An Evaluator’s Primer
Understanding Military
Transcripts and Ensuring
Academic Integrity
Michele S. Spires
Director, Military Programs
mspires@acenet.edu
CSU East Bay (May 30, 2012)
CSU Dominguez Hills (May 31, 2012)
Workshop Goals
• To provide background and information on the American
Council on Education (ACE) and the Center for Lifelong
Learning (CLLL).
• To provide a clear understanding of the review process.
• To increase the awareness, use, and benefit of the transcript
services (AARTS, SMART, and ACE transcript).
American Council on Education
Leadership and Advocacy
www.acenet.edu
Some Departments at ACE
ACE CREDIT
GED Testing Service
ACE Fellows Program
Improving Lives
Adult Learner Programs
Leadership Programs
Center for Advancement of Racial and Ethnic
Library and Information Service
Equity
Membership in ACE
Center for Effective Leadership
Center for International Initiatives
**Center for Lifelong Learning
Military Programs
Office of Women in Higher Education
Online Information Center
Center for Policy Analysis
College Is Possible (CIP)
Department Leadership Programs
Executive Search Roundtable
Publications & Products
Publishing Department
Sloan Awards for Faculty Career Flexibility
Transcript Services
Center for Lifelong Learning:
Guiding Philosophy
“WHAT an individual learns is more important than
when, where, and how the individual learned it.”
www.acenet.edu/CLLL
Commission on Lifelong Learning
• Membership includes:
–
–
–
–
–
campus CEOs
higher education institutions
educational associations
businesses
labor unions
• Term of membership: 3
years
• Meetings: Spring and Fall
www.acenet.edu/Content/NavigationMenu/About/Commissions/Lifelong.htm
ACE Center for Lifelong Learning
Program Evaluations
•
Military Programs
•
Corporate Programs
College Credit Recommendation Service
(CREDIT)
Vision Statement
2012 Adult Learner of the Year, Eileen Beatty (Boise State, ID)
“Connecting adult learners to degree programs through qualitybased evaluations.”
Special Projects and Initiatives
• Adult Learner Research
• Technical Workshops
Serving Those Who Serve
• Promotes access to and
success in higher education
• Supports service members
and their families
• Aligns opportunities for
colleges and universities
• Home Page
www.acenet.edu/stws
• Informational Brochure
www.acenet.edu/stws/brochure
• Issue Brief
www.acenet.edu/stws/issuebrief
• Email
STWS@ace.nche.edu
From Soldier to Student
A national snapshot of the programs,
services, and policies that campuses
have in place.
 Released July 2009
 Identifies gaps
 Provides overview of
programs and services
 Serves as a catalyst for
discussion
www.acenet.edu/CPA/STS
Military Service Members and Veterans in
Higher Education
• Published with support from
Lumina Foundation for
Education (July 2009)
• Outlines the details of the new
GI Bill
• Provides data on current
military undergraduate
students
www.acenet.edu/CLLL
Today’s GI Bill
• Launched
November 2009
• Benefits eligibility
• College prep and
selection
• Credit transfers
• Admissions
• Success stories
www.todaysgibill.org
Veteran Success Jam (May 2010)
•
Overview of the conversation (3,000
participants)
•
Key insights and ideas for action:
– Promising practices on college
campuses
– Financing an education and
education benefits
– Earning college credits for military
service
– Supporting the families of veterans
– Navigating a path to college
– Transitioning to employment and
training
– Physical and psychological health
challenges
www.acenet.edu/links/military/ensuring_success
Accommodating Student Veterans
NEW ~ July 2011
•
Provides tips for accommodating
Traumatic Brain Injury (TBI), PostTraumatic Stress Disorder (PTSD)
•
Offers information about prevalent
battlefield injuries
•
Illuminates examples of promising
practices including rights under
federal disability law
•
Establishes examples of relationships
with staff in the disability services
office on campus
•
Describes methods of instruction to
ensure accessibility
www.acenet.edu/militaryprograms
Toolkit for Veteran Friendly Institutions
www.vetfriendlytoolkit.org
Program Evaluation Activities
Evaluate formal courses and
occupational specialties
Publish course and occupation
descriptions and academic credit
recommendations
Transcript and registry services
Value of an ACE Review
• Academic institutions
• Learners
• Organizations
• Military
About Military Evaluations
• The Military Evaluations Program provides institutions with a
basis for recognizing military educational experiences in terms
of civilian academic credit.
