Chapter_3-1.pdf

Chapter 3-1 Conduct of Training The Defense Information School Commandant Approved: 21 August 2008 Proponent: Director of Training

3-101. Policy

A. School personnel will comply with procedures for training and support of all students as outlined in the guidance provided below. The Commandant delegates to the Director of Training (DOT) primary oversight and responsibility for ensuring compliance with these procedures.

B. For purposes of this chapter, the following definitions apply:

1. Will or must: a procedure, practice, or condition that is mandatory.

2. Note: a procedure, practice, or condition that must be emphasized.

3. Should or could: recommended procedure, practice, or condition.

4. May or need not: an optional procedure, practice, or condition.

3-102. Purpose

To establish standard policy and procedures for the conduct of instruction: including staff and faculty responsibilities, and student academic and administrative procedures.

3-103. Responsibilities

A. The Commandant oversees and monitors all training activities and outcomes. The command group and special staff assist the Commandant with specific emphasis as follows:

1. The Deputy Commandant focuses on resources, doctrinal development and liaison, internal control program, and officer evaluations, awards and appeals.

2. The Assistant Commandant provides liaison for academic accreditation and recognition, governance and partnership, and oversight for civilian evaluations, awards and appeals.

3. The Director of Staff ensures appropriate staff coordination, compliance with established policy, procedures and training standards, and overview for international student appeals.

B. The Command Sergeant Major assists the Commandant in all areas of responsibilities and focuses on staff and faculty utilization and career development in support of the school’s mission, and retains specific oversight and emphasis for enlisted personnel and students.

C. The Director of Training will:

1. Direct and manage training courses according to established policy and procedures and ensure training is conducted utilizing approved course training standards, training programs of instruction (TPI), and lesson plans.

2. Identify, coordinate, and manage directorate resource and maintenance requirements, including instructor training and new equipment and equipment life-cycle replacement procurement requirements.

3. Develop directorate contingency and long-term training and management plans.

Ensure safeguards are in place to protect assets from fraud, waste, abuse and mismanagement, and that accountability is maintained for all directorate property, according to established DINFOS procedures.

4. Supervise directorate personnel through a program of counseling, mentoring, and coaching to ensure mission accomplishment in an environment that fosters creativity in training and empowers personnel.

5. Monitor all student actions, including recycle, elimination, probation, and the individual assistance/remedial training programs.

7. Assign investigators for allegations of student plagiarism, cheating, or fabrication, and direct appropriate administrative action or initiate appropriate legal action.

8. Monitor course development initiatives, ensuring effective and efficient integration with resources to include personnel, budget, logistics, facilities management, and support processes, to include advanced distributed learning (ADL), as applicable.

9. Coordinate with other directors, service detachment commanders, and the Reserve Advisor to ensure unity of effort in training.

10. Prioritize placement of newly reported instructors in the Instructor Training Course

(ITC).

Oversee instructor certification program within the directorate.

D. Deputy Director of Training (DDOT) serves as the Chief Training Advisor to the Director of Training and mentor for department heads and academic directors. The DDOT serves as the executive agent for approval/disapproval authority for academic/administrative student action recycle and elimination packages for the DOT. Appeals will be directed to the command group.

E. Department Heads (DHs) will:

1. Manage and report to the DOT/DDOT on assigned training courses according to established policy and procedures and ensure training is conducted utilizing the approved course training standards, TPI, and lesson plans.

2. Identify, coordinate, and manage departmental resources and maintenance requirements, including instructor training and new equipment and equipment life-cycle replacement procurement requirements.

3. Develop departmental contingency and long-term training and management plans.

4. Protect assets from fraud, waste, abuse and mismanagement and ensure accountability is maintained for all departmental property, according to established DINFOS procedures.

5. Supervise departmental personnel through a program of counseling, mentoring and coaching to ensure mission accomplishment in an environment that fosters creativity in training and empowers personnel.

6. Serve as a direct leadership chain between the DOT departmental personnel and students.

7. Coordinate and oversee all managerial, training, personnel, and academic areas within their assigned training departments.

8. Oversee development, staffing and execution of all student action packages including remediation, probation, and approved recycle or elimination actions.

9. Mentor, evaluate, and counsel students and subordinate instructors on their performance.

10. Collect and validate budget recommendations; recommend the acquisition of new equipment, software, or other material.

11. Monitor training quality indicators, probation, remedial training, and recycle of students, and recommend changes to curriculum.

12. Conduct continuous review of technological and ADL advances that affect their departments.

13. Review and forward for approval departments recommended course schedules, and approves value templates and lesson plans, according to established policy and procedures.

14. Complete other duties as assigned.

F. Department Noncommissioned Officers-in-Charge (NCOICs) will:

1. Serve as the assistant department head for all supervisory and management issues concerning military personnel and equipment resources to include: counseling and evaluations, equipment and facility hand-receipt control, and security.

