Embed Size (px)
Citation preview
Educational DepartmentManual, Part II
District Educational Officers
UNITED STATES POWER SQUADRONS
Educational Department Operations Committee
Copyright 2002, United States Power SquadronsAll rights reserved
Printed in the United States of AmericaUnited States Power Squadrons
1504 Blue Ridge RoadP.O. Box 30423
Raleigh, NC 27622919-821-9281
Fax: 919-836-08131-888-FOR-USPS (367-8777)
www.usps.org
The following are registered trademarks of United States Power Squadrons:USPS United States Power SquadronsJet Smart the Squadron + flag graphicBoat Smart Wheel-and-Flag DesignChart Smart THE ENSIGNPaddle Smart the Officer Trident DesignWater Smart the USPS ensign (flag design)
the USPS aqua trade dress of various publications(left side of front covers, including text and graphics)
The following marks are also the property of the United States Power Squadrons:The Squadron Boating Course
a service mark including the USPS aqua trade dress of publications(left side of front covers, including text and graphics)
One or more of these trademarks or service marks may be found in this publication
Contents
Page Introduction ....................................................................................................................... v1 The National Education Department ................................................................................ 1
The National Educational Officer .............................................................................................. 1The Assistant National Educational Officer ............................................................................. 1Educational Department Committees ....................................................................................... 1
Basic Public Education Committee ................................................................................. 1Boat Handling Committee ................................................................................................ 1Inland and Coastal Navigation Committee ..................................................................... 2Offshore Navigation Committee ...................................................................................... 2Electro-Mechanical Systems Committee ........................................................................ 2Marine Environment Committee ...................................................................................... 2Instructor Development Committee ................................................................................ 2Publication Support Committee ...................................................................................... 2Educational Department Operations Committee ........................................................... 2Curriculum Development and Coordination Committee .............................................. 3
District Educational Officers ..................................................................................................... 3Educational Department Meetings ............................................................................................ 4Open Educational Meetings for the General Membership ..................................................... 4
2. The District Educational Department ............................................................................. 5District Structure ......................................................................................................................... 5District Educational Officer ....................................................................................................... 5DEO Qualifications ..................................................................................................................... 6Assistant District Educational Officer ...................................................................................... 6District Educational Department Chairmen ............................................................................. 6District Teaching Aids Chairman .............................................................................................. 6Role of DEO in District Affairs ................................................................................................... 6
Records .............................................................................................................................. 7DEO Kit ............................................................................................................................... 7Training of EdDept Staff ................................................................................................... 8
Recommendations for Planning and Setting Objectives ....................................................... 8Recommendations for Educational Seminars ......................................................................... 8Recommendations for District Educational Expositions ....................................................... 9District Teaching Aids Exhibits ................................................................................................. 9District Educational Awards ...................................................................................................... 9
3 Educational Department Responsibilities ........................................................................... 13Overview .................................................................................................................................... 13National Educational Officer ................................................................................................... 13National Meetings ..................................................................................................................... 13Course Content ......................................................................................................................... 13District’s Role in ABC ............................................................................................................... 13Communications ....................................................................................................................... 14DEO as National EdDept Representative ............................................................................... 14Recommendations for Members of the National EdDept ..................................................... 14SEO and ASEO Nominations ................................................................................................... 14Qualification Considerations for SEO and ASEO Candidates ............................................. 14
vi Contents
EDM II USPS 2002
Page4 The Educational Department Web Site.......................................................................... 17
Web Page Policies and Responsibilities ................................................................................ 17Educational Department Web Page Organization ................................................................. 17
General Education Department Pages .......................................................................... 18Course and Committee Pages ....................................................................................... 18Important E-Mail Tips ..................................................................................................... 19Educational Department E-Mail Newsletter .................................................................. 19
5 Travel Expense .......................................................................................................................... 21Travel Expenses ........................................................................................................................ 21
Intercity Transportation .................................................................................................. 21Local Transportation ...................................................................................................... 21Lodging and Meals En Route ........................................................................................ 21
Lodging at Annual and Governing Board Meetings ............................................................. 21How to Complete a Travel Expense Voucher ......................................................................... 22Travel Expense Voucher ~ BUD-2a ......................................................................................... 23
6 Boating Class Information ~ Form HQ 800 ......................................................................... 25Purpose ...................................................................................................................................... 25Instructions - Squadron Role .................................................................................................. 25Instructions - District Role ....................................................................................................... 26
AppendicesAppendix A - Teaching Aid Judging Form ............................................................................. 27Appendix B - Charles F. Chapman Award .............................................................................. 29Appendix 81 - Charles F. Chapman -District Endorsement .................................................. 31Appendix B2 - Charles F. Chapman -Squadron Recommendation ..................................... 33Appendix C - Checklist for USPS Officers During Calendar Year ....................................... 39Appendix D - Ordering SEO Kits ............................................................................................. 43Appendix E - Contents of DEO and SEO Kits ........................................................................ 45Appendix F - SEO Conference Attendance Report ............................................................... 47Appendix G - HQ 800 Boating Course Information .............................................................. 49
viiContents
EDM IIUSPS 2002
Introduction
1 Manuals of the USPS Educational Department aredesigned to describe department policies, procedures,and materials in order to assist EducationalDepartment members in the effective and expeditioushandling of their duties. It is permissible to reproducesections of these manuals whenever needed.
2 An effort has been made to present organizationalstructure and philosophy so that departmental levelswill have a general idea of their interrelationships.Specific procedures and duties are divided into threeparts:
3 Squadron: Educational Manual—Part—1(EDM—I) is designed specifically formembers of the Squadron EducationalDepartment.
4 District: Educational Manual—Part—2(EDM—II) is used with EDM—I forthe guidance of District EducationalOfficers and other members of DistrictEducational Departments.
5 National: Educational Manual—Part—3(EDM—III) is for members of theNational Educational Department touse with EDMs I and II in the exerciseof their duties.
6 Educational Department manuals are in loose-leafformat to facilitate easy incorporation of updates,additions, and revised pages as required.
7 Keep your manuals up-to-date by replacing revisedpages as soon as you receive them. Advise affectedmembers of your department of the changesimmediately. When your term of office expires, passthe up-to-date manual along to your successor.
8 Educational Department Notices (EDNs) informmembers of changes in policies, procedures, andmaterials pending issuance of revised educationalmanual pages.
9 Advise the Chairman of the Educational OperationsCommittee (listed on the inside back cover of THEENSIGN magazine) if you have suggestions forimprovement of any educational manual.
10 Words denoting gender in these manuals shall applyequally to both genders as the context may require.
1
EDM IIUSPS 2002
Section 1
The National Educational Department1 The National Educational Department consists of
the National Educational Officer, Assistant NationalEducational Officer, ten national committees, andall district and squadron Educational Officers. TheNational Educational Officer is a member ex officioof the National Educational Department and all itscommittees. (Bylaw 5.14.3)
National Educational Officer
2 Elected by the members of USPS at the AnnualMeeting each year, the National Educational Officer(NEO) holds the rank of Vice Commander. The NEOdirects the activities of the National EducationalDepartment and is a member of the National Bridge,National Operating Committee, and the GoverningBoard, ranking third in authority after the ChiefCommander and the Executive Officer.