• Since the early 40s, MEP has reviewed and made credit
recommendations for thousands of college-level courses offered
by the military services.
• Since 1974, MEP began evaluation of military occupational
specialties as well.
Overview: Process for Military Programs
• DoD contract
• Course and occupation materials submitted
• ACE’s Content Review Committee (CRC)
• Review Team Selection Committee
• Pre-site visit telephone conferences
• Team site visit and recommendations
www.acenet.edu/militaryprograms
About Military Evaluations
2011 Fiscal Year
• 36 installation visits
• 467 courses / occupations
• 109 teaching faculty members
• 94 academic institutions
represented
Military Programs Does Not Evaluate
• Air Force courses transcribed by the Community College of the
Air Force (CCAF)
• Military schools with degree-granting status
• Courses outsourced to colleges and universities
• Coast Guard additional skill identifier / qualification codes
Overview:
Process for Corporate Programs
• Organizations contact ACE to determine
eligibility to participate
• ACE’s Content Review Committee
(CRC)
• Review Team Selection Committee
• Pre-site evaluation visit
• Team site visit and recommendations
www.acenet.edu/programs/credit
Corporations
Government
About Corporate Programs
2011 Fiscal Year
• 109 reviews
• 202 teaching faculty members
• 737 courses / exams evaluated
• Major database conversion!!
Reflections or Questions?
On to the Evaluation Process
The General Review Process
• 90-60-30 day project cycle
• Conduct pre-meetings with points of contacts
• Travel to training locations
• Review materials (conduct interviews for occupations)
• Document evaluation and write descriptions
• Final reports
Overview: The Evaluation of Courses
• Formal military instruction and
military occupations specialties;
courses approved by a central
authority
• Correspondence courses with
proctored end-of course exams
• Distance learning/online courses
with documented rigid control
test conditions and firm
identification of the student.
The Program of Instruction (POI)
• POI parallels a
syllabus
• Official course
documentation
• Must be maintained at
ACE
• All services use POIs
• Branch specific
supporting documents
Review Committees
Content Review Committee (CRC) Role
• Determines the appropriate content and academic disciplines for
courses and occupations
• Reviews discipline alignment by the Classification of
Instructional Programs (CIP)
• Determines the scope of the team
Review Team Selection Committee Role
• Reviews evaluators nominated for the team
• Approves nominations
Evaluator Representation
• Accrediting agencies
Com m unity
College
19%
Practitioner or
Other
3%
• Types of institutions
University
51%
4-Year College
27%
• Approximately 7,000 faculty
on military teams (since
1954)
Institutions representing
CA Faculty Evaluators (47 of 981)
•
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•
•
•
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•
Alliant International University
Brandman University
California Maritime Academy
California State University - Sacramento
California State University, Fullerton
California State University, Los Angeles
California State University--Chico
California State University-Dominguez Hills
California State University-East Bay
California State University-Long Beach
Defense Language Institute Foreign
Language Center
Fresno City College
Golden Gate University
Henley-Putnam University
LA College International
Loma Linda University
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Maritime Institute Inc.
Pacific College of Oriental Medicine
Palomar College
Riverside City College
Saint Mary's College of California
San Jose State University
Santa Rosa Junior College
The Chicago School of Professional
Psychology
Trident University International
TUI University
University of California, Berkeley
University of California, Davis
University of California, Los Angeles
University of La Verne
University of San Francisco
University of Southern California
West Los Angeles College
Evaluative Criteria for Courses
• Course content
• Learning outcomes
• Depth and breadth of
material
• Level of difficulty
• Applicability to
postsecondary programs
• Evaluative instruments
• Outside assignments
• Instructor qualifications**
Content scope and rigor must be at the post-secondary level!
Digging In!
