PWS Appendix 1 WINGS SrROTC User Guide.pdf

H O L M C E N T E R U S E R’S G U I D E

SrROTC DETACHMENTS

WINGS User’s Guide

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1.0 Contact Management

1.1 Contact Search/Add

1.2 Notes

1.3 Contact Worklist

1.4 Gain A Cadet

2.0 Basic Data

2.1 Updating Basic Data

2.2 Update AS Level

2.2.1 Mass AS Level Update

2.2.2 AS Level Update Single Cadet

2.3 Transfer Cadet to Another Detachment

2.4 Drop A Non-Contract Cadet

2.5 Disenroll A Cadet

2.6 Commission A Cadet

3.0 Performance

3.1 Academics

3.1.1 Term/Cumm GPA

3.1.2 AFOQT Update

3.1.3 ACT Update

3.1.4 SAT Update

3.2 Fitness Assessments

3.2.1 AFPFT Results Single Cadet Update

3.2.2 Height/Weight Check Single Cadet Update

3.2.3 AFPFT Height/Weight Check MASS Update

3.3 Cadet Ranking

3.4 Physical Exams (Medical)

3.5 Pilot Nav Screening Exam

3.6 Foreign Language Assessments

3.7 Performance Summary

4.0 Additional

4.1 Contract Tracking

4.1.1 Contracting a Cadet

4.1.2 Cadet Contract Tracking

4.2 Conditional Events

4.3 Waivers

4.4 Security Clearance

4.5 JETO

4.6 Passport Data

4.7 Cadet Comments

5.0 Scholarships

5.1 Scholarship Nominations

5.2 ICSP Ranking

5.3 ICSP Rating

5.4 Cadet Scholarship Data

5.5 Scholarship Upgrade

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5.6 Additional Terms of Entitlement

5.7 Update Organizational Data

6.0 Cadet Pay

6.1 Pay Information at DFAS

6.2 Create Cadet Transactions

6.3 Mass Pay Transactions

6.4 Create Manual Transactions (HQ Only)

6.5 DFAS Lookups

6.6 PDT

6.7 Field Training

7.0 Tuition

7.1 Estimates

7.1.1 AECP Estimates

7.1.2 NECP Estimates

7.1.3 CSP Estimates

7.2 Tuition Bill Log

7.3 Invoice Processing

7.4 Billed In Full

7.5 Tuition Summary

7.6 Collections

8.0 Boards

8.1 PSP Request

8.2 Rated Categorization Request

9.0 Professional Development Training

9.1 PDT Program Eligibility

9.2 Training Nominations

9.2.1 PDT Single Cadet Nomination

9.2.2 PDT Mass Nominations

9.3 Training Assignments

9.4 Training Travel

9.5 Base Visits

10.0 Field Training

10.1 Allocations

10.2 Assignments

10.3 Travel

10.4 Performance

10.4.1 Performance Data Updates – By Cadet

10.4.2 Performance Data Updates – By Flight

10.5 Field Training Performance Report (FTPR)

10.6 Assign Staff to A FTU

10.7 Reserved

11.0 Reports

11.1 SMR

11.2 GPA

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11.3 Fitness

11.4 Pay

11.5 Clearance Investigation Report

11.6 Senior Unit Roster

11.7 ROTC Reports

12.0 Trouble Ticket

12.1 Enter A Trouble Ticket

12.2 Find a Trouble Ticket

12.3 Managing Open Trouble Tickets

13.0 WINGS Tools

13.1 Reserved

13.2 Process Scheduler Request

13.3 Process Monitor

13.4 Report Manager

13.5 User Profile

14.0 Suspense Tracker

14.1 Create a Task (Basics)

14.2 Create a Task (Advanced)

14.3 Manage a Task

14.4 Work a Task

14.5 Status and Accounting (Reports)

15.0 Evaluation and Decoration Tracking

15.1 Performance Evaluation Routing

15.1.1 – Enter the basic Package information

15.1.2 Attach required supporting documents

15.1.3 Attach the EPR/OPR (or other documents) and rout to the next person

15.1.4 Find Performance Evaluation package

15.1.5 View eval package attachments

15.1.6 Perform required Coord/Sign actions

15.2 Decoration Routing

15.2.1 – Add a New Value (Decoration)

15.2.2 – Enter Basic Package Information

15.2.3 Attach required supporting documents

15.2.4 Attach the Decoration (or other documents) and rout to the next person

15.2.5 Find Decoration package

15.2.6 View decoration package attachments

15.2.7 Perform required Coord/Sign actions/Downgrade

16.0 IT Refresh (Equipment Request)

16.1 IT Refresh

17.0 Logistics

17.1 – View unit inventory / Inventory Reporting

17.2 – Orders

17.2.1 – Create an Order

17.2.2 – Review an Order

17.3 – Receive items (adding item to your shelf)

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17.3.1 – Receiving items ordered through WINGS

17.3.2 – Adding other items to inventory

17.4 – Managing items issued to cadets

17.5 – Write-off items

17.6 – Define unit-specific items

18 Travel Orders Appendix A

A.1 Navigation:

A1.1 Search Dialog A1.2 Sorting your search results A1.3 Personalize Content and Layout A1.4 Favorites A1.5 Attaching/Uploading files, document or pictures in WINGS

A.2 Using the Header Menu A.3 Gee-Wiz

A3.1 Sorting Grids A3.2 Downloading Grids into Excel A3.3 Saved Searches A3.4 Forgot Password A3.5 Using Hot Keys

