DEPARTMENT OF THE NAVY NAVY AND MARINE CORPS PUBLIC HEALTH CENTER 620 JOHN PAUL JONES CIRCLE SUITE 1100 PORTSMOUTH VA 23708-2103 NAVMCPUBHLTHCEN INSTRUCTION 12450.1D NAVMCPUBHLTHCENINST 12450.1D CS From: Commanding Officer, Navy and Marine Corps Public Health Center Subj: CIVILIAN EMPLOYEE OF THE QUARTER/YEAR PROGRAM Ref: (a) 5 CFR Part 451 (b) DON Civilian Human Resources Manual, Subchapter 451.1 (c) DON Human Resources Implementation Guide 451-02 Encl: (1) Sample Letter of Commendation (2) Sample Certificate of Special Recognition 1. Purpose. To establish policies and procedures for nominating, selecting, and honoring the Navy and Marine Corps Public Health Center (NMCPHC) Civilian Employee of the Quarter and Civilian Employee of the Year (CEOQ/CEOY) in accordance with references (a) through (c). 2. Cancellation. NAVMCPUBHLTHCENINST 12450.1C 3. Scope and Applicability. This instruction applies to the NMCPHC Headquarters and its Field Activities (FAs) with the exception of the Drug Screening Laboratories. The Commanding Officers (COs) of each laboratory may establish a local CEOQ/CEOY program. 4. Background. The CEOQ/CEOY program is designed to recognize command General Schedule (GS) employees for their superior performance throughout the fiscal year and their significant contributions to process improvement and command mission success. 5. Action a. NMCPHC Headquarters will convene an awards boards to determine the CEOQ/CEOY for Categories I, II, and III. b. All personnel shall become familiar with the tenets contained in this instruction and its references.
NAVMCPUBHLTHCENINST 12450.1D CH-1 6 Apr 2017 c. All Supervisors, Directors, and Officers in Charge (OICs) will be proactive in recognizing deserving employees and forward applicable nominations accordingly. d. OICs and NMCPHC Directors shall ensure all nominees meet the eligibility requirements outlined in this instruction, and that the requirements are reflected in the nomination packages. e. To ensure awards are processed in a timely manner, the following dates shall be adhered to: Fiscal Year Nomination Schedule Quarter Months Nomination Due Board Convenes 1 st Oct-Dec Last Monday in Dec First full week of Jan 2nd Jan-Mar Last Monday in Mar First full week of Apr 3rd Apr-Jun Last Monday in Jun First full week of Jul 4th Jul-Sep Last Monday in Sep First full week of Oct CEOY Oct-Sep Last Monday in Oct First full week of Nov f. Civilian of the Quarter. Selection of the NMCPHC CEOQ, Categories I, II, and III will be selected from candidates nominated by their respective directorate and FA OICs. g. Civilian of the Year. Selection of CEOY, Categories I II, and III will be selected from the CEOQ quarterly selections of that fiscal year. h. Nominations are to be submitted to the NMCPHC Awards Board Coordinator no later than the dates prescribed in the table above. 6. CEOQ/CEOY Eligibility a. Any full-time GS employee who has or will have completed a year onboard prior to the award period end date is eligible for this program. Contract employees are not eligible for this program. b. The criteria for nomination are based on five main attributes: Professional Accomplishments, Leadership, Customer Service, Stewardship, and Command Support. 2
NAVMCPUBHLTHCENINST 12450.1D c. Three CEOQ awards will be granted for each quarter and three CEOY awards for the fiscal year from each of the following categories: below. (1) Category I. Candidates employed in GS grades 7 and (2) Category II. Candidates employed in GS grades 8 through 11. (3) Category III. Candidates employed in GS grades 12 and above. 7. Nomination Process a. Supervisors may submit nominations for consideration via their chain of command to their Directors and OICs by providing a draft Letter of Commendation (LOC) and a NMCPHC 12450/2, Civilian Employee of the Quarter/Year Nomination form for each nominee. The LOC is to be written in first person ( you, your ) and formatted as outlined in enclosure (1). b. OICs and NMCPHC Directors will conduct an internal CEOQ/CEOY selection process and forward a nomination package for no more than one selected nominee per category (Category I, II, and III) to the NMCPHC Awards Board Coordinator by the due date listed in paragraph 4.e. of this instruction. 8. Responsibilities a. The CEOQ/CEOY Awards Board. NMCPHC and its FAs shall establish an Awards Board. The FAs board members will review their nominations and forward recommendations to their respective OICs for endorsement prior to submission to the NMCPHC Awards Board Coordinator. (1) The NMCPHC CEOQ/CEOY Awards Board is comprised of the Command Master Chief, NMCPHC Directors and the prior fiscal year CEOY selectees. (2) The Director for Administration serves as the Chair. (a) The Chair will be responsible for conducting the board and reporting the results to the NMCPHC Awards Board Coordinator. 3