Types of Credit
• Vocational / Certificate
• Lower Division
• Upper Division
• Graduate
No Credit Recommended
• Material presented in the course is not
comparable to content and rigor at the
post secondary level
• Material offered is inadequate for a
judgment to be made
• Inadequate outcome assessments
Sample Course Team Consensus Sheet (TCS) Military
Military Evaluations: Related Competencies
• Aligned with each of the credit
recommendation subject areas
• Displayed in Military Guide Online
• Implemented in October 2006
Reflections or Questions?
On to Occupation Evaluations
The Military Occupation Evaluation
• Occupation is a job designation by the
military service
• Review and assessment are more
experiential in nature
• Teams validate demonstrated and
expected job knowledge, skills, abilities
by pay grade
Occupation Evaluation (MOS)
•
Army
Enlisted and Warrant Officer (MOS)
•
Navy
General ratings, limited duty and warrant officer
specialties, and selected Naval Enlisted Codes (NECs)
•
Coast Guard
General rates and ratings, warrant officer
specialties, and selected aviation billets (pilots)
•
Marine Corps
Enlisted ground and aviation MOS
Military Occupation Evaluations:
The General Process
Review Committees
• Content Review Committee (CRC)
• Review Team Selection Committee
Teams
• Travel to the military installation
• Review official occupation documentation
• Interview service members
• Develop final recommendations
Military Occupation Evaluations:
Official Documentation
• Occupation manuals
• Technical guides and training
manuals
• Promotion examinations
• Study guides
• Other official branch specific
documentation
Military Occupation Evaluations:
Service Member Interview
• Focus on the representation of the job expectations at the pay
grade
• Clarification and validation of the official military documentation
Military Occupation Review:
Team Process
• Synthesis of information
• Alignment to current curricula
• Determination of post secondary
content and rigor
• Team consensus must be 100%
Reflections or Questions?
On to Transcript Overview
Transcript Services
Validation of credit recommendations
Value of Transcripts
• Degree completion
• Training and certification
verification
• Employment
• Job advancement
• Skills documentation
• Advanced college
placement
• Courses in certification
programs
• State credentials
verification
• Resume development
Transcript Data
Fiscal
Year
# of
# of
# of
Transcripts Transcripts Transcripts
Processed Processed Processed
(AARTS)
(SMART)
(CREDIT)
2009
296,075
125,462
7,806
2010
293,594
134,200
7,668
2011
275,972
137,966
7,350
2011: Top 10 Transcript List
AARTS
SMART
24,501
University of Phoenix
University of Phoenix
23,446
American Military
University ~ Manassas
American Military
University
19,655
Ashford University
Central Texas College
Grantham University
8,578
Ashford University
8,354
University of Maryland
University
7,510
Colorado Technical
University ~ Online
ACE Corporate
10,729
Thomas Edison State College
629
9,231
Excelsior College
436
6,285
Eastwick College
194
5,459
University of Maryland
University College
135
University of Maryland,
University College
5,269
University of Phoenix
Excelsior College
3,023
National Labor College
72
Ashford University
62
2,628
Kaplan University Online
61
2,323
Embry-Riddle Aeronautical
University
59
Grand Canyon University
50
North Central Institute
5,186
American Intercontinental
University
Excelsior College
4,698
National University
3,845
Coastline Community
College
2,123
Thomas Edison State
College
2,085
Troy University
Liberty University
3,797
127
Military Guide Online
www.militaryguides.acenet.edu
• Daily updates
• 1954 to1989
• The last printed Guide
Military Guide Online
www.militaryguides.acenet.edu
Over….
