CGI Campus News FY-11
Education Services Officer
If You are No Longer an ESO
- Or you want to be removed from this email list, please send an email to CGI-DG-WebMaster@uscg.mil and ask to be removed. If you received this email as a forward from your ESO and you believe you should no longer be on the bang list your ESO used, contact your ESO. CGI-DG-WebMaster@uscg.mil only controls the Institute's bang lists.
Release of the ESO Symposium ALCOAST 303/11
- The DEADLINE for the awards stated in the ALCOAST is the NEW DEADLINE for the awards and application to the EAC. That deadline is 22 JULY vice the previously stated 24 June in the 20 May Campus News. Obviously, there is a process to get the ALCOASTs released. Clearly, it would not be fair to the award process if the ALCOAST was released only 48 hours before the deadline. The deadline was changed.
- The deadline to apply to the Education Advisory Council is 11 July.
- HOWEVER, the deadline for the spouse education grant remains 24 June
- Additionally, the ALCOAST states there is no funding available from the Institute to attend the symposium. We all know we operate in a rapidly changing environment. Between the time of submission of the ALCOAST draft and its publication, money has become available from the Institute.
- The process to request funds from the Institute is as follows: Send an email to SK3 Adam Crouthers and copy Missy Carey. Please know we have only one SK3 here these days. This will create a lot of work for him. Please be patient. Your request should include a cost estimate. We will FTA the money to your unit and your unit will cut the TONO. That is an important piece to the process. We will FTA the money to your unit and your unit will provide the TONO and cut the orders. Obviously, the funds are limited so please don't delay your requests. Just because money is available this year, does not mean money will be available next year. Please do not expect money from the Institute to travel to next year's DoD World Wide Symposium. I would encourage you to still plan on requesting money from your unit for your ESO needs in FY12.
- YN1 Erica Hass is now YNC Erica Estep and she is the POC for the ESOY awards and the Vander Putten Inspirational Student Award. Feel free to congratulate her on her advancement and marriage as well.
- ALCOAST 303/11
Spouse Grant Application Deadline - Friday 24 JUN
- The new spouse education grant deadline is 24 June. The first attached document is the form for the Spouse Education Grant. The grant is a needs based/merit grant of $500 for spouses of E3-E6 members. A spouse only needs to show enrollment in an education program or proof of a course completion from any time after 31 March 2010 to qualify to apply. The potential courses for this grant include those at vocational schools or certifications that might typically be measured in clock hours. Spouses do not need to provide receipts for expenses, but they will need to itemize expenses. The family will need to list some basic financial information. Transportation and child care expenses can be listed as legitimate expenses for this grant. There is a requirement for an essay no longer than 500 words. It should address what it means to the applicant to be a Coast Guard spouse and what type of difference education has made or will make in their lives and the lives of their family. There will be an open application period until 24 June.
- A selection committee will convene to select recipients in June. We expect a total of as many as 40-50 spouses will receive assistance.
- This grant will be a little bit different from the other grants. The Coast Guard Institute will handle the paperwork and selection processes. The Coast Guard Foundation will actually write and mail the checks.
Performance, Training & Education Manual
- The Coast Guard's voluntary education program is governed by Chapter 11 of the Performance, Training, & Education Manual. The Institute, in conjunction with the Education Advisory Council, is soliciting for suggestions to change the current version of the manual. The Institute is very open to all ideas for discussion. If you have a suggestion, please email your complete idea to CWO Alice "Marie" Hallford at: Alice.M.Hallford@uscg.mil
- Suggestions are due by 24 June.
2011 ESO Symposium
- The theme for this year's symposium is: Education is the Foundation
- The 2011 ESO Symposium will be 9-11 August at the Embassy Suites in Norman, Oklahoma (just outside of Oklahoma City and home to the University of Oklahoma). For those of you who have not been to a Coast Guard ESO Symposium before, it is an opportunity for ESOs to learn more about the education and training policies and processes, to meet with representatives from colleges to learn about their specific programs, and to network with other ESOs.