2. Establish and maintain good order and discipline among departmental staff and faculty and the students in their charge.

3. Coordinate training for departmental staff and faculty.

4. Plan, coordinate and execute graduation ceremonies.

5. Coordinate with the Academic Director for Instructor scheduling utilizing the DSP.

6. Brief the class on the local military address, procedures for receiving mail and messages, emergency telephone numbers, facilities available on post, parking, medical/dental services available, adherence to training schedules and punctuality.

7. Brief students on off-limits areas as applicable to their course.

8. Designate the class leader – the senior ranking military member in the class – and provides a written explanation of the class leader’s duties.

9. Coordinate with the command group to schedule the Commandant, school command sergeant major, and chaplain to address the new class after a complete roster is finalized.

10. Complete other duties as assigned.

G. Academic Directors (ADs) will:

1. Serve as primary course manager for all department courses, to include lesson and classroom scheduling, coordination with NCOIC(s) for instructor scheduling utilizing the DSP, test delivery and scoring, electronic submission of grades to Registrar and Quota Management (RQM), etc., under the direction of the DH.

2. Serve as primary liaison between the training department and other staff support and operational functions as required for academic matters, under the direction of the DH.

3. Coordinate development, staffing and execution of all student action packages including remediation, probation, and approved recycle or elimination actions.

4. Plan, coordinate and execute administrative aspects of graduation ceremonies in concert with NCOIC(s), and assist in execution of the ceremonies as needed.

5. Verify event master class schedules, to include scheduled course surveys, and coordinate changes via the DOT Academic Operations NCO.

6. Review and forward recommended department course schedules, and value templates and lesson plans to DH, according to established policy and procedures.

7. Ensure the implementation of the individual assistance/remedial training program; ensure training resources are available in sufficient quantity.

8. Evaluate and act upon course critiques and trends, as appropriate.

9. Contribute to ADL development processes.

10. Oversee departmental input to Instructional System Development (ISD) planning and execution.

11. Conduct coordination and planning for off-site training opportunities.

12. Deliver class schedules, welcome letters (as approved), and other appropriate information to the students.

13. Separate the class into sections, or small groups; publish and distribute section rosters, providing input to RQM.

14. Issue security badges to students once verification rosters and security badges are provided by RQM.

15. (When NCOIC not available) Coordinate with the command group to schedule the Commandant, school command sergeant major, and chaplain to address the new class after a complete roster is finalized.

16. Complete other duties as assigned.

H. Instructors will:

1. Present instruction in accordance with TPIs, class schedules, and approved lesson plans.

2. Exercise leadership control of the class, keeping students alert and attentive and maintaining military discipline at all times, with continued emphasis on safety and security.

3. Administer and score tests or performance measures in classes or courses taught, recording grades into DSP.

4. Observe students during in-class graded performance exercises and written examinations to ensure the work is completed within professional and ethical standards.

5. Document student progress through training using student record sheets, counseling forms, the DSP and other management means.

6. Check students’ adherence to instruction for completion of out-of-class assignments.

7. Ensure student class/section leaders monitor classroom for cleanliness.

8. Conduct remedial instruction/training and properly document the process in the DSP.

9. Maintain professional service and specialty standings. Research and recommend evolving technical and professional techniques and processes that may influence improvements in training, training aids and references.

10. Complete additional duties as assigned by supervisors or competent authority, including, but not limited to, curriculum development support, maintenance of training aids, faculty advisory boards, conferences, visitor assistance, and administrative duties. Proper military authority may direct physical training for military personnel, mandatory military training, and service-related duties after coordination with the DOT. Non-instructional duties should be kept within 25 percent of an instructor’s normal duty hours.

I. Class Leaders will:

1. Be the senior military member in the class.

2. Serve as the primary representatives to address issues on behalf of their classes to their Instructor, NCOIC, AD, and DH.

3. Ensure cleanliness of classrooms and labs by supervising student clean-up actions and reporting equipment or facility problems to instructors.

4. Support instructors in their efforts to maintain appropriate military discipline among students, including orderly conduct during breaks and maintaining quiet in the hallways.

5. Ensure punctuality and presence of all class members and report class attendance, absences and tardiness to class instructor.

6. Report instructor no-show five minutes after scheduled class start time to the first available member of the training department chain of command that includes the AD, NCOIC, or

DH.

7. Solicit input from classmates for, and attend meetings of the Enlisted Class Leader Council.

8. When classes are broken into sections or small groups, assign each section a leader who will perform class leader duties for his section or small group, coordinating with the overall class leader as appropriate.

9. When necessary, the AD, NCOIC, or DH may relieve a class leader for administrative reasons, at which time, formal counseling methods will be used and the next senior student in the class will be appointed as class leader.

