0008-CCAF 2017 PPG Final.pdf

COMMUNITY COLLEGE OF THE AIR FORCE

POLICIES, PROCEDURES AND GUIDELINES

(PPG)

(Includes the CCAF Faculty Handbook)

31 MAY 2017

FA4484-21-R-0003 Attachment 0008

CCAF Staff Directory

Community College of the Air Force

100 South Turner Blvd.

Maxwell AFB, Gunter Annex, AL 36114-3011

Telephone: (334) 649-5000 DSN: 749-5000

Fax: (334) 649-5105 DSN: 749-5105

Email: (first name.last name)@us.af.mil

Public web site: http://www.au.af.mil/au/index.asp

CCAF ASL Knowledge Exchange: https://cs3.eis.af.mil/sites/AE-ED-03-54/default.aspx

CCAF Website: http://www.au.af.mil/au/barnes/ccaf

OFFICE OFFICE SYMBOL

Commander/Commandant CC Vice Commandant CV

Protocol/Secretary CCA

Information Manager IM

Dean of Academic Affairs DE

Academic Programs DEA

Superintendent, Academic Operations DEA-1

Education Services DEAC

Credentialing Programs DEAL

Air Force COOL Program Office DEAO

Services Degree Programs DEAS

Technical Degree Programs DEAT

Curriculum and Training DEAX

Campus Relations DEC

Superintendent, Campus Relations DEC-1

Institutional Effectiveness DECE

Campus Affiliations DECA

Media and Distance Learning DECM

Enrollment Management DES

Admissions DESA Student Services DESS mailto:name)@us.af.mil http://www.au.af.mil/au/index.asp https://cs3.eis.af.mil/sites/AE-ED-03-54/default.aspx http://www.au.af.mil/au/barnes/ccaf

Summary of Revisions

The PPG has been significantly updated and should be reviewed entirely.

A summary of revisions is listed below.

Added definitions of accreditation (1.2). Updated Goals (5), Added the AU-BOV CCAF

Subcommittee (8), added affiliate schools must notify CCAF of any action or event that may affect AU’s accreditation with SACSCOC (19.5). Changed the information regarding printing

CIC submission procedures (29.9.3). Replaced the CRV checklist with new version

(Attachment 3). Added questions to the annual report requesting information regarding specialized accreditation (Attachment 4), made punctuation and grammar corrections, removed specific references to Commanders except where required for signature.

Table of Contents CCAF Staff Directory Summary of Revisions

Section A - The Community College of the Air Force

1. Organization

2. Philosophy

3. Mission

4. Vision

5. Goals

6. Governance

7. Air University Board of Visitors (AU BOV)

8. Advisory Bodies

9. CCAF Administrative Center

Section B - CCAF Affiliation Process

10. Candidacy Status Application

11. Affiliation Procedures

12. Affiliation Requirements

13. Affiliation Visits

14. Affiliation Visit Reports

15. Other Visits

16. Reporting Graduates

17. Graduate Records

18. Student Transcript, Administration and Record System - Faculty Database (STARS- FD)

19. Annual Report

20. Affiliation Status

Section C - CCAF Faculty Handbook: Development, Enrichment, and Responsibilities

21. Hiring CCAF Faculty

22. Faculty Development and Enrichment – Traditional Classroom Instructor

23. Faculty Development and Enrichment – Distance Learning Instructor

24. Role of Faculty

25. Professional Development

26. Air University Policies

27. Faculty Qualification Documentation-Electronic Faculty Folders

28. Exceptional Qualifications In Lieu of Degree (EQILD) Program

Section D - CCAF Faculty Credentialing Programs

29. CCAF Instructor Certification (CIC) Program

30. Instructional Systems Development (ISD) Certification Program

31. CCAF Course Control Documents

32. CCAF Course Evaluations

Attachment 1 Sample Institutional Charcteristics Report Attachment 2 Guide to Writing the Report of Self-Study Attachment 3 Affiliated School Compliance Requirement Guidelines Attachment 4 Annual Report Sample Attachment 5 Community College of the Air Force Instructor Qualification Worksheet Attachment 6 Exceptional Qualification Lieu of Degree (EQILD) Instructions Attachment 7 Exceptional Qualification in Lieu of Degree (EQILD) Worksheet Attachment 8 Checklist for Reviewing EQILD Packages Prior to Submission Attachment 9 CCAF Degree Completion Plan Attachment 10 CCAF Teaching Internship Course Documentation Teaching Internship Attachment 11 Procedures for Ordering Instructors Transcripts Attachment 12 CIC-II Example Attachment 13 CCAF Instructional Systems Development (ISD) Insternship Course Document Attachment 14 CCAF ISD Internship and Certification Worksheet Attachment 15 Course Standardization

Attachment 16 Sample Flying Training Course Attachment 17 Instructor Processing Flowchart Glossary

Section A - The Community College of the Air Force

1. Organization.

The Community College of the Air Force (CCAF) is a multi-campus, federally chartered institution.

CCAF awards the Associate in Applied Science degree as part of Air University (AU), which is accredited through the Southern Association of Colleges and Schools Commission on Colleges

(SACSCOC). Accreditation is a nongovernmental and voluntary process concerned with improving educational quality and assuring member institutions meet established standards. Accreditation of an institution by the commissioning body signifies the institution has a purpose appropriate to higher education and has resources, programs and services sufficient to accomplish its purpose on a continuing basis. Administrative staff, faculty, affiliated schools, education service centers, and civilian colleges and universities worldwide are components of the CCAF system. Although the components are dispersed, the

CCAF administrative center at Maxwell AFB, Gunter Annex, Alabama, acts under the guidance of Air

Force Instruction (AFI) 36-2648, Community College of the Air Force.

