DAPR-ZA

DEPARTMENT OF THE ARMY DEPUTY CHIEF OF STAFF, G-8

700 ARMY PENTAGON WASHINGTON, DC 20310-0700

SEP 6 2019

MEMORANDUM FOR Deputy Chief of Staff, G-8, and Center of Army Analysis Personnel

SUBJECT: Deputy Chief of Staff, G-8, Awards and Recognition Program

1. References.

a. Army Regulation (AR) 600-8-22, Military Awards, dated 5 March 2019.

b. Department of the Army Memorandum 600-8-22, Award of the Legion of Merit and Lesser Awards for Service, Achievement, or Retirement during Peacetime, dated 29 June 2015.

c. Army Regulation 672-20, Incentive Awards, dated 30 November 2018.

2. Purpose. To provide guidance to the Deputy Chief of Staff, G-8 (DCS G-8), and the Center for Army Analysis (CAA) personnel on Military and Civilian awards. To administer an awards program that enhances mission accomplishment and provides tangible acknowledgment by recognizing Soldiers and Department of the Army Civilian (DAC) personnel for excellence and motivating them to high levels of performance and service. To establish standards and provide procedural guidance to ensure a robust, fair, and equitable award program.

3. Applicability. These procedures are applicable to Soldiers and DAC personnel assigned or attached to the DCS G-8 and CAA.

4. Responsibilities.

a. The Chief, Human Resources, will:

(1) Develop and enforce standards and procedures to ensure the agency's Military and Civilian award procedures are consistent and uniform throughout the agency.

(2) Be responsible for processing award submissions and procuring appropriate certificates, citations, and medal sets for initial issue for those awards approved at DCS G-8 level.

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DAPR-ZA SUBJECT: Deputy Chief of Staff, G-8 Awards and Recognition Program

(3) Maintain historical files on all award recommendations. Submit the annual awards report to Human Resources Command in accordance with (IAW) AR 600-8-22.

b. Directorates will ensure that all deserving personnel are recognized with an award prior to departing the agency by submitting award recommendations IAW the established timelines. (Refer to Annex A)

c. Directorates and supervisors are responsible for ensuring an active incentive awards program is fairly and equitably administered . Supervisors or other nominating officials will ensure all nomination packets are accurately completed , to include DA Form 1256 and DA Form 638. Proper justification for each level of award approval is required. Refer to Annex B for Military Awards and Contact Human Resources (HR) for the appropriate Civilian Award Checklist.

5. Program.

a. The decision to recognize and the decision as to which recognition is appropriate are both subjective decisions made by the award approval authority. Awards for meritorious achievement or service will not be based solely upon the grade of the intended recipient. Rather, the award should reflect the individual's level of responsibility and manner of performance. Time spent in the agency may also impact the level of performance and overall contribution to the agency's mission. The level of responsibility coupled with the degree to which an individual's achievement or service enhanced the readiness of the agency will be the predominant factor. (Refer to Annex C)

b. Other Awards and Recognitions.

( 1) Annual Civilian Performance Based Awards. Annual performance awards are not automatic or mandatory.

(2) Federal Career Service Recognitions. These recognitions are used to recognize Federal Government service in 5-year increments provided that 1 year of total service has been served as a Civilian employee.

(3) Army Civilian Service Recognitions. These recognitions are used to recognize an Army Civilian employee after 1 year and 10 years of service with the Department of the Army whose rating of record is fully successful or above.

( 4) Monetary awards. The use of monetary incentive awards helps increase productivity and recognizes outstanding achievements. These awards should not be used to replace or supplement performance awards. Recommendations for monetary awards will be subject to verification and availability of directorate funds. Guidelines for

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DAPR-ZA SUBJECT: Deputy Chief of Staff, G-8 Awards and Recognition Program

submitting and approving these awards are in reference 1.c., 4-2, and 4-4, and IAW G-8 Civilian Award Checklists ( contact HR for current checklist).

