version of the policy is available on request.mod.gov.ba/foto2015/20160125_psotc qa policy.pdfsact...
TRANSCRIPT
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NOTE:
This Quality Assurance Policy is an abstract from PSOTC SOP published on 25 Jan 2016,
in order to inform future course participants, permanent and temporary posted members of
PSOTC as well as wider public on Quality Assurance Standards applied at PSOTC. Full
version of the Policy is available on request.
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CONTENT THE FULL VERSION OF
PSOTC SOP
(The blue chapters are enclosed in this abstract Quality Assurance Policy)
Abbreviations
Introduction
100. General Management (Business Plan)…………………………………………………..….....08
1. Strategic Environment
2. Vision
3. Mission
4. Organizational Values
5. Establishment, Organization of the Training Centre and Tasks of the Key Personnel
6. Organizational Goals
7. General Management System
8. Participation in international activities
9. Caveats
10. Annexes:
A. Outline of Key Documents Regulating Status, Organization and Administration at
PSOTC in Accordance with Regulations of the AFBiH and MoD BiH
B. Organization of PSOTC and Tasks of Key Functions
C. Template for Meeting Minutes
200. Education and Training Management.....…………………......................................................17
1. Purpose
2. Current Education and Training Products at PSOTC
3. Objectives of ET Management
4. Application of Systems Approach to Education and Training
5. Annexes:
A. Template – Activity Scoping Paper
B. Template – Course Control Document I - Control Form
C. Template – Course Control Document II - Course Proposal
D. Template – Course Control Document III - Program of Classes
E. Template – HETD’s Annual Training Management Instruction
F. Responsibilities of a Course Director’s and a Course Administrator
G. Template – Course Administrative Instruction
H. Template – Course Invitation Letter
I. Template – External Speaker Invitation Letter
J. Template – Visa Support Letter
K. Template – Course Background Brief
L. Template – Standard PSOTC Slide and Structure of a Lecture
300. Quality Assurance Policy……………………………………………...……………….………18
1. Introduction
2. The Aim of the Quality Assurance Policy
3. Scope
4. Quality Assurance Strategy
5. External institutional evaluation
6. Institutional self-assessment
7. Directing Staff professional development
8. Information systems and knowledge management
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9. Communication and Public Affairs
10. Annexes:
A. Responsibilities of Course Director and Course Administrator
B. Instructions on Conduct of Education and Training
C. Student Code of Conduct
D. Assessment of the Students
E. Template - Student Feedback Form
F. Template - Staff Lessons Identified Sheet
G. Instructions Monitoring Report
H. Course Monitoring Report
I. Instructions on Course Close Out – First Stage of Post Course Review
J. Instructions on Quality Management Committee
K. Instructions on Academic Management Board
L. Organization and conduct of Cooperation Committee
M. Directing staff professional development
N. Information systems and knowledge management
O. Communication and Public Affairs
SOP 400. Instructions on Support and Resource Management…………………………………...79
1. Purpose
2. Structure
3. Quality Assurance Objectives
4. Responsibilities for support and resources management
5. Current PSOTC’s capacities and capabilities in support of training activities
6. Personnel management
7. Security of information, personnel and material
8. Students’ administrative support
9. Logistics resources management
10. Financial management
11. IT support
12. Annexes:
A. PSOTC Key Staff Current Professional Development Overview
B. PSOTC Teaching Facilities Management Plan
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Abbreviations
ACO Allied Command Operations
ACT Allied Command Transformation
ADC Annual Discipline Conference
ADL Advanced Distributed Learning
ADDIE Analysis, Design, Development, Implementation and Evaluation
AF BiH Armed Forces of Bosnia and Herzegovina
AMB Academic Management Board
ASOP Administrative Standard Operating Procedures
Bi-SCD Bi-Strategic Commands Directive
BUDFIN Budget and Finance
CA Course Administrator
CAAR Course After Action Report
CCD Course Control Document
CD Course Director
CIP Continuous Improvement Process
CO Commanding Officer
COOPC Cooperation Committee
COS Chief of Staff
CSM Command Sergeant Major
C2 Command and Control
COE Centre of Excellence
CT&E Collective Training & Exercises
DH Department Head
DS Directing Staff
DRC Decision Revision Council
DOTMLPFI Doctrine, Organization, (Education and) Training, Material, Leadership,
Personnel, Facilities and Interoperability
E&IT Education and Individual Training
ET Education and Training
e-ITEP Electronic Individual Training and Education Programme
e-Learning Electronic Learning
ELO Enabling/Learning Objective
e-PRIME electronic Partnership Real-Time Information Management and Exchange
System
ETEE Education, Training, Exercise and Evaluation
ETF Education and Training Facility
ETPD/QMS Education and Training Plans and Development/Quality Management
Section
ETOC Education and Training Opportunities Catalogue
EU European Union
EUFOR European Union Forces in Bosnia and Herzegovina
FAA Formally Assessed Activity
FoPM Friends of PSOTC
HETD Head of Education and Training Department
HETS Head of Education and Training Section
HOTO Hand over – Take over
HQ Headquarters
ISD Instructional System Design
IAW In accodance with
ITEP Individual Training and Education Programme
JD Job Description
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KLT Key Leader Training
LI Lessons Identified
LIVEX Live Exercise
LL Lessons Learned
LMS Learning Management System
LOA Level of Ambition
MTTD Mobile Training Team Director
MoU Memorandum of Understanding
MPD Military Partnership Directorate
MTEP Military Training and Exercise Programme
MoD Ministry of Defence
NAC North Atlantic Council
NATO HQ Sa NATO Headquarters in Sarajevo (BiH)
NCO Non-commissioned Officer
NETF NATO Education and Training Facility
NFS NATO Force Structure
NITEC NATO Individual Training and Education Conference
NNE Non-NATO Entity
NRF NATO Response Force
NTEC NATO Training and Exercise Conference
NTG TG IT&ED NATO Training Group – Task Group Individual Training and Education
Developments
OC AF BiH Operational Command of the AF BiH
OCE Officer Conducting the Exercise
ODE Officer Directing the Exercise
OJT On–Job–Training
OPR Officer of Primary Responsibility
OSE Officer Scheduling the Exercise
PCR Post Course Review
PCM Partnership Cooperation Menu
PfP Partnership for Peace
PNLR Partner National Liaison Representative at HQ SACT
PK Peacekeeping
PSO Peace Support Operations
PCRM Post Course Review Meeting
POC Point Of Contact
PO Performance Objective
PTEC Partnership Training and Education Centre
QA Quality Assurance
QC Quality Control
QM Quality Management
QMS Quality Management System
QMC Quality Management Comitee
QAP Quality Management Policy
RAD Rapid Analysis and Design
RA Requirements Authority
SACEUR Supreme Allied Commander Europe
SACT Supreme Allied Commander Transformation
SAGE SACEUR’s Annual Guidance on Education, Training, Exercise and
Evaluation
SAT Systems Approach to Training
SHAPE Supreme Headquarters Allied Powers Europe
SME Subject Matter Expert
SOP Standard Operating Procedure
SWSSC Section for Wider Security Sector Courses
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SOFC Section for Officers’' Functional Courses
SNCOC Section for NCO Course
SPR Section of Primary Responsibility
SC AF BiH Support Command of the AF BiH
STP Strategic Training Plan
TA Target Audience
TAA Target Audience Analysis
TCM Training Coordination Meeting
TRADOC AF BiH Training and Doctrine Command of the AF BiH
TSOPETM TRDOC’s SOP for ET Management
ToE Team of Experts
TNA Training Needs Analysis
TRA Training Requirements Analysis
TSC Training Synchronization Conference
WG Working Group
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Introduction
Peace Support Operations Training Centre (PSOTC) / the Armed Forces of Bosnia and Herzegovina
(AFBiH) was established in 2005 as an international joint venture of 18 partner countries, led by UK
with the purpose to deliver a world class peace support training to the staff officers of the AF BiH
deploying on international peace keeping (PK) missions. Since then, the Centre evolved into
internationally recognized education and training (ET) institution that extended its mandate to train
candidates from across the region, including NCOs, police officers and civilians. The Centre was
handed over to the AF BiH by the end of 2012, while still preserving its international profile by
having international instructors on its staff and by training international students.
SOP 100. General Management at PSOTC (Business Plan)
1. Strategic Environment
Currently, the range of immediate and long-term security challenges and threats to the
international security and thus to NATO and its Partner nations, besides few inter and many intra-
state conflicts, includes abuses of human rights, terrorism, the proliferation of weapons of mass
destruction, cyber attacks, energy and illegal technology related security challenges. In its New
Strategic Concept (2010), NATO called for “…Partnerships (that) make a concrete and valued
contribution to the success of NATO’s fundamental tasks. Dialogue and cooperation with
partners can make a concrete contribution to enhancing international security...“1
In the light with above given statement and being one of a NATO’s Partner Training and
Education Centre (PTEC) since 2007, Peace Support Operations Training Centre (PSOTC) / the
Armed Forces of Bosnia and Herzegovina (AFBiH) has been delivering number of courses (out of
which six are accredited as NATO SELECTED ones) to more than 6000 military, police and civil
servants/students from 45 NATO and Partner nations during the last decade. In addition, the
Centre was declared as one of five Regional Training Centers for PSO within South East Europe
Clearing House Format in 2009. As such, the Centre has become the pre-eminent military/police
and civil servants training centre for peace support operations, not only in the country, but also
PSOTC has gained an internationally endorsed reputation for excellence.
2. Vision
The Peace Support Operations Training Centre (PSOTC), a NATO Partnership education and
training facility, continues to perform as a centre of excellence in PSO in order to support the
professional development of the AF BiH, offering education and training to other BiH institutions
as well as to NATO and international partners, while still preserving its global and regional reach.
3. Mission
Peace Support Operations Training Centre performs training and education in the field of peace
support operations (PSO) for the Armed Forces of BiH (AF BiH) and for members outside of the
Ministry of Defence (MOD) of Bosnia and Herzegovina, as well as acts as a NATO Partnership
and Regional training centre for education and training in PSO in support of the partners, with the
goal of reaching NATO and UN compatible standards and providing support to the AFBiH in
overall efforts of BiH’s contribution to international peace and security.
4. Organizational Values and Commandant’s leadership principles
a. Core organizational values are:
1) Professionalism
All members of PSOTC will work not just to meet the minimum standard, but consistently strive
to do their very best to achieve and maintain highest quality standards in the Centre. Members of
the Centre will commit themselves to excellence in all aspects of their professional responsibility,
1 The 2010 NATO Strategic Concept at http://www.nato.int
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while adhering to principles of professional ethics: loyalty, selfless service, integrity and
professional solidarity.
2) Cultural Awareness
Appreciating the importance of operating in a multicultural and international context, PSOTC
actively demonstrates dedication to engage in collaboration with partner nations and institutions
within and beyond South East Europe. Therefore, PSOTC staff will pay extraordinary attention to
cultural awareness within and outside of the Centre.
3) Innovation
Taking into account that the new ideas are the main drivers behind organizational
development, PSOTC encourages its staff to bring in new initiatives based on
operational requirements and technological developments that would increase
quality of education and training as well as welfare of the students and staff in the
Centre.
4) Constant Improvement
The achievement of highest international standards requires constant improvement in policies,
processes and procedures. PSOTC is dedicated to continuous revision of education and training
processes, professional development of its personnel and administrative procedures that would
lead to costumer oriented constant quality satisfaction and improvement.
b. Commandant’s leadership principles at PSOTC:
1) Develop and focus on a narrow agenda;
2) Look for opportunities to act;
3) Bring honesty and integrity to all that you do;
4) Be aware;
5) Pay attention to people.
5. Establishment, Organization and Functional Committees and other advisory bodies at the Centre
a. Establishment of the Centre
Peace Support Operations Training Centre (PSOTC) is a training centre within Training
and Doctrine Command of the Support Command of the Armed Forces of Bosnia and
Herzegovina (AFBiH) with delegated authorities by the Joint Staff and Ministry of
Defence of Bosnia and Herzegovina with regard to:
1) International cooperation with partner nations and similar institutions
2) Management of partner donated material resources
3) Management of partner donated financial resources
4) Public Affairs
5) Administration of international staff at PSOTC
b. Organization of the Centre /Functional responsibilities
The Centre is organized in three permanent organizational units:
2) Office of the Commandant – Commandant (CO)
a) Command Sergeant Major (CSM)
b) Public Affairs / Personal Assistant to the CO (PAA)
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3) Staff - Chief of Staff (COS)
a) Section for Personnel (S1)
b) Section for Security and Operations (S2/3)
c) Section for Logistics (S4)
d) Section for CIS (S6)
e) Section for Budgeting and Finance
4) Education and Training Department – Head of Department (HETD)
a) Education and Training Plans and Development/Quality Management
Section (ETPD/QMS)
b) Section for Officers’ Functional Courses (SOFC)
c) Section for Wider Security Sector Courses (SWSSC)
d) Section for NCOs’ Courses (SNCOC)
e) Mobile Training Team Director (MTTD)
Detailed organization of the Centre and tasks of the key functions is given in SOP 100 -
Annex B.
c. Functional Committees and other advisory bodies at the Centre
For the purpose of the overall management and quality improvements at the Centre,
PSOTC has established Academic Management Board (AMB) and Quality Management
Committee (QMC). Furthermore, PSOTC has Cooperation Committee (COOPC), with an
advisory role to the CO, AMB and QMC regarding questions and initiatives that would
lead to quality assurance improvements. The COOPC involves different organizational
parts of the Centre as well the students.
In addition, the Centre is supported with an annual forum Friends of POSTC (FoP),
consisting of representatives of partner nations and institutions, which has an external
education and training validation role to PSOTC as well as an advisory role to senior
management within the AF BiH and Ministry of Defence of Bosnia and Herzegovina,
pertaining questions related to PSOTC. Detailed instructions on functional committees are
given in SOP 300.
6. Organizational Goals, which are subject to five year revision, are as follows:
a. Deliver high quality, costumer oriented and internationally recognized (UN, NATO and
EU) education and training.
b. Support education and training of the members of the Armed Forces and other security
institutions of Bosnia and Herzegovina for peace support operations.
c. Contribute to NATO education and training efforts and thereby foster integration of
Bosnia and Herzegovina into NATO.
d. Strive for gender equality in the Centre through gender mainstreaming IAW relevant
international and national regulations.
e. Constantly improve learning and working environment which stimulates students' and
staff's creativity, learning, interaction, and consensus reaching.
f. Maintain continues improvement of all aspects of quality assurance, with emphasis on:
personnel development, education and training process, students’ welfare and provision of
quality resources.
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7. General Management System
The General Management System at PSOTC consists of a structure, processes and procedures
which are used to provide effective and efficient management in the Centre in order to produce
high quality costumer oriented products by applying NATO Quality Standards.
a. General Management Structure and Process
The General Management Process is of continuous nature, it provides a framework for annual
planning, resourcing, delivery and performance review at the PSOTC in accordance with AF
BiH TRADOC’s SOP on Education and Training Management (TSOPETM). The core
General Management Process is considered to be planning, organization and delivery of high
quality education and training at PSOTC. As per TSOPTEM, planning cycle for ET activities
that will be delivered in the year after upcoming one (Y+1) starts in November of the current
year, with submission of Initial Proposal of ET Activities to be conducted in Y+1 from
PSOTC to AFBiH TRADOC, and finishes by 1 May next year with the Final Proposal of ET
Activities to be conducted, at that time already, in upcoming year.
Based on the described planning cycle of PSOTC’s higher HQ, the General Management
Process for the implementation of activities run at the Centre is based on continues quality
improvement cycle that encompasses five phases: scoping and analysis; planning, resourcing
and approval; implementation and delivery; monitoring and assessment; and revision of
processes, procedures and practices by taking into account operational requirements,
stakeholders’ and students’ feedback, inputs from external validation, doctrinal and
technological developments.
The Structure of General Management supports the General Management Process and
includes responsible departments, offices and committees at PSOTC. An overview of the
structure and processes of the General Management System is given in Figure 1 below,
followed by detailed description of the process and responsibilities within the General
Management System.
Figure 1: General Management System
1) Phase 1– Scoping and Analysis
The Scoping and Analysis phase aims at conducting an initial feasibility assessment with
regard to possibilities and priorities of delivery of received training request at PSOTC
Implementation and delivery
Monitoring and assessmnt
Revision of Processes and
procedures
Scoping and Analysis
Planning/ resourcing
- Operational requirements - Technology - Doctrine - Law and regulations
Quality Management
- Trained / satisfied costumer - Improved organizational:
Performance
Credibility
Sustainability - Support to ops performance Satisfied costumer -
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against its current commitments and resources. Upon reception of the requirement, HETD
will task ETPD/QMS to lead initial estimate and scoping of available resources and
requirements for development of a new training product, together with other sections
within PSOTC ETD its Staff as well as requesting authority as required.
Once results of the scoping phase have been collected and analyzed, HETD will present
proposal to the PSOTC Commandant in a form of an Activity Scoping Paper, requesting an
initial decision whether to proceed with follow up phase. The Activity Scoping Paper will
offer a background of the training requirement; impact and constrains by delivering the
course; required resources for the course development, including Section of Primary
Responsibility within ETD (SPR, a section where future course functionally belongs),
required external expertise/resource support and timeline for course development. Once
Commandant’s decision is received, HETD will provide an informal initial response to
requesting authority within 30 days from the reception of the training requirement as well
as task ETPD/QMS and SPR to proceed with the next phase.
2) Phase 2 – Planning, Resourcing and Approval
Upon reception of the initial Commandant’s decision to proceed with further training
product development; HETD will task ETDPS/QMS to coordinate further course
development in accordance with Bi-SCD 075-007 (Chapter 5 and 6), PSOTC SOP 200-ET
Management and the approved Activity Scoping Paper. During this phase, Course Control
Documents (CCDs) I-III will be prepared, detailed planning of resources will be conducted
in coordination with PSOTC Staff and external stakeholders. The HETD will present CCD
I and II and propose their approval during AMB session.
In terms of timeframe, though the Scoping and Analysis phase has continues character,
major milestones time wise are driven by the ET planning cycle of the higher HQ, as
prescribed above. Therefore, the final approval of new training requirements which will be
conducted in Y+1 will be taken during AMB meetings in October or latest in April,
depending when a training requirement is received in order to give sufficient time for
efficient and effective execution of follow up phases of the Management Process. In
exceptional circumstances and depending on priorities of a training requirement, i.e.
response to immediate operational requirement, PSOTC Commandant may call for ad-hoc
AMB’s session to approve a training requirement outside of above given timeframe.
However, in this case such a training requirement must be approved by higher HQ as well.
3) Phase 3 – Implementation and Delivery
This phase starts when a training requirement is approved by AMB and endorsed by
AFBiH TRADOC through Annual Training Plan for upcoming year.
Based on these and inputs received from Training Sections in ETD, ETPD/QMS will draft
PSOTC Commandant’s Annual Guidelines for Education and Training, which will include
Annual Training Calendar. The PSOTC Commandant’s Annual Guidelines for Education
and Training will be supported by Annual Procurement Plan drafted by Logistics, draft
Annual Budget produced by Budget and Finance Section (BUDFIN) as well as by Annual
International Activities Plan drafted by ETPD/QMS.
In accordance with the PSOTC Commandant’s Annual Guidelines for Education and
Training, HETD will issue Annual Instruction for ET Management, which will: identify
Course Director for each course and activity coordinator for other activities other than
courses; define MTT engagements and configurations; regulate students distribution on
each course; define instructors exchange with other partner institutions and support to
NATO and other international activities and define Directing Staff Development Program.
