AFCT, QMP, DLPT, ESO, USCG ESO, Designation, Relief

Voluntary Education Links

EDUCATION SERVICE OFFICERS (ESOs)

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AIM Basics
•The Navy College Management Information System (NCMIS) Academic Institute Module (AIM) allows academic institutions to post grades, upload course catalogs, and submit degree completions for Navy, Marine Corps, and Coast Guard Service members using TA (Tuition Assistance).
TA AIM Guide

 

 

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.

 

*We will begin accepting applications on 10/1/2019 at 0001. All applications submitted prior to will be omitted *

 

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

 

What is a DANTES TCO?
•A DANTES test control officer is authorized by DANTES to administer DANTES sponsored examinations such as ACTs and SATs. Other exams such as CLEP and DSST are computer-based and will have to be taken at a National Test Center that has a MOU with DANTES.
•Each DANTES TCO establishes a DANTES test site according DANTES policies and procedures.
•The DANTES Testing Program has strict standards on how to be designated a Test Control Officer/Alternate Test Control Officer, and test administration requirements.

How do I become a DANTES TCO and establish a test site?
•To establish a DANTES-sponsored Test Site, commands must submit a request (see sample DANTES-Sponsored Test Site Establishment and DANTES TCO/ATCO Nomination Request), to the Coast Guard ETQC Registrar's Office for endorsement.
•The Coast Guard forwards the endorsed request to DANTES Code 20C.

DANTES TCO policies and procedures
•DANTES TCO Instruction on the online Test Control Officer (TCO) Academic Testing Course.
•DANTES TCO Instruction on the discontinuation of retest funding - May 2010

College resources for members
•DANTES TCOs can provide college advisement with interest inventories such as Kuder.
•TCOs can also provide helpful publications to assist members with various aspects of college selection and preparation.

Template for DANTES TCO SOP
• Commonly Used Education Acronyms (Word doc)
• Establishment of DANTES Test Site Sample Letter (Word doc)
• Nomination of DANTES Test Control Officer (TCO) Sample Letter (Word doc)
• Nomination of DANTES Alternate Test Control Officer (ATCO) Sample Letter (Word doc)
• Checklist for Change of TCO (Word doc)
• TCO/ATCO Statement of Understanding (SOU) (Word doc)

 

 

 **Please see ALCOAST 394/19 solicitation for Voluntary Education Program Awards:

https://content.govdelivery.com/accounts/USDHSCG/bulletins/2725ea6**

 

Education Services Officer and Inspirational Student of the Year (ESOY / ISOY) Award 
ESOs are vital command resources that devote a significant amount of time helping our workforce pursue professional and educational goals. ESOY awards recognize the two exceptional members (Full Time and Collateral Duty) of this dedicated cadre of service providers. The ISOY award recognizes the student who clearly demonstrated sustained high standards of academic proficiency and served as a role model in off-duty education accomplishments.  Nominees should reflect the Coast Guard core values of HONOR, RESPECT and DEVOTION TO DUTY.

 


  1.  
Full time ESOY- 2018

Mr. Gordon H. Yowell

Sector North Carolina

Mr. Yowell’s commitment to supporting the professional development and academic needs for active, reserve, retired, and family members led to over 100 one-on-one and group counseling sessions. Mr. Yowell strived to strengthen working relationships with several academic ​institutions at the local, state, and federal levels. Networking with the local community college and the Coast Guard Foundation (CGF), Sector North Carolina has become the leader in offering multiple National Maritime Center approved Operator of Uninspected Passenger Vessel (OPUV) and 100 Ton Upgrade Captain’s Courses for Coast Guard active duty, reserve,and auxiliary personnel. The partnerships cultivated by Mr. Yowell resulted in two non-profit community colleges receiving accreditation by the National Maritime Center (NMC) – the first non-profit institutions accredited by the NMC – and provided zero-cost opportunities for Coast Guard students to receive Deck Watch Officer exam credit fromthe NMC. One of the partnership colleges was also designated by the NMC as a “Center of Excellence.”  Mr. Yowell served as the Coast Guard’s primary representative to the DANTES Education Services Advisory Group (DESAG), and as a member on the Coast Guard University Quick Look Study Team formed to explore and recommend professional development opportunities  to explore and recommend professional development opportunities for Coast Guard service members

