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PEX 5.13 DCGS Stan/Eval Management (SEM) Checklists

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DCGS Stan/Eval Management (SEM) Checklists Current As Of: 30 May 2017

The checklists contained in Section I of this document focus on frequently used SEM activities and provide step-by-step instructions for completing these activities. As a general rule, they are organized in the following manner: first, activities required to set up the SEM module for a unit, then activities used to set up and manage individual trainees' folders, and finally activities used to oversee and manage the unit’s SEM program.

Each checklist begins with three key pieces of background information: Purpose of the checklist; those Permissions or Roles in the Users & Permissions module which will allow a user to execute the steps in the checklist; and the role which is typically the Primary User of the checklist. Throughout the checklists, the user will see grey shaded areas labeled, “TTPs.” TTPs are tips, techniques and procedures provided for the user to better understand the activities being executed, to learn a trick of the trade, or to emphasize Air Force or MAJCOM policy guidance specific to the activity as applicable to DCGS operations.

Section II provides overarching process flow charts, which are designed to help a user understand or remember how to execute routine SEM processes using PEX. Those activities which are executed within PEX (as opposed to actions external to PEX) are indicated by unshaded rectangles and refer the user to the appropriate checklist to execute the specific activity (e.g., SEM 3-1 refers to SEM Checklist 3-1). MAJCOM POCs, PEX ISR SME POCs and PEX ISR files (checklists, instructional videos, CT HQ files, SEM Eval

Criteria files, Qual Training Courses, and CFETPs) are all located on the PEX website at:

https://home.pexmain.com

Questions and concerns regarding MAJCOM or mission set policies and guidance can be directed to the

appropriate MAJCOM POC(s) listed on the PEX website.

For general PEX questions and troubleshooting assistance, please contact:

[email protected]

mailto:[email protected]


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Summary of Changes Table

Description Date

1. Updated PEX ISR SME’s 3/28/16

2. Updated Stan Eval Rules section 3/28/16

3. Included DCGS specific directions, data and TTPs 5/13/2016

4. Updated with new 5.13 features: Checklist 2.1 – assign MFR’s to multiple personnel Checklist 4.7 – change signers after signature process started

6/8/16

5. Updated PEX help desk info 11/18/16

6. Updated PEX website 5/30/17


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Table of Contents SECTION I: Process Overview for SEM Module .................................................................................................................... 6

1. SEM Module Setup .......................................................................................................................................................... 6

1.1. Add Evaluation Prefixes, Types, and Requisites ................................................................................................ 6

1.2. Set up Preferences .................................................................................................................................................. 8

1.3. Associate Eval Types/Requisites......................................................................................................................... 11

TABLE 1.1 Associating Requisites and Eval Types ................................................................................................................. 11

1.4. Enter Mission Descriptions ................................................................................................................................... 13

Table 1.2 Mission Description Examples .............................................................................................................................. 13

1.5. Set up Eval Forms.................................................................................................................................................. 26

1.6. Import Eval Criteria ................................................................................................................................................ 27

1.7. Create Profiles for Eval Types ............................................................................................................................. 28

Table 1.3 Eval Profiles ........................................................................................................................................................... 29

2. Transcribe Individuals’ Historical Evals, 4349s and MFRs ...................................................................................... 30

2.1. Attach MFRs to Folders......................................................................................................................................... 30

2.2. Attach 4350s to SE Folders .................................................................................................................................. 31

2.3. Attach 4349 to SE Folder / Manually Add 4349 Entries ................................................................................... 32

2.4. Add Individual’s Current Qualifications ............................................................................................................... 34

3. Open Evaluations ........................................................................................................................................................... 35

3.1. Open an Evaluation ............................................................................................................................................... 35

3.2. Add Evaluation Worksheet ................................................................................................................................... 36

4. Enter Evaluation Completion Data .............................................................................................................................. 40

4.1. Record Task Eval Completion in Worksheet ..................................................................................................... 40

4.2. Record Requisite (Exam) Completion................................................................................................................. 43

4.3. Sign Off Additional Training Completed ............................................................................................................. 46

4.4. Edit Restrictions...................................................................................................................................................... 46

4.5. Remove Restrictions .............................................................................................................................................. 47

4.6. Delete Restrictions ................................................................................................................................................. 47

4.7. Select Signatories for AF 4350 ............................................................................................................................ 48

4.8. Set Primary Eval as Complete ............................................................................................................................. 48

5. Complete 4350 Signatures ........................................................................................................................................... 49

5.1. Complete Pre-Signature Reviews ....................................................................................................................... 49

5.2. Record Non-Concurrence and Remarks ............................................................................................................ 49

5.3. Release 4350 for Signatures ................................................................................................................................ 50

5.4. Issue Signature Notifications ................................................................................................................................ 50

5.5. Sign AF Form 4350 ................................................................................................................................................ 51


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5.6. Export AF Form 4350 Out of PEX and Email It For Signature ........................................................................ 52

5.7. Complete Post-Signature Review (if applicable) ............................................................................................... 53

6. Evaluations Management – First of the Month .......................................................................................................... 54

6.1. Issue Email Notifications – Entering Eligibility Zone ......................................................................................... 54

6.2. Issue Email Notifications – Late Requisites ....................................................................................................... 54

6.3. Open Evals Entering/In Eligibility Zone ............................................................................................................... 55

7. Evaluations Management – Weekly/Monthly ............................................................................................................. 56

7.1. Check Status of 4350 Signatures/Issue Notifications ....................................................................................... 56

7.2. Review Status of Evals, Restrictions and Additional Training ......................................................................... 56

8. Evaluations Management – Reports ........................................................................................................................... 57

8.1. Trends in Eval Discrepancies ............................................................................................................................... 57

8.2. Generate Open Evals Reports ............................................................................................................................. 58

8.3. Generate Completed Evals Reports ................................................................................................................... 58

8.4. Generate Testing Report (if using SET module) ............................................................................................... 59

8.5. Conduct Annual SE Records Review for Individuals ........................................................................................ 60

8.6. Add a Minor Discrepancy ...................................................................................................................................... 61

8.7. Add a Major Discrepancy ...................................................................................................................................... 62

9. Evaluations Management – Ad Hoc ............................................................................................................................ 63

9.1. Create Evaluation Criteria File ............................................................................................................................. 63

9.2. Update/Modify Evaluation Criteria File ............................................................................................................... 66

9.3. Record SE Records Review on AF 4349 ........................................................................................................... 68

9.4. Record Individual’s Current Qualification(s) ....................................................................................................... 68

9.5. Create SE Folder Memo for Record (MFR) ....................................................................................................... 69

9.6. Sign SE Folder Memo for Record ........................................................................................................................ 70

9.7. Delete SE Folder Memo for Record .................................................................................................................... 70

9.8. Add Restrictions to Overdue Evaluations ........................................................................................................... 71

9.9. Document SIO Directed Downgrade ................................................................................................................... 72

9.10. Import Individuals’ Stan/Eval Data ................................................................................................................... 75

9.11. Print Individual’s Stan/Eval Record ................................................................................................................. 76

9.12. Adding a Waiver For an Existing Active Qual ................................................................................................ 77

10. Certifications.................................................................................................................................................................... 78

10.1. Add Certifications from Stan Eval Management ................................................................................................ 78

10.2. Decertify an individual from Stan Eval Management ......................................................................................... 79

Section II Stan/Eval Management (SEM) Process Flow Charts ................................................................................................ 81

SEM Flow Chart 1: Stan/Eval Module Setup ......................................................................................................................... 81

SEM Flow Chart 2: Personnel Record Transcription ............................................................................................................. 81


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SEM Flow Chart 3: First of each month – Eval Management ............................................................................................... 82

SEM Flow Chart 4: Eval Documentation: If Exam & Task Eval Can Occur Any Order ........................................................... 83

SEM Flow Chart 5: Eval Documentation: If Exams Must Be Completed Before Task Eval ................................................... 84

SEM Flow Chart 6: Eval Closeout and 4350 Signature Process ............................................................................................. 85

SEM Flow Chart 7: Convert PEX setup to new 24-month eval cycle .................................................................................... 86

SEM Flow Chart 8: Add Certifications to AF 4348 ................................................................................................................. 86

SEM Flow Chart 9: Decertify Individual on AF 4348 ............................................................................................................. 87


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SECTION I: Process Overview for SEM Module

1. SEM Module Setup

1.1. Add Evaluation Prefixes, Types, and Requisites

PURPOSE: This checklist is used for setting up the correct eval prefixes, types and requisites that will be used when conducting an eval. This should only need to be done during initial setup and when changes are made to your AFISRAI 14-153 GMs regarding these items.

Permissions/Roles Able to Execute This Checklist:

⁻ PEX Admin ⁻ SE Admin

Primary User(s) of this Checklist:

⁻ SE Admin

Step Navigation Action

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Stan Eval/

Management/ Setup/ Setup

1. In the Setup Items grid, select Eval Prefixes. If more than one squadron

is shown in the columns, ensure that under the Intel Unit you’ll be using,

you select N/N, RQ, and INIT.

2. In the Setup Items grid, select Eval Types. In the Eval types grid, there are many eval types already provided by PEX program in the Names column. Some eval types will need to be added manually. The tables below were made from the AFISRAI 14-153V2’s and tells which ones will be checked or added for your particular mission. You should double check to ensure this matches your Volume 2.

PEX delivered Eval Types

Periodic Eval Type Applies to MDSs

Yes MSN DCGS

Yes IE DCGS

Yes INSTR DCGS *Note: INSTR is periodic but PEX marks it as not periodic by default and the box will be greyed out. If Intel is in its own database, there is a script to run to check the box.

No SPOT DCGS

No * QUAL DCGS *Note: Qual is not periodic but PEX does mark it periodic by default and the checkbox will be grayed out. If Intel is in its own database, there is a script to uncheck the box. If a unit is in a database with their flyers, this script should not be used and the QUAL eval should be marked Inactive on each individual’s Person Details page so PEX will not track periodicity.


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3. To manually add an eval type:

Click on the Add Eval Type button.

In the Add Eval Type pop-up window, enter the name as listed in the table above and check the Periodic box as appropriate.

Click Save Eval Type to close the window, or click Save and New to add another eval type.

4. In Setup Items grid, select Eval Requisites. In the Requisites grid, note

the requisites already provided by PEX program in the Names column. AFI 14-202 and 14-2 requisites already provided include: Knowledge Exam Open, Knowledge Exam Closed, and Vis Recce Exam.

5. To add Closed Book (Qual), Closed Book (MSN), Open Book (MSN), Closed Book (INSTR), Closed Book (IE), you will need to do the following:

Click on the Add Requisite button. In the Add Requisite pop-up window, enter the name of the requisite. You will need to add: Closed Book (Qual), Closed Book (MSN), Open Book (MSN), Closed Book (INSTR) and Closed Book (IE). Select Exam and the type of exam from the dropdown menu (Open Book, Closed Book, etc). Select Grade Type (either Grade or % score). Then enter the Passing Grades (ie 1,2 or Q) or Passing % (ie 85).

Examination

Type Evaluation Type

QUAL MSN INSTR IE Open Book R

Closed Book R R R R


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1.2. Set up Preferences

PURPOSE: This checklist is used for setting up the correct Stan Eval preferences per MAJCOM/unit guidance. This should only need to be done during initial setup and when changes are made to AFI 14-202, and the GM to AFISRAI 14-153 vols 1-3.




⁻ SE Admin


1. Stan Eval/

Management/ Setup/ Preferences

In Desired Months Settings grid, set the following:

1. Email Eval Notification

Select number of months prior to the 6-month eligibility window PEX will

add evaluatee‘s evaluation to the Notification Email list, at which point

SE Administrators can have PEX issue the email. Recommendation: 0

mo. 2 . Flight/Task Completion

Select which month in the 6-month eligibility window by which time task

evals should ideally be completed, and if not designated complete, PEX will

color them orange and add them to the late list. Recommendation: 4.

3. Requisite Completion (i.e., Exam Completion)

Select which month in the 6-month eligibility window by which time task

evals should ideally be completed, and if not designated complete, PEX

will color them orange (late) and add them to various lists as flag to

management. Recommendation: 4.

2. Setup/ Preferences

1. In Signature Due grid, set the number of days after the eval is designated complete in PEX that all 4350 signatures should be entered.

Recommendation: 60 days


In Notification Mail grid:

1. o In the Mail From block, enter the email address to be used in the From line of each SEM notification email

Recommendations:

1. SE organization email

2. Chief of SE‘s email address 2. (optional) In the CC block, enter the email address(es) to which courtesy

copies of all SEM notification emails need to be sent. Place semi-colons between multiple addresses.

Recommendation: Evaluators or supervisors to ensure

they’re aware of all upcoming evals.


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In Stan Eval Rules grid:

1. Check the following rules in order to comply with AFI 14-202: “Additional training required to be complete NLT 2 months (2 months ANG/AFRC) after the eval flight is complete”, “Overdue or Failed evaluations place personnel in NoGo state (Red Ball)” and “Show personnel with missing qualifications as NoGo (Red Ball).

2. Under the last rule (Failed Requisite Exam preference), choose the radio button for the option you want. Whichever option you choose will ensure that when an individual fails an exam that is a requisite (No Go) exam for a specific crew position that individual's Go No-Go will display as either red (No Go) or yellow (caution) for Stan Eval. If the individual holds multiple crew positions the Stan Eval ball for the other crew positions will not change unless the failed exam was also a No Go exam for the other crew positions.

5. Setup/

Preferences

In Periodic Evaluation Expiration grid, set the Months field as indicated below: 1. 18 Months: Because PEX calculates the expiration on the first day of the

month, entering 18 here makes eval expire at end of 17th month IAW AFISRAI 14-153


1. In Eligibility Zone grid, set the Months field to 6.


1. In Default Eval Form grid, select Form 4350.


1. In Eval Form Signature Mode grid, select Digital.


In Display MDS Series Letter grid, select No

Note: The selection of “No” is predicated upon the unit having followed the ISR

checklists for setting up an ISR database and adhering to the guidance in the checklist

for adding MDS(s) and tail numbers.

1. To verify the correct selection for your ISR unit:

Go to Menu>Setup>Squadrons module>Squadrons tab. Locate your

squadron. In the Display MDS in Dropdowns field for your squadron,

verify the MDSs listed.

