13 FAH-1 H-870
RESPONSIBILITIES

(CT:FSIH-01; 12-20-2007)
(Office of Origin: FSI)

13 FAH-1 H-871 Foreign Service Institute (FSI)

(CT:FSIH-01; 12-20-2007)
(State only)
(Applies to Civil Service Employees)

a. The Director of the Foreign Service Institute (FSI) approves/disapproves applications for academic degree training programs.

b. The FSI Executive Director:

(1) Reviews applications for academic degree training programs to ensure they meet the criteria in 5 U.S.C. 4107 and that selection of employees is in accordance with merit systems principles;

(2) Coordinates applications with the Bureau of Human Resources and Department subject matter experts as necessary;

(3) Recommends approval or disapproval of academic degree training programs to the FSI Director; and

(4) Reviews bureau evaluations of the effectiveness of academic degree training programs in meeting stated objectives.

c. The FSI Office of the Registrar (FSI/EX/REG):

(1) Reviews accreditation of academic institution(s) to ensure accrediting body is recognized by the U.S. Department of Education;

(2) Reviews, approves, and processes requests for academic degree training courses (Form SF-182, Authorization, Agreement and Certification of Training, and Form DS-3070, Training Report); and

(3) Enters course enrollments, withdrawals and completions in the Student Training Management System (STMS). The STMS interfaces with GEMS and will enable academic degree training courses to be included in the Employee Profile.

13 FAH-1 H-872 Bureaus

(CT:FSIH-01; 12-20-2007)
(State Only)
(Applies to Civil Service Employees)

a. Assistant Secretaries approve and submit applications for academic degree training programs. (See 13 FAH-1 Exhibit H-872 for sample format.)

b. Bureau executive directors:

(1) Prepare requests for approval to implement academic degree training programs;

(2) Request bureau funds for academic degree training programs and ensure availability of funds. They also terminate programs if funds cease to be available and notify employees in the program and the Office of Management and Administrative Services (FSI/EX);

(3) Market and advertise available academic degree training programs;

(4) Establish bureau procedures for the application and selection of employees for participation in the program, appoint selection panels, and ensure merit system principles are used for the selection of employees for academic degree training;

(5) Implement appeal procedures for employees who are not selected for the program in accordance with Department grievance procedures;

(6) Ensure that each employee selected for the program signs an Academic Degree Training Program Agreement (13 FAH-1 Exhibit H-872.1);

(7) Approve employee requests for reimbursement for eligible employees using bureau funds;

(8) Approve changes in employee tours of duty or compressed work schedules when it is in the best interest of the bureau;

(9) In extenuating circumstances, approve leaves of absence, not to exceed one year, from the program upon written request from employees;

(10) Terminate employees from the program who do not meet the minimum course completions or grade point average (GPA) requirements, enforce continued service and training agreements; and

(11) Ensure that each academic degree training program is reviewed annually to determine if program objectives are being met.

c. Bureau training officers:

(1) Review academic institutions initially and annually thereafter to determine that the institution is accredited by an accrediting body approved by the U.S. Department of Education. Bureau training officers notify the executive director in the event that the institution loses its accreditation so the program can be terminated or transferred to another accredited college or university;

(2) Assist the executive director in marketing and advertising academic degree training programs;

(3) Counsel employees on the suitability of their participation in the program;

(4) Review employee applicants to ensure that the employee is a full-time, permanent U.S. Citizen Civil Service employee, who is not on a Schedule C appointment or in a non-career status as a member of the Senior Executive Service;

(5) Establish records for each employee in the program including copies of approved degree, semester or academic year plans, transcripts, grade reports, training requests (Form SF-182), Academic Degree Training Program Agreement, training agreements, continued service agreements, reimbursements, etc. Bureau training officers ensure employees complete continued service, training, and (if applicable) relocation agreements prior to enrolling in training courses;

(6) Review and approve Form SF-182 in accordance with degree plans, ensure they are annotated Academic Degree Training and include a bureau funding strip. Bureau training officers ensure that funds requested do not exceed any bureau funding limitations and ensure that any financial aid received by the employee, excluding loans, is applied to tuition and fees for the academic degree training program;

(7) Review transcripts or grade reports each semester/term to ensure the employee has successfully completed the minimum course hours and maintained the required GPA prior to approving additional training requests. Bureau training officers do not approve or process any SF-182s for employees who do not meet these requirements. They notify the executive director whenever an employee fails to meet the minimum course completions or GPA requirements so the employee can be terminated from the program;

(8) Maintain program files;

(9) Assist the executive director in evaluating the effectiveness of the program;

(10) Function as the bureau liaison with the academic institutions and FSI External Training; and

(11) Request IDP from employee, if bureau policy requires it.

