Instructions for Legats

Instructions for Legats

Table of Contents Introduction... 1 Overview of the Approval Process... 2 Legat Office... 3 Register the International Agency... 5 Register the User from the International Agency... 7 Applicant Instructions... 8 The National Academy Menu... 8 Completing the Online Application... 8 Securing Nomination... 9 Preparing the Package... 10 Waiting for Approval... 10 Notification of Final Approval... 10 Course Selection... 11 Final Arrangements... 16 Training Manager Instructions... 17 Notification of Pending Application... 17 Responsibility as Training Manager... 17 Approval Console... 17 Forward the Package... 18 Rescinding a Nomination... 18 Action History... 18 OIO Instructions... 19 Notification of Pending Application... 19 Responsibility as Training Manager... 19 Approval Console... 19 ii

Table of Contents Forward the Package... 19 Notification of Final Approval... 19 Action History... 20 Final Arrangements... 20 Appendix A: Nomination Requirements... 21 Nomination Requirements for the FBI National Academy... 21 iii

Introduction The purpose of this document is to assist you in registering your agencies and candidates for the FBI National Academy. You will be utilizing the unclassified Virtual Academy system to do this which is accessible on the internet only. The website address is https://fbiva.fbiacademy.edu. A training reviewer will need to be appointed for each Legat who is responsible for managing the National Academy application process for the agencies in their area. The Training Reviewer (TR) will most likely be acting in many different roles. In most cases, the applicant or applicant's agency will not have sufficient access to a computer or modern computer resources to submit and process National Academy (NA) applications. This deficiency places the responsibility to perform these functions on the Legat office. This document includes instructions for the Legat office to act on behalf of the agency's training manager and the applicant. Note: Candidate applications must be submitted online in the Virtual Academy system before the candidate can be considered for selection by OIO. 1

Overview of the Approval Process National Academy applications must pass through three levels of approval (or processing) before the applicant is officially selected for the NA. Figure 1 illustrates the three level approval process and lists the individuals (or roles) the FBIVA depends on to perform the actions necessary to process an application. The first level of approval (or processing) is known as the nominate step because the Agency is sending forth a National Academy nominee to the FBI Legat office. This step is performed by the Legat's training reviewer on behalf of the Agency's Training Manager (TM). The Legat, in coordination with the international agency will nominate the National Academy candidate. The second level of approval is known as the select step. OIO selects students from candidates put forth by the legat office. The third level of approval is known as the approval step because OIO and the National Academy Unit (NAU) have the final decision on who will attend the National Academy. This approval is performed by an individual in NAU admissions who is responsible for recording the decision of OIO and the NAU by performing the approval action in the FBIVA. All levels of NA approval are performed on the FBIVA Internet site, located at https://fbiva.fbiacademy.edu. 2

Legat Office The Legat's LOS and/or LOA will need to submit a user registration (if the LOS and LOA does not already have an account) in the Virtual Academy system at https://fbiva.fbiacademy.edu. Click on the User Registration (Employees of registered agencies) link located to the right of the User Name and Password fields. Enter your e-mail address as your Login ID. Make up a password and type it in a second time for verification. Select FBI (employees only) from the drop down list for Type of Organization and click on Submit. Select Legat, click on Submit, select your Legat office from the drop down list, and click on Submit. Complete the form with information about yourself and click on the Submit button. Send the FBIVA team an e-mail (virtualacademy@fbiacademy.edu) to let them know you are waiting for user registration validation. We will validate your registration and assign you as the Training Reviewer for your Legat. 3

Instructions for Legats 4

Register the International Agency Once your user registration has been approved, register the agency (if agency not yet registered) in the Virtual Academy system at https://fbiva.fbiacademy.edu. Click on the Agency Registration (New agencies) link located to the right of the User Name and Password fields. Enter your login ID and password. Fill out the application from the agency's point-of-view; and leave yourself listed as the Training Manager of the Agency. Submit the application. Send the FBIVA team an e-mail (virtualacademy@fbiacademy.edu) to let them know you are waiting for agency registration approval. We will validate the agency upon receipt of your e-mail notification. You will receive an e-mail from the FBIVA (internet side) when the agency is validated. Note: Once the agency is validated, all employees in that agency can request registration on the FBIVA, and, once approved by you as the TM, would have access to all the training opportunities on the FBIVA (WBTs, etc.). Remember, the FBIVA is more than just a place to register for the NA. 5

Instructions for Legats 6

Register the User from the International Agency Users should complete this process on their own but if you are acting on behalf of the National Academy applicant, please submit a User Registration for the applicant just as you did previously for yourself. When this is complete, log into the Virtual Academy, click on Administration Center, Campus Administrator, then on Validate Recently Registered Users. Find and click on the name of the applicant, select Validate Registration and click on the Submit button. The applicant may now log in to the Virtual Academy to complete the National Academy application. Or if you are acting on behalf of the applicant, you may log in using your user name and password to fill out the applicant's National Academy application. 7