- All of the sessions offered in the Institute's ESO Orientation course for new ESOs will be offered during the symposium. I would encourage any ESO who has not attended one of the orientation courses to take advantage of that tract at the symposium. For other ESOs with more experience, there will be other more appropriate presentations and panels. Additionally, there will be training available on the Navy College Management Information System for those full time civilian ESOs that are interested in receiving access to the system. If anyone has a suggestion for a presentation or topic that should be covered, or if anyone has a presentation they would like to make, please contact Myrtle "Missy" Carey at the Institute.
- The Coast Guard Institute Change of Command will be held on 11 August at 1500. It will be held at the conclusion of the ESO Symposium. Those attending the symposium are invited to attend the Change of Command. It will be held in the same place as the ESO Symposium at the Embassy Suites. The Change of Command is being held on the heels of the symposium because the Institute feels it is very important to include its partners in this event. If you are attending the symposium and plan to stay for the Change of Command, please RSVP to YN3 Chelsey Johnson. Negative replies are not necessary.
Education Services Officer of the Year (ESOY) Award
- BACKGROUND: THE ESOY PROGRAM IS DESIGNED TO RECOGNIZE EXEMPLARY MEN AND WOMEN SERVING AS FULL TIME AND COLLATERAL DUTY EDUCATION SERVICES OFFICERS. THEY ARE VITAL COMMAND MEMBERS IN ASSISTING PERSONNEL RECEIVE RATE SPECIFIC TRAINING MATERIALS AND PERSUE THEIR OFF DUTY VOLUNTARY EDUCATION GOALS. IN PERFORMING THEIR DUTIES, ESOS CONTINUOUSLY INVEST A GREAT AMOUNT OF TIME TO ENSURE THE REALIZATION OF PROFESSIONAL AND PERSONAL TRAINING AND EDUCATION GOALS. THEY ARE TRULY THE BACKBONE OF THE COAST GUARD EDUCATION SERVICES PROGRAM. THE ESO OF YEAR AWARD RECOGNIZES THE OUTSTANDING CONTRIBUTIONS OF THESE VITAL MEMBERS.
- CRITERIA. ALL MILITARY AND CIVILIAN FULL-TIME AND COLLATERAL DUTY ESOS ARE ELIGIBLE FOR THIS AWARD. THE AWARD PERIOD IS FROM 01 MAY 2009 THROUGH 30 APRIL 2010. SELECTION OF THE ESOY WILL BE BASED ON AN EVALUATION OF THE FOLLOWING CRITERIA:
- DEMONSTRATED EXCEPTIONAL PERFORMANCE IN THE AREAS OF EDUCATIONAL LEADERSHIP, PERSONAL AND WORK ETHICS, AND COAST GUARD ESO KNOWLEDGE.
- INNOVATIVE PROBLEM SOLVING.
- CUSTOMER OUTREACH.
- RESULTS AND IMPACT.
- TEAMWORK AND PARTNERING.
- OTHER CONTRIBUTIONS, ACHIEVEMENTS, AND COMMUNITY SERVICE.
- AN ADDITIONAL THREE LETTERS OF SUPPORT FROM THE ESOS CUSTOMERS CAN BE SUBMITTED.
- NOMINATIONS. UNITS HAVING COLLATERAL DUTY OR FULL-TIME ESOS ON STAFF SHOULD REVIEW CANDIDATES AND FORWARD NOMINATIONS TO THE COAST GUARD INSTITUTE. NOMINATION PACKAGES SHOULD INCLUDE:
- A NOMINATION NARRATIVE (CG MEMO FORMAT), NO MORE THAN TWO PAGES, DESCRIBING HOW THE NOMINEE MET THE CRITERIA FOR THE AWARD.
- COMMAND ENDORSEMENT IS REQUIRED.
- ELECTRONIC COPIES OF (1) AND (2) SENT VIA EMAIL TO THE POC IN PARAGRAPH 6.
- SELECTION AND AWARD PRESENTATION PROCESS.
FORCECOM (FC-51) WILL:
- APPOINT A SELECTION COMMITTEE TO REVIEW NOMINATIONS.
- SELECT AND NOTIFY THE NOMINEES.
- THE SELECTION BOARD WILL USE THE CRITERIA LISTED ABOVE IN MAKING ITS AWARD RECOMMENDATIONS.