13 FAH-1 H-873 Supervisors

(CT:FSIH-01; 12-20-2007)
(State Only)
(Applies to Civil Service Employees)

Supervisor:

(1) Approve employee applications for academic degree training.

(2) Counsel employees on the availability and suitability of academic degree training.

(3) Meet with employees in the program to counsel them on their degree plans.

(4) Approve employee absences from regular duty to participate in academic degree training.

(5) Approve changes in employee tours of duty or compressed work schedules when it is in the best interest of the organization.

(6) Approve requests for training (Form SF-182) for each academic degree training program course.

(7) Ensure that employees do not receive overtime, differential or holiday pay or compensatory time for the hours they are in class or for travel time to and from class.

13 FAH-1 H-874 Employees

(CT:FSIH-01; 12-20-2007)
(State Only)
(Applies to Civil Service Employees)

Employees:

(1) Apply for academic degree training as appropriate, including submitting a signed Memorandum of Agreement (see 13 FAH-1 Exhibit H-874 for sample format).

(2) If selected, apply to the academic institution and pay all associated costs with admission (application fees, standardized testing, high school/college transcripts, etc.). Notify the Bureau Training Officer if admitted or not admitted to the college or university.

(3) Request college credit for appropriate FSI courses, FSI external training courses, previously completed college courses, advanced placement credits, CLEP credits and for work experience. Ensure that credited courses and work experience is included in your degree plan.

(4) Discuss degree, semester/term plans with your supervisor.

(5) Submit copies of degree, semester/term, and academic year plans to the Bureau Training Officer. Also submit official copies of transcripts each semester/term prior to registering for additional course work.

(6) Submit requests for training (form SF-182) and training agreements (Form DS-3070, Training Agreement) in sufficient time for regular course registration. Pay all late registration, drop and withdrawal fees. Reimburse the bureau for all costs associated with courses dropped or withdrawn.

(7) Register for, and successfully complete, at least the minimum course load each semester/term.

(8) Document academic degree training in Individual Development Plans (IDP) (Form DS-1922, Individual Development Plan) if your bureau requires IDPs.

(9) Complete course evaluations and return them to the FSI Office of the Registrar within prescribed timeframes.

(10) Attend classes, complete assignments and maximize participation in academic degree training.

(11) Apply for graduation and pay all costs associated with graduation. Provide a final official transcript and a copy of your degree to your Bureau Training Officer.

13 FAH-1 H-875 throUgh H-879 unassigned

 

13 FAH-1 Exhibit H-872
Memorandum format to request approval to implement an academic degree training program

(CT:FSIH-01; 12-20-2007)
(Office of Origin: FSI)

 

DECISION MEMORANDUM

 

TO: FSI - [Director of the Foreign Service Institute]

 

FROM: [Bureau submitting request] - [Name, usually A/S of Bureau]

 

SUBJECT: Request for Approval To Implement an Academic Degree Training Program

 

 

The [NAME OF REQUESTING BUREAU] requests approval to implement an Academic Degree Training Program, in accordance with 13 FAH-1 H-800 and 5 U.S.C. 4107. The following program proposal information is provided.

 

1. The proposed Name of Academic Degree Program will be [e.g., Masters of Social Work]

 

2. [NAME OF PRIMARY POINT OF CONTACT FOR REQUESTING BUREAU] in the [NAME OF OFFICE] will serve as our primary point of contact for the Academic Degree Training Program.

