Attachment_J-1_Appendix_F_Plans _Reports _and_Letters.pdf

APPENDIX F

Contract No.

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

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

Quality Control Plan 4.2.(b) 647CONS and HQ

PACAF/A1KE

Table F-2: Summary Listing of Contractor Reports

Employee Report 4.1.1(i) HQ PACAF/A1KE

Contractor Evaluation Report 4.1.2(a) HQ PACAF/A1KE

4.2(f)

Accreditation Report 4.9.1(c} Contracting Officer

Degree Completion Report 4.9.5.9(d) Each Education Center and

HQ PACAF/A1KE

CLIN and Site Enrollments 4.9.5.11(c) HQ PACAF/A1 KE Report

For Korea: Education Division, HQ USFK

No later than 60 days after award

Every quarter

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

Annually by 1 October

Within 45 days of receipt of recent report

3 times per year

February, July, and October

Within 15 days after term completion

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

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

Course and Instructor Listing 1 1.1.1.3(b) I ESO for Approval I No later than 30 days prior to term start date

Published on institutions' I 3 w~e~s prior to website and available for beg1nn1ng of term distribution

List of Faculty Members 11.1.1.3(c) I Local ESO I 30 days prior to beginning of each term

Certificate/Degree Completion 1.1.1.4 Student Within 45 days after Notification successfully completing degree program

Graduation Ceremony 11.1.1.5 I Local ESO I 45 calendar days prior to scheduled

Army, Air Force, Marine 1 ceremony

Corps, and Navy Pacific region headquarters

List of Non-Credit Courses, ,1.1.1.6(b) I HQ PACAF/A 1 KE By 15th working day Lectures, Seminars, or after end of each term Workshops

DANTES-funded CLEP e-CBT, 1.1.1.8(i) ESO at the Installation By 1st business day of iBT DSST, and Pearson-Vue the month Test Results; consolidated daily attendance/testing results

CLEP eCBT Test Results 11.1.1 . 8(i) I Examinees I Upon completion of exam iBT DSST, and Pearson-Vue 1.1.1.8(i) Local ESO 1st business day of the Test Results week

Test Compromise or Security 1.1.1.8U) ESO, ETS and College Within 24 hours of any Breach Involving CLEP eCBT Board compromise or Program security breach

Test Compromise or Security 1.1.1.8U) ESO and Prometric Within 24 hours of any Breach Involving iBT DSST compromise or Program security breach

Test Compromise or Security 1.1.1.80) ESO and Pearson-Vue Within 24 hours of any Breach Involving Pearson-Vue compromise or Testing security breach

USPACOM Education Services Attachment J-1

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

Articulation Agreement 1.2(d) HQ PACAF/A 1 KE Within 120 days after award

Pacific Area Faculty Guide 4.1.2(i) and New faculty member In advance of his/her U) class starting date

Each Service Director Before the start of

HQ PACAF/A 1 KE

Term 1

Pacific Area Faculty Guide 4.1.2(i) HQ PACAF/A1 KE By 1 December of Review second and ensuing contract years

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

Request for Travel 4.5(a) HQ PACAF/A 1 KE At least 15 days prior Authorization to proposed travel date

Refunds 4.9.2(c) Applicable Service or Within 30 days after Student withdrawal date

Articulation Guide 4.9.4(a) and HQ PACAF/A 1 KE Within 120 days from

(b) date of award

Each Education Service Director

Each ESO

Excessive Unexcused 4.9.5.4 Appropriate ESO Within 4 working days Absences of the last absence of any and all students . accruing excessive unexcused absences

Transcripts for Active Duty 4.9.5.6 Servicing Education Within 30 days after Students Services Center degree completion

Catalogs/Bulletins 4.9.5.8 HQ PACAF/A1KE No later than 180 days after contract award

Each ESO and prior to Term 1 of each academic year

Each Matriculated Prior to beginning of school year

Student

USPACOM Education Services Attachment J-1

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

Enrollment and Courses Data 4.9.5.9(e) I HQ PACAF/A1KE No later than 15 workday after request but not later than 3 years after termination of contract

Course Syllabus

Grades

F2 APPROVED PLAN

and

647CONS

4.9.5.1 O(b) I Institutional Web Site

4.9.5.11.3(a) I Students and (b)

Army

Air Force

Navy/Marine Corps

3 weeks before start of classes each term

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

F2.1 QUALITY CONTROL PLAN

Description:

Submit to:

Due by:

This plan addresses all areas covered in the Service Delivery Summary.

See paragraph 4.2 for full description

CO and HQ PACAF/A1KE

No later than 60 days after award

F3 REPORTS

Solicitation No. FA5215-13~R-7001

USPACOM Education Services Attachment J-1

F3.1 EMPLOYEE REPORT

Description:

Submit to:

Due by:

Frequency:

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

HQ PACAF/A1KE

31 December, 31 March, 30 June, and 30 September

Quarterly each year

F3.2 CONTRACTOR EVALUATION REPORT

Description:

Submit to:

Due by:

Frequency:

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 qualifications

(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

HQ PACAF/A1KE

1 October

Annually

USPACOM Education Services Attachment J-1

F3.3 ACCREDITATION REPORT

Description:

Submit to:

Due by:

Frequency:

Copy of most recent accreditation reports and associated written communications related to its USPACOM program co Within 45 days of receipt

As Required

F3.4 DEGREE COMPLETION REPORT

Description:

Submit to:

Due by:

Frequency:

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

Each Education Center

February, July, and October

Three times per year

F3.5 CLIN AND SITE ENROLLMENTS REPORT

Description:

Format:

Submit to:

