ACQUISITION, TECHNOLOGY AND LOGISTICS THE UNDER SECRETARY OF DEFENSE 3010 DEFENSE PENTAGON WASHINGTON, DC 20301-3010 August 1, 2013 Incorporating Change 1, effective January 24, 2014 MEMORANDUM FOR SECRETARIES OF THE MILITARY DEPARTMENTS CHAIRMAN OF THE JOINT CHIEFS OF STAFF UNDER SECRETARIES OF DEFENSE DEPUTY CHIEF MANAGEMENT OFFICER DIRECTOR, COST ASSESSMENT AND PROGRAM EVALUATION DIRECTOR, OPERATIONAL TEST AND EVALUATION GENERAL COUNSEL OF THE DEPARTMENT OF DEFENSE INSPECTOR GENERAL OF THE DEPARTMENT OF DEFENSE ASSISTANT SECRETARIES OF DEFENSE DEPARTMENT OF DEFENSE CHIEF INFORMATION OFFICER ASSISTANTS TO THE SECRETARY OF DEFENSE DIRECTOR, ADMINISTRATION AND MANAGEMENT DIRECTOR, NET ASSESSMENT DIRECTORS OF THE DEFENSE AGENCIES DIRECTORS OF THE DoD FIELD ACTIVITIES SUBJECT: Directive-type Memorandum (DTM) 13-007 Science, Mathematics, and Research for Transformation (SMART) Defense Education Program References: See Attachment 1 Purpose. This DTM: In accordance with the authority in DoD Directive (DoDD) 5134.01 (Reference (a)), this DTM implements the provisions of section 2192a of Title 10, United States Code (U.S.C.) (Reference (b)), consistent with References (c) through (m), to establish policy, assign responsibilities, and prescribe procedures for executing the SMART Defense Education Program, referred to in this DTM as the SMART Scholarship Program (SSP). This DTM is effective August 1, 2013; it must be converted to a new DoD instruction. This DTM will expire effective February 1, 2014 2015. Applicability. This DTM applies to OSD, the Military Departments, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field
Activities, and all other organizational entities within the Department of Defense (referred to collectively in this DTM as the DoD Components ). Definitions. See Glossary. Policy. It is DoD policy to carry out a program, pursuant to Reference (b), to provide financial assistance through the award of scholarships or fellowships to eligible persons who are citizens of the United States, who are pursuing associate degrees, undergraduate degrees, or advanced degrees in science, mathematics, engineering, and technology (STEM) skills that are critical to the national security functions of the DoD and that are needed in the DoD workforce, and who enter into a service agreement with the DoD. The SSP is subject to availability of funds. Responsibilities. See Attachment 2. Procedures. See Attachment 3. Information Collection Requirements. The SSP information collection in the SMART Information Management System (SIMS), referred to in section 3 of Attachment 2 of this DTM, has been assigned Office of Management and Budget control number 0704-0466 in accordance with the procedures in DTM 12-004 (Reference (c)) and DoD 8910.1-M (Reference (d)). Releasability. Unlimited. This DTM is approved for public release and is available on the DoD Issuances Website at http://www.dtic.mil/whs/directives. Attachments: As stated Frank Kendall Under Secretary of Defense for Acquisition, Technology, and Logistics Change 1, 01/24/2014 2
ATTACHMENT 1 REFERENCES (a) DoD Directive 5134.01, Under Secretary of Defense for Acquisition, Technology, and Logistics (USD(AT&L)), December 9, 2005, as amended (b) Section 2192a of Title 10, United States Code (c) Directive-type Memorandum 12-004, DoD Internal Information Collections, April 24, 2012, as amended (d) DoD 8910.1-M, Department of Defense Procedures for Management of Information Requirements, June 30, 1998 (e) DoD Directive 5134.3, Director of Defense Research and Engineering (DDR&E), (f) November 3, 2003 Acting Under Secretary of Defense for Acquisition, Technology, and Logistics Memorandum, Science, Technology, Mathematics, and Engineering Education Delegation of Authority to Director, Defense Research and Engineering (DDR&E), October 12, 2010 (g) DoD Directive 5124.02, Under Secretary of Defense for Personnel and Readiness (USD(P&R)), June 23, 2008 (h) Under Secretary for Defense for Acquisition Technology and Logistics and the Under Secretary for Defense for Personnel and Readiness Memorandum, Implementation of Expedited Hiring Authority for Select Defense Acquisition Workforce Positions, August 28, 2010 (i) DoD 7000.14-R, Department of Defense Financial Management Regulations (FMRs), Volumes 1-15, date varies per volume (j) DoD 5200.2-R, Department of Defense Personnel Security Program, January 1987, as amended (k) Section 523 of Title 11, United States Code (l) Section 4303 of Title 5, United States Code (m) Section 1001 of Title 20, United States Code Change 1, 01/24/2014 3 Attachment 1