Implementation and Delivery of an ET product will be done IAW Bi-SCD 075-007
(Chapter 7and 8) and instructions provided in PSOTC SOP 200-ET Management.
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4) Phase 4 – Monitoring and Assessment
The Monitoring and Assessment of the implementation of ET products aims at assessing
efficiency and effectiveness of delivery of ET product in order to identify areas for
improvement and factors that would lead to increase in quality delivery of the same
product during following iteration.
The Monitoring and Assessment phase will be conducted IAW Bi-SCD 075-007 (Chapter
9) and instructions provided in PSOTC SOP 200 – ET Management and SOP 300 –
Quality Management Policy. ETPD/QMS is responsible to organize and coordinate
collection of the results of monitoring and assessment of processes at PSOTC as well as to
prepare QMC Sessions. The QMC will review and discuss collected results in order to
identify deficiencies in processes as well as recommendations for the AMB how to
improve future performances. The QMC findings and recommendations to the AMB will
be documented and submitted in a form the Meeting Minutes (Template at SOP 100 –
Annex C, which is to be used for organization and post-meeting follow up activities for all
meetings at PSOTC).
5) Phase 5 – Revision of Processes, Procedures and Practices
The Revision of Processes, Procedures and Practices aims at consistent improvement in
overall organizational performances and quality assurance. Once the Meeting Minutes of
the QMC are approved by the CO, PSOTC’s COS and HETD respectively for their
departments will make changes in existing SOP and/or ASOP and communicate changes to
the staff, requesting adherence of the staff to a new/improved functional/organizational
procedures.
8. Participation in international activities
The participation in international activities of PSOTC is one of delegated responsibilities and
authorities from the Joint Staff of the Armed Forces and MoD of Bosnia and Herzegovina to the
Centre. The Centre will be engaged in number of international activities based on Annual
International Activities Plan, which will be drafted by ETPD/QMS and submitted to MoD BiH for
approval by the end of July current year for upcoming calendar year.
The Centre will participate in international activities through:
a. Support to NATO ET efforts, in particular:
i. Addressing NATO ET requirements through residential and MTT courses.
ii. Contribution to developing and management of the developed training disciplines with
focus on: Building Integrity, PSO and COIN, Gender on Operations, CIMIC, Protection of
civilians on operations; by participating in different conferences, workshops, seminars and
working groups (i.e. TEPSO).
iii. Participation in Science for Peace Projects in support of concepts and doctrine
development, with priority on Protection of Cultural Property on operations.
iv. Organization and participation in Community of Interest programs and events: PTEC
Commandants’ Conference and Working Group, PTEC Marketplace and Instructors’
Exchange Program.
v. Seeking for operational lessons learned through engagement with relevant institutions and
platforms (i.e. TRANSNET).
b. Training of international students on residential courses at PSOTC. In principle, for the period
2015-2017, one participant/course will be fully sponsored from following countries: ALB,
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HRV, GEO, MNE, MKD, SRB and UKR. The sponsorship on courses using PSOTC’s
subaccount financial means or the third party sponsorship will be declared and confirmed on
annual basis in coordination with the MoD and the sponsoring party, if applicable.
c. Deployment of PSOTC’s MTT in above mentioned countries on self-financial basis, except
accommodation for the Team, which will be responsibility of the Host Nation. The MTT can
be deployed to other countries as well as based on the arrangement with requesting party.
d. Participation or organization of the UN related events such as: Annual Conference of
International Association of Peacekeeping Training Centers (organization of the Conference in
2016), doctrinal and lessons learned events related to PSO, gender, protection of civilians,
protection of cultural property on operations.
9. Caveats
Though PSOTC’s objective is to contribute to NATO education and training efforts in its full
capacity with application of NATO standards and procedures to ET process IAW Bi-SCD 075-
007, the role of the Centre within the AFBiH and training priorities will be addressed in
accordance with the Decision of Ministry of Defence of Bosnia and Herzegovina No: 06-03-15-
1585/12, dated 12 Mar 2012 (Outline in SOP 100-Annex B).
10. Annexes:
A. Outline of Key Documents Regulating Status, Organization and Administration at PSOTC in
Accordance with Regulations of the AFBiH and MoD BiH
B. Organization of PSOTC and Tasks of Key Functions
C. Template for Meeting Minutes
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SOP 100-Annex B
Organization and Tasks of Key Functions at PSOTC
1. Postion of PSOTC within the Organizational Structure of the Armed Forces of Bosnia
and Herzegovina
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2. Organization of PSOTC
(The rest of the Chapter is avilable on request)
COMMANDANT, OF - 5
COS
OF-4
Head S3
Ops and Sec. NCO
Admin.
Head S4
Logistics NCO
Maint. NCO
Soldier-Operator
Driver
Driver
Driver
Cleaning
Head S6
IT NCO
Comms
Head BUDFIN
Expert Advisor
Cashier
Head S1
Personnel NCO
Archive NCO
Head of Training and Education
OF-4
MTT Head Head Wider
Security Courses
DS
DS
Head Officers’ Courses
DS
DS
Head NCO Courses
DS
DS
Librarian (Vacant)
Plans, Dev. /QM Section
Plans NCO
TUR DS
ALB DS
MKD DS
AUT DS
CSM PR Officer
English Lang. Teacher
17
SOP 200. Education and Training (Available on request)
18
SOP 300. Quality Assurance Policy
1. Introduction
The achievement of highest international standards requires constant improvement in policies,
process and procedures. PSOTC is dedicated to continuous revision of education and training
processes, professional development of its personnel and administrative procedures that would
lead to costumer oriented constant quality improvement. As such, the Centre is committed to
apply NATO Quality Management Standards2 and other NATO compatible standards
3 to all
organizational processes and procedures in order to improve its Quality Management System
(QMS) and by doing so to achieve NATO Institutional Accreditation.
2. The Aim of the Quality Assurance Policy
The aim of the Quality Assurance Policy (QAP) is to define Quality Assurance Strategy,
Institutional self-assessment, External institutional evaluation, Directing Staff professional
development, Information and knowledge management and Communication and Public Affairs
strategy in order to provide conditions for continuous improvement of the core management
process at PSOTC IAW NATO Quality Management Standards.
3. Scope
The QAP is to provide instruction on all aspects of internal Continuous Improvement Process4
within the core management domain (process), which is considered to be planning, preparation,
execution, evaluation and review of courses and enabling sub-processes at PSOTC in order to
meet stakeholders’ training requirements IAW NATO Quality Management Standards. It applies
to all permanent staff and temporarily posted members at PSOTC as well as on the students
attending ET activities at the Centre. The external aspects of Continuous Improvement Process
rest with NATO ACT.
4. Quality Assurance Strategy
In line with PSOTC’s SOP 100 (General Management at PSOTC - Business Plan) and the QAP,
the QA Strategy aims at setting QA objectives; organization and responsibilities for QA in the
implementation of the core management process, involvement of internal and external
stakeholders, monitoring and review of QAP IAW PSOTC’s values, Mission and Vision and
IAW NATO Quality Management Standards, in order to ensure continuous improvement of the
core management process and enabling (supporting) sub-processes at the Centre.
a. Quality Assurance Objectives
1) Develop QA mechanisms, with defined responsibilities, which would effectively
implement, monitor and review PSOTC’s QAP and processes as a system.
2) Prepare and deliver high quality, student focused and stakeholder driven education and
training IAW NATO Quality Management Standards.
3) Constantly strive to improve learning and working environment which stimulates
students' and staff's creativity, learning, interaction, and consensus reaching.
4) Maintain continues improvement of organizational performances based on measurement
of organizational processes and products, with emphasis on: personnel development,
education and training process, students’ welfare and provision of quality resources.
2 NATO Bi-SC Direcitve 075-007, Annex D, 10 Sep 2015.
3 European Association for Quality Assurance in Higher Education (ENQA), Report on Standards and
3 European Association for Quality Assurance in Higher Education (ENQA), Report on Standards and
Guidelines for Quality Assurance in the European Higher Education Area, Helsinki, 2009 4 NATO Bi-SC Direcitve 075-007, 10 Sep 2015.
19
5) Develop internal information and knowledge management system that would enable
effective internal information exchange and establish and maintain an external
communication and Public Affairs policy, system and procedures that would enable
regular, objective and accurate information update of external stakeholders and
community of interest on ET activities executed by PSOTC.
b. Organization and Responsibilities
1) The Organization for QAP implementation and review at PSOTC will be developed and
maintained as depicted on Figure 3 below:
Figure 3 – Organization for Quality Assurance Policy implementation and review
2) Responsibilities
a) Commandant. The Commandant is overall responsible for :
i. The Quality Assurance Policy at PSOTC.
ii. Chairing of Academic Management Board (AMB) and Cooperation Committee
(COOPC) sessions.
b) Chief of Staff. The Chief of Staff (COS) is responsible to the Commandant for:
i. A quality and effective management of provision of material and services,
maintenance and budgeting in support of education and training activities at the
Centre IAW with PSOTC QAP.
ii. Provision of information related to QA in management processes conducted by
the Staff during QMC and AMB sessions.
iii. Providing inputs into PSOTC's QA Annual Report and Support Plan.
c) Head of Education and Training Department. The Head of Education and Training
Department (HETD) is responsible to the commandant for:
i. Implementation and review of Quality Assurance Policy in ET processes.
ii. Preparation of Academic Management Board (AMB) and COOPC meetings.
iii. Chairing of Quality Management Committee (QMC) in PSOTC.
COMMANDANT
COS
S3 S4 S6 BUDFIN S1
HETD
ETS x 3
CD
CA
DS
DS
MTT Leader
DS
DS
QMC
ETPD/QMS
AMB COOPC
LEGEND - AMB: Academic Management Board - COOPC: Cooperation Committee - QMC: Quality Management Committee - COS: Chief of Staff - HETD: Head of Education and Training Department - ETPD/QMS: Education and Training Plans, Development / Quality Management Section - ETS: Education and Training Section - MTT Leader: Mobile Training Team Leader - CD: Course Director - DS: Directing Staff (Instructor) - CA: Course Administrator
DS: Directing Staff (Instructor)
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iv. Overall responsible for functioning of ET Department, completeness and
readiness of teaching staff and facilities given at the disposal of ET Department.
v. Planning, preparation and execution of Education and Training activities at the
Centre.
vi. Execution of training activities and personally and/or through Heads of sections
monitors quality of teaching process and quality of teaching staff.
vii. Constant evaluation and improvements of education and training activities in the
Centre.
viii. Approval of required reports related to education and training in the Centre,
including Annual QA Report.
d) Head of Education and Training Section (HETS) and MTT Director is responsible to
HETD for:
i. Planning, preparation, delivery and quality evaluation of courses which
functionally belong to the particular Section.
ii. Direct monitoring and evaluation of organization, preparation and delivery of
courses within the Section and, if needed, personally leads courses and delivers
lectures.
iii. Coaching of the DSs within the Section and support their professional
development.
iv. Constant improvements in courses which functionally belong to the particular
Section.
v. Responsible for all planning and reporting documentation related to the activities
of the Section.
e) Head of Education and Training Plans and Development / Quality Management
Section (HETPD / QMS) is responsible to HETD for:
i. Preparation of annual planning documents for Education and Training.
ii. Development, coordination and execution of ET projects in cooperation with
partner agencies.
iii. Activities related to Analysis phase of SAT and coordinates follow up SAT
phases with CDs.
iv. Planning and coordination of evaluation of courses at PSOTC.
v. Monitoring of execution and compliance with Academic QA processes and
procedures.
vi. Preparation of Quality Management Committee sessions and follows up
execution of its recommendations and decisions.
vii. Drafting of Annual QA Report.
f) Course Director (CD) is responsible to HETS for:
i. Development and maintenance of CCD III, a course preparation, conduct and
close out – post course evaluation.
ii. Identification of supporting requirements and efficient management of allocated
resources for a particular course.
iii. Identification of requirements for external speakers/role players and coordination
of all external agencies involved in support and execution of the course as well as
preparation of filed exercises/study trips.
iv. Conduct of other responsibilities given in PSOTC SOP 200 and SOP 300 –
Annex A.
g) Course Administrator (CA)
i. Coordinate support to the training activities in all three phases according to SOP
300 – Annex A.
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ii. Coordinate transport, accommodation, meals, refreshments, access cards to Camp
EUFOR, social and cultural activities for the students and external speakers/role
players and other supporting needs with respective staff sections according to the
Course Supporting Requirements Matrix.
h) Quality Management Committee is authorized and responsible for:
i. Review Quality Assurance Policy and related SOPs for their consistency,
relevance and the need to be improved.
Review organizational performance effectiveness based on key performance
indicators.
ii. Provide recommendations for improvements of quality management to the AMB
and the CO.
iii. The second annual session of the QMC will approve PSOTC Annual QA Report.
i) Academic Management Board is responsible and authorized to/for:
i. Conduct qualitative, quantitative and financial review of activities
conducted at the centre.
ii. Approval of courses and resources for upcoming year and submission to
higher HQ (April’s session).
iii. Provide Annual Guidelines for courses and resources in upcoming year
(November’s session).
iv. Approve conduct of new courses and initiatives to be run at the Centre
during CY+1.
v. Approve changes in Quality Assurance Policy and related SOPs.
j) Cooperation Committee. The purpose of the COOPC is to ensure that the CO is
provided with the best possible advises and information for decision making to the
benefit of the Centre from different entities within PSOTC, including students’ body.
The COOPC is to enhance successful mission accomplishment - to ensure that
contents and performance of courses and other activities conducted at PSOTC gets as
close to perfection and excellence as possible in a cost effective manner. It will also
ensure that common problems and ideas for constant improvement are communicated
directly to the PSOTC decision makers.
c. Core Management Process
The core management process at PSOTC is application of NATO Systems Approach to
Training (SAT)5 in scoping, planning, preparation, execution and evaluation of ET solutions
conducted at the Centre. The Quality Assurance Strategy is framed and focused on all SAT
phases in order to provide consistency and quality of ET solutions that would meet
stakeholders’ training requirements. A course or another ET solution would be generated at
PSOTC either as: a NATO requirement based on its TRA and TNA; as a requirement
submitted by higher HQ in the Armed Force of Bosnia and Herzegovina, Ministry of Defence
or Ministry of Security of Bosnia and Herzegovina; as a need which is a result in a change of
PSO doctrine, military technology or as an UN/EU training requirement or an initiative by a
partner agency.
In any case, a training requirement/an initiative, and then if approved by PSOTC Commandant
and the AMB - a course, must go through all NATO SAT phases as instructed below: Training
Needs Analyses; ET Product Design; ET Product Development; Conduct of ET; Evaluation of
ET.
1) Training Needs Analysis
Upon reception of a NATO training requirement/initiated course or a training requirement
coming from another partner agency, PSOTC will adhere to NATO Training Needs Analysis
5 NATO Bi-SC Direcitve 075-007 (Chapter 4-9), 10 Sep 2015
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(TNA) process and procedures as per Bi-SCD 075-007 (Chapter 5) and instructions given in
PSOTC SOP 200, taking into account other relevant NATO documents (SAGE, NATO Task
List, TRA, when a training requirement is coming from NATO).
For non-NATO training requirements, the TNA process is trigged by Commandant’s initial
approval of Activity Scoping Paper and decision to turn a training requirement into a new
training solution. Once decision is made to proceed with TNA process, HETD will form a
TNA Working Group (WG), which will be led by representative from ETPD/QMS and
deputized by senior Directing Staff (DS), who will be delegated by Section of Primary
Responsibility (SPR, the section where a developing course would functionally belong to).
Other members of the TNA WG includes: Head of the SPR, experienced DSs, experts from
within and outside of the Armed Forces and MoD of Bosnia and Herzegovina, representatives
of stake holder/s (Requirement Authority, Department Head) as well as SMEs from partner
institutions.
The end products of this phase are Course Control Documents (CCDs) I (as per PSOTC SOP
200), adjusted if needed for non-NATO courses to reflect responsibility hierarchy in the
Centre and relationship with a stakeholder) and CCD II (PSOTC SOP 200), which once
approved by the PSOTC AMB, position a new course into PSOTC’s official curriculum and
annual planning process 14-18 months before the start of calendar year in which the course is
piloted.
2) Education and Training Product Design
The aim of Education and Training Product Design phase is to produce a training solution – a
course or seminar that would enable individuals to obtain the Performance Objectives (PO)
defined in the previous phase of the SAT process IAW Bi-SCD 075-007 (Chapter 5) and
PSOTC SOP 200.
This phase is overseen by a Head of training section (SPR) to which the course belongs to (as
per its functional character) and is led by a CD, who together with the design team (DSs
allocated by HETD through Heads of Training Sections, who have expertise related to the
substance of the developing course and ideally those DSs who will conduct pilot trial of the
course) create a course instructional strategy, which includes what content will be delivered,
how the content will be delivered and, most importantly, how learning will be monitored and
assessed. This strategy is documented in the Course Control Document III (PSOTC SOP 200),
together with a Course Assessment Plan , which will be approved by HETD 12-14 months
before the start of calendar year in which the course is piloted.
Once approved, CCD III, together with other CCDs is stored IAW SOP 300 – Annex N. Any
future change in the CCDs should be result of a course review process and subject of approval
by the AMB and HETD.
3) Education and Training Product Development
Building on CCD III developed in the previous phase, the Education and Training Product
Development phase aims at setting necessary conditions for successful delivery of an ET
product by producing/procuring instructional and assessment materials, requesting support
services, obtaining instructional staff and conducting pilot trials. A CD will in coordination
with a Head of Education and Training Section (HETS) and support staff, lead this phase IAW
Bi-SCD 075-007 (Chapter 7), procedures in PSOTC SOP 200 and those instructions given
below. This phase will be initiated 10-12 months prior the start of calendar year in which the
course is piloted.
Request for supporting course material and services will be requested by a CD through
Annual Requirements Request (as per SOP 200).
Production of student assessment materials will be done by a CD in accordance with a Course
Assessment Plan. Detailed guidelines on Assessment of the Students are given in next phase –
Conduct of ET.
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Teaching staff for a course within ETD will be appointed and made available to HETS and a
CD by HETD through Annual ET Management Instruction. Involvement of external speakers
will be closely coordinated with ETPD/QMS in order to define possibilities and resources to
invite external speakers to support delivery of a course. Engagement of external speakers from
international partner institutions will be planed through Annual International Cooperation
Activities Plan by ETPD/QMS IAW SOP 200.
Conduct of pilot trails before a particular course will be executed in order to assess that course
is well developed and responsive to a training requirement. The course trial will include trails
of the key parts within a course (i.e. exercise concepts) through a Directing Staff
(DS=Instructors) Induction Course as well as through the first iterations of a course itself. The
pilot course session will be planned in Annual Training Calendar and it will be delivered to a
group of up to 20 BH-national students. The ETPD/QMS will plan and organize internal
evaluation of the pilot course in cooperation with an external stake holder, HETS and a CD. A
CD will plan a DS Induction Course prior actual pilot course in order to trail key events of the
course, to identify if those events are aligned with provisions of CCD II and III and to bring
all DS involved into the upcoming pilot course to the same level of understanding.
4) Conduct of Education and Training
The Conduct of Education and Training phase includes integration, planning, preparation,
execution and close out activities that would support a specific course IAW Bi-SCD 075-007
(Chapter 8), instructions given in PSOTC SOP 200, SOP 300 – Annex B and those provided
below in order to achieve the ultimate result – graduation of qualified and satisfied course
participants. The figure below outlines timeline for Conduct of Education and Training Phase
(CY represents Calendar Year in which a course will be delivered and D-day represents the
start of a particular course).
