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Civilian Recognition Guide

VANDENBERG AFB

GUIDE TO CIVILIAN RECOGNITION


Contents Purpose............................................................................................................................................ .3

Civilian Recognition .........................................................................................................................3

Event Driven Recognition ........................................................................................................... .4

Letters of Recognition or Achievement .................................................................................. .4

Letters of Accomplishment ..................................................................................................... .4

Letters of Appreciation and Letters of Commendation............................................................ .5

Notable Achievement Award .................................................................................................. .6

Special Act or Service Award .................................................................................................. .6

Recognition for an Exceptional Period of Performance ........................................................... ...8

Performance Cash Awards (annual bonus) ........................................................................... ...8

Time-Off Awards .................................................................................................................. ...8

Quality Step Increase .............................................................................................................. .9

Honorary Incentive Awards (Medals).......................................................................................... .9

Air Force Civilian Achievement Award ................................................................................. .9

Exemplary Civilian Service Award ...................................................................................... .10

Command Civilian Award for Valor .................................................................................... .11

Air Force Civilian Award for Valor ...................................................................................... .12

Meritorious Civilian Service Award ..................................................................................... .13

Outstanding Civilian Career Service Award ......................................................................... .14

Decoration for Exceptional Civilian Service ........................................................................ .14

Figure 1 – Civilian Recognition Continuum .................................................................................. ...3

Table 1 – Scale of Recommended Awards Based on Tangible and Intangible Benefits ................ .7

Table 2 – Civilian Honorary Awards Approval Authority ............................................................. 16

Appendix 1 – Civilian Award Decision Guide .............................................................................. .15

Appendix 2 – Sample Recognition Letters. ................................................................................... .17

Appendix 3 – Quick Reference to Civilian Medals… ................................................................... .24

Disclaimer – This document is to be used purely as a guide. Employees who achieve

accomplishments similar to what are outlined in this guide are not guaranteed to receive an

award. The purpose of this guide is to assist supervisors with understanding the nomination

process and the type of awards available to recognize civilian employees. Supervisors are not

limited to the suggestions outlined in this guide. Award nomination and approval is largely

dependent upon the individual, the act or accomplishment, and the supervisor’s ability to

convey the significance of the act or accomplishment.


Purpose This guide is intended to assist supervisors of Vandenberg Civilians with understanding Civilian

Recognition. This guide focuses less on the actual recognition (i.e. honorary and monetary

awards) and more on the criteria for determining when an honorary or monetary award is

warranted. More detailed information about Civilian Recognition can be found in AFI 36-

1004, The Air Force Civilian Recognition Program. The intent of this guide is to specifically

help new or unfamiliar supervisors to answer the question “is this accomplishment worthy of

recognition?” Additionally, it can be used as a refresher and reference material for all

supervisors. Further information on Civilian Recognition can be found on the 30 SW

Sharepoint; https://eis2.afspc.af.mil/sites/30sw/Pages/default.aspx, click “Wing Documents”

then “Civilian Recognition” folder, 30 SWI 36-2810, Team Vandenberg Recognition and

Awards Program, and the 30 FSS website; 30fss.com.

*Note, please contact the Civilian Personnel Office Employee Management Relations Section

prior to submitting any award to ensure you have the most updated information/process.

Civilian Recognition For the purpose of this guide “Civilian Recognition” covers letters of recognition, monetary and

non-monetary awards (time off awards, honorary civilian medals, etc.). There is an inherent

continuum of recognition for civilians starting with letters from Commanders or Supervisors

and culminating with the Air Force’s highest honorary medal, the Decoration for Exceptional

Civilian Service. Recognition can be provided for a single event or for an extended period of

high performance. Figure 1 below provides a graphical representation of the continuum.

Figure 1. Civilian Recognition Continuum

https://eis2.afspc.af.mil/sites/30sw/Pages/default.aspx


Event Driven Recognition

There are many ways to recognize an employee for their role in a significant event. Their role

and the nature of the event or accomplishment will help to determine which form of recognition

is appropriate. It is important to note the criteria for any of these awards is highly subjective and

will depend largely on the supervisor’s ability to relate the significance of the event or

accomplishment to the unit, Wing, Command, or Air Force mission. A decision guide is

available to assist supervisors in determining what type of recognition is available. This guide is

located at Appendix 1.

Letters of Recognition or Achievement

One of the fastest and most effective ways to recognize the work of an individual or group is to

draft a simple letter of recognition or achievement. Letters of recognition can be used to

recognize onetime events affecting the Squadron, Wing, Command, or even the Air Force.

