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     FY 2005 eArmyU Implementation Plan

            Revised 06 May 2005
                                                                 eArmyU Fiscal Year 2005
                                                                   Implementation Plan
                                                                 TABLE OF CONTENTS
Introduction ................................................................................................................................................................. 1
Vision ............................................................................................................................................................................ 1
Mission.......................................................................................................................................................................... 1
Program Overview ......................................................................................................................................................2
     Program Funding..................................................................................................................................................2
     Tuition Assistance (TA) Policy ............................................................................................................................2
     Participating Schools & Degree Programs ...........................................................................................................3
     Student Services Network ....................................................................................................................................3
     Army Education Centers (AEC) ..........................................................................................................................3
     Program Mentors (PMs) .......................................................................................................................................4
     Helpdesk/Customer Relations Management (CRM) Tool ...................................................................................4
     Campus Points of Contact (POCs) .......................................................................................................................4
     IBM Student Services Team ................................................................................................................................4
     Library Support ................................................................................................ Error! Bookmark not defined.4
     SMARTTHINKING.Com....................................................................................................................................4
     Operation Virtual Counselor Transforms Online Resources for You (ViCTORY) .............................................4
     Command Support ...............................................................................................................................................5
     Training for ACES Staff .................................................................................................................................... 56
     Marketing Management .......................................................................................................................................6
     Course Materials Policy .......................................................................................................................................6
     eArmyU Tuition Assistance Recoupment Schedule ............................................................................................7
Program Overview ......................................................................................................................................................8
     eCourse (Course-by-Course) Enrollment .............................................................................................................8
     FY05 Criteria for eCourse Enrollment .................................................................................................................8
     Issuance of DA Form XXXX, eArmyU Participation Agreement for Laptop Enrollment ..................................9
     Soldier’s Record is in TAPDB ...........................................................................................................................10
     Soldier’s Record is Not in TAPDB ....................................................................................................................10
     Technology Package (Laptop) Enrollment......................................................................................................... 10
     FY05 Criteria for Technology Package (Laptop) Enrollment ............................................................................ 11
     FY05 Additional Conditions of Participation for Technology Package (Laptop) Enrollees ..............................12
     FY05 Participation Agreement for Laptop Enrollment ......................................................................................14
     Technology Packages ......................................................................................................................................... 15
Operational Overview: .............................................................................................................................................. 22
     Program Selection .............................................................................................................................................. 22
     Degree Maps ......................................................................................................................................................22
     Library Support .................................................................................................................................................. 22
     Tutoring..........................................................................................................................................................2223
     Career Information: ............................................................................................................................................ 23
     Web Offline Learning Application (OLA) ......................................................................................................... 24
     eReader: .............................................................................................................................................................24
     Testing Procedures ............................................................................................................................................. 24
     Improper Test Conduct, Test Loss and/or Compromise ....................................................................................25
     eArmyU/SOCAD Student Agreements .............................................................................................................. 25
     Course Registration ............................................................................................................................................ 25
     Grade Reports ....................................................................................................................................................26
     Graduation Fees ................................................................................................................................................. 26
     Student Financial Administration.......................................................................................................................26
Operational Guidelines ............................................................................................................................................. 26
     Placing HOLDS ................................................................................................................................................. 26
     Viewing HOLDs ................................................................................................................................................ 27
     Removing HOLDs ............................................................................................................................................. 28
     View Behind Pace Student Report (Operation EAGLE) ...................................................................................29
     The 12 SH in 3-Year Requirement Indicator ..................................................................................................... 30
     The Behind Pace in Course Indicator ................................................................................................................. 30


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Course Reimbursement Requirements ................................................................................................................ 3132
     Course Drop .......................................................................................................................................................32
     Recoupment Guidance for Course Drop ............................................................................................................ 32
     Course Withdrawal ............................................................................................................................................ 32
     Recoupment Guidance for Course Withdrawal.................................................................................................. 33
     Course Failure/Incomplete ................................................................................................................................. 34
     Recoupment Guidance for Unsatisfactory Grades .............................................................................................35
     Unauthorized (Erroneous) Course Enrollment ................................................................................................... 36
     Recoupment Guidance for Unauthorized Course Enrollment ............................................................................ 36
  FY Tuition Assistance Ceiling ............................................................................................................................3637
Program Reimbursement Requirements ................................................................................................................. 37
     Failure to Meet Service Remaining Requirement (SRR) ...................................................................................37
     Recoupment Guidance for Failure to Meet Service Remaining Requirement (SRR) ........................................ 38
     Failure to Complete 12 SH Requirement ........................................................................................................... 38
     Exceptions to Reimbursement Requirement ...................................................................................................... 39
     General Recoupment Procedures .......................................................................................................................41
     The FY05 ACC ................................................................................................................................................. 44
     The FY01 ACC ................................................................................................................................................. 47
     The FY02 ACC ................................................................................................................................................. 47
     The FY03 ACC ................................................................................................................................................. 47
     The FY04 ACC ................................................................................................................................................. 47
     eArmyU SH Program Milestone Recoupment Tables ......................................................................................48
     eArmyU Course Recoupment Requirement Table .............................................................................................49
eArmyU Roles & Responsibilities ............................................................................................................................ 50
     Secretariat ..........................................................................................................................................................50
     Department of the Army .................................................................................................................................... 50
     Deputy Chief of Staff, G-1 (DCS, G-1). ............................................................................................................ 50
     Defense Contracts Command-Washington (DCC-W). ......................................................................................50
     Assistant Chief of Staff for Installation Management (ACSIM). ....................................................................... 50
     U.S. Total Army Human Resources Command (AHRC)...................................................................................50
     The Adjutant General (TAG) .............................................................................................................................51
     HQ, ACES..........................................................................................................................................................51
     eArmyU Program Manager ................................................................................................................................52
     Contracting Officer's Representative ................................................................................................................. 52
     Regional Education Advisors .............................................................................................................................53
     Installations ........................................................................................................................................................53
     Garrison Commander ......................................................................................................................................... 53
     Director of Public Works (DPW) .......................................................................................................................53
     Director of Information Management (DOIM) .................................................................................................. 53
     Education Services Officer (ESO) .....................................................................................................................54
     Technical Point of Contact (TechPOC) ............................................................................................................. 57
     Contracting Officer’s Technical Representative (COTR) .................................................................................. 58
     Counselors..........................................................................................................................................................58
     Issuance of DA Form XXXX, eArmyU Participation Agreement For Laptop Enrollment ...............................60
     Soldier’s Record is in TAPDB ...........................................................................................................................60
     Soldier’s Record is Not in TAPDB ....................................................................................................................60
     Unit Commanders .............................................................................................................................................. 61
     Soldiers ..............................................................................................................................................................62
     IBM Support Staff .............................................................................................................................................. 64
Key Contacts .............................................................................................................................................................. 65
     eArmyU Contact Information ............................................................................................................................65
     IBM eArmyU Operations Team.........................................................................................................................65
     ACES eArmyU Team ........................................................................................................................................ 65
     TOLL-FREE COUNTRY CODES FOR OCONUS SOLDIER-STUDENTS ...................................................66



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Introduction

As the Army confronted a recruiting crisis in Fiscal Year (FY) 99, the Secretary of the Army
directed that innovative programs be designed to not only attract new recruits, but also retain
Soldiers by allowing them to serve their country and obtain their college education. An education
option was envisioned by the Army Continuing Education System (ACES) staff that would
accomplish this. Through the Army's new initiative, emphasis was placed on Army education to
take up the challenges of making our Soldiers more technology-savvy. At the same time, eArmyU
presented a challenge that forces academic institutions to reevaluate their fundamental processes
and functions and go beyond to revolutionize education program delivery. The vision included a
program that would offer Soldiers "anytime, anywhere" access to high-quality learning
opportunities from accredited postsecondary and technical institutions while on active duty. The
program would need to be student-centered, student-friendly, and appropriate to the Army
environment. Access to asynchronous, Web-based learning content and instructional tools would
be via the Internet using laptops. Under this initiative, Soldiers would be able to complete all
coursework to meet certificate or degree requirements regardless of duty station and mission
requirements. Online education would become a seamless part of Soldiering. In short, this
program -- eArmyU (also called Army University Access Online or AUAO) -- would capitalize on
technology to provide 21st century education to today's 21st century Soldiers.

Vision

eArmyU will enhance the Army's reputation as an innovator of cutting-edge educational
programs and as a provider of life-long learning opportunities that prepare Soldiers for success
on the battlespace of the future.

Mission

The eArmyU initiative is designed to ensure that all Soldiers have the opportunity to fulfill their
personal and professional educational goals while simultaneously building the technology-based,
critical thinking, and decision-making skills required to fully transform the Army. eArmyU's
mission is to provide high-caliber Soldiers the opportunity to obtain postsecondary degrees and
professional credentials regardless of duty station and mission requirement. By providing access
to a variety of online programs and related educational services via a comprehensive web portal,
eArmyU eliminates many of the barriers Soldiers have traditionally faced throughout their
military careers when attempting to continue their education.

eArmyU is designed to follow Soldier-students as they transfer to other installations. As of
13 Sep 04, a total of 16,388 Soldier-students had completed a Permanent Change of Station
(PCS) from their original eArmyU installations. We now have eArmyU Soldier-students
stationed around the world, thus, all Education Services Officers (ESOs) must now be
knowledgeable of the program and ensure ACES Counselors can assist eArmyU Soldier-
students.




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Program Overview

Program Funding

Originally, funding for this program was part of the Visibility Initiatives and Recruiting Support
(VIRS) Management Decision Package (MDEP) and was managed by ASA (M&RA). Effective
1 Oct 02, eArmyU dollars are included in the Visibility Army Tuition Assistance (VATA) and
Visibility Army Continuing Education (VACE) MDEPs and are managed by the Director,
ACES. Additional contract manpower is being funded to ensure the successful operation of this
new program. eArmyU pays 100% of tuition up to the DA established semester hour cap and
annual ceiling, including tuition, course fees, books, academic tutoring, program mentoring,
helpdesk, “Boot Camp,” and Internet access. Soldiers enrolling in eArmyU under the Laptop
option will have the first-year tuition ceiling reduced by the cost of the technology package.
eCourse program enrollees receive the same technology support, except for the Army-issued
laptop. There is no additional cost to eCourse enrollees for these services. The matriculation fee
for eCourses is not reduced from the annual tuition ceiling.

Tuition Assistance (TA) Policy

TA Policy as described in AR 621-5, Chapter 5, Tuition Assistance applies to eArmyU. These
exceptions apply:

   a. Soldiers entering eArmyU during the period 16 Jan 01 to 30 Sep 01 have no tuition cap or
   ceiling applied to eArmyU courses (the tuition ceiling, currently $4,500, and cap, currently
   $250 per SH, apply to non-eArmyU courses funded by TA). Once the terms of their PAs are
   fulfilled (the approved education goal is achieved), the Soldier will be able to enroll in
   eCourses but will be subject to the established SH cap and ceiling.

   b. Soldiers entering eArmyU during the period 1 Oct 01 to 30 Sep 02 have the tuition ceiling
   but no per SH cap applied to eArmyU courses. For these Soldiers, the tuition cap, currently
   $250 per SH, applies only to non-eArmyU courses funded by TA. Tuition ceiling, currently
   $4,500, applies to non-eArmyU and eArmyU courses since TA funds both courses. Once the
   terms of their PAs are fulfilled (the approved education goal is achieved), the Soldier will be
   able to enroll in eCourses but will be subject to the established SH cap and ceiling.

   c. Soldiers entering eArmyU during the period 1 Oct 02 to present have both the tuition
   ceiling and per SH cap applied. Tuition cap, currently $250 per SH, applies to all courses
   funded by TA. The tuition ceiling, currently $4,500, applies to non-eArmyU and eArmyU
   courses since TA funds both courses. The eArmyU portal tracks the tuition ceiling spent for
   both eArmyU courses and those taken in the traditional program.

Soldiers may not use TA if: (1) there is an outstanding grade of "F"-"W"-"I" which has not been
resolved; (2) eArmyU course(s) repeat a course already completed; (3) Soldiers do not meet the
prerequisite course requirements; (4) eArmyU course(s) are not listed on degree plan or are not
required for stated educational goal on degree plan; (5) Soldier has reached the established FY

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tuition ceiling; or 6) cumulative grade point average (GPA) is less than 2.0 after the first 15 SH
of TA funding.

The school has the authority to identify course requirements. Soldiers have the responsibility to
make sure that they are not repeating a course already completed or are enrolling in a course
which does not meet course requirements as stipulated on the Army Tuition Assistance
Statement of Understanding (SOU). Soldiers seeking degrees from the resident 29 eArmyU
education partners are responsible for making sure transcripts of courses taken outside of their
home institution are sent to the home institution so that the school can evaluate correctly
eArmyU course enrollments. If transcripts have not been received by the home institution,
Soldiers are responsible for making sure they do not enroll in courses that repeat a course already
completed or that do not meet the prerequisite course requirements. Soldiers may be subject to
recoupment for these courses as stated in the Army Tuition Assistance SOU.

The portal automatically accounts for course registration and tuition costs and IBM bills the
Army directly. By spring, 2005, the portal will automatically account for course registrations
that repeat a course already completed and prohibit enrollment in these courses. The portal does
not prohibit course enrollment if the Soldiers does not meet the prerequisite course requirements
as this is the responsibility of the participating education partner. Soldiers seeking degrees with
the resident 29 eArmyU education partners will be prohibited from taking courses outside their
established degree plan by spring 2005 when portal functionality to prohibit these course
enrollments is fully operational. No paperwork is processed by the AEC to issue eArmyU tuition.

Participating Schools & Degree Programs

In order to maximize credit for military skills and experience, and to ensure that Soldiers can
transfer education credits across institutions, only SOCAD member schools may offer
undergraduate programs as part of eArmyU. Non-SOCAD institutions offering only graduate
and/or certificate programs must agree in writing to the SOC institutional principles and criteria.
All participating institutions must agree to award maximum credit for military training and
experience and college-level test scores at ACE-recommended levels. List of current eArmyU
participating schools and degree programs may be found in the Annual Catalog or Term
Schedule and on the portal.

Student Services Network

eArmyU is augmented by an organized web of support services—the Army Education Centers,
the Program Mentors, the Helpdesk/Customer Relations Management (CRM) tool, the Campus
Points of Contact, the IBM Student Services Team, the SMARTHINKING.com online tutoring
service, and the Operation Virtual Counselor Transforms Online Resources for You
(ViCTORY)—that ensures assistance and guidance at every point throughout the eArmyU
system.

Army Education Centers (AEC)

AECs provide counseling and administrative support for eArmyU.

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Program Mentors (PMs)

PMs work proactively with all eArmyU Soldier-students beginning at their point of entry into the
program. They personalize support for each Soldier-student by tailoring appropriate
interventions to promote Soldier-student success.

Helpdesk/Customer Relations Management (CRM) Tool

The CRM tool enhances the way ACES Counselors and Soldier-students create and track
helpdesk cases for questions and concerns related to eArmyU. The feature allows common
actions to be performed in the portal. These actions include placing and lifting HOLDs,
withdrawal requests, program and degree plan changes, all in real time. ACES Counselors are
able to track and add comments for any Soldier-student's helpdesk case. Additionally, ACES
Counselors are able to see behind pace Soldier-students who may be experiencing course
difficulty or who are behind pace for completing program milestones. The CRM system
includes built-in escalation paths and response time requirements to ensure that cases are
escalated to the right person and resolved in a timely manner, including direct contact with
IBM’s Deputy Program Manager and a Customer Satisfaction Survey to solicit feedback. To
escalate a case to the IBM Program Manager from the ACES view of the portal, click on the
Resources Tab. Click on Helpdesk and scroll to the bottom of the screen. Click on the link
“Create Program Management Case”.

Campus Points of Contact (POCs)

Campus POCs address questions related to school-specific issues (e.g., course registration,
prerequisites, admissions, grades, etc.)

IBM Student Services Team

IBM’s student services team responds to issues and questions escalated by the helpdesk, PMs,
and campus POCs, and performs many administrative functions related to escalated issues.

SMARTTHINKING.Com

Soldiers enrolled in eArmyU have access to SMARTTHINKING.com which provides live
grammar and brainstorming centers, Essay Centers and Career Writing Centers. Access to
services is entirely online with 24/7 access.

Operation Virtual Counselor Transforms Online Resources for You (ViCTORY)

Operation ViCTORY is the robust, proactive, end-to-end process that greets newly enrolling
Soldier-students and monitors their learning progress through in-reach and out-reach
interventions. Operation ViCTORY is at the heart of Soldier-student success, promoting the
ongoing effectiveness and viability of the eArmyU program. This innovative student success
initiative involves two parallel tracks: Operation Early Academic Guidance for Learning
Excellence (EAGLE) and Operation Student Online Achievement Recognized (SOAR).

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   Operation EAGLE assists Soldiers who are behind pace in a course or in their program and
    provides continuous intervention during the Soldier-student’s academic journey. Operation
    SOAR is the outreach to the successful–or on pace–Soldier and parallels EAGLE to provide
    positive reinforcement at major milestones throughout the journey. A special feature of
    Operation SOAR is a pictorial acknowledgement on the eArmyU portal, eArmyU.com, of
    those Soldier-students who have risen to the challenge of balancing education and career
    goals. Both proactive pieces ensure that Soldier-students receive support and encouragement
    throughout their eArmyU experience.

   Operation Helping to Assist With Knowledge-Support (HAWK) and With Information and
    Guidance to Soar (WINGS) initiate Program Mentor support at the onset of the academic
    journey to reach out proactively and establish a personal mentoring relationship, to remind
    Soldier-students of key policies, and to resolve any issues that they may have in getting
    started in eArmyU. Soldier-students are greeted when they enroll in or complete their first
    course. They are provided the “WINGS” to soar successfully! If Soldier-students fail to
    enroll in a course in a timely manner, Operation HAWK is energized. Program Mentors send
    an email at the 30-, 60-, 90-, and 120-day mark to remind Soldier-students of program
    milestones and then continue to keep a sharp eye out to track Soldier-students and assist or
    motivate them toward continuing their academic progress, thereby maximizing success-
    building opportunities. Thus, HAWK is an ongoing process. These initial and
    complimentary action pieces to Operations EAGLE and SOAR introduce the Student
    Services Network to Soldier-students and provide the face-to-face guidance that is the
    strategic key to building community in an online environment. Refer to Appendix V for more
    information.

Command Support

Commanders and NCOs will provide appropriate support and mentoring. Commanders will
provide on-duty study time to eArmyU Soldier-students within the constraints of mission
requirements. Screening to predict online education success will be a key contribution of the
ACES Counselors to the overall effectiveness of eArmyU. Screening measures include prior
academic successes, testing completed (including Test of Adult Basic Education [TABE], Armed
Services Vocational Aptitude Battery/Armed Forces Classification Test [ASVAB/AFCT],
placement tests and national tests), maturity, self-discipline, study skills, Primary Military
Occupational Specialties (PMOS) held, technology skills, and distance learning (DL) comfort
level. ACES Counselors and Unit Commander must jointly agree if a Soldier will be permitted
to enroll in eArmyU. Unit Commanders and ACES Counselors document approval to participate
in eArmyU on DA Form XXXX, eArmyU Participation Agreement, when issued. Motivated
and dedicated Soldiers who are assured of military leadership support tend to be successful
eArmyU Soldier-students.

