putting pen to paper: writing commissioned corps awards lcdr david hunter commissioned corps liaison...
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Putting Pen to Paper:Writing Commissioned Corps Awards
LCDR David HunterCommissioned Corps Liaison
Office of Public Health Preparedness and ResponseCenters for Disease Control and Prevention
11-20-13 slides with appendix and resources1
Disclaimer• The content of this presentation is a anecdotally
compiled assortment of information, suggestions and tips gathered from officer feedback.
• It is not intended to reflect the intent or position of the CDC Commissioned Corps Awards Board.
• The purpose of this presentation is to provide officers with suggestions, helpful hints, and general guidance for writing strong awards nominations.
• Officers should confer with their awards representative for specific policies, deadlines, and parameters for submitting nominations.
2
One day, your supervisor says,
“You deserve an award for this work.”
3
…and now what?
&
4
Here is your canvas…
5
1” Margins
2 pages
12 point fontTimes New Roman
6
Four Sections to the Narrative
Award Narrative
Conclusion
Accomplishments
Impacts
Introduction
7
Defining “Accomplishment”
Answers the question:
What did the officer do?
Action-
oriented!
8
Make a List
LCDR John Doe did…1)2)3)4)5)6)
9
Writing Guidelines
Use action verbs
Avoid the passive tense
Avoid jargon
Avoid technical language
Be clear and concise
Excise irrelevant details
Clearly identify how the officer showed leadership
Quantify as much as possible
Action Verbs:
LedDirected
CoordinatedWrote
PlannedImplemented
PerformedProvided
EstablishedFacilitatedDeliveredDesigned
10
Example Accomplishment
LCDR John Doe created a technical assistance program.
11A1
#s and %s
LCDR John Doe created a technical assistance program for improving emergency operations activities at local health departments.
How did he demonstrat
e leadership?
What other pieces of this project can be
counted?
For who?
How many people
attended?
How many activities?
What activities did this include?
A1 12
Conducted 10 webinar trainings
Conducted 6 site visits
Created 4 job aid tools
Developed 3 action plans
Reviewed 20 project proposals
LCDR Doe...
#s and %s
13
Conducted 10 webinar trainings
LCDR Doe...
#s and %s
•112 participants•Recorded sessions accessed 73 times
14
Conducted 6 site visits
LCDR Doe...
#s and %s
• 60 staff attended• 13 drills
observed• 6
recommendation reports written
15
Impacts… (They’re why any of this work matters)
16
Defining “Impact”
Answers the question:
What happened as a result of the officer’s
work?
Outcome-
oriented!
17
Actions and Effects
A Health Department Emergency
Operations Center functions better.
18
LCDR John Doe implements a
technical assistance program
List the Effects of Your Work
As a result of this project, the following things happened…
A)B)C)D)E)F)
19
Writing Guidelines
Do not use future tense
Use quantitative information (avoid general terms like “many” and “some”)
Common measures that demonstrate impact
Lives saved Illnesses reduced or prevented Increased/improved behavior of receiving
party/audience Increased accessibility to resources Increased efficiency of operations, actions,
interventions Financial savings Staff time and energy savings
20
#’s and %’s
How do they operate better?
Faster?
As a result of this technical assistance program, local health departments are able to better operate their Emergency Operations Centers.
Cheaper?
More effective?
21
#’s and %’s
Faster!
Cheaper!
More effective!
HD’s reduced time to assemble key staff after a disaster by 50% to under 1 hour.
Elimination of duplicated activities reduced costs by $1K per month.
HD staff demonstrated an knowledge increase of 25% after receiving the training
22
Writing Strong Impact Statements
-Broad, grand, or lengthy effects-Quantitative results -Causal link firmly established-Measurable effects of activities-Causal link demonstrated
-Vague description-Weak association with activities
23
Accomplishment: LCDR Doe delivered a training course to 100 staff from the state health department.
24
Health department staff completed the training course.
75% of staff (n=100) performed the training skill correctly, increasing production of deliverables by 30% during the first quarter.
Between the pre- and post-tests, knowledge increased among the 100 staff from the health department by 25%.