Applicant Instructions The National Academy Menu The applicant may log into the Virtual Academy and access the National Academy link at the bottom of the left hand menu column. The National Academy link will take you to the National Academy Menu. Completing the Online Application Click on My Application (top of page) or on the Begin the National Academy Application Process button (bottom of page) then on the Start Application link to begin the application process. Follow the page by page instructions to fill out the application on-line. The application has thirteen sections, and does not need to be filled out all at once. You may save your information and complete the application at a later date. Once you have completed the application, and are satisfied of its accuracy, you may submit the form on-line by clicking the Submit button at the end of the application. If you are acting on behalf of the applicant, please log into the Virtual Academy using your user name and password and access the National Academy menu. Click on the Approval Console link at the top of the page. 8

Applicant Instructions Search for the name of the applicant and use the radio buttons and filters to specify your search criteria. Find the applicant's name and click on the Create Application link. On the top of the page, you will see that you are working on behalf of the applicant. This is also noted in the application, right before question #1, that you are about to create or modify the application for the applicant. Complete the NA application as described above. Securing Nomination You must secure a nomination to the National Academy before your application can be processed. Appendix A contains the list of valid officials who may nominate you, as well as the requirements you must meet before being nominated. The Nomination Form can be found on the My Application page under the heading #2 Forward document to Field Office for Approval. 9

Instructions for Legats Preparing the Package In addition to submitting the on-line application, you must also submit a signed hardcopy of the application to your agency's Training Manager (TM) (i.e. the person in your agency serving in the FBIVA's Training Manager role). The application must include your photo (hardcopy or uploaded), as explained at the end of the printed application. The Package must contain: Application Form, signed with photo attached or uploaded Nomination Form, signed appropriately Waiting for Approval Be aware that selection to the National Academy is a highly competitive process. Only a fraction of the applicants are ever selected, and it is not uncommon for applicants to wait years before being selected. The FBIVA will send you an automated e-mail when you are approved (processed) at the first and second levels. The FBIVA will not send you an email when you are approved at the third level, rather you will be notified by other means. As your application moves forward in processing you may be contacted by the FBI Legat Office for further information. Further processing of your application will require the following at some stage: Completion of an interview with FBI Legat Office personnel Completion of the Medical Form by a physician of your choice Completion of the FD-979a form (Consent to Release Information) Completion of the FD-258 form (Fingerprints) Required forms will be available on the FBIVA from the National Academy menu under My Application. Notification of Final Approval 10

Applicant Instructions If you are approved at the third level, you will be notified according to the FBI Legat Office's notification policy. Often this final notification is in person, accompanied by an official letter from the FBI. Course Selection Once you are approved for the NA and notified, you will have the opportunity to register for the courses that you will take at the NA. A typical NA session is comprised of 250 students. All 250 students will be notified prior to the open and close dates for course selection and have equal opportunity to begin enrollment once the open enrollment period has begun. With that being said, course selection is handled on a first come, first served basis. The system is updated real-time as students enroll in courses and drop courses. We recommend that you complete the course selection worksheet located in the back of the NA session catalog prior to open enrollment, to speed the process and increase the probability of getting into the courses you desire. The NA Course selection will be completed on-line on the FBIVA. It may be accessed on the FBIVA from the National Academy menu by clicking on My Application. Select the Register for Courses link, #5 on the list. You may click on the National Academy Session Catalog link at anytime to view the session catalog that provides course offerings and course descriptions for your NA session. The LOS or LOA in the legat office may log into the system using the applicant's user name and password to select courses for the applicant as explained above. If you are acting on behalf of the applicant, please log into the Virtual Academy using your user name and password and access the National Academy menu. Click on the Approval Console link at the top of the page. Search for the name of the applicant and use the radio buttons and filters to specify your search criteria. 11

Instructions for Legats Find the applicant's name and click on the Details button next to the name of the applicant. Click on the Register Classes button located under the applicant's photo. On the top of the page, you will see that you are working on behalf of the applicant. Note: The Register for Courses link will not be available until some time after final (third level) approval has taken place and the open enrollment period has begun. The National Academy curriculum consists of 5 educational goals or programs and an elective that is determined by the FBI's National Academy faculty. You must select a course for each goal and for the elective. Click on each of the tabs at the top of the page and select a course. You will see a list of courses offered for that goal with predetermined time blocks for when each course is being taught. Select one course per time block. Clicking on the course title will provide you with a course description. 12

Applicant Instructions Move your mouse over an available time block under the course title. You will see the number of seats available for the course. Click on the time block if you want to register for the course. As you select a course for each goal, the Current Enrollment column, on the right hand side, will be populated with your choices for each time block. You may also review your course selections by goal by clicking on the By Program tab. 13

