Attachment_J-1_Appendix_F_Plans_Reports_and_Letters.pdf

Contract No.

Solicitation No. FA5215-13-R-7001 USPACOM Education Services

Attachment J-1

APPENDIX F

PLANS, REPORTS, AND LETTERS

F1 Appendix F provides a tabular summary of key Plans, Reports, Notifications, and other general documents the Contractor is required to produce. A short synopsis is presented that describes the significant details required of each document. The Contractor shall reference the main body of this PWS, any applicable regulations, and technical orders when authoring to ensure all stipulations are met.

F1.1 Unless otherwise stipulated here or by the CO, all Plans, Reports, Notifications, Listings, Documents, and Requests herein shall be delivered electronically/e-mail with attachment, and retained for the life of the contract.

Table F-1: Summary Listing of Contractor Plans

Title

PWS

Paragraph(s)

Recipient Period

Quality Control Plan 4.2.(b) 766 SCONS and HQ

PACAF/A1KE

No later than 60 days after Pre-performance meeting

Table F-2: Summary Listing of Contractor Reports

PWS

Paragraph Recipient Period

Employee Report 4.1.1(m) HQ PACAF/A1KE Every quarter

Due 31 Dec, 31 Mar, 30 Jun, 30 Sep of each year

Contractor Evaluation Report 4.1.2(a)

4.2(h)

HQ PACAF/A1KE Annually by 1 October

Accreditation Report 4.9.1(c) Contracting Officer Within 45 days of receipt of recent report

Degree Completion Report 4.9.5.9(d) Each Education Center and

HQ PACAF/A1KE

3 times per year

February, July, and September

Face-to-Face and Distance Learning Enrollments

4.9.5.11(c) HQ PACAF/A1KE

For Korea: Education Division, HQ USFK

Within 15 days after term completion

Table F-3: Notifications, Listings, Documents, and Requests

PWS

Paragraph

Recipient Period

Annual Course Schedule 1.1.1.3(a) ESO coordination

HQ PACAF/A1KE, local ESOs/Navy College Director/IMCOM-P, and Marine Corps Lifelong Learning Director

At least three weeks prior to commencement of Term 1 registration

Course and Instructor Listing 1.1.1.3(b)

ESO for Approval

Published on institution’s website and available for distribution

No later than 30 days prior to term start date

At least 3 weeks prior to beginning of term

List of Faculty Members 1.1.1.3(c)

Local ESO 30 days prior to beginning of each term

Certificate/Degree Completion Notification

1.1.1.4 Student Within 45 days after

successfully completing degree program

Graduation Ceremony 1.1.1.5

Local ESO

Army, Air Force, Marine Corps, and Navy Pacific region headquarters

No later than 45 calendar days prior to scheduled ceremony

List of Non-Credit Courses, Lectures, Seminars, or Workshops

1.1.1.6(b) HQ PACAF/A1KE By 15 th working day after end of each term

Attendance roster of DANTES funded student with test results;

breakdown of tests taken by test provider; total number of tests taken for each branch of service

1.1.1.8(i)

ESO at the Installation

HQ PACAF/A1KE

By 1 st business day of the month

Annually 1 October

CLEP eCBT Test Results 1.1.1.8(i) Examinees Upon completion of exam

Test Compromise or Security Breach Involving CLEP eCBT Program

1.1.1.8(j) ESO, ETS and College Board

Within 24 hours of any compromise or security breach

Test Compromise or Security Breach Involving iBT DSST Program

1.1.1.8(j) ESO and Prometric Within 24 hours of any compromise or security breach

Test Compromise or Security Breach Involving Pearson-Vue Testing

1.1.1.8(j) ESO and Pearson-Vue Within 24 hours of any compromise or security breach

Table F-3: Notifications, Listings, Documents, and Requests (cont)

PWS

Paragraph

Recipient Period

Articulation Agreement 1.2(d) HQ PACAF/A1KE Within 120 days after award

Pacific Area Faculty Guide 4.1.2(i) and (j)

New faculty member

Each Service Director

In advance of his/her class starting date

Before the start of Term 1

Pacific Area Faculty Guide Review

4.1.2(i) HQ PACAF/A1KE By 1 December of second and ensuing contract years

Student Survey Results 4.2(i) ESO Within 15 days of request

Request for Travel Authorization

4.5(a) HQ PACAF/A1KE At least 15 days prior to proposed travel date

Refunds 4.9.2(c) Applicable Service or Student

Within 30 days after withdrawal date

Articulation Guide 4.9.4(a) and (b)

HQ PACAF/A1KE

Each Education Service Director

Each ESO

Within 120 days from date of award

Excessive Unexcused Absences

4.9.5.4 Appropriate ESO Within 4 working days

of the last absence of any and all students accruing excessive unexcused absences

Transcripts for Active Duty Students

4.9.5.6(a) Servicing Education Services Center

Within 30 days after degree completion

Catalogs/Bulletins (Develop & produce)

Distribute

4.9.5.8

Each ESO

Each Matriculated Student

No later than 180 days after contract award and prior to Term 1 of each academic year

Prior to beginning of school year

Table F-3: Notifications, Listings, Documents, and Requests (cont)

