Officer Education Record Updates/Corrections

Officer Education Record Updates/Corrections
OFFICER EDUCATION RECORD UPDATES/CORRECTIONS

AFIT CODING BRANCH

 
AFIT is responsible for maintaining the academic records for active duty, guard and reserve officers of the USAF. The receives thousands of transcripts annually. Upon receipt of your college transcript, our Coding staff determines the appropriate academic specialty code (ASC), and updates that data, along with the school code and academic level (baccalaureate, master's, doctorate, professional degrees), into the Military Personnel Data System (MILPDS). This information is used for assignments, promotions, AFSC determinations, and other personnel actions.
 
The most common updates are: bachelor's  degrees, bachelor plus (annotated on the Career Data Brief (CDB) and SURF as  " Graduate Work - No Graduate Degree" ), master's degree, master's plus, PhDs, and medical residencies/fellowships. This section also updates professional degrees (medical, law, chaplain, etc).

NOTE: For bachelor's plus and master's updates all credits must be on a single university transcript. We do not have the authority to combine hours from multiple schools. We will accept transfer hours as annotated. Minimum requirements: Bachelor Plus  - completion of 15 semester hours or 22 quarter hours toward the award of the master's degree. Master Plus -completion of 30 semester hours or 45 quarter.
 
REQUIREMENTS COMPLETE/PENDING GRADUATION ONLY
(GRADUATE DEGREE LEVELS ONLY)
 
This only applies if your degree requirements are completed, but a degree has not been awarded/conferred. (Hint--If your degree was awarded over 3 months ago, you are not pending graduation and need to send official transcripts) An official letter from the university registrar on university letterhead may be mailed or e-mailed to our office. The letter must contain the following information: Name, SSN, degree level, major area of study, date of graduation (for future graduation dates we will accept the requirements completion date as a substitute), and the letter must be physically signed by the Registrar. We will not accept letters stating pending status, should graduate, or audits pending. All letters must reflect all pre-graduation actions are complete. (Note: We do not accept letters for bachelor's degrees, bachelor's plus or master's plus updates.) This update is valid for a one time 90 day entry in your MilPDS record. Please plan accordingly for your needs. You will need to have an official transcript sent to us on or after the graduation date in order to make this a permanent entry in your records.
 
TRANSCRIPT FEES

AFI 36-2305 para 4.1. Officer Updates. Officers are responsible for ensuring the accuracy of their education records annually. It is the officer's responsibility to contact the issuing institution and fund the cost of any requested transcript/documentation (see paragraph 3.2.) for update and/or correction of military records. Transcript fees are not reimbursable by the Air Force.
 
BOARD INFORMATION FROM THE OPB INSTRUCTIONS

Academic Education:
Beginning with boards convening 1 Dec 14 or later, advanced academic degrees will no longer be considered for all Line of the Air Force (LAF) Major and Lt Colonel Boards.
 
For all other competitive categories:  This area holds only your two highest/most recent degrees.  Officers are responsible for ensuring their education records are updated as quickly as possible after completing new education levels.  You may request an update of bachelor's plus or master' s plus to show progress toward an advanced degree.  At least 15 semester or 22 quarter hours of graduate-level work are required for " BAC+" 30 semester or 45 quarter hours of PHD work are required for " MAS+" .  Official transcripts must be sent to the AFIT Academic Coding Branch directly from the issuing institutions. 

If you are unsure if your degree information is being masked, please review your Career Data Brief in vMPF prior to contacting our office.
 
If your academic information appears on your career data brief then your data is being masked for the promotion board.

CONTACT INFORMATION

PRIOR TO CONTACTING OUR OFFICE, PLEASE REVIEW YOUR CAREER DATA BRIEF (CDB) IN vMPF!

AF Portal> Personnel and Career> vMPF - virtual Military Personnel Flight>
vMPF> Under 'Most Popular Applications'> select 'Career Data Brief'
 
If this information is correct, our office is not the issue.

DO NOT use AMS SURF. This is not an official document. Any updates made to your record may take up to 30 days to reflect on the SURF.
 
The Education Office manages AFVEC. If your information is not reflected, take a print out of your Career Data Brief to the Education Office, they need to correct your information in AFAEMS.

HOW TO OBTAIN AN EDUCATIONAL LEVEL UPDATE
An official transcript from the university may be mailed or e-mailed from the registrar's office reflecting your degree progress or graduation. E-mails are preferred to be in Adobe Acrobat .pdf format and must be the official transcript.

NOTE: Most official transcripts do not include your SSN or date of birth. If you have a common name it is recommended that you contact the school to ensure that additional identifying information is on your transcript or this office will be unable to locate you in MILPDS. If you were married and you have had a last name change, please ensure the last name on your transcript matches your AF records or we will be unable to locate you in the system.


We cannot accept diplomas faxes photocopies student scanned e-mail copies screenshots unofficial, opened, or issued to student transcripts enrollment verifications or grade reports.

All mailed correspondence requesting updates to academic level should be addressed to:

AFIT Academic Coding Branch
2950 Hobson Way
Wright-Patterson AFB, Oh 45433-7765
 
Phone: (937) 255-6565, x4324
DSN: 785-6565, x4324

E-mail: afit.coding@afit.edu

This contact information is correct!! The building has not moved!! Please do not CALL to verify!!

ONCE TRANSCRIPTS ARE SENT

Please allow 2-3 weeks for delivery and processing of traditional mail. We only receive mail from the base postal center on Wednesday and Friday.  Overnight post and email runs 1 week for processing.  The individual will notice the update on the CDB in vMPF within 24 hrs of processing. (We do not make real time updates to AMS SURF or AFVEC, it may take up to 30 days for the change to flow to other systems.)  If delivery confirmation is required, utilize certified mail, FED EX, UPS or Express Mail.

HOW CODING WORKS IN MILPDS 
 
The Coding Office uses a list of codes located in MILPDS to update degree information. Once the code is input, MILPDS has default information that populates the system. This information cannot be changed!

WE CAN NOT UPDATE:

Professional Military Education (PME)-- SOS, ACSC, etc, or any type of board certification or short course training items.

ROTC DG

OTS DG

Medical Licenses/Credentials