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Steps for Steps for Successful Successful

Commissioned Commissioned Corps Awards Corps Awards NominationsNominations20152015

Alaska Area Alaska Area

Commissioned Corps BoardCommissioned Corps Board

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Goals & ObjectivesGoals & Objectives

GOAL: To improve the success & GOAL: To improve the success & timeliness of officer recognitiontimeliness of officer recognition

OBJECTIVESOBJECTIVES Review type of awards & associated criteriaReview type of awards & associated criteria Focus on preparing successful nominationsFocus on preparing successful nominations Gain better understanding of overall Gain better understanding of overall

process to form realistic expectationsprocess to form realistic expectations

Awards…Awards…

Designed to provide formal recognition for Designed to provide formal recognition for outstanding accomplishments and outstanding accomplishments and performance to the mission of the PHS or performance to the mission of the PHS or other programsother programs

Officers Officers DO NOT DO NOT compete against each compete against each otherother

There are There are no minimum or maximum no minimum or maximum number of nominationsnumber of nominations

Open to all officers on active duty (Regular Open to all officers on active duty (Regular Corps and All Categories and Grades)Corps and All Categories and Grades)

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Why Are Awards Why Are Awards Important?Important?

Demonstrate advancement of the Demonstrate advancement of the mission of PHSmission of PHS

Officer career development & Officer career development & progressionprogression Promotion/Category benchmarksPromotion/Category benchmarks Officer moraleOfficer morale Recruitment and retentionRecruitment and retention

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CC Awards Program (COAP)CC Awards Program (COAP)

CC Issuance updated Aug 2007CC Issuance updated Aug 2007 Replaced previous, dated 2000Replaced previous, dated 2000 Includes clarification & timelinesIncludes clarification & timelines Incorporates FMRB, Deployment Incorporates FMRB, Deployment

Service Awards, Recruiter badge & Service Awards, Recruiter badge & ribbonribbon

Limitations: unit award & individual Limitations: unit award & individual award cannot overlap unless notable award cannot overlap unless notable difference effort from group.difference effort from group.

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Purpose of COAPPurpose of COAP

Encourage maximum performanceEncourage maximum performance

Formal recognition of outstanding Formal recognition of outstanding accomplishments or achievementsaccomplishments or achievements

Improve esprit de corps among Improve esprit de corps among officersofficers

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COAPCOAP

Limited to scope of officer’s Limited to scope of officer’s employment with the Corpsemployment with the Corps

Non-competitiveNon-competitive No award progression or orderNo award progression or order Award assessed upon comparison of Award assessed upon comparison of

criteriacriteria

Award TypesAward TypesReference CCPM P67Reference CCPM P67

Individual Honor Individual Honor Awards*Awards*

1.1. Distinguished Service Medal (DSM)Distinguished Service Medal (DSM)

2.2. Meritorious Service Medal (MSM)Meritorious Service Medal (MSM)

3.3. Outstanding Service Medal (OSM)Outstanding Service Medal (OSM)

4.4. Commendation Medal (CM)Commendation Medal (CM)

5.5. Achievement Medal (AM)Achievement Medal (AM)

6.6. PHS Citation (CIT)PHS Citation (CIT)

*for which officers are nominated *for which officers are nominated in decreasing order of level in decreasing order of level of impactof impact

Unit Honor AwardsUnit Honor Awards

1.1. Outstanding Unit Citation (OUC)Outstanding Unit Citation (OUC)

2.2. Unit Commendation (UC) Unit Commendation (UC)

• Nomination should include non-CO & Nomination should include non-CO & inter-agency team members inter-agency team members

• Cover sheet, Part 1, Comment section: Cover sheet, Part 1, Comment section: mention non-COs to be recognized mention non-COs to be recognized through civilian awards through civilian awards

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Service AwardsService Awards

Crisis ResponseCrisis Response Foreign DutyForeign Duty Global ResponseGlobal Response Hazardous DutyHazardous Duty

Isolated HardshipIsolated Hardship Recruitment Recruitment

ServiceService Response Service Response Service Special AssignmentSpecial Assignment

Require a statement from supervisor (or appropriate person) regarding completion of required criteria

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EligibilityEligibility

Officer must be in compliance with Officer must be in compliance with professional licensure or professional licensure or certificationcertification

Officer in “good standing”Officer in “good standing” Most recent COER must be on fileMost recent COER must be on file COERs on file for period coveredCOERs on file for period covered Average rating of C or higher for most Average rating of C or higher for most

recent & those during period coveredrecent & those during period covered No suspensions or adverse actionsNo suspensions or adverse actions

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NominationNomination

““Each recommendation must be Each recommendation must be formally initiated within 13 months” formally initiated within 13 months” after the end of time period covered after the end of time period covered

Nominator may be fellow officer, co-Nominator may be fellow officer, co-worker, superior…but not self.worker, superior…but not self.