Training for ACES Staff

All ACES staff will receive training about the eArmyU program, the role of Program Mentors,
eligibility criteria, and enrollment procedures to include: screening measures, tools, and

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examinations for assessing DL readiness; use of eArmyU portal; EDMIS interface and required
data entry; Learning Management System (LMS); student services (registration, course
withdrawal, delivery of course materials, testing, maintenance of student records, advisory
services, course evaluation, student progress, and commencement); recoupment; reports;
eArmyU educational institutions; technical support services; and technology options. ACES
eArmyU multimedia training includes an audio option and contains interactive functions.
Updates to the ACES multimedia training occur based on significant program changes and
enhancements. The ACES multimedia training is available online at www.earmyu.com:

   From the “Welcome Back” screen in the ACES view of the portal,
   Click on the "Resources" tab at the top of the screen.
   On the Resources screen, select the "Student and ACES Training" link from the left-hand
   menu.
   Click on the “ACES eArmyU Training” link

ACES eArmyU training is available for download from the subsequent screen, entitled “Student
and ACES Training.” Procedure guidelines and clarifications, as well as program news, are
regularly posted to the eArmyU homepage.

Marketing Management

To ensure success, the eArmyU integrator, IBM, will coordinate all marketing, communications,
and implementation processes with the Contracting Officer’s Representative (COR). HQ, ACES
will first approve all information about eArmyU disseminated by IBM to ACES personnel.
Approved marketing materials such as an eArmyU banner, posters, and brochures are available
upon request to IBM.

eArmyU Education Partners have been instructed to coordinate with the Regional Education
Advisors/ESO for any local news, advertisements or brochures distributed at the local site. Refer
to Appendix M for more information. Also included are marketing samples and templates which
can be tailored for use at the local site. Effective 10 April, 2005, ACES Counselors will be able
to view, print, or request additional supplies of marketing materials from the “Marketing
Resources” page of the portal, located under the “Resources” tab. In addition, updated supplies
of materials will be sent to installations at the start of each eArmyU academic term.

Course Materials Policy

Course materials are provided by MBS Direct, an affiliate of Barnes and Noble and are shipped
directly to the address listed in the Soldier-student’s record on the portal. The efficient ordering
and distribution of course materials is contingent upon accurate address information in the
eArmyU portal. Note: the mailing address cannot be a post office box. Course materials include
only the required, course-specific reading and other materials, such as very specific or basic
software, as stated in the course syllabus. Course materials exclude items listed as recommended
and items considered general educational tools and consumables, such as recommended reading
materials, floppy disks, ledger paper, calculators, enhanced software, or other non-course
specific materials. These can be purchased at the Soldier-students’ expense and discretion. Due

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to a contract modification at the end of FY02, used books will now be issued to students as the
preferred option. New books will only be shipped if a used version is not available.

IBM's course materials vendor provides "one-stop" ordering and distribution of course materials.
This process is automated through the portal; book and material orders will be automatically sent
to the vendor upon verification of a Soldier-student’s enrollment. Books are shipped directly to
the address designated by the Soldier-student on the portal. Soldier-students receive an email
from vendor confirming receipt of the order and status of shipment. Receipt of course materials
normally takes 1-2 days but could be as long as 10 days days to CONUS locations and 21 days to
OCONUS locations. OCONUS shipments are sent earlier than CONUS shipments in an effort to
get materials to Soldiers in time for the start of class. . Soldiers will update their mailing
address in the portal each time there is a course enrollment if the address has changed so that
books will be shipped to the correct location. This is the Soldier’s responsibility. If the Soldier
does not receive the course materials by the course start date, a helpdesk case should be created
via the portal CRM immediately and the instructor should be alerted. MBS will overnight ship a
textbook when a helpdesk case is created regarding a missing book. Documentation by the
Soldier of failure to receive a textbook is an important decision factor in requests for a
withdrawal for contractor reasons and protects the Soldier.

Duplicate book order functionality has been implemented on the portal to prevent the duplicate
shipping of course materials to Soldier-students. This functionality will help eArmyU cut down
on the number of duplicate textbooks distributed to Soldier-students. Potential duplicate
shipments occur when students have 1) taken a course with the same textbook requirement as a
previous course, or 2) dropped a course for which they later re-enrolled. The portal will identify
when eArmyU course materials have previously been shipped to students and automatically
cancel second shipments. Soldier-students can cancel a course registration without incurring an
expense as long as the cancellation occurs 11 days prior to the course start date. Course
materials will be shipped 14 days prior to course start date for most OCONUS students with
APO addresses and 21 days prior to the course start date for OCONUS students in areas with
limited postal infrastructure (such as Iraq and Afghanistan). Soldiers who have had difficulties
receiving course materials by their course start date due to their unique circumstances are
encouraged to request an early book/course materials shipment by contacting the helpdesk or
creating a CRM case. MBS will manually expedite shipment to these Soldiers.

eArmyU Tuition Assistance Recoupment Schedule

DROP DATE                                         SOLDIER REPAYS
More than 10 days prior to course start date      0% tuition
Ten or fewer days prior to course start date      18% tuition
Between 1% to 6% of the course length             35% tuition
Between 7% to 13% of the course length            56% tuition
Between 14% to 19% of the course length           75% tuition
20% or more of the course length                  100% tuition




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Program Enrollment
Effective 1 Oct 04 (FY05), Army Continuing Education System will increase access and choice
for enlisted Soldiers Army-wide. A key element of the current eArmyU program–the technology
package or laptop-will now be offered as an incentive for enlisted Soldiers who are willing to
reenlist for duty as defined by senior Army leadership, subject to adjustment. These Soldiers
will be provided a technology package, if otherwise eligible for eArmyU participation. The
(FY05) eArmyU program–eCourses or course-by-course enrollment–will be offered Army-wide
to all eligible enlisted Soldiers who have their own computer or computer access. These changes
are in direct support of Readiness and Retention and are part of Army Transformation and the
Army Campaign Plan.

eCourse (Course-by-Course) Enrollment

The eCourse (course-by-course) enrollment will be available and open to all enlisted Soldiers
Army-wide who have a personal computer or access to a computer. eCourse enrollees will not
be required to sign an eArmyU Participation Agreement, incur an eArmyU Service Remaining
Requirement, or complete a semester hour milestone. Tuition assistance is available on a course-
by-course basis, subject to the availability of funds. The eArmyU portal will centrally manage
course enrollment and tuition assistance for eCourses within funding constraints. There will not
be an eCourse allocation and weekly reports or tracking will not be required by education
centers. HQ, ACES will track the enrollment in eCourses through the Data Warehouse.

FY05 Criteria for eCourse Enrollment

a. ACES Counselors and Unit Commanders must jointly approve enrollment in eCourses. The
   Unit Commander indicates approval by signing the Soldier’s Army Tuition Assistance SOU
   on an annual basis, beginning when eCourse access to the portal occurs. The ACES
   Counselor indicates approval when the Soldier's status is changed in the portal from
   prospective status to enrolled. An OML is no longer required.

b. ACES Counselors must determine that Soldiers are viable eArmyU distance learning
   candidates via a readiness assessment. Screening for readiness should include measures of
   prior academic success, completed testing (including TABE, ASVAB/AFCT, placement tests
   and national tests), maturity, self-discipline, study skills, PMOS held, prior distance learning
   courses completed, technology skills and distance learning comfort level. Until HQ, ACES
   releases the standardized Pre-enrollment Readiness Profile (PReP), ACES Counselors should
   use those resources identified above to determine readiness for enrollment in eArmyU.
   Counselors must also ensure that the Soldier has established an education goal (credential)
   and require the Soldier to register in the eArmyU portal, www.earmyu.com, as a prospective
   student.

c. Soldiers will sign a SOU for use of Army Tuition Assistance during initial eCourse
   enrollment counseling and obtain the required Commander’s signature. A copy of the signed
   SOU will be provided to the Soldier and a copy maintained at the Education Center. An

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   electronic version or e-version of the SOU will be posted to the eArmyU portal for Soldier
   concurrence on a term basis. Soldiers who do not agree to the conditions on the e-version of
   the SOU, or who do not sign and obtain Commander’s signature on the annual paper-based
   version of the SOU, will be placed on HOLD.

d. ACES Counselors will provide portal access to eCourses by switching the Soldier’s status
   from prospective to enrolled. Soldiers who have education goals with schools or degrees
   outside of the current 29 eArmyU education partners, will be flagged at the time their portal
   access to eCourses is activated. ACES Counselors will indicate that these Soldiers have
   selected an “other” degree plan and/or institution outside of the resident 29 education
   partners. ACES Counselors will indicate the institution with which the approved degree plan
   has been established. If no degree plan is selected, Soldiers will be flagged and placed on
   HOLD after completion of the second course.

e. Except for the Army-issued laptop, technology support for the eCourse Soldiers will be
   identical to that of laptop Soldiers. eArmyU eCourse Soldiers will receive the Fiberlink
   dialer and ISP, Boot Camp tutorial, Program Mentor intervention, Student Support Services,
   online academic tutoring, Smarthinking tutoring, 24/7 helpdesk support, books and fees as
   part of tuition. eCourse enrollees will not be required to pay for these services or have their
   tuition assistance ceilings reduced to cover these expenses.

f. Soldiers are responsible for commercial telephone service for Internet access.

g. All eCourse Soldiers must complete the eArmyU common application. Information from the
   common application is sent with each course enrollment to the education partners (i.e.,
   demographic information about the student). If the Soldier does not complete the eArmyU
   Common application, eCourse enrollments will not proceed.

h. Tuition assistance for eCourse is on a course-by-course basis, subject to available funding.

i. Soldiers must advise the AEC, as soon as possible, of any intent to withdraw from an
   eArmyU course. Soldiers will follow the eArmyU portal guidance and procedures in place at
   AECs to complete the course withdrawal process. Soldiers may not withdraw directly with
   the school.

Issuance of DA Form XXXX, eArmyU Participation Agreement for Laptop Enrollment

It is imperative that ACES Counselors enter the DA Form XXXX, eArmyU Participation
Agreement (PA) issue-date on the Prospective Student’s Record in order for HQ, ACES to
maintain an accurate count of PAs that have been issued for FY05. HQ, ACES is working
to implement an automatic and virtual process by which PAs are issued by ACES
Counselors and tracked by date and number. Until that process has been updated in the
portal, please follow the steps below to record the date DA Form XXXX, eArmyU
Participation Agreement is issued in the portal.




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HQ, ACES will track the number of issued laptops in the eArmyU Data Warehouse. It is
necessary for ACES Counselors to track issuance of DA Form XXXX, eArmyU Participation
Agreement until portal processes can be implemented to track issuance of PAs automatically. To
issue the DA Form XXXX, eArmyU Participation Agreement follow these steps:

Soldier’s Record is in TAPDB

1. From the ACES Welcome Back Page enter the Soldier’s SSN and retrieve the record.
2. The Soldier status should say “Prospective Student”. Click on the link at the bottom of the
   page called “Update Prospective Student Record.”
3. Near the bottom of the Soldier’s record enter the date the DA Form XXXX, eArmyU
   Participation Agreement is issued to the Soldier by filling in the date field on this page. Click
   the Submit button to process this date to the database.
4. The PA will be issued in hard copy from the ACES Counselor until a process can be
   implemented in the eArmyU portal for tracking and issuing PAs automatically.

Soldier’s Record is Not in TAPDB

1. If the Soldier is not a prospective student advise the Soldier to complete this action on the
   public view of the Portal (www.eArmyU.com) by clicking on the “Enroll in eArmyU” link at
   the top of the public Welcome page. If the Soldier is unable to enroll as a Prospective
   Student because their record does not exist in the Total Army Personnel Data Base
   (TAPDB), override the system and register the Soldier as a Prospective Student.
2. From the ACES Welcome Back Screen enter the Soldier’s SSN and retrieve the record.
3. On the Student Enrollment Page click the “Prospective Student Registration” link to override
   the system and register the Soldier as a prospective student.
4. Complete the required fields and click “Submit” to save the information to the database.
5. You will see a message that “The SSN you have entered was not found”.
6. Complete the required fields under the message header to include entering the date that DA
   Form XXXX, eArmyU Participation Agreement is issued.
7. .Click the “Submit” button.
8. You will be presented with The Prospective Soldier’s user name and password. Record this
   information and provide to the Soldier (Soldiers can change their password once they log
   onto the portal). Normally, ACES Counselors do not see this information. It is only provided
   when the ACES Counselor must override the systems to enroll a Soldier as a prospective
   student.

Technology Package (Laptop) Enrollment

There are 10,000 FY05 eArmyU Army-wide laptop allocations centralized with the target
population (reenlisting Soldiers) and adjusted as necessary by senior leadership to support Army
retention and manning needs. Laptop enrollments or allocations will be adjustable, supporting a
scalable program. The eArmyU portal will track laptops shipped and will provide reporting
capability to ensure allocations are distributed within funding constraints.




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Submission of weekly reports is no longer required. However, all Army Education Centers will
be responsible for submitting the number of course withdrawals and the reason break-out for
withdrawals, along with the number of tests administered for eArmyU. This information should
be submitted in the remarks section of the Quarterly Report (1821).

FY05 Criteria for Technology Package (Laptop) Enrollment

a. Be regular active duty enlisted Soldier and reenlist as determined by Senior Army
   Leadership.

b. Have a High School Diploma or General Education Development Certificate.

c. Have a minimum of three years time in service remaining when the Commander signs the
   eArmyU Participation Agreement (DA Form XXXX). The Service Remaining Requirement
   (SRR) will begin from the date of the Commander’s signature on DA Form XXXX.

d. Have the Career Counselor or Reenlistment Noncommissioned Officer (NCO) sign the DA
   Form XXXX section 9 indicating reenlistment as determined by Senior Army Leadership and
   verification that Soldier meets the service remaining obligation. DD Form 4, Reenlistment
   Contract, or DA Form 1465, Time in Service Extensions, must accompany the signed PA
   when it is returned to the education center.

e. Voluntary requests for separation or retirement prior to the expiration of their SRR require
   additional approval from the Army Human Resources Command (AHRC-PDT-PM). Upon
   approval of separation or retirement, Soldiers are subject to tuition assistance reimbursement
   requirements.

f. Be eligible for favorable personnel action.

g. Be counseled by an Education Services Specialist (ESS) or ACES Counselor to determine
   potential for success in eArmyU. Have ESS/Counselor signature on DA Form XXXX
   indicating ACES approval for participation in eArmyU. Soldiers must have joint approval
   from the ACES Counselor and unit Commander to enroll in eArmyU.

h. Sign and date DA Form XXXX indicating agreement to incur a financial obligation if the
   requirements of the program are not met in the stipulated time frame. Return form to the
   Army Education Center (AEC) within 90 days from the date of counselor’s signature. If
   form is not returned within 90 days, form is void and Soldier must reapply. Soldiers in the
   geographic area of support may fax or email signed copy of DA Form XXXX. However,
   they must also simultaneously submit the original, signed form to the supporting AEC.

i. Have Commander approval to participate in eArmyU on DA Form XXXX. The unit
   Commander must sign the DA Form XXXX. If the Commander is not available, a
   representative designated on orders or memorandum may sign on the Commander's behalf.
   Delegation of authority documentation will be attached to DA Form XXXX. Situations
   when this may occur include, but are not limited to, temporary duty (TDY), leave, or

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   deployment. When Soldiers have a change in unit Commander, the new Commander is
   obligated to honor the Army's eArmyU commitment. However, Soldiers must still obtain
   new Commander's approval prior to enrolling in any eArmyU courses taken after a change-
   in-command.

j. Soldier must sign a Statement of Understanding for the use of Army Tuition Assistance
   during initial enrollment counseling and obtain the required Commander signature. A copy
   of the signed SOU will be provided to the Soldier and a copy maintained at the Education
   Center. An electronic version or e-version of the SOU will be posted to the eArmyU portal
   for Soldier concurrence on a term basis. Soldiers who do not agree to the conditions on the
   e-version of the SOU, or who do not sign and obtain Commander’s signature on the annual
   paper-based version of the SOU, will be placed on HOLD.

k. Meet the academic institution's admission criteria.

FY05 Additional Conditions of Participation for Technology Package (Laptop) Enrollees

a. Commander approval for participation in eArmyU, including meeting the SRR as authorized
   by AR 601-280, must be officially annotated by ACES on the eArmyU portal before Soldiers
   will be able to complete course registration.

b. Soldiers are considered enrolled in the eArmyU program after they have received a laptop.
   The following conditions apply once Soldiers are enrolled in eArmyU:

   1. Soldiers may not withdraw from the eArmyU program once they have been issued the
      technology package.

   2. The technology package may not be returned at any time.

   3. Conditions of the DA Form XXXX must be met after enrollment in the program. If
      conditions are not met, Soldiers are subject to appropriate reimbursement as stated on DA
      Form XXXX.

   4. The SRR ending date will become part of the Total Army Personnel Database (TAPDB).

   5. If Soldiers no longer meet conditions of eArmyU at the time the signed DA Form XXXX
      is returned to the Education Center or prior to enrollment in eArmyU, the agreement will
      be null and void.

   6. Soldiers will complete online common application with an eArmyU institution within one
      week after receiving laptop. Failure to do so means Soldiers are blocked from
      registering.

   7. Soldiers will request copies of all transcripts be sent to their home school within one
      week after receiving laptop. There is a link on the portal to facilitate transcript requests:
      eArmyU.com/ACES/ACES-resources-transcripts-testscore-request.asp. Soldiers who

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        attended/graduated from overseas Department of Defense Dependents Schools (DoDDS)
        schools can find information regarding transcript requests on the DoDDS homepage.
        This Department of Defense Education Activity (DoDEA) website contains a listing of
        Student Records and Transcript Request Procedures and can be reached using the
        following url: http://www.odedodea.edu/transcript/. The eArmyU portal will
        automatically request a copy of the Army/American Council on Education Registry
        Transcript System (AARTS) transcript be sent to the Soldier’s home school. Soldiers
        must request all other transcripts.

c. The Education Services Officer (ESO) may approve exceptions to the 12 semester hour (SH)
   requirement if Soldiers need only 9-11 SH (or equivalent quarter or clock hours) for
   completion of master’s degree. Soldiers needing fewer than 12 SH for associate or
   bachelor’s degree or certificate completion must enroll in additional course(s) that apply to a
   higher-level or another approved degree/certificate program to ensure courses taken then
   total 12 SH.

d. The ESO may grant extension to the program milestones when military or other extenuating
   circumstances prevent completion within the specified time frame. Justified circumstances
   are at the discretion of the ESO and will be documented. Examples may include emergency
   leave, illness/hospitalization, and unique military assignment (e.g., deployment) with little or
   no access to education opportunities, etc. The ESO will adjust the time as necessary and
   reset the date on the portal.

e.    Soldiers who have applied to an officer school, e.g., Officer Candidate School (OCS) or
     Warrant Officer School, may enroll in eArmyU only until they are notified that they have
     been accepted. If Soldiers are commissioned after enrollment in eArmyU and they have
     received their laptop, they can remain in eArmyU up to three years from the date the
     technology package is received or until the 12 SH are completed, whichever comes first, at
     which time Soldiers will be disenrolled from eArmyU. Soldiers separating from active
     duty to enter the Green to Gold program are subject to recoupment if program milestones
     have not been met.

f. Soldiers will be responsible for the security of all technology package equipment upon
   taking possession of the equipment. Soldiers are advised in the “Boot Camp” tutorial and on
   the eArmyU portal to purchase optional insurance to cover the replacement costs for the
   laptop. Soldiers assume full ownership of the eArmyU technology package upon successful
   completion of the minimum 12 SH (or equivalent quarter or clock hours) within three years
   of receipt of the technology package. Soldiers may not withdraw from the eArmyU program
   or return the technology package after it has been issued.

g. Soldiers will be responsible for protecting their technology package from viruses by regularly
   downloading Microsoft patches and using antivirus software, which is available at no cost
   through the Army. While the eArmyU Helpdesk and technical repair depots make every
   attempt to assist Soldiers if their systems are attacked by viruses, they are not contractually
   obligated to support virus issues and Soldiers will not be granted withdrawals for Contractor
   Error when course failure is due to a virus attack.

