DEPARTMENT OF THE NAVY NAVY AND MARINE CORPS PUBLIC HEALTH CENTER 620 JOHN PAUL JONES CIRCLE SUITE 1100 PORTSMOUTH VA

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2 DEPARTMENT OF THE NAVY NAVY AND MARINE CORPS PUBLIC HEALTH CENTER 620 JOHN PAUL JONES CIRCLE SUITE 1100 PORTSMOUTH VA NAVMCPUBHLTHCEN INSTRUCTION F NAVMCPUBHLTHCENINST F DFA From: Commanding Officer, Navy and Marine Corps Public Health Center Subj: COMMAND MILITARY AWARDS PROGRAM Ref: (a) SECNAVINST H (b) BUMEDINST A (c) NAVMEDEASTINST G CH-1 (d) OPNAVINST G (e) SECNAV M of January 2012 Encl: (1) Award Timelines and Format Guidelines (2) Sample Memorandum Justifying Late Submission (3) Award Level Principles and Guidelines (4) Letter of Commendation (LOC)/Flag LOC Example (5) Sample Volunteer Service Log (6) Military Outstanding Volunteer Service Medal Example 1. Purpose. This instruction establishes policy for military awards within the Navy and Marine Corps Public Health Center (NMCPHC) and its area of responsibility in accordance with references (a) through (c). This instruction covers personal military awards, Flag Letter of Commendations (FLOC), NMCPHC Letter of Commendation (LOC), and the Military Outstanding Volunteer Service Medal (MOVSM). 2. Cancellation. NAVMCPUBHLTHCENINST E 3. Scope. This instruction is applicable to all military personnel assigned to NMCPHC Headquarters and its subordinate Commands. 4. Background a. Personal awards are an effective ways to enhance morale by providing prompt and appropriate recognition for individuals who have performed specific outstanding accomplishments and/or for sustained exceptional performance of duty. b. To preserve the integrity and meaning of awards, each recommendation must be wellprepared, fully justified, and adhere to the policies and procedures prescribed in this instruction and reference (a).

3 NAVMCPUBHLTHCENINST F CH-1 6 Dec Policy. It is the policy of the Commanding Officer (CO), NMCPHC that the command awards system be utilized to provide consideration for personnel who performed their duties in an exceptional manner and exceeded normal standards. The award recommendation should highlight the individual s actions and accomplishments, and how they affected the overall mission of the command or a broader scope, if applicable. Letters of appreciation, letters of commendation, liberty passes, plaques, thank you notes, etc., are encouraged as other ways to award members for accomplishments or contributions of a lesser impact. a. Timeliness. An award recommendation must be submitted within the allotted time based on the level of the award and the awarding authority. This will provide sufficient time for the administrative review of the award packages and the Awards Board screening of content and merit as necessary for the level of award submitted. (1) All award packages to be signed or endorsed by the CO, NMCPHC shall be submitted to the Military Awards Coordinator via at usn.hamptonroads.navmcpubhlthcenpors.list.nmcphc-awards@mail.mil, in accordance with the timelines specified in enclosure (1). (2) In cases where an award will not be submitted for personnel transferring, separating or retiring, the NMCPHC Directors and FA COs/OICs will notify their chain of command and the NMCPHC awards board coordinator. This notification should be in accordance with the timelines for submission of awards listed in enclosure (1). This information will be entered in the NMCPHC awards tracker for record purposes. (3) If timelines cannot be met, the Field Activity (FA) CO/Officer In Charge (OIC) or NMCPHC Director must submit a memorandum to the CO, NMCPHC stating the extenuating circumstances and request special consideration. Administrative Oversight or Lack of Member s Input will not be accepted as an extenuating circumstance. A sample memorandum is provided in enclosure (2). (4) Awards may be returned by the NMCPHC Chair to the FA or NMCPHC for recommended rework. The FA CO/OIC or Director has the authority to determine whether the award will be amended or remain as it was originally submitted. Amended awards must be resubmitted within five working days to the Awards Coordinator. If the award is to remain at the level originally submitted, an from the FA CO/OIC or Director is required within five working days. b. End of Tour (EOT) and Retirement. Per reference (a), the Department of the Navy does not have a retirement award, nor is it appropriate to recommend an award for the entire career of a service member. Additionally, a routine EOT award is not an integral part of the awards system. (1) A copy of any personal awards received during the tour must be submitted with the award recommendation. (2) If an individual is recommended for an award upon retirement, it shall recognize service during the last tour of duty only. It is appropriate to state within the citation, 2