Figure 4 – An Outline of Conduct of Education and Training Phase
a) Course Integration
The integration of a specific course in PSOTC’s curriculum starts with approval of CCD I
and II by PSOTC AMB, which would be base to put a course in the Annual Training
PREPARATION
D-(NLT 90-7), CD
- Invitation letters out - Students Application Process - Coord. of DS/external speakers - Course Schedule confirmed - Coord of Admin/Log/Fin Spt.
CONDUCT
D- (7+Last Day ) - DS Induction Week - Daily Spt. Menagament of a Course - Delivery of ET - Student Assessemnt
CLOSE OUT
D+<14
- Post Course Meeting
- Course After Action Report
EVALUATION PHASE
QMC and AMB Meetings
INTEGRATION
CY - (14-12 Months)
- Annual Traning Calendar (HETD) - DS Annual Prof. Dev. Plan (HETD) - CCD III developed (CD) and approved by HETD
PLANNING D - (365-180),
- Confirm DS team, external speakers and number of students (CD) - Review CCD III and incorporate previous PCR inputs (CD) - Anjnual Req.Request /Procurment Plan (S4) - Draft Annual Budget (BUDFIN)
CY- (18-14 Months) Approved
CCD I and II (PSOTC AMB)
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Calendar and trigger resource planning. Once a course is in the Annual Training
Calendar, its related documents will be uploaded to ETOC and e-Prime, giving to the
course a code and in case of NATO accredited courses, seek course code from ACT.
The ETPD/QMS is responsible to plan a specific course into the Annual Training
Calendar. Appointed CD will in coordination with Head of Training Section identify
material and services required to support the course through Annual Requirements
Request.
In parallel, HETD will identify professional development requirements for DS and task
ETPD/QMS to develop Annual Professional Plan in order to increase PSOTC’s teaching
competences along with other internal and external activities in this field which is
detailed under point Staff Professional Development in this Chapter.
The key to the integration of a specific course into PSOTC’s curriculum as well as follow
up steps in the process is timely and effective flow of information, which is detailed in
SOP 300 – Annex O.
b) Course Planning
The planning stage of a course starts with confirmation that a particular Course is planned
in Annual Training Calendar by HETD to a CD through HETS, which is done
concurrently with development of Commandants Annual Training Guidelines and
HETD’s Annual Training Management Instruction.
While Commandants’ guidelines sets overall framework for preparation and delivery of
courses in upcoming year, providing guidelines on training objectives and priorities,
resource distribution and provisions on internal coordination and external cooperation
(issued in official languages of BiH), HETD’s Annual Training Management Instruction
details: responsibilities within ETD in terms of training delivery at the Centre and on
MTTs; International Activities Plan; DS Professional Development Plan and Students’
Distribution and Support Plan (issued in English language, as per PSOTC SOP 200).
Once these two documents are released (NLT 6 months prior next CY), a CD will consult
them in order to collect necessary information influencing further steps in preparation of
a course.
At this stage, a CD will integrate Post Course Review (PCR) inputs from previous
iteration of the existing course into CCD III and seek approval from HETD.
c) Course Preparation
Depending on the complexity of a specific course, its preparation time may vary, but in
any case this phase will start NLT D-90, with the first course coordination meeting called
by a CD, who is responsible for a course preparation, conduct and close out – post course
evaluation. A CD executes these activities following established chain of command in
coordination and through Training Section Head to where a specific course belongs to.
The preparation phase last until D-7, when a course is considered to enter into execution
phase with one week pre-course activities.
d) Course Execution
The Course Execution starts one week prior actual teaching and includes: Directing Staff
induction week, Daily support management of the course, Delivery of education and
training, Students’ conduct, Assessment of the students and Course and Instructions
Monitoring.
i. Directing Staff (DS) Induction Week.
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The DS Induction Week in will be run a week prior the start of the course in order to
ensure highest quality of delivery of the course and to provide common understanding
and teaching approach to key subjects within a course among teaching DS as well as
to make the last necessary adjustments in lectures/syndicate discussions and exercises.
A CD will prepare a Program for The DS Induction Week which should as minimum
include: external lecturers/DS in processing, introduction to daily routine during the
course, course organization and students’ syndicate distribution, review of key/new
lectures, syndicate discussions and exercises, matters related to the Assessment of
students and Course monitoring.
In addition, the CD should make the last coordination related to: supporting issues,
transportation, reception and accommodation of the students, availability of
HETD/Commandant for opening/closing and course dinner, participation of external
lectures that deserves Commandant’s attention through HETD (OF-5 and above,
Deans/Directors from partner organizations) as well as students syndicate distribution.
In terms of the distribution of the students in syndicates, the CD should pay special
attention to: gender, nationality, service, rank, and resentment or tension between
nations. The configuration of a syndicate would influence its work and overall
atmosphere on the course.
ii. Daily Support Management of the Course.
(1) The CD is the first member of PSOTC with whom the students would have a
contact. Therefore, it is important that students get good impression of the Centre
thorough CD’s engagement in making positive learning environment from the
early beginning.
(2) At the Course briefing, besides information that she/he should provide on the
course given in PSOTC SOP 200, the CD will emphasise instructions regarding
importance of: Students’ Code of Conduct (SOP 300-Annex C); Assessment of
students (SOP 300-Annex D), Student Feedback Form (SOP 300-Annex E) and
Academic Freedom at PSOTC.
(3) The CD should address to the students every morning shortly prior lecturing
making sure that all students needs are addressed and taken care of.
(4) The CD will make sure that external lecturers are provided with pre-arranged
support, escorted, introduced to the students prior their lecture and given a space
where they can work prior or after their lecture.
(5) The CD will organize short Hot Wash Up with DS and external lecturers every
day of the Course in order to reflect on the content and delivery of the course,
students’ engagement and progress and to identify and solve potential issues as a
course progresses. The CD will also check on daily basis if there are observations
or suggestions regarding the course provided by the staff through Staff Lessons
Identified Sheet (SOP 300-Annex F).
iii. Delivery of Education and Training. Detailed instructions for Delivery of Education
and Training are given in PSOTC SOP 200 and SOP 300 – Annex B.
iv. Student Code of Conduct
The PSOTC is an excellent PSO training centre which has earned a strong
international reputation and as such strives to provide the highest quality education
and training to both domestic and international security professionals. In order to
preserve its reputation and professionalism the Centre expects that all personnel,
including the students, adhere to the given Code of Conduct standards.
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The Student Code of Conduct is enclosed in SOP 300 - Annex C. It will be available
to all students in electronic version on T:\DOCUMENTS FOR STUDENTS and
reinforced through CD’s Course introductory briefing.
v. Assessment of the Students
In line with Education and Training Management goals which are focused on
delivering the highest quality and internationally recognized education and training at
PSOTC, the Centre conducts Assessment of the Students by using formative and
summative type of assessments, depending on a course. The policy and procedures on
Assessment of the students are given in SOP 300-Annex D.
vi. Course and Instructions Monitoring
The Directing Staff (DS) and lecturers will be formally observed when delivering
instructions at PSOTC IAW Bi-SCD 075-007 (Chapter 8 and its Annex S). The
monitoring of instructional performance of DS/lecturers will be conducted to assess:
consistency of content of the lecture with CCD III; delivery techniques and
effectiveness of course design - in order to ensure continuous improvement of
instructional effectiveness and strategy. The monitoring of instructions will be done in
accordance with a SOP 300 – Annex G.
Course Monitoring Plan will be drafted by respective HETS and approved by HETD.
The monitoring will be executed by HETS (SPR), HETD or the Commandant.
Observations during monitoring will be recorded and debriefed to a DS/lecturer IAW
SOP 300 – Annex G, which will be stored in HETD’s files.
In addition, on case by case basis and during a particular pilot courses, PSOTC will
engage external evaluation personnel/SMEs from community of interests to conduct
Course monitoring in order to assess alignment of the course with CCDs – the focus is
to make overall improvement of the course design. Course Monitoring also provides
an opportunity to verify that instructors have the prerequisite qualifications and
training is satisfied. Once the course is finished, the evaluator will debrief CD and
submit Course Monitoring Report (as per SOP 300 – Annex H) to HETS, ETPD/QMS
and HETD.
e) Course Close Out – The First Stage of Post Course Review
The Course Close Out starts immediately after finishing of the course and will be finalized
within two weeks following the end of the course. The Course Close Out is the first stage of
the Post Course Review (PCR) process, which will be extended with its second stage during
next SAT phase - Evaluation and Education of Training, that is instructed below. The Course
Close Out – The First Stage of PCR is focused on the course that has been just delivered and
aims at capturing the first impressions on the conduct of the course, students’ and
instructors’ reactions on the course and support issues that may have impact on the next
iteration of the course. Detailed instructions on Course Close Out – First Stage of PCR are
given in SOP 300 - Annex I.
5) Evaluation of Education and Training
Evaluation of Education and Training aims at identification of strength and weaknesses related
to the course and its delivery, which will be addressed in post course period in order to keep
momentum of constant improvement of processes and procedures within the Centre.
This phase has two distinctive parts: Internal and External Evaluation. The core of Internal
Evolution is the PCR process, which is executed in two stages. The first stage of the PCR is
executed immediately after the courses during the Course Close Out (as prescribed above),
while the second stage of the PCR is done through Quality Assurance Committee (QMC) and
Academic Management Board (AMB) sessions. The instructions for the scope of work of the
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QMC and the AMB are given in SOP 300 – Annex J and Annex K, respectively. In addition,
the Commandant will seek feedback, initiatives and recommendations for improvement of
general management and ET activities at the Centre from Cooperation Committee (COOPC), as
instructed in SOP 300 - Annex L.
The External evaluation is focused on feedback from operational environment provided by
course graduates, their supervisors and members of community of interest in order to assess if a
training requirement has been met through the course attended by the course participants. The
External evaluation will be managed by ETPD/QMS and it will be conducted six months after
the end of the course. The inputs for External evaluation will be collected through questionnaire
(IAW Bi-SC 075-007, Chapter 9) that will be sent to the course graduates by email. The second
sources of information for the External evaluation will be Annual Meeting of Friends of PSOTC
during which ETPD/QMS will conduct focused interviews with external stakeholders
(representatives of operational HQs, international partners from national MODs, UN, NATO,
OSCE etc.). The collected information will be analyzed, presented at QMC and followed up by
ETPD/QMS.
5. External institutional evaluation
The External institutional evaluation will be performed by NATO ACT IAW Bi-SC 075-007
through on-site visits and Annual QA Report. Secondly, TRADOC AF BiH will evaluate the
Centre through on-site visits and regular periodical reports and briefings (monthly, quarterly, bi-
annual and annual). Thirdly, the partner agencies (UN, OSCE, and Ministry of Security of BiH)
and countries will be submitted annual report on Center’s performance during annual Meeting
Friends of PSOTC.
6. Institutional self-assessment
The Institutional self-assessment will be conducted through national quarterly and bi-annual
Training Briefings, QMC meetings and meetings of the AMB.
7. Directing Staff professional development
The Directing Staff (DS) are those officers and NCOs in Education and Training Department who
are required in the normal course of their duties to impart core course material to the student body.
The DS’ primary responsibility is teaching. They are also responsible for mentoring, guiding and
leading the students. Additional responsibilities for experienced DSs are related to preparation,
organization and execution of courses and other training events.
In order to insure development and maintenance of instructor’s proficiency to common and
acceptable standards, PSOTC will support instructor’s continuing development through Directing
Staff Professional Development Programme. The Directing Staff Professional Development
Programme of three phases as follows: Orientation, Induction and Follow up training. The
Programme will be development and coordinated by ETPD/QMS on behalf of HEDT IAW SOP
300 – Annex M.
8. Information systems and knowledge management
In order to maintain and sustain effective management of the core processes and the culture of
continuous improvement at the Centre, PSOTC will establish the system and procedures for
effective information and knowledge management, collection, record and tracking of relevant
information related to ET activities IAW SOP 300 – Annex N.
9. Communication and Public Affairs
The internal communication as well the external communication with the stake holders, potential
customers and the community of interest is a vital for the effective management within the
organization and one of the key factors influencing credibility of training and overall positive
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perception of PSOTC. Therefore, the PSOTC staff will adhere to the Instructions on
Communication and Public Affairs given in SOP 300 – Annex O.
10. Annexes:
A. Responsibilities of Course Director and Course Administrator
B. Instructions on Conduct of Education and Training
C. Student Code of Conduct
D. Assessment of the Students
E. Template - Student Feedback Form
F. Template - Staff Lessons Identified Sheet
G. Instructions Monitoring Report
H. Course Monitoring Report
I. Instructions on Course Close Out – First Stage of Post Course Review
J. Instructions on Quality Management Committee
K. Instructions on Academic Management Board
L. Organization and conduct of Cooperation Committee
M. Directing staff professional development
N. Information systems and knowledge management
O. Communication and Public Affairs
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SOP 300 - Annex A
Responsibilities of a Course Director and a Course Administrator
1. Course Director’s Responsibilities
A Course Director (CD) is responsible for/to:
a. General
1) As a SME to take a part in Scoping and TNA WG, which is tasked to turn a training
requirement into a training solution.
2) Development and maintenance of CCD III, a course preparation, conduct and close out –
post course evaluation.
3) Production of instructional material includes getting reference books and manuals for
instructional staff and the students, handouts for the students, production of maps and
overlay as well as student assessment materials in accordance with a Course Assessment
Plan.
4) A CD will request course supporting material through Annual Procurement Request.
5) Identify requirements for external speakers/role players, invite them and coordinate their
reception/stay during the course.
6) A CD is responsible for coordination of all external agencies involved in support and
execution of the course as well as preparation of filed exercises/study trips.
7) A CD will coordinate internal support of the course through Course Administrator who
will be tasked as per this Annex.
b. In the period from D-90 to NLT D-30:
1) Confirm if course will be held as per Annual Training Calendar or rescheduled.
2) Consult the latest version of HETD’ Annual Training Management Instruction.
3) Prepare a draft Course Schedule and seek its approval.
4) Conduct 1st Coordination Meeting.
5) Draft and distribute 1st Coordination Meeting Minutes.
6) Draft Course and External Speakers/Role Players Invitation Letters and send them
through Registry Office and monitor students subscription to the course.
7) Draft and send out request for execution of Filed Exercise/Trip to supporting/effected
authorities.
8) Distribute teaching responsibilities within assigned DS team and seek for approval to
distribute teaching responsibilities to other DS outside of the assigned team, if required.
9) Plan and coordinate preparations of DS assigned team and DS Induction week.
10) Follow up on students’ subscription and coordinate with external partners until next
Coordination Meeting.
c. In the period from D-30 to NLT D-15:
1) Confirm number of international (NLT D-30) and national – BiH (D-20) applied for the
course and seek for approval if the course will be held or rescheduled. If the course will
be rescheduled, inform effected participants/authorities, if no change – proceed with
follow up steps of the course preparation.
2) Send out Student Joining Instruction for NATO ACT sponsored students (NLT D-25, as
per SOP for International Activities) once number of these students is confirmed by
ETPD/QMS.
3) Send list of proposed participation of VIPs guests at Course Cloning Ceremony for
approval to HETD. Once approved, send out invitation letters and indicate PA/PR as POC
who will follow up on preparations and reception of the VIP guest.
4) Draft Course Supporting Requirements Matrix.
5) Conduct Coordination Meeting.
6) Draft Course Administrative Instruction and once approved, distribute the Instruction
(NLT D-15) within the Centre and outside, if required.
7) Follow up and coordinate transport, accommodation, meals, refreshments, access cards to
Camp EUFOR, production of training material, social and cultural activities for the
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students and external speakers/role players (and other supporting needs as per Course
Supporting Requirements Matrix).
d. NLT D-7:
1) Conduct the final Coordination Meeting and release Coordination Meeting Minutes.
2) Prepare and start execution of the DS Induction week.
3) Confirm provision of transport, accommodation, meals, refreshments access cards to
Camp EUFOR, production of training material, social and cultural activities for the
students and external speakers/role players (and other supporting needs as per Course
Supporting Requirements Matrix).
4) Confirm readiness and availability of IT and linguistic support.
5) Make students syndicate distribution and seating plan.
6) Confirm availability and readiness of course venues (auditorium and syndicate rooms) and
hand over keys of Syndicate Rooms to DS, who are responsible for the room for the
duration of the course.
7) Prepare printing materials for Student’s Welcome Packages.
8) Issue Course Schedule and Course Background Brief.
9) Confirm participation of external speakers that deserves special attention of
Commandant’s Office in the course and availability of HETD and PSOTC Commandant
for opening, course dinner and closing ceremony as well as participation of VIPs at the
Course Closing Ceremony.
10) Confirm and coordinate reception of international and national students as per the Course
Schedule.
11) Confirm that CA has arranged in processing activities as per the Course Schedule.
e. On D Day – Start of the course:
1) Report number of students arrived on the course by 0900hrs.
2) Make sure that CA coordinates reception and escort of the students into Camp EUFOR
and PSOTC as well as that Student Welcome Package is handed over to the students on
their arrival to the Centre.
3) Conduct the first welcome address to the students; introduce CA and yourself, prior
following in processing activities.
4) Make sure that CA coordinates in processing activities as per Course Schedule.
5) Moderate Course Opening Session;
6) Coordinate preparations and participation of HETD and Commandant at Course Photo.
7) Make sure that refreshments are ready for Ice-breaker after the Course photo session.
8) Conduct Course Introductory Briefing with emphases on: introduction of DS Team,
Course aim and ELOs, Content of the Course Schedule, Student Code of Conduct,
Academic Freedom, Course Duty Student, Student Feedback Form and obligatory course
social activities.
9) Make sure that CA delivers admin/log support details through Course Admin Briefing.
10) Welcome guest speakers, provide working space in dedicated venue where refreshments
for the speakers should be served and introduce guest speakers to the students. Upon
complication of a lecture, thank to a guest lecture, hand over Certificate of Appreciation,
provide her/him with feedback and make sure that she/he is escorted for lunch (if
applicable)/outside of the Camp and has transport provided.
11) Conduct daily hot wash-up with the DS Team.
f. From D-Day to the last week of the course
1) Every morning, make short address to the students reflecting on previous day and
introduce the activities of the day and make sure that all students’ needs are addressed.
2) Make sure that CA arranged Sarajevo Orientation tour on the first Wednesday of the
course and briefed the students on details.
3) Make sure that the students are filing Student Feedback Form at the end of each day.
4) Conduct DS Clinics prior complex exercises as required.
5) Provide and coordinate support to the external speakers as per SOP 200.
6) Make sure that CA has requested and provided required daily support for the course.
7) Conduct daily hot wash-up with the DS Team.
8) Participate in weekly Training Coordination Meetings run by HETD.
31
9) Execute other tasks as given in the main body of the SOP 200.
g. On D + Last Wednesday of the course:
1) Confirm details for Closing ceremony (if required call coordination meeting with those
involved in support): availability of the Commandant, participation of VIP guest and draft
Program of the Ceremony.
2) Remind students to finalize Student Feedback Form.
3) Make sure that CA has made necessary arrangements of course dinner and conducts
briefing for students’ participation on Thursday evening and identify any dietary
exceptions.
4) Send link to S-6, requesting preparation of Course CD for the students.
5) Prepare Student Report (when applicable) and Course Certificates and send for signature
by the Commandant.
h. On D + Last Thursday of the course:
1) Make sure that CA requested and coordinated transportation for international students
from the Centre to Sarajevo International Airport after the course is ended.
2) Coordinate last changes in Closing Ceremony and confirm with PA/PR participation of
external media at the Closing Ceremony.
3) Prepare concept note for moderation of Closing Ceremony.
4) Make sure that refreshments are ordered for course farewell after the closing Ceremony.