Appendix B B.1 Upcoming Fall Events

B1.1 Update Term Dates B1.2 Update AS Level B1.3 Update Academic Level B1.4 Start Pay for A POC/GMC NEW DFAS Record B1.5 Start Pay for A GMC/POC Estab DFAS Record B1.6 Pay Textbooks B1.7 DFAS Lookups B1.8 DFAS 257 Report

Appendix C Turbo Cadet

C.1 vUPRG C.1 Attaching Documents to the vUPRG

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1.0 Contact Management

The WINGS Contact Management module is designed to standardize how field recruiters process and control leads. This module standardizes information that is known about contacts, allows contacts to be shared across recruiters, and collects relevant data that can be used to simplify the process of creating a cadet

Contact Search/Add – allows a user to search for a contact already loaded or to add a new contact

Contact Data – collects communications, personal data, program interest/eligibility, comments, and self reported academic info for each contact

Contact Work list – contacts are “assigned” based on who enters them and their address, but can be added to any unit’s “work list”. This allows recruiters to share and/or find and work contacts that are already in WINGS without having to re-enter any identifying information. Multiple recruiters can work the same contact and have each other’s inputs (i.e. communication history or comments) to direct their recruiting activities. Each recruiter can have a different status for a single contact (making the “active” or “inactive”) by unit.

Gain a Cadet – all info collected from a contact is used to create the cadet data record. The data collected on a contact mirrors the info required for a cadet, so you do not have to re-enter data that has already been input into WINGS. This process is also used to absorb a prior AFROTC cadet into (or back into) your detachment from being entered into a Loss Status.

NOTE: If the cadet that you are trying to gain is currently in Disenroll status you must contact RRFP to have the record unlocked before you will be able to access the cadet’s record

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1.1 Contact Search/Add

Home – Recruiting/Admissions – Contact – Contact Search

Find an existing or add a New contact.

To search for an existing contact or add a New contact, enter the info above that you have available then click “Submit”. If entering “Blue Cards” click the box to the right of the submit button first.

Once you click Submit, a list will open with possible matches to the info you entered in the search criteria. If you see that one of the possible matches is the person you are entering, click the contact’s name and the following page will open:

If none of the suggested rows match your contact, click the Create New link.

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The following page will open:

You will be required to enter the following information on this page in order to save and continue:

Initial Contact Method Full Address, Email or Phone

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Once you save, you will notice that an “Open Contact Data” link will appear. Click that link and the following page will open allowing you to complete entering the contact, demographic and personal info:

Once the available data has been input and the contact is ready to be added to your Det, see section 1.4.

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1.2 Notes

You can enter the details for the communications regarding the Contact here. Click the + (plus) button to enter new communications. Click the Zoom Icon to the left of the text box to open a full page text box for communication entry as shown below.

Notes Zoom Page

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Academic Data

Academic Data allows you to view School/College info, scores and dates, and Grad info.

Your RDA will have the permissions to update.

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1.3 Contact Worklist

Worklist

The worklist allows you to view and manage your list of contacts potentially interested in joining the ROTC program. From this page you can also click the hyperlinks directed to the communications and comments pages and update them.

Selecting “Include ANY criteria” will pull cadets who match any or all of the criteria checked. Selecting “Include ALL criteria” will pull cadets who match all of the criteria selected.

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Filtering your worklist

There are several potential statuses for a contact. To update the Contact Status on a contact, simply click the drop down, update the status and save. If you select Not Viable the contact will be removed from your worklist list. If the status of a “not viable” contact needs to be updated it must be done from the Contact Data page.

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If the contact you are searching for is not on your worklist you can add them. First you will need to refer to Contact data checklist, search for the contact. Once you pull up the Contact Data tab, click the Status link shown below:

A new page will open (below).

Insert a row by clicking the Plus button, update the Status and save. The cadet should now be on your worklist.

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1.4 Gain A Cadet

Home – Recruiting/Admissions – Contact – Contact Data

To search for an existing contact in the Contact Data page, click the Search button or to narrow your search, enter either the contact ID, Last/First Name, or SSN.

Once you find the contact you are looking for click the link to open the Contact Data area where you can verify the contact data before making the contact a cadet.

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Once you have verified the contact you selected is the correct person, you will see one of four options to click. The options are:

Create Cadet – Make a contact with no AF ROTC experience a cadet at your Det.

Clicking it will start the Gain Cadet process.

HSSP Applicant – Contact is still in HSSP Selection Process. No action can be performed - call RRUC for assistance.

Transfer Cadet – Gain (or re-activate) a prior AF ROTC cadet into your Detachment. Clicking it will start the Gain Cadet process IF the person is eligible for a transfer.

Open Cadet – This is currently a cadet at your Detachment. Clicking it will open the ROTC Cadet Data page.

Gain Cadet process

On this page you will need to update some information:

Projected DOC, Miltary program, AS Level and Term ID (term that the cadet will be starting at your detachment).

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Once you have updated this page, click the Gain Cadet Button, the blow box will open and the system will ask you (if you haven’t already entered it) if you know the SSN or Birth date. If you do know it and are able to enter it, do so at this time, if not, click “No” and you will be able to enter the info later.

From here you will need to refer to 2.1

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2.0 Basic Data

The basic functions of WINGS are to gain students into your detachment and then to get them removed when that time comes.

Gaining A Cadet – These are the situations for gaining a student to your detachment and having them show on your SMR.

New student that has never participated in ROTC – Start with the Contact Management module to find or create your future student.

Prior ROTC participation at your det – This area addresses how to re-activate a dropped or disenrolled student at your detachment.