Go to Menu>Maintenance>Aircraft module>MDS tab. Locate the MDS(s)

that you just verified in the Squadrons module apply to your unit.

If the MDS does NOT have a letter or number in the S column, select

No.

If the MDS DOES have a letter or number in the S column, select Yes.

10. Stan Eval/

Management/ Setup/ Preferences

In Email Zone Notification Template grid:

1. Make the following text edits to the last sentence of paragraph 1:

Replace ―Your evaluation flight with ―Your task

evaluation

2. (optional) Make other text edits necessary to avoid making repetitive changes in email notifications.


In Email Late Requisites Template grid:

1. (optional) Make any unit-specified text edits deemed necessary.

TTP: If a unit wants to document the process of reviewing 4350s before signatures, follow the next step.

Otherwise, skip it.


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In the Additional Eval Reviews grid:

1. To add pre signature reviews:

o Next to “No Pre-Signature Reviews to Display” click the green + sign

next to “Add One”

o In the “Add Pre-Signature Review” pop-up window, enter the office

symbol for the first reviewer.

o To add additional pre-signature reviewers, right-click on the first office

symbol entered and select “Add” from the context menu.

2. To display the additional reviews and reviewers initials on the back of the 4350, check the block next to “Display Additional Reviewers on Form 8”. Note: this will display on 4350.

TTP: If a unit wants to document the process of reviewing 4350s after signatures, follow the next step. Otherwise,

skip it and go to 14.

13. Setup/ Preferences In the Additional Eval Reviews grid:

1. Check the block next to Require a “Posted” entry 2. If checked, the next line down will un-gray and may be selected. 3. If unit does not want 4350 to show in Section II of the Stan/Eval folder before

Post Signature Review is complete, check the box.

14 Setup/ Preferences In the Restriction Templates grid:

1. Click the +Add One button and enter a name and text for the restriction

template

Example: NAME is restricted from performing unsupervised TASK(S) until

HE/SHE is retrained and successfully completes a SPOT/MSN evaluation

14. Setup/ Preferences 1. At top of the preferences page, click on Save Preferences.


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1.3. Associate Eval Types/Requisites

PURPOSE: This checklist is used for matching up the different eval types with the appropriate requisites (exams) so that when an evaluator opens an eval the correct exam(s) will be associated with it. This should only be done during initial setup and when changes are made to AFI 14-202 or to your AFISRAI 14-153 vol 2.




⁻ SE Admin


1. Stan Eval/

Management/ Setup/ Assoc Eval Types/Reqs

Refer to the table below for specific settings for each MDS/CP: 1. In Squadrons grid, select appropriate squadron. 2. In MDS grid, select appropriate MDS. 3. In Crew Position grid, select the appropriate CP to which eval types and

requisites are about to be associated. 4. Click on the Add/Edit Eval Types button

o In the pop-up window, check the box next to all eval types that should be associated to the MDS and CP (See table)

o Click Save 5. Next to each eval type that requires an exam, click on the Add/Edit

Requisites button. o In the Edit Associated Requisites pop-up window, check the box

next to any applicable exams to associate them to the eval type. (See table below)

o Click Save

*Note that only the following Crew Positions have Qual Evals

associated with them: GA, TR, SA, MSA and MOC.

*Note that Instructor is now a qualification for a crew position not a separate crew position

TABLE 1.1 Associating Requisites and Eval Types

MDS CP Eval Type Requisites to associate Remarks Closed Book Open Book

GSQ272 CAN MSN X X GSQ272 CAN SPOT - - GSQ272 CAN INSTR X GSQ272 CAN IE X GSQ272 CMS MSN X X GSQ272 CMS SPOT - - GSQ272 CMS INSTR X GSQ272 CMS IE X GSQ272 CO MSN X X GSQ272 CO SPOT - - GSQ272 CO INSTR X GSQ272 CO IE X GSQ272 DLO MSN X X GSQ272 DLO SPOT - - GSQ272 DLO INSTR X GSQ272 DLO IE X GSQ272 EMS MSN X X GSQ272 EMS SPOT - - GSQ272 EMS INSTR X GSQ272 EMS IE X GSQ272 GA MSN X X GSQ272 GA SPOT - - GSQ272 GA QUAL X - Use only if unit does in-house IQT & Qual eval GSQ272 GA INSTR X


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MDS CP Eval Type Requisites to associate Remarks Closed Book Open Book

GSQ272 GA IE X GSQ272 GMS MSN X X GSQ272 GMS SPOT - - GSQ272 GMS INSTR X GSQ272 GMS IE X GSQ272 GRE MSN X X GSQ272 GRE SPOT - - GSQ272 GRE INSTR X GSQ272 GRE IE X GSQ272 IMS MSN X X GSQ272 IMS SPOT - - GSQ272 IMS INSTR X GSQ272 IMS IE X GSQ272 MMS MSN X X GSQ272 MMS SPOT - - GSQ272 MMS INSTR X GSQ272 MMS IE X GSQ272 MOC MSN X X GSQ272 MOC SPOT - - GSQ272 MOC QUAL X - Use only if unit does in-house IQT & Qual eval GSQ272 MOC INSTR X GSQ272 MOC IE X GSQ272 MSA MSN X X GSQ272 MSA SPOT - - GSQ272 MSA QUAL X - Use only if unit does in-house IQT & Qual eval GSQ272 MSA INSTR X GSQ272 MSA IE X GSQ272 PR MSN X X GSQ272 PR SPOT - - GSQ272 PR INSTR X GSQ272 PR IE X GSQ272 SA MSN X X GSQ272 SA SPOT - - GSQ272 SA QUAL X - Use only if unit does in-house IQT & Qual eval GSQ272 SA INSTR X GSQ272 SA IE X GSQ272 SCR MSN X X GSQ272 SCR SPOT - - GSQ272 SCR INSTR X GSQ272 SCR IE X GSQ272 SP MSN X X GSQ272 SP SPOT - - GSQ272 SP INSTR X GSQ272 SP IE X GSQ272 SSO MSN X X GSQ272 SSO SPOT - - GSQ272 SSO INSTR X GSQ272 SSO IE X GSQ272 S&W MSN X X GSQ272 S&W SPOT - - GSQ272 S&W INSTR X GSQ272 S&W IE X GSQ272 TA MSN X X GSQ272 TA SPOT - - GSQ272 TA INSTR X GSQ272 TA IE X GSQ272 TR MSN X X GSQ272 TR SPOT - - GSQ272 TR QUAL X - Use only if unit does in-house IQT & Qual eval GSQ272 TR INSTR X GSQ272 TR IE X


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1.4. Enter Mission Descriptions

PURPOSE: This checklist is used for attaching mission descriptions to each eval type. These are the comments that will appear on the back on the 4350 and they are the only place that all tasks evaluated will appear after the eval is complete. Refer to your AFISRAI 14-153 to tailor each mission description.




⁻ SE Admin


1. Stan Eval/ Management/ Setup/ Mission Description

1. In Squadrons grid, ensure the appropriate squadron is selected. 2. In MDS grid, ensure the appropriate MDS is selected. 3. In Crew Position grid, select the appropriate CP. 4. Click the Add Mission Description button. 5. In the Add Mission Description pop-up window, either type in or copy/paste

the name and description from the table below. Units may (and will likely need to) edit the templates to ensure they cover all tasks evaluated.

6. Click on the Save or Save and New button to save the description and open a new, blank template window.

7. Repeat above steps until all templates for all unit MDS(s) and CPs are complete.

Note: If there is any Rich Text or parentheses in the mission descriptions, it can cause problems when signing 4350s. Copying and pasting these mission descriptions should work but if a Rich Text error is encountered when signing a 4350, the mission description used should be deleted and entered manually in PEX to ensure no Rich Text gets in.

Table 1.2 Mission Description Examples

The mission description examples below are currently in coordination with 25 AF.

Eval Type Description Remarks

FAILED EXAM

1. KNOWLEDGE DESCRIPTION. Examinee

failed the ___________ exam which is a pre-

requisite for this evaluation.

This template allows comments about a failed exam to be put

on the back of the 4350. It is normally only used if individual

fails an exam AND the unit wishes to close out the eval as a

failure.

CAN IE SPOT (Objectivity)

(Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) U-2 mission. All areas/sub-

areas from the IE Evaluation Profile were covered. (Rank New Evaluator) observed (Rank Evaluator) evaluate (Rank

Trainee) on the (XX) position. This evaluation satisfies the requirements to perform duties as a GSQ-272 evaluator.

CAN Mission Description

(Rank Last Name) conducted (Rank Last Name)’s CAN (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the CAN Evaluation Profile were evaluated during the mission. The following areas were simulated:

Area 7- Emergency/Safety Procedures, Area 9- Threat Warning, Area 11- Collection Minimization, Area 16- CRITIC


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Reporting, Area 21- NICKELBACK, Area 23- Sensor Cross-Cue, and Area 26- Personnel Recovery. This evaluation satisfies the

requirements for the GSQ-272 CAN position.

CAN N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s CAN N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the CAN Evaluation Profile were evaluated during the mission. No areas were simulated during

this evaluation. This evaluation did not meet all the requirements for a periodic mission evaluation therefore it does not

establish a new eligibility period.

CAN-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) U-2 mission. All areas/sub-

areas from the INSTR Evaluation Profile were covered. (Rank Examinee) instructed (Rank Trainee) on (identify task

instructed). This evaluation satisfies the requirements to perform duties as a GSQ-272 instructor.

CO IE SPOT (Objectivity)

(Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) (MQ-1/9/RQ-4/U-2) mission.

All areas/sub-areas from the IE Evaluation Profile were covered. (Rank New Evaluator) observed (Rank Evaluator) evaluate

(Rank Trainee) on the (XX) position. This evaluation satisfies the requirements to perform duties as a GSQ-272 evaluator.

CO Mission Description

(Rank Last Name) conducted (Rank Last Name)’s CO (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the GA Evaluation Profile were evaluated during the mission. The following areas were

simulated: Area 7- Emergency/Safety Procedures, Area 9- Threat Warning, Area 11- Collection Minimization, and Area 26-

Personnel Recovery. This evaluation satisfies the requirements for the GSQ-272 CO position.

CO N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s CO N/N SPOT evaluation during a (live/shadow) (MQ-1/9 or U-2) mission.

Area(s) (#’s) and all sub-areas from the CO Evaluation Profile were evaluated during the mission. No areas were simulated

during this evaluation. This evaluation did not meet all the requirements for a periodic mission evaluation therefore it does

not establish a new eligibility period.

CO-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (MQ-1/9/RQ-4/U-2) mission.

All areas/sub-areas from the INSTR Evaluation Profile were covered. (Rank Examinee) instructed (Rank Trainee) on

(identify task instructed). This evaluation satisfies the requirements to perform duties as a GSQ-272 instructor.


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CMS IE SPOT (Objectivity)




CMS Mission Description

(Rank Last Name) conducted a (Rank Last Name)’s CMS (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the CMS Evaluation Profile were evaluated during the mission. The following areas were

simulated: Area 7- Emergency/Safety Procedures, Area 9- Threat Warning, Area 11- Collection Minimization, Area 23-

Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the requirements for the GSQ-272 CMS

position.

CMS N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s CMS N/N SPOT evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. Area(s) (#’s) and all sub-areas from the CMS Evaluation Profile were evaluated during the mission. No areas were

simulated during this evaluation. This evaluation did not meet all the requirements for a periodic mission evaluation

therefore it does not establish a new eligibility period.

CMS-I Mission Description




DLO IE SPOT (Objectivity)




DLO Mission Description

(Rank Last Name) conducted (Rank Last Name)’s DLO (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the DLO Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, Area 21- NICKELBACK, Area 23- Sensor Cross-Cue and Area 26- Personnel Recovery. This evaluation satisfies the

requirements for the GSQ-272 DLO position.

DLO N/N SPOT Description


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(Rank Last Name) conducted (Rank Last Name)’s DLO N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the DLO Evaluation Profile were evaluated during the mission. No areas were simulated during



DLO-I Mission Description




EMS IE SPOT (Objectivity)




EMS Mission Description

(Rank Last Name) conducted (Rank Last Name)’s EMS (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the EMS Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, Area 21- NICKELBACK, Area 23- Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the

requirements for the GSQ-272 EMS position.

EMS N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s EMS N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the EMS Evaluation Profile were evaluated during the mission. No areas were simulated during



EMS-I Mission Description




GA IE SPOT (Objectivity)





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GA QUAL Description

(Rank Last Name) conducted (Rank Last Name)’s GA (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the GA Evaluation Profile were evaluated during the mission. The following areas were


Personnel Recovery. This evaluation satisfies the requirements for the GSQ-272 GA position.

GA N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s GA N/N SPOT evaluation during a (live/shadow) (MQ-1/9 or U-2) mission.

Area(s) (#’s) and all sub-areas from the GA Evaluation Profile were evaluated during the mission. No areas were simulated



GA-I Mission Description




GMS IE SPOT (Objectivity)




GMS Mission Description

(Rank Last Name) conducted (Rank Last Name)’s GMS (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the GMS Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, Area 21- NICKELBACK, Area 23- Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the

requirements for the GSQ-272 GMS position.

GMS N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s GMS N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the GMS Evaluation Profile were evaluated during the mission. No areas were simulated during




18

GMS-I Mission Description




GRE IE SPOT (Objectivity)

(Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) RQ-4/U-2 mission. All

areas/sub-areas from the IE Evaluation Profile were covered. (Rank New Evaluator) observed (Rank Evaluator) evaluate


GRE Mission Description

(Rank Last Name) conducted (Rank Last Name)’s GRE (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the GRE Evaluation Profile were evaluated during the mission. The following areas were simulated:

Area 7- Emergency/Safety Procedures, Area 9- Threat Warning, Area 11- Collection Minimization, and Area 26- Personnel

Recovery. This evaluation satisfies the requirements for the GSQ-272 GRE position.

GRE N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s GRE N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the GRE Evaluation Profile were evaluated during the mission. No areas were simulated during



GRE-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (RQ-4/U-2) mission. All

areas/sub-areas from the INSTR Evaluation Profile were covered. (Rank Examinee) instructed (Rank Trainee) on (identify

task instructed). This evaluation satisfies the requirements to perform duties as a GSQ-272 instructor.

IMS IE SPOT (Objectivity)




IMS Mission Description

(Rank Last Name) conducted (Rank Last Name)’s IMS (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the IMS Evaluation Profile were evaluated during the mission. The following areas were



19

Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the requirements for the GSQ-272 IMS

position.