5) Collect Student Feedback Form.
6) Make sure that CA produced seating plan for Course official dinner. Arrive at a restaurant
where course official dinner will take place and make final confirmation of the
arrangements prior arrival of other participants of the event.
7) Confirm if HETD, CO and COS, DS Team or other guests will be participating in Course
official dinner. After the dinner, close the bill and verify costumers’ satisfaction by
signing it. Make sure that expenditure for Course official dinner are within provided
budget as per BiH national regulations.
i. On D + Last Day of the course:
1) Make sure that CA is coordinating out – processing activities.
2) Organize student – DS debriefing session per syndicates.
3) Address to the class and make final farewell remarks prior the Closing Ceremony.
4) Make sure that Course Certificates and students CDs are ready for distribution to the
students during Closing Ceremony.
5) Make sure that seating plan for Closing Ceremony for VIPs and guest is coordinated with
CSM and PR/PA.
6) Moderate the course Closing Ceremony.
7) Take a part in Course Farewell refreshment after the Closing Ceremony.
8) Ensure all plastic nametag holders, student ID and PSOTC access card are collected by
the CA or delivered by the students to a driver on the departure from PSOTC.
j. By D + 14:
1) Analyze DS Lesson Identified Sheet and Student Feedback Form.
2) Call for Post Course Review Meeting.
3) Write Course After Action Report.
2. Responsibilities of Course Administrator
A Course Administrator is responsible to a Course Director for/to:
a. General
1) Coordinate activities in all three phases according to this Annex.
2) Coordinate transport, accommodation, meals, refreshments, access cards to Camp
EUFOR, social and cultural activities for the students and external speakers/role players
and other supporting needs with respective staff sections according to the Course
Supporting Requirements Matrix.
3) Participate at Coordination Meetings and draft Meeting Minutes.
32
b. In the period from D-90 to NLT D-30:
1) Keep track on students’ subscription,
2) Create the list of participants and inform the CD.
c. In the period from D-30 to NLT D-15:
1) Confirm number of international (NLT D-30) and national – BiH students (D-20)
2) Submit List of course participants to BUDFIN section for approval of entitlement of
accommodation and meals.
3) After approval by BUDFIN, CA will submit list of participants, copy of individual
application and copy of ID to S-3 for provision of students ID cards to access Camp
EUFOR.
4) The CA will also submit a list of participants and copy of individual applications to S-1
for Students’ Demographic Database.
5) Provide estimate regarding transport, accommodation, meals, ice-breaker, refreshments,
cultural activities, official dinner and other supporting needs that will be used as in puts
for creation of the Course Supporting Requirements Matrix.
d. In the period from D-7 to NLT D-Day
1) Check readiness and availability of IT and linguistic support.
2) Provide transportation request matrix and coordinate reception of international and
national students and guest speakers.
3) Coordinate with Finance Office timing for payment of course fee by the international
students, where applicable.
4) Collect and fold Student’s Welcome Packages and label folders according to the
confirmed list of participants.
5) Set-up students’ labels in auditorium according the seating plan
6) Submit list of participants distributed per syndicates to IT section for creation of student’s
accounts and preparation of laptops for the students.
e. On D Day – Start of the course:
1) Check number of students arrived and inform CD by 08:30 hrs
2) Coordinates in processing activities as per Course Schedule
3) Deliver Administrative briefing (Admin/Logistic details, Camp Butmir rules, Orientation
Tour, Official dinner, daily routine and support).
4) Coordinate coffee and refreshments for Ice-Breaker 5) Coordinate Course photo
f. From D-Day to the last week of the course
1) Coordinate coffee and refreshments
2) Coordinate Sarajevo Orientation tour on the first Wednesday of the course and conducts
briefing for students.
3) Make necessary arrangements of course dinner (seating plan, dietary exceptions,
confirmations, etc.) and conducts briefing for students’ participation on Thursday
evening.
4) Provide required daily support for the course.
5) Coordinate transportation for international students from the Centre to Sarajevo
International Airport after the course is ended.
6) Print out Student Reports (when applicable) and Course Certificates
7) Coordinate production of course CDs and prepare them for distribution.
8) Conduct briefing and coordinate out – processing activities.
9) Collect all plastic nametag holders, student ID and PSOTC access card.
10) Execute other tasks as given in the main body of the SOP 200.
g. By D + 14
1) Provide Course costs overview
2) Submit proposals for course improvement
3) Take a part in Post Course Review Meeting.
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SOP 300 - Annex B
Instructions on Conduct of Education and Training
The Conduct of Education and Training at PSOTC will include: integration, planning, preparation,
execution and close out activities; as instructed bellow:
1. Course Integration
The integration of a specific course in PSOTC’s curriculum starts with approval of CCD I and II by
PSOTC AMB, which would be base to put a course in Annual Training Calendar and trigger
resource planning (request of material and services and financial support) . Once a course is in the
Annual Training Calendar, its related documents will be uploaded to ETOC and e-Prime, giving to
the course a code and in case of NATO accredited courses, seek course code from ACT.
The ETPD/QMS is responsible to plan a specific course into the Annual Training Calendar.
Appointed CD will in coordination with Section Head identify material and services required to
support the course and submit a course procurement request to the ETPD/QMS. The ETPD/QMS
will make ETD Annual Procurement Request and submit to S4 who will after that draft PSOTC’s
Annual Requirements Request and submit to higher HQ by the end of Jan of the current CY for
next CY. Once PSOTC’s Annual Requirements Request is approved by higher HQ, S4 will in
coordination with BUDFIN Section, ETPD/QMS and CDs draft Annual Procurement Plan and
submit to higher HQ by the end of Jun for next CY. The Annual Procurement Plan and other
material and service requirements for functioning of the Centre will serve as base for PSOTC
Annual Budget that will be drafted by PSOTC BUDFIN Section and submitted to higher HQ for
approval by the end of Jul for next CY.
In parallel, HETD will identify professional development requirements for DS and task
ETPD/QMS to develop Annual Professional Plan in order to increase PSOTC’s teaching
competences along with other internal and external activities in this field which is detailed under
point Staff Professional Development in this Chapter.
2. Course Planning
The planning stage of a course starts with confirmation that a particular Course is planned in
Annual Training Calendar by HETD to a CD, which is done concurrently with development of
Commandants Annual Training Guidelines and HETD’s Annual Training Management Instruction.
While Commandants’ guidelines sets overall framework for preparation and delivery of courses in
upcoming year, providing guidelines on training objectives and priorities, resource distribution and
provisions on internal coordination and external cooperation (issued in official languages of BiH),
HETD’s Annual Training Management Instruction details: responsibilities within ETD in terms of
training delivery at the Centre and on MTTs; International Activities Plan; DS Professional
Development Plan and Students’ Distribution and Support Plan (issued in English language, as per
template enclosed in SOP 200). Once these two documents are released (NLT 6 months prior next
CY), a CD will consult them in order to collect necessary information influencing further steps in
preparation of a course.
At this stage, a CD will integrate Post Course Review (PCR) inputs form previous iteration of an
existing course into CCD III and seek approval from HETD.
A CD will also make initial coordination with partner agencies and other stakeholders that will be
included in a course delivery.
3. Course Preparation
Depending on the complexity of a specific course, its preparation time may vary, but in any case
this phase will start NLT D-90, with the first course coordination meeting called by a CD, who is
responsible for a course preparation, conduct and close out – post course evaluation. A CD
34
executes these activities following established chain of command in coordination and through
Training Section Head to where a specific course belongs to.
At this stage, a CD will have at her/his disposal a Course Administrator (CA) and DS team
confirmed by HETD. The preparation phase last until D-7, when a course is considered to enter
into execution phase with one week pre-course activities, which are detailed in next step of course
conduct.
Following instructions are not necessarily given in particular sequence, but many of them are
executed concurrently throughout preparation of a course (more detailed instructions are given in
PSOTC SOP 200 and Annex SOP 300 – Annex B):
a. Course Coordination Meetings. There will be at least three mandatory Course Coordination
Meetings during a course preparatory phase. The first Course Coordination Meeting that takes
place NLT D-90 which aims at an initial information exchange and serves as a de-conflicting
mechanism in terms of resources, constraints as well as for coordination of all staff support
requirements. In addition, during this meeting a CD should confirm final students’ distribution
on a course, available sponsorships for international students, possibility for inviting external
speakers and any other issue which would enable a CD to send invitation letters after the
Meeting.
The 2nd
Course Coordination Meeting will take place NLT D-30, after the closure of students’
application process in order ensure no external interference with a course, situational awareness
and synchronization of efforts between supported and supporting elements within the Centre.
As a part of preparation of the meeting a CD should have drafted all Course Supporting
Requirements Matrix (which will become an annex to Course Administrative Instruction in
upcoming steps of course preparations). After the 2nd
Course Coordination Meeting, but NLT
D-15, a CD will draft Course Administrative Instruction in English language (as per Template
in SOP 200) and once approved by HETD, disseminate the document in electronic version to all
section heads in the Centre.
The 3rd
Course Coordination Meeting will be held NLT D-7 in order to make final coordination
of preparations for a course. A CD will determine level and profile of participation at different
Course Coordination Meetings. A CD will make sure that each Course Coordination Meeting is
recorded as per template given at SOP 100-Annex C, stored as per SOP 300 – Annex N. A CD
is free to organize any other coordination meeting other than those mentioned above. During
Weekly Training Coordination Meetings, organized by HETD, a CD will provide a short update
on a progress of preparations of a course.
b. Invitation letters. Based on Students’ Distribution and Support Plan, a CD will draft invitation
letters for the students and external speakers and once approved by HETD and signed by the
Commandant, make sure there are sent out by Registry Office NLT D-90 (Template of a Course
Invitation Letter is at SOP 200). For NATO accredited courses, a scanned copy of students’
invitation letters should be sent to ETPD/QMS to be uploaded on e-Prime. Application deadline
on all courses for international students is by D-30 and for BH students is by D-20.
External speakers for a course can usually be provided by the community of interest (PTECs,
NATO COEs), governmental and non-governmental agencies or partner agencies. Where
possible and appropriate, the CD must identify more than one guest speaker or supporting
speaker for each subject and alternate participation from each to maintain speaker relevance.
Invitation of external speakers must be cleared by a CD with HETD before sending an
invitation letter. A sample invitation letters for external speakers is in SOP 200.
c. Post-Application Procedures. Once students’ application process is closed, a CA will submit
List of course participants to BUDFIN section for approval of entitlement of accommodation
and meals. After approval, BUDFIN Section will submit list of participants to S-3. The CA will
submit copy of individual application and copy of ID to S-3 for provision of students ID cards
to access Camp EUFOR NLT D-15 for all students. The CA will also submit a list of
participants and copy of individual applications to S-1 for Students’ Demographic Database and
35
to S-6 for preparation of student’s accounts and preparation of laptops as well as draft and send
Visa Support Letter to a nation requiring such document (as per template in SOP 200).
d. Support to external speakers. Depending on existing arrangements between PSOTC and partner
agency, in general PSOTC will provide to international speakers: transport from/to International
Airport Sarajevo – a hotel – PSOTC- a hotel for duration of engagement; accommodation and
meals. PSOTC will provide to the national external speakers: transport in the area of Sarajevo,
accommodation and meals (if entitled as per national regulations). A CD will submit speaker’s
supporting requirements through Course Supporting Requirements Matrix. PSOTC will not
provide honorarium for lecturing to any external speaker.
e. Speaker Gifts. A CD should prepare the Certificate of Appreciation for external speakers, which
will be handed over by a CD or by PSOTC Commandant for speakers ranking OF-6 and above
or civilian equivalent.
f. Accommodation and Meals. PSOTC will provide and cover expenses for accommodation and
meals on the Camp EUFOR for international sponsored students and national students (as per
national regulations). PSOTC will also provide accommodation and meals on the Camp
EUFOR for International non-sponsored students, but they will pay expenses for these services
to EUFOR. International non-sponsored students are free to stay outside Camp Butmir in
nearby hotels, but daily transportation to/from PSOTC is their own responsibility.
g. Transportation. A CD should make sure to request transportation for international students
from/to International Airport or Railway/Bus Station Sarajevo in a Course Supporting
Requirements Matrix.
h. Refreshments. A CD will request coffee and bottled water for the students and speakers to be
served in the students’ common room twice a day as per Course Program. Refreshments served
on the first Monday morning, after taking a course photo, should be used as an icebreaker for
the students and the staff (obligatory attendance for: Commandant, COS, HETD, Training
Section Head responsible for the course, CD and course DSs). Refreshments served on the
morning of the last day of the course, after graduation ceremony, should be used as a farewell
function attended by the students and the staff (attendance the same as for the icebreaker).
i. Visitor Access. The visitors to a course will be escorted by S-3 Section based on CD’s request
in accordance with existing rules and regulations on the subject.
j. Field Exercises/Study Trip. If the course contains a field exercise or study trip, a CD should
establish contact with the affected authorities as early as possible to explore feasibility of
conducting an exercise in a particular area. Once arranged, a CD will draft a written formal
request and once signed by the Commandant, follow up and liaise with the HQ/agency as
necessary to conduct initial planning.
k. Linguistic Services. If required, S6 will provide equipment for interpretation, but partner agency
will provide the interpreters;
l. IT Support.
1) VTC support should be coordinated with S6 as soon as possible to provide timely and
quality support.
2) The main drive for information management within ET domain is shared T-drive on
PSOTC’s server. The Instructions on Information Management is given in SOP 300 – Annex
N.
3) Based on the students syndicate list submitted by the CA to the Section S-6, the Section
will prepare accounts for the students that would enable them to access students’ shared drives
at PSOTC as well as to prepare laptops that will be handed over to the students during In
processing phase for each course by S-4. Exceptional cases, when laptops will not be handed
36
over to the students will be announced by the CD to the Section S-6 through Course
Supporting Requirements Matrix.
m. Video recording. Based on CDs request, S-6 will provide a photographer to make a course
photo on the first Monday morning of the course, after course opening as well as during any
other required photo-coverage in the course.
n. Social and Cultural Activities. PSOTC will cover expenses for guided Sarajevo orientation tour
for the students, which should be planned on the first Wednesday afternoon and requested by a
CD. PSOTC will cover expenses for formal course dinner on each course, which should be
planned on the last Thursday evening of the course and requested by a CD.
o. Course Schedule. A CD will draft a Course Schedule as per template given in SOP 200, and
publish it electronically to all section heads on Thursdays afternoon for upcoming week,
together with the Course Background Brief (only for Week1 of the course, using template in
SOP-200). The Course Background Brief is a one pager intended to provide an overview of the
course and to keep key personnel in the Centre informed prior the start of the course as well as
the document will serve as a base for an article about the start of the course, which will be
drafted and published by PR Officer. Printed version of a Course Schedule will be delivered to
the students and posted on notice boards in Auditorium and halls in the basement and first floor
in the Centre.
As a daily routine, courses will run from 0815 – 1545 hrs Mon-Thu and 0815-1200 on Friday.
This, coupled with homework will enable the course to complete its syllabus and also, enable
BiH students to get a break over the weekend without travelling home late on a Friday nights as
well as to align PSOTC’s daily routine with BiH national working regulations. However, if a
course curriculum requires, in exceptional cases, working day might be extended. As a
minimum, the following administrative items should be included in the schedule:
1) In processing activities on arrival of the students on Monday morning (Briefings by Fire
Department Security Briefing, Mine Awareness Briefing, IT, HOTO of laptops and
students training material).
2) Administrative briefing delivered by Course Administrator.
3) Course opening by a member HETD.
4) A CD Course Briefing, to include aim, ELOs, as stated in the CCD, the course schedule,
and the code of conduct for the course.
5) Time for taking the course photo on Monday morning after course opening and icebreaker
afterwards.
6) Tuition payment on the first Monday morning during lunch time.
7) Sarajevo guided orientation tour on the first Wednesday afternoon of the course.
8) Official Dinner on the last Thursday evening of the course.
9) Close Closing Ceremony on the last Friday morning by the Commandant, followed by
Course Farwell Function (refreshments).
10) Out-processing briefing on the last Thursday afternoon by a Course Administrator.
p. Course Related Material. Pre-reading material can be posted to the Students shared drive:
T:\DOCUMENTS FOR STUDENTS, at the CD discretion. In addition, specific
UNCLASSIFIED information to registered students can be sent by email by CD in advance. All
course-related UNCLASSIFIED materials (e.g., documents, manuals, treaties, hand-outs,
37
presentations and Course photo) will be burned by S6 on a CD and handed over to CA for the
students to be handed over during Course graduation ceremony.
q. Classroom Preparation. On the Friday prior to the course, the CD with support of S4 will
prepare the classroom and inventory in both the main classroom and any syndicate rooms in
accordance with in the Course Supporting Requirement Matrix. Students Welcome packages
(with students ID, map of Camp EUFOR, Course Schedule, Students Feedback Form, a pen and
A5 notebook) should be prepared at PSOTC’s reception.
4. Course Execution
The Course Execution starts one week prior actual teaching activities and includes: Directing Staff
Induction Week, Daily support management of the course, Delivery of education and training,
Students’ conduct, Assessment of the students and Course and Instructions Monitoring.
a. Directing Staff (DS) Induction Week.
The DS Induction Week in will be run a week prior the start of the course in order to ensure
highest quality of delivery of the course and to provide common understanding and teaching
approach to key subjects within a course among teaching DS as well as to make the last
necessary adjustments in lectures/syndicate discussions and exercises. A CD will prepare a
Program for The DS Induction Week which should as minimum include: external lecturers/DS
in processing, introduction to daily routine during the course, course organization and
students’ syndicate distribution, review of key/new lectures, syndicate discussions and
exercises, matters related to the Assessment of students and Course monitoring.
However, depending of complexity of the course, a CD could plan DS Induction longer than a
week or to run DS Clinics during the course before major exercises. During this week the CD
should have received all external lectures presentations and pre-reading material, which is
already reviewed and shaped to meet ELOs during Preparation phase of the course.
In addition, the CD should make the last coordination related to: supporting issues,
transportation, reception and accommodation of the students, availability of
HETD/Commandant for opening/closing and course dinner, participation of external lectures
that deserves Commandant’s attention through HETD (OF-5 and above, Deans/Directors from
partner organizations) as well as students syndicate distribution. In terms of the distribution of
the students in syndicates, the CD should pay special attention to: gender, nationality, service,
rank, and resentment or tension between nations. The configuration of a syndicate would
influence its work and overall atmosphere on the course.
b. Daily Support Management of the Course
1) The CD is the first member of PSOTC with whom the students would have a contact.
Therefore, it is important that students get good impression of the Centre thorough CD’s
engagement in making positive learning environment for the early beginning.
2) At the Course briefing, the CD will emphasise:
a) Students’ Code of Conduct and obligation of all to adhere to it.
b) Student Feedback Form should be prepared by CD in e-version (as per template in
SOP 300-Annex E) as well as Staff Lessons Identified Sheet (as per template in SOP
300 – Annex F) during Preparation phase of the course. The feedback from the
students and the staff is valuable tool to collect their views and inputs on the course,
which PSOTC highly appreciates. All Forms should be filled in and stored as per SOP
300 – Annex N. For those missing Forms, the CD should ask for them before the start
of the lectures on Friday morning.
38
c) Academic Freedom at PSOTC is based on Chatham House Rule,6 which is the
milestone for free and opened academic discussion during the course, without
attribution to an originator.
3) The CD should address to the students every morning shortly prior lecturing making sure
that all students needs are addressed and taken care of.
4) The CD will make sure that external lecturers are provided with pre-arranged support,
escorted, introduced to the students prior their lecture and given a space where they can
work prior or after their lecture.