These letters may accompany additional recognition or presented as a stand-alone form of

recognition. There are three typical types of recognition letters to highlight an individual’s

achievement (letter of accomplishment), support (letter of appreciation), or feat (letter of

commendation).

Letters of recognition will typically follow the personal letter or official memorandum format as

described in AFH 33-337, Tongue and Quill. Use the personal letter format if the desire is to

address the letter to the individual. An official memorandum addressed to the leadership of the

individual is also an effective way to alert his/her leadership of the recognition. In this case use

the official memorandum format for the recognition letter.

For group accomplishments, it is recommended all letters be staffed for signature as a single

package and signed out by a single authority. This helps to speed up the coordination process

and ensures consistency in the preparation and timely presentation of letters to personnel.

Letter of Accomplishment

A letter of accomplishment is prepared for an individual who has achieved a significant task

related to their job in support of their unit’s mission. For example if an employee has recently

completed a Professional Military Education course such as Air Command and Staff College by

seminar or correspondence. These letters are personally addressed to the recipient and are

typically signed out by the unit’s commander or civilian leader. A letter of accomplishment

may be considered for such achievements as (list is not all inclusive):

Completion of a PME course

Obtaining a professional registration or certification in the individual’s career field

Completing five, 25, or more years of service not covered by the time in service

certificates and pins

Being selected as the Squadron, Group, or Wing’s civilian of the quarter

A sample letter of accomplishment is located at Appendix 2.


Letter or Certificate of Appreciation

A letter of appreciation is prepared for an individual for accomplishments that do not fall under

the performance awards category for an act or service that is above average. For example, if an

employee has recently returned from serving as a guest lecturer at the Air Force Institute for

Technology. These letters are personally addressed to the recipient and are typically signed out

by the benefitting unit’s commander or leader. A letter of appreciation may be considered for

such items as (list is not all inclusive):

Participating in a Wing-level improvement event

Supporting a Tiger Team, an assistance team, or other ad hoc collaborative team or effort

Providing outstanding customer support

Supporting a professional conference, training session, or other high visibility gathering

of personnel

Supporting a change of command or other special event

Supporting significant preparation (above and beyond normal duty) work for an

inspection or exercise

Appreciation letters should be accomplished as soon as possible after the act, event, or

accomplishment (typically within 90 days). Letters can be informal or formal. For formal letters,

certificates should accompany. Recommending official prepares a 9-line citation and no more than

a one-page justification (bullet format) showing accomplishments that warranted the submission

and forwards to the Civilian Personnel Office, Employee Management Relations (EMR) section

for the certificate to be printed. A sample letter of appreciation is located at Appendix 2.

Letter of Commendation

A letter of commendation is prepared to recognize an unusual achievement or contribution that

does not meet the criteria for other awards. Such situations include, but are not limited to

noteworthy accomplishments while on special assignment or during short periods when an

unusual work situation or emergency exists; AF programs recognized by an outside organization

to which the employee made a contribution that was significant; and exceptional participation in

civic or professional activities related to official employment. A letter of commendation may be

considered for such items as (list is not all inclusive):

Recognition as an outstanding performer during a Compliance Inspection,

ESOHCAMP, or other major (Wing-wide) inspection

Leading a Tiger Team, an assistance team, or other ad hoc collaborative team or effort

Organizing a Wing or Command wide professional conference, training session, or other high visibility gathering of personnel

Leading a change of command or other special event

Commendation letters should be accomplished as soon as possible after the act, event, or

accomplishment (usually within 60 days). Recommending official prepares a 9-line citation and

no more than a one-page justification (bullet format), showing accomplishments that warranted

the submission, and forwards to the Civilian Personnel Office, EMR section for the certificate

to be printed. A sample letter of commendation is located at Appendix 2.


Notable Achievement Award

The Notable Achievement Award is a monetary award ranging from $25 - $500, is funded by

the unit making the nomination, and may be approved by the employee’s second-level

supervisor. An employee nominated for a Notable Achievement Award should contribute or

lead a job-related achievement worthy of recognition with a scope that is clearly beyond their

typical job performance. Submit nominations to the Civilian Personnel Office, EMR section

with a Staff Summary Sheet, no more than a one-page justification (bullet format) showing

accomplishments that warranted the submission, and 9-line citation within 30 calendar days of

the act, service, or achievement.

Note - with the centralized control of civilian pay funds and tighter budgetary climate, monetary

awards are a function of performance and availability of fiscal resources. Budget limitations

may preclude the availability of monetary awards in any given year.

