TRAINING FOR MI CAREERISTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00024R000300450004-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 20, 2016
• Document Release Date: September 26, 2007
• Sequence Number: 4
• Publication Date: September 2, 1981
• Content Type: MEMO

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2 September 1981
MEMORANDUM FOR : See Distribution
Executive Officer, Office of Information
Services, DDA
SUBJECT: Training for MI Careerists
1. With the recent incorporation of certain positions in your Office
into the MI Career Sub-Group, there has been some understandable confusion
regarding submission of requests for training.
2. As MI careerists, their training and career development are the
responsibilities of the MI Career Sub-Group. We are attempting to meet
these responsibilities by developing standards for all of our careerists
and helping them meet these through specified training courses and
rotational assignments designed to broaden their experience and give them
the opportunity for career growth.
3. We also believe that supervisors, whether they are MI careerists
or not, have a responsibility for reconniending training for people who are
working for them that will meet specific job requirements. We do ask, however,
that any such training requests be handled as outlined in paragraph 4 below.
4. To avoid some difficulties when requesting training, we need your
cooperation. Whenever a request for internal or external training is
submitted for an MI careerist assigned to your Office, we ask that the
careerist's immediate supervisor initial on the form itself or on the routing
sheet to indicate that the absence from the Office for the period of the
course is agreeable and that the training is applicable to the individual's
needs/duties. The request should be forwarded to the OIS Training Officer.
It is then up to OIS to concur in the request and submit it to the Office
of Training and Education or the Office of Data Processing, as appropriate.
5. Most careerists will also have training recommended by an MI
Career Sub-Group evaluation panel. Failure to take this training because a
supervisor cannot release the person could be detrimental to the individual.
We recognize that there are Office responsibilities to be met, but we also
ask that every consideration be given to training requests submitted. If
there are circumstances which require repeated denial of a request, please
advise the OIS Training Officer.
UNCLASSIFIED when separated
from attachments.
CONFIDENTIAL
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Is
6. Attached are two updated OIS Notices. We hope they will. he helpful
to our careerists in completing Forms 73 and 136. The Notices are also
contained in the OIS Personnel Handbook.
7. A copy of this memorandum is being sent to MI careerists for their
information., Should you have any questions or problems with this memorandum,
please contact the undersigned personally on extension
Attachments:
A.. OIS Notice No. 11
B. OIS Notice No. 13
C. Answers to Questions
Concerning Training
Distribution:
Associate Deputy General Counsel
Chief, Legislative Liaison Branch, OPP
Deputy Comptroller
Deputy Executive Secretary
Executive Assistant, OP
Executive Officer, IC Staff
Special Assistant, IG
.Deputy Director for Policy E Management, OS
Executive Assistant, OC
Executive Assistant, OTE
Executive Officer, ODP
Executive Officer, OL
Executive Officer, OMS
Support Officer, OF
Chief, Executive Staff, OSVJR
Deputy Director, GSR
Deputy Director, OCO
Executive Officer, OER
Executive Officer, OIA
Executive Officer, OPLA
Executive Officer, OSR
Chief, Executive and Planning Staff, FBIS
Deputy Director of Technical Service
Executive Officer, ODU1E
Executive Officer, ORD
Executive Officer, OSO
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F-I-D-E-N-T-I-A-L
OFFICE OF INFORMATION SERVICES
OFFICE NOTICE NO. 11 25 February 1981
Guidelines for CoMletion of Form 73,
Request for Internal Training
1. This Notice provides office of Information Services (OIS)
guidelines for use in arranging internal training. It applies
to all MI Sub-Group careerists.
2. All internal training desired by an MI Sub-Group careerist
must be requested by submitting a Form 73, Request for Internal
Training, and approved by the Executive Officer, Office of
Information Services.
3. Form 73 is being revised by the Office of Training and
Education (OTE) to include. information not requested on the present
form. Until further guidance is provided by OTE, we ask that the
following guidelines be used to complete Form 73 (exemplar
attached):
Section 1: Add Social Security Number.(SSN)
Sections 2 through 9: Self-explanatory F
Section 10: Fill in preferred date unless course
is offered by the Office of Data
,Processing (ODP). Due to high demand
for EDP courses, they use the "first
come, first served" system with
enrollment made from "hold files"
according to date request received by
them and space available.
Section 11: Give adequate justification, including
pertinent OTE codes (copy attached) on
all requests. Include office mailing
address. For ODP course, indicate that
prerequisites (if any) have been met.