NOTE: Throughout this document the terms “instructor” and “faculty” are used interchangeably. Unless stated otherwise, these terms are Air Force terms and are NOT considered academic rank. The term

“school” indicates the level of command at the affiliation level.

1.1. The Community College of the Air Force was established in 1972, in response to a growing need for the development of noncommissioned officers to serve in leadership roles managing the increasingly sophisticated and complex technology of the United States Air Force. The primary objective of the college is to integrate technical education with voluntary college-level general education into programs meeting the needs of the Air Force and satisfying individual desires for career education and progression.

Authority to award the associate degree was provided in Public Law 94-361, signed by President Gerald

R. Ford on 14 July 1976. The college awarded its first associate degrees in April 1977.

1.2. Accreditation indicates a college or university meets acceptable levels of quality and is legally allowed to offer degrees. In all cases the affiliate school must notify CCAF Campus Relations of any changes to or events that may affect AU’s accreditation with SACSCOC. There are three types of accrediting organizations:

1.2.1. Regional: Mostly accredit degree-granting, nonprofit institutions.

1.2.2. National: Accredit degree, non-degree granting, nonprofit and for profit institutions.

1.2.3. Specialized/Programmatic: Can apply to specific courses, programs, departments, or schools that are parts of an institution or a single-purpose institution

Examples: paralegal, radiology, physical therapy, etc.

1.3. AU’s regional accreditor, the SACSCOC, “expects integrity to govern the operation of institutions and for institutions to make reasonable and responsible decisions consistent with the spirit of integrity in all matters.” Therefore, evidence of withholding information, providing inaccurate information, failing to provide timely and accurate information, failing to adhere to all PPG requirements, and other similar practices will be seen as the lack of a full commitment to integrity. Failure of an affiliated school to adhere to the integrity principle may result in loss of affiliation or candidacy.

1.4. Accredited collegiate institutions in the United States must have their status reaffirmed on a regular basis. For AU and CCAF, the reaffirmation process includes writing a comprehensive Compliance

Certification Report (report of self-study) incorporating data from across the AU system and an intensive peer evaluation to ensure compliance with the SACSCOC Principles of Accreditation. The college must comply with this requirement, and each CCAF affiliated school must participate fully in this process to ensure AU retains its accredited status. AU, which includes CCAF, must seek periodic reaffirmation.

1.5. The affiliation process identifies and describes service schools and educational organizations within the CCAF system. Affiliated schools contribute to CCAF degree programs, and affiliation enables those schools to share the benefits and responsibilities of the regional accreditation. The affiliation process was developed because eligibility requirements for accreditation preclude most service-related educational activities from gaining collegiate accreditation. Affiliation with the college is voluntary, and any school wanting to become a member of the CCAF system must commit to complying with the rigorous standards supporting regional accreditation. An institution interested in joining the CCAF system should become thoroughly acquainted with the procedures outlined in this publication and AFI 36-2648, Community

College of the Air Force.

1.6. The major technical training groups at Goodfellow AFB, Texas; Keesler AFB, Mississippi; Lackland

AFB, Texas; Sheppard AFB, Texas; Medical Education & Training Campus (METC), Ft. Sam Houston, Texas; Vandenberg AFB, California; and the School of Aerospace Medicine, Wright-Patterson AFB, Ohio, provide the majority of the CCAF technical training. Specialized schools (flying training wings and command-sponsored schools) provide additional technical training. Professional military education

(PME) centers provide the majority of the leadership, management and military studies courses required for an Associate in Applied Science degree from CCAF. Each affiliated school is a component of the worldwide CCAF education system. The CCAF administrative center ensures affiliated schools comply with rigorous academic standards established by SACSCOC. The affiliation process binds the CCAF system. To ensure the degree provides a comprehensive education beyond technical expertise, coursework in leadership, management and military studies, and general education credit from civilian sources are required to ensure a well-rounded graduate.

1.7. Unlike a civilian branch campus subordinate to its parent institution, affiliation with CCAF does not affect a school’s command structure. Management matters (curricula, staff and faculty selection, student assignments, etc.) remain the responsibility of the major command (MAJCOM), direct reporting unit

(DRU) or field operating agency (FOA) commanders. Institutions maintain their autonomy; however, they do incur certain obligations and responsibilities through affiliation. An affiliated school must also support the CCAF mission, vision and goals that grow out of the college’s philosophy.

2. Philosophy.

The United States Air Force requires well-trained, educated and professional noncommissioned officers prepared to meet current and future leadership, managerial and technological challenges of an increasingly sophisticated, complex and expeditionary Air Force. Enlisted members of the Air Force are entitled to personal and professional growth through collegiate programs beneficial to the Air Force and the nation.

3. Mission.

Offer and award job-related associate in applied science degrees and other academic credentials that enhance mission readiness, contribute to recruiting, assist in retention and support the career transitions and professional growth of the Air Force enlisted corps.

4. Vision.

To become the community college of choice, providing a path to higher learning for those with a calling to serve.