5) The CD will organize short Hot Wash Up with DS and external lecturers every day of the
Course in order to reflect on the content and delivery of the course, students’ engagement
and progress and to identify and solve potential issues as a course progresses.
c. Delivery of Education and Training.
The following methods of training are used at the PSOTC:
1) Lectures. Lectures are delivered in the main auditorium. The majority of lecturers are the
PSOTC DS, but they are also delivered by external lecturers. The standard length of a
lecture is 45 min, including time for questions. Lecturers should:
Be aware that the audience is listening to a foreign language and therefore pace
themselves accordingly.
Provide slides in the standard PSOTC format (template at SOP 200).
Provide/store (at a course folder on T-drive) a copy of the presentation with pre-
reading material to the CD as required by her/him.
2) Syndicate Room Discussions (SRD). The SRD are the core method of delivering
instruction and ensuring understanding of delivered subject matter. Although DS will
develop their own style of instructing syndicates, they must be thoroughly prepared and
ensure that:
The students make a fair contribution in discussions, encouraging those more
reticent.
However widely the argument ranges, the correct lessons are eventually brought out.
These lessons will be specified in the syndicate discussion „DS SOLUTION“ as a
possible solution.
A „DS SOLUTION“ is the guidance issued by a tutorial/exercise author to the DS in
order to allow the syndicate DS to guide the students. It is not to be issued to
students. At the very minimum a pink must contain:
- References so that each DS can conduct their own research well in advance.
- Aim of the discussion
- Time allocated.
- Key Lessons to be drawn out.
- A suggested sequence – every DS will have her/his own style, and therefore this
should be loose guideline except where it is absolutely necessary to follow a
sequence to get to the answers. What is set in the stone is the aim of the lesson
and the key lessons that need to be brought out.
- A summary
6 More on Chatham House Rule at https://www.chathamhouse.org/about/chatham-house-rule
39
The DS SOLUTION is never to be on display. DS should use some form of folder to
disguise it and should not refer to it slavishly.
After some experience, DS will work out their own way of preparing for syndicate
work. At the beginning, new DS may find it most useful and effective to base a
syndicate period upon a plan which includes:
- The essential facts which must be covered during discussion and a time-table.
- The allocation of questions to students.
- Points for opening and summing-up.
Students are not allowed access to DS NOTES except when appointed as chairmen,
in which case they should be allowed to see the notes, or a précis of these by the DS,
in sufficient time to allow appropriate preparation.
DS should regard their syndicate discussions as an exercise involving a gathering of
officers, all with varied experience, each with something to contribute and all trying
to find a sensible answer to a problem, assisted and directed by the DS themselves.
With DS assistance and direction the syndicate discussion is intended to present
students with the opportunity to explore and learn more about the subject covered.
The amount of direction needed will be greater at the beginning of the Course than at
the end, and DS must learn to assess the degree of intervention required to prevent
fruitless and ill-informed discussion.
The DS are to avoid: talking too much themselves and taking control too frequently
or too obviously; giving the impression that they are trying to catch students out;
following the DS SOLUTION slavishly, rather than basing discussion on
worthwhile students’ ideas or solutions; setting themselves up as experts.
The successful handling of a syndicate requires a sound knowledge of the subject.
Therefore it is recommended to have DS Clinic or shorter coord meetings of
Syndicate DS and DS in charge of the subject matter at least a day prior the SRD.
3) Tutorial Exercises. Tutorial exercises take place regularly on a
course and are designed to take students step by step through complicated processes.
Before every tutorial a short DS clinic will be run to ensure that the DS are comfortable
with the subject and have the same understanding of the concept and methodology.
It is incumbent upon every DS to have the moral courage to tell the tutorial author when
they are not familiar enough with the material to teach it. It is also incumbent on every
individual to do the necessary extra research to become thoroughly familiar with the
subject. Tutorials will vary in style and depth from subject to subject, given the time
available. They are critical activities as they are key enabler for the students to reach ELOs.
The students will require advance guidance to references, as will DS.
4) Exercises. A variety of different exercises take place during the
courses, each of which have differing aims, but are primarily designed to assess students’
ability to apply what they have been taught in practice. The common aim in each of them is
to promote teamwork, as almost all the exercise are done in syndicate or sub syndicate
groups. They include (but are not limited to) the following types of exercises: Map
Exercises (MAPEX; Tactical Exercises Without Troops (TEWT) and Command Post
Exercises (CPX).
40
A variety of exercises, whether they are TEWTs, CPXs or MAPEXES are integral to a
course instruction. Each will have its own specific detailed requirement, but in outline, an
exercise author appointed by a CD, should cover following items:
A Covering Letter - indented to set out the context and purpose of the exercise whilst
giving direction to staff.
Paperwork for Students - designed to enable students to participate fully in the
exercise. It must include as a minimum:
- Scenario, which should be drawn from the common scenario.
- Detailed paperwork to the correct standard emanating from higher HQs.
- Clear direction as to the requirement.
- Maps, overlays and sketches.
- Supporting paperwork (such as templates) that allows the students to achieve
the requirement.
Paperwork for DS should have all documents as students
received as well as DS SOLUTION, when required.
d. Student Code of Conduct
The Students’ Code of Conduct sets a regulatory framework for students’: expected attitude
and behavior while on the course, participation and contribution to the course, language skills,
academic misconduct and students appeals.
The Student Code of Conduct is enclosed in SOP 300 - Annex C. It will be available to all
students in electronic version on T:\DOCUMENTS FOR STUDENTS and reinforced through
CD’s Course introductory briefing.
e. Assessment of the Students
Policy and procedures on Assessment of the students are given in SOP 300-Annex D.
f. Course and Instructions Monitoring
The Directing Staff (DS) and lecturers will be formally observed when delivering instructions
at PSOTC IAW Bi-SCD 075-007 (Chapter 8 and its Annex S). The monitoring of instructional
performance of DS/lecturers will be conducted to assess: consistency of content of the lecture
with CCD III; delivery techniques and effectiveness of course design - in order to ensure
continuous improvement of instructional effectiveness and strategy – the focus is to improve
instructions. The monitoring of instructions will be done in accordance with a Course
Monitoring Plan, which will be drafted by respective HETS and approved by HETD. The
monitoring will be executed by HETS (SPR), HETD or the Commandant. Observations during
monitoring will be recorded and debriefed to a DS/lecturer as per template in SOP 300 –
Annex G, which will be stored in HETD files.
In addition, on case by case basis and during a particular pilot courses, PSOTC will engage
external evaluation personnel/SMEs from community of interests to conduct Course
monitoring in order to assess alignment of the course with CCDs – the focus is to make
overall improvement of the course design. Course Monitoring also provides an opportunity to
verify that instructors have the prerequisite qualifications and training is satisfied. The Course
monitoring will be planned in Course Monitoring Plan, mentioned above, and executed by an
external evaluator in coordination with HETS and CD. Immediately after the course, the
evaluator will debrief CD and submit Course Monitoring Report (as per template in SOP 300
– Annex H) to HETS, ETPD/QMS and HETD.
41
5. Course Close Out
The Course Close Out phase starts immediately after finishing of a course and will be finalized
within a two weeks following the end of the course. The Course Close Out is a start of Post Course
Review (PCR) process, which is at the same time part of Evaluation phase of the course. The PCR
process is instructed in SOP 300 – Annex I.
42
SOP 300 – Annex C
Student Code of Conduct
1. Adherence to Organizational Values. The PSOTC is an excellent PSO training centre which has
earned a strong international reputation and as such strives to provide the highest quality education
and training to both domestic and international security professionals. In order to preserve its
reputation the Centre expects that all personnel, including the students while on courses at PSOTC,
adhere to following organizational values:
a. Professionalism. All personnel at PSOTC will work not just to meet the minimum
standard, but consistently strive to do their very best to achieve and maintain highest quality
standards in the Centre. The personnel at PSOTC will commit themselves to excellence in all
aspects of their professional responsibility, while adhering to principles of professional ethics:
loyalty, selfless service, integrity and professional solidarity.
b. Cultural Awareness. Appreciating the importance of operating in a multicultural and
international context, PSOTC actively demonstrates dedication to engage in collaboration with
partner nations and institutions within and beyond South East Europe. Therefore, personnel at
PSOTC will pay extraordinary attention to cultural awareness within and outside of the
Centre.
c. Innovation. Taking into account that the new ideas are the main drivers behind organizational
development, PSOTC encourages its personnel to bring in new initiatives based on operational
requirements and technological developments that would increase quality of education and
training as well as welfare of the students and staff in the Centre.
d. Constant Improvement. The achievement of highest international standards requires constant
improvement in policies, processes and procedures. PSOTC is dedicated to continuous
revision of education and training processes, professional development of its personnel and
administrative procedures that would lead to costumer oriented constant quality satisfaction
and improvement.
2. Working language. English language is the working langue at PSOTC and it is expected from all
students to use English language on all occasions during the course. In case that a student does
not meet required English language standard (as given in CCD II, Course Invitation Letter), a
Course Director will interview the student together with English Language Teacher in order to
identify remedial actions to be taken, including one-to-one additional English language training
sessions with English Language Teacher, after regular teaching hours.
3. Chain of command. A Syndicate Directing Staff (DS) is the first instance to whom students
should address their requests. In case, that a course is not structured in way to have a Syndicate
DS, than her/his role has Course Director.
4. Student Assessment. PSOTC conducts two types of assessments: formative and summative. In
any case, a Course Director will timely brief the students prior an assessment on concept, rules,
regulations and criteria of a particular assessment, described below:
a. Formative assessment. The goal of formative assessment is to gather feedback that can be
used by the instructor and the students to guide improvements in the ongoing teaching and
learning context. The formative assessment will be done during teaching process through:
quizzes, syndicate discussions, exercise tutorials etc. Formative assessment is not graded,
and the students will receive verbal feedback ether as group or individual from Syndicate
DS, Course Director or a lecturer.
b. Summative assessment. The goal of summative assessment is to measure the level of success
or proficiency that has been obtained at the end of an instructional unit (module, exercise,
43
part or at the end of a course) through theoretical or practical exam (Formally Assessed
Activity – FAA), by comparing it against standards, criteria or benchmark. The summative
assessment is graded as per standards which will be provided by a Course Director prior
particular exam. The results of summative assessment will be recorded in written, presented
to a student and noted in Student Report in all courses where summative assessment is
conducted. Grading Matrix for FAAs is enclosed in SOP 300 – Annex D, Appendix 1. On
FAAs during courses accredited as per Bologna process, University of Sarajevo Grading
Matrix will apply.
5. Attendance and achievements on the course. The students are expected to take a part in all course
activities and to do their outmost to make a progress and successfully finish the course. At the
end of a course, PSOTC will award one of two types of certificates:
a. Certificate of Completion will be awarded to the students who meet all assessment standards
and who attend all activities at the course. On courses that have summative assessment,
PSOTC will issue written Student Report (in three copies: 1xcopy for PSOTC, 1xcopy for a
student – to be delivered through sending authority and 1xcopy of the Report to the sending
authority itself). Grading of the overall achievement of the student on such courses will be
done in accordance with Course Overall Achievement Grading Matrix given in Student
Report (SOP 300 – Annex D, Appendix 2).
b. Certificate of Attendance will be awarded to a student that fails to attend more than 5% of
classes (cumulatively) during the course; whose overall average result of all FAAs is less
than 40% (on courses that conduct summative assessment) and those whose altitude towards
the course is hostile and resulted in remedial disciplinary action. In case that a course has
one summative test and a student fails to pass threshold of 40%, the student will be given
opportunity to take a re-test.
6. Plagiarism/Academic Misconduct and Cheating. Plagiarism is defined as “The act of claiming to
be the author of material that someone else actually wrote” (Encyclopedia Britannica Online).
Plagiarism can be committed in a variety of forms such as:
Verbatim copying of material from other sources, without proper acknowledgment and
attribution to those sources;
Presentation of material in a paraphrased form without proper acknowledgment of the
original source of ideas;
Presentation of concepts, theories and models of other authors as own;
Wrong attribution to the sources by making misleading references. Proper attribution and
acknowledgment are achieved by using quotation marks, references and lists of
bibliography. Instructions on this are provided to the students at the beginning of the
courses and are contained in the course materials.
a. Plagiarism can be of varying degrees, ranging from fully plagiarized work at one end of the
spectrum to a few single non-attributed sentences at another. Plagiarism can be deliberate or
accidental, resulting from careless writing or formatting mistakes. PSOTC does not excuse
accidental plagiarism. It is an imperative that an author of a written paper ensures consistent
and accurate referencing of the used material.
b. Cheating during exams is completely unacceptable and needs to be dealt with rapidly,
consistently and with great care and diligence. Once there appears to be sufficient evidence
to warrant further action, the Commandant is to be informed, and a Viva is to be convened
on order.
c. Viva. A Viva in this instance is an oral examination of a student, with minimal notice. The
aim of the Viva is not to convict, but to examine whether the student’s knowledge is
consistent with what he has presented on a written paper, exam or presentation.
44
d. After the Viva, a written report will be submitted to Head of Education and Training
Department for the final decision what further action should be taken. If proved that a
student has breached Policy on Plagiarism/Academic Misconduct and Cheating, it may result
in a student release from the course. The sending authority will be subsequently informed.
7. Student’s Appeal. PSOTC has established mechanism that would allow students to submit their
request for revision of a decision made within the chain of command, to the next higher authority
within the Centre with regard to review of decisions related to academic achievements and to
decisions related to disciplinary issues, as described below:
a. The first level of academic appeal is with the Course Director with whom a student should
request review of DS decision. If a student remains unsatisfied with the decision of a Course
Director, the second level of academic appeal is that a student submit written request to
Head of Training Section, responsible for the course, through her/his DS. The Head of
Training Section will review all necessary documents and previous decisions by Course
Director and DS, make an interview with the student and provide written decision. If the
student is still not satisfied with the result of the reassessment, she/he may make a formal
application in writing to the Head of Education of Training Department within 7 days for
final determination and decision on the case.
b. For a student appeals related to disciplinary issues, participation and attendance, language
skills and a decision prior made by a Viva, the first step is to request a Decision Revision
Cuncil (DRC) through the Course Director to be convened within 24 hours of receiving a
decision that they wish to dispute. The DRC will be composed of three members not directly
associated with the execution of the Course and they will be appoinited by the Commandant.
After the case is presented by a student and teaching staff, the DRC will make
recomandtions to the Comamndnat for the final decision.
8. Financial liability and responsibility. The students will be held responsible and financially liable
for any damaged made in accommodation, teaching and sport facilities, teaching and supporting
equipment and any other property of PSOTC. The sending authority will be informed
subsequently.
9. Duty student. The students will perform as a Duty Student during the course, as per SOP regulating
this field. The Duty Student is responsible to the Course Director.
10. The students will select a Course Senior Student, who will be representing the class during PSOTC
Cooperation Committee (COOPC). The role of the COOPC is to ensure that the Commandant is
provided with the best possible advises and information for decision making that will improve
overall management and quality in the Centre.
45
SOP 300 – Annex D
Assessment of Students
1. In accordance with Bi-SCD 075-007 (Chapter 6-8) and PSOTC’s Education and Training
Management goals which are focused on delivering the highest quality and internationally
recognized education and training at the Centre, PSOTC plans, organizes and conduct
Assessment of Students as a part of the application of NATO SAT in ET process in the Centre.
This Annex outlines policy and procedures on Assessment of Students during courses delivered
by PSOTC.
2. The Centre conducts Assessment of the Students by using formative and summative type of
assessments, depending on the Course Assessment Plan. In any case, a Course Director will
timely brief the students prior an assessment on the concept, rules, regulations and criteria of a
particular assessment during the course.
a. Formative assessment.
1) The goal of formative assessment is to gather feedback that can be used by the DSs and
the students to guide improvements in the ongoing teaching and learning process. The
formative assessment will be done during teaching process through: quizzes, syndicate
discussions, exercise tutorials etc.
2) Formative assessment is not graded, and the students will receive qualitative verbal
feedback ether as group or individual from Syndicate DS, Course Director or a lecturer.
3) Since English language is the working langue at PSOTC, special attention will be paid to
the students struggling to meet required English language standard that would enable
them to participate in the course effectively. In case that a student does not meet required
English language standard (as given in CCD II, Course Invitation Letter), a Course
Director will interview the student together with English Language Teacher in order to
identify remedial actions to be taken, including one-to-one additional English language
training sessions with English Language Teacher, after regular teaching hours.
b. Summative assessment.
1) The goal of summative assessment is to measure the level of success or proficiency that
has been obtained at the end of an instructional unit (module, exercise, part or at the end
of a course) through theoretical or practical exam (Formally Assessed Activity – FAA),
by comparing it against standards, criteria or benchmark. Without intention to impose
solution within a Course Assessment Plan, following guidelines should be taken into
account in terms of what type of courses should use summative assessment: staff NCO
and officers’ courses whose graduates are indented to work at multinational HQs (i.e.
PSO Staff NCOs’ Course, International Staff Officers’ Skills Course, International
Military Peace Operations Staff Officers’ Course, UN Staff Officers Course etc.); UN
accredited courses (i.e. UN Police Course); courses accredited as per Bologna Process
(i.e. Media Management in PSO Course, Euro Atlantic Security Course).
2) Since the summative assessment is graded, a CD will pay special attention to design of
Course Assessment Plan, development, preparation and timely communication to the
students of rules, regulations and standards prior a particular exam.
3) The results of summative assessment will be recorded in written, presented to a student
and noted in Student Report in all courses where summative assessment is conducted.
Grading Matrix for FAAs is enclosed in SOP 300-Annex D (Appendix 1).
4) On FAAs during courses accredited as per Bologna process, University of Sarajevo
Grading Matrix will be applied and presented to the students transparently prior an exam
on these kind of courses.
46
3. For overall assessment on the courses where summative assessments are applied, a CD will use
Course Overall Achievement Grading Matrix, which is integral part of Student Report (template
in SOP 300-Annex D, Appendix 2), which will be issued along with a course certificate.
4. Attendance and achievements on the course. The students are expected to take a part in all course
activities and to do their outmost to make a progress and successfully finish the course. At the
end of a course, PSOTC will award two types of certificates:
a. Certificate of Completion will be awarded to the students who meet all assessment standards
and who attend all activities at the course. On courses that have summative assessment,
PSOTC will issue written Student Report (in three copies: 1xcopy for PSOTC, 1xcopy for a
student – to be delivered through sending authority and 1xcopy of the Report to the sending
authority itself).
b. Certificate of Attendance will be awarded to a student that fails to attend more than 5% of
classes (cumulatively) during the course; whose overall average result of all FAAs is less
than 40% (on courses that conduct summative assessment) and those whose altitude towards
the course is hostile and resulted in remedial disciplinary action. In case that a course has
one summative test and a student fails to pass threshold of 40%, the student will be given
opportunity to take a re-test.
5. Plagiarism/Academic Misconduct and Cheating. Plagiarism is defined as “The act of claiming to
be the author of material that someone else actually wrote” (Encyclopedia Britannica Online).