(5) Time off awards. The use of time off awards (TOA) recognizes an employee for achievement or performance contributing to the Army mission. The TOA may be used alone or in combination with monetary or nonmonetary awards. Guidelines for submitting and approving these awards are in reference 1.c, 4-5, and IAW G-8 Civilian Award Checklists ( contact HR for current checklist).

c. Incentive awards are not automatic entitlements. Supervisors will selectively nominate employees for awards and ensure equitable consideration is given to all employees. Recognition will be made promptly and appropriately on the basis of merit. Nominating officials should follow the timeframes for submission IAW AR 672-20.

d. Certificates of Achievement. Certificates may be granted to Military and Civilian personnel assigned or attached to DCS G-8 and CM and to personnel who support, or have made a direct contribution to the mission accomplishment of the DCS G-8 and CM when no other award has been presented for the same act or service. The contribution should be connected with, or related to, official DCS G-8 or CM duties. Submit requests within 30 days of the act or event.

e. Deputy Chief of Staff, G-8, Coins. Military coins are powerful symbols that promote pride, build cohesion, and increase morale within an agency. They are presented to recognize acts of exceptional service, achievement or special recognition of a job well done, or of unique contributions toward the accomplishment of the unit's mission.

f. Action Officer of the Quarter Award. This recognition is for deserving personnel for superior performance, who made a significant contribution to the mission of the agency. Nominating officials should follow the timeframe for submission IAW Annex D. An eight-hour time off award will be granted to a DAC and a 3-day pass to a Soldier.

6. Procedures.

a. Submit all recommended recognitions to HR for review and processing to the award approval authority. (Refer to Annex E)

b. Requests for exceptions to policy or procedures pertaining to award recommendations will be forwarded to HR.

c. A request for reconsideration of a disapproved or downgraded recommendation should be submitted to the appropriate approval authority.

d. Refer to Annex A for prescribed timelines to submit award recommendations.

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DAPR-ZA SUBJECT: Deputy Chief of Staff, G-8 Awards and Recognition Program

e. As a general rule, employees will not receive honorary or monetary awards if under investigation or with a disciplinary/performance-based action pending; or have had disciplinary action in last 120 days.

f. Employees will not be informed that they are under consideration for, or have been nominated for, any award until after the approval process has been completed.

g. Civilian personnel who receive an award are eligible for a future grant of the same award if it is based on a different achievement or service performed during a later period.

h. Periodic Civilian and Military award ceremonies should be part of each leadership's agenda.

7. Proponent. The proponent of this program is G-8 HR Point of contact is Susan Prestridge, 703-545-1794.

5 Encls as

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AWARDS APPROVAL MATRIX

MILITARY AWARDS AUTHORITY Supense to HR DISTINGUISHED SERVICE MEDAL (DSM) CSA 90 Days LEGION OF MERIT (LM) (BG and above) CSA 90 Days LEGION OF MERIT (LM) (COL and below) G-8 60 Days MERITORIOUS SERVICE MEDAL (MSM) (COL and below) G-8 60 Days ARMY COMMENDATION MEDAL (ARCOM) (COL and below) G-8 30 Days ARMY ACHIEVEMENT MEDAL (AAM) (COL and below) G-8 30 Days

CIVILIAN AWARDS AUTHORITY Supense to HR DISTINGUISHED CIVILIAN SERVICE MEDAL SA 60 Days SUPERIOR CIVILIAN SERVICE MEDAL G-8 30 Days MERITORIOUS CIVILIAN SERVICE MEDAL G-8 30 Days CIVILIAN SERVICE COMMENDATION MEDAL G-8 30 Days CIVILIAN SERVICE ACHIEVEMENT MEDAL G-8 30 Days

. .. . . ** Contact C1v1han Awards POC in HR for current nom1nat1on guidance

ANNEX A

ADMINISTRATIVE PROCEDURES FOR SUBMITTING AND PROCESSING MILITARY AWARDS

1. Purpose: Provide administrative procedures and timelines for the processing of military awards for personnel attached/assigned to the Deputy Chief of Staff, G-8.

2. References:

a. Army Regulation 600-8-22, Military Awards, dated 5 March 2019.

b. Army Regulation 600-8-104, Army Military Human Resources Records Management, dated 7 April 2014.

c. Department of the Army (DA) Memo 600-8-22, Award of the Legion of Merit and Lesser Awards for Service, Achievement, or Retirement during Peacetime, dated 29 June 2015.

