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Awards Branch
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Reward and recognition is a critical component of helping members feel as though their hard work on behalf of the organization has been appreciated. This is especially important when working with people - the work of the Human Resource Services organization at all levels in the organization
For help with Awards,
contact:

Chris Greulich, BC-HHA

Awards Guide
Downloads


NACO
Membership Growth Award- Individual


NACO
Membership Growth Award-Flotilla & Division


Auxiliary Recruiting Service Award Application


Introduction

Reward and recognition is a critical component of helping members feel as though their hard work on behalf of the organization has been appreciated. This is especially important when working with people - the work of the Human Resource Services organization at all levels in the organization.

This Guide was designed to meet two needs:

1. To ensure that the workflow and procedures used for processing awards are well documented for use by members of the Department of Human Resource

2. To inform flotilla, division and district staff of the most timely and correct process to recognize the hard work of their flotilla members

Commonly Used Acronyms

Acronym

Definition

ANSC

Auxiliary National Supply Center

BC-HFA

Branch Chief, Human Resource Fellowship Awards (National)

DCO

District Commodore

DCP

Division Captain

DIRAUX

District Director of Auxiliary

DSO-HR

District Staff Officer, Human Resource Services

DVC-HD

Division Chief - Human Resource Diversity (National)

DVC-HF

Division Chief - Human Resource Fellowship (National)

FC

Flotilla Commander

NACO

National Commodore

NACON

USCG Auxiliary National Conference

 

 

 

Table of Contents

Topic

Page

Introduction

2

Commonly Used Acronyms

2

Table of Contents

2

Auxiliary Recruiting Service Award

3

NACO Membership Growth Awards

 

Individual

4

Flotilla

5

Division

6

District

7

Flotilla 50th Anniversary Award

8

NACO 3 Star Award for Excellence in Diversity

9

Responsibilities of the BC-PFA

 

Supply Checklist

11

Award Log

11

Forms

12

Updates to this Guide

12

 

Auxiliary Recruiting Service Award

Item

Direction

Purpose

To recognize the individual achievement of an Auxiliary Member, who has recruited at least seven (7) or more new members during a single calendar year

 

 

Criteria

To earn this award, the individual must have recruited seven new members and be considered the sponsor of those members. Each new member must have completed the New Member Course and have been assigned a member number by DIRAUX

 

 

How to Apply

The Recruiting Member must have his or her Flotilla Commander (FC) submit the application in writing, using the proper National Form (AUX-RSA (11-03)). All information requested must be printed clearly on the application

 

 

Submission Deadline

No later than 30 June for the previous calendar year

 

 

Award Presented

This award is sent to the member's District Commodore (DCO) for distribution to the member at a District Conference

 

 

Chain of Approval

1. After approval of the application at the local (Flotilla) level, the FC sends it to the DSO-HR for final verification and approval.
2. The DSO-HR forwards to appropriate District DIRAUX
3. DIRAUX reviews and approves and forwards the Recruiting Service Award Ribbon and Certificate to the appropriate DCO for presentation to Recruiting Member.

Processing Instructions

On receipt of the application the DSO-HR checks the application for

A readable inclusion of the Member's Name and Auxiliary ID Number,
The approval signatures of the FC, and DSO-HR.
That the District is identified.
1. Date stamp the application on receipt. When appropriate, inform NACO of the award.
2. The certificate is prepared by the District Director and forwarded to the appropriate DCO for presentation to the Recruiting Member at a later date

Certificates

Certificates received from:

N/A

Certificates processed by:

DIRAUX

Certificates are sent to:

Copy of certificate is sent to the BC-PFA for archiving purposes

 
NACO Membership Growth Award - Individual

Item

Direction

Purpose

To recognize the individual achievement of an Auxiliary Member, who has recruited at least five (5) or more new members during a single calendar year

 

 

Criteria

To earn this award, the individual must have recruited five new members and be considered the sponsor of those members. Each new member must have completed the New Member Course and have been assigned a member number by DIRAUX

 

 

How to Apply

The Recruiting Member must have his or her Flotilla Commander (FC) submit the application in writing, using the proper National Form (NMGA-I (11-04)). All information requested must be printed clearly on the application

 

 

Submission Deadline

No later than 30 June for the previous calendar year.