3 The Chief Commander assigns an Aide to the NEO.The duties of the Aide are designated by the NEO.
Assistant NationalEducational Officer
4 Elected by the members of USPS at the firstGoverning Board of each calendar year onrecommendation of the NEO and nomination by theCommittee on Nominations, the Assistant NationalEducational Officer (ANEO) holds the rank of RearCommander.
5 Assists the NEO as directed. Because of thecomplexity of the NEO’s tasks, all reports,correspondence, telephone calls, and problems areusually transmitted to the ANEO, who, within thebounds of authority granted by the NEO, addressesas many of these as possible.
Educational DepartmentCommittees
6 Rear Commanders chair each of the ten committeesof the National Educational Department and aremembers ex officio of the Governing Board. One ormore Assistants to the Chairman, holding the rankof Staff Commander, and elected in the same manneras the chairmen, assist the chairmen in theadministration of their committees. Committeemembers, other than the Chairman and Assistantsto the Chairman, are appointed by the ChiefCommander on behalf of the Governing Board uponrecommendation of the committee chairmen and theNEO.
7 Each committee is responsible for the developmentand preparation of course materials and othersupplemental materials and programs as may beassigned to it by the NEO or ANEO. The committeesand their responsibilities are as follows:
Basic Public Education Committee*8 This committee (BPECom) is responsible for: The
Squadron Boating Course, Boat Smart, America’sBoating Course, Jet Smart, Chart Smart LearningGuide, Boating Safety for Kids, and the USPS VideoBoating Course, and such other courses, materials,and programs as may subsequently be assigned toit.
Boat Handling Committee*9 This committee (BHCom) is responsible for: the
Seamanship Course, the Sail Course, Introductionto Sail Learning Guide, Knots, Bends, and HitchesLearning Guide, Paddle Smart Learning Guide,Water Smart Learning Guide, Skipper Saver
2
EDM II USPS 2002
Learning Guide, Water Sports Learning Guide, andthe Elements of Boat Design and ConstructionLearning Guide, and such other courses, materials,and programs as may subsequently be assigned toit.
Inland and Coastal NavigationCommittee*
10 This committee (ICNCom) is responsible for: thePiloting Course, the Advanced Piloting Course,Plotting and Labeling Standards Learning Guide,Compass Adjusting Learning Guide, Marine RadioLearning Guide, Predicted Log Learning Guide, andsuch other courses, materials, and programs as maysubsequently be assigned to it.
Offshore Navigation Committee*11 This committee (ONCom) is responsible for: the
Junior Navigation Course, the Navigation Course,Sight Reduction Methods Learning Guide,Calculators for Navigation Learning Guide,Navigational Astronomy Learning Guide, and suchother courses, materials, and programs as maysubsequently be assigned to it.
Electro-Mechanical SystemsCommittee*
12 This committee (EMSCom) is responsible for: theEngine Maintenance Course, the MarineElectronics Course, Electrical Systems LearningGuide, Loran C Learning Guide, GPS LearningGuide, Radar Learning Guide, Amateur RadioLearning Guide, Diesel Engines Learning Guide,Outboard Engines Learning Guide, and such othercourses, materials, and programs as maysubsequently be assigned to it.
Marine Environment Committee*13 This committee (MECom) is responsible for: the
Weather Course, the Cruise Planning Course,Marine Ecology Learning Guide, Cold WeatherSurvival Learning Guide, Oceanography LearningGuide, First Aid/CPR (Red Cross) Learning Guide,and such other courses, materials, and programs asmay subsequently be assigned to it.
*These committees work with all other coursecommittees to ensure their educational offeringsaddress the diverse boating environments of ourmembers, provide for hands-on instruction, aretechnologically current in content and presentation,provide tools to help our instructors, and include fairand consistent examination methods.
Instructor Development Committee14 This committee (IDCom) is responsible for: the
Instructor Development Course, Teaching AidsProgram, the Teaching Aids Exhibits, The ChapmanAward Program, Instructor Certification Program,and such other courses, materials, and programs asmay subsequently be assigned to it. The committeeprovides training, tools, guidance, and incentives forsquadron instructors. It develops and maintainstraining courses that are up-to-date and encompassmodern adult learning techniques and technologies.The Teaching Aids Program, through the use of theInternet and annual exhibits, provides a means ofsharing ideas for effective training aids among allUSPS course instructors. The Chapman AwardProgram provides recognition and rewards foroutstanding instructional performance. Thecommittee also maintains a certification policy andprogram to ensure that USPS instructors are qualifiedto meet the needs of their students.
Publication Support Committee15 This committee (PSCom) is responsible for assisting
other committees with editing, formatting, andgraphics development of course and supplementalmaterials to be published; coordination with outsidevendors contracted to provide editing, graphics, andformatting services for Educational Departmentmaterials; publishing The Educational DepartmentStyle Guide and The USPS Glossary LearningGuide; and such other courses, materials, andprograms as may subsequently be assigned to it.
Educational DepartmentOperations Committee
16 This committee (EDOCom) is responsible foreducational operations such as recording andpublishing department meeting minutes and other
Section 1 The National Educational Department
3
EDM IIUSPS 2002
notices; compilation and publishing of EducationalDepartment Manuals and the Boat InsuranceLearning Guide; coordination of department matterswith the USPS Operations Manual Committee;maintenance of the Educational Department WebSite; and direction of the Member Course PromotionProgram, all Educational Business projects; andeducational programs such as Certificates ofCompletion, Educational Proficiency Certificates,and such other courses, materials, and programs asmay subsequently be assigned to it. See Chapter 4of this manual for a detailed description of theEducational Department Web Site.
Curriculum Development andCoordination Committee
17 This committee (CDCCom) is responsible for coursecontent control, module content control, gradeequivalency, new courses, subjects, and specialprojects, and such other courses, materials, andprograms as may subsequently be assigned to it. Thecommittee defines and maintains the definition andmaintenance of the USPS educational curriculum.CDCCom works with the other committees to ensurethat USPS educational offerings:
A. Address the diverse boating environments ofour members.
B. Provide a complete range of study fromnovice to master.
C. Provide for hands-on instruction.
D. Are technologically current in content andpresentation.
E. Provide tools to help our instructors.
F. Include fair and consistent examinationmethods.
18 The committee carries out this responsibility byproviding the course committees withrecommendations, and then reviewing and approvingthe resulting output.
19 CDCCom is also responsible for maintaining thedocument USPS Educational Curriculum, formerlyknown as Vision 2000. This document defines:
A. The components that comprise the overallEducational Department curriculum (objectivesand syllabus).
B. A variety of paths the student may take toachieve the desired level of competence.
C. The requirements for obtaining various USPSeducational grades.
D. What the course committees are incorporatinginto the course modules.
E. A catalogue of USPS courses for members asthey map out their personal courses of study.
20 In addition, CDCCom is responsible for maintainingthe exam database used to generate examinations forUSPS courses and modules. It establishes policiesfor the contents of examinations and assists thecourse committees in the implementation of thosepolicies.
21 Since CDCCom interfaces with all other committeesin the department, it is responsible for editing andpublishing Currents, the Educational Departmentnewsletter that is distributed at national meetings.Educational committees are expected to providenewsworthy content that CDCCom will ensure isreported.