IMS N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s IMS N/N SPOT evaluation during a (live/shadow) (MQ-1/9 or U-2) mission.

Area(s) (#’s) and all sub-areas from the IMS Evaluation Profile were evaluated during the mission. No areas were simulated



IMS-I Mission Description




MOC IE SPOT (Objectivity)




MOC Mission Description

(Rank Last Name) conducted (Rank Last Name)’s MOC (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the MOC Evaluation Profile were evaluated during the mission. The following areas were


CRITIC Reporting, (Area 21- NICKELBACK,) Area 23- Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation

satisfies the requirements for the GSQ-272 MOC position.

MOC N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s MOC N/N SPOT evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. Area(s) (#’s) and all sub-areas from the MOC Evaluation Profile were evaluated during the mission. No areas were



MOC-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (MQ-1/9/U-2) mission. All




20

MSA IE SPOT (Objectivity)

(Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) (MQ-1/9) mission. All



MSA Mission Description

(Rank Last Name) conducted (Rank Last Name)’s MSA (Type of Eval) evaluation during a (live/shadow) (MQ-1/9) mission.

All areas/sub-areas from the MSA Evaluation Profile were evaluated during the mission. The following areas were


CRITIC Reporting. This evaluation satisfies the requirements for the GSQ-272 MSA position.

MSA N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s MSA N/N SPOT evaluation during a (live/shadow) (MQ-1/9) mission.

Area(s) (#’s) and all sub-areas from the MSA Evaluation Profile were evaluated during the mission. No areas were



MSA-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (MQ-1/9) mission. All



PR IE SPOT (Objectivity)




PR Mission Description

(Rank Last Name) conducted (Rank Last Name)’s PR (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the PR Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, and Area 21- NICKELBACK. This evaluation satisfies the requirements for the GSQ-272 PR position.

PR N/N SPOT Description


21

(Rank Last Name) conducted (Rank Last Name)’s PR N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s) (#’s)

and all sub-areas from the PR Evaluation Profile were evaluated during the mission. No areas were simulated during this

evaluation. This evaluation did not meet all the requirements for a periodic mission evaluation therefore it does not


PR-I Mission Description




S&W IE SPOT (Objectivity)




S&W Mission Description

(Rank Last Name) conducted (Rank Last Name)’s S&W (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the S&W Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, Area 21- NICKELBACK, and Area 26- Personnel Recovery. This evaluation satisfies the requirements for the GSQ-

272 S&W position.

S&W N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s S&W N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s)

(#’s) and all sub-areas from the S&W Evaluation Profile were evaluated during the mission. No areas were simulated during



S&W-I Mission Description




SA IE SPOT (Objectivity)





22

SA Mission Description

(Rank Last Name) conducted (Rank Last Name)’s SA (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the SA Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, and Area 21- NICKELBACK. This evaluation satisfies the requirements for the GSQ-272 SA position.

SA N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s SA N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s) (#’s)

and all sub-areas from the SA Evaluation Profile were evaluated during the mission. No areas were simulated during this



SA-I Mission Description




SCR IE SPOT (Objectivity)

(Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) (MQ-1/9/RQ-4) mission. All



SCR Mission Description

(Rank Last Name) conducted (Rank Last Name)’s SCR (Type of Eval) evaluation during a (live/shadow) (MQ-1/9 or U-2)

mission. All areas/sub-areas from the SCR Evaluation Profile were evaluated during the mission. The following areas were


Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the requirements for the GSQ-272 SCR

position.

SCR N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s SCR N/N SPOT evaluation during a (live/shadow) (MQ-1/9) mission.

Area(s) (#’s) and all sub-areas from the SCR Evaluation Profile were evaluated during the mission. No areas were simulated




23

SCR-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (MQ-1/9/RQ-4) mission. All



SP IE SPOT (Objectivity) (Rank Last Name) conducted (Rank Last Name)'s IE Objectivity evaluation on a (live/shadow) (RQ-4/U-2) mission. All



SP Mission Description

(Rank Last Name) conducted (Rank Last Name)’s SP (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the SP Evaluation Profile were evaluated during the mission. The following areas were simulated:


Reporting, Area 23- Sensor Cross-cue, and Area 26- Personnel Recovery. This evaluation satisfies the requirements for the

GSQ-272 SP position.

SP N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s SP N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s) (#’s)

and all sub-areas from the SP Evaluation Profile were evaluated during the mission. No areas were simulated during this



SP-I Mission Description

(Rank Last Name) conducted (Rank Last Name)'s (INIT) INSTR evaluation on a (live/shadow) (RQ-4/U-2) mission. All



TA IE SPOT (Objectivity)




TA Mission Description

(Rank Last Name) conducted (Rank Last Name)’s TA (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the TA Evaluation Profile were evaluated during the mission. The following areas were simulated:



24


272 TA position.

TA N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s TA N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s) (#’s)

and all sub-areas from the TA Evaluation Profile were evaluated during the mission. No areas were simulated during this



TA-I Mission Description




TR IE SPOT (Objectivity)




TR Mission Description

(Rank Last Name) conducted (Rank Last Name)’s TR (Type of Eval) evaluation during a (live/shadow) U-2 mission. All

areas/sub-areas from the TR Evaluation Profile were evaluated during the mission. The following areas were simulated:



272 TR position.

TR N/N SPOT Description

(Rank Last Name) conducted (Rank Last Name)’s TR N/N SPOT evaluation during a (live/shadow) U-2 mission. Area(s) (#’s)

and all sub-areas from the TR Evaluation Profile were evaluated during the mission. No areas were simulated during this



TR-I Mission Description


25




(Crew Position) Task Recheck

(Rank Last Name) conducted (Rank Last Name)’s [Crew Position] TASK RECHECK evaluation during a (live/shadow) (MQ-1/9

or U-2) mission. Area (#) (Specific Task) was successfully rechecked. (Rank Last Name) demonstrated (Recheck Tasks) with

no errors. This evaluation in conjunction with the original evaluation satisfies the requirements for the GSQ-272 [Crew

Position] position.


26

1.5. Set up Eval Forms

PURPOSE: This checklist is used for identifying which individuals within your squadron will be allowed to sign off a 4350 as a Reviewing Officer, Final Approval Officer, Examiner (Evaluator) and Additional Training Officer/Certifying Official.




⁻ SE Admin


1. Stan Eval/ Management/ Setup/ Eval Forms

In Squadrons grid, ensure the appropriate squadron is selected.

In the following fields of the Eval Forms grid: 1. Stan Eval Form - ensure Form 4350 is selected for every user.

For any users whose form is set to something other than 4350, click twice in the Stan Eval Form field until the drop-down error appears, click on the down arrow and select Form4350.

2. If an individual‘s signature block on the evaluation form needs to display an organization different from their Squadron (identified in the Squadron column of the grid), enter the appropriate organization in the Eval Form Org column.

3. Reviewing Officer - click in the check boxes of all those individuals who will be signing as Reviewing Officer (RO) on the form 4350s (per AFI 14-202 vol 2, ROs are Supervisors).

4. Final Approving Officer - click in the check boxes of all those individuals who will be signing as Final Approving Officer (FAO) on the form 4350s.

Per AFI 14-202 vol 2, the SIO is usually the FAO. For SIO evaluations, the SIO‘s supervisor (e.g., the OSS/CC) serves as the FAO. If the SIO‘s supervisor is not assigned to the same squadron in PEX, contact the PEX Administrator for the database to have them ensure the SIO‘s supervisor is designated as an FAO in the database.

5. Default Reviewing Officer (RO) - click in the check box of the individual who will be signing as RO most frequently. This ensures their name will be listed first in the RO drop-down list.

6. Default Final Approving Officer - click in the check box of the SIO. This ensures their name will be listed first in the FAO dropdown list.

7. Examiner - click in the check box of all individuals who are IEs. 8. Add Tng Officer / Cert Official - click in the check box of all those trainers who

can be designated to:

sign off an individual‘s additional training (i.e., remedial training in a

subject or on a task), which they were assigned due to their performance

in a previous evaluation and which must be successfully completed

before they can be rechecked. (These are usually your senior

trainers/instructors and/or SMEs in the subject area.)

remove restrictions 9. Click on the Save Changes button at the top when all changes have been

made.


27

1.6. Import Eval Criteria

PURPOSE: This checklist will show you how to import an eval criteria file in order to build your eval profiles. Note: If you cannot locate your MDS eval criteria file on the PEX website (https://cs1.eis.af.mil/sites/pex/default.aspx ), contact the ISR Technical Support Team at [email protected] to confirm the status of the file. If the file has not yet been created, units may create their own .evalcrit files following Checklist SEM 9-1 Create Evaluation Criteria File.




⁻ SE Admin


1. Stan Eval/ Management/ Setup/ Eval Criteria

1. In the Selections grid on the left, ensure the correct squadron, MDS and

CP are selected.

IF IMPORTING AN .EVALCRIT OR .XML FILE FROM THE PEX WEBSITE: Note: Using this procedure will allow you to modify the file before applying it but will not bring in any eval profiles that may be included in .XML files. .evalcrit files never include eval profiles and this is the only way to use an evalcrit file.

2. Click on the Evaluation Criteria Tool tab at the top of the center grid.

3. In the center grid, click on the Open button.

4. In the Windows Open window, navigate to the location of the

.evalcrit file and click on the file name. Click Open.

To see the grading areas under each section, click on the small

arrow to the left of each section title.

5. Click the Apply button. A window will pop up warning you that applying this criteria will destroy the current criteria as well as any profiles. If you are sure that you want to apply the new criteria file and build new profiles using the criteria, click YES.

IF IMPORTING AN .XML FILE FROM THE PEX WEBSITE: Note: Using this procedure will bring in eval profiles that may be included in .XML files but the eval criteria and eval profiles cannot be edited.

1. Click on the Evaluation Criteria tab at the top of the center grid.

2. Click on the Import Eval Criteria button.

3. In the Windows “Open” window, navigate to the location of the .xml

file and click on the file name. Click Open.

https://cs1.eis.af.mil/sites/pex/default.aspx

mailto:[email protected]


28

1.7. Create Profiles for Eval Types

PURPOSE: The purpose of this checklist is to show you how to build eval profiles based on the eval criteria that was imported in the previous checklist. Refer to the below table to identify which profiles need to be built for your MDS and Crew Position(s). Notes: 1 - Profiles may be added to either .xml or .evalcrit files, but profiles MUST be (re)created every time a new .evalcrit file is opened and applied in the to a crew position from the Eval Criteria Tool tab. 2 - If an XML eval criteria file was imported using the import button, the imported profiles cannot be edited or deleted. The only option for .xml files is to build additional new profiles using this checklist.




⁻ SE Admin


1. Stan Eval/

Management/

Setup/

Eval Criteria

1. In the Selections grid on the left, ensure the correct squadron, MDS and

CP are selected.

2. Click on the Evaluation Criteria tab at the top of the center grid.

3. Click on the Add Profile button.

4. In the Add Profile pop-up window:

Enter profile name based on the eval type (e.g., MSN, INIT MSN, IE,

SPOT).

In the Required column, click on the radio button of each required

grading area.

(Option) In the Desired column, click on the radio button for each

grading area your unit elects to include as optional grading areas for the

eval.

Click Save.

5. Repeat actions 1-4 until all unique profiles have been created for each crew position.

NOTE: If the eval criteria file associated with an MDS and CP does not include all necessary grading areas:

If it was imported or applied as an .evalcrit file, refer to Checklist

SEM 9-2 Update/Modify Evaluation Criteria File.

If it was imported as an .xml file, refer to Checklist SEM

9-1 Create Evaluation Criteria File because the only option is to

create a new file.


29

Table 1.3 Eval Profiles

Evaluation Area * Critical

Profiles to Build (X=Required)

MO

C M

SN

CO

MS

N

CM

S M

SN

SA

MS

N

TA

MS

N

EM

S M

SN

TR

MS

N

PR

MS

N

S&

W M

SN

GA

MS

N

IMS

MS

N

GR

E M

SN

SC

R M

SN

SS

O M

SN

DL

O M

SN

MS

A M

SN

MM

S M

SN

CA

N M

SN

SP

MN

S

GM

S M

SN

INS

TR

IE

SP

OT

Communication Systems

X X X X X X X X X X X X X X X X X X X X

Mission Preparation: Go/No-Go


Mission Preparation: Pre-Mission Duties


Mission Execution X X X X X X X X X X X X X X X X X X X X Crew Coordination X X X X X X X X X X X X X X X X X X X X Post Mission Activities


Mission Handoff X X X X X X X X X X X X X X X X X X X X Emergency/Safety Procedures *


Security * X X X X X X X X X X X X X X X X X X X X Threat Warning * X X X X X X X X X X X X X X X X X X X X Graphics Functions X X X X X X X X X X X X X X X X X X X X Collection Minimization*


Intelligence Products X X X X X X X X X X X X X X CRITIC Reporting * X X X X X X X X X X X X X X X X Research and Analysis

X X X

Mission Tasking X X X X X X X X X X X X X X X X X X External Coordination

X X X X X X X X X X X X

Product Management X X X X X X X X X NICKELBACK * (only applies to SIGINT Units)

X X X X X X X X X X X X X X

Mission Management X X X X X X X Sensor Cross-Cue X X X X X X X X X X Collection Planning X X X X X X Pre-Mission Briefing (PMB)

X X X X X X X X

Personnel Recovery * X X X X X X X X X X X X X X X X Post-Mission Debrief X X X X X X X X X Direction Finding X X X X X X X Search and Acquisition

X X X X X

Tactical Data Link Operations

X

Instructional/ Ability X Briefings/Critique X Demo/Performance X Evaluator Ability X


30

2. Transcribe Individuals’ Historical Evals, 4349s and MFRs Note: These procedures are only used when initially putting a person’s previous qualifications into PEX. Once your unit is using PEX to document evals, the Qualifications grid, eval forms, and 4349 will be populated automatically.