A Notable Achievement Award may be considered for such items as (list is not all inclusive):

Recognition as an outstanding performer during a Compliance Inspection,

ESOHCAMP, or other major (Wing-wide) inspection

Developing or significantly improving a product (i.e. Wing Action Officer SharePoint

site, new Squadron Emblem, updating a major plan in-house, etc…) or process (i.e.

automating Base Access Letters, detecting false alarms, base in-processing, etc…)

Leading the effort to bring a Wing-level program into compliance (i.e. achieving

conformance for the Wing’s Environmental Management System, establishing a

Wing level program, etc…)

Orchestrates the required support for bedding down a contingency operation or function

Negotiates in an official capacity, a significant agreement with a non-Wing entity such as

the local community, an NGO, or other military service branch

Accomplishes a major task in-house typically thought to be a contractor-level of effort

and thus results in a savings to the unit

Special Act or Service Award

The Special Act or Service Award is a monetary form of recognition granted for a contribution or

accomplishment in the public interest that is a non-recurring contribution either in or outside of job

responsibilities or in recognition of a courageous handling of an emergency situation. A Special Act

or Service Award may range from $501 - $25,000, depending on the level of achievement

recognized. The act, service or achievement must result in tangible or intangible savings to the

government or both. A Special Act or Service Award nomination must be prepared within 60

calendar days of the act, service, or achievement and prepared on AF Form 2860, Special Act or

Service Award.

The completed nomination package is then staffed to the appropriate approval authority. Approval

authority varies by award amount:

$501 - $10,000 can be approved by the Installation Commander

$10,001 - $25,000 must be staffed through AFSPC to SAF/AA for forwarding to SecAF for

approval

Table 1 below provides a scale for recommended monetary awards.


Table 1. Scale of Recommended Awards Based on Tangible and Intangible Benefits

Tangible Benefits

Est. First-Year Benefits to AF Amount of Award

Up to $10,000 10 % of benefits

$10K - $100,000 $1,000 for the first $10K plus 3% for value over $10K

$100K + $3,700 for the first $100K plus .5% for value over $100K

Intangible Benefits

Value of Benefit

Extent of Application

Limited Extended Broad General

Affects functions,

mission or personnel of

one facility, installation,

regional area, or

organizational

headquarters element.

Affects functions,


an entire regional area,

command or bureau.

Affects functions,


several regional areas

or commands, or an

entire department or

agency.

Affects functions,


more than one

department or agency,

or is in the public

interest throughout the

nation and beyond.

Moderate Value -

Changing an operating

principle or procedure

with limited impact or

use.

$25 - $125

$126 - $325

$326 - $650

$651 - $1,300

Substantial Value -

Substantially changing

or modifying

procedures;

significantly raising the

value of a product,

activity, program, or

service to the public.

$125-$325

$326-$650

$651-$1,300

$1,301-$3,150

High Value -

Completely revising a

basic principle or

procedure;

significantly improving

the value of a product

or service.

$325-$650

$651-$1,300

$1,301-$3,150

$3,151-$6,300

Exceptional Value -

Initiating a new

principle or major

procedure; a highly

significant

improvement to the

quality of critical

product, activity,

program, or service to

the public.

$650 - $1,300

$1,301 - $3,150

$3,151-$6,300

$6,301-$10,000

(Note: SecAF may

approve granting an

award of $10,001 to

$25,000)


Recognition for an Exceptional Period of Performance

There are many ways to recognize an employee for their continued or extended high level of

performance. The level and duration of the performance will help to determine which form of

recognition is appropriate. It is important to note the criteria for any of these awards is highly

subjective and will depend largely on the supervisor’s ability to relate the significance of the

employee’s high level and duration of performance to the unit, Wing, Command, or Air Force

mission.

The most common way to reward or recognize high levels of continued performance is through

the annual appraisal process. Top performers can be recognized or rewarded with an annual

bonus, a Time-Off award or a combination of both. In addition to the annual bonus and Time-

Off award, truly top performers may also qualify for a Quality Step Increase.

Performance Cash Awards (annual bonus)

Performance cash awards may be granted as a percentage of the employee’s basic salary

(check with the Civilian Personnel Office for the latest guidance for performance cash awards

and/or refer to cash award guidance provided during annual appraisal cycle), or as a specific

dollar amount. An employee’s supervisor must coordinate and obtain approval from the

Reviewing Official (typically the supervisor’s supervisor) for a performance cash award. For

cash awards exceeding 3%, 30 SW approval is needed. Additional civilian performance info

can be found in DODI1400.25V431_AFI36-1002, Performance Management and Appraisal

Program Administration in the Air Force. Always check with the Civilian Personnel

Office for the latest guidance for performance cash awards and any out-of-cycle cash awards.

