Transcript Slide 1
Putting Pen to Paper: Writing Commissioned Corps Awards
LCDR David Hunter Commissioned Corps Liaison Office of Public Health Preparedness and Response Centers for Disease Control and Prevention 11-20-13 slides with appendix and resources
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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.
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One day, your supervisor says,
“You deserve an award for this work.”
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&
…and now what?
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Here is your canvas…
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2 pages 1” Margins 12 point font Times New Roman
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Four Sections to the Narrative
Introduction Accomplishments Impacts Conclusion 7
Defining “Accomplishment”
Answers the question:
What did the officer do?
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Make a List LCDR John Doe did… 1) 2) 3) 4) 5) 6)
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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: Led Directed Coordinated Wrote Planned Implemented Performed Provided Established Facilitated Delivered Designed
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Example Accomplishment
LCDR John Doe created a technical assistance program.
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#s and %s
For who?
What activities did this include?
LCDR John Doe created a technical assistance program for improving emergency operations activities at local health departments.
How did he demonstrate leadership?
How many activities?
What other pieces of this project can be counted?
How many people attended?
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LCDR Doe...
#s and %s
Conducted 10 webinar trainings Conducted 6 site visits Created 4 job aid tools Developed 3 action plans Reviewed 20 project proposals 13
LCDR Doe...
#s and %s
Conducted 10 webinar trainings •
112 participants
•
Recorded sessions accessed 73 times
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LCDR Doe...
#s and %s
Conducted 6 site visits • • •
60 staff attended 13 drills observed 6 recommendation reports written
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Impacts…
(They’re why any of this work matters)
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Defining “Impact”
Answers the question:
What happened as a
result
of the officer’s work?
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Actions and Effects
LCDR John Doe implements a technical assistance program A Health Department Emergency Operations Center functions better.
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List the Effects of Your Work
As a result
of this project, the following things happened… A) B) C) D) E) F)
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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
As a result of this technical assistance program, local health departments are able to better operate their Emergency Operations Centers.
Faster?
How do they operate better?
Cheaper?
More effective?
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Faster!
Cheaper!
More effective!
#’s and %’s
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
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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.
Poor
Health department staff completed the training course.
Good
Between the pre- and post-tests, knowledge increased among the 100 staff from the health department by 25% .
Great 75% of staff (n=100) performed the training skill correctly, increasing production of deliverables by 30% during the first quarter.
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Formatting
(It matters more than you think)
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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
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Organizing Text
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Relating Impacts to Accomplishments Accomplishments 1 2 3 Impacts A B C Basic or Sequential Format 1 2 3 1 2 3 A B C A Basic Format Basic Format
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Putting it All Together
• • •
“Chunk” text Use headers Do not justify
• • • • • •
Group ‘like’ activities Choose logical order Concise Plain language Jargon-free Short
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Building Your Introduction: Cited For…
“Cited for” section Rank, Name, PHS number, and award nomination centered at top 30
Leading with a Clear Opening Statement A LCDR John Doe is nominated for the ____________ for ______ ___________________________ from [mm/yyyy] to [mm/yyyy]. B
High-level description of the work and impacts achieved 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
Level of Achievement Leadership Scope of impact Length of Time
Award Level
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Minimize Background Section
Snapshot of landscape Describe the problem Set the stage
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Cap Your Narrative with a Brief Synopsis
Keep it simple Reiterate overarching work Aim for 4-5 lines
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Timing it right
(Wait…but not too long)
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GO
• Activities completed • Impacts visible • Natural break point • Timeframe expiring • Up for promotion
When do I submit?
HOLD
• Additional activities up coming • Can cluster with related activities • Not urgent for promotion 37
Clustering Projects into a Common Theme
Project A Project B Project C Project D Project E Project F
Time
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Nominations Can Expire
13 months from the final activity Nominator must sign the 6342 form within timeframe
Outbreak response for illness X Protocol for illness X revised
END 9/2011 1/2012 10/2011 2/2013
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Package it up
(the easy stuff)
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The Complete Packet
1. Forms 2. Narrative 3. Award History 4. Unit award attachments 41
Note: blue font just for presentation visibility purposes 1
Earthquake Preparedness Response Team OUC 02/2011
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02/2012 Outstanding response efforts in the wake of a 7.9 magnitude earthquake in Reno, Nevada
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CAPT Jake Sully LT Brenda Smith 99999 00000 CDC/OPHPR/DX/XB CDC/OPHPR/DX/XB
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Renee Brown
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CDR Renee Brown, Associate Director, OPHPR 03.2012
Ann Walker, Chief, XB CAPT Joe Smith, Director, DX Dr. Ali Khan, Director, OPHPR 42
“Cited For”
Excise the “cited for” section word for word from the narrative and insert into the 6342 form.
