BY ORDER OF
THE DEAN
EN OPERATING INSTRUCTION 36-170
1 NOVEMBER 2011
Personnel
TRAINING REPORTS
COMPLIANCE WITH THIS PUBLICATION IS MANDATORY
NOTICE: This publication is available digitally on the AFIT web site at:
http://org.eis.afit.edu/dept/en/OperatingInstructions/Forms/AllItems.aspx. If you lack access,
contact your program manager.
OPR: AFIT/ENES (Mr. Rick Gammon)
Certified by: AFIT/EN (Dr. M. U. Thomas)
Pages: 6
Distribution: X
The purpose of this operating instruction (OI) is to ensure quality Training Reports (TRs) in a
consistent format for Air Force Institute of Technology (AFIT) in-residence and Civilian
Institution (CI) students.
1. References. AFI 36-2406.
2. Roles and Responsibilities.
2.1 The Student:
2.1.1. Takes a proactive role in the preparation of the TR.
2.1.1.1. In-residence students use Attachment 1 (TR Worksheet) to prepare inputs to their
supervisor prior to graduation or when requested with accomplishments during the TR time
period. Students then meet with their supervisor to discuss the TR bullets.
2.1.1.2. CI students must comply with their AFIT Program Manager (PM)’s specific TR
submittal instructions. Attachment 1 may be used as a guide.
2.1.2. Actively engages with their supervisor/AFIT PM to ensure their TR is accurate and of the
highest quality. The TR becomes part of the student’s official military record (like an Officer
Performance Report).
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EN Operating Instruction 36-170, 1 November 2011
2.2. For in-residence student TRs, the Student Services Division will:
2.2.1. Provide management oversight of the TR process for in-residence students and work in
close coordination with Force Support and the assigned academic Department.
2.2.2. Provide the Departments with a list of all in-residence students who require TRs, suspense
dates, and heading information necessary to complete the TRs.
2.2.3. Distribute the final TR to AFPC within 60 days after TR close-out date (IAW AFI 362406) and maintain a copy for future reference.
2.3. Force Support will:
2.3.1. Review all TRs prior to being distributed to AFPC.
2.3.2. Provide any needed clarification on AFI 36-2406 and administrative guidance for TRs.
2.3.3. Coordinate and review all Referral TRs prior to and after the Associate Dean for Students’
signature to ensure proper administrative actions.
2.4. The AFIT Graduate School Departments will:
2.4.1. Ensure timely inputs are received from the student.
Note: The military deputy is the primary point of contact in each Department and is key to
the quality of the TR.
2.4.2. Review the student’s Fitness Status, Personnel Information File (PIF) and/or Unfavorable
Information File (UIF) and Control Roster for derogatory information.
2.4.3. Provide draft TR for EN O-6 review within 30 days after TR close-out date.
2.4.4. Prepare finalized TR based on O-6 review comments and submit to Student Services.
2.5. For CI student TRs, the appropriate AFIT CI Division will:
2.5.1. Ensure timely inputs are received from the student.
2.5.2. Review the student’s Fitness Status and Student Folder and verify if a UIF exists via their
SURF.
2.5.3. Prepare finalized TR and submit to AFPC within 120 days after TR close-out date (IAW
AFI 36-2406).
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EN Operating Instruction 36-170, 1 November 2011
3. Who Prepares a TR.
3.1. The student’s supervisor will prepare the TR.
3.1.1. For AFIT in-residence students, the supervisor is typically the student’s advisor.
3.1.2. For AFIT CI students, the supervisor is typically the AFIT PM. The AFIT PM should
seek help from the Medical Program Directors, Academic Advisors, and others as appropriate.
4. Who Signs a TR.
4.1. The AFIT Department Heads will sign TRs for:
4.1.1. AFIT in-residence students in the rank of O-5 and below. Note exceptions below in 4.3.
4.2. The Chief of the Health Care Education Division will sign TRs for:
4.2.1. CI medical students in the rank of O-5 and below. Note exceptions below in 4.3.
4.3. The Associate Dean for Students will sign TRs for:
Note: “All” in 4.3 and 4.4 refers to both in-residence and CI students meeting the criteria.
4.3.1. CI students (excluding medical students) in the rank of O-5 and below.
4.3.2. All IDE students.
4.3.3. All students with Referral TRs.
4.3.4. All students who were eliminated from their programs (excluding medical students).
4.3.5. In-residence Senior Student Leaders.
4.4. The Commandant will sign TRs for:
4.4.1. All students in the rank of O-6.
5. TR Writing and Format Guidance.
5.1. Frequency of TRs:
5.1.1. Master’s students will typically have one TR written upon graduation from their program
or at the end of their AFIT tour. There are special degree programs where this general guidance
does not apply, e.g. AFIT Test Pilot School and the Olmsted Scholarship. In addition, students
may get a Directed by HAF (DBH) TR if competing for promotions. For enlisted, closeout date
will be the Promotion Eligibility Cutoff Date.
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EN Operating Instruction 36-170, 1 November 2011
5.1.2. PhD students will have two TRs written during their AFIT program. The first TR will
cover the initial 18 months of their program at AFIT, allowing PhD students to finish their class
work and their Specialty Exams. Nominally, this TR will be completed no later than the end of
May of their second year at AFIT. A final TR will be written upon completion of their program
or at the end of their AFIT tour.