Time-Off Awards

Time-Off Awards (TOA) are only authorized to recognize superior accomplishments of an

employee that contributed to the quality, efficiency, or economy of government operations.

These awards provide an alternative to monetary or non-monetary recognition for superior

accomplishments. A TOA can be granted for performance as reflected in the employee’s most

recent rating of record and can be granted in lieu of, or in conjunction with, a performance award,

therefore a TOA is appropriate for both event driven recognition and an exceptional period of

performance.

There are limitations to granting a TOA. The maximum amount of time-off that may be

approved for any single contribution is 40 hours. Employees working a typical 80-hour pay

period may be awarded a total time-off of 80 hours during any leave year. Immediate

supervisors may approve a TOA up to one workday without review and approval of a higher

official. An award in excess of one day must be approved by the employee’s second-level

supervisor. Awarded time-off should be scheduled within 90 calendar days after the effective

date of the award. Employees forfeit any time-off not used within one year from the effective

date. Unlike compensatory time, TOAs do not convert to cash payment upon their expiration.

Additionally, a TOA may be granted to those employees whose individual contributions to a

team effort caused the team to achieve superior accomplishments. For annual appraisals, TOAs

above 3% (or when combined with cash awards and total over 3%) must also have 30 SW

approval.


Quality Step Increase

An employee who is nominated for a Quality Step Increase (QSI) must display the highest

quality performance extended over a significant period of time and is expected to continue into

the future. To be eligible for a QSI, an employee must:

(1) Currently be paid below step 10 of his or her grade

(2) Have a most recent rating of record of Level 5 (Outstanding)

(3) Have demonstrated high quality sustained performance for a significant period of time

(4) Have not received a QSI within the preceding 52 consecutive calendar weeks

A QSI and performance cash award is not approved for the same period of performance and TOAs

cannot be issued in conjunction with a QSI. The QSI should be made effective as soon as practicable

after it is approved and the employee meets all eligibility requirements. QSIs also need 30 SW

approval.

Honorary Incentive Awards

Honorary incentive awards can be used alone or in addition to monetary awards to acknowledge

significant contributions. Employees may be recognized with an award in accordance with their

achievements and accomplishments, to include at their retirement or when PCSing. The awards

reviewed in this section are designed to recognize a civilian employee who has played a critical

role in a single event that has significantly supported the mission. Other awards which are more

suitable for exceptional performance over time are covered in the Recognition for Exceptional

Period of Performance Section. Additional information about honorary civilian awards is

available in AFI 36-1004, The Air Force Civilian Recognition Program. A quick reference sheet

for civilian medals is located at Appendix 3.

Air Force Civilian Achievement Award

The Air Force Civilian Achievement Award (CAA) is designed to recognize

clearly outstanding service for a single, specific act or accomplishment in

support of the unit’s mission or goals. The CAA can be granted while on

detail or temporary assignment. A CAA must be prepared and approved

within six-months of the event, act, or accomplishment. Note the CAA may

also be given at the time of retirement for an employee who has proven

reliable and above average in the performance of their duties. (Equivalent to

the military Air Force Achievement Medal)

Recommending official prepares a Staff Summary Sheet (SSS) (see

Attachment 2 of AFI 36-1004), 9-line citation and no more than a one-page

justification (bullet format), showing accomplishments that warranted the

submission and forwards to the Civilian Personnel Office, EMR section for

printing of the certificate. Approval of the CAA has been delegated to the

Squadron Commander (see page 16-17 Approval Authority).


There are several potential “triggers” for a supervisor to consider a Civilian Achievement Award

for their employee. They are:

Completion of a single event, act, or accomplishment that enhances the unit’s or Wing’s

mission such as (list is not all inclusive): o Leading a highly successful inspection preparation effort resulting in

significantly lower findings than “average,” naming of the individual as an “outstanding performer,” and or the recognition of the preparation effort by the inspectors as “best seen to date”

o Devising a new or significantly improving an existing process that results in a significant savings in resources (funds and/or time/manpower) to accomplish a routine task in the Squadron or across the Wing

o Taking on and completing a single task or series of task widely agreed to be beyond the scope of an individual (e.g. updating several unit or Wing plans in- house to maintain unit or Wing compliance)

o Identifies waste or an inefficient process and recommends and implements a solution that not only eliminates the waste but enhances the unit’s or Wing’s mission (e.g. automation of routine form/document submittal and routing)

o Directing an effort that results in significantly improving our community relations such as leading the Mud Run or an Open House coordination or negotiating with local emergency responders on a coordinated contingency response plan