Poor
Good
Great
A1
Formatting (It matters more than you think)
25
Two Common Patterns
Basic format
Background Accomplishments Impact Summary
Sequential format
Background Accomplishment #1 Impact #1 Accomplishment #2 Impact #2 Accomplishment #3 Impact #3 Summary
26
Organizing Text
Paragraphs
Bullets
A2 27
Relating Impacts to Accomplishments
2
1
3
2
1
3
B
A
C
B
A
C
Basic or Sequential
Format
BasicFormat
2
1
3
A BasicFormat
Accomplishments
Impacts
28
• “Chunk” text• Use headers• Do not justify
Putting it All Together
• Group ‘like’ activities
• Choose logical order
• Concise• Plain language• Jargon-free• Short
29
Building Your Introduction: Cited For…
Rank, Name, PHS number, and award nomination centered at top
“Cited for” section
30
Leading with a Clear Opening Statement
LCDR John Doe is nominated for the ____________ for ______ ___________________________ from [mm/yyyy] to [mm/yyyy].
A
High-level description of the work and impacts
achieved
B
31
For Unit Awards: Naming Your Team
Be specific
Keep it simple
Describe the project purpose
“Team” is loosely defined
Use the name to separate one award from another
32
Factors that Determine the Appropriate Award Level
Award
Level
Scope of impact
Level of Achieveme
ntLeadership
Length of Time
33A3
Snapshot of landscape
Describe the problemSet the stage
Minimize Background Section
34
Cap Your Narrative with a Brief Synopsis
Keep it simple Reiterate overarching
work Aim for 4-5 lines
35
Timing it right (Wait…but not too long)
36
When do I submit?
•Activities completed
• Impacts visible
•Natural break point
•Timeframe expiring
•Up for promotion
•Additional activities up coming
•Can cluster with related activities
•Not urgent for promotion
GO HOLD
37
Clustering Projects into a Common Theme
Time
Project A
Project B Project D
Project C Project E Project F
38
Nominations Can Expire
13 months from the final activity Nominator must sign the 6342 form within
timeframe
1/2012 10/2011 2/20139/2011
Outbreak response for illness
XEND
Protocol for illness X revised
39
Package it up (the easy stuff)
40
The Complete Packet
41
1.Forms
2.Narrative
3.Award History
4.Unit award attachments
A4
Earthquake Preparedness Response Team
CAPT Jake Sully
02/2011OUC 02/2012
LT Brenda Smith9999900000
CDC/OPHPR/DX/XBCDC/OPHPR/DX/XB
CDR Renee Brown, Associate Director, OPHPRRenee Brown 03.2012
Ann Walker, Chief, XB
CAPT Joe Smith, Director, DX
Dr. Ali Khan, Director, OPHPR
EXAMPLE Note: blue font just for presentation visibility purposes
Outstanding response efforts in the wake of a 7.9 magnitude earthquake in Reno, Nevada
12
3
4
5
42A4
“Cited For”
Excise the “cited for” section word for word from the narrative and insert into the 6342 form.
“Cited for” section
43
123 characters
John Hancocks (Good ole’ blue or black)
44
Getting Signatures
Required signatures include: Nominator Branch Chief Division Director EPO Director for EIS Officers Center Director
Signatures are only required for the officer’s operational unit and above
Each Division follows a different process Consult with your Awards Board Rep for
specific instructions
Example:Officer Jones works in his Division OD office; therefore, only division and center signatures would be required
45
Nominator Selection
Who can be a nominator? Generally, anyone can be a nominator Do not nominate your own supervisor
Confer with an officer before nominating them
The nominator for a Unit Award cannot also be listed as a participant
46
Endorsement Signatures
Nominator’s signature dated first
Dates must be in chronological order
Two or more sequential dates can be the same
CMCMCM
4/8/124/8/124/11/12
OK
47
Endorsement Challenges
PHS 6342 forms have room for 3 endorsements
Additional endorsements go in the comments section
1
2
3
4
48A4
Recognition of Non-Officers on Unit Awards
Non-officers must be recognized elsewhere
Usually done via CDC awards nominations
Example
A4
Lots of red ink (Minimizing revisions)
50
Interpreting Comments from the Board
51Rejected
Return and resubmit next cycle
Return and resubmit at lower level
Approved with minor edits at lower level or revise and resubmit at
same level
Approved with minor edits at same level or resubmit at higher
level
Return for revisions at same level
Approved with minor/no edits
Avoid this…
52
Common Pitfalls and Challenges
Low impact Listing accomplishments as impacts Impacts do not match award level Use of jargon Use of acronyms Officer’s role unclear
Impact issuesJargon/acronymsUnclear role
53
Continuum of Acceptability for Special Activities
Mentorship
Conference planning
Commissioned Corps collateral duties (committee membership, etc)
Publication [in an of itself]
Yes
No 54
Strategy
Start Early
Draw
Track Share
CountList
A5 55
The process (Yes, it really takes that long)
56
Timeline for Awards Example
DecNovJan Feb Mar Apr May June July Aug Sep Oct
Award appears in
OPF
OCCO Board Meets
CDC Board Meets
Nominations due to CDC
Board
Revisions
Final due to OCCO
Center/ Office Board
Review
57
Award Review Feedback Loops
OfficerAward
Rep
Center Awards Board
Agency Awards Board
2 3 41
58A6
Why do all of this?
