BOC Skills and Waivers – ED-C1,2,3 ProcessI. IntroductionThe manual way to submit a skills completion is via an ED-C1 form, skills waivers via an ED-C2, and seminar waivers via an ED-C3. One form is required for each submission. These three forms are handled online by the Skills and Waivers processes. We will begin by discussing the online ED-C1 Skill Completion submission process. All three processes are similar in operation. The online ED-C2 Skills Waiver and ED-C3 Seminar Waiver will be discussed later in the document.

II. ED-C1 Skills CompletionsSkills should be recorded and stored. The candidate might not apply for Inland Navigator (IN) for several years and then where are the paper records? Consider also that Pyrotechnic Displays (PD) is not required until the Coastal Navigator (CB) level but is frequently taken in combination with Fire Extinguisher (FE). Will the paper list be readily available when needed?

A skills database and the mechanism to manage it have been created and are described in this document. The skills capture allows data entry of a single skill in a format similar to the ED-C1. It also has a bulk capture ability which makes entry of multiple candidates at the same event easy. If they are in the squadron of the certifier who enters the skills it becomes even easier. Data may be captured and displayed for candidates even if they do not have a passport record or are X-members. This is important. It allows skills to be recorded and much like the HQ class/module/seminar records it will be retained even if a member fails to renew and then is reinstated years later.

Passport skills tracked are Basic Powerboat Handling (BPH), On the Water Navigation (NAV), FE, PD, First Aid (FA), CPR, Bareboat Cruising (BB), and Passage Making (PASS). In addition, BOC Training (BOCTRN) completion is a skill tracked for certifiers along with FA and CPR. Additional skills may be easily added.

Entry of skills records for BPH and NAV, are tightly controlled. They must be entered by an AC who is at least an IN for BPH and a CN for NAV. BB and PASS may only be entered by a Regional Director (RD) or Assistant Regional Director (ARD).

Skills records are used as part of the Candidate Review (CR) process which is described in the document, “BOC Passport Candidate Review Process”. Part of the CR process will allow the RD to view skills in complete details.

The skills database has been seeded with any skills that could be extracted from the existing passport records and certifier records. Skill taken from the certifier records were BOCTRN, FA and CPR.

Note: Online skills entry does not eliminate the need for the paper ED-C1 form as a working document. Online skills records are created only when all the skill components have been complete. The paper ED-

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C1 is used as a component check list. If the candidate does not pass all the components, the paper ED-C1 acts as an ongoing working document which indicates what additional components of the skill remain.

III. Skills ED-C1 DetailsSkills are stored on a database on the USPS webserver. The data stored in this database includes

Certificate Number of skill holder

Skill type, currently BPH, NAV, FE, PD, FA, CPR, BB, PASS, and BOCTRN the latter is not a passport skill but a certifier’s skill. The skills list will be expanded as needed.

Form used to create the skill or waiver. In this case “1” for ED-C1

Date skill was demonstrated

Date skill expires (optional)

Skill certifier

Location where skill was observed (optional)

An indicator that the certifier entering the skill reviewed all documentation

When the skill record was created or last modified

Who created or last modified the record

Skills records were created from the information on the passport and certifier databases (described below) on 13 July 2010. Subsequent processes to update these skills will be run periodically until the skills processes are in general use.

A. Accessing Skills data

Access to the Skills Completions pages may be achieved by going to www.usps.org/eddept/tools/BOC and clicking on the “Online ED-C1 Skills Completions” link. Alternately, the page may be accessed by various links found in a number of pages used in the Certifiers and Passports processes.

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The following page is displayed.

You may “Find” records for a USPS member by either entering their certificate number or as much of their name as needed to locate them. Clear will clear the fields on the page. “Build List” is covered later and is used for bulk entry.

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If the member does not have skills entered for them, “Find” will locate their information from the membership databases. These databases consist of a current membership database and an X-members database. The X member’s database has information about non-renewed members for a period of up to two and a half years. The display for a non-member without existing skills is the same as for an active member with the exception of the warning shown below.

The page provides the ability to add a skills record for the individual. Skill allows you to choose from the allowed skill types. If you use the by name “Find” you may not find an exact match. In that case you will see a display similar to the one shown below where First Name was “bar” and last name was “bar”:

Clicking on a certificate number will result in the Skills Display for that individual.

