Rotc Cadet 201 File Worksheet - DOC

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  22 July 2011, Ver 2*

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                                        TABLE OF CONTENTS

WELCOME TO ROTC                                          PAGE
Welcome To AFROTC Duty                                   4
Computer System                                          4
Virtual Private Network                                  4
Web Intensive New Gain System (WINGS)                    4
Automated ROTC Mail System (ARMS)                        5

Survival Timeline                                        5

Cadet Records/Application Process                        14
Student Management Roster (SMR)                          15
Membership Action Checklist (AFROTC Form 63)             15
Weight Management Program                                16
Cadet Uniform Program                                    16
    Issue in Kind                                        16
    Commutation Program                                  16
Physicals                                                17
PT Requirements                                          24
Enlistment/Contracting                                   25
Security Clearance                                       26
Air Force Officer Qualifying Test (AFOQT)                26
Test of Basic Aviation Skills (TBAS)                     27
Big Week                                                 27
Field Training/Professional Development Training (PDT)   28
HQ Waiver Request (AFROTC Form 22)                       29
Disenrollments                                           30
Classification/Assignments                               30
Commissioning                                            31
Counseling Forms (AFROTC Form 16)                        34

Cadet Pay                                                34
Tuition                                                  36

Government Leased Housing                                38
Government Travel Card                                   38
Personnel Information File (PIF)                         38
Maxwell Log on                                           38
Cadet Orders and Travel                                  39
Government Purchase Card (GPC)                           39
Vehicle Control Officer (VCO)                            39
Safety Program                                           40
MilPDS                                                   41
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ADPE                          41
TriCare                       41
Dental                        41
CA/CRL                        42
Safe                          42
Files                         42
Leave web                     43
OJT/JQS                       43
Family Care Program           43
Defense Travel System (DTS)   43
Isolated Unit Funds (IUF)     44

GLOSSARY OF TERMS             45

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                                  WELCOME TO AFROTC DUTY

   Congratulations on your selection to AFROTC and welcome to one of the most dynamic and rewarding
    assignments in the United States Air Force. You will quickly learn that this assignment will be unlike
    any other assignment you have ever had, and that the instructions and policies that govern your day to
    day activities will be your guiding light through this journey.
   We hope to ease the learning curve by providing you enough information to help you "Survive" the first
    few months prior to your formal 2-week AFROTC training. We hope you'll find the next four years
    challenging and rewarding.
   This Survival Guide is designed to outline many of the NCO duties. Our goal is to provide you with a
    road map that will help you navigate the many different instructions and policies in AFROTC. This
    guide does not provide step by step instructions. It is designed to describe what you do and where to
    find the proper references. You'll get an idea on how things are run at an established and proven
    detachment, but there are 144 different ways of doing things.
                          MAXWELL COMPUTER SYSTEM ACCESS

   How to get access and login – Contact Maxwell Helpdesk at 334-953-2622
                              VIRTUAL PRIVATE NETWORK (VPN)

   Description – VPN is a software program which allows you to connect to the Maxwell AFB network as
    if you were sitting in an office at Maxwell AFB, AL.

   Capabilities – VPN is required for access to many secure AF websites (https) and the Joint Personnel
    Adjudication System (JPAS) (see security clearance section of this guide)

   Hyperlink –

                        WEB INTENSIVE NEW GAIN SYSTEM (WINGS)

   Description – WINGS is a web based interface used to input and track student information from
    application to commissioning. Basically, it is a cadet version of MILPDS.

   Capabilities – Input personnel data, create documents and maintain cadet financial information. Allows
    you to update information to create a living program

   Who to contact for Access to WINGS – To obtain your “Personal” login for WINGS, call the WINGS
    Help Desk, at 334-953-3050. The WINGS Help Desk expert will be glad to set you up with an account.

   WINGS Guide

   WINGS Log-in-

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                               Automated ROTC Mail System (ARMS)

   Description – Web-based email account to which directive messages from HQ AFOATS/AFROTC are
    delivered to your individual Maxwell outlook email account. ARMS messages need to be checked daily
    for HQ messages and suspense‟s. If you have difficulty checking your Outlook account the ARMS
    messages are maintained on the restricted website and the Community of Practice (COP). The
    community of practice can be found in the AF Portal.

   How to get access and login – Contact Maxwell Helpdesk at 334-953-2622

   Hyperlink –

                                     SURVIVAL TIMELINE


   Scholarship Winners (AFROTCI 36-2019)
    o Check the AFOATS restricted Website, Registrar‟s link, to obtain the Letter of Admittance (LOA)
    Roster. The LOA Roster contains the names of High School Scholarship Program (HSSP) designees
    who have returned their LOA to RRUC.

   Tuition (AFROTCI 36-2019)
    o Send Fall Scholarship Memorandum (denoting which cadets are tentatively scheduled to have their
    tuition paid by AFROTC) to the universities (NLT 30 days after class start date)
    o Enter estimates into WINGS for each term/quarter of the current AY by 1 September.

   Cadet Arrival
    o New Cadet Orientation Program (consider advertising through Det Website)
         Held the week/weekend prior to class start date
         Ensure cadets complete application forms
         Briefing the Cadets on AFOQT during Orientation (also see Scheduling Roster)
    o Ensure 4 year scholarship winners fill out travel voucher during New Cadet Orientation briefing
    (entitled to one-way travel reimbursement). Complete orders and contact FSO for required documents.
    o Also, ensure HSSP winners complete the “Freshman Statement of Understanding”, which must be
    completed by ALL 3- and 4-yr scholarship designees (complete within first 10 days of fall term or upon
    enlistment, whichever occurs first IAW AFROTCI 36-2019)

   WINGS Updates
    o Update host and cross town term dates for Academic Year Campus Terms (Look for ARMS
    guidance on when to complete this.)
    o Academic Level & AS Year update must be complete on all cadets 10 days prior to the first day of
    school with an effective date of the first day of host institution classes, except for AS700/800/900
    (Completed day following last day of Spring Term).
    o If POC cadets do not contract after the first 10 days, you will need to place them in Pursuing Status.

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   Enlistments (AFROTCI 36-2011)
    o Authorized to be done 10 days prior but should complete no later then 10 days after host institution
    start date if cadets meet all requirements.
    o Required Contract Changes (Reference AFROTCI 36-2011)


   Security Clearances (contracted sophomores, newly contracted POC, & pursuing cadets)
    (AFROTCI 36-2011)
    o Submit no later then 30 days of class start date or enlistment

   Enrollment Allocations/ICSP (AFROTCI 36-2013/AFROTCI 36-2019)
    o Review instructions for enrollment allocations and ICSP to ensure cadets meet qualifications

   ADPE Annual Inventory (AFI 33-112)
    o Inventory computer equipment and send updated inventory list and Equipment Custodian
    appointment letter to HQ AFOATS/SDCS

   Fall Height/Weight Check (DODI 1308-3, AFROTCI 36-2007, AFROTCI 36-2019)
    o Ensure ALL cadets have completed
    o Ensure BFMs are accomplished (as needed)
    o Take appropriate scholarship actions – conditionals/temp inactivation/suspensions (notify University
    stating Cadet will pay for this term‟s tuition if this is their 2nd or 3rd Conditional)
    o Update WINGS

   Conduct “demilitarized rifle inventory” (if applicable) (AFOATSI 23-1001)
    o Brief cadre and cadets on equipment loss/damage

   Leave Management Program (AFI 36-3003)
    o Close out numbers for the FY on 30 Sep.

   Cadet Pay Actions (AFROTCI 65-101)
    o Recalculate 600 & 900-day stop dates
    o Counsel on last day of pay AS400 and AS800
    o Update WINGS, ensure you „flow‟ or „send‟ ELD change transaction to DFAS if needed (failure to
    do so may affect the cadets pay in the future)

   AFOQT – Sign-up cadets to take before end of fall term
    o Reminder: 3- and 4-yr scholarship cadets required to take in fall
    o Any cadet who has not taken it

   Form 53 Process - Phase 2 Base Preferences

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   Files (AFRIMS, AFI 37-138)
    o Transfer current FY files to inactive, create new files as needed
    o Send Reserve Orders to host base or as your Region directs

   Process fall tuition and textbook payments (AFROTCI 65-101, 36-2019)
    o Pay NET 45th day of term (See “Tuition” portion of this guide for specific guidance about tuition)
    o IMPORTANT: Both Tuition and Textbook Reimbursements DO NOT TAKE PLACE ANY
    EARLIER THAN the 45th day of class in the Fall term.
    o Tuition & Textbook reimbursement is not paid for cadets who discontinue prior to payment.

   Wrap up Fall Term Counseling (Detachment Commander & APAS )

   Commissioning physicals (AETC/SG Continuity binder, AFROTCI 36-2011)
    o Schedule for graduates of next AY fall/winter terms

   Complete AFOATS Form 44, Unit Information Report (AFOATSI 36-2014)
    o Send to HQ AFOATS/CCE NLT 31 Oct; send „copy‟ to appropriate Region/CC (report should be
    based on information available as of 15 October) (Note: Suspense is usually accelerated to 10 Oct)

   Leave Management Program
    o Open new FY leave block (unless you received authorization to continue previous series from FSO)

   Categorization (AFROTCI 36-2013)
    o Officers brief cadets on programs
    o Determine preferences of cadets eligible for next board
    o Verify physical for projected category
    o Schedule TBAS

   PSP (AFROTCI 36-2013)
    o Determine PSP nominees
    o Ensure physicals are completed/initiated

   Form 53 Process (all Web based, website locked after suspense date, AFROTCI 36-2018)
    o Due 15 Mar for All FY commissionees (follow guidance from HQ, normally sent via ARMS
    message. Website only opened for updating for a short period of time)

   AFROTC Form 48s (AFROTCI 36-2011)
    o Ensure ALL cadets have a completed AFROTC Form 48 on file, especially any contracted cadets.
    Verify DOC/DOG through SMR.
    o Ensure completion of technical requirements supplement for HSSP non-technical majors only

   Fall PT (AFROTCI 36-2007)
    o Schedule PFD and PFA see Physical Training Guidance
    o Update WINGS

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   Quarter School‟s Fall Commissioning (AFROTCI 36-2018)
    o Complete paperwork NLT 2 weeks prior to commissioning
    o Send packages to AFPC/DPPAOR NLT three work days after commissioning
    o Request official transcripts

   Transcripts (AFROTCI 36-2011/2019)
    o Request from Quarter Schools
    o Review transcripts and identify scholarship actions
    o Annotate scholarship action on Form 16 (conditionals/suspensions/terminations/reactivations)
    o Update Term & Cum GPA in WINGS

   PDT Briefing (OPR: COC, AFROTCI 36-2012)
    o Give cadets PDT Volunteer Statement & Conduct PDT briefings IAW guidance from ARMS
    (Suspense usually is Mid-December)
    o Have cadets sign & return PDT Availability Letters (OPR: COC)

   Records Review (during Thanksgiving or Christmas break, must complete at least one per year;
    sometimes done in August prior to the start of school)
    o Ensure all discrepancies are completed NLT end of fall term or 2 weeks after classes resume in