4 NAVMCPUBHLTHCENINST F CH-1 6 Dec performance of duties highlights the culmination of (total number years of service) honorable and dedicated service. An example is also provided in reference (a). c. Awarding Authority. A recommendation for a personal award may be submitted by any commissioned officer that is senior, in grade or billet, to the individual being recommended, who has knowledge of any act, achievement, or service that may warrant such award. (1) The Chief, Bureau of Medicine and Surgery (BUMED) is the final approving authority for the Legion of Merit (LM). Per reference (b), recommended awards above an LM and Unit awards will be forwarded to BUMED via the chain of command. (2) The Commander, Navy Medicine East (NME) is the final approving authority for the Meritorious Service Medal and below for Captain (O-6) and above, as well as a FLOC. (3) The CO, NMCPHC is the final approving authority for the Navy and Marine Corps Commendation (NC) Medal, Navy and Marine Corps Achievement (NA) Medal, and the MOVSM for Commander (O-5) and below. (4) If the CO of a Navy Drug Screening Laboratory is an O-6, he/she has approval authority for awarding the NC and below for all O-5 personnel and below within their command. If the CO is an O-5 and below, he/she has approval authority for the NA and below within their assigned command personnel. Per Section 124 of reference (a), copies of final certificates are to be forwarded to an agency having authority to process awards into the Navy Department Awards Web Service (NDAWS). (5) Award recommendations may not be terminated at any level below the final awarding authority of the recommended award. Delegated awarding authority is further delineated in reference (a). d. Level of Award (1) Reference (a) is the principal guidance for determining the level of award for an individual or Unit. Enclosure (3) of this instruction is a general summary of these principles and guidelines and provides the rules, eligibility (to include level of responsibility), and recommended level for awards. (2) It is not intended that the level of an award will be limited to a specific rank or grade, with the exception of the Navy and Marine Corps Achievement Medal, Air Medal, and Combat Action Ribbon per reference (a). However, since non-combat (e.g. meritorious vice heroic) award level is generally equated to level of responsibility which normally increases with rank or grade, a large number of the higher level awards would be expected to gravitate to higherranking personnel. The award levels indicated in enclosure (3) are not necessarily the minimum award entitlements, but what would be generally expected; however, there may be exceptions. e. Administrative Procedures 3

5 NAVMCPUBHLTHCENINST F (1) Award Preparation. With exception to the specific format requirements outlined in enclosure (1), award recommendations will be prepared in accordance with Section 220 of reference (a) and forwarded to the appropriate awarding authority via the chain of command. (a) The most current version of the OPNAV 1650/3, Personal Award Recommendation Form shall be used for recommendations of a FLOC or higher. Data is to be entered in the correct format and signed by the originator. A scanned (PDF format preferred) and Microsoft Word version of the recommendation form must be submitted. 1. Recommending officials shall verify block 19 of the OPNAV 1650/3 with the service member s previous awards listed in the NDAWS site. Copies of missing awards are to be forwarded with the recommended award. 2. Preparation guidelines and a sample OPNAV 1650/3 are provided in Appendix A of reference (a). (b) A Summary of Action (SOA) will accompany recommendations for a NC or higher, detailing the justification for the level of award. The SOA will be no more than two pages typed in the OPNAV 1650/3 or on a separate Microsoft Word document, using standard Navy correspondence format. (c) A proposed citation, condensed from the SOA, will accompany the recommendation. Citations awarded by NMCPHC, NME, or BUMED are to be submitted in the format specified in enclosure (1). Enclosure (4) provides an example LOC/FLOC. Sample citations of other personal awards are available in Appendix B of reference (a). (d) The following are required to accompany MOVSM recommendations: a completed OPNAV 1650/3 (signed scanned copy and Microsoft Word version); a completed NMCPHC 1650/1, Volunteer Service Log; a letter (on letterhead) from each organization, if available; and a proposed letter awarding the MOVSM, condensed from the Volunteer Service Log. As shown in enclosure (5), the Volunteer Service Log will be a summary of the events or organizations the member has volunteered and the time frame(s) service was provided. Reference (a) provides additional guidelines for this award. Enclosure (6) provides an example of a letter awarding the MOVSM. (2) Award Processing (a) FAs will conduct an awards board and forward their recommendations to their CO/OIC for review, endorsement, and signature prior to submitting to NMCPHC. (b) Directors will review, endorse, and sign award packages prior to submitting to the NMCPHC awards board coordinator. 4