 15,000 course
exhibits
 3,100
occupation
exhibits
Military Transcripts: AARTS
• Since 1987
• Current or highest rank
achieved while in the military
• Military status (active or
inactive)
• Additional skill identifiers (ASI)
and skill qualification identifiers
(SQI)
• Formal military courses
completed and evaluated
• Military occupational specialties
(MOSs) held and evaluated
• Standardized test scores
• Descriptions and credit
recommendations
General Contact Info (AARTS)
The Army American Council on
Education Registry Transcript
System (AARTS)
AARTS Operations Center
1600 Spearhead Division Avenue, Dept. 410
Fort Knox, KY 40122
Phone: (800) 833-6622
Web Site: aarts.army.mil
NEW E-mail: usarmy.knox.hrc.mbx.tagd-aarts@mail.mil
Monday to Friday: 0730 to 1600 ET
Military Transcripts: SMART
• NEW!! Revised April 12, 2011
• Similar to AARTS
• Includes two addenda
– Summary Page
– Academic Institutions Courses
• Addenda are provided for
advisory purposes and not
endorsed by ACE
General Contact Info (SMART)
Sailor/Marine/ACE Registry
Transcript (SMART)
SMART Operations Center
NETPDTC, N2
6490 Saufley Field Road
Pensacola, FL 32509
Phone: (877) 253-7122 (toll-free)
Web Site: https://smart.navy.mil
E-mail: sfly_smart@navy.mil
Features of Web Delivery
https://aartscolleges.army.mil
https://smart.navy.mil
Web Delivery Contact Information
AARTS Operations
SMART Operations
1600 Spearhead Division Avenue
Dept. 410
NETPDTC, N2
6490 Saufley Field Road
Pensacola, FL 32509
Laurine Anderson
sfly_smart@navy.mil
1-850-452-1001
x1097, 1236, or 1149
Fort Knox, KY 40122
Carol Brown
usarmy.knox.hrc.mbx.tagdaarts@mail.mil
aartstranscript.army.mil
smart.navy.mil
Military Transcripts: Coast Guard Institute
ACE Military Guide Online
http://militaryguides.acenet.edu
Coast Guard Institute
Transcripts
http://www.uscg.mil/hr/cgi/ve/official
_transcript.asp
Military Transcripts: CCAF
CCAF Catalogs
http://www.au.af.mil/au/ccaf/catalog/2011
cat/index.htm
CCAF Course Descriptions
http://www.au.af.mil/au/ccaf/catalog/2011
cat/cd_ind.htm
Sample Exhibits
Resources: A Transfer Guide
• Written specifically for the service
member
• March 2009 / updated August 2011
• Provides simple, straightforward
guidance on understanding military
credit recommendations and transcripts
• Includes definitions of common terms,
answers to frequently asked questions,
and a transfer credit checklist
• Website
www.acenet.edu/militaryprograms/transferguide
The National Guide to College Credit for Workforce
Training
www.acenet.edu/nationalguide
ACE Transcript
• Recognized by
colleges/universities,
state credentialing
authorities, and
employment agencies
• Learners can maintain
their own accounts
online
www.acenet.edu/transcripts
Serve as an Evaluator
• You must be actively teaching
college-level courses.
• When your discipline expertise is
needed, you are contacted directly
to serve on the ACE team.
• ACE pays all evaluators an
honorarium and travel.
www.acenet.edu/evaluators
evaluators@ace.nche.edu
Faculty Evaluator Database
• Online application
• Academic institution
affiliation
• Degrees / credentials
• Current teaching position
• Short biography
• Resume or CV required
• CIP codes identified
• Routinely audited
www.acenet.edu/evaluators/serve
Evaluator Handbook
• Clarifies the review process
• Demystifies expectations
• Tools, resources, veteran
evaluator tips
www.acenet.edu/evaluators
Resource Tools for Colleges and Universities
www.acenet.edu/militaryprograms/resourcetools
• Portal for colleges and
universities
• Sample transcripts
• Rank charts
• Quick links
DoD Worldwide Education Symposium
• July 23-27, 2012
• MGM Grand Hotel, Las Vegas, NV
• "Educating the Force--Joint Effort,
Joint Success"
– Outcomes, Quality & Return on
Investment
– Innovations in Educating the Force
– Best Practices in Education (Support)
– New Counselor Development
– Issues in a Joint Environment
www.ww2012.com
Lifelong Learning Resource Center
American Council on Education
One Dupont Circle, NW, Suite 250
Washington, DC 20036
Toll Free: 866-205-6267
Military Programs
202-939-9470 or mileval@ace.nche.edu
www.acenet.edu/militaryprograms
Corporate Programs
202-939-9434 or credit@ace.nche.edu
www.acenet.edu/programs/CREDIT
Delving in to the Details
Military Transcripts and the
Military Guide Online
CSU East Bay (May 30, 2012)
CSU Dominguez Hills (May 31, 2012)
Part II
Center for Lifelong Learning:
Guiding Philosophy
“WHAT an individual learns is more important than
when, where, and how the individual learned it.”
www.acenet.edu/CLLL
Enlisted Paths of Progression
How to Search
The Military Guide Online
www.militaryguides.acenet.edu
Military Guide Online: A Valuable Resource
Military Guide Online: Course Search
•
Keep the search
simple.