Prior ROTC transferring from another det – This section addresses how to get a student from a different detachment assigned to your det.

Transfer Cadet This action will be performed by the losing detachment to transfer a cadet to another detachment.

Processing Losses – These are the processes for removing a student from your detachment roster.

Det Drop – This action should be accomplished when a non-contract cadet drops out of the AFROTC program or is being transferred to another detachment.

Disenrollment – This checklist will guide you through the process of disenrolling a CONTRACTED cadet in WINGS.

Commissioning – The cadet has successfully completed ROTC and is preparing to enter commissioned service. From this panel you will see how to update a cadet as commissioned in WINGS. This action should be accomplished NLT 3 workdays after date of commissioning.

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2.1 Updating Basic Data

ROTC Cadet Data

When a cadet is created, the ROTC Program Data row is loaded as an Applicant. You will need to insert the appropriate status row in this area.

Military

Update the cadet’s military data if applicable.

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Personal Data

On this tab you can review and update the Cadet’s personal data as needed.

Scholarship

Update the Scholarship info as required.

NOTE: Depending on the status you insert, WINGS will verify the necessary info is loaded. WINGS will show you messages telling you what needs to be updated when you attempt to save.

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2.2 Update AS Level

NOTE: This update will ONLY change the AS Level, it will NOT change the Status.

(if the previous row is Active then this row will be active) so if you have an AS200 active that needs to be AS300 Special DO NOT update them with the Mass Update process

2.2.1 Mass AS Level Update

CADETS THAT ARE ACTIVE AS200 WILL BE UPDATED AS

ACTIVE AS300. IF THE CADET WILL NOT BE CONTRACTED AS

A 300 THEN UNCHECK THEM BEFORE UPDATING IN MASS.

Cadet Data – Mass Update AS Level

Cadet Data - Mass Update AS Level Tab

Verify the line “From Fall 20xx and Spring 20xx to Fall 20xx”, Det, Host and Term Begin Date are all correct. Select the appropriate Mass Update From/To button by clicking the circle to the left of your selection then hit Fetch button.

If the cadet is an Active, GMC AS200 now and you want to move them to a Special POC AS300 then you need to remove the check mark in the Include box otherwise it will move the cadet to an ACTIVE POC AS300. If you do not want to move the cadet at all you must remove the check.

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Cadet Data - Mass Update AS Level Tab

A list will appear with all updateable cadets already checked. Only uncheck those not to be update for the Mass Update From/To selected. Selecting Review Cadet Data will allow you to verify the cadet data screen and verify basic information. Once all names have been verified, click the Do It! button. WINGS will update AS Year for all those identified.

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2.2.2 AS Level Update Single Cadet

You can use this instruction for cadets that did not or should not have been updated via mass update.

Cadet Data – ROTC – Update AS Level

From the Basic Data Page, click the Plus button, a new row will appear as shown below:

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Cadet Data – ROTC – Update AS Level

Update the Program info and save. When you return to the cadet’s record you will notice the AS Level update.

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2.3 Transfer Cadet to Another Detachment

This module allows WINGS users to transfer (push) a cadet from their detachment to another. The transfer process will make a cadet’s records available to the gaining unit and remove visibility for your det. The main reason you will use the transfer process is when a cadet that used to be at your det is re-entering ROTC after changing schools or when a cadet that is at your unit is transferring to a new college that has a ROTC det.

Note: Before you begin the transfer process on a cadet, keep in mind that:

1. Coordinate with gaining unit. (major change, tuition cost, who does counseling?)

2. You will not be able to complete transfer if there are outstanding tuition bills on the cadet.

3. A cadet cannot be transferred the same day he/she was created in WINGS.

4. You cannot perform more than one transfer action on any given cadet per day.

5. If you transfer a cadet to the wrong detachment, you will need to contact the detachment you transferred the cadet to and have them transfer the cadet to the correct det. They will not be able to perform that action on the same day you did (see note 2).

6. If you enter the wrong EMPLID and save the transfer neither you, nor HQ will not be able to bring the cadet back to your detachment until the next day. To accomplish this you will need to call the detachment you transferred the cadet to and have them transfer the cadet back to you the next day.

Navigation to the Transfer Cadet page is as follows:

Personnel Actions –Processes – Transfer Cadet

Locate the cadet you need to transfer by entering EMPLID, Last Name and/or SSN then click “Search”

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You can transfer any cadet regardless of their status UNLESS there is an outstanding Tuition Estimate in WINGS. If there is an outstanding estimate you will receive the following error message.

NOTE: The message will show the most recent term estimate needing to be closed out.

You will want to review all terms under the estimate page to ensure there are no other terms needing to be closed out.

Navigate to the cadet’s estimate page and ensure it is accurate for past/current terms and the Billed in Full is checked if necessary (do not check it if you are expecting bills for the term; you cannot process the transfer yet). For terms in the future you will enter 0.0 for the estimate, click the Billed in Full Flag box, and save.

Once the estimates are resolved you will be able to transfer the cadet to the new Detachment. Navigate back to the Transfer Cadet page.

To transfer a cadet, enter the 3 number Detachment number in the “Transfer to Det:” box and press the Tab button and the Save button will appear.

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Once you click the Save button the cadet will have been successfully transferred to the new detachment. Once the cadet is pushed, you will no longer have access to the record.

