NAIP Quick Reference Guide 2009-2010 by dennishaskins

VIEWS: 1,611 PAGES: 32

									For Official Use Only - Privacy Sensitive - Any misuse or unauthorized disclosure may result in both civil or criminal penalties

    NAIP Quick Reference Guide
The purpose of the NAIP Quick Reference
Guide is to orient interns to the NAIP by
providing quick access to important, helpful
The NAIP Operating Guide, the NSPS Policy
and Guidance document, and the NAIP
website provide the official policy and
guidance on the topic matter contained
7 Steps to Success in the NAIP

  1.    Check the NAIP Website Bulletin Board daily.
  2.    Read and adhere to the following policy documents:
           a)   NAIP Operating Guide for policy and guidance.
           b)   NSPS Policy and Guidance document.
           c)   Joint Travel Regulations (JTR)
  3.    Focus on the NAIP Mission and Objectives.
  4.    Assume responsibility for clear communications.
  5.    Take responsibility for your own career.
  6.    Network with other NAIP interns.
  7.    Present yourself professionally.

           We recognize your potential and want to help you achieve it!

  Tips for Success
Career Development

  • Outlines requirements to perform at the journeymen level in respective career field.
  • When tailored to the individual intern, the plan becomes an Individual Development Plan
  • Examples of completed IDPs are posted on the NAIP website.
  • MDPs are located on the NAIP website under Current Interns/Official Forms/Career
  Management/MDPS. The MDP covers the following areas:
      • Career Field Competencies
      • Rotations
      • Senior Project (if required)
      • DAWIA Training
      • Additional Formal Training
  Things to Remember
  • The IDP is a fluid document and will change often.
  • Work with your Career Field Manager (CFM) to develop your IDP.
  • If you do not know who your CFM is, contact your Associate Career Manager (ACM).
  • The IDP is due to the NACC ACM within 45 days from Entrance on Duty (EOD) date.

Master Development Plan (MDP)
Graduation Requirements


                       The information below applies to Non-DAU, NACC funded travel only.
Highlights                                                        Travelers Using DTS
• Complete the „Traveler Course‟ under DTS                        • Verify with Lead Defense Travel
Training:                                                         Administrator that NACC routing has been
                                                                  set up.
• DO NOT purchase your own airfare ticket.
                                                                  • Create travel authorization in DTS.
• Encourage Interns to carpool when attending
                                                                  • If flying, must select government contract
training with other NACC interns.
• Keep all receipts for travel settlement
                                                                  • Submit travel voucher in DTS upon return.
• Limit ATM use as ATM fees add up quickly.
                                                                  • DTS Help Desk: 1-888-435-7146
• $50 per/week is authorized for gas and is for work
related travel only.
                                                                  Non-DTS Travelers
• Gas money expended for personal trips while on
travel will not be reimbursed.                                    • Prepare travel request form and submit to
• If lodging is not booked through Defense Travel
System (DTS), put location and cost of lodging      • CSR will input travel request into DTS
arrangements in comments to the approving official.

          See Travel Training Brief on NAIP Website for further instruction and guidance.             Travel

  Before going on Travel, make sure you do the following:
          Submit travel request form and required documentation 60 days in advance.
          Obtain approval on travel request form.
          Obtain approved travel orders via DTS.
          Print your orders and carry with you while TDY.
          If flying, check DTS and ensure tickets have been paid for.
          Make sure your Government Credit Card is activated prior to departure.
          Turn on your “Out-of-Office Assistant” in MS Outlook and put an extended absence
         greeting on your voicemail.
          Make sure you‟re on an 8 hour schedule while on travel.
   While on Travel, make sure you do the following:
          Save all of your receipts.
          Contact your CSR before making any changes to your travel arrangements.
   Upon Return from Travel:
          Process your travel voucher in DTS within 5 days after your return.
          Turn off your “Out-of-Office Assistant” in MS Outlook and remove your extended absence
         greeting on your voicemail.

         Read the NAIP Operating Guide, Section 6.4 for further guidance and instruction.

• The rotational assignment is a requirement of the MDP.
• Rotations cannot cross fiscal years.
• NACC funds rotational assignments in accordance with the MDP.
• Rotational assignments should be performed within the local commuting area whenever possible.
• Rotational assignments outside of the Department of the Navy are extremely rare.
• Rotational assignments must be clearly defined.
• The NACC does not fund back-to-back rotations.
• See the NAIP Operating Guide for special instructions regarding rotations outside of the continental United
States (OCONUS).

