifications, and college and graduate level degrees from a nationally or regionally accredited institution. What will the grant cover? •Required educational items not funded through other educational resources. •May include: books, school fees and transportation. How much will the grant pay? •The maximum payable is $500 per calendar year. What is the application process? •Applications may be in advance of class dates, however applicants must supply proof of enrollment. •The Coast Guard Foundation's Lisa Cook Reed Spouse Education Grants can only be submitted online through the Coast Guard Foundation's website. Inquiries regarding the application process or the status of an application can be addressed via e-mail at info@cgfdn.org.
•The CGMA Supplemental Education Grant (SEG) Program offers financial assistance by reimbursing certain costs associated with seeking a first undergraduate (associate and/or bachelor) degree, or a Vocational and Technical Training (VoTech) certificate, or a General Equivalency Diploma (GED), not otherwise covered by Coast Guard Tuition Assistance or similar programs.
*AS OF 10/17/2018, FOUNDATION EDUCATION GRANT FUNDS HAVE BEEN EXPENDED *
Coast Guard Foundation Education Grant (CGFEG)
The CGFEG program is designed to assist eligible personnel in their academic or technical development by providing funding for tuition, fees, and miscellaneous expenses incurred in completing off-duty voluntary education. The CGFEG program is a reimbursement program, requiring members to expend funds prior to applying for a CGFEG. The grant program is funded each year through generous gifts from the CG Foundation; however, funding is not guaranteed to cover all requests each year.
Application Submission Process
Thoroughly review the eligibility criteria outlined in the most recent CGFEG ALCOAST.
Member must download and complete the most recent version of the Coast Guard Foundation Education Grant Application (ETQC-1560-10A (REV 09/18).
Member emails the completed application along with proof of enrollment and receipts to the ESO for certification.
ESO reviews, digitally signs, and submits the application to ETQC for approval.
Application Review Process
ETQC reviews all applications in the order received.
During the review process, ETQC validates the following:
All fields on the CGFEG application are complete.
Member meets the eligibility criteria.
Member has provided proof of enrollment and legible receipts.
Expenses claimed are authorized under the CGFEG program.
During and post review process, ETQC will notify the ESO and member of the results of the submitted application.
For approved applications, a grant check will be mailed within 60 days of notification to the address listed in block 15 of the CGFEG application.
ESO’s and members should wait at least 60 days before contacting ETQC regarding non-receipt of a grant check.
Application Dispute Process
If an application does not meet the minimum standards, ETQC will return the application back to the member and their respective ESO, unprocessed.
If a member believes their application was returned erroneously, members may dispute the decision by submitting a memo to Commanding Officer, ETQC, no later than 30 days after receiving denial notification.
Commanding Officer
USCG ETQC
1430-D Kristina Way
Chesapeake, VA 23326
Degree Reporting Job Aid PDF file (Right-click and "Save As")
REQUIRED BEFORE RECEIVING TA
Post 9/11 GI Bill (Chapter 33) •The Post-9/11 GI Bill provides financial support for education and housing to individuals with at least 90 days of aggregate service on or after September 11, 2001, •ALCOAST 684/09 •ALCOAST 443/09 •ALCOAST 377/09 •ALCOAST 250/09 •ALCOAST 044/09 •ALCOAST 447/08 •U.S. Department of Veterans Affairs website: Post 9/11 GI Bill
How do I apply? •Complete Tuition Assistance Counseling Worksheet( ETQC-4147-2)
•Submit electronically using WebTA or ask your ESO for TA form (ETQC-4147), it is accepted on a case by case basis.
************************************************************************************************************************************ What is WebTA? •WebTA is the Navy's tuition assistance system and is accessed through the My Education Portal. •NAVY Shared Authentication Service Website. How does the process work? •You fill out the online application at NKO which is then sent to your ESO for review and approval. •Your ESO reviews and approves the application which is then sent to ETQC for processing. •CG ETQC processes the application and the TA Authorization is sent to you via email (if your email address is correct in DA). If you don't receive the Authorization within 14 days, you can ask your ESO to contact the ETQC-VE division at ETQC-SMB-TAG@uscg.mil or via phone at (757) 366-6578. How do I fill out the application? •The Voluntary Education for Sea Services (WebTA) for the Member SOP has step-by-step procedures for filling out the application.