Employee’s retirement o Consider for an employee who has been dependable in their service, consistent

with their productivity (upper 50%), and loyal to the unit or Wing

Employee’s PCS or transfer o Consider for an employee who has been critical to the success of the unit or

Wing and is leaving due to DEROS, promotion, etc…

Employee’s amicable separation of service o Consider for an employee who has been critical to the success of the unit or

Wing and is leaving to pursue a career outside of the Air Force

Exemplary Civilian Service Award The Air Force Exemplary Civilian Service Award (ECSA) is designed to

recognize an individual or group for clearly outstanding service supporting a

command mission for at least one year or a single act that significantly

contributed to command’s mission. An ECSA must be prepared and

approved within six-months of the event, act, or accomplishment. Note the

ECSA may also be given at the time of retirement for an employee who has

performed consistently above their peers and whose contributions has greatly

improved the effectiveness of the unit’s or Wing’s mission.

(Equivalent to the Air Force Commendation Medal)


Attachment 2 of AFI 36-1004), 9-line citation and no more than a one-page justification

(bullet format), showing accomplishments that warranted the submission, and forwards


to the Civilian Personnel Office, EMR section for printing of the certificate. Approval of

the ECSA has been delegated to the Group Commander (see page 16-17 Approval

Authority).

There are several potential “triggers” for a supervisor to consider an Air Force Exemplary

Civilian Service Award for their employee. They are:

Completion of a single event, act, or accomplishment that significantly enhances the

Wing’s or Command’s mission such as (list is not all inclusive):

o Playing a critical role in orchestrating the base support for a short-notice bed-down

or surge of equipment, personnel, etc… associated with a contingency operation

o Devising a new or significantly improving an existing process that results in a significant savings in resources (funds and/or time/manpower) to accomplish a routine task in the Squadron or across the Wing that is adopted across the Command and officially recognized as a “best practice”

o Leading or supporting a Command sponsored Tiger Team, Assistance Team, or Process Improvement Team that devises a process or method for greatly improving a Command-wide product or process

o Identifies waste or an inefficient process and recommends and implements a solution that not only eliminates the waste but enhances the Wing’s mission (e.g. automation of routine form/document submittal and routing) and is adopted across the Command

o Taking on a high interest Command issue, developing a solution, and assisting with its deployment and evaluation

Employee’s retirement

o Consider for an employee who has been exceptional in their service (top 10%),

their productivity, and loyalty to the unit or Wing throughout their career

Employee’s PCS or transfer

o Consider for an employee whose contributions have been critical to the success

of the Command’s mission and is leaving due to DEROS, promotion, etc.

Command Civilian Award for Valor

The Command Civilian Award for Valor (CCAV) is designed to

recognize demonstrated unusual courage or competence in an emergency,

either on or off duty, but beyond the call of duty that warrants special

recognition. The individual nominated must demonstrate courage or

competence in assisting others in an emergency, such as supervising an

orderly exit from a building during a fire, keeping others calm, or

executing a proper course of action in an emergency. A CCAV must be

prepared and approved within six-months of the event or act.

(Equivalent to the Air Force Commendation Medal when awarded for

courage/heroism)



justification (bullet format), showing accomplishments that warranted the submission and forwards

to the Civilian Personnel Office, EMR section for printing of the certificate. The CCAV is

approved by the Wing Commander and cannot be delegated. (see page 16-17 Approval Authority)


The “triggers” for consideration for a Command Civilian Award for Valor must be by its very

nature an emergency event such as (list is not all inclusive):

Assisting with the stabilization of an accident victim whose wellbeing is uncertain at the

time of contact

Taking control and organizing an orderly and effective evacuation of a building or area

due to an emergency such as fire, flooding, or hazardous material spill

Performing life-saving CPR to an individual on or off duty

Intervening in an altercation or incident when an individual or group’s health and

Well-being are being directly threatened

Air Force Civilian Award for Valor

There is also an Air Force Civilian Award for Valor (AFCAV), which is

designed to recognize an individual’s act of heroism with voluntary risk of

personal safety in the face of danger either on or off the job. This award is

differentiated from the Command Civilian Award for Valor by the nature of

the act directly placing the nominee’s safety in jeopardy. An AFCAV must

be prepared and approved within six-months of the event or act.