 

Collateral Duty ESOY- 2018
LTJG Gregory Schmidt
CGC Hamilton
Empowering and fostering crewmember professional growth, he personally facilitated, reviewed, and submitted 15 Tuition Assistance (TA) applications totaling $30,000 for bachelors and associates degrees. Always available, he devoted personal time to individual counseling, assisting members in selecting the best institutions to meet their degree goals and helping develop realistic and attainable degree completion plans. Reaching beyond TA, he secured a combined total of $1,500 in tuition reimbursement for crewmembers through the Coast Guard Foundation and other grants. Further expanding his influence and impact as ESO, LTJG Schmidt aggressively managed and coordinated the unit’s Foreign Language (Spanish) Interpreter Program and Defense Language Proficiency Test (DLPT) Eligibility Program, ensuring crewmembers formally documented their language proficiency and received $4,500 in Interpreter Pay. His commitment to the foreign language program enhanced the execution of counterdrug operations, facilitated 23 smuggling vessel interdictions, the seizure of 8,800 kilograms of cocaine, and more importantly, ensured members were fairly compensated for their valuable skill sets and contribution to operations. Broadening the scope of professional educational opportunities, he researched and established a relationship with National Association of Corrosion Engineers (NACE) International, an organization specializing in anti-corrosion and paint coatings. He obtained $27,285 in Department of Defense funding for crewmembers to attend the Level 1 and 2 Coating Inspector Program and Shipboard Corrosion Assessment Training, a highly sought after certification within the maritime industry. 
ISOY Award- 2018
LT Alexandria Trypuc
 
CG LANT
LT Trypuc graduated from Old Dominion University with a Master’s degree in Exercise Science and Wellness with a GPA of 3.91 and sole recipient of the “Graduate Award for Academic Excellence in Exercise Science and Wellness”. The knowledge gained from this advanced degree has benefited the Coast Guard workforce as a whole through LT Trypuc leading free fitness classes and providing nutritional guidance to shipmates. Over a one-year period, LT Trypuc designed a research study, recruited articipants, collected and reduced data, and wrote a scholarly paper demonstrating her work. LT Trypuc’s high quality research study has the potential for publication and is currently under review by the Journal of Human Movement Science. Some of her 2018 accomplishments in the Atlantic Area Command Center include preparing for and participating in the Command Center’s first ever Standardization Visit, training and assisting in the qualification of five new watch standers, and contributing to two multi-national Search and Rescue cases. These included the rescue of an ocean rower taking on water in the middle of the Atlantic Ocean and medical evacuation of an Australian appendicitis patient near Panama. LT Trypuc was also an integral part of the demanding 2018 hurricane season where the Command Center managed information flow Coast Guard-wide for eight hurricanes. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ESOY Honorable Mention- 2018
Ms. Lisa  Eidenberger
 
BASE Charleston
Ms. Eidenberger provided exceptional educational support services to the Charleston area’s active duty members, dependents and reserve personnel. She advised a plethora of members and their families, approved TA requests, proctored exams, and coordinated all the officer interview boards for Base Charleston and the surrounding areas. She supported numerous members with continuing educational goals while promoting the FY17-18 TA filing application guidelines and the explanation of obligated service requirements for the Forever GI Bill. Ms. Eidenberger provided briefings and advisement appointments to service members stationed outside of Charleston by conducting site visits to Station Tybee, MSU Savannah, and Station Georgetown. Ms. Eidenberger was able to streamline the TA approval permissions process greatly improving the timeliness of each request. The impact of her outreach is immeasurable.  She supported active duty, reserve personnel and spouses in the Charleston area with their pursuit of educational goals while promoting military tuition assistance programs, the GI Bill, scholarships and grants. Her commitment to people is evident in the outstanding teamwork she has fostered with area educational partners. As an ESO, she maintains a remarkable relationship with Joint Base Charleston Education Services, the Coast Guard ESOs in Miami and North Carolina, as well as numerous college representatives. It is through these continued relationships that she is able to inform CG members about upcoming Education Fairs in the local area. Ms. Eidenberger also proctors college exams for members of other military branches. Recently she administered a college exam for the Command Master Sergeant of Joint Base Charleston when the local Air Force Education Center was unable to provide this service. When not at work, she volunteers as the Vice President of the Camp Road Middle School Band Booster Club assisting with fund raising and chaperoning band events, and as a member of My Peak Challenge (MPC). MPC is a global organization which serves to promote physical fitness and raise money for cancer research and services. Ms. Eidenberger was nominated for the Women in Defense, Palmetto Chapter Civilian of the Year and she was selected as Base Charleston’s Civilian of the Year for calendar year 2018.

