Attachment_31,_Request_for_Student_Documentation_Procedure.pdf

Training Support Services

Attachment 31

Request for Student Documentation Procedure

CDP T&E MANUAL 016-2-02

Training Support Manual

APPROVAL DATE: 02/26/2016

DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

CENTER FOR DOMESTIC PREPAREDNESS

TRAINING AND EDUCATION DIRECTORATE

Charles D. Medley Assistant Director, Training Delivery Training and Education Directorate

Date: February 29, 2016

Michael Aguilar Chief, Training Support (Registrar) Training and Education Directorate

Date: February 29, 2016

Foreword

This Manual provides direction for the administration, implementation, and oversight of the Center for Domestic Preparedness (CDP) training support for students. This manual is applicable to all CDP Training and Education (T&E) Directorate federal employees, contractors, and students.

Table of Contents

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose

1-2. Applicability and Scope

1-3. Supersession

1-4. Authorities/References

1-5. Acronyms/Definitions

1-6. Responsibilities

1-7. Forms Prescribed

1-8. Questions

CHAPTER 2: RESIDENT TRAINING: TRAINING PREPARATION

2-1. Class Training Schedules and Training Space Allocation

2-2. Student Registration

2-3. Travel Preparation

2-4. Student Arrival Preparation

2-5. Student Arrival

CHAPTER 3: RESIDENT TRAINING: STUDENT SUPPORT

Classroom Set-Up

Electronic Based Technology (EBT) Support

Special Dietary Requirements

Class Photos

Training Support

CHAPTER 4: RESIDENT TRAINING: TRANSPORTATION

Hartsfield-Jackson Atlanta International Airport

Campus Transportation Services

Evening Shuttle Services

Other transportation Requirements

CHAPTER 5: NON-RESIDENT TRAINING

5-1. Training Materials

5-2. Student Registration / Class Roster Management

5-3. Class Graduation

5-4. Class Completion

CHAPTER 6: ACADEMY TRAINING

6-1. Training Materials

6-2. Student Registration and Support

6-3. Graduation

CHAPTER 7: INDIRECT TRAINING

7-1. Training Materials

7-2. Student Registration and Support

7-3. Graduation

CHAPTER 8: STUDENT TRAVEL

Training Week

Post Training

CHAPTER 9: REQUESTS FOR STUDENT DOCUMENTS

Replacement Documents

Replacement Certificate of Completion

Requests for Transcripts

Replacement COBRA pins

“Privacy Act” records requests

CHAPTER 10: CONTINUING EDUCATION CREDITS ADMINISTRATION PROCESS . 30

Continuing Education Accreditation Program

Continuing Education Unit Master List

IACET CEU

Additional CE Credits

CHAPTER 11: PROBOARD and IFSAC CERTIFICATION ADMINISTRATION

PROCESS

Eligibility

Request Form

CDP Processing

Exceptions

AFC Processing

CHAPTER 12: Training Certificates

12-1. Certificate Branding

12-2. Direct Delivery Certificates

12-3. Direct Delivery ICE Certificates

12-4. Indirect Delivery Certificate

12-5. Expired Certificates for Reprint

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose

Establish the processes and procedures to accomplish student support functions for CDP training.

1-2. Applicability and Scope This manual applies to all CDP Training and Education (T&E) Directorate federal employees, contractors, and students.

1-3. Supersession CDP T&E Manual 016-2-01 Training Support Manual dated 5/19/2014

1-4. Authorities/References A. CDP 066-4-00 Emergency Departure of Student Requiring a Post Blood Draw B. CDP 540-1-00 Quality Directive C. CDP 540-2-00 Quality Management System D. CDP 540-3-00 Quality Assurance/Quality Control Program E. CDP 542-1-00 Internal Control Program F. CDP 580-1-00 Records Management Directive G. CDP T&E Manual 016-1-02 Registration/Admissions Manual H. CDP T&E Manual 016-3-02 Training Authorization and Implementation Manual I. CDP T&E Manual 016-5-01 Course Evaluation Manual J. CDP T&E Manual 142-1-00 Acronyms and Definitions Manual K. CDP T&E Manual 181-1-01 Records Management Program Manual L. CDP T&E Manual 530-1-00 Data Flow and CTAS Requirements M. CDP T&E Manual 563-1-01 Electronic Archive System and Records N. CDP-T&E-02-004 TEI RES Submission Procedures O. CDP-T&E-Publication-001 Student Handbook P. CDP-T&E-Publication-002 Training Expense Reimbursement Matrix Q. CDP-T&E-Publication-003 CDP Course Listing R. CDP-T&E-Publication-004 EAS Master Document Matrix S. CDP-T&E-Publication-005 CEU Master List T. CDP-T&E-Publication-007 Non-Resident Training Materials Matrix U. CDP Food Services Menu Calendar V. CDP Food Services Menu A and B

W. Class Photo Template X. Continuing Education Accreditation approvals, maintained by the Curriculum

Development and Evaluation Branch Y. Memorandum of Agreement between the Center for Domestic Preparedness and Alabama Fire College and Personnel Standards Commission effective January 1, 2011

Z. NFPA 472 Standard for Competence of Responders to Hazardous Materials/ Weapons of Mass Destruction Incidents, Current Edition: 2013

AA. Official CDP Course Version Listing with course acronyms 1-5. Acronyms/Definitions

A. ABN ─ Alabama Board of Nursing B. AFC ─ Alabama Fire College C. CBRNE ─ Chemical, Biological, Radiological, Nuclear and Explosives D. CD&E Branch – Curriculum Development and Evaluation Branch E. CDP ─ Center for Domestic Preparedness F. CE – Continuing Education G. CECBEMS ─ Continuing Education Coordinating Board for Emergency