If the cadet is contracted you (the losing Detachment) will also need to create a Change Pay Transaction to Transfer Cadet to Another Detachment

(000020 Transfer Cadet to New Det)

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2.4 Drop A Non-Contract Cadet

Cadet Data – Det Drop A Non-Contract Cadet

NOTE: Prior to dropping any cadet, ensure you have properly updated any scholarship data (e.g., “Declined” any awarded offer) and eliminated any previously entered tuition estimates. You can ONLY Det Drop a NON-CONTRACT cadet.

1 – Insert a row by clicking the “+” button.

2 – Enter the date of drop.

3 – Enter program (GMC, POC).

4 – Use the magnifying glass to select “Loss” as the status.

5 – Use the magnifying glass to select “Det Drop” as the reason.

6 – Enter the AS Level at time of drop.

7 – Enter the term at time of drop.

8 – Save. You have now successfully dropped a non-contract cadet in WINGS.

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2.5 Disenroll A Cadet

Cadet Data – Disenroll a Cadet

NOTE: If ALL data on the Extended Data page is not filled out you will not be able to save the disenrollment row neither will the disenrollments section be able to check the disenrollment approval box. Some of the information frequently overlooked is Address, Birth location, Selective service number (for males) and JROTC Experience. Please ensure this info is filled out.

Cadet Data – Disenroll a Contracted Cadet

1 - Ensure the “Disenrollment Approval” check box above the students’ academic data has been checked. If it has not, contact the disenrollments section (RRFD).

NOTE: Disenrollment actions can only be taken once you receive the paperwork from the disenrollment section.

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Cadet Data – Disenroll a Contracted Cadet

NOTE: Prior to disenrolling any contracted cadet, ensure you have properly updated any scholarship data (e.g., “terminated” any active scholarship) and eliminated any tuition estimates that will no longer be billed/paid.

1 - Click on the plus sign beside the top row of ROTC Program Data to insert a row and enter the following information:

2 - Disenroll Effective Date.

3 - Program Type (POC/GMC).

4 - For Status, enter “Loss”.

5 - For Reason, enter Disenrolled.

6 - For Sub Reason, enter in the appropriate “B” code from the list at the end of this checklist. You will receive this code from the disenrollment section.

7 - Enter the cadet’s AS year.

8 - Enter the Term ID during which the cadet was disenrolled.

Ensure all information is correct and click on the Save button. Ensure you stop the cadet’s pay (if applicable)…refer to the Stop Pay Action section of the WINGS User’s Guide.

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LOSS CODES

CODE DEFINITION

BC Release due to contract changes

BD Medically disqualified

BE Failure to maintain academic retention standards (FTMARS)

BF Humanitarian considerations

BG* Failure to maintain military standards (FTMMRS) Includes Fraudulent Enlistment

BH Indifference to AFROTC training

BI Breach or anticipatory breach of the AFROTC contract

BJ Transfer to other military commissioning program

BK Disenrollment without discredit (Includes erroneous enlistment and disenrollment for the good of the service)

BL Pursuing status drop (non-contract)

BM Death of cadet

BV Voluntary release programs

*BG SUB-CODES

10 - Physical Fitness 20 - Eliminated from Field Training 201 - Physical Fitness 202 - Body Fat 203 - Maturity & Judgment 204 - Undesirable Character Traits 30 - Body Fat 40 - Maturity & Judgment 50 - Undesirable Character Traits 60 - Homosexual 70 - Poor Corps Performance 80 - Fraudulent Enlistment 90 – Other

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2.6 Commission A Cadet

Cadet Data – Commission a Cadet

Complete the following steps in order to successfully commission a cadet in WINGS.

1. Terminate the cadet’s scholarship

2. SAVE

3. If the Cadet WILL have Personal Medical Insurance POST DOC, click the

“Cadet Has Personal Medical Insurance” box then enter the date the cadet signed the Health Insurance Statement.

If the cadet WILL NOT have Personal Medical Insurance POST DOC, only enter the date the cadet signed the Health Insurance Statement.

4. Check the Cadet has Bachelor’s Degree (if not already checked)

5. Insert the commission row

6. Update the cadet’s ELD to the last day the cadet was to be paid on the Pay

Information at DFAS page (if not already updated) and send a transaction to

DFAS

Cadet Data – ROTC Tab

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1 – If the Cadet WILL have Personal Medical Insurance POST DOC, click the “Cadet Has Personal Medical Insurance” box then enter the date the cadet signed the Health Insurance Statement.

- If the cadet WILL NOT have Personal Medical Insurance POST DOC, only enter the date the cadet signed the Health Insurance Statement.

2 – Check the box indicating the cadet has a bachelor’s degree.

3 – Insert a row by clicking the “+” button.

4 – Enter the Date of Commissioning.

5 – Enter program (POC).

6 – Use the magnifying glass to select “Loss” as the status.

7 – Use the magnifying glass to select “Commission” as the reason.

8 – Enter the AS Level at time of commissioning.

9 – Enter the term at time of commissioning.

10 – Save. You have now successfully commissioned a cadet in WINGS.

NOTE: Once you commission a cadet you will need to go to the Pay Information at DFAS tab, update ELD, save then send a transaction to update ELD to stop the pay.

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3.0 Performance

The performance section of WINGS will allow you to enter, view and update a cadet’s performance and assessments through their ROTC career. This data is used to determine eligibility for any special selection processes, so this should be a starting point if you are having issues nominating your cadets.

Term/Cumulative GPA, AFOQT, SAT, ACT– The Cadet GPA and scholastic exams pages are used for tracking “academic” info. There are minimum scores required for eligibility in some programs.

Fitness Assessments – These pages have data for fitness tests and height/weight checks by individual or detachment. There are minimum scores required for eligibility in some programs.