 

UNIT

UNIT LOCATION PHONE #
 BASE PORT PERS SVCS DIV (PP) PORTSMOUTH, VA

757-686-4005

 SEC N NEW ENG LOG SOUTH PORTLAND, ME 207-767-0317
 PSSU NEW ORLEANS NEW ORLEANS, LA 504-253-4815
 SFO GALVESTON GALVESTON, TX 409-766-5667
 PSSU KODIAK KODIAK, AK 907-487-5394
 BASE MB PERS SVCS DIV (PP) MIAMI BEACH, FL 305-535-4592
 BASE LALB PERS SUPPORT DEPT (P) SAN PEDRO, CA 310-521-6165
 BASE ALAMEDA PERS SVCS DIV (PP) ALAMEDA, CA 510-437-5846
 BASE CLEVELAND PERS SVCS DIV (PP) CLEVELAND, OH 216-902-6363
 DD-DISTRICT SEVENTEEN JUNEAU JUNEAU, AK 907-463-2213
 ATC MOBILE AVIATION OPS DEPT MOBILE, AL 251-441-6831
 BASE HONOLULU PERS SVCS DIV (PP) HONOLULU, HI 808-842-2047
 TRACEN CAPE MAY ADMIN BR CAPE MAY, NJ 609-898-6724
 SEC ST PETERSBURG ADMIN/PERS DIV ST PETERSBURG, FL 727-502-1524
 SEC NEW YORK ADMIN/PERS DIV STATEN ISLAND, NY 718-354-4056
 PSSU SEATTLE PERS SVCS BR SEATTLE, WA 206-217-6325
 TRACEN YORKTOWN TRAINING DIV YORKTOWN, VA 757-856-2605
 BASE BOSTON PERS SVCS DIV (PP) BOSTON, MA 617-223-3462
 SEC NORTH BEND ADMIN/PERS DIV NORTH BEND 541-756-9259
 SEC KEY WEST ADMIN/PERS DIV KEY WEST, FL 305-292-8712
 SEC LIS ADMIN/PERS DIV NEW HAVEN, CT 203-468-4426
 SEC SE NEW ENG ADMIN/PERS DIV WOODS HOLE, MA 401-435-2320
 SEC BUFFALO RESPONSE DEPT BUFFALO, NY 716-843-9390
 BASE NCR PERS SVCS DIV (PP) WASHINGTON, DC 202-372-4034
 SEC JACKSONVILLE ADMIN/PERS DIV ATLANTIC BEACH, FL 904-564-7520
 AIRSTA/SFO PORT ANGELES PORT ANGELES, WA 360-417-5811
 TRACEN PETALUMA HOUSING OFFICE PETALUMA, CA 707-765-7112
 ACADEMY PERSONNEL DIV NEW LONDON, CT 860-701-6720
 SECTOR SAN JUAN, PR SAN JUAN, PR 787-729-2314
 SFO FT MACON ADMIN/PERS DIV ATLANTIC BEACH, NC 252-240-8460
SECTOR HOUSTON GALVESTON HOUSTON 281-464-4606

 

 

Paper-based TA Process
•Member downloads and completes the Application for Coast Guard Tuition Assistance (ETQC-4147)
•Member emails the completed form to the ESO.
•ESO reviews and digitally signs the application.
•ESO forwards completed application to the ETQC-VE division at ETQC-SMB-TAG@uscg.mil
•ETQC-VE division receives the email and processes the application for approval.