2.1. Attach MFRs to an individual or multiple personnel at same time

PURPOSE: The purpose of this checklist is to show you how to attach a Memo For Record to an individual’s SE folder. Note: MFR’s must be in PDF, XFDL, .jpeg, or .png format. Ensure all MFR’s you want to import are accessible from the computer you are using to access PEX. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Personnel

1. Click on Import Forms

2. Import Forms Window 1. Click on MFR on the left side of the window. 2. Click on the Select People button near top of window

a. In the Select People pop-up window, you can filter by typing the first few letter of a person’s last name if desired.

b. Check the box next to each person you want to apply the MFR to c. Click OK when finished selecting people

3. In the Description block, type the description you want to appear in the Eval Forms/MFR block on the person’s Person Details page

4. Choose the Date of the MFR 5. Click the Browse button to attach a PDF or XFDL file –or—Click the Import

Image radio button and click in the box that says “Click to Import..” if you have a JPG or PNG file

6. Once you have completed all the necessary steps, the Save button at the top left of the window will be active and you can click it to save the MFR.

Note that you may upload other forms this same way by selecting the correct form

instead of MFR but only to one person at a time.


31

2.2. Attach 4350s to SE Folders

PURPOSE: The purpose of this checklist is to show you how to attach a soft copy 4350 to an individual’s SE folder. Note: If you have digitally signed 4350’s in XFDL format, you can import them. If forms must be scanned, save them as PDF, .jpeg, or .png files. Ensure all forms you want to import are accessible from the computer you are using to access PEX. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/

Access an individual‘s Person Details page from one of the following

options: 1. The Search Personnel field In the upper right corner of most

SEM windows,

2. From the SEM Personnel menu:

o select Name Search and enter the name of the person

o select Advanced Search and click on the short name of

the individual

o select Most Recent People and select individual from the short list of

recently accessed individuals

2. Stan Eval/

Management/ Person

Details page of Indiv

1. Click on the Forms button at the top of the page. 2. Select Import Scanned Forms. 3. In the Import Scanned Forms for [individual] pop-up window:

□ In the Form Type grid, click on AF 4350.

□ In the Description field, enter the MDS and eval type (e.g., C130 INIT

MSN).

□ Enter/select the date of the 4350, using the same date as is found in the

Date Completed field of the scanned 4350.

□ Click on the correct radio button to import the file type you have

(PDF/XFDL or JPG/PNG).

Click either on Browse (for PDF/XFDL) or in the large rectangle with

the phrase ―Click to upload form image (for JPG/PNG).

□ Navigate to where the copy of the appropriate 4350 is saved. Click on the

Open button.

□ Click on Save Form File or Save Form Image button (whichever is

displayed depending on file type) at the bottom right. Alternately, click

Save and New to continue importing files.


32

2.3. Attach 4349 to SE Folder / Manually Add 4349 Entries

PURPOSE: The purpose of this checklist is to show you how to attach a soft copy 4349 to an individual’s SE folder. Note: If the individual has fewer than 10 historical evals logged on the 4349, it is just as fast to add the AF4349 Entries manually. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


IF ATTACHING COPY OF 4349 TO SE FOLDER:

TTP: Form 4349 can be imported in XFDL format or if scanned as a PDF, .jpg, or .png. Ensure it is accessible from same workstation you’re using to access PEX.




SEM windows,




the individual



2. Stan Eval/

Management/ Person


1. Click on the Forms button at the top of the page. 2. Select Import Scanned Forms. 3. In the Import Scanned Forms for [individual] pop-up window:

In the Form Type grid, click on AF 4349.

In the Description field, enter the Unit and time period covered

(e.g., 214RG 2010-2012).

In the Date field, enter/select the date of the last 4350 recorded on the

4349.

□ Click on the correct radio button to import the file type you have

(PDF/XFDL or JPG/PNG).

Click either on Browse (for PDF/XFDL) or in the large rectangle with

the phrase ―Click to upload form image (for JPG/PNG).

□ Navigate to where the copy of the appropriate 4349 is saved. Click on the

Open button.

□ Click on Save Form File or Save Form Image button (whichever is

displayed depending on file type) at the bottom right. Alternately, click

Save and New to continue importing files.


33

IF ADDING AF4349 ENTRIES MANUALLY:

1. Stan Eval/ Management/ Person Details page of Indiv

1. Right click on AF4349 grid.

2. Select Add one under AF4349 Entry.

3. In the Add AF4349 Entry pop-up window: In the Unit Type/Crew Position field, enter MDS/Crew Position

(e.g., C-17/Intel)

In the Type of Evaluation field, enter the eval type with any applicable

prefixes (e.g., INIT MSN).

In the Date Completed field, enter the date in the Date Completed field

of the original 4349 or the Date field of the associated Imported Form

4350 in the EVAL FORMS/MFR

grid above.

In the Qual Level field, enter the qual level for the evaluation

(e.g., 1, 2 or 3)

In the Unit field, enter the unit that conducted and documented the

evaluation.

4. Click on the Save 4349 Entry button or Save and New button as appropriate.


34

2.4. Add Individual’s Current Qualifications

PURPOSE: The purpose of this checklist is to show you how to manually add an individual’s current qualifications to their Stan Eval folder. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin





SEM windows,




the individual



2. Stan Eval/

Management/ Person


1. Click on New button at the top of the page 2. Select Qualification.in the drop down selection 3. In the Add Qualification pop-up window, select the following information

relative to their last evaluation for the qualification being entered:

□ MDS grid – select the correct MDS

□ Qual Code grid - select the highest Qual Code level the individual holds for

the qualification

E - evaluator qualified (highest level),

I - instructor level qualified but not evaluator level, and used for

any EIT quals,

M - mission-level qualified (most common level, always used if last

eval was an INIT eval)

□ Crew Position grid – select the correct Crew Position

Last Evaluation (Flight Phase) – select the date of the 4350

Waiver Expiration Date – If the individual has been granted a waiver for

the qualification, enter the date the waiver will expire (not usually required

for most transcriptions)

Prefix grid – select the prefix, if any, that applies (based on what the

4350 indicates)

Qualification grid – select the qualification

Remarks grid – Enter any remarks SE administration may want to maintain

on the qualification; this information does not display in any eval forms. 4. Click on the Save Qualification button if it‘s the last qualification being

recorded for the individual or the Save and New button if more qualifications need to be recorded.


35

3. Open Evaluations

3.1. Open an Evaluation

PURPOSE: The purpose of this checklist is to show you how to open an evaluation for an individual. This is the normal way evals are documented in PEX and when completed, the Qualifications, Eval Forms, and 4349 grids will be populated automatically.


⁻ PEX Admin ⁻ SE Admin ⁻ IE


⁻ SE Admin




options: 1. Search Personnel field in upper right corner of most SEM

windows,

2. From SEM Personnel menu:

o select Name Search and type the name of the person

o select Advanced Search and click on the short name of the

o individual

o o select Most Recent People and select individual from the

short list of recently accessed individuals

2.

Stan Eval/

Management/ Person


1. Click on New button at the top of the page. 2. Select Evaluation.

3. Add Evaluation pop-up

window

1. In the Add Evaluation pop-up window, enter/select the following information relative to the evaluation being opened:

Eval in grid – correct MDS

Qual Code grid - select the Qual Code level for which the individual is

being evaluated:

o E - evaluator qualified (highest level),

o I - instructor level qualified but not evaluator level

o M - mission-level qualified (most common level, always

used for INIT evals)

Crew Position grid – select the correct Crew Position

Also Update grid

Note: For DCGS, evaluations will not be combined and evaluations

for multiple CPs will be annotated on separate 4350s.


36

o Prefixes and Eval Types grid –

o click on the evaluation(s) to be documented on this single 4350 o If a prefix applies (INIT, N/N, RQ), click on the Edit Prefix(es)

button. In the Edit Prefixes for Qual window, click on the prefix that applies.

Note: select RQ if the evaluation is a re-qualification eval

following an SIO Directed Downgrade.

o Eval Form Type grid– AF 4350

o Qualification Period Generated by This Evaluation grid –18 months for DCGS

o Next Eligibility Zone grid – 6 month zone

o Other Options grid – select only as applicable

Recheck Evaluation – Select this only for rechecks from an SIO Directed

Downgrade. (Note: Normally, for any other failed evals (Q3), 14-202

rechecks are documented in the same evaluation with a 2nd worksheet, not

as a separate eval—allowing PEX to record the 3/1 or 3/2 grade in Section II

of the 4350.)

Commander Directed Downgrade – Select this only if documenting an SIO

Directed Downgrade. Reference SIO Directed Downgrade Checklist for

specific instructions for this situation

Remarks grid (optional) – Enter any remarks/guidance SE administration

may want to provide/maintain re the eval; this information does not display

on any eval forms.

□ Click on the Save Evaluation button.

This will open the Eval Details window. Either proceed to Add Evaluation

Worksheet Checklist or close the window, leaving the IE to open the

worksheet when they are ready to record the evaluation grades and

comments.

Note: At this point you may want to click the View Form button to ensure info is filled

out correctly so far. If you notice NOT FOUND is showing where the Organization

should be listed, the fix is to have your unit administrator go to Setup->Personnel and

put the individual’s office symbol in the office symbol field. After that, the organization

should show on the form. This should not be necessary in PEX 5.12 though.

3.2. Add Evaluation Worksheet

PURPOSE: The purpose of this checklist is to show you how to add an evaluation worksheet to an open evaluation. Permissions/Roles Able to Execute This Checklist:



⁻ IE



37




SEM windows,




the individual



2. Stan Eval/ Management/ Person Details page/Open Evaluations

In the Open Evaluations grid, click on entry of the Eval Type field

(e.g., MSN). This will open the Eval Details page.

3. Eval Details Pop Up Window

IF CREATING WORKSHEET FOR NORMAL EVAL, FOLLOW

THESE PROCEDURES. For Task Recheck worksheets, refer to Step 4 of this checklist.

1. Click on the Add button near the top left of the page.

2. Select Add Worksheet.

3. In the Create New Worksheet pop-up window, enter/select the following:

Worksheet Type grid: select Evaluation

Worksheet Name: add

Eval Profile grid: Select the eval profile appropriate for the evaluation

being set up/documented.

NOTE: Combination evaluations should have a separate profile (i.e., worksheet) for each eval being recorded together. Example: MSN/IE evals may be recorded on the same 4350 per AFI 14-202 vol 2, but each requires its own profile/worksheet. Note that 25AF policy prohibits this option for 25AF unit evaluations and each eval type must be on its own 4350.


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Eval Types grid: Select the type of eval (e.g., MSN)

Examiner button: This will open the Choose Examiner for

Worksheet window.

If necessary to filter through many names, in the Filter field, type the

first 1-3 letters of the individual‘s last name.

Click on the individual‘s row to highlight them.

Click OK at the bottom of the window.

Mission Description button: This will open the Choose a

Mission Description pop-up window.

Click on the down arrow by Template.

Select the best description template from drop down list.

In the description grid, edit the description as

necessary/appropriate per unit policy.


Date grid: Enter/select the date the task evaluation was completed. (If not known yet, leave it defaulted to today‘s date or select a planned/scheduled date. The date can be edited later if necessary.)

Click on the Save button when finished.

The task eval grades and comments can be recorded now (reference Checklist SEM 4.1 Record Task Eval Completion in Worksheet), or the worksheet can be exited and grades recorded later.

Click on the X at the top right of the window to close


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4. Stan Eval/ Management/ Person Details page/ Eval Details Pop Up Window

TO CREATE WORKSHEETS FOR TASK RECHECKS 1. In the Open Evaluations grid, click on entry of the Eval Type field

(e.g., MSN). This will open the Eval Details page. 2. Click on the Add button near the top left of the page. 3. 2. Select Add Worksheet. 4. 3. In the Create New Worksheet pop-up window, enter/select the

following:

Worksheet Type grid: select Ground Recheck

(Note: The ‘Ground Recheck‘ option will only appear if the first worksheet for a task eval was given an overall grade of 3 and the evaluator indicated that a Flight or Ground Recheck was required.)

Eval Profile grid: Select the eval profile appropriate for the evaluation

for which the Recheck is being performed.

Eval Types grid: Select the type of eval (e.g., MSN)


Worksheet window.

Click on the individual‘s row to highlight them.




• Click on the down arrow by Template.

• Select the best description template from drop down list.

• Edit the description to begin Examinee‘s task recheck

consisted of…. and list tasks individual was specifically re-checked on.

For DCGS evals, indicate which events were conducted in a

simulated setting.

• Click OK at the bottom of the window.

Date grid: Enter/select the date the task recheck was completed. (If

not known yet, leave it defaulted to today‘s date or select a

planned/scheduled date. The date can be edited later if necessary.)

In the Worksheet Name field, replace GROUND RECHECK

with TASK RECHECK.

• The task eval grades and comments can be recorded now (reference

Checklist SEM 4.1 Record Task Eval Completion in Worksheet), or the

worksheet can be exited and grades recorded later.

Click on the X at the top right of the window to close.


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4. Enter Evaluation Completion Data

4.1. Record Task Eval Completion in Worksheet

PURPOSE: The purpose of this checklist is to show you how to record the task eval completion in a worksheet. Permissions/Roles Able to Execute This Checklist:



⁻ IE

Step Navigation Action 1. Stan Eval/

Management/

Person Details/

Eval Details

1. I n the Open Evaluations grid, click on entry of the Eval Type field


2. In the Worksheets grid, click on the name of the worksheet to be opened.

This will open the Eval Worksheet pop-up window.

2. Stan Eval/

Management/

Person Details/

Eval Details/

Eval

Worksheet

3. In the Date field – select/enter the date the task eval was completed 4. If the IE (listed as Examiner at top of worksheet) needs to be changed:

Click on the Examiner button at the top left.

Click on the right IE‘s name.

Click OK.

5. If the evaluation description needs to be verified/updated, click on the Mission Description button. In the Choose a Mission

Description window, either:

p re-select the correct template by clicking on the down arrow, or

edit the text to fill in the blanks in the template or tailor the text.

Click OK.

6. Click on the Q Area Grades button.

7. Select Grade All Areas Q.

8. For each required area receiving a grade of less than Q:

Click in the applicable Q- or U box as appropriate.

In the Worksheet

Area Grade pop-up

window

Recheck Required grid – select one of the following:

o If no recheck is required, leave No Recheck highlighted.

o If individual requires a recheck, click on Ground.

Trending Eval Types grid - click on the eval type listed

Discrepancy grid – enter the description of the issue/problem(s) warranting

the grade

Debriefed box - If the examinee was debriefed on the discrepancies during debrief and no further actions on their part are required for the eval, check the box.


