United Federation Starfleet Academy Policies and Procedures

UFS Academy.png

Original by

Fleet Admiral Mike Calhoun

Reviewed and amended by:

Commodore Maddox Underwood

Published by

United Federation Starfleet Academy

Editor

Fleet Admiral Mike Calhoun

Intended Audience:

Aspiring UFS Academy Staff

Reviewing Authority

United Federation Starfleet Academy

Revision History

First Edition : August 2013

Second Edition : September 2015

The Academy is considered by many as the crown jewel of the organization. We provide the fun and entertainment for our members by offering many different courses about a variety of different subjects. Obviously, in order to be able to provide this excellent service to our members we need a lot of staff to keep everything running.

Working at the Academy can be a fulfilling experiences and is a very good way to earn awards and promotions within UFS.

We have created this manual to give you a better understanding as to what it takes to not only create a course for UFSA, but also to be an Instructor , a School Director, College Dean, or any of a variety of positions within the Academy structure.

STAR TREK and related marks are trademarks of CBS Studios Inc.  United Federation Starfleet holds no claim to any of the trademarks held by CBS Studios Inc.

Revision History Page

This page will show all points that have been added and/or changed during a fiscal year. This way you can quickly see if something in this manual has been changed or updated. At the end of the fiscal year, this page will be cleaned for the next fiscal year

Table of Contents

Section 1. Introduction

Section 2: General Policies & Regulations

Starfleet Academy versus UF Starfleet Academy

Right to take courses

Chain of Command

Courses created for United Federation Starfleet Academy

Open Positions in UF Starfleet Academy

Email Access & Confidentiality

Use of the UFS Academy Logos and Images

Section 3: UFS Academy Staff

3.1. Introduction

College Dean

Duties and Responsibilities of the College Dean

College MSR

School Director

Duties and Responsibilities of the School Director

School MSR

Course Instructor

Duties and Responsibilities of the Course Instructor

Course MSR

How to write a Course for UFSA

Section 1. Introduction

The following manual was created to help clarify and centralize all policies and procedures used by UF Starfleet Academy. This is to prevent the confusion that has plagued the academy at times during its existence and ensure uniform and equal treatment of all members and situations.

Section 2: General Policies & Regulations

The following policies, regulations, and guidelines are currently in effect for the whole organization. They have been created by the Joint Chiefs of Staff during our start in 2006 and have been constantly amended and updated to reflect the organization's growth and change.

Starfleet Academy versus UF Starfleet Academy

When we are talking about Starfleet, we are talking about a fictional organization as depicted within a television show. However when we talk about UF Starfleet Academy, we are talking about United Federation Starfleet Academy within our organization.

Right to take courses

When you join UF Starfleet, you gain the right to take classes offered by UF Starfleet Academy. As long as you have a valid membership within the organization, you are entitled to take Academy classes.

We, as an organization, are obligated to make sure that you, as a member, have access to all our classes at any time.

Courses created for United Federation Starfleet Academy

When a course is approved and added to the Curriculum is becomes de facto property of United Federation Starfleet and can not be used anywhere else.

Even when the course is deactivated, its material remains property of United Federation Starfleet

Open Positions in UF Starfleet Academy

UF Starfleet Academy lists all open positions on the UF Starfleet Database (http://www.database.ufstarfleet.org/about/career.php). Positions can be opened for application, but the seeking officer can appoint a member to a vacant post without listing it as vacant if they so choose.

Email Access & Confidentiality

UF Starfleet Academy provides email domains to various positions in UF Starfleet.  Academy. All official emails should use these domains. All emails are considered confidential unless needed for an investigation by the Inspector General or a law enforcement agency.

Use of the UFS Academy Logos and Images

If an image or logo is accepted for use by United Federation starfleet Academy, the member surrenders all rights to the produced image and it becomes property of UF Starfleet. All logos and images approved and sanctioned by UF Starfleet may not be used without the permission of the Commander-in-Chief, United Federation starfleet

Section 3: General Procedures

When a new member joins or a returning member rejoins. The following outlines the procedure from sign up through graduation.

3.1 Processing

  1. New Member signs up on the UFS Database
  2. Personnel Welcome Email
  1. Once Personnel approves the new members database account, Personnel sends a welcome letter to the new member with information about who to contact. This email will also be sent to Academy Command.
  2. Personnel will also add the new members information to the Master Spreadsheet which is located at :  http://tinyurl.com/ufsmembershipmastersheet

Vice Commandant

  1.  New Member
  1. When the Vice Commandant  receives this email, he/she will check the Master Spreadsheet and add the member name, email address, SSC# and Squadron Name to the Cadet Pool on the Squadron Leaders Tracking Sheet http://tinyurl.com/squadronleadertracking 
  2. The Vice Commandant sends a welcome email to the new Member

Campus Director

  1. The Campus Director sends out a Group Invite to the Academy Group for the metaverse members.
  2. The Campus Director then transfers the Member to the Squadron Leaders squads tab. Then deletes them from the Cadet pool.
  3. At this point the Campus Director turns things over to the Squadron Leaders until notified the Cadet is ready to graduate. (Section 5)