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The display for an individual with existing skills and a passport record are shown below. This record was found by entering “G” in the first name and “Malind” in the last name. Partial name searches work.

Note that this member has existing skills records. They were actually generated by the load process which does a best guess about how the skills were originally entered. There is more about this later in the document.

You may display and edit the data for an existing skill by clicking on the box associated with the skill. There is more on this later.

B. Adding Skills Records

To add a skill for any USPS member or X-member who was active up to two and one half years ago, “Find” the member and complete the information in the “Add” section. Shown below is the add section with the skill type selection list. Note: Select the type you want to add. If you select a type which

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already exists for the member, the add process will give you an error message. In this case Navigation (NAV) has been selected. Again: Skill is the skill type; Date is the date it was demonstrated or taught; Expires is the date the skill expires which is required for CPR or FA (First Aid); Certifier is the observing Certifier; Location is optional; and Docs is whether existing documentation was reviewed.

The Docs field is a check box that indicates that the certifier performing the skills add has received and reviewed all appropriate documentation. It acts as an electronic sign off.

Some rules: BPH and NAV can only be entered by an Advanced Certifier (AC) with the appropriate level of certification. That means that to enter a BPH skill the certifier must be an AC with an “IN” or higher certification. The individual entering the BPH or NAV skill, if not the certifier, must also be an AC of the appropriate level. In all cases a RD or ARD my override these checks.

BB, PASS, and BOCTRN skills may only be entered by an RD or ARD. Any certifier may add the other skills.

One basic and overriding rule: You cannot add or modify any records for your own certificate number!

C. Updating/Deleting Skills Records

To update or delete a skill record, click on the before the skill summary and a page similar the following will be displayed.

Why would I wish to update a skill? CPR is an excellent example that requires periodic renewal. When the skill is renewed it can be updated through this mechanism. Updating this skill not only affects the skills records, the expiration dates on passport records and certifier records are updated by a nightly run to reflect the latest expiration dates for skills.

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Why delete a skill? Probably the only reason is that it was entered in error. If you click delete, you will be prompted with the message: “Delete this Skill? It cannot be undone!” You have the option of clicking on one of two buttons: “OK” or “Cancel”. Use whichever one is appropriate.

D. Waivers displayed in the list

The list of skills/waivers for the candidate may contain both skills and waivers and the waivers can be for

either a skill or a seminar. An example is as below. If you click on the in front of the waiver item listed you will be taken to the ED-C3 seminar waiver edit page for that waiver. More information on this will be presented in the ED-C2 and ED-C3 sections later on in this document. For now be aware that the list displayed on all ED-Cx pages contains a list of all skills and waivers for the candidate.

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E. Bulk Entry

This is a very powerful and useful function which makes entry of multiple candidates at the same event easy. If they are in the squadron of the certifier who enters the skills it becomes even easier. However, since it is of specialized interest, it is covered in a separate document “BOC Skill Completion – Bulk Entry Process”.

F. Skills Conclusions

The skills database and the support software provide a means to track member’s skills on an ongoing basis. While the process is tied to the BOC processing, the skills inventory is a repository which is similar to the HQ repository. When a member is inactive for a number of years, the skills recorded will still be available should they reactivate their membership.

The tools provided should make the process of skills entry much easier and provide a means to eliminate the passing of paper between certifiers.

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IV. Skills ED-C2 Waiver ProcessSkills Waiver processing is very similar to Skills Completions processing and at first glance may seem identical. Access to the Skills Waiver pages may be achieved by going to www.usps.org/eddept/tools/BOC and clicking on the “Online ED-C2 Skills Waivers” link. Alternately, the page may be accessed by various links found in a number of pages used in the Certifiers and Passports processes.

The page returned is almost identical to and operates in the same way the ED-C1 Find page operates.

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The main page below is returned.

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It is similar to the ED-C1 main page in that it contains the same candidate data and skill selection menu as the ED-C1 and has a list off all skills and waivers at the end. However it has different “Type” values and two additional fields.