Medical Services H. CEU – Continuing Education Unit I. Class – Iteration of approved course curricula J. CME ─ Continuing Medical Education K. COBRA ─ Chemical, Ordnance, Biological, and Radiological L. Course – Official curricula type M. Course Acronym ─ the abbreviation associated with each CDP course N. CTAS – Center for Domestic Preparedness Training Administration System O. DCN ─ Document Control Number P. EAS – Electronic Archive System, a digital, central, Record Keeping

System Q. EMI – Emergency Management Institute R. ERHM ─ Emergency Responder Hazardous Materials Technician for

CBRNE Incidents S. IACET ─ International Association Continuing Education Training T. ICE – Integrated Capstone Event U. IFSAC – International Fire Service Accreditation Congress

V. LOA – Letter of Attendance W. MRI – Mission Readiness Integration X. NEHA ─ National Environmental Health Association Y. NRT ─ Non-Resident Training Z. POC – Point of Contact AA. POI ─ Plan of Instruction BB. POST ─ Police Officer Standards and Training CC. POV ─ Privately Owned Vehicle DD. "Privacy Act" Records ─

Any item, collection, or grouping of information about an individual that is maintained by the CDP, including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and that contains name, or the identifying numbers, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph (5 U.S.C. 552a (a) (4))

EE. Pro Board – National Board on Fire Service Professional Qualifications FF. REHS – Registered Environmental Health Specialists GG. RES – Registration and Evaluation System HH. SAA – State Administrative Agency II. T&E – Training and Education JJ. TSP – Training Support Package KK. TTO – Tribal Training Officer LL. Validated Trainer – Personnel approved, trained, and verified by the CDP in the delivery of specific courses at approved Academies MM. UAB ─ University of Alabama at Birmingham

1-6. Responsibilities A. Director of Training and Education is responsible for determining policy regarding student eligibility for and completion of CDP courses.

B. Assistant Director, Training Delivery is responsible for all training delivered by the CDP, identifying training priorities, and training emphasis.

C. Chief, Training Support (Registrar) is responsible for all student admissions and support functions, and for administering the policies and procedures outlined within this manual.

D. Chief, Training Management is responsible for the quality and execution of CDP training delivery.

1-7. Forms Prescribed A. CDP 4420.3F Federal Agency – Resident Training Request B. CDP 4421.5F International Agency – Resident Training Request C. CDP 4422.3F Private Sector – Resident Training Request D. CDP-TE-0002 Medical Screening Form E. CDP-TE-0003 Off Site Training Registration Form F. CDP-TE-0004 Indirect Training Information Form G. CDP-TE-0006 THREAT v 10.0 Module-Lane Selection Form H. CDP-TE-0007 Academy Training Materials Request Form I. CDP-TE-0008 Indirect Training Materials Request Form J. CDP-TE-0013 Travel Reimbursement Report K. CDP-TE-0014 Student Data Sheet L. CDP-TE-0015 In-processing Check List M. CDP-TE-0016 General Release Agreement N. CDP-TE-0017 NEHA Roster O. CDP-TE-0018 Requirements Letter P. CDP-TE-0019 Authorization and Release for CECBEMS Q. CDP-TE-0020 Student Letter R. CDP-TE-0021 Nursing CE Hours Roster S. CDP-TE-0023 Indirect Remediation Letter T. CDP-TE-0024 Privacy Act Statement for Records Request U. CDP-TE-0025 Authorization and Affirmation for Alabama Fire College

Students V. CDP-TE-0026 Continuing Medical Education Application W. CDP-TE-0027 Student Travel Worksheet X. CDP-TE-0028 Official Transcript Y. CDP-TE-0029 Student Early Departure Z. CDP-TE-0030 Back-to-Back Student Instructions AA. CDP-TE-0031 Back-to-Back Student Information Memorandum BB. CDP-TE-0032 Student Medical Information CC. CDP-TE-0034 Indirect Training Instructions DD. CDP-TE-0035 Indirect Trainer Certificate Letter EE. CDP-TE-0039 Indirect Training Test Instructions

FF. CDP-TE-0040 Student Travel Information GG. CDP-TE-0042 Invitational Travel Letter HH. CDP-TE-0043 Student Welcome Package Document List II. CDP-TE-0044 Student Travel Voucher Instructions JJ. CDP-TE-0045 Medical Forms Information Sheet KK. CDP-TE-0046 Letter of Intent LL. CDP-TE-0051 Pre-Course Requirements ITC MM. CDP-TE-0052 Clothing Requirements FFE-FFO NN. CDP-TE-0053 Pre-Course Requirements P3 OO. CDP-TE-0054 Pre-Course Requirements APIOHHE PP. CDP-TE-0055 Hometown News Release QQ. CDP-TE-0060 Release Agreement University of Arizona RR. CDP-TE-0064 Special Dietary Requirements SS. CDP-TE-0067 NRT Materials Request Form TT. CDP-TE-0070 NEHA Submission Process Form UU. CDP-T&E-Pub-006 CDP Fact Sheet VV. CDP-OH-0001 Health Information Form WW. CDP-OH-0002 Respiratory Medical Evaluation Questionnaire XX. CDP-OH-0003 Authorization to Release Privileged Medical Record

Information 1-8. Questions

Address questions concerning the policies and processes detailed herein to the CDP Registrar.