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h. Soldiers who need commercial telephone service for Internet access will be responsible for
   the cost of this service. eArmyU provides Soldiers with a free ISP account; however,
   Soldiers are responsible for obtaining and paying for their own local phone service, which
   includes any per-minute charges for local telephone calls in some overseas locations (e.g.,
   Germany and Korea). Soldiers need to be advised of this expense.

i. Soldiers must advise the AEC as soon as possible of any intent to withdraw from an eArmyU
   course. Soldiers will follow the eArmyU portal guidance and procedures in place at AECs to
   complete the course withdrawal process. Soldiers may not withdraw directly with the school.

j. Voluntary requests for separation or retirement by regular active duty Soldiers prior to the
   expiration of their SRR require additional approval from AHRC-PDT-PM. All Soldiers are
   subject to reimbursement requirements for tuition and course fees.

FY05 Participation Agreement for Laptop Enrollment

DA Form XXXX, eArmyU Participation Agreement, records the terms and conditions of the
eArmyU program. In exchange for tuition and a laptop, the Soldier agrees to complete the
specified semester hours within the required period and to serve in the U.S. Army for the
specified time. DA Form XXXX documents pertinent ACES counseling has occurred prior to
enrollment. The ESS/Counselor determines the Soldier's likelihood of success in the Distance
Learning (DL) program and completes section five reflecting estimated first year financial
commitment and section seven indicating whether or not Soldier is approved for participation in
eArmyU. Soldier completes section six. Career Counselor/Reenlistment NCO must complete
section 9 of the PA indicating reenlistment as determined by Senior Army Leadership. DD Form
4 or DA Form 1695 must accompany the signed eArmyU PA. Along with documenting the
Soldier’s understanding of conditions of program enrollment, the Participation Agreement
documents counselor's approval for program enrollment and indicates Commander's
approval/agreement for Soldier’s participation in eArmyU and fulfillment of the SRR.

A copy of the completed DA Form XXXX will be provided to the Soldier and unit Commander,
and a copy will be placed in the Soldier’s DA Form 669, ACES Record, (either paper or EDMIS
computer file). The original DA Form XXXX will be maintained by the AEC in a separate file
for a five year period. A copy of DA Form XXXX does not need to be provided to the Personnel
Services Battalion/Detachment PSB/PSD); however, once enrolled in eArmyU, the SRR is
transferred from the portal to the TAPDB.

The cost of the technology package (laptop) option is entered into EDMIS as a 6 credit course.
This provides an easy way for Counselors to query EDMIS for information on eArmyU Soldier
activity. Use the EDMIS global school list. Select the school “eAU Technology Option,” school
code “TECHPAK,” with a state of “VA.” Enter the appropriate costs for the laptop.




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Technology Packages

   Responsibility and Ownership. Soldier-students assume responsibility for the security of the
    laptop computer upon taking possession. Soldier-students assume full ownership upon
    successful completion of 12 SH of eArmyU courses as required within 3-years of receipt of
    the technology package. Since the equipment is not government owned, a Report of Survey
    does not take place in the event of theft or damage. Soldier-students can purchase optional
    insurance for the technology package at their own expense. Information on this insurance is
    available on the portal. Soldier-students may not withdraw from the eArmyU program or
    return the technology package.

   Soldier-students will be responsible for protecting their technology package from viruses by
    regularly downloading Microsoft patches and using antivirus software, which is available at
    no cost through the Army. While the eArmyU Helpdesk and technical repair depots make
    every attempt to assist Soldier-students if their systems are attacked by viruses, they are not
    contractually obligated to support virus issues and Soldier-students will not be granted
    withdrawals for Contractor Error when course failure is due to a virus attack.

   Soldier-students will be responsible for the repair of their technology package after the
    warranty has expired.

   Technology packages are shipped directly to Soldier-students. The enrollment of a Soldier-
    student in the eArmyU portal automatically triggers the shipment of a technology package to
    the Soldier-student. The ACES Counselor who enrolls the Soldier-student must validate the
    Soldier-student’s shipping address to ensure that the technology package is sent to the correct
    location.

   Soldier-students should expect to receive the technology package within 14 days of
    enrollment at the address maintained in the portal. Soldier-students should be instructed to
    call the eArmyU Helpdesk if they have not received the technology package after 14 days.

   ACES Counselors, Program Mentors, and the helpdesk can track the status of the shipment in
    the eArmyU portal. The ACES Counselor should log on to the portal using his/her username
    and password. From the “Welcome Back” screen, the counselor can enter the last name or
    Social Security Number (SSN) of the Soldier-student and click on the “Retrieve Student
    Record” button.




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Once you have selected the Soldier’s record, click on the “Asset Information” link at the top of
the page. If the Soldier-student has received the technology package, the serial numbers of the
laptop and printer and the date received will be recorded in the portal. The tracking number of
the shipment will also be noted.




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The ACES Counselor can click on the “Click Here” link beneath the Tracking Number to view
the specific details of the shipment. Record the Tracking Number before clicking on the link;
enter it in the ” “Inquiry Numbers” table in the new UPS window. Then, click the “Track”
button. Please note that tracking functionality cannot be used for OCONUS shipments, since
these laptops are sent through the APO system.




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The screen will display the date the technology package was shipped, the date it was received,
and the name of the person who signed for the package. If there are questions about the
information in the shipping system, please call the eArmyU Helpdesk at 1-800-817-9990 (from
CONUS locations) or refer to www.eArmyU.com for a list of toll-free helpdesk numbers
supporting OCONUS locations or open a helpdesk case directly from the ACES view of the
portal. From here, the issues will be escalated to the shipper and technology package provider.




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Please note that UPS is used for all CONUS shipments; United States Postal Service (USPS) is
used for all shipments to APO addresses. If the Soldier-student has a CONUS mailing address,
the shipping system will display an Estimated Delivery Date and the address to which the
technology package is being sent when the Tracking Number is entered:




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The Freight on Board (FOB)1 Shipping Chart outlines various scenarios which may occur during
shipment of technology packages:

Scenario                             Proposed Policy                            Process Considerations
   1.   Soldier accepts delivery.            Soldier assumes responsibility          Signature is required.
                                              for technology package, and             Asset information entered into
                                              Participation Agreement goes             portal.
                                              into effect.                            12SH/3-Year clock begins.

   2.   Soldier refuses to sign              Soldier is able to refuse               Enrollment in portal
        for/accept delivery.                  shipment without being                   automatically triggers
                                              required to pay for technology           shipping. Soldier may not
                                              package. (Participation                  have shipment stopped once
                                              Agreement states that Soldier            ACES Counselor has switched
                                              becomes responsible for                  Soldier from “Prospective” to
                                              technology package only after            “Enrolled” status.
                                              taking possession.)                     After Soldier refuses shipment,
                                             Technology package returned              Soldier’s status in portal is
                                              to IBM                                   changed to “Inactive”.
                                             Army reimburses IBM for                 Soldier must re-apply with
                                              shipping costs.                          new Participation Agreement
                                                                                       for future enrollment.


   3.   Someone other than Soldier           ACES may authorize re-                  ACES will send email to
        refuses to sign for/accept            shipment NLT 30 days after               student services notifying of
        delivery.                             shipment is refused.                     authorization to re-ship.
                                             Soldier will be responsible for         Soldier status in portal is
                                              $110.00 cost to re-ship.                 changed back to “enrolled.”
                                             ACES will recoup cost to re-
                                              ship by using DD Form 139
                                              (see pg. 57).
   4.    Someone other than                  Soldier has up to seven days to         After Soldier refuses shipment,
        Soldier signs, but                    notify helpdesk of intent to             Soldier’s status in portal is
        Soldier’s intent was to               refuse shipment.                         changed to “Inactive.”
        refuse shipment.                     Tech pack must be returned              Helpdesk and depot will
                                              UNOPENED to a to-be-                     implement functionality to
                                              determined location at the               manage returned assets.
                                              Soldier’s cost.
                                             These refused shipments will
                                              be reissued to new Soldiers or
                                              used in repair/replacement
                                              process.
                                             If a tech pack is returned, and
                                              IBM determines that the tech
                                              pack shipment has been
                                              opened, the Army will be
                                              charged a re-image fee; the
                                              tech pack will be sent to the
                                              regional depot.




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5.    Someone other than                With validated police/Military       Soldier must call helpdesk to
     Soldier signs, and                  Police (MP) report, IBM will          register issue.
     Soldier does not                    send second technology               Helpdesk will verify date of
     receive tech pack due               package to the Soldier at the         receipt and person who signed
     to alleged fraud or                 Army’s request.                       for package.
     theft.                             The Army will incur the cost         If necessary, Soldier will be
                                         of the second technology              required to file a report with
                                         package.                              police/MPs.
                                        The Army will assume                 ACES authorizes sending of
                                         ownership of the first                second technology package.
                                         technology package, if it is         Army is billed for both
                                         recovered.                            technology packages.
                                                                              If first technology package is
                                                                               recovered, the Army assumes
                                                                               ownership and decides on
                                                                               appropriate use.

6.   Tech pack is shipped,              If Soldier has not received          ACES Counselors must
     but not received by                 technology package within 14          emphasize to Soldiers at the
     Soldier.                            days of being enrolled in the         point of enrollment that
                                         program, he/she should call the       delivery will take 10-14 days,
                                         helpdesk.                             and that Soldiers should call
                                        If technology package was lost        the helpdesk to track delivery
                                         in transit, IBM will send a new       status only after that time
                                         technology package at its             period has expired.
                                         expense.                             After two delivery attempts
                                        If Soldier is unavailable to          with no follow-up action from
                                         accept laptop delivery within         the Soldier regarding
                                         10-14 day shipment window,            unavailability to accept
                                         Soldier has up to seven days to       delivery of laptop, Soldier
                                         notify helpdesk of delivery           status in portal is changed to
                                         alternative(s).                       “inactive.”
                                                                              Soldier must re-apply with
                                                                               new Participation Agreement
                                                                               for future enrollment.
                                                                              ACES must emphasize the
                                                                               importance of capturing a valid
                                                                               address for Soldier.




7.   Tech pack is shipped,              If Soldier has not received          ACES Counselors must
     but not received by                 technology package within 14          emphasize to Soldiers at the
     Soldier. It is delivered to         days of being enrolled in the         point of enrollment that
     an address listed in portal         program, he/she should call the       delivery will take 10-14 days,
     that is not valid.                  helpdesk.                             and that Soldiers should call
                                        Soldier assumes responsibility        the helpdesk to track delivery
                                         for cost to re-ship.                  status only after that time
                                                                               period has expired (see Course
                                                                               Materials Policy on pg. 23).
                                                                              ACES must emphasize the
                                                                               importance of capturing a valid
                                                                               address for Soldier.

8.   Tech pack is shipped,              If Soldier has not received          A new technology package
     but not received by                 technology package within 14          will be shipped to the Soldier.
     Soldier. It is delivered to         days of being enrolled in the
     an address other                    program, he/she should call the      ACES must emphasize the
     than address in the                 helpdesk.                             importance of capturing a valid
     portal.                            IBM assumes responsibility for        address for Soldier.
                                         related shipment address.




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  9. Tech pack is damaged upon receipt.        If Soldier receives a damaged           Soldier must call the helpdesk
                                                technology package, he/she               to register issue.
                                                will receive a new technology           Helpdesk will send a box with
                                                package at IBM's expense.                pre-paid shipping for return of
                                                                                         unit to a to-be-determined
                                                                                         location.
                                                                                        Once the damaged unit is
                                                                                         received, a new unit will be
                                                                                         shipped to the Soldier.
                                                                                 .
   10. Fraud by ACES, ACES sub-                Conduct regular screening of
       contractors, IBM or IBM sub-             enrolled Soldiers who have not
       contractors leads to illegal             taken any credits to identify
       shipping of tech packs to                potential cases of fraud.
       unauthorized recipients.



Operational Overview:
Program Selection

Soldiers who have not yet earned an associate degree (or who have 60 or fewer semester hours of
college coursework) will be required to first work toward an associate degree. Only Soldiers
with an associate degree or who have completed 60 or more credit hours and are pursuing a
bachelor's degree will be allowed to select a bachelor's degree as their program of study. Failure
to do so will result in the Army paying higher tuition rates for lower-level courses.
Degree Maps

Participating institutions must prepare and submit Degree Maps to IBM for each postsecondary
degree or certificate offered where guaranteed award of credit based on military learning and
standardized testing is established. Degree maps will show all courses/credit hours required for a
specific degree or certificate program and will indicate options for meeting all degree
requirements (e.g., military training and experience, college courses accepted in transfer,
standardized testing, and/or certification or licensure). Degree Maps will be available to all
participating Soldiers who are degree seeking with one of the resident 29 eArmyU education
partners.

Library Support

Each participating education partner has an online library. In addition, the Army Library
Program's worldwide network of academic, research, technical, general, and special libraries
provides the Army community access to a selected group of Web resources via the Digital Army
Library Service. The virtual reference desk, research tools, reading room for professional
military education, databases, and links to Web-based library catalogs are accessible 24/7. The
web address is: http://www.libraries.army.mil/

Tutoring

Currently, IBM provides unlimited tutoring at no cost to Soldiers, available 24/7, in subjects
ranging from math to statistics to writing from SMARTHINKING.com. SMARTHINKING is a
leading provider of live, online, just-in-time tutoring and academic support solutions designed to

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increase student achievement and enhance learning by connecting students to qualified educators
anytime, from any Internet connection. Access to live tutoring is available for Mathematics,
Statistics, Economics, Accounting, Chemistry, Spanish, and Writing.

SMARTHINKING provides live Grammar and Brainstorming Centers, Essay Centers, and
Career Writing Centers. The Online Writing Lab (OWL) is a service of SMARTHINKING that
provides 24/7 access to writing experts who can assist students with writing on any subject.
Using the OWL, Soldiers can submit a piece of writing and have it reviewed by a tutor within
approximately 24 hours. The OWL also provides students access to a writing handbook which
includes information on how to target writing assignments to particular audiences, how to
overcome writer’s block, how to properly cite resources using Modern Language Association
(MLA) and American Psychological Association (APA) documentation, as well as grammar and
research tools for academic writing assignments. Using the SMARTHINKING whiteboard,
Soldiers can work one-on-one with a tutor. The whiteboard is an interactive graphical chat tool
designed to allow Soldiers and tutors to communicate complex concepts in real time. Students
and tutors can draw equations, plot graphs and curves, or isolate and examine specific passages
of text. Specialized pallets of tools allow Soldiers and tutors to draw unique symbols used in
math, science, and statistics. Everything is archived in a personal academic homepage so it can
be printed out or saved for later retrieval. Areas for improvement are identified and Soldiers are
involved in discussion and problem-solving strategies.

Tutors will answer Soldiers’ email questions promptly. Telephone response is also available.

Career Information:

The eArmyU portal subscribes to Career InfoNet which can be used by Soldiers seeking career
information. In line with the Department of Labor’s vision for America’s Labor Market
Information System, the CareerOneStop portal (http://www.careeronestop.org/) is a collection of
electronic tools, operating as a federal-state partnership, and funded by grants to states. This
powerful suite of tools includes America's Job Bank, America's Career InfoNet, and America's
Service Locator. Each tool offers a unique solution to the overwhelming demands of today’s
labor market from the perspective of the job seeker, the employer, and the public workforce
community. America's Career InfoNet is an information-rich source for smart career decisions.
Users can find wage and employment trends, occupational requirements, state-by-state labor
markets, millions of employer contacts, and more. America's Career InfoNet helps people make
better, more informed career decisions. Use the web site, http://www.acinet.org/acinet/, to:

      Learn about typical wages and employment trends across occupations and industries.

      Check education, knowledge, skills and abilities against requirements for most
       occupations.

      Search for employer contact information nationwide, cost of living data, and call up state
       profiles with labor market conditions.

      Find nearly 6,500 external links to the most extensive set of career resources available on
       the Internet.

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Web Offline Learning Application (OLA)

Web Offline Learning Application (OLA) courses are for Soldier-students with limited Internet
access. These courses are specially adapted with selected institutions to be used with the
eArmyU OLA. Course notes, assignments, bulletin board entries, and other course information
can be downloaded onto the laptop whenever the student has Web access. Soldier-students can
then work on their course requirements and upload bulletin board entries the next time they have
access to the Web. This kind of course is recommended for deployed Soldier-students who
expect to be unable to access the Web for a limited period of time not to exceed two to three
weeks. Students must still periodically go online to access their virtual classroom and complete
all assignments according to the course schedule. Students are also required to communicate
with instructors when they will not log- in for an extended period of time. The OLA is a
supplement to the online course and is not meant to be a substitute for a student’s participation.
More than 70 percent of the entire eArmyU Soldier-student population has access to the new
capabilities of OLA. Students enrolled at Central Texas College, Embry-Riddle Aeronautical
University, Thomas Edison State College, and Troy State University are using the OLA.
Expansion to Rio Salado is anticipated in the Spring Fall of 2005.

eReader:

Supplemental reading material for an eArmyU course may be distributed electronically in the
form of an “eReader.” Soldier-students will receive an email before the course start date with
instructions and a password for downloading the eReader to their computer.

Testing Procedures

Testing is based on the requirements of each course. With each course requiring an average of
two examinations, the staff hours needed to prepare, administer, and return examinations will
require adjustment to the local test scheduling policy. If on-site proctoring is required at the
AEC, ACES personnel (e.g., contracted test examiners) will perform this service. ACES will
support test administration as required by the institution. This may mean administering online
tests as well as hard copy exams received from the school either through regular mail or via e-
mail requiring downloading and reproducing. IBM is working with academic providers to
facilitate conversion from paper-based exams to online testing. IBM is also working with
schools requiring paper-based exams to provide the necessary copies of the exam to the AEC.
More specific testing information is available on individual education partner web pages. ACES
will move toward providing secure online testing capability. ESOs will coordinate with the local
Director of Information Management (DOIM) and Director of Public Works (DPW) to ensure
testing facilities have adequate space and connectivity to support the online requirement. If
participating schools require test results to be mailed to them, schools will coordinate with the
ESO and provide pre-addressed/paid shipping envelopes or appropriate school shipping account
information so ACES can mail tests under the school's account.

A link to testing information (eArmyU.com : Testing Information) is available to ACES
Counselors (see RESOURCES Tab) on the portal. This comprehensive document contains row-
by-row comparisons for each Education Partner’s course-exam and placement-testing

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requirements. Specific instructions for Test Control Officers administering these tests are also
available. For further information and guidance for both on- and off-line testing see Appendix U.

Improper Test Conduct, Test Loss and/or Compromise

Appendix U provides specific step-by-step guidance for observed or suspected improper test
conduct, test loss and/or compromise.

eArmyU/SOCAD Student Agreements

Participating institutions must prepare and submit an eArmyU/SOCAD Student Agreement for
all Soldiers seeking degrees from the resident 29 eArmyU education partners before completion
of their second course. ACES Counselors will ensure that eCourse program enrollees who are
pursuing degrees outside the resident 29 eArmyU education partners, have an approved
education plan on file. The school will provide an assessment of the AARTS and any other
transcripts received by the school in time to provide the eArmyU/SOCAD Student Agreement
before the end of the second course. Soldiers who attended/graduated from overseas Department
of Defense Dependent Schools (DoDDS) can find information regarding transcript requests on
the DoDDS homepage. This Department of Defense Education Activity (DoDEA) website
contains a listing of Student Records and Transcript Request Procedures and can be found at the
following url: http://www.odedodea.edu/transcript/. The eArmyU/SOCAD Student Agreement
clearly delineates the specific credits awarded for all prior learning (including military training
and experience) and remaining credits required for degree completion. Soldiers must request all
transcripts except the AARTS. When a Soldier enrolls in eArmyU, the portal will automatically
request a copy of the AARTS be sent to the Soldier’s home school. (Army National Guard
Soldiers must be on active rolls as of Jan 93 to have an AARTS.) The eArmyU/SOCAD Student
Agreement is available on the eArmyU portal; the link is identified as “SA/Degree Progress
Reports.” The Student Agreement link, degree progress reports, and the eArmyU education
history can now be viewed under this link. Soldiers who do not have an eArmyU/SOCAD
Student Agreement completed before the end of their second course will automatically have a
HOLD placed on their record blocking further course registration. In some cases, Soldiers may
register for a third course before the end of their second course; thus, if the Student Agreement is
not in place, the HOLD will be in effect after the third course.

