ACADEMIC CREDIT-POLICIES AND RG PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00498A000700110011-0
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 15
• Document Creation Date: December 9, 2016
• Document Release Date: July 28, 2000
• Sequence Number: 11
• Publication Date: April 22, 1975
• Content Type: MFR

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22 April 1975
MEMORANDU11 FOR TIE RECORD
SUBJECT: Academic Credit--Policies and RG Procedures
1. This memorandum identifies the policies which will
govern the Registration Group's actions in the handling of
employee requests for verification of Agency-sponsored
training for purposes of obtainin academic This
meorandum a3fso establis es tie RG's responsibilities and
outlines the procedures to be followed for handling employee
requests for verification of training.
2. The Registration Group will act as the central
point within the Office of Training for responding to re-
quests for academic credit for Agency-sponsored training.
All requests received by the Office of Training will be for-
warded to the Registration Group for handling.
3. Policies Toward Current Employees. For employees
currently on duty with the Agency, OTR wants to be as forth-.
coming and responsive as.possible.in assisting employees,
given the limitations of cover, security, and academic
requirements. In general, it will-be the policy of the
Registration Group,to verify in writing to academic insti-
tutions successful completion of specified training.
a. Internal OTR Courses. Only those internal OTR
courses which ave been approved by the Office of
Training will be submitted to universities and colleges
for academic credit. Attachment I lists.those which
have received prior approval. Attachment II synopsizes
the course content of current OTR courses. Attachment
III synopsizes discontinued OTR courses. Upon receipt
of an employee's written 'request,?RG will draft a.
letter to the appropriate university official verifying
satisfactory completion of those internal OTR courses
which appear on the approved list of courses. The
letter will also contain a synopsis of courses drawn
from Attachment II or III and the number of classroom
hours.
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b. For Internal Component Training. While the
Registration Group does not have aut ority to
verify and describe internal component training, the RG
will act as intermediary between the requesting employee
and the component training unit. RG, however, will
only provide this intermediary service for those com-
ponent courses which appear in the Office of'Training
catalog. there this requirement is met, the RG will
consult with the component Training Officer to seek
permission to use the appropriate course titles and
course description. Should. there be a difference of
opinion between the employee and the component training
unit regarding a component's willingness to certify, it
will be the employee's responsibility for resolution of
the differences.
c. External Training. It will be the responsibility
of the employee to arrange for the transfer of credit
and the certification of training taken at external
training institutions. The?RG will encourage-the
employee to search his personal records and his official
personnel file for Certificates of Completion. The
employee will also be advised of the expediency of
contacting the external training institution directly.
In instances where there are no records available to
the employee except the Agency Training Record, the RG
will provide evidence of completion. Under no circum-
stances, however, can the RG provide a description of
the course content for an external training course.
4. Policies Toward Former Agency E. lovees. Requests
from former Ageric employees for letters verifying sponsored
training cannot be honored by the RG. The appropriate
mechanism for handling former employees exists within the
Office of Personnel. Former employees who contact RG will
be referred to Mr. of the
External Employment Assistance Branch (OP/EEAB) on extension
3295. All correspondence from former employees will be
forwarded to EEAB. As requested, RG will assist EEAB by
providing research and records. Replies to all EEAB requests
will be made only by Chief/RG.
S. Role of the Agency Training Record (ATR). The ATR
plays a- cr~ica ro a in determining successful completion
of all sponsored training. RG can only verify training
which appears on the ATR. In cases where there are discre-
pancies between the ATR and the employee's claim to training,
the final decision will be based on the information in the
ATR. The employee may, however, at his or her option update
the Training Record by providing proper documentation in
accordance with normal procedures.
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6. Registration Group Procedures. The procedures
outlined below will regulate the actions of the RG on re-
quests for academic credit for Agency-sponsored training.
a. Employees will be advised that all requests
must be submitted in writing. The request should list
names and titles of all courses for which the employee
is requesting verification. The name of the institu-
tion where academic credit is sought and the name of
the official to whom correspondence should be addressed
should also be included. At this time the employee
will be advised of the restrictions placed on RG's
ability to provide verification of training. For
example, not all courses have been approved by OTR for
submission of academic credit. The employee will be
encouraged to search his own personal records and
personnel files for Certificates of Completion from
external training facilities.
b. The Chief of- the Registration Group will be
immediately notified of the employee's request.
c. A determination will be made as to which
courses the RG will. be able to verify to the academic
institution. For internal OTR courses, only those
which have received prior OTR approval and appear-on
the attachments can be verified and submitted for
academic credit. For component training courses, only
those which appear in the OTR catalog will be considered.