Vander Putten Inspirational Student of the Year (ISOY) Award
- The ISOY program is designed to recognize exemplary men and women serving with the Coast Guard as active duty or reserve members who have earned a degree at the associate’s, bachelor's, master’s, or doctoral level. Other specialty degrees such as law degrees would also qualify. Only those students who demonstrate sustained exceptional standards of proficiency and dedication should be nominated for the Vander Putten Inspirational Student of the Year Award. Nominees should reflect the Coast Guard’s core values of "Honor, Respect, and Devotion to Duty." All nominees should be role models whom all Coast Guard personnel strive to emulate. The earning of the degree shall have occurred within 18 months prior to the Coast Guard ESO Symposium or the triennial DoD World Wide Symposium.
- Nomination Criteria.
- All nominees for the ISOY Program must meet the following criteria:
- Earned a degree within 18 months of the symposium event.
- Used the Foundation Education Grant or Vander Putten Education Grant for expenses incurred while earning the degree. The use of the grant does not have a timeframe stipulation. It only needs to have been used for the degree.
- Nomination Process.
Coast Guard Institute shall solicit nominations, via email bulletin. (BUT NOT THIS EMAIL. WE AREN'T READY YET.)
- In order for the selection board to have an overall view of the nominee, a detailed description is needed. A nomination package describing the nominee's accomplishments during the period for which recommended will meet this need. A Coast Guard memo no longer than two single-spaced (12 point font) pages shall be the method of submission.
- When nominating an individual for this prestigious award, the unit submitting a nomination should consider this in the same light as recommending the member for a high personal award.
- A nomination can originate from anyone believing it is warranted, but must be endorsed by the member’s command.
- Selection Criteria
- The following criteria will be key factors in consideration of selecting the ISOY nominee:
- Demonstrated exceptional dedication in the pursuit of the degree (overcoming arduous obstacles to earn the degree) and personal and work ethics.
- Demonstrated influence and encouragement of others to pursue higher education.
- Other contributions, achievements, and community service.
- Up to three memos from peers, professors, or community leaders can be attached to submission packages as enclosures. Memos shall be no longer than one single-spaced (12 point font) page long.
- Please keep both of these recognition programs in mind as you continue through the year.
Education Advisory Council
- The EAC is a relatively new group formed to serve as both a sounding board for the Institute and as an advocacy group on behalf of the field. We all see the processes from different angles, but we all want what is best for the Coast Guard and for the training and education community. If you have a suggestion for an improvement, the EAC is a good place to start. Information about and a member list of the EAC is available at the CG Portal.
- The members serve a three year term. This summer there will be a solicitation for new members to replace those outgoing. It is a worthwhile committee that has done a lot in a short period of time to refine processes and examine issues.
- Applications for the EAC are now being accepted.
1.THE EAC WAS ESTABLISHED IN 2010 TO SERVE AS AN ADVISORY GROUP TO THE COAST GUARD VOLUNTARY EDUCATION PROGRAM, ADVOCATE PROCESS IMPROVEMENT AND ISSUE RESOLUTION ON BEHALF OF FIELD LEVEL CUSTOMERS, AND SUPPORT AND PROMOTE COAST GUARD EDUCATION PROGRAMS, POLICIES, AND PROCEDURES. IN THE PAST YEAR, THE EAC HAS ADDRESSED ISSUES SUCH AS FEES CHARGED BY COLLEGES, UPDATES TO THE PERFORMANCE, TRAINING, AND EDUCATION MANUAL, SPOUSE EDUCATION GRANT, MANDATORY TRAINING RECORD ASSESSMENTS, AND INSTITUTE INTERNAL PROCESSES SUCH AS TRANSCRIPT REQUESTS. THE COUNCIL SERVED IN A CRITICAL ROLE FOR MANY NEW INITIATIVES AND WAS A KEY PARTNER TO THE COAST GUARD INSTITUTE.
