2018 UNIT CO TRAINING GUIDANCE. 23 March 2018 Version 2.0

Transcription

1 2018 UNIT CO TRAINING GUIDANCE 23 March 2018 Version 2.0

2 2018 Unit CO Training Guidance Version 2.0 March 23, 2018 This document is provided as a reference for units regarding the 2018 summer training season. It is essential that COs and unit Training Officers become familiar with the entire document. The references below are found on the Training tab of Homeport ( or in the Magellan Library (Magellan Procedures). General training guidelines for all trainings are contained in reference (a). NHQ is sensitive to parents, volunteers, and cadets who are looking to plan summer vacations. The federal budget cycle and Uniform Grant requirements can slow the posting of training dates, but we are working as fast as possible to get our trainings posted. Cadets and parents may view the list of currently approved events at Version 2.0 of this document updates information about our 2018 federal grant, training deposit amounts, and refunds for deposits made at higher levels. S. K. BUNTING A. KAER Training Director Grant Director Ref: (a) NSCC Training and Operations Manual (b) NSCC Administration Manual (c) Create a Unit Invoice for training deposits (d) Create a Training Event (e) Create a Funding Request Encl: (1) USCG ALCOAST Message (2) Acknowledgment of Training Deposit Refund

3 Table of Contents 1. NEW FOR FEDERAL FUNDING TRAINING GUIDANCE FINDING AND APPLYING FOR TRAINING VIA MAGELLAN REGISTERING A CADET FOR TRAINING CADET REMINDERS APPROVED ORDERS CANCELLATION OF ORDERS CADET AND PARENT RESPONSIBILITIES LOCALLY-ARRANGED TRAINING MILITARY ACADEMY SUMMER SEMINARS/STEM GENERAL ADMINISTRATION SERVICE RECORD ADMINISTRATION UNIFORMS TRAINING CANCELLATION NON-REFUNDABLE AIR FARE REFUNDING CADET DEPOSITS MEDICAL INFORMATION INCENTIVE PROGRAMS THREE FOR FREE ESCORT ALLOWANCES U.S. COAST GUARD AUXILIARY SPONSORED SMALL BOAT/SAFE BOATING CLASSES

4 1. New for a) NHQ has implemented a new strategy to better manage grant funds. Historical training attendance and current enrollment data were used to determine a proportional and fair allocation for each NHQ Representative s field area. The goal of each NHQ Rep is to efficiently utilize their allocated grant funding to provide quality trainings throughout their geographic AORs. b) The first allocation of grant funds to the NHQ Reps will fund NSCC Recruit Trainings, NLCC Basic Orientations and POLAs. If we receive additional funding, those disbursements will fund advanced trainings, OPDs, and locally-arranged trainings. NHQ will approve trainings as quickly as possible and then post them to the public website for cadets and parents to view. In addition to viewing the training list ( a training map is now available on Homeport ( This Google-based map will display the locations of approved events/evolutions. A sort function is available to display trainings by subject as well. c) [UPDATED] Training Deposits for 2018 trainings are as follows: 14 Day training $100 9 Day training $ Day training $50 Cadets who paid a higher deposit will be issued a partial refund from the COTC. COTCs will send payment to the Unit CO, who shall provide an acknowledgment of receipt back to the COTC. See paragraph 4.5 for details. d) PT-Shirts and Shorts are now Sea Bag Items. Each cadet will maintain two (2) yellow or gold colored T-Shirts and one (1) pair of navy blue PT Shorts for use at all summer training events. See paragraph 4.2 for details. e) COTCs are the approval authority for all training orders. Most COTCs will grant final approval for billets on a first-come, first-served basis, and only upon receipt of cashier s check/money order, NSCTNG 001, invoice, and any other required paperwork. Always be sure to review info packets or Welcome Aboard letters for training-specific requirements. f) IAW the Awards Manual, COTCs is the approval authority for all training appurtenances associated with the training, as well as Escort Officer Ribbons, Staff Cadet Ribbons, Citation Ribbons (for honor graduates) and Unit Commendation Ribbons (for RT and NLCC Orientation Honor Company/Division). Ribbon Awards for special circumstances are to be forwarded to the respective NHQ Representative for processing and approval. 1) Upon finalizing the attendance roster, these awards will automatically post to the individuals Magellan Record Book (MRB). 2) Manual posting by the unit to the MRB is not required. 2

