# Presentation: 685962

## U.S. Department Of The Interior

**DOI LEARN SF-182****External Training Request Form (ETRF)****Process For Supervisors**

## There Are Two Types of TrainingRequests Managed in DOI LEARN

**In-House Training Events**
- An **in-house training** event is managed by DOI offices or bureaus and is available in DOI LEARN.
- DOI LEARN users can register for **in-house training** via the DOI LEARN Course Catalog.

**NEW! External Training Events: SF-182  NEW!**
- An **external training event** is a training course NOT offered through the DOI LEARN catalog. These are most often managed by a training vendor external to DOI.
- To request and obtain supervisory approval to attend an **external training event**, complete the NEW SF-182 in DOI LEARN.
- DOI LEARN training approvers, supervisors, instructors, course coordinators, or administrators can complete an **external training **request for an individual user.
- Completion status of an **external training event** must be updated by a supervisor or administrator once evidence of attendance or completion is received..
- The SF-182, External Training Request Form, is intended only for DOI employees.

## Managing Training Recordsin DOI LEARN

- DOI LEARN does not automatically make payment for any **external training **. Follow bureau-specific procedures to pay, as designated by your finance or budget office point of contact.
- DOI LEARN does not directly contact the vendor. Follow bureau-specific procedures to register for the **external training event**.
- DOI and OPM Guidance on use of the SF-182
- h_[ttp://doilearn.doi.gov/MaestroC/OnlineResourceDocs/2/Policy%20on%20Use%20of%20SF%20182.pdf\](http://doilearn.doi.gov/MaestroC/OnlineResourceDocs/2/Policy%20on%20Use%20of%20SF%20182.pdf/)_
- _[http://www.opm.gov/hrd/lead/pubs/handbook/lrbsa12.asp](http://www.opm.gov/hrd/lead/pubs/handbook/lrbsa12.asp)_
- _[http://doilearn.doi.gov/MaestroC/OnlineResourceDocs/2/OPM%20Policy%20for%20Use%20SF-182.pdf](http://doilearn.doi.gov/MaestroC/OnlineResourceDocs/2/OPM%20Policy%20for%20Use%20SF-182.pdf)_
- Users must ensure that all information requested on the SF-182 form is provided prior to final approval.
- Many of the SF-182 fields are populated from the DOI LEARN User Profile.

## First, update your User Profile in DOI LEARN

**First, update your User Profile in DOI LEARN**

**Log in to**
**	****DOI LEARN at:  **_[http://doilearn.doi.gov](http://doilearn.doi.gov/)_
**Click on Administration     My Information**

- Click on Administration first

- THEN Click on My Information to update your profile

## Update your Profile in DOI LEARN

**Update your Profile in DOI LEARN**

**Make sure all of your employees are assigned to you in your Supervisor’s Students box.**
**If you need to add anyone, select the blue ‘+’ and add them.**

## Requesting Training not in DOI LEARN(The SF-182, External Training Request Form)

**Requesting Training not in DOI LEARN****(The SF-182, External Training Request Form)**

**To request external training, DOI employees must complete an SF-182, External Training Request Form (ETRF).**
** **
**Employees complete the automated SF-182, ETRF, by selecting the “Request External Training” link, found on the DOI LEARN Catalog page to the right of the Search button. **

**Select ‘Request External Training’.**

## Process for Supervisors/Training Approvers toComplete an SF-182, ETRF on Employee’s Behalf

- Supervisors or training approvers can submit an SF-182 on behalf of their employees.
- To do this select “Administration”, then “User Management”.
- Enter the employee’s last name and select search.