CHAPTER 2: RESIDENT TRAINING: TRAINING PREPARATION

2-1. Class Training Schedules and Training Space Allocation

A. The Training Support contractor assigns specific class modules to the appropriate training location, venue, and area in CTAS. The contractor designates the proper order of class training modules per the course POI or approved curriculum.

B. Training Schedule optional events occur based upon each training week’s unique requirements:

1. The Training Delivery contractor will typically conduct the Evening Lecture

Series: on Tuesday evenings from 7-8 pm, in Bldg. 320 during normal training weeks; on Wednesday evenings from 7-8 pm, in Bldg. 320 when training weeks begin on Tuesday; and, during ICE weeks, if 3 or more non- ICE training programs are conducted on-campus.

2. The Training Support Branch Regional Coordinators typically conduct a Meet and Greet on Wednesday evenings from 5-6 pm, in the Student Lounge activities room, Bldg. 251. The coordinators do not conduct Meet and Greet when training weeks begin on Tuesday.

C. The Training Support contractor conducts a weekly de-conflict meeting with CDP Government Training staff and Training Delivery contractor staff.

D. Once the Chief, Training Management office approves the training schedule as final the Training Support contractor distributes weekly class training schedules to the Training Schedule distribution group by Wednesday the week prior to the class arrival.

2-2. Student Registration A. The Registrar’s Office approves the student application; the Training Support

Contractor validates the student record and corrects data fields as needed.

B. The Registrar’s office forwards approved paper student registration packages to the Training Support contractor for data entry into CTAS per CDP T&E Manual 530-01-00 Data Flow and Requirements. The Training Support contractor will conduct weekly data entry quality control checks on these applications beginning six weeks prior to the scheduled training class date to ensure all data entered matches the information provided on the student registration forms

C. The Registrar’s office will accept and process applications for Resident Training no later than noon the Wednesday prior to the scheduled training.

D. The Training Support contractor prepares and e-mails a Student Travel Worksheet CDP-TE-0027 for students added to or cancelled from a class within 30 days of scheduled training. The contractor immediately cancels purchased tickets for any cancelled student.

E. Students who cancel their enrollment move into either Priority or Administrative Withdrawal status.

1. Priority status: An active waiting list

2. Administrative Withdrawal: Used to track administrative costs associated with students who cancel within 30 days of the class start date 2-3. Travel Preparation

A. The Training Support contractor reviews student data entered in CTAS during registration to identify the mode of travel to the CDP; i.e. air or ground transportation.

B. The Training Support contractor orders student commercial airline tickets within 30 days of the scheduled training. Exceptions to the 30 day rule include students traveling from remote locations, recognized high airfare locations (e.g. Guam and Alaska), or when otherwise prudent to prevent excessively high-ticket costs or to ensure availability of seats.

C. The Training Support contractor enters student flight information in the Travel Portal of CTAS. The contractor enters flight information by scheduled program.

If a student attends two consecutive weeks of training (back-to-back), the contractor enters the flight departure information in the last program.

D. The Training Support contractor prints the Invitational Travel Letter from CTAS for each registered student and submits the letter to the CDP Finance Department for vendor and DCN (not required for Federal, Private Sector, International, or CDP personnel).

E. The Training Support contractor checks the “Travel Dates” completed box in CTAS, and sends a notification e-mail to students with instructions to login to their Student Portal, complete their required forms, and retrieve their travel documents, if applicable. Required student documents are loaded into the Student Portal when the “Travel Dates” completed box is checked. These documents include but are not limited to:

1. General Release and Agreement, or University of Arizona Release

Agreement (if applicable)

2. Requirements Letter

3. Back-to-Back Student Instructions (if applicable)

4. Important Flight/Travel Information

5. Invitational Travel Letter

6. Flight Itinerary

7. Health Information Form or Respiratory Medical Evaluation Questionnaire

8. Authorization to Release Privileged Medical Information

9. Pre-course special instructions or information, (if applicable)

10. CDP Student Handbook

11. CDP Menu

12. Special Dietary Requirements

13. General Information and Packing List

14. Severe Weather Briefing

15. Evening Lecture Series

2-4. Student Arrival Preparation A. Within one week of the scheduled training, the Training Support contractor contacts students who have not completed their required documents to confirm their attendance and remind the student that their registration is not complete until the required documents are signed.

B. Assigned MAJOR courses are conducted with other courses for a full week of training. All courses will receive one badge and one schedule per weekly program. The default color is the color shown in Attachment 2, however if two courses with the same color are scheduled for the same week a different color, not in use that week, will be assigned on the calendar based upon current stocks on hand. Each course acronym is listed on the badge in the order they are delivered and without the class number as in IED-CC / IED-EEM / HME-P / BMAP / BMAP TtT. Weekly requirements and color availability at the time of printing determines the colors utilized for non-traditional CDP training.

C. During the week prior to the scheduled training date, the Training Support contractor produces the following reports printed on course specific colored paper.

1. CDP-TE-0014 Student Data Sheet

2. CDP-TE-0013 Travel Reimbursement Report

3. Class Training Schedules

4. Student Badge

5. CDP-TE-0015 In-Processing Checklist

D. The Training Support contractor prepares an in-processing packet for each student enrolled in the training program. The contractor transfers the packets to lodging, Bldg. 320, no later than the last workday of the week before the scheduled training except for those classes not lodging on the CDP campus.

The Lodging contractor assigns student rooms and inserts room keys in each individual packet. The Training Support contractor distributes the packets during in-processing or, for late arrivals, the Lodging contractor distributes upon arrival. The in-processing packet includes but is not limited to the following:

1. CDP-TE-0014 Student Data Sheet

2. CDP-TE-0013 Travel Reimbursement Report

3. Class Training Schedules

4. Student Badge

5. Area Map

E. The Training Support contractor uses special color bar badge holders for all Federal, International, or Private Sector students who are required to pay for meals and lodging according to the comments on their registration record in

CTAS.