3-104. Processes and Procedures “Accountability”

A. Student Reception and Enrollment. Student reception and enrollment includes registration, quota management, in-processing, welcoming, and briefing new students, along with administrative actions that prepare staff and faculty to commence instruction.

B. Identification of Students. The RQM maintains a list of all students scheduled to attend each course. All other offices receiving additional information regarding incoming students will provide the information to RQM. The Registrar will provide guidance on all questions involving student enrollment. Additionally, RQM will:

1. Obtain and compile student names and addresses at least four weeks prior to class start.

2. Verify student eligibility for course attendance (i.e., meets all course prerequisites).

3. RQM will provide the names and addresses of prospective students to the AD or other designated personnel for the purpose of sending out Welcome Letters and Packets. The packets should contain, as a minimum, a welcome letter, a map of Fort Meade, reporting instructions and directions, a course description, and class schedule provided by RQM. Packets will be mailed in sufficient time for students to receive them prior to departure from their current duty stations.

4. The AD who provides welcome packets will ensure current examples are on file in RQM to facilitate that section’s ability to answer questions from prospective students and their commands.

a. Basic or Initial Entry Training Students: The governing service detachments will prepare, maintain, and distribute welcome packets for basic students. If it is impractical to mail the packets because of lack of addresses or insufficient lead-time, information will be provided to the students upon their arrival.

b. Follow-on and Advanced Students: AD will prepare, maintain, and distribute welcome packets for follow-on or advanced students. If it is impractical to mail the packets because of lack of addresses or insufficient lead-time, information should be faxed, emailed, or provided to the students upon their arrival.

C. Early Arrivals. Persons arriving more than one working day prior to the start of class are in a Holding Company status. Holding Company personnel are employed by the service detachments until their classes begin.

D. Late Arrivals. Students arriving after the class starts may enroll late if approved by the AD, provided a vacancy still exists. A student is late if he reports after the appointed class start time, which is normally 0755 on the first day of the class. As a general rule, students arriving more than one day late will not be allowed to enter the class. Late-arriving students will report first to RQM, which will determine class-seat availability before coordinating with the AD on late enrollment. If class seats are available, the AD will make the final determination if a student can enter the class late based on academic reasons, such as how much training has been missed and whether it can be recovered.

E. English Diagnostic Test (EDT). Students who report for the Basic Public Affairs Specialist

– Writer (BPAS-W) course must take the EDT on the class start date. Students who do not achieve the minimum score may be enrolled in the remedial program as determined by their service detachment or reserve unit, as applicable. Upon completion of remedial programs, students are enrolled in the next available BPAS-W class.

F. Student In-processing. RQM has overall governance and oversight of student in-processing activities, also called “Class Starts” or “Classing Up”. The Academic Department will maintain physical control of students during in-processing, and assume overall control of students following required RQM student in-processing actions. Student detachment leadership will be involved during the student selection process as required below. In-processing includes, but is not limited to, initial policy and information briefings, electronic enrollment procedures, administration of EDT, final class roster determination, and selection of the class leader.

G. Pre-In-processing Day Milestones and Responsibilities.

AD will:

1. Ensure that any course changes are fully coordinated with all involved 21 days prior to course start, approved by the DOT and DH, and reported to DOS, as applicable.

2. Obtain class schedules and distribute them to the DH, instructors and DOT seven training days prior to course start. As subsequent course schedules become available, ensure copies are distributed appropriately.

3. Review classroom schedules in the DSP at least two weeks in advance of the class start date, or as they are posted.

4. Report classroom issues or conflicts, along with proposed solutions, to the Academic Operations NCO in the DOT no later than five training days before the class start date.

5. Ensure that classrooms are set up, clean and prepared to receive students no later than the afternoon prior to course start date.

H. In-processing Day Milestones and Responsibilities. In-processing normally is accomplished on the morning of the first scheduled training day of a class and is included in course administrative time detailed in the course TPI. Events and responsibilities follow:

1. Service detachment personnel will ensure prospective students arrive on time on the class start date with any required documents, such as official proof of ASVAB scores or other prerequisite evidence.

2. RQM staff will:

a. Greet prospective students and takes roll call, comparing those present with the list of scheduled students. Joint Training Support Group (JTSG), AD and service detachment personnel will be present for BPAS-W and other courses, as required.

b. Determine which students have reserved seats, how many vacancies exist, and the fair-share distribution of the vacancies among the services. For BPAS-W classes, the Public Affairs Department staff administers the EDT and reports results back to RQM.

c. Enroll students who do not meet the minimum EDT score for BPAS-W into the Journalism Preparatory (J-PREP) course when approved by service detachments or reserve units.