Follow the chain of command- Follow the chain of command- supervisors should review award supervisors should review award before it is submitted to awards before it is submitted to awards board.board.

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Writing the NominationWriting the Nomination Write the nomination 1Write the nomination 1stst, then determine , then determine

what level award is warrantedwhat level award is warranted Nominee should contribute to (or write) Nominee should contribute to (or write)

the narrative since they are most the narrative since they are most knowledgeable about accomplishments knowledgeable about accomplishments and impactsand impacts

You are in charge of your own careerYou are in charge of your own career Plan ahead. Plan ahead. Recommendation: awards should be in Recommendation: awards should be in

officer’s file by October to meet following officer’s file by October to meet following year’s promotion boardyear’s promotion board

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Writing the NominationWriting the Nomination

Not to exceed 2 pagesNot to exceed 2 pages 1 inch margins1 inch margins Font size at least 12Font size at least 12 Courier, Arial or Times New RomanCourier, Arial or Times New Roman Use rank abbreviated as LTJG, LT, Use rank abbreviated as LTJG, LT,

LCDR or CAPTLCDR or CAPT Do not use Dr., Ms., Mr., etcDo not use Dr., Ms., Mr., etc Spell out numbers (1-10)Spell out numbers (1-10)

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Writing the NominationWriting the Nomination Avoid technical language. Should be Avoid technical language. Should be

easily understood & followed by those easily understood & followed by those outside your profession, agencyoutside your profession, agency

Avoid fluff. Let the facts speak for Avoid fluff. Let the facts speak for themselves.themselves.

Define abbreviations on 1Define abbreviations on 1stst use use Avoid future tense (“will be”) in impactAvoid future tense (“will be”) in impact Avoid passive language (“has been”) Avoid passive language (“has been”)

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Writing the NominationWriting the Nomination ““Cited for”Cited for”

Begin with 3-4 lines stating why the Begin with 3-4 lines stating why the officer is being nominatedofficer is being nominated

This citation should match verbatim the This citation should match verbatim the “cited for” box on the cover sheet (18- “cited for” box on the cover sheet (18- character max) & narrative conclusioncharacter max) & narrative conclusion Do not, however, repeat the dates in the Do not, however, repeat the dates in the

cited for on the cover sheet or conclusioncited for on the cover sheet or conclusion Include appropriate “key words” for Include appropriate “key words” for

level of award (ie, OSM should focus on level of award (ie, OSM should focus on leadership)leadership)

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Writing the NominationWriting the Nomination

““Background”Background” Short paragraph describing the Short paragraph describing the

conditions that existed prior to the conditions that existed prior to the accomplishmentaccomplishment

What is the officer’s regular duties? What is the officer’s regular duties? Why was it important to make a change?Why was it important to make a change? Don’t make the situation improved Don’t make the situation improved

appear dismal before interventionappear dismal before intervention

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Writing the NominationWriting the Nomination

As a rough guideline, when selecting As a rough guideline, when selecting award include at least:award include at least: 1 significant accomplishment for CIT1 significant accomplishment for CIT 2 significant accomplishments for AM2 significant accomplishments for AM More worthy accomplishments for CM More worthy accomplishments for CM

& above& above

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Writing the NominationWriting the Nomination ““Accomplishments”Accomplishments”

What What exactlyexactly did the officer do? did the officer do? What was the officer’s role?What was the officer’s role? When? Dates should not be outside the time When? Dates should not be outside the time

period coveredperiod covered What obstacles were overcome? How?What obstacles were overcome? How? Describe how officer’s achievements were above Describe how officer’s achievements were above

& beyond expectations& beyond expectations Be Be specificspecific Be Be quantitativequantitative (include data, measurements, (include data, measurements,

numbers)numbers) Use bullets to improve clarityUse bullets to improve clarity

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Writing the NominationWriting the Nomination

““Impact”Impact” So what? So what? Why is the public health better as a Why is the public health better as a

result of the officer’s accomplishments?result of the officer’s accomplishments? What were the results of the What were the results of the

accomplishments?accomplishments? Again, be as quantitative as possibleAgain, be as quantitative as possible Most common reason for awards being Most common reason for awards being

returned is lack of demonstrable impactreturned is lack of demonstrable impact

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Writing the NominationWriting the Nomination

““Conclusion”Conclusion” Brief summary emphasizing importance Brief summary emphasizing importance

of workof work Should replicate the “Cited for” fields in Should replicate the “Cited for” fields in

the narrative introduction & cover sheet the narrative introduction & cover sheet verbatim with the exception of dates.verbatim with the exception of dates.