2-5. Student Arrival A. The Training Support contractor conducts an in-processing briefing for each busload of students upon arrival and one additional briefing (typically, 5:00 p.m. Central Time) for students arriving in POVs.

B. The Training Support contractor verifies each student’s government issued photo ID, compares the ID to the student’s CDP badge, and places a COBRA sticker on the student’s badge confirming identification has been checked and verified.

1. The Training Support contractor collects completed CDP-TE-0014 Student

Data Sheets and CDP-TE-0013 Travel Reimbursement Reports from each student as required.

2. The Training Support contractor verifies that each student has completed all required electronic forms in their Student Portal.

3. The Training Support contractor directs any student who has not completed the required electronic forms to the available computers at the in-processing site to complete these forms prior to departing the site.

C. The Training Support contractor collects completed CDP forms as required for travel reimbursement and student records data for late arrivals from the Lodging contractor the following morning immediately following class photos.

a. Verifies completion of all required documents.

b. Provides students with an available computer to complete any missing or incomplete electronic documentation.

D. The Training Support contractor delivers medical forms completed in paper format to the medical staff by 7:00 am the first day of training.

E. The Training Support contractor updates all student statuses for the classes in-processed that day in CTAS and provides a final roster to the Class Roster e-mail group by the required time on the following day.

F. Classes or students not lodging on CDP campus:

1. The Training Support contractor delivers medical forms completed in paper format to the medical staff by 7:00 am of the day prior to the first day of training.

2. Immediately after the class arrives the Training Support contractor conducts an in-processing briefing as specified above to include verification and completion of electronic documents, updates all student statuses for the class in CTAS and provides a final roster to the Class Roster e-mail group.

CHAPTER 3: RESIDENT TRAINING: STUDENT SUPPORT

Classroom Set-Up

A. The Training Support contractor completes classroom set-up no later than one hour prior to the scheduled class start time.

B. Each classroom set-up routinely includes seating charts, pens, pencils, testing forms, performance checklists, Level 1 assessments, and training materials (student manual/iPad/laptop), as required. The contractor includes other items as directed by the CDP. At the conclusion of the training week, the Training Support contractor retrieves unused classroom materials/equipment for re-use.

Electronic Based Technology (EBT) Support A. The Training Support contractor prepares laptop computers, tablets, e-readers, or other EBT devices, if required, as specified by the CDP, in advance of the class delivery.

B. The Training Support contractor issues and retrieves EBT delivery devices to and from students on a scheduled basis and maintains accountability.

C. The Training Support contractor provides EBT operational and technical assistance as needed.

D. The Training Support contractor will clean and sanitize each device after each use, prior to the next student issue.

Special Dietary Requirements A. Students receive a menu of available meals and a CDP-TE-0064 Special

Dietary Requirements Form on their Student Portal.

B. If students have a specific dietary requirement that cannot be met from the standard menu, they complete the CDP-TE-0064 Special Dietary Requirements Form and return it to the Training Support contractor.

C. The Training Support contractor forwards this form to the Food Services contractor.

D. The Food Services contractor confirms receipt and availability of requested requirements to the Training Support contractor within 2 business days of receiving the request and before the requesting student is to arrive.

E. The Training Support contractor notifies the student that their request has been approved and what, if any, special arrangements have been put in place to meet the student’s requirements by returning a copy of the approved CDP- TE-0064 Special Dietary Requirements Form to the student.

F. The Training Support contractor archives this form as part of the student’s application record in the EAS.

Class Photos A. The Training Support contractor shall be responsible for taking resident training class photos per the approved resident training schedule.

B. The contractor shall take each class photo using Government provided equipment C. The contractor shall edit each photo based on the Government approved template and adjust for brightness, contrast, and clarity as needed.

D. The contractor shall print on photo grade paper, frame, and hang one 8” X 10” photo of each class in the designated CDP training facility location.

E. The contractor shall post each to the Government’s CTAS site for students to download. Photos remain on the CTAS site for 90 days.

F. The contractor shall archive each class photo in the EAS as designated in the

CDP-T&E-Publication-004 EAS Master Document Matrix.

Training Support

A. The Training Support contractor reviews each Student Data Sheet, CDP-TE- 0014, for corrections, updates CTAS, and reprints student desk nameplates as needed. The Training Support contractor prints the Contact Information Release Report, and provides it to the respective Course Management team for processing.

B. The Training Support contractor provides the following CTAS reports:

1. EOC Class List, print and post on EOC bulletin board

2. Class Roster, e-mail to

a. Paramedics Distribution List

b. Superintendent’s Executive Secretary

c. CDP EOC Officer and Physical Security Specialist

3. Student Badge List, e-mail to

a. CDP EOC Officer and Physical Security Specialist

b. CDP Security Specialist

c. COBRATF Block Roster Distribution List, for COBRA classes only

d. COBRATF Operations Officer, for COBRA Classes only

4. Class Training Schedule

a. Print and post on EOC bulletin board

b. E-mail to CDP EOC Officer and Physical Security Specialist

5. COBRA Classes only

a. COBRA Report, e-mail encrypted report to COBRATF Operations

Officer

b. Lab Report and Lab Labels, two sets each, for pre- and post-blood draw

1) E-mail encrypted report to blood lab

2) Print and provide to blood lab two sets of labels for each blood draw

c. Canister Labels, print and provide to COBRATF

d. Vitals Report, print on course specific colored paper and provide to

COBRATF

e. COBRA Shift Report designates when students arrive at COBRATF, including time and designated shift; i.e. Shift 1 or 2. E-mail to:

1) COBRATF Operations Officer

2) Security contractor

3) Student transportation office

f. Block Roster Report, e-mail encrypted report to COBRATF Block Roster Distribution List

C. The Training Support contractor responds to all student requests or issues during the student’s residence on campus. The Training Support contractor reports all student issues to the Registrar’s office. These issues typically include:

1. Travel

2. Emergencies

3. Medical

4. Academic

5. Disciplinary

Adjudication of disciplinary or policy infractions will be determined by the Registrar after a student interview. All decisions reached by the Registrar are final.