•When you sign a TA application, you are certifying that you have reviewed the application for accuracy and completeness.
•Check the application to insure that: ◦the applicant is eligible for tuition assistance
◦The course(s) listed are offered by an institution with a good standing DoD MOU. This can be checked by going to the DoD MOU website, clicking on the tab labeled "Participating Institutions," then performing a search.
◦The applicant will earn college credit after completing the course(s)
◦The applicant has provided you with documentation from the institution showing proof of enrollment, courses enrolled in and current tuition and fee costs
◦No unauthorized fees are added into the cost (fees that are not authorized will not be included in the government or student share of the tuition assistance authorization

•The paper form contains detailed instructions on completion. In addition, check these common errors made of TA applications.

 

 

Process for non-receipt of grant checks
•Checks should be received no later than one month after ETQC sends the approval notification email to the member. This is the email sent when the check is mailed.
•If the member doesn't receive the check, they should download, complete and email the ETQC FORM 1560-10C, Non-Receipt of Foundation Grant form to ETQC.
•Replacement checks will not be rewritten until 60 days after the date of original check issue.

 

 

WebTA Authorization
•Once WebTA is approved, an email notification is sent to the member.
•The member has to log in to NKO and download the TA Authorization form.
•You will not be sent a notification or a copy of the Authorization.

Paper-based TA Authorization
•Both you and the member will receive a copy of the TA Authorization form via email.
•Retain your copy. Members are instructed to ask you for a copy if they don't receive the Authorization within 14 days.

What should the member do with the TA Authorization?
•Member should check all information is correct, sign and keep a copy of the Authorization.
•Member should write their SSN on the Authorization and take it to their college the day of registration.
•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 sfly_ta_coastguard@navy.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.

Example of a TA Authorization

 

 

How to cancel a course
•Member decides not to take a course after they have applied for TA.
•Member submits changed TA Authorization form to ESO. All applications, corrections, cancellations must go through the ESO.
•Make sure member lined out the course that was cancelled and has written the word "CANCEL" on the TA Authorization Form.
•Make sure member has written the ESO's name on the Authorization Form.
•ESO forwards completed TA authorization to the ETQC-VE division at ETQC-SMB-TAG@uscg.mil
•Both you and the member will receive a copy of the revised TA Authorization form via email.
•Retain your copy. Members are instructed to ask you for a copy if they don't receive the Authorization within 14 days.
•The student is highly encouraged to ensure that both the registrar and billing offices are both notified of a cancelled course.
•A class that has been invoiced by the school cannot be cancelled.

How to change course information
•Member finds that the course in which they wanted to enroll is full, cancelled, or otherwise not available at the time of registration. So they decide to select an "alternate course".

NOTE: Full substitutions can only be made if a letter from the school accompanies the TAA changes stating that the course was full, cancelled or otherwise did not happen due to no fault of the member. Minor corrections to an approved TAA can be made, but under no circumstances can a TAA be changed if both the beginning and ending dates have changed. This would require an entirely new TA request from the member.

•Member submits changed TA Authorization form to ESO. All applications, corrections, cancellations must go through the ESO.
•Make sure member lined out the course that was cancelled on the TA Authorization Form.
•Make sure member has written the new course information on the TA Authorization form including Department Code, Course Number, Course Title and Cost.
•Make sure member has written the ESO's name on the Authorization Form.
•ESO forwards completed application to the ETQC-VE division at ETQC-SMB-TAG@uscg.mil
•Both you and the member will receive a copy of the revised TA Authorization form via email.
•Retain your copy. Members are instructed to ask you for a copy if they don't receive the Authorization within 14 days.
•Note: Invoiced courses can only be corrected by ETQC.

