Maintenance and Continuing Education Annual Fees
The Navy has two funding programs, Voluntary and Mandatory (Cyber IT/CSWF). Eligibility for maintenance and continuing education annual fees depends on the program:
Voluntary – Funding is available for Department of the Navy (DON) enlisted personnel, who may request it to obtain and maintain voluntary credentials in accordance with their eligibility (determined by their rating, collateral duties, etc.).
Mandatory – Funding is available for DON enlisted, officer, and civil service personnel who are properly designated Cyber IT/CSWF and are required to earn and maintain a certification in accordance with Cyber IT/CSWF job requirements.
You may request funding for maintenance and continuing education (CE) fees under either program—submit your request according to whether you are maintaining the certification voluntarily or to meet Cyber IT/CSWF requirements.
Maintenance and CE Fee Requirements
When maintaining your certification and requesting funding, you must consider both Navy COOL requirements and the credentialing agency requirements.
Navy COOL Funding Process Requirements
It is your responsibility to manage your own career and certifications, including CEUs. Navy COOL does not automatically pay maintenance fees. It is your responsibility to submit a voucher request via your Command Approving Official (CAO) at the appropriate time to obtain a voucher for payment of the maintenance/CE fee to the applicable certifying agency.
- The CAO for a voluntary request must be a DON military E-7/O-1 or above in the command.
- The CAO for a mandatory Cyber IT/CSWF request must be the designated Command Cyber IT/CSWF Program Manager.
Obtain the voucher request form on any page of the Navy COOL website by clicking the "2 Complete Voucher and Apply" chevron button near the top of the page and following the instructions.
Along with the completed voucher request form, you must also provide a screen shot of the certifying agency status information page for your certification that includes information such as Name, ID and/or Member Number, Certification, Certification Status, Maintenance Fee due and Maintenance Fee Due Date.
For a CompTIA certification, the screen shot requested is the “Continuing Education” (CE) Tab Dashboard. For other certifying agencies the titles may vary. For example, ISC2 has a “Status Page,” SANS has a “Certification History” page, and ISACA has a “My Certifications” page.
Important: Navy COOL is not authorized to fund past due maintenance/CE fees. Navy COOL will only fund the maintenance/CE fee for the current maintenance cycle/CE year, in accordance with your specific maintenance cycle schedule.
Certifying Agency Requirements
Certifying Agencies (i.e. CompTIA, ISC2) have maintenance and/or recertification/renewal requirements which most often involve an annual fee and Continuing Education Unit (CEU) requirements.
Note that for Cyber IT/CSWF personnel, CEUs earned to meet certifying agency maintenance requirements may also be eligible for submission to DON for the annual DON Cyber IT/CSWF requirement.
Certifying agencies can differ on when fees are due in the recertification/renewal cycle, so make sure you are aware of the schedule for your credential. CompTIA, used in the example below, has fees due at the beginning of the cycle. Another agency, GIAC, has a one-time maintenance fee due in the middle of the four year renewal cycle.
Important: Make sure you always visit the applicable certifying agency website to verify information regarding maintenance requirements.
COMPTIA – CompTIA requires an annual CE fee. Your payment due dates are based upon your CE cycle dates, not by calendar year. A CE fee for CompTIA becomes due annually at the beginning of each CE year. While CompTIA will accept the CE fee at any time during your three year maintenance cycle, Navy COOL requires that you request the CE fee during the current CE year in accordance with your three year maintenance cycle schedule. Note that CompTIA requires you to be current on your CE fee to be able to upload CEUs.
Using the CompTIA Continuing Education Tab Dashboard, an applicant who certified Security+ ce on 2015-Sep-30 (as reflected in the above screen shot), would have a maintenance cycle schedule of:
- CE YEAR 1 would be 2015-Sep-30 to 2016-Sep-30; fee due on or after 2015-Sep-30, this CE year is past due on or after 2016-Sep-30.
- CE YEAR 2 would be 2016-Sep-30 to 2017-Sep-30; fee due on or after 2016-Sep-30 (CURRENT CE YEAR! Fee due now).
- CE YEAR 3 would be 2017-Sep-30 to 2018-Sep-30; future CE fee may be requested on or after 2017-Sep-30.
For example, using 6/27/2017 as the day you submitted your request, CE YEAR 1 would NOT be the current CE year. If you had not already paid the fee for CE YEAR 1, it would be past due. You can check status by referring to the "CE Fee Due on or After" date. A CE Fee Due On or After date more than a year old indicates at least one past due fee. You can also look at the remaining balance. Since each annual CE fee is $50, for a total of $150 during the three year maintenance cycle, a remaining balance of $150 would indicate that a CE fee has not yet been paid.
You can submit a request for a CompTIA CE Fee Token voucher no earlier than seven days before the beginning of the current CE YEAR, up to the last day of the current CE YEAR. Navy COOL will not pay for past due fees or for future year fees.
OTHER CERTIFYING AGENCIES – For maintenance fees which become due at the end of a maintenance cycle year per certifying agency requirements, you can submit a request no earlier than 60 days before to the due date, but no later than the due date.