D. The Training Support contractor prepares a graduation packet for each student. The graduation packet includes but is not limited to:

1. Certificate of Completion or Letter of Attendance (LOA)

2. CDP Fact Sheet

3. CDP-TE-0029 Student Early Departure (if applicable)

4. CDP-TE-0031 Back-to-Back Student Information Memo (if applicable)

5. Back-to-Back Student Badge (if applicable)

6. CDP-TE-0038 Indirect Trainer Authorization Letter (if applicable)

7. CDP-TE-0070 NEHA Submission Process Form (if applicable)

8. Graduation documents information flyer

9. Flyers or additional information as identified E. The Training Support contractor prepares graduation folders and conducts graduation. The contractor briefs the students on each item in their graduations folders, explains to the students how to retrieve documents from their student portal, ensures that students check their certificates for accuracy, and corrects any identified errors before student departure from campus.

F. A class student leader designated at the beginning of the course collects the completed student Level 1s, if completed as hard copy rather than in Question Mark, and seals them in the envelope provided. The Training Support contractor retrieves the sealed envelope from the class student leader at graduation. If collected prior to graduation, the Training Delivery contractor delivers the sealed envelope to the Training Support contractor. The Training Support contractor delivers the completed level 1 assessments to the CD&E Branch by 9:00 am the following working day.

G. The Training Support contractor updates the student status in CTAS and marks the class complete for the RES and Archive exports.

CHAPTER 4: RESIDENT TRAINING: TRANSPORTATION

Hartsfield-Jackson Atlanta International Airport

A. The Training Support contractor establishes a welcome desk at the Atlanta Airport, near Delta baggage claim carousel # 5, South Terminal. The contractor greets students upon arrival at the welcome desk and verifies CDP students by comparing their government issued ID card to the flight manifest and cleared roster, insuring that the student ID meets the requirements of the Real ID Act. If the student ID does not meet these requirements, the contractor contacts the on-call Federal security staff member. The Federal security staff member will run an NCIC background check and notify the contractor if the student is allowed to board CDP transportation. If the student is not allowed to board, the contractor contacts the Registrar or his designee immediately. Once verified, the contractor informs students of the time of departure and location of the CDP-bound transportation.

B. The Training Support contractor, coach bus driver, checks each student ID during boarding and conducts a final accountability prior to departure. The Training Support Contractor notifies the CDP Food Services Contractor to prepare box lunches for late arrivals; i.e., CDP-bound transportation that departs Atlanta airport after 6:00 pm (Eastern Time).

C. At the conclusion of the training week, the Training Support contractor provides transportation to the Atlanta airport for student homebound flights and assists students during homebound travel, if needed (e.g. flight delays).

Students attending a COBRA class must complete a post blood draw prior to departure.

D. The Training Support contractor manages the accountability of all students who utilize CDP Transportation.

Campus Transportation Services The Training Support contractor provides students with transportation services according to approved CDP training schedules or as directed by the CDP and maintains accountability of students.

Evening Shuttle Services A. The Training Support contractor provides student evening shuttle services within a 15 miles radius of campus, excluding areas prohibited by CDP policy.

Transport is available from 5 pm to 10 pm Sunday through Friday. The Training Support contractor may suspend evening transportation, for as long as necessary, based on unsafe conditions (e.g. inclement weather, student misconduct); however, the contractor must immediately notify the Registrar.

B. The Training Support contractor maintains accountability of students who use the evening shuttle services. Minimum accountability includes destination, time, and name of student participating.

Other transportation Requirements The Training Support contractor provides transportation services in support of unique training requirements as directed by the CDP.

CHAPTER 5: NON-RESIDENT TRAINING

5-1. Training Materials

The Training Support contractor receives CDP-TE-0067 Non-Resident Training Materials Request from the Training Delivery contractor or the partnership agency. The contractor prepares packages and ships a completed TSP to the Host training site based upon CDP-TE-0067 and CDP-T&E-Publication-005 Non- Resident Training Materials Matrix. The contractor ships the TSP to the scheduled training site.

5-2. Student Registration / Class Roster Management A. The on-site instructor proceeds to the Class Roster App, enters the class number, and clicks “Find Roster”. Next to each “Application” or “Class Roster” entry, mark the appropriate boxes for each student present, “Attended” and “Met Requirements”. If a student’s status changes you may uncheck any box prior to marking the class complete. All students must be approved by the Host POC in order to receive a certificate.

B. The on-site instructor generates certificates for those students who are Host approved only and completes class. An e-mail will be auto generated to the Training Support contractor notifying them that the class is complete and ready for processing.

C. The Training Support contractor QAs the application and registration for the class from within the Class Roster App. Move to the Class Roster section of the screen to review the requirements checkboxes. For students who are not marked as “Attended” and “Met Requirements” update their status to LOA- Academic, LOA-Administrative, or Administrative Withdrawal as appropriate, click “Save and Verify Data Entry” which will sign off on this step within CTAS.

