BY ORDER OF THE COMMANDER TRAVIS AIR FORCE BASE (AMC) TRAVIS AIR FORCE BASE INSTRUCTION 36-108 14 DECEMBER 2017 Personnel SENIOR AIRMAN BELOW THE ZONE PROCEDURES COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at www.e-publishing.af.mil for downloading or ordering. RELEASABILITY: There are no releasability restrictions on this publication. OPR: 60 FSS/FSP (MSgt Kristine M. Gamilla) Supersedes: TRAVISAFBI36-108, 1 May 2003 Certified by: 60 FSS/CC (Lt Colonel Henigin, Naomi Y.) Pages: 18 This instruction implements Air Force Policy Directives (AFPD) 36-25, Military Promotions and Demotion, AFI 36-2502, Enlisted Airman Promotion/Demotion Programs. It provides guidance, procedures, and responsibilities for the 60th Air Mobility Wing (60 AMW), Travis Air Force Base (AFB) Below-the-Zone (BTZ) Central Base Board (CBB) and large units. This instruction contains processes for the selection of board members, identification and selection of BTZ selectees, and eligibility requirements of nominees. It also establishes scoring guidelines and notification procedures. This document applies to all active duty Air Force personnel assigned or attached to Travis AFB. This publication does not apply to Air Force Reserve Command (AFRC) Units. This instruction requires the collection and maintenance of information protected by the Privacy Act of 1974, authorized by Title 10, United States Code (U.S.C.), Section 8013 and Executive Order 9397 Social Security Number (SSN), as amended by Executive Order 13478. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Form 847 from the field through the appropriate functional chain of command. Ensure that all records created as a result of processes prescribed in this publication are maintained IAW Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of IAW Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS).
2 TRAVISAFBI36-108 14 DECEMBER 2017 SUMMARY OF CHANGES This document is revised and must be completely reviewed. Major changes include: Updated Paragraph 3.3.2 and Paragraph 3.3.3 to clarify unit notification, to include the 621st Contingency Response Wing (621 CRW) and updated Paragraphs 5.5.3. 1. Below the-zone (BTZ) Definition. 1.1. The purpose for BTZ promotion is to provide an opportunity for exceptional Airmen First Class (A1C) a one-time consideration to advance to Senior Airman (SrA) 6 months prior to the fully qualified phase point listed in Paragraph 1.1.1 below. Airmen selected for SrA BTZ should be those who have clearly demonstrated the potential for advancement and increased responsibility and are ready to move on to the next higher grade. Airmen to be considered are as follows: 1.1.1. A1Cs must meet the requirements in AFI 36-2502, Table 2.1, when recommended by the promotion authority in writing, and have completed 36 months time-in-service (TIS) and 20 months time-in-grade (TIG), or 28 months TIG, whichever occurs first. 1.1.2. Airmen who were eligible for the previous CBB, but was not considered due to an error must request approval through MPF for supplemental consideration in accordance with AFI 36-2502, Paragraph 2.5. 2. Timelines: Table 2.1. Schedule. Processing Months Selection Month Promotion Months January/February March April - June April/May June July - September July/August September October - December October/November December January - March 3. Responsibilities. 3.1. The 60th Air Mobility Wing Commander is the promotion authority for the CBB. 3.2. 60 AMW/CCCE will: 3.2.1. Coordinate with the Military Personnel Flight (MPF/Enlisted Promotions) to establish a CBB date and time. 3.2.2. Provide access/permissions to the BTZ SharePoint cite for MPF personnel and CBB board members. 3.3. 60th Force Support Squadron (FSS)/FSPD will: 3.3.1. Identify Eligibles. Personnel Systems Management provides an automatic quarterly end of month (EOM) output product to the MPF Career Development section within the first 10 days of the first processing month (i.e., Jan, Apr, Jul, Oct). The roster identifies all A1Cs who meet or exceed the time-in-service (TIS) and time-in-grade (TIG) requirements, regardless of promotion ineligibility conditions (i.e., on the control roster, Primary Air Force Specialty Code (PAFSC) skill level too low, undergoing Article 15