(Equivalent to the Airman’s Medal)


Attachment 2 of AFI 36-1004) outlining the emergency nature of the event,

the actions taken by the nominee, the results of the nominee’s actions and

the supervisor’s validation that the employee is eligible for the award, 9-line

citation and no more than a one-page justification (bullet format), showing

accomplishment(s) that warranted the submission and forwards to the

Civilian Personnel Office, EMR section for printing of the certificate. The

AFCAV nomination package must be staffed up through AFSPC to the SAF

and is approved by the SECAF (see page 16-17 Approval Authority).

The “triggers” for consideration for an Air Force Civilian Award for Valor must be by its very

nature an emergency event such as (list is not all inclusive):

Subduing an active shooter

Pulling victims from a burning aircraft or automobile

Stopping a physical assault


Meritorious Civilian Service Award

The Air Force Meritorious Civilian Service Award (MCSA) is designed to recognize an individual or group for outstanding service to the Air Force in the

performance of duties in an exemplary manner. Nominee’s must perform their

assigned duties for at least one year in an exemplary manner, with a

reasonable degree of command-wide mission impact, setting a record of

individual achievement and serving as an incentive to others to improve the

quality and quantity of their work performance, exercise unusual initiative in

devising new and improved work methods and procedures that resulted in a

substantial savings in manpower, time, materials, or other items of expense;

improving safety or health of employees; improving morale of employees in

a unit which resulted in improvement of work performance and esprit de

corps. This award may also be given at the time of retirement. A MCSA

must be prepared and approved within six-months of the period of high

performance.

(Equivalent to the Meritorious Service Medal)

Recommending official prepares a Staff Summary Sheet (SSS) (see Attachment 2 of AFI 36-

1004), 9-line citation and no more than a one-page justification (bullet format), showing

accomplishments that warranted the submission and forwards to the Civilian Personnel Office,

EMR section for printing of the certificate. The MCSA is approved by the Group Commander

(see page 16-17 Approval Authority).

There are several potential “triggers” for a supervisor to consider a Meritorious Civilian Service

Award for their employee. They are:

Completion of a record setting performance in their job (e.g. Command annual award

winner)

Completing a long-term, high-visibility or high-interest item such as the permanent

beddown of a major weapon system

Establishing a Command “Center of Excellence” (i.e. a school house, command training

focal point, or command technical support center, etc…)

Employee’s retirement

o Consider for an employee who has been an outstanding performer in their

service, consistently tops in their productivity (top 1%), and loyal to the unit or

Wing

Employee’s PCS or transfer

o Consider for an employee who has been critical to the success of a long-term,

high-visibility or high-interest item and is leaving due to DEROS, promotion,

etc…

Employee’s amicable separation of service

o Consider for an employee who has been critical to the success of a long-term, high-visibility or high-interest item and is leaving to pursue a career outside of the Air Force


Outstanding Civilian Career Service Award

The Air Force Outstanding Civilian Career Service Award (OCCSA) is

designed to recognize outstanding career service meriting recognition at the

time of retirement or departure from service with the Air Force. Nominees

are employees who, throughout their career, provided leadership or unusual

competence, and their noteworthy accomplishments had a significant impact

upon the Air Force mission.

An OCCSA must be submitted within 60 days of the desired presentation.



justification (bullet format), showing accomplishments that warranted the

submission and forwards to the Civilian Personnel Office, EMR section for

printing of the certificate. The OCCSA is approved by the Wing Commander

(see page 16-17 Approval Authority).

(Equivalent to the Legion of Merit)

The “triggers” for this award are simple. The nominee must be leaving the

service of the Air Force either through retirement or separation (only after a

significant length of service).

Decoration for Exceptional Civilian Service

The Decoration for Exceptional Civilian Service (DECS) is the highest

recognition granted to an individual or group within the Air Force. It may NOT

be given at the time of retirement. The purpose of this award is to recognize and

individual or group for exceptionally meritorious service of major significance to

the Air Force in the performance of duties in a manner clearly exceptional to

others. Nominees must have performed their assigned duties for at least one year

in a manner that resulted in a profound Air Force-wide impact to programs or

projects, as documented by development of improved methods or procedures,

initiation of revolutionary ideas, or unprecedented achievements or benefits to the

government are eligible. Nominees may be recommended for this award only if they have

previously received the Meritorious Civilian Service Award. Nominations must be routed to the

SECAF for approval through AFSPC within six months of the act or event.