Things You Need to Know
• Required documentation is due to NACC Associate Career Manager 60 days in advance.
      • IDP page signed by Homeport CFM and Rotation site CFM
      • NACC Intern Travel Request Form
      • Create Travel Orders in DTS
• Provide your CSR and ACM with contact information at the rotation site.

                                                                               Rotational Assignments
Rotational Assignment Checklist

 Make sure rotation assignment is a career field requirement in MDP.
 Know the not-to-exceed (NTE) length of the rotation.
 Read Section 6.4 of the NAIP Operating Guide prior to submitting documentation to NACC.
 Follow applicable checklist for submission of travel request located in NAIP
   Operating Guide (i.e. DTS vs. Non-DTS).


Register Now Website:

The Register Now Website Offers the following:
• Ability to Search and Apply for Defense Acquisition University (DAU)
• Ability to Update Student Profile
• Ability to Request DAU Student Travel Funds
• Ability to Request Cancellations
• Ability to Resend Approval Request Emails
• Register for Career Field Certification
• Register for Continuous Learning
(All personnel in DAWIA positions must have 80 CLPS every 2 years.)

• Additional Information is Available on the NAIP website under
   “Intern Orientation Sessions “ – DAU Register Now

                                                                Register Now
DAU Points of Contact

                         Navy Register-Now Support Team

             A – DO                            L – RL
             (240) 725-0727, ext. 224          (240) 725-0727, ext. 274

             Dp – K                            RM – Z
             (240) 725-0727, ext. 254          (240) 725-0727, ext. 249

             Team Lead
             (240) 725-0727, ext. 222

   Tuition Requests

Other than DAU Courses or AWTAP Courses

   Highlights:                                          Things You Need to Know:
   • Need to submit an SF-182 (do not include travel    • CSRs cannot make corrections on SF-182
   costs on this form) along with the following:
                                                        • Intern is responsible for sending approved SF-182 to
        • Course description                            vendor (i.e. College).
        • Printed version of course cost                • Please email PDF version of tuition request to CSR
        • IDP Page                                      • Do not submit last minute tuition requests.
        • Travel Request Form (if traveling)
   • All tuition requests must reach NACC at least 60
   days in advance

                                                                    Tuition Requests
AWTAP              Log on to Register-Now for AWTAP to build an Educational Development Plan (EDP)

• The Acquisition Workforce Tuition Assistance Program (AWTAP) is designed for an entire degree program.
• It is paid “up front” - not as tuition reimbursement after courses are completed.
• AWTAP pays most fees but excludes materials that could become student.
   property such as textbooks, computers, calculators, etc.
• AWTAP will fund only one degree per employee; Program Length cannot exceed 5 years.
• Current annual limit - $6,300.00.
• Additional information regarding AWTAP available on the NAIP website, on the „Current Interns‟ page in the
DAU – Register Now Brief.
• When ready for course registration you must request a SF 182 form through the Register-Now system.
• This should be done up to 60 days prior to course start date.
• You must provide course grades to your Register-Now Support Specialist within 30 days of the course

In order to qualify for AWTAP
•   Intern must be making progress towards DAWIA certification
•   IDP must be on file at NACC.
•   Intern must meet minimally acceptable performance standards.
•   Intern must not be pending disciplinary action.
•   School must be accredited by an agency approved by the United States Department of Education.
•   Intern must pursue an allowable degree program.


• ACDP occurs on the anniversary of your EOD date, if in a three year program.
• Performance Review Form required 45 days in advanced of ACDP date.
• Must be a Level 3 Performer in order to receive an ACDP.

 * Does not apply to the Life Cycle Logistics Career Field
                                                   Pre-Grad   Program Length
 Pay Schedule/Education         ACDP 1    ACDP 2    ACDP          (Years)
If YA:
Schedule A; GPA < 3.0 (2.95)      20%       20%      17%          3 years
No Bachelors Degree               22%       18%      13%          3 years
With a Bachelors Degree           22%       18%      13%          3 years
With a Masters Degree*            10%       10%      13%         2.5 years
If YD (Engineers/Computer
Schedule A; GPA < 2.8 (2.75)      16%       17%      13%         2.5 years
With a Bachelors Degree            3%       14%      10%         2.5 years
With 2 years of experience or                                     2 years
related higher education          13%        n/a     10%
With a Masters Degree             13%        n/a     10%          2 years
If YD (Non-Engineers/
Non-Computer Scientists)
Schedule A; GPA < 2.8 (2.75)      20%       20%      17%          3 years
With a Bachelors Degree           22%       18%      13%          3 years
With a Masters Degree             10%       10%      13%         2.5 years