3. Approval Authority:

a. Distinguished Service Medal (DSM) - The Chief of Staff of the Army.

b. Legion of Merit (LM), Meritorious Service Medal (MSM), Army Commendation Medal (ARCOM), and Army Achievement Medal (AAM) (Colonels and below), - Deputy Chief of Staff, G-8.

c. Certificate of Appreciation or Achievement - Directorate principals.

4. Processing Timelines:

a. Awards approved by the Chief of Staff of the Army must be submitted to Human Resources (HR) no later than 90 calendar days prior to the desired presentation date.

b. Awards approved by the Deputy Chief of Staff, G-8, must be submitted to HR IAW with the timeframes in Annex A.

5. Awards Management:

a. Supervisors are ultimately responsible for the integrity of the award system and for both the timely and accurate preparation of all award recommendations.

b. Human Resources is responsible for the tracking and processing of all awards for the G-8.

c. Human Resources prepares and distributes, via Executive Officers (XOs), a weekly report that highlights all pending/late award recommendations. The XOs and their directors will use this report to track compliance with established processing timelines within their own directorates.

1 ANNEX B

ADMINISTRATIVE PROCEDURES FOR SUBMITTING AND PROCESSING MILITARY AWARDS (CONT)

6. Rules for processing awards:

a. The DA Form 638 will be used to initiate, process, and approve all award recommendations. The DA Form 638 can be found on the Army Publishing Directorate Web site (www.apd .army.mil).

b. The DSM. On the DA Form 638, the recommender completes all blocks in Part I and II only. Part Ill will be left blank. The narrative will be prepared on 8 1/2 by 11. inch bond paper. The enclosures tab on the DA Form 638 will be used to type the proposed citation , not to exceed 19 lines.

c. The LM. On the DA Form 638, the recommender completes all blocks in Part I and 11 only. Part Ill will be left blank. A narrative is required for this award and will be added as an enclosure to the recommendation. The enclosures tab on the DA Form 638 will be used to type the narrative description of meritorious service or achievement recommendations. The enclosures tab on the DA Form 638 will also be used to type the proposed citation, not to exceed 9 lines. See figures 6-1 and 6-2 for examples .

-- . RECOMMENDATION FOR AWARD

F o r use of th is form, see A R 6 0 0 - 8 -22; the pro ponent agen cy is D CS, G - 1 .

For valor/h eroism/w artime and all a w ards h igher than MSM , refer to s p ecial in struct ions in Chapter 3 , AR 600-8-22 .

1 . T O 2 . F R O M 1 3 . DATE ( Y YYYMMDD

PART I - SOLDIER D A T A 4 . NAME (Last, First, Middle Initial) 5 . RANK 1 6 . SSN

G 7 . ORGANIZATIO N 8 . PREVIOUS A WAR DS

9 . BRANCH OF SER VICE 10. RECOM MENDED AWARD I 1 1 . P ERIOD OF AWARD

G G I a . F R O M I b . TO

1 2 . R E A SON FOR AWARD

1 2 a . IN D IC A TE R E A SON ( 12b . INTERIM AWARD I I YES I I N O I 12c. POSTH U M OUS 1 13. P ROPOSE D PRESENTATION D A TE I IF YES , STA TE AWARD G IVE N I (YYYYMMD D)

G YES D N O D

Figure 6-1. Sample DA Form 638 PDF Format (Enclosures Tab) .

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ADMINISTRATIVE PROCEDURES FOR SUBMITTING AND PROCESSING MILITARY AWARDS (CONT)

ENCLOSURES

Enclosures

Select the appropnate enclosure by chclong · Select · The enclosure wlll be added to the Award as an addtt,onal page

Narrative Page

Citation Page

Letter of Lateness

Amendment of 0.-de<s

R e110Cation of 0.-dars

I Attacl1 Ene raal File(s) ""

_J

_J

_J

_J

Figure 6-2. Enclosures Example (Narrative and Citation).

d. The MSM, ARCOM, and AAM. Recommender completes blocks 1-21. Proposed citations are limited to nine lines and will be restricted to the space allowed on the DA Form 638.

e. Directorate XOs will complete block 22a.

f. The office administrative support personnel for each intermediate authority will complete blocks 23-25.

g. Human Resources will complete blocks 26-31, as appropriate, and will prepare all certificates for awards approved by the G-8.