If the training was recommended by the
applicant's Career Panel, the following
notation must be included: "Training.
recommended by the MI Career Panel."
Sections 12 and 13: Self-explanatory.
25X1
C-O-N-F-I-D-E-N-T-I-A-L
25X1
25X1
25X1
25X1
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Section 14: Complete each section and include SCI
access in "Other", if pertinent.
Section 15:
Section 16:
Self-explanatory.
Section 17: Self-explanatory.
Section 18:
25X1
25X1
25X1
25X1
25X1
If there are any questions regarding completion of this form,
contact the OIS Training Officer. 25X1
4. All requests for training from careerists assigned to
OIS must have the concurrence of their Division Chief. For those
MI careerists assigned to other components, the concurrence of the
applicant's supervisor will be required. Concurrence and pertinent
commen additional justification should be noted on the routing 25X1
slip.
5. Requests not prepared in accordance with guidance provided
in paragraohs 2 through 4 above will be returned to the originating 25X1
office.
6. All Form 73s should be sent to the OIS Training Officer,
Room 1206 Ames Building. 25X1
7. The OIS Training Officer will notify all employees
approved by OTE for training. Employees will receive notification
of course time, date, and location through their area supervisor.
Employees should not attend a course unless so notified. 25X1
8. Withdrawal from a course once enrollment has been confirmed
is strongly discouraged and should only be considered in rare cases
and under truly extenuating circumstances. To help avoid cancellations,
applicants should select training dates carefully and before approving,
supervisors should ensure that the office will be adequately staffed
during the proposed training period. 25X1
9. If for some reason an emplo e s unable to attend training,
the OIS Training Officer, extension should be immediately 25X1
notified. According to OTE policy, if a requester is enrolled in
an internal course by OTE and for some reason cannot attend, the
request is automatically cancelled and a new Form 73 must be
submitted by the employee if future attendance is desired. ODP will
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honor a Form 73 request through one cancellation; however, in the
event of a second cancellation forib-ame course, a new Form 73
must be submitted by the applicant.
Attachments:
1. OTE Codes
2. Form 73
C-O-N-F-I-D-E-N-T-I-A-L
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10 July 1980
MEMORANDUM FOR: Agency Training Officers
Chief, Training Support Division, OTR
SUBJECT: Input Requirements for Agency Training
Record System
1. The Office of Data Processing (ODP) has designed a
training record system for all Agency training activities.
Components who conduct many courses will have direct input
capabilities. Offices who conduct only a few classes each
year will continue to send class rosters to the Office of
Training (OTR) for inclusion in the system.
2. The new system is scheduled to begin on 21 July
1980. It will require the Social Security Number of the
student and the justification for enrollment code, in order
to enter the system. New request forms for internal and
external training have been designed but are not yet in the
supply room. Until available, please add the above two
items to the existing forms on all requests you submit to
OTR.
3. Designate at least one, but not more than three, of
the following numerical codes as your reason for requesting
training sponsorship:
Code 1 - This training included in the personnel
development program. goal.
Code 2 - This training is for long-range career
development.
Code 3 - This training is for an employee currently
participating in the office's Upward Mobility
Program.
Code 4 - This training meets a specific job requirement.
Code 5 - This training meets a cover requirement.
Code 6 - This training is included in the component's
submission for fiscal-year training requirements.
4. Your cooperation in this will be appreciated by OTR
and ODP as an interim stP., to full ATRS implementation.
STAT
STAT
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STAT
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OFFICE NOTICE NO. 13 14 April 1981
External Training
1. The purpose of this Notice is to establish MI Career
Sub-Group policy and procedures regarding external training.
2. External training includes Agency-funded programs
conducted by other U.S. Government agencies, various military
services, universities and colleges,. commercial firms, and
correspondence courses. It also includes the Off-Campus Program
which is sponsored by the Office of Training and Education (OTE)
in cooperation with the University of Virginia School of Continuing
Education. The procedures for enrollment in the Off-Campus Program
vary depending on whether employees are under cover or are overt.
3. MI careerists are encouraged to participate in external
training programs which will help to develop employee skills
needed for current assignments and to enhance their value to the
MI Sub-Group. External training will be approved as a supplement
.to an employee's internal training within constraints imposed by
OIS budgetary restrictions and Agency regulations. As a consequence,
these limitations will not permit all MI careerists to share
equally in external training opportunities.