Students, who do not pass the EDT but are not approved to enter J-PREP, will be enrolled in

BPAS-W.

d. Enroll students who do meet all course prerequisites into the course, using electronic enrollment procedures as applicable. This includes:

1. Facilitating submission by students of DINFOS Student Biographical Data;

2. Briefing all students on the DINFOS grievance redress policy and procedures;

3. Briefing and obtaining student signatures acknowledging Computer Use and Plagiarism, Fabrication, and Cheating statements, which RQM will retain in student folders.

4. As vacancies and fair-share distribution are announced, service detachment personnel ensure required number of students report to fill those school seats.

5. Upon completion of RQM enrollment, Academic Departments gain overall control of the students.

Figure 3-1(1). In-processing Steps

I. Command Group Welcome Addresses. The AD or NCOIC coordinates with the command group to schedule the Commandant, Command Sergeant Major, and Chaplain to address the new class after a complete roster is finalized. School Command Sergeant Major does not participate in PAQC welcoming. Command group welcomes will be in the following order:

1. Class is mustered and in place

2. Command Sergeant Major addresses class

3. Chaplain addresses class

4. Commandant addresses the class

5. Ops NCO security brief

J. Conduct of Instruction.

1. Scheduled Training Hours. DINFOS training is conducted Monday through Friday:

0755-1600. The training day is divided into eight 45-minute training classes and a one-hour lunch period. Additionally, remedial training and re-testing may be scheduled between 0700- 0755 and 1600-1700, and mission-essential clean-up is scheduled for 1600-1630 or as required.

The training schedule follows:

0700-0750 – Retesting & Remediation (secondary) 0755-0840 – Period 1 0850-0935 – Period 2 0945-1030 – Period 3 1040-1125 – Period 4 1125-1230 – Lunch 1230-1315 – Period 5 1325-1410 – Period 6 1420-1505 – Period 7 1515-1600 – Period 8 1600-1630 – Classroom Cleaning and Admin 1605-1700 – Retesting & Remediation (primary)

2. Weekend and Holiday Training. Training is not scheduled on weekends or holidays except as directed by the DOT, or specifically approved curriculum. An AD or DH will submit written requests for exceptions to the DOT, who serves as approval authority. Examples of instances when an exception may be warranted may include special course-enhancing field trips, when school closures require make-up training, or when students are offered off-post weekend photographic assignment opportunities.

3. Student Breaks. Ten-minute breaks normally occur at 45-minute intervals. Instructors may adjust the timing of breaks but must ensure that the total time allocated for training is not affected. Designated student break areas will be assigned and students will take their breaks in those designated areas. Sleeping is not permitted during breaks. Those students allowed to smoke during the training day may smoke only in the designated student smoking areas.

4. Retesting and Remedial Training Periods. Administration of retests or remedial training is scheduled between 1605-1700 (primary preference) or 0700-0750 (secondary). The DH, AD, NCOIC or their designees will use DSP prior to 1530 to annotate students who are required to stay late or report early for extra training or retesting.

a. DSP notification will include, at minimum, student name, rank, service component, course, class number, date and time retesting or remedial training is required.

b. The SAC will, in turn, forward retesting and remedial training notifications to the appropriate service detachment.

c. Exceptions to retesting and remedial training period schedules will be coordinated with the service detachments through the SAC on a case-by-case basis. Instances when exceptions may be warranted might include students missing extended training periods for illness or official appointments that cannot be made up during the training day or standard remedial training periods.

K. Attendance. Attendance reporting will be completed utilizing the DSP.

1. The class leader will take attendance and report tardy or absent students to the AD through their instructors no later than the beginning of the first break.

2. Service detachments will report no later than 0730 daily those individuals going to sick call or are otherwise authorized absence to the SAC who will then notify the AD and NCOIC of the appropriate department.

3. The instructor will report unexcused absences to the AD immediately following the period of instruction missed. Unexcused absences will result in counseling. Repeated instances may result in further administrative action, which may include elimination.

4. The AD or designee must report missing, unexcused students to the appropriate service detachment as soon as it is the discovered that the student is on unauthorized status. The unauthorized absence must be recorded in DSP. Upon the student’s return, the instructor will give the student a written counseling.

L. Absences and Tardiness. Students attending or scheduled to attend DINFOS training should avoid any absences during scheduled instruction. Students will not be excused from class for absences or tardiness except for sickness, scheduled medical, dental, out-processing appointments, or emergencies. Absences of more than one academic day for other than medical reasons must be approved in advance by the DOT and coordinated with the appropriate service detachment and AD. The following provisions apply:

1. Tardiness. Service detachments will not delay students from reporting for scheduled training, either at the beginning of the training day or following lunch. If legitimate circumstances require a student to be late, service detachments will immediately notify the SAC, who will, in turn, notify the appropriate departments and instructors. Unexcused tardiness will result in counseling. Repeated offenses could result in further administrative action, which may include elimination.

