Defense Health Agency

ADMINISTRATIVE INSTRUCTION

NUMBER 1432.01

February 15, 2023

SUBJECT: Civilian Awards and Recognition Program

References: See Enclosure 1

Health Agency (DHA).

2. APPLICABILITY. This DHA-AI applies to:

a. All DHA federal government civilian employees who meet the definition of Reference (g) are

eligible to receive awards in this issuance which includes monetary awards for suggestions,

inventions, and scientific achievements listed in Enclosure 5. This includes civilian personnel

assigned temporary or permanent duties at DHA and DHA Components defined here as activities

under the authority, direction, and control of the DHA such as Direct Reporting Markets (DRMs), the

Small Market (SM) and Stand-Alone Organization (SSO) and its components, Defense Health

Agency Regions (DHARs), and Medical Treatment Facilities (MTF) and Dental Treatment Facilities

(DTF).

awards.

e. A foreign national individual who is paid on a cost reimbursable basis by agreement with a

receive DHA non-monetary awards. This does not preclude payment of monetary awards under any

other locally developed awards program under Reference (d).

f. Awards may be approved for employees of other Government agencies or other DoD

components, and payments will be made by transferring funds to the individual’s employing

component or agency. If the administrative cost of transferring funds exceeds the amount of the

award, the organization employing the individual will absorb the costs and pay the award (Reference

(d)).

3. NOT APPLICABLE.

a. This DHA-AI does not apply to contractors. Contractors are not employees of the Federal

Government and may not be treated as such. These individual personnel are employed by business

organizations having a commercial or profit-making relationship with DHA. They are ineligible for

formal recognition under this program. However, if it can be shown that a contribution is

“substantially beyond” that specified or implied within the terms of the contract establishing the

business relationship and/or if the recognition is clearly in the public interest, then DHA may

recognize that contribution with a letter or a certificate. Acknowledgement of contributions may only

be presented informally and not as part of an official government ceremony.

b. This DHA-AI does not apply to military members except by exception as mentioned in this

b. Communicate the relevant parts of an awards programs to managers, supervisors, and

employees.

c. Evaluate and assess awards to ensure that they are:

(1) Used to motivate, recognize, and reward eligible personnel.

2

of honorary and monetary awards for which the Director, DHA, endorses or has authority to approve

or disapprove.

e. Document all cash and Time Off Awards (TOAs) and honorary awards distributed in

accordance with Reference (f).

f. Follow appropriate Department of Defense (DoD) Financial Management Regulations on

civilian pay policies and procedures under subchapter 451 of Reference (k).

5. RESPONSIBILITIES. See Enclosure 2

6. PROCEDURES. See Enclosures 3 through 8

7. RELEASABILITY. Not cleared for public release. This DHA-AI is available to DHA

workforce members, employees, and contractor support personnel with Common Access Card

LTG, USA

Director

3

6. Specialized Decorations or Awards

8. Department of Defense-Level Honorary Awards

9. Awards Delegation of Approval Authority

10. Honorary Awards Guide

11. Award Scale-Tangible Benefits to The Government

12. Award Scale-Intangible Benefits to The Government

13. Time Off Award Scale

Appendix

1. Delegation of Approval Authority to Approve DHA Honorary and Monetary Awards

Figure

1. Honorary Awards Guide

Tables

1. Award Scale for Suggestions, Inventions, Special Acts or Service, and Scientific

Achievements Resulting in Tangible Benefits to the Government

2. Award Scale for Suggestions, Inventions, Special Acts or Service, and Scientific

Achievements Resulting in Intangible Benefits to the Government

3. Time Off Award Scale for Full-time Employees for Suggestions, Inventions, Special

Acts or Service, and Scientific Achievements

Glossary

4

ENCLOSURE 1: REFERENCES...................................................................................................7