 

 

Award Presented

This award is sent to the member's District Commodore (DCO) for distribution to the member at a District Conference.

 

 

Chain of Approval

After approval of the application at the local (Flotilla) level, the FC sends it to the DSO-HR for final checking, and approval. The DSO-HR sends the application to the BC-PFA to generate the certificate.

 

 

Processing Instructions

On receipt of the application, the BC-PFA shall check the application for the Member's Name and ID Number.

1. Note the approval signatures of the FC, and DSO-HR.
2. Insure that the District is identified.
3. Date stamp the application on receipt.
4. If any application has not been approved by the Chain (FC and DSO-HR), prior to receipt by the BC-PFA, contact the appropriate person by e-mail, US Postal Service mail, or by telephone for verbal approval.

BC-PFA to perform additional input and printing details on the Certificate, and forward to the appropriate DCO for presentation to the Recruiting Member at a later date.

 
 
NACO Membership Growth Award - Flotilla

Item

Direction

Purpose

To recognize the achievement of an Auxiliary Flotilla that has gained a net increase of at least two (2) or more new members during a single calendar year.

 

 

Criteria

To earn this award, the individual Flotilla must have recruited enough new members to net 2 additional members from the previous year-end totals.

 

 

How to Apply

The Flotilla must have its DSO-HR request the award, in writing, using the proper National Form (NMGA-FD (11-04)). All information requested must be printed clearly on the application

 

 

Submission Deadline

No later than 30 June for the previous calendar year.

 

 

Award Presented

This award is sent to the District Commodore (DCO) for distribution to the Flotilla at a District Conference.

 

 

Chain of Approval

After verifying starting and ending membership totals in AUXDATA, the FC sends NMGA-FD (11-04) to the DSO-HR for final checking, and approval. DSO-HR sends to BC-PFA for further action

 

 

Processing Instructions

On receipt of the application, the BC-PFA shall check the application for:

1. Verify the overall growth of the flotilla by 2 net members by checking starting membership totals (01JAN) in AUXDATA to that same year's year-end total (31DEC).
2. Flotilla Commander's name and Flotilla number (must be legible)
3. Note the approval signatures of the FC, and DSO-HR
4. Insure that the District is identified
5. Date stamp the application on receipt
6. If any application has not been approved by the Chain of Leadership (FC and DSO-HR), prior to receipt by the BC-PFA, contact the appropriate person by e-mail, US Postal Service mail, or by telephone for verbal approval.

Perform additional input and printing details on the certificate, and forward back to the appropriate DCO for presentation to the Flotilla at a later date.

 
 
NACO Membership Growth Award - Division

Item

Direction

Purpose

To recognize the achievement of an Auxiliary Division that has gained a net of at least two (2) or more new members multiplied by the number of Flotillas in the Division during a single calendar year.

 

 

Criteria

To earn this award, the individual Division must have recruited enough new members to net 2 additional members multiplied by the number of Flotillas in the Division from the previous year-end totals.

 

 

How to Apply

The Division must have its DSO-HR request the award, in writing, using the proper National Form (NMGA-FD (11-04)). All information requested must be printed clearly on the application

 

 

Submission Deadline

No later than 30 June for the previous calendar year.

 

 

Award Presented

This award is sent to the District Commodore (DCO) for distribution to the Division at a District Conference.

 

 

Chain of Approval

After verifying starting and ending membership totals in AUXDATA, the DCP sends NMGA-FD (11-04) to the DSO-HR for final checking, and approval. DSO-HR sends to BC-PFA for further action

 

 

Processing Instructions

On receipt of the application, the BC-PFA shall check the application for:

1. Verify the overall growth of the Division by 2 net members multiplied times the number of Flotillas in the Division by checking starting membership totals (01JAN) in AUXDATA to that same year's year-end total (31DEC). Division Captain's name and Division number (must be legible)
2. Note the approval signatures of the DCP and DSO-HR
3. Insure that the District is identified
4. Date stamp the application on receipt
5. If any application has not been approved by the Chain of Leadership (DCP and DSO-HR), prior to receipt by the BC-PFA, contact the appropriate person by e-mail, US Postal Service mail, or by telephone for verbal approval.
6. Perform additional input and printing details on the certificate, and forward back to the appropriate DCO for presentation to the Division at a later date.