Course Registration

Soldiers register for courses online through the eArmyU portal. Registration deadline for all
courses, regardless of academic institution, is 12 days prior to course start date. OCONUS
students should be advised to register at least 21 or more days prior to course start date. Soldiers
may register for up to 8 SH or two courses without counselor approval. After 8 SH or two
courses, the portal automatically blocks a Soldier from further registration without counselor
approval. To register for more than 8 SH, the Soldier needs to seek approval from the ACES
Counselor. The counselor can authorize the registration by following the “ADDITIONAL
COURSE REQUEST” link in the ACES view of the portal. Institutions have 48 hours in which
to accept or reject the registration before the course materials are shipped. ESO will download



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the enrollment report (which may be viewed and sorted by installation) and coordinate approval
for course enrollments with Unit Commanders.

Grade Reports

IBM will post individual student grades to the Soldier’s record. Portal interface with EDMIS
provides automatic posting of eArmyU course grades to EDMIS. Timeframe for posting grades
is within 2-weeks after the end of the course completion date. Until the portal data warehouse is
fully operational, grade reports will be posted on a bi-weekly basis to the ACES portion of the
portal. The grades can be viewed and sorted by installation or as needed to provide reports and
initiate recoupment actions.

Graduation Fees

Soldiers will not be required to pay any additional ordinary or special fees normally owed by
non-eArmyU Program students, including, but not limited to, application, matriculation,
admission, graduation, or student activities fees. Soldiers will not be required to pay any
separate or additional charges for pre-admission/enrollment evaluation of Soldier’s educational
histories or other such services.

Student Financial Administration

The Student Administration tutorial is available on the ACES view of the portal. Select the
RESOURCES Tab. This document provides specific information and screen shots for ACES
Counselors on eArmyU financial processes, TA management functions, and general use of the
student administration processes in the portal. It includes in-depth information on how TA
affects Soldier-student portal functionality and describes functionality that supports management
of TA funds and recoupment processes for eArmyU students. Commonly used portal student
administration processes are reviewed featuring step-by-step examples.

Operational Guidelines
Placing HOLDS

Soldiers can have automatic and administrative HOLDs placed on their records in the portal for
multiple reasons. HOLDs prevent Soldiers from registering for classes, but do not prevent
Soldiers from dropping courses. Counselor should launch a HOLD by following the
“HOLD/WITHDRAWAL” link in the ACES view of the portal. From the “Welcome Back”
page on the ACES view of the portal, click on the “MANAGE STUDENT HOLDs” link and
retrieve the student’s record. To insert an additional HOLD on the student’s record, click the (+)
button. Required fields are “Terms” and “Code”. The “Code” function can be found by clicking
on the magnifying glass next to the Service Indicator Code. Counselors may enter notes in the
comments box indicating the reason for the HOLD.

Reasons why automatic HOLDs are placed on Soldiers include:


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   Course dropped after course start date.

   Grade of "F"-"W"-"I".

   Soldier does not have a completed eArmyU/SOCAD Student Agreement on file before the
    end of the second eArmyU course.

   Soldier enrolling in the Laptop option fails to complete 12 SH within 3 years of receipt of the
    technology package.

   Soldier who has not achieved a grade point average (GPA) of 2.0 after completing 15 SH
    using tuition assistance and who does not maintain a GPA of 2.0 for courses funded by TA
    will be placed on HOLD and must meet with an ACES Counselor.

   Commander request that the Soldier be placed on HOLD. This HOLD is called Command
    Authorized HOLD (CAH).

   Soldier registers for a course with an end date after the Soldiers ETS will be placed HOLD
    and unable to register for courses beginning in March 2005, unless the Soldier elects to pay
    for the course out-of-pocket with a credit card.

   In March 2005, the eArmyU portal will also place HOLDS on Soldiers’ records if they are
    flagged for unfavorable personnel action.

   ACES Counselors can request HOLDs be placed for several reasons; e.g., Soldier owes
    money for other courses, Soldier has met the FY tuition ceiling (normally the portal
    automatically tracks this and automatically places a HOLD. In some cases, ACES
    Counselors may need to do this), or Soldier’s Expiration Term of Service (ETS) date occurs
    prior to end date of course (in March 2005, the portal will automatically place a HOLD on
    these Soldiers).

Viewing HOLDs

   To view student HOLDs complete the following steps:

    1.   Log in to portal using ACES username and password.
    2.   Click on View Student HOLDs link.
    3.   Enter the SSN or name of the Soldier whose record you wish to retrieve.
    4.   Click on the Search button.

   To view course history that led to HOLD being placed:

    1. View Education History: Click on the "View Student Academic Details" link. Enter the
       SSN or name and select “eArmyU Education History” from the “Student Details” drop
       down box.


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    2. The PeopleSoft database currently defaults to search the entire eArmyU student database.
       To limit view to Soldiers assigned to a specific installation, check the “Advisee Only”
       box.

Removing HOLDs

Procedures for lifting HOLDs vary based on the reason for the HOLD. Requests to lift HOLDs
are accomplished by following the “MANAGE STUDENT HOLDS” link from the Welcome
Back screen in the ACES view of the portal. A new window will launch called the “Find An
Existing HOLD Screen”. Click on the minus signs to remove a HOLD. Select the appropriate
Service Indicator Active Term Link and the Service Indicator Code for the HOLD to be
removed. Click on the SAVE button to process this transaction. HOLDs are normally lifted
immediately but may take up to 24 hours to process. Beginning in FY05, this process is the only
way to remove a HOLD on a Soldier’s record.

   If the Soldier receives an “F”, only ACES is authorized to lift this HOLD by following the
    “MANAGE STUDENT HOLDS” link in the ACES view of the portal.

   If the Soldier has an “I”, only ACES is authorized to lift this HOLD by following the
    “MANAGE STUDENT HOLDS” link in the ACES view of the portal and, thereby, allowing
    Soldier to register.

   If Soldier’s GPA falls below a grade point average (GPA) of 2.0 after completing 15 SH
    using tuition assistance or does not maintain a GPA of 2.0 for courses funded by TA, only
    ACES is authorized to lift this HOLD by following the “MANAGE STUDENT HOLDS”
    link in the ACES view of the portal and, thereby, allowing Soldier to register. The HOLD
    will remain in place for as long as the Soldier’s GPA is below 2.0. Soldiers may register for
    courses during the HOLD only if they choose to pay for the entire course cost on a credit
    card. This functionality will remain in place until the Soldier raises their GPA above a 2.0; at
    which time the Soldier will be able to use TA to fund course enrollments.

   If the Soldier resolves an “I” with a satisfactory grade, IBM will lift the HOLD
    automatically.

   If the Soldier receives a “W”, the HOLD can be lifted for three reasons:

    1. Withdrawals for personal reasons (WP) require recoupment action by ACES; once
       completed, an ACES Counselor may lift the HOLD by following the “MANAGE
       STUDENT HOLDS” link in the ACES view of the portal and, thereby, allowing Soldier
       to register

    2. Withdrawals for military reasons (WM) require authorization from the first Lieutenant
       Colonel in the chain-of-command or, in cases of deployment, from the rear detachment
       Commander; once received, an ACES Counselor may authorize lifting the HOLD.



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    3. Withdrawals for contractor reasons (WC) sometimes result from IBM’s failure to deliver
       course materials in a timely manner or failure to provide reliable portal access. IBM may
       lift HOLDs if a WC is placed. An ACES Counselor should follow the
       “HOLD/WITHDRAWAL REQUEST” link in the ACES view of the portal. IBM
       requires that the Soldier create a helpdesk case alerting IBM of issues at the time they
       occur when evaluating a WC request. Generally, if an issue is logged by a student
       AFTER he has withdrawn from or failed the course, a WC request will not be granted.
       Students receive an automated course registration confirmation email after each course
       enrollment reminding the Soldier of these responsibilities. IBM will research all WC
       requests and will lift HOLDs if a WC is approved. From the Welcome Back Screen,
       enter the Soldier’s SSN in the Retrieve Student Records/Helpdesk Cases/Contact Sheets
       Section. The Student Record Page will launch. Select the “WITHDRAWAL REQUEST,
       CONTRACTOR REASON (WC)” link and complete the necessary fields.

   Processing a Withdrawal Request/Military Reason (WM). From the Welcome Back Screen,
    enter the Soldier’s SSN in the Retrieve Student Records/Helpdesk Cases Section at the
    bottom of the page. The Student Record Page will launch. Select the “WITHDRAWAL
    REQUEST/MILITARY REASON (WM)” link. On the Withdrawal Request/Military Reason
    page enter your phone number and select the applicable course that Soldier is withdrawing
    from. Click the Submit button to process the WM transaction.

   If the Soldier is placed on HOLD for other reasons, such as the Soldier has enrolled for the
    maximum number of 8 SH, only an ACES Counselor can lift the HOLD by following the
    “MANAGE HOLD/WITHDRAWAL REQUEST” link in the ACES view of the portal.

View Behind Pace Student Report (Operation EAGLE)

Operation EAGLE is designed to assist Soldier-students who are behind pace – either in a course
(e.g., they haven’t completed assignments or are in danger of failing) or in eArmyU (e.g., they
haven’t progressed adequately toward the SH program milestones. Program Mentors contact
behind-pace Soldier-students via email and/or phone to assist students with enrollment and to
help them locate resources to promote learning success. Program Mentors document all
contacts, actions taken, and other relevant notes in the Soldiers’ records on the portal. When
information or assistance is required from an ACES Counselor, Soldiers will be referred to their
installation Army Education Center.

ACES Counselors may track the helpdesk cases for Soldier-students and view their inactive or
behind-pace status by using the CRM feature and logging into the ACES view of the portal.
After retrieving a student’s record from the Welcome Back page go to the Student Records Page,
select the “STUDENT SUPPORT SUMMARY ” link at the bottom of the page and you will be
presented with the “BEHIND PACE SUMMARY’ page.

In this view, the behind-pace traffic light feature provides a quick reference for ACES
Counselors, Soldier-students, and eArmyU Student Administration staff to identify if students
are behind pace in meeting their SH program milestones and/or in completing their courses. The
traffic lights change color automatically based on business rules specific to each behind-pace

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initiative. eArmyU helpdesk agents and Program Mentors assist Soldier-students when a red
light appears.

The 12 SH in 3-Year Requirement Indicator

   This traffic light will be green, yellow, or red depending on the length of time Soldier-
    students have been enrolled in the eArmyU program and how many semester hours they have
    successfully completed with a passing grade (“D” grade or higher).

   The table below depicts the business rules that drive the traffic light colors:

                                 Semester Hours Successfully Completed (1) + Semester Hours In Progress(2)

Months Remaining Before
Extension Date Expires           0      1      2      3      4     5      6      7      8     9      10    11    12 +
0 - 2.99
3 - 5.99
6 - 8.99
9 - 11.99
12 - 14.99
15 - 17.99
18 - 20.99
21 - 24
24+

(1) Semester Hours Successfully Completed = Any course with a grade of A+ through D- or P
(2) In Progress = All course enrollments with status = E that do not yet have a grade or that have a grade = I


   Once Soldier-students successfully meet the terms of their 12 SH requirement, the traffic
    light indicator is reset to green, and the Soldier-students may continue to take courses at their
    own pace in accordance with the terms and contractual requirements of their Participation
    Agreement.
   Next to the traffic light is the link “12 Semester Hour Progress.” By selecting this link,
    ACES Counselors will view a screen that indicates the number of semester hours Soldier-
    students have completed to date, the number of semester hours in progress, and the Soldier-
    students’ deadlines for completing the requirement.

The Behind Pace in Course Indicator

   This traffic light will be green or red (Soldier-students are either on pace in their courses or
    behind pace).
   Soldier-students associated with red traffic lights are Tier 1, Tier 2, Tier 3, or Tier 4 behind-
    pace students. Each tier has a unique meaning and results in a distinct set of actions to be
    taken by the eArmyU Student Services staff. The tiers and resulting actions are defined as
    follows:




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   Tier 1: Soldier-students identified by the eAArmyUU portal as behind pace prior to starting
    a new course, based on previous academic performance (either failed or withdrew from last
    class for personal reasons).

           -   Soldier-students receive automatic e-mails upon enrolling in courses.
           -   Course registration files are flagged with Tier-1 behind-pace Soldier-student
               information.

   Tier 2: Soldier-students identified by an instructor as behind pace after Soldier-students have
    missed or failed the first major milestone in their courses (generally within the first 1-3
    weeks of classes).
               – Soldier-students receive automatic e-mails upon enrolling in courses.
               – Instructor/campus contact works with Soldier-students to help them catch up.
               – Instructor monitors Soldier-students’ progress.

   Tier 3: Soldier-students identified by instructor as behind pace after failing or missing
    multiple milestones (generally more than 20% of a course has been completed).

               – Soldier-students receive automatic e-mails upon enrolling in courses.
               – Program Mentor contacts Soldier-students and enters actions taken/new case
               details into Soldier-students’ records.
               – Soldier-students are referred to SMARTHINKING.com and other resources to
               assist them in getting back on track.
               – Instructor/campus contact works with Soldier-students to help them catch up.

   Tier 4: Soldier-students identified by the eArmyU portal as behind pace due to failing or
    withdrawing from a course for personal reasons (Soldier-students have already
    failed/withdrawn from courses and grades have been issued).

       –   Soldier-students receive automatic e-mails upon enrolling in courses.
       –   Program Mentor contacts Soldier-students to coach them through the removal of
           academic HOLDs, financial recoupment, and course selection as well as to encourage
           Soldier-students to access the academic advising resources that are available from
           their schools and the eArmyU Student Services Network.
       –   Soldier-students receive academic counseling in next courses from academic
           counselors at their home institutions, Program Mentors, and/or ACES Counselors.

   If Soldier-students trigger a red traffic light, ACES Counselors can select the “Behind Pace
    in Course” link next to the traffic light to view the Soldier-students’ behind-pace courses, the
    tier levels assigned, and any notes from Program Mentors or instructors on the Soldier-
    students’ cases. In addition, ACES Counselors may add their own notes.

Course Reimbursement Requirements
Soldiers must reimburse the Army according to the terms of AR621-5 as outlined in the
following situations:

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Course Drop

A course drop is any course termination prior to the course start date. In eArmyU, courses
dropped during the time period when course materials are shipped (11 or fewer days prior to
course start date) are assessed a prorated cost of the course tuition. The percentage of tuition to
be recouped is identified in the eArmyU Course Recoupment Requirement Table.

The FY ceiling is decremented for applicable Soldiers at the time of course registration. If the
Soldier drops the course for mission related reasons, the FY ceiling is restored automatically
upon entry of “WM” grade. If the Soldier drops the course for personal reasons, the FY ceiling
is restored upon completion of recoupment. Recoupment is processed in EDMIS. When the
recoupment action is entered in EDMIS as resolved, it will be transferred to the portal and the
FY ceiling will be restored.

Recoupment Guidance for Course Drop

1. If possible, counsel the Soldier on the financial obligations that may be incurred for dropping
   a course due to personal reasons. If the drop is incurred for military reasons, the Soldier
   incurs no obligation (cost).
2. The portal automatically places a Soldier on HOLD preventing the Soldier from registering
   for another course.
3. Within two working days of notification of course drop, complete DD Form 139 or DD Form
   1131 and submit to local FAO.
4. Request HOLD on Soldier record be lifted.
5. Enter notes in EDMIS and portal.

Course Withdrawal

Soldiers who withdraw from courses on or after the first day of class will be required to
reimburse a prorated portion of the eArmyU tuition. Use the eArmyU Course Recoupment
Table for calculations.

Regardless of the reason, Soldiers are required to advise the AEC of any intent to withdraw from
an eArmyU course and to follow the established portal and AEC procedures to complete the
withdrawal process. Examples of withdrawal requiring reimbursement are as follows:

   Withdrawal for personal reasons. If withdrawal for personal reasons is noted, within two
    working days initiate and process DD Form 139 or DD Form 1131 using eArmyU FY05
    Accounting Classification Code guidance. Attach a copy of the withdrawal form to the DD
    Form 139 or DD Form 1131 (if local FAO requires) and submit to the local FAO. Send a
    faxed copy of the DD Form 139 or DD Form 1131 to HQ, ACES, Attention: eArmyU
    Recoupment. Or, email a scanned copy to dawn.bilodeau@hoffman.army.mil.                           Formatted: Underline


   Required withdrawal due to separation. Examples of voluntary separation are hardship,
    pregnancy, lack of a child care plan, and school drop.

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   Separation for unfulfilled reenlistment and medical discharges. These may be voluntary or
    involuntary. Commander must provide memo issued from Army Human Resources
    Command (AHRC) Separations Branch indicating whether separation is voluntary or
    involuntary. After verifying, ESO will initiate recoupment, if required.

   Withdrawal due to confinement or similar administrative action by Soldier’s Commander for
    disciplinary or fraudulent causes.

   Soldiers who withdraw from courses after 20 percent of the course has elapsed will be
    required to reimburse the full amount of eArmyU tuition.

   Soldiers can self-withdraw from a course on the portal. Soldiers may or may not seek
    assistance from the AEC before doing so. A dynamically pre-populated eArmyU Request for
    Soldier Withdrawal Form is available on the ACES and Student Views of the eArmyU
    Portal. ACES Counselors can access the Soldier Withdrawal Form from the Welcome Back
    screen by entering the Soldier’s SSN and clicking retrieve. At the Student Record page
    select the “SOLDIER WITHDRAWAL FORM” link at the bottom right. A dynamically pre-
    populated form will appear that can be printed out for Soldier signature and Commander
    verification. Regardless of the reason the Soldier is withdrawing from a course in eArmyU,
    the “SOLDIER WITHDRAWAL FORM” must be completed. The form will include the
    balance, if any, owed by the Soldier. Portal instructs Soldiers to see an ACES Counselor to
    complete the AEC withdrawal process.

The FY ceiling is decremented at the time of course registration. If the withdrawal is mission
related, the FY ceiling is restored automatically upon entry of the grade “WM.” If the Soldier
withdraws from the course for personal reasons, the FY ceiling is restored upon completion of
recoupment. Recoupment is processed in EDMIS. When the recoupment action is entered in
EDMIS as resolved, it will be transferred to the portal and the FY ceiling will be restored.

Recoupment Guidance for Course Withdrawal

    1. If possible, counsel the Soldier on the financial obligation that may be incurred for
       withdrawal due to a personal reason. If the withdrawal is for military reasons the Soldier
       incurs no obligation (cost).
    2. The portal automatically places a Soldier on HOLD preventing the Soldier from
       registering for another course.
    3. Check the Soldier’s record on the portal to determine the withdrawal date and cost of the
       course. Verify the Soldier’s obligation (cost).
    4. Establish a suspense of seven working days with the Soldier to return the withdrawal
       form to the AEC after obtaining the unit Commander’s verification.
       Soldier Responsibility:
           a. The Soldier will complete the withdrawal form on the portal if he or she has not
               done so already. This will provide AEC with a verified withdrawal reason.
           b. The Soldier will obtain a signature on the unit Commander’s verification
               indicating whether withdrawal is due to personal or military reasons.