In addition, they must receive the approval of the
appropriate training component.
d. The employee's Training Record will be examined
and compared with the employee's request. Discrepancies
between the Training Record and the employee's claim to
training will be noted.
e. The employee will be advised of the RG's
decision regarding the training courses which can be
verified. The employee will also be informed of any
discrepancies which exist between his or her records
and that of the ATR. The employee will be given the
opportunity to update the ATR by providing proper
documentation.
f. Requests for verification of satisfactory
completion of external training will be resisted. The
employee will be encouraged to search personal records
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and personnel files for completion certificates. The
employee will also be directed to the external training
facility for evidence of completion. :'here the employee's
records are totally inadequate, the RG will list the
names and titles of external training courses which
appear on the ATR and where there are no obvious
security completion. RG will not agree to provide a
description of any external training course.
g. A determination of the employee's current
cover status at the time of training is particularly
critical. Where there is any question regarding cover
status of the employee, RG will not act without the
written approval of the Cover and Commercial Staff.
h. Using CIA letterhead paper, the RG will draft
a letter for signature of the Chief of the Registration
Group (signing as Registrar, Office of Training) to the
appropriate official at the academic institution. The
letter will provide the. name of the employee and a
brief statement to the effect that this office has
examined its records and determined that the employee
has completed the training as identified in an attach-
ment to the letter. On the attachment will be listed
course titles, the dates the employee took the course,
the number of classroom hours, and the approved course
description--taken from the OTR-approved list or as
provided by the Agency Training component. Similar
information, minus the course description, will be
given for external training courses. A sample.letter
is attached-.-see Attachment IV. =
i. The draft will be circulated for approval as
necessary. For example, in the event of cover, the
Cover and Commercial Staff will be asked to approve.
There may be instances where the OTR Security Officer
will be asked to review that the letter to the college
or university is acceptable.
J. While distribution of letters will be flexible
enough to reflect individual cases, the following dis-
tribution should be considered the minimum: the original
on, CIA letterhead will be sent to the appropriate
official at the academic institution; a copy will be
provided to the requesting employee; a copy to the
component Training Officer for inclusion in the employee's
personnel file; and a copy will be placed in the RG
academic credit file.
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other goveranental or commercial institutions-.. Employees
will be advised that they can receive academic credit for
similar or equivalent to any course sponsored. or run by
k. The Registration Group Will maintain an up-
to-date file on. all current requests for academic
credit as well as a file of all past requests.
7. EquivalepcZ. The RG will not provide any statement
to a univo i1ty~~or college which equates a CIA courso to be
skills and knowledge they may have developed as'a.result o
CIA training through the .Col-lege Level Examination Program
(CLEP). The enployco will be encouraged to take advantage
of the equivalency and proficiency examinations at the
institutions where they wish academic credit to be registered.
8. In sunnaryT the Office of Training wants to help
employees inprove their personal and professional qualifica-
tions. Yet, it must be borne in mind that the Agency offers
formal courses In training to achieve the Objectives of
RR ~ These objectives are to promote the efficiency and
econon-yr of the operation of the Agency and to develop and
maintain the highest possible standards of performance.
Courses are not presented for the personal benefit of
employees.
Deputy Chief, Registration Group
Atts:
Att I - Approved List of Courses
Att II - Synopsis of Approved Courses (Current)
Att III - Synopsis of Approved Courses (Discontinued)
Att IV - Sample Letter
APPROVE o2 9
rector o Training'
a n ng ate
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ATTACHMENT I
LIST OF APPROVED OTR COURSES
Advanced Seminar
Advanced Management Program
China Familiarization
Effective Briefing
Effective Writing
Fundamentals of Budgeting
Fundamentals of Supervision and Management
Information Science for Financial Management
Information Science for ManagersI
Information Science for Managers II
Information Science for,Research and Analysis
Instructor Training Workshop
'Intelligence in World Affairs
Latin America Area Seminar
Management by Objectives Workshop
Managerial Grid
Midcareer Course
Office Management Seminar
Project Officer in the Contract Cycle
Research and Analysis Course
Senior Seminar
Systems Dynamics: Principles and Applications
USSR Country Survey
Writing Reports
DISCONTINUED OTR COURSES
Advanced Writing Workshop
Basic Writing Workshop
Conference Techniques
.Geography of the People's Republic of China
Geography of the USSR
Intermediate Writing Workshop
? Management
Introduction to Map Reading
Research Techniques
.Supervision
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ATTACHMENT II
'SYNOPSIS OF APPROVED OTR COURSES
Advanced Seminar (100 hours)
This course is designed to refresh and expand the
knowledge of the participants in the field of international
affairs and world politics. Government and academic speakers
describe current U.S. foreign policy and recent major trends
in the international environment.
Advanced Management Program- -Management Seminar (160 hours)
This course, designed for middle-level managers, provides.
an advanced understanding of management theory and Agency
management policies. Participants prepare and discuss case
studies.