   Fall Commissioning (Start Prep Work in Early November)
    o Complete paperwork NLT 2 weeks prior to commissioning
    o Send packages to AFPC/DPPAOR NLT 3 work days after commissioning
    o Ensure commissionees Request/Pay for official transcripts (transcripts should be sent to Det, then
    forwarded to AFIT)


   Check „Status‟ on cadets in Pursuing Status
    o Ensure all cadets contracted and were taken out of pursuing status
    o Request extension for cadets who need additional term of pursuing status via 22
    o Cadets who are placed in pursuing status and are not contracted within the first 10 days of the second
    term or do not receive an extension on the pursuing status, will be dismissed from the program

   Send winter scholarship memorandum letter to Quarter Schools

   Ensure records review discrepancies are complete if review done in November

   Unofficial Transcripts
    o Request from all universities (except Quarter Schools)
    o Review transcripts and identify scholarship actions
    Recalculate cross town and transfer students (may be completed in January)

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    o Annotate scholarship actions via Form 16 (conditionals/suspensions/terminations/reactivations)
    o Update WINGS

   Review transcripts for ICSP or EXPRESS Scholarship eligibility
    o Continue to monitor possible candidates
    o Update WINGS for nominations


   New Cadet Actions
    o Ensure cadets complete application forms
    o Update WINGS

   Process spring tuition and textbook payments (except Quarter Schools) (must arrive at HQ NLT
    30 days after beginning of spring term – AFROTCI 36-2019)

   Spring Enlistments
    o Complete enlistments and update WINGS
    o Ensure DOG/DOC is “realistic”, DO NOT contract without a Completed Form 48, Academic Plan
    o Enlist ONLY when eligible (passed PFA, HT/Wt, verified Full-time Status, CGPA > 2.5, etc)

   PSP/Categorization
    o Ensure TBAS has been administered to all candidates and PCSM scores are in records
    o Ensure CC completes final rankings
    o Ensure WINGS checklists have been updated for PPQ/PNQ

   FT Eligibility – Ensure all eligible candidates will be available in summer to attend FT; be on the
    lookout for “Big Week” ARMS message with additional details and suspense‟s
    o Timely, accurate inputs are absolutely essential. Please pay attention to the details and READ all the
    guidance provided via ARMS. HQ understands there are computer glitches; RRFP will work with you
    on those. There is no excuse for “forgetting” to submit your applicants

   Send Spring Scholarship Memorandum to universities (except Quarter Schools)

   Quarter School‟s Winter Term Counseling

   Process Quarter School‟s winter tuition and textbook payments (must arrive at HQ NLT 30 days
    after beginning of winter term – AFROTCI 36-2019)

   Ensure records review discrepancies have been completed within 2 weeks of class start date if
    review was conducted in December

   Spring Height/Weight Check
    o Ensure ALL cadets have completed
    o Ensure BFMs are accomplished
    o Take appropriate scholarship actions – conditionals/temp inactivation/suspensions (send letter to
    University stating Cadet will pay for this term‟s tuition if conditional matrix directs it)
    o Update WINGS

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   Spring PT
    o Schedule PFD and PFA; see Physical Training Guidance
    o Update WINGS


   Identify Potential In-College Scholarship Program (ICSP) Nominees for Phase I
    o Verify eligibility requirements are met
    o Initiate DODMERB physicals
    o Identify and complete applicable updates in WINGS

   Finalize PSP/Categorization (Follow “Big Week” guidance from HQ)
    o Ensure all updates in WINGS are complete

   Finalize PDT (Follow guidance from HQ)
    o Submit nomination spreadsheet to appropriate Region

   Annual Family Care Responsibility Briefing
    o CC briefing to all military members (includes AFIT & AECP students)

   Commissioning Physicals
    o Schedule for graduates of next AY spring term

   Quarter School‟s Winter Commissioning
    o Complete paperwork NLT 2 weeks prior to commissioning
    o Send packages to AFPC/DPPAOR NLT 3 work days after commissioning
    o Request official transcripts

   Transcripts
    o Request from Quarter Schools
    o Review transcripts and identify scholarship actions
    Recalculate cross town and transfer students (may be completed in January)
    o Annotate scholarship actions via Form 16 (conditionals/suspensions/terminations/reactivations)
    o Update WINGS

   Ensure official transcripts for Quarter School‟s November commissionees have been sent to AFIT
    (requirement is NLT 90 days after commissioning)


   Extended/Additional Entitlements – Eligible candidates must be submitted prior to the completion
    of their original scholarship
    o Only available for scholarship cadets enrolled in a SECAF-approved 5-yr major (see AFI 36-2019
    for approved academic majors award)
    o Brief all 5-Yr cadets on Form 16
    o Notify HQ AFROTC/RRUC via letter with the award of additional entitlements.

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   Categorization Release
    o Complete AF1056 change page as appropriate
    o Schedule FC1/1A physicals
    o Look for guidance on Medical Flight Screening (MFS) with USAFSAM/ACS at Brooks AFB,
    usually scheduled/completed during summer

   PDT Program Additional Requirements
    o Ensure cadets have appropriate physicals (if required - AFAAF, SOAR, Airborne, Survival, etc.)
    o Ensure cadets have appropriate security clearances (if required)

   Identify Potential In-College Scholarship Program (ICSP) Nominees for Phase II and III
    o Verify eligibility requirements are met and initiate DODMERB physicals if not already on file

   Prepare FT Administrative Timeline
    o Ensure cadets complete the Cadet Field Training Assignment Briefing, view Field Training
    Briefings and Video
    o Announce/Schedule QFR, Uniform Shakedown, and Out-Processing dates

   Wrap up Spring Term Counseling (Detachment Commander and Officer Cadre?)

   Ensure official transcripts for fall semester commissionees have been sent to AFIT

   Send Spring scholarship sponsor letter to Quarter Schools

   Demilitarized rifle quarterly/annual inventory (Send annual RIP to servicing base)

   Ensure 3-/4-Yr scholarship cadets have re-taken the AFOQT (primarily for fall failures)

   Form 53 Process for next academic year

                                                                                                  Page: 11

   Cadet Classification Release
    o Schedule appropriate physical. Pay close attention to special requirements for Rated, Non-Rated
    Ops, ATC & SMOD, e.g. -13B - FC-III/ABM, 13S - Space and Missile with SMOD certification, etc.
    o Ensure Personnel Processing Codes (PPC) are processed ASAP

   Process Quarter School tuition and textbook payments (must arrive at HQ NLT 30 days after
    beginning of spring term–AFROTCI 36-2019)

   Provide 3-Yr scholarship recipients and POC who will contract next fall instructions to complete a
    Direct Deposit Form and EPSQ worksheet; they can get a jump start now!

   Conduct Qualifying Fitness Review (QFR) for FT
    o Ensure cadets have completed the Cadet Field Training Assignment Briefing PRIOR to taking the
    o Complete NET 30 days prior to the end of spring term and NLT one day prior to departure for FT

   Spring Commissioning (Start Prep Work in Early April)
    o Complete paperwork NLT 2 weeks prior to commissioning
    o Send packages to AFPC/DPPAOR NLT 3 work days after commissioning
    o Ensure commissionees Request/Pay for official transcripts (transcripts should be sent to Det, then
    forwarded by Det to AFIT)
    o Ensure letter from University official stating Cadet meets all Degree Requirements.
    o Ensure you update In-College Scholarship Program (ICSP) Phase II and III qualified candidates in
    WINGS (as needed) when Authorized by HQ via ARMS


   Unofficial Transcripts
    o Request from all universities (except Quarter Schools)
    o Review transcripts and identify scholarship actions
    Recalculate cross town and transfer students (may be completed in January)
    o Annotate scholarship actions via Form 16 (conditionals/suspensions/terminations/reactivations)
    o Update WINGS

   Out-process cadets for FT (may need to be done earlier if spring term ends in April)

   Out-process cadets for PDT (may need to be done earlier if spring term ends in April)

   Ensure official transcripts for Quarter School‟s February commissionees have been sent to AFIT
    (requirement is NLT 90 days after commissioning)

   Demilitarized rifle quarterly inventory (if applicable)

   Commissioning/Start working on August commissioning items

                                                                                                   Page: 12

   Review transcripts for ICSP or EXPRESS Scholarship eligibility
    o Continue to monitor possible candidates
    o Complete appropriate WINGS checklist

   Begin or Schedule Summer Records Review (One review is required per year)
    o Prepare discrepancy notifications
    o Complete required actions within 30 days after fall class start date

   Official Transcripts
    o Ensure official transcripts for Spring commissionees have been sent to AFIT (requirement is NLT 90
    days after commissioning


   New Cadet Orientation Program Packages
    o Establish date for new cadet orientation
    o Complete Welcome package for inbound students
    o Start to advertise “New Cadet Orientation” briefing date(s) and requirements (via Web, Mail, etc.)

   Annual pubs/forms review
    o Ensure all pubs/forms on file are current; review Det OIs as well (should be done monthly or as

   Tuition
    o Obtain or request rate guides for courses and fees from universities (up-to-date rates can usually be
    found in each University‟s Registrar Website)

   Begin preparing HSSP Winner‟s enlistment paperwork
    Download Letter of Admittance (LOA) Roster from the Registrar‟s Web Page on the AFOATS
    restricted website

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                            CADET PERSONNEL ACTIONS
                          CADET RECORDS/Applications Process
                                 AFROTCI 36-2011
                                   UPRG Form 10

   Description – Cadets version of Active Duty UPRG. Your cadet records are extremely vital to your
    unit‟s mission. A well maintained and organized cadet record will immediately speak volumes about
    your detachment to visiting IG and Staff Assistance team. It will also help you in avoiding erroneous
    enlistments, keep track of critical counseling requirements, and help you stay on top of a cadet‟s life

   Section Components – Mandatory coversheets located in AFROTCI 36-2011

   Life Cycle – When to do the forms:

    o Initial Application – AFROTC Form 63, Membership Action Checklist; AFROTC Form 20,
    Application for AFROTC Membership; AFROTC Form 500, Restrictions on Personal Conduct in the
    Armed Forces; AFROTC Form 35-Certificate of Civil Involvements with Civil, Military or School
    Authorities/Law Enforcement Officials; AF IMT 2030, USAF Drug and Alcohol Abuse Certificate; AF
    IMT 3010, USAF Statement of Understanding for Dependent Care Responsibility; STATEMENT OF
    UNDERSTANDING: Air Force Dependency Policy; DD Form 93, Record of Emergency Data
    (Complete in Pencil); DD Form 2005, Privacy Act Statement-Health Care Records; AF IMT 883-
    Privacy Act Statement
                Suggestion: Complete AFROTC Form 500, DD Form 2005 and AF Form 883 in
                   duplicate and give one copy to applicant
    o NLT end of first semester and prior to contracting-AFROTC Form 48, Planned Academic Program
    (4 Year HSSP winners don‟t need 48 prior to contracting in Fall term)
    o Upon contracting – Reserve order, AF1056, AFROTC Contract, DD Form 4, Enlistment Contract

   Record Reviews – Cadet Record and Student Management Roster (SMR) reviews should be conducted
    at least one session per year. Based on this requirement, and the fact that your records really do „make‟
    or „break‟ you, everyone in the Det should get together once a year, either during the Summer or Fall
    break, to conduct a thorough records review. It‟s best to meet in a room with a large table and go
    through your first few records together. This is a time-consuming task, so be sure to allow sufficient
    time to complete each record.