2. Sick Call. Service detachments will forward sick call lists and medical appointment schedules to the appropriate AD through the SAC no later than 0730 on the day of the appointment or sick call.

3. Out-processing Appointments. These should not be scheduled during training hours. If such scheduling cannot be avoided, service detachments will notify the AD and NCOIC in a timely manner prior to an appointment. When possible, service detachments should coordinate with the AD to schedule appointments so they do not conflict with critical training activities or tests.

4. Emergency Absences. When emergency absences are required, the AD will notify the class leaders for student accountability and will coordinate make-up instruction. DINFOS staff and faculty will not authorize any student to leave the school or Fort Meade without coordination through the SAC with the applicable student detachment, except in medical emergencies, as required.

5. Emergency Leave. Student requests for emergency leave will be directed to the respective service detachment commander and coordinated with the applicable AD, through the

SAC.

6. International Students. International student appointments and participation in the DoD Informational Program are part of the training program and are coordinated between the applicable AD and the International Military Student Office (IMSO), through the SAC.

M. Training Disruptions and Make-Up Training. The following guidelines will be followed when training disruptions occur, such as inclement weather, facilities or equipment failures, fire, bomb threats, or changes in force protection.

1. One Hour of Missed Training. The training will be absorbed on the following training day(s) by accelerating training within the regular training day.

2. Up To Two Hours of Missed Training. The training will be absorbed on the following training day, which will be extended from 1600 to 1700.

3. More Than Two Hours of Missed Training. The DOT will consider options and determine the course (s) of action, which may include, but is not limited to, extending multiple training days, conducting Saturday training, etc. When more than two hours of training is missed, classes will resume in the classroom and on the class period where they left off before the training disruption. The DOT will meet with DHs or their designees and DOS representatives no later than two hours after training has resumed to discuss options and to plan make-up training, with particular consideration given to alternatives for near-term graduations.

N. Guest Lecturers. Guest lecturers, defined as anyone not assigned to DINFOS, complement and enrich course material. They provide perspectives on current issues, policies and practices in their areas of expertise. Instructors and staff are encouraged to identify potential guest lecturers, who should be qualified, knowledgeable and have a direct tie-in to the course material.

1. The AD invites the guest lecturer and completes all necessary arrangements including coordination with the DOT, DOS, and DRM. This includes requests for travel funding as needed to provide quality, relevant guest speakers.

2. Coordination via the DOT should be made with other course AD(s), DOS, and ITC to synchronize additional speaking opportunities.

3. A DINFOS-certified instructor must be present at all times during training conducted by a guest lecturer.

4. The AD or designee will prepare and coordinate an appropriate thank you letter after the engagement.

O. Off-site Training Activities. Off-site training activities often enhance training by exposing students to varied experiences that complement classroom work or provide an opportunity to train in conditions that approximate field conditions. Off-site training is defined as activities outside Fort Meade. Among these experiences are field trips, tours, field training exercises, and photographic or video shooting assignments.

1. Approval authority for all field trips, field exercises and location-shooting exercises resides with the DOT.

2. The AD must submit off-site training requests to the DOT through the Academic Operations NCO using an Operations Order (OPORD). Requests must be submitted at least one week prior to the scheduled event.

3. The DOT Academic Operations NCO will notify respective service detachments through the SAC, at least three days prior to departure on field trips.

4. Orders may be required if the trip includes an overnight stay or takes students more than 50 miles from Fort Meade.

P. Off-site Training Planning Considerations. The AD is responsible for planning and coordinating all off-site events. This includes obtaining permission to conduct interviews and record photographic or video images. Public release of stories, images, film, or videotape will require additional coordination and approval from the individuals involved. Projects undertaken for training should be similar to those undertaken in military public affairs offices, photo labs, video production facilities, or AFRTS outlet. Students and instructors will also adhere to DoD public affairs and visual information policy and consult applicable public affairs guidance in planning their projects. Topics of concern include, but are not limited to, political activities;

coverage of commercial enterprises or activities; implied endorsement of any organization or activity; organizations that discriminate on the basis of race, color, creed, or gender; or sexual orientation.

Q. Safety and Security. Concern for safety and security will not be compromised.

Instructional team leaders will conduct risk assessments as part of all training event planning.

Instructors are responsible for the safety of the students and protection of government property.

Changes to itineraries will be made based upon force protection status, weather, traffic and other conditions. Special care should be taken when traveling through areas where crime, drug use, and illegal activity are suspect. All members of the group will carry phone numbers for DINFOS, the organization being visited, and key instructors (precluding private cellular phone or compromise of other private numbers). An NCOIC or senior instructor is accountable for all students in their care, during the entire training day or event. Safety and security are “All Hands” responsibilities. All NCOs are charged with being involved with all aspects of planning and execution of training events with particular emphasis placed on safety and security.