22 From time to time, CDCCom is called upon by theNEO and ANEO to take on special projects. Theseprojects are usually of a transient nature; either one-time, or of such nature that ultimately they may betransferred to a more appropriate committee for finalimplementation.
District Educational Officers
23 District Educational Officers (DEOs) and SquadronEducational Officers (SEOs) report to the NEO onall matters relating to USPS educational programadministration including course content, student andinstructor manuals, instructional qualification and
Section 1 The National Educational Department
4
EDM II USPS 2002
certification, instructional standards, examinations,reporting, and eligibility standards for officers andstudents.
Educational DepartmentMeetings
District Educational Officers’ Meetingswith Educational Department Staff24
At each Annual Meeting and Governing Board, theDEOs and Assistant DEOs meet in a private closedmeeting to discuss their programs and problems. TheANEO designates one or more DEOs to chair thismeeting. Following this meeting, the DEOs andAssistant DEOs meet in a joint closed meeting withthe Educational Department staff. The NEO andANEO make announcements of special interest tothe DEOs and invite questions from the DEOs tomembers of the Leadership Committee. Committeechairmen may make special reports not intended forthe general membership.
25 Minutes of the DEO Meetings with the EducationalDepartment staff are distributed to the Leadership
Committee, to the Chairman and Assistants of theEducational Department Committees, the NationalOperating Committee, Past NEOs, the CPS NationalTraining Officer (if present), the Educational BudgetOfficer, all DEOs and Assistant DEOs, and USPSHeadquarters.
Open Educational Meetingsfor the General Membership
26 At each Annual Meeting and Governing Board, theEducational Department holds an open meeting forthe general membership. The NEO and ANEO speakon items of general interest, and committee chairmenreport on the activities of their committees andanswer questions from those in attendance.
27 Open Educational meetings minutes are distributedto the Leadership Committee, Assistants to theChairman of the Educational DepartmentCommittees, the National Operating Committee, PastNEOs, the CPS National Training Officer (ifpresent), the Educational Budget Officer, all DEOsand Assistant DEOs, and USPS Headquarters.
Section 1 The National Educational Department
5
EDM IIUSPS 2002
Section 2
The District Educational Department
District Structure
1 The organization of your District EducationalDepartment (DEdDept) depends upon yourdistrict’s bylaws, the number of squadrons withinthe district, and their geographic distribution.Districts usually are comprised of a DistrictEducational Officer (DEO) and an AssistantDistrict Educational Officer (ADEO). Severaldistricts have chairmen for Boating (B), AdvancedGrades (AG), Elective Courses (EC), TeachingAids (TA), and Learning Guides (LG). Some havea chairman for each course in addition to thoselisted above. Some districts have a DistrictEducational Awards Committee.
2 The district’s educational department may includeone or more of the chairmen described in theparagraph, above. They can form an additionallink between the Squadron Educational Officers,the squadron local boards, class chairmen, andtheir national counterparts. Their duties include—but are not limited to—helping the DEO, toprepare agendas for educational seminars, securespeakers, prepare presentations, lead discussions,and prepare seminar reports for transmittal to theNational Educational Officer (NEO), AssistantNational Educational Officer (ANEO), and theR/Cs of Educational Department Committees.
District Educational Officer(DEO)
3 The District Educational Officer is electedannually by the District Conference, uponnomination by the District NominatingCommittee, subject to the prior approval of the
NEO (Form ED-80), and holds the rank of DistrictLieutenant Commander (D/Lt/C).
· Is a member of the District Bridge, Council,and Conference, and of the NationalEducational Department.
· As a voting member of the Governing Board,is expected to attend and participate in allnational meetings.
· As Chairman of the District EducationalDepartment, is responsible for guiding andsupervising all educational affairs of thedistrict.
· Is the representative of the NationalEducational Department at the district level;provides liaison between the nationaldepartment, the district, and its squadrons.
· Coordinates educational matters among thesquadrons of the district.
· With the approval of the District Commander,arranges the educational seminars at DistrictConferences or separate events.
· Represents the national educationaldepartment at Conferences or squadronmeetings when there is no other officialrepresentative of the national EdDept present(NEO, ANEO, R/C.).
· Assists squadron nominating committees withrecommendations for SEOs.
· As delegated by the NEO, pre-approves thenominations of SEOs, ASEOs, andappointments made by squadron commandersto the Local Boards for Boating (LBB),Advanced Grades (LBAG), and ElectiveCourses (LBEC).
6
EDM II USPS 2002
DEO Qualifications
4 A DEO should hold the educational achievementaward of Senior Navigator (SN). (Personalexperience with all USPS courses will help youadminister the district educational programeffectively.)
• Be willing to serve for three years to providecontinuity to the district -educationalprogram and have time to train a successor
• Have taught one or more USPS courses.(Doing so brings valuable experience to thisposition.)
Assistant District EducationOfficer
5 If the district bylaws provide for an ADEO, thisperson is elected annually by the District Conference,upon nomination by the district NominatingCommittee, subject to the prior approval of the NEO(form ED-80), and holds the rank of District FirstLieutenant (D/1st/Lt).
• Assists the DEO as directed.
• Is not a voting member of the District Councilor Conference, but in the absence orincapacity of the DEO, acts in the DEO’sstead, including voting at any district ornational meeting.
• Should be familiar with the Calendarchecklist for USPS Officers - Appendix C.
ADEO Qualifications6 The qualifications for ADEO should same as those
of the DEO. The ADEO must be prepared to actin the DEO’s stead upon short notice.
District Educational DepartmentChairmen
7 If there are chairmen of District EducationalDepartment committees, they are appointed
annually by the District Commander, uponrecommendation of the DEO, and hold the rank ofDistrict Lieutenant (D/Lt).
• Assist the DEO, as assigned, in thecoordination of educational programs.
• Responsibilities could include but are notlimited to leading educational meetings atDistrict Conferences and educationalworkshops.
• Report squadron suggestions to the DEO andnational committee chairmen
District Teaching Aids (TAs)Chairman
8 District Teaching Aids Chairman is appointedannually by the District Commander, uponrecommendation of the DEO, and holds the rankof District Lieutenant (D/Lt).
• Maintains contact with the squadron andnational ID Committees.
• Encourages use of TAs, promotes squadronparticipation in TA exhibits at DistrictConferences, and the USPS Annual meeting.
• Maintains and exchanges information on newand effective teaching aids between squadronsand national committees.
• Supervises competitions for excellence in TAsat district exhibits.
Role of the DEO in DistrictAffairs
9 The DEO, as chairman of the district EducationalDepartment, must keep the District Commander,Bridge, Council, and Conference apprised ofchanges in procedures adopted by the NationalEducational Department, the status of thesquadron educational programs, and progresstowards completion of objectives.
10 Use every opportunity to promote the USPSeducational program. Keep the District Public
Section 2 The District Educational Department
7
EDM IIUSPS 2002
Relations Officer and Boat Show Chairmaninformed of the schedule of Boating Classes forall the squadrons. If there is a district newsletter,submit an article to the Editor for every issue,promoting educational seminars and teaching aidsexhibits, and reporting items of interest fromnational educational meetings.