5 g) Adults wishing to be a COTC must meet the prerequisites as outlined in Chapter 5 of the Training and Operations Manual (TOM): Completion of OMSG, OPD 101, OPD 201, Darkness to Light s Stewards of Children (D2L) (within the last 365 days), acknowledgement of the Volunteer Code of Conduct (within the last 365 days), and completion of at least one year in the NSCC. COTCs should check the completion date for D2L posted to their Magellan Record Book. A certificate expiring prior to the start date or during the training event will prevent the COTC from accessing the event even if their enrollment has not expired. The approval authority is the NHQ Representative with the HQ Training Director as the final approving authority. h) Prospective Escort Officers must meet the prerequisites as outlined in Chapter 5 of the TOM: Completion of OMSG, OPD 101, D2L (within the last 365 days) and acknowledgement the Volunteer Code of Conduct (within the last 365 days). 2. [UPDATED] Federal Funding NHQ will receive federal funding in support of this year s training cycle. On 23MAR18, it was announced that our grant of $1.7M will be supplemented with a congressional plus-up of $5M. As a result, NHQ is reducing cadet deposits to $50 for 5-7 days, $75 for 9 days, and $100 for two weeks. In addition, the outbound International Exchange Program will take place this year, and NHQ will be able to support locally-arranged training, Officer Professional Development (OPD) courses, and service academy programs. The Uniform Grant Guidance (UGG) Procurement Policy will apply to all COTCs, unit commanders and/or unit officers in receipt of federal grant funds to support national training, locally arranged training, and unit activities. Cadets who paid a higher deposit will be issued a partial refund from the COTC. COTCs will send payment to the Unit CO, who shall provide an acknowledgment of receipt back to the COTC. See Section 4.7 for details. 3. Training Guidance 3.1. Finding and Applying for training via Magellan Training events approved by HQ will be available for units, cadets, and parents to view via the Magellan public training website: Events are sortable by state and training type (NSCC Recruit Training can be found under Navy Shore). Specific details about each training are available from this site. Cadet/Parents may then notify the Unit CO of their choices for training and submit the appropriate paperwork and payment. The unit CO or UDAU then registers the cadet for the desired training Registering a Cadet for Training 1) Go to Training Sign-Up and search training opportunities by event type or state. 2) From the trainings listed, identify the desired training and click Select. A roster of the unit s cadets will appear. 3) Magellan will automatically screen enrollment eligibility, including minimum age and rate requirements, as determined by reference (a) or the COTC. a) If all requirements have been met, a Register link is available. The unit may proceed with registering the cadet. 3

6 b) If one or more requirements have not been met, Magellan will display, Does not meet minimum requirements. NOTE: ALL requirements must be met--- No Exceptions. 4) Remember, a registration is only a request! The request is automatically sent to the COTC. 5) COTC confirms registration; remember, a Confirmed billet is not finalized! 6) Unit collects NSCTNG 001 and other required paperwork, and forwards via the method specified by the COTC (mailing or uploading to Magellan). Do not documents which contain personally identifiable information. 7) Unit collects training fee from cadet and creates an invoice in Magellan showing the cadet s name and the relevant training. This invoice must accompany payment to the COTC. 8) Training deposit fees, in the form of cashier s check or money order, are forwarded with the Magellan invoice to the COTC by mail. a) If parents mail paperwork or payment directly to the COTC, the unit is still responsible for screening for completeness. COTCs will not Approve cadets until all paperwork and payment have been received. b) If the COTC is utilizing an online payment method, the unit is still responsible for submitting the Unit Invoice. 9) Upon receipt of paperwork and fees, the COTC will record the payment in Magellan, which automatically Approves and finalizes the cadet s orders. 10) An will be sent to the address on file for the parent and the unit rep who registered the cadet. 11) A Print Orders link will appear at the unit level on the Training Sign-Up page. a) Batch orders can be printed via a report Training Course Orders-Multiple. Select Reports from the menu and then select Unit Level. b) Reminder: Magellan will automatically screen and not permit the registration of cadets who do not meet minimum requirements to attend the training. There will be no exceptions. Please ensure the MRB is up to date Cadet Reminders 1) All training orders are subject to COTC approval. 2) Cadets are not authorized to participate in training without orders in-hand. 3) The COTC will not approve registration without fees and all required paperwork. Check the Details section of the listing in Magellan or the training s Welcome Aboard Letter for any special paperwork requirements Approved Orders Once the orders are printed, the unit CO is responsible for signing the orders. At the time of the signing, a final screening by the CO is required to determine if the cadet is mentally, medically, and physically capable of attending the training 4