TRAVISAFBI36-108 14 DECEMBER 2017 3 suspended reduction, etc.). The output product produces an MPF alphabetical listing and a three-part unit listing as follows: 3.3.1.1. _Part I. Identifies A1Cs with no quality indicators in their record. 3.3.1.2. _Part II. Lists questionable eligibles (individuals with quality indicators) who may not be qualified for BTZ promotion. 3.3.1.3. _Part III. Lists A1Cs who meet the TIG and TIS requirements, but who cannot be selected due to promotion ineligibility conditions listed in AFI36-2502, Table 1.1. 3.3.2. Establish Quota. Quotas are based on the total TIG and TIS eligible population listed on _Parts I, II, and III of the quarterly BTZ roster. Large units (7 or more eligible) quotas are based on 15 percent of their unit s eligible population. Large units are excluded from the eligible population when calculating the CBB quotas. Large units receive their own quotas and promote at unit level. Distribute CBB quotas based on 15 percent of eligible (TIG and TIS only, regardless of normal ineligibility conditions). Small units (six or less eligibles) are combined into one pool of eligibles to form the CBB population. Quotas are distributed as follows: Table 3.1. Quotas. Eligibles Quota Eligibles Quota 7-9 1 37-43 6 10-16 2 44-49 7 17-23 3 50-56 8 24-29 4 57-63 9 30-36 5 64-69 10 3.3.3. Notify Units. Units are notified via e-mail from MPF Enlisted Promotions organizational box (60FSSFSMPDEnlistedPromotions@us.af.mil) to unit point of contacts (POCs) (Commander, Squadron Superintendent, and First Sergeant) if they are either a large or small unit as soon as possible, but no later than the second week of the first processing month. A sample notification letter to accompany SrA BTZ eligibility listing is provided at Attachment 2. 3.3.3.1. 621 CRW. All CRW Unit BTZ Rosters will be sent via e-mail to unit POCs (Commander, Squadron Superintendent, and First Sergeant) to notify the unit if they are either a large or small unit. West Coast CRW units (321 Air Mobility Operations Squadron (AMOS), 571 Military Support Advisory Squadron (MSAS), 821 Contingency Response Squadron (CRS), 821 Contingency Response Support Squadron (CRSS) & 921 Contingency Response Support (CRS)) will compete with the Travis central base board effective immediately per the mypers field message sent out on 12 Oct 2017. The message can be found at: https://mypers.af.mil/app/answers/detail/a_id/35672. 3.3.4. BTZ eligibility of A1Cs permanently changing station (PCS). Determine the quarter the individual is BTZ eligible and ensure a BTZ selection folder is prepared prior to PCS departure date. This requires the MPF Career Development section to coordinate on AF Form 907, Relocation Preparation Checklist for all A1C s PCSing.
4 TRAVISAFBI36-108 14 DECEMBER 2017 3.3.5. Collect nomination packages, notify board members, provide a recorder, and prepare the electronic selection folders. Squadron commanders or designated representatives assume this responsibility in the large units. 3.4. Units will: 3.4.1. Verify Eligibility. Using the MPF listing, verify the eligibility of each individual to ensure they meet the TIG and TIS requirements for the current quarter. Only verify the TIG and TIS requirements and do not consider normal promotion ineligibility conditions. This will ensure that only those meeting the TIG and TIS requirements are considered and possibly prevent someone from being considered more than once for a SrA BTZ promotion. Remove those names exceeding or not meeting current quarter TIG and TIS requirements and determine if a previous quarter board in fact considered them. Do this by reviewing that quarter s roster if serviced by the current MPF, or contact the previous MPF. For individuals not considered during the quarter in which they met TIG and TIS eligibility, and are recommended by the commander, request supplemental BTZ consideration. 3.4.2. Consider all individuals meeting TIG and TIS requirements, even if they are Temporary Duty (TDY), on leave, or have a report not later than date (RNLTD) on or after the first day of the first processing month (i.e., Jan Apr, Jul, and Oct) for that quarter s selections. All individuals appearing on the eligibility listing must be considered. The commander must review the airman s personnel information file (PIF), discuss the consideration with the supervisor and chain of command, etc., before making a BTZ recommendation. 3.4.3. Notify FSS/FSPD if any quality indicators arise prior to a BTZ selects promotion so the proper course of action can be taken. (see Paragraph 6.3.) 4. Selection Procedures. Ensures the SrA BTZ program is fair, equitable, and provides timely promotion consideration. NOTE: The CBB or commander is not required to use all of the quotas if they feel early promotion is not warranted. 