Cadet Ranking – This area allows you to rank all cadets in a FYC against each other. This area comprises 50% of the cadet’s Objective Measure score.

Physical Exams (Medical) – The area is for record all medical physicals cadets receive.

Physicals are required for eligibility in some programs.

Foreign Language Assessment – These pages allow entry of Foreign Language Self Assessment, Defense Language Aptitude Battery scores, Defense Language Proficiency scores, and College Credit for Foreign Language courses. DLAB is required prior to contracting.

Performance Summary – This page shows all the data that has been entered in the performance module.

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3.1 Academics

3.1.1 Term/Cumm GPA

Cadet Data – Performance – Scholastic – Cadet GPA

GPA Tab – Cadet GPA

1 – Use the “+” button to add a row or the “-” button to delete a row for each school.

2 – Verify the EmplID number and cadet name is correct before you make any updates, this saves time in the long run.

3 – Enter the Term ID number. If you do not know the Term ID number, click on the magnifying glass and scroll thru the terms listed.

4 – Enter the School ID number. If you do not know the School ID number, click on the magnifying glass and scroll thru the schools listed.

5 – Review the OFFICIAL TRANSCRIPT from the school and input a correct Term GPA and Cumm GPA

(cumulative GPA). NOTE: Ensure ALL college grades are included in the term GPA and Cumm GPA (for example AFROTC class grades) from the OFFICIAL TRANSCRIPT, if they are not, the GPAs will need to be recalculated separately and then entered.

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Cadet Data – Scholastic Exam Results

CSP Cadets take the AFOQT, ACT, and SAT tests as a requirement to be fully qualified for scholarship entitlements and enlistments. These test scores need to be updated and monitored in WINGS.

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3.1.2 AFOQT Update

Cadet Data – Scholastic Exam Results – AFOQT

1 – If you have not received the AFOQT test scores, you can obtain the scores from the

AFPC website http://www.afpc.randolph.af.mil/testing/docs/afoqtguide.htm. After reviewing the scores, update them in WINGS. Passing or failing, the scores must be annotated. Update the Test Date, Pilot, Navigator, Aptitude, Verbal, and Quan (quantitative) scores and save. Use the “+” to add additional rows and select save when done.

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3.1.3 ACT Update

Cadet Data – Scholastic Exam Results – ACT

1 – Select the ACT Tab and check the cadet data to ensure it is correct.

2 – Update the test date and score. Use the “+” to add additional rows and select save when done.

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3.1.4 SAT Update

Cadet Data – Scholastic Exam Results – SAT

1 – Select the SAT Tab and check the cadet data to ensure it is correct.

2 – Update the test date and scores. Use the “+” to add additional rows and select save when done.

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3.2 Fitness Assessments

NOTE: AFROTC now uses the same standards as active duty. Failure to meet a component minimum will result in a score of zero for that component.

Refer to DoD Instruction 11308.3 for questions on the standard

3.2.1 AFPFT Results Single Cadet Update

If you want to receive the full 30 points (if the BMI is less than 25%) you must put in the HT/WT Check BEFORE you enter this information.

Cadet Data – Performance – AFPFT Tab

1 – Under the Air Force Physical Fitness Test Scores header, enter date of the AFPFT Test Date.

2 – Enter the Seq. # (for example if it is the second AFPFT of the year, enter 2; the default is 1). The age of the cadet is automatically calculated by WINGS.

3 – Enter the number of Sit Ups, Push Ups, Run Time, and Ab Circumference (in inches, rounded to the nearest ½ inch) for the cadet. The points will be calculated automatically.

4 – Enter any comments concerning the AFPFT event.

NOTE: Click on Save to store the data. If you get a message about needing to check the high altitude block, you likely entered the cadet into WINGS on a date later than the date the AFPFT was taken. Enter a more recent date then in the comments block enter the actual date the AFPFT was taken.

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3.2.2 Height/Weight Check Single Cadet Update

Cadet Data – Physical –Weight Check Results

Cadet Data – Physical - Weight Check Tab

1 – Enter the Exam Date, Verify Age, enter Height, Weight and Body Fat if necessary.

2 –Include any comments applicable concerning the cadet; select Save to store the data.

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3.2.3 AFPFT Height/Weight Check MASS Update

If you want to receive the full 30 points (if the BMI is less than 25%) you must put in the HT/WT Check information, WINGS cannot determine if the cadet is to be awarded the full 30 points without knowing that the BMI criteria has been met.

Cadet Data - Performance – Physical – Ht/Wt PFT Mass Entry

Cadet Data – Performance – Physical – Ht/Wt PFT Mass Entry

1 – Enter the Test Date, of the Height Weight then click Refresh. A list of your cadets will appear and be available for Mass Entry.

1 – Enter the Test Date, of the AFPFT and PFT Seq of 1 then click Refresh. A list of your cadets will appear as shown below and be available for Mass Entry.

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Cadet Data – Performance – Physical – AFPFT Mass Entry

To update the Ht/Wt and the AFPFT at one time, enter both the Ht/Wt and AFPFT Test dates (they may be different as shown), then click Refresh. A list of your cadets will appear as shown below and be available for Mass Entry enter the info and save. In the sample below some of the fields are cut off to the right…scroll to the right to enter the info.

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3.3 Cadet Ranking

Cadet Ranking FY of Commissioning

Enter the FY of Commissioning for the class you want to rank.

Cadet Data - Cadet Ranking

1 – Verify correct Fiscal Year (FY) of Commissioning, Det ID, Class Size and Cutoff Date. NOTE: The Validate button will be used after step 3 below.