*********************************************************************************************************************************** •Apply with the Application for TA Form (CG-4147)
How does the process work? •Download the Application for Coast Guard Tuition Assistance (ETQC-4147) and save it to your computer. •Once the form is complete, email it to your ESO for review and approval. All applications, corrections, cancellations must go through your ESO. In addition, member needs to submit supporting documentation to the ESO along with the ETQC-4147 (i.e assessment, verification of enrollment, cost and type of fees claimed, and cost of tuition). •Keep a copy of the form for your records. •Your ESO reviews and approves the application which is then sent to CG ETQC for processing. •CG Institute processes the application and the TA Authorization is sent to your ESO and to you via email (if your email is correct in DA). If you don't receive the Authorization within 14 days, ask your ESO for a copy. How do I fill out the application? •The form contains detailed instructions for completion. Nearly 40% of TA applications sent to CG ETQC contain errors - these slow down the processing of your request. Be sure you read the instructions, fill out the form completely and proof your application. Ask your ESO if you have questions. •Check the DoD MOU website under Participating Institutions to make sure your college is eligible for CG TA. •Make sure you meet the eligibility requirements. •Take a look at the common errors when completing the application. •Allow enough lead time. TA is paid directly to the college, so you want them to receive payment before the class begins. TA can be applied for up to 3 month prior to course start date. •Be sure you read the Statement of Agreement/Understanding on page 2 of the form. Understand that by signing the form, you agree to all the terms outlined in the Statement of Agreement.
How to cancel a course •You decide not to take a course after you have already applied for TA. •Line out the course that was cancelled and write the word "CANCEL" on the TA Authorization Form. •Write the ESO's name on the Authorization Form. •Submit a copy of the TA Authorization Form to your ESO. All applications, corrections, cancellations must go through your ESO. •A class that has been invoiced by the school cannot be cancelled. The member will need to contact the school and request the money be refunded to the Navy. Once the money is received by the Navy, the course is cancelled. •A course cancelled through the TA division does not necessarily mean it has been cancelled with the school. The student is highly encouraged to ensure both the registrar and billing offices are both notified of a cancelled course. Once a school invoices for a course, any previous cancellation code is removed and the course is "reactivated." The member is left responsible for the course cost unless a passing grade is provided.
•VERY IMPORTANT: There is a deadline for withdrawal form a course established by your college (generally before the end of the third week of the course). If you officially withdraw before the deadline, the college will refund the tuition paid for the class. Therefore USCG will not be billed for the class. Members who do not take the responsibility of officially withdrawing and earn an "F" or an "Incomplete" will be required payback the TA received for the course. How to change course information •You might find that the course in which you wish to enroll is full, cancelled, or otherwise not available at the time of registration. So you may want to select an "alternate course". •Approved TA vouchers can only be changed if the new course that the student is applying for has the EXACT course start and ending dates. If either dates have changed, a new TA application would be required and the existing TA application would need to be cancelled. •Line out the course that was cancelled on the TA Authorization Form. •Write the new course information on the TA Authorization form including Department Code, Course Number, Course Title and Cost. •Write the ESO's name on the Authorization Form. •Submit a copy of the TA Authorization Form to your ESO. All applications, corrections, cancellations must go through your ESO. •A revised TA Authorization is sent to you via email (if your email is correct in DA) or you can get a copy from your ESO. How to request extension to course completion date •There may be times when you need additional time to complete a course. •Request an extension of the course end date through the school. Obtain a copy of the approval (letter or memo) and provide to ESO/ESS. •Submit your TA Authorization form. documentation from college showing extension was approved and the course extension date to your ESO. All applications, corrections, cancellations must go through your ESO. •When complete, CG Institute will notify you. •This type of course extension usually results in you receiving an "Incomplete" for the course at the end of the term. Even though your extension was approved, you must still submit the grade of "incomplete". See HOW TO SUBMIT FINAL GRADES for details.
•IMPORTANT: If the institution denies your request, you should anticipate a failing grade for the course and action taken by NETPDTC to recoup TA paid for the course.