 

3. The proposed Program will be for training relating to a [INDICATE APPLICABLE DEGREE(S) FROM AMONG ASSOCIATES, BACHELORS OR MASTERS] degree. [Note to Drafters: in accompanying justification, you must address why the proposed degree or degrees you indicate here support the Academic Degree Training Program criteria outlined in 5 U.S.C. 4107 on which you are basing your proposal (e.g., accomplishing goals in the Departments Strategic Plan, meeting an identified training need, or solving an identified staffing program). Also, explain the basis for selecting the degree level (e.g., Associates vs. Bachelors vs. Masters). See required attachments.]

 

4. Major field(s) of study to be allowed under this Program will be limited to [list only those degree majors to be included in the proposed Program].

 

5. The following academic institution(s) will be utilized under this Program: [LIST ACADEMIC INSTITUTION(S) AND THEIR ACCREDITING BODY AS BELOW]

Name of Institution Accrediting Body

1. __________________________ _____________________

2. __________________________ _____________________

[etc.]

 

Copy(ies) of the institution(s) degree program(s) attached. [For each institution, the applying bureau must attach a copy of the degree program (required courses, electives, total semester hours, tuition and fees). Please note that the institution must be accredited (reference 5 U.S.C. 4107).]

 

6. The target bureau audience for the Program includes [describe the intended audience in sufficient detail, e.g., Foreign Affairs Officers in the GS-130 series, in grades 9-12, who will . . . ].

 

7. The total number of participants per fiscal year will be limited to [enter total number limit broken down by number of Civil Service and number of Foreign Service participants].

 

8. The estimated annual FY funding requirement for the proposed program is $[ENTER DOLLAR AMOUNT].

 

Upon approval of this proposed program, the [NAME OF BUREAU] agrees to transfer $[ENTER DOLLAR AMOUNT] to the Foreign Service Institute from Bureau Allotment [ENTER ALLOTMENT].

 

9. The following expenses related to the academic training will be included for potential payment/reimbursement under the proposed Program (list all that apply): [eligible expenses can include tuition; travel and per diem; parking fees; materials; books; mileage; mandatory school fees; other, as explained].

 

10. The following dollar limit(s), [IF ANY], will be applicable for expenses related to: [ENTER ANY APPLICABLE, e.g.,:

The Degree: $______ Per Academic Semester/Term: $_____

Per Academic Year: $_____

Per Course: $______]

11. The following payment/funding method will be utilized: [SELECT ONE OF: Bureau-funded SF-182, Request for Training, for each course OR Bureau employee reimbursement upon course completion and submission of DS-1276 (and SF-1164 if applicable) OR Bureau employee reimbursement for TDY and per diem upon submission of travel vouchers].

 

[ENTER REQUESTING BUREAU] agrees to adhere to the policies and procedures specified in the 13 FAM 800, Academic Degree Training, and the 13 FAH-1 H-800, Academic Degree Training Program Handbook. We further agree to keep all records required by 5 CFR 410.308(d) and to submit information on the program to FSI or the Bureau of Human Resources upon request.

 

_____________________________________ _____________

Signature of Assistant Secretary Date

Required Attachments:

 

1. Rationale for Implementing the Program. [Attach a detailed justification for offering this training. Please note the justification must show how the program will meet at least one of the following criteria in 5 U.S.C. 4107:

         Accomplishes goals in the Departments Strategic Plan

         Meets an identified Department training need

         Resolves an identified Department staffing problem]

2. Plan for Marketing and Advertising the Program

3. Employee Application Process

4. Selection Criteria and Plan for Selecting Employees IAW Merit Principles

5. Plan for Evaluating the Effectiveness of the Academic Degree Training Program

 

 

DECISION (to be completed by FSI)

 

The Academic Degree Training Program is _____Approved ____Disapproved

 

__________________________________ ______________________

[Typed name] Date

Director, Foreign Service Institute

 

Comments:

 

 

13 FAH-1 EXHIBIT H-874
MEMORANDUM OF AGREEMENT FORMAT FOR PARTICIPANTS SELECTED FOR AN ACADEMIC DEGREE TRAINING PROGRAM

(CT:FSIH-01; 12-20-2007)
(Office of Origin: FSI)

 

MEMORANDUM OF AGREEMENT

 

TO: [Office acronym and name of employees bureau executive director or designee]