                                                                                                       Page: 14
                       Student Management Roster (SMR) Familiarization

    The “Student Management Roster” or SMR is the main document you will use to keep track of your
       students. You can use this roster to annotate any changes, look for and correct possible errors, and make
       sure your data is current.

      We‟ll take the time now to describe the main terms and explain the „key‟ items to look for. Although
       you will gain a “true” basic understanding of the SMR Roster with time, we hope these short
       descriptions help give you to quickly grasp and understand this critical roster:

      There are 2 versions of the SMR

       o The first is the standard 5 column, 10-row version that outputs 8 cadets per page (titled "SMR")
       when you leave the EMPLID blank or a single cadet when you provide a specific EMPLID.
       o The second version is for exporting to Microsoft Excel. This one has column headers and lists the
       cadets' information in these columns (titled "SMR_DATA"). When running the "SMR_DATA" file you
       must change the format to CSV (Comma Separated Values) File format.

      Please review WINGS checklists for SMR on the AFOATS secure web site for guidance

      Identifying Info Terms in the SMR that you may not be familiar with

       o EMPLID - This is just a code that is used in place of the SSN and is 7 numbers long
       o FICE CODE - This is a 6 number code that lets you know which school the cadet is attending under
         your host school.
       o LAST DP - This is the Last day of Pay for the Cadet. This is never after the commissioning date
       o FT - is a short term for Field Training
       o Cat Sel - This is the results for Categorization Selections
       o MRS - This is for Medical Remedial Status to let you know that you have a Cadet with a medical
         problem that is pending at AETC


      Description – The AFROTC Form 63 is the most important checklist which you must utilize. It is
       designed to ensure all membership eligibility requirements are met and that all actions/membership
       documents are completed at the appropriate time. Adhere strictly to the AFROTC Form 63 and you will
       avoid erroneous enlistments.

      When to complete – Section I is completed at the time of initial application; Section II is completed just
       prior to enlistment; Section III is completed after enlistment occurs.

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                         WEIGHT MANAGEMENT PROGRAM
                    AFOATSI 36-2007, DODI 1308.3, AFROTCMAN 36-201

      Description – Although active duty no longer has a weight management program, cadets are required to
       meet and maintain ht/wt standards and have body fat measurements conducted if necessary. Currently
       AFROTC does not have a standardized weight management program therefore AFROTC detachments
       are required to establish and administer a Weight and Body Fat Management Program (WBFMP) as
       deemed appropriate. The AFROTCMAN 36-201 is maintained exclusively on the AFROTC
       Community of Practice.

      Forms – Document weigh in and administrative actions on AFROTC Form 16.

      Timeline – Cadets are required to weigh in each semester. A cadre member of the same sex will
       conduct abdominal/body fat measurements. Measurements can be accomplished by non-cadre members
       in the case where cadre of the opposite sex does not exist (see AFOATSI 36-2007). Additionally, cadets
       should be weighed within 5 days of performing a Physical Fitness Assessment.

      WINGS update – Update all official weigh-ins in WINGS. Follow HEIGHT/WEIGHT UPDATE
       checklist for procedures.

                                   CADET UNIFORM PROGRAM
                                       AFOATSI 23-1001
                                        AFOATSI 65-102

Cadets are issued Uniforms by the Detachment in two different ways; below is the description for both.

Issue in Kind

      Description - This is run by the Detachment NCO. Every active, qualified cadet is authorized uniform
       issue. You need to read AFOATSI 23-1001 from front to back to know how to run this program. You
       will be ordering clothing from the following Web Sites:
       o Military Insignia from Ira Green – Insignia Specialist of the World
       o You should already have an account with them; if not, contact HQ Supply and
           Logistic section and they can help you.

Commutation Program

      Description – Commutation is the Uniform Management Program whereby uniforms and uniform funds
       are managed. Commutation rates are determined by cadet enrollment. Commutation rates vary based
       on cadet membership status (GMC/POC). The commutation program custodian may be a civilian
       official appointed by the university. An active duty member is to act as a Second Level Reviewer to
       perform annual reviews to ensure compliance with AFOATSI 65-102.

                                                                                                         Page: 16
                              AFROTCI 36-2011
                        AETC/SG ROTC Continuity Binder
                         MEPS AND MTF Local Guidance

   Description – Cadets will need physicals in order to do a variety of things. In order to contract (enlist),
    activate a scholarship, attend field training, PDT‟s and also to commission. All of these physicals remain
    valid UNLESS there is a change in medical status or there is a break in service i.e. cadet is disenrolled
    but remains in program.

   Types – Types of physicals depend on where the cadet received the physical and what the cadet needs
    the physical for.

   Places/Facilities/Agencies - All AFROTC physicals are accomplished by three agencies, Department of
    Defense Medical Examination Review Board (DoDMERB), Medical Examination Processing Stations
    (MEPS), and Military Treatment Facilities (MTF)

                                         DoDMERB PHYSICALS

   Used for
    1. Scholarship Activation (This is the ONLY physical you can use for scholarship activation)
    2. Enlistment
    3. Field Training
    4. Categorization (If it meets pre-screen standards in WINGS)

   Validity Period - 24 months from DATE OF EXAM (see validity rules in AFROTCI 36-2011 for

   Waiver Authority - NONE (HQ AETC/SGPS is the FINAL medical waiver authority for any medical


   Used for
    1. Enlistment (non-scholarship)
    2. Field Training
    3. Commissioning (Not for those with special physical requirements mentioned under MTF section)

   Validity Period - 24 months from DATE OF EXAM (see validity rules in AFROTCI 36-2011 for

   Waiver Authority - NONE (HQ AETC/SGPS is the FINAL medical waiver authority for any medical

                                                                                                       Page: 17

   Used for
    1. Enlistment (non-scholarship)
    2. Field Training
    3. Commissioning to include
       a) Flying Class III (FC-III) for Air Battle Manager (ABM)
       b) Reading Aloud Test (RAT) & Adaptability Rating for Air Traffic Control (AR-ATC) for Air
           Traffic Controllers
       c) Space/Missile Operations Duty (SMOD) with Adaptability Rating for Space and Missile
           Operations Crew Duty (ARSMOD) and RAT test for Space and Missile crew duty
    4. Professional Development Training (PDT) FC-III expires in 12 months
       a) Army Airborne Training (AAT)
       b) Air Force Academy Freefall (AFAFF)

   Validity Period - 24 months from DATE OF EXAM (see validity rules in AFROTCI 36-2011 for

   Waiver Authority - NONE (HQ AETC/SGPS is the FINAL medical waiver authority for any medical

                              BROOKS CITY BASE, TX PHYSICALS
            These physical appointments are coordinated through a POC at HQ AFROTC

   Used for Commissioning (Flying Class 1/1A for Pilots & a handful of pilot alternates)

   Validity Period - 48 months from DATE OF EXAM (cannot be extended)

   Waiver Authority - NONE (HQ AETC/SGPS is the FINAL medical waiver authority for any medical

                                         2 Year Extension Criteria
   This can only be used if there has been no break in service since last qualified exam & there has been
    no change in medical status.
   Grants authority to extend the current two-year validity period for the initial qualification physical
    (DODMERB, MEPS, or an AETC/SGPS Certified MTF physical) to four years for commissioning
    cadets. (From date of exam, NOT date of certification).
   Detachment CC confirms no interval medical changes via completion of SF Form 93, Medical History
    form (to be completed by Cadet & Det CC (to grant the extension). This also requires that the Det CC
    or officer cadre complete an annual review on Form 16; Cadet Counseling Record (should be done
    during one of the term reviews, minimum of once a year). The cadet is also required to have a current
    (within 24 months of commissioning) HIV test and Urine Drug Screen (UDS)

                                                                                                    Page: 18
   A complete commissioning physical is required when the commission date exceeds the extension date
    (remember to check dates from “examination date” only)
   It is important to note that this new “extension criteria” only applies to FINAL Commission physicals
    (i.e. no flying class, SMOD, etc.)

                                       When to Schedule a Physical
   Timeframe - For Enlistment Purposes Schedule as soon as CC believes the individual is a viable
    candidate (Check Cum GPA, AFOQT, PFT, Ht/Wt Stds, Full-time Student status, and Academic Plan);
    Determine if potentially eligible for a scholarship (remember that the cadet must have a DoDMERB
    physical in order to activate ANY scholarship offer)
   Timeframe - For Commissioning Purposes Schedule NET 15 & NLT 13 months prior to DOC; Rule
    of thumb: physical should be valid 6 months past the DOC (this also includes a 2 Yr Extension physical)
   Schedule for the highest level of physical exam necessary for AFSC preferences

                               How to Schedule - DoDMERB Physicals
    o When scheduling through a MTF - work out specific details & requirements with the applicable
      MTF (may be a MTF located near the Cadets Home of Record)
    o When scheduling through Concorde (DoD Contractor) using DoDMETS:
       For general information and scheduling procedures, go to the AFOATS restricted website at:
          will find links to manuals, websites, guides, etc.
       To actually load the scheduling information, visit (you must first read all the Concorde info
          provided in the AFOATS website above):
    o Provide the following forms to the cadet:
    o DD Form 2351, DODMERB Report of Medical Examination (NOTE: Be SURE to include Det #
      and Det address in block 8. a. Applicant Mailing Address)
    o DD Form 2492, DODMERB Report of Medical History
    o Check MTF/Concorde web site after 30 days to ensure physical was sent to DODMERB. Conduct
      status checks 30 days after sent to DODMERB via web site:
    o TIME SAVING TIP - Please ensure you go to the following website and read the files
      “DoDMERB Guide” & “Detachment Shipping Instructions for DoDMERB Website” and to view
      the AETC/SG Continuity book. All of these documents contain valuable information that will aid
      you in processing physicals. Do not call DoDMERB or AETC/SG concerning status of physicals or
      other issues until YOU HAVE READ THEIR GUIDES (they will ask if you have read them!).

                                 How to Schedule - MEPS Physicals
                                         (Commissioning Only)
   Provide the following forms to the cadet
    o DD Form 2807-2, Medical Prescreen of Medical History Report
    o DD Form 2807-1, Report of Medical History
    o DD Form 2808, Report of Medical Examination
   Contact the nearest MEPS, ask for the AF Liaison NCO and obtain their respective scheduling
    procedures. Important: MEPS will not perform physicals on active duty, guard, or reserve members

                                                                                                    Page: 19
                                  How to Schedule – MTF Physicals
                                 (Usually for Commission or FT only)
   Call to check with MTF - local procedures apply (e.g. paperwork, preparation, time/dates, etc.)
    REMINDER: HQ AETC/SG must CERTIFY an MTF physical PRIOR to commission. You also
    schedule Rated, Non-Rated Ops, & SMOD through MTF.