2 – A list of all cadets within that FY will appear; rank all cadets within the FY group whether or not they are applying for categorization.

3 – Once all data is saved and correct, click the Validate button.

4 – You may receive a message showing that some EMPLIDs were deleted…these deleted EMPLIDs are for cadets who do not meet the ranking requirements. Here is an example of the message:

5 - Click Save again and all information will be saved into WINGS.

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3.4 Physical Exams (Medical)

Cadet Data – Performance – Physical – Medical History

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1 – Select from drop-down the type of physical.

1 – Select from drop-down the exam source.

2 – Enter the dates, as applicable.

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1 – Enter date certified and the certification source (from the drop-down menu).

2 – Save.

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3.5 Pilot Nav Screening Exam

Overview This section holds the physical exam results on the cadets. It is used to help verify if a cadet is potentially Pilot or Navigator qualified.

Cadet Data - Physical – Pilot/Nave Screening Exam

Cadet Data - Physical – Pilot/Nave Screening Exam – AFMOA Exam

1 – Verify name, EMPLID, SSN and FY of cadet.

2 – You must enter data from the physical in the following blocks: Audio Test, Distant

Vision, Near Vision, Refraction, Color Vision/Depth Perception and Height from the medical forms (DD Form 2351, SF88, and DD Form 2808). If you have forms with Hetorophoria/Tropia data, you must also enter that data. WINGS will identify whether the cadet is Potentially Pilot Qualified and/or Potential Navigator Qualified.

The data must still be entered even if there is a certified physical stamped by AETC stating whether the cadet is qualified or disqualified. Click Save and exit.

NOTE: Negative numbers for Refraction will be entered as Zero

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3.6 Foreign Language Assessments

Cadet Data – Performance – Language

Foreign Language – Find an Existing Value

1 – One way to search is to use the employee ID (EmplID) of the cadet.

2 – The cadet’s Last Name can also be used to search.

3 – Another way to search is to use the Social Security # of the cadet. If Search is selected without any data entered, all cadets ever associated with the unit will be listed. This may be a long list. Then click Search to access the cadet.

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Foreign Language – FLSA Entry

1. You can only list one FLSA (assessment) per language…use the + button to add assessments for additional languages only

2. Using the Magnifying glass button, select the Language you wish to enter an assessment for. When you click the button you can enter the Language Description or Language ID.

You can also click Lookup and a list of the first 300 languages will appear as shown below.

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Once you select the Language you wish to assess, using the dropdown arrows, select the level in each section that applies to the cadet. The levels in the drop down correspond with the Language Skill Level Key above the assessment entry section.

FLSA

DLAB Tab

Enter the TCO (Account #), Examination Date and DLAB Score.

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DLPT

Enter the Language ID, TCO (Account #), Examination Date, Reading, Listening and Speaking scores from 0-5

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Lang Cred Hrs

This section of the Foreign Language Assessments in WINGS will allow you to enter, view, and update a cadet’s foreign language classes and participation in the Foreign Language Skill Proficiency Bonus (FL SPB). The data will allow the detachment and headquarters to track FL participation for 4 year high school scholarship program cadets required to take foreign language classes and FL SPB participation, and all foreign language courses taken by cadets.

Term ID – Click the Magnifying glass and select the term Id from the list; only current and future terms will be available.

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School – Click the Magnifying glass and select the school the cadet plans to attend for the FL Class.

NOTE: Ensure the FL selected is offered at the host school or cross town.

Course Type - Select Language, Lab, Cultural Studies or Study Abroad and you will be prompted to enter the Course name.

Course Name - You will type in this data, i.e., French 101 or if cultural studies, i.e., France after the Revolution.

NOTE: If there is a combination of a Language, Lab or Cultural Studies you will use the plus button to enter that particular data.

Language – Click the Magnifying glass and select the language course to be taken. For a shorter list type in the first few letters of the language in the Language Description and click Lookup

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If the class is not a FL SPB you will go to Semester hours and Course level and enter the applicable data and save.

The Language Category and FL SPB Language Pay Tier will be displayed as shown above.

NOTE: You will use the Language Category and Language Pay Tier reflected on the screen and ARMS 09-122 to prepare the statement of understanding for the cadet to sign.

Upon the cadet completing and signing the statement of understanding you will enter the Date Agreement Signed for SPB in the block provided. NOTE: This is a must fill block if the cadet is to be paid. After the agreement is signed the detachment will enter the number of Semester or Quarter hours to be attempted and the course level. Save record.

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Enter the Semester Hours and Course Level

NOTE: For FL SPB the bonus is based on Academic Year 1 Aug – 31 Jul. Each new academic year the cadet will complete a new statement of understanding, reference

ARMS 09-122.

If the cadet is planning to study abroad you will not enter the semester or quarter hours or course level. After entering the date agreement signed for SPB You will proceed to the Study Abroad Block.

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Ensure that you have already entered the term abroad in the ROTC Program Data for the cadet. Use the looking glass to select the country where the study abroad will be completed. For Study abroad, enter the country where the cadet will participate and at the language prompt, select the predominant language spoken in that country.

Enter the start date and stop date of the study abroad. These dates are the date the cadet will depart the US and the date the cadet arrives back into the US, if you need to adjust the dates after entering you will need to contact Headquarters.

Click the Detachment Commander Approval box for the study abroad. This also serves as a reminder to ensure the guidelines for term abroad are followed per AFROTCI 36- 2019. Under circumstances where HQ AFROTC approval is required; an AFROTC FM 22 will be submitted and if approved HQ AFROTC will select HQ AFROTC approved.