7 3.5. Cancellation of Orders The unit CO must contact the COTC prior to the start of the training. Training deposits are non-refundable Cadet and Parent Responsibilities Following registration for training, it is the responsibility of the parent and cadet to keep the unit CO informed of changes to the cadet s profile information ( , address, phone, emergency contact, etc.), and any change in mental, medical, or physical status. Unit CO s are charged with screening the medical status of the cadet, no more than 30 days prior to the start of each training. If there have been no changes since the last screening, a parent/guardian may update the Report of Medical History by printing NO CHANGES and signing and dating underneath the original signature block. The responsibility remains with the cadet and parent to ensure the unit CO is advised of changes in status between the time of the screening and actual departure for training Locally Arranged Training Reference (a) provides guidance for locally arranged Coast Guard training and Recruiting Station Duty for advancement purposes. To count for cadet/adult advancement purposes, all other locally arranged training must be at least five days in length and endorsed by the cognizant NHQ Representative with final approval by the Training Director. All trainings are to be managed in Magellan. Currently, federal funding is not available for local training. If it becomes available, local COTCs seeking federal funding should use the same procedures for creating a nationally advertised training (reference (d) and (e)). If no funding is required, the funding request is created at zero dollars and submitted to NHQ. As a general guideline, the cadet deposit for trainings of 2-3 days should be $35 to $45. Tours, recreational events, etc. do not meet the criteria for expenditure of federal funds. Units conducting local training scheduled over several succeeding weekends requiring funding support must obtain the endorsement of the NHQ Representative with final approval by the Training and Grant Directors. These trainings are also to be managed by Magellan Military Academy Summer Seminars/STEM ) Applications are now being accepted. 2) For information regarding applying, go to 3) If additional federal funds become available, NHQ will reimburse the cost of the seminar fee, minus the one-week training deposit fee. Travel costs will not be reimbursed. 4) Advancement credit for those attending is authorized. 5) Manual entry to the Magellan Record Book is required by the unit upon successful completion. The training codes are: RY: Navy Shore, USNA Summer Seminar (NASS) GY: Coast Guard, USCG Academy Introduction Mission (AIM) NW: USMA (West Point), Summer Leaders Experience (SLE) RF: Navy Shore, USNA Sports Camps RS: Navy Shore, USNA STEM 6) Questions regarding the above are to be directed to training@seacadets.org 5

8 4. General Administration 4.1. Service Record Administration See Section of reference (b) for information on service record administration. An original, signed copy of the NSCTNG 001 Request for Training Authority must be included with the NSCTNG 005 Training Authority; the NSCTNG 001 includes parent signatures, and should be thought of as a permission slip for the cadet s training. Commanding Officers must endorse the NSCTNG 005 prior to releasing a cadet for training, attesting to the cadet s physical and mental fitness Uniforms While it is expected that all NSCC personnel have transitioned to the NWU, it is conceivable that some units have not done so for economic reasons. Unit commanding officers are expected to make every effort to ensure their cadets have the proper uniforms for training. However, COTCs may not dictate a specific working uniform; COTCs shall accept cadets that have been outfitted with CUU/BDUs by their home unit. The federal grant does not permit the purchase of uniforms, including PT or souvenir shirts, by training COTCs. As such, all cadets are required to report to each training with two (2) yellow/gold PT shirts and one (1) pair of navy blue PT shorts. PT gear is now considered part of the standard sea bag. A new USNSCC Physical Training Uniform (PTU) will be incorporated into the Uniform Regulations. For units and cadets that wish to obtain the PTU immediately, they may do so now at Vanguardmil.com. The PTU will become mandatory wear for all cadets on September 1, The SKU numbers for the PTU Shirt are and for the PTU Shorts are Units are highly encouraged to establish a wholesale account with Vanguard to receive reduced prices Training Cancellation & Termination All training events and evolutions are subject to last-minute cancellation, and all hands need to plan accordingly. Because trainings are generally run on board military bases and stations, security postures and berthing availability can change without notice. Cadets who are terminated from training may not remain aboard the training site. Parents/guardians or an emergency contact must be available to pick up cadets in case a training is cancelled, or a cadet is terminated Non-Refundable Airfare Parents are advised not to purchase non-refundable airline/train/bus tickets. Training evolutions are dependent upon escort availability, host site accommodations, and training site security measures in effect at the time of training. Changes to nonrefundable tickets can incur a significant penalty. Neither NHQ nor COTCs will reimburse for these penalties, regardless of the reason [UPDATED] Refunding Cadet Deposits Because of the increased grant funding for 2018, cadet deposits are being reduced to $50 for one week, $75 for nine days, and $100 for two weeks. COTCs who have submitted funding requests at a higher level will be asked to re-submit their requests at the new deposit level. 6