 
 
NACO Membership Growth Award - District

Item

Direction

Purpose

To recognize the Auxiliary District that has the greatest percentage increase in new members during a single calendar year.

 

 

Criteria

To earn this award, the District must have the greatest percentage increase in new members during the award year.

 

 

How to Apply

The District is not required to make an application, since the award for Districts is predetermined from National statistics.

 

 

Submission Deadline

None

 

 

Award Presented

This award (certificate and banner) is presented at NACON to the District Commodore (DCO).

 

 

Chain of Approval

The BC-PFA prepares a listing of eligible Districts and forwards to DC-P with pertinent backup data for submission to NACO.

 

 

Processing Instructions

1. After June 30th of each year, the BC-PFA shall check and review the data from AUXDATA to determine the top three (3) Districts with the highest percentage of growth for the previous calendar year.
2. After approval and verification by the DC-P, and notifying the NACO, the BC-PFA will prepare the certificates for presentation by the NACO at NACON.

.

Flotilla 50th Anniversary Award

Item

Direction

Purpose

To recognize the 50th Anniversary of the chartering of an Auxiliary Flotilla, The Flotilla 50th Anniversary Recognition Award will consist of a streamer suitable for attachment to the flagstaff of the Auxiliary Ensign, with lettering that states "50 YEARS OF SERVICE."

 

 

Criteria

To earn this award, the Flotilla must have reached 50 years of uninterrupted service.

 

 

How to Apply

The Flotilla Commander (FC) must submit documentation indicating 50 years of flotilla existence, either by including a copy of the original charter, or by including a listing of all previously serving Flotilla Commanders for the 50-year period. The FC shall submit the required documents in a letter to his or her DCP

 

 

Submission Deadline

This award application may be submitted at any time.

 

 

Award Presented

This award is sent to the flotilla's District Commodore (DCO) for distribution at a District Conference.

 

 

Chain of Approval

The FC submits a letter, including the appropriate documentation, requesting the award up the chain of leadership (FC to DCP to DCO). The DCO shall submit the letter to the DVC-PF for processing.

 

 

Processing Instructions

After reviewing the application, the DVC-PF shall instruct the BC-PFA to:

1. Contact BC-AIB to prepare the certificate. Provide the flotilla name, number, district, location and chartering date information for the certificate, and ensure that each certificate has been signed by NACO.
2. Instruct BC-AIB to send completed certificate to BC-PFA.
3. Package the completed certificate with a 50th Anniversary banner and send to the DCO.
   

Certificates

Certificates received from:

BC-AIB

Certificates processed by:

BC-AIB

Certificates are sent to:

DCO for presentation

Banner

 

Banner received from:

AUXCEN by BC-PFA

 
 
NACO 3 Star Award for Excellence in Diversity

Item

Direction

Purpose

The NACO 3 Star Award for Excellence in Diversity is an annual award intended to recognize flotillas for distinction in managing and valuing diversity.

Criteria

Units recommended to receive the 3 Star Award of Excellence for Diversity Management must accomplish a minimum of three (3) action items in each goal category listed below:

Goal #1 - Create a Positive Environment

1. Appoint a flotilla diversity advisor
2. Publish at least one article on diversity awareness in flotilla newsletter per year.
3. Conduct one in-flotilla diversity member training session per year. (Training materials available on Diversity page of the AUX Web and from district Diversity Advisors.)
4. Target all local neighborhoods and cultures in the flotilla's community in the flotilla recruiting action plan.
5. Document a minimum of 6 meetings per year attended by 50% of the flotilla membership.
6. FC and/or VFC must have attended leadership training at the district or national level as per AUXDATA.

Goal #2 - Value all Members

1. Document informal awards and recognition program - specify actions taken for positive reinforcement of member actions and behaviors.
2. List a minimum of 2 routine communication with all members, i.e.: regularly scheduled newsletters, "calling crew" or telephone tree for phone messages, flotilla meeting notes, staff meetings with notes distributed.
3. Conduct exit interviews for all members leaving the Auxiliary and forward to DSO-HR via the SO-HR.
4. Maintain 90% of members each year - Less than a10% member disenrollment or retirement each year.
5. Show 65% of members are involved in Auxiliary activities according to AUXDATA.
6. List a minimum of 4 fellowship activities sponsored by the flotilla throughout the year for all members and their families and friends.