                                       Unit Preparation of Cadets
   Ensure the cadet has completed, AF Form 2030, USAF Drug and Alcohol Abuse Certificate prior to
   Cadets with active orthodontic appliances can be qualified for enlistment per paragraph They
    must have a statement from the applicant‟s dentist – describing method of correction, estimated length
    of time in months and a written statement from the applicant. HOWEVER, cadets ARE NOT qualified
    for commissioning per paragraph Treatment must be completed before medically certified for
    commissioning and all appliances are to be removed prior to commissioning exam. Cadet is responsible
    for all costs.
   Cadets must meet weight or body fat standards. Conduct a weight check 10 calendar days prior to exam.
    If cadet is over MAW, accomplish a BFM; if over BFM, do not send, and initiate appropriate actions
    (counseling, conditional, etc.) See AFOATSI 36-2007, AFOATS Weight and Fitness Programs for
    specific details.

       Unit Submission of Physicals through Physical Examination Processing Procedures (PEPP)
                             AETC/SG ROTC Continuity Binder

   In order to process a cadet‟s paperwork for commissioning physicals (except for MEPS), you will be
    required to forward electronic copies (saved and scanned files) to the facility that will be performing the
    physical. These will be e-mailed to your POC at your servicing MTF or the applicable person at Brooks
   The following information will need to be sent
         o Scan entry DoDMERB or MEPS physical
         o Saved AFROTC Form 46, (done for every review requested or required by SGPS)
         o Scanned or captured WINGS PPQ-PNQ worksheet for FC-1/1A
         o Scan any other supporting documents maintained at the Det on Cadets
   This should be e-mailed approximately two weeks prior to cadet‟s physical. The physical can be
    performed prior to having the information entered into PEPP, but the physical will not be reviewed until
    all documentation is received.
   NOTE: Anyone on MRS, or should be, must not be sent to the MTF or Brooks for an examination until
    released to full unrestricted activities, and the MRS removed by SGPS
   Follow-up appointments that cannot be performed at an MTF are at the cadets expense
   Pilot/navs who require correction of dental cavities must have condition corrected within 1 term or they
    will receive a conditional event. “Temp inactivate” their scholarship until issue is corrected
   You should counsel the cadet when physical is returned. It prevents surprises. Early notification allows
    time to investigate responses to any specific medical questions and initiate remedial actions immediately

                                                                                                        Page: 20
                                     Medical Recheck Status (MRS)
   Contracted cadets are placed in “Medical Recheck Status” whenever there is a change in Medical Status
    (commonly referred to as MRS procedures). Once cadets are placed in MRS, they must go through a
    “Recertification” process to get cleared back to full „unrestricted‟ duty
    Note: Non-contract cadets are never placed in MRS, Read the medical continuity binder for
    instructions on non-contract cadet medical status changes
   As a General Rule, Cadets should inform the Cadre at the Det of any change in medical status no matter
    how trivial it may appear (to include any meds over 30 days)
   Guidance for Change in Medical Status can be found in the HQ AETC/SGPS ROTC Continuity Folder
   To submit a change in medical status (a.k.a. placing a cadet in MRS), contact HQ AETC/SGPS via e-
    mail with the following information:
   Subject: “MRS”
   Det number
   Cadet‟s full name
   Full SSN
   Condition
   Date of injury/illness
   Diagnosis
   Prognosis
   Treatment
   Medications (if applicable, indicate „None‟ if none are being taken)
   HQ AETC/SGPS will:
   If approved, automatically grant 6 months for condition to be corrected AND they will advise of any
    required action(s) to remove cadet from MRS. Scanned/e-mailed documents are acceptable to
    place/remove cadets from MRS. Extensions may be authorized beyond 6 months – send request through
    HQ AFROTC/RRFP via 22 pkg

                                     Impact of being placed in MRS
   Do not enlist if MRS occurs after FT and before POC entry & enlistment (remember to counsel cadet,
    explaining the reason why he/she did not enlist within 10 work days prior or 10 work days after the start
    of the school term). Place in pursuing status for up to 1 term (non-contract POC only), done locally via
    Form 16. If pursuing status is needed for more than 1 term, it must be approved by HQ AFOTC/RRFP
    (again, via 22 pkg)
   Contract cadets cannot attend FT in MRS and must be counseled using an AFROTC Form 16. They are
    deferred from fitness testing (not weight checks) for the MRS period
    NOTE: Cadets who are on MRS due to eye surgery may attend FT after 3 months if cleared by
    their doctor and AETC/SG (See medical continuity binder for details)
   When released by AETC/SG, cadet enters a 45-day reconditioning period. Can only take/complete
    practice PFTs and must pass the PFT NLT 60 calendar days after removal from MRS. NOTE: If 60th
    day occurs during break between terms, waived till next term

                                                                                                      Page: 21
   When MRS expires or when condition is corrected, the unit must forward Physician‟s documentation
    (typed or hand-written). Documentation must state “Returned to full unrestricted activities”. Send all of
    the medical documentation, especially any forms or reports requested in initial e-mail. Attach items to
    AFOATS Form 46 if sending by mail
   HQ AETC/SGPS will either recertify, disqualify, or designate an additional period of MRS
   If recertified, remove cadet from MRS
   If disqualified, dismiss applicants (non-contract) and begin disenrollment actions (contract cadets)

                                   Temporary Medical Deferrals
   Temporary Medical Deferrals may be granted to excuse a cadet from participating in physical training.
    Unit CC may temporarily excuse a cadet up to 30 calendar days. Be sure to document on AFROTC
    Form 16. If more than 30 days are required (for a contract cadet), do not process a temporary medical
    deferral, request MRS.

                                Medical Waiver Requests (AETC/SG)
   For Flying Class Physicals (1, 1A & III), all disqualified Flying physicals will be entered and submitted
    in AIMWTS by the MTF
   Waivers for SMOD physicals will be submitted to HQ AFSPC/SG
   All medical waivers must be initiated by the unit CC and possess supporting evidence
   Ensure the Form 46 reflects previous waiver information (if applicable) and submit to AETC/SGPS
    when ready

                    Medical Waiver Requests (DoDMERB Waiver Process Change)
   If waiverable, disqualified DoDMERB physicals on high school applicants will be automatically
    coordinated via their web site with SG for waiver
   If waiverable, disqualified DoDMERB physicals for in college applicants must be requested by the
    detachment via email to SG for waiver
   During the waiver process, any remedial action request will be sent from SG through DoDMERB to the
    detachment. The remedial action info will be sent back through DoDMERB to SG, DoDMERB will
    post final action on their web site

                                             Exception to Policy
   Exception to Policy (ETP) requests are used only after all waivers have been considered & if
    justification supports it. ETPS are primarily for cadets who have been initially medically qualified for
    contract status, but are not qualified on their commissioning/ flying class physical. Send ONLY final
    commissioning physicals.
   The application will consist of: AF Form 1768 – Staff Summary Sheet with 4 Tabs; Tab 1 contains
    Cadet‟s Request, Tab 2 contains Detachment Commander‟s Recommendation, Tab 3 contains the
    Explanation of Medical Condition and Prognosis, Cadet‟s Physical, Medical Records, DODMERB
    Ruling, etc., and Tab 4 contains any other Detachment Documentation i.e. Letters of Recommendation,
   NOTE: Send to respective Regions and then forward to HQ AFROTC/RR (not directly to CSAF) (See
    AFROTCI 36-2011 for further instructions)

                                                                                                      Page: 22
           Upgrade Medical Exams (seldom used due to changes in categorization procedures)
   Contract cadets, non-contract cadets, and applicants who have a certified physical at one level of
    qualification may request that their physical examinations be upgraded by HQ AETC/SGPS to a higher
    level of qualification (e.g., from commission qualified to non-rated operations, CSO, or pilot).
    Individuals who request upgrade may use the support medical facility; however, civilian consults will be
    at the individual's expense.

 For Potential Pilot Qualification (PPQ) or Potential Navigator Qualification (PNQ) Candidates
 Use WINGS Pilot/Nav Screening Exam Checklist to enter the information from the cadet‟s DoDMERB
  or MEPS physical to see if they are potentially qualified for pilot or CSO. This will allow them to
  compete for categorization. Ensure the cadet knows that this is a general guideline and not a guaranteed

   PPQ/PNQ – General Qualifications
    o Normal color vision for both pilots and CSOs.
    o Distant vision - pilots, uncorrected to 20/70; CSOs, 20/200 but corrected to 20/20
    o Near vision - pilots, uncorrected to 20/20; CSOs, 20/40 but corrected to 20/20
    o Meet refraction, accommodation and astigmatism requirements.
    o Corrective eye surgery could be a disqualifier
    o Have no history of hay fever, asthma or allergies after age 12
    o Meet AF weight and physical conditioning requirements.
    o Have standing height of 64 to 77 inches and sitting height of 34 to 40 inches
    o FYI: Pilot and CSO categorization normally occurs during a cadet's junior year. It is based on a
    very competitive selection process. Factors considered include military performance, leadership ability,
    academic performance, and physical fitness. Cadets selected to become pilot/navs must obtain a Class 1
    Flight Physical (all selectees must complete and pass stringent Medical Flight Screening requirements).
    Cadets not selected for a pilot or CSO allocation are still required to complete their AFROTC training
    and serve on active duty for a minimum of 4 years. CSOs must serve a minimum of 8 years on active
    duty after completing training, and pilots must serve 10 years after training. In addition to the medical
    requirements above, cadets must also:
    o Achieve qualifying scores on the Air Force Officer Qualifying Test
    o Complete the Test of Basic Aviation Skills
    o Maintain a minimum 2.5 term grade point average
    o Receive a waiver for any civil involvement
    o Be commissioned prior to reaching 29th birthday

                                Personnel Reliability Program (PRP)
                                   DoD 5210.42_AFMAN 10-3902
   Upon receiving your cadet‟s AFSC (31Px‟s) and/or assignments (PPC code), check to see if they will
    require PRP

   PRP Questionnaire and Processing Guide is located on the following website: Here you can find training and additional
    tools to help make this process a smooth one. You will have to coordinate completion of the „medical‟
    screening requirements through your servicing Medical Treatment Facility (MTF).

                                                                                                      Page: 23
   You must use the AF Form 286, PRP Certificate for Administrative Certification to complete the
    medical certification by the MTF.

                             Transportation of Cadets (to obtain Physicals)
   Determine best mode of travel; government transportation is preferred, however, personal conveyance is
    authorized (Det personnel‟s time away from duties and number of cadets needing transportation are
    factors to consider). Bus tickets may be obtained for those cadets without privately owned

   Cut orders IAW AFI 65-103/AFOATS Supplement 1, Temporary Duty Orders.