**Enter employee’s last name and select “search”.**

## Process for Supervisors/Training Approvers toComplete an SF-182, ETRF on Employee’s Behalf (cont’d)

**Process for Supervisors/Training Approvers to****Complete an SF-182, ETRF on Employee’s Behalf (cont’d)**

** ****In the results from the employee search, locate the employee and select the “edit” link under the “transcript” column.**
** ****Select the “Submit SF-182 request for this student” button. **
** ****Fill in all blank required fields on the form.**
** ****Save the form (same as submitting).**
**NOTE: Since each official record is linked to an employee’s social security number, you must submit the request via the student’s transcript area, so the record can be electronically sent to OPM when finalized in DOI LEARN.**

**Select the “Submit SF-182 Request for this Student” button**

## Notes: 
Some fields on the SF-182 are pre-populated from the employee’s DOI LEARN user profile, saving data entry time. 

There is a 20 minute time-out setting for system security. If you do not complete a form within 20 minutes and are “timed out,” just log back into the system and continue completing the form where you left off. 

Supervisors/training approvers must update the form, if needed, prior to sending confirmation, as this information becomes an official personnel record once approved.

**Some fields on the SF-182 are pre-populated from the employee’s DOI LEARN user profile, saving data entry time. **
**There is a 20 minute time-out setting for system security. If you do not complete a form within 20 minutes and are “timed out,” just log back into the system and continue completing the form where you left off. **
**Supervisors/training approvers must update the form, if needed, prior to sending confirmation, as this information becomes an official personnel record once approved.**

**Process for Supervisors/Training Approvers to****Complete an SF-182, ETRF on Employee’s Behalf (cont’d)**

## Example of an Incoming E-mail to SupervisorsAfter Employees Apply for External Training

**Example of an Incoming E-mail to Supervisors****After Employees Apply for External Training**

**The supervisor or training approver will receive an email after an employee applies for training in DOI LEARN.**

**Notes:**
This slide needs review..  If a Supervisor, training approver or DOI LEARN Administrator fills out the SF-182, does an email get generated?

## How to Approve or Cancel An SF-182, ETRFin the DOI LEARN Approval Queue

**How to Approve or Cancel An SF-182, ETRF****in the DOI LEARN Approval Queue**

**Supervisors/training approvers will approve an SF-182, ETRF, request through the “Approval Queue” link found under the “Course Catalog” tab in DOI LEARN. **
**The Approval Queue link is only be visible to system specified supervisors/training approvers.**

**Approval Queue link**

**You will find the Approval Queue link under the Course Catalog tab. **

## Search for a specific employee by entering their last name and selecting “Search”.  
To view all assigned employees, leave the last name field empty.

In the “Type” field, select the EXT option.  

From the results, locate the employee to approve and select the “Awaiting Approval” link under the “Actions” column.

**Search for a specific employee by entering their last name and selecting “Search”.  **
**To view all assigned employees, leave the last name field empty.**
**In the “Type” field, select the EXT option.  **
**From the results, locate the employee to approve and select the “Awaiting Approval” link under the “Actions” column.**

**Selecting the EXT option in the Type field will filter for external requests only.**

**How to Approve or Cancel An SF-182, ETRF****in the DOI LEARN Approval Queue (cont’d)**

**Select the “Awaiting Approval “ link under the “Actions” column to see SF-182 Administration. **

## NOTE:

You can filter further by selecting  an option under the “View” field.  For example, to see all external requests that were canceled or denied, enter EXT in the “Type” field and “All Denied” in the “View” field.

There are many options available under the “View” field. Some include, Request Date, User, Action, Org Code, Org Name, Type of Training, Class Dates, Course Name, Tuition, Action Date, Responder and the Print SF-182 button.

Supervisor’s can also e-mail employees to ask questions, prior to approval, directly from the Approval Queue.

**NOTE:**
**You can filter further by selecting  an option under the “View” field.  For example, to see all external requests that were canceled or denied, enter EXT in the “Type” field and “All Denied” in the “View” field.**
**There are many options available under the “View” field. Some include, Request Date, User, Action, Org Code, Org Name, Type of Training, Class Dates, Course Name, Tuition, Action Date, Responder and the Print SF-182 button.**
**Supervisor’s can also e-mail employees to ask questions, prior to approval, directly from the Approval Queue.**

**Select from numerous filter options in the “View” field to filter more.**

**How to Approve or Cancel An SF-182, ETRF****in the DOI LEARN Approval Queue (cont’d)**

## NOTES (cont’d):

You can print the final SF-182 any time by filtering to that employee’s request then selecting the “Print SF-182” link located to the far right of the search results.