At completion of the semester or quarter or term abroad the detachment will verify via an official transcript or course certification the course grade in the block provided labeled course grade.

After verification use the drop down in the Course Grade block select the letter grade, pass, etc. Note: you must select a course grade or symbol to reflect the outcome of the course. Provided the grade is an A, B, or C (or pass on a pass/fail scale) the cadet will be paid for the class, if all other criteria have been met, see ARMS 09-122 for further guidance and clarification. If a cadet took a combination of Language Class, Lab or Cultural Studies you will have to enter a course grade for each pass or fail separately, i.e., Language class “B” and then Lab “Pass” if on a pass/fail scale.

NOTE: The course Grade of “Verified – Study Abroad” can only be selected if the course type is Study Abroad. Verified – Study Abroad signifies that at completion the Detachment Commander has verified that the start date and stop date reflect accurate dates of cadet participation. If the dates are NOT accurate, contact Headquarters to correct the dates before you enter the course grade.

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3.7 Performance Summary

Cadet Data – Performance – Performance Summary

This page will give you a brief look at the cadet’s performance for scholastic and physical results.

Cadet Data – Performance – Performance Summary

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4.0 Additional

The Additional section of WINGS will allow you to perform other miscellaneous tasks that will come up in your cadet’s career.

Contracting – This module tracks and assists WINGS users through the cadet contracting/enlistment process. The module will validate requirements, generate cadet contracting/enlistment documents, and catalog all of the supporting documentation. This is the only way to “activate” a contract in WINGS to provide standardization across AFROTC as well as minimizing erroneous enlistments.

Conditional Events – Conditional Events are tracked on contracted members who fail to maintain AFROTC or military retention standards as outlined in HOLM CENTERI 36-2011.

Waivers – This module is used to request and/or approve waivers to cadets that would otherwise be disqualified from ROTC or other ROTC programs.

Security Clearance – This module is used to track security clearance investigations.

Investigations must be submitted within 30 days of contracting and 14 days of rated categorization.

JETO – This page is used to track jet orientation rides that your cadets may receive.

Passport Data – If your cadet has a passport, you may enter that data here. This is required for Foreign Language and Cultural Immersion programs.

Cadet Comments – This area may be used for any addition info you want to place on the cadet’s record. Comments will be accessible by all users that can see the cadet’s record. Use as you see fit.

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4.1 Contract Tracking

4.1.1 Contracting a Cadet

The basic requirements for contracting a cadet in WINGS are:

- All cadets must have an ACTIVE military program (GMC or POC)

- A GMC cadet must have an activated Scholarship

- A POC cadet must have an enrollment allocation and must have completed

Field Training unless a Field Training waiver has been granted by RRFP and entered into WINGS.

Detailed requirements for enlisting a cadet can be found in AFROTC 36-2011.

NOTE: When enlisting a GMC you must activate the scholarship with an effective date equal to or prior to the enlistment date first then enter the enlistment date PRIOR to saving.

Insert a row in the ROTC Program Data (if required).

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Scholarship Tab – Cadet Data

1 – Click the tab labeled Scholarship

2 - If GMC, the cadet must have an Activated Scholarship on the Scholarship page as shown here: activation date must be the same as or before the enlistment date. Once you enter the active row for the Scholarship, click Save. You may get a message saying “Warning -- Contract data must be entered. (25501,12) Contract data must be entered.”

Click the “OK” button then Click Save. Once you click Save, click the “ROTC” tab and enter the contract info. POCs are not required to have an active scholarship. If they do, the activation date must match the enlistment date.

3 - Once the Military Program (GMC or POC on ROTC Tab) and the scholarship have been activated (if applicable), click on the Add Contract link and enter the enlistment date, enlistment grade and Status as shown below:

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ROTC Data – Add Contract

Click the “Add Contract” link and the following window will open

Input the projected Contract Enlistment Date (cannot exceed 7 days in the future) and the Enlistment Grade. Verify the Contract Details information displayed on the screen. If it is incorrect, update the information prior to generating contract documents. Contracting eligibility will be validated at this point.

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Note: Before you generate enlistment documents, keep in mind that:

7. Contracting documents can only be generated 7 days in advance of the projected enlistment date and cannot be attached to the record until the projected enlistment date.

8. The cadet must be fully qualified to contract in WINGS according to their GPA, physical examination, PFA, etc.

9. The automated contracting module does not eliminate the requirement to use the AFROTC Form 63. When cadet data is accurate and up to date and the AFROTC Form 63 is utilized effectively, erroneous enlistments can be completely avoided.

10. The normal contracting window is 10 workdays before and after the start of the Fall term. Contracting cannot be accomplished between the end of the Fall term and the start of the Spring Term or after the Spring semester ends.

11. There is still a manual aspect to the contracting process.

12. Scholarship Cadets Only: Scholarship must be activated in WINGS before attaching contracting documents (or generating documents if the contracts are being generated on the contracting date).

13. Stipend and scholarship entitlements cannot begin until all associated contracting documents are attached to WINGS and the contract status is “Active”.

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Select the DD Form 4 icon to generate the document.

This will open the signature block page. Update the signature block of the person administering the oath and select the OK button.

Selecting the OK button will open the following box to allow you to generate the DD Form 4.

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You have an option to open or save. Recommend reviewing the form for accuracy on your screen and then printing the form for use during the actual contracting appointment.

This form is not editable.