7. Citations:

a. The first and last lines for all PCS awards will be standard, and read as follows:

(1) First Line: For exceptionally meritorious service as (Duty Title).

(2) Last Line: (Awardee's Rank and Name's) distinctive accomplishments reflect great credit upon (him/her), the Office of the Deputy Chief of Staff, G-8, and the United States Army.

b. The first and last lines for all retirement awards will be standard, and read as follows:

( 1) For exceptionally meritorious service in key Army leadership positions, ·culminating a distinguished military career as the (Duty Title), (Directorate Name) and (Total Number of Years Service).

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ADMINISTRATIVE PROCEDURES FOR SUBMITTING AND PROCESSING MILITARY AWARDS (CONT)

(2) (Awardee's Rank and Name's) distinctive accomplishments reflect great credit upon (him/her), the Office of the Deputy Chief of Staff, G-8, and the United States Army.

8. All completed DA Forms 638 containing a permanent order number and approved certificates will be uploaded to the Interactive Personnel Electronic Records Management System for inclusion in the Soldier's Army Military Human Resource Record.

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DEPARTMENT OF THE ARMY AWARDS

1. Department of the Army (DA) Military Awards.

a. Distinguished Service Medal. Awarded to any person who, while serving in any capacity with the U.S. Army, has distinguished him/herself by exceptionally meritorious service to the Government in a duty of great responsibility. The performance must be such as to merit recognition for service which is clearly exceptional. Exceptional performance of normal duty will not alone justify an award of this decoration.

b. Legion of Merit. Awarded to any member of the Armed Forces of the United States or a friendly foreign nation who has distinguished him/herself by exceptionally meritorious conduct in the performance of outstanding services and achievements. Performance of duties normal to the grade, branch, specialty, assignment, or experience of an individual is not an adequate basis for this award.

c. Meritorious Service Medal. Awarded to any member of the Armed Forces of the United States or a friendly foreign nation who has distinguished him/herself by outstanding meritorious achievement or service.

d. Army Commendation Medal. Awarded to any member of the Armed Forces of the United States who, while serving in any capacity with the Army, distinguishes him/herself by heroism, meritorious achievement, or meritorious service.

e. Army Achievement Medal. Awarded to any member of the Armed Forces of the United States who, while serving in any capacity with the Army, distinguishes him/herself by meritorious service or achievement of a lesser degree than required for award of the Army Commendation Medal.

2. DA Civilian Awards.

a. Distinguished Civilian Service Medal. Except for bravery, nominees must have established a demonstrable pattern of excellence and achievement which normally have been recognized by previous honorary awards up to and including the Superior Civilian Service Medal. Accomplished assigned duties of major program significance to DA in such a way as to have been clearly exceptional or preeminent among all persons who have performed similar duties.

b. Superior Civilian Service Medal. Nominees must have established a pattern of excellence, normally demonstrated by the receipt of lower level awards. Accomplished supervisory or nonsupervisory duties in an exemplary manner, setting a record of achievement, and inspiring others to improve the quantity and quality of their work.

ANNEXC

DEPARTMENT OF THE ARMY AWARDS (CONT)

c. Meritorious Civilian Service Medal. Nominations for this award will reflect superior service or achievement, or heroism of lesser degree than that recognized by the Superior Civilian Service Medal. Employees who have established a pattern of excellence, normally recognized through previous receipt of one or more honorary or monetary performance awards.

d. Civilian Service Commendation Medal. Employees must have established a pattern of excellence, normally recognized through the previous receipt of one or more honorary or monetary performance awards, may be considered for this award. Accomplished supervisory or nonsupervisory duties in an outstanding manner, setting an example of achievement for others to follow.

e. Civilian Service Achievement Medal. Nominations for this award are for noteworthy achievements that are of a lesser degree than those recognized by the Civilian Service Commendation Medal. Nomination normally covers either a period of sustained superior service or a level of achievement sufficient to warrant this recognition or both.