6 NAVMCPUBHLTHCENINST F (c) Directors and FA CO/OICs will submit award recommendations and their accompanying documents electronically to (d) Following the timelines specified in enclosure (1), award packages must be received by the NMCPHC Military Awards Coordinator no later than the Friday prior to the week that the NMCPHC Awards Board convenes. Award packages not in the proper format or signed will not be submitted to the board until corrected. (e) Premature disclosure of information concerning award recommendations, to include promises made to a service member, shall not take place. Awards are to be handled on a FOR OFFICIAL USE ONLY basis until the award is officially announced or presented. 6. Responsibilities a. The COs and OICs of FAs will: (1) Establish an Awards Board with precepts and board membership guidelines as set forth in reference (a) to process, review, and make award recommendations on all military award packages. (2) Appoint an Officer to act as chairperson of their command Awards Board and a coordinator to act as the primary point of contact for the NMCPHC Awards Coordinator. (3) Review personnel losses on a monthly basis to ensure action, if any, is processed in a timely manner prior to member s transfer or separation. (4) Ensure accurate demographics, such as race/ethnicity, sex, and pay grade/rank are forwarded in the with award nominations (not on the OPNAV 1650/3) in accordance with reference (d). (5) Adhere to the tenets contained in this instruction and its references and stay attuned to all opportunities to nominate individuals for special recognition. b. The Awards Board(s). An Awards Board shall be established at NMCPHC and at each field activity to assist and advise in all matters of policy, procedures, and administration relating to military awards, as guided by references (a) and (b). The composition of board members should reflect the viewpoints from across the entire command. (1) Board members are to evaluate all award submissions and their appropriate level under the provisions of reference (a) and this instruction; then forward voted recommendations to their OIC or CO for approval. (2) The NMCPHC Awards Coordinator serves as the recorder and is a non-voting member. The Coordinator prepares board meeting minutes, ensures the accurate processing of 5

7 CH-1 of 6 Dec 2017 NAVMCPUBHLTHCENINST F awards, coordinates the board s schedule, and builds award case files according to reference (a) and retain according to reference (e). The NMCPHC Coordinator is responsible for submitting copies of final, signed awards to NME within 10 calendar days for entry into the NDAWS. (3) The NMCPHC Awards Board is comprised of the Command Master Chief, a military representative from each Directorate, the Director for Administration serving as Chair, and a member of the junior Enlisted community (if available). (a) A representative from the FAs may attend ad hoc if they have awards being reviewed by the Board. (b) Each Director will select an Officer within their directorate and be appointed in writing by the CO, NMCPHC. In cases where the appointed representative is unavailable, the Director will be required to attend. (4) The NMCPHC Awards Board shall meet on the last Thursday of each month to ensure the timely processing of award recommendations. Situational meetings or a virtual board may be called by the Awards Board Chairman as needed. 7. Records Management. Records created as a result of this instruction, regardless of media and format, shall be managed in accordance with Part III, Chapter I of reference (e). 8. Review and Effective Date. Per OPNAVINST A, NMCPHC will review this instruction annually on the anniversary of its effective date to ensure applicability, currency, and consistency with Federal, DoD, SECNAV, and Navy policy and statutory authority using OPNAV 5215/40, Review of Instruction. This instruction will automatically expire 5 years after effective date unless reissued or canceled prior to the 5-year anniversary date, or an extension has been granted. 9. Forms a. OPNAV 1650/3 (Rev. 7-04), Personal Awards Recommendation Form is available for download, under references/document library, at b. NMCPHC 1650/1 (7-2016), Volunteer Service Log is available via the Navy Forms Online website at /s/ T. L. WAGNER Releasability and distribution: This instruction is cleared for public release and is available electronically only via the NMCPHC Intranet at 6