Waiver Application means the certifier is applying for a waiver for the candidate for the selected skill. Waived means the skill has been waived. Only a RD or ARD may add a waived skill or update a skill waiver application to be in accepted/waived status.

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The RD/ARD field is used to specify the certifier who needs to approve or who has approved the waiver request.

Since the certifier in this case is from the Southeast region, the selection list is for that region. Clicking on a name selects that individual. Note: To whom a certifier is supposed to send the waiver application will have been decided by that region’s RD. If they have designated ARDs to handle some of the work their certifiers should be aware of who to select. If the certifier has any doubt they should contact their RD.

The Waiver Text field is used to enter a description of the request, the documents supporting the waiver request and any other applicable information. These fields are required for waivers and ignored for any other skill types. Waiver Text has a maximum size of 255 characters. If more text is needed, a manual ED-C2 must be submitted. For a simple waiver application, the waiver text for FE might read “Candidate is a volunteer Fire Fighter for the Ocean Isle NC fire company and is very familiar with the use of Fire Extinguishers”. This is less than 120 characters. You can say a lot in 255 characters so if you need more you really do need a manual ED-C2 with lots of attachments.

B. Adding an ED-C2 Waiver

A skill waiver is simply a special case of a skill. It is either an applications for a waiver with a reason supplied or it is an approved waiver. A waiver application may be entered by any certifier and when entered, an ED-C2 application is placed in the skills database for the candidate and the specified skill and the request is emailed to the designated RD/ARD. Waiver Application skills have a blank skill completed date. Waiver Applications are highlighted in the Candidate Review Process (CR), see the document “BOC passport Candidate Review Process”, and can be approved during the process by the RD or ARD. A skill in Waiver Application Status may be updated by the designated RD or ARD to be a “Waived” status which indicates the skill waiver has been accepted. There is more on this subject later.

A RD/ARD may enter a “waived” skill directly without a prior waiver application. It will go directly into waived status but still requires the RD/ARD designation field and a Waiver Text description.

When a Waiver Application for a skill is created by clicking on the “Add New Waiver” button, a completion message similar to the following is displayed.

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In addition, an email similar to the following is sent to the designated RD/ARD. Note that in this case the entering certifier had a valid email address and is therefore copied on the message. If they did not have a valid email address, that would have been noted in the return message and in the email to the RD/ARD. Without a valid certifier email address, the RD/ARD cannot communicate via email with the submitting certifier.

The RD/ARD may take several actions.

If they are not satisified with the request they can reply to the message and tell the certifier they either reject the request or need more information.

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If they need to see how the request fits with the rest of the information about a candidate, they can click on the word “HERE” befor the wording “for a Candidate Review” to see all the class/seminar/skills data for the candidate. See document “BOC Candidate Review Process”.

If they are satisified with the request they my approve the request by clicking on the word “HERE” before the wording “to approve the Waiver Application”. What happens when they do this is described below.

C. Updating an ED-C2 Waiver

When the list of skills and waivers for a candidate are displayed on the main page for an online ED-C1,

ED-C2 or ED-C3 “Find”, clicking on the on the line with a skill waiver will produce a display similar to the following.

As with an ED-C1 skills completion edit, clicking on the “Delete” button will produce a confirmation box which asks if you really want to delete the record, and, if you agree, a delete is performed. This could be done if the submitting certifier entered the request incorrectly or if the RD/ARD rejected the waiver application and the submitting certifier decides to withdraw the request.

An update can be done to change the data, normally the Waiver Text or Waiver RD/ARD. And changing the data and clicking on “Update” will accomplish this in the same way it is done for an ED-C1 completion update.

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There is a special meaning to “Update” when an RD/ARD changes the skill type from “Waiver Application” to “Waived”. It signifies acceptance of the waiver. The update may be accomplished in several ways. It may be done by reaching the “Find” page through any one of the three forms links and

then clicking on the button on the line where the specific skill waiver is displayed. It may be reached directly by using the link on the email sent to the RD/ARD when a Waiver Application is created. Finally, it may be done through the “Accept” function on a skill waiver/seminar waiver display as part of the CR process described in the document “BOC Candidate Review Process”.