                                    Accelerated Compensation for Developmental Positions
NSPS/Performance Plans

  NSPS Performance Cycle:
  • The NSPS Performance Cycle is 12 months long (1 Oct – 30 Sept)
  • Interim Review Occurs Midway through Performance Cycle (March)
  • Final Review Occurs at the end of the Performance Cycle (September)
  • Performance Payout Occurs in the first full pay period in January.
  • See NSPS Policy and Guidance for yearly timelines in detail.

  Things you need to know:
  • All interns must be performing under a performance plan for at least 90 days in
   order to receive a performance rating.
  • Establish a performance plan in the Performance Appraisal Application (PAA) within 30 days of
   Entrance on Duty (EOD) date.
  • Instructions for creating a performance plan are posted on the NAIP website under ‘NSPS
  • Interns must have a Rating of Record of „Level 3‟ or above in order to receive a
    performance payout and an Accelerated Compensation for Developmental Position (ACDP).


          STEP 1: Create Interim Review Self Assessment
           Intern completes self assessment in a word document
           Intern emails self assessment to their supervisor
Interim    Intern enters self assessment in the Performance Appraisal Application
Review      (PAA)
          STEP 2: Complete Performance Review Form
           Supervisor completes Interim Review using the NAIP NSPS
            Performance Review Form (PRF)
           Supervisor emails PRF and Self Assessment to the Career Field
           Career Field Manager reviews the PRF and Self Assessment then emails
            the PRF to the NACC Rating Official.

          STEP 3: Acknowledge Interim Review
           Supervisor communicates Interim Review to the Intern
           Intern contact NACC Rating Official to acknowledge completion

          STEP 4: Complete Interim Review
           NACC Rating Official documents communication of the Interim Review and
            completes the Interim Review in the PAA.

                                                       Interim Review
NSPS Final Review

                    STEP 1: Create Self Assessment for Final Appraisal
                     Intern completes self assessment in a word document
                     Intern emails self assessment to their supervisor
        Rate         Intern enters self assessment in the Performance Appraisal Application
    Performance       (PAA)
                    STEP 2: Complete Performance Review Form
                     Supervisor completes Final Review using the NAIP NSPS
                      Performance Review Form (PRF)
                     Supervisor emails PRF and Self Assessment to the Career Field
                     Career Field Manager reviews the PRF and Self Assessment then emails the
                      PRF to the NACC Rating Official.

                    STEP 3: NACC Rating Official Enters Data into the PAA.

                    STEP 4: Pay Panel Meets and Reconciles Final Rating.
                    STEP 5: PAA data is validated and sent to DCPDS.
                    STEP 6: Completed Final Review communicated.
                    STEP 7: Intern contacts NACC Rating Official to acknowledge a
                    completed Final Appraisal.


•   NSPS Information
     •   Policy and Guidance
     •   Performance Appraisal Application User Instruction
     •   Tips for Writing a Self Assessment

•   NSPS Home Page
•   Self Assessment Training
•   Self Assessment Tips
•   PAA Tool

Time and Attendance
     •     Deadline for submitting timesheets is the Tuesday before the end of each pay period.
     •     Email PDF of timesheet or Fax timesheets to 717-605-3910.
     •     Please ensure that your timesheet is forwarded to NACC on time every time.
     •     Pay very close attention to the pay periods that have an early submission deadline.

     Things You Need to Know
     1.   The timesheet transmission schedule is located at the following url, under „Resources‟

     2.   Detailed time and attendance guidelines are located at the following url, under „Resources‟

     3.   A list of interns whose timesheets have not been received by the submission deadline is
          posted on the NACC bulletin board each pay period.

     Points of Contact
     For distribution codes: 202 and 203            For distribution codes: 201, 204-207
     717-605-8642                                   717-605-2668

     Time and
 Time and

Remember to do the following:
   Check the transmission schedule for the deadline for submitting your time card
   Have your supervisor sign your timesheet
   Check the late list to ensure that your timesheet was received at NACC for this pay
   Contact your Payroll Technician if your timesheet was submitted late
   Notify your CSR and Payroll Technician of any changes in address or contact
   Change to an 8 hour schedule, as appropriate, if you traveled during this pay period
   Provide all of the requisite documentation for the exception codes listed on the “Quick
    Reference” section of the “Time and Attendance Guidelines”.