China Familiarization (40 hours)
This course surveys Chinese history and culture, geography
and resources, economic, political and social patterns, and
foreign relations.
Effective Briefing--Effective Speaking (24 hours)
This course is for professional employees-'who have
briefing responsibility. It covers proper briefing tech-
niques, including the preparation and presentation of a
series of briefings. Students are evaluated by the instructor,
fellow students and by means of audio and video tape playback.
Effective Writing (24 hours)
This course covers planning, organization, outlining,
sentence structure, verb/subject agreement, and parallelism.
Considerable time is devoted to actual writing in relevant
topics.
Fundamentals of Budgeting (48 hours)
This course provides a working knowledge of the tech-
niques used in preparing budget estimates and familiarizes
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students with automated systems available for processing
budgetary data.
Fundamentals of Supervision and Management (40 hours)
This course includes communication, motivation, Management
by Objectives, leadership, performance appraisal, and problem-
solving/decision-making. Group exercises are supplemented
by films and lectures. The course. is practical with emphasis
on exchange of experience among students.
-'Information Science for Financial Management (160 hours)
This course presents techniques of information science
and their application to financial, analytical problems.
Speakers discuss state of the art and applications in this
and other government agencies.
Information Science for Research and Analysis (160 hours)
This course covers th -m^thodolegies of information
science, including systems analysis-and design, probability
theory, statistics, information storage and retrieval systems,
modeling, gaming, and simulation. The students apply their
knowledge in practical exercises.
Information Science for Managers I (40 hours)
This course gives managers an introduction and overview
to information science. It stresses practical application
of information systems and systematic methods of analysis.
Each student gains competence in the use of computer ter-
minals. Subject matter includes forecasting, probability,
decision trees, correlation and regression analysis, network
analysis, linear programing, resource allocation, decision-
making, and other systematic methods of analysis and manage-
ment science.
'Information Science for Managers II (80 hours)
This course is an intensive course in information
science for managers. It develops elementary skills in the
application and use of information science.. The student
develops competence in the use of computer terminals
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and learns to apply computer programs to management and
other-problems. Subject matter includes forecasting,
probability, decision trees, correlation and regression
analysis, network analysis, sampling, linear programing,
resource allocation, PERT, decision-making, and other
systematic methods of analysis and management science.
Instructor Training Workshop (80 hours)
This workshop covers the major principles, methods, and
practices of effective instruction; and provides an oppor-
tunity to develop and practice instructional skills.
Students learn to analyze their audience, develop teaching
objectives, prepare lesson plans, present material, and
evaluate the results of their efforts.
.Tntelii ence in World Affairs (120 hours)
This course is an introduction to the Agency for:the
new employee. Through lectures, seminars, films, panels,
symposiums, and discussion groups, the course covers the
role of the Agency in the Federal Government and surveys
selected world areas and problems..._;..
Latin America Area Seminar (45 hours)
This course examines a variety of Latin American
problems through lectures, panel discussions, and student
presentations.
Management by Objectives Workshop (24 hours)
This workshop describes Management by Objectives as a
management tool and the development of objectives. The
student prepares model objectives.
Managerial'Grid (44 hours)
This is a copyrighted course designed by Scientific
Methods, Incorporated, which identifies managerial styles,
: promotes open conununications, and conveys the concept of on-
..going critique. The Managerial Grid focuses on problem-
solving through personal interaction of students.
-3_
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Midcareer Course (200 hours)
This course, for middle-level Agency employees, gives
the student a broad understanding of Agency policies, its
interrelationships with other elements of the Federal
Government, and acquaints students with major developments
in world affairs. Lectures, discussions, case studies,
films, and problem-solving exercises are used.
Office Management Seminar (32 hours)
This course, for senior secretaries and administrative
assistants, examines the role of the office manager in depth
focusing on communication, motivation, and human relations.
Performance Appraisal Workshop (8 hours)
This one-day workshop covers employee evaluation and
appraisal as a management tool.
Project Officer in the Contract Cycle (160 hours)
This course covers procurement authorities, the Federal
contract cycle from planning through settlement, and the
responsibilities of the contract officer. Emphasis. is on
practical problems and their solution.
Research and Analysis Course (200 hours)
This course is for new employees who will engage in
research projects and the writing of reports. Subject
matter includes research methodology and techniques and the
use of computers in analysis. Students complete a number of
assigned research projects.
Senior Seminar (400 hours)
This course, for senior-level Agency employees, uses
case studies, exercises, films, reading materials, guest
lectures, and seminar discussions to broaden the partici-
pants' perspectives of international affairs and modern
management techniques.