Instructions for Legats Graduate courses are designated as follows and are available to students with a Bachelor's degree. Clicking on the "Syllabus " icon provides you with a course syllabus. Hovering over the "Similar " icon provides you with the name of a similar course. You must also select a course to meet the elective requirement. Click on the Elect tab at the top of the page and select a time block for a course. When complete, you may click on the Summary tab to view your course schedule. Any changes to your course schedule can be made via the Drop or Switch Time block links. Both links are located under the course title for each time block heading. Note: That if you drop a course that there is no guarantee that you will be able to select another course of your choice. The National Academy system updates as students are selecting and dropping courses. 14

Applicant Instructions Clicking on the Drop link under the course title provides you with information about the course. You will be prompted to select Drop Enrollment or Close/Cancel. Clicking on the Switch Time block link under the course title provides you with information about the course and a drop down list with other available time blocks for that course. The drop down lists time blocks that you may switch to for the course you have selected. The number that follows Availability designates that there are x number of open seats for a class that has been set up to teach x number of students. 15

Instructions for Legats Select the new time block from the list then click on the Set New Time Block link. Note: that since the system is updated as students are selecting and dropping courses, there is no guarantee that you will be able to select another course once you have dropped a course. When you have completed the National Academy, you will receive college credit for these courses through the University of Virginia (UVA). For additional information visit www.virginia.edu/registrar or call 434/924-4122. Final Arrangements You will work with personnel at the FBI Legat Office and the National Academy Unit to make final arrangements before your arrival at the National Academy. 16

Training Manager Instructions Notification of Pending Application The training reviewer at the Legat office serves as the agency's training manager. You will be notified by email from the FBI Virtual Academy (FBIVA) that a person in your agency has submitted an application for the National Academy (NA). In addition, you should receive an application package from the applicant. Responsibility as Training Manager As the Legat TR serving as an FBIVA Training Manager (TM), you are responsible for processing the application at the first level, in accordance with the FBI's policy for nominating candidates to the National Academy. You are responsible for recording decisions made on each applicant via the Training Manager Nomination Checklist. Approval Console Login to the FBIVA and access the National Academy link at the bottom of the left hand menu column. The National Academy link will take you to the National Academy Menu, which includes the following option for Training Managers: Approval Console. Click on this link to open the approval console. Specify your search criteria by selecting the radio button for My Pending Actions, All, or In Progress. Click Search to list applicants awaiting approval in your agency, or search specifically by user name. You will see boxes that include the link for Nominate or Deny. If you click Deny, the applicant will immediately be denied, and will receive email notification of that fact. If you click Nominate, it will open the Training Manager Nomination Checklist, which will allow you to begin to process the application. 17

Instructions for Legats The checklist questions are: 1. Is all of the information on the application form correct: 2. Has the application form been signed? 3. Is the applicant's photo attached to the application form? 4. Is the applicant proficient in the English language? 5. The nominating official is aware of the National Academy Nomination Requirements. 6. Is the Nomination Form complete and Signed? Once you have verified the questions on the checklist, click on the Proceed button. The National Academy Nomination Requirements are available on-line by clicking the link, and they may also be found in Appendix B. You are serving as the responsible party to verify all checklist items. Please follow your agency's policy as well as coordinate with the head of your agency and the nominating official. Click the Close button if you need to return later to verify the questions on the checklist. Once the checklist has been verified, you may click the Proceed button. This action completes the first level approval. The FBIVA will inform both the applicant and the FBI Legat Office by email that the application has received first level approval and may be considered for second level approval. If your agency nominates more than one individual, your agency may wish to use the Agency Rank feature, found just below the applicant's photo. Ranking can only be done after approval, and it only makes sense to rank if you have more than one applicant going forward for second level consideration. You may use the agency rank feature to indicate to the FBI Legat office which applicant your agency would prefer to be selected to the NA first. You may choose not to rank the applications, in which case the default rank is in time order, meaning they would be ranked in the order they were approved by your agency (oldest application is considered first). Ranking information is not available to applicants. Forward the Package Once you have completed the first level approval, send the entire application package you received from the applicant forward to your FBI Legat Office. Rescinding a Nomination If for some reason you need to rescind an applicant's National Academy Application, you may do this via the Approval Console. Click on the Approval Console at the top of the page and search for the applicant's name. Click on the Rescind Nomination link next to the applicant's photo. The system will prompt you to enter comments as to why the nomination has been rescinded. The comments field is mandatory. The applicant's National Academy Application is now set back to pending your approval. Action History The system tracks actions that pertain to approval, denial, and rescindment under the column heading Action History. To view the Action History, click on the Detail button via the Approval Console. You will see a list that includes the date, action, the name of the person who performed the action, and any comments made referring to the action. 18