**NOTES (cont’d):**
**You can print the final SF-182 any time by filtering to that employee’s request then selecting the “Print SF-182” link located to the far right of the search results.**

**To print a completed SF-182, select the “Print SF-182” link next to the employee you want a copy for.**

**How to Approve or Cancel An SF-182, ETRF****in the DOI LEARN Approval Queue (cont’d)**

## Canceling the SF-182, ETRF, After Approval

**Bad weather, illness, or another reason, may keep an employee from attending a learning event after an external request is approved. **
** **
** ****Supervisors/training approvers must log back into DOI LEARN, enter the SF-182 Administration screen, select the “edit” option next to Cancel Request” and select “yes” when asked.**
**NOTES: An SF-182, ETRF, must be canceled by the supervisor/training approver in DOI LEARN, if an employee cannot attend a learning event for any reason, then resubmitted if their circumstance changes.**
**If the SF-182 form is used for procurement, you must make sure payment is reimbursed via your organization’s or bureau’s procedures.**

## How Do SF-182, ETRFsBecome an Official Record?

**How Do SF-182, ETRFs****Become an Official Record?**

**Once you have completed the learning event, you must provide your supervisor/ training approver with verification of completion (i.e. completion certificate) so they can manually update the event record to completed status.  **
**	****This will permanently add the event to your official transcript.**

**After you have attended the training, your supervisor/ training approver must update your event record to “completed” to finalize the record and add it to your transcript.**

## ‘Send Confirmation Email’ is the action that will change the request to Approved in the Approval Queue. 
If you deny a request, no action is needed to cancel the request. Cancel is allowed after you deny but will change the action status from deny to cancel and this may affect the reporting required by MD 715 or your budget office. 

You can submit a SF-182, ETRF request for training that occurred in the past, as a means to capture past training events. This is similar to Extra Transcript items – remember, do not enter separate transcript records for training that is provided in DOI LEARN or may have been added in from your old training system.

Check procedures for your office approval and payment process of external payments and registrations for external events.

- ‘**Send Confirmation Email’** is the action that will change the request to **Approved **in the Approval Queue.
- If you deny a request, no action is needed to cancel the request. Cancel is allowed after you deny but will change the action status from deny to cancel and this may affect the reporting required by MD 715 or your budget office.
- You can submit a SF-182, ETRF request for training that occurred in the past, as a means to capture past training events. This is similar to Extra Transcript items – remember, do not enter separate transcript records for training that is provided in DOI LEARN or may have been added in from your old training system.
- Check procedures for your office approval and payment process of external payments and registrations for external events.

**Notes:**
Not sure what this slide means exactly, need more clarification of what Marta is trying to say here?????

## Features of the SF-182Administration Screen(to edit the fields)

**Features of the SF-182 Administration Screen located under the Course Catalog tab, then the Approval Queue tab:**
**Edit the entire form or just sections of the form.**
**Record multiple levels of approval.**
**Print the form.**
**Add comments to form.**
**Approve or Deny the Request.**
**Cancel the Request.**
**Finalize all SF-182 actions by sending confirmation emails to employees and lock edit links.**
**Record Certification of Training Completion and Evaluation.**

## Informational Slides Only

- The next 11 slides break  down each individual section of the SF-182 Administration Screen, so supervisors better understand them.

## Form Header Area

- The form has links that provide definitions.

## Trainee Information Area

**The form is prefilled with information from your DOI LEARN user profile. Employees should keep profiles updated in DOI LEARN. Some data in your profile is placed into the profile from you payroll profile.**

## Estimated Costs and Billing Area

- Employees can enter None or N/A with initial submission  if they do not know – But a training approver must make sure all data is captured prior to final approval.