8 Timeline Submission Font Page Layout Standard Opening NAVMCPUBHLTHCENINST F AWARD TIMELINES AND FORMAT GUIDELINES LETTERS OF COMMENDATION (To Include Flag Level) Minimum of 60 Days Prior to Intended Presentation Date; 120 days for FLOC. Times New Roman, Size 12, No Bold*. * Member s Rank, Rate, Designator (select one), and Service in Bold Font Typed Above the Body of Citation. Portrait, 1 Inch Left/Right Margins, Full Justification, No Acronyms, Body of Citation is No More Than 18 Lines. It is with great pleasure that I commend you for your superior performance while assigned as (Position), (Command), (City, State) from (Month) (Year) to (Month) (Year). Standard Closing Your professionalism and dedication to duty have reflected credit upon yourself and are in keeping with the highest traditions of the United States Naval Service. I commend you for a job Well done! Timeline Submission MILITARY OUTSTANDING VOLUNTEER SERVICE MEDALS Minimum of 60 Days Prior to Intended Presentation Date. Font Times New Roman, Size 12. Page Layout Portrait, 1 Inch Margins, Standard Navy Correspondence Format. Body of Letter Summarized from the NMCPHC 1650/1, include the period recognized and the organizations(s) for whom the qualifying service was performed, as well as any commendatory remarks. NAVY AND MARINE CORPS ACHIEVEMENT AND COMMENDATION MEDALS Timeline Minimum of 60 Days Prior to Intended Presentation Date. Submission Font Times New Roman, Size 10*, All Caps, No Bold. *Member s Rank, Rate, Designator (select one), and Service in Size 14 Font Typed Above the Body of Citation. Page Layout Landscape, 1 Inch Left/Right Margins, Full Justification, No Acronyms, Body of Citation is No More Than 7 ½ Lines. Standard Opening (NA) Standard Opening (NC) Standard Closing (NA/NC) PROFESSIONAL ACHIEVEMENT IN THE SUPERIOR PERFORMANCE OF HIS/HER DUTIES WHILE SERVING AS (JOB TITLE), (COMMAND), (CITY, STATE) FROM (MONTH) (YEAR) TO (MONTH) (YEAR). MERITORIOUS SERVICE (or ACHIEVEMENT WHILE SERVING) AS (JOB TITLE), (COMMAND), (CITY, STATE) FROM (MONTH) (YEAR) TO (MONTH) (YEAR). RANK LAST NAME S EXCEPTIONAL PROFESSIONAL ABILITY, PERSONAL INITIATIVE, AND LOYAL DEVOTION TO DUTY REFLECTED CREDIT UPON HIMSELF/HERSELF AND WERE IN KEEPING WITH THE HIGHEST TRADITIONS OF THE UNITED STATES NAVAL SERVICE. Enclosure (1)

9 NAVMCPUBHLTHCENINST F Timeline Submission Font Page Layout Standard Opening Standard Closing Timeline Submission Font Page Layout Standard Opening Standard Closing MERITORIOUS SERVICE MEDALS Minimum of 120 Days Prior to Intended Presentation Date. Times New Roman, Size 12, No Bold. Member s Rank, Rate, Designator (select one), and Service in All Caps Typed Above the Body of Citation. Portrait, 1 Inch Left/Right Margins, Full Justification, No Acronyms, Body of Citation is 23 lines maximum. For meritorious service while serving as (Position), (Command), (City, State), from (Month) (Year) to (Month) (Year). The exceptional professional ability, steadfast initiative, and selfless dedication to duty exhibited by Commander Doe reflected great credit upon himself/herself and upheld the highest traditions of the United States Naval Service. LEGION OF MERIT MEDALS Minimum of 140 Days Prior to Intended Presentation Date. Times New Roman, Size 12, No Bold. Member s Rank, Rate, Designator (select one), and Service in All Caps Typed Above the Body of Citation. Portrait, 1 Inch Left/Right Margins, Full Justification, No Acronyms, Body of Citation is 23 lines maximum. For exceptionally meritorious conduct in the performance of outstanding service while serving as (Position), (Command), (City, State), from (Month) (Year) to (Month) to (Year). By his/her dynamic direction, keen judgment, and loyal devotion to duty, Captain Doe reflected great credit upon himself/herself and upheld the highest traditions of the United States Naval Service. Submit hand-signed and electronically signed OPNAV 1650/3, word versions of award citation/letter, and, if applicable, a SOA or NMCPHC 1650/1 to usn.hampton-roads.navmcpubhlthcenpors.list.nmcphc-awards@mail.mil. The NMCPHC Awards Board convenes on the last Thursday of the month; submit recommendations no later than the Friday prior. Include late memorandum if outside the required timelines. 2