TA Annual Cap •TA has an annual maximum or "cap" of $2,250. •The annual cap falls within each fiscal year (1 October to 30 September). •Once the member uses the maximum allotted amount per year, no waivers will be granted for additional money. •The established TA cap does not mean the Coast Guard guarantees to pay the full amount. Budget constraints may require further TA policy changes. TA Caps •TA is available for undergraduate & graduate courses up to Master's Degrees. The caps are: ◦$250 per semester hour, $166.66 per quarter hour, or $16.67 per clock hour. High School Completion Programs •Tuition for approved high school completion programs will be fully funded for personnel who have not been awarded a high school or equivalency diploma. Developmental Courses •Developmental courses may be authorized if required by the Institution prior to taking a higher-level course. •Many colleges require a developmental course in Math, English and reading if the member has been out of school for several years. •Usually these courses (usually numbered starting with zero "0" as the first digit) are "not transferable". Fees •Fees are no longer funded with Tuition Assistance.
When course is completed •The last part of the TA process is for your to submit your final grade report to your ESO. •Make sure the grade report includes your name and SSN (last 4 is sufficient). •Write your ESO's name on the grade report. •Please Note: The institution on the TA authorization must be the same institution which issues the grades. a) Students no longer need to send final grades to the ETQC's TAG division unless a letter of missing grade(s) has been received. If a student receives a letter of missing grade(s) from the Navy, ensure that the letter (e-mail) accompanies the grade report/transcript being sent to the ETQC. The Navy College Management Information System (NCMIS) is programmed to auto-generate a missing grade e-mail to students 30 days after the course end date. Timely submission of the missing grade with the accompanying letter (e-mail) is imperative. b) If a final grade is still missing 45 days after the course end date, the student will be locked out of WebTA until a grade is entered into NCMIS. Schools are required to upload grades to the grade portal directly to the Navy as a requirement of the DoD MOU. If any school informs you they don't have a grade portal account or don't know the process to upload grades, please tell them they need to send an email to: sfly_ta.coastguard@navy.mil to request access to the grade portal and instructions. Doing so will also help identify schools not in compliance with the DoD Instruction 1322.25 and Presidential Executive Order 13607. c) If a student receives a letter of indebtedness from the Navy for a tuition assistance debt, please ensure that letter is included with the grade report/transcript being sent to the ETQC. After every course, students need to monitor their myEducation account to ensure final grades are posted in a timely manner to avoid getting locked out of new TA applications & to avoid collection activity.
When course grade is "Incomplete" •At the time the course was originally scheduled to end, you will receive from your college a grade of "Incomplete" on your grade report. •Make sure the grade report includes your name and SSN (last 4 is sufficient). •Write your ESO's name on the grade report. •When you receive the final grade report, submit it to your ESO. •ETQC will notify you when the grade submission has been completed. •You will be allowed 6 months from the original completion date to finish the course. a) Students no longer need to send final grades to the ETQC's TAG division unless a letter of missing grade(s) has been received. If a student receives a letter of missing grade(s) from the Navy, ensure that the letter (e-mail) accompanies the grade report/transcript being sent to the ETQC. The Navy College Management Information System (NCMIS) is programmed to auto-generate a missing grade e-mail to students 30 days after the course end date. Timely submission of the missing grade with the accompanying letter (e-mail) is imperative. b) If a final grade is still missing 45 days after the course end date, the student will be locked out of WebTA until a grade is entered into NCMIS. Schools are required to upload grades to the grade portal directly to the Navy as a requirement of the DoD MOU. If any school informs you they don't have a grade portal account or don't know the process to upload grades, please tell them they need to send an email to: sfly_ta.coastguard@navy.mil to request access to the grade portal and instructions. Doing so will also help identify schools not in compliance with the DoD Instruction 1322.25 and Presidential Executive Order 13607. c) If a student receives a letter of indebtedness from the Navy for a tuition assistance debt, please ensure that letter is included with the grade report/transcript being sent to the CG Institute. After every course, students need to monitor their myEducation account to ensure final grades are posted in a timely manner to avoid getting locked out of new TA applications & to avoid collection activity.
◦You will be locked out of the TA system until the grades are received or tuition cost is repaid. This means you will not be authorized for additional TA. ◦NETPDTC begins taking action to recoup the cost the tuition assistance.
◾At 60 days without receipt of grades, they send you a letter of notification. ◾At 90 days without receipt of grades, they send your Commanding Officer a letter of notification. ◾At 120 days without receipt of grades, they initiate collection action in accordance with the USCG Pay and Personnel Procedures Manual, PSCINST 1000.2S Chapter 9-A.