(Equivalent to the Distinguished Service Medal)

Recommending official prepares a Staff Summary Sheet (SSS) (see Attachment 2 of AFI 36-1004),

9-line citation and no more than a one-page justification (bullet format), showing accomplishments

that warranted the submission and forwards to the Civilian Personnel Office, EMR section. The

DECS is approved by the SECAF.

There are several potential “triggers” for a supervisor to consider a Meritorious Civilian Service

Award for their employee; however, the reality of those triggers occurring at an installation level

is very limited and most likely will be suggested by HAF or SAF personnel.


Appendix 1. Civilian Award Decision Guide

Type of Recognition Decision Guide Response Recognition Type

Is the subject of the act, contribution, event, or accomplishment within scope

of the employee's work?

Yes Letter of Appreciation, Letter of Accomplishment, Letter of Commendation

Use as basis for annual performance award or Time-Off Award

No Consider for Honorary or Monetary Award

Does the employee's job description or performance plan cover the subject

contribution?




Is the nature of the contribution such that the employee’s performance would

be judged less than satisfactory if this contribution had not been made?




Is the contribution one pertaining to the immediate work area which the

employee can put into operation without consulting higher authority?




If the contribution pertains to the employee’s immediate work area, as well as

having application elsewhere in the organization, is the employee expected to

make contributions that have impact beyond his or her immediate area?




Level of Recognition Guide Response Recognition Level

Is the contribution of particular importance or significance to the Squadron?

Yes Honorary - Consider for CAA

Monetary - Consider for NAA

No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation


Is the contribution of particular importance or significance to the Wing?

Yes Honorary - Consider for CAA or ECSA




Is the contribution of particular importance or significance to the MACJOM?

Yes Honorary - Consider for CAA, ECSA or MCSA

Monetary - Consider for NAA or SASA



Is the contribution of particular importance or significance to the Air Force?

Yes Honorary - Consider for CAA, ECSA, MCSA, or DECS

Monetary - Consider for SASA



Was there a great amount of independent thought, unusual insight, imagination

or effort involved?





Will there be substantial impact or benefits derived from the contribution?

Yes Honorary - Consider for CAA, ECSA or MCSA

Monetary - Consider for NAA or SASA



Level of Recognition Guide for Departures (non-Retirement) Response Recognition Level

Was their contribution of particular importance or significance to the

Squadron?

Yes Honorary - Consider for CAA



Was their contribution of particular importance or significance to the Wing?




Level of Recognition Guide for Departures (Retirement) Response Recognition Level

Was their contribution of particular importance or significance to the

Squadron?

Yes Honorary - Consider CAA and/or OCCSA or both



Was their contribution of particular importance or significance to the Wing?

Yes Honorary - Consider ECSA and/or OCCSA or both




Table 2. Civilian Honorary Awards Approval Authority (see all notes).

Decorations

(An “X” in a column

indicates approval authority

for the decoration in the

heading.)

OCCSA AFCAV MCSA CCAV ECSA CAA

HAF: Secretariat, Air Staff

DCS/ADCS and 2-Letter

Directors

X X

(see note

4)

X X X

HAF: Air Staff ADCS and

Directors (colonel or higher

and CL equivalents)

X X X

MAJCOM/CC/CV and

Director/Deputy Director of

ANG

X

(see note

5)

X X X X

MAJCOM Director/Head of

Staff Office, or DCS/Staff

Office (colonel or higher and

CL equivalents), and Chief

Air Directorate Staff/ANG

X X X

NAF, DRU, FOA, and

Center CC (see note 6)

X

(see note

5)

X X

(see note

7)

X X

NAF, DRU, FOA, and

Center CV (colonel or higher

and CL equivalents)

X X X

JTF/CTF Commander/AF

Component Commander

(Maj Gen or higher and CL

equivalents)

X

(see note

3)

X X

(see note

3)

X X

Wing CC/CV (colonel or

higher and CL equivalents)

X

(see note

7)

X X

(see note

7)

X X

Wing CV (colonel or higher

and CL equivalents)

X X X


Group/CC/CV (colonel or

higher and CL equivalent)

X X X

State Adjutants General X X X

Group/CC (Lieutenant

colonel and CL equivalent)

(military must be on G-series

orders)

X X

Squadron/CC (military must

be on G-series orders)

X

Notes:

1. SECAF approved delegation is outlined in the table above. SAFPC will board and process all

nominations (except for career CSE) to the SecAF (refer to paragraph 2.1.2 of this publication).