ATTACHMENT 2 RESPONSIBILITIES 1. UNDER SECRETARY OF DEFENSE FOR ACQUISITION, TECHNOLOGY, AND LOGISTICS (USD(AT&L)). Under the authority in Reference (a), the USD(AT&L) establishes policies and supporting guidance to carry out the SSP in accordance with Reference (b). 2. ASSISTANT SECRETARY OF DEFENSE FOR RESEARCH AND ENGINEERING (ASD(R&E)). Under the authority, direction, and control of the USD(AT&L) and in accordance with Reference (b), DoDD 5134.3 (Reference (e)), and the Acting USD(AT&L) Memorandum (Reference (f)), the ASD(R&E): a. Provides guidance and oversight for the SSP. b. Works with the Under Secretary of Defense (Comptroller)/Chief Financial Officer, Department of Defense (USD(C)/CFO) to develop an annual budget recommendation to administer the SSP and to provide academic scholarships and fellowships (referred to in this DTM as scholarships ). c. Works with the USD(C)/CFO to make funding available to the DoD Components to execute SSP. d. Evaluates the performance and results of the SSP, including policy compliance and the effectiveness and efficiency of the program, and recommends improvements. e. Funds the SIMS database for operations, analysis of the SSP s performance, and collection and maintenance of information by the DoD Component heads in accordance with References (c) and (d). f. Coordinates the providing of financial assistance through the SSP with the providing of DoD financial assistance under other authorities in order to maximize the benefits derived by the DoD from all such authorities. g. Serves on DoD boards, committees, and other groups pertaining to the SSP. h. Determines, by adding to or removing from the list in section 2 of Attachment 3 of this DTM, which skills and disciplines are critical to the national security functions of DoD and are needed in the DoD workforce, in accordance with Reference (b). i. Determines the period of obligated service for a recipient of financial assistance in accordance with Reference (b), to the extent that period differs from the period specified in section 4 of Attachment 3 of this DTM. Change 1, 01/24/2014 4 Attachment 2
SSP. j. Provides procedural guidance for use by the DoD Component heads in executing the 3. UNDER SECRETARY OF DEFENSE FOR PERSONNEL AND READINESS (USD(P&R)). In accordance with Reference (b), DoDD 5124.02 (Reference (g)), and the USD(AT&L) and the USD(P&R) Memorandum (Reference (h)), the USD(P&R) establishes policies and procedures in support of the SSP, including recruiting, education, and hiring. 4. DoD COMPONENT HEADS PARTICIPATING IN THE SSP. The DoD Component heads participating in the SSP: a. Execute the SSP and ensure compliance with Reference (b) and with all SSP policies and procedures, including those governing application, selection, award, orientation, degree pursuit, internship and mentoring, graduation and hiring, and debt collection. b. Designate an office of primary responsibility for administering the DoD SSP within the DoD Component. c. Distribute SSP funding and ensure appropriate accounting principles are practiced in accordance with Volume 5, chapter 28 of DoD 7000.14-R (Reference (i)). Disbursement of these funds to the SMART Scholarship Program Participant (SSPP) may be paid directly to the SSPP or to an administering entity pursuant to a contract for disbursement of the funds, at the Component head s discretion. d. Develop selection processes to ensure that financial assistance is provided only in skills and disciplines that are critical to the national security functions of the DoD and that are needed in the DoD workforce, in accordance with Reference (b). e. Determine the amount of financial assistance to be provided to an SSPP. This will be the amount determined necessary to pay all educational expenses incurred by that SSPP, including tuition, fees, cost of books, laboratory expenses, equipment expenses, and expenses of room and board. f. Coordinate processing and maintenance of all security clearances in accordance with DoD 5200.2-R (Reference (j)). g. Determine whether an SSPP has defaulted on his or her SSP agreement as described in Attachment 3 of this DTM. h. Determine whether an SSPP in default of his or her SSP agreement will be required to make a refund to the United States and the appropriate amount to be refunded. The provisions of section 9 of Attachment 3 of this DTM apply to such cases. Change 1, 01/24/2014 5 Attachment 2
i. In accordance with Reference (b), the DoD Component may, without regard to any provision of Title 5, U.S.C. (Reference (l)), governing appointment of employees to competitive service positions within the DoD, appoint an SSPP to a position in the DoD in the excepted service who has successfully completed the SSP and who, at the time of such appointment, owes a service commitment to the DoD. The DoD Component head may, upon satisfactory completion of 2 years of substantially continuous service by the SSPP, convert the excepted service appointment, without competition, to a career or career conditional appointment. j. Update all SIMS database fields with information in accordance with References (c) and (d). k. Participate in SSP audits and evaluations, recommend process improvements and advise the ASD(R&E) of programmatic issues, including but not limited to policy and oversight concerns. l. Validate STEM skills and disciplines that are critical to the national security functions of the DoD and are needed in the DoD workforce to focus the solicitation of the appropriate applicants. m. Promote the SSP to eligible persons, as defined in the Glossary of this DTM, for scholarships for education in STEM skills and disciplines that are critical to the national security functions of the DoD and needed in the DoD workforce. n. Determine the terms and conditions of SMART Service Agreements for recipients of financial assistance in accordance with Reference (b) and this DTM. Change 1, 01/24/2014 6 Attachment 2