                   PT REQUIREMENTS / AGENCIES
        AFROTCMAN 36-201, AFOATSI 36-2007, DoDI 1308.3 & AFI 10-248

   Description – A PT program to enhance the fitness level of cadets and prepare them to meet AFROTC
    and AF requirements. It is designed to motivate cadets to pursue a physically fit and active lifestyle.
    Before they can participate in ANY AFROTC PT activities, the cadets must meet the requirements listed
    below. The AFROTCMAN 36-201 is maintained exclusively on the AFROTC Community of Practice.

   Pre-participatory Requirement: The PT monitor must insure the following are located in the Cadet‟s
    record prior to PT participation:
    o Pre-Health Screening Questionnaire (PHSQ) must accomplish upon program entry and each Fall
    Term. Any "yes" response will disqualify the cadet from participation until cleared by competent
    medical authority. (Recommend this being completed prior to the Sport Physical so any yes answer can
    be addressed in conjunction with the sport physical). Use sample attached in AFROTC Manual 36-201
    o Sports Physical is required only if you have not received a Certified DOD Physical. Use sample
    attached in AFROTC Manual 36-201
    o Certified DOD Physicals (DODMERB, MTF, MEPS)

   Other Requirements to be Completed by the Program Administrator. Safety Briefing,
    administration of the PT test, Attendance.

   WINGS Update -Use appropriate WINGS checklists to update Cadet PT test scores

                                                                                                     Page: 24
                          AFROTCI 36-2011 & AFROTCI 36-2019

   Description - You are probably very familiar with the term "Enlistment". You may not however, be
    familiar with AFROTC's requirements or terminology for enlistment in the United States Air Force.
    The term "Contracting" is synonymous with “Enlistment”. Every applicant selected for POC
    membership will normally be enlisted into the Air Force Reserve Obligated Reserve Section (ORS)
    before becoming a POC member. All scholarship program designees must be enlisted in the ORS
    before their scholarship can be activated. Before enlistment in the ORS, a POC applicant or scholarship
    designee must normally fulfill all eligibility requirements. BEFORE you complete ANY enlistment,
    please read and become familiar with AFROTCI 36-2011.

   Eligibility – Have Section one of AFROTC Form 63 Completed. This should satisfy all the pre-
    enlistment qualifications. Review eligibility requirements again in AFROTCI 36-2011 & AFROTCI 36-
    2019 just prior to enlistment. (Weight, PT Score, AFOQT results, GPA, and Valid physical.)

   Forms- Listed on AFROTC Form 63 Section 2:

    o Blank: AF1056, DD Form 4, AFROTC Form 88 (4yr scholarship technical winner) -- Ensure ALL
      pre-enlistment requirements are met before cadet signs AF1056 & DD Form 4
    o Forms to be recertified: AFROTC Forms 35 & 500, and AF Forms 2030 & 3010 & Statement of
      Understanding AF Dependency Policy
    o Determine appropriate enlistment grade for AF1056 and DD Form 4 (AFI 36-2002, Attachment 4)
    o It is important that you are using the most recent forms. Prior to each semester you should check
      your AFROTC Form 63, AF1056, and DD Form 4

    When going through the Enlistment process, it is important that you follow the procedures listed in
    AFROTCI 36-2011 and the AFROTC Form 63 to the letter. This should keep you from having any
    erroneous enlistments and administrative errors.

   Post Enlistment Actions
    o AFROTC Form 63 Section 3
    o AFROTC Form 16 (Scholarship activation)
    o Reserve orders. (Ensure you update the order number on applicable FY „Reserve Orders‟ log)
    o Complete and submit security clearance NLT 30 days after enlistment. (See Freshman exemption
       rule in AFROTCI 36-2011)

    Update appropriate WINGS checklists: Enlist a Cadet, Scholarship Maintenance, Appropriate Pay
    checklist and Tuition/Text Book Checklists.

                                                                                                     Page: 25
                                  SECURITY CLEARANCES
                                 AFROTCI 36-2011, AFI 35-101

   Description - Assist cadets in processing SF 86 for initial security clearance applications. Resubmit for
    Top Secret when classification (Pilot, CSO, and Air Battle Manager) or Personnel Processing Code
    (PPC) indicates.

   Timeline
    o Initial Submission - NLT 30 days after enlistment except for Freshman HSSP. Submit them NLT
       the 30th day of the start of sophomore classes.
    o Initiate upgrade requests within 14 days after notifying cadet of categorization selection

   Program/Paperwork - The program used to accomplish the SF 86 is the Electronic Questionnaires for
    Investigations Processing (E-QIP). Documents needed to complete the SF 86: birth certificate, passport,
    naturalization forms, certificate of birth abroad, etc.

   JPAS – This is the web program used to track security clearances eligibility status. Access is authorized
    only by using the VPN. Contact your region security manager for training and access. Personnel
    submitting requests through Joint Personnel Adjudication System (JPAS) MUST have a current NACLC
    Clearance before opening a JPAS account.

   WINGS update - Follow Update Security Clearances checklist to allow HQ ROTC to monitor the

                                         AFROTCI 36-2006

   Description - Officer Qualifying Test, similar to the ASVAB test. Minimum qualifying scores are
    verbal 15 and quantitative 10. For pilot & CSO categorization they each have minimum requirements for
    AFOQT scores which are located in AFROTCI 36-2006.

   Web-Site -

                                                                                                      Page: 26
         AFROTCI 36-2006, AFI 36-2605 & TBAS OPERATOR‟S MANUAL

   Description - The Test of Basic Aviation Skills is a tool used to measure an individual‟s capability for
    pilot training. This test must be performed in order to get a Pilot Candidate Selection Method (PCSM)
    score. The TBAS along with AFOQT pilot score and number of flying hours are used to calculate the
    PCSM score. This is in-turn used in the calculation of Order of Merit while cadets are competing for
    categorization (see Big Week below)

   If you do not have a TBAS machine at your detachment, it is your responsibility to ensure that your
    cadets interested in competing for pilot categorization get to a testing facility (USAF installation, MEPS
    or another detachment).

   If you are appointed as a TBAS Operator, you are responsible for the following:
    o Maintaining the most current publications listed above
    o Take the TBAS (preferred in case you have to answer questions) or sign a statement of
    o After initial TBAS training, complete TBAS training each August
    o Ensure the test file, candidate worksheet, transcripts, and copies of the individual flight log are e-
        mailed to the PCSM admin office in a timely manner
    o To check for the PCSM go to
    o Change access password annually

                                           BIG WEEK
                                         AFROTCI 36-2013

   Description - Big Week is typically the first week in March. At this time, HQ AFROTC pulls
    information from WINGS for the POC Selection Process (PSP) and Pilot/CSO/ABM Categorization.
    The preparation on your part for this week to be successful actually takes weeks and sometimes months
    of planning and updates. HQ will normally shut down certain portions of WINGS a week prior to this in
    order to pull the information needed for these boards. You will normally start seeing ARMS messages
    in December to start getting you prepared for this process and to let you know what time-lines they are
    looking at.

   PSP - important information to check for this board are
    o Accurate DOG/DOC in WINGS, on contract (if applicable), and on AFROTC Form 48
    o Accurate Major in WINGS, on contract (if applicable), and on AFROTC Form 48
    o (These two items are very important when deciding type and FY of enrollment allocations. If there
       are any discrepancies in these areas, you must take immediate action to correct it. Corrections may
       range from having the cadet correct their Form48 to a trouble ticket, or may even require a Form 22
       waiver request. As you can see, it is important that you review items for Big Week early in case
       corrections may take some time.)

   Most current PFT scores and height/weight in WINGS (to ensure eligibility)
   Most current GPA in WINGS (to ensure eligibility)

                                                                                                        Page: 27
   Updated AFOQT scores in WINGS
   Updated SAT/ACT scores in WINGS
   Updated physical information in WINGS (all cadets must either be medically cleared or be scheduled
    for a physical)
   Identify the cadets that will be seeking a Nursing, Dental or Pre-Med enrollment allocation

   Once the reviews is complete and necessary updates have been made, you will use the appropriate
    WINGS Checklists along with your Commander‟s ratings to nominate/rank the cadets for PSP

   Pilot/CSO/ABM Categorization – Big Week will determine the cadets that will categorize into pilot,
    CSO, and air battle manager for the upcoming fiscal year. It is important that you find out early which
    cadets in your detachment are going to compete for these positions.

   Categorization preparation:
    o Ensure candidates meet the AFOQT requirement outlined in AFROTCI 36-2013
    o Ensure candidates meet medical requirements using the PPQ/PNQ Checklist in WINGS
    o Ensure all pilot candidates have taken the TBAS and have a PCSM score
    o Use appropriate WINGS checklist to nominate cadets for the category in which they will compete
    o Use appropriate WINGS checklist and CC ratings to rank order all cadets graduating in that FY

   Upon receipt of cadet‟s new category, complete a change page to the AF1056 within 10 workdays of
    cadet notification, and have TS security clearance submitted within 14 days.

   Actual notification will not be sent to the detachments. Once the board is complete, HQ will notify the
    detachments, and you will use the SMR to find the new category. For PSP candidates, they will either
    say Officer, Nurse, or Pre-med (if it is blank, the individual did not get an enrollment allocation). For
    categorization, the category will be changed from Officer to Pilot, CSO, or ABM.

                                FIELD TRAINING/PDT
                           AFROTCI 36-2010 & AFROTCI 36-2012

   Description - Field Training (FT) and Professional Development Training (PDT) are programs that
    happen over the summer when AFROTC classes are not in session.
    o Field Training, which is the AFROTC version of Basic Training, is mandatory for all cadets to
       attend in order to commission. They normally attend FT between their sophomore and junior year
       (after they have received an enrollment allocation during Big Week). There are different PDTs
       available for GMC and POC cadets based on their scholarship types and what they are interested in.
       These trips are to learn more about Air Force life, what happens at a base and officer and enlisted

   Some FT prep will occur in the fall and early spring such as making sure individuals have a current
    physical or getting them scheduled for physicals if they do not have them yet. The majority of
    preparation will occur after Big Week when you find out which cadets have enrollment allocations and

                                                                                                       Page: 28
    will be attending FT. After this happens, you will use the appropriate WINGS checklists to load the
    cadets for FT sessions, and also to print their orders. You will receive instructions and timelines from
    ARMS messages. You will follow existing guidance at your detachment to set up travel arrangements
    (either through local agencies or your servicing base). You will need this info, along with the
    government travel rate, to have accurate orders from WINGS.

   The ball normally gets rolling on the PDT process in the Fall term with the cadets doing volunteer
    statements. Normally the COC and cadets who have been on PDTs will brief cadets on the opportunities
    and types of PDTs. Once the cadets have decided what they would like to do, the process flows similar
    to FT. You will use WINGS checklists to load the cadets for the PDT they would like. Once they are
    loaded by HQ for the appropriate PDT, you will set up the travel, and then use the appropriate WINGS
    checklist to load that information and print the orders.

   For both programs, the cadets will need to receive a briefing, and have the appropriate folders prepared
    for them according to AFROTCI‟s 36-2010 & 36-2012.