A6 59
Why do all of this?
Recognition
Advancement
A6 60
Appendix 1: Writing the narrative
62
Example Accomplishments
CDR Smith designed and conducted a longitudinal study of illness X among high-risk populations.
CAPT Ryan led a workgroup that developed treatment recommendations for children exposed to a water source containing high concentrations of chemical X.
LT Davis developed and conducted a process and outcome evaluation of intervention Y at community health centers.
63Back
#’s and %’s
Reviewed 20 project
proposalsConducted 6 site visits
Created 4 job aid tools
Conducted 10 webinar trainings
LCDR John Doe created a technical assistance program.assistance program for improving EOC activities at local health departments. LCDR Doe…
• 60 staff attended• 13 drills observed
• 6 recommendation reports written
• Distributed to 27 HDs
• Downloaded from web 241 times
• 112 participants• Recorded sessions accessed 73 times
• 17 recommendations made
Back 64
Making Impact Statements Great, cont.
Weak Impact: Dozens of immigrants received prompt medical care for
active, noninfectious TB as a result of screening their medical packets at the port of entry.
Strong Impact: The number of immigrants identified with TB and
referred for prompt medical care improved from 50 to 60 (20% increase) during the 6 months before and after the training.
Accomplishment: LCDR Doe conducted 10 trainings to improve the quality of medical packet reviews of arriving immigrants
65Back
Appendix 2: Formatting
66
Paragraphs vs. Bullets
Paragraphs tell a story through narration
Bullets create lists
Both are acceptable
Use paragraph with qualitative data and when context and explanation of events is critical
Use bullets for listing a series of accomplishments and for organizing numerous pieces of data
Acceptable to use in combination 67Back
Appendix 3: Award Levels
68
Individual Awards
PHS Citation
Achievement Medal
Commendation Medal
Outstanding Service
Medal
69Back
PHS Citation (CIT)
Citations recognize an Officer’s achievement of accomplishing a program/project objective
Reflects an “atta-boy” accomplishment
Usually a single achievement
Work spans a short timeframe
1 week to a few months
Scope is local or limited in affect
Achievement has low or limited impact70Back
PHS Citation Examples
Development and distribution of communications materials to increase awareness of animal importation restrictions
Crafting a database for a scientific study
Managing an unusual response action during on-call duty
Conducting an evaluation of a local, short-duration intervention
71Back
Achievement Medal (AM)
AM’s reflect sustained, above-average accomplishment or superior performance above that of the average officer
Timeframe is longer than a CIT 1-2 years
Scope is broader than a CIT in affect Officer must demonstrate leadership in
achieving the goals cited Can reflect a collection of smaller
accomplishments Requires demonstration of impact
Quantitative measures are important72Back
Achievement Medal Examples
Leading the response team to investigate and control an outbreak of E. Coli in Reno, NV
Expanding internal occupational health services for CDC laboratory staff
Exemplary performance in facilitating a number of epidemiologic investigations
Leading the Informatics Team in developing and implementing improved mobile systems for data collection
Development and implementation of a training
73Back
Commendation Medal (CM) CM’s reflect high quality achievements
Application of unique skill Noteworthy technical and professional contributions
that are significant to a limited area
Timeframe: generally 2 years or longer
Scope of work is generally regional or national (statewide in some cases)
Demonstration of substantial leadership
Requires demonstration of large-scale impact Quantitative measurements are crucial Often includes policy-level effects 74Back
Commendation Medal Examples
Improving national preparedness through formulating action plans and building stronger partnerships at U.S. airports
Developing and implementing plans for a national evaluation of infection control procedures in healthcare settings
For sustained leadership, steadfast dedication, and outstanding service in design and establishment of a national surveillance system
75Back
Outstanding Service Medal (OSM) OSM are awarded for continuous
outstanding leadership
Time frame: generally 2-4 years
Scope of work is national or international
Demonstration of exceptional leadership required
