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

Voluntary Education Links

EDUCATION SERVICE OFFICERS (ESOs)

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Click here to expand contentClick here to collapse content  TA WAWF

 

TA WAWF
•Information & instructions for colleges to setup automated invoice/payment with the US Navy for Coast Guard Tuition Assistance.
TA WAWF 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.

 

 

CG FOUNDATION WEBSITE

CG FOUNDATION GRANT PRESENTATION PDF

 

 

CG Mutual Assistance Supplemental Education Grants (SEG)

•ETQC does not handle any administration of the CGMA Supplemental Education Grant (SEG). Member's should be encouraged to visit the CG Mutual Assistance - SEG website.

 

 

A complete listing showing who is eligible for free testing is available on the DANTES web page.

 

 

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)

 

 

Why do I need a designation letter?
•Per Performance, Training and Education Manual (CIM 1500.10C), all units shall designate a collateral duty Education Services Officer (ESO) if a full time ESO is not assigned to the unit. See Chapter1: Introduction - Section 5-f.

•To avoid a single point of failure in regards to processing or approving applications (e.g., tuition assistance), all units shall designate at least one Alternate ESO to act in the absence of the Primary ESO. The Alternate ESO will also assist with the administration and proctoring of all exams to the Primary ESO and vice-versa.  At no time shall an ESO self-administer an exam. SELF-ADMINSTERING AN EXAM IS NOT AUTHORIZED.

•You must have a designation letter signed by your CO/OINC on file with ETQC in order to have access to the QuestionMark Perception (QMP) system. You will need QMP access to administer tests.

Why do I need a relief letter?
•The relief memo verifies that an end-of-course test audit has been completed between the outgoing ESO and the incoming ESO. This provides a clear audit record if there are any discrepancies or outstanding issues.
•Sending the relief letter to ETQC ensures your QMP account is closed.
•Upon receipt of the relief memo, ETQC removes you from the ESO email distribution list.

Designation/relief procedure
•Download the sample memos below and use it as a template for your unit's letters. BE SURE TO INCLUDE YOUR EMPLID.
•Both designation & relief memos must be signed by the unit's CO/OINC. If the CO/OINC is the ESO, then the memo should be signed by the next senior person in the chain of command.
•Ideally, the designation memo for the incoming ESO and a relief memo for the outgoing ESO should be sent to ETQC at the same time.
•The signed memo can be sent to the CST Division via: ◦Email: ETQC-SMB-CST@uscg.mil
◦FAX: (405) 954-7249.

•After submitting the ESO designation memo, you will receive an email reply from the CST division (1) verifying receipt of your memo(s), (2) confirming that the CST Division has submitted a CGFixit ticket on your behalf to add/remove your QMP account and (3) with a copy of the

ESO FIELD GUIDE

•Your QMP username and temporary password will be sent to you via a CGFixit ticket from OSC. QMP password resets are now handled via CGFixit ticket. The new QMP account creation/removal process is outlined in this diagram:

Sample designation/relief letters
•Sample ESO Designation letter (word doc)
•Sample ESO Relief letter (word doc)

Alternate ESOs
•All units shall designate at least one Alternate ESO to act in the absence of the Primary ESO. This will help avoid a single point failure in regards to processing or approving applications (i.e. tuition assistance).
•Alternate ESOs follow the same designation procedures as Primary ESOs.
•At no time shall an ESO self-administer an exam. SELF-ADMINSTERING AN EXAM IS NOT AUTHORIZED. 

 

 

ESO Policy and Procedure Guides and Forms
ESO Volume I: Getting Started
ESO Volume II: Resource Guide
ESO Volume III: Education
Qualification course e-Testing User Guide
EOCT/RAT Course Information
Template Memorandum of Understanding (MOU) - Embarking Civilian Instructors Aboard USCG Cutters
Degree Reporting Job Aid

Full-time ESO list
Detailed full-time ESO list at CG Portal

ESO Tools

Tuition Assistance
•ETQC Form 4147: Tuition Assistance Form
•ETQC Form 4147-1: Tuition Assistance Waiver Form
•ETQC Form 4150: On Base/Cutter Course Attendee List
•NCMIS School List (pdf)
•NCMIS School List (excel)

ATTENTION!


Coast Guard Foundation Education Grant (CGFEG) and Vander Putten Education Grant (VPEG) are currently suspended until further notice. If future funding becomes available, an all ESO e-mail will be released.

• Grants are supported by gift funds from the CG Foundation and will be disbursed based on availability of future funding on a first come, first served basis.

ATTENTION!