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Additional Flight Training grid - If the examinee requires additional training on a TASK, enter the details about the required training and set the Due Date

Additional Ground Training grid - If the examinee requires additional training in a KNOWLEDGE area, enter the details about the required training and set the Due Date.

TTP: Per AFI 14-202 vol 2 due date is 30 days after assigned for AD, and 2 UTAs for Guard/Reserve).

Add a Restriction grid - If the examinee is to be placed on restriction

when performing position or specialized duties until successful

completion of additional training, enter the details about the restrictions to be

enforced.

Example: Must be supervised when preparing and presenting pre- mission briefings until successful completion of task recheck.

Supervised Status box - If the examinee is to be supervised when

performing position or specialized duties until successful

completion of additional training, click in the box.

Click OK.

7. Record grades for any non-required areas, if applicable.

8. If recording commendable notes, in the appropriate grading area row, select

the Add + button. In the Commendable Note pop-up window, enter the positive

comments. Click Save.

9. Click on the Worksheet Grade button near the top.

In the WorksheetGrade pop-up window:

Select the overall grade (1, 2, or 3) from the drop down menu.

o You must select 3 if the task eval requires a Task Recheck or a

Knowledge Recheck.

Click OK.

10. Click on the Save button near the top.

11. Close the Eval Worksheet window by clicking on the X in the upper right corner of

the window.

For evals where 2 IEs evaluated different parts of the eval

□ 2 worksheets can be added and each evaluator can grade only the items

they saw (leave the others blank – and do not use the “Grade all

(required) areas Q” options).

□ Mission descriptions associated with each worksheet should be modified

to include only the correct evaluated elements.

□ The evaluators will have to ensure that between them, all required areas

were covered. PEX will not help ensure that.

When signing the 4350, the 1st evaluator’s signature will be at the top of the back of

the form. The 2nd evaluator’s signature will be on the front as normal.


42

3. Eval Details Note: Normally, if an individual fails an eval on the first attempt, a second

recheck worksheet is attached to the eval and the 4350 will reflect that

they failed the first attempt and passed the second. However, this

procedure can be followed to close out the eval as a failure if needed.

1. If the individual received an overall Q-3 for the evaluation (i.e., the 4350 will

be closed out as a 3 and the individual will require a RQ eval), scroll down to

the Additional Comments grid.

2. Click on Add Comment button.

3. In the Additional Comments pop-up window, enter text to indicate whether the entire evaluation must be re-accomplished or which specific grading areas/subareas must be re-accomplished.

Example: Recheck will consist of Debriefing skills.

4. Click on Save. 5. In the Personnel module, Quals tab, downgrade individual‘s

Qual Status code to U – Unqualified, Requires RQ.


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4.2. Record Requisite (Exam) Completion

PURPOSE: The purpose of this checklist is to show you how to record the completion of the requisite(s) (exams) that go along with an eval. This can be done manually (step 1) or the exam score can be linked if the exam was taken using the SE Testing module (step 2). Permissions/Roles Able to Execute This Checklist:


Primary User(s) of this Checklist: ⁻ IE


1. Stan Eval/

Management/

Person

Details/Open

Evaluations/Eval

Details

TO ADD A GRADE MANUALLY (not using exam taken in PEX): 1. I n the Open Evaluations grid, click on entry of the Eval Type field

(e.g., MSN). This will open the Eval Details page. 2. In the Worksheets grid, click on the name of the worksheet to be opened. 3. This will open the Eval Worksheet pop-up window.

In the Requisites grid, right click on a requisite listed. 4. In the pop-up menu, select Add Manual Grade.

5. In the following grids of the Enter Manual Exam Grade window, enter/select the following relative to the exam being recorded:

Exam Name – already filled in; normally do not add anything

Completed Date – date exam was completed

Grade – percentage grade

o If recording a failed grade, the Add a Restriction? pop- up window will appear asking if you want to add a restriction. Click Yes. o In the Add Restriction pop-up window:

Restriction Description field – enter text to the effect ―Placed on Supervised status until successful completion of re-exam IAW AFI 14- 202 vol 2.

Supervised Status field – ensure it is checked Date Assigned field – date individual failed exam

Click OK.

If documenting a Task Recheck resulting from an SIO Directed

Downgrade and the recheck did not require an exam, enter the date and

grade the individual last successfully completed the exam for the eval type

which was downgraded.

6. Click the OK button if you did not record a failed grade.

2. Stan Eval/

Management/

Person

Details/Open

Evaluations/

Eval Details

TO LINK TO AN EXAM RECORDED IN THE PEX Stan/Eval Testing (SET)

MODULE: 1. I n the Open Evaluations grid, click on entry of the Eval Type field


2. In the Worksheets grid, click on the name of the worksheet to be opened. 3. This will open the Eval Worksheet pop-up window.

4 . I n t h e Re q u is i t es g r i d , r i gh t c l i c k on a re qu is i t e l i s t ed . 5. In the pop-up menu, select Import a Graded Exam.

6. In the Import Grade From Exam window, highlight the correct exam by clicking in the row.


44

o If importing a failed grade, the Add a Restriction? pop- up

window will appear asking if you want to add a restriction.

Click Yes.

o In the Add Restriction pop-up window: Restriction Description– enter text similar to the following:

On Supervised status until successful completion of

failed [exam name], (percentage grade), [date of failed

exam].

Supervised Status– ensure it is checked Date Assigned– date individual failed exam

Click OK.

7. Click the Import button, if the grade imported was passing.

3.

Stan Eval/ Management/ Person Details page/Open Evaluations/ Eval Details

TO CREATE WORKSHEETS TO DOCUMENT FAILED EXAMS AS KNOWLEDGE DISCREPANCIES:

1. I n the Open Evaluations grid, click on entry of the Eval Type field

(e.g., MSN). This will open the Eval Details page. 2. In the Worksheets grid, click on the name of the worksheet to be opened. 3. This will open the Eval Worksheet pop-up window.

Click on the Add button near the top left of the page.


4.

In the Create New

Worksheet pop-up

window…

Enter/select the following:

Worksheet Type grid: Select Requisite

Note: This allows the details for the failed eval to be properly inserted on the 4350 in

the Knowledge sub- paragraph of the Examiner‘s Remarks, para B. Discrepancies.

Eval Profile grid: Use the Failed Exam profile.


Worksheet window.

Click on the row of the evaluator for the eval for which the failed

requisite was originally taken.




Click on the down arrow by Template.

Select any description template from drop down list as the

information is never displayed on 4350.


Date grid: Enter/select the date the exam was completed. (If not known yet, leave it defaulted to today‘s date or select a planned/scheduled date. The date can be edited later if necessary.)

In the Worksheet Name field, replace EPE with Failed [insert exam name]. (e.g., Failed VR Exam)

Click on the Create Worksheet button.

This opens the Eval Worksheet window.


45

5. In the Eval Worksheet window

For the requisite receiving a U, Click in the U box.

6. In the Worksheet Area Grade pop-up window

Select / enter the following:

Recheck Required grid – Select Ground Recheck.

Trending Eval Types grid - click on the correct eval type.

Discrepancy grid – enter the description of the issue/problem(s) warranting the

grade

□ Additional Ground Training grid - Enter the details about the required

training (e.g., SSgt Simpson must review SA-10 and 12 performance

parameters in MCM 3-1 vol 2) and set the Due Date.

Note: Per AFI 14-202 vol 2 due date is 30 days for AD or 2 UTA’s following the

event check for ARC.

□ Add a Restriction grid - Enter the details about the restrictions to be

enforced.

Example: Must be supervised when preparing and presenting threat

briefings or training until successful completion of re-exam.

Note: If you added a restriction when the exam was failed you may not

need to add another restriction

□ Supervised Status box - click in the box.

□ Click OK.

7 In the Worksheet Grade pop-up window:

□ Click on the Worksheet Grade button near the top.

□ Select the overall grade 3 from the drop down menu.

□ Click OK.

8 In the Eval Worksheet window

□ Click on the Save button near the top.

Close the Eval Worksheet window by clicking on the X in the upper right corner of

the window.

□ Note: The eval cannot be set as complete until a task eval worksheet is

also applied. Refer to the Add Evaluation Worksheet Checklist to

apply a worksheet. Do not grade any areas but give the worksheet a

“3” grade.

9 Eval Details window Complete and sign off any additional training.

10. Eval Details window Click “Primary Eval Set Complete” and then click on the “Complete Eval” button.

This will allow signatures to be placed on the 4350.


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4.3. Sign Off Additional Training Completed

PURPOSE: The purpose of this checklist is to show you how to sign off additional training. Note: All Additional Training assigned in an open evaluation must be recorded as completed before the evaluation can be set as complete and the 4350 signed. Permissions/Roles Able to Execute This Checklist:



⁻ IE ⁻ Additional Training Officer


1. Stan Eval/

Management/ Person

Details page

1. In the Additional Training grid, right click in the row of the additional training to be signed off.

2. In the pop-up menu, select Sign Off. 3. In the Sign Off Additional Training pop-up window:

Date Accomplished field– enter date individual successfully

completed the assigned additional training

Additional Trainers grid – click on the row of the additional

trainer who trained and signed off the trainee

Click Save.

4.4. Edit Restrictions

PURPOSE: The purpose of this checklist is to show you how to edit any restrictions in an individual’s eval. Note: This procedure is only used to change info that was put in incorrectly. Use the next two checklists to remove or delete restrictions




⁻ IE


1. Stan Eval/ Management/ Eval Details or Person Details

1. In the CURRENT RESTRICTIONS grid (below the ADDITIONAL TRAINING grid), right click on the restriction to be edited. Select Edit.

2. In the Edit Restriction pop-up window, edit the fields as

necessary: Restriction Description

Supervised Status (check if individual is to be supervised)

if you need to remove or change the person under “Removed By” click on

“Clear Person…”

Date Assigned

Date Removed

3. Click Save.


47

4.5. Remove Restrictions

PURPOSE: The purpose of this checklist is to show you how to remove any restrictions in an individual’s eval. Note: Use this procedure to mark restrictions as no longer active but to keep the historical record of the restriction in the individual’s SE folder. Restrictions will remain on the original, signed 4350s. Permissions/Roles Able to Execute This Checklist:



⁻ IE



1. In the RESTRICTIONS grid, right click on the restriction to be edited. Select Edit Restriction.

2. In the Edit Restriction pop-up window:

box. □ Click on Select Removed By button.

In the Choose Person pop-up window, select the individual authorizing the

removal of the restriction.

In the Date Removed field, enter the date the removal was authorized.

3. Click Save.

4.6. Delete Restrictions

PURPOSE: The purpose of this checklist is to show you how to delete any restrictions in an individual’s eval. Note: Use this procedure to permanently delete the historical record of the restriction in the individual’s SE folder. This option cannot be used for restrictions documented on AF 4350s which have been digitally signed, even after the restriction has been removed. Permissions/Roles Able to Execute This Checklist:



⁻ IE


1. Stan Eval/ Management/Person Details Page/ Open Evaluations / (click to open the eval containing the restriction)

1. Under RESTRICTIONS, right click on the restriction to be edited. Select

Delete Restriction.

2. In the Confirm Delete pop-up window, click Yes.


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4.7. Select Signatories for AF 4350

PURPOSE: The purpose of this checklist is to show you how to select the signatories that will sign off on a 4350.




⁻ IE


1 Stan Eval/ Management/ Person Details page

1. Click on the blue text for the eval for which you need to assign signatories

2. The Eval Details page will open

2 Eval Details page 1. Scroll to the bottom of the page and in the Reviewing Officer block, click the

Select Officer button

2. Select the correct RO from the list

3. In the next block down repeat the above procedure to select the correct FAO.

Note: you may also select signatories from the Signatures window later, but doing it

this way is preferred.

To change a signer once the signing process has begun without deleting the already applied signatures (5.13 and later only)

1 Person Details -> Eval Forms Grid

1. Right-click on Open Form 4350 and choose Sign from the menu to bring up the

signatures window

2. Click Edit beside the person you wish to change and select the new signer either

by searching for their name or clicking the List radio button to bring up a list of

people available to sign that block of the 4350.

Note: You will not be able to make the RO and FAO the same person

4.8. Set Primary Eval as Complete

PURPOSE: The purpose of this checklist is to show you how to set a primary eval as complete. Permissions/Roles Able to Execute This Checklist:



⁻ IE



1. In the Open Evaluations grid, click on the Eval Type of the

evaluation being completed.

2. In the Eval Details pop-up window, click on the Primary Eval Set

Complete button.

If an eval is being closed out as a failure (3), an additional button will appear next to

the sign button that says Complete Eval. You will have to click this button to go on

to the signing process.

Note: After successful completion of evaluation, individuals can submit a Training Accomplishment Report (TAR) for each of the CT/RIP events completed in the course of the eval. Reference Continuation Training (CT) checklists for procedures to submit a TAR.


49

5. Complete 4350 Signatures

5.1. Complete Pre-Signature Reviews

PURPOSE: The purpose of this checklist is to show you how to complete pre-signature reviews (if required) for an evaluation that has been set as complete. Note: Not all MAJCOMs require pre-signature reviews to be documented but they may be used to ensure signatures cannot be placed on the 4350 until it has been reviewed. If you haven’t set up pre-signature reviews in SEM->Preferences, you will not be able to complete this step (and do not need to unless required). Permissions/Roles Able to Execute This Checklist:



⁻ IE



1. In the Open Evaluations grid, click on the Eval Type of the

evaluation being completed.

2. In the Eval Details pop-up window, click on the Sign button.

3. In the Signatures pop-up window, click on the View Form button to review the

4350 for correctness.

4. Close the 4350

5. Click the Review button to complete pre-signature review –OR- click on the

Notify button to send an e-mail to the appropriate reviewer.

5.2. Record Non-Concurrence and Remarks

PURPOSE: The purpose of this checklist is to show you how to record non-concurrence and remarks for a RO or FAO on a 4350. Note: Not Concur for RO or FAO must be checked and remarks added before the 4350 is signed by anyone. If the form has already been partially or completely signed and you realize that you need to add remarks, the eval may be re-opened. Re-opening the eval will erase all signatures from the 4350 and then you can add remarks as needed but all signatures will have to be reaccomplished. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/

Management/ Person

Details page

1. In the Open Evaluations grid, click on the Eval Type of the evaluation

being signed.