ACTION OFFICER OF THE QUARTER AWARD

1. This award recognizes deserving personnel for superior performance, who made a significant contribution to the mission of the agency.

2. Personnel assigned or attached to DCS, G-8, and CAA are eligible to be nominated.

3. Nominations will be submitted through the directorate chain of command to Human Resources on the DCS, G-8, Nomination for Action Officer of the Quarter Award form no later than the 10th of the month after the recognition quarter, i.e., 2nd quarter (Jan/Feb/Mar) nominations are due by 1 O April.

4. The justification should describe the specific performance for which the Soldier or Department of Army Civilian is being nominated and how their accomplishment( s) has made a significant contribution to DCS, G-8, or CAA.

5. A panel chaired by the DCS, G-8, will be held to review the nominations and select one Military and one Civilian nominee to be recognized.

6. Personnel selected will be recognized during the quarterly All-Hands.

ANNEX D

This award recognizes deserving personnel for superior performance, who made a significant contribution to the mission of the agency.

Personnel assigned or attached to DCS, G-8, and CAA are eligible to be nominated.

The justification should describe the specific performance for which the Soldier or Department of Army Civilian is being nominated and how this accomplishment( s) has made a significant contribution to the G-8 or CAA.

Nominations will be submitted to HR for consolidation no later than the 10th of the month after the recognition quarter, i.e. 2nd quarter (Jan/Feb/Mar) nominations are due NL T 10 April.

AWARD PERIOD

AWARD NOMINEE

AWARD MONTH DIRECTORATE

RANK/NAME Of NOMINEE (First, Ml, Last) NOMINEE DATA

NOMINEE PHONE NUMBER NOMINEE EMAIL ADDRESS

AWARD NOMINATOR

RANK/NAME OF NOMINATOR (First, Ml, Last) DIRECTORATE

POSITION TITLE

NOMINATOR PHONE NUMBER NOMINATOR EMAIL ADDRESS

AWARD NOMINATION JUSTIFICATION

ACCOMPLISHMENT(S)

DEPARTMENT OF THE ARMY DEPUTY CHIEF OF STAFF, G-8

700 ARMY PENTAGON WASHINGTON DC 20310-0700

DAPR-ZA 1 3 MAR 2n19

MEMORANDUM FOR Office of the Deputy Chief of Staff, G-8, Senior Leadership

SUBJECT: Delegation of Authority - G-8 Approval Authority for Civilian Awards

1 . References.

a, Memorandum, 07 Sep 2018, subject: Administrative Assistant to the Secretary of the Army Delegations of Civilian Human Resources Authorities for Headquarters, Department of the Army (Version 02-2018).

b. AR 672-20, Incentive Awards, 30 November 2018.

2. The purpose of this memorandum is to delegate approval authorities for Civilian awards within the Office of the Deputy Chief of Staff, G-8. Further delegation is not authorized. This delegation expires on 3 April 2020.

3. The following G-8 positions are delegated authority to approve cash awards up to $5,000, Time-off Awards, and Quality Step Increases that comply with regulatory guidance and budgetary constraints.

a. The Assistant Deputy Chief of Staff, G-8, has authority for Executive Services Division, Human Resources, Army Study Program Management Office, Army Quadrennial Defense Review Office, G-8 Front Office, and the Director's Initiatives Group.

b. The Director, Program Analysis & Evaluation (PA&E), has authority for PA&E.

c. The Deputy Director, Force Development (FD), has authority for FD.

d. The Director, Center for Army Analysis (CAA), has authority for CAA.

4. The Director, CAA has authority to approve the Civilian Service Commendation Medal and Civilian Service Achievement Medal.

ANNEXE

DAPR-ZA SUBJECT: Delegation of Authority - G-8 Approval Authority for Civilian Awards

5. Questions concerning this memorandum or the Civilian awards program may be referred to Ms. Susan Prestridge (703) 545-1794, or susan.h.prestridge.civ@mail.mil.

Lieutena Deputy C

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