9 COTCs who have collected deposits at a higher level should immediately refund the excess amount to each cadet s respective unit and record the refund in the Registration Payments tab of the training s landing page on Magellan. The reason for the refund should be recorded as NHQ deposit reduction. Local Commanding Officers will be responsible for depositing the check in the unit account, or for returning the refund to the original payer (parent or sponsoring organization). Unit COs shall sign an acknowledgment of receipt, or collect a signed acknowledgment of receipt from the original payer. The Unit CO will send the completed form back to the COTC. COTCs shall collect these forms from Unit COs and submit them with their audit. The Acknowledgment of Training Deposit Refund form is attached as enclosure (2) Medical Information 1) Screening. Unit COs must ensure that appropriate pre-training medical screening is completed per reference (a) and (b) and shall attest to this screening by endorsing the NSCTNG 005 Training Authority. 2) Insurance. NHQ Insurance does not cover pre-existing illnesses or injuries. See Information Letter for more information on the NSCC s excess health insurance policy. 3) Vaccinations. The NSCC requires all potential cadets to be vaccinated against polio, measles, mumps, rubella, hepatitis B, pertussis, tetanus, diphtheria and meningitis. In order to minimize the risk of transmitting communicable diseases within the tight, shared living conditions at most USNSCC training evolutions, and in light of the possible presence of immunocompromised individuals enrolled pursuant to an approved Americans with Disabilities Act accommodation, the USNSCC will not grant waivers to this policy. 4) Updated Medical History. In order to ensure complete and up-to-date medical records arrive with each cadet in their service jacket, unit COs must collect an updated NSCADM001 (page 3/4) Report of Medical History within 30 days of the start of each training (see chapter 1 of the 2017 Admin Manual). In a pinch, and where there have been no changes to medical history, parents/guardians may sign and date the bottom of the NSCADM 001 (page 3/4) again, indicating no changes. 5) Updated Medical Exams. The 2017 Admin Manual requires that each cadet receive an annual physical, reported on form NSCADM001 (page 5/6) Report of Medical Exam. All cadets will be expected to present an updated Report of Medical Exam (from the previous 12 months) at check-in. 6) Medications at Training. Any cadet who is bringing medications must submit an NSCADM 001 (page 7/8) Medical History Supplemental to the COTC with their NSCTNG 001 Request for Training Authority. If a cadet is bringing over-the-counter medications, the form need only be signed by a parent/guardian and unit CO. If a cadet is bringing any prescription medication, the form must be signed by parent/guardian, unit CO, and the prescribing clinician. A new NSCADM 001 (page 7/8) must be submitted for each training. COTCs are not obligated to accept medications at training if they lack the resources to safely store or administer the medications. At least two adults shall be present to witness the dispensation and use of all medications. Consult your NHQ Rep if you have questions or concerns about a medication. 7