Goal #3 - Promote Individual Success

1. Assign a formal mentor to each new member for the first year of membership.
2. Utilize the Member Involvement Plan to help new members plan their involvement and training.
3. Provide written goals and expectations for all flotilla staff and committee positions to all members at the beginning of the year.
4. Provide all staff officers with specific written job descriptions upon appointment.
5. Establish a flotilla-mentoring program for potential staff officers.
6. Provide adequate access to meetings for members and potential members with disabilities.

How to Apply

Flotilla Commanders should be encouraged to write up their activities related to diversity and submit them in a letter to the DCP. The letter should describe the criteria accomplished by the unit. The DCO (or District Diversity Advisor if the DCO should so choose) should forward all district recommendations to the DVC-PD. There is no limit to the number of flotillas or divisions a district may recommend to receive this certificate.

 

 

Submission Deadline

These award applications may be submitted at any time.

 

 

Award Presented

The award is sent to the DCO for presentation at a district Conference. NOTE: When the award has been received and approved after 1 July, the award will be presented to the DCO at NACON.

 

 

Chain of Approval

Flotilla Commanders should follow the Chain of Leadership (FC to DCP to DCO/District Diversity Advisor) to submit their application. The DCO (or District Diversity Advisor) should review the documentation to ensure accuracy and forward it to the DVC-PD for review and approval.

 

 

Processing Instructions

1. Upon receipt of the Flotilla's documentation, the DVC-PD will review the letter to ensure that the Flotilla meets the criteria.
2. The DVC-PD may contact the District Diversity Advisor or DCO with any questions.
3. The DVC-PD shall review the following information for production of the certificates
Flotilla name
Flotilla location
Flotilla district, division & flotilla number
4. The DVC-PD produces the certificate, and shall ensure that all of the information is correct, that the certificate has been signed by NACO, and forwards the certificate to the appropriate DCO.

 

 

Certificates

Certificates received from:

DVC-PD

Certificates processed by:

DVC-PD

Certificates are sent to:

DCO for presentation

 
 
Responsibilities of the BC-PFA

Supply Checklist

The BC-PFA should ensure that they have the following minimum supplies on hand in order to process the awards in a timely manner.

Number

Item

Available From

Banners

6

50th Anniversary Banners

AUXCEN

 

 

 

Certificates & Seals

25

NACO Membership Growth Award Certificates (Individual)

AUXCEN

10

NACO Membership Growth Award Certificates (Flotilla)

AUXCEN

10

NACO Membership Growth Award Certificates (Division)

AUXCEN

25

Seals

AUXCEN

 

 

 

Mailing Supplies

25

$1 stamps

ANSC

25

$0.37 stamps

ANSC

25

9"x12" brown mailing envelopes

ANSC

 

 

 

Award Log

The BC-PFA shall maintain a log of awards that are processed. The Awards Log should contain the following information:

Individual Awards

Date the Award request was received
Name (First and Last) of recipient
EMPID number of recipient
Flotilla and District number
Date certificate was mailed
Person certificate was mailed to

Unit Awards

Date the Award request was received
Flotilla/Division and District number
Date certificate was mailed
Person certificate was mailed to

NOTE: The DVC-PD should keep a Unit Log for all NACO 3 Star Awards for Excellence in Diversity.

Forms

The BC-PFA shall ensure that all forms for the application for the Department of Human Resource Awards are updated with the correct dates, addresses and point of contact no later than 15 November each year. Forms can be updated by contacting:
To be announced

Updates to this Guide

The BC-PFA is responsible for the continued accuracy of this Guide. The BC-PFA shall review the Guide twice a year (January and August) and ensure that it is up-to-date with respect to:

Processes and procedures
Contact names, addresses, email addresses, staff offices, etc.
Supplies and vendors

The BC-PFA should be advising the DVC-PF of recommended changes to the Guide at that time.


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