ATTACHMENT 3 PROCEDURES 1. INTRODUCTION. These procedures establish requirements and provide guidance for the oversight and execution of the SSP. They are logically grouped into SMART Application, Selection, Award, Orientation, Degree Pursuit, Internship and Mentoring, and Graduation and Hiring, and Debt Collection. The Office of the USD(AT&L) will develop and distribute additional SSP procedures, as necessary, in accordance with this DTM and Reference (b). 2. APPLICATION. Ensure that a current application is available when the online application portal, http://smart.asee.org/, opens annually in August, that the portal facilitates a question and answer capability that enables a response to applicant questions, and that the application closes in December of each year. Only applicants who are eligible persons pursuing the following skills and disciplines that have been determined to be, and validated as, critical to the national security functions and needed in the DoD workforce should apply. The skills and disciplines on this list may be changed by the ASD(R&E) in accordance with the provisions of paragraph 2h of Attachment 2. a. Aeronautical and astronautical engineering. b. Biological sciences. c. Chemistry and chemical engineering. d. Civil engineering. e. Cognitive, neural, and behavioral sciences. f. Computer and computational sciences. g. Electrical and electronic engineering. h. Geosciences. i. Industrial engineering (technical). j. Information sciences. k. Materials science and engineering. l. Mathematics and statistics. m. Mechanical engineering. Change 1, 01/24/2014 7 Attachment 3
n. Naval architecture and ocean engineering. o. Nuclear engineering. p. Oceanography. q. Operations research (technical). r. Physics. s. Systems engineering (technical). 3. SELECTION. SSPPs are eligible persons who are selected in accordance with Reference (b) based on the STEM skills and disciplines that are critical to the national security functions of the DoD and are needed in the DoD workforce, as determined in accordance with Reference (b) and this DTM. SSPPs will undergo a competitive selection process. 4. AWARDS. SSPP awards: a. Are finalized and communicated to awardees, based on availability of funds, not later than May 1 of each year. b. Result in a SMART Service Agreement with SSPPs that is signed by the SSPP and signed and accepted by the authorized SSP official of the DoD Component and requires that: (1) In order to receive financial assistance through the SSP: (a) In the case of a DoD employee, he or she must continue in the employment of the DoD for the period of obligated service of 1 year for every year of pursuit of a degree covered by financial assistance, unless determined otherwise by the ASD(R&E). (b) In the case of a non-dod employee, he or she must accept and continue DoD employment for the period of obligated service of 1 year for every year of pursuit of a degree covered by financial assistance, unless determined otherwise by the ASD(R&E). (2) The period of obligated service is in addition to any other period for which the recipient is obligated to serve in the civil service of the United States. (3) The SMART Service Agreement must include any terms and conditions that the DoD Component head determines to be necessary to protect the interests of the United States or otherwise appropriate for carrying out the requirements of Reference (b) and this DTM. Change 1, 01/24/2014 8 Attachment 3
c. Will be the amount determined by the DoD Component head as necessary to pay all educational expenses incurred by the SSPP, including tuition, fees, cost of books, laboratory expenses, equipment expenses, and expenses of room and board. d. Will not exceed a maximum scholarship period of 5 years per award. 5. ORIENTATION. All SSPPs will complete Component-specific SSP orientation for detailed information about the SSP and the applicable DoD Component. 6. DEGREE PURSUIT. SSPP academic performance is foundational to maintaining DoD Component capabilities. The DoD Component head: a. Monitors SSPP academic performance. b. Ensures all SSPPs sponsored by the Component provide the required documentation for the academic program for which the SSP scholarship is awarded. c. Discusses, documents, communicates, and addresses performance issues with SSPPs if academic performance is problematic for hiring or the mission of the Component. 7. INTERNSHIP AND MENTORING. Internships and professional mentoring are critical to ensuring that the DoD successfully acquires the STEM skills needed in the workforce. The SSPP is to be acclimated to the DoD Component and receive professional guidance relating to academic pursuits as well as successful assimilation into the workforce. 