R. Transportation. Transportation will normally be in government vehicles. Drivers must have attended the required Fort Meade driver safety class. Instructors and students may ride commercial transportation in the Baltimore-Washington area (Metro and MARC) or elect to take a privately owned vehicle (POV) if desired, and allowed under governing service detachment policies and rules. Any costs incurred are a personal responsibility. Instructors and students are not permitted to ride together in the same POV except in emergencies, following which the instructor will brief his/her chain of command.

S. Briefing. Prior to departure, the senior instructor present must brief students and other instructors using the approved OPORD and any supporting information. Included in the briefing will be the purpose of the trip, travel route, anticipated problems such as weather, crime, traffic delays, safety and security, contingency plans, contact information for instructors and actions to take if the group gets separated. Everyone will be reminded that they represent DINFOS and their particular service. Proper conduct, military bearing, and service regulations will be observed. Any conduct that discredits DINFOS, the military services, or DoD will not be tolerated. Safety briefings prior to movement are mandatory.

T. Inclement Weather. Inclement weather planning must occur according to DOT OPORD procedures. Road conditions must be checked within the hour prior to any vehicular movement required for training. Pre-movement weather checks must include forecast conditions from one hour before movement to one hour after the planned return. All movements to travel roads determined in other than “green” conditions, either at the point of departure, en route, or at the destination, must be approved by the DOT before departure.

U. Uniforms and Civilian Clothes. Personnel must wear the appropriate uniform when visiting locations off post. The appropriate service working uniform will be worn on post.

Appropriate civilian attire may be allowed on a case-by-case basis for location shooting exercises in advanced courses. The AD should coordinate all requests for civilian attire with the DOT and respective service detachments.

1. Generally, if an initial entry student is part of a class, then the entire class will wear the appropriate uniform. However, the Commandant and DOT reserve the option to dictate the wear of uniforms or civilian clothing for all students for security or safety reasons.

2. Inappropriate civilian attire is prohibited to include: T-shirts; tattered, torn or ripped clothing; cut-off shorts; military uniform items worn with civilian clothes; and clothing items that display vulgar, obscene or inappropriate language, symbols or drawings.

3. Appropriate wear of a skirt, dress or shorts is defined with the length extending to at least three inches below the tip of your middle finger when the arms and hands are fully extended down at the sides.

V. Off-Limits Areas. Any establishments currently listed as off-limits by competent military authority will be avoided. Areas suspected as having high crime or drug activity, or increased force protection threats also will be avoided.

W. NSA/Fort Meade Off-limits Areas. The National Security Agency (NSA) and its associated campus are off-limits for student projects or assignments. In addition to the fenced-in areas, the SATCOM satellite farm near the golf course, the 4 Hats dining facility, the Sea-Air- Land Recreation Center, the NSA motor pool at the intersection of Dutt and O’Brien Roads, and the administrative/billet areas outside the NSA fence are off-limits.

1. These areas will not be photographed, videotaped or otherwise featured without prior coordination and permission from the NSA Support Service Operations Center. For exceptions to policy, when a compelling reason prevails, instructors will submit requests to DINFOS Plans and Operations via the DOT. Plans and Operations will coordinate all requests with NSA authorities.

2. Although the special procedures may be granted, students will always be briefed first that the NSA area and those additional areas noted above are off-limits for the purpose of photography, electronic newsgathering, or electronic field production.

X. Student Control and Support. DINFOS and service detachments form an important partnership in the control of and support provided to DINFOS students. The SAC and the service detachments facilitate open channels of communication and coordination between the two organizations and Fort Meade installation components, as necessary.

1. The service detachments will provide command and control, non-judicial punishment, administrative and logistical support, required billeting, and military indoctrination training for assigned students, and ensure mail is properly safeguarded and delivered to students. The detachments will release enlisted students from the detachment area in time to meet class schedules. Service detachments exercise leadership and enforce good order and discipline.

When notified by instructional staff of minor infractions of insubordination or similar, non-academic misconduct, service detachments should take appropriate steps which may include:

extra military duty, further counseling or referrals, administrative elimination, and reclassification.

2. DINFOS provides job-skill training and exercises leadership and enforces good order and discipline. Instructors and staff will administer written counseling for instances of non-academic misconduct. Copies of written counseling for non-academic incidents will be provided to the service detachments normally via the SAC using the DSP. Instructors and staff may make recommendations to the service detachments for resolution. Repeat or egregious violations may result in processing students for immediate administrative elimination or other actions as determined by the DOT.

3. Direct coordination and communication between service detachments and departmental leadership to resolve student issues is authorized and encouraged with expeditious follow-up provided to the SAC and documentation in the DSP.