10 MEMORANDUM NAVMCPUBHLTHCENINST F SAMPLE MEMORANDUM JUSTIFYING LATE SUBMISSION From: Commanding Officer, Greatest Unit Pensacola To: Commanding Officer, Navy and Marine Corps Public Health Center 1650 Memo CS/ 5 Jan 2016 Subj: LATE AWARD JUSTIFICATION ICO HM1(SW) GOOD O. SAILOR, USN Ref: (a) NAVMCPUBHLTHCENINST F Encl: (1) Award Citation (2) OPNAV 1650/3 (3) Summary of Action 1. Per reference (a), enclosures (1) through (3) are submitted for consideration. 2. (Justification for submitting award outside of the prescribed timeline required). 3. My point of contact for this matter is LCDR Good O. Officer, MSC, USN. He may be reached at (123) or first.m.last.mil@mail.mil. I. M. SKIPPER Enclosure (2)

11 Award FLOC AWARD LEVEL PRINCIPLES AND GUIDELINES NAVMCPUBHLTHCENINST F Level of Accomplishments or Impact Performed beyond what is a good job. Extended themselves beyond the limits of the position. Superior performance in completion of special task. Show cause and effect, numbers, command or department impact. Generally awarded to: Temporary Additional Duty > six months (E6 and below); End of Tour (E4 and below). MOVSM Outstanding volunteer community service of a sustained, direct and consequential nature. Additionally, Served the civilian community, including the military family community. DoN recognizes three years; however, overall period can cover more than three years based on volunteer service dates. Community service performed more than five years prior to the date of submission will not be considered. Minimum of 300 hours over three years of community service that is not military or primary duty related. Volunteer service can be with multiple organizations; however, sustainability with one primary organization shall be established. Service was significant in nature and produced tangible results. Reflected favorably on the Military Service and the Department of Defense. Multiple MOVSM s during a single tour of duty are not authorized. NA Clearly exceeded what is normally expected of the individual s experience/training. Significant impact on their division, department or directorate. Impact that brings directorate to higher state of readiness. Specific act that reflects credibly on the unit mission. Show cause and effect, numbers, command or department impact. Generally awarded to: End of Tour (O3 & below/e4-e5); Retirement (O2-O3/ E5-E6); Senior, Junior, and BlueJacket Sailor of the Year. NC Tremendous positive impact on the overall Command or Naval Service. Noteworthy leadership achievement. Significant monetary savings, initiative, creativity, or change in policy impacts. Improvements to design, procedure, or organization. Beyond what is normally expected of the individual in the position. Show cause and effect, numbers, command or department impact. Generally awarded to: End of Tour (O3-O5/W2-W3/E6-E9); Retirement (O3-O4/W2-W3/E6-E9). MM Performed above what is normally expected. Have a definite contribution to the Naval Service. Resulted in significant savings to the Navy; increasing effectiveness of the mission. Member is a true asset to the Command s mission, their Corps, and/or Navy Medicine. Show cause and effect, numbers, Navy or Regional impact. Generally awarded to: End of Tour (O5-O6 CO/OIC Field Activity, Top Performing O5/E8-E9); Retirement (O5-O6/E9, Top Performing O4/E8). LM Significant impact on all activities within Navy Medicine or the DON overall. Performed at Exceptional Meritorious Service level. Show cause and effect, numbers, Navy or Regional impact. Generally awarded to: End of Tour (O6 Headquarters CO); Retirement (Top Performing O5-O6/E9 CMDCM). Enclosure (3)