How to request extension to course completion date
•Member needs additional time to complete a course.
•Member must request and receive approval for additional time from their college.
•Member submits TA Authorization form, documentation from college showing extension was approved and the course extension date to the ESO. All applications, corrections, cancellations must go through the ESO.
•ESO forwards completed authorization form and documentation to the ETQC-VE division at ETQC-SMB-TAG@uscg.mil
•When complete, ETQC will notify both you and the member.
•This type of course extension usually results the member receiving an "Incomplete" for the course at the end of the term. Even though the extension was approved, the member must still submit the grade of "incomplete".
•The ETQC-VE division will review and coordinate the grade extension with NETPDTC in TA database (NCMIS).
•IMPORTANT: If the institution denies the member's request, the member should anticipate a failing grade for the course and action being taken by NETPDTC to recoup TA paid for the course.

 

TA is NOT authorized for:

•Doctorial courses (to include Juris Doctorate courses) per Tuition Assistance Policy.
•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 previously paid for using TA are not authorized further TA payments. (ie. Courses previously completed when the member received a "final grade of D or better", or a course which has been waived by the ETQC.)
•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 whose academic average for previous 12 semester hours is "less than a grade of "C" (or less than 2.0 on a 4.0 scale).
•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).
•For courses that don't meet the academic averages, further CG TA will not be authorized. Forward grades reports showing a GPA or at least a 2.0 or higher for undergraduate work or 3.0 or higher for graduate work for "all courses regardless of TA usage" to the ETQC TAG Division which will coordinate the resolution with the Navy to allow members to again apply for TA.
•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.
•Preparatory courses, 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.

 

 

Active Duty Enlisted

•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.

Active Duty Officer

•Must complete two year for active duty or four years for SELRES upon completion of the course.
•Agree not to request release, separation, retirement or termination off SELRES status for 24 months (48 for SELRES) following the course completion date of the last course funded by TA.
•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 -- as long as the two or four year service obligation is met.

SELRES Enlisted

•Member must be on long-term orders greater than 180 days.

SELRES Officer

•Member must be on long-term orders greater than 180 days.
•Must complete four years upon completion of the course per.
•Agree not to request release, separation, retirement or termination off SELRES status for 48 months following the course completion date of the last course funded by TA.

Permanent civilian employee

•Civilian employees are not authorized to receive Tuition Assistance.

Temporary civilian employee

•Temporary Civilian employees are not authorized to receive Tuition Assistance.

 

 

WebTA SOPs
•WebTA Job Aid For Education Services Officer (ESO)
•WebTA Job Aid For Member

Getting started with WebTA
•Establish a Navy Knowledge Online (NKO) account. This allows you to log into the My Education (WebTA) site and approve applications. Detailed instructions are in the WebTA SOP for ESOs.
•Inform your members that they should use WebTA. Make sure they have the WebTA SOP for Members and your email address.

How to review and approve applications
•Detailed instructions on accessing and approving applications are in the WebTA SOP for ESOs.
•Check the application to certify that: ◦the applicant is eligible for tuition assistance
◦the course(s) listed are offered by an accredited institution and is on the School Code Listing of college eligible for TA.
◦the applicant will earn college credit after completing the course(s)
◦the applicant has provided you with documentation from the institution showing proof of enrollment, courses enrolled in and current tuition and fee costs.
◦no unauthorized fees are added into the cost

•Once you have reviewed and approved the application, it is automatically forwarded to ETQC.

 

COURSES AND TESTS

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EOCT Policies
21 day retesting policy

At no time shall an ESO self-administer an exam. SELF-ADMINSTERING AN EXAM IS NOT AUTHORIZED.

 

 

 

E-Testing
•ESO & Member Qualification Course Process Guide

 

 

How to order DVDs
•DVDs can be ordered by unit ESOs. These DVDs are expendable items and may be maintained at units.

Course Code  Title Description
0816 JPC Judgmental Pistol Course (Note: For Boarding Officers & SAIs ONLY)
0817 JUFE Judgmental Use of Force Evaluation (Vessel on Vessel)

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.