5. Goals.

5.1. Provide world class customer service for today’s enlisted force.

5.2. Provide agile academic program support for today and tomorrow.

5.3. Improve the balance between modern technology and human interaction.

5.4. Strengthen relationships.

6. Governance.

The Commander of Air University is authorized by U.S. Code Title 10 [Armed Forces], 6. Section 9317, to confer the CCAF associate degree.

7. Air University Board of Visitors (AU BOV).

The Secretary of Defense appoints a board of individuals who are eminent authorities in the field of air power, defense, management, leadership, and academia. The board provides the Secretary of Defense, through the Secretary of the Air Force, with independent advice and recommendations on educational, doctrinal, and research policies and activities of the Air University.

8. Advisory Bodies.

The college uses several advisory bodies representing the different components of the CCAF system.

These advisory bodies review policies and procedures and make sound academic recommendations to the

AU BOV.

8.1. Affiliation Committee. The Affiliation Committee is chaired by the Associate Dean of Campus

Relations, and is comprised of members from each directorate within CCAF, to include the Dean of

Academic Affairs. This committee is the first level of review for issues affecting the affiliated schools.

Recommendations from the Affiliation Committee are presented to the Affiliated Schools Advisory Panel and the Policy Council.

8.2. Affiliate Schools Advisory Panel (ASAP). The ASAP is normally conducted before the Spring

Policy Council. The panel represents the categories of technical and specialized training, enlisted professional military education and command-sponsored schools affiliated with the college. The purpose of this panel is to review policies and procedures developed to govern the CCAF affiliated schools and to make recommendations for consideration by the Policy Council.

8.3. Education Services Advisory Panel (ESAP). The ESAP is normally conducted in the fall and is comprised of the CCAF Dean of Academic Affairs, education services advisor, Headquarters USAF representative, major command personnel, base-level education services personnel, and Air National

Guard (ANG) and Air Force Reserve Command (AFRC) components. The purpose of this panel is to provide an interface between the college and the education services system. This panel also serves as one of the main sources of recommendations considered by the Policy Council.

8.4. Policy Council. Academic policies are developed by the Policy Council and endorsed by the AU

BOV. The Policy Council is composed of representatives from all elements of the CCAF system.

Chaired by the Dean of Academic Affairs, the Policy Council normally meets in early spring and submits recommendations concerning academic policies, degree programs, award of credit, academic standards, affiliation of schools, and other policy matters to the Commandant and the AU BOV for guidance and concurrence. Students, faculty members, counselors, administrators, and other interested personnel may submit suggestions to the Policy Council by writing to CCAF/DE, 100 South Turner Blvd., Maxwell

AFB, Gunter Annex, AL 36114-3011.

8.5. AU-BOV CCAF Subcommittee. Subcommittee membership is appointed by the Secretary of

Defense and includes representatives familiar with community college systems and applied science technical associate and undergraduate degrees, the Chair of the CCAF Education

Services Advisory Panel, the Chair of the CCAF Affiliated Schools Advisory Panel, and a retired

Chief Master Sergeant of the Air Force. One member of the Subcommittee will be appointed as the Chair.

9. CCAF Administrative Center.

The CCAF administrative center is located at Maxwell AFB, Gunter Annex. The staff designs and develops associate in applied science degree programs, determines the academic value of coursework delivered by affiliated schools, and awards and applies the appropriate academic credit for the completion of courses. Additionally, the CCAF staff oversees credentialing for all affiliate school faculty. The staff also provides support typical of the administrative functions of other colleges such as registration, maintenance of academic records, processing students for graduation and award of the degree.

Section B - CCAF Affiliation Process

10. Candidacy Status Application.

In order to be considered for candidacy as a CCAF Affiliated School, an institution must conduct regularly scheduled college-level training for Air Force enlisted personnel applicable to CCAF degree programs. Professional military education, Air Force specialty code (AFSC)-awarding courses and courses leading to the award of an AFSC or skill level are usually considered degree applicable. Courses must be of sufficient length, be applicable to a CCAF degree program and demonstrate rigor. Faculty members must meet the criteria in Section C, CCAF Faculty Handbook (Development, Enrichment and

Responsibilities).

10.1. The following documents are part of the request for candidacy and must be received by

CCAF/DECA at least 14 duty days prior to the initial candidacy visit:

10.1.1. Written request to CCAF Campus Affiliations (CCAF/DECA), seeking approval to pursue the candidacy process from the school’s MAJCOM, DRU or FOA.

10.1.2. Course documents for ALL courses that will receive CCAF credit and that Air Force enlisted members routinely attend (Reference Section E, CCAF Course Control Documents).

10.1.3. Institutional Characteristics Report (Attachment 1), containing specific information about the school for CCAF to determine eligibility requirements.

10.2. CCAF Campus Affiliations notifies the school commander of eligibility or ineligibility to seek affiliation. If appropriate, CCAF Campus Affiliations will advise the school commander of the reapplication process.

11. Affiliation Procedures.

New schools are affiliated through two types of methods applying to CCAF affiliation. Procedure One explains how to affiliate a new school, and Procedure Two explains how to relocate a campus. In either case, the school seeking affiliation or relocation must comply with affiliation requirements specified in this PPG. Procedure Three describes steps to take when an affiliated school closes. The following details the steps in the CCAF affiliation process:

11.1. Procedure One - affiliating new schools into the CCAF system.

11.1.1. School representative contacts CCAF Campus Affiliations to discuss candidacy process.

11.1.2. School forwards MAJCOM, DRU or FOA written approval, course documents and

Institutional Characteristics Report (Attachment 1) to CCAF Campus Affiliations prior to candidacy visit.

