• Frequently Asked Questions

  FAQs for CCI 325.01, “Extramural and Intramural Training and Obligation”

  What resources are available for information on the PHS Commissioned Long-Term Training Program?

  Information pertaining to the Long-Term Training Program can be found at CCI 325.01 “Extramural and Intramural Training and Obligation” effective October 20, 2021.

  What are the new changes to CCI 325.01 that went into effect on October 20, 2021?

  Old Policy	New Policy
  All training of Public Health Service officers for which the Government provided pay, allowances, tuition, or fees was within the scope of Section 2l8 of the PHS Act (42 U.S.C. 2l8a) cited in Section B. Except as required therein, the provisions of this INSTRUCTION did not apply to those parts of PHS-approved Intramural Residencies or internships taken at non-Government educational institutions or collaborating hospitals. See Subchapter 25.2, INSTRUCTION 3, for active-duty obligation determinations for Extramural portions of Intramural programs.	Combines in CC25.2.1 Intramural and Extramural Active Duty Obligations (ADO) policies.
  The Director, CCHQ, had been the delegated authority to approve Long-Term Training outside PHS (Extramural training) for Medical and Dental Residency training and all other training approved within an approved training plan.	No longer requires the Director, CCHQ, to approve Residency training programs or to convene a Committee on Residencies and Internships.
  This document used Agency/OPDIV/Program to mean the HHS offices, HHS Agencies, HHS Operating Divisions, Staff Divisions, Non-HHS Agencies, and non-HHS Programs and Organizations in which PHS officers serve or are detailed.	Moves the definitions section to a new Appendix A and several procedures into a new Personnel Operations Memorandum (POM) (under development and will be released on a later date).
  Wherever the term "PHS Components," was used herein it was intended to mean the PHS (OASH) staff offices, PHS agencies, and PHS regional offices.	Replaces the term “PHS Components” with Agency/Operating Division (OPDIV)/Program to include Public Health Service officers who work at non-Health and Human Services (HHS) Agencies and programs (Appendix A and throughout the document).
  No Policy for Letter of Support	Adds a requirement for a ‘Letter of Support’ to determine how long the officer will have to stay at the Agency/OPDIV/Program funding the training.
  If the Public Health Service officer’s training included separate Intramural and Extramural programs, then the officer would incur an ADO for the Extramural training as above. But, as long as the Intramural training was not part of a program certified under the auspices of an Extramural program, the officer would not incur any ADO for the Intramural program.	Expands the scope of Intramural trainings beyond Medical Residencies.
  This INSTRUCTION set forth PHS policy relating to Intramural Residency training programs. Intramural training was defined as that training offered by PHS within PHS facilities. Intramural training also included, however, some training or work assignments in a non-PHS facility which may have resulted in an Active Duty Obligation for the PHS commissioned officers involved	Removes the approved “Participating Intramural Training Programs” and replaces it with the concept that the Extramural/Intramural status of a combined program depends on whether the program is certified under the Extramural facility or the Intramural one.
  For Public Health Service officers who attended a full-time distance learning training program funded through an Agency/OPDIV/Program (or the USPHS Commissioned Corps), their official duty station remained the same as before entering training, and did not change to the online program’s mailing address or campus unless the sponsoring program made alternative arrangements with the USPHS Commissioned Corps. See 6-5	Adds provisions for Distance Learning (online) and for trainings funded by the officer.
  The Surgeon General was responsible for ensuring the day-to-day management of the USPHS Commissioned Corps and, without further delegation, had the authority to approve waivers to the requirement that officers who failed to complete their ADO must repay the PHS twice the amount spent on their training.	Clarifies full and part-time ADOs and the consequences if an officer fails to fulfill the ADO, including the procedures for waiving the repayment requirement.
  No MOU requirement	Adds a section on Agreements and MOU Clearance: CCHQ requires a Memorandum of Understanding (MOU) between the Program/Agency and the training site unless the Program/Agency runs the training. This agreement spells out the expectations of both parties for the training.
  No MOU Appendix	Adds a sample MOU as an Appendix: Appendix B of CCI 325.01
  The statutory authority for training of officers and the availability of appropriations for such training is Section 218(a) of the PHS Act (4 U.S.C. 218a(a)).	Incorporates language from the Extramural Training Agreement dated August 2016.

  What is the deadline for submitting Long-Term Training packets?

  The deadline for submitting Long-Term Training packets is March 15th of the training year. Please submit Long-Term Training packets (with all documents enclosed) in one message to PHSlongtermtraining@hhs.gov before 2359 hrs EST on March 15th of the training year.

  Can a Long-Term Training be submitted after the deadline?

  No, all Long-Term Training applications are due on or before 2359 hrs EST on March 15th each calendar year for all HHS supported training that will begin that July 1st or later, including January through June of the following calendar year. No exceptions will be made.

  Where can I find the forms to apply for Long-Term Training?

  All Long-Term Training forms and supporting documents can be found on the CCMIS website: https://dcp.psc.gov/ccmis/ccmis/forms/FORMS_Training_m.aspx

  What are the steps for applying to Long-Term Training?