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          c. The Soldier will obtain the first Lieutenant Colonel’s (in the chain-of-command)
               signature on the withdrawal form if for military reasons. If the withdrawal is for
               personal reasons, no authorizing signature is needed.
               Note: During unit deployments, the rear detachment unit Commander can sign the
               withdrawal form.
          d. Soldier returns the form to the AEC for processing.
    4. After the withdrawal form is returned:
          a. Processing a Withdrawal Request/Military Reason (WM). From the Welcome
               Back Screen, enter the Soldier’s SSN in the Retrieve Student Records/Helpdesk
               Cases Section at the bottom of the page. The Student Record Page will launch.
               Select the “WITHDRAWAL REQUEST/MILITARY REASON (WM)” link. On
               the Withdrawal Request/Military Reason page enter your phone number and
               select the applicable course that Soldier is withdrawing from. Click the Submit
               button to process the WM transaction.
          b. If withdrawal for personal reasons is noted, within two working days initiate and
               process DD Form 139 or DD Form 1131 using eArmyU FY05 Accounting
               Classification Code (ACC) guidance. Attach a copy of the withdrawal form to the
               DD Form 139 or DD 1131 (if local Finance & Accounting Office [FAO] requires)
               and submit to the local FAO.
          c. Enter notes in EDMIS and portal.

Course Failure/Incomplete

If Soldier fails a course or fails to complete an eArmyU course for academic or personal reasons,
they must reimburse the Army for 100% of tuition (includes tuition, course fees, books,
academic tutoring, program mentoring, helpdesk, “Boot Camp,” and Internet access). Examples
of Failure/Incomplete are as follows:

   Receipt of an "F" grade for academic performance or failure to participate or maintain
    contact with the instructor.

   Failure to remove an "I" grade within 120 days or timeframe set by the academic institution,
    whichever comes first.

The portal will automatically place a “HOLD” on a Soldier’s record for grades of “W”-“F”-“I
after 120 Days.” Soldiers will not be able to register while in a HOLD status. Links for the
Grade and Recoupment Reports can be found on the Welcome Back page. Select “View
Reports.” On a monthly basis (first week of each month) run the Recoupment Report from the
portal for "W"-"F"- "I" grades.

The FY ceiling is decremented for applicable Soldiers at the time of course registration
Course(s) with a grade of “F” or “I after 120 days” must be recouped. Recoupment is processed
in EDMIS. When the recoupment action is entered in EDMIS as resolved, it will be transferred
to the portal and the FY ceiling will be restored.



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Recoupment Guidance for Unsatisfactory Grades

1. Using the recoupment section of EDMIS, determine recoupment. An additional reference is
   the Recoupment Report on the portal (Welcome Back page, Reports link). Run the report
   first week of each month. Based on results, prepare and send memos to the Soldier and unit
   Commander.

2. Memo to the Soldier and unit Commander will include name of course, dates of course, and
   grade received. Request that unit Commander certify whether grade received was due to
   personal or military reasons. Military reasons will be verified with written statement and
   memo will also be signed by the first Lieutenant Colonel in the chain-of-command or, in
   cases of deployment, by the rear detachment Commander. Memo will state recoupment
   action will be processed if response is not received by the suspense date. (Memo in EDMIS
   may be used.)

3. Establish suspense of seven working days for the unit to process the memo and return to the
   AEC.

4. When memo is returned:

       a. If withdrawal is for military reasons, Soldiers can self-withdraw from a course on the
          portal. A dynamically pre-populated eArmyU Request for Soldier Withdrawal Form
          is available on the ACES and Student Views of the eArmyU Portal. ACES
          Counselors can access the Soldier Withdrawal Form from the Welcome Back screen
          by entering the Soldier’s SSN and clicking retrieve. At the Student Record page
          select the “SOLDIER WITHDRAWAL FORM” link at the bottom right. A
          dynamically pre-populated form will appear that can be printed out for Soldier
          signature and Commander verification. Regardless of the reason the Soldier is
          withdrawing from a course in eArmyU, the “SOLDIER WITHDRAWAL FORM”
          must be completed. The form will include the balance, if any, owed by the Soldier.
          Portal instructs Soldiers to see an ACES Counselor to complete the AEC withdrawal
          process.
       b. Initiate and process DD Form 139 or DD Form 1131 using eArmyU FY05 ACC
          guidance. Attach a copy of the memo to the DD 139 or DD1131, if FAO requests,
          and submit to the local FAO.
       c. Enter note in EDMIS and portal that withdrawal for personal reasons “WP” is
          resolved.

5. If memo is not returned by suspense date:

   a. Process DD Form 139 for recoupment.

   b. Complete the recoupment process in EDMIS indicating the recoupment is resolved. This
      recoupment data will be automatically sent to the portal and the Soldier’s course
      information will be removed for the Recoupment Report.



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   c. Enter notes in EDMIS and the eArmyU portal.

   d. The portal will automatically place a “HOLD” on a Soldier record for a grade of “I” after
      120 days. Soldiers will not be able to register until ACES requests the HOLD be lifted.

   e. Once Soldier has been counseled on completing requirements for the course and Soldier
      indicates goal and timeline to finish, ACES may grant an exception. Soldier may enroll
      in additional courses once ACES Counselor has lifted the HOLD. Notes will be entered
      in EDMIS and portal. If a satisfactory grade is received, the portal will automatically
      change the grade. If “I” remains, it will be reflected on the “I” grade report and the
      HOLD continues unless an exception has been granted. If 120 days have lapsed, ACES
      should query Soldier and if needed, place the Soldier’s record on “HOLD” again, or
      initiate course recoupment. If the “I” has changed to a failing grade, the “F” grade will
      cause an automatic “HOLD” to be placed on the Soldier record and the “F” will be
      reflected in the ACES Grade Reports. Follow steps listed in “W”-“F” -“I” above to
      complete recoupment actions.

Unauthorized (Erroneous) Course Enrollment

Soldiers will be required to reimburse the eArmyU tuition based upon the eArmyU Course
Recoupment Requirement Table for unauthorized course enrollments that are not part of the
degree plan or education goal or have not been approved by an ACES Counselor. Depending on
the circumstances pertaining to the erroneous enrollment, further action may be necessary such
as reporting fraud, waste and abuse to chain-of-command.

The FY ceiling is decremented for applicable Soldiers at the time of course registration It will be
restored when recoupment is completed.

Recoupment Guidance for Unauthorized Course Enrollment
1. Counsel the Soldier on the financial obligations that are incurred for registering for a course
   that is not authorized.
2. Place a HOLD on the Soldier’s record preventing the Soldier from registering for another
   course.
3. Send a memo to the Soldier and unit Commander informing them of the name of course,
   dates of course, and reason for recoupment.
4. Complete DD Form 139 or DD Form 1131 and submit to local FAO (see pgs. 56-57).
5. Request HOLD on Soldier record be lifted.
6. Enter notes in EDMIS and portal.

FY Tuition Assistance Ceiling

Soldiers entering the eArmyU program from 1 Jan 01 through 30 Sep 01 (under the first
participation agreement) are exempt from the FY Tuition Assistance ceiling policy. Soldiers
entering the eArmyU program on or after 1 Oct 01 are governed by the established FY TA
ceiling policy and are, therefore, eligible for recoupment. Once the Soldiers with FY01 an FY02


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PAs fulfill the terms of DA Form XXXX, by graduating with their selected degree, they will be
eligible to enroll in eCouses and will be subject to the established SH Cap and annual TA ceiling.

Program Reimbursement Requirements
Failure to Meet Service Remaining Requirement (SRR)

Section 3 of the eArmyU PA states “voluntary requests for separation or retirement prior to the
expiration of the SRR, require additional approval. Regular active duty will seek additional
approval through Commander who will forward request to U.S. Army Human Resources
Command (AHRC-PDT-PM). If approved to separate or retire before the SRR is complete,
Soldier must repay the Government a prorated portion of the cost of eArmyU tuition for courses
successfully completed. The amount of tuition to repay is based on the unserved portion of the
SRR. If approved to separate or retire before the SRR is complete, Soldier is also responsible for
the cost of the Laptop as stated in this agreement. Recoupment amount is calculated by dividing
the amount of eArmyU tuition for successfully completed courses by the total SRR of 36 months
and then multiplying times the number of months remaining before the SRR is met. For
example, if Soldier has served 12 months of a 36-month SRR and has 24 months of service
remaining and has successfully completed 6 SHs of eArmyU coursework at a total cost to the
Army of $1,800.00, divide the Army’s cost of successfully completed courses ($1,800.00) by 36
months and then multiply by 24 months = $1,200.00 recoupment required.”

When Soldier-students out-process through your installation education center and have
unfulfilled time remaining on their eArmyU SRR, please verify that a waiver has been processed
by AHRC-Separations Branch authorizing early release from the SRR. If a waiver does not
accompany the paperwork for clearing, please advise the Soldier to contact their local
separations/retirement POC or Commander due to an unfilled SRR for eArmyU. In some cases,
HRC Separations Branch has identified Soldiers who separate prior to fulfilling the SRR and in
somce cases, has revolkedrevoked retirement or separation.

If Soldiers request voluntary separation or retirement before the SRR is complete, they must
repay the Government a prorated portion of the cost of eArmyU tuition based on successfully
completed courses. Tuition includes: tuition, course fees, books, academic tutoring, mentoring,
Virtual Library, “Boot Camp,” and Internet access. The SRR recoupment is based on the Soldier
not fulfilling the Participation Agreement. Access the “View Separation Tab” link from the
ACES welcome back screen on the portal. Retrieve the Soldier-student’s record. This will
populate the separations tab. Enter the appropriate information on the page and click the “update
separations” tab at the bottom. After updating the Separations tab, follow the steps to deactivate
the Soldier in the portal. This step is critical so that Soldiers do not continue to have access to
TA after leaving active-duty status. To deactivate the Soldier, from the welcome back screen of
the ACES view, enter the Soldier’s SSN and hit retrieve. On the Student Records Screen, click
on “Update Current Student Record” link and launch the Student Records Page. Uncheck the
box in the eArmyU active field. Enter comments in the field below indicating the reason why the
Soldier is being deactivated. Hit the Submit button to process this to the portal. The Soldier’s
status will now be listed as “False” and they will be deactivated.


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Recoupment Guidance for Failure to Meet Service Remaining Requirement (SRR)
   1. Soldier will provide memorandum from HRC Separations Branch, DD Form 214,
      Worksheet or SPD Separation Code. The eArmyU Separation Recoupment Matrix will be
      used to determine recoupment requirement.
   2. To determine the amount of recoupment using the portal select the “VIEW REPORTS”
      link on the Welcome Back page in the Reports Section. On the TA Management Screen,
      click on “SRR Recoupment Report” select either “By Geographic Education Center” or
      “By Soldier-student.” Directions on how to best use these pages are found on the portal,
      “Resources” page, “View ACES Training,” the “Student Administration Tutorial for
      ACES Counselor” link.
   3. The manual procedure is as follows: To calculate reimbursement of eArmyU tuition
      owed, divide amounts of eArmyU tuition for successfully completed courses by the total
      SRR (in months) and multiply times the number of months remaining before the SRR is
      met (round up to the next month for partial time served). For example: Soldier has
      served 11 months and 15 days (round up to 12 months) of a 36 month (3-year) SRR.
      Soldier has 24 months of requirement remaining. eArmyU tuition is $1,000 (Actual
      eArmyU tuition is listed in the Soldiers record on the portal). Divide $1,000 by 36 and
      multiply the result by 24. In this case, Soldier must reimburse the Army $667.
   4. Prepare DD Form 139, attach a copy of the Participation Agreement, DA Form XXXX, if
      available, and submit to local FAO.
   5. Program reimbursement for failure to meet SRR is credited to the current fiscal year.
   6. Record recoupment in the portal from the Welcome Back page by clicking on “VIEW
      REPORTS” link. Select the “TA MANAGEMENT” link. From the TA Management
      screen click on the “RECOUPMENT PROCESSING BY SOLDIER-STUDENT” link. A
      new window will launch for the “FIND AN EXISTING VALUE” Screen. Enter the
      Soldier’s SSN and click the “search” button. Select the “PROGRAM LEVEL
      RECOUPMENT” Tab. Populate the appropriate data fields and click the (+) key. Click
      Save to submit this recoupment and to upload the recoupment information to the portal.
      This will remove the Soldier from the SRR Recoupment Report.
   7. Enter notes in EDMIS to clear the Soldier.

Failure to Complete 12 SH Requirement

Soldiers failing to successfully complete a minimum of 12 SH (or equivalent quarter or clock
hours) of eArmyU courses within 3-years of receiving their technology package must reimburse
the Government a prorated portion of the cost of the technology package. Exceptions are made
for Soldiers who need only 9-11 SH to complete a master's degree.

The FY ceiling is decremented at the time the Soldier receives the technology package. The FY
ceiling is restored only to the same FY in which it is decremented. If the recoupment is
completed in a succeeding FY, the FY ceiling is not restored.

1. View the 12 SH Milestone Recoupment Report in the Portal from the Welcome Back page
   by clicking on the “VIEW REPORTS” link. At the Reports Screen click “SELECT TA
   MANAGEMENT” link by Soldier Student.



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2. If recoupment is required, calculate the necessary recoupment or use the information on the
   pages following the selection of Soldier’s information on the “12 SH Milestone Recoupment
   Report.” Directions for use of these pages are found on the portal. Go to the Resources page
   and select “View ACES Training.” Open the “Student Administration Tutorial for ACES
   Counselor.”

3. The manual procedure is as follows: A prorated reimbursement of the technology package
   will be based on the percentage of semester hours NOT successfully completed due to
   voluntary separation, which takes place prior to the end of the two years. This percentage is
   multiplied by the actual dollar value as identified in the Technology Options Recoupment
   Tables. The recoupment costs are determined when the Soldier enrolls in eArmyU and will
   be reflected on the portal in the Soldier's records. For example: eArmyU Recoupment for
   Soldiers enrolling between 16 Jan 01 and 9 Oct 01 is $1,520.31. If Soldier has successfully
   completed only 9 SH during 3-years, 3 SH of the required 12 SH have not been successfully
   completed (3 SH of required 12 SH or 25 percent). Multiply 25 percent times $1,520.31. In
   this case, Soldier must reimburse the Army $380.08.

4. Once the amount has been determined, complete DD Form 139 or DD Form 1131 and submit
   to local FAO. The laptop cost was decremented in the fiscal year in which the Soldier
   enrolled in eArmyU. Use the FY the laptop was decremented on the DD Form139 or DD
   Form 1131 to process recoupment for the 12 SH program milestone. If the recoupment is
   more than 5 years old, use the current FY to credit the dollars. This process will be
   completed prior to clearing the Soldier from the AEC.

5. Record recoupment in the portal from the Welcome Back page by clicking on “VIEW
   REPORTS” link. Select the “TA MANAGEMENT” link. From the TA Management screen
   click on the “RECOUPMENT PROCESSING BY SOLDIER-STUDENT” link. A new
   window will launch for the “FIND AN EXISTING VALUE” Screen. Enter the Soldier’s
   SSN and click the “search” button. Select the “PROGRAM LEVEL RECOUPMENT” Tab.
   Populate the appropriate data fields and click the (+) key. Click Save to submit this
   recoupment and to upload the recoupment information to the portal. This will remove the
   Soldier from the 12 SH milestone recoupment Report.

6. Enter notes in EDMIS to clear the Soldier.

Exceptions to Reimbursement Requirement

   Failure to Meet SH Program Milestones Requirements in support of Operation
    Enduring Freedom (OEF)/Operation Iraqi Freedom (OIF). On 2 Jun 04, ACES
    requested and senior Army Leadership approved a policy to support Soldiers deployed in
    support of OEF/OIF. The policy institutes steps to: 1) postpone or waive reimbursement of
    eArmyU tuition assistance due to inability to reach semester hour program milestones (12
    SH/3-years for the laptop) due to deployment in support of OEF/OIF; 2) ensures future
    eArmyU Soldiers will not suffer a loss of funds or educational opportunity because of service
    or deployment. Soldier is eligible to waive recoupment of up to 6 SH of required program
    milestones (laptop option) if separating from the Army, having fulfilled eArmyU Service

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    Remaining Requirements (3-year SRR). All Soldiers fulfilling eArmyU SRRs are eligible
    for an extension to the original Participation Agreement SH program milestone if time in
    service remains. Extensions are granted by the ESO for a mutually agreed upon time, not to
    exceed two additional years, or the Soldier's ETS date, whichever comes first. Verification
    and agreement by the Soldier's Commander is required. Soldiers who cannot re-enlist or
    extend to meet program milestones and who have compelling and compassionate reasons for
    not completing eArmyU program milestones, and who do not meet the eligibility to waive
    recoupment, may submit a request for an exception to waiver conditions to their Battalion
    Commanders. If approved, Battalion Commanders will forward exception to waver
    conditions to ESO.

   Course is dropped before course materials are shipped. Course material shipping
    timeframe is 10 days prior to the course start date. No recoupment is necessary for either
    CONUS/OCONUS students.

   Receipt of a grade of "F"-"I"-"W" if military or other extenuating circumstances prevent
    successful completion (e.g., operational reasons, emergency leave, death of a family member,
    illness/hospitalization, etc.) as certified by Soldier’s unit Commander. Requests for
    reimbursement waiver due to military reasons must also be reviewed and signed by the first
    Lieutenant Colonel in the Soldier’s chain-of-command or, in cases of deployment, by the rear
    detachment Commander.

   Voluntary Separation Incentive (VSI)/Special Separation Bonus (SSB).

   Involuntary separation cases where recoupment is not required must be verified by either
    the DD 214 Worksheet, a memorandum from Separations Branch, or the SPD code on the
    final DD Form 214 provided by the transition point.

   Death. In the event of a Soldier-student’s death, official notification is received from the
    Public Affairs Office and forwarded by HQ, ACES to the appropriate installation ESO and
    IBM. Counselors must deactivate the Soldier. Go to Welcome Back Page of the Portal in the
    ACES view and enter the Soldier’s SSN and hit retrieve. Click the Student Record Page link
    and click on “Upgrade Current Record.” At the next page, click on the link “Deceased
    Processing” and fill out the appropriate information and date of notification of death. IBM
    will deactivate the Soldier’s record in PeopleSoft and notify the appropriate education
    partner. Upon formal notification, and consistent with AR 621-5, paragraph 6-12, and the
    eArmyU Participation Agreement, TA reimbursement is waived by ACES. The disposition
    of the Soldier-student’s laptop follows AR 638-2, Care and Disposition of Remains and
    Disposition of Personal Effects. Counselors must contact IBM and disenroll the Soldier-
    student via the portal.

   As outlined in the eArmyU Separation Recoupment Matrix.

   Contractor Withdrawal (WC). Soldiers are not required to reimburse IBM or the Army:
    An ACES Counselor, Program Mentor, or institution can request eArmyU Student Services
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   to investigate a student's situation regarding WC approval. However, eArmyU Student
   Services has the final authority to approve and assign a WC. There are three types of WCs
   that eArmyU will absorb: WCI - withdrawal for institutional contractor; WCB - withdrawal
   for book vendor reasons; and WC - extenuating circumstances outside student's control.
   Upon receipt of a WC request, eArmyU Student Services will investigate the situation and
   determine the appropriate action for the Soldier. If the request is approved, the Soldier’s
   grade will be changed to WC, the HOLD on the Soldier’s record will be lifted, and IBM will
   credit the Army for any tuition charges invoiced for that course. The contractor is the final
   arbiter of the decision to apply a WC, and the eArmyU program office will notify the
   requesting ACES Counselor of the decision. To launch a request for WC from the Welcome
   Back page, enter the Soldier’s SSN and retrieve the record. From the Records screen, select
   “WITHDRAWAL REQUEST, CONTRACTOR ERROR (WC)” link. Follow the portal
   steps to complete the request.