PWS

Paragraph

Recipient Period

Enrollment and Courses Data 4.9.5.9(e) HQ PACAF/A1KE

766 SCONS

No later than 15 workday after request but not later than 3 years after termination of contract

Course Syllabus 4.9.5.10(b) Institutional Web Site 3 weeks before start of classes each term

Grades 4.9.5.11.3(a) and (b)

Students

Army (GoArmyEd)

Air Force (AI Portal)

Navy/Marine Corps

(NCMIS)

Within 14 days of course completion

Within 14 days of published term end date

Within 15 days of published term end date

Within 15 days of published term end date

F2 APPROVED PLAN

F2.1 QUALITY CONTROL PLAN

Description: This plan addresses all areas covered in the PWS. See paragraph 4.2 for full description

Submit to: CO and HQ PACAF/A1KE

Due by: No later than 60 days after pre-performance meeting

F3 REPORTS

F3.1 EMPLOYEE REPORT

Description: The Employee Report lists all employees provided a Common Access

Card (CAC). This report shall contain the following items:

(1) Name

(2) Citizenship

(3) Work Status

(4) Primary Assignment Location

(5) Last four digits of Social Security Number of Employee

(6) Family Members Provided CAC Names Citizenship Date of Birth Relationship to Contractor’s Employee

(7) Names of Individuals no longer employed and disposition of their identification cards

Submit to: HQ PACAF/A1KE

Due by: 31 December, 31 March, 30 June, and 30 September

Frequency: Quarterly each year

F3.2 CONTRACTOR EVALUATION REPORT

Description: A candid evaluation of the Contractor’s performance for the past contract period. Report should be tied to the Contractor’s Quality Control Plan and Inspection System. The report shall include:

(1) Executive Summary

(2) Administrative Organization

(3) Academic Programs

(4) Data on faculty

(5) Administrative and Student Services

(6) Quality Control

(7) Summary of Student Surveys

(8) Measures of Student and Administrative Services performance

(9) Library Electronic Access use by Students and Faculty

(10) Annual Summary of Institutions Quality Control Evaluations

(11) Deficiencies and corrective actions taken to resolve deficiencies

(12) Process and results of Institutional Outcomes assessment results

Submit to: HQ PACAF/A1KE

Due by: 1 October

Frequency: Annually

F3.3 ACCREDITATION REPORT

Description: Copy of most recent accreditation reports and associated written communications related to its USPACOM program

Submit to: CO

Due by: Within 45 days of receipt

Frequency: As Required

F3.4 DEGREE COMPLETION REPORT

Description: List of all individuals who have completed the requirements for a certificate, Associate, Bachelor’s or Graduate degree

Submit to: Each Education Center

Due by: February, July, and September

Frequency: Three times per year

F3.5 FACE-TO-FACE AND DISTANCE ENROLLMENTS REPORT

Description: Enrollments per CLIN per site for each Military Service

Format: Excel compatible spreadsheet format

Submit to: HQ PACAF/A1KE

For Korea: Education Division, HQ USFK

Due by: Within 15 days after term completion

Frequency: Each term

F4 NOTIFICATIONS, LISTINGS, DOCUMENTS, AND REQUESTS

F4.1 ANNUAL COURSE SCHEDULE

Description: Master plan for all term schedules

Format: Published on paper and institution’s web site and available for distribution

Submit to: Local ESO for coordination; HQ PACAF/A1KE, Army, Air Force, Marine Corps, and Navy Pacific region headquarters

Due by: 3 weeks prior to beginning of Term 1 registration

F4.2 COURSE AND INSTRUCTOR LISTING

Description: Course listing schedule and instructors

Submit to: Published on institution’s web site and available for distribution

Due by: 3 weeks prior to beginning of term

Frequency: For each term

F4.3 LIST OF FACULTY MEMBERS

Description: List of faculty members with information on the subject(s) each faculty member is approved to teach each term

Submit to: Local ESO

Due by: 30 days prior to beginning of each term

F4.4 CERTIFICATE/DEGREE COMPLETION NOTIFICATION

Description: Written notice, certified by a responsible school official attesting to certificate/degree completion

Submit to: Student

Due by: Within 45 days after successfully completing the degree program

F4.5 GRADUATION CEREMONY

Description: Formal graduation ceremony in every country where face-to-face courses are held and more than nine students are graduating

Submit to: Coordinate ceremony with respective ESO and theater Service Education Director

Location, date, and ceremonial participants made known to each local ESO, Army, Air Force, Marine Corps, and Navy Pacific region headquarters

Due by: No later than 45 calendar days prior to the scheduled ceremony

F4.6 LIST OF NON-CREDIT COURSES, LECTURES, SEMINARS, OR WORKSHOPS

Description: List of non-credit courses, lectures, seminars, or workshops conducted during the term, detailing the name and description of the course, location, and Service affiliation as well as the cost per student and number of students who attended

Submit to: HQ PACAF/A1KE

Due by: By 15 th working day after end of each term

F4.7 ATTENDANCE ROSTER OF DANTES-FUNDED STUDENT WITH TEST RESULTS;

BREAKDOWN OF TESTS TAKEN BY TEST PROVIDER; TOTAL NUMBER OF TESTS

TAKEN FOR EACH BRANCH OF SERVICE

Description: Copy of attendance roster and test results for all DANTES funded students, breakdown of tests taken by test provider, total number of tests taken by each branch of service.