Be brief…forget the fluff.Be brief…forget the fluff.

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Cover Sheet (PHS 6342)Cover Sheet (PHS 6342)Templates are an excellent tool for correct Templates are an excellent tool for correct

formatformat

http://www.anthc.org/cs/coawards/http://www.anthc.org/cs/coawards/index.cfm index.cfm

Part 1Part 1 Rank: this is a letter (Officer) not a numberRank: this is a letter (Officer) not a number PHS Professional CategoryPHS Professional Category

There are 11 categoriesThere are 11 categories Use one of the following: medical, dental, nurse, Use one of the following: medical, dental, nurse,

engineer, scientist, environmental health, engineer, scientist, environmental health, veterinary, pharmacy, dietetics, therapy, health veterinary, pharmacy, dietetics, therapy, health servicesservices

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Cover Sheet (PHS 6342)Cover Sheet (PHS 6342)

Current Organization for AK officers Current Organization for AK officers will be: USPHS/IHS/AANHS…will be: USPHS/IHS/AANHS…

Followed by the officer’s Followed by the officer’s organization…organization… Such as ANTHC or SCF (not ANMC)Such as ANTHC or SCF (not ANMC) USPHS/IHS/AANHS/USPHS/IHS/AANHS/SCFSCF……

Followed by officer’s duty station Followed by officer’s duty station locationlocation USPHS/IHS/AANHS/SCF/USPHS/IHS/AANHS/SCF/AnchorageAnchorage,, AK AK

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Cover Sheet (PHS 6342)Cover Sheet (PHS 6342) Organization Position TitleOrganization Position Title

Billet title, for example Billet title, for example Period CoveredPeriod Covered

Month & Year (unless activity was very Month & Year (unless activity was very short, such as 1 week)short, such as 1 week)

Do not use “present” Do not use “present” Cited forCited for

Not to exceed 180 characters (this Not to exceed 180 characters (this includes spaces)includes spaces)

Should match narrative introduction & Should match narrative introduction & conclusion verbatimconclusion verbatim

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Cover Sheet (PHS 6342)Cover Sheet (PHS 6342)

Nominator & EndorsementsNominator & Endorsements Nominator signature not needed until Nominator signature not needed until

nomination approved by AK Awards nomination approved by AK Awards BoardBoard

Follow usual administrative line of Follow usual administrative line of approvalapproval

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Cover Sheet (PHS 6342)Cover Sheet (PHS 6342)

Comment SectionComment Section Add explanation for any overlapping Add explanation for any overlapping

awards, recognition for civilians & awards, recognition for civilians & interagency group participants (for unit interagency group participants (for unit awards) awards)

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Submitting Award Submitting Award NominationNomination

Submit award package which Submit award package which includesincludes Coversheet (signature & date should be Coversheet (signature & date should be

left blank when submitting)left blank when submitting) Completed checklist indicating that Completed checklist indicating that

each step was given proper attentioneach step was given proper attention NarrativeNarrative

May be emailed to: _AKA-May be emailed to: _AKA-CCAB@anthc.org CCAB@anthc.org

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Improving TimelinessImproving Timeliness

Award nominations and cover sheets Award nominations and cover sheets should be submitted electronically to:should be submitted electronically to:

_AKA-CCAB@anthc.org _AKA-CCAB@anthc.org

If completed documents are received If completed documents are received by the 10by the 10thth of the month, the award of the month, the award will be reviewed by AK CCAB in same will be reviewed by AK CCAB in same monthmonth

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Improving TimelinessImproving Timeliness

AK CCAB historically has spent AK CCAB historically has spent significant time revising nominations significant time revising nominations & cover sheets& cover sheets

Formatting problemsFormatting problems Difficult to understand or followDifficult to understand or follow Lacking impactLacking impact Poor responses from nominator for Poor responses from nominator for

clarification, strengthening, formatting clarification, strengthening, formatting corrections, etccorrections, etc

