Dear Public Health Service Officers,
The purpose of this message is to provide a summary of what documentation is required for Intramural and Extramural Long-Term Training (LTT), where these documents can be found, and when these documents are due to Commissioned Corps Headquarters (CCHQ). We wanted to provide this information to you directly this year, in addition to the information routinely provided to the liaisons.
LTT is defined as all units or courses in a planned educational program leading to an academic degree, whether taken full-time, part-time, continuously or intermittently. LTT includes 1) internships or residencies that exceed 30 consecutive days or a total of 90 calendar days in a fiscal year or 2) part-time training that exceed 70 hours in attendance in a 30 day period or a total of 210 hours in attendance in a fiscal year.
The application for extramural and intramural training is made on Form PHS-1122-1, “Application for Training PHS Commissioned Personnel.” Supporting documentation must accompany the application. All supporting documents must be submitted at the time of the application or it will be deemed not complete and will not be approved.
In accordance with policy, the complete packet is due in the Commissioned Corps Headquarters (CCHQ), Personnel and Career Management Branch (PCMB), no later than March 15 each calendar year for all HHS supported training that will begin July 1 or later of the 2021/2022 academic year. The deadline for packet submission is per policy and cannot be changed; no exceptions will be made. All long-term training forms and supporting documents can be found on the Commissioned Corps Management Information System (CCMIS) website. Procedurally, this will allow the time for routing and review by Office of General Counsel, ethics validation, and the Surgeon General.
The following documentation is required in your application packet:
- Training Purposes and Objectives
- Basic training contract, Form PHS-1122 Course Curriculum
- Form PHS-6374, Intramural Training Agreement, or
Form PHS-6373, Extramural Training Agreement
- Form PHS-7062, Extramural Training Agreement (Scholarships, Grants, Fellowships)
- Form PHS-1881, Order Pursuant To Basic Training Contract (as appropriate)
- Form DD-2807-1, Report of Medical History” and Disclosure Statement
- Form PHS-1662, Request for Personnel Action
- Letter of Acceptance from the training institution
- Letter of support from Agency/OPDIV/STAFF Division Director
- Memorandum from Agency HR Director requesting a basic training contract number (BTCN).
- Memorandum of Understanding or Agreement (MOU/MOA) between the Program/Agency and the training site.
- Approval from Agency ethics.
The Commissioned Corps Liaison in the OPDIV/STAFFDIV or Program will be informed by CCHQ when the training application request has been approved by the Director, CCHQ.
If you require further clarification regarding long-term training, please refer to the following policies on the Commissioned Corps Management Information System (CCMIS):
- Commissioned Corps Directive (CCD) 125.04, “Fellowships, Scholarships and Grants,”
- Commissioned Corps Instruction (CCI) 325.01, “Extramural Training,”
- Commissioned Corps Instruction (CCI) 325.02, “Intramural Residency Training Program,”
- Commissioned Corps Instruction (CCI) 325.03, “Extramural Training Obligations,”
Please work closely with your agency liaison to submit your Long-Term Training packet to CCHQ. If you have any questions or need assistance concerning training issues, please contact the PHSlongtermtraining@hhs.gov resource mailbox.
Respectfully,
Susan M. Orsega
RADM, USPHS
Acting Surgeon General
Director, Commissioned Corps Headquarters
For Official Use Only – Not for Public Release