11.1.3. CCAF staff evaluates course documents.

11.1.4. CCAF evaluation team conducts a school-funded candidacy visit. The CCAF evaluation team surveys facilities and advises the school’s Affiliated School Liaison (ASL) on the process.

NOTE: 100% of the faculty teaching a CCAF candidate course must be degreed (preferably in the discipline) before a school is considered for candidacy, and all instructor credentials/qualifications must be verified prior to a candidacy recommendation to the AU BOV.

Prospective schools must maintain 100% degreed faculty during the candidacy period.

11.1.5. CCAF evaluation team submits candidacy visit report to the CCAF Accreditation

Committee.

11.1.6. If the review is satisfactory, then the Affiliations Committee recommends to the ASAP and Policy Council that the school be admitted to candidacy.

11.1.7. Policy Council recommends to the AU BOV that the school be admitted to candidacy.

11.1.8. The AU BOV endorses a school’s request for candidacy.

11.1.9. CCAF sends written notification of candidacy to the requesting official with a courtesy copy to the school’s commander. CCAF enters the school into STARS-FD and begins awarding credit to course graduates effective the date the AU BOV endorses the school’s admission to candidacy.

11.1.10. Schools remain in candidacy status one year from the AU BOV approval date.

11.1.11. Schools in candidacy status develop affiliation condition processes (para. 12), analyze operations and complete the report of self-study during the one-year period, but before the final affiliation visit. The self- study is used to analyze school strengths and weaknesses, to present the school in the most positive light, and to form the foundation for organizational improvement. A thorough analysis will also help in preparing the report of self-study. The self-study should be a comprehensive document describing the school. Attachment 2, Guide to Writing the Report of

Self-Study, describes the information needed.

11.1.12. Prior to the end of the one-year candidacy period, and before the ASAP, Policy Council, etc., a CCAF evaluation team conducts a school-funded affiliation visit.

11.1.13. CCAF/DECA will prepare an affiliation visit report and the candidate school will respond to any findings within 30 calendar days of receiving the report.

11.1.14. Affiliations Committee reviews the visit report.

11.1.15. Affiliations Committee recommends to the ASAP and Policy Council that the school be affiliated.

11.1.16. Once approved, CCAF submits the candidate school to the AU BOV for consideration.

Upon the AU BOV endorsement, the school becomes a full affiliate.

11.1.17. CCAF Commandant notifies the school requesting official (MAJCOM, FOA, or DRU with a courtesy copy to the school’s commander) of the AU BOV approval. CCAF provides the school commander with a certificate of affiliation.

11.2. Procedure Two - relocating a campus in the CCAF system:

11.2.1. When notified a school is relocating, CCAF Campus Affiliations conducts a school-funded candidacy visit to the proposed new location to determine its suitability and to the existing location to evaluate the planning effort, timetable for relocation and transfer/hiring of the faculty.

11.2.2. In the event of a mission transfer, the CCAF Dean of Academic Affairs decides whether or not the relocating school is placed in a one-year candidacy period.

11.2.2.1. If a one-year candidacy period is required, the school will submit a new report of self-study as outlined in Attachment 2. Prior to completing the one-year candidacy period, CCAF Campus Affiliations will conduct a school-funded site visit to assess the school’s status.

11.2.2.2. The site visit report is provided to the Affiliations Committee. This committee evaluates the results of the site visit for compliance with accreditation requirements and recommends changes needed to ensure compliance. The committee recommends, through the ASAP and Policy Council, to the AU BOV, continued affiliation of the school in “Good Standing” or the need to place the school on “Sanction” or

“Disaffiliation.”

11.2.2.3. The CCAF Commandant notifies the school’s requesting official (with a courtesy copy to the school’s commander) of the AU BOV endorsement.

11.2.2.4. If the school is not placed in one-year candidacy period, an updated self-study is still required.

NOTE: Faculty must be in compliance before a school is considered for continued affiliation, to include mission transfers.

11.3. Closing a campus in the CCAF system:

11.3.1. When notified that a school will close, the closing school will forward a request for disaffiliation to CCAF detailing the reason for closing the school (e.g., mission systems change, base closure or training relocation). (para. 20.4.2.)

11.3.2. CCAF Campus Affiliations will submit the closure information through the ASAP and

Policy Council to the AU BOV for endorsement.

11.3.3. The school will provide CCAF/DECA electronic copies of all graduate records for course verifications for the last 30 years or from time of school affiliation within 14 calendar days after last graduating class.

11.3.4. CCAF/DECA will file graduate records with CCAF/DES.

12. Affiliation Requirements.

Affiliation necessitates a commitment to maintain quality standards. The school will support the institutional integrity and accreditation requirements. To become an affiliate school and maintain affiliation, a school agrees to accept certain responsibilities, comply with the requirements in these guidelines and provide CCAF-required information to ensure CCAF’s continued regional accreditation as a part of AU.

12.1. The school must have processes in place to:

12.1.1. Complete a self-study during the candidacy period and maintain a copy as a permanent document.

12.1.2. Report course graduates within five duty days after graduation, using a method acceptable to CCAF Registrar (e.g., Oracle Training Application [OTA]; Student Transcript, Administration and Record System-Faculty Development [STARS-FD] Graduate Reporting;

etc.).