Plagiarism can be committed in a variety of forms such as:
Verbatim copying of material from other sources, without proper acknowledgment and
attribution to those sources;
Presentation of material in a paraphrased form without proper acknowledgment of the
original source of ideas;
Presentation of concepts, theories and models of other authors as own;
Wrong attribution to the sources by making misleading references. Proper attribution and
acknowledgment are achieved by using quotation marks, references and lists of
bibliography. Instructions on this are provided to the students at the beginning of the
courses and are contained in the course materials.
a. Plagiarism can be of varying degrees, ranging from fully plagiarized work at one end of the
spectrum to a few single non-attributed sentences at another. Plagiarism can be deliberate or
accidental, resulting from careless writing or formatting mistakes. PSOTC does not excuse
accidental plagiarism. It is an imperative that an author of a written paper ensures consistent
and accurate referencing of the used material.
b. Cheating during exams is completely unacceptable and needs to be dealt with rapidly,
consistently and with great care and diligence. Once there appears to be sufficient evidence
to warrant further action, the Commandant is to be informed, and a Viva is to be convened
on order.
c. Viva. A Viva in this instance is an oral examination of a student, with minimal notice. The
aim of the Viva is not to convict, but to examine whether the student’s knowledge is
consistent with what he has presented on a written paper, exam or presentation.
d. After the Viva, a written report will be submitted to Head of Education and Training
Department for the final decision what further action should be taken. If proved that a
student has breached Policy on Plagiarism/Academic Misconduct and Cheating, it may result
in a student release from the course. The sending authority will be subsequently informed.
47
6. Student’s Appeal. PSOTC has established mechanism that would allow students to submit their
request for revision of a decision made within the chain of command, to the next higher authority
within the Centre with regard to review of decisions related to academic achievements and to
decisions related to disciplinary issues, as described below:
a. The first level of academic appeal is with the Course Director with whom a student should
request review of DS decision. If a student remains unsatisfied with the decision of a Course
Director, the second level of academic appeal is that a student submit written request to
Head of Training Section, responsible for the course, through her/his DS. The Head of
Training Section will review all necessary documents and previous decisions by Course
Director and DS, make an interview with the student and provide written decision. If the
student is still not satisfied with the result of the reassessment, she/he may make a formal
application in writing to the Head of Education of Training Department within 7 days for
final determination and decision on the case.
b. For a student appeals related to disciplinary issues, participation and attendance, language
skills and a decision made prior by a Viva, the first step is to request a Decision Revision
Council (DRC) through the Course Director to be convened within 24 hours of receiving a
decision that they wish to dispute. The DRC will be composed of three members not directly
associated with the direct execution of the Course and they will be appoinited by the
Commandant. After the case is presented by a student and teaching staff, the DRC be will
make recomandtions to the Comamndnat for the final decision.
48
Appendix 1
SOP 300 – Annex D
Formally Assessed Activities Grading Matrix
Description
GRADE (X)
of Correct Performace (%) DESCRIPTION
EXCELLENT
(A)
86 - 100 %
Work of such a high standard has to be acceptable without
change; work not subject to improvement or only subject to
minor improvement as a matter of personal and subjective
preference.
An excellent performance, in accordance with conditions and
given standards; making mistakes or incorrect answers 14% or
less.
VERY GOOD
(B) 70 - 85 %
Work which generally meets the objectives of the exercise or
exam, but in which a few alterations to both substance and
detail must be made. (An excellent first draft. A commander
or senior staff officer would wish to make a few alterations
before signing it); making mistakes or incorrect answers 30%
or less.
GOOD
(C)
56 - 69%
Work which meets the major objectives of the exercise or
exam, but in which alterations to both substance and detail
must be made. The distinction between average and below
average is the number and degree of the alternations required.
A commander or senior staff officer would wish to make
major alternations before signing it; making mistakes or
incorrect answers 44% or less.
BELOW AVERAGE
(D) 41 – 55 %
Work of below average quality in which one or more of the
major exercise objectives have not been met, and considerable
change in constructions; substance and/or detail is required.
Repeated submission of work of this quality would reflect
badly on the officer’s career. A commander is likely to reject
this work and ask the author to resubmit; making mistakes or
incorrect answers 59% or less.
FAIL
(E)
1 – 40 %
The officer concerned has failed to understand the
requirement or for some reason submitted an incomplete or
hugely inaccurate staff work or exam. Work of this nature
would be wholly unacceptable in a HQ; making mistakes or
incorrect answers 60% or more.
49
Appendix 2
SOP 300-Annex D
STUDENT REPORT
(Template)
XX Course
Conducted at Peace Support Operations Training Centre,
Sarajevo, Bosnia and Herzegovina in the period from XX to XX
1. Course participant:
2. Course Background: e. Aim of the Course. The aim of the Course is...
f. Modules/Subjects (Number of 45 min. classes): Military Decision Making Process (30); International
Humanitarian Law (8) etc.
3. Results on Formally Assessed Activities (FAA) FAA - Module Course
Marks / %
Achieved
Marks / %
Description of FAA
FAA1 – UN PSO Doctrine
and Tactics 10 / 20
8 / 16
Theoretical exam in order to confirm ELO ( 1.1-
1.4.) - Understand UN PSO Doctrine and Tactics.
FAA2 – UN Military
Decision Making Process 20 / 40 15 / 30
Practical exam through CPX in order to
confirm ELO (3.1.-3-5) - Apply UN MDMP
processes and procedures.
FAA 3 – End of Course
Exam 20 / 40 15 / 30
Theoretical exam in order to confirm ELO (4.1.-
4.3.) – Comprehend Leadership and Ethics and
ELO (5.1.-5.3.) – Understand utility of gender on
PSO .
TOTAL SCORE 50 / 100 38 / 76
4. Course Overall Achievement Grading Matrix Description
Syndicate Directing Staff Course Director Course Participant
Rank, name and surname Rank, name and surname Rank, name and surname
_____________________ __________________ __________________ (Signature) (Signature) (Signature)
COMMANDANT
Rank, name and suranme
____________________ (Signature)
Sarajevo, Date
Rank Name and surname Affiliation (organization/nation)
Course Grade / %
Course Ranking (achieved/students
OF-3 XY Armed Forces/
Mongolia
B / 76 3/24
GRADE Percentage of
Correct
Performance
Description
A 86 – 100 EXCELLENT / Suited for standalone multinational (MN) deployment
B 70 – 85 VERY GOOD / Suited for MN deployment with no supervision
C 56 – 69 GOOD / Suited for MN deployment with minimum supervision
D 41 – 55 SATISFACTORY / Suited for deployment with more than average supervision
E 1 – 40 LESS THAN SATISFACTORY / Suited for deployment with considerable
supervision
50
SOP 300 – Annex E
Student Feedback Form
(Template; done in Excel Sheet)
Student Feedback Form
XX Course (from xx to xx) - filled in by CD
Part A. Detailed Assessment
NOTE: Please read guidelines below Dear fellow, 1. The feedback given by our students and staff during courses is highly appreciated by PSOTC and severs only to improve quality of our courses and services provided during your stay at the Centre. 2. This is Part 1 of unanimous feedback which serves to make detailed assessment of teaching delivered on the Course. The Part 2, which is on Sheet No2 of the Feedback, summarises your views on value and achievements as well as assessment of administrative and logistical support during the Course. 3. Please fill in the Feedback Form at the end of each day by highlighting corresponding field with the number in yellow (or circle, if the Form is printed) and save it as “SFF – x” (number as agreed in your syndicate, which will not be known to your DS) on your dedicated Syndicate drive. 4. Please, report to your DS when completed the whole Feedback, but not later than the end of teaching on last Thursday of the Course. Thank you for your cooperation and valuable feedback!
Week 1 - Day 1
LECTURE : XX (filled in by CD)
Not at all
very
relevance 1 2 3 4 5
boring
lively
delivery 1 2 3 4 5
too short
too long
length 1 2 3 4 5
too much
too little
amount of info 1 2 3 4 5
Week 1 - Day 2
TUTORIAL: XX (filled in by CD)
not at all
very
relevance 1 2 3 4 5
easy
difficult
difficulty 1 2 3 4 5
too short
too long
allocated time 1 2 3 4 5
too much
too little
supporting material 1 2 3 4 5
ADDITIONAL REMARKS
Student Feedback Form XX Course (from xx to xx) - filled in by CD
51
Part B. General Assessment
1. Assessment of learning / teaching a. How well were learning objectives met by the lectures, tutorials and
exercises:
Not at all
Completely
1 2 3 4 5
b. Can you estimate the value of this course to your current job or future appointment
No value
Great vaule
1 2 3 4 5
b. How would you rate the amount of time allocated for this course
Too short
Too long
1 2 3 4 5
c. How difficult or challenging was the material in this course
Too easy
Very difficult
1 2 3 4 5
d. How would you rate overall structure and flow of the course
Poor
Excellent
1 2 3 4 5
2. Assessment of the support a. Reception and In processing
Dissatisfied
Completely Satisfied
1 2 3 4 5
b. Student’s administration
Dissatisfied
Completely Satisfied
1 2 3 4 5
a. Allocated accommodation
Dissatisfied
Completely Satisfied
1 2 3 4 5
d.Quality of food in DIFAC
Dissatisfied
Completely Satisfied
1 2 3 4 5
e. Vending machines offer
Dissatisfied
Completely Satisfied
1 2 3 4 5
f.Sarajevo Orientation Tour
Dissatisfied
Completely Satisfied
1 2 3 4 5
g.Course Official Dinner
Dissatisfied
Completely Satisfied
1 2 3 4 5
ADDITIONAL REMARKS
SOP 300 – Annex F
52
XX COURSE
from X to X
Staff Lessons Identified Sheet
(Template)
S/N Subject Observation Recommendation /
Clarification
Observed
by
Remarks
53
SOP 300 – Annex G
Instructions Monitoring Report
The Directing Staff (DS) and lecturers will be formally observed when delivering instructions at
PSOTC IAW Bi-SCD 075-007 (Chapter 8 and its Annex S). The monitoring of instructional
performance of DS/lecturers will be conducted to assess: consistency of content of the lecture with
CCD III; delivery techniques and effectiveness of course design - in order to ensure continuous
improvement of instructional effectiveness and strategy. The monitoring of instructions will be done
in accordance with a Course Monitoring Plan, which will be drafted by respective HETS and approved
by HETD. The monitoring will be executed by HETS (SPR), HETD or the Commandant.
Observations during monitoring will be recorded and debriefed to a DS/lecturer IAW this Annex,
which will be stored in HETD files.
A.General
Monitor Name: Start Time:
Date of observation: End Time:
Course: DS/Lecturer:
Lesson Title:
B.Rating Rating Measures Action required by the Instructor
4 – Demonstrate mastery in all aspects None – consider mentoring colleagues
3 – Demonstrate competency, with minor gaps Consider seeking ways to continually improve.
2- Demonstrate some competency, but needs
improvement.
Focus on improving per recommendations.
1 – Failed to demonstrate majority of competencies Seek assistance and make improvements per
recommendations before next teching
C.DS / Lecturer Competences D.Marking
Supporting Documentation 1 2 3 4 Comments
Lesson Plan for the period of instructions was
available.
Written guidance to students for syndicate work
was provided.
The lessons title is clearly identified in Course
Critique.
The Lesson is clearly identified in the Course
Schedule.
Lessons Alignment 1 2 3 4 Comments
The aim of the Lesson is clearly stated.
The teaching points presented align with the LO
stated in the CCD III.
The references for the lesson are stated and are
consistent with the CCD III.
The timing for the lesson is consistent with the
CCD III and the Course Schedule.
The syndicate work was aligned with the objectives
outlined in the CCD III.
The instructional strategy used was aligned with the
instructional strategy listed in the CCD III.
The DOK was consistent with the level identified in
the CCD III.
The assessment strategy is consistent with the CCD
III.
Instructional Effectiveness 1 2 3 4 Comments
The training facility was adequately prepared to
deliver instruction.
Supporting materials were readily available.
54
The facilitator gained and maintained the attention
of the class.
The facilitator established the relevance of what
was being presented to the students.
The teaching points were presented in a logical
sequence.
The facilitator provided relative verbal support
(examples / explanations / statistics).
The visual aids used were clear and supported the
teaching points.
Media used during the lesson were of appropriate
number, duration and quality.
The facilitator engaged the students during the
lesson using effective questioning techniques.
The facilitator emphasized important points /
issues.
The facilitator periodically checked for student
understanding.
The facilitator provided a summary of the main
teaching points at the end of the lesson.
The training facility was adequately prepared to
deliver instruction.
Student Assessment 1 2 3 4 Comments
Assessment details / test Instructions provided to
the student.
The assessment is at the proper DOK for the course.
An answer key or assessment checklist for
syndicate presentations is available.
The assessment is aligned with the course lesson
objectives and CCD III.
The DOK being assessed is consistent with the
LO(s) in the CCD III.
The content assessed aligns with the content
presented during the course.
Students are provided with the results of the
assessment as well as facilitator feedback.
Assessment details / test Instructions provided to
the student.
Other Comments, recommendations and Best Practice Observations
Monitor: DS/Lecturer:
(siginutre) (siginutre)
55
SOP 300 - Annex H
Course Monitoring Report
(sample)
Date:
To:
- Head of Education and Training Department
- ETPD/QMS
- CD
Subject: XX Course Monitoring Report
1. Background of deployment:
2. Monitoring details:
Title of course:
Duration of monitoring:
Monitor rank, surname, name, nationality:
Course Director:
3. Methodology of monitoring:
Direct observation of classes/exercises;
Interview with course director, teaching staff and students;
Analysing course documents;
Compare delivery to CCDs.
4. Key Recommendations:
Annexes:
A. Course Monitoring Check list
B. Best and Weakest Practice Observations and Detailed Recommendations
Submitted by Monitor: Acknowledged by Course Director
Rank, name and surname, nationality Rank, name and surname, nationality
_____________________________ _______________________________
Signature Signature
56
Annex A
Course Monitoring Report
Course Monitoring Check List
(template)
On case by case basis and in particular for pilot courses, PSOTC invites external evaluation
personnel/SMEs from community of interests to conduct Course monitoring in order to assess
alignment of the course with CCDs – the focus is to make overall improvement of the course design.
Course Monitoring also provides an opportunity to verify that instructors have the prerequisite
qualifications and training is satisfied. The Course monitoring will be also planned in Course
Monitoring Plan, mentioned above, and executed by an external evaluator in coordination with HETS
and CD. Immediately after the course, the evaluator will debrief CD and submit Course Monitoring
Report to ETPD/QMS, HETS and HETD. The Report will be stored with ETPD/QMS.
Supporting Documentation Yes Some No Comments
Lesson Plan for the period of
instructions was available.
Written guidance to students for
syndicate work was provided.
The lessons title is clearly identified in
Course Critique.
The Lesson is clearly identified in the
Course Schedule.
Lessons Alignment Yes Some No Comments
The aim of the Lesson is clearly stated.
The teaching points presented align
with the LO stated in the CCD III.
The references for the lesson are stated
and are consistent with the CCD III.
The timing for the lesson is consistent
with the CCD III and the Course
Schedule.
The syndicate work was aligned with
the objectives outlined in the CCD III.
The instructional strategy used was
aligned with the instructional strategy
listed in the CCD III.
The DOK was consistent with the level
identified in the CCD III.
The assessment strategy is consistent
with the CCD III.
Instructional Effectiveness Yes Some No Comments
The training facility was adequately
prepared to deliver instruction.
Supporting materials were readily
available.
The facilitator gained and maintained
the attention of the class.
The facilitator established the
relevance of what was being presented
to the students.
The teaching points were presented in a
logical sequence.
The facilitator provided relative verbal
support (examples / explanations /
statistics).
The visual aids used were clear and
supported the teaching points.
Media used during the lesson were of
57
appropriate number, duration and
quality.
The facilitator engaged the students
during the lesson using effective
questioning techniques.
The facilitator emphasized important
points / issues.
The facilitator periodically checked for
student understanding.
The facilitator provided a summary of
the main teaching points at the end of
the lesson.
The training facility was adequately
prepared to deliver instruction.
Student Assessment Yes Some No Comments
Assessment details / test Instructions
provided to the student.
The assessment is at the proper DOK
for the course.
An answer key or assessment checklist
for syndicate presentations is available.
The assessment is aligned with the
course lesson objectives and CCD III.
The DOK being assessed is consistent
with the LO(s) in the CCD III.
The content assessed aligns with the
content presented during the course.
Students are provided with the results
of the assessment as well as facilitator
feedback.
Assessment details / test Instructions
provided to the student.
Other Comments
58
Annex B
Course Monitoring Report
Best and Weakest Practice Observations and Detailed Recommendations
A. Best and Weakest Practice Observations
a. Weakest points of the course
b. Best practice of the course
c. Course documentation
d. Preparation of the course
e. Execution of the course
f. Close out of the course
B. Detailed Recommendations
59
SOP 300 - Annex I
Instructions on Course Close out – First Stage of Post Course Review
Introduction
The SOP 300 – Annex I lays down procedures for the Course Close out after the end of the course.
This phase starts immediately after finishing of the course and will be finalized within two weeks
following the end of the course. The Course Close Out is the first stage of the Post Course Review
(PCR) process, which will be extended with its second stage during next SAT phase - Evaluation and
Education of Training, that is instructed below. The Course Close Out – The First Stage of PCR is
focused on the course that has been delivered and aims at capturing the first impressions on the
conduct of the course, students’ and instructors’ reactions on the course and support issues that may
have impact on the next iteration of the course.
During the first post-course week, the CD will collect and analyse results of Students’ assessment,
Students’ Feedback, Staff Lessons Identified; consult HETS if there are relevant inputs from
Instructions and Course Monitoring Report (if applicable); and conduct Post Course Review Meeting
(PCRM). Based on inputs received through above mentioned evaluation and conclusions from the
Meeting itself, the CD will draft and present Course After Action Report (CAAR) by the end of the
second week after the Course. The CAAR is the key input to the next stage of the PCR. During this
period, a CD will also draft and send External Lecture’s Letter of Appreciation, as applicable.
1. Students’ Feedback Form. The CD will prepare e-version of the Student’ Feedback Form during
the Preparation phase of the course. The feedback from the students is a valuable tool to collect
students’ reactions on the course, which will be taken into account during the review and
improvement of the Course. The Student Feedback Forms are unanimous and they will be
available to the students on Syndicate drives. The Forms will be filled at the end of teaching day
after each day. At the end of the Course, the CD will analyze and store all forms in course folder
on T-drive.
2. Staff Lessons Identified Sheet. The purpose of the Staff Lessons Identified Sheet is to collect
impressions and feedback from both teaching and supporting staff during the course in order to
make improvements in the course for the future iterations. The Sheet will be prepared by the CD
during the Preparation phase of the course, stored in course folder on T-drive and its link will be
shared with all staff NLT D-7. The CD will present inputs provided in the Sheet during
preparations of PCRM and take them into consideration when preparing the CAAR.
3. Instructions Monitoring Report. The Directing Staff (DS) and lecturers will be formally observed
when delivering instructions at PSOTC IAW Bi-SCD 075-007 (Chapter 8 and its Annex S). The
monitoring of instructional performance of DS/lecturers will be conducted in accordance with
Course Monitoring Plan, which will be drafted by respective HETS and approved by HETD. The
monitoring will be executed by HETS (SPR), HETD or the Commandant. Observations during
monitoring will be recorded and debriefed to a DS/lecturer IAW SOP Annex - G, which will be
stored in HETD’s files. During the PCR process, the CD will consult respective HETS and seek if
there are relevant inputs for the CAAR.
4. Course Monitoring Report. Besides monitoring of instructions, on case by case basis and during a
particular pilot course, PSOTC will engage external evaluation personnel/SMEs from community
of interest to conduct Course monitoring in order to assess alignment of the course with CCDs –
the focus is to make overall improvement of the course design. The Course Monitoring also
provides an opportunity to verify that instructors have the prerequisite qualifications and training
is satisfied. The Course monitoring will be planned in accordance with Course Monitoring Plan,
mentioned above, and executed by an external evaluator in coordination with HETS and CD.
Immediately after the course, the evaluator will debrief CD and submit Course Monitoring Report
to HETS, ETPD/QMS and HETD, which will be taken into account when conducting the PCRM
and preparing the CAAR.