2. Click on the Sign button near the top right.

3. In the Signatures pop-up window, in the row of the RO or FAO

that non-concurred:

Click in the box of the Not Concur column.

In the Remarks pop-up window, enter the individual‘s

remarks; click Save. 4. Close the Signatures window by clicking on the X in the upper right corner.


50

5.3. Release 4350 for Signatures

PURPOSE: The purpose of this checklist is to show you how to release a 4350 for signatures. This can be done by the Evaluator or a SE Admin person if pre-signature reviews are required. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin ⁻ IE


1 Eval Details window 1. In the Eval Details window, the “Release for Sigs” button should now be

ungrayed. Click on it. The button will now read “Released for Sigs” and notifications

should be sent automatically to the next person who needs to sign the 4350.

5.4. Issue Signature Notifications

PURPOSE: The purpose of this checklist is to show you how to issue signature notifications. Note: Once Release for Sigs is pressed, PEX auto-notifies each signatory, in turn, automatically. If someone has failed to sign the form expeditiously, SE Administrators can re-issue email notifications using the process in this checklist. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/

Management/ Person

Details page

1. In the Open Evaluations grid, click on the Eval Type of the evaluation

being signed.

2. Click on the Sign button near the top right.

3. In the Signatures pop-up window:

In the Date column of the next signature required, click on the Notify

icon.

In the Outlook pre-canned message:

o Ensure the email address is correct in the To field.

o Add any cc email addresses per unit policy.

o If email is initial notice to an RO or an FAO, add

non-concurrence procedures/guidance as a new paragraph after the third sentence (i.e., right after “This is an auto-generated message”): Example: “As an RO/FAO, email the SE office of any non-concurrence, including remarks. As soon as your non-concurrence and remarks have been added to the evaluation, you will be notified when the form is ready for your signature.

o If email is follow-up to RO or FAO that non- concurred, prior

to “If you have any questions…”, insert text indicating their

non-concurrence and remarks have been recorded and the

form is now ready for their signature.

o Clean up the rest of the text

o Add any other instructions/details per unit policy.


51

o Add signature block as appropriate.

o Click Send.

4. Close the Signatures window by clicking on the X in the upper

right corner.

5.5. Sign AF Form 4350

PURPOSE: The purpose of this checklist is to show you how to sign the AF Form 4350. Important: Signatures need to be signed in the order below, except SIO Directed Downgrades when only SIO and Examinee sign it, respectively. Permissions/Roles Able to Execute This Checklist:

⁻ PEX Admin ⁻ SE Admin ⁻ IE ⁻ Basic User (Examinee)

Primary User(s) of this Checklist and

Order of Signatures:

⁻ IE ⁻ Additional Training Officer, if applicable ⁻ Reviewing Officer ⁻ Final Approval Officer ⁻ Examinee Step Navigation Action

1. My Page TO SIGN FOR YOURSELF: 1. To sign from the Notifications pop-up window, click on the pencil and

paper icon in the Sign column.

2. To sign from the Notifications flashing red icon in the top right corner, click on the flashing icon, which will open up the Signatures Due pop-up window. Click on the pencil and paper icon in the Sign column.

Person Details window for the individual

TO SIGN IN LIEU OF SOMEONE ELSE:

1. Mouse over the Sign button near the top. Click on the eval you will be signing for someone else.

2. In the Signatures pop-up window, click on the Sign button next to the person you want to sign for to launch the eval form.

2. Eval Form window displaying the 4350

1. If signing as the first IE:

To clean up the formatting of the Evaluation Description(s) on page 2 of the form, enter carriage returns and spaces as appropriate.

Note: All edits made directly to the 4350 must be done prior to the first digital signature on the form in order to ensure the changes are saved to the form in PEX.

2. If signing as SIO for an SIO Directed Downgrade:

On page 1 of the form 4350, in the Comments grid, insert a carriage

return in front of Restrictions and on the first blank

line, type “SIO Directed Downgrade” Then delete the words

SIO Directed Downgrade after “Supervised Status.” (under Restrictions:).

On page 2 of the form 4350, delete “SIO‘s Remarks” and all of

paragraph A. Restrictions. (Para A is a duplicate from page 1.)


52

3. Click on the CLICK HERE TO SIGN button in the correct signature block location.

Note: For combination evaluations (i.e., evals for multiple quals), the IE of the first eval signs on 2nd page of

4350; IE of 2nd

eval signs on 1st

page of 4350).

Note: For evals involving task re-checks, the IE for the recheck signs

on the 2nd

page.

3. Digital Signature Viewer

pop-up window

1. Click on the Sign button to the right of your name. 2. In the Select Your Signature Identity pop-up window:

Click on the identity you are signing with

Click on OK.

In the ActivClient Login pop-up window, enter your PIN. 3. Once the top grid of the Digital Signature Viewer window reads

“Signature Is Valid” and your certificate information has been inserted, click OK.

4. Eval Form webpage

dialog window

1. Close the Eval Form window by clicking the red X box in the upper right

corner.

5. Signatures Due

window

1. Close the Signatures Due window by clicking the red X box in

the upper right corner.

5.6. Export AF Form 4350 Out of PEX and Email It For Signature

PURPOSE: The purpose of this checklist is to show you how to export a 4350 out of PEX and email it for signature to someone who needs to sign it but does not have access to PEX to sign it. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Digital Signature Viewer pop-up window

In order to email a 4350 for someone to sign who does not have

access to PEX:

*Note this is only done when all previous signatures are on the 4350 and

the form is ready to be signed by the individual who does not have access

to PEX.

1. In the Signatures window, select the Lock Form for Email button at the bottom of the screen.

2. Click the View Form button. 3. When the 4350 opens, click on Export at the top of the form. 4. When the Save Form window opens, save the form to your computer. 5. Open Microsoft Outlook and send an email to the person who needs to

sign the form with the form attached.


53

2. IBM Forms Viewer

Note: This step can be

executed by anyone who

needs to sign the 4350.

In order to sign a 4350 that was emailed to you:

1. Download the attached 4350 from the email and open it from your computer

2. Click on the CLICK HERE TO SIGN button in the correct signature block location.

3. Once your signature has been saved, click on Export at the top of the form.

4. When the Save Form window opens, save the form to your computer and email it back to the original sender.

3. Digital Signature Viewer pop-up window

In order to import a 4350 that was signed and emailed:

1. In the Signatures window, select the Unlock/Import signed form button at the bottom of the screen.

2. In the Unlock Form window, ensure that the Import Signed Form radio button is checked.

3. Click Browse and navigate to where the form was saved and click Open. Click OK.

You will get a confirmation window telling you that the form was imported successfully and you will see the signature populate.

5.7. Complete Post-Signature Review (if applicable)

PURPOSE: The purpose of this checklist is to show you how to complete a post-signature review, if required. Note: Post-signature reviews are not required by all MAJCOMs but may be used to document a final review of the 4350 after signatures are complete. If this has not been set up in SEM->Preferences you won’t be able to complete this checklist, and don’t need to unless required. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Person Details page

1. In the Open Evaluations grid, click on the Eval Type of the evaluation being completed.

2. In the Eval Details pop-up window, click on the Sign button. 3. In the Signatures pop-up window, click on the View Form button to

review the 4350 for correctness. 4. Close the 4350 5. Click the Review button to complete post-signature review –OR- click on

the Notify button to send an e-mail to the appropriate reviewer.


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6. Evaluations Management – First of the Month

6.1. Issue Email Notifications – Entering Eligibility Zone

PURPOSE: The purpose of this checklist is to show you how to issue email notifications through PEX when individuals are entering their evaluation eligibility zone. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/ Management/ Overview/ Notifications/ Eligibility Zone tab

1. Click in the far left column by the names of the individuals to

be notified. (To select multiple individuals at the same time, hold down Control while clicking to the left of their name.)

2. To edit the email before sending, click on Manual Email Selected People.

In the Outlook email window for each individual‘s email:

o Edit the text of the message,

o Add cc addressees, as applicable,

o Click on Send.

3. To send emails without editing, click on Email Selections.

6.2. Issue Email Notifications – Late Requisites

PURPOSE: The purpose of this checklist is to show you how to issue email notifications through PEX for individuals who have late requisites (exams). Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/ Management/ Overview/ Notifications/ Late Requisites tab

1. Click in the far left column by the names of the individuals to

be notified. (To select multiple individuals at the same time, hold down Control while clicking to the left of their name.)

Note: Sort for those not yet notified by clicking on Notified column header.

2. To edit the email before sending, click on Manual Email Selected People.

In the Outlook email window for each individual‘s email:

o Edit the text of the message,

o Add cc addressees, as applicable,

o Click on Send.

3. To send emails without editing, click on Email Selections.


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6.3. Open Evals Entering/In Eligibility Zone

PURPOSE: The purpose of this checklist is to show you how to auto-open evals for all individuals who are entering or are in their eligibility zone. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/

Management/

Overview/

Auto-Open Evaluations

1. Click in the row(s) of the individuals whose evaluations are to be opened.

(To select multiple individuals at the same time, hold down Control while

clicking to the left of their name.)

Note: To also show individuals who entered their eligibility zone in a previous month but whose evaluation has not yet been opened, click in the box at the top by Show All.

2. IF the individual has changed qualification status since their last periodic evaluation for the same qualification (e.g., Mission qualified to Instructor qualified) ….or IF the Prefix of the evaluation needs to be added/edited, click on Edit Auto Evaluation and edit Crew Position qualification status and/or Prefix as necessary. Click OK.

3. Click on Open Selected Evaluations.


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7. Evaluations Management – Weekly/Monthly

7.1. Check Status of 4350 Signatures/Issue Notifications

PURPOSE: The purpose of this checklist is to show you how to check on the status of 4350 signatures and issue notifications as necessary. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/ Management/ Overview/ Awaiting Signatures

Issue notices to signatories who haven’t signed the 4350:

1. Click on short name link for any person shown.

2. In the Person Details window, click the Sign button at the top and select the appropriate Open Form 4350.

3. In the Signatures window that pops up, click the Notify icon to send a reminder e-mail to the person whose signature is needed.

4. Repeat until all notices have been sent for all evals still awaiting signatures.

7.2. Review Status of Evals, Restrictions and Additional Training

PURPOSE: The purpose of this checklist is to show you how to review the status of evals, restrictions and additional training. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/

Management/

Overview/

Status

1. In Squadrons grid, select unit. To select multiple units, hold

Control and select multiple units.

2. In MDS grid, select MDS(s) to view.

3. In Crew Position grid, ensure CP radial button is selected and select CP(s) to view.

4. In the Evaluations tab, view all Periodic evaluations that are Expired/No-Zone, In the Zone (regardless of whether currently opened), INIT/RQ, open Non-Periodic evaluations, and any awaiting signatures.

5. Click on Restrictions tab to view individuals with current restrictions.

6. Click on Additional Training tab to view individuals currently assigned

additional training requirements.


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8. Evaluations Management – Reports

8.1. Trends in Eval Discrepancies

PURPOSE: The purpose of this checklist is to show you how to search for trends in evaluations by crew position and eval type. Trending data gives SE personnel an idea of which eval areas need to be reviewed. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/ Management/ Overview/ Trending

1. Select your display filters in the grids on the left.

Note: To multi-select, hold Ctrl or Shift and click on multiple units, MDSs or crew positions .

In Squadrons grid, select unit(s).

In MDS grid, select MDS(s) to view.

In Crew Position grid, ensure CP radial button is selected and select CP(s) to view.

2. Set your trending criteria in the grid on the right.

Type section: choose to trend by either:

o Sample Size (minimum number of times an eval area must be

graded before it will be trended) & Percent (percentage of times

it must be downgraded before it will be trended), or

o Minimum Number (minimum number of times eval area must

be downgraded before it will be trended)

Date section: select From and To dates for the period of time to be included in trending results (generally a month, quarter, or year but can be any period)

Eval Types grid: select eval types to include in report (use Ctrl or Shift to multi-select if desired)

3. Click on Trend.

4. To see details for any trending item displayed in middle grid, click on sideways arrow in far left column of that row.

5. To print the report, right click in the middle grid and select either Export to Excel or Print (for PDF).


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8.2. Generate Open Evals Reports

PURPOSE: The purpose of this checklist is to show you how to generate open evals reports to see how many open evals you have in your squadron by MDS, qual code, crew position and eval type. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/

Reports/

Open Evals tab

1. Select your report criteria: Squadron(s) MDS(s). Qual Code(s) Crew Position(s) Eval Type(s)

2. Select the option by which to order the results: End Zone, Name, Squadron, MDS, or Eval Type.

3. Select the format for the report: PDF Excel

4. Save the report per unit policy.

8.3. Generate Completed Evals Reports

PURPOSE: The purpose of this checklist is to show you how to generate a completed evals report.




⁻ SE Admin


1 Stan Eval/ Reports/ Completed Evals tab

1. Select your report criteria:

Dates at top - start and end dates for the report data.

Squadron(s)

MDS(s)

Qual Code(s)

Crew Position(s)

Eval Type(s)

Eval Prefix(es)

2. Select the format for the report:

PDF

Excel

Note: Producing the report in Excel format allows for easily generating additional figures (percentages, averages, etc.) from the data provided in the report.



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8.4. Generate Testing Report (if using SET module)

PURPOSE: The purpose of this checklist is to show you how to generate a testing report for those units that use the SE Testing module. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1 Stan Eval/

Reports/

Testing Report tab

1. Select your report criteria:

Dates at top - start and end dates for the report data.

Squadron(s)

MDS(s)

Qual Code(s)

Crew Position(s)

2. Select the format for the report:

PDF

Excel

Note: Producing the report in Excel format allows for easily generating additional figures (percentages, averages, etc.) from the data provided in the report.



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8.5. Conduct Annual SE Records Review for Individuals

PURPOSE: The purpose of this checklist is to show you how to conduct an annual SE records review for individuals. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Personnel/ Advanced Search / (select correct Squadron) / (click on each short name and perform these steps for all personnel)

1. In the Qualifications grid:

review individuals‘ qualifications for currency

review waivers for currency

mark as Inactive any unnecessary, expired qualifications

edit/delete Remarks as appropriate

2. In the Open Evaluations grid, review any open evaluations for current status.

3. Review the Additional Training grid for any outstanding additional training requirements. Update as appropriate.

4. Review Current Restrictions grid for any out of date or residual restrictions that need to be removed or the qualification closed as failed.