12 NAVMCPUBHLTHCENINST F LETTER OF COMMENDATION (LOC)/FLAG LOC EXAMPLE The Commanding Officer, Navy and Marine Corps Public Health Center takes great pleasure in presenting a LETTER OF COMMENDATION to AVAIATION ELECTRONICS TECHNICIAN AIRMAN (AVAIATION WARFARE) JOE E. SAILOR UNITED STATES NAVY for services as set forth in the following CITATION: It is with great pleasure that I commend you for your superior performance as Radiation Health Technician, Naval Dosimetry Center, Bethesda, Maryland from January 2015 to March 2015 culminating in your selection as Naval Dosimetry Center Bluejacket of the Quarter, First Quarter You meticulously conducted 64 quality control and background surveys, ensuring the In-Vivo Whole Body Counting Facility was always operating at 100 percent efficiency. As a key contributor in the Naval Dosimetry Center s re-barcoding project, you helped to inspect and verify 5,500 defective thermoluminescent devices for refurbishing. Your assistance ultimately resulted in the recovery of 5,000 dosimeters and is projected to save the navy 220,000 dollars in future procurement costs. Constantly seeking out greater responsibilities, you proactively learned the encryption and decryption report process in record time. Your efforts resulted in the processing of 50 encrypted and decrypted reports, thereby reducing the command s turnaround time by 21 percent. Through multiple command events, your esprit de corps was instrumental in the reshaping of the command climate. Your willingness to accept new and challenging duties is a testimony to your character and was keeping with the Navy Core Values of Honor, Courage and Commitment. Your professionalism and dedication have significantly contributed to mission readiness of this command, Navy Medicine, and the United States Navy. Well Done! (no more than 18 lines) I. M. SKIPPER Captain, Medical Service Corps United States Navy Enclosure (4)

13 NAVMCPUBHLTHCENINST F VOLUNTEER SERVICE LOG Name of Organization Description of Work Completed Date(s) or Period of Service Estimated Total Hours Organization/Event Supervisor Contact Information Organization/Event Supervisor s Signature Special Olympics Hawaii Flag Football Competitions at various locations 1/ / hrs Jane.doe@specialolympicshawii.org Jane Doe Adopt-a-School Program with Waiakeawaena Elementary Tutored students, assisted teacher with various projects, library assistance 9/2014-6/ hrs John.doe@waiakeawaena.edu John Doe Susan G. Koman, Race for the Cure Participated in the 5k run, raising $80 in donations and bringing awareness to the organizations efforts to fighting Breast Cancer. 4/2014 2hrs Jane.doe@komenhawaii.org Jane Doe Susan G. Koman, Race for the Cure Assisted with set up, worked registration table and handing out packets to participants. 4/2015 3hrs Jane.doe@komenhawaii.org Jane Doe By my signature below, I certify the information I provided on this form to be true Volunteer s Name: HM1 Great Sailor Signature: Recommending Official: HMC Senior Sailor Signature: NMCPHC 1650/1 (7-2016) Enclosure (5)

14 NAVMCPUBHLTHCENINST F MILITARY OUTSTANDING VOLUNTEER SERVICE MEDAL EXAMPLE From: Commanding Officer, Navy and Marine Corps Public Health Center To: Captain A. Volunteering, MSC, USN 1650 Ser CS/ 5 Jan 2016 Subj: AWARDING OF THE MILITARY OUTSTANDING VOLUNTEER SERVICE MEDAL Ref: (a) SECNAVINST H (b) NAVMCPUBHLTHCENINST F 1. In accordance with references (a) and (b), you are authorized to wear the Military Outstanding Volunteer Service Medal for outstanding public service in your community from March 2011 to March Your outstanding dedication to the community and fellow service members has been demonstrated by the numerous off-duty hours you have spent in leading, organizing, and participating in community activities. During your time in Yokosuka, Japan, you played a critical role in supporting the Drug and Education for Youth Program. Upon transferring to the Hampton Roads area, you partnered with Norfolk Highlands Primary School and provided invaluable mentoring, classroom and homework assistance, and Career Day support. You also helped organize and conduct several 5K runs in support of the Wounded Warriors Program. Your selfless efforts clearly reflect your willingness to go above and beyond the call of duty for the betterment of the communities in which you have volunteered. 3. Your many hours of devotion as an ambassador to community organizations needing capable, professional volunteers reflects favorably upon you, our command, Navy Medicine, and the Navy. Congratulations on a job Well done! I. M. SKIPPER Enclosure (6)