                                                                     Time and Attendance
Common Access Card

 What is the Common Access Card (CAC)?
  The CAC is a DoD smartcard issued as standard identification for military personnel,
  civilian employees, and eligible contractor personnel. The CAC is used as a general
  identification card and is required to log in to DoD computers, web-based DoD
  applications, and certain DoD facilities.
 How do I obtain a CAC?
 Your Homeport Supervisor or Command Activity Field Representative should
 ensure that the proper paperwork is completed prior to your arrival in order to
 obtain a Navy Marine Corps Intranet (NMCI) account for you. This is the first step
 in providing you with access to government computers.
 The process for obtaining your CAC does not begin until you have reported for
 your first day of work.

 Step 1: Complete the DD 1172-2 with your Supervisor
 Your Supervisor, Career Field Manager, or the Local Command security office, can
 provide you with the paperwork (Form DD 1172-2) needed to get your CAC. You
 and your Supervisor will need to complete the form.

                              Access Card
                                  Access Card

Remember to carry your CAC when you leave your area or your command for identification purposes.

Step 2: Make an appointment to visit the CAC issuance office
Once the paperwork has been completed, you will need to make an appointment to visit the CAC issuance
office by booking an appointment online at:
(Your Supervisor, Command Activity Field Representative, or other designee can assist you with the online
appointment process, as you will be unable to log on to your computer at work prior to getting your CAC).

Step 3: Contact NMCI Helpdesk for “First Time User Set-up”

After obtaining your CAC and signing on to your computer for the first time, you will need to contact the
Navy Marine Corps Intranet (NMCI) Helpdesk at (866-843-6624) to have them guide you through the
“First Time User Set-Up.” This set up process will ensure that your system certificates (ID, Signature, and
Encryption) are registered on your computer and that your Microsoft Outlook e-mail is set-up properly. It
should be noted, that you will have to re-register your system certificates any time you permanently
change computers.

                                                                       Common Access Card

How to Obtain a Visit Request:                            When are they required?
1.   Contact the POC for the travel event and determine the When traveling outside of your Host Command.
     security requirements of the event.
                                                                1. Rotational Assignments
2.   Download Visit Request Form from the NAIP Website
     under „Official Forms‟.                                    2. Special Projects

3.   You will need the following information regarding the      3. Meetings
     site you‟ll be visiting:                                   4.   Contractor Visits
       a. Full address
       b. Security POC
             (Name, Phone #, Fax #, and SMO Code)         Things to Remember:
       c. Dates of Visit (From, To)                       1.   Please submit Visit Requests at least one
       d. Reason for Visit                                     week in advance of the event whenever
       e. Level of Security Access needed.                     possible.
       f. Your Name, Grade, and Phone #
                                                          2.   Make sure the Visit Request is 100%
4.   Return via Fax or Email to:                               complete; incomplete Visit Request forms will
                                                               not be processed.
     COM 717-605-1354              COM 717-605-1784
     DSN 430-1354                  DSN 430-1784


Trust men, and they will be true to you; treat them greatly and they will show themselves great. - Ralph Waldo Emerson

  • Become a more likeable person.                            • Gain cooperation from others.
        • Avoid criticizing and complaining.                      • Remember and acknowledge the importance of
        • Look at things from the other person‟s                  other people.
        perspective.                                              • Be enthusiastic and energetic.
        • Smile!                                                  • Ask other people for their opinion.
        • Commit people‟s names to memory.                        • Tell people what you want them to achieve instead
        • Avoid transferring your problems onto others.           of how to do things.
        • Take responsibility for ensuring clear                  • Show sincere gratitude.
        • Be a good listener.

  • Avoid and resolve conflicts better.                       • Build strong leaders around you.
        • Be proactive; Good plans shape good decisions.          • Recognize the potential in others and then help
        • Point out others‟ mistakes indirectly rather than       them achieve it.
        telling people they are wrong.                            • To lead the people, walk behind them. Lao-Tzu
        • If you‟re wrong, admit your mistake as soon as

Navy/Marine Corp Officer Insignias

                                              GS- 7

                                             GS-8- 9








                                     Military Insignias and
                                     Civilian Equivalents

• Know and follow your chain of command.
• Always address someone by his or her title and last name unless you are instructed otherwise.
• Be on time. Remember: 5 minutes early is on-time, on-time is late.
• Do not enter or leave a room during a presentation.
• Silence your cell phone during meetings and presentations.
• Be self aware.
• Treat people with respect.
• Cultivate an image of professionalism.
• Show people honest and sincere appreciation.
• More communication is better than less communication.
  The greatest problem in communication is the illusion that it has been accomplished.
  - Daniel W. Davenport
Remember: There‟s only one chance to make a good first impression.