 

CG Foundation Education Grants
•ETQC Form 1560-10A: CG Foundation & Vander Putten Education Grants Application
•ETQC Form 1560-10C: Non-Receipt of CG Foundation & Vander Putten Education Grants
•CG Form 1570: CG Foundation Spouse Education Grant Application

Registrar's Office
ETQC Form 1562

 

 

 

CG Voluntary Education Awards Nominations

Education Services Officer of the Year (ESOY) Award

  • Background: 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
  • Timeline: ESOY dates have transitioned to align with calendar year. ESOY package submissions will open 15 Dec 2017 and close 31 Jan 2018
  • Criteria: All military and civilian full-time and collateral duty ESOs are eligible for this award. The award period is from 01 Jan 2017 through 31 December 2017. Selection of the ESOY will be based on an evaluation of the following criteria:
    1. Demonstrated exceptional performance in the areas of educational leadership, personal and work ethics, and Coast Guard ESO knowledge
    2. Innovative problem solving
    3. Customer outreach
    4. Results and impact
    5. Teamwork and partnering
    6. Other contributions, achievements, and community service
    7. An additional three letters of support from the ESO’s customers may also be submitted.

    • Nominations: Units having collateral duty or full-time ESOs on staff should review candidates and forward nominations to the Coast Guard ETQC. Nomination packages should include:

    1. A nomination narrative (CG memo format), no more than two pages, describing how the nominee met the criteria for the award
    2. Command endorsement is required
    3. Electronic copies of the completed nomination packages should be emailed to Donna Duellberg

       

    Inspirational Student of the Year (ISOY) Award

    • ISOY: 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 accomplishment. Nominees should reflect the Coast Guard core values of honor, respect, and devotion to duty. Award nominations shall reflect a period of performance during the 12 months prior to 31 Dec 2017.
    • Timeline: ISOY dates have transitioned to align with calendar year. ISOY package submissions will open 15 Dec 2017 and close 31 Jan 2018.
    • Criteria:
    • All nominees for the ISOY Program must meet the following criteria:
      1. Completed a degree within 12 months of 31 December 2017 (01 Jan 2017 to 31 Dec 2017)
      2. Used Tuition Assistance for tuition expenses incurred while earning the degree
      3. Demonstrated exceptional dedication in the pursuit of the degree (overcoming arduous obstacles to earn the degree) and personal and work ethics
      4. Demonstrated influence and encouragement of others to pursue higher education
      5. Other contributions, achievements, and community service
      6. An additional three letters of support from peers, professors, or community leaders may also be submitted as enclosures

      • Nomination packages should include:
      1. A nomination narrative (CG memo format), no more than two pages, describing how the nominee met the criteria for the award.
      2. Command endorsement is required
      3. Electronic copies of the completed nomination packages should be emailed to Donna Duellberg

       

       

      UNIT

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

      757-686-4005

       SEC N NEW ENG INSPECTIONS DIV SOUTH PORTLAND, ME 207-780-3682
       PSSU NEW ORLEANS NEW ORLEANS, LA 504-253-4815
       SFO GALVESTON GALVESTON, TX 409-464-4606
       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

       

       

      ATTENTION!

      ETQC is no longer accepting grant applications, all funds have been expended at this time.  If future funding is received, an all ESO notification e-mail will be released.

      ATTENTION!

       

      CG Grant application process
      •Member downloads and completes the Coast Guard Foundation & Vander Putten Education Grants Application (ETQC-1560-10A).
      •Member emails the completed form to the the ESO.
      •ESO reviews and digitally signs the application.
      •Follow submission guidance located in ETQCINST 1560.1B.
      ETQC will notify the member if they have been approved for a grant. ESO's and members should wait at least 60 days before contacting ETQC regarding non-receipt.
      •Once funds are available, ETQC will send the member a second email notifying them that the check has been mailed.

      What should I check before signing the application?
      •When you sign a CG Foundation Grant application, you are certifying that you have reviewed the application for accuracy and completeness.
      •Check the application to ensure that:

      ◦Every block of the two-page application if filled out and contains correct information and/or appropriate signatures and dates.
      Verify that items being claimed are in accordance with limitations and eligible expenses contained within ETQCINST 1560.1B.
      ◦Here are a few examples of acceptable and unacceptable receipts

      What grants are available?
      •CG Foundation Education Grant (CGFEG)
      •Vander Putten Education Grant (VPEG)
      •The policies and procedures are the same for both grants and members can apply for both on one application form.

      Who is eligible?
      •All active duty E-3 to E-6 and reserve E-3 to E-6 currently servicing on active duty orders of at least one year are eligible.

      How much will the grants pay?
      •For the CGFEG, the maximum reimbursement per calendar year (CY) is $500.00.
      •For the VPEG, the maximum reimbursement per calendar year (CY) is $250.00.
      •The Coast Guard Grants Programs are funded each year through generous gifts from the CG Foundation and the Vander Putten Family. Funding is not guaranteed to cover all requests each year.