5. In the Eval Forms/MFR grid:

Review MFRs for out of date or extraneous ones that need to

be deleted or updated.

Ensure that every 4350 listed has a corresponding entry in the

AF4349 grid.

6. In the AF4349 grid, for every eval entry, ensure there are corresponding 4350s in the EVAL FORMS/MFR grid.

7. When all reviews, edits and modifications are complete, annotate AF 4349 (reference Record SE Records Review on AF 4349


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8.6. Add a Minor Discrepancy

PURPOSE: The purpose of this checklist is to show you how to add a minor discrepancy to an individual’s Stan Eval folder. Note: A minor discrepancy is defined as an error that does not alter or put into question a qualification but is an inspectible item during a higher headquarters inspection. Examples are errors in spelling or punctuation, grammatical errors or incorrect date format. The automation that PEX brings eliminates many minor discrepancies making most found in the Task Description field on the back of the 4350. Refer to your applicable 14-2 vol 2 to determine whether your community is directed to maintain Minor Discrepancy Logs and if so, the specified minor discrepancy definitions.




⁻ SE Admin


1 Stan Eval/ Management/ Personnel/ Person Details window

1. Click on New button.

2. Select Minor Discrepancy.

3. In the Add Minor Discrepancy pop-up window, enter the following fields:

Evaluation field: Enter the CP/Evaluation type for the affected 4350 that the minor discrepancy applies to.

Evaluation Date: Enter the evaluation date of the affected evaluation.

Discrepancy field: Enter the discrepancy as required for the affected

4350.

Review Date: Enter the date the discrepancy is being entered.

Reviewer’s Initials: Enter the initials of reviewer entering the

discrepancy.

4. Click on the Ok button.


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8.7. Add a Major Discrepancy

PURPOSE: The purpose of this checklist is to show you how to add a major discrepancy to an individual’s Stan Eval folder. Note: A major discrepancy is defined as an error that could/does alter or calls into question a qualification. A major discrepancy MFR can be used to address an issue with a specific 4350 or address an issue with an individual S/E record overall. Examples are Task Description that should have resulted in an overall Q3 or missing qualification paperwork. Refer to your applicable 14-2 vol 2 to determine whether your community is directed to document Major Discrepancies and if so, for specific major discrepancy definitions.




⁻ SE Admin



1. Click on New button.

2. Select Major Discrepancy.

3. In the Add Major Discrepancy pop-up window, enter the following fields:

Date: Enter the date the discrepancy is being entered.

From: Enter the office or individual drafting the Major Discrepancy.

Subject: Enter the subject of the Major Discrepancy MFR. If the MFR

applies to a specific 4350, enter the CP/Eval Type/Date Completed as

the subject.

Body: Define the Major Discrepancy and rectifying action if applicable.

Signature Method: Select the method the Signer will use to officially

sign the Major Discrepancy MFR.

o CAC – signer uses CAC PIN

o PEX SID – signer uses PEX Security Identifier

Signer’s Name: Enter the signer’s name using either the Search or

List function.

o Search – type signer’s name in field

o List – converts name field to a drop down enabling selection

of signer’s name.

4. Click on the Ok button.

Note: The individual selected to sign the Major Discrepancy MFR will now get a pop-up banner on their “My Page” next time they log into PEX indicating there is a S/E document that requires their digital signature.


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9. Evaluations Management – Ad Hoc

9.1. Create Evaluation Criteria File

PURPOSE: The purpose of this checklist is to show you how to create an eval criteria (.evalcrit) file. Any MDS that has an AFI 14-2 should have an eval criteria file already built and accessible on the PEX Website. This checklist is only needed for units that do not have a 14-2 MDS and need to conduct SE evaluations. Note: If your MDS doesn’t have an AFI 14-2, refer to applicable eval grading criteria provided by your higher headquarters or local directives.




⁻ SE Admin


1 Menu 1. Expand Stan Eval 2. Select Management

2 SEM 3. Select Eval Criteria (in Setup menu)

3 In Setup Window 4. Select the Evaluation Criteria Tool tab

4 Evaluation Criteria Tool tab

5. In the grids in the left pane: o Select your squadron o Select your MDS o Select the Crew Position

6. Click on Add Section. On the right side of the window, in the Name

field, replace the words “New Section” with the name of the section.

Repeat this action until all sections have been added for the crew

position. Note: ISR naming conventions for sections are:

o REQUISITE EXAMS – this should be the first section

o Tasks by eval types (e.g., MSN Eval Tasks, EIT Eval Tasks, IE Eval Tasks, etc.)

See AFI 14-2MDS Chapter 3 to find all the duty position eval types.

7. In the center grid, click on the Section title. (The first should be REQUISITE EXAMS.) Click on the Add Area button. In the right grid:

o Name field - enter the name of the grading area For Knowledge areas, these are the names of the

exams associated with crew position evals. (e.g., Knowledge Exam, Vis Recce Exam).

For task areas, using the tables in Chapter 3 of AFI 14-2MDS is the easiest way to find all the required areas for each type of eval (e.g., Automated OB, Mission Briefing, etc.)


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o Sequence Header field - auto-populated by PEX o Description field - N/A o Critical Area field – check as applicable

Note: Critical designation limits grading options to only Q or U. If Table 3.x says Q-: N/A, omits Q- criteria, or says this is a critical area, check the Critical Area block

o Grading Criteria fields - in the block to the right of each grade,

enter the grading criteria IAW AFI 14-2MDSv2 (usually in

Table 3.x)

Tip: To copy and paste from AFI 14-2MDSv2, highlight the grading criteria from AFI 14-2MDSv2 and Ctrl+C to copy. Then click in the field in PEX, and click Ctrl+V to paste).

8. Repeat this step until all Sections and Areas IAW AFI 14- 2MDSv2 have been added for the crew position.

o NOTE: This will be easiest if you add all items in the correct order

(straight from the table in 14-2MDS) and let PEX take care of

numbering. Do not re-start numbering at each section. If you have to

move an area or go back and add an area, read checklist 10-2 for

procedures to fix the area numbering.

9. Click the Save button. Save the file in a location accessible to SE personnel. Note: Files can be saved intermittently, writing over the incomplete file until the final version is complete. Recommend including the word “Draft” in the file name until the final version is saved. If you leave the Eval Criteria section or close PEX before the file is complete and applied, you will need to click the Open button and navigate to the saved file to re-display the data and continue working on it.

10. Once the file is complete, make sure to save a copy, then click the Apply

button.

This applies the file to the Squadron, MDS and CP selected in the left grid and populates the Evaluation Criteria tab. Note that applying a new eval criteria will delete any profiles previously associated.

5 Evaluation Criteria tab (adding profiles)

Click on the Evaluation Criteria tab and select Add Profile


65

6 Add Profile pop-up window

1. In the Profile Name field, enter the name of the profile—usually

the name of the eval type (e.g., Init MSN, MSN, IE, EIT) 2. For each required area for the eval profile IAW AFI 14-2MDSv2, click in the

radio button in the Required column. 3. If your unit wants to be able to occasionally grade an individual on a grading

area other than those required in vol 2, click in the radio button in the Desired column for those grading areas.

4. For all other grading areas which you do NOT want to display on the

worksheet, leave the N/A radio button marked. Note for EIT evals:

o if your unit always qualifies EITs in ALL subject areas, in

the EIT profile, designate all grading areas “Required”

o if your unit qualifies EITs in various subject areas,

in the EIT profile, designate all grading areas as “Desired”. This

will allow you to grade any applicable areas on a single

worksheet instead of attaching multiple worksheets to an

evaluation. 2. Select Save 3. Repeat Step 5-6 until profiles for all eval types have been added.

Note: Refer to the table in Section 1 of this checklist for all the eval profiles that

should be added for your MDS / Crew Positions.


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9.2. Update/Modify Evaluation Criteria File

PURPOSE: The purpose of this checklist is to show you how to update or modify an eval criteria file. Note: You cannot extract eval criteria from a crew position in PEX. Only .evalcrit files created in the PEX SEM Eval Criteria Tool tab can be modified in PEX to add/edit/delete sections/areas. Evalcrit files for your MDS may be available from the PEX website or can be created using Checklist 9-1.




⁻ SE Admin

Step Navigation Action 1. Stan Eval/

Management/ Eval Criteria Tool tab

1. In the Evaluation Criteria Tool tab, click Open.

2. Navigate to where the .evalcrit file is stored. Select it and click Open.

2. Eval Criteria Tool tab 1. To edit an existing area, click on the small arrow to the left of the section

name to expand it. Click on the area and edit the fields in the right grid.

3. 1. To add an area, click on the section name. Click on the Add Area button.

Added areas are always placed at the bottom of the list. To move the

new area to a new location, drag and drop it to the appropriate spot.

o Adding or moving an area will cause PEX to incorrectly renumber the areas and this will create a numbering conflict in the Sequence Header field. To fix the numbering conflict, you must renumber the areas without using a number that is already assigned. To do this, count the total number of areas under all sections. Then start numbering from the last area to the first. Numbering should not re-start at 1 in each section.

If applicable, check the Critical Area field to the right.

In the Grading Criteria fields, enter the grading criteria IAW AFI 14-

2MDSv2 (usually in Table 3.x)

Tip: To copy and paste from AFI 14-2MDSv2, highlight the grading criteria

from AFI 14-2MDSv2. Right click and select copy. Then click in the field in PEX,

and click Ctrl & V).

4. 1. To delete an area, click on the small arrow to the left of the section name

to expand it. Click on the red X by the area number.

5. 1. Once all updates have been made, click the Save button. Save

the file in a location accessible to SE personnel.

2. Ensure the correct Squadron, MDS and Crew Position are selected in the left grid, and click the Apply button.

3. In the Confirm Changes pop-up window, click YES.


67

6. Evaluation Criteria Tab (modifying profiles)

If new areas were added to the file which was applied, you will need to

edit the profiles affected by the new areas. To do so:

1. Click on the down arrow by the profile name. Select Edit.

2. In the Edit Profile pop-up window, edit the Required and Desired columns as necessary.

3. Click Save.

Note: If the profiles were deleted when you applied the new criteria, you will need

to re-create the profiles using Checklist 10-1 starting at Step 5.


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9.3. Record SE Records Review on AF 4349

PURPOSE: The purpose of this checklist is to show you how to record a SE records review on an AF 4349. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin



1. In the AF4349 grid, right click and select Add AF4349 Entry.

2. In the Add AF4349 Entry pop-up window:

Type of Evaluation field – enter type of records review

(e.g., Initial Records Review, Annual Records Review)

Date Completed field – Select/enter date review was completed

Unit field – enter unit completing review

3. Click on Save 4349 Entry button or Save and New, as applicable.

4. If manual entries are not ordering in reverse chronological order (i.e., most current on top), click off the line to be moved, then grab (click) and drag it to the appropriate order in the entries.

9.4. Record Individual’s Current Qualification(s)

PURPOSE: The purpose of this checklist is to show you how to record an individual’s current qualification(s) in the Stan Eval Folder. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. If individual‘s records review yields decision to accept some or all current qualifications from previous assignment, reference Checklist SEM 2-4, Add Individuals‘ Current Qualifications for procedures on recording their current qualifications.


69

9.5. Create SE Folder Memo for Record (MFR)

PURPOSE: The purpose of this checklist is to show you how to record an MFR in an individual’s Stan Eval Folder. Note: Based on unit preference, MFRs can be generated and signed via the usual unit process, then scanned as .jpg files and attached to the individual’s PEX SE folder. (reference Checklist SEM 2-1).




⁻ SE Admin



To add an MFR within PEX 1. Click on the New button in the top left. 2. Select MFR. 3. In the MFR pop-up window, complete the following:

Date – date of MFR

From - unit and office

Subject (e.g., MSN Eval Waiver)

Body

Signature Block – Select either CAC or PEX Security ID for

method.

Signer‘s Name – Select the signer‘s name one of two ways

o Search – In the empty field, type in the first several letters

of the individual‘s last name until you see the signer

listed. Click on their name to insert it into the field.

o List - Select their name from the dropdown list of

names provided.

Signer‘s Organization – This field is auto-populated in the

selection of the Signer‘s Name, but it may be over-written if

necessary.

Click OK. PEX will ask if you’d like to sign the form.

Recommend clicking Yes and signing at this point. Follow next

checklist starting at Action 3 of Step 1 or 2 to sign with CAC or PEX

ID later.


70

9.6. Sign SE Folder Memo for Record

PURPOSE: The purpose of this checklist is to show you how to sign off a MFR in an individual’s SE folder. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Eval Details/ Person Details

To sign with CAC Digital Signature 1. Find the Open MFR under the Eval Forms/MFR grid. 2. Right-click on “Open MFR” and select Edit. 3. Click OK at bottom of pop-up window. 4. In the MFR pop-up window, click on the CLICK HERE TO SIGN

button near the bottom of the page. 5. In the Digital Signature Viewer pop-up window, click on the

Sign button at the bottom.

6. In the Select Your Signature Identity pop-up window:

Click on your email identity.

Click on OK.

In the ActivClient Login pop-up window, enter your PIN.

7. Once the top grid of the Digital Signature Viewer window reads “Signature Is Valid” and your certificate information has been inserted, click OK.

To sign with PEX Security ID (SID) 1. Find the Open MFR under the Eval Forms/MFR grid.

2. Right-click on “Open MFR” and select Edit.

3. Click OK at bottom of pop-up window.

3. In the Sign with PEX SID pop-up window, enter your PEX SID.

4. Close the Silverlight view of the signed MFR by clicking on the red X

box in the upper right corner.

Note the signing of the form changes the Type entry in the EVAL

FORMS/MFR grid from “Open MFR” to “MFR”.

9.7. Delete SE Folder Memo for Record

PURPOSE: The purpose of this checklist is to show you how to delete an MFR in an individual’s SE folder. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Eval Details/ Person Details

1. In the EVAL FORMS/MFR grid, right click on the MFR to be deleted.

2. Select Delete.

3. In the Confirm Delete pop-up window, click Yes.


71

9.8. Add Restrictions to Overdue Evaluations

PURPOSE: The purpose of this checklist is to show you how to add a restriction to an overdue evaluation. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Overview/ Rainbow

1. In the Late Evals grid on the right, click on the individual‘s name in red font.

2. Person Details window 1. In the Open Evaluations grid, click on the Eval Type for the evaluation overdue if the eval has already been opened (e.g., MSN).