                                     HQ WAIVER REQUEST
                                        (22 PACKAGES)
                                       AFROTCI 36-2011

   Description – Used to request waivers or other actions from HQ AFROTC as necessary. Submit for
    applicants and cadets who fail to meet or maintain ROTC eligibility standards. I.E, Drug Use Waiver,
    Form 35 Waiver, Disenrollment Package, out of cycle request enrollment allocation request. Review
    AFROTCI 36-2011, Telephonic Waivers Section to determine if waiver can be approved via telephonic

   Forms needed – AFROTC Form 22, WINGS fitness report, Transcripts, Field Training Performance
    Report, AFROTC Form 48 and other documentation as indicated on AFROTC Form 22.

   Completion – Refer to AFROTCI 36-2011, Cadet Personnel Action Request chapter for completion of
    form. Obtain Det CC‟s recommendation and signature. Forward the Form 22 with attachments to HQ

   Form 22 TIPS – Maintain a tracking log; keep a copy of the entire package in Cadet UPRG; brief cadet
    on an AFROTC Form 16 regarding the outcome and file the HQ response with the AFROTC Form 22.

                                                                                                       Page: 29
                                       AFROTCI 36-2015

   Description – Disenrollments apply only to contract cadets. There are numerous reasons for which a
    cadet can/should be disenrolled. There are two types of Disenrollments: Investigative and Non-
    Investigative. Disenrollment case files must be submitted for both types. Documentation is the key to a
    strong case file. Detachments must document all actions on a Form 16 to build and support a
    disenrollement package. Typical disenrollment decisions are: No action; recoupment of scholarship
    monies; and called to enlisted active duty.

   Forms – AFROTC Form 22, AFROTC Form 10, AFROTC Form 111, DD Form 785, Appointment of
    Investigating Officer (IO) Memorandum, Report of Investigation (ROI) Memorandum, Appointment of
    Military Advisor (MA) Memorandum, AFROTC Form 16

   Disenrollment Types Overview/Forms
    o Non-Investigative – Submit AFROTC Form 22 with all required documentation IAW AFROTCI
       36-2015, Attach 9, Column 1. HQ ROTC will note the disenrollment action on the reverse of the
       Form 22 and return to detachment. Notify the cadet in writing of the HQ decision via Form 16 and
       send copy to HQ AFROTC/RRFD.
    o Investigative – Initiate using AFROTC Form 10. Follow Procedures in AFROTCI 36-2015, Attach
    o Finalization – Notify cadet of HQ ROTC decision; Update WINGS checklists - CREATE/REVIEW
       DFAS TRANSACTIONS checklist (Stop Pay) and DISENROLL A CONTRACT CADET checklist
       (Drop Cadet from your SMR).

                                Classifications and Assignments
                                   AFROTCI 36-2013/2018

   Description – Classification is the process by which cadets are given their AFSC‟s. Assignments are
    processed in much the same way. It is a two part process which is broken down into three phases for
    each process. The program is administered via the AFROTC Form 53 Website.

   Timeframe – Cadet AFSC nominations are accomplished the Spring of their Junior year. Assignments
    are given out during the Fall of the cadet‟s senior year.

    Website – The website address will be in the ARMS message sent by HQ AFROTC/RRFP.

   Access – Contact HQ AFROTC/RRFP for access and password.

   Process – An ARMS message will be sent by HQ ROTC once the Form 53 Webpage is open. Once it is
    open the technician (you) will have to grant the cadet access to the website. The application process is
    as follows:
    o Cadet Phase - Each cadet enters information concerning their coursework, projected date of
        graduation, foreign language skills, prior service history, joint spouse requirements, and AFSC and
        location preferences.

                                                                                                     Page: 30
    o Technician Phase - The technician verifies the accuracy of the cadet‟s data before forwarding the
      data to the detachment commander for final review or returning the data to the cadet to be modified.
    o Detachment Commander Phase - The detachment commander conducts a final review of the
      information submitted by the cadet and enters the cadet‟s class ranking.

                                        AFROTCI 36-2018

   Description – This is the ultimate goal; the end result to all of your hard work

   Eligibility – Precommissioning should start as early as the Fall term for a cadet commissioning in
    Spring! Review each cadet‟s Form 48 and ensure the DOG and DOC are correct in WINGS. During the
    weeks before the scheduled commissioning date, ensure the cadet meets the prerequisites for
    appointment. If the cadet is found not to meet all commissioning prerequisites, take appropriate action to
    change the DOC, qualify the cadet, obtain waivers, or disenroll if applicable.
    o Medical – Must have a current medical examination certified for their AFSC by HQ AETC/SGPS.
        Do not commission a cadet on medical recheck or without a current certified physical for their
    o Security Clearance – Each cadet must have a security clearance initiated before commissioning.
        Certain AFSCs require a TS clearance.
    o Character – Do not commission cadets with pending criminal charges or pending civil involvement
    o Program Completion – Cadets must successfully complete the entire AFROTC program.
    o Graduation – Obtain written certification from the university to confirm degree requirements.
    Complete block 6 of the AFROTC Form 48.

   Extended Active Duty (EAD) Orders - EAD Orders Guide 2007.doc

   Application for Appointment (a.ka. Form 24 Package) – Each cadet must complete an AF Form 24,
    Application for Appointment as Reserve of the Air Force or USAF without Component. Prepare the AF
    Form 24 in triplicate as prescribed in AFROTCI 36-2018. Obtain original signatures on all copies. You
    will have to mail the “Form 24 Package” within 3 workdays after appointment (the package consists of
    all the forms listed below). Staple the cadet records in the upper left-hand corner of the AF Form 24 in
    the order listed below:
    (NOTE: 2 to 3 months prior to commissioning give the cadets a blank Form 24 and have them fill the
    form out IAW AFROTCI 36-2018. Review the form and ensure it is filled out correctly, then print 3
    copies and have the cadet sign/initial each form. You‟ll need 3 originals.)

   AF Form 24 package contents:
    o Standard Form 88 (or DoDMERB/MEPS Equivalent), Report of Medical Examination (original and
       one copy from the medical approval authority certifying the examination).
    o DD IMT 2005, Privacy Act Statement-Health Care Records (one copy).
    o Standard Form 93 (or DoDMERB/MEPS Equivalent), Report of Medical History (original and one

                                                                                                      Page: 31
    o All other medical documents associated with the cadet‟s commissioning examination (original). This
      includes but not limited to, the EKG, dental x-rays, supplemental medical records, consultation
      sheets, DD Form 2480, DODMERB Report of Dental Corrections, etc.
    o AF1056 (original and one copy). Attach copies of current and superseded AF1056‟s and any
      addendums to each copy.
    o DD Form 4, Enlistment/Reenlistment Document-Armed Forces of the United States (original). For
      prior service/previously disenrolled cadets also send the prior service/previous disenrollment DD
      Form 4 to help AFPC verify service dates.
    o DD Form 214, Certificate of Release or Discharge from Active Duty (for prior service cadets only
      (one copy).

   AF Form 133 – Complete the AF Form 133 according to AFI 36-2006 and the instructions contained on
    the form. The grade entered is "Second Lieutenant, USAFR." (Reference AFROTC 36-2018, paragraphs
    1.12 for GLP, 2.4 for nurses and 3.6 for Pre-HPP commissionings.) Pharmacy and Physical Therapy
    cadets are commissioned as non-line in their appropriate category. The form is not signed by the
    commissionee or by the officer administering the oath until after the oath has been administered. The
    date the AF Form 133 is signed is the effective date of appointment. Type the following statement on
    top of the original AF Form 133: “DD Form 1AF, Certificate of Commission, was presented to the
    commissionee on DD-MMM-YYYY”.

   Memorandum of Appointment – Complete according to AFROTCI 36-2018, attach 4. Present the
    original to the cadet at the commissioning ceremony and forward two reproduced copies with
    commissioning documents with their 24 pkg.

   DD Form 1AF, Certificate of Commission – Prepare the DD Form 1AF according to AFI 36-2006, for
    each commissionee. IMPORTANT: Ensure the following statement is typed on the top porting of the
    AF Form 133, Oath of Office (Military Personnel) - “DD Form 1AF, Certificate of Commission, was
    presented to the commissionee on DD-MMM-YYYY”.

   Unit Commander‟s DG Memorandum and AFROTC Form 402 (Certificate) – The unit commander
    prepares the memorandum as deemed appropriate. Forward a copy of the memorandum with
    commissioning documents, in 24 pkg, for those who earn this award.

   Memorandum of Instruction to Commissionee – Prepare memo IAW AFI 36-2018 and provide cadet
    a copy.

   Reserve Appointment Order – Ensure the Source of Commission (SOC) codes on this order are
    correct. The SOC codes are listed in Attachment 8, AFOATSI 36-2018. SOC codes are:

   For Cadets Eligible for the Montgomery GI Bill use one the following Codes
    o C - AFROTC Distinguished Graduate Nonscholarship 4YR Program
    o J - AFROTC Non-Distinguished Graduate Nonscholarship 4 YR Program
    o T - AFROTC Distinguished Graduate Nonscholarship 2 YR Program
    o U - AFROTC Non-Distinguished Graduate Nonscholarship 2YR program

                                                                                                  Page: 32
   For Cadets NOT Eligible for the Montgomery GI Bill use one of the following Codes
    o R - AFROTC Distinguished Graduate Scholarship 4YR Program
    o S - AFROTC Non-Distinguished Graduate Scholarship 4YR Program
    o V - AFROTC Distinguished Graduate Scholarship 2YR Program
    o W - AFROTC Non-Distinguished Graduate Scholarship 2YR Program

   WINGS Update – Complete WINGS checklist “COMMISSION A CADET” NLT three workdays after

   Submission of Transcripts to AFIT – Forward an official, legible copy of each graduate's final college
    transcript indicating the degree awarded with appropriate seals, embossments, or authentication, to AFIT
    as soon as possible, but not later than 90 days after commissioning. Include in the memorandum of
    transmittal the name, SSN, and year of birth. AFIT establishes the academic file for all newly
    commissioned officers.

   Commissioning Miscellaneous:
    o Changes to Form 53 – When significant changes occur i.e., DOC/DOG, category, AFSC (due to
      medical disqualification) etc., fax a copy of the AFROTC Form 53 with changes to AFPC/DPPAO,
      Line Officer Procurement, DSN: 665-4382 or commercial (210) 565-4382. You should try to print
      copies of each cadet‟s Form 53 (preferably after they have been categorized) and place it in the
      cadet‟s UPRG.

    o Educational Delays – AFI 36-2009, Delay in Active Duty for AFROTC Graduates, governs
      educational delays. Brief each cadet on applying for an educational delay 8 to 12 months before their
      DOC. Ensure all application packages are submitted well in advance and in compliance with
      aforementioned AFI.

    o Administrative Delays – Cadets may apply for an administrative delay. An administrative delay is
      merely an agreement by HQ AFPC that a cadet is not called to EAD during the delay; however, this
      is not guaranteed. Cadets are normally brought onto EAD within 60 days of DOC; therefore, if they
      want to delay EAD, they must submit an administrative delay. The cadet submits the request for
      administrative delay by memorandum to the unit commander, who endorses the request and
      forwards it to HQ AFPC/DPPAOS for consideration. Submit the request between 60-120 days
      before commissioning. Include, as a minimum, the cadet's name, SSN, DOC, reason for delay and
      length of delay sought.

    o Montgomery GI Bill (MGIB) – Congress recently passed a change to the eligibility requirements
      for the MGIB. The new law (Public Law 107-103, Veterans Education and Benefits Expansion Act
      of 2001, Section 106) amends Title 38, United States Code, Section 3011(c) (3) (B), to allow Air
      Force ROTC cadets who commission and enter active duty after 1 Oct 96 to participate in the MGIB
      if they received $3,400 or less in tuition, fees and books during any year of eligibility. Review
      website for eligibility requirements.