11 Publish a list of all of the advanced grade andelective course classes to be given within yourdistrict so members may take those classes, in theirown squadron or in neighboring squadrons.Include this list, with times and locations, andcontact persons in your district newsletter, andsend it to all squadron editors for use in theirnewsletters.
12 Provide a list of each of your staff members toyour District Roster Chairman so their names maybe placed in your district roster.
13 Submit expense vouchers to the District Treasurerin a timely manner and operate your departmentwithin the budget provided.
14 Promptly submit merit mark recommendations tothe D/C for the deserving members of your staff.Consider the contribution of each member,including staff meetings attended, planning,promotion, and moderating seminars, and reportsprepared.
Records15 As DEO, you will receive and generate a variety
of reports, manuals, and forms. The DEO isresponsible for establishing and maintaining therecord keeping process of the Office, makingchanges as you see fit so they are available forfuture reference. DEO records may include:
• EDM-I and II, filed with the CD of theOperations Manual.
• EDNs (Educational Department Notices)
• ED80 Nomination Forms for SEOs andASEOs organized by squadron, with a list ofthe Change of Watch dates
• Boating Class information (HQ 800) Forms,and reports from Headquarters summarizingBoating Class results, filed by squadrontogether with a checklist of forms received.(Please review Appendix G-Boating Classinformation, and Appendix H-Form HQ800,USPS Boating Course information)
• Examination Orders (ED-33), SquadronReports of Examination (ED-34), andNotices of Course Completions (ED-6), filedtogether by squadron. (Be aware ofcandidates who either did not take or did notpass exams and ensure follow-up by theSEO.)
• Incoming and outgoing correspondence, filedby squadrons
• Minutes of OCom, GB, and District EdDeptmeetings, with significant items highlighted
• Reports of educational seminars
• District Educational Award records
• Merit Mark records
• District membership roster, with dates ofcourse completions
16 Other methods of filing may be equally effective.Whatever method you use, file every document assoon as possible, not less than weekly, to avoidutter chaos.
17 At the end of your term, as the retiring DEO, youshould turn over all current records, districtproperty, and manuals to your successor. Purgeall unnecessary paperwork from the material sincethe new DEO may not know which is importantand which is not. Retain all of the unnecessarypapers in your personal files, deliver them to theDistrict Historian, or destroy them, as appropriate.
DEO Kit18 New DEOs, will receive a DEO Kit shortly before
or at the District Change of Watch. The contentsare listed in Appendix E. You should receive adistrict directory and district bylaws from the
Section 2 The District Educational Department
8
EDM II USPS 2002
district commander. The Directory of National,District, and Squadron Officers is distributed lateeach spring. Departmental records should betransferred from your predecessor.
Training of EdDept Staff19 A training seminar is recommended for squadron
and district EdDept personnel, whether new orcontinuing in office. At that session, discuss:
• The district, squadron, and nationalorganizational structure.
• Communications.
• Ordering course material and examinations.
• Administration of exams and return of coursematerials and exams.
• Checking sight folders.
• The use of critiques in the preparation offailed students for re-examinations.
20 The source for most of these items may be foundin EDM-I, the Operations Manual, and theEducational Department Web Site.
21 It is important that the ADEO and the DistrictEdDept staff are trained to know what is expectedof them and how to assist squadron personnel inthe correct procedures to be followed whenperforming their work. Send copies of allcorrespondence to the ADEO, and keep thisimportant assistant advised of important districtEducational matters. This will allow the ADEOto competently substitute as DEO, wheneverrequired.
Recommendations for Planningand Setting Objectives
22 A priority as DEO is to determine the educationalstatus of each of your district’s squadrons.Reviewing previous records, as well as otheravailable files, such as annual EdDept statistics,course completions, examination orders, andBoating Class reports, will help you do this.
23 Then, set reasonable objectives with each SEO fora plan to improve the overall educational level ofeach squadron. Consolidate these plans to set yourdistrict educational goals and submit them forreview by the District Bridge and approval by theCouncil.
24 Prepare a calendar for the year, highlighting thedates for USPS Annual and Governing Boardmeetings, District Council and Conferencemeetings, and other district activities. Include thedates listed in the checklist of DEO Activities(Appendix C).
Recommendations forEducational Seminars
25 Speakers who can present interesting presentationson a variety of educational topics enhancemeetings. Whether your educational seminars areorganized by individual course, Local Boardgroups, you and your staff should be on the lookoutfor experts who can speak on specific aspects ofour course material. Your speaking sources mayinclude national EdDept officers who are membersof the district or who live nearby. If there is an“N” Club in your district, it may be a source forspeakers. While it may not be possible to have aspeaker for each course at every conference, planto rotate speakers so that every course is presentedat least once every two or three years. Each sessionshould have a lively and interesting presentation.
26 If the seminar is a round table discussion, havethe panelist make a short presentation that willlead and stimulate discussions and questions. Thepurpose for these seminars is the communicationof information from the national educationalcommittees to those who are teaching, and to getfeedback on what improvements or changes tocurriculum should be made to the course material.
27 Each session should have a written report of thepresentation, questions, answers, and suggestions.The report should be reviewed by the DEO beforesubmittal to NEO, ANEO, and the appropriateCommittee chairman
Section 2 The District Educational Department
9
EDM IIUSPS 2002
28 Closed meetings between you and your SEOs willhelp generate cooperation in teaching courses andcorrecting administrative problems. Closedsessions provide an excellent forum for theexchange of ideas and techniques betweensquadrons.
Recommendations for DistrictEducational Expositions
29 District expositions should be patterned after theEXPO presented at the National Annual Meeting.They provide the opportunity to present coursesfor general review by allocating table space foreach Advanced Grade, Elective Course, andLearning Guide. The displays should be attractiveso they will attract attention and stimulatediscussion. There should be several membersstaffing each table—preferably experiencedinstructors—able to answer questions and provideclear insight about their course. If a questioncannot be answered immediately, have a formavailable to list the question, and the contactinformation of the person, including name phonenumber, and address. After the conference, be surethat all inquiries are answered.
District Teaching Aids Exhibits
30 As a rule, there should be a teaching aids exhibitat every fall conference. The winning TA shouldalways clearly demonstrate the specific objectiveof a teaching plan for the Boating Course or oneof the Advanced Grades or Elective courses.
31 Publicize the exhibit and categories. Often, theseare for Boating, each Advanced Grade andElective Course, and a general classification ofitems that might be applicable to several or allcourses. Encourage winners in each category, tosubmit their entries to the teaching aids exhibit atthe USPS Annual Meeting. In addition torecognizing the winning entry in each category itis important to also recognize squadrons andindividuals who have entries in every category. Ifthe district has a Best in Show Award, ask thewinner to submit it as an entry in the TACcompetition. The TAC AWARD (Teaching Aid
Competition) is limited to only those squadron aidsthat received their District Best in Show Award.
32 The District Teaching Aids Committee shouldhandle the promotion and registration and theselection of judges for the exhibits. The judgingform used by the National ID Committee isenclosed as Appendix A. It provides a guidelinefor judging and scoring Teaching Aids.