•
Enter data relating to
military training courses
•
Multiple keywords, use
AND to string them
together
•
Enter similar keywords
separately, use OR
•
Not case sensitive
•
Do not put the ACE ID
(ex: AR-1406-0228) in
the COURSE NUMBER
box, and vice versa
Military Guide Online: Course Exhibit
Team Review Date
Review Date
Military Guide Online: Course Exhibit (2)
•
•
•
Not included on the
transcript
Specific to course
New process; not all
courses have this section
Military Guide Online: Occupation Search
•
Keep the search
simple.
•
Enter data relating to
occupational
specialties
•
Multiple keywords,
use AND to string
them together
•
Enter similar
keywords separately,
use OR
•
Not case sensitive
Military Guide Online: Occupation Exhibit
Overview
Specific – not on
transcript
 Aligns with
(Team Review Date)
(Review Date)
description and
competencies
Questions or Reflections??
Let’s go Transcripts!!
AARTS and SMART Transcript Elements
1.
2.
3.
4.
5.
6.
7.
Personal service member data
Military course completions
Military experience
College-level test scores
Other learning experiences
Summary page (SMART only)
Academic institution courses page (SMART only)
Coast Guard Institute Transcripts
Elements
• Student data
information
• Military experiential
learning
• Formal military training
• College credit
(traditional and nontraditional)
Codes and Considerations
• LL
• UL
• SH
• Correspondence
• Completion and exhibit
dates
General Contact Info (SMART)
Sailor/Marine/ACE Registry
Transcript (SMART)
SMART Operations Center
NETPDTC, N2
6490 Saufley Field Road
Pensacola, FL 32509
Phone: (877) 253-7122 (toll-free)
Web Site: https://smart.navy.mil
E-mail: sfly_smart@navy.mil
SMART: Personal service member data
Note:
 Official seals
 Official copy
 Service
member data
 Mailing
location
SMART: Military Course Completions
SMART: Course Sample (Basic Recruiter)
When did he complete the course?
SMART: Reference The Guide ~ 1
 Under what

version does
the credit
align?
What else
might you
reference?
SMART: Reference The Guide ~ 2
SMART: Reference The Guide ~ 3
SMART: Military Experience
SMART: Military Experience (Sample 2)
SMART: College-level test scores
SMART: Other Learning Experiences
SMART: Summary Page
No ACE seal
SMART: Academic institutions course page
Military Transcripts (AARTS and SMART)
Other Learning Experience Section
• The course has not been evaluated by ACE.*
• The class attendance dates were not
recorded in the service member’s record.
• The course was not completed during the
ACE evaluation period*
• The course was not evaluated by ACE at that
specific location. (Navy)
• The course number does not match.* (Army)
General Contact Info (AARTS)
The Army American Council on
Education Registry Transcript
System (AARTS)
AARTS Operations Center
1600 Spearhead Division Avenue, Dept. 410
Fort Knox, KY 40122
Phone: (800) 833-6622
Web Site: aarts.army.mil
E-mail: hrc.tagd.aarts@conus.army.mil
Monday to Friday: 0730 to 1600 ET
AARTS: Personal service member data
Official seals
AARTS: Military course completions
AARTS: Military course completions (2)
AARTS: College-level tests
This section includes CLEP, DSSTs, NCPACE, ACT/PEP, and Excelsior
Test score data.
AARTS: Military experience
AARTS: Military experience (continued)
Note: Do not add together the 30 and 40 level.
AARTS: Primary vs. secondary MOS
• Primary MOS
–
–
–
–
Soldier’s main work focus
Principal duty
Specific job
Focus on training and
education throughout career
– Career trajectory
• Secondary MOS
– Potentially similar career
field to primary
– Time specializing and
training may be more limited
– Supplemental training to
support job performance
AARTS: Other learning experiences
Questions??