60
5. Post Course Review Meeting (PCRM). The PCRM aims at capturing students’, instructors and
external stakeholders’ impressions and relations on the course. The Meeting is called and chaired
by the CD. The participants of the meeting are: Course DSs, HETS, representatives from the Staff
(S1-S8), representative from ETPD/QMS, external stakeholders’ representative and any other
member of PSOTC as deemed necessary by the CD. The PCRM should be structured based on
the agenda that will include (lead):
a. Student demographic (number and profile of students expected vs. profile and number of
students attended the course, including country of origin) – (S1).
b. External lectures and role players demographic (required vs. provided number/profile of
lecturers and affiliation) – (CD).
c. Review of Student Feedback (each item followed by discussion and recommendations for
improvement) – (CD):
i. Reaction / Grade of each individual lecture.
ii. General Assessment of the value of the course, based on questions in the summary of
the Student Feedback Form:
iii. Reaction on support of the course.
d. Results and review of student assessment – (CD)
e. Staff Lessons Identified Sheet review – (CD)
f. External stakeholders’ observations – (eternal stakeholder and ETPD/QMS)
g. Financial considerations – (BUDFIN):
i. Overall estimated cost of the course (major items to be included: travel,
accommodation, meals and refreshments, social events and course material)
ii. Estimated cost covered by BiH
iii. Estimated cost covered by the third party (number of students reimbursed by the third
party -NATO MPD, partner nation/organization, other items covered by the third
party).
iv. Course fee collected
v. Any financial issue remaining opened.
h. Issues raised in Course Monitoring Report (if applicable) – (ETPD/QMS)
i. Recommendations for improvement of the course - (CD)
The PCRM will be documented and submitted to HETD and Chief of Staff in a form of the
Meeting Minutes (Template at SOP 300 – Annex I, Appendix 1), which will also serve as basis
for Course After Action Report.
7. Course After Action Report. The Course After Action Report (CAAR, template SOP 300 –
Annex I, Appendix 2) is prepared by the CD by the end of the second week after the course is
finished. The CAAR summarizes findings, conclusions and recommendations identified during
the PCRM. The CAAR is submitted to HETD, info to Chief of Staff and heads of sections and
stored as per SOP 300 – Annex N. National obligations for reporting on activities at PSOTC to
TRADOC will be conducted as per current national regulations.
8. Appendixes:
1. Template - Meeting Minutes Form
2. Template - Course After Action Report
61
Appendix 1
SOP 300 – Annex I
Meeting Minutes Form
General
Date / Time
Place
Agenda
Participants
Not in Attendance
Minutes
# Item Decision / Remarks
1.
Date:
Date:
Date
Secretary:
(function, rank,
name and suranme)
Submitted to:
(function, rank,
name and suranme)
Approved:
(function, rank,
name and suranme)
`
Template for Meeting Minutes
Minutes of XX Meeting No. X/Year
62
Appedix 2
SOP Annex 300 – Annex I
Peace Support Operations Traning Centre
Education and Traning Department
Date:
To:
- Head of Education and Training Department
Info:
- Chief of Staff
- CSM
- Head of Sections
Subject: XX Course After Action Report
Reference:
1. Introduction
a. Dates of the course:
b. DS team:
c. Partner agency (if any):
2. Summary on Course participants
a. Demography
b. Highlights of Student Feedback:
1) Student reaction on the courses: 1.e.(1). How well were learning objectives met by the lectures, tutorials and exercises:
Total
#
Note Not at all
Completely
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(2). Can you estimate the value of this course to your current job or future appointment
Total
#
Note No value
Great vaule
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(3) How would you rate the amount of time allocated for this course
Total
#
Note Too short Too long
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(4). How difficult or challenging was the material in this course
Total
#
Note
Too easy
Very
difficult
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(5). How would you rate overall structure and flow of the course
Total
#
Note
Poor
Excellent
1 2 3 4 5
XXX
XX XX XX XX XX
63
c. Major points to be improved in the course in terms of course design, teaching
and students’ satisfaction with the support:
d. Summary of the results of students assessment
3. Major observations by the staff and external stakeholders on the course
4. Financial considerations:
a. Overall estimated cost of the course
b. Estimated cost covered by BiH
c. Estimated cost covered by the third party
d. Course fee collected
e. Any financial issue remaining opened
5. Recommendations for improvement of the course (with suggested timeline and
responsibilities)
Annexes:
C. Course Schedule
D. List of participants of the course
E. Financial estimate (overall, gain through reimbursement of the third party,
course fee by non-sponsored students)
Course Director
Rank, name and surname, nationality
______________________________
Signature
64
SOP 300 – Annex J
Instructions on Quality Management Committee
1. General. Quality Management Committee (QMC) has primary responsibility to monitor
implementation of quality management policy and strategy in PSOTC and provides advice related
to quality management and quality assurance to the AMB and the CO of PSOTC. The QMC is
held twice a year – by mid July, covering first half of the year and by mid Dec, covering the
second half of the year (and which will approve Annual QA Report).
2. Participation. The QMC is chaired by the Head of Education and Training Department (HETD),
who is responsible for Quality Management in PSOTC to the Commandant. The meetings of
QMC will be attended by: CSM, PR, HETSs, MTT leader and a representative from the Staff.
The ETPD/QMS is responsible to prepare the QMC meetings and provide secretary for the
Meeting.
3. Authority. The QMC is authorized and responsible for:
b. Review Quality Assurance Policy and related SOPs for their consistency, relevance and the
need to be improved.
c. Review organizational performance effectiveness based on key performance indicators.
d. Provide recommendations for improvements of quality management to the AMB and the
CO.
e. The second annual session of the QMC will approve PSOTC Annual QA Report.
4. Organizational performance effectiveness will be reviewed based on following performance
indicators:
S/N Performance indicator Value
1. Residential courses
1.a. # Planned / Executed courses
1.b. # Student attended the courses (overall/Int./national)
1.c. # Countries participated
1.d. # ADL modules in spt of the courses
1.e. Student reaction on the courses: 1.e.(1). How well were learning objectives met by the lectures, tutorials and exercises:
Total
#
Note Not at all
Completely
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(2). Can you estimate the value of this course to your current job or future appointment
Total
#
Note No value
Great vaule
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(3) How would you rate the amount of time allocated for this course
Total
#
Note Too short Too long
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(4). How difficult or challenging was the material in this course
Total
#
Note
Too easy
Very
difficult
1 2 3 4 5
XXX
XX XX XX XX XX
1.e.(5). How would you rate overall structure and flow of the course
Total Note Poor
Excellent
65
#
1 2 3 4 5
XXX
XX XX XX XX XX
2. MTT delivered courses
2.a. # Planned / Executed courses
2.b. # Student attended the courses (overall/Int./national)
2.c. # Countries participated
2.d. Students reaction on the courses
2.d.(1). How well were learning objectives met by the lectures, tutorials and exercises:
Total
#
Note Not at all
Completely
1 2 3 4 5
XXX
XX XX XX XX XX
2.d.(2). Can you estimate the value of this course to your current job or future appointment
Total
#
Note No value
Great vaule
1 2 3 4 5
XXX
XX XX XX XX XX
2.d.(3) How would you rate the amount of time allocated for this course
Total
#
Note Too short Too long
1 2 3 4 5
XXX
XX XX XX XX XX
2.d.(4). How difficult or challenging was the material in this course
Total
#
Note
Too easy
Very
difficult
1 2 3 4 5
XXX
XX XX XX XX XX
2.d.(5). How would you rate overall structure and flow of the course
Total
#
Note Poor Excellent
1 2 3 4 5
XXX
XX XX XX XX XX
3. Other training activities (Conf., Seminars, WS)
3.a. # Planned / Executed activities
3.b. # Participants (overall/international/national)
4. Overall
4.a. # Planned / Executed Activities
4.b. # Participants
5. Execution of instructors exchange programme
5.a. # Instructors exchange out of PSOTC (int/nat)
5.b. # Instructors exchange to PSOTC (int/nat)
6. Course / Instruction Monitoring
6.a. # DSs/Lecturers monitored
6.b. #Courses monitored
7. Documentation
7.a. CCDs total # courses / #CCDs completed)
7.b. # CAAR submitted / # due
5. Annual Quality Assurance Report. The Annual QA Report will be drafted by ETPD/QMS and
submit to HETD and the CO for approval by the end of the year. The QA Report will be based on
the QMCs findings and prepared IAW Bi-SC 075 – 00. The Report will cover internal and
external elements influencing improvements of QA within the Centre by presenting results and
progress on:
a. Policy and procedures.
b. Staff/DS development.
66
c. Information systems and knowledge management.
d. Learning resources and student support.
e. Contributions to NATO.
The QA Report will also include QA Improvement Plan, which will identify authorities,
responsibilities, resources and timeline for execution of the Plan.
6. The QMC sessions will be documented in Meeting Minutes (SOP 300 – Annex I, Appendix 1),and
together with Annual QA Report will be stored in accordance with SOP 300 – Annex N.
67
SOP 300 – Annex K
Instructions on Conduct of the Academic Management Board
1. General. The Academic Management Board (AMB) is the main management body in the Centre
that reviews overall Centers’ performance, acts as the main advisory body to the CO and, based on
which the CO gives guidelines and directions related to development and execution of ET, quality
assurance, personnel, logistics and financial matters.
2. Participants. The AMB is held twice a year – in April and October. The composition of the
PSOTC AMB: CO (Chairperson), CSM, PAA to the CO, COS, HETD, Head of Sections, and other
staff members, as required. The HETD will be responsible to coordinate preparation of the Meeting
and raise any issue related to QA and recommendations coming from the QMC, while Section
Heads will be responsible to present review of their respective section's courses and ETPD/QMS
will present new training requirements/initiatives and provide Secretary for the meeting.
3. Authority. The AMB is authorized to/for:
a. Conduct qualitative, quantitative and financial review of activities conducted at the centre.
b. Approval of courses and resources for upcoming year and submission to higher HQ (April’s
session).
c. Provide Annual Guidelines for courses and resources in upcoming year (November’s
session).
d. Approve conduct of new courses and initiatives to be run at the Centre during CY+1.
e. Approve changes in Quality Assurance Policy and related SOPs.
4. Conduct of the course relevance. The course relevance will be reviewed based on three domains:
quantitative, qualitative and financial. Number of factors will be taken into considerations for
each domain (see Course Relevance Review Matrix below). The analyses of factors will lead to
deduction and overall status of the course, which will be assessed and proposed by HETS as:
a. GREEN (G):
(1) Quantitative factors show that number of the students / course remains at
list at average level (AVG).
(2) Qualitative factors indicate that there interest from external stakeholders,
PSOTC has up to date CCDs, which reflects latest NATO doctrinal
changes.
(3) Financial factors show that there are no major finical constrains.
b. YELLOW (Y):
(1) Maximum overall two factors (combined - quantitative, qualitative and
financial domain) indicate issues that must be resolved prior the next
course.
(2) The course requires slight redesign.
c. RED (R):
(1) Two or more factors in quantitative, qualitative or financial domain
indicate issues that must be resolved prior the next course.
(2) The course requires major redesign.
5. Based on the course review and recommendations presented by the HETS, using the Matrix
below:
68
Course Relevance Review Matrix
Domain of
Relevance
Factors Value Deduction Overall
Status
AMB
Decision Course Title : XX G/Y/R
1. Quantitative
a. #Courses/year planned/executed X/X
a. AVG#Students planned/attended X/X
c. AVG#Students Int./National X/X
2.Qualitative
a. External requirement exists Y/N
b. Course Aim relevant Y/N
c. CCDs up to date Y/N
d. Latest NATO ops/doctrinal docs
reflected in the course
Y/N
e.Adequate Profile of participants Y/N
f. Supports BiH PfP Goal Y/N
3.Financial
a. Overall Course cost estimate XXX
b. Covered by BiH XXX
c. Covered by third party XXX
the AMB will make decision either to: maintain status quo, , seek more info prior making the
final decision, to proceed with necessary adjustments in the course, to postpone or to cancel the
course. In case of the new training requirement, which will be presented by ETPD/QMS, the
AMB might approve the course or to seek additional info prior the approval.
6. The AMB Meeting will be documented in accordance with Meeting Minutes (SOP 300 – Annex I
, Appendix 1), with Course Relevance Review Matrix enclosed and stored IAW SOP 300 –
Annex N.
69
SOP 300 – Annex L
Instrutions on PSOTC Cooperation Committee (COOPC)
1. General. The purpose of the COOPC is to ensure that the CO is provided with the best possible
advises and information for decision making to the benefit of the Centre from different entities
within PSOTC, including students’ body. The COOPC is to enhance successful mission
accomplishment - to ensure that contents and performance of courses and other activities
conducted at PSOTC gets as close to perfection and excellence as possible in a cost effective
manner. It will also ensure that common problems and ideas for constant improvement are
communicated directly to the PSOTC decision makers.
2. Participation. The COOPC will meet quarterly, taking into account that the meeting is held
during core courses conducted at the Centre, which would enable participation of students
‘representative at the Meeting. The COOPC will be attended by: the CO (chairperson), CSM,
PAA (Secretary), HEATD, COS, a representative of international staff, representative of civilian
staff and a representative of the students and other members of PSOTC as required.
3. Conduct. The organization of the COOPC Meeting will be responsibility of the CSM. Items for
the agenda should be put forward one week prior to scheduled meetings. The Agenda should
reflect the CO intention to inform personnel on major efforts of the Centre, to discuss specific
issue related to the students welfare, to create space for free and open discussion on any issue or
idea of common interests or interest of specific group presented a the meeting.
4. The sessions of the COOPC will be documented IAW SOP 300 – Annex I, Appendix 1, stored
IAW SOP 300 – Annex N and followed up by the CSM.
70
SOP 300 – Annex M
Directing Staff Professional Development Programme
1. In order to insure development and maintenance of instructor’s proficiency to common and
acceptable standards, PSOTC will support instructor’s continuing development through Directing
Staff (DSs) Professional Development Programme. The Directing Staff Professional
Development Programme of three phases as follows: Orientation, Induction and Follow up
training. The Programme will be development and managed by ETPD/QMS on behalf of HEDT.
2. Directing Staff Professional Development Programme. The PSOTC is manned by national-BiH
and international DSs. National DSs are selected by a selection board organized within national
chain of command and supported by PSOTC in order to insure that personnel selected for DSs
position at PSOTC meets minimum standards provided in Job Description (see SOP 100). The
national DSs are posted at PSOTC for 3-5 years, while majority of international DSs are selected
by their national authorities and posted for 1-3 years at the Centre. In overall, difference in
deployment time to the Centre to certain extend make constrains on creation of Professional
Development Programme as well as on distribution of duties and responsibilities within the
Centre. The DS Professional Development Programme is shaped into three phases and
encompasses training as shown in DS Professional Development Matrix below:
Position
in ET
Department
Orientation Induction Follow up
PSOTC
Int.
Organization
Briefing
DS
Development
Clinic
ADDIE
Course
NSO
QA
Course
NSO
Peer
Mentoring/Review
Instruction
Monitoring
HETD x x x x x
HETS/MTT
Leader
x x x x x x x
DS x x x x x
CD x x x x x x
CA x x
Timeline –
Activity
finished
First week after
reporting
1/6 months Within a year 1/6 months
a. Orientation phase. During the orientation phase, a DS are briefed on PSOTC and through
number of sessions with different departments (through In-processing Plan) are provided
with info on how the Centre is organized, functions and how ET Department is working.
In addition, a DS will provided with the briefing on PSOTC’s partner International
organizations (UN, NATO and OSCE).
b. Induction phase. Depending on the assigned position, the induction phase provides
opportunity for the DS to develop its competencies needed for the effective performance
on duty as per DS Professional Development Matrix. In this phase, every six months,
HETD will organize the DS Development Clinics. The DS Clinics are one-week thematic
refreshment training for DS, which includes different topics on: NATO SAT,
methodology, student assessment, relevant and new doctrinal subjects etc.
c. Follow up phase. The professional development of DS at PSOTC is considered as a
continuous process, in order to insure that DSs have adequate competencies and up to date
knowledge for successful performance as an instructor. Therefore, initially DS will be
given a senior DS as a mentor to be available to assist newly-arrived DS in preparation for
teaching process. Once peer mentoring is finished, a DS will be given opportunity to have
her/his teaching competencies assessed by HETS or HETD. After first six months, a DS
will have opportunity to develop own competences through attending at least on DS
Clinic per six months as well as different courses conducted at PSOTC. Once this stage is
successfully finished , the national DSs are encouraged to apply to attend career ,
functional or specialized courses, depending on rank or other requirements that condition
their professional development.
71
3. Minimum standards for Instructor’s Initial Qualification. To be a qualified instructor at PSOTC, a
DS is suppose to fulfill following criteria within the first six months after reporting to:
a. Attend one DS Development Clinic, confirmed by HETS.
b. Obtain one Peer Mentoring Report by assigned DS Mentor (as per template SOP 300 –
Annex M, Appendix 1).
c. Get one positive Instructions Monitoring Report (which is considered to be as a minimum
- Mark “3” for any competency, as per SOP 300 – Annex G) from HETS or HETD.
4. Annual Minimum Standards for Instructor’s Qualification. Every DS will be evaluated on annual
basis. To get annual qualification as an instructor DS is suppose to fulfill following criteria:
a. Attend one DS Development Clinic, confirmed by HETS.
b. Obtain two Peer Review Reports by a peer DS of her/his choosing (as per template SOP
300 – Annex M, Appendix 1).
c. Get two positive Instruction Monitoring Reports (which is considered to be as a
minimum - Mark “3” for any competency, as per SOP 300 – Annex G) from HETS or
HETD.
5. The DS Qualification process is responsibility of HETS within her/his Section, and HETD for
HETS/MTT Leader. The Qualification process has following steps:
a. The HETS will draft, print out and submit DS Qualification Report Form (SOP Annex M
– Appendix 2) to the DS who is entering qualification process a week after reporting or
after the last qualifications.
b. As she / he goes thorough qualification process, the DS will collect signatures and
evaluation reports and hand them over to the HETS by the qualification period.
c. The HETS will submit DS Qualification Report Form to HETD for verification and
signature.
d. The DS Qualification Report will be stored will HETD.
72
Appendix 1
SOP 300 – Annex M
Peer / Mentoring / Review Report (template)
A.General
Peer Name: Start Time:
Date of observation: End Time:
Course: DS/Lecturer:
Lesson Title: B.DS / Lecturer Competences C. Peer's/Mentor's observations
Supporting Documentation Comments
The lesson is rehearsed and well prepared
Lesson Plan for the period of instructions was
available.
Written guidance to students for syndicate work
was provided.
The lessons title is clearly identified in Course
Critique.
The Lesson is clearly identified in the Course
Schedule.
Lessons Alignment Comments
The aim of the Lesson is clearly stated.
The teaching points presented align with the LO
stated in the CCD III.
The references for the lesson are stated and are
consistent with the CCD III.
The timing for the lesson is consistent with the
CCD III and the Course Schedule.
The syndicate work was aligned with the objectives
outlined in the CCD III.
The instructional strategy used was aligned with the
instructional strategy listed in the CCD III.
The DOK was consistent with the level identified in
the CCD III.
The assessment strategy is consistent with the CCD
III.
Instructional Effectiveness Comments
The training facility was adequately prepared to
deliver instruction.
Supporting materials were readily available.
The facilitator gained and maintained the attention
of the class.
The facilitator established the relevance of what
was being presented to the students.
The teaching points were presented in a logical
sequence.
The facilitator provided relative verbal support
(examples / explanations / statistics).
The visual aids used were clear and supported the
teaching points.