 

SUBJECT: Employee Agreement to Participate in Academic Degree Program

 

 

I, [Enter name of employee] agree to the following terms of my participation in the [enter title of applicable Academic Degree Program] and my related enrollment in [Enter name of academic institution, i.e. college or university, employee will be attending as part of the Academic Degree Program] to pursue a [Enter applicable degree, e.g., Associates, Bachelors or Masters] degree in [enter major field of study applicable under the Academic Degree Program]:

 

1.       Academic Degree Training Programs in the Department of State are planned, systemic, and coordinated employee development programs linked to accomplishing goals in the Departments strategic plan, meeting an identified training need, or resolving an identified agency staffing problem.

 

2.       I understand I must be in a pay and duty status to participate and remain in the program unless a written waiver from being in a pay status is received from the Director General. I also understand that I must remain a full-time permanent CS, FS Generalist or FS Specialist employee for the duration of the program.

 

3.       I understand that unless I am assigned exclusively to academic degree training through the Bureau of Human Resources long-term training program, I will report to work in my assigned position/bureau during duty hours except for hours spent in academic degree training courses during duty hours.

 

4.       College Admission: I agree to apply to a college or university approved for the academic degree training program and to pay all costs associated with admission.

 

5.       Degree Plan: I agree to follow my approved degree plan and to provide copies to my supervisor and bureau training officer.

 

6.       Requests for Training: I agree to submit Form SF-182, Authorization, Agreement and Certification of Training, and Form DS-3070, Training Agreement, for each course to FSI External Training through my Bureau Training Officer. I understand that I am responsible for paying all late registration, course withdrawal and drop fees.

 

7.       Minimum Course Loads: I agree to enroll in and successfully complete (check one)

 

___ Full-Time Student: A minimum of 12 semester hours or equivalent each fall and spring semester until I receive my degree

___ Part-Time Student: A minimum of 6 semester hours or equivalent each fall and spring semester until I receive my degree

 

I understand that if I do not enroll in, and successfully complete, the required course loads each semester/term, I will be removed from the program.

 

8.       Minimum Grade Point Average: I agree to maintain the following minimum GPA each semester/term (check one)

 

___ Undergraduate: 2.5 (C+) on a 4.0 scale

___ Graduate: 3.0 (B) on a 4.0 scale

 

9.       I also agree to provide a copy (at my expense) of a transcript or official grade report each semester/term and upon graduation to my Bureau Training Officer. I understand that if I do not maintain the minimum GPA each semester/term, I will be removed from the program. I also understand that I will be responsible for paying (and/or repaying to the Department of State if monies were advanced or training pre-funded) costs associated with courses for which I receive a failing grade or do not meet the minimum GPA.

 

10.    College Credit: I agree to request college credit for completed FSI courses, college courses previously completed, work experience, CLEP and advanced placement and to apply credit received toward my degree program as permitted by the college or university.

 

11.    Reimbursement: I agree to submit requests for reimbursement for eligible expenses (up to any limits established by the bureau), through my bureau executive office, in accordance with policies and procedures in 13 FAM 800 and 13 FAH-1 H-800, or stated in any other applicable Department policies.

 

12.    Financial Aid: I agree to inform my Bureau Training Officer of any financial aid received and understand that any aid such as grants, scholarships will be used toward tuition and fees. This does not apply to loans.

 

13.    Continued Service and Relocation Agreements: I agree to fulfill the terms and conditions of Continued Service/Relocation Agreements, if applicable. I understand that if I do not fulfill the terms and conditions that I will be required to reimburse the Department of State.

 

14.    Taxes: I understand that I am responsible for paying all Federal, state, or local taxes, if applicable.

 

15.    Graduation: I agree to apply for graduation and to pay all costs associated with graduation. I also agree to provide a copy of my degree to my bureau training officer.

 

 

_____________________________________ __________________

Employee Signature Date

 

[Printed/typed name of Employee]

[Office -- spelled out]

[Bureau - spelled out]

[Position Title & job series/skill code]

[Grade, e.g., GS-13, FP-03, etc.]

 

cc: Bureau Training Officer

FSI External Training (FSI/EX/REG)