2. THOUGH THE TEN MEMBER COUNCIL CURRENTLY CONSISTS OF FULL TIME AND COLLATERAL DUTY ESOS, A CAREER DEVELOPMENT ADVISOR, AND A STUDENT REPRESENTATIVE, MEMBERSHIP IS OPEN TO ALL COAST GUARD ACTIVE DUTY, RESERVE, CIVILIAN, AND AUXILIARY MEMBERS. THE EAC IS SEEKING TO FILL THREE POSITIONS ON THE COUNCIL THIS YEAR. EACH NEW MEMBER WILL SERVE A THREE YEAR TERM. THE COUNCIL MEETS TWICE A YEAR. FIRST AT THE COUNCIL OF COLLEGE AND MILITARY EDUCATORS CONFERENCE TYPICALLY IN FEBRUARY AND THE COAST GUARD EDUCATION SERVICES OFFICER SYMPOSIUM TYPICALLY IN JULY. MONTHLY TELECONFERENCES ARE ALSO HELD.
3. CRITERIA. ALL ACTIVE DUTY, RESERVE, CIVILIAN, AND AUXILIARY MEMBERS ARE ELIGIBLE TO SUBMIT AN APPLICATION FOR THIS COUNCIL. INDIVIDUALS SEEKING TO BE CONSIDERED FOR AN APPOINTMENT TO THE COUNCIL SHOULD SUBMIT A COAST GUARD MEMO NO MORE THAN TWO PAGES THROUGH THEIR CHAIN OF COMMAND TO THE COAST GUARD INSTITUTE DETAILING THE REASONS WHY THEY WOULD LIKE TO SERVE ON THE COUNCIL AND ANY PREVIOUS RELEVANT EXPERIENCE. COMMAND ENDORSEMENT IS REQUIRED. THE SELECTION OF NEW COUNCIL MEMBERS RESTS SOLELY WITH THE CURRENT EDUCATION ADVISORY COUNCIL MEMBERS.
4. EMAILED APPLICATIONS ARE PREFERRED AND ARE DUE BY 24 JUNE 2011. THE POINT OF CONTACT IS THE EXECUTIVE OFFICER COAST GUARD INSTITUTE 5900 SW 64TH STREET, OKLAHOMA CITY, OK 73159-6946, PHONE NUMBER: 405 945 7232, EMAIL: CGI-CMD-XO@USCG.MIL
Changes to the CG Transcript Request Process - Mandatory Assessment Required after 1 July
- In an effort to extend tuition assistance funding, assessments of training records will become mandatory for all members seeking Coast Guard tuition assistance for the first time at the undergraduate level 1 July. Additionally, beginning 1 July 2011 all members seeking Coast Guard tuition assistance at the undergraduate (associates and bachelors) level will be required to have a current assessment no older than four years before receiving Coast Guard tuition assistance. It is very much encouraged for members to submit their assessment requests as soon as possible to avoid any delay in receiving tuition assistance.
- The new requirements will be documented in a forthcoming ALCOAST and an eventual change to Chapter 11 of the Performance, Training, and Education Manual.
- The documentation of these credits may save the member time and money when pursuing their education goals. It is a best practice to first have an assessment of a training record done prior to pursuing a degree. There are very few credits that would apply to graduate degrees and therefore a first time applicant for TA seeking a degree at the graduate level would not need to first receive an assessment.
- As you know, the current assessment/transcript process required members to submit one form to request an assessment or update and then another form to request a transcript. If a member erroneously submitted a transcript request without an assessment on file, the request was rejected and the member told to first request an assessment. That is no longer the process. A member can request both on one form.
- An "assessment" is just an assessment of a member's training record in Direct Access. Therefore, it is important that as ESOs that you make sure your members ensure their training record is up to date in Direct Access. Sometimes the Institute catches heat from members for not including training in the assessment when it was not in Direct Access. If it is not in Direct Access, the Institute will not know a member took the training.
- The Institute realizes not all training can be captured in Direct Access. It is still acceptable to send us certificates of completion for training that cannot be entered into Direct Access.
- In the assessment, the Institute's Registrar's Office researches the American Council on Education credits associated with the training and then transcribes the credits onto the transcript. The transcript can then be brought to the member's school of choice for potential awarding of credits towards a degree. It is up to the school to decide which credits can be used in lieu of taking courses.
- "Update to Assessment" refers to updating an initial assessment. Once a member has an assessment on file, they can use the update assessment request to add to their file.