4. The Agency external training program is administered by
OTE in accordance with' Title 5, U.S. Code, Chapter 41, and according
to Headquarters Regulations 7-1, 18-1, and 18-8. The following
.are Agency and OIS criteria which must be met before training is
approved at non-CIA facilities:
a. The employee's qualifications meet the require-
ments of the training facility and there is reasonable
assurance that the course objectives will be achieved.
b. Training may not be solely for the purpose of
obtaining an academic degree nor for the purpose of
obtaining an academic degree required to qualify for a
particular position.
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c. Training may not be for the purpose of filling
a position by promotion when there is already a qualified
employee available.
d. Performance of the employee in his or her
official duties will be improved by the training, or
the training will aid in preparing the employee for
another planned assignment in the near future involving
new or additional responsibilities.
e. Benefits that would accrue to the Agency would
be sufficient to justify costs incurred by the Agency.
f. The employee has served one full year of current,
continuous civilian service in the Government. This
requirement is applicable only to training at non-Government
facilities; it may be waived by the Director, OTE upon
certification by the Deputy Director for Administration
or his designee that the training is in the public interest.
g. The employee has indicated his or her intention
to continue Agency. employment after completion of the
training and signs a Continued Service Agreement if required.
h. Attendance at the non-CIA facility will not
jeopardize past or present Agency operations or cover
arrangements.
i. Training at non-Government facilities is authorized
only after a determination that adequate training is not
reasonably available within the Government or_that use of
Government facilities would be more expensive.
j. The proposed training must have the prior approval
of the Director or Deputy Director, OIS and OTE.
5. There are two types of external training: part-time
and full-time. Part-time training is when the employee continues
to perform all or part of his/her assigned duties. Full-time
training is when the employee's only assignment is training
during the training period. Part-time and full-time training
must be approved by the Director or Deputy Director of Information
Services and.the Director of Training and Education. Full-time
academic training must be endorsed in advance by the Deputy
Director for Administration, with the recommendation of the
Director or Deputy Director of Information Services.
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6. The Director or Deputy Director of Information Services
must approve any external training request in advance of the
training. Retroactive approval will not be granted unless there
are overwhelming extenuating circumstances. In these rare cases,
the facts must be clearly explained when requesting reimbursement
for a course.
7. The supervisor and the MI Sub-Group Career Management
Officer will assist employees in selecting external courses which
will-aid an employee in doing a more effective job. These officers
will, as appropriate,, provide counsel and advice regarding the
effectiveness and/or relative value of a particular course to
the careerist. Consideration will be given to MI Career Sub-Group
Panel recommendations, the employee's past performance, long-range
potential and current Personnel staffing requirements.
8. Careerists are encouraged to discuss proposed training
with their supervisor and the Career Management Officer prior to
submission of a training request for approval. All employees.
must comply with administrative, security and cover requirements
established for the training.
9. Particular attention should be given to the course content.
For example, seminars, meetings, and professional conferences with
a general theme are unlikely to be as effective as a more defined
course or program. There are, however, some benefits to he gained
from this type of activity, and before approval, supervisors should
.look carefully at the program and it should be mutually agreed that
a general presentation of information will meet the objective
desired.
. 10. As previously noted in paragraph 4i, careerists must
utilize internal training facilities before applying for external
training of a similar nature. External training will be considered
if the internal course is not available within the timetable
required.
11. To request external training, a separate Form 136, Request
for Training at Non-Agency Facility, should be completed for each
course by the employee and forwarded via the supervisor, who will
add concurrence and/or comments, to the OIS Tr.aininq Officer. It
is important.that requests for training be submitted in sufficient
time to allow an orderly and comprehensive review and administrative
processing by OIS and OTE. It is also essential that concise
justification be included. Background information, course descrip-
tion, etc., should be attached. to each request. The appropriate
sequence of routing is as follows:
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Supervisor
OIS Training Officer (Also include name in
Sec. 14)
Executive Officer (Also include name and title in Sec. 28)
Deputy Director of Information Services (DDIS)
(Also include name and title in Sec. 28)
OIS Budget & Fiscal Officer
(Include name in Sec. 20)
Central Cover Staff (CCS) (if appropriate)
12. OTE will advise the OIS Training Officer of financial
procedures/instructions when training has been approved. The
Training Officer will then notify the employee. Enrollments
are then made either by OTE, directly by the individual, or by
Central Cover Staff.