## Approvals Area

- This section is electronically filled by training approvers that take action on the request. Make sure employee profiles are updated in DOI LEARN.

## Approvals/Concurrence Area

- This section allows for adding an additional approver not in the employee’s DOI LEARN user profile.  This can be a regional or special training program administrator.

## Certification of Training Completionand Evaluation Area

- If required by your bureau or office, this section is to be
- Completed after the training is attended by the employee.

## Approve or Deny Request Area

## Cancel Request Area

## All Form Comments Area

## Transaction History Area

## Print the SF-182

**Notes:**
Need to add notes about HOW TO PRINT and get to the place to Print an SF-182????

## What is Section G of the SF-182?

**A Government-wide Standard Employee's Agreement To Continue In Service **
**NOTE: This agreement must be signed by the nominee for all non-government training that exceeds 80 hours (or such other designated period as prescribed by the agency) and for which the Government approves payment of training costs prior to the commencement of such training. Nothing contained in Section G shall be construed as limiting the authority of an agency to waive, in whole or in part, an obligation of an employee to pay expenses incurred by the Government in connection with the training.**
**Check with your supervisor and/or training point of contacts about the need to complete this agreement.  The OPM Policy is located at: https://www.opm.gov/hrd/lead/pubs/handbook/lrbsa3.asp**

## Print the SF-182, Section G

**Notes:**
Need to add notes about HOW TO PRINT and get to the place to Print Section G of the SF-182????

## Function of the SF 182 Administration

| Trainee: Sponge, Bob |   |  |
| --- | --- | --- |
| Entire SF-182 Form  |  | Edit  |
|      Form Header  |  | Edit  |
|      Section A -- Trainee Information  |  | Edit  |
|      Section B -- Training Course Data  |  | Edit  |
|      Section C -- Estimated Costs And Billing Information  |  | Edit  |
|      Section D -- Approvals 
Section D is auto filled when action is taken via the “Approve or Deny Request” link below.  You can only view who has acted on the request.  You must view the “Form Comments” to see action taken by training approvers or an administrator.  You can add or view additional comments linked to Section D here or use “Form Comments” link below to see all comments on the form.  You can add comments without taking an action on the request.  All comments will be printed on the form and are viewable by employee.   |  | Edit  |
|      Section E -- Approvals/Concurrence 
Section E is for those bureaus and offices that have or want to record an additional Nominating Agency Official who is authorized to approve or deny request.   |  | Edit  |
|      Section F -- Certification or Training Completion – To be completed after training is attended. |  | Edit  |
| Approve or Deny Request -- This section is to be completed by the employee’s immediate and/or second line supervisors/training approvers and auto fills section D with information from approver’s user profile.   The first training approver to act on request is listed first in Section D. If an administrator is acting on the request, they will be added to last approval line in Section D.  Your office or bureau may just have one person which manages all training approval.  Selecting Deny at any approval level prevents the request from any further edit and records action in approval queue and employee “My Courses” area.   Selecting approval does not finalize the request in this section.  This section allows you to record multiple approvers if required by your office or bureau.  |  | Edit  |
| Cancel Request Only use when the training has been approved but cancelled; Do not use to deny training request. |  | Send  |
| Send Confirmation Email -- This section provides final approval and does not allow additional edits to the form.  When you send confirmation, the request is changed in the “My Courses” view. You can add or view comments, print form, or cancel the request after sending the confirmation e-mail.   |  | Send  |
| Form Comments -- This section is for adding and viewing comments.  All comments are printed on the form.  |  | View  |
| Form Transaction History – This section allows you to see student or others updates to SF 182 form fields. |  | View  |
| Printable SF-182 Form – You can print to printer or print to PDF if you have software to print to PDF.  |  | View  |
| Printable SF-182 Form Section G – This is the Continuing Service Agreement.  |  | View  |

- This is an example with definitions of the different sections of the SF-182.

- Only a DOI LEARN administrator access can create an SF-182 report and share it with supervisors and managers.