Squadron Leader

  1. ALL information must be completed on the the Squadron Tracking Sheet and the membership master sheet.
  2. http://tinyurl.com/ufsmembershipmastersheet This information needs to be updates as you complete each task.
  3. If any information is left blank, it will be looked as you have not completed your work.
  4. The Squadron Leaders will send the Cadet Packet to the Cadet. (Furnished by Campus Director - Metaverse Only) Fill in date on spreadsheets.
  1. Road to Graduation
  1. See Academy Manual for Graduation requirements.
  2. Squadron Leaders have to track all information to see when Cadet is ready to graduate.
  3. You must check the the tab marked Cadet weekly report and update all information there for your Cadet onto your Squadron Sheet every week. Then once ALL information has been transfered you may mark it completed at the end of the row and Highlight the entire line blue showing you completed that work.
  4. Once ALL requirements have been completed by the Cadet. The Squadron Leader will mark their sheet that the Cadet is ready to Graduate and Highlight the cell Green. The Squadron Leader must make sure that ALL information is filled out prior to contacting the Campus Director. Once verified the Squadron Leader contacts the Campus Director with the Cadets Squadron, name, ssc# and that the Cadet is ready to graduate. You DO NOT move or delete anything)

Campus Director

  1. Graduation
  1. The Campus Director will verify ALL information to make sure the Cadet has completed all requirements
  2. Once information is verified the Campus Director sends a email to the Vice Commandant with the Cadets Squadron, name, ssc# and that they are ready for graduation. This information must be sent by Monday 11pm SLT of every week. DO NOT move or delete anything)

Vice Commandant

  1. The Vice Commandant will then re verify information. If all information is correct then the process continues. If Cadet is not ready, the Vice Commandant will mark the Cadet as not ready and notify Both the Campus Director AND the Squadron Leader as to why the Cadet was not ready.
  2. Then they move the Graduate information from the Squadron Leaders tab to the the graduation tab and deletes information from the Squadron tab.
  3. The Vice Commandant will email the Campus Director that the Cadet is able to Graduate and that all information was verified.
  4. Vice Commandant announces graduations in the forums and sends CompOps and Personnel an email with Graduates information
  5. Vice Commandant emails the Graduate their Diploma.
  6. Vice Commandant also update the Membership Master Sheet. http://tinyurl.com/ufsmembershipmastersheet

Campus Director

  1. Campus Director sends the Graduate their appropriate Ensign/Crewman PIPs
  2. Campus Director adds the Graduate to the main group and deletes them from the Academy Group.

REMEMBER: CAMPUS DIRECTORS, SQUADRON LEADERS, AND VICE COMMANDANT ALL HAVE INFORMATION TO MAINTAIN ON THE MASTER SHEET AS WELL. IT HAS AT THE TOP OF THE WHAT INFORMATION IS TO BE DONE AND BY WHOM. THE LINK IS: http://tinyurl.com/ufsmembershipmastersheet


NOTE:

Only the Squadron Leaders - Team Leads are to do Cadet tracking. The Campus Director or Vice Campus Director does not track Cadets. The DC only does the duties outlined.

First Version - 150409

Section 3: UFS Academy Staff

3.1. Introduction

This section contains the policies and regulations the Academy Staff are to follow. It also outlines the specific job descriptions and requirements for the staff that works within these offices.

How to write a new course for UFSA.

In order to write a new course for the academy you first need to get your concept approved. This is normally a very simple process. You simply sent your class concept to  the Director of Curriculum Development. The reason for this is that we do not want to risk that 2 people start working on the same course concept or that a class is written that we already have but is currently deactivated.

When your class concept is approved you will need to create  an exam of no less than 20 exam questions and provide the students with the online sources as to where they can find the answers

The exam can consist of

* Multiple Choice questions

* True/false questions

* Essay questions

* A combination or all of the above

When you have written your exam, you will sent the exam including the answer key to the Director of Curriculum Development to be checked for originality,  quality and difficulty. We do not want to simply pump out new exams but rather provide quality exams.

You will also be asked to include a certificate template for your course  but in the event you are unable to make one, the academy will design one for your course

If you want, you can also include a written manual that can be used as a source material however this will not only take more work, you also have a high risk that the material gets rejected due to copyright issues as we do not want you to copy stuff from the internet and put it in a document. If you do write your own manual, the content needs to be original and you need to list the sources as to where you got the information

When your course has passed all these steps it is ready to be included within the UFSA Curriculum and ideally YOU, as course creator will be the first Course director.

Chain of Command

Course Instructor ---> School Director----->College Dean----> Academy Commandant-----> SuperIntendent------> Commander-in-Chief

College Dean

The College Dean is the senior manager of their college and is responsible for all administrative matters regarding said college

Duties & Responsibilities:

- Finds new Course Professors when needed

- Makes sure the Course Professors send in their MSR

- Compiles the Course MSR’s into a Dean MSR to sent to the Academy Commandant and SuperIntendent

- Verifies the courses taken per month with the database

- Expands the College with new courses

- Fills in for Course Professors

Example College MSR

College Name:

College Dean:

Schools within the College  (Including the names of the School Directors)

Courses within the Schools (Including the names of the Instructors)

Problems/questions

Courses added/Courses deactivated (plus reason)

School Director

The School Director is the senior manager of their school and is responsible for all administrative matters regarding said school

Duties & Responsibilities:

- Oversees a large portion of a college

- Finds new Course Professors when needed

- Compiles the Course MSR’s into a School MSR send to the Dean

- Verifies the courses taken per month with the database

- Expands the College with new courses

- Fills in for Course Professors if required

Example School MSR

School Name:

School Director:

College:

Courses within the School (Including the names of the Instructors

Course Instructor

The Course director is responsible for the day to day operations and overall management of the course or courses under their command.

The course director is the first point of contact for the students who want to take a certain class.

Duties & Responsibilities:

- Makes sure all students receive their requested class materials

- Makes sure that all students receive their exam

- Grades the exams when returned

- Notifies the students of their grades

- Provides the students with a  PERSONALIZED certificate of their taken course

- Puts in the grades in the database

- Sends in the MSR to the School Director or Dean