Media used during the lesson were of appropriate
number, duration and quality.
The facilitator engaged the students during the
lesson using effective questioning techniques.
The facilitator emphasized important points /
issues.
The facilitator periodically checked for student
understanding.
73
The facilitator provided a summary of the main
teaching points at the end of the lesson.
The training facility was adequately prepared to
deliver instruction.
Student Assessment Comments
Assessment details / test Instructions provided to
the student.
The assessment is at the proper DOK for the course.
An answer key or assessment checklist for
syndicate presentations is available.
The assessment is aligned with the course lesson
objectives and CCD III.
The DOK being assessed is consistent with the
LO(s) in the CCD III.
The content assessed aligns with the content
presented during the course.
Students are provided with the results of the
assessment as well as facilitator feedback.
Assessment details / test Instructions provided to
the student.
Additional comments
Mentor: DS/Lecturer:
(siginutre) (siginutre)
74
Appendix 2
SOP 300 – Annex M
Peace Support Operations Traning Centre
Education and Traning Department
Date:
To:
- Head of Education and Training Department
Subject: DS Qualification Report
Reference: PSOTC SOP 300
1. This is to confirm that XX has fulfilled DS Qualification requirements as per SOP given in the
Reference and to initiate the formal verification.
2. Record of DS Qualification activities:
Requirement Date Remark
DS Development
Clinic
Peer/Mentoring Report 1.
2.
Report enclosed
Instruction Monitoring
Feedback
1.
2.
Report enclosed
Any other activity
Confirmed by Qualification verified by
HETS HETD
_____________ ____________________
75
SOP 300 – Annex N
Instruction on Information Systems and Knowledge Management
(Available on request)
76
SOP 300 – Annex O
Communication and Public Affairs
Introduction
1. Purpose. The purpose of SOP 300 – Annex O is to instruct responsibilities, system and
procedures for planning, organization and execution of the communication (internally and
externally) and Public Affairs in PSOTC order to support management of the core process inside
and to create positive perception on outputs and credibility of the Centre itself outside - in the
public domain.
2. The structure. This Annex is organized in two parts – the first part is related to the organization
and management the internal and external communication and the second part of the Annex is
related to the public relations.
3. Responsibilities. Overall responsibility for planning, organization and revision of communication
and public affairs policies and strategy rests with Public Affair Associate (PAA), who reports
directly to the Commandant.
Organization of the Internal and External Communication
4. Purpose. The internal communication means establishment and management of the effective
information sharing mechanisms and tools in order to provide timely and effective
communication within the Centre that would ensure application, review and improvement of
quality insurance procedures in the core management processes in the Centre. The external
communication refers to establishment of regular and timely communication between PSOTC
and partner agencies on matters of common interest.
5. Organization. The internal and external communication is organized around following factors
(which are represented in the Communication Matrix below): frequency, mechanism, content,
media and character of the communication (internal/external).
6. The mechanisms for communication consist of:
a. Command Group Meeting (CGM) - CO, COS, HETD and CSM.
b. Chief’s of Staff Meeting (COSM) - COS, Head of sections in the Staff.
c. Course Director’s Hot Wash-up (CDHW) - CD with DS Team.
d. Course Directors’ Daily Address (CDDA) – The CD will address to the students every
morning prior teaching.
e. Training Coordination Meeting (TCM) – HETD with all DSs.
f. National ET Briefing (NETB) –The NETB is delivered to TRADOC.
g. Cooperation Committee Meetings (COOPCM) – See SOP Annex –
h. Academic Management Board (AMB) – See SOP Annex
i. Quality Management Committee (QMC) – See SOP Annex
j. Partnership Training and Education Centres Market Place and Commandants’
Conference (PTEC MP/CC)
k. Friends of PSOTC Meeting (FoPM) – Annual Meeting of PSOTC partner organizations
and nations.
l. Functional offices, departments, sections (CO, HETD, COS, PAA, CSM, ETPD/QMS).
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Communication Matrix
Effect Mechanism
Medium Character
F/F e-m Tel. Int. Ext.
DAILY
Ensure effective management CGM x x
Support activities COSM x x
Ensure effective delivery of ET CDHW x x
Address students’ requirements CDDA x x x x
Coordinate partner/joint projects ETPD/QSM x x x x
Ensure application of QA Policy All x x x x
Apply ACT e-Prime management ETPD/QSM x x
Ensure application of SAT in ET HETD x x x x
WEEKLY
Ensure effective management CGM x x
Support activities COSM x x
Ensure effective delivery of ET TCM x x
Apply ACT e-Prime management ETPD/QSM x x
Ensure application of QA Policy All x x x x
MONTHLY
Report to TRADOC HQ CO x x x
Inform all staff on progress/plans CO x x
Inform NCO core on progress/plans CSM
Review Training Calendar HETD x x x x
QUARTERLY
Review students welfare COOPCM x x
Review organizational performance NETB x x x
Open applications for a course CD
Publish Curriculum changes ETPD/QMS x x x
Report executed ACT accred. courses ETPD/QMS x x
BI-ANNUAL
Review QA Policy QMC x x
Review organizational performance AMB x x
Report to TRADOC HQ CO x x x
ANNUAL
Issue Training Calendar AMB x x x x
Issue Course Catalogue PAA x x x x
Request resources support COS x x
Issue bidding letter MTTs/students ETPD/QMS x
Inform community of interest PTEC MP/CC x x
Apply ACT e-Prime management ETPD/QMS x x
Report to TRADOC CO x x x
Report to the partners FoPM x x
Legend:
-F/F: Face to face; - e-m: E-mail; - Tel: Telephone; - Int.: Internal; - Ext: External
7. Documentation and record. All meetings will be recorded in accordance with SOP 300 Annex I
and Annex N.
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Organization of the Public Affairs
8. Reference. The PSOTC Public Affairs (PA) Policy steams from the Ministry of Defense BiH
(MoD) Public Affairs Policy, and the MoD BiH Directives for Implementing Public Affairs
Activities.
9. Purpose. The PSOTC Public Affairs Policy defines basic concepts the MoD and AF BiH use,
including: public information, jurisdiction, information dissemination dynamics, media relations,
and media reporting tracking.
10. Mission. The Public affairs mission is to support credibility of PSOTC by providing accurate
information within specific period of time in order to improve awareness and understanding
about PSOTC's role, goals, and activities.
11. Principles. The PSOTC Public Affairs Associate (PAA) conducts the PA mission professionally
and effectively through establishment and maintaining of public affairs active approach.
Delivered information to the public has to be accurate and on time and has to relate to activities,
results, and achievements of PSOTC as an integral part of the Armed Forces of Bosnia and
Herzegovina (AF BiH). In addition, the PA will adhere to the following principles, based on the
Public Affairs Policy of the MoD and AF BiH:
a. Media requests as well as other interested persons requests for information from the
scope of PSOTC's work – PSOTC forwards all requests to MoD BiH and informs the Joint
Staff of AF BiH (JS AF BiH) and TRADOC about it. The MoD BiH Public Affairs Office
(MoD PAO) delivers feedback to the PSOTC.
b. Respond on a request of public has to be in the shortest possible period of time.
c. Information forwarded to the superior commands has to be complete and signed by the
PSOTC Commandant.
d. There is obligation to check security classification prior to delivering of information.
e. No deny of information as classified to Medias if they are not officially classified.
f. Media activities have to have credibility internally as well publicly.
g. The PSOTC PAA (PAA) IAW given authority maintains communication with media.
h. No hasty execution of media operations. They are an integral part of every plan. The media
operations end state is to have information concrete, relevant, and on time IAW intent of
operation execution and superior's orders.
12. Relations with media. The PAA uses following communication methods in communication
with media: contacts with journalists; interview with employees; briefing reports; press
release; press conferences; response to the media; informing through Course Catalogue;
brochures, magazines, and the MoD and AF BiH Newsletter; informing through PSOTC and
MoD BiH web site; transfer of audio and video recordings; MoD and AF BiH information
campaign; involvement in exercises and other activities.
13. Press Appearance Procedures. Following procedure will be observed related to the press
appearance:
a. The Minister of Defense BiH approves press appearance and publishing of information
IAW the Law on Defense BiH, the Law on Service in the AF BiH (Official Gazette BiH
No 88-05) and the MoD BiH Public Affairs Policy.
b. The Minister of Defense BiH approves press appearance requests of PSOTC members
on recommendation of JS AF BiH.
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c. The Minister of Defense BiH approves requests for planned and not planned PSOTC
activity media presentation recommended by JS AF BiH. Approval is only for the
specific framework of person giving media presentation and press statements IAW
jurisdictions and the MoD BiH Public Affairs Policy.
d. The Minister of Defense BiH can give an approval for press appearance for a longer
period of time in the case of affirmative activities for AF BiH, peace support mission
and exercise contribution and they all have to be IAW the MoD BiH Public Affairs
Policy.
e. PAA submits written press appearance requests for approval through official channels.
For not planned activities, PAA submits request directly to MoD PAO (to superior
command only as information). MoD BiH transfers back approved or not approved
request through official channels to the request originator.
14. Media presentation. Following procedures will aplly for media presentation:
a. PSOTC submits media presentation plan through chain of command NLT 15th of
current month for next month.
b. PAA submits media presentation requests for activities not planned or not covered by
regular media presentation plan directly to MoD PAO in the form of the additional
media presentation plan NLT 48 hours prior to activity execution (to superior command
only as information).
c. PSOTC submits media invitations to attend events and activities in PSOTC through
MoD PAO. If media presence planned, PAA submits media invitations together with
media presentation plan (regular or additional). PSOTC submits public media requests
to MoD PAO within 48 hours.
d. PAA submits the PSOTC Media Presentation Plan Analysis NLT 17th in current month
through the chain of command.
15. The management of PSOTC web site. The PSOTC owns its web site www.psotc.org. PAA is
responsible to choose content, to prepare and update web news and photos in cooperation S-6
Section and the CD. The S-6 Section is responsible for uploading aforementioned information
on the PSOTC web site. Following process and procedures will aply for publishing on
PSOTC’ web site:
a. PAA will receive all information needed for news updates from persons responsible
for activity implementation or from personnel involved in a specific activity (CD,
activity coordinator).
b. When all pieces of information are available, PAA creates web site content (news,
photos, promo material, etc...). PAA delivers the content in a form of electronic
document into regular administrative procedure to the Chief of Staff for approval.
Once approved, PAA delivers the content to the Section S-6 to publish it
c. PAA delivers Information relevant and important to the MoD and AF BiH directly to
the MoD PAO who is going to publish it on their web site.
16. All other aspects related to planning, preparation and conduct of the PA is to be done IAW
separate PSOTC SOP on PA.
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SOP 400. Instruction on Support and Resource Management
(Missing parts of the Chapter are available on request)
1. Purpose. The purpose of SOP 400 is to lay down responsibilities, objectives, procedures and
processes for planning, implementation and revision of the human, logistics and financial
resource management as well as for administrative, security and IT support that would enable
provision of high quality support to the students, the staff and core activities at PSOTC.
2. Structure. The Instruction is structured as follows:
a. Quality Assurance Objectives
b. Responsibilities for support and resources management
c. Current PSOTC’s capacities and capabilities in support of training activities
d. Personnel management
e. Security of information, personnel and material
f. Students’ administrative support
g. Logistics resources management
h. Financial management
i. IT support
3. Quality Assurance Objectives for Support and Resource Management are to:
a. Ensure effective personnel management that would mirror organizational values and support
achievements of institutional objective,
b. Plan, organize, coordinate and review security of information, personnel and material in
order to set conditions for safe, secure and uninterrupted functioning of the Centre,
c. Provide efficient logistics support that would meet training requirements and enable
successful execution of the core management processes,
d. Ensure financial management, in accordance with national rules and regulations, based on
Center’s needs and priorities that would enable effective activity execution, support and
Center’s development,
e. Provide effective administrative support that would provide smooth and secure in-out
processing and that would meet daily administrative requirements of the students and the
staff,
f. Establish and maintain efficient, secure and effective IT support that would enable
uninterrupted management and training delivery
in order to support execution of the mission of the Centre in a quality and customer-oriented most
efficient and effective manner.
4. Responsibilities for Support and Resource Management are as follows:
a. Chief of Staff (COS) is responsible to the Commandant for support and resource
management at the Centre. The COS is overall responsible for management of all
organizational sections (explained below) within the Staff of PSOTC.
b. Personnel Section (S-1) is responsible to the COS for personnel management, which
includes planning, development and monitoring of personnel management polices and
systems for management of personnel careers, duty retention, education and training.
c. Section for Operations (S-2/3) is responsible to the COS for planning and execution of all
operational activities in support of the staff of the Centre that include: common staff training,
shooting and physical training test. The S-3 is at the same time Security office in the Centre,
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responsible for: development and execution of security policies and procedures, initiation of
security clearance, provision of ID cards and organization and execution of escorts in
cooperation with EUFOR HQ.
d. Logistics Section (S-4) is responsible to the COS for planning, execution and analysis of
logistical operations that include: supply, maintenance, transportation, medical support,
environment and fire protection.
e. Communication and Information Systems Section (S-6) is responsible to the COS for
planning, organization, monitoring and maintenance and procurement priorities of
information, audio-video and telecommunication systems in the Centre.
f. Material – Financial and Budgeting Section (BUDFIN) is responsible to the COS for
material-financial and budget management that include planning, execution and control of
material and financial management in the Centre in accordance with national laws, rules and
regulations.
Detailed responsibilities for each Section and function within a Section are given in PSOTC
Administrative SOP, which is complementary to this SOP and obligatory for implementation in
the Centre.
5. Current PSOTC’s capacities and capabilities in support of training activities. The PSOTC’s
building is purpose built in Camp EUFOR in Butmir, 10 km south of Sarajevo, in 2004. The
building provides excellent working, training and learning conditions. This overview will provide
information on PSOTC’s: teaching facilities, accommodation and feeding, transportation and
learning enabling support.
a. Teaching facilities. Teaching facilities at the Centre include:
1) 1 x IT/VTC equipped auditorium for up to 60 participants.
2) 5 x IT/AV equipped syndicate rooms for up to 8 participants/each.
3) 3 x IT/AV equipped syndicate rooms for up to 12 (to 30) participants/each, depending on
the layout.
4) 1 x Library with English Language Lab for up to 5 participants.
b. Accommodation and feeding. The Centre is hosted in EUFOR Camp Butmir, where
accommodation building with 40 single rooms is provided by EUFOR HQ on commercial
basis to PSOTC. PSOTC can request more accommodation capacity from EUFOR as
required. Hot meals are provided on commercial basis in EUFOR’s dining facility.
c. Transportation. The Centre has its own vehicles (passenger, off-road, van and minibuses) to
support daily conduct of the training on the base or outside in the field. In case of increase
of transportation requirements, the Centre can rely on assistance by supporting logistical unit
of the Armed Forces of BiH.
d. Learning enabling support. The students have available library on request as well as small
English Language Lab.
6. Personnel management – Available on request
7. Security of information, personnel and material- Available on request of the authorized
personnel.
8. Administrative support to the students
a. Application for the course. The students can apply for the courses at PSOTC through
sending authority, based on the invitation letter and through e-Prime. By sending out the
invitation letter to a course, participants’ Application Form (as per SOP 300) will be
attached. With the participants Application Form all relevant data are requested and
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collected, processed and disseminated by CA as per SOP 300. The instructions on
subsequent correspondence by the CA with the participants are given in SOP 300.
b. Local transportation. The Centre will provide pick – up/drop off for all international
participants and PSOTC visitors arriving to Sarajevo airport/railway/bus station
c. Reporting and In-Processing. Reporting and in-processing will take place during the first two
days of the course, depending on whether a participant is national or international, and in
accordance with the Course Schedule. In general, international participants are to report 24
hrs before the start of the course, while national ones are to report on the morning of the start
of the course. The In-processing will be coordinated by the CA and executed by the Staff
Sections as per SOP 300 and PSOTC Admin SOP. During the In-processing the emphasis
will be on practical arrangements – registering for Access Cards, handing over medical
records (if needed), in-processing into the accommodation, handover of course students
equipment and material, administrative briefings etc.
d. Access ID Cards. The S-3 Section will request, coordinate and provide access cards from
EUFOR ID office for course participants based on the list received from BUDFIN office and
students Application Forms and associated supporting documents from the CA within 24 hrs
upon the reception of required request and NLT D-15.
e. Accommodation and meals. The accommodation and meals will be provided as to the
students as instructed in Recourse and Financial Management of this SOP.
f. Student Code of Conduct. The Student code of conducted is regulated by SOP 300.
g. Approval and Administration of Students Leave. The absence of part or whole day may be
authorised for students by the HETD. The absences for two or more days must be authorised
by the Comdt. A copy of the approved leave request has to be handed over to the CD and S1
for registration.
h. Course and syndicate duty student. A course duty student will be appointed by a CD on daily
basis in coordination and with Syndicate DSs. The Syndicate DS will nominate Syndicate
Duty Student on daily basis. The list of Course duty students will be published in a Course
Schedule, while Syndicate DS List will be produced for each syndicate by the Syndicate DS.
i. Learning support.
1) Printing support. The students will have printing capacities in each syndicate for daily
routine printing of training support material. However, if printing excide exceeds
available printing capacities in the Syndicate, the students will address request to the
CA through Syndicate DS.
2) IT Support. At the PSOTC school building there are about 20 desktop computers,
besides personally issued laptops, that the students can use on Student subnet (syndicate
rooms, library, accommodation). The Student net is connected to the Internet through
the firewall and users have limited access through proxy servers. No classified
documents will be stored on these computers.
3) Use of PSOTC Library English Language Lab. The PSOTC Library/Lab will be staffed
during PSOTC working hours and at such other times as may be required by the course
programme in accordance with SOP 300 and based on the CD request to HETD.
j. Student’s welfare. In order to create conducive learning environment the CD will plan and
organize welfare program for the students that includes free of charge:
1) Use of the gym and sports terrain and equipment on the Camp.
2) Professionally guided Sarajevo cultural tour.
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3) Course official dinner.
4) Refreshments during the course.
k. Medical support. In case of an emergency, the students will address to the CA or PSOTC
Duty Officer out of working hours. For emergency cases, the students can use the First aid
station on the Camp. Any other treatment will be forwarded to Sarajevo University Hospital
where treatment expenses are responsibility of sending authority. This info musty be
communicated to the sending authorities in the course invitation letter.
l. Out – Processing. The Out processing of the PSOTC students will take place on the last two
days of the course and it will be coordinated by the CA and executed by the Staff Sections as
per SOP 300 and PSOTC Admin SOP. The day before graduation, students will hand back
all training material to S-4. On the last day of the course, the students will have check out
process according to the following sequences:
1) Check-Out from the Accommodation Building. This will include cleaning their room
spaces, handing back bed linen and set of room keys. The students are required to leave
their rooms NLT 0830 hours. The responsible Section is S-4.
2) Hand back of PSOTC issued keys / magnetic card to S-4.
3) The students are required to settle all bills and dues before leaving the PSOTC with
BUDFIN through the CA.
4) Return of issued EUFOR Access Cards to the escort organized by S-3, or to a PSOTC
driver for international students leaving the Camp after working hours. The CA will
coordinate return of IDs.
9. Logistics resources management – Available on request
10. Financial management – Available on request
11. IT support. The IT support in the Centre will be planed, organized and overseen by Section S-6
in accordance with national rules/regulation, PSOTC Admin. SOP and section 300 of this SOP.
12. Annexes. -
A. PSOTC Key Staff Current Professional Development Overview – Available only to
authorised personnel
B. PSOTC Teaching Facilities Management Plan - Available on request