After generating the DD Form 4, select the AF Form 1056 icon to generate the document.

The signature block will populate with the same information used for the DD Form 4. If the AFROTC Unit Officer Representative signing the AF Form 1056 is different that the person administering the Oath of Enlistment, simply change the name. Select the OK button to generate the AF Form 1056.

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Selecting the OK button will generate the AF Form 1056. You have an option to open or save. Recommend reviewing the form for accuracy on your screen and then printing the form for use during the actual contracting appointment. This form is not editable.

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After contracting the cadet, save the Pre-Enlistment Docs to your PC which were recertified/signed the day of but prior to enlistment. Upload the Pre-Enlistment Docs to WINGS by selecting the paper clip which will open the File Attachment function.

Once all of the Pre-Enlistment Docs are attached, WINGS will allow you to attach the DD Form 4 and AF Form 1056 by displaying the paper clip in the Enlistment/Contracting Docs area. Select the paper clip, attach the contracting documents, and select the OK button.

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After attaching the contract documents, selecting the OK button will automatically return you to the Cadet Data – Personnel – Bio/Demo screen where the ROTC Contract link will reflect Active”. Select the Save button to generate the Reserve Order.

This File Download screen will appear. The order does not require “wet-signature”.

WINGS will generate the order number and apply the RRFP digital signature verification to the document. WINGS will automatically attach the order to the cadet record and included in the vUPRG.

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The Reserve Order link will be displayed to the contract page only after you completely exit and reopen the cadet record.

Contracting Complete

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4.1.2 Cadet Contract Tracking

Once a cadet is on contract, there is information on that contract that may change. When that happens we can record all the different “versions” of a contract that a cadet has had.

ROTC Data – Cadet Contract Data

Simply insert a row with the + button and the new “version” will be made.

ROTC Data – Update Contract Data

The items that have changed will appear in red text.

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4.2 Conditional Events

Cadet Data – Personnel – Additional – Conditional Events

Note: There is also a link to conditional events on the “ROTC Contract” page.

If no conditional events have been recorded, enter date of conditional event and then use the Retention Standard failure drop down box and select the reason for conditional event;

then click the Save button at bottom of screen.

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To add an additional event, click on the “+” button and a new row will appear. Enter the information as stated above. Then click the Save button at the bottom of the screen.

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4.3 Waivers

Cadet Data – Personnel – Additional – Waiver Request

NOTE: THE WAIVER DATE MUST BE EQUAL TO OR PRIOR TO THE EVENT

EFFECTIVE DATE YOU’RE ENTERING A WAIVER FOR. I.E. IF THE WAIVER IS

FOR OQTV FOR ENLISTING AND THE ENLIST DATE IS 10/08/2008 THEN THE

EFFECTIVE DATE OF THE WAIVER MUST BE EQUAL TO OR PRIOR TO THAT

DATE.

When adding a new waiver you must select the Waiver Usage Area and the Waiver Type.

Most waivers can only be approved by HQ the exception at this time is AFPFT component waivers. If approved, the waiver will be valid through one of the three time periods: DATE, Fiscal year and Term.

Cadet Data – Personnel – Additional – Waiver Request

If you have the authority to approve a waiver, you can mark the request approved or denied. If approved, specify the end date for this waiver (if applicable). You may also enter comments regarding the approval or denial action.

4.4 Security Clearance

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A secret security clearance is required for all cadets to commission. Some cadets, because of the AFSC they are assigned, will require an upgrade to a top secret clearance.

Security clearances are to be submitted to the Office of Personnel Management (OPM) within 30 days of the AS200 year for 4-year scholarship cadets; within 30 days of enlistment or pursuing status for all other cadets. If a cadet is classified into an AFSC requiring a top secret, the submission of the top secret clearance request should be submitted to OPM within 14 days of the cadet being notified of their new AFSC.

Security clearances are covered in AFROTCI 36-2011, paragraph 415. This area of WINGS is where security clearances will be updated and tracked.

Cadet Data – Personnel – Additional – Security Clearance

1 – Input some or all of the following: EmplID, Last Name, Social Security #, Clearance Investigation Type, National Security Level or NSC Application Status. If you select Search without any data entered, all cadets ever associated with your unit will be listed. This may be a long list.

2 – Click Search to access the cadet.

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If you are entering data for the first time on the cadet, all fields will be blank as shown above. The following pages explain each field in detail.

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Click the Link to Joint Personnel Adjudication System (JPAS) home page…you need to request access to JPAS from your region security manager.

Comments: Enter any comments concerning the security clearance Clearance Investigation Type: Select the appropriate option

Clearance Upgrade - upgrade from Secret to Top Secret Initial Investigation - new clearance from scratch Not Required - not needed due to prior service clearance meeting specific criteria Periodic Review – Prior service clearance not meeting specific criteria

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1 - Security Level: Select appropriate option

Secret - Minimum requirement for commissioning Top Secret - Required only for specific AFSCs

1 - Application Status: Select appropriate option

Approved - JPAS system reflects “Eligibility and Investigation” data Denied - OPM/AFCAF has denied the clearance Pending - OPM/AFCAF is still processing clearance

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Submitted Date: Date mailed to OPM, enter as MM/DD/YY or select calendar (tab out of box)

Received Date: Date clearance was received by OPM, verified by JPAS (Open Investigation) or receipt received by OPM, enter as MM/DD/YY or select calendar (tab out of box)

Completed Date: Date clearance was granted by AFCAF, verified in JPAS “Eligibility and Investigation” data, enter as MM/DD/YY or select calendar (tab out…