General Recoupment Procedures

Create and maintain a spreadsheet listing all recoupment actions initiated and completed. A
sample eArmyU Recoupment Spreadsheet is at Appendix P. The Recoupment Report is
available on the ACES “Welcome Back” page. This report (Refer to Appendix Q – Description
of Portal Reports) is used to identify Soldiers who have potential course recoupment actions and
to determine the amount to be recouped. The report contains one record for each enrollment (not
each student), which may require recoupment. Once recoupment has been processed, ACES
staff members must update the recoupment section in EDMIS and the Soldier's record on the
portal and lift the HOLD. To lift a HOLD on the Soldier’s record, follow the
“HOLD/WITHDRAWAL REQUEST” link in the ACES view of the portal.

The TA Management view is useful in determining how much money Soldiers have left on their
annual ceiling, the amount in excess of the annual ceiling and/or semester hour cap, and how
much money they will need to pay by means of a credit card. ACES Counselors have the
capability to view a Soldier's status concerning residency and the fiscal year tuition ceiling
and/or the semester hour cap.

From the ACES view of the "Welcome Back" page, select the “View Student Financial Status”.
Enter the Soldier's name or SSN and select “Search.” The Soldier’s “Student Financial Status”
will appear, providing information on the balance of the Soldier’s FY ceiling.

Note: The tuition ceiling figures available in the eArmyU portal include tuition dollars spent on
eArmyU courses and traditional TA (electronically transferred daily from EDMIS). Similarly,
Soldiers are able to view their student account record to determine the amount of TA used and
the amount they would pay over their FY semester hour cap, if applicable, for eArmyU courses
only.

eArmyU Separation Recoupment Matrix
 Separation Program Designator (SPD) codes applicable to enlisted personnel and eArmyU Recoupment
                                                                                                      Recoupment
Code         Narrative Reason            Recoupment Action   Code      Narrative Reason                 Action
                 Involuntary discharge                              Voluntary discharge (continued)


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 Separation Program Designator (SPD) codes applicable to enlisted personnel and eArmyU Recoupment
                                                                                                                           Recoupment
Code                Narrative Reason               Recoupment Action   Code                  Narrative Reason                Action
                           Involuntary discharge                                         Voluntary discharge (continued)
JBK    Completion of Required Act. Svc.                  YES           KGH Non-Retention on Active Duty                       YES
JBM Insuff. Retainability (Econ. Reasons)                 NO           KGM Accept Commission or Warrant - Army                   *
JCC Reduction in Force                                    NO           KGN Accept Commission or Warrant - Oth. Svc.              *
JCP Alien                                                YES           KGQ Intradepartmental Transfer                         YES
JCR Weight Control Failure                               YES           KGX Enter Officer Training Program                        *
JDA Fraudulent Entry                                     YES           KHC Immediate Reenlistment                                NA
JDG Parenthood                                            NO           KND Miscellaneous/General Reasons                      YES
JDK Mil. Personnel Security Prgm.                        YES                              Involuntary REFRAD or transfer
JDN Lack of Jurisdiction                                 YES           LBK Completion of Required Act. Svc.                   YES
JFB    Under Age                                         YES           LBM Insuff. Retainability (Econ. Reasons)                 NO
JFC    Erroneous Entry                                   YES           LCC Reduction in Force                                    NO
JFF    Secretarial Authority                             TBD           LCR Weight Control Failure                             YES
JFL    Disability, Severance Pay                          NO           LDG Parenthood                                         YES
JFM Disability, Exist. Prior to Svc., PEB                 NO           LDN Lack of Jurisdiction                               YES
JFP    Disability, Not in Line of Duty                    NO           LFC Erroneous Entry                                    YES
JFQ Disability, Aggravation                               NO           LFF    Secretarial Authority                           TBD
JFR    Disability, Other                                  NO           LFT    Physical Standards                                 NO
JFT    Physical Standards                                 NO           LFV    Physical Condition, Not a Disability               NO
JFV    Physical Condition, Not a Disability               NO           LFW Failure to meet Procm't Med. Fitness Stds.            NO
JFW Failed Med./Phys. Procurement Stds.                   NO           LFX Personality Disorder                                  NO     Formatted: Font color: Auto
JFX    Personality Disorder                               NO           LGA Entry Level Perf. And Conduct                      YES
JGA Entry Level Perf. And Conduct                        YES           LGH Non-Retention on Active Duty                       YES
JGH Non-Retention on Active Duty                         YES           LHJ    Unsatisfactory Performance                      YES
JHJ    Unsatisfactory Performance                        YES           LND Miscellaneous/General Reasons                      YES
JJC    Court-Martial, Other                              YES                               Voluntary REFRAD or transfer
JKA    Pattern of Misconduct                             YES           MBK Completion of Required Act. Svc.                   YES
JKB    Misconduct                                        YES           MBM Insuff. Retainability (Econ. Reasons)                 NO
JKD Misconduct                                           YES           MCA Early Release Program - VSI                           NO
JKF    Misconduct                                        YES           MCB Early Release Program - SSB                           NO
JKK    Misconduct                                        YES           MCC Reduction in Force                                 YES
JKM Misconduct                                           YES           MCF To Attend School                                   YES
JKN Misconduct                                           YES           MCQ Surviving Family Member                            YES
JKQ Misconduct                                           YES           MDB Hardship                                           YES
JPC Drug Rehabilitation Failure                          YES           MDF Pregnancy or Childbirth                            YES
JPD Alcohol Rehabilitation Failure                       YES           MDG Parenthood                                         YES
JRA Homosexual Act                                       YES           MDM Holiday Early Release Program                      YES
JRB Homosexual Admission                                 YES           MDS Defective Enlistment Agreement                        NO
JRC Homosexual Marriage (or Attempt)                     YES           MFF Secretarial Authority                              TBD
                           Voluntary discharge                         MGH Non-Retention on Active Duty                       YES
KBK Completion of Required Act. Svc.                     YES           MGQ Intradepartmental Transfer                         YES
KBM Insuff. Retainability (Econ. Reasons)                 NO           MND Miscellaneous/General Reasons                      YES
KCA Early Release Program - VSI                           NO                                          Retirement
KCB Early Release Program - SSB                           NO           RBD Sufficient Service for Retirement                  YES
KCC Reduction in Force                                   YES           RBE Voluntary Early Retirement                         YES
KCF To Attend School                                     YES           RCC Reduction in Force                                    NO


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 Separation Program Designator (SPD) codes applicable to enlisted personnel and eArmyU Recoupment
                                                                                                                          Recoupment
Code              Narrative Reason              Recoupment Action     Code                 Narrative Reason                 Action
                       Involuntary discharge                                            Voluntary discharge (continued)
KCM Conscientious Objector                              YES           SFJ    Disability, Permanent                            NO
KCQ Surviving Family Member                             YES           SFK Disability, Temporary                               NO
KDB Hardship                                            YES           VBK Completion of Required Act. Svc.                   YES
KDF Pregnancy or Childbirth                             YES           WFJ Disability, Permanent                               NO
KDG Parenthood                                          YES           WFK Disability, Temporary                               NO
KDM Holiday Early Release Program                       YES           WFQ Disability, Aggravation                             NO
KDS Defective Enlistment Agreement                      NO                                Release from military control
KFF Secretarial Authority                               TBD           YDA Fraudulent Entry                                   YES
KFN Disability, Exist. Prior to Svc., PEB               YES           YDN Lack of Jurisdiction                               YES
KFS In Lieu of Trial by Court-Martial                   YES           YFB Under Age                                          YES
KFV Physical Condition, Not a Disability                YES           YFC Erroneous Entry                                    YES
TBD=Regulatory guidance indicates status to be determined on a case by case basis.
*Recoupment is not required if Soldier has fulfilled eArmyU program milestones as outlined in eArmyU PA.




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The FY05 ACC

To improve management controls of eArmyU recoupment actions, there will be a was significant
changes to the eArmyU accounting classification code in FY05. Effective 1 Oct 04, a separate
APC (N1CR) will beis used to capture recoupments AND a Standard Document Number (SDN)
will be is assigned to each individual collection record. Instructions for completing the
accounting classification on the DD Form 1131 (Cash Collection Voucher) or the DD Form 139
(Pay Adjustment Authorization) are detailed below.

The Standard Army Accounting Classification for FY05 eArmyU Recoupment Actions:

2152020.0000 0 22-2010 333732.20000 252C VATA00 EAU2005_______(see below to
complete SDN) N1CRRA S23185 $______(insert dollar amount to be recouped)

The Standard Document Number (SDN) is a 14 digit number used to identify individual
recoupment actions. The unique SDN begins with 'EAU' for eArmyU and '2005' for the fiscal
year. Then the student is identified by his/her first three letters of the last name and last four
numbers of the social security number.

Position Number Description

1-3 Enter 'EAU'

4-7 Fiscal Year '2005'

8-10 First 3 letters of student's last name

11-14 Last 4 numbers of student's SSN

For example, John Doe (SSN xxx-xx-1234) must pay back $750.00:

2152020.0000 0 22-2010 333732.20000 252C VATA00 EAU2005DOE1234 N1CRRA S23185
$750.00

Samples illustrating the new FY05 eArmyU accounting classification on the DD Form 1131
(Cash Collection Voucher) and the DD Form 139 (Pay Adjustment Authorization) are shown on
the following pages:




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The FY01 ACC

The FY01 ACC for eArmyU recoupment actions is:

2112020.0000 0 22-2010 331712.10000 252G VIRS01 W901NF10180001 L1AM01 023185

The FY02 ACC

The FY02 ACC for eArmyU recoupment actions is:

2122020.0000 0 22-2010 331712.10000 252G VIRS01 W901NF10180001 L1AN01 023185

The FY03 ACC

The FY03 ACC for eArmyU recoupment actions is:

2132020.0000 0 22-2010 333732.20000 252C VATA00 W73S0Y20032171 N1CBRA S23185

The FY04 ACC

The FY04 ACC for eArmyU recoupment actions is:

2142020.0000 0 22-2010 333732.20000 252C VATA00 W73S0Y20043274 N1CBRA S23185


Effective 1 Oct of each fiscal year, the third ACC digit will change. The third digit will change
with each corresponding fiscal year.

For information only, a break out explaining the numbers in the ACC is provided as follows:
Department Code: 21
Fiscal Year: 4 (As of 1 Oct 03, this digit becomes a "4" to correspond with FY04)
Appropriation/Basic Symbol: 2020
Limitation: 0000
Program Year: 0
Operating Agency: 22
Allotment Serial Number: 2010
Program Element: 333732.20000
Element of Resource: 252C
MDEP/SODP: VATA00
Document Reference Number: W73S0Y20043274
Accounting Processing Code: N1CBRA
Fiscal Station Number: S23185




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eArmyU SH Program Milestone Recoupment Tables

The following tables will be used to assist with recoupment for failure to successfully meet SH
program milestones. The cost of reimbursement is based on the prorated cost of the selected
technology option. Soldiers will be responsible for tech pack repairs after the warranty has
expired. Date and cost verification of the selected technology option should be verified in the
portal. The technology package cost is expected to change in FY05 to $1,299.00. We will alert
you when this change goes into effect so can enter the new FY05 Technology Package Cost in
EDMIS

    eArmyU Recoupment – Standard Three Year PA                  eArmyU Recoupment – Standard Three Year PA
                  12SH-2-years                                                12SH/3-years
        FY04 Tech Package Cost = $1,329.00                          FY05 Tech Package Cost = $1,299.00
  Total SH not     % of course work not Amount owed by       Total SH not        % of course work     Amount owed by
  completed             completed          Soldiers           completed           not completed          Soldiers
                 1               8.33%           $110.71                    1                 8.33%             $108.21
                 2              16.67%            $221.54                   2               16.67%              $216.54
                 3              25.00%            $332.25                   3               25.00%              $324.75
                 4              33.33%            $442.96                   4               33.33%              $432.96
                 5              41.67%            $553.79                   5               41.67%              $233.37
                 6              50.00%            $664.50                   6               50.00%              $649.50
                 7              58.33%            $775.21                   7               58.33%              $757.71
                 8              66.67%            $886.04                   8               66.67%              $866.04
                 9              75.00%            $996.75                   9               75.00%              $974.25
                 10             83.33%           $1,107.46                  10              83.33%            $1,082.46
                 11             91.67%           $1,218.29                  11              91.67%            $1,190.79
                 12            100.00%           $1,329.00                  12             100.00%            $1,299.00


          eArmyU Recoupment – Standard PA                            eArmyU Recoupment – Standard PA
                     12SH/2-years                                              12 SH/2-Years
          FY01 16 Jan 01-10 Oct 01 = $1,520.31                       FY02 11 Oct 01-30 Sep 02 = $1,560.31
  Total SH not     % of course work not Amount owed by       Total SH not     % of course work not Amount owed by
   completed            completed          Soldiers           completed            completed          Soldiers
                 1               8.33%           $126.64                    1               8.33%           $129.97
                 2              16.67%            $253.44                   2                16.67%             $260.10
                 3              25.00%            $380.08                   3                25.00%             $390.08
                 4              33.33%            $506.72                   4                33.33%             $520.05
                 5              41.67%            $633.51                   5                41.67%             $650.18
                 6              50.00%            $760.16                   6                50.00%             $780.16
                 7              58.33%            $886.80                   7                58.33%             $910.13
                 8              66.67%           $1,013.59                  8                66.67%           $1,040.26
                 9              75.00%           $1,140.23                  9                75.00%           $1,170.23
                 10             83.33%           $1,266.87                  10               83.33%           $1,300.21
                 11             91.67%           $1,393.67                  11               91.67%           $1,430.34
                 12            100.00%           $1,520.31                  12             100.00%            $1,560.31




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            eArmyU Recoupment – Standard PA                                eArmyU Recoupment – Standard Three Year PA
                      12SH/2-years                                                         12SH/2-years
            FY03 1 Oct 02-13 Jan 03 = $1,389.00                                  FY03 Tech Package Cost = $1,344.00
                                                                                          Jan 03 – Sep 03
   Total SH not        % of course work not Amount owed by              Total SH not   % of course work      Amount owed by
   completed                completed          Soldiers                  completed       not completed           Soldiers
                     1               8.33%           $115.70                         1               8.33%              $111.96
                     2                   16.67%               $231.55                   2           16.67%             $224.04
                     3                   25.00%               $347.25                   3           25.00%             $336.00
                     4                   33.33%               $462.95                   4           33.33%             $447.96
                     5                   41.67%               $578.80                   5           41.67%             $560.04
                     6                   50.00%               $694.50                   6           50.00%             $672.00
                     7                   58.33%               $810.20                   7           58.33%             $783.96
                     8                   66.67%               $926.05                   8           66.67%             $896.04
                     9                   75.00%             $1,041.75                   9           75.00%            $1,008.00
                    10                   83.33%             $1,157.45                 10            83.33%            $1,119.96
                    11                   91.67%             $1,273.30                 11            91.67%            $1,232.04
                    12                 100.00%              $1,389.00                 12           100.00%            $1,344.00


3SH/90 Day Milestone
                                            eArmyU Recoupment - One Year No-Laptop PA
                                                 Enrollment in 3SH within 90 Days
                                                 Tech Support Package Cost = $90

                Total SH enrolled                Enrolled within 90 days of Commander’s One-time flat rate owed by Soldier
                                                             Signature Date
                                  Less than 3 SH                                     No                             $90.00


eArmyU Course Recoupment Requirement Table

All tuition assistance recoupment follows guidance as outlined in AR621-5.
SOLDIER DROPS/WITHDRAWS FROM COURSE

  Soldier             When is course dropped/withdrawn from?                  Tuition
 All Soldiers            At least 10 days prior to course start date            n/a
 All Soldiers            10 or fewer days prior to course start date       reimburse 18%
 All Soldiers            Between class start date and 6% of course         reimburse 35%
 All Soldiers                 Between 7% and 13% of course                 reimburse 56%
 All Soldiers                Between 14% and 19% of course                 reimburse 75%
 All Soldiers                     20% or more of course                   reimburse 100%


SOLDIER FAILS COURSE OR RECEIVES AN INCOMPLETE

  Soldier             What is the reason for failure/incomplete?              Tuition
 All Soldiers                        Personal-related                     reimburse 100%
 All Soldiers                         Mission-related                           n/a




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eArmyU Roles & Responsibilities
Secretariat

The ASA (M&RA) has policy oversight for the eArmyU program. The Assistant Deputy for
Education and Transition serves as the eArmyU Program Advisor.

Department of the Army

Deputy Chief of Staff, G-1 (DCS, G-1).

The DCS, G-1 has proponencyprepotency for the program and provides policy on and funding
for the implementation and management of the eArmyU program.

Defense Contracts Command-Washington (DCC-W).

The DCC-W provides overall contract administration support.

Assistant Chief of Staff for Installation Management (ACSIM).

ACSIM is responsible for ensuring the technology infrastructure at implementing installations is
adequate to meet eArmyU program requirements

U.S. Total Army Human Resources Command (AHRC)

   Personnel Information Systems Directorate's (PERSINSD) Military Systems Division has
    responsibility for identification and tracking of eArmyU participants in the Total Army
    Personnel Database (TAPBD) by establishing interface and data flow for coding of eArmyU
    participants. Effective 24 Nov 03, and guided by The Way Ahead, The Adjutant General
    partnered with PERSINSD for technical expertise and integration. A PERSINSD Program
    Manager was assigned to coordinate the technical aspects of the eArmyU program. Though
    technical aspects of eArmyU, such as the Department of Defense Information Technology
    Security Certification and Accreditation Process (DITSCAP) and the recompete of the
    eArmyU contract will now be directed by PERSINSD, the functional requirements such as
    the policy, procedures, operations, and student-success initiatives will remain with
    Headquarters, ACES. Most importantly, the change in program structure will be seamless to
    eArmyU Soldier-students and ACES personnel.

   Enlisted Personnel Management Directorate (EPMD) created the assignment consideration
    code, U1, to identify Soldiers in TAPDB as eArmyU participants.

             Retention Management Branch (RMB) will identify Soldiers who are eligible to
              reenlist. ACES Counselors and Unit Commanders will determine if the Soldier is
              eligible to enroll in eArmyU and receive a laptop. RMB has responsibility for
              completing reenlistment and extension actions requested by Soldiers to participate in
              the eArmyU program. Retention action will be initiated upon receipt of the eArmyU

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           Participation Agreement that has been signed by both the Commander and ACES
           counselor indicating approval to enroll in eArmyU. Retention personnel will
           complete the Participation Agreement – Section 9. DD Form 4, Reenlistment
           Contract, or DA Form 1695, Time in Service Extension, must be attached to the
           signed DA Form XXXX eArmyU Participation Agreement.

          The installation Career Counselors/Reenlistment NCOs will follow establish
           procedures by RMB to ensure the DA Form XXXX is completed and processed for
           those eligible Soldiers requesting reenlistment action required to participate in
           eArmyU.

   American Council on Education (ACE) Army/ACE Registry Transcript System (AARTS)
    personnel send data periodically from the AARTS database to eArmyU. The Enlisted
    Records & Evaluation Center (EREC), Indianapolis hosts the AARTS database servers. The
    AARTS Operation Center controls this database via a Virtual Private Network (VPN)
    between Fort Leavenworth and EREC to facilitate data transfer between the portal and
    EDMIS, AARTS, and TAPDB.