4.1. Large Unit Selection Procedures. Large unit selection procedures will mirror the CBB selection procedures. Once selections are made, large unit commanders will circle the selectee(s) name, date, sign and return the BTZ eligibility listing to the MPF along with the board minutes, no later than the established suspense date (one day prior to the established CBB) via e-mail to Enlisted Promotions organizational box (60FSSFSMPDEnlistedPromotions@us.af.mil). A commander may request to send individuals to the CBB, rather than conducting a squadron board upon wing commander approval. A sample unit memorandum board minutes is provided 4.2. Small Unit Selection Procedures. The unit commander will determine the method for selection of his/her eligible(s) for the CBB (see note below). The commander must review the airman s personnel record, PIF, discuss consideration with the supervisor and chain of command, etc., before making a BTZ consideration. NOTE: Commanders may nominate up to the maximum number of individuals the unit received to send to the Group Superintendent. Also, they must remember that airmen selected for early promotion to SrA should be those who have clearly demonstrated the potential for advancement and increased
TRAVISAFBI36-108 14 DECEMBER 2017 5 responsibility of the next higher grade. There is no requirement to fill your quota just for your unit to be represented. 4.2.1. Small units will submit their BTZ package(s) to their respective Group Superintendent for review by the Group Superintendent s established suspense date. Group Superintendent or designated commander s action group (CAG) will forward all BTZ packages (NOTE: no more than the maximum number of CBB quotas available) and signed BTZ rosters for units within their group via e-mail to the Enlisted Promotions organizational box (60FSSFSMPDEnlistedPromoitons@us.af.mil) by suspense date provided by MPF/Enlisted Promotions. 5. Central Base Board Process. The board will consist of the Installation Command Chief Master Sergeant (CMSgt) (or designated representative) as president, and the Superintendent (or designee) from each group with nominees. A nonvoting recorder will be appointed in the grade of E-4 or higher. This recorder will assist the board by ensuring records are provided, compiling minutes of the board, tabulating results of the board, and ensuring the board complies with directives. All members must act in the best interest of the Air Force and not for any particular group or squadron to determine those airmen that have demonstrated the best potential for early advancement to SrA. 5.1. Board Processing. Board members will be notified via Outlook Calendar invite of their selection to serve. Board members will receive the electronic packages no later than (NLT) the Friday prior to the board convening. This gives each member enough time to review the packages and determine their order-of-merit. The calendar invite will contain the SharePoint link to the electronic BTZ packages along with a score sheet. Board members must return a scanned copy of their signed score sheet NLT noon the day prior to the CBB convening, to MPF/Enlisted Promotions via e-mail to the organizational box (60FSSFSMPDEnlistedPromotions@us.af.mil). Upon receipt, MPF/Enlisted Promotions will compile all scores received from board members onto the final score sheet for the CBB. A sample CBB voting member score sheet and CBB initial tally score sheet/splits is provided in Attachment 5 and Attachment 6. 5.2. Electronic Selection Folders. The selection folder will consist of the nominee s AF Form 1206, Nomination for Award will be a maximum of 15 lines which includes headings (Attachment 4), assignment management system (AMS) single unit retrieval format (SURF), fitness score sheet, and any decoration citations if applicable, and must be submitted as an electronic Adobe binder per BTZ nominee. 5.3. Scoring. Each nominee s leadership qualities, positive representation of the Air Force, and other accomplishments are evaluated based on the facts contained in AF Form 1206, and decoration citation(s) compared with other eligibles. 5.3.1. Board members will use a 6-10 numerical scoring scale to help determine their order-of-merit for the eligible airmen prior to the board convening. The three categories to be scored are Job Performance in Primary Duty, Leadership and Followership, and Whole Airman Concept.