12.1.3. Select and maintain academically and technically qualified teaching faculty (ensuring faculty qualifications remain compliant).

12.1.4. Ensure faculty members are subject-matter qualified and assessed annually in each course to which they are assigned. Although subject-matter testing may be accomplished any time during the year, it must be accomplished not later than 365 days after the previous subject-matter test date as documented in STARS- FD.

12.1.5. Submit original, tentative, new or revised course documents (to include course number changes) at least 14 calendar days before the class start date and review and/or update course documents annually (Reference Section E, CCAF Course Control Documents).

12.1.6. Conduct a comprehensive evaluation program to include evaluation of students, faculty, instruction, instructional media, curricula, and supporting facilities and services.

12.1.7. Conduct an instructor qualification program.

12.1.8. Maintain, through STARS-FD, required faculty credentialing, qualification data, course information, and school contact information.

12.1.9. Publish school-specific course and student administration criteria.

12.1.10. Appoint a minimum of one primary and one alternate Affiliate School Liaison (ASL) for the affiliate school. The primary ASL must maintain all appointment letters and have them available upon request. ASLs must send the letter to their CCAF Affiliate School Manager

(ASM). Additional ASL/POCs and instructor supervisors may be appointed as necessary.

However, the primary and alternate ASL, along with the school commander, is responsible for ensuring the affiliate school meets all PPG requirements.

12.1.11. Ensure the school’s primary and alternate ASL attend the ASL training at CCAF within

180 calendar days of appointment. Additional ASL/POCs are highly encouraged to attend the workshop, but at a minimum, must receive documented training by the school’s primary or alternate ASL within 30 calendar days of appointment. The training must include instruction on the use of STARS-FD and the PPG. This training must be documented using AF Form 797

CCAF ASL Training available on the SharePoint site and/or in the STARS-FD toolbox.

Documentation of training must be available upon request. CCAF Campus Affiliations will limit access to STARS-FD to only those who have been properly trained and to those who have a specific need to access the record system.

NOTE: Sign-up for ASL training at the CCAF and ASL Knowledge Exchange SharePoint:

https://cs3.eis.af.mil/sites/AE-ED-03-54/default.aspx

12.1.12. Coordinate the CCAF Instructor Certification (CIC) and Instructional Systems

Development (ISD) Certification Programs.

12.1.13. Submit an annual report (para. 19) by 15 December each year. Electronic copies are maintained in STARS-FD under the school documents tab.

12.1.14. Provide students with course admission and release policies.

12.1.15. Identify classrooms as a “CCAF classroom” by either displaying a poster in each classroom (number of hours, semester credit, etc.), or by an initial briefing to the students at the beginning of each course.

12.1.16. Immediately notify CCAF Campus Affiliations concerning any actions relating to school transfer(s), course transfer(s), or change(s) impacting affiliation. The CCAF Dean of

Academic Affairs will determine if the action requires a substantive change notification to

SACSCOC.

12.1.17. Ensure funding is available for facilities, faculty development, student activities, temporary duty, etc.

12.1.18. Ensure staff and faculty are familiar with AFI 36-2648, Community College of the Air

Force and the PPG.

12.1.19. Ensure student instructors complete 3 SH of CCAF-approved instructor methodology.

NOTE: No “grandfather” clause exists for instructor methodology. Instructors must complete at least 3 SH.

12.1.20. Ensure student instructors complete a 12 SH CCAF-approved teaching internship course within 12 months of their Date Assigned Instructor Duty (DAID) to include returning instructors who currently possess an internship worth less than 12 SH. In addition, non-degreed faculty members must earn a degree within 12 months of their DAID.

NOTE: No “grandfather” clause exists for the 12 SH Internship. Instructors must complete 12

SH.

12.1.21. Ensure the ASL maintains or has access to CCAF Campus Affiliations PPG; AFI 36-

2648, Community College of the Air Force; CCAF Update(s), and any policy memorandums applicable to affiliation, available at SharePoint: https://cs3.eis.af.mil/sites/AE-ED-03-

54/default.aspx

12.1.22. Ensure the school has established and maintains documented test control procedures.

The school must demonstrate that the student who registers in a distance or correspondence education course is the same student who participates in and completes the course and receives the credit by verifying the identity of a student who participates in class or coursework by using, at the option of the institution, methods such as (1) a secure login and pass code, (2) proctored examinations, or (3) new or other technologies and practices that are effective in verifying student identification.

12.1.23. A Course Verification letter must be submitted through E-Mail from the affiliated school’s registrar organizational account to the CCAF registrar. The school must establish an

FA4484-21-R-0003 Attachment 0008 https://cs3.eis.af.mil/sites/AE-ED-03-54/default.aspx organizational E-Mail account and forward to CCAF (e.g.

schoolname.registrar@yourbase.af.mil). List the school’s organizational E-Mail account on the school home page in STARS-FD.

13. Affiliation Visits.

CCAF Campus Affiliations will schedule required visits to assist the school seeking affiliation. The following visits can be expected during candidacy and affiliation with CCAF:

13.1. Orientation Training Visit. A school considering affiliation may request an orientation visit. This visit provides the school’s commander and staff with the training and tools necessary to assist the school in attaining affiliation. CCAF Campus Affiliations conducts extensive presentations and training including specific “how to” guidance. This visit is optional. The school seeking affiliation funds the orientation visit.