5.1.3. CI medical students should consult their AFIT PM for information regarding the
frequency of TRs for their program.
5.1.4. The Student Services Division, upon request from the student, prepares supplemental TRs
for any student who completes their degree after departing AFIT. The TR will only state when
the degree was awarded.
5.2 Format of TRs:
5.2.1. Use the standardized format, to include headings and spacing, in the attached sample TRs
(reference Attachments 2 through 5).
5.2.2. Direct feedback from Development Teams and Promotion Boards shows that a simple
hard-hitting format is desired to aid the reviewing official in scoring records.
5.2.3. White space is not only acceptable, it is generally preferred.
5.3. Section I, Block 7. LENGTH OF COURSE:
5.3.1. Note: The TR sections not directly addressed in this OI are considered self-explanatory.
5.3.2. IDE students: nominally 52 weeks
5.3.3. Non-IDE Master’s students: nominally 82 weeks
5.3.4. PhD students: nominally 156 weeks
5.3.5. AFIT CI students: length of program as appropriate (see AFIT PM)
5.4. Section II, Block 2: There is no Distinguished Graduate (DG) program for PhD students.
For PhD Final TRs, “NO DG PROGRAM” must be checked.
5.5. Section III ACADEMIC/TRAINING ACCOMPLISHMENTS: Below is the standard
format and guidance for all AFIT students. CI medical students will be notified via email with
more specific TR instructions and format.
5.5.1. AFIT GRADUATE PROGRAM: Name of degree awarded, e.g. Doctor of Philosophy in
Aeronautical Engineering.
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EN Operating Instruction 36-170, 1 November 2011
5.5.2. FOCUS AREAS: Do not write “N/A” here. If none, do not include this line.
5.5.3. GPA: X.XX on a X.X scale (for most programs this will be a 4.0 scale).
5.5.4. THESIS (or DISSERTATION, CAPSTONE PROJECT, etc. as appropriate): The thesis
title should be in quotes.
5.5.5. RESEARCH SPONSOR: Do not write “N/A” here. For AFIT internally sponsored
projects, put AFIT and the Department. If there is no research sponsor or there was no research
project, do not include this line.
5.5.6. IMPACT: This is the most important section of the TR. Therefore when possible relate it
to the Air Force/DoD mission, a weapons system or the warfighter.
5.5.6.1. Know your audience: TRs will be seen and reviewed by Promotion Boards,
Development Teams, Special Selection Boards as well as the student’s future bosses. Most of
these reviewers are neither likely to have knowledge of the student’s expertise area nor have a
technical education.
5.5.6.2. The impact should be clear, concise, relevant to the Air Force/DoD mission, and free of
technical jargon. Relate the impact to top AF/DoD priorities if possible.
5.5.6.3. Answer the “So what?” and “Who cares?” questions from an Air Force/DoD
needs/mission perspective.
5.5.7. HONORS/DISTINCTIONS: When possible, indicate the stratification or “Top XX%” at
the beginning of the line.
5.5.7.1. CI students must provide primary source verification of any award, stratification, honor,
and/or distinction.
5.5.7.2. For in-residence students, the Student Services Division will provide graduation
numbers for stratification denominators for DGs and school-level awards. As in the following
example bullet:
5.5.7.2.1. Top 10% of 229 graduates as Distinguished Graduate
5.5.7.3. The following is an example of a Department stratification for AFIT in-residence
students:
5.5.7.3.1. #1/17 grads in EE Dept for academic achievement & ldrship--Dept nominee for AFIT
Mervin E. Gross Awd
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EN Operating Instruction 36-170, 1 November 2011
5.6. Section III PROFESSIONAL QUALITIES:
5.6.1. EXCEPTIONAL LEADERSHIP AND/OR SERVICE: Include at least one bullet.
5.6.1.1. Mention a student leadership position of any kind and include number of students led. It
is always best if specific impacts and results can be listed; answer the “So what?” question.
5.6.1.2. Avoid volunteer/coach/etc., unless it is big in scope and impact.
5.6.2. AIR FORCE PHYSICAL FITNESS TEST:
5.6.2.1. Use either “Meets Standards”, “Does Not Meet Standards”, or “Exempt” (only if exempt
from all components).
5.6.2.2. If the student does not meet standards, then the TR will be a Referral TR. Contact
AFIT/FSP for guidance.
5.7. Section III OTHER COMMENTS:
5.7.1. Consider including bullets from a Letter of Evaluation (LOE) under a heading
“SIGNIFICANT ACCOMPLISHMENTS PRIOR TO ARRIVING AT AFIT,” as applicable.
5.7.2. Include explanations of why a student did not complete or was eliminated from an AFIT
program. The explanation must be IAW AFI 36-2406, Table 6.1, Note 6. See Attachment 4 for
a sample TR with example explanation.
5.7.3. This section may be used to define acronyms used in Section III.
M. U. THOMAS
Dean, Graduate School of Engineering
and Management
Attachments:
1. TR Worksheet
2. Sample TR for In-Residence Master’s student (Final TR)
3. Sample TR for Civilian Institution PhD student (Annual TR at 18-month point)
4. Sample TR for In-Residence PhD student who did not complete degree before PCS (Final TR)
5. Sample TR for In-Residence PhD student who completed on-time (Final TR)