“Cited for” section 123 characters
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John Hancocks
(Good ole’ blue or black)
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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 Example:
Officer Jones works in his Division OD office; therefore, only division and center signatures would be required
Each Division follows a different process
Consult with your Awards Board Rep for specific instructions 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
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Endorsement Signatures
Nominator’s signature dated first
Dates must be in chronological order
Two or more sequential dates can be the same
CM CM CM 4/8/12 4/8/12 4/11/12 47
Endorsement Challenges
PHS 6342 forms have room for 3 endorsements Additional endorsements go in the comments section 1 2 3 4
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Recognition of Non-Officers on Unit Awards
Non-officers must be recognized elsewhere
Usually done via CDC awards nominations
Lots of red ink
(Minimizing revisions)
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Interpreting Comments from the Board
Approved with minor/no edits Return for revisions at same level Approved with minor edits at same level or resubmit at higher level Approved with minor edits at lower level or revise and resubmit at same level Return and resubmit at lower level Return and resubmit next cycle Rejected 51
Avoid this…
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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 issues Jargon/acronyms Unclear role 53
Yes Continuum of Acceptability for Special Activities No Commissioned Corps collateral duties (committee membership, etc) Mentorship Conference planning Publication [in an of itself]
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Track
Strategy
Start Early Share List Draw Count 55
The process
(Yes, it really takes that long)
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Timeline for Awards Example Nominations due to CDC Board Final due to OCCO CDC Board Meets Award appears in OPF Center/ Office Board Review Revisions OCCO Board Meets
Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec 57
Award Review Feedback Loops
1 Officer 2 Award Rep 3 Center Awards Board 4 Agency Awards Board
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Why do all of this?
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Recognition
Why do all of this?
Advancement 60
?
Contact info: LCDR David Hunter [email protected]
404.639.7021
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Appendix 1: Writing the narrative
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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.
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#’s and %’s
LCDR John Doe created a technical assistance program.
assistance program for improving EOC activities at local health departments. LCDR Doe… Conducted 10 webinar trainings • 112 participants • Recorded sessions accessed 73 times Reviewed 20 project proposals • 17 recommendations made Conducted 6 site visits • 60 staff attended • 13 drills observed • 6 recommendation reports written
Created 4 job aid tools • Distributed to 27 HDs • Downloaded from web 241 times 64
Making Impact Statements Great, cont. Accomplishment:
LCDR Doe conducted 10 trainings to improve the quality of medical packet reviews of arriving immigrants
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.
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Appendix 2: Formatting
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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
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Appendix 3: Award Levels
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Individual Awards
PHS Citation Achievement Medal Commendation Medal Outstanding Service Medal
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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 impact
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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
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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 important
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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
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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
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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
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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 76
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
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Higher Level Awards
Distinguished Service Medal Meritorious Service Medal Surgeon General’s Exemplary Service Medal
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Unit Awards
Unit Commendation Outstanding Unit Citation
• 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 79
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
*
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.
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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
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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.
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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
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Appendix 4: Forms
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Individual Award Documents
6342-2 form (Rev. 9/11)
Award history print out from Direct Access
2-page narrative
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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
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Completing the Forms
Dates Endorsement Names
Correct Format
MM/YYYY Rank First Last, Title, Organization Award names Use abbreviations
Example
03/2009-07/2010 CAPT Joan Walker, Director, DX CIT, AM, OUC, etc.
Professional Category Cited for Leave off “Officer” Health Services, Environmental Health, Medical, etc.
• 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
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Walker, Terry O-4 CDC/OPHPR/DX/XB CM Medical
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06/2005 99999 Medical Epidemiologist 12/2009
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3/2012 Enhancing preparedness plans to increase impact of program activities
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Brett Johnson CDR Brett Johnson, Team Lead 03/2012
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Theresa White , Chief, XB CAPT Molly Quinn, Director, DX Dr. Ali Khan, Director, OPHPR
Additional Endorsements: Example 1
Branch Chief
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Division Director
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Center Director
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Additional Endorsements
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
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Appendix 5: Strategy
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Track List
Draw
Strategy
Keep detailed records Monitor actions and results I did…1)______________ 2)______________ 3)______________ Activity Activity Activity Impact 92
Count Start Early
Share
Strategy, cont.
Numbers carry weight Allow plenty of time Anticipate many revisions Get feedback 93
Appendix 6: Process
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Procedural Steps
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• Officer: – Writes narrative – Completes form and attaches all documents – Gets supervisory approval – Submits to Awards Rep by deadline
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• 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 95
Procedural
Steps, cont.
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• 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
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• 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 96
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 97
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 rule Individual and Unit Award equivalents Rank LCDR CDR CAPT Award level Achievement Medal Commendation Medal Outstanding Service Medal AM = UC OSM = OUC
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Appendix 7: Knowledge Checks
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Completing the “Cited For” Section
Which of the following is correct?
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LT Gerry Brown is nominated for outstanding management of programmatic resources.
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outstanding management of programmatic resources from 12/2009 to 11/2011.
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outstanding management of programmatic resources.
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Awards
Quiz #1
A.
B.
C.
D.
E.
F.
G.
H.
Ribbons
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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?
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Victoria Stone
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0-5 Environmental Health Officer CDC/OPHPR/DX/XB
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Outstanding Service Medal Team Lead
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06/1998 01/2006 08/2010 Enhancing inventory shelf-life and effective processes for resource management Chris Gregory 02/2012 CAPT Chris Gregory, Chief, XB
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Dr. Florence Ritter, Director, DX Dr. Ali Khan, Director, OPHPR
Quiz #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?
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Quiz #4: True or False
These awards are listed from highest to lowest: OSM, CM, AM, CIT 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.
TRUE FALSE T F T T F F
Civil Service employees can be included on unit awards.
Great narratives demonstrate leadership of activities leading to measurable impacts to improve public health
T T F F
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