When the status is changed to “Waived”, an email is sent to the certifier who entered the application telling them it has been accepted. When a skill is in waived status, it will appear as a regular skill on displays with the date of the acceptance in the skills completion date field. It can only be identified as a waived skill by examining the details display for that skill.

When an update to “Waived” is completed, a message similar to the following is displayed.

Note that in this case the certifier had a valid email address and a message similar to the following was emailed to the certifier.

If the certifier does not have a valid email address, the following warning is displayed on the Update completion page. “Warning – Completion Message not sent - Certifier does not have a valid email address.” In that case the RD/ARD would have to contact the certifier by phone or by US Mail.

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V. Seminar ED-3 Waiver ProcessSeminar waiver processing is identical to skills waiver processing with two exceptions. The first is a wording change. Where you see Skills substitute Seminars and where you see ED-C2 substitute ED-C3. As an example, to access to the Seminar Waiver pages may be achieved by going to www.usps.org/eddept/tools/BOC and clicking on the “Online ED-C3 Seminar Waivers” link as below. Alternately, the page may be accessed by various links found in a number of pages used in the Certifiers and Passports processes.

The page returned is almost identical to and operates in the same way the ED-C1 Find page operates.

The second difference is significant. Instead of a skills pull down list there is a seminar pull down list. While there is only one list, it has two sections. The first consists of the currently developed seminars which can be found in DB2000 and the second consists of seminars which do not yet exist but are needed by the online system.

The first list consists of

Seminar Name Seminar Description

VHFDSC Using VHF/DSC Marine Radio

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GPS1

CHART1

OBWF

PADSM

SAILTR

BHPWR

ANCHOR

RADAR

HURRICN

KNOTS

TRLRNG

MRNCOMP

BCNAV

HVYWXSA

EMEROB

ADVPBH

RULES

BRLL

PIC

Using GPS

How to use a Chart

On Board Weather Forecasting

Paddle Smart

Sail Trim

Boat Handling Under Power

Anchoring

Marine Radar

Hurricanes and Boats

Knots, Bends and Hitches

Trailering

Marine Compass

Basic Coastal Navigation

Heavy Weather Sailing

Emergency on Board

Advanced Power Boat Handling

Mastering the Rules of the Road

Boating on Rivers, Locks and Lakes

Partner in Command

Note that the DB2000 Seminar name is not necessarily the same as the seminar name used in BOC documentation. The pull down list is by Seminar Description in order to avoid any difficulty.

The second list consists of

Seminar Name Seminar Description

EMER Emergencies Onboard

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AS

OW

VP

EUR

CAN

MEX

Advanced Seamanship

Offshore Weather

Voyage Planning

European Regulations

Canadian Regulations

Mexican Regulations

This names used for the Seminar are the names used in BOC documentation. When the seminars become available they will receive DB2000 names which most likely will differ. These seminars are appended to the previous list to make up the seminar selection list which uses seminar description for selection.

With the exception of the lists and wording changes for Skill vs Seminar and ED-C2 vs ED-C3, processing of online ED-C2 and ED-C3 waivers is identical.

Before concluding this section a couple of examples of Seminar Waivers would be helpful.

Probably the most common Seminar Waiver request will be for the “CHART1” seminar. Otherwise designated as “CHART” by BOC with a description of “How to use a Chart”. There are a number of options available to waive this seminar. The CR process checks for completion of a Piloting or AP course and if there is a completion record, the seminar will be automatically waivered. However there are a number of other options available. For instance taking a Boating Course which included charting, taking Chart Smart, or having taken some equivalent class. Unfortunately, this type of data is not tracked by USPS so it is necessary to create a Seminar Waiver Application to submit the information.

An example of a Seminar Waiver Application for a seminar which does not yet exist is the CAN seminar described as “Canadian Regulations”. This seminar is a requirement for getting a Canadian Endorsement on your passport. Even though the seminar doesn’t exist, it is a requirement for the endorsement. Therefore to receive the endorsement, the submitting certifier has to create a Seminar Waiver Application for “Canadian Regulations. There are a number of straight forward waiver text contents which would qualify. For instance being a Canadian Power Squadron member or holding a Canadian boating license are very obvious.

Any questions may be addressed to the author: Dan Bartell dtb@usps.org

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