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Improving TimelinessImproving Timeliness Alaska Area Commissioned Officer Alaska Area Commissioned Officer

Awards BookletAwards Booklet PurposePurpose: to improve the quality of : to improve the quality of

award nominations submitted to the award nominations submitted to the AK CCABAK CCAB Improve timeliness of awards process to Improve timeliness of awards process to

ensure officers are appropriately ensure officers are appropriately recognized in a timely mannerrecognized in a timely manner

Allow CCAB to work towards improving Allow CCAB to work towards improving other processes such as tracking & other processes such as tracking & educationeducation

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Common reasons a Common reasons a nomination may be rejectednomination may be rejected Officer’s role not clearly explainedOfficer’s role not clearly explained Weak impact statements (most Weak impact statements (most

common mistake)common mistake) Nomination is too technicalNomination is too technical Quantitative information is omittedQuantitative information is omitted Award level not appropriate Award level not appropriate Overlap with previous awardOverlap with previous award

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Common reasons a Common reasons a nomination may be nomination may be

rejected:rejected: Outside the 13 month period.Outside the 13 month period. Failure to adhere to formatting Failure to adhere to formatting

requirements.requirements. Awards not adhering to these Awards not adhering to these

guidelines and/or checklist guidelines and/or checklist will not will not be reviewed by the awards board.be reviewed by the awards board.

Incomplete nominations will not be Incomplete nominations will not be reviewed.reviewed.

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ProcessingProcessing

DSM, MSM, OUC and those with DSM, MSM, OUC and those with ValorValor OPDIV OCCO CCAB SG OPDIV OCCO CCAB SG

OCCOOCCO OSM, CM, UCOSM, CM, UC

OPDIV Awards Board OPDIV OPDIV Awards Board OPDIV Approving Authority OCCOApproving Authority OCCO

AM, PHS CITAM, PHS CIT OPDIV Approving Authority OCCOOPDIV Approving Authority OCCO

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Award Follow-UpAward Follow-Up““I understand I was approved for an I understand I was approved for an

award but have not received it?”award but have not received it?”

It may take 4-5 months for CIT, AM & It may take 4-5 months for CIT, AM & UCUC

Several months for CM & aboveSeveral months for CM & above Delayed by revisions & requests for Delayed by revisions & requests for

additional informationadditional information

Email CCAB at: _AKA-CCAB@anthc.org Email CCAB at: _AKA-CCAB@anthc.org

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Awards Time FrameAwards Time Frame AK Awards Board reviewAK Awards Board review

May need revision or additional information from May need revision or additional information from nominatornominator

Awards returned to nominator/nominee for Awards returned to nominator/nominee for correction, clarification or rewrite must be correction, clarification or rewrite must be resubmitted with 60 days.resubmitted with 60 days.

After AK CCAB approval, nominator After AK CCAB approval, nominator signaturesignature

Endorsements (min of 3, including the Endorsements (min of 3, including the Director AANHS)Director AANHS)

OCCO ensures documents related to OCCO ensures documents related to approved awards are posted in officer’s OPFapproved awards are posted in officer’s OPF

Hardware received by AK CCAB & forwardedHardware received by AK CCAB & forwarded

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AuthorizationAuthorization

Officer is authorized to wear the Officer is authorized to wear the ribbon once the award is posted in ribbon once the award is posted in your OPFyour OPF

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Questions?Questions?

Thank you for your time & interestThank you for your time & interest Happy Nominating!Happy Nominating!

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ReferencesReferences PHS COAP, CC27.1.1, 8/06/07PHS COAP, CC27.1.1, 8/06/07 CCPM P67, 6/98CCPM P67, 6/98 Alaska Area Commissioned Officer Awards Alaska Area Commissioned Officer Awards

Booklet, 2007Booklet, 2007 ““The Nuts & Bolts of PHS Awards”, R.EtzelThe Nuts & Bolts of PHS Awards”, R.Etzel www.cdc.gov/occp/personnel/awardswww.cdc.gov/occp/personnel/awards http://coa.spsp.net/webpage/uniforms/http://coa.spsp.net/webpage/uniforms/

ribbons.html (for PHS Order of ribbons.html (for PHS Order of Precedence) Precedence)

http://www.usphs.gov/corpslinks/apaoc/http://www.usphs.gov/corpslinks/apaoc/documents/documents/CommissionedOfficerAwardsProgram.pdf CommissionedOfficerAwardsProgram.pdf