   Separations Branch has responsibility for monitoring eArmyU 3-year SRR on all separation
    actions.

   Personnel Services Detachment/Personnel Services Battalion (PSD/PSB) will ensure; (1)
    information to verify SRR compliance and SRR ending date for separation actions are
    available to Commanders; (2) information on Soldiers' Permanent Change of Station (PCS)
    and Expiration Term of Service (ETS) dates are available to AECs; and (3) changes to GT
    scores and Civilian Education Level are updated in the electronic Military Personnel Office
    (eMILPO) not later than seven days after receipt PSD/PSB.

The Adjutant General (TAG)

The TAG has overall responsibility for the eArmyU program.

HQ, ACES

The Director, ACES manages the eArmyU program and ensures effective implementation and
operation at the installations. HQ, ACES, will:

   Ensure implementing guidance and program policies are in place.

   Defend VACE/VATA funds required to support the program, to the Manning Program
    Execution Group (PEG), for the Program Objective Memorandum (POM) process.

   Maintain open communication between implementing installations.

   Work collaboratively with the eArmyU Program Management team, Program Director, and
    IBM staff.

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   Provide liaison between the COR and the installations.

   Resolve issues and provide guidance and support to Installation Management Agency (IMA)/
    Regional Education Advisors and installations.

   Work with IBM on legacy system integration. Identify specific systems to be interfaced;
    identify common data elements that need to be shared/transferred between portal and legacy
    systems; review and approve standards and controls for interfaces between legacy systems
    and portal; and, help contractor test interface controls and security systems.

   Provide IBM with requirements and desired features of automated reports from the portal
    (e.g., student enrollments, drop/adds, disenrollments, transfers, dropouts, recoupments,
    graduation statistics, grade reports, etc.).

   Work with IBM and SOC staff to prioritize and evaluate proposals from institutions seeking
    eArmyU membership. Serve as final approval authority for all institutions requesting
    membership into SOCAD.

   Work with IBM and oversee development of eArmyU Catalog and Term Schedules.

   Review and approve all marketing and communications materials intended for distribution to
    potential eArmyU students, as requested by COR.

   Interact with the Council on Academic Management, as requested.

eArmyU Program Manager

The eArmyU Program Manager (PM) is responsible and accountable for planning, programming,
budgeting, integrating, executing, and reporting the life-cycle acquisition of eArmyU. Manages
the design, development, procurement, and implementation of commercial and government
application software products, functional baseline architectures, communications networks, data
warehouse and systems hardware to support and provide access to quality education for enlisted
Soldiers worldwide. Plans and implements user training, system deployment, and post-
deployment sustainment. Establishes and implements a program strategy that complies with
Department of Defense (DoD) and Army policies. The PM conducts In Progress Reviews (IPRs)
twice a month. IBM, eArmyU Program Manager, Director, ACES and the ACES eArmyU
Program Coordinator attend these meetings. During the implementation phase, meetings were
held weekly to address important issues as they surfaced. Currently, meetings are held every
other Thursday unless otherwise rescheduled or cancelled.

Contracting Officer's Representative

The Contracting Officer's Representative (COR) will ensure that the contractor is in compliance
with all technical aspects of the contract and submits required reports in a timely manner, as
specified in the contract. If contractor performance is not satisfactory or deliverable items are

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not delivered as required by the contract, the COR will immediately advise the contracting
officer of the facts in writing. In addition, the COR is required to provide evaluation of
contractor performance to be used for source selection in the format and at the times designated
by the contracting officer.

Regional Education Advisors

   Inform Command personnel about eArmyU.

   Facilitate implementation of program at installation level.

   Analyze data and reports aggregated at Regional level. For example, review yearly
    percentage of Soldiers getting orders to other installations to enable ESOs to provide pro-
    active planning and support of Soldiers

   Inform HQ, ACES of program status and other events such as deployment schedules that
    impact Soldiers’ environment.

   Approve and submit requests from ESOs for portal and Data Warehouse access. Forward
    requests to HQ, ACES at TAPCPDE@hoffman.army.mil. Once logon/password has been
    issued, personnel who lose or forget their logon/password or have problems gaining access
    should contact the helpdesk.

   Approve and submit change requests received from ESOs. Forward change request to HQ,
    ACES at TAPCPDE@hoffman.army.mil.

Installations

Garrison Commander

The Garrison Commander has responsibility for local implementation of eArmyU, including
coordinating with ESO to sponsor installation graduation ceremonies.

Director of Public Works (DPW)

DPW has responsibility to ensure adequate facilities and space requirements are available for the
successful operation of eArmyU.

Director of Information Management (DOIM)

   Respond to guidance from ACSIM regarding implementation of eArmyU to ensure that the
    technology infrastructure at implementing installations is adequate to meet eArmyU program
    requirements.

   Assess readiness for commercial phone access for eArmyU participants from on-post
    barracks and family housing.

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   Coordinate with the eArmyU PM to ensure appropriate configuration of equipment.

Education Services Officer (ESO)

   Ensure local Commanders are briefed regarding their responsibility to verify and approve
    Soldiers' eligibility for eArmyU, including meeting the SRR as authorized by AR 601-280.

   Facilitate Commander approval for Soldier continued participation in eArmyU.

    Communicate with the Unit Commander: Currently, an enrollment report is posted to the
    ACES view of the portal each day with the registration requests received during the three
    preceding days. On a monthly basis, ESOs should use the Enrollment Report to elicit
    approval from the unit Commander to coordinate Soldier’s continued participation in
    eArmyU.

    The intent of the report is to facilitate the ESO’s communication with the Commander
    regarding the Soldier’s eligibility to take courses. The ESO has the ability to download the
    Enrollment Report for coordination with Commanders. ESO will place a HOLD on those
    Soldiers who do not have approval to continue enrollment in eArmyU. An additional CRM
    feature of the portal enables Counselors to place a HOLD in real time and to specify if the
    HOLD is being placed at the Commander's request. This category is titled: "COMMAND
    REQUESTED HOLD” (CRH). This feature will enable Counselors to distinguish between
    HOLDs placed for military and personal reasons. To place a CRH from the “Welcome
    Back” page on the ACES view of the portal, click on the “Manage Student HOLDs link and
    retrieve the student’s record. To insert an additional HOLD on the student’s record, click the
    (+) button. Required fields are “Terms” and “Code.” The “Code” function for CRH can be
    found by clicking on the magnifying glass next to the Service Indicator Code. Counselors
    will enter notes in the comments box indicating the reason for the CRH.

   Ensure Commanders are informed that Counselor's approval is required for participation in
    eArmyU.

   Ensure Counselors follow-up as appropriate on enrollments that do not have Commander
    approval.

   Determine how Soldiers assigned on- and off-post will enroll in the eArmyU Program.

   Ensure all Counselors have access to the portal and Data Warehouse. Send an email request
    to Regional Education Advisor. Request will include name, position title, installation, and
    email address for each individual authorized access. Regional Education Advisor will
    forward request to HQ, ACES at TAPCPDE@hoffman.army.mil.

    Note: When a password is created, IBM sends it directly to the requested user’s email
    address.


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   Ensure once logon/password has been issued, staff contacts the helpdesk by launching a
    ticket from the Resource Tab on the “Welcome Back” page or by calling 1-800-817-9990 for
    assistance, if logon/password has been lost, forgotten, or problems occur not allowing access.

    Note: The eArmyU portal is password-protected and you must log in frequently to avoid
    expiration of your user name and password. If your eArmyU password expires, launch a
    helpdesk ticket from the Resources Tab on the “Welcome Back” page or call 1-800-817-
    9990 for assistance. Regardless of how frequently you log in, however, passwords must be
    changed every 90 days. You will be prompted at the appropriate time with a “Change
    Password” screen.

   Establish a standardized training plan. Ensure all Counselors receive updated and continuous
    training on portal functions and operation. Online eArmyU ACES training is available at
    www.earmyu.com.

   Ensure all AEC personnel with access to the portal are removed from access upon separation
    from ACES or government service. To do this, send notification via email directly to IBM
    (webportalsupport@earmyu.com) no later than three working days prior to the individual’s
    last working day. The notification will include the date of the individual's last working day.
    IBM will remove the account by COB of the last working day. Counselors who PCS to
    another AEC will retain their logon and password, but must update their official email
    address at the new installation.

   Coordinate with participating and supporting agencies, including DOIM and DPW, regarding
    the space and connectivity infrastructures required to support all ACES facilities.

   Ensure eArmyU mail account for installation is established in accordance with Appendix L.

   Ensure record is deactivated for those Soldiers who are separating. This step is critical so
    that Soldiers do not continue to have access to TA after leaving active-duty status. To
    deactivate the Soldier, from the welcome back screen of the ACES view, enter the Soldier’s
    SSN and hit retrieve. On the Student Records Screen, click on “Update Current Student
    Record” link and launch the Student Records Page. Uncheck the box in the eArmyU active
    field. Enter comments in the field below indicating the reason why the Soldier is being
    deactivated. Hit the Submit button to process this to the portal. The Soldier’s status will now
    be listed as “False” and they will be deactivated.. Soldiers should be deactivated by COB the
    day the Soldier clears the AEC. Soldiers should be informed that sufficient time in-service is
    required for course enrollment and all eArmyU courses must be completed prior to beginning
    terminal leave.

   Ensure record is deactivated upon formal notification of an eArmyU Soldier’s death.

   Involve local installation librarians as partners in the eArmyU program. Inform them of
    program features and requirements and solicit their support for Soldiers' participation in the
    program.


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   Identify and request additional hours by contract line item for Counselor support and test
    examiners, or test proctors required to support eArmyU personnel through the ACES
    centralized contract and local requirements contract as needed.

   Brief Commanders/Directors to make them knowledgeable of demands placed on Soldiers
    when participating in eArmyU, to explain the requirement that ACES Counselor and Unit
    Commander jointly approve program enrollment on the DA Form XXXX.

   Market program to inform Soldiers of new program.

   Ensure enrollees are properly briefed and screened by Counselors.

   Collect data as requested. Beginning in FY05, weekly reports of eArmyU activity and data
    are no longer required. This information will be tracked through the data warehouse by HQ,
    ACES. However, all Army Education Centers will be responsible for submitting the number
    of course withdrawals and the reason break-out for the withdrawals, along with the number
    of tests administered for eArmyU. This information should be submitted in the remarks
    section of the Quarterly Report (1821).

   Submit eArmyU Change Requests as needed for technical and non-technical issues or
    concerns with the eArmyU program processes and or the portal. This form is at Appendix K.

   Ensure that ACES staff enters the Soldier’s service commitment (extension or reenlistment)
    along with the Participation Agreement information on the portal. This will be accomplished
    by selecting the radio buttons on the portal: “Retention Action Taken ”.” Retention status
    information is available in the Data Warehouse.

   Approve an extension when necessary for the requirement to complete program milestones.
    To accomplish this, login under ACES view and retrieve Soldier record. Click the link on
    the page to update/add extension information.

   Ensure the portal is updated to reflect "F"-"W"-"I" grades which have been documented as
    military-related. Follow “MANAGE STUDENT HOLD” link from the Welcome page of the
    ACES view of the portal to update Soldier’s record. Select the “MANAGE STUDENT
    HOLDS” in the student administration section of the welcome back page. In such cases
    recoupment is waived.

   Ensure program recoupment is completed using the TA Management View on the portal.
    Although the portal is the central repository for Program recoupment and payments, notes
    must be entered in EDMIS to ensure accuracy of the Soldier’s DA Form 669.

   Ensure course recoupment is completed in EDMIS using “Create TA Recoupment Action.”
    When the recoupment action for an eArmyU course is noted as resolved in EDMIS this
    information is transferred to the portal and resides in the Soldier’s record. It can be viewed
    on the portal using the Student Administration links.


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   Refer to the eArmyU Responsibility Matrix (Appendix I) for guidance in processing and
    implementing eArmyU issues and questions. The matrix is designed to aid personnel from
    ACES, IBM, and Education Partner POCs.

   Follow up with chain-of-command on "inactive" Soldiers in accordance with the eArmyU
    Responsibility Matrix. Currently, a list of Soldiers who have not enrolled in courses and
    received notices at the 30-, 60-, and 90-day mark is posted to the ISP Inactive Students
    Report located on the Programs page. These students have not responded to communications
    at the 30-, 60-, and 90-day mark and as a result, their ISP access has been temporarily
    deactivated. ESO will notify chain-of-command and will work to resolve status of each
    Soldier.

   Solicit support of the PSD/PSB to verify PCS, ETS dates, and compliance with the SRR
    when applicable.

   Ensure the Retention community is aware of the eArmyU eligibility requirement of 3-years
    time in-service and ensure their support to affect extensions or reenlistment to maximize
    eArmyU participation.

   Provide test examiner and/or proctoring support for eArmyU tests.

   Ensure test examiner, proctor, and test location information is updated and furnished to IBM.

   Provide designee for appointment as Technical Point of Contact (TechPOC). Submit email
    to TAPCPDE@hoffman.army.mil with TechPOC name, position title, and their official email
    address at the installation.

   Provide recommendation for appointment as Contracting Officer’s Technical Representative
    (COTR). Ensure individual recommended receives COR training. Submit email to
    TAPCPDE@hoffman.army.mil with COTR name, position title, and official email address at
    the installation.

   Provide secure online testing capabilities, as required.

   Provide critical feedback to HQ, ACES on lessons learned and recommendations for contract
    modifications for increased program efficiencies and effectiveness. Change Request will be
    used to provide feedback and will be submitted to Regional Education Advisors. The
    Regional Education Advisors will forward to HQ, ACES at TAPCPDE@hoffman.army.mil.

Technical Point of Contact (TechPOC)

   TechPOC is the individual who serves to validate all contract requirements for the eArmyU
    performance-based contract and who has responsibility for eArmyU. The TechPOC will
    complete the eArmyU TechPOC Survey as indicated by the Performance Assessment
    Review Schedule. The TechPOC is recommended by the ESO and must be a Department of


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    the Army civilian (DAC). All documents are located at Appendix T. Email survey to
    eArmyU COR Mr. Eric Thomas email: eric.thomas@hoffman.army.mil (703) 325-3886.



Contracting Officer’s Technical Representative (COTR)

   COTR is the individual who serves to validate all contract requirements for the Army-wide
    Education Services Support contract and has responsibilities for the contractors under the
    HQ, ACES central contract. In accordance with this requirements-based contract, the COTR
    will be responsible for providing monthly reports on the total number of hours used for each
    contract line item number (CLIN) during that month. The same report will be used for
    centralized contract services for both local, traditional education and eArmyU support. The
    COTR is recommended by the ESO and must be a Department of the Army civilian (DAC).
    This individual can also serve as the TechPOC for eArmyU. Designation Memo and
    Required Reports are located at Appendix S.

Counselors

   Conduct briefings to inform units and key personnel of the special elements of eArmyU.

   Provide counseling to Soldiers interested in enrolling in eArmyU on eligibility requirements
    and tuition obligations. If Soldier elects to enroll in eArmyU, provide counseling to assist
    Soldier to determine specific education partner and degree.

   Advise Soldier to take the Pre-enrollment Readiness Profile (PReP) assessment for online
    learning available on the Prospective Soldier-view of the eArmyU Portal. Use PReP results
    and other measures to complete screening and determine likelihood of success for online
    education. This is a key contribution of the ACES Counselors to the overall effectiveness of
    eArmyU. Screening measures include PReP, prior academic successes, testing completed
    (including TABE, ASVAB/AFCT, placement tests and national tests), maturity, self-
    discipline, study skills, PMOS held, prior distance learning courses completed, technology
    skills, and distance learning comfort level. ACES can access the PReP Counselor’s guide on
    the eArmyU portal. PReP is required for assessment prior to enrollment in the laptop option
    and strongly recommended prior to eCourse enrollment.

   Document counseling by entering notes in EDMIS and the eArmyU portal to maintain a
    complete educational record. (The portal has a section to add notes in each Soldier's record;
    however, the function is not in place to transfer these notes to EDMIS. Until an interface is
    implemented, counseling notes should be entered directly into EDMIS and into the eArmyU
    portal.)

   Issue DA Form XXXX and complete sections 5 and 7. Counselor will sign and check
    whether or not Soldier is approved to participate in eArmyU. Obtain Soldier's signature on
    DA Form XXXX and refer Soldier to Commander for joint approval and to Career
    Counselor/Reenlistment NCO for validation and completion of section 9. Instruct Soldier to

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process form and return to the AEC within 90 days from the date of Counselor’s signature. If
form is not returned within required time period, it will be null and void and the Soldier will
be required to reapply.




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Issuance of DA Form XXXX, eArmyU Participation Agreement For Laptop Enrollment

   It is imperative that ACES Counselors enter the DA Form XXXX, eArmyU
   Participation Agreement (PA) issue-date on the Prospective Student’s Record in order
   for HQ, ACES to maintain an accurate count of PAs that have been issued for FY05.
   HQ, ACES is working to implement an automatic and virtual process by which PAs are
   issued by ACES Counselors and tracked by date and number. Until that process has
   been updated in the portal, please follow the steps below to record the date DA Form
   XXXX, eArmyU Participation Agreement is issued in the portal.

   HQ, ACES will track the number of issued laptops in the eArmyU Data Warehouse. It is
   necessary for ACES Counselors to track issuance of DA Form XXXX, eArmyU Participation
   Agreement until portal processes can be implemented to track issuance of PAs automatically.
   To issue the DA Form XXXX, eArmyU Participation Agreement follow these steps:

Soldier’s Record is in TAPDB

   1. From the ACES Welcome Back page, enter the Soldier’s SSN and retrieve the record.
   2. The Soldier status should say, “Prospective Student.” Click on the link at the bottom of
      the page called “Update Prospective Student Record.”
   3. Near the bottom of the Soldier’s record enter the date the DA Form XXXX, eArmyU
      Participation Agreement, is issued to the Soldier by filling in the date field on this page.
      Click the Submit button to process this date to the database.
   4. The PA will be issued in hard copy from the ACES Counselor until a process can be
      implemented in the eArmyU portal for tracking and issuing PAs automatically.

Soldier’s Record is Not in TAPDB

   5. If the Soldier is not a prospective student, advise the Soldier to complete this action on
       the public view of the portal (www.eArmyU.com) by clicking on the “Enroll in eArmyU”
       link at the top of the public Welcome Back page. If the Soldier is unable to enroll as a
       Prospective Student because their record does not exist in the Total Army Personnel Data
       Base (TAPDB), override the system and register the Soldier as a Prospective Student.
   6. From the ACES Welcome Back page, enter the Soldier’s SSN and retrieve the record.
   7. On the Student Enrollment page, click the “Prospective Student Registration” link to
       override the system and register the Soldier as a prospective student.
   8. Complete the required fields and click “Submit” to save the information to the database.
   9. You will see a message that “The SSN you have entered was not found.”
   10. Complete the required fields under the message header to include entering the date that
       DA Form XXXX, eArmyU Participation Agreement is issued.
   11. .Click the “Submit” button.
   12. You will be presented with the prospective Soldier’s user name and password. Record
       this information and provide to the Soldier (Soldiers can change their password once they
       log onto the portal). Normally, ACES Counselors do not see this information. It is only
       provided when the ACES Counselor must override the systems to enroll a Soldier as a
       prospective student.

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   Complete data input on portal in the enrollment screen to include retention information and
    approval to change Soldier from prospective to enrolled Soldier.