District Educational Awards33 One of the proven ways for generating enthusiasm
for the USPS Educational Program is acompetition among squadrons for awards foreducational improvement. Awards recognizesquadrons and individual members of the districtfor outstanding educational achievements. Presentthese awards at an appropriate ceremony—generally during a District Conference—withplaques or trophies, with the Chief’s representativeassisting in the presentation.
34 Each fall, DEOs receive copies of the NationalEducational Statistics showing the number andpercentage of members of each squadron who havecompleted each of the Advanced Grades andElective Courses as of the previous 30 June. Thisreport can be used to determine awards bycomparing it to the same report for the prior yearor the Notice of Course Completions (Form ED-6).
Prince Henry the Navigator35 Perhaps the most prestigious award in most
districts is the Prince Henry trophy. Starting in1964, the Portuguese Council to the United States,Commander Jose Cabral, presented statues ofPrince Henry the Navigator to the districts ofUSPS to use for district recognition for theteaching of navigation. Each district should nowhave one in its possession.
36 As DEO, you must adopt or draft criteria for theaward that supports the objectives of the USPSeducational program and assure that all squadronswithin your district are given an equal opportunityto win the award. Publicize the program as muchas possible to encourage competition among thesquadrons.
Section 2 The District Educational Department
10
EDM II USPS 2002
Educational Achievement Award37 Every two months, the headquarters staff will send
you Educational Achievement Award certificatesfor members in your district who have recentlycompleted all USPS courses. Many districtspresent a plaque to each new EducationalAchievement Award winner during the springConference.
Educational Proficiency Award38 This certificate is awarded to members holding
the grade of Advanced Piloting who have alsocompleted any three Elective Courses. Manydistricts present a certificate to members thatachieve the Education Proficiency award.
Advanced Grades and Elective CoursesAwards
39 To encourage squadron advancement, considerpresenting awards to the squadron in your districtwith the greatest increase in each of the advancedgrades and elective courses. Set up the procedurefor determining the winner of this award by takinginto account the relative sizes of the varioussquadrons. For example, a small squadron with10 course completions might win the award overa large squadron with 10 course completions.
Charles F. Chapman Award forExcellence in Teaching
40 Hearst Publishing Company and United StatesPower Squadrons jointly sponsor the Charles F.Chapman Excellence in Teaching Awards. Fivehonorees are selected annually from among thenominees submitted by the districts. These nationalawards include a Certificate and the listing of thehonoree’s names in a log that is maintained in theMemorial Library at USPS headquarters inRaleigh, North Carolina, and the presentation ofa high-quality sextant to their Squadron in honorof the award winner. The sextants are providedby a grant from Hearst Marine Books, an affiliateof William Morrow & Company, and funds fromthe United States Power Squadrons. The sextantnameplate lists the date, name of the honoree, andthe squadron name.
41 In April each year, every SEO and DEO willreceive nomination forms and instructions for the
award. (A complete set of sample forms are inAppendix B, B-1, and B-2). This award recognizesthe outstanding contributions, accomplishments,and commitment of teachers and squadrons to theeducational goals of USPS. DEOs should make aspecial commitment to urge and support every oneof your district’s squadron commanders and SEOsto select a nominee from those instructors whohave taught all or part of a course during the year.
42 The submittal of the squadron’s nominee mustarrive at the DEO’s address not later than 15 July.Submittals made by a squadron to anyone otherthan the DEO will not be considered and returnedwithout action. Squadron’s nominees should beconsidered for a district Charles F. ChapmanAward for Excellence in Teaching. As DEO, youshould establish a selection committee to reviewthe nominations and select the district nominee.The district nominee should be recognized at asuitable ceremony at a district Council meetingor Conference that might include a districtChapman Award Certificate (available fromheadquarters upon request). Announce that thedistrict nominee’s name will be recorded in theCharles F. Chapman Excellence in Teaching Login the Memorial Library at USPS Headquarters.
43 Finally, submit your district’s nomination form toHeadquarters, together with the squadronnomination package. The deadline for districtsubmissions is 1 September of each year.
Teaching Aids Awards44 Provide appropriate certificates, plaques, and/or
trophies to individuals and squadrons who earnrecognition at the district Teaching Aids Exhibit.
National Educational Officer’s Award45 A certificate is awarded annually to each DEO
who is able to report 100% attendance of theSEOs or ASEOs (Appendix F) in the district atthe spring and fall Conference.
BOWSPRIT AWARD46 The BOWSPRIT AWARD is a membership award
whose purpose is to implement a program, whichaddresses the needs of USPS® as they relate toincreasing total membership and educational
Section 2 The District Educational Department
11
EDM IIUSPS 2002
completions and to recognize those Districts basedon goal attainment, as outlined with the programrules.
47 Each district program goal is based on the actualperformance results for the preceding twelve monthsending 30 June. The objectives of the program are:(a) to provide a measurable and acceptable standardof performance and, (b) to provide meaningful andtangible recognition.
48 This prestigious award is achievable by allsquadrons. DEOs should publicized the award andencourage SEOs to plan their educational programstowards winning the BOWSPRIT AWARD. Themonthly reports provide an excellent overview of thedistricts activity. Reports and information areavailable on the USPS web http://www.usps.org/national/bowsprit/rules.htm
Circulation of Teaching Aids49 From time to time, USPS distributes various
teaching aids for use in the squadron educationalprogram. As the person responsible for the taskof storage, circulation, repairs, and follow-up onitems not returned, you may consider delegatingthis work (though not the responsibility) to yourADEO or Teaching Aids Committee Chairman.
50 If only one—or a limited number of TAs—isfurnished to you for use by all squadrons in yourdistrict, arrange to reproduce or circulate thosematerials to all squadrons in your district asrapidly as possible.
Section 2 The District Educational Department
12
EDM II USPS 2002
13
EDM IIUSPS 2002
Section 3
Educational Department Responsibilities
Overview1 District Educational Officers are members of the
National Educational Department. As such, theyhave certain duties, and responsibilities to thesquadrons in their district
National Educational Officer(NEO)
2 The line of educational authority descends fromthe NEO through each DEO to the SquadronEducational Officer. The DEO serves as therepresentative of the local squadrons to the NEO.DEOs are expected to keep the NEO informed ofany matters in the squadrons or district that areproperly the concern of the NEO.
National Meetings3 As voting members of the Governing Board,
District Educational Officers are expected toattend the Annual Meeting of USPS, as well asthe spring and fall Governing Board meetings. Atthese national meetings, you will be expected toattend the closed meeting of the DEOs, the closedmeeting of the DEOs with the NationalEducational Department staff, and the openEducational Department meeting.
4 At the Annual Meeting, DEOs assist in judgingthe Teaching Aids Exhibit, as assigned by theNational Educational Officer or the AssistantNational Educational Officer.
5 Should you be unable to attend a national meeting,your ADEO should represent you. If neither younor your ADEO is able to attend, contact the NEOor ANEO to arrange representation.
Course Content6 Responsibility for course content, and revisions,
rests with one or more national committees. Directany questions regarding course material,homework, or examinations to the nationalcommittee chairman, whose name and address maybe found on the last page of THE ENSIGNmagazine.
7 As the representative of your district’s squadronsto the committees of the National EducationalDepartment, communicate any concerns pertainingto course content in the squadron or districtpertaining to the appropriate national committeechairman.
