OSOP_J3 Registrar.pdf

Department of Defense HUMINT Training – Joint Center of Excellence 821 Irwin Street, Matlack Hall Fort Huachuca, AZ 85613

7 November 2014

HT-JCOE J3 Registration

STANDARD OPERATING PROCEDURES

Summary. This J3 Registration Standard Operating Procedure (SOP) delineates the specific responsibilities of Registrar’s and their assistants assigned to the duty and provides detailed procedures for each task the Registrars are responsible for.

Applicability. This SOP is applicable to all Department of Defense (DoD) Civilians and military personnel assigned to the position of Registrar in the J3 Section at HT-JCOE.

All J3 Registrar personnel are held accountable and expected to adhere to the procedures set forth.

Operations Officer: HT-JCOE, J3

DSN: 821-4073, COMM: (520) 533-4073

J3 SOP

Table of Contents

1. Purpose

2. References

3. Overview

4. Responsibilities Appendix A: Registration a.1 Course registration a.2 Relief packet a.3 Waiver request

1. Purpose. To define responsibilities of J3 Registrars and provide approved procedures for them. This serves as a continuity guide for new Registrars to the J3.

2. References.

a. AR XX-XX, TITLE, DATE (DD Month YYYY).

b. FH XX-XX, TITLE, DATE (DD Month YYYY).

c. DOD Instructions XX-XX, TITLE, DATE (DD Month YYYY).

d. AFI XX-XXX, TITLE, DATE (DD Month YYYY).

3. Overview. This SOP describes the tasks and procedures the Registrars are responsible for.

4. Responsibilities.

The Defense Counterintelligence Human Intelligence Enterprise [better known as the Executor(s)], owns the prioritization and selection process. Each executor has a Training Requirements Manager who reviews, prioritizes and authorizes applicants for attendance. Training Requirements Managers fill the apportionments for each class based on their organizational requirements, which is established through an approved apportionment document. The operations section Registrars are responsible for the management of student registrations and Student records management at HT-JCOE who adhere to an established protocol to facilitate the registration process for all HT- JCOE Courses. .

Registration Process a.1 Course registration

The J3 section manages the enrollment for the following eleven courses: SOC, JIMC, JHMC, J2X, DSDC, DATC, JAICC (currently inactive), JSIC (currently inactive), JHATC, JICC (currently imbedded in a portion 35M course), and JSVC. The courses are managed the same, with exception to DATC which requires an autobiography in addition to an application and Commander’s nomination. The autobiography form is as follows:

1. Managing Classes:

The process is initiated by an applicant completing an application through the Training Administration and Assessment Program (TAAP) which is located in the SIPR. Upon a applicant completing the application request in TAAP, the Executor can begin tracking an applicant’s request. The Executor reviews the application and any other required documents as outlined in the prerequisites and assigns priorities to the applicants.

Once the applicant’s complete application packet is reviewed and approved, the Executor will provide the registrars with an Order of Merit List (OML), which designates prioritization and selection of applicants. The registrar will then reserve applicants based on the OML and approved apportionment document. However, any applicant not meeting an established prerequisite will require a waiver request. The Commander, HT-JCOE will review all waiver requests and retains the authority to deny or approve the waiver. When the above actions are complete the registrar will send an applicant roster to the J2 for clearance level verification.

Upon notification from J2 that appropriate clearance levels are commensurate the registrars will reserve the applicant and send them an email which contains a welcome letter and reporting instructions. In addition, registrars will forward all DATC and SOC applicant information to the J8, Defense Travel Agent (DTA) for travel orders. Upon completion of the aforementioned, applicants are required to confirm their attendance to the course by replying to the registrars Welcome Email. If registrars do not receive an applicant confirmation or confirmation of a cancellation within seven (7) days to commencement, applicants will be considered as a NO-SHOW. Registrars track all classes by creating excel sheets and notating actions taken for the student. Actions include receiving waivers, Service Executor Order of Merit List (OML), clearance checks, date welcome letters were sent, and attendance confirmations.

All hard copy documents are filed in the course folders (i.e. waivers, student relief memos (SRM), academic evaluation reports (AER), rebuttals, ATRRS enrollment sheets, TAAP rosters and signature rosters). Electronic forms of nominations: SRM’s, AER’s, rebuttals and diplomas are filed by attaching the documents to the individual student applications on TAAP.

Registrars ensure when enrollment statuses are changed in TAAP, they are changed in ATRRS as well.

Enrollment Statuses are as follows:

Requested = Applicant has input an application to TAAP, the default setting. (Requires Executor review and approval) Reserved = Applicant has completed the application process, Executor has reviewed, approved, provided registrars with an OML, and the applicant has a confirmed seat.

Standby = This is an approved applicant from the Executor’s OML, however apportionment has been filled for the class and there are no more vacancies. Executors can use Standbys to fill cancelations.

Enrolled = Applicant is present for training.

No Show = Reserved applicants who did not report for training.

Cancelled = An applicant or Executor who cancelled a reserved seat. Alternately, registrars will use this status for all applicants who were not reserved into a class by the suspense.

Dropped = Enrolled applicants who could not continue with training. (Academic, Medical, Disciplinary, Unit Recall) Graduated = Enrolled applicants who have successfully completed training.

4. Reservations and Welcome Letters

Once a student is approved by the Service Executorand has had their clearance checked by J2 they may be reserved in TAAP and ATRRS and sent a welcome letter with reporting instructions.