Y. Student Conduct. DoD personnel must adhere to the highest moral principles and show responsibility for their actions. Faculty, staff, and students share the responsibility for maintaining the highest standards of conduct.

1. Harassment in any form of fellow students or staff members will not be tolerated.

Proper military courtesy and respect will be practiced at all times.

2. Students will give way to seniors and instructors in hallways, render proper military salutes (except in the designated DINFOS “no salute” areas), voice greetings as appropriate, and use proper ranks or titles when addressing staff or faculty members.

3-105. Processes and Procedures “Academics”

A. Examinations and Grade Reporting.

1. Examination Security. Test security is an all-hands responsibility. All instructors assigned to DINFOS have equal responsibility when handling test materials to safeguard against compromise or any appearance of test compromise. Instructors will use a security cover sheet on working copies, drafts and related material to identify them as sensitive material requiring special handling. At a minimum, two versions of each written examination are used to minimize potential test compromise. Versions will be alternated so that the same written test will not be used for two consecutive classes.

2. Test Control Monitors. The DH will appoint test control monitor(s) and alternate test control monitor(s) and establish procedures for the requisitioning, handling, storing, scheduling, administration and scoring of tests. The assigned test control monitor will maintain a test control log for accountability and personally inventory all test items maintained within a department or for a specific course.

3. Conduct of Examinations. The measurement plan for a course specifies how objectives are evaluated in the course. Before each testing session, the instructor will ensure enough materials are on-hand for test administration. The testing environment should be free of any distractions and be amply illuminated and ventilated. Students should be seated in the best arrangement to avoid possible cheating. The instructor or test proctor will:

a. Read all testing instructions to the examinees.

b. Ensure each student has all necessary test materials available to take the examination.

c. Ensure all students have correctly annotated the class number, date, exam number and test booklet number on the answer sheet.

d. Write the “start” and “stop” times on the board and verbally start and stop the test.

e. Announce the time remaining at 10 minutes and 5 minutes before the “stop” time and when requested by a student.

f. Excuse any examinee that is feeling ill or cannot continue to test due to illness.

g. Students who fall into these categories will be administered a different test version when retested. A different test version will also be administered if an alert, fire alarm, or emergency occurs during administration of a test.

h. Remain in the room while administering the test. If the instructor must depart the room, another instructor or proctor will monitor the test administration. Students will not be unsupervised during the test.

i. Grade and critique the test immediately following test administration or as soon as practical. The instructor will give back the test booklet to the students and conduct a class critique. After the critique, test materials will be collected, inspected, and accounted for by the instructor. Test materials will then be signed back in to the test control monitor in the department.

j. Document students’ grades on the appropriate training records via DSP. Refer to the DINFOS Test Construction Guide for further information.

4. Compromise of Test Materials. Loss or possible compromise of any test material could have serious implications for both staff and students. Development, reproduction, and delivery of tests will always be conducted with security in mind.

a. When a suspected or actual test compromise occurs, the concerned DH, AD, or NCOIC, as appropriate, will:

1. Notify the directorate chain of command immediately. The DOT will notify the Commandant/Deputy Commandant.

2. Immediately cease the use of a test version if its test booklet is missing. Instead, administer an alternate test version. The entire version of the missing test will be destroyed and a new test version will be developed to replace it.

3. Confiscate all test materials completed or not completed if a test is compromised or suspected. Place these materials in a locked container.

b. Resume testing with a new test version when directed by the DOT or the Commandant.

5. Reporting Grades. The AD will ensure reporting of results of all graded tests, practical assignments, or functional areas upon completion of grading using the DSP. All final test, exercise, or functional area grades will be submitted for final tabulation within 48 hours after the last graded exercise in order for RQM to provide appropriate recognition and final grade reports.

6. Commandant’s Discretion on Graded Tests and Assignments. The Commandant, Deputy Commandant, DOT may direct a retest or retake of an assignment.

B. Student Academic and Administrative Academic Management. Student administration and academic management includes practices, reporting, and associated record keeping in support of service training requirements, student counseling, assignment and delivery of remedial training, elimination of students for academic or administrative reasons, and recycling students into subsequent classes for academic or administrative reasons, as appropriate.

C. Student Records. Student records are comprehensive references detailing student academic and military performance. They contain information and documentation used in student actions, including probation, recycle, elimination, appeals, audits, and investigations. Complete, accurate, and well-maintained student records facilitate fair and timely decisions by the chain of command. Student records include typed, printed, or written documents contained in a physical file, and information contained in electronic files submitted and stored in databases of the DSP.

D. Student Record Maintenance and Archiving. The AD maintains and updates records while students are enrolled, presenting them to RQM upon graduation. RQM archives all student records after graduation or elimination.