  When applying for Long-Term Training, a Public Health Service officer should follow these steps:

  1. Review plans to attend training and collect necessary information pertaining to the school, curriculum, qualifications, tuition, and registration.
  2. Discuss the plans and program with his/her supervisor and agency.
     1. If approval is granted, Public Health Service officers will make all applications for training, including applications for Scholarships, Grants, and Awards under 42 U.S.C. § 213a(a)(9) referring to 10 U.S.C. § 2603, on form PHS-1122-1.
  3. Complete form PHS-1122-1 “Application for Training for PHS Commissioned Personnel” through Item 21.
     1. The Agency/OPDIV/Program must complete form PHS-1662, “Request for Personnel Action – Commissioned Officer,” requesting entrance to training. The report date on the PHS-1662 must match the start date on the application. CCHQ must receive the PHS-1662 at least 60 days prior to the start of training.
     2. Each Public Health Service officer who is selected for training (long-term or short-term) must:
        1. Make all necessary arrangements for admission to the approved educational institution or training program to which application is made.
        2. Immediately after the Public Health Service officer is accepted into the training program and the training has been approved by the sponsor and the CCHQ, inform his/her official superior and the training coordinator, CCHQ about the acceptance, the institution where the training will be provided, the amount of the tuition and fees involved, and the officer’s address while in training.
           1. The Public Health Service officer must provide this information even if the USPHS Commissioned Corps is not funding the training.
        3. Notify the USPHS Commissioned Corps Liaison at the sponsor so he/she can execute a Basic Training Contract (see hyperlink below) with the training institution.
           1. The Liaison must send a copy of this contract to the sponsor’s payment department and to the training coordinator, CCHQ
        4. Obtain and deliver form PHS-1881-2, “Order Pursuant to the Basic Training Contract,” to the institution (see hyperlinks below).
  4. Complete and compile all forms (hyperlinked) and documents listed below:
  • Training Purposes and Objective
  • PHS 6373 Extramural Training Agreement
  • PHS 6374 Intramural Training Agreement
  • PHS 1881-2 Order Pursuant to Basic Training Contract
  • PHS 1881-1 Basic Training Contract
  • PHS 7062 Extramural Training Agreement (Scholarships, Grants, Fellowships)
  • Letter of Support
    1. Prior to the start of the training, the Public Health Service officer, the USPHS Commissioned Corps, and the Agency/OPDIV/Program in which the officer serves, must agree to a Letter of Support (LOS) on the arrangements for the officer's assignment upon completion of the training.
       1. The LOS will specify how long the Public Health Service officer must remain at the Agency/OPDIV/Program funding the training before the USPHS Commissioned Corps will consider a request for a new assignment (unless the Agency/OPDIV/Program consents to the move).
       2. The USPHS Commissioned Corps agrees not to transfer the Public Health Service officer (without the approval of the Agency/OPDIV/Program) for the duration specified in this LOS unless the Director, CCHQ, decides such a move would be for the good of the USPHS Commissioned Corps.
          This time commitment in the LOS is separate from the Public Health Service officer’s Active Duty Obligation (ADO) to the USPHS Commissioned Corps and can be a shorter or longer period depending on the agreement.
  • Memorandum of Understanding (MOU)
    1. CCHQ requires an MOU between the Program/Agency and the training site unless the Program/Agency runs the training. This agreement spells out the expectations of both parties for the training.
  • Ethics Clearance (If applicable)
    1. The Ethics Division of the Office of General Counsel (OGC) must clear all training agreements. Public Health Service officers who fail to submit and/or obtain a favorable ethics clearance may be subject to disciplinary actions in accordance with CCD 111.02, “Disciplinary Action.”
  • Course Curriculum

  After the Long-Term Training package is completed what is the process?

  Once completed, the Public Health Service officer must forward the Long-Term Training packet through to the officer’s Commissioned Corps Liaison prior to submission to Commissioned Corps Headquarters (CCHQ) for final approval.

  Can a Public Health Service officer apply for a training extension if the training is not completed by the training end date?

  If a Public Health Service officer is requesting an extension of training for less than 90 days, the request must be submitted in writing.

  If a Public Health Service officer is requesting an extension of training for more than 90 days, the Commissioned Corps Liaison needs to revise and resubmit the training application.

  How will the sponsoring agency be notified if the Long-Term Training application is approved?

  CCHQ will inform the Commissioned Corps Liaison in the OPDIV/STAFFDIV or Program when the training application request has been approved by the Director, CCHQ.

  What is short-term training?

  Short-term training includes:

  • Full-time training that does not exceed 30 consecutive days nor a total of 90 calendar days in a fiscal year.
  • Part-time training that does not exceed 70 hours in attendance in a 30-day period, nor a total of 210 hours in attendance in a fiscal year.

  Who approves short-term training?

  The USPHS Commissioned Corps has delegated the authority to approve short-term training for Public Health Service officers to:

  • Directors of Principal Staff Offices and divisions within the Office of the Assistant Secretary for Health, without authority to redelegate; and
  • HHS agency and OPDIV heads, and heads of non-HHS organizations and programs, with authority to redelegate.

  The officials who have the authority to approve applications for short-term training will, after taking action on an application, send the original to CCHQ.

  What are some reasons for non-approval of Long-Term Training?

  Some reasons for non-approval are:

  • Lack of agency funding
  • Disciplinary action in the officer’s file
  • Unsatisfactory or missing COER
  • No current license on file in CCHQ (if required for Commissioning)
  • Not Basic Ready
  • Change in Medical condition of an officer that would prevent him/her from fulfilling payback

  What is the process for a Licensure Limited Tour when an officer is in a Residency Program?

  

  Last Updated: 2/11/22
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