13.2. Candidacy Visit. CCAF Campus Affiliations must visit any school seeking candidacy. The length of the visit depends on the size and scope of the school. This visit is mandatory and the school seeking affiliation funds this visit. The on-site evaluation allows CCAF to make a first-hand assessment of the school and gives the school an opportunity to discuss affiliation. Evaluators will tour facilities, visit classes, talk with staff, faculty, students, key base officials, and observe the school’s operation. To prepare for the site visit the school should:

13.2.1. Review Institutional Characteristics Report (Attachment 1).

13.2.2. Review course documents and ensure CCAF has the most current version.

13.2.3. Review faculty credentials (reference Section C) and be prepared to discuss the faculty instruction qualification program.

13.2.4. Identify strengths and weaknesses.

13.2.5. Be familiar with the Affiliated Schools Compliance Requirements Site guide

(Attachment 3).

13.3. Affiliation Visit. This visit completes the affiliation process. This visit is mandatory and the school seeking affiliation funds this visit. The school completing the candidacy period will schedule this visit between 7-10 months from the candidacy approval date to seek affiliation. The visit should be scheduled at a time when classes are in session and key school personnel are available to discuss relevant issues.

The school POC is responsible for developing the visit itinerary and making appointments with school and base officials. An organized, informal get- together (including key personnel and base officials) may be scheduled early in the evaluation. This gives CCAF Campus Affiliations the opportunity to explain affiliation to individuals who, by virtue of their positions, are interested in the school’s success. To prepare for the affiliation visit the school must:

13.3.1. Complete the Affiliated School Compliance Requirements Site Report Narrative

(Attachment 3) using narrative format and submit electronically to CCAF at least 30 calendar days before the visit.

13.3.2. Document and show processes for the following items:

13.3.2.1. Course document submission.

13.3.2.2. Graduate reporting.

13.3.2.3. Faculty reporting.

13.3.2.4. Instructor and student evaluation/feedback program.

13.3.2.5. Instructor qualification program.

13.3.2.6. Faculty professional development.

13.4. Staff Assistance Visit. The school may request a staff assistance visit at any time. The school is responsible for funding this visit, which is designed to assist the school with processes, policies, procedures, and training.

13.5. Compliance Requirements Visit (CRV). The CRV determines the school’s compliance with the conditions of affiliation. This visit is funded by CCAF and is conducted after a school achieves affiliation status. School compliance with affiliation requirements could alter the frequency of a CRV; however, CCAF normally conducts CRVs once every 3 years. The length and scope of the visit depends on the size of the affiliated school. The CRV is scheduled with input from the affiliated school, and a memorandum is sent to the school’s chain of command notifying them of the CRV date at least 60 calendar days before the visit. Schools must complete the Affiliate School Compliance Requirements

Off-Site Report (Attachment 3), using a narrative format and submit electronically to CCAF at least 30 calendar days before the scheduled visit. Additionally, CCAF may perform “no notice” visits to affiliated schools.

13.6. Substantive Change Visit. Air University’s regional accrediting body, SACSCOC, defines a significant modification or expansion of the nature and scope of an accredited institution, as a substantive change. Significant changes to a school’s organizational structure or course offerings may constitute a substantive change and require a written report and visit. Changes must be submitted to CCAF before any change occurs. CCAF Campus Affiliations must be notified as soon as possible, but always before the change. The CCAF Dean of Academic Affairs will coordinate with AU Academic Affairs to decide whether a visit is warranted due to a substantive change. If a visit is required, the school must fund it.

Examples of possible substantive changes:

13.6.1. Command realignment.

13.6.2. Significant increase or decrease in course offerings of 25% or more.

13.6.3. Satellite or branch campus addition.

13.6.4. Physical relocation to include mission transfer.

13.6.5. Change in organizational designation.

13.6.6. Pursuit of or any change in status with specialized accreditors.

13.6.7. Any request to enter into an agreement, MOA, MOU, etc., with another institution.

14. Affiliation Visit Reports.

The finalized visit report is sent directly to the school’s chain of command, and a copy is sent to the school’s commander within 20 calendar days. Improvement areas are identified as “findings” or

“observations”. The report covers each area of the affiliated school compliance requirements site report

(Attachment 3). Findings not corrected are reported to the CCAF Affiliations Committee to determine a school’s affiliation status.

14.1. A finding indicates a deficiency in meeting the criteria and requires a written response describing actions taken to correct the situation. A finding is a serious shortcoming requiring an answer in an effective, realistic manner.

14.2. An observation does not imply a shortcoming; it is the evaluator’s assessment that some aspect of the school could be improved by adopting a specific proposal or procedure. Additionally, an observation could be a comment on some positive aspect or initiative the school has implemented. A negative observation does not require a written response unless specifically stated in the report.

14.3. Replies to the CCAF evaluation team’s report must specifically answer each finding and explain clearly and directly what corrective action has been taken or scheduled. Return replies to CCAF within

30 calendar days from the receipt of the report. The report and the reply are reviewed and a recommendation regarding candidacy for affiliation or continued affiliation is made to the Affiliations

Committee. Based on the “findings and/or observations,” a follow up visit may be scheduled to re-evaluate the school within 90 calendar days of the CRV.