1. Student records and their content are considered sensitive and will be safeguarded accordingly.

2. Protection of an individual’s privacy is the utmost consideration whenever student records are handled.

3. Records will be stored in locked, access-controlled cabinets or storage areas or password protected databases.

4. When in use, records will be in the positive control of authorized staff members at all times.

5. All records are maintained for a minimum of two years after graduation.

6. Records involving eliminated students are retained for at least three years. Records will be maintained longer if there is anticipated interest or an ongoing investigation.

7. Student records include paper copies and electronic data entries on DSP.

8. Student Record Content. Student records will include the following documents or information:

a. Grade sheets

b. Counseling forms

c. Student action forms

d. Student appeals or rebuttals

e. Other information or supportive documentation pertinent to the student’s academic or administrative performance.

E. Student counseling is continuous and necessary. It is an integral part of the learning experience and includes positive and adverse feedback, beginning the day the student enters a course. Developmental in nature, counseling encompasses the student’s strong and weak areas and includes recommendations to sustain or improve performance. Counseling may be either informal or formal in nature.

1. Formal counseling is recorded, retained in the student’s physical or electronic record on DINFOS Form 312, and may require follow-up action or further review. It is often used to support probation, recycle, and elimination recommendations. Formal counseling should outline problems, recommend corrective action, and state the consequences should improvements not occur. Individual assistance or remedial training must be documented on a counseling form, describing activities and specific material covered. Counseling will contain specific facts, not generalities. Both the counselor and student must sign the counseling form. Counseling forms are provided to the respective service detachment, through the SAC or DSP, as determined appropriate by the AD or NCOIC.

2. Informal counseling is not written and cannot become a part of the student’s record.

Since there is no record of the counseling, it cannot be used to support probation, recycle, and elimination recommendations. Informal counseling includes spot corrections, first warnings for minor infractions, isolated problems or deficiencies, and verbal feedback of a general nature that does not warrant formal counseling or follow-up action. If problems persist, instructors may elect to conduct formal counseling, in which prior instances of informal counseling may be discussed as background.

3. Resource Referrals. During counseling, instructors will refer students to their respective service detachments or appropriate DINFOS office for information or assistance as necessary.

Circle of Concern posters located at key points around the school identify several resources including the Chaplain, Equal Opportunity Counselor, service and legal representatives.

Instructors will inform the chain of command, SAC, service detachments, and Reserve Advisor, as appropriate.

4. Intervention and Reporting. Formal counseling will be reported to the respective service detachments. All counseling involving continued or repeated minor misconduct or more severe disciplinary problems will be reported to the DOT chain of command and forwarded to service detachments through the SAC for intervention, administrative or disciplinary follow-up action. Counseling resulting in the assignment of remedial training or academic probation status will always be forwarded to the service detachments through the SAC or DSP.

F. Academic Probation is a formal written notification that a student’s academic performance is below standards and a significant potential for course failure exists. Academic probation will be initiated when a student’s grade point average for the current functional area of instruction falls below 75 percent (or as otherwise determined), or upon failure of a required academic standard, such as a knowledge test or performance exercise. The DH may raise the standard for determining academic probation assignment, but cannot lower it. The AD or designee informs the student of graduation standards and procedures for probation during student in-processing.

Figure 3-1(2) summarizes probation steps and responsibilities. The guidelines for academic probation are:

1. An instructor, AD, NCOIC, DH or the DOT may initiate academic probation.

2. The student is notified of their academic probation status in writing during a formal counseling session.

3. Probations are reviewed weekly and results of the reviews are added to the student’s records. “Blanket,” or open-ended, probation is not allowed. Academic probation will not be administered without a course of action designed to correct deficiencies, such as the assignment of remedial training or other definitive action that will facilitate academic improvement.

4. Probation status is reported in the DSP by the AD or appropriate designee.

5. Formal counseling for academic probation will include:

a. Justification for probation, to include grade-point average.

b. Plan of action to correct deficiencies, to include dates and times for remedial training, progress reviews, or probation evaluations.

c. Statement outlining required performance, action, or achievement necessary to terminate academic probation, and a statement restating graduation standards included in in-processing briefings, and possible consequences for failing to meet standards.

d. Students are removed from academic probation when they meet the conditions outlined in associated counseling, such as:

(1). Achieve and sustain a GPA of 75 percent (or as otherwise determined by DHs) for the remainder of the current functional area or until graduation, whichever comes first.

(2). Pass a graded performance requirement on the initial attempt.

6. Enlisted Students. Within one working day of an enlisted student being placed on academic probation, the initiating department will annotate academic probation status in the designated DSP database and forward or submit on DSP copies of formal counseling to the SAC for distribution to the student’s service detachment.

7. Officer, Civilian, or International Students. Within one working day of an officer,…