Professional Dress                                   “Dress for the job you want, not the job you have.”

  What is Professional Dress?                                           What to avoid:
  • Well tailored suit in traditional colors (navy                      • Athletic shoes, flip-flops, sandals
  blue, gray, or black)                                                 • Jeans and T-shirts
  • Long sleeve, button down shirt,                                     • Anything that is wrinkled, ripped, torn
  • Conservative Tie                                                    or stained.
  • Leather Shoes, wing tip or loafer style

  What is Business Casual?
  • Slacks, suit pants, khakis
  • Dress shirt (tie optional), polo shirt
  • Leather shoes


What is Professional Dress?                         What to avoid:
• Well tailored suit in traditional colors (navy    • Athletic shoes, flip-flops, strappy
blue, gray, or black)                               sandals
• Cotton or Silk blouse in a conservative color     • Jeans and T-shirts
• Low to medium heeled, leather shoes               • Anything that is wrinkled, ripped,
• Never wear open toe shoes.                        torn or stained, tight fitting, or too

What is Business Casual?
• Dress Slacks, skirts, dresses, khakis, Capri's
• Tailored blouse or shirt
• Conservative shoes

  When in doubt, err on the side of conservatism.   Professional Dress
Email Etiquette
1.   Know the difference between “To” and “CC”
      •    The people you include in the “To” field should be those you expect to read and take action on the
      •    The people you include in the “CC” field should be those who have a need to know. Note the “CC”
           should be used sparingly.
      •    “BCC” should be used even more sparingly.
2.   Keep messages brief and to the point.
3.   Avoid discussing multiple subjects in a single message.
4.   Reply to emails in a timely manner.
5.   Be mindful of your tone
6.   Use all caps sparingly.
7.   Avoid replying to a message in anger.
8.   Avoid using email to criticize others.
9.   Before you “Reply to All” make sure everyone needs to know first.
10. Do not forward chain letters.
11. The “High priority” flag should be reserved for messages that are truly urgent.
12. Use your spell checker.
13. Include a signature with your contact information.
14. Re-read your email before you send it.


Professional Development
• CNO Professional Reading List:
• Ninth House Instant Advise:
• USDA Graduate School:

• NMCI Homeport Training:

 • Per Diem and Travel Regulations

 Federal Benefits
 • DCPDS Portal provides access to the following links:
       • My Pay
       • EBIS
       • TSP
       • OPM Homepage
       • USA Jobs

 Personnel Information
 • Total Workforce Management Site

                                                                              Recommended Links
Points of Contact

 Contacting your CSR                                           Contacting your ACM
  NAVAIR        717-605-3746                                   NAVAIR         717-605-2887
  NAVSEA        717-605-6484                                   NAVSEA         717-605-2279
  ALL OTHERS 717-605-3852                                      ALL OTHERS 717-605-3920

 Contact your CSR for the following:                           Contact your ACM for the following:

 1.    Processing tuition and travel requests                  1.     Guidance concerning career management
 2.    Coordinating travel for training and education          2.     Reviewing/Approving Rotational
       requirements.                                                  Assignment plans.
 3.    Obtaining tuition assistance for training               3.     Reviewing senior project proposals
       requirements.                                           4.     NSPS Performance Appraisal questions
 4.    Updating personal information                           5.     Individual Development Plan questions
       (i.e. changes to phone numbers, email address).         6.     Questions regarding graduation
 Note: Annotate home address changes on your timesheet.

  When contacting your ACM or CSR, please keep in mind that they are responsible for over 400
  interns. They will respond to your email and telephone inquiries in a timely manner. Please contact
  your ACM or CSR only, unless otherwise directed.

                                                             Points of Contact
This guide is not intended as a substitute for the NAIP Operating Guide or
the NAIP NSPS Policy and Guidance document. For complete, detailed
Information regarding the topics contained herein, please consult the
the NAIP Website:

Please provide comments and suggestions regarding this guide to

                           Version 1.0 - 2008

To top