   Retention of Records – File and maintain copies of all documents in the cadet's UPRG for 1 year. Final
    disposition instructions for AFROTC student records are contained in AFI 37-138, Disposition of Air
    Force Records-Records Disposition Standards, table 45-1, rules 7, 8, 9, and 10.

                                                                                                    Page: 33
                                        AFROTC FORM 16

   Description – This tool is used to document cadet actions and to assist with term counseling. Typical
    uses are: Scholarship actions; Awarding conditional events, medical recheck status, etc.

   When to accomplish a Form 16 – As a general rule a Form16 should be accomplished any time a
    counseling session is necessary. All counseling should be documented. The linked list is like this
    continuity guide, not the end all and be all of Form 16‟s. Read the regulations! Form 16s.doc

                        CADET FINANCIAL MANAGEMENT

                                           CADET PAY
                                          AFOATSI 65-101

   Description - Subsistence is a monetary subsidy paid monthly to cadets entitled to receive it. It is
    usually paid on the 1st and the 15th of each month via direct deposit

   Who gets it
    o AS100/200/250 Contracted scholarship cadets (600 Days not paid during summer).
    o AS300/400/450 Contracted scholarship and non-scholarship cadets (600 Days continuous)
    o AS800 cadets enrolled in a SecAF Approved 5-year major IAW AFROTCI 65-101 (900 Days

   What paper work is needed - SF1199A or FORMS 2231, W-4, DD IMT 2058, and SGLV 8286

   WINGS Update – Review Pay information at DFAS: Update the Bank, SGLI, Tax, Academic, and
    Name/SSN Tab, save data. Click on the Proceed to Cadet Transaction to update DFAS hyperlink which
    will open a new window. Refer to Create/Review update Cadet Transaction checklist to Start/Stop pay.

   Internal audit - Must be conducted monthly via Unit devised program. The purpose is to ensure that all
    Cadets are receiving correct pay and that they are not exceeding cumulative days of entitlement IAW
    AFOATSI 65-101.
   Formula for counting up dates ((31-24= or 31-25-1=) Date of contracting minus from 31, can only use
    first day of school not earlier even if contracted prior to. Must stop pay for GMC on the last day of term
    or testing which ever one is later. Take 30 times the amount of months in that AS year. )

   Schedule of events
    o All Cadets are authorized 600 days of entitlements, AS800 receive 900 days.
    o IMPORTANT: It is crucial that cadets be moved up to the next academic level at the appropriate
       timeframe due to the tiered pay system. Update per directed by HQ AFROTC

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   Starting Pay
    o First day of pay for GMC/POC is whichever of the following is the latest date:
       o Upon enlistment, or
       o First day of institutional classes (the date shown in the catalog)
    o Pay will start/stop in accordance with the host institution‟s start/stop days for classes. With
       exception of the first and last month entitled to pay, cadets are entitled to 30 days of pay each month,
       regardless of how many days in that month. If subsistence is started in the middle of the month,
       subtract # of days not paid from 30
    o Prior to entry of info into WINGS, you should have a completed direct deposit form, enlistment date,
       AS year, and school start/stop dates

   Stopping Pay - GMC
    o It is important to know that unlike POC pay (ongoing), GMC pay stops between each academic year
       (summer). You can determine the Last Day of Entitlement by the last day of institutional classes, or
       the last day of exams, whichever is the latest date. GMC pay will also stop when:
       o Scholarship is temporarily inactivated, suspended, terminated, or cadet is investigated for
       o Cadet completes the GMC
       o Cadet stops attending AS classes and LLAB (pay through the last date attended)
       o Cadet reaches 600th day (last day of pay)
       o Cadet is disenrolled from AFROTC

   Stopping Pay - POC
    o You can only stop pay for POC under the following conditions:
       o Cadet completes the POC (unless enrolled in SecAF Approved 5-yr major)
       o Cadet stops attending AS classes and LLAB (pay through the last date attended)
       o Cadet reaches 600th (900th for SecAF) day (last day of pay)
       o Cadet is disenrolled from AFROTC
       o Last day of class or exams, whichever is later, prior to commissioning
    o If a POC cadet loses their scholarship, they are still entitled to receive subsistence pay; however,
       they will lose textbook reimbursement entitlement, unless it was paid prior to the loss of the

   Monitoring Pay
    o If a cadet is NOT paid, check all avenues within your control:
    o Check info in WINGS for accuracy (i.e., bank account, routing #, cadet‟s scholarship status); note
      any inaccuracies
    o As a last resort, contact the WINGS help desk via WINGS customer service panel (trouble ticket),
      send them an email, or phone 321-953-7353/3050. Document all actions, notify cadet, and keep
      him/her informed of your efforts.
    o If a check is received, instead of direct deposit, and info has been updated, have cadet contact bank
      to verify bank information is correct
    o Update correct information in WINGS (if needed)

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   Debts and Collections
    o If you make an error in your cadet pay system which creates a debt for the cadet:
       - Notify cadet of error, advise cadet not to spend the overpayment
       - Refer to AFOATSI 65-101, Debts and Collections chapter

   HQ Notes
    o Keep cadet mailing addresses current in WINGS, THIS IS ESSENTIAL for forwarding mail after
      disenrollment or commissioning

                                        AFROTCI 36-2019

   Description – This is money paid to the University for Cadets with an active Scholarship Fall/Spring
    Term (Fall/Winter/Spring Quarters). They also receive a Textbook allowance.

   Status – Activated, Suspended, Terminated, Temp Inactivated

   Form Need – Form 16, SF 1034, Estimates, Bill, WINGS print out, Form 48

   Timeline – Please review Monthly timeline at the beginning of this guide.

   Who to contact – AFOATS/SDF and University Bursar/Registrar office

   Textbook pay - Textbook Reimbursements MUST BE PAID as follows, no exceptions
    o Fall – NET the 45th day after school start date & NLT 60 Days
    o Spring – 1st day after term start and NLT 30 days after term start

   WINGS - HQ uses Detachments tuition estimates from WINGS to establish a yearly scholarship budget.
    o Timely and accurate update of tuition data is vital – DO NOT DELAY, update when authorized (HQ
      will send out ARMS with timeline for updates)
    o IMPORTANT - If suspension of scholarship or Termination occurs prior to tuition payment, remove
      estimate from WINGS.
    o If Scholarship is suspended or terminated after payment, remove estimate for following term

   Extended entitlements - Submit AS800 candidates prior to the completion of their original scholarship
    award, usually during the Spring Term of the AS 400 year. Complete AFOATS Form 88, Part II, Cadet
    Acceptance, no earlier than 10 days prior to the cadet entering the first day of classes of the fifth
    academic year.
    o Maintain 88 with contract in UPRG and send Letter of extended terms of entitlement to HQ so they
       can update additional term. Aforementioned documentation signed by Det CC must be maintained in
       UPRG stating eligibility for entitlement.
    o AFOATSI 65-101, Para 4 discusses criteria
    o Determine 5-yr eligibility prior to reaching 600-day max.

                                                                                                    Page: 36
   Scholarship Entitlements
    o Limited to number of terms, Fall & Spring only during Academic Year (AY)
    o Maximum of 4 normal AYs (8 Sem/12 qtrs) for 4 yr program
    o Maximum 2 normal AYs (4 sem/6 qtrs) for 2 yr program
    o Entitlements end when AFROTC course requirements are completed, unless cadet is pursuing a
       degree in 5-year Secretary of the Air Force Program (see AFROTCI 36-2019, para 4.15.3, SAF-
       approved 5-year majors and Table 4.2 Secretary of the Air Force (SAF)-approved 5-Year Majors for
    o Covers tuition, books, and fees (AFROTC 36-2019 Entitlements, Funding, and Reporting)
    o Summer school or mini-sessions can ONLY be authorized with HQ approval. Funding for these
       courses is not programmed in the student's authorized terms of entitlements. Please read AFROTCI
       36-2019 (Entitlements, Funding, and Reporting) Funding for Summer School and Mini-Sessions for
       additional guidance.

   Reimbursement NOT AUTHORIZED see AFROTCI 36-2019:

   Processing Timeline: Detailed instructions on how to process scholarship invoices for reimbursement
    are contained in AFROTCI 36-2019. The OPR for this process is HQ AFOATS/SDF.

   TIME SAVING TIP: It is extremely important for you to get to know the invoice POCs at your
    university (i.e. student financial services, bursar, registrar, etc). Having a good working relationship
    with this individual(s) at the school will make your job of processing tuition payment much easier.

   Processing Scholarship Invoices
    o Bill after 45th day of school start date (at each university student attending) (Fall only). Cadet must
       be enrolled in AS and active in school NLT last day of term before AF pays tuition.
    o Scholarships not activated by last day of term will be withdrawn unless prior waiver is obtained from
       RRFP; this is done by 22 Package.
    o University invoices need to be received at SDF per AFROTCI 36-2019 Entitlements, Funding, and
    o For AECP Students contact SDFA at 334-953-2792 or email
    o Ensure invoices are not submitted for repeat classes (this is a time consuming task; you may be able
       to save time if you work with the university to develop a product that identifies „repeat‟ classes for
    o Pay only authorized expenses on the invoice IAW AFROTCI 36-2019 Entitlements, Funding, and
    o Ensure scholarships are not billed for more than term threshold as per AFROTCI 36-2019
       Entitlements, Funding, and Reporting.
    o Remember, detachments have 5 calendar days to process an invoice.
    o Authorize payment only for courses required for degree completion. Review Form 48, current
       transcript, and Tuition Invoice to avoid payments for repeat classes and confirm Full time status.

                                                                                                         Page: 37
                                         UNIT SUPPORT

                                  Government Leased Housing


                                    Government Travel Card

   Description - Credit card is used to go TDY or for PCS cost. As a Cadre member you will be going
    TDY about once a year and will need this for that.

   Care - One NCO will be the program administrator; you will need to print out monthly reports to make
    sure no one is misusing the card. You will also be keeping track of AECP and AFIT students; you can
    temporarily lock their account while they are in school. If anyone is PCSing, you will need to make sure
    that their card is activated and that it is current. Also that you transfer their account out to the new
    installation through EAGLES.

   WEB SITE -

   Helpful Sites - this will have the
    forms that you need to fill out to activate an account for you.

   Disposition - The card will be turned into the Program coordinator upon retirement. Cards that are no
    longer valid should be shredded.