District’s Roll in ABC8 The introduction of America’s Boating Course by
the United States Power Squadrons and the UnitedStates Coast Guard Auxiliary has added anothertool for the squadrons and flotillas to use inspreading boating safety thru education. If youare not already familiar with the course, a reviewof the Squadron Guide to America’s BoatingCourse is in order. (The squadron guide can befound on Educational Department web page http:// w w w. u s p s . o r g / n a t i o n a l / e d d e p t / F i l e s /sqd_abc_guide.pdf) The addition of this new toolbrings with it added responsibility for the DistrictEducational Department that this documentaddresses.
9 One of the key objectives of the program is toestablish a personal relationship between asquadron and the student. This requires a contactnetwork and our districts provide the “backbone”for that network. Two ABC District Coordinatorsare required to implement it. The District Guideto America’s Boating Course provides full
14
EDM II USPS 2002
documentation on how the program works and thedistricts responsibilities. The guide can be foundon the educational department web page. (http://w w w. u s p s . o r g / n a t i o n a l / e d d e p t / F i l e s /dist_abc_guide.pdf)
Communications10 Routine matters regarding course material or
examinations may be handled by directcommunication between an SEO and the nationalcommittee chairman involved. A copy of thecommunication should be sent to you for retentionin the DEO files.
11 In most cases the DEOs will be able to providesquadrons with answers to most of their questions.In instances where an answer to a question isneeded from a national committee chairman youwill be copied, and or consulted oncommunications between your district’s squadronsand the National EdDept.
DEO as National EdDeptRepresentative
12 When no officer from the National EducationalDepartment is present, the DEO, represent theNational EdDept at District Councils,Conferences, and squadron meetings.
Recommendations forMembers of the NationalEducation Department
13 DEOs represent the greatest resource forcommittee members of the national educationaldepartment. DEOs are encouraged to forward theirinterest in serving in the national educationdepartment to the NEO through the ANEO.
14 The DEOs are likewise encouraged to forwardthrough the same channel, the names of allmembers in their district who are qualified andavailable to serve in the National EducationalDepartment. Encourage those members to entertheir resumes on line at http://www.usps.org/
national/comnom/. All resumes are forwarded tothe ANEO and the Chairman of the committee theylist as first choice.
SEO and ASEO Nominations13 A squadron nominating committee’s SEO and ASEO
nominee’s qualifications must be pre-approved bythe national educational officer (NEO). The NEOmay delegate this authority to the DEO. Approvalof the SEO and ASEO candidate’s qualifications (bythe NEO or DEO) is accomplished by the chair ofthe squadron’s nominating committee filingcompleted form ED-80 with the DEO at least 60days prior to the election. (If no reply is receivedfrom the DEO within 30 days of receipt by the DEOof the written request for approval [ED-80], thequalifications may be considered approved.)
14 If you disapprove of the qualifications of one of yoursquadron’s Nominating Committee’s candidates andthe matter cannot be resolved, you must send theunsigned ED-80 to the National Educational Officerwith a letter of explanation. After a review andcommunications with all parties the NEO willapprove or disapprove the nomination.
Qualification Considerations forSEO and ASEO candidates
15 While there are no qualification requirements forSEO and ASEO candidates, DEOs are encouragedto offer squadron nominating committees thefollowing qualification considerations.
· Candidate’s grade and elective courseachievements
· Length of time in the Squadron
· Experience as an instructor
· Class chairman or a local board chairman
· Willingness to attend District Council andConferences and educational seminars
Section 3 Educational Department Responsibilities
15
EDM IIUSPS 2002
16 Ideally SEO candidates preferred educationalachievement should be SN, the ultimate selectioncriteria is that the candidate be the best qualified tofurther the educational goals of USPS.
17 The SEO should make a commitment to serve forthree years to provide continuity to the squadroneducational program and to training a successor.SEOs should attend all district educational seminarsand other district meetings. Since ASEOs arenormally being groomed to be the next SEO, SEOand ASEO qualifications are the same.
Section 3 Educational Department Responsibilities
16
EDM II USPS 2002
17
EDM IIUSPS 2002
Section 4
The Educational Department Web Site
1 Improved and cost-effective communicationsbetween our members is the primary reason to makemaximum use of the Internet. The term Internet, asused here, includes both World Wide Web pages andelectronic mail (e-mail).
2 DEOs should take maximum advantage of the littleor no-cost opportunities the Internet provides toquickly distribute news items, updated andsupplemental course information, reports, and directreplies to member inquiries. While use of e-mail isnearly widespread and well understood, better useof web pages can and should be made. This sectiondescribes some basic practices that can and shouldbe conducted via the Internet.
Web Page Policies andResponsibilities
3 USPS Web Server policies and operations are theresponsibility of the Information TechnologyCommittee of the national Secretary’s Department.
4 The NEO and ANEO develop EducationalDepartment Web Page policies and approve all inputinto the Educational Department Web Pages.
5 Overall responsibility for the department’s web pagesrests with the EDOCom. This committee isresponsible for the day-to-day development,maintenance, and backup of Educational Departmentinformation stored on the USPS Web Server.
6 Various Educational Department personnel andcommittees provide material for the department’s webpages. A committee may develop its own web page.In this case, the EDOCom will post it to the USPSserver and back it up, but will not be responsible forits maintenance.
Educational Department WebPage Organization
7 Educational Department Web Pages are organizedinto three areas of interest:
1. General Educational Department Pages thatcontain materials such as general news items,meeting reports, and widely used forms,intended for squadron and district member’sinformation and use. .
2. Course and Committee Pages that containmaterial and related information intended forstudents, instructors, and administrators at thedistrict and squadron levels.
3. Internal Educational Department (Intranet)Pages that contain information and materialsprimarily of interest to national EducationalDepartment Committees and the nationalEducational Leadership Committee.
4. Public Interest Pages that contain descriptivenon-USPS sensitive information about coursesand learning guides that might be of interest tonon-member boaters. Course descriptionsinclude explanation of who may take suchcourses and how to obtain enrollmentinformation. These pages also include self-evaluation boating skills assessments and othermotivational materials to encourage courseparticipation. These pages are on the public sideof the USPS Web Site.
18
EDM II USPS 2002
General Educational DepartmentPages
8 These pages contain information of general interestto district and squadron members. Most of theinformation will be developed and maintained by theEducational Department Webmaster, with input fromEducational Department leadership, committeechairmen, Headquarters’ staff, and others as needed.Here is a list of sample general educational topicsoften found on these pages:
• News
• Help: How to Use the Web Page
• Who to Contact
• Educational Department Directory
• Squadron Guide to American’s Boating Course
• Currents—The Educational DepartmentNewsletter
• Online Orlando Teaching Aids Exhibit
• Educational Department Reports
• USPS Educational Curriculum
• Current Materials Information
• On-Line HQ800 Forms
• Awards
• Educational Department and related Forms
• Useful Links
• Educational Department Notices (EDNs)
• USPS Nautical Glossary
• Frequently Asked Questions (FAQ)
• Approved State Boating Examinations (withsecond level of access control)
Course and Committee Pages9 These pages are usually organized under course and
committee names, with appropriate links betweenthem. They contain material and related informationintended for students, instructors, and administratorsat the district and squadron levels. A list of sampletopics often posted on these pages follows:
• News Items
• Course Updates
• Chairmen’s Addresses
• Committee Responsibilities
• Frequently Asked Questions
• Reference Materials
• Graphics/OHT Masters
• Downloadable Tools
• Related Non-USPS Links
• List of Current Course Materials
• Expiration Dates for Old Materials/Exams
• Course/Module Descriptions
• Learning Guide Descriptions
• Helpful Hints/Tips
• Course/Com Unique Topics
• Course-Specific Forms
• Newsgroup Access
10 The responsibility for providing and obtainingapproval (from the ANEO) for new and updatedinformation regarding courses and learning guidesof a committee lies with the Course Chairman or hisdesignee. Forward approved new Web Pages orinformation for updating current pages to theEDOCom Webmaster for insertion. The Committee
Section 4 The Educational Department Web Site
19
EDM IIUSPS 2002
Chairman and the Webmaster cooperatively makethe decisions relative to the formatting of theinformation provided.
