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.

 

*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

 

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)

 

 

 

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 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.