      What will the grants pay for?
      •Reimbursement for text books and miscellaneous educational expenses.
      •Applicants who receive funding from any other source, such as scholarships, loans, grants, etc., whether these programs are federally-funded or private, are not eligible to receive additional funding for the same expense from the CGFEG or VPEG. Members must report all other sources of funding below the list of items claimed on page two of the ETQC Form 1560-10A.

       

       

      MONTGOMERY & POST 9/11 GI BILL INFORMATION

       

       

      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.

      How to review and approve applications
      •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.

       

       

      Members will be required to pay back TA if:

      •Member disenrolled/withdrew from course after school cut-off date for disenrollments/withdraws and the school received monies for the course.
      •Member receives a "D" or lower for undergraduate courses, or a "C" or lower for graduate courses, or "Incomplete" for the course.
      •Enlisted person separates prior to course completion date or officer separates prior to fulfilling the service obligation set forth in the Tuition Assistance Policy.

      Exceptions TA payback requirements include:

      •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. Exception: 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.
      •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.

      Resolving TA Indebtedness

      •Members will resolve their indebtedness to the government. Monies that are repaid are returned to the USCG account and reallocated. 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
      (Attn: 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.

       

       

      Consideration of TA waivers
      Under special circumstances, ETQC may grant a waiver to TA policies and procedures. However, advise your members that ETQC rarely grants waivers for reasons other than those listed below.

      Note: members shall request a waiver through the school before submitting a waiver to the ETQC. 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
      Member has to withdraw from a course after the Institution has received monies for the course.

      Examples of valid reasons for granting waiver:
      hospitalization
      permanent change of of station (PCS) orders
      temporary duty (TAD) orders
      documented emergency leave
      change in military duties
      The member must submit an amplifying endorsement from their Commanding Officer/OIC or delegated authority with the waiver request.

      Late submission of TA application
      In accordance with the latest ALCOAST, a complete TA application must be received by the ETQC no less than 14 days prior to the class start date, not including the date of submission to the ETQC nor the class start date. There are no exceptions or waivers to this policy.

      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 submit a TA Waiver request
      Member downloads and completes the Tuition Assistance Waiver form (ETQC FORM 4147-1).
      Member completes ETQC FORM 4147-1, Application for Tuition Assistance Waiver form, and submits to his/her unit’s command cadre with TA authorization and supporting documentation (e.g. TDY orders, doctor statement).
      Command/Unit reviews student’s narrative on ETQC FORM 4147-1 and completes command endorsement. Command then forward’s to unit’s ESO.
      ESO reviews and digitally signs the request form.
      ESO forwards the waiver request to the ETQC-SMB-TAG@uscg.mil email.
      CGI receives the waiver request, reviews it and notifies the ESO and member of the result.

      Note:
      The Command endorsement and ESO validation blocks should not be completed by the same person unless the CO/OinC is also the ESO. Or, in this case, the CO/OinC can complete the Command endorsement and the Alternate ESO can complete the ESO validation blocks.

       

      TRAINING & EDUCATION MANUAL (CIM 1500.10C)

       

       

      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

      Collapse All Expand All

       

      EOCT Policies
      21 day retesting policy

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

       

       

       

      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 ETQC 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 ETQC.

      DLPT Frequently Asked Questions
      •FAQ about the USCG Foreign Language Program
      •FAQ about the DLPT Test

       

      ATTENTION!

      RAT has been suspended until further notice.

      ATTENTION!

      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

      ATTENTION!

      RAT has been suspended until further notice.

      ATTENTION!

      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 ETQC 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 tablet, cellphone, computer, 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

       

       

      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. ETQC 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.

      ◦Email: PPC-DG-ADV@uscg.mil
      ◦Phone: (785) 339-3400
      ◦FAX: (785) 339-3765
      ◦Website: PPC Advancements and Evaluations Branch

       

       

      TQC 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 Amanda Breeden, Executive Officer or (757) 366-6581.

      10. Internet release is authorized.

       

       

      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
      0802 Hypothermia Hypothermia/Cold Water Survival
      0803 Premob Pre-Mobilization Legal Counseling for Reservist & UCMJ
      0804 Believe Because They Believe (Roles and Missions)
      0805 Assist Legal Assist and Consumer Information
      0807 TQM A Matter of Choice
      0809 Online All the Time Online All the Time (CG Planned Maintenance System Program)
      0810 UCMJ Code of Conduct
      0811 Voices Listen to the Voices (Alcohol Awareness)
      0812 First 72 Hours First 72 Hours at the new unit
      0813 Profile of a USCG African American Civil Rights
      0814 Work Smarter Not Harder TQM
      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.