D. If any student is marked as “Attended” and “Met Requirements” but has not been Host approved this will prevent the class from being finalized until the Host resolves the student status. The Training Support contractor notifies the NRT Training Specialist of any student applications remaining to be approved.

5-3. Class Graduation The Training Support contractor completes a final QA of all registrations in the Class Roster App and CTAS, both paper and on-line, updates the student status in CTAS if needed, completes the “Curriculum Version Taught” field for the class, marks the Data Entry Complete Box for the RES submission, and clicks the “Graduate and Complete Class” button. This will change the status of any student designated as “Registered” to “Graduated”, and finalize all data entry functions for this class.

5-4. Class Completion The on-site instructor provides Level 2 evaluation tests to CD&E Branch, and provides the Training Support contractor with a registration packet which includes:

A. Off Site Training Registration Form CDP-TE-0003, if on-line registration was not utilized.

B. A class roster, if on-line registration was not utilized.

C. Non-Resident Training Level 1s for this course.

D. Level 2 evaluation tests or performance checklists, if required for this course.

CHAPTER 6: ACADEMY TRAINING

6-1. Training Materials

The Academy requests a TSP by submitting CDP-TE-0007 Academy Training Materials Request Form to the Training Support contractor. The Training Support contractor prepares packages and ships to the Academy training site a completed TSP based upon CDP-TE-0007. Training Support contractor ships TSP to arrive prior to the scheduled training.

6-2. Student Registration and Support A. The Training Delivery contractor or an Authorized Trainer administers the completion of registration documents to academy students and provides the Training Support contractor with a student roster and a registration packet which includes:

1. Off-Site Training Registration Form CDP-TE-0003

2. Non-Resident Training End of Course Feed Back Form (SAIC-CDP-NRT

1.0F29)

3. Level 2 evaluation documents (tests and performance checklists)

B. The Training Delivery contractor or the Authorized Trainer sends the registration package to the Training Support contractor. The Training Support contractor assigns a class number, adds the class to the Academy Training class log, builds the class in CTAS, provides test documents to CD&E Branch, and enters data into CTAS per CDP T&E Manual 530-1-00 Data Flow and Requirements.

C. The Training Support contractor enters data into CTAS per CDP T&E Manual 530-1-00 Data Flow and Requirements. The Training Support contractor updates the student status in CTAS and marks the Data Entry Complete Box for the RES submission.

6-3. Graduation The Training Support contractor prepares certificates of completion (if required) upon receipt of the student roster. The Training Support contractor provides the Certificates to the Training Delivery contractor or Authorized Trainer for distribution to students who successfully complete all course requirements. If a student does not complete all of the course requirements, the Training Delivery Contractor or Authorized Trainer notifies the Training Support contractor prepares a LOA for signature and submits the original to the Registrar. Once signed, the Training Support contractor provides the student the original of the LOA and changes the student’s status in CTAS.

CHAPTER 7: INDIRECT TRAINING

7-1. Training Materials

The Authorized Trainer requests a TSP by submitting CDP-TE-0008 Indirect Training Materials Request Form, preferably 30 days prior to the requested class date, to the Training Support contractor. The Training Support contractor prepares packages and ships the authorized trainer a TSP that typically includes:

A. Indirect Training Instructions, CDP-TE-0034 B. Indirect Training Test Instructions, CDP-TE-0039 C. Student Manuals D. Trainer Manual (First shipment only) E. Trainer Information Form, CDP-TE-0004 F. Off-Site Training Registration Form, CDP-TE-0003 G. Pretest, posttest and answer keys (First shipment only) H. Test Answer Forms I. Shipping envelope with prepaid return label J. Set of 25 ERGs (First shipment only)

7-2. Student Registration and Support A. The Authorized Trainer administers the completion of registration documents to the students and upon completion of the indirect delivery sends the registration package to the Training Support contractor. The Registration package includes:

1. Off-Site Training Registration Form, CDP-TE-0003

2. Trainer Information Form, CDP-TE-0004

3. Pre- and posttest answer forms (if applicable)

B. The Training Support contractor assigns a class number, adds the class to the Indirect Training class log, builds the class in CTAS, provides test documents to CD&E Branch, and enters data into CTAS per CDP T&E Manual 530-1-00 Data Flow and CTAS Requirements.

7-3. Graduation A. The Training Support contractor updates the student status in CTAS and marks the Data Entry Complete Box for the RES submission.

B. The Training Support contractor prepares a course package for return shipment to the Authorized Trainer. This package contains:

1. Indirect Trainer Certificate Letter, CDP-TE-0035

2. Indirect Remediation Letter, CDP-TE-0023 (if applicable)

3. LOA Roster (if applicable)

4. Class Roster

5. Certificates

CHAPTER 8: STUDENT TRAVEL

Training Week

A. The Training Support contractor prepares an SF1012 Travel Voucher for each traveler using data contained on the FEMA CDP-TE-0042 Invitational Travel Letter, CDP-TE-0013 Travel Reimbursement Report, and CDP-TE-0030 Back-to-Back Student Instructions (if applicable).

B. The Training Support contractor conducts an initial travel brief during in-processing and collects the CDP-TE-0013 Travel Reimbursement Report from each student.

C. The Training Support contractor conducts a second travel briefing during the training week as indicated by the approved training schedule. During the second travel briefing, the Training Support contractor explains the reimbursement procedures and ensures that students review, sign, and return the SF1012 Travel Voucher along with any supporting documents.