NAVMCPUBHLTHCENINST 12450.1D (b) The Chair will be responsible for identifying alternate civilian board representatives for personnel nominated during an awarding period. The alternates will be the prior fiscal year CEOQ/CEOY selectees. (3) The NMCPHC Awards Coordinator serves as the recorder and is a non-voting member. (4) The Board members shall review all submitted nomination packages and individually score nominees on the five attributes outlined in the CEOQ/CEOY Nomination form. The Board members will use a scale from 1 to 10 to rate the nominee s strengths in each category, then rank each nominee based on their total score. The nominee with the highest average from the overall ranking score will be recommended for selection. b. The NMCPHC Awards Board Coordinator will: (1) Prepare board meeting minutes, ensure the accurate processing of awards, coordinate the Board s schedule, and maintain award records. (2) Prepare an action package to include a memorandum to the CO and all Category I, II, and III CEOQ/CEOY nomination packages reflecting the Board s scores. The memorandum for the CO s consideration will include a summary of the Board s scores and the Board s recommendations. (3) Prepare final draft LOCs for the Category I, II, and III selectees and Certificates of Special Recognition for all other nominated employees. A sample certificate is provided in enclosure (2). (4) Prepare NMCPHC 12451/1, Civilian Incentive and Honorary Award Recommendation for all nominees and forward to the NMCPHC Civilian Personnel Liaison (CPL) and/or the applicable FA Administration Officer for processing. c. The NMCPHC Public Affairs Officer (PAO) shall ensure the command picture board is updated within 14 days after the CEOQ/CEOY selection is announced. The selectees are to coordinate with the PAO to ensure their photo (or file) is forwarded to accommodate this timeframe. NMCPHC staff may contact MED Photo (953-5837/38, Bldg 3, 1 st Deck) and schedule to have their command photo taken and printed. 4
NAVMCPUBHLTHCENINST 12450.1D 9. Awards and Recognition a. The CEOQ Categories I, II, and III winners will receive the following: (1) A Letter of Commendation signed by CO, NMCPHC. (2) A cash award of $750 (when funding is authorized and received from Navy Medicine East (NAVMEDEAST)). (3) An engraved NMCPHC plaque. (4) A time-off award of 12 hours. (5) A quarterdeck picture/plateboard. b. The CEOY Categories I, II, and III winners will receive the following: (1) A Letter of Commendation signed by CO, NMCPHC. (2) A cash award of $1,500 (when funding is authorized and received from NAVMEDEAST). (3) An engraved NMCPHC plaque. (4) A time-off award of 16 hours. (5) A quarterdeck picture/plateboard. c. CEOQ/CEOY nominees that are not selected as the winner will receive a Certificate of Special Recognition from the CO, NMCPHC and a time-off award of eight hours. d. After holding their internal selection process, Directors or OIC s will submit a four hour time-off award to the CEOQ/CEOY nominees that were not selected to compete for the NMCPHC CEOQ/CEOY. 10. Forms a. The following forms are available electronically at https://navalforms.documentservices.dla.mil: 5
SAMPLE LETTER OF COMMENDATION NAVMCPUBHLTHCENINST 12450.1D The Commanding Officer, Navy and Marine Corps Public Health Center takes great pleasure in presenting a LETTER OF COMMENDATION to for services as set forth in the following CITATION: MR. CIVILIAN O. QUARTER Management Assistant It is with great pleasure that I commend you for your selection as Civilian Employee of the Quarter/Year, Category I/II/III, First Quarter, Fiscal Year XXXX, Navy and Marine Corps Public Health Center, Portsmouth, Virginia. Your leadership. LOC FORMAT Font: Times New Roman, Size 12, No Bold (except the employee s name and job title) Margins: Left and Right set at 1 inch Body: Fully Justified; no more than 22 lines (to include Opening & Closing Sentences); No Acronyms Your outstanding support, dedicated service, and unparalleled professionalism are greatly appreciated by this command, Navy Medicine, and the United States Navy. Congratulations on a job extremely Well Done! I. M. SKIPPER Captain, Medical Corps United States Navy Enclosure (1)
NAVMCPUBHLTHCENINST 12450.1D Department of the Navy Navy and Marine Corps Public Health Center Certificate of Special Recognition Awarded To MR. NEXT T. AROUND It gives me great pleasure to commend you for your nomination as Civilian Employee of the Quarter/Year, Category I/II/III, First Quarter, Fiscal Year XXXX. You were nominated due to your outstanding leadership within your department and contributions to the overall success of the command mission. Your accomplishments during this period personify the outstanding work ethic required to achieve this nomination. Your professionalism and dedication are greatly appreciated by this command, Navy Medicine, and the United States Navy. "Well done! Date Commanding Officer Enclosure (2)