15. Other Visits.

SACSCOC may select affiliated schools for an on-site evaluation. This visit plays a significant role in reaffirmation of accreditation of CCAF as part of AU. Because of the magnitude of the system, SACSCOC will not visit each affiliated school. Therefore, SACSCOC may evaluate selected schools that are representative of the CCAF system. CCAF assists the school in preparing for the visit and provides an escort for the SACSCOC evaluation team. CCAF or Air University funds SACSCOC visits to affiliated schools.

16. Reporting Graduates

16.1. All affiliate schools will report graduates within five duty days of class graduation using the Oracle

Training Application (OTA) or other approved data system.

16.2. Schools that cannot use OTA or another approved data system will directly report to CCAF via the graduate reporting function available through STARS-FD. These schools have five duty days from the date each class graduates to report their graduates.

16.3. When teaching internship has been successfully completed, internship graduation will only be reported in STARS-FD.

NOTE: If graduate data is reported solely through STARS-FD, it will NOT update MilPDS or other personnel systems. Completion is recorded on the CCAF academic transcript.

17. Graduate Records.

Affiliate schools must keep CCAF course graduate records 30 years or until the school disaffiliates and the records are turned over to CCAF. Records will be maintained to ensure student information can be verified if electronic graduate reporting fails. If a school closes or becomes disaffiliated, then the school must compile these student records electronically and send them to CCAF Campus Affiliations. If records are stored at a federal records center, the IMT 135 with location information will be forwarded to

CCAF in place of the records. The data must be labeled with the affiliated school name, location, and graduation dates. The label must include the type of software needed to access the data.

18. Student Transcript, Administration and Record System - Faculty Database

(STARS- FD).

The STARS-FD is a web-based system providing “real-time” faculty data. Affiliated schools and candidate schools must use STARS-FD to record credentialing information for all qualified, student instructors, and instructor candidates. DO NOT record information on guest lecturers, subject-matter experts or speakers of opportunity (refer to Section C on CCAF Faculty). Schools must establish procedures to add and remove new/returning instructors within five duty days of arrival to the school

(para. 21.7.) or within five days of removal from instructor duty. For more detailed instructions on the use and maintenance of STARS-FD, please refer to the STARS-FD Users Guide, which is available for viewing/downloading in the toolbox section of STARS-FD.

19. Annual Report.

Annual reports are based on the fiscal year (1 Oct – 30 Sep). A sample is provided in Attachment 4. The affiliated school POC will submit an acceptable annual report electronically by 15 December of each year to CCAF Campus Affiliations. Failure to submit an Annual report on time may result in a finding or warning, as deemed appropriate. Annual reports are addendums to the school’s self-study, and a copy is maintained with the self-study. CCAF uses this information to compile reports that may be required by the CCAF Policy Council, the AU BOV or the SACSCOC. Annual reports will:

19.1. Describe any major changes for the school over the past year.

19.2. Describe how the school evaluates effectiveness in achieving its mission.

19.3. Describe how the school uses evaluations, critiques, and other assessment results for institutional improvement (changes made based on evaluations, critiques or assessment tools).

19.4. List professional memberships and/or subscriptions to professional journals that the school maintains.

19.5. List the courses, the accrediting agency, reports, and site visits; if the school holds specialized accreditation.

19.5.1. Specialized accreditation is designed for specialized schools that are already receiving institutional accreditation. Any school that receives this accreditation must inform CCAF Campus

Affiliations.

19.6. Describe how faculty development and enhancements have been accomplished over the past year.

19.7. Include the affiliated school questionnaire using narrative format. The affiliated school’s commander or commandant endorses the report and if the report reveals areas of non- compliance, the school provides an action plan, to include progression milestones, detailing corrective actions for the school.

19.8. Certify currency for CCAF courses taught by the affiliated school.

NOTE: The affiliated school’s commander, commandant or civilian equivalent must certify the accuracy of information in the report.

20. Affiliation Status.

20.1. Good Standing. An affiliated school in full compliance with the conditions of affiliation is considered to be in Good Standing.

20.2. Show Cause. Schools found to be out of compliance with the Principles of Accreditation and the

CCAF PPG must correct the deficiencies or face the possibility of being placed on sanctions. A school found to be out of compliance, at a level that does not yet warrant immediate sanctions can be placed on

Show Cause for up to one year. At the conclusion of the period, the institution must have remedied deficiencies and provide evidence as to why the period of monitoring should end. If the school has not made adequate progress toward compliance at the conclusion of the monitoring period the school may face sanctions.

20.3. Sanctions. A school not in compliance with the conditions of affiliation is subject to sanctions. If necessary, CCAF Campus Affiliations will conduct a CRV to ascertain the scope of the issues and assist the school in meeting affiliation conditions. If the deficiencies are not readily correctable and it is determined by a review of the advisory bodies and affirmed by the AU BOV that sanctions should be imposed, the CCAF Commandant will notify the school’s chain of command in writing of any action taken. School commanders must notify CCAF within 30 calendar days with a corrective action plan.

This plan will include estimated dates of completion and progress milestones. The following paragraphs outline the types of sanctions available to impose.