6 TRAVISAFBI36-108 14 DECEMBER 2017 Table 5.1. Numerical Scoring Scale 6-10 Score Potential 10 Absolutely Superior 9.5-9.0 Outstanding / Few Could Be Better 8.5-8.0 Strong / Slightly Above Average 7.5-7.0 Average / Slightly Below Average 6.5-6.0 Well Below Average / Lowest 5.3.2. Selection folders are scored on a best-qualified basis. Board members will ensure that airmen selected to promote are fully qualified to assume the next higher grade. 5.3.3. Board members may not discuss or disclose the opinion of any person not a member of the panel concerning the BTZ nominee s selection folder. 5.4. Significant Disagreements or Split. A "split" is a significant disagreement between BTZ board members about the score of a record. A split is considered a difference in a score of 2 or more points between any two board members (e.g., 6 and 8, or 8 and 10). 5.4.1. The president will lead an open discussion until the board members resolve the split. Only those individuals involved with the split may change their score in the process of resolving a split. A split is resolved when there is a difference in a score of 1.5 or less points between any two panel members (i.e., 6 and 7.5 or 8 and 9.5). 5.5. Establishing the final Cut Line. Following resolution of "split" scores, the recorder will deliver to the board president an order-of-merit list based on the total of the individual scores given by each scoring board member. The recorder will then indicate which airmen have been selected for possible early promotion. 5.5.1. If the preliminary "cut line" falls between two or more Airmen with the same score (called the "gray zone"), the records of all Airmen in the "gray zone" will be discussed and recalculated until the "cut line" falls between airmen having different scores. The recorder establishes a final "cut line" after the board resolves the "gray zone." The board recommends Airmen above the "cut line" to 60 AMW/CC for early promotion to SrA. The board authenticates this list of airmen for the record, which becomes part of the final board report. 5.5.2. Any Airman meeting the board as a supplemental and falls above the cut line will not be counted against the quota, they will be an addition to the quota. NOTE: Airmen meeting the board as a supplemental will not be identified to voting members until after the cut line has been established. 5.5.3. Board report should contain a list of board members, order of merit (identifying total score and select/nonselect status), and cutoff score. This report will also include the Large Unit board selections. The board president will sign the report and obtain approval by the wing commander. A sample final board report is provided in Attachment 7. 6. Selection Announcement. 6.1. Large Units. The squadron commander will announce selectees only after the wing commander has approved the selections from the CBB.
TRAVISAFBI36-108 14 DECEMBER 2017 7 6.2. Small Units. After the Wing Commander has approved the selections from the CBB, the MPF/Enlisted Promotions office will notify the respective Unit Commanders, Squadron Superintendents, and First Sergeant of the CBB results via e-mail. Squadron commander will announce their selectees and non-selectees at the earliest possible time, but prior to the promotion effective date. 6.3. Alternates may be selected in the event a selectee is removed before the effective date. SrA BTZ promotions cannot be placed in withhold. Projected promotions must be removed for any quality indicators listed in AFI 36-2502, Table 1.1. If the first alternate selectee s date of rank (DOR) has already passed, they will receive the original BTZ DOR and effective date of unit commander approval. The MPF will assist the airman in applying for a retroactive promotion effective date according to AFI 36-2502, Paragraph 1.15. JOHN M. KLEIN, JR., Colonel, USAF Commander
8 TRAVISAFBI36-108 14 DECEMBER 2017 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION References AFPD, 36-25, Military Promotion and Demotion, 07 May 2014 AFI 36-2502, Enlisted Airman Promotion/Demotion Programs, 12 December 2014 AFMAN 33-363, Management of Records, 01 March 2008 Adopted Forms AF FORM 847, Recommendation for Change of Publication AF Form 907, Relocation Preparation Checklist AF Form 1206, Nomination for Award Abbreviations and Acronyms A1C Airman First Class AFB Air Force Base AFRC Air Force Reserve Command AFRIMS Air Force Records Information Management System AMOS Air Mobility Operation Squadron AMS Assignment Management System AMW Air Mobility Wing BTZ Below the Zone CAG Commanders Action Group CBB Central Base Board CCCE Command Chief Master Sergeant Executive CMSgt Chief Master Sergeant CRS Contingency Response Squadron CRSS Contingency Response Support Squadron CRW Contingency Response Wing DOR Date of Rank EOM End of Month FSS Force Support Squadron JBMDL Joint Base McGuire-Dix-Lakehurst MILPDS Military Personnel Data System