13. OTE must ensure that any approved training has been
completed and appropriate documentation has been recorded. An
Agency-sponsored student who does not complete a course may be
required to reimburse the Agency for the cost of the training,
unless special extenuating circumstances exist. The standards of
.performance for academic sponsorship are those required by the
facility for satisfactory. completion. If an employee fails to
meet the satisfactory academic requirements for sponsored training,
the eligibility of that employee for further academic sponsorship
will be suspended until the same or a comparable course has been
taken at the employee's expense, and evidence of satisfactory
completion is submitted to OTE (via the OIS Training Officer).
Employees must submit copies of grade reports for sponsored
academic courses or evidence of completion or attendance certifi-
cation for other sponsored external training. Documentation should
also be provided in cases of non-sponsored external training for
inclusion in the individual's OIS training file.
STAT
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STAT
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ANSWERS TO QUESTIONS CONCERNING TRAINING
Q: When training is requested, can.a follow-up procedure be established
so that the requester be advised when he/she has not been selected
for that particular course and the reason why he/she was not selected?
A: If the requester is not notified by Central Registrations, CITE several
days prior to the course start date, or in some cases by the component
Training Officer, the course was oversubscribed and the requester's
Form 73, Request for Internal Training, will be moved to the next
scheduled course running. If the requester is not eligible for the
course or the course is canceled, he/she will be notified by Central
Registrations or the Training Officer. On quota courses (Mid-Career,
Counseling, POavi) and courses requested on Form. 136, Request for
Sponsorship of Training at Non-Agency Facility, the requester will be
notified by the Training Officer whether or not he/she will be attending
the training. A "quota course" is one where an Office or Directorate
is allocated a given number of spaces per running, e.g., OIS has one
space per year for the Mid-Career course. We are currently trying for
at least two.
Q: Often the Career Panels will recommend someone for training. When the
person applies for the recommended training and is turned down, can
there be something put in that person's file to indicate that at least
he/she tried to get the training?
A: The Office of Information Services (OIS) has a MI Training System (HITS)
which shows what training each person in OIS has had and has been
requested. The date of the request shows up on the MITS print-out.
Additionally, those courses recommended by the Panel will also be entered
on the MITS for given individuals. That portion covering said individual
will be trimmed from the MITS and placed in his/her folder. This data
is then available for the Panel members when they are reviewing the file.
When you are turned down for a course, why is it necessary to fill out
a new Form 73?
A: If a requester does not get into a particular running of a course for .
any reason other than turning down the training, e.g., oversubscription,
canceled, res c hedulec, etc., the Form 73 is moved up to the next
running of the course. If. the requester refuses to attend a running,
his/her Form 73 is destroyed and a new one must be submitted if the
requester is still interested. The policy of "rollovers" was discontinued
about six months ago. The administrative problem of keeping up with a
vast number of forms.was more than Central Registrations could or was
willing to deal with.
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Q; will be running a course on introducing registry careerists
rt
this course and info
il
s on
to automated records. Can you give us deta
us whether or not members of CRD are eligible for this course?
A: If a member of CRD or any MI careerist has a need for this training,
he/she will be welcome to attend the course. However, the principal
candidates will be those working in the registries. The course is five
days, full time (9:00-4:30), conducted on the sixth floor of the
Chamber of Commerce Building, will be about 80 percent theory and 20
percent hands-on training with the chance to apply a Registry problem
using the terminals, and will touch on various situations using OIS ADP
applications.
Q: When a Career Panel recommends someone for training, does that person
get special consideration in terms of getting into the course? If they
do not, why?
A: The person recommended for training by the MI Career Panel does not get
special consideration from OTE as the recommendation is an "in-house"
T, OIS The erson
A: The Chief of Central Registrations and the DDA Training officer were
contacted and told of this situation. We have asked to be notified
first when there are shortfalls in any course. They have responded
in a very positive manner. It will now be up to each of us to do
likewise if and when the chance to take training arises.
please keep in mind that we are receiving preferential treatment. A
late call for a course space is not to be construed as "getting to the
bottom'of the barrel." If we respond positively to those course spaces
we believe will be beneficial to our personnel, even on a short notice
and in some cases having to "bite the bullet" for a few days, we will
be able to get many more MI careerists into training.
action. However, he/she is given special aLtention y p
recommended for training should fill out the papers necessary to get
into the course and this action will be taken into consideration by the
Panel.,
We noticed that OIS and the DDA have few slots in 0TE training courses,
yet many of the courses run short of capacity or of the minimum, figure
they want. A recent course set for 25 had only 19 students. Can we
make arrangements with OTE to be notified in such instances and have
an opportunity of sending someone from OIS?
STAT
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