On to….
• ACE Credit Recommendations and
Curriculum Alignment
• Transfer Policies
• Institutional Processes
Comparing ACE Credit Recommendations
ACE Credit Recommendation
Sample Course Comparison
3 SH in Computer Applications (lower division)
Topics include basic computer skills; business-oriented problem
solving; data entry; inventory software; presentation
development; and software applications (Microsoft Word,
Excel, and PowerPoint).
Business Computer Applications
Computer terminology, hardware, software, operating systems, and
information systems relating to the business environment. The
main focus of this course is on business applications of software,
including word processing, spreadsheets, databases,
presentation graphics, and business-oriented utilization of the
Internet.
Computer Concepts and Applications
Computer Concepts and Applications provides an overview of
computers, focusing on historical development; hardware;
application software; communications; Internet use; how to
purchase, install, and maintain a computer; information
systems; system analysis and design; programming; careers in
the computer field; security, ethics, and privacy issues; and
multimedia. The "laboratory" portion of the course features the
use of Microsoft Office and Windows.
3 SH in Principles of Management (upper division)
Topics include academic advisement, career counseling,
controlling, coordinating, handling extraordinary issues,
leading, mentoring, organizing, staffing in a complex,
multifaceted environment, volunteer and community
relations, and work teams.
(This example demonstrates how titles of the subject areas are
exactly the same, but content of the descriptions really do
not match.)
Principles of Management
Survey of the principles of management. Familiarity with the history
and evolution of the field and with modern principles and their
application.
Principles of Management
This course is a study of fundamental management theories,
examining the manager’s role in today’s global business world.
Among the topics explored are the role of managers in the
environment, strategies for planning and decision making,
organization and controls, leadership, motivation and staffing,
and managing change.
Transfer Policy – Curriculum Alignment
• ACE Joint Statement
• General education
• Institutional policy
• Degree requirements for the
selected major
• Departmental policy
• Electives in the major
• Undergraduate vs. graduate
• Free electives
• Institutional vision, mission,
philosophy
Transfer Policies – Sample 1
The university accepts many forms of Professional Military Education (nonacademic experience and training) that have been evaluated by the American
Council on Education (ACE) as academic credit. Credit can only be
transferred if it is applicable to the student's chosen degree program
requirements.
Where ACE guidelines allow:
• College-level credit can be applied to corresponding areas of the student’s
program requirements at our university.
• College credit can be accepted for study completed in service schools and in
Military Occupations (see Guide to the Evaluation of Educational Experiences
in the Armed Services).
Military credit will only be evaluated after the academic documents have been
reviewed. ACE recommendations for vocational or technical credit are not
accepted as transfer credit.
Transfer Policies – Sample 2
The College honors some military transfer credits. This includes military
classes, including basic training, as well as other formal training. If the
soldier’s or sailor’s MOS directly matches one of the College
degrees, additional credits can be accepted and life experience credits
may be granted as well. These will be reviewed on an individual basis
and must receive approval from the department chairperson.
The College accepts Defense Activity for Non-Traditional Education
Support (DANTES) test scores based on ACE (American Council on
Education) recommendations. Credits earned through military
experience and registered through the American Council on Education
will be evaluated for possible transfer credit.
Transfer Policies – Sample 3
The University is very conservative in awarding credit for learning
experiences from military schools and training. In order for credit to be
granted, the material covered in the military school must be like the
material we teach in a course on our main campus. The amount and level
of credit given is determined by the faculty in the appropriate University
department. Credit is rarely granted, and no credit is awarded for
vocational-technical recommendations, Basic Training, or Military
Occupational Specialty (MOS).
Final questions, thoughts,
concerns or comments?
Lifelong Learning Resource Center
American Council on Education
One Dupont Circle, NW, Suite 250
Washington, DC 20036
Toll Free: 866-205-6267
Military Programs
202-939-9470 or mileval@acenet.edu
www.acenet.edu/militaryprograms
Corporate Programs
202-939-9434 or credit@acenet.edu
www.acenet.edu/programs/CREDIT