Note: If the eval hasn’t been opened, a restriction can also be added directly on the Person Details page if desired. If the restriction is added on the Person Details Page, it can also be removed or deleted from there.

3. Eval Details window – or

Person Details Page

1. Click on Add button at top left and select Add Restriction.

4. Add Restriction pop-up

window 1. In the Restriction Description field, use a restriction template by

clicking the link if desired or enter text describing: the reason for the restriction,

tasks individual is restricted on,

whether tasks require supervision and if so, type of

supervisor, action required for restriction to be removed. Example: Due to overdue F16 MSN eval, restricted to performing basic qualification tasks unsupervised. Performance of any mission qualification tasks must be supervised by instructor qualified for the task(s) being performed. Removal of restriction contingent upon successful completion of F16 MSN eval.

2. Click in Supervised Status box. 3. In the Date Assigned field:

□ For periodic evals - enter date individual‘s qualification expired

□ For non-periodic evals – enter date determined by unit policy or

SIO

4. Click OK.


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9.9. Document SIO Directed Downgrade

PURPOSE: The purpose of this checklist is to show you how to document a SIO Directed Downgrade. Permissions/Roles Able to Execute This Checklist:



⁻ SE Admin


1. Stan Eval/ Management/ Person Details page

1. Click on the +New button and select Evaluation.

2. Add Evaluation Window

2. Enter/select the following information relative to the SIO directed downgrade eval:

Eval in grid – correct MDS

Also Update grid – if the downgrade counts for multiple MDSs, select additional MDSs for which the evaluation will also count

Qual Code dropdown – o select qualification status code being removed

E – Evaluator I – Instructor M – Msn Qualified B – Basic Qualified

□ Crew Position dropdown – select the crew position □ Prefixes and Eval Types grid –

o click on the evaluation(s) to be downgraded Eval Form Type grid– ensure AF 4350 is selected

Qualification Period Generated by This Evaluation grid – 18 months per AFI 14-202, AFISRAI 14-153

Next Eligibility Zone grid – 6 month zone

Other Options grid – select only as applicable o Check Commander Directed Downgrade

Remarks grid (optional) – Enter any remarks/guidance SE administration may want to provide/maintain re the eval; this information does not display in any eval forms.

3. Click on the Save Evaluation button. a. This will open the Eval Details window.


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3. Eval Details window

1. Click on the Add button near the top left of the page.


3. In the Create New Worksheet pop-up window, enter/select the following:

Worksheet Type grid: Evaluation

Eval Profile grid: Select the eval profile which covers the grading areas for which the individual is being downgraded.

Eval Types grid: Select the type(s) of eval for which individual is being downgraded.

Mission Description button: This will open the Choose a Mission Description pop-up window. In the blank, white grid, enter detailed text for the Narrative block of the 4350, explaining the situation/event causing the individual to be downgraded and including “with cause” in the reasoning statement . Also indicate provisions for how the individual is to regain qualification if downgraded to unqualified status.


Date grid: Enter/select the date of the situation that caused the downgrade.

Click on the Create Worksheet button.

If the Date Selected is Outside Eligibility window pops up, select Yes.

This opens the Eval Worksheet window

4. Eval Worksheet

window

1. Click on the Q Area Grades button. 2. Select Grade Required Q. 3. For each area for which the individual is being down-graded:

Click in the applicable Q- or U box as appropriate.

This will bring up the Worksheet Area Grade window.

5. Worksheet Area Grade pop-up window

1. Select/enter the following:

o Recheck Required grid – leave No Recheck highlighted

(critical areas will not have this option – leave Flight highlighted)

Trending Eval Types grid - click on the eval type listed

Discrepancy grid – enter X Additional Flight Training grid - If the examinee requires

additional training on a TASK, enter the details about the required training and set the Due Date

Additional Ground Training grid - If the examinee requires additional training in a KNOWLEDGE area, enter the details about the required training and set the Due Date.

Note: Per AFI 14-202 vol 2 due dates may not exceed the last day of the month following the event check which mandated the training for AD or two months following the event check for ARC).


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Add a Restriction grid - If the examinee is to be placed on

restriction when performing position or specialized duties until

successful completion of a recheck , enter the details about the

restrictions associated with the downgrade. Example: Must be supervised when preparing and presenting pre-mission briefings until successful RQ MSN eval.

Supervised Status box - If the examinee is to be supervised when

performing position or specialized duties until successful

completion of additional training, click in the box.

Click OK.

2. Click on the Worksheet Grade button near the top. In the

Worksheet Grade pop-up window:

Select the overall grade from the drop down menu.

o 2 – if individual just needs a task recheck o 3 – if downgraded to Unqualified status and requiring

a RQ eval Click OK.

3. Click on the Save button near the top. Close the Eval Worksheet window by clicking on the X in the

upper right corner of the window.

6. If Additional Training was required in the downgrading, when the training is complete, sign off the training following procedures in Sign Off Additional Training Completed Checklist.

7. Eval Details window

1. Click on the Primary Eval Set Complete button near the top. 2. Close the Eval Details window by clicking the X in the upper right

corner.

8. Complete 4350 Signatures as per usual unit TTP:

See Section 5 for procedures

9. See the following checklists to open and document completion of the RQ

eval: Add Evaluation Worksheet

Record Requisite Completion if applicable

Record Task Eval Completion in Worksheet

Sign Off Additional Training Completed, if applicable

Set Primary Evaluation as Complete

10. Complete 4350 Signatures as per usual TTP.

See Section 5 for procedures.


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9.10. Import Individuals’ Stan/Eval Data

PURPOSE: The purpose of this checklist is to show you how to import an individual’s Stan Eval data. Note: If an individual comes from a unit that was using PEX 5.10 or higher, their entire PEX record, including Stan/Eval records, would be imported using the functionality in the Personnel module. See the Squadron Admin checklists for that procedure. (This file will have a .pexdata extension) However, if the individual’s previous unit used PEX 5.9 or earlier, they may have exported a separate Stan/Eval folder. You can import that folder using this procedure. (This type of file will have a .dat extension). Note: If importing a person’s record in the Personnel module, it is important to check that qualifications in the Personnel module->Quals Tab are correct and that in SEM->Person Details->Qualifications Grid their qualifications are correct. The information that is imported will be slightly different depending on the PEX version being used by the losing and gaining units so it should all be checked for accuracy. However, all evaluation forms should be imported correctly regardless of version mismatches.


⁻ PEX Admin


⁻ PEX Admin



1. Click on the Eval Folder button. 2. Select Import Pre-5.10 Folder. 3. In the Import Eval Folder pop-up window, click Import file. 4. In the Open pop-up window:

Navigate to the location where the .dat file is saved. Click on the file. Click Open.


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9.11. Print Individual’s Stan/Eval Record

PURPOSE: The purpose of this checklist is to show you how to print an individual’s SE Record. Note: If an individual is PCSing to a unit that uses PEX 5.11 or higher, this may not be necessary since their record can be transmitted electronically (see the Squadron Admin checklist for procedures). But if the gaining unit does not use PEX, or uses a version older than 5.11, an individual should be given a hardcopy of their record. Permissions/Roles Able to Execute This Checklist:






1. Near the bottom of the Person Details page, in the AF 4349 grid, right-click on an entry

2. Select Print. This will bring up a filled out IMT version of the 4349.

3. Select Print at the top of the Form Viewer window

2 1. In the Eval Forms/MFR grid, right-click and select Print 2. Save the PDF overview of all Eval Forms and MFRs and Print

the PDF if desired.

3 1. Near the middle of the Person Details page, in the Eval Forms/MFR grid, click on an “Form 4350” or “MFR” link. This will bring up the AF4350 in Lotus Form Viewer. MFRs will open in Adobe Acrobat or a picture viewer depending on the file type.

2. Print the form or MFR. 3. Repeat until all 4350s and MFRs are printed.

4 1. In the Qualifications grid, right-click and select Print 2. Save and/or print the PDF summary of qualifications

5 1. Give the printed record and saved files to the individual to hand-carry to next assignment or mail/email to gaining unit.


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9.12. Adding a Waiver For an Existing Active Qual

PURPOSE: The purpose of this checklist is to extend expiration date of any existing qualification. This procedure can also be used to switch to the new 24-month eval cycle timelines and to have these new expiration dates reflected throughout the various Stan Eval Management (SEM) displays (e.g., Rainbow display and in Person Details ). This extension is achieved by giving each qualification a waiver. This is an optional step, depending upon your MAJCOM guidance. If your MAJCOM does not direct it or your unit elects not to use it, the SEM displays will continue to reflect the 18-month evaluation cycle expiration date until the evaluation for each qualification is opened and documented.




⁻ SE Admin



1. Right click on the row of the qualification to be updated. 2. In the Pop-up menu, select Edit.

2

Edit Qualification window

1. Click in the Waiver Expiration Date box to enter a checkmark.

2. Enter the new due date (if switching to new 24 month timeline, enter the last day of the 24th month from the last evaluation).

3. Enter a remark explaining the reason for the waiver. (Ex: switching to new 14-202 24-month timeline.

4. Click Save. 5. Waiver Expiration Date and Remarks will now display in the

Qualifications grid.


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10. Certifications

10.1. Add Certifications from Stan Eval Management

PURPOSE: The purpose of this checklist is to explain how to manage certifications and AF Forms 4348 from Stan Eval Management. The only reason to add certifications on the SEM Person Details Certification grid is if you need to document certs on an AF Form 4348. If you do not need to use this form it is probably best to manage certifications entirely within the Letter of X (LoX) module. It’s important to understand the data linkages that exist between the Letter of X module and the Certifications grid on a Person Details page in Stan Eval. Certifications assigned to personnel in LoX do not appear in the SEM Certifications grid. However, adding a cert in a person’s SEM Certifications grid will assign it in LoX as long as the cert exists for the unit in LoX. Decertifications do not flow between the modules so a person must be decertified in both the LoX and SEM modules. See the Letter of X checklists for more information on how to set up that module. For Certifications to move from Stan Eval to LoX, your LoX module must have certifications already set up and you must enable the Draft Process in LoX before you enter certifications in the Stan Eval Management module. It is best not to certify someone in the LoX module if you intend to certify them in SEM and use the 4348.


- Admin ⁻ SE Admin


⁻ SE Admin


1 Stan Eval/ Management/ Personnel/ Person Details window, Certifications Grid

1. In the Certifications grid, Click +Add One or right click in the grid.

2. In the Pop-up menu, select Add Certification.

2

Add Certification pop-up window

1. In the Certified Event field: Type in the name of the cert exactly as it appears in the LoX module.

2. In the Instructor field: type the name of the instructor 3. In Date Certified: use the calendar to choose the date. 4. Enter the Certifying Official/Org in that field 5. Enter any remarks desired 6. Click Save Certification or Save and New to enter another

cert


1. To sign the 4348, right click on a certification in the grid and select View 4348 IMT Form

2. Once the form opens, you can click the Click to Sign button to sign the certification block with a CAC.


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4 Ops/Letter of X Refer to the Letter of X checklist for more detail but to ensure your certifications carried over to the LoX module follow these steps

1. Click the Manage Draft Changes button and any certs you entered will be waiting for approval. If they do not appear, they may have been entered wrong or you do not have the Draft Approval Process enabled.

2. Check the box at the top to check all the certs awaiting approval, then click the Approve button

3. Use a Filter and Template option that will display the certs you just entered and Load Letter of X.

4. If this cert has an expiration date, you will have to enter it here

10.2. Decertify an individual from Stan Eval Management

PURPOSE: The purpose of this checklist is to explain how to manage de certifications and AF Forms 4348 from Stan Eval Management. See the Letter of X checklists for more information on how to decertify someone there. Decertifications do not flow from Stan Eval to Letter of X so they will have to be decertified in both places separately.


- Admin ⁻ SE Admin


⁻ SE Admin



1. In the Certifications grid, right click on the certification you wish to decertify

2. In the Pop-up menu, select Edit.

2

Add Certification pop-up window

1. Check the Check to Decertify block. 2. In Date Decertified: use the calendar to choose the date. 3. Decertified For: Choose the correct option. For Cause usually

means the person did something bad. Discretionary means they just don’t need to maintain the cert any longer.

4. Enter the Decertifying Official/Org in that field 5. Click Save Certification


1. To sign the 4348, right click on a certification in the grid and select View 4348 IMT Form

2. Once the form opens, you can click the Click to Sign button to sign the decertification block with a CAC.


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4 Ops/Letter of X

Refer to the Letter of X checklist for more detail but decertifications do not flow from Stan Eval to LoX. You must also decertify the person or expire their cert as appropriate in the Letter of X module.

1. Use a Filter and Template option that will display the person and certs you need to decertify and Load Letter of X.

2. If the person is being decertified for cause: a. Click the person’s row to highlight it b. Click the Manage Certifications button c. In the Manage Certifications pop up window, click on

the row of the certification to decertify to highlight it d. Click the Decertify button e. Click Save or Save & Close f. In the Letter of X window, click the Manage Draft

Changes button g. In the pop up, approve the draft decertification

3. If the decertification was discretionary: a. Click the person’s row to highlight it b. Click the Manage Certifications button c. Click in the Expire date field to bring up a calendar and

pick a date for the cert to expire (choose yesterday to make the cert expire immediately)

d. Click Save or Save & Close e. In the Letter of X window, click the Manage Draft

Changes button f. In the pop up, approve the draft decertification


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Section II Stan/Eval Management (SEM) Process Flow Charts

SEM Flow Chart 1: Stan/Eval Module Setup

SEM Flow Chart 2: Personnel Record Transcription


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SEM Flow Chart 3: First of each month – Eval Management


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SEM Flow Chart 4: Eval Documentation: If Exam & Task Eval Can Occur Any Order


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SEM Flow Chart 5: Eval Documentation: If Exams Must Be Completed Before Task Eval


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SEM Flow Chart 6: Eval Closeout and 4350 Signature Process


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SEM Flow Chart 7: Convert PEX setup to new 24-month eval cycle

SEM Flow Chart 8: Add Certifications to AF 4348


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SEM Flow Chart 9: Decertify Individual on AF 4348

dcgs stan/eval management (sem) checklists current as of: 30 … 5.13 dcgs... · pex 5.13 dcgs...

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