D. The Training Support contractor reconciles posted CTAS cost information with travel invoices. Upon verification or correction of the cost information data, the Training Support contractor prepares the weekly blanket fund report for submission to the CDP Finance Department.

E. The Training Support contractor verifies all travel funds for the class, prepares, and submits the Final Invitational Class Travel Order to CDP Finance Department.

F. In the case of an unscheduled early student departure (e.g. emergency departures), the Training Support contractor prepares a CDP-TE-0029 Student Early Departure form with the student’s name and new flight information. The Training Support contractor forwards this form to the Registrar’s office for informational purposes. Post Training

A. Students upload receipts (e.g. luggage, taxi, and parking receipts) to the Student Portal within three business days of their return trip. The Training Support contractor amends travel vouchers accordingly. The contractor submits travel voucher amendments for authorized allowances to the CDP Finance Department if needed.

B. The Training Support contractor notifies the student by e-mail that their amended Travel Voucher is available on their Student Portal. Students then access, print, sign, and upload the SF1012 Travel Voucher back to their Student Portal. The contractor provides the final Travel Vouchers with supporting documents to the CDP Finance Department.

C. The Training Support contractor reconciles Credit Card Statements monthly, corrects discrepancies, and sends corrected reconciliation to the CDP Finance Office.

CHAPTER 9: REQUESTS FOR STUDENT DOCUMENTS

Replacement Documents A. The Training Support contractor verifies and processes all student requests for replacement documents. All requests must be in writing, e-mail is acceptable.

The contractor refers all third party requests for student documents to the CDP Registrar.

B. The contractor ensures that all requests include the requestor’s full name, course taken, date of training (if known) and contact phone number.

C. If verified, the contractor sends the student, or authorized recipient, a copy of the requested document(s) by email and/or U.S. mail. If not verified, the contractor notifies the student.

D. The contractor retains copies of the requests with the student's records in the

EAS.

Replacement Certificate of Completion The student logs into their Student Portal page and clicks on the “My Past Training” button where they will see a list of their prior training with an icon they can then click and download any prior certificates.

Requests for Transcripts A. The Training Support contractor verifies the student’s “Graduated” status.

B. The Training Support contractor prepares the CDP-TE-0028 Official Transcript listing the student’s “Graduated” status from CTAS.

C. The Registrar signs the Transcript and imprints a COBRA seal.

D. The Training Support contractor mails the transcript to the student, and other authorized recipients, at student’s request, along with a CDP-TE-0020 Student Letter within 15 business days of the request.

Replacement COBRA pins A. The Training Support contractor verifies the student’s “Graduated w/ COBRA” status.

B. The contractor mails the COBRA pin (with or without star, as indicated) to the student along with a CDP-TE-0020 Student Letter.

C. Notify student if unable to verify status.

“Privacy Act” records requests A. Students requesting copies of documents gathered while they attended CDP training submit their request in writing on CDP-TE-0024 Privacy Act Statement for Records Request to the Training Support contractor.

B. Training Support contractor

1. Reviews request and verifies student information

2. Identifies documents on file

3. Reviews requested documents and redacts any information pertaining to other students

4. Submits request and documents to Registrar for approval

5. If approved, mails records to student per instructions in request

6. Provides a copy of the Records Request, CDP-TE-0024, along with a copy of the requested records, to CDP Legal Counsel, and retains a copy with the student’s records in the EAS.

CHAPTER 10: CONTINUING EDUCATION CREDITS

ADMINISTRATION PROCESS

Continuing Education Accreditation Program The CD&E Branch manages this program; the Registrar’s Office administers the program.

Continuing Education Unit Master List CD&E Branch updates the CEU list. The CEU list designates, by program, the number, and type of credits available to students.

IACET CEU

CDP graduates receive IACET CEUs for approved courses; unapproved courses receive contact hours only. The Certificate of Completion shows the total IACET CEUs and contact hours awarded for the respective class.

Additional CE Credits The Training Support contractor prepares and delivers prepared forms, as specified below, to the Training Delivery contractor. The Training Delivery contractor instructs students on how to complete the forms, discusses the availability of other education credit programs, and returns completed forms to the Training Support contractor. The Training Support contractor conducts data entry.

Educational credits available to CDP graduates include:

A. UAB offers eligible physicians and allied healthcare professionals CME credits.

Students complete the CDP-TE-0026 CME application form and the Training Support contractor enters and submits data through the UAB database. UAB notifies the student of the CME approval by email. The Training Support contractor archives the CDP-TE-0026 CME Application in the student’s file.

B. The ABN program awards contact hour credits to nurses as specified on the CEU Master List. Students complete the CDP-TE-0021 Nursing CE Hours Roster posted at the rear of the classroom. The Training Support Contractor marks the ABN accreditation box in CTAS for each student on the roster and provides ABN certificates during graduation. The Training Support contractor submits student data for licensed Alabama nurses to the ABN through a TriCorder within 12 hours of class completion. The Training Support contractor archives the CDP-TE-0021 Nursing CE Hours Roster in the class file.

C. POST credit for Law Enforcement Officers depends upon the provisions of each State. Each student submits their paperwork to their State to determine accreditation status.

D. The CECBEMS program awards contact hour credits to EMT’s and Paramedics as specified on the Master CEU List. Students complete the CDP- TE-0019 Authorization and Release for CECBEMS application. The Training Support contractor marks the CECBEMS accreditation box in CTAS and enters student data in CTAS. The Training Support contractor submits this data via html export to CECBEMS for approval. CECBEMS notifies the Training Support contractor of approval. The Training Support contractor provides the certificate to the student during graduation. The Training Support contractor archives a copy of the application in the student’s file and the CECBEMS student roster with the class paperwork.