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System Dynamics: Principles and Applications (120 hours)
This course covers system dynamics (a methodology
developed by Professor Jay Forrester of the Sloan School,
MIT) as a technique to analyze a broad spectrum in manage-
ment and international political problems.. Students are
trained in all facets of the methodology,. including use of
computer terminals.
USSR Country Surve (80 hours)
This. course includes a short historical survey of the
development of the USSR and current conditions in the Soviet
Union, such as Soviet interpretations of Marxist-Leninist
Doctrine, Communist Party and government organization and
relationships, economic and military capabilities, the
social system, and foreign policies. Lectures, readings,
and discussions are supplemented by films.
Writing Reports (32 hours)
This workshop presents the principles of effective
writing with emphasis upon the analytical process in writing.
In addition to clarity, accuracy, logic, and compositional
structure, the course deals with the reporting and writing
techniques available to the creative writer. The student
writes a variety of research papers and is given extensive
individual counseling.
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SYNOPSIS OF DISCONTINUED OTR COURSES
Advanced Writing Workshop (28 hours)
This course emphasises formats, styles, rules, and
editorial practices. A major part of the course time is
spent in practical work.
Basic Writing Workshop (32 hours)
This course covers basic pconstruction and paragraph
rhetoric, elements of sentence
structure.
Conference Techniques (44 hours)
This is a practical course for employees who plan and
lead group discussions and conferences. The role of an
effective participant is also emphasized.
Geography of the People's Republic of China (72 hours)
This course covers the geography of the PRC, concen-
trating on those elements that influence the political,
economic, military, or foreign affairs of the People's
Republic of China.
'Geography of the USSR (48 hours)
This course covers thegeography can dingeology fluenceothehe
Soviet Union and those factors
political, economic, military, or foreign affairs posture of
the Soviet Union.
Intermediate Writing Workshop (32 hours)
This course covers the principles of good writing,
including clarity, accuracy, and logic.
Management (40 hours)
This course is for first-line supervisors and'mana.gers.
110011 ivat i on , conflict,
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managerial styles, and responsibilities of the middle
manager.
Introduction to'Map Reading (64 hours)
This course gives the students basic skills in map
reading. Emphasis is on practical work.
Research Techniques (80 hours)
This course teaches basic skills in research tech-
niques. Each stage of the research process is covered from
the origin of the report to the writing of a preliminary
report. Students get individual attention and write an
extensive project.
Supervision (40 hours)
This course is for the first-line supervisor. The
topics covered by the course include motivation, communi-
cati.on, performance appraisa., decision-making, and euiployae
development. Attention is also given to the concepts,
research findings, and theories of experts in the field of
management.
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Dean of Admissions
University trans
Gentleen:
bfr. an employee of the Agency, has requested that
this office inform you of training programs he has taken with the Agency
Which might rake hin eligible for academic credit at your institution.
We have exar:rined our records and are able to verify that Mr.
has completed the courses as titled and described below.
Course Title Dates Classroom Hours
Advanced M a n a g e m e n t PImming 1-19-69 to 1-24-69 40
This program is designed to acquaint middle-level managers with, the
field of management. The student develops a sound understanding of-.
managerial practices as well as some practical insights and methods
for irproving his own managerial performance.
Effective Writing S-I2-64 to 6-4-64 24
This course covers planning, organization, outlining, sentence
sty, verbrsubiect agreement, and parallelism. Considerable
time is devoted to actual writing in relevant topics.
Managerial Grid 3.11-70 to 3-27-70 . 44
r
This is a copyrighted course designed by Scientific - ethods,
Incorporated, t:thich identifies managerial styles, pror^.otes open
cc nications, and conveys the concept of ongoing critique.
The Managerial Grid focuses on problen-solving through personal
interaction of students.
Electronic Data Processing 3-11-69 to 3-13-69 24
This course is designed to introduce non-commuter oriented
prsonnel to electronic data processing. The student will gain
a basic knowledge of data processing techniques, machinery, pro-
fessions, and related subjects. The subjects covered include
history and fund entals of computers, computer prograinuing,
computers and the world, and terminal services.
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Cot--'.. title Dates Classroom Hours
Flowcharting 3-27-68 to 4-12-68 40
This course is dcsi .ed to teach the principles and applications of
flowcharting. Students will learn to analyze and flowchart progrartis
which utilize a computer system.
This office is also able to verify that has completed
courses at other training institutions. List ee Tow are the titles of
these courses, the training facility, the dates took the
course and the number of classroom hours.. We are uni 1$' , ' 'giver, to
provide a description of the content of these courses.
Course Title
Training Facility
Dates
Classroom Hours
Management by
Ob
American Management
1/5/73 to
24
jectives
Association
1/8/73
Managing Young
P
Bureau of Training,
2/14/73 to
40
eople
U.S. Civil Service
Cormission
2/19/73
Registrar, Office of Training
2
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