Requires national or international level impact Nearly always requires policy-related impact Quantitative measures of impact crucial Results in a measured reduction in mortality and
morbidity 76Back
Outstanding Service Medal Examples
Enhancing vaccine delivery through the development and release of CDC recommendations adopted by ACIP
Leading an interagency workgroup to establish a policy that leads to a structural intervention to reduce occupational exposure to infectious diseases among vulnerable populations in long term care facilities
Developing and implementing a national communicable disease prevention program in 10 African nations that is attributed with large scale reductions in morbidity and mortality
77Back
Higher Level Awards
Distinguished Service Medal
Meritorious Service Medal
Surgeon General’s Exemplary Service
Medal
78Back
• Non-officers may be included on UCs and OUCs• Non-officers must be recognized elsewhere also• Unit awards may be submitted with only 1 officer listed• Officers listed on unit awards may also be nominated for
individuals awards if their work significantly exceeded that of the group’s
Unit Awards
Unit Commendation
Outstanding Unit
Citation
79Back
Unit Commendation (UC)
Awards a team* for above average contributions to a programmatic goal
Timeframe varies from weeks to years
Impacts must be clearly measureable
80Back
*Team is defined as a collection of officers and non-officers that are working toward a common goal. It does not necessary connote the official designation of a team.
Unit Commendation Examples
Exceptional performance, leadership, and teamwork in a nationwide healthy living message campaign
Exemplary teamwork, dedication, and scientific excellence in their investigation of an outbreak of Hepatitis C at tattoo parlors
Exemplary collaborative performance to provide public health leadership and guidance of the Q Fever Treatment Program
Excellence in rapidly responding to an earthquake disaster in California
81Back
Outstanding Unit Citation (OUC) Awards a team* for exceptional
contributions to the mission of the agency
Timeframe varies from weeks to years
Impact must be measureable and demonstrate significant prevention of loss of life or property
*Team is defined as a collection of officers and non-officers that are working toward a common goal. It does not necessary connote the official designation of a team.
82Back
Outstanding Unit Citation Examples
Rapidly and effectively investigating and containing an outbreak of pneumonia and severe neurological disease caused by Mycoplasma pneumoniae
Agency-wide response to H1N1 pandemic influenza
Establishing safety guidelines for a specific industry that results in significant reduction in on-the-job injuries and deaths
Investigating and controlling an interstate outbreak of food borne illness eliciting a large-scale food recall
83Back
Appendix 4: Forms
84
Individual Award Documents
6342-2 form (Rev. 9/11)
Award history print out from Direct Access
2-page narrative
85Back
Unit Award Documents
6342-1 form (Rev. 9/11)
Awards history print out from Direct Access for each officer included
2-page narrative
Attachment with non-officers listed
86Back
Completing the FormsCorrect Format Example
Dates MM/YYYY 03/2009-07/2010
Endorsement Names
Rank First Last, Title, Organization
CAPT Joan Walker, Director, DX
Award names Use abbreviations CIT, AM, OUC, etc.
Professional Category Leave off “Officer”
Health Services, Environmental Health, Medical, etc.
Cited for
• Maximum of 180 characters
• Should complete the sentence: Cited for…
• Omit officers’ name • Omit dates from this field
Expanding communicable disease surveillance capacity through new technology at 15 ports of entry
87Back
Walker, Terry
CM
O-4
06/2005
Medical Epidemiologist
Medical 99999
Enhancing preparedness plans to increase impact of program activities
CDC/OPHPR/DX/XB
12/2009 3/2012
CDR Brett Johnson, Team Lead 03/2012Brett Johnson
Theresa White , Chief, XB
CAPT Molly Quinn, Director, DX
Dr. Ali Khan, Director, OPHPR
12
5
3
6
7
EXAMPLE
8
4
Back
Division Director
Center Director
Additional Endorsements
Branch Chief
Additional Endorsements: Example
1
2
3
4Example
Back
Recognition of Civil Service Unit Award Contributors
Options for recognition
Nomination for Center, Office, or CDC
awards
Letter of Commendation for
personnel file
Nomination for external awards and
recognition
Time off or cash award 90Back
Appendix 5: Strategy
91
Strategy
Track
List
DrawActivit
yImpac
tActivit
yActivit
y
I did…1)______________ 2)______________ 3)______________
Keep detailed recordsMonitor actions and results
Back 92
Strategy, cont.