8. GRADUATION AND HIRING. Upon successful completion of the SMART Service Agreement requirements, including but not limited to verified degree completion and security clearance attainment, the DoD Component heads may hire the SSPPs in accordance with Reference (b) and this DTM. 9. DEBT COLLECTION. The following applies to debts arising pursuant to the provisions of Reference (b): a. If an SSPP, whether employed by the DoD or not, has voluntarily failed to complete the educational program for which financial assistance has been provided, has failed to maintain satisfactory academic progress as determined in accordance with procedures issued by the DoD Component heads with respect to their SSPPs, or before completion of the period of obligated service has voluntarily terminated employment with DoD or has been removed from employment on the basis of misconduct, in the case of a SSPP employed by the DoD, the SSPP is in default of the SMART Service Agreement. The DoD Component head administering the SSP with respect to that participant will determine whether or not that participant must make a Change 1, 01/24/2014 9 Attachment 3
refund in an appropriate amount to the United States in accordance with the provisions of subsection (e) of Reference (b). b. The DoD Component head concerned may also waive, in whole or in part, a refund if a determination is made by the DoD Component head concerned that recovery would be against equity and good conscience or would be contrary to the best interests of the United States. This authority may not be redelegated. c. The obligation to make a refund and to reimburse the United States is for all purposes a debt owed to the United States. d. A discharge in bankruptcy under section 523 of Title 11, U.S.C. (Reference (k)) that is entered less than 5 years after termination of a SMART Service Agreement entered into pursuant to the provisions of Reference (b) does not discharge the person signing such agreement from a debt arising under such agreement or subsection (e) of Reference (b). e. The collection of any refund shall be accomplished in accordance with the procedures established pursuant to the provisions of Reference (i), applicable policies and procedures established by the Defense Finance and Accounting Service, and any applicable debt collection policies and procedures of the DoD Component concerned. Change 1, 01/24/2014 10 Attachment 3
GLOSSARY PART I. ABBREVIATIONS AND ACRONYMS ASD(R&E) Assistant Secretary of Defense for Research and Engineering DoDD DTM DoD Directive Directive-type memorandum SIMS SMART SSP SSPP STEM SMART Information Management System Science, Mathematics, and Research for Transformation SMART Scholarship Program SMART Scholarship Program Participant science, technology, engineering, and mathematics U.S.C. United States Code USD(AT&L) Under Secretary of Defense for Acquisition, Technology, and Logistics USD(C)/CFO Under Secretary of Defense (Comptroller)/Chief Financial Officer, Department of Defense USD(P&R) Under Secretary of Defense for Personnel and Readiness PART II. DEFINITIONS These terms and their definitions are for the purpose of this DTM. disbursement of the funds. Amounts paid by DoD Component heads in accordance with References (b) and (i), by cash or cash equivalent, during the fiscal year to liquidate government obligations related to SMART. eligible persons. Individuals selected through the SMART selection procedures in accordance with Reference (b) and the policy of this DTM who: Are citizens of the United States. Pursue an associate s degree, undergraduate degree, or advanced degree in a STEM skill or discipline, that has been determined to be critical to the national security functions of the DoD and needed in the DoD workforce, at an accredited institution of higher education in accordance with section 1001 of Title 20, U.S.C. (Reference (m)). Enter into the SMART service agreement with the DoD Component. Change 1, 01/24/2014 11 Glossary
financial assistance. The amount of financial aid provided under a scholarship awarded to a person necessary to pay all educational expenses incurred by that person, including tuition, cost of books, laboratory fees, equipment expenses, and room and board. geographically mobile. Willing and able to perform internships and commence employment at any DoD Component Sponsoring Facility. obligated service. The period of service for an SSPP determined by the DoD as being appropriate to obtain adequate service in exchange for financial assistance. This period is specified in section 4 of Attachment 3 of this DTM. satisfactory academic progress. Maintenance of a 3.0 GPA on a 4.0 scale within the criteria defined in the SMART Service Agreement. scholarship. A financial award for full-time study leading to a STEM degree. SMART service agreement. A written agreement to enter into or continue in the employment of the Department of Defense for the period of obligated service for a period determined by ASD(R&E) as being appropriate to obtain adequate service in exchange for the SMART scholarship. Change 1, 01/24/2014 12 Glossary