11 Information Updates. Timely input is made inorder to always reflect current information on theCourse and Committee Pages. The Webmaster insertsthe approved information into the pages as soon asit is received.
12 Course Updates. Course material updates maybe either approved quick-reaction informalstatements correcting errors in student or instructormaterials, or fully edited official Update Packets.
13 New Web Topics. EDOCom encouragescommittee chairmen to develop and submit new itemsfor posting to the web pages. Coordinate the insertionof new items with the Webmaster after approval bythe ANEO.
Important E-Mail Tips14 It is important to re-read all of your e-mail messages
before you send them to ensure that you are notsending something that could be taken the wrong way,or could embarrass you or USPS if it goes into awider distribution than you envisioned. Also, bewareof forwarded e-mails that purport to help you bywarning of viruses, health problems, or untold cures,etc may be disguised viruses. Before you forward
such a message, check http://HoaxBusters.ciac.org/or another similar site.
Educational DepartmentE-Mail Newsletter
15 Authoritative Educational Department news andinformation is available to any interested USPSmember by subscribing to the newsletter at: http://www.usps.org/mailman/listinfo/eddept-news.
16 The newsletters provide one-way communicationsfrom the Educational Department to the newslettersubscribers. They are not intended for queries to thedepartment or intercommunication betweenrecipients; e-mail or postal mail provide the bestmethods for these types of correspondence. Thenewsletters will not normally contain attachments,although links to the Educational Department WebPage will be provided when appropriate.
17 Posting to the Educational Department E-Mail Newsis limited to designated Educational Departmentmembers: the NEO, ANEO, the two EducationalDepartment Webmasters, and the Headquarters’Educational Department Supervisor.
Section 4 The Educational Department Web Site
20
EDM II USPS 2002
21
EDM IIUSPS 2002
Section 5
Travel ExpensesTravel Expenses
1 Certain members of the National EducationalDepartment qualify to receive partial reimbursementfor travel and certain related expenses in attendingthe Annual Meeting and Governing Boards. TheDEO is included in the list of those qualifying forthese reimbursements.
2 It is the intent of USPS policy not to pay for anyitems in excess of actual costs charged to theindividual requesting reimbursement. (This intent isused in evaluating any expenses that could not beanticipated at the time the policy was developed.)The federal per diem rate in effect for the location ofeach meeting is considered a maximumreimbursement if this per diem rate is less than actualcost. The Treasurer’s Department administers thispolicy and welcomes member’s questions. Thefollowing reimbursement policies apply for thosequalifying:
Intercity Transportation3 Air: Allowance is for Standard Air Fare—the price
of a ticket on the lowest cost airline purchased 35days prior to the scheduled event. Use SeniorCoupons if available and their cost is lower. Obtainreservations at the lowest fare possible, as early aspossible—national meeting dates are published inTHE ENSIGN at least one year in advance.Reimbursement will be made for any loss on a “non-refundable, no change” ticket if an emergencyrequires a change in travel plans. If desired, requestsfor reimbursement for the advance purchase of airlinetickets will be honored, and cost adjustments will bemade up to the day of the meeting.
4 Auto: The current mileage rate and toll charges fortravel between the member’s home and meeting sitewill be paid. This mileage reimbursement will notexceed the Standard Air Fare—-see above.(Suggestion: get a quote from the airline and attach
it to your Travel Expense Voucher.) The nationalBudget Committee determines the authorized parkingfees at each meeting site—valet parking is notauthorized.
5 Personal Plane: $0.25 per mile for travel betweenthe member’s home and meeting site will be paid,plus $12.00 for hangar space. The totalreimbursement will not exceed the Standard Air Faredefined above.
Local Transportation6 Between home and transportation terminal:
Personal cars may be used when the cost is less thanother options. The established current mileage rate,toll charges, and long-term parking fees will bereimbursed.
7 Between transportation terminal and the meetingsite: Use airport shuttle or hotel courtesy car whenavailable. You may use taxis if shuttles or courtesycars are unavailable. The national Budget Committeedetermines the authorized reimbursement for publictransportation at each meeting site.
Lodging and Meals En Route8 No reimbursement will be made for lodging,
meals, or personal charges en route to a meetingsite.
Lodging at Annual andGoverning Board Meetings
9 A per diem room allowance is printed on the TravelExpense Voucher provided for each meeting. If astandard room is shared, each occupant is reimbursedone-half the room rate plus taxes, (e.g. if a $90.00room is shared, the allowance will be $45.00 plustaxes for each occupant.) Room allowances are forthree days at Governing Board meetings and fourdays at the Annual Meeting. An additional day at
22
EDM II USPS 2002
each meeting is allowed for members of theEducational Department Leadership Committee. TheNEO may approve additional days if there is anabsolute need. If the total days exceed the allowableamount, attach a copy of a written authorization tothe voucher. Tips are not included in authorizedexpenses.
How to Complete a TravelExpense Voucher
10 Prior to each national meeting, Travel ExpenseVouchers (BUD—2a) for requesting travelreimbursements are sent to those who qualify. SeeAppendix 9B of this section for a sample copy of theTravel Expense Voucher. Submit completed vouchersto the Educational Budget Officer listed on thereverse side of the BUD—2a form within 60 days ofthe meeting for which it is used. It is important toattach an explanation for any unusual travelarrangements or routing. Following are the steps tocomplete a Travel Expense Voucher (BUD—2a):1) Enter your Rank, Name, Address, Certificate
Number, District Number, and Purpose ofTravel in the block provided.
2) Enter your Office or Position, Inclusive Dates of Travel, Dates of the Activity, and Site of theActivity in the block provided.
3) Under Travel Expense: complete the sentence“Round trip between __________ and site ofthe activity.
4) Under Travel Expense/IntercityTransportation—-Air, Rail, Bus:
a. Check the box, enter the cost of yourtravel expense, and attach an originalcopy of the airline ticket. (See Inter-cityTransportation paragraph above.)
b. If you used Senior Coupons, check thatbox and enter the number of couponsused.
5) Under Travel Expense/TransportationExclusively by Auto:
a. Enter the number of miles you drove toand from the meeting site. (See IntercityTransportation/Auto paragraph above.)
b. If you paid tolls on your trip to and fromthe meeting site, enter the cost of tollsand attach original receipts.
c. If you paid a parking fee at the activitysite, enter the cost of parking and attachoriginal receipt.