Due by:

Frequency:

Enrollments per CLIN per site for each Military Service

Excel compatible spreadsheet format

HQ PACAF/A1 KE

For Korea: Education Division, HQ USFK

Within 15 days after term completion

Each term

USPACOM Education Services Attachment J-1

F4 NOTIFICATIONS, LISTINGS, DOCUMENTS,.AND REQUESTS

F4.1 COURSE AND INSTRUCTOR LISTING

Description:

Submit to:

Due by:

Frequency:

Course listing schedule and instructions

Published on institution's web site and available for distribution

3 weeks prior to beginning of term

For each term

F4.2 LIST OF FACULTY MEMBERS

Description:

·Submit to:

Due by:

Frequency:

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

Local ESO

30 days prior to beginning of each term

Each term

F4.3 CERTIFICATE/DEGREE COMPLETION NOTIFICATION

Description:

Submit to:

Due by:

Frequency:

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

Student

Within 45 days after successfully completing the degree program

As Required

F4.4 GRADUATION CEREMONY

Description:

Submit to:

Due by:

Frequency:

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

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

No later than 45 calendar days prior to the scheduled ceremony

As Required

USPACOM Education Services Attachment J-1

F4.5 List of Non-Credit Courses, Lectures, Seminars, or Workshops

Description: List of non-credit courses, lectures, seminars, or workshops conducting 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:

Due by:

Frequency:

HQ PACAF/A1KE

By 151 h working day after end of each term

Each term

F4.6 DANTES-funded CLEP e-CBT, iBT DSST, and Pearson-Vue Test Results; Consolidated Daily Attendance/Testing Report

Description: Copy of all DANTES-funded CLEPe-CBT, iBT, DSST, and Pearson-Vue test result for military personnel and consolidated daily attendance/testing report for scheduled test dates.

Submit to:

Due by:

Frequency:

Education Services Officer at the installation

1st business day of the month

Monthly

F4.7 CLEP eCBT Test Results

Description:

Submit to:

Due by:

Frequency:

Copy of CLEP eCBT test results

Examinees

Upon completion of exam

As Required

F4.8 iBT DSST and Pearson-Vue Test Results

Description:

Submit to:

Due by:

Frequency:

Copy of iBT DSST and Pearson-Vue test results

Local ESO

1st business day of the week

Weekly

USPACOM Education Services Attachment J-1

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:

Frequency:

Within 24 hours of test compromise or security breach

As Required

F4.10 Test Compromise or Security Breach Involving iBT DSST Program

Description:

Submit to:

Due by:

Frequency:

Any test compromise or security breach involving the iBT DSST program

ESO and Prometric

Within 24 hours of any test compromise or security breach

As Required

F4.11 Test Compromise or Security Breach Involving Pearson-Vue Testing

Description:

Submit to:

Due by:

Frequency:

Any test compromise or security breach involving Pearson-Vue testing

ESO and Pearson-Vue

Within 24 hours of test compromise or security breach

As Required

F4.12 Articulation Agreement

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

PACAF/A1KE

Submit to:

Due by:

Frequency:

HQ PACAF/A1KE

Within 120 days after award

One time

F4.13

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

Pacific Area Faculty Guide

Description:

Submit to:

Due by:

Frequency:

Policies and procedures

Each new faculty member

Each Service Director, and HQ PACAF/A1KE

In advance of his/her class starting date

Before the start of Term 1

As Required

F4.14 Pacific Area Faculty Guide Review

Description:

Submit to:

Due by:

Frequency:

Review of Pacific Area Faculty Guide

HQ PACAF/A1 KE

1 December of the second a[ld ensuing contract years

Annually

F4.15 Student Survey Results

Description:

Submit to:

Due by:

Frequency:

Summary of student survey results for each class

ESO

Within 15 days of request

As Requested

F4.16 Request for Travel Authorization

Description: Travel document requests for faculty/administrative travel

Format:

Submit to:

Due by:

Frequency:

Attachment J-6, Request for Travel Authorization

HQ PACAF/A1KE

At least 15 days prior to proposed travel date

As Required

F4.17 Refunds

Description:

Submit to:

Due by:

Frequency:

F4.18 Articulation Guide

Description:

Submit to:

Due by:

Frequency:

Appropriate refunds for withdrawals

Applicable Service or student

Within 30 days after withdrawal date

As Required

Contract No.

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

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.

HQ PACAF/A1 KE, each Education Service Director, and each ESO

Within 120 days from date of award of contract

As required to keep information current at all times

F4.19 Excessive Unexcused Absences

Description:

Submit to:

Due by:

Frequency:

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

Appropriate ESO

Within four working days of the last absence

As Required

F4.20 Transcripts for Active Duty Students

Description:

Submit to:

Due by:

Frequency:

One no fee copy of active duty students

Servicing education services center

Within 30 days after degree completion

Upon degree completion

F4.21 Catalogs/Bulletins

Submit to:

Due by:

Frequency:

Contract No.

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

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.

HQ PACAF/A1 KE, each ESO, and each matriculated student

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

Each academic year

F4.22 Enrollment and Courses Data

Description:

Submit to:

Due by:

Frequency:

F4.23 Course Syllabus

Description:

Submit to:

Due by:

Frequency:

Data including enrollments and courses offered and cancelled.

HQ PACAF/A1 KE and 647CONS

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

As Requested

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

Institutional web site

3 weeks before start of classes

F4.24 Grades

Submit to:

Delivery:

Due by:

Frequency:

Provide grades to each student

Students

Services

Contract No.

Solicitation No. FA5215-13-R-7001

USPACOM Education Services Attachment J-1

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

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