NAVY MYEDUCATION LINK
•CG Office of Work-Life Scholarship Program •Military Officer Association of America (MOAA) Educational Assistance •International Military Community Executives Association (IMCEA) Scholarships •Council of Colleges and Military Educators (CCME)
Below is additional guidance provided to ESOs to assist members and commands with submitting complete waiver packages. Additionally, it provides the regulations the Coast Guard ETQC is using to screen and evaluate each package received.
POLICIES
- PT&E Manual, COMDTINST M1500.10(series), Art. 11.H.e.(12) - ETQC SOP Volume III, Art. 1.M - Voluntary Education Programs, DoDi 1322.25, Appendix to Enclosure 3, Art. 3.n.(6)
All DOD MOU participating institutions are required to provided the following BEFORE student enrollment:
- Information on institutional "drop/add," withdrawal, and readmission policies and procedures to include information on the potential impact of military duties (such as unanticipated deployments or mobilization, activation, and temporary duty assignments) on the student's academic standing and financial responsibilities. An explanation of educational institution's grievance policy and process will also be provided.
- All waiver packages will be returned if the member has not tried to resolve the issue with their institution first based on the policy guidance provided by the institution mentioned above. All correspondence between the institution and the ESO/member will need to be included in every waiver package. Any package being received at the Coast Guard Institute without this information will be returned until this requirement is met.
- NOTE: If any military member enrolls with an institution and the above information is not provided, it should be reported immediately to the Coast Guard ETQC as a DOD MOU violation via e-mail to ETQC-SMB-TAG@uscg.mil.
REASONS WAIVER PACKAGES WILL BE ACCEPTED -
- Operational Necessity - Any waiver package submitted for this reason will need to have orders submitted with the package in order to be considered. - Personal Emergency - Illness, hospitalization unforeseen death in the family - Any waiver package submitted for this reason will need to have supporting documentation. Please note, if a package is being submitted for an illness or hospitalization, we have a "need to know" and we will ask and require supporting medical documentation. If a member does not wish to disclose this information under the HIPPA law, we may not have the required information necessary to make a favorable determination. This is a member's personal choice whether or not they want to provide the required documentation necessary for a debt to be waived. - Service Obligation - The Obligated Service Matrix located in the ETQC SOP Volume III will be used when making these determinations.
WAIVER PACKAGE REQUIREMENTS -
- All waiver packages must show ample justification identifying the extenuating circumstance(s) and provide all supporting documentation. - A STONG endorsement from the Commanding Officer will be required for consideration (the endorsement shall not be signed by only the ESO except in those situations where the CO is the ESO) - Waiver packages will NO LONGER be accepted for late applications. - Correspondence between the ESO/member and the institution showing the attempt to resolve with the school first. - Supporting documentation for illness or hospitalization (documents will be destroyed by crosscut shredder after they have been used for their intended purpose).
What is TA Top Up (TATU)? •TA Top Up is a Veterans Administration (VA) program that will pay additional tuition assistance not covered by the CG TA. TATU will only cover the portion listed under “Student Share” on the TA authorization form. Am I eligible? •Contact your college's VA representative to find out if you are eligible. How do I apply? •You will need your CG TA Authorization form for your application. •Contact your college's VA representative or the VA Regional Processing Office for further information on application. •The VA website has an information page on Tuition Assistance Top-Up.
What is the TA Authorization Form? •The TA Authorization is your official acknowledgement that TA has been approved. •The form lists the college that will be paid, all courses that TA was approved for and the amount approved. How will I get the TA Authorization? •The TA Authorization is sent to you via email (if your email is correct in DA). If you don't receive the Authorization within 14 days, ask your ESO for a copy. What should I do with the TA Authorization form? •Check that all information on the Authorization is correct. •Sign the Authorization. •Make a copy for your records •Write your complete SSN on the Authorization and take it to your college on the day of registration. •Forward a copy of the TAA to the ESO who approved the initial TA application
•VERY IMPORTANT: The academic institution accepts the TA Authorization form and sends invoice to the NETPDTC address for payment. Institution representatives with questions concerning payment may send email to CCO-MYINVOICEHELP@DFAS.MIL. Members SHALL NOT submit invoices they have received from the institution to NETPTDC for payment. In this situation, the ESO will intervene with the institution and advise school officials of the process for invoicing payments. The institution on the TA authorization must be the same institution which issues the grades and invoices the Navy. Example of a TA Authorization
You will have to repay TA if: •You do not receive a passing final grade.