   Description – The Personnel Information File (PIF) is used to maintain personnel documentation as
    deemed necessary on your cadre members. Currently AFROTC has not established a standardized PIF.
    At a minimum the following documents should be maintained: Records of feedbacks; Decoration
    submissions; TDY orders; Training completion documentation; etc.

   Disposition – Give to member upon departure.

                                          Maxwell Log On

   Description: Maxwell Log on is used to get into the HQ website, Email, and VPN if you are a user.
    This is just like logging on at a Base. This will be completed by your appointed Computer manager.
    The contact number is 334-953-2622 for the help desk.

   Paperwork Needed:
    o Network account request form to be completed and then faxed to 334-953-2098.

                                                                                                     Page: 38
                                      Cadet Orders
                               AFROTCI 36-2019 and AFI 65-103

   Description - Cadet orders are done to make changes in the cadet's duty status and also to authorize

   Types and timing - Reserve orders are done upon enlistment and commissioning
    o Separation orders are done by HQ upon disenrollment/separation
    o Cadet initial travel orders are done for all (4yr and 3yr) HSSP scholarship cadets during the fall term
    o Cadet medical travel orders are done to authorize travel for enlistment and commissioning physicals
    o Field Training and Professional Development Training orders are done to travel during summer
       programs. These orders are produced through WINGS

   FY fund cites are sent out each year by HQ via ARMS messages.

                                              AFI 64-117

   Description - This program is the same as the GPC program at a base, with a few exceptions.
    (Approval official accounts, etc.)

   You will need to contact your region HQ and region rep at HQ AFROTC to initiate training, receive
    your card, and get access to Customer Automation & Reporting Environment (CARE, the web based
    program used to reconcile your purchases).

   AFROTC Differences - In AFROTC your CC will approve purchases, but your CARE approving
    official is your AFROTC rep. You will also have several accounting codes that you will have to track
    for different Det functions which include, but are not limited to, general support, furniture, Center of
    Influence, Leadership Lab Incentive Program, Unit Admissions Office, postage, parking, etc.

   Responsibility - While there will be different POCs for some of the above programs, you are ultimately
    responsible for the use of the card. It is important that you establish a system to manage the different
    accounts and that you are aware of the regulations and rules established on spending for each program.

                         Transportation (Vehicle Control Officer)
                                   AFOATSI 24-101

   Description – Most AFROTC detachments are assigned a GSA fleet vehicle for official use.
    o Commander‟s responsibilities are to
        Appoint you as the VCO
        Brief cadre of the requirements in AFI 20-11, Management of Government Property in
       Possession of the Air Force.

                                                                                                       Page: 39
   Your responsibilities are to
    o Brief incoming cadre on the provisions of Section 1349b of Title 31, United State Code
    o The following forms should be maintained in the vehicle or with the keys to the vehicle: AFOATS
       Form 104 (AFROTC Mileage Log), AF Form 1800 (Operator‟s Inspection Guide and Trouble
       Report), and DD Form 200 (Financial Liability Investigation of Property Loss) along with
       instructions on how to fill it out
    o You should also maintain a transportation folder/binder with the above regulations, forms, and any
       other vehicle documents and receipts (for gas and services)
    o You will work with your region to submit yearly mileage forecasts and receive your yearly

                                          Safety Program
                                         AFOATSI 91-101

   Safety is an important and highly visible program

   Contact AFOATS Unit Safety Rep to receive training within 30 days of appointment

   Must maintain a detailed safety binder according to AFOATSI 91-101

   Important information to be maintained and/or posted
    o AF Form 55 to be maintained on all active duty members assigned
    o CC Safety Policy on AFROTC Safety Bulletin Board
    o Safety Contacts Information on AFROTC Safety Bulletin Board
    o AFVA 91-307 on AFROTC Safety Bulletin Board
    o AF Form 457 on AFROTC Safety Bulletin Board
    o Unit Mishap Notification Procedures
    o AETC Form 29A (Newcomer Safety Briefing) and AETC Form 29B (Predeparture Safety Briefing)
       on all assigned personnel under the age of 26
    o AETC Form 435, Mishap Data Worksheet (to be sent to AFOATS Unit Safety Rep within 3 days
       after a mishap)

   Monthly Safety Briefings need to be given and documented

   Monthly Facility Inspections need to be performed and documented

   Quarterly Seatbelt Inspections need to be performed and documented using AETC Form 704

   A Motorcycle Safety monitor needs to be appointed by the CC. This person will maintain the required
    information and an AETC Form 708, Commander's Motorcycle Safety Interview, on motorcycle riders.
    They will also plan and execute quarterly meeting with motorcycle riders.

                                                                                                  Page: 40

   Description – MILPDS is a web based interface used to update Cadre, AECP & AFIT information.
    You will need to have VPN access in order to install MILPDS.

   Capabilities – Input personnel data, create documents and perform personnel inquiries.

   Who to contact for Access to MILPDS – To obtain MilPDS access and login contact your servicing
    Military Personnel Flight, Personnel Systems Section.

                                             AFI 33-112

   Description - This is the inventory of all government owned computers and other system resources at
    your Det. This is reported to HQ AFROTC and completed annually, when items are added or removed,
    or when there is a change in equipment custodian.

   New equipment custodians should be appointed 45 days prior to the departure of the current custodian
    appointed by the CC in writing.

   The Equipment Custodian will ensure that all government owned computer items are on the inventory
    and have an Information Technology Asset Management System (ITAMs) bar code label (or equivalent)


   Description
    o TriCare Prime Remote is what you will be using if you are outside of the local area of a Military
    o You will need to fill out an entry package and then locate a doctor for you and your family.

   Web-Site -


   Description
    o Dental is done the same as on Base. You will need to locate a local Dentist. And make sure they
       take TriCare Dental.
    o Forms needed to get started are the MMSO Dental Information Sheet, this is something that you
       need to fill out and take with you to your dental appointment; it will help them get paid quicker.

   Web-Site -

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                                         AFOATSI 23-1001

   Description - Inventory of non-computer equipment that needs to be maintained by you and reported
    through either HQ AFOATS or your servicing base. The items usually on this inventory are
    demilitarized rifles.

   Accountability
    o Make sure all items are properly labeled/marked and properly stored.
    o CC will establish local procedures
    o Annual inventories are done and provided to HQ/servicing base, and quarterly inventories are kept

                                         AFROTCI 36-2006

   Description – Even though you will not be handling classified material while at an AFROTC
    detachment, you will notice that most of them have a safe. Any detachment that administers the Air
    Force Officer Qualification Test or Test of Basic Aviation Skills needs to be able to secure their test
    material. This safe should be a GSA approved safe cleared for Secret and Confidential material. The
    only individuals that should have access to the safe are the Test Control Officer (TCO) and the Test
    Examiner (TE). Also, the combination should be changed annually or when the TCO or TE changes.
    o Forms Required - Standard Forms (SF) 700, Security Container Information; SF 701, Activity
        Security Checklist; and AF 702, Security Container Checklist

                                    Electronic Files (AFRIMS)

   Description - Files are no different then any where else in the Military. The only difference is that you
    mostly dealing with the lifecycle of the cadets. The Electronic Records Information System is used by
    an individual verses a section, which means that the file plan cannot be transferred to another account
    once it is approved. So when you set it up under your account, you will need a copy of the old file plan
    to input under your account.

   Web-site – Contact your region POC to get this information

   Who to contact - To establish an account for your organization under your name will be easy. Just
    contact your Region and ask to speak to the IMer. They will be able to send you the paperwork that
    needs to be completed and help you with sending it to who needs it in HQ.

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                                             Leave web

   Description - The paperless way to take leave. This replaces AF Form 988. You must have VPN
    access at most places.

   Web-site Rule - Your servicing finance office will give you the correct website.

   Who to contact - Your servicing base finance office will be able to help you locate your local POC and
    get you access to the account.


   Description – Each NCO is required to maintain a current On the Job Training Record and continue in
    upgrade training if necessary. AFROTC has a Job Qualification Standard (JQS) that must be
    accomplished by each NCO as well.

   Who to contact - The AFOATS Training Manager and check the AFOATS website at for the JQS and AFOATS procedures.

                                      Family Care Program
                                         AFI 36-2908

   Description – Air Force duties typically required members to be separated from their families and
    sometimes family members required unique care arrangements. The Air Force assures itself of an
    available force to meet all of its needs by making certain that each member has made adequate
    arrangements for the care of his/her family members. The ranking NCO must act as the pseudo First
    Sergeant in regards to dependent care situations and the AF Form 357 completion.

   Who must maintain an AF FORM 357 – All Air Force members with families are required to
    maintain family care arrangements that reasonably cover all situations. Personnel in the following
    categories must maintain an AF Form 357, Family Care Certification: single parents, dual military
    couples with family members, and members with civilian spouses who have unique family situations.
    Refer to AFI 36-2908 for completion timelines, instructions, and review procedures.

                                  Defense Travel System (DTS)

   Description – This is a web based system which allows cadre members to process travel requests and
    submit travel vouchers. Visit the hyperlink below for access and processing procedures.

   Hyperlink –

                                                                                                   Page: 43
                                               AFI 34-201

   Description – These are MWR funds given to your unit based on the number of active duty members
    stationed at your Detachment (to include AFIT and AECP). Manning numbers are reported to HQ
    AFROTC and funds are electronically transferred into an account that should already be set up by the
    time you arrived at your Det.

   This is not necessarily an NCO function.

                                                                                                    Page: 44
                                 GLOSSARY OF TERMS

ADPE – Automated Data Processing Equipment
AETC -Air Education Training Center
AFI - Air Force Instruction
AFIT - Air Force Institute of Technology
AFOATS - Air Force Officer Accession and Training Schools
AFRIMS - Air Force Records Information Management System
AFROTC - Air Force Reserve Officer Training Corps
AIMWTS- Aeromedical Information and Waiver Tracking System
ARMS - Automated ROTC mail system
BFM - Body Fat Measurement
COC - Commandant of Cadets
CY - Calendar Year
DFAS - Defense Finance and Accounting Service
DOC - Date of Commissioning
DOD - Department of Defense
DODMERB - Department of Defense Medical Examination Review
DOG - Date of Graduation
DTS - Defense Travel System
ELD - Estimated Last Day
EPMLID - Employee Identification
FPM - Fitness Program Manager
FT - Field Training
GMC - General Military Course
GPA - Grade Point Average
GPC - Government Purchase Card
GSU - Geographically Separated Unit
HSSP – High School Scholarship Program
IAW - In Accordance With
ICSP - In College Scholarship Program
IMT - Information Management Tools
JQS - Job Qualification Standard
LOA - Letter of Admittance
MilPDS - Military Personnel Data System
MMSO - Military Medical Support Office
MPF - Military Personnel Flight
NLT - Not Later Than
PDT - Professional Development Training

                                                             Page: 45
PIF - Personnel Information File
POC - Professional Officer Course
PSP - POC Selection Process
PT - Physical Training
SF - Standard Form
SMR - Student Management Roster
TDY - Temporary Duty
VPN - Virtual Private Network
WINGS - Web Intensive New Gain System

                                        Page: 46

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