TRAVISAFBI36-108 14 DECEMBER 2017 9 MPF Military Personnel Flight MSAS Military Support Advisory Squadron NLT Not Later Than OPR Office of Primary Responsibility PAFSC Primary Air Force Specialty Code PCS Permanent Change of Station PIF Personnel Information File POC Point of Contact RDS Records Disposition Schedule RNLTD Report No Later Than Date SrA Senior Airman SSN Social Security Number SURF Single Unit Retrieval Format TAFB Travis Air Force Base TDY Temporary Duty TIG Time in Grade TIS Time in Service U.S.C United States Code
10 TRAVISAFBI36-108 14 DECEMBER 2017 Attachment 2 SAMPLE SRA BTZ TRANSMITTAL MEMORANDUM Table A2.1. SAMPLE SRA BTZ TRANSMITTAL MEMORANDUM MEMORANDUM FOR UNIT/CC FROM: 60 FSS/FSPD SUBJECT: 1st 2nd 3rd 4th Quarter Senior Airman Below-the-Zone (BTZ) Promotion 1. The attached lists identify A1Cs assigned to your organization who are eligible for SrA BTZ this quarter. They have a date of rank (DOR) within 6 months of their normal fully qualified phase (FQP) point for promotion. Your unit has 6 or less eligible (small unit). The Commander may nominate all individuals to the Central Base Board (CBB), if he/she feels all eligibles are exceptionally deserving airmen. The BTZ package will consist of: AF Form 1206, Nomination for Award (may contain no more than 15 bullets including headings), most current Fitness score sheet, AMS consolidated SURF, any decoration citations (if applicable). Please comply with these instructions: circle your nominee s name on the attached listing, rate each nominee if more than one is being submitted (1 = #1 selectee) on the BTZ listing, sign & date BTZ listing, and forward the BTZ listing along with the package(s) to your respective Group Superintendent. Group Superintendent will review package(s) and will forward all BTZ nomination package(s) and signed BTZ listing to the MPF Enlisted Promotions office NLT. The CBB is tentatively scheduled for. Your unit has 7 or more eligibles (large unit) and may select X A1C(s) for promotion IAW the instructions provided. As a large unit, you will be conducting your own BTZ board. Upon completion of the BTZ board, please circle the name(s) of your BTZ selectee(s), sign and date the BTZ listing, and turn in BTZ board minutes along with the signed BTZ listing to the MPF Enlisted Promotions Office NLT to ensure timely update of personnel and pay data. You are not required to use the full quota or make a selection, unless directed to do so by the Wing Commander. You many NOT announce your winners until the Wing Commander has signed the memorandum following the Central Base Board selection. 2. The BTZ rosters come in 3 parts you may not receive all parts. Part I identifies promotion eligible A1Cs. Part II lists questionable promotion eligibles (individuals with quality indicators) who may not be qualified for BTZ promotion. Should you choose to nominate a member in part II, please provide a letter explaining why the member should be nominated for BTZ despite the quality force indicator. Part III lists A1Cs who meet the TIG and TIS requirements, but neither can be nominated nor selected due to promotion ineligibility conditions listed in AFI 36-2502, Table 1.1. Directed by HAF reports are no longer required or authorized as part of the nomination package. Before making selection(s), ensure individuals identified as skill level waiver required qualify for a PAFSC skill level waiver IAW AFI 36-2502, Table
TRAVISAFBI36-108 14 DECEMBER 2017 11 2.3. The required PAFSC skill is a 3-skill level before promotion to SrA. 3. Please ensure all eligibles have been properly identified as eligible, are informed, and most importantly, their personnel data is accurate and complete. The importance of your involvement can not be overemphasized. Please contact the Section Chief at 424-9032 or e-mail if you have any questions or concerns regarding the SrA BTZ Promotion program. Attachments: 1. SrA BTZ Unit Eligibility Listing 2. Example of AF Form 1206 3. BTZ Quota Worksheet
12 TRAVISAFBI36-108 14 DECEMBER 2017 Attachment 3 SAMPLE LARGE UNIT BOARD MINUTES Figure A3.1. SAMPLE LARGE UNIT BOARD MINUTES
TRAVISAFBI36-108 14 DECEMBER 2017 13 Attachment 4 SAMPLE AF FM 1206, NOMINATION FOR AWARD Figure A4.1. Sample AF FM 1206, Nomination for Award
14 TRAVISAFBI36-108 14 DECEMBER 2017 Attachment 5 CBB VOTING MEMBER SCORE SHEET Figure A5.1. CBB Voting Member Score Sheet
TRAVISAFBI36-108 14 DECEMBER 2017 15 Attachment 6 CBB INITIAL TALLY-SCORE SHEET/SPLITS Figure A6.1. CBB Initial Tally-Score Sheet/Splits
16 TRAVISAFBI36-108 14 DECEMBER 2017 Figure A7.1. Sample Board Report, Pg 1 Attachment 7 SAMPLE BOARD REPORT
TRAVISAFBI36-108 14 DECEMBER 2017 17 Figure A7.2. Sample Board Report, Pg 2
18 TRAVISAFBI36-108 14 DECEMBER 2017 Figure A8.1. Board Guidance Memo Attachment 8 BOARD GUIDANCE MEMO