◦Undergraduate students whose average Grade Point Average (GPA) is less than 2.0 (on a 4.0 scale) on the previous 12 semester hours completed under TA or if a grade of "D" or less is received. ◦ Graduate students whose average Grade Point Average (GPA) is less than 3.0 (on a 4.0 scale) on the previous 12 semester hours completed under TA or if a grade of "C" or less is received. •You receive an "Incomplete" in a course and do not submit a passing final grade within 6 months of the course's original end date. •You disenroll/withdraw from a course after the college's cut-off date for disenrollments/withdrawals and school received TA monies for the course. •You separate prior to course completion date. •Member fails to submit grade within current policy timeline. •A course cancelled through the TA division does not necessarily mean it has been cancelled with the school. The student is highly encouraged to ensure both the registrar and billing offices are both notified of a cancelled course. Once a school invoices for a course, any previous cancellation code is removed and the course is "reactivated". The member is left responsible for the course cost unless a passing grade is provided. How is repayment collected? •Normally, action will be taken by NETPDTC to have TA indebtedness collected via member's pay. •However, member may repay TA debt by mailing a money order or cashier's check (do not send personal check) payable to the U.S. Treasury to: Commanding Officer NETPDTC N814/Coast Guard Group 6490 Saufley Field Road Pensacola, FL 32509-5241 •Member should include a copy of the TA Authorization form and ensure SSN, course name, and TA Authorization number is on the check.
Waivers to TA Policy & Procedures •The Tuition Assistance (TA) waiver process is available to all members who are authorized to use the TA program. The waiver process can be used to request the tuition be waived for a course where a student received a non-passing grade (Failure (F), Withdrawal after drop date (W) or Incomplete (I) courses). Note: members shall request a waiver through the school before submitting a waiver to the CG Institute. If the school denies the request, the member may proceed with a waiver through the ETQC. Do not submit a waiver to the Navy. Late withdrawal from a course •You must withdraw from a course after the Institution has received monies for the course. •Examples of valid reasons for granting a waiver: ◦hospitalization ◦permanent change of of station (PCS) orders ◦temporary duty (TAD) orders ◦documented emergency leave ◦change in military duties •An amplifying endorsement from your Commanding Officer/OIC or delegated authority MUST be included. Separated prior to completion of service requirement •Individuals non-selected for promotion and scheduled for retirement and/or separation (i.e., are being mandatorily separated due to non-selection for promotion or continuation) who had TA requests approved prior to the announcement of the board results that resulted in mandatory separation. However, If the course has not started upon announcement of the board, the TA authorization must be cancelled. •Discharged for reason of Convenience of the Government in connection with a reduction in force.
◦Note: If member is discharged under provisions contained in ALCGOFF 045/10 or ALCGENL 046/10, the member will be required to repay Tuition Assistance (TA) at a prorated amount. Example: Member receives $750 in TA funds. The course is 3 months and the member is departing 1 month prior to the end of course date. $750/3 = $250. The member will be required to repay $250. •Separated by reason of physical disability, illness, injury, or other impairment incurred in the line of duty and not due to misconduct; or receive a hardship discharge. How to request a waiver •Once Tuition Assistance Waiver form (ETQC FORM 4147-1) is downloaded and completed, submit it to your ESO for review and further routing to the unit's command cadre with TA authorization and supporting documentation (i.e. TDY orders, doctor statement).. •Command/unit reviews student's narrative on ETQC FORM 4147-1 and completes command endorsement. The command then forwards it back to the unit's ESO. •ESO reviews and digitally signs the request form, ESO forwards the waiver request to the ETQC-SMB-TAG@uscg.mil email. •ETQC receives the waiver request, reviews it and notifies the ESO and member of the result.