6) Under Travel Expense/LocalTransportation—-Auto, Bus, and Limo:(See Local Transportation paragraphabove.)
a. If you drove to/from home to thetransportation terminal, enter the numberof miles.
b. If you paid a parking fee at thetransportation terminal, enter the cost ofparking, and attach original receipt.
c. If you paid vehicle tolls on the way tothe terminal, enter the cost of the tolls,and attach original receipts.
d. If you paid for public transportation to/from your home to the transportationterminal, enter the amount, and attachoriginal receipts.
e. If you paid for public transportation toand from the meeting site, enter theamount, and attach original receipts.
7) Under Lodging Expense: (See “Lodging atAnnual Meeting and Governing BoardMeetings” paragraph above.)
a. Enter the name of the hotel or otheraccommodation.
b. Enter the number of days you stayed andthe per diem allowance per day.
c. Enter the total lodging expense requested.Attach original room receipt.
8) Under Total Amount Claimed: enter thetotal of all expenses you have listed. If youneed help with any of the calculations, leavethe spaces blank and the EducationalBudget Officer will complete the voucherfor you.
9) Above Signature of Claimant: sign yourname and enter the date.
10) Check to make sure that you have attachedoriginal receipts for all expenses claimed.Travel agency statements are notacceptable.
11) Reminder: It is important to submit TravelExpense Vouchers (white and canarycopies) to the Educational Budget Officerwithin 60 days of the meeting date.
Section 5 Travel Expenses
23
EDM IIUSPS 2002
24
EDM II USPS 2002
25
EDM IIUSPS 2002
Purpose1 Each DEO is asked to collect Form RQ 800, USPS
Boating Course Information, from every squadronhis district three times a year and submit copies toHQ and BOAT/U.S. This multi-part form (seeAppendix G) contains information regarding theBoating Classes planned by each squadron. Thisinformation is requested to support the two telephoneBoating Class information operations listed below:
• BOAT/U.S. maintains a Boating EducationHotline by which the public can call a free “800number” to obtain information on classesscheduled by USPS and other organizations.
• HQ also responds to phone calls about theavailability of the USPS public Boating Coursesin various geographic area
2 This information collected on HQ 800 forms is usedby USPS and Boat/U.S. to provide callers withinformation on the location, date and time of publicBoatIng Classes, as well as the name and phonenumber of a local contact to call for moreinformation. This local contact can be the ChLBB,the SEO or some other member who can discusscourse content and logistics with the caller.
3 Even if no class classes are scheduled in a period, itis still very helpful to have the HQ 800 form with acontact name. This allows HQ and Boat/U.S. toprovide callers with a person to contact for advanceinformation on future courses.
4 Schedule of Submissions: HQ 800 is dueaccording to the following schedule:
Section 6
Boating Class Information-Form HQ 800
Period To DEO To HQ & Boat/U.S.(Start date)
Fall: 15 July 1 August(Sept thru Dec)Winter/Spring 15 Nov 1 Dec(Jan thru April)Summer: 15 March 1 April(May thru Aug)
Instructions – Squadron Role5 HQ mails forms directly to the SEO. The SEO, or
his designate, should review the pre-printedinformation to ensure its accuracy. If the cities orzip codes need corrections or additions, note thechanges on the form. Enter the date in the upper righthand corner of the form and fill in the contact nameand phone number. This could be the ChLBB, ChB,SEO, or some other officer, who can answerquestions about the courseontent, costs, etc., as wellas providing directions to the course location.
6 If no class is scheduled in the period, check the boxindicating that fact and return the form with just thecontact name and phone number filled in.
7 If classes are scheduled to start within the indicatedperiod, enter the date, time, and locationinformationin the inidcated spaces for each class. Ifmore than four classes are scheduled, make copiesof the form. The SEO or the ChLBB should keepextra copies of the blank form on hand in caseinformation changes, e.g., class location, or anotherclass is scheduled.
8 If only partial information is available, submit theform on schedule regardless and send an updatedform later. Just the fact that a class will be held in aparticular town starting in a particular month isvaluable information. Details can be provided by thecontact when the prospective student calls.
26
EDM II USPS 2002
9 Note: Boating course Information may be enteredon-line which automatically updates the USPSmaster database. The procedure is: The SEO (or hisdesignated representative) enters updates on-line.This update is used by HQ and also appears on thepublic website. A copy of the information is sent toBoat/U.S. and the respective DEO. The DEO doesnot need to send in the paper forms (and should not).If the SEO cannot enter the information on-line, thenhe should fill out the paper form and send it to his/her respective DEO.
Instructions–District role10 DEOs should ensure that the SEOs are informed
regarding the benefits to their squadron of promptlysubmitting Form HQ 800 for all planned boatingclasses. In particular, SEOs should be made awarethat the telephone contacts discussed above wouldincrease enrollment in their classes.
11 Upon receiving the form from the squadron, the DEOshould review it for missing information. If all isOK, the DEO should separate the copies of the formand mail copy 1 to HQ and copy 2 to Boat/U.S. Thethird copy is for the DEO’s files. Forms should beforwarded so they will be received by the dates shownin the schedule of submissions. Do not hold HQ800 Forms submitted on time. If necessary, lateforms should be sent in a second transmittal. TheDEO should follow up with the SEOs until allsquadrons have reported.
12 Information from these forms also should be sent tothe district PRO or other designated district officerfor distribution area Coast Guard Stations, boatingorganizatIons, media. etc.
13 The DEO may designate the ADEO or anotherdistrict educational department officer to process HQ800 forms, if desired, and inform the SEOsaccordingly.
Section 6 Boating Class Information – Form HQ 800
27
EDM IIUSPS 2002
Appendix A Teaching Aid Judging Form
28
EDM II USPS 2002
29
EDM IIUSPS 2002
Appendix B Charles F. Chapman Award
30
EDM II USPS 2002
Appendix B Charles F. Chapman Award
31
EDM IIUSPS 2002
Appendix B1 Charles F. Chapman Award – District Endorsement
32
EDM II USPS 2002
33
EDM IIUSPS 2002
Appendix B2 Charles F. Chapman Award – Squadron Recommendation
34
EDM II USPS 2002
35
EDM IIUSPS 2002
Appendix B2 Charles F. Chapman Award – Squadron Recommendation
36
EDM II USPS 2002
37
EDM IIUSPS 2002
Appendix B2 Charles F. Chapman Award – Squadron Recommendation
38
EDM II USPS 2002
39
EDM IIUSPS 2002
Appendix C Checklist For USPS Officers During Calandar Year
40
EDM II USPS 2002
41
EDM IIUSPS 2002
Appendix C Checklist For USPS Officers During Calandar Year
42
EDM II USPS 2002
43
EDM IIUSPS 2002
Appendix D Ordering SEO Kits
44
EDM II USPS 2002
45
EDM IIUSPS 2002
Appendix E Contents of DEO and SEO Kits
46
EDM II USPS 2002
47
EDM IIUSPS 2002
Appendix F SEO Conference Attendance Report
48
EDM II USPS 2002
49
EDM IIUSPS 2002
Appendix G HQ 800 Boating Course Information