SAF/AA will process all career CSE nominations through the ERB to the SecAF (refer to paragraph

2.1.5 of this publication).

2. SECAF retains award/approval authority for the DECS and AFCAV, unless delegated. Refer to

paragraphs 2.1.2 and 2.1.3 of this publication for additional procedures.

3. This authority is delegated by SECAF (or designee) during combat operations, upon written

request. The Commander Air Force Forces (COMAFFOR) will act as the sole approval authority for

personnel entering the area of operations and support the operations within their purview. The

COMAFFOR will process all decorations based solely on accomplishments in their area of

responsibility.

4. MCSA approval authority may be delegated to Directors in the grade of colonel and above (to

include equivalent CLs).

5. On 8 Sep 14, SecAF authorized MAJCOM/CCs to delegate OCCSA approval authority to

MAJCOM/CVs in the grade of Major General (MajGen) and higher (or civilian leader equivalent).

Also, SecAF delegated OCCSA approval authority to commanders of Number Air Forces, Field

Operating Agencies, Centers and Direct Reporting Units, in the rank of MajGen and higher (or CL

equivalents).

6. May delegate ECSA and CAA approval authority to their Directors (colonel or higher and CL

equivalent).

7. This approval authority must be delegated by the MAJCOM/CC.


Appendix 2. Sample Recognition Letters

Mr. Frankey Jonesing

Mr. Jonesing.


Mr. Frankey Jonesing

Mr. Jonesing’s

Mr. Jonesing


Richard Roning

Ricky


DAVID DUNCAN


Scott Griffin

Scott Griffin

Griffin’s


Scott Walker 102

Walker


Scott N. Hamilton

Hamilton


Appendix 3. Quick Reference to Civilian Medals (Source Document – AFI 36-1004)

Award Purpose Eligibility Approval Use Guideline/ Trigger

AF Civilian Achievement

Award (CAA)

Recognize outstanding service for a single,

specific act or accomplishment in support

of the unit’s mission/goals; can be granted

while on detail or temporary assignment.

(AFAM equiv)

Individual or group

Squadron CC

Use to recognize an individual or group for

a single event/accomplishment.

Trigger – completion of

event/accomplishment, retirement or PCS

of individual

Exemplary Civilian

Service Award (ECSA)

For outstanding service supporting a

command mission for at least 1 year or a

single act that significantly contributed to

command mission. May be given at time of

retirement. (AF Comm equiv)

Individual or group.

Submit w/in 6 months

of act/event

Group CC

Use to recognize a single command-

impacting event/ accomplishment or a

period of sustained support.

Trigger – completion of


of individual

Command Civilian Award

for Valor (CCAV)

Demonstrated unusual courage or

competence in an emergency, either on or

off duty, but beyond the call of duty. (AF

Comm Courage equiv)

Individual who

displayed courage

during an emergency

Wing CC

Use to recognize for valor during an

emergency.

Trigger – Emergency event and heroic act

Meritorious Civilian

Service Award (MCSA)

For outstanding service to the Air Force in

the performance of duties in an exemplary

manner. May also be given at time of

retirement. (MSM equiv)

Individual or group who

have performed duties

for at least 1 year in an

exemplary manner.

Submit w/in 6 months

of act/event

Wing CC

Use to recognize sustained exemplary

service with a reasonable degree of

command-wide mission impact.

Trigger – Completion of


of individual

Outstanding Career

Civilian Service Award

(OCCSA)

Outstanding career service that had a

significant impact upon the AF mission,

meriting recognition at the time of

retirement. (LOM equiv)

Individual who had an

outstanding career with

significant impact to the

AF mission. Submit

w/in 60 days of

presentation

Wing CC

Use to recognize the departure of a “top

performer” from AF service. Does not

have to be retirement

Trigger – Retirement/separation from AF

service (only after significant length of

service)

AF Civilian Achievement

Award for Valor (AFCAV)

An act of heroism with voluntary risk of

personal safety in the face of danger,

whether on or off the job. (AmnM equiv)

Individual who

displayed courage in the

face of danger

SecAF

Use to recognize for valor in the face of

danger.

Trigger – Dangerous event and heroic act

Decoration for Exceptional

Civilian Service (DECS)

For exceptionally meritorious service of

major significance. (DSM equiv)

Nominee(s) must have

first received MCSA,

have profound AF-wide

impacts for more than 1

year. Submit w/in 6

months of act/event

SecAF

Use to recognize for sustained significant

service with a profound AF-wide mission

impact.

Trigger – Completion of

event/accomplishment