EOCT Policies •21 day retesting policy
Armed Forces Classification Test (AFCT) •ESO support for reactivating a disabled iCAT Test Administrator (AFCT) account contact the CST Department at (405) 954-7238. AFCT Policies and Procedures •ALCOAST 481/14 - ARMED FORCES CLASSIFICATION TEST PROGRAM UPDATE •Armed Services Military Personnel Accession Testing Programs (CG COMDTINST M1130.24)
What is the Armed Forced Classification Test (AFCT)? •The AFCT is a battery of multiple choice tests administered by ESOs to members trying to improve their ASVAB scores in order to qualify for Class "A" Schools and Officer Candidate School (OCS). How is the AFCT different from the Armed Services Vocational Aptitude Battery (ASVAB)? •The ASVAB is a battery of multiple choice tests taken before you enter the armed forces. •The AFCT and the ASVAB are essentially different versions of the same tests. However your ESO administers the AFCT in order for you to improve your ASVAB scores. How can I prepare for the AFCT? •The Naval Aerospace Medical Institute (NAMI) has detailed information on what the test contains and an extensive FAQ. •Hartford Public Library has practice ASVAB exams. To access: Go to Learning Express Library at Hartford Public Library Select Military - ASVAB Practice Tests How do I arrange to take the AFCT? •Only full-time, regional and a few collateral duty ESOs can give the AFCT tests. Ask your ESO for information on where you will need to go and how to set up an appointment.
ASVAB Waiver Process •ASVAB Waiver Promulgation Memo •ASVAB Process Guide (22FEB16) •CG Portal link for ASVAB WAIVER PROCESS
DWO Policies •ALCOAST 385/15 •ALCOAST 439/15
CG Deck Watch Officer Examination Program •COMDTINST M16670 Addition Of Deck Watch officer Exam Equivalency Approval •Ref: Commandant Instruction 16672.5E
•Deck Watch Officer International/Inland - Original (DWINTO) ◦Initial DWO exam, required if you have not previously passed the DWO Exam or if it has been over five years since the date of your last examination with a passing score. ◦This is a closed book exam, no reference material is authorized.
•Deck Watch Officer International/Inland Renewal (DWINTR) ◦Renewal DWO exam, eligible if you have previously passed an initial DWO exam or a renewal exam within the last five years. ◦Test is open book. You may use a like new, corrected-to-date, but otherwise unmarked copy of the Navigation Rules, International-Inland, COMDTINST M16672.2 (series) book. The book can not contain personalized tabs, indexes, or notes. ◦If you fail to successfully complete a renewal DWO exam within five years, you must revert back to the initial DWO exam (DWINTO).
•Approved Rules of the Road Courses ◦An approved course is one that indicates "this course substitutes for the Coast Guard Deck Watch Officer Examination". If it does not state this you cannot receive credit for the exam. ◦Credit for completion of the DWO exam can be earned by taking some Rules of the Road courses. ◦Before enrolling in any course, check the the National Maritime Center (NMC) listing of approved courses to make sure your school qualifies for credit. ◦Give your completion certificate to your ESO for submission to CG Institute for entry into Direct Access. Under no circumstances shall the SPO enter credit for the DWINTO into Direct Access. EOCT Policies •21 day retesting policy
What is the CG Foreign Language Program? •The program, outlined in ALCOAST 585/05, aims to build a strong pool of members proficient in a variety of languages. •There are two levels of language proficiency, linguists and interpreters. Linguists have a higher level of fluency while interpreters have a working level proficiency. See the ILR Skill Level Descriptions for details on levels of proficiency. •Members who have passed the proficiency test and fill billets that require a language proficiency, receive Foreign Language Proficiency Pay (FLPP) . See ALCOAST 275/06 for details on language billets. How do I get certified as a linguist or interpreter? •You will need to take the DLPT V, a computer-based language test than includes both reading and listening components. How do I arrange to take the DLPT? •Only full-time regional ESOs and a few collateral duty ESOs can give the DLPT tests. Ask your ESO for information on where you will need to go and how to set up an appointment. DLPT Frequently Asked Questions •FAQ about the USCG Foreign Language Program •FAQ about the DLPT Test
Defense Foreign Language Proficiency Test (DLPT) •ESO support for reactivating a disabled DLPT Test Administrator account can be obtained by contacting DMDC customer support desk at 1-800-372-7437. The ETQC is not able to reset the DLPT accounts. •All other issues with DLPT contact your SSM at (405) 954-7238. DLPT Policies •ALCOAST 456/11: Expansion and Increase of Foreign Language Proficiency Pay (FLPP) Rates •ALCOAST 275/06: Coast Guard Linguists/Coast Guard Foreign Language Program •ALCOAST 585/05: Coast Guard Foreign Language Program •DOD Memorandum: Foreign Language Proficiency Pay (FLPP) Certification (Dec 06) •OPNAVINST 1550b7 •NAVY USCG SOP •NETPDTC 1550-9 Mgmt DLPT •OSD DLPT Management Memo •The Law DLPT Procedures •DLPT-V System Familiarization Guide •ILR Skill Level Descriptions •Required Setup to Administer DLPT-5 Exam •Entering Language/Foreign Language Test Results DLPT Testing Sites •Only Coast Guard authorized DLPT Testing sites may administer the DLPT. •All full-time ESOs should be designated as DLPT testing sites. If a collateral ESO sees a need to be a designated DLPT site, they should contact the Course Support & Testing Division at the ETQC. DLPT Frequently Asked Questions •FAQ about the USCG Foreign Language Program •FAQ about the DLPT Test
RAT has been suspended until further notice.