OIO Instructions Notification of Pending Application You will be notified by e-mail from the FBI Virtual Academy (FBIVA) that an individual from an agency in your Legat office's jurisdiction has received first level approval for their NA application. In addition, you should receive the application package from the agency's Training Manager. Responsibility as Training Manager Serving in your role as an FBIVA Training Reviewer, you are responsible for processing the application at the second level, in accordance with Legat office's policy for approving candidates to the National Academy. While you are not responsible for making the decision for your Legat office, you are responsible for recording your Legat office's decision on each applicant via the Training Reviewer Selection Checklist. Approval Console Login to the FBIVA and access the National Academy link at the bottom of the left hand menu column. The National Academy link will take you to the National Academy Menu, which includes the following option for Training Reviewers: Approval Console. Click on this link to open the approval console. Specify your search criteria by selecting the radio button for My Pending Actions, All, or In Progress. Click search to list all applicants awaiting approval in your agency, or search specifically by user name. You will see boxes that include the link for Select or Deny. If you click Deny, the applicant will immediately be denied, and will receive email notification of that fact. If you click Select, it will open the Training Reviewer Approval Checklist, which will allow you to begin to process the application. The checklist questions are: 1. Application package received, signed, with photo, and nomination form? 2. Nomination Verified? 3. Interview Completed? 4. Medical Form Received? 5. FD-979a (Consent to Release Information) received? 6. FD-258 (Fingerprints) cleared by CJIS? 7. Records Check Complete? 8. Indices Check Complete? 9. Summary EC from SAC? Forward the Package Once you have completed the second level approval, send the following information forward to the NAU: Application Form, signed with photo attached Medical form Summary EC Keep the remaining forms at the Legat office. Notification of Final Approval 19

Instructions for Legats If the applicant is approved at the third level by the NAU, the FBIVA will notify the FBI Legat office via email that the applicant has final approval. At this point training reviewer is responsible for initiating the Legat office's notification policy. The FBIVA does not notify the applicant of third level approval via email, but leaves the notification to the FBI Legat office. Action History The system tracks actions that pertain to approval, denial, and rescindment under the column heading Action History. To view the Action History, click on the Detail button via the Approval Console. You will see a list that includes the date, action, the name of the person who performed the action, and any comments made referring to the action. Final Arrangements You will work with the applicant to make final arrangements before the applicant leaves for the National Academy. 20

Appendix A: Nomination Requirements Nomination Requirements for the FBI National Academy The nomination of an applicant to the FBI National Academy should be made by a Commissioner, Superintendent, or Chief of Police; or by a Sheriff or head of a county police agency; or by the Chief, Superintendent, or executive officer of a state police or highway patrol organization; or by an officer of the state, county, or municipality of higher rank than those mentioned, such as Mayor, City Manager, Chairman of the County, City Commissioner, or Governor. The Chief of Police, Sheriff, or Superintendent of a state police organization may nominate himself/herself to take this course or training if he/she so desires. The nominating official realizes the primary purpose of the National Academy is to train outstanding law enforcement officers as instructors and administrators. Further, the nominating official believes the officer nominated is basically qualified to fulfill this purpose upon return to his/her organization after graduation. The nominating official understands the nominee to meet the following minimum requirements: 1. A regular full-time officer of duly constituted law enforcement agency of a municipality, county, or state, having at least five years of substantially continuous experience; 2. At least 25 years of age; 3. In excellent physical condition, capable of sustained strenuous exertion and regular participation in the use of firearms, physical training, and defensive tactics, which will be confirmed by a thorough physical examination (submitted when requested by the FBI) by medical doctor of nominee's choice and at nominee's expense; 4. Is of excellent character and enjoys a reputation of professional integrity; 5. Exhibits an interest in law enforcement as a public service; a seriousness of purpose, qualities of leadership; and enjoys that confidence and respect of fellow officers; 6. Has a high school diploma or high school equivalency certificate; 7. Agrees to remain in law enforcement a minimum of three years after graduation from the FBI National Academy. When a vacancy exists in a session for which the officer's application can be considered, the nominating official authorizes the FBI to make a complete and thorough investigation of the nominee to confirm his/her suitability as a candidate. The nominating official has been assured by the nominee that he/she will remain in law enforcement for a minimum of 3 years following graduation from the National Academy. The nominating official assures that the law enforcement agency making this nomination for a representative to attend the FBI National Academy is in compliance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d - 2000d-4), Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et. seq.) and the Regulations of the Department of Justice 28 CRF 42.010 et seq., issued pursuant to that title to the end that no person in the United States shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which this agency receives Federal financial assistance from the Department. This agency recognizes the right of the United States to seek judicial enforcement of this assurance. The nominating official certifies that he/she has reviewed the officer's application and that it reflects information which is accurate to the best of his/her knowledge. 21