20.3.1. Warning. Warning is a public sanction usually imposed for one year when a school has failed to maintain standards. If the school has not remedied infractions or other deficiencies during the Warning period, the school must demonstrate why it should not be placed on probation. If the school presents a plan to come into compliance, the warning period may be extended. The AU BOV, upon recommendation of the Policy Council, determines extension of the Warning period, but no more than one additional year may be granted. If the school corrects the deficiencies within the year, it may be placed in Good Standing. The following examples could place a school on Warning status:

20.3.1.1. Failure to maintain 100 percent qualified faculty.

20.3.1.2. Failure to report graduates within five duty days of graduation.

20.3.1.3. Failure to submit an acceptable annual report by 15 December.

20.3.1.4. Failure to provide requested information in an acceptable and timely manner.

20.3.1.5. Failure to maintain accurate information in STARS-FD.

20.3.1.6. Failure to review courses at least annually (See annual report).

20.3.1.7. Failure to submit course control documents at least 14 calendar days before the class start date.

20.3.1.8. Failure to list all faculty teaching CCAF courses.

20.3.2. Probation. Probation is a public sanction usually imposed for one year when conditions generating a Warning status have not been corrected. If the school corrects the deficiencies, it may be placed in Good Standing. However, if the school has not remedied the infractions or other deficiencies at the end of Probation, the school must show “just cause” why it should not be considered for disaffiliation from CCAF.

20.4. Disaffiliation. There are two types of disaffiliation - Involuntary and Voluntary:

20.4.1. Involuntary Disaffiliation has serious consequences since graduates of a disaffiliated school no longer earn CCAF credit. If involuntary disaffiliation is considered, CCAF Campus

Affiliations will visit the school to ascertain the scope of the issues and to assist the school, if possible, in meeting the affiliation requirements. CCAF Campus Affiliations will report the school’s status to the Accreditation Committee and the Policy Council. If the Policy Council recommends disaffiliation to the AU BOV, the school’s commander may appeal the decision in writing to the AU BOV through the CCAF Commandant. The AU BOV’s adjudication is final.

20.4.2. Voluntary Disaffiliation. A school wanting to withdraw from the CCAF system must send a written disaffiliation request (signed by the original requesting authority’s office) to the

CCAF Commandant with a courtesy copy to CCAF Campus Affiliations. Once the request is received, the CCAF Commandant will contact the school’s commander to ensure understanding of disaffiliation consequences for the school and students. The AU BOV must endorse a request to disaffiliate. Once disaffiliation is endorsed, the school forwards documents containing graduate reporting information (para. 17) to CCAF Campus Affiliations for accountability of course graduates.

20.5. CCAF Campus Affiliations continually monitors compliance with affiliation requirements. CCAF

Campus Affiliations provides this information to the Affiliations Committee, Policy Council and the AU

BOV CCAF Subcommittee when determining the affiliation status of a school.

Section C - CCAF Faculty Handbook: Development, Enrichment, and

Responsibilities

21. Hiring CCAF Faculty.

Each affiliated school must develop a specific process for recruiting and selecting those faculty members best qualified to teach in their respective discipline. The process must ensure compliance with the hiring requirements of AFI 36-2110, Assignments; and AFI 36-2648, Community College of the Air Force.

CCAF faculty members must possess, at a minimum, an associate degree, preferably in the discipline, from a regionally or a nationally accredited postsecondary institution before the end of their first year of teaching. Qualified faculty must have an associate degree and possess appropriate academic preparation or academic preparation combined with work experience. Academic preparation and work experience must be relevant and applicable to the subject matter taught. This expertise must be documented in

STARS-FD.

21.1. Faculty Qualification Documentation. SACSCOC requires each school to justify and document the qualifications of its entire faculty. Faculty are expected to have a degree in their teaching discipline and/or other documentation reflecting expertise that qualifies them to teach in their respective discipline and assigned courses. This documentation should include, but is not limited to, related work experiences in the teaching field, professional licensure and certifications, honors and awards, continuous documented teaching, and achievements contributing to effective teaching and student learning outcomes.

Instructor qualification documentation is maintained for each instructor (officer, enlisted, contractor, civilian or foreign military) teaching a CCAF course. When academic qualifications listed in STARS- FD do not match subject matter being taught, the instructor qualification worksheet (Attachment 5) is used to document additional experience. Instructor qualification worksheets must be submitted to the CCAF

Affiliate School Manager for review. The Affiliate School Manager will ensure all information is accurate and loaded in the PQ tab and documents section of the STARS-FD record. In all cases, the institution (CCAF and its affiliated schools) is responsible for justifying and documenting the qualifications of its faculty. An institution offering distance or correspondence learning courses ensures that there is a sufficient number of faculty qualified to develop, design, and teach the courses. Affiliate

School Managers will contact ASLs if qualifications do not reflect expertise in the teaching discipline.

21.1.1. CCAF Faculty Status. A CCAF faculty member is an instructor assigned to teach a

CCAF course. Qualified CCAF instructors are responsible for ensuring instructional objectives are met in a CCAF course. The commitment of the faculty to institutional purposes determines the effectiveness of the CCAF educational program. CCAF recognizes only three categories of instructors: Qualified Instructor (I); Student Instructor (SI); and Instructor Candidate (IC).

NOTE: Do not maintain instructor qualification documentation for guest lecturers, subject-matter experts or speakers of opportunity. Guest lecturers, subject-matter experts and speakers of opportunity are not considered faculty members.

21.2. Qualified Instructor (I). A qualified instructor is a faculty member teaching CCAF courses who possesses an…