- When a member requests an assessment or an update, they will receive a copy of what would be on their transcript. It would actually be an unofficial transcript. You may recall the discussion on unofficial and official transcripts in the last Campus News. In short, an official transcript is one that is sent from the Coast Guard Institute directly to the member's school of choice. An unofficial transcript is everything else.
- "Official Transcript" a member would make this selection when they wanted a copy of their transcript mailed to their school. Obviously, the member would need to fill in box 4 as well.
- You should notice that two requests can be made in box 2. That is obviously to accommodate for both an assessment type and a transcript request.
- Spouses can receive a Coast Guard Institute transcript, but ONLY for CLEP, DANTES, and DSST score reports. The spouse has to provide the test score reports. DANTES charges $35 for such a transcript. The Institute will do it for free for spouses. It is not much of a savings, but it is something.
- A transcript can save a member time and money. The credits earned for training may alleviate the member from having to take a course. Therefore, the member saves tuition assistance costs and saves money on books. For example, boot camp carries six college credits. At some schools, that can count for two courses.
- It is worth your customer's time to get an assessment and keep it current with new training courses. A best practice would be to have your customer first receive an assessment before embarking on a college degree completion.
- The Institute collaborated with the Education Advisory Council to refine the process and the form to make them both more efficient. My thanks to them as well as to the Registrar's Office staff and to Robin King for all the work on reviewing the process and the many iterations of the form.
- The Coast Guard Institute is exploring the possibility of becoming a part of the joint Navy, Marine Corps, and Army transcript service know as Sailor/Marine American Council on Education Registry Transcript (SMART) or Army American Council on Education Registry Transcript (AARTS). There are advantages and disadvantages. IF the Coast Guard was to join the other services, it would not take effect until FY12 at the very earliest.
- I hope you have read this far. I wanted to embarrass two of our full time ESOs who recently were acknowledge by different entities.
- First, ALCOAST 293/11 announced that John Burchfield from Sector Detroit was selected as the COAST GUARD CIVILIAN EMPLOYEE of THE YEAR! That is a huge, prestigious honor! John is in his fourth year with the Coast Guard and truly has immersed himself in every aspect of the Coast Guard to learn about the missions, the members, and how to best serve his customers. The ALCOAST states it best.
- IN ORDER TO BETTER UNDERSTAND THE MEN AND WOMEN HE SUPPORTS, THE TESTS HE ADMINISTERS, AND THE PRESSURES THE CREWS FACE, HE ROUTINELY COORDINATED WITH EACH DEPARTMENT HEAD AND SPENT TIME WITH THEM AT THE SECTOR. MR. BURCHFIELD ALSO CONTRIBUTED TIME AND FFORT TO MORALE AND WELLNESS ACTIVITIES, AND IS AN ACTIVE AUXILIARIST.
- I think the recognition speaks volumes of the impact an ESO can have on its customers and I think it is a great acknowledgement of the ESO program to have John selected from amongst all the other CEOY candidates.
- Well done, John!
- Additionally, Monty Mathis made the cover of Military Advanced Education. You can read the profile at: http://www.military-advanced-education.com/military-advanced-education/. Great job Monty!
- I'm sure both are thoroughly embarrassed by this public recognition of their achievements, but we are all very glad for their accomplishments.
DoD WORLD WIDE 2012
- Every three years, the Department of Defense hosts the DoD World Wide Education Symposium. Some of you may remember the last World Wide in Atlanta, GA in 2009. It is a large event with more than 2500 attendees. In 2012, World Wide will be in Las Vegas 23-27 July.
- World Wide is looking for abstracts from potential presenters. If you have an interest in submitting an abstract for consideration, you can do so at: http://www.ww2012.com/common/home.action
The deadline for submissions is 18 May 2011. Direct your questions regarding World Wide to Mary Norwood at: Mary.L.Norwood@uscg.mil
Collateral Duty ESOs you are not alone
- Do you know who your full time ESO is? The full time ESOs are a great source of information and assistance for you and those at your units.
- There is a list of full-time ESOs by unit on our website. A complete list with names is available at the CG Portal under the Training tab > ESOs > ESO/SMS list.