RAT Information •RAT course information List of all current courses and test available as well as recently obsolete courses/tests. Includes current course codes, editions and test #s, passing scores, open/closed book and time limit information. All courses shall be ordered through your ESO via email at ETQC-SMB-CST@uscg.mil
Who can administer exams? •Designated ESOs and Alternate ESOs ◦Shall have a designation letter signed by their CO/OINC on file at the ETQC. ◦Shall be a Chief Petty Officer or above or a civilian grade of GS7 or above What is a proctor? •A proctor is designated by a command in writing, with a copy to member's personnel data record. •Proctors may supervise members during the administration of an exam. •Proctors shall not: ◦have access to safes where tests are stored ◦handle exam materials except those specifically designated by the ESO for administration ◦enter scores into the online answer form EOCT/RAT administration policies •EOCTs/RATs are either self-paced or timed and are ALWAYS proctored. •When a member does not pass an EOCT/RAT, they must wait 21 days before they can take the exam again per ALCOAST 586/05. CG Deck Watch Officer Examination Program •Ref: Commandant Instruction 16672.5E •Deck Watch Officer International/Inland - Original (DWINTO) ◦Initial DWO exam, course code 0701-1. ◦ Required for members who have not previously passed the DWO Exam, or have exceeded a period of five-years since the date of their last examination with a passing score. ◦This is a closed book exam, in which no reference material is authorized. •Deck Watch Officer International/Inland Renewal (DWINTR) ◦Renewal DWO exam, course code 0702-1. ◦Administered to members who have previously passed an initial DWO exam or a renewal DWO exam within the last five years. This five-year period of eligibility commences on the date the last successful examination was administered. ◦Test is open book, permitting the candidate to use a like new, corrected-to-date, but otherwise unmarked copy of the Navigation Rules, International-Inland, COMDTINST M16672.2 (series) book. The book can not contain personalized tabs, indexes, or notes. ◦If a member fails to successfully complete a renewal DWO exam within five years, the member must revert back to the initial DWO exam (DWINTO). •Approved Rules of the Road Courses ◦Credit for completion of the DWO exam can be earned by taking some Rules of the Road courses. ◦Before enrolling in any course, check the the National Maritime Center (NMC) listing of approved courses to make sure your school qualifies for credit. ◦Give your completion certificate to your ESO for submission to CGI for entry into Direct Access. Under no circumstances shall the SPO enter credit for the DWINTO into Direct Access. ESO responsibilities before administering exam •Check the RAT Information to make sure the test is current. •Read section 2 - Administration on the test booklet. •Check that the member has their Enlisted Performance Qualifications (EPQs/RPQs) signed off Testing Area •The testing area should be: ◦Quiet ◦Comfortable (AC or heat as appropriate) ◦Well lit ◦Properly ventilated The member's writing surface should be: ◦Clean ◦Smooth ◦Large enough for the test booklet and answer sheet to lie flat Exam material •Members may not have these items in to testing area: ◦Electronic devices of any kind (unless explicitly permitted by test instructions) including pocket organizers, PDAs, handheld or laptop computers, electronic writing pads, pen-input devices, etc. ◦Digital or other types of photographic devices ◦Cell phones, pagers, walkie-talkies, etc. ESO responsibilities during exam •ESOs may explain the meaning of instructions to a member, but shall NOT interpret questions, discuss exam topics or assist in solving any problem or question. •ESOs may not discuss specific questions or answers they may have seen following the exam. •ESO shall remain in the testing area at all times. •ESOs must watch for and report any activity that indicates member misconduct. •Members may not leave the testing area prior to completing their exam except for emergencies and only if accompanied by the ESO or designated proctor. ESO shall assume possession of all exam materials during member's absence. •Exams may NOT be administered orally. ESO responsibilities after exam is completed •Print the member's score sheet and file it until the member's score is reflected in Direct Access.
