Civilian Recognition Guide
VANDENBERG AFB
GUIDE TO CIVILIAN RECOGNITION
Civilian Recognition Guide
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.
Civilian Recognition Guide
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
Civilian Recognition Guide
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.
Civilian Recognition Guide
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.
Civilian Recognition Guide
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.
Civilian Recognition Guide
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,
mission or personnel of
an entire regional area,
command or bureau.
Affects functions,
mission or personnel of
several regional areas
or commands, or an
entire department or
agency.
Affects functions,
mission or personnel of
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)
Civilian Recognition Guide
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.
Civilian Recognition Guide
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).
Civilian Recognition Guide
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)
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
Civilian Recognition Guide
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)
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 CCAV is
approved by the Wing Commander and cannot be delegated. (see page 16-17 Approval Authority)
Civilian Recognition Guide
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)
Recommending official prepares a Staff Summary Sheet (SSS) (see
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
Civilian Recognition Guide
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
Civilian Recognition Guide
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.
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 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.
Civilian Recognition Guide
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?
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
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?
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
Is the contribution one pertaining to the immediate work area which the
employee can put into operation without consulting higher authority?
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
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?
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
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
Use as basis for annual performance award or Time-Off Award
Is the contribution of particular importance or significance to the Wing?
Yes Honorary - Consider for CAA or ECSA
Monetary - Consider for NAA
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
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
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
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
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
Was there a great amount of independent thought, unusual insight, imagination
or effort involved?
Yes Honorary - Consider for CAA or ECSA
Monetary - Consider for NAA
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
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
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
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
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
Was their contribution of particular importance or significance to the Wing?
Yes Honorary - Consider for CAA or ECSA
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
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
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
Was their contribution of particular importance or significance to the Wing?
Yes Honorary - Consider ECSA and/or OCCSA or both
No Letter of Appreciation, Letter of Accomplishment, Letter of Commendation
Use as basis for annual performance award or Time-Off Award
Civilian Recognition Guide
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
Civilian Recognition Guide
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.
Civilian Recognition Guide
Appendix 2. Sample Recognition Letters
Mr. Frankey Jonesing
Mr. Jonesing.
Civilian Recognition Guide
Mr. Frankey Jonesing
Mr. Jonesing’s
Mr. Jonesing
Civilian Recognition Guide
Richard Roning
Ricky
Civilian Recognition Guide
DAVID DUNCAN
Civilian Recognition Guide
Scott Griffin
Scott Griffin
Griffin’s
Civilian Recognition Guide
Scott Walker 102
Walker
Civilian Recognition Guide
Scott N. Hamilton
Hamilton
Civilian Recognition Guide
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
event/accomplishment, retirement or PCS
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
event/accomplishment, retirement or PCS
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