E. NEHA awards contact hour credits to Environmental Health Professionals as specified on the CEU Master List. Students attending the courses accredited by NEHA fill out CDP-TE-0017 NEHA/REHS Roster to indicate their desire to receive a NEHA certificate for that course. The Training Support contractor marks the NEHA accreditation box in CTAS for each student on the roster and provides NEHA certificates and CDP-TE-0070 NEHA Submission Process form during graduation. The Training Support contractor archives the CDP-TE- 0017 NEHA/REHS Roster in the class file.

F. The CDP is an approved Accreditation Agency for continuing education course providers for Registered Environmental Health Specialists (REHS) by the State of California Department of Public Health. CDP courses approved are specified on the CEU Master List. The Training Support contractor prints one REHS certificate as requested by students. Students fill out CDP-TE-0017 NEHA/REHS Roster to indicate their desire to receive a REHS certificate for that course. The Training Support contractor marks the REHS Request accreditation box in CTAS for each student on the roster and provides REHS certificates during graduation. The Training Support contractor archives the CDP-TE-0017 NEHA/REHS Roster in the class file.

CHAPTER 11: PROBOARD and IFSAC CERTIFICATION

ADMINISTRATION PROCESS

Eligibility Students of the ERHM course, CDP catalog number PER-272, may elect to participate in the certification process sponsored and administered by the Alabama Fire College.

Request Form A. The Training Support contractor provides students a copy of CDP-TE-0025

Authorization and Affirmation for Alabama Fire College Students as a part of their welcome packet.

B. Students provide a completed CDP-TE-0025 along with supporting prerequisite documentation asserting Hazardous Materials First Responder training at the Awareness and Operational levels (NFPA 472) as a part of their ERHM application package. The Training Support contractor files these documents with the student's application.

CDP Processing A. The Training Support contractor converts student provided documents to a password protected, encrypted Adobe ".pdf" file.

B. The Training Support contractor identifies the student's data record in CTAS to indicate AFC Credit.

C. The Training Support contractor produces a password protected "Class Roster

Alabama Fire College" Excel file report from CTAS.

D. The Training Support contractor e-mails the student documents and the ERHM class schedule to AFC the week before the class begins and e-mails the document password separately.

E. The Training Support contractor provides the Training Delivery contractor with a list of participating students.

Exceptions A. Students who arrive without supporting prerequisite documentation may participate in the ProBoard testing process as follows:

1. The Training Delivery contractor obtains a signed CDP-T&E-0025 from the student and delivers it to the Training Support contractor.

2. The Training Support contractor emails the CDP-T&E-0025 forms to AFC.

3. AFC retains the tests on file for 90 days while awaiting prerequisite documents from the student.

4. AFC processes the tests after the supporting documentation arrives.

5. AFC contacts the student directly, if needed, to obtain additional documentation or information.

AFC Processing A. AFC provides the CDP Registrar with a list of four test proctors for security clearances.

B. AFC provides the name of the assigned test proctor to the CDP Registrar at least five working days prior to the test administration.

C. The AFC test proctor arrives at the CDP campus no later than ½ hour prior to the scheduled Pro-Board test.

D. If the AFC test proctor has not arrived on time, a CDP test proctor administers the test.

E. The Registrar’s office maintains a set of testing booklets.

F. The CDP delivers CDP proctored tests to the AFC testing office within 14 days of the class ending.

G. AFC e-mail addresses

1. testing@alabamafirecollege.org

2. dwboydphd@hotmail.com

3. jconner@alabamafirecollege.org.

mailto:testing@alabamafirecollege.org mailto:dwboydphd@hotmail.com mailto:jconnor@alabamafirecollege.org

CHAPTER 12: Training Certificates 12-1. Certificate Branding Certificates follow the same placement of logos, seals, and wording as designated in the official FEMA branding guides within the requirements and limitations of the production software. New certificates are approved by the Registrar’s Office prior to issuance.

12-2. Direct Delivery Certificates

A. IACET

− issued to all approved CDP Courses except CDC, OBP, DNDO, and EMI Partnership courses or the ERHM course

B. Contact Hours Only

− For use with course deliveries that do not receive CEUs

C. CDP/ODP Partnership Courses

Office for Bombing Prevention

− issued to all students completing OBP courses with CEUs

D. CDP/OBP Partnership Contact Hours Only

Office for Bombing Prevention

− Issued to all students completing OBP courses without CEUs

E. CDP/DNDO Partnership Courses

Domestic Nuclear Detection Office

− issued to all students completing DNDO courses

F. IACET OSHA

Occupational Safety and Health Administration statement

− issued to all students completing the ERHM course

G. CDP/CDC Partnership Courses

Center for Disease Control Partnership

− issued to all students completing CDC courses with CEUs

H. CDP/CDC Partnership Courses Contact Hours Only

Center for Disease Control Partnership

− Issued to all students completing CDC courses without CEUs

I. CDP/EMI Partnership Courses Contact Hours Only

Emergency Management Institute

− issued to all students completing EMI courses without CEUs

J. ABN

Alabama Board of Nursing Certificate

− issued upon request to nurses attending

EMO, EMRA, EHTER OPS, FRAME, HCL,

HERO, HERT, HERT TtT, HID, HOT, HOT I, HOT LE, PPMB, RERO, RP, SAAT, SAT, and

TERT

K. CECBEMS

Continuing Education Coordinating Board for Emergency Medical Services

− Issued to students completing EMO in addition to the regular certificate

L. NEHA

National Environmental Health Association

− Issued…