Test administration log •Each ESO shall keep a log of tests administered. The log should include member name, EMPLID, test #, version #, date and time. •This log allows you to check if a member has waited the 21 days between testing and what the last test version was.
E-Testing •ESO & Member Qualification Course Process Guide
ETQC website on CGPortal
SUBJ: TQC TRAINING ADVISORY 003-16: FY17 CLASS SCHOOL SCHEDULES AND ORDERS
A. Performance, Training and Education Manual, COMDTINST M1500.10C
B. Cutter Training and Qualification Manual, COMDTINST M3502.4I
1. The following guidance is for FY17 class 'C' school orders. Effective 15AUG2016, the FY17 'C' school schedule will be available on the Training Quota Management Center (TQC) CGPortal site and in Direct Access. TQC has not received the Department of Defense (DOD) FY 17 course schedule in its entirety. As DOD class convenings are received, the new courses will be uploaded in to Direct Access and posted on the TQC CGPortal site.
2. On 15AUG2016, Unit Training Officers will be authorized to submit 'C'school electronic training requests (ETRs) for the courses listed in Direct Access and on the CGPortal website. All pending FY16 ETRs have been deleted from Direct Access.
3. It is the responsibility of the Command and the unit Training Officer to ensure that a member meets all pre-requisites and eligibility requirements prior to the submission of an ETR. Prerequisites for all class 'C' courses are listed on the TQC Portal site and in Direct Access.
4. Units should submit ETRs for class 'C' schools as soon as a training requirement is identified and the unit can accommodate the member attending.
ETR submissions should occur 10 weeks prior to the course convening date.
Two alternate course dates are required (if other course dates are available) in the remarks block. However, all dates that the unit can support the member attending training should be listed in the comments section of the ETR to minimize need for resubmission. ETRs are only removed from Direct Access when no available convenings remain on the request or a unit requests deletion. The unit Training Officer shall also indicate the status of reservists or reservists on active duty, ADOS, Title 10, etc. in the comments block.
5. Members and units can verify their enrollment status in CGBI by following the following steps: Launch CGBI and click on the UNIT view, then click the TRAINING tab. Go to the POSITION BASED information block and click on DETAIL next to COURSES. Search employee status by position.
6. ETRs are not required for pre-arrival trainings and will be removed. TQC will automatically schedule all pre-arrival training for members with PCS orders into billets requiring training. Per ref (b), Chapter 3.7, the only units with established pre-arrival training requirements are cutters.
Unit Commands and Training Officers are highly encouraged to contact TQC schedulers with any questions or issues. The list of TQC schedulers and their assigned courses are available at https://cg.portal.uscg.mil/units/forcecom/tqc/Pages/Home.aspx
7. Please disseminate to subordinate commands, all Servicing Personnel Offices, and designated unit Training Officers.
8. TQC Customer Service Phone Number: 757-366-6583.
9. CG TQC POC: LT Erica Linnemann, Executive Officer or (757) 366-6581.
10. Internet release is authorized.
Other test/exam results •For information on how to enter graduate school admission exams (i.e. GRE, GMAT, LSAT, etc.) in Direct Access (DA), please refer to the DA help guide located at the Coast Guard Pay & Personnel Center (PPC) website. Members should contact their SPO for assistance. The CG Institute does not enter these test/exam results in DA.
SERVICEWIDE EXAM (SWE) INFORMATION •ETQC/VOL ED does not handle any servicewide exams. Contact the USCG Pay & Personnel Center (PPC) Advancements and Evaluations Branch with any questions or issues.
How to order DVDs •DVDs can be ordered by unit ESOs. These DVDs are expendable items and may be maintained at units.
The time length of these DVDs vary from 10 to 120 minutes per topic. ESOs should preview the contents for applicability prior to showing the DVD at the unit. These DVDs should be incorporated as a supplement to the unit's overall training program.