Count
StartEarly
Share
Allow plenty of timeAnticipate many revisions
Numbers carry weight
Get feedback
Back 93
Appendix 6: Process
94
Procedural Steps
• Officer:– Writes narrative– Completes form and attaches all documents– Gets supervisory approval– Submits to Awards Rep by deadline
• Awards Rep:– Reviews forms and narrative for clerical accuracy– Provides feedback, edits, recommendations, and
suggestions on narrative to officer– Submits to Center/Office Board for review– Votes as a member on the Center/Office Board
1
295Back
Procedural Steps, cont.
• Center/Office Board:– Reviews all award nominations– Determines disposition of all awards
nominations– Returns nominations to officer for revisions
and signatures Upon satisfactory revisions, submits awards to Agency Board
• Agency Board:– Reviews forms and narrative – Determines disposition of awards– Returns those for revisions – Sends high-level awards to OSG for final
review– Submits to OCCO for inclusion in OPF
3
496Back
Final Authority for Approval
Agency Approvals
PHS Citation Achievement Medal Commendation Medal Outstanding Service
Medal Unit Commendation
Office of the Surgeon General
Meritorious Service Medal
Distinguished Service Medal
Outstanding Unit Citation
Surgeon General’s Medallion
Surgeon General’s Exemplary Service Medal
97Back
Awards Contribute to an Officer’s Performance Precept
Small percentage of promotion score, but many times can be the determining factor for getting promoted
Expectation of achieving benchmarks based on promotion rank
Not a hard and fast ruleRank Award level
LCDR Achievement Medal
CDR Commendation Medal
CAPT Outstanding Service Medal
Individual and Unit Award equivalents
AM = UC
OSM = OUC
98Back
Appendix 7: Knowledge Checks
99
Completing the “Cited For” Section
LT Gerry Brown is nominated for outstanding management of programmatic resources.
outstanding management of programmatic resources from 12/2009 to 11/2011.
outstanding management of programmatic resources.
Which of the following is correct?
1
2
3100
Quiz #1
Awards
___ Crisis Response Service Award
___ Outstanding Unit Citation
___ Commendation Medal
___ Foreign Duty
___ Unit Commendation
___ Training Ribbon
___ Isolated Duty
___Outstanding Service Medal
Ribbons
A.
B.
C.
D.
E.
F.
G.
H.
FHCEDA
G
B101
Quiz #2: Checking PHS 6342-2
Instructions:
Review the form on the next slide.
What errors on this form can you see?
How would you correct those errors?
102
Victoria Stone
Outstanding Service Medal
0-5
06/1998
Team Lead
Environmental Health Officer
Enhancing inventory shelf-life and effective processes for resource management
CDC/OPHPR/DX/XB
01/2006 08/2010
CAPT Chris Gregory, Chief, XB 02/2012Chris Gregory
Dr. Florence Ritter, Director, DX
Dr. Ali Khan, Director, OPHPR
EXAMPLE
1
5
4
2 3
1. How long does an officer have to submit an award after the last activity to be included has been concluded?
2. What are the four sections to be included in an award narrative?
3. When is it inappropriate to nominate another officer for an award?
4. What are three key tips for writing a good narrative?
5. What are the four principal factors that determine the appropriate level of an award?
Quiz #3
104
Quiz #4: True or False
These awards are listed from highest to lowest:
OSM, CM, AM, CIT
Civil Service employees can be included on unit awards.
It is not possible to receive a unit award and an individual award for the same activity
The nominator may also be in the supervisory chain and can endorse a nomination.
Great narratives demonstrate leadership of activities leading to measurable impacts to improve public health
TRUE FALSE
T F
T F
T F
T F
T F
105