Submit to: ESO at the installation

Due by: 1 st business day of the month

Frequency: Monthly

Submit to: HQ PACAF/A1KE

Due by: 1 October

F4.8 CLEP ECBT TEST RESULTS

Description: Copy of CLEP eCBT test results

Submit to: Examinees

Due by: Upon completion of exam

F4.9 TEST COMPROMISE OR SECURITY BREACH INVOLVING CLEP ECBT PROGRAM

Description: Any test compromise or security breach involving the CLEP eCBT program

Submit to: ESO, ETS and College Board

Due by: Within 24 hours of test compromise or security breach

F4.10 TEST COMPROMISE OR SECURITY BREACH INVOLVING IBT DSST PROGRAM

Description: Any test compromise or security breach involving the iBT DSST program

Submit to: ESO and Prometric

Due by: Within 24 hours of any test compromise or security breach

F4.11 TEST COMPROMISE OR SECURITY BREACH INVOLVING PEARSON-VUE TESTING

Description: Any test compromise or security breach involving Pearson-Vue testing

Submit to: ESO and Pearson-Vue

Due by: Within 24 hours of test compromise or security breach

F4.12 ARTICULATION AGREEMENT

Description: Articulation agreement agreed to by the institutions and approved by HQ

PACAF/A1KE

Submit to: HQ PACAF/A1KE

Due by: Within 120 days after award

Frequency: One time

F4.13 PACIFIC AREA FACULTY GUIDE

Description: Policies and procedures

Submit to: Each new faculty member

Each Service Director, and HQ PACAF/A1KE

Due by: In advance of his/her class starting date

Before the start of Term 1

F4.14 PACIFIC AREA FACULTY GUIDE REVIEW

Description: Review of Pacific Area Faculty Guide

Submit to: HQ PACAF/A1KE

Due by: 1 December of the second and ensuing contract years

F4.15 STUDENT SURVEY RESULTS

Description: Summary of student survey results for each class

Submit to: ESO

Due by: Within 15 days of request

Frequency: As Requested

F4.16 REQUEST FOR TRAVEL AUTHORIZATION

Description: Travel document requests for faculty/administrative travel

Submit to: HQ PACAF/A1KE

Due by: At least 15 days prior to proposed travel date

F4.17 REFUNDS

Description: Appropriate refunds for withdrawals

Submit to: Applicable Service or student

Due by: Within 30 days after withdrawal date

F4.18 ARTICULATION GUIDE

Description: Printed guide that articulates the Contractor’s authorized courses under the contract with courses offered by other Contractors under the terms of their respective contracts and with relevant DANTES tests/examinations.

Submit to: HQ PACAF/A1KE, each Education Service Director, and each ESO

Due by: Within 120 days from date of award of contract

Frequency: As required to keep information current at all times

F4.19 EXCESSIVE UNEXCUSED ABSENCES

Description: Notification of any and all students accruing excessive unexcused absences as defined in Contractor’s catalog.

Submit to: Appropriate ESO

Due by: Within four working days of the last absence

F4.20 TRANSCRIPTS FOR ACTIVE DUTY STUDENTS

Description: One no fee copy of active duty students

Submit to: Servicing education services center

Due by: Within 30 days after degree completion

Frequency: Upon degree completion

F4.21 CATALOGS/BULLETINS

Description: Standard Catalog/Bulletin that lists only those programs and courses that the Contractor is approved to offer under this contract. Provide information on academic requirements, policies, student services (including services at a distance), all tuition and fees to be charged, and sources for academic credit.

Submit to: HQ PACAF/A1KE, each ESO, and each matriculated student

Due by: Within 180 days after contract award and prior to Term 1 of each academic year

Frequency: Each academic year

F4.22 ENROLLMENT AND COURSES DATA

Description: Data including enrollments and courses offered and cancelled.

Submit to: HQ PACAF/A1KE and 766 SCONS

Due by: No later than 15 workdays after request but not later than three years after termination of contract

Frequency: As Requested

F4.23 COURSE SYLLABUS

Description: Course syllabus listing learning outcomes, instructional and reference materials, examination information, grading procedures, incomplete policy, involuntary withdrawal policy, and student requirements for each course.

Submit to: Institutional web site

Due by: 3 weeks before start of classes

F4.24 GRADES

Description: Provide grades to each student

Submit to: Students

Services

Delivery: Student: posting at academic institution’s website

Army: Army’s GoArmyEd portal or sending via flat file via FTP, configured to specifications provided by Army

Air Force: Air Force Academic Institution Portal (AI Portal)

Navy/Marine Corps: Navy College Management Information Systems (NCMIS) Grade Entry Portal

Due by: Student: Within 14 days of course completion

Army: Within 14 days of published term end date

Air Force: Within 15 days of published term end date

Navy/Marine Corps: Within 15 days of published term end date