   The cost of the technology package (laptop) option is entered into EDMIS as a six credit
    course. This provides an easy way for Counselors to query EDMIS for information on
    eArmyU Soldier activity. Use the EDMIS global school list. Select the school “eAU
    Technology Option,” school code “TECHPAK,” with a state of “VA.” Enter the appropriate
    costs for the technology package (laptop). HQ, ACES will notify ACES Counselors when the
    cost of the laptop changes.

   Ensure eArmyU participants who have not yet earned an associate degree (or who have 60 or
    fewer semester hours of college coursework) first work toward this degree. Only Soldiers
    with an associate degree or who have completed 60 SH or more should be allowed to select a
    bachelor's degree as their program of study. Failure to do so will result in the Army paying
    higher tuition rates for lower level courses.

   Provide fiscally responsible guidance by encouraging Soldiers to compare the cost of similar
    certificate/degree programs, particularly for those who need to complete prerequisite courses
    for admission to a graduate degree program. As outlined in AR 621-5, the ACES Counselor
    must conduct a cost determination of all programs a Soldier is considering.

   Analyze reports on Soldiers' progress, registration statistics, transfer/dropout rates, status of
    book deliveries and equipment repairs, and helpdesk problem resolution statistics.

   Review online course evaluations, instructional delivery, student satisfaction, etc.

   Review eArmyU/SOCAD Student Agreements for all Soldiers, whether or not they are
    degree seeking with the resident 29 eArmyU education partners. Note: The Soldier’s
    eArmyU/SOCAD Student Agreement will be entered into the portal not later than the end-
    date of the Soldier’s second eArmyU course.

   Follow-up on all course withdrawals from eArmyU courses as eArmyU participants are
    permitted to self-withdraw. Determine whether withdrawal was for personal or military
    reasons.

   Ensure Soldier’s eArmyU account is updated upon Soldier’s PCS/ETS.

   Refer to Appendix N for further information on EDMIS and the eArmyU connection.

Unit Commanders

   Become familiar with eArmyU program to include all eligibility requirements and financial
    obligations of Soldiers.



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   Encourage eArmyU program participation for disciplined, mature, motivated Soldiers who
    have the DL skills necessary for program success.

   Annually Sign and ensure Soldiers’ understanding of the terms of Army Tuition Statement of
    Understanding (SOU).

   Jointly approve Soldier continued program participation with ACES Counselors.

    Note: An enrollment report is posted to the ACES view of the portal each day with the
    registration requests received during the three preceding days. On a monthly basis, ESOs
    should use the Enrollment Report to elicit approval from the unit Commander to coordinate
    Soldier’s continued participation in eArmyU. The intent of the report is to facilitate the
    ESO’s communication with the Commander regarding the Soldier’s eligibility to take
    courses. The ESO has the ability to download the Enrollment Report for coordination with
    Commanders. ESO will place a HOLD on those Soldiers who do not have approval to
    continue enrollment in eArmyU.

   Ensure eArmyU participants have adequate time to complete courses successfully, within the
    constraints of mission requirements.

   Facilitate success by on-going mentoring.

   Notify ACES of any roadblocks, such as training or missions, to course completion.

Soldiers

   Understand the purpose and program goals of eArmyU.

   Soldiers may submit the DA Form XXXX by fax or email. However, they must also
    simultaneously submit the original, signed form to the same AEC.

   Understand the eArmyU benefits/obligations incurred as stipulated on the DA Form XXXX,
    eArmyU Participation Agreement. This form is a legal, binding contract between the Soldier
    and the U.S. Army.

   Annually sign and secure Commander’s verification on the Army Tuition Assistance SOU
    and agree to the terms governing the use of Army TA every quarter on the eArmyU Portal.

   Meet the institution's admission criteria. Soldiers will complete the common application
    within one week of program enrollment.

   Soldiers who are degree seeking with one of the resident 29 eArmyU education partners,
    should work with the ACES Counselor to ensure all transcript requests for prior college work
    and military experience and training are completed on the Prospective view of the eArmyU
    portal. AARTS will be automatically requested via the portal when Soldiers enroll in
    eArmyU. Soldiers who attended/graduated from overseas Department of Defense Dependent

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    Schools (DoDDS) can find information regarding transcript requests on the DoDDS
    homepage. This Department of Defense Education Activity (DoDEA) website contains a
    listing of Student Records and Transcript Request Procedures and can be reached at the
    following url: http://www.odedodea.edu/transcript/.

   Work with the ACES Counselor to ensure that the eArmyU/SOCAD Student Agreement has
    been noted into the portal not later than the end-date of the second eArmyU course.

   Seek academic advisement and support from eArmyU Program Mentor, SMARTHINKING
    tutors, instructors, helpdesk staff, and other relevant advising services, as needed.

   Maintain open communication with an Army Continuing Education System Counselor.

   If enrolling with a Laptop, accomplish program milestones (e.g., completion of at least four
    hours of eArmyU courses annually).

   Ensure all courses meet specific degree requirements. If a Soldier is unsure, it is the Soldier's
    responsibility to check with an ACES Counselor, program mentor, or school advisor
    BEFORE registering for the course.

   Ensure current, contact information is listed in the portal to enable adequate program support
    from ACES staff and IBM. Soldiers will update their mailing address in the portal each time
    there is a course enrollment if the address has changed so that books will be shipped to the
    correct location. If the Soldier does not receive the course materials by the course start date,
    a helpdesk case should be created via the portal CRM immediately and the instructor should
    be alerted. MBS will overnight ship a textbook when a helpdesk case is created regarding a
    missing book. Documentation by the Soldier of failure to receive a textbook is an important
    decision factor in requests for a withdrawal for contractor reasons and protects the Soldier.

   Provide test proctor information to school(s) at least 2-weeks prior to the date of exam.
    Contact AEC and schedule exam in accordance with local test schedule policy.

   Encourage other eligible Soldiers to participate in eArmyU.

   Advise the AEC of any intent to withdraw from an eArmyU course. Complete the portal
    withdrawal form and follow the established portal and AEC procedures to complete the
    withdrawal process.

   Seek approval from an ACES Counselor to change program plan or to take more than 8 SH
    in a term.

   Work with the AEC to resolve HOLDs.


eArmyU Integrator International Business Machines (IBM) Corporation Global Services (GS)


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   IBM, formerly PricewaterhouseCoopers, is the eArmyU contracted integrator. The
    integrator’s eArmyU primary management team remains unchanged.

   As the primary eArmyU contractor, IBM serves as the overall integrator of education,
    technology, and program management delivery. The centerpiece of the eArmyU program is
    the delivery of high-quality online education. The ability of IBM to effectively leverage the
    established ACES/SOC resources is vital to the success of the eArmyU program.

   IBM's integrator role includes expanding the eArmyU program through marketing and public
    relations efforts; contacting and informing potential institutions about eArmyU; facilitating
    the application process to SOC for SOCAD membership and/or agreement to SOC
    principles; and documenting, tracking, and automating the process of procuring academic
    programs for eArmyU.

   IBM must comply with all requirements in the Performance-Based Work Statement. These
    requirements include: (1) developing and managing the eArmyU web portal; (2) managing
    all student enrollment processes; (3) furnishing each student with a technology package (or a
    technology support package); (4) providing essential tutoring, mentoring, and advisory
    services; (5) reporting eArmyU program performance statistics; (6) marketing the program;
    (7) online support; (8) monitoring quality assurance; and, (9) providing ongoing, updated
    portal training for ACES Counselors and soldiers .


IBM Support Staff

During the base/implementation year, on-site support staff was provided at the three initial plus
two expansion eArmyU installations. As of 1 Mar 02, the program became virtual at all sites,
with complete technology packages delivered directly to Soldiers at addresses listed in Soldiers’
record on portal. Technology training (a virtual “Boot Camp”), including laptop setup, internet
connectivity, and portal navigation, is delivered virtually. This training program is installed on
each laptop when shipped and is posted on the eArmyU portal for Soldiers who select the
technology support package option. Three regional depots are located in CONUS: Georgia,
Texas and Virginia; two regional depots are located OCONUS: Korea and Germany. These
depots have been established to provide continued technical support which consists of
repair/replace technology packages under warranty and software support.

   eArmyU Program Mentors (PMs). PMs work proactively with all eArmyU Soldier-students
    beginning at their point of entry into the program. They personalize support for each student
    by tailoring appropriate interventions to promote student success. They monitor Soldier-
    students' progress through a review of automated notifications of defined risk factors such as
    failure to enroll, test failures, deficient grades, incomplete grades, failure to open emails, etc.
    They also facilitate Soldier-students' access to academic advisory services offered by the
    institutions to assist with degree planning and respond to questions or problems about
    specific courses, school policies, instructor interactions, etc.



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   eArmyU Technology Support. IBM provides virtual technology support, including a
    helpdesk available 24/7. Helpdesk responds to questions or problems regarding laptop
    maintenance and repair, access to and navigation of the portal, questions on where to locate
    grades or courses on the portal, etc. Helpdesk can be reached at 1-800-817-9990. Refer to
    Appendix W List of Key Contacts for OCONUS toll-free numbers.

   In all cases, the first echelon of assistance for any issue concerning eArmyU Soldier-students
    and/or ACES Counselors is the 24/7 helpdesk, a real-time option that is available either by
    phone or through the portal by creating a helpdesk (CRM) case .


Key Contacts

eArmyU Contact Information
If you have further questions about eArmyU, please use one of the sources of information listed
below.

For the quickest resolution to your administrative, student, and operational issues or questions,
create create a helpdesk case via the eArmyU portal–or call one of the following phone numbers
to reach a member of the IBM eArmyU Operations Team:



IBM eArmyU Operations Team

 Contact                 Title                    Responsibility             Telephone
 Jeffrey D. Carpenter    Deputy Program           Oversees eArmyU operations 703-653-7047
                         Manager, Operations
 Dennis Bundy            Manager, Support,        Coordinates Program             703-653-7046
                         Outreach, and            Mentors, helpdesk,
                         Logistics                technology support, and
                                                  outreach
 Pama Miller             Manager, Operations,     Resolves eArmyU                 703-633-4696
                         Student Services         administrative and process
                                                  issues
 Philip Platt            Manager, Education       Oversees eArmyU education       703-633-4529
                         Partners                 partner communications and
                                                  policy coordination


ACES eArmyU Team

 John Prussing            Program Manager          Oversees ACES eArmyU             DSN: 221-8895
                                                   program


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 Eric Thomas             COR                     Oversees ACES eArmyU            DSN: 221-3886
                                                 contract issues
 Elizabeth Nass          Program Coordinator     Oversees ACES eArmyU            DSN: 221-2191
                                                 implementation and              (TAPCPDE@
                                                 operations                      hoffman.army.m
                                                                                 il)
 Geraldine Hicks         COR Central Contract    Oversees ACES central           DSN: 221-3531
                                                 contract issues

eArmyU Helpdesk – serves as the primary point of entry into the eArmyU Student Support
Services system for any question or issue. The helpdesk is available 24/7.

       CONUS Telephone: 1- 800-817-9990
       OCONUS:          Please see the following table for instructions on how to contact
                        the helpdesk from your location.

Instructions:
After dialing the OCONUS/Country number listed below, you may be asked to provide an
additional number. Please dial 800-861-7770 (Do not include a #1 in front of the number) to
reach the helpdesk.




TOLL-FREE COUNTRY CODES FOR OCONUS SOLDIER-STUDENTS

OCONUS LOCATION                              TOLL-FREE TELEPHONE NUMBER
Australia                                    1-800-881-011 OR 1-800-551-155
Croatia                                      0800-220111
Egypt
  Cairo                                      510-0200
  Outside Cairo                              02-510-0200
Germany                                      0-800-2255-288
Greece                                       00-800-1311
Japan                                        005-39-111
  IDC                                        0066-55-111
  JT                                         0044-11-111
Jordan                                       18-800-000
Korea, Republic                              0072-911
  US Military Bases Korea Telecom            550-HOME (4663)
  ONSE                                       0036-911
  Dacom                                      0030-911
Macedonia                                    99-800-4288
Marshall Islands                             1-800-225-5288
Russia                                       755-5555
  Moscow                                     755-5042
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 St. Petersburg                     325-5042
 St. Petersburg Option 2            8-10-800-497-7211
 Ekaterinburg                       8-10-800-110-1011
 Irkutsk                            8-10-800-110-1011
 Novosibirsk                        8-10-800-110-1011
 Omsk                               8-10-800-110-1011
 Rostov-on-Don                      8-10-800-110-1011
 Vladivostok New                    8-10-800-110-1011
 Other Cities I                     8-10-800-110-1011
 Other Cities II                    8-10-800-110-1011
 Ufa                                8-10-800-110-1011
Saudi Arabia                        1-800-10
Yugoslavia - Kosovo PREPROGRAMMED PHONES - PICK UP AND DIAL CONUS
TOLLFREE # (1-800-817-9990) FROM MILITARY BASE.

Email: Logon to www.eArmyU.com, select the Resources tab, then “Create/Find Helpdesk”

Helpdesk cases may also be generated directly via the eArmyU portal using the CRM. To use
this feature, click on the “Resources Tab,” then click on the “Helpdesk” link on the left hand side
of the frame. Click on “Create/Find a Helpdesk Case” to generate and track the case. An
automated email with the resolution to the helpdesk case will be generated when the case is
closed.

Note: If an ACES Counselor wishes to open a case on behalf of a Soldier, it is best to contact the
helpdesk via phone or have the Soldier generate the case from his or her view of the portal. If an
ACES Counselor opens a case on the Soldier’s behalf via the Counselor’s view of the Portal, the
helpdesk agent is trained to close the case immediately and re-generate the case in the Soldier’s
view of the Portal so that the case is associated with the person who needs to receive the
resolution.




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INDEX                                            education partner, 28, 44, 63
                                                 eligible, 41, 43, 56, 67, 69
12 SH, 13, 14, 16, 31, 33, 34, 42, 43            eligible Soldiers, 56, 67, 69
15 SH, 3, 31, 32                                 email address, 60, 62
ACES Counselor, 16, 19, 23, 25, 29, 31, 32,      enrollment, 6, 7, 11, 13, 14, 15, 16, 23, 24,
 33, 37, 39, 40, 42, 43, 45, 66, 68, 69            25, 29, 30, 33, 40, 45, 59, 60, 66, 67, 68
ACES multimedia training, 6                      ESO, 7, 13, 14, 28, 29, 37, 44, 58, 59, 62,
admission, 12, 30, 66, 68                          63, 67
advisory services, 6, 69                         expansion, 69
allocations, 11                                  extend, 11, 44
Annual Catalog, 3                                fees, 2, 15, 30, 38, 41
antivirus software, 14, 16                       Fiberlink, 9
Army/American Council on Education               financial obligation, 12, 37
 Registry Transcript System (AARTS), 13          financial processes, 30
behind pace, 4, 5, 33, 34, 35                    , 2, 4, 26, 38, 41
books, 2, 7, 9, 38, 41, 68                       grade, 3, 30, 31, 32, 33, 36, 37, 38, 39, 40,
Campus POCs, 4                                     44, 45, 54, 57
career decisions, 27                             grade point average (GPA), 3, 31, 32
combat, 8, 11, 15                                Green to Gold, 14
Commander, 6, 11, 12, 13, 15, 32, 37, 38,        helpdesk, 71
 39, 41, 44, 54, 56, 58, 59, 64, 67              Helpdesk, 4, 14, 16, 24, 25, 69, 71
commercial telephone service, 14                 High School Diploma, 11
common application, 9, 13                        HOLDs, 4, 30, 31, 32, 35, 59, 69
contract requirements, 63                        home institution, 3
costs, 3, 14, 16, 23, 43, 66                     IBM, 70
counseling, 4, 15, 35, 63, 64                    installations, 1, 55, 56, 57, 58, 59, 69
course grades, 30                                insurance, 14, 16
Course materials, 7, 8                           Internet, 1, 2, 14, 26, 27, 38, 41
course registration, 3, 4, 8, 13, 29, 36, 37,    Internet Service Provider (ISP), 15
 39, 40                                          laptop, 8, 9, 11, 13, 14, 15, 16, 18, 27, 43,
course requirements, 3, 27                         44, 56, 66, 69
course withdrawal, 6, 15                         library, 26
course-by-course, 8, 10                          limited Internet access, 27
credit for military skills and experience, 3     mailing address, 7, 22, 68
credit hours, 25, 26                             marketing, 6, 7, 57
CRM, 4, 7, 30, 33, 59, 68, 70                    MBS Direct, 7
DA Form XXXX, 6, 11, 12, 13, 15, 42, 56,         medical discharges, 37
 61, 64, 67                                      Officer Candidate School (OCS), 14
Data Warehouse, 58, 61                           Online Writing Lab (OWL), 26
Degree Maps, 26                                  Operation Early Academic Guidance for
degree programs, 3, 66                             Learning Excellence (EAGLE), 5
deployment, 12, 14, 32, 39, 43, 44, 57, 58       Operation Student Online Achievement
eCourse, 8                                         Recognized (SOAR), 5
EDMIS, 6, 15, 30, 36, 37, 38, 39, 40, 41, 42,
 43, 45, 56, 62, 64, 66

                                                                          27 Sep 0406 May 05
                                                                                      Index-1
                                       eArmyU Fiscal Year 2005
                                         Implementation Plan
Operation Virtual Counselor Transforms               SH program milestones, 33
 Online Resources for You (ViCTORY), 4,              shipping system, 20
 5                                                   Smarthinking, 9
Participation Agreement, 11, 15, 23, 24, 34,         SOC, 3, 57
 41, 42, 44, 56, 61                                  SRR, 11, 12, 13, 15, 41, 42, 44, 56, 59, 62
portal, 1, 3, 4, 5, 6, 7, 13, 14, 15, 16, 18, 21,    student services, 4, 6, 23
 23, 24, 25, 27, 28, 29, 30, 31, 32, 33, 34,         TA, 2, 3, 31, 32, 41, 42, 44, 45, 62
 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45,         TA management functions, 30
 52, 56, 57, 58, 59, 60, 61, 62, 64, 66, 67,         technology options, 6
 68, 69, 70                                          technology package, 11, 13, 14, 15, 16, 18,
Program Mentors, 4, 5, 6, 16, 33, 35, 69              20, 21, 22, 23, 24, 25, 31, 42, 43, 66, 68
program milestones, 4, 5, 14, 33, 43, 47, 52,        technology support package, 13, 15, 66, 68,
 61, 68                                               69
recoupment, 3, 6, 14, 30, 32, 35, 36, 37, 39,        telephone, 9, 14
 40, 41, 42, 43, 44, 45, 51, 52, 61, 62              Term Schedule, 3
Recoupment, 36, 37, 38, 39, 40, 41, 42, 43,          test conduct, 29
 45, 46, 47, 52, 54, 62                              Test Control Officers, 28
reenlistment, 37, 56, 61, 62                         test examiners, 28, 61
registration, 4, 6, 8, 29, 34, 59, 66, 67            test loss, 29
responsibility, 3, 7, 16, 23, 25, 55, 56, 58,        testing, 6, 26, 28, 62, 63
 59, 63, 68                                          transcript requests, 13, 29, 68
Responsibility Matrix, 62                            Tuition Assistance, 2, 41
retention, 11, 56, 66                                tuition cap, 2
Retention Management Branch, 55                      tuition ceiling, 2, 3, 31, 45
retirement, 12, 15, 41                               tutoring, 2, 4, 26, 38, 41
school, 4, 13, 14, 15, 16, 28, 29, 37, 66, 68,       viruses, 14, 16
 69                                                  voluntary separation, 37, 41
schools, 3, 9, 13, 28, 35                            Warrant Officer School, 14
security, 14, 16, 57                                 Withdrawals, 32
separation, 12, 15, 37, 43, 44, 56, 60




                                                                            27 Sep 0406 May 05
                                                                                        Index-2

				
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