10 7) Accommodations. Any new or active NSCADM 001 (page 9/10) Accommodation Agreements must be forwarded, reviewed, and accepted by the COTC prior to the cadet s registration being approved in Magellan. COTCs shall reasonably accommodate disabilities based upon staff limitations and facility restrictions. 5. Incentive Programs 5.1. Three for Free The program rewards cadets who actively strive to increase cadet enrollment in their unit and program wide. This program is managed via Magellan using the Three for Free Credits menu option. a. Unit COs record the name of the cadet or adult recruited b. Once the unit has recorded a combination of 3 cadets/adults, the cadet earns one (1) credit for a free training. c. COTCs determine the number of free trainings they will accept per training. d. After registering the cadet for a training, and during the creation of an invoice, a check box appears to select Three for Free. Upon selecting save, the cadet is automatically registered for the training. e. COTC confirms and approves the orders Escort Allowances All training Escort Officers (Officers, Instructors, and Midshipmen, and Auxiliarists) are eligible for the allowance provided they attend the training for at least one full training day, are enrolled in the USNSCC, and are under orders for that specific training. Mileage reimbursed shall not exceed the mileage computation using commercially available mapping programs (Google Maps, MapQuest). Mileage shall be paid at $0.50 per mile. Other methods of travel (air, train, bus, etc.) shall be reimbursed at the actual cost, or at $0.50 per mile, whichever is greater. No escort allowance may exceed $ Reimbursement for fuel is not permitted, except in the case of vehicles rented in support of the training. See enclosure (4) NSCC Travel Policy for more information U.S. Coast Guard Auxiliary sponsored Small Boat/Safe Boating Classes These classes are not for individual cadets, but for units who wish to take the course as a training event. Sponsored by the USCG Auxiliary, these courses are offered nationwide in the interest of boating safety. Interested units, can contact the local Auxiliary Flotilla for opportunities. Magellan is to be used to create a Local Training. 8

11 ALCOAST 067/18 - FEB SUMMER TRAINING FOR NAVAL SEA CADETS R FEB 18 FM COMDT COGARD WASHINGTON DC//CG-092// TO ALCOAST UNCLAS //N05726// ALCOAST 067/18 COMDTNOTE 5726 SUBJ: 2018 SUMMER TRAINING FOR NAVAL SEA CADETS 1. The Naval Sea Cadet Corps (NSCC) is developing its 2018 catalog of Navy and Coast Guard summer training opportunities. NSCC requests information on the number of Coast Guard billets, locations, and types of training available for the summer months. The catalog of available billets will be sent to all cadet units for their consideration. 2. NSCC, headquartered in Arlington, Virginia, is the primary youth program the Coast Guard supports. NSCC is a congressionally-chartered volunteer youth group for young adults aged 13 through 17. NSCC fosters good citizenship and an interest and appreciation of our nation's maritime services. Cadets use the same texts, classrooms, training aids, and examinations given to Navy personnel. The NSCC is sponsored by the Navy League of the United States with Navy Support and Assistance to Youth Groups, OPNAVINST D assigning Navy Recruiting Command as program manager. 3. NSCC is seeking one- to two-week on-the-job training opportunities for cadets with Coast Guard units afloat and ashore. Shipboard billets for female cadets must be accommodated without requirement for female NSCC escort officers. 4. I request commanding officers and officers in charge consider supporting this great opportunity to enhance the lives and development of our young Americans. If you can support, please provide a description of billet opportunities, including available dates and number and gender of cadets who can be accommodated, to NSCC at the POC below by 27 April If additional training opportunities arise after this date, please notify the POC as NSCC will continually update its list. 5. NSCC POC is Mr. Stephen Bunting at (703) or sbunting@seacadets.org. 6. RADM Peter W. Gautier, Director, Governmental and Public Affairs, sends. 7. Internet release authorized. Enclosure (1) 9

12 ACKNOWLEDGMENT OF TRAINGING DEPOSIT REFUND COTCs: 1. Training deposits are being reduced this year due to the award of additional grant funds: $50 for one week, $75 for nine days, and $100 for two weeks. 2. COTCs who collected deposits higher than $50/$75/$100 shall refund the difference to the registered cadets respective Unit COs immediately. 3. COTCs shall record refunds in the Registration Payment tab of their training s Magellan landing page, with the reason NHQ deposit reduction. 4. COTCs shall issue the appropriate refund to the Unit CO for each cadet who overpaid. 5. COTCs shall collect an acknowledgment of receipt (this form) from each original payer. 6. COTCs shall submit these acknowledgments to NHQ with their final audit. UNIT COs: 1. If the unit paid the cadet s training deposit, the Unit CO shall sign this form. or 2. If payment was from any source other than the unit, the Unit CO shall deposit and then issue the refund to the original payer (parent, guardian, sponsor), and then obtain the signature of the original payer on this form. 3. Unit CO shall mail, scan, or fax the completed form back to the COTC who issued the refund. Acknowledgement By signing below, I acknowledge that I, the original payer, have received a partial refund of the training deposit paid for the training described below in the amount listed. Cadet Name Training Code Original Amount Paid Refund Amount Received Original Payer Name Relationship to Cadet [CO, parent, guardian, sponsor] Original Payer Signature Date Enclosure (2) 10