One week before the class conducts the reserved students must confirm their attendance. . Registrars carbon copy the J3 OPSO, J3 Deputy OPSO and Service Executor on welcome letters. The example format for this email is as follows:

ALCON:

We have reserved your seat to attend the Joint HUMINT Analysis and Targeting Course (JHATC) 14-007. In order to be keep your seat you must confirm your attendance (NLT date) as directed by your welcome letter.

If you no longer wish to attend the 14-007 iteration, please let me know by replying to this email.

v/r

Welcome Letters consist of a welcome and instructions in the body of an email following the below example format:

WELCOME TO HT-JCOE JHATC 16-001: Attendance Confirmation Required -- See Below

Congratulations, you have been selected to attend the Joint HUMINT Analysis and Targeting Course (JHATC) class 16-001 (start and end date).

Report Time and Location: PLEASE REPORT TO FRIEDMAN HALL LOBBY AT 0700 ON (report date).

PLEASE READ ALL INSTRUCTIONS. There are two tasks you must perform before you report. Before calling for questions please read this Welcome Letter and attached Reporting Instructions in full.

1) Read the attached reporting instructions and comply with all requirements.

2) YOU MUST REPLY TO THIS EMAIL BY (NLT date) AND SPECIFICALLY CONFIRM YOU WILL REPORT TO CLASS. If we do not receive this confirmation, we reserve the right to cancel your reservation.

Note:

a. Let us know immediately if new circumstances will prevent you from attending the course as scheduled so your seat may be given to another applicant.

Please feel free to forward any questions which are not covered by the above or addressed in the reporting instructions. If you are receiving this on behalf of an individual under your command, please pass these instructions to them so they may confirm attendance. Note new Command restrictions prohibit sending HT- JCOE emails or materials to personal email addresses.

v/r

On all welcome letters carbon copy the J8 Budget Technician, Course Director, and Service Executor. 5. Signature Rosters

Signature rosters are created by the course from a TAAP roster. Once completed the course provides the signed roster to the J3. The Registrars then utilize the roster to create diplomas.

a.2 Relief packet

A relief packet is prepared when a student is being relieved from the course they were attending. The packet is prepared and given to the J3 office by the course. The course creates a folder with a routing sheet. The folder includes the SRM, AER, student counseling statements, and student rebuttals if the student wished to include one.

When the relief packet is received the registrar ensures both the SRM and the AER are in the folder. The registrar then prints out the student’s application from TAAP and inserts it into the folder and gives it to the J3 OPSO or Deputy OPSO for further routing.

It is then routed to the J3 OPSO, Executive Assistant, the SEA, the Commander then back to the J3.

If the relief is approved the registrar will copy and scan the SRM, and AER, upload it to the student application on TAAP and drop them electronically from TAAP and ATRRS.

The physical copies will be filed in the class folder in the filing system. The Course

Directors will be notified by the registrar when the relief is approved and the documents are ready to be retrieved by the course.

The SRM and AER are scanned and emailed to the student’s Commander with the following email format example below. The J3 OPSO, Deputy OPSO,SEA and Service Executor are carbon copied:

(Sir/Ma’am), On behalf of the HT-JCOE Commander, we are informing you (student name) was relieved from the Joint HUMINT Analysis and Targeting Course, class 14-

004. The approved Student Relief Memorandum and Academic Evaluation Report are attached to this email as a courtesy.

v/r, a.3 Waiver request

Waiver requests are requests to waive certain standards required to attend courses, such as rank, integrity violations, or late submissions. These requests are located on the nomination letter as shown on number 4 in the format below:

[Enter your organization’s office symbol [Enter the date this here. Leave blank if you don’t know it.] memorandum was prepared.]

MEMORANDUM FOR COMMANDER, HUMINT TRAINING—JOINT CENTER OF

EXCELLENCE, FORT HUACHUCA, ARIZONA 85613-7000

SUBJECT: Student Nomination [and Waiver Request – Delete this phrase if not applicable.]

1. I would like to nominate [Applicant’s Name] for attendance to the [name of HT-JCOE course].

2. [Address the Applicant's previous HUMINT experience and performance as well as the individual's future use in operational HUMIT role after graduation.]

3. [Attest that there are no known integrity violations or criminal history in the Applicant's past.]

4. [If the Applicant meets all course prerequisites, enter "[Rank] [Applicant’s Full Name] meets all course prerequisites." If a waiver is requested for any course prerequisite, specifically set forth the prerequisite(s) for which you are requesting a waiver, then enter the applicant’s age, civilian education background and how the applicant’s maturity level, life experiences and operational experiences have helped prepare him or her for the course.]

5. POC for this memorandum is [insert Rank or Grade, Name, Middle Initial, Last Name of a Point of Contact who can answer questions regarding this Applicant’s Nomination] at [enter the telephone number of the POC, as in 123-456-7890 (DSN: 123-4567)] and [enter the NIPRNET email address of the POC].

>>Nomination must be SIGNED per below.<<

[Enter the First Name, Middle Initial, and last name of the first O-5 in the Applicant’s Chain of Command as in: “GERALD I. JOE”] [Enter the Rank or Grade and Service of the first O-5 in the Applicant’s Chain of Command, as in:

“LTC, USA”]

[Enter the word “Commanding”]

When a waiver request is sent to the registrar, they will Route it from the J3 to the command.

If the waiver is approved the Registrar may consider the student for a reservation, pending other application requirements. If the waiver is disapproved the following waiver denial email is sent to the student, with the J3 Deputy Director, NCOIC and the Senior Enlisted Advisor carbon copied:

The Commander of the HUMINT Training - Joint Center of Excellence has carefully reviewed the student nomination waiver submitted for (student name). The waiver was not approved. If you have any questions in regards to this please feel free to contact the J3 Operations Officer (name, contact number).