DHA DIRECTOR AND DHA DEPUTY DIRECTOR.............................................................8

ASSISTANT DIRECTORS (AD), DIRECTOR OF STAFF (DoS), DIRECT REPORTING

SPECIAL STAFF AND DIRECT REPORTING ORGANIZATIONS ..............................8

CHIEF, HUMAN CAPITAL DIVISION ................................................................................10

DHA CIVILIAN AWARDS AND RECOGNITION BOARD CHAIR .................................11

ENCLOSURE 8: DOD-LEVEL HONORARY AWARDS .........................................................53

DEPARTMENT OF DEFENSE DISTINGUISH PUBLIC SERVICE AWARD ...................53

SECRETARY OF DEFENSE OUTSTANDING PUBLIC SERVICE AWARD...................53

APPENDIX 1.................................................................................................................................54

AGENCY HONORARY AND MONETARY AWARDS................................................54

GLOSSARY ..................................................................................................................................62

PART I: ABBREVIATIONS AND ACRONYMS ............................................................. ........62

PART II: DEFINITIONS..................................................................................................... .........63

(b) DoD Directive 5136.13, “Defense Health Agency (DHA),” September 30, 2013,

(c) DoD Directive 1400.25-M, “Department of Defense Civilian Personnel Manual,”

December 1996, authorized by DoD Directive 1400.25-M System,” November 25, 1996

(d) 5 Code of Federal Regulations (C.F.R.), Parts 430, “Performance Management,” 451,

(2022)

(e) 5 United States Code (U.S.C.) “Government Organization and Employees,” Chapters 31,

“Authority for Employment,” 43, “Performance Appraisal,” 45, “Incentive Awards,”53,

“Pay Rates and Systems,” and 71, “Labor-Management Relations” (2022)

(f) 10 U.S.C. Sections 1124, “Cash awards for disclosures, suggestions, inventions, and

scientific achievements,” and 1125, “Recognition for accomplishments: award of trophies”

(2022)

(g) DoD Instruction 1400.25-Volume 451, “DoD Civilian Personnel Management System:

(h) DoD Administrative Instruction No. 29 “Incentive and Honorary Awards Programs,”

August 20, 2018, Incorporating Change 1, 24 February 2022

(i) DoD 7000.14-R, Volume 8, “DoD FMRs: Civilian Pay Policy,” May 2013

(j) DHA-Procedural Instruction 5025.01, “Publication System,” August 21, 2015

(k) Undersecretary of Defense Memorandum, Subject: Removal of Expiration Date for Certain

a. Establish DHA-level awards and awards programs and delegate administration of such

b. Review and approve all DHA awards and delegate approvals IAW Appendix 1 of this

issuance.

c. Review and endorse DHA recommendations for honorary Presidential, DoD, and OSD-

level awards.

d. Review and approve recommendations for DHA honorary traditional, and honorary

competitive achievement awards.

e. Approve, in writing, membership of the DHA Civilian Award Boards including a Civilian

Awards and Recognition Board Chair.

f. Ensure civilian employees are recognized for honorable service and/or acts of achievement

through award recommendations.

2. ASSISTANT DIRECTORS (ADs), DIRECTOR OF STAFF (DoS), DIRECT REPORTING

c. Review and approve recommendations for DHA’s Honorary Achievement Awards that

must be granted by a higher authority.

d. Endorse to the Director, DHA, for review and endorsement, DHA recommendations for

honorary Presidential, DoD, and OSD-level awards.

f. Nominate a Civilian Awards and Recognition Board member from within their respective

g. Ensure the equitable application of this DHA-AI throughout their respective

h. Ensure that awards are used to best support and enhance organizational goals and

objectives per delegated authorities in Appendix 1 of this issuance.

i. Encourage supervisors to identify employees or groups of employees deserving award

l. Coordinate and disseminate DHA-wide awards information within their respective

3. DHA SUPERVISORS. DHA Supervisors will:

a. Review and recommend awards to approval authorities in accordance with this issuance.

(Delegated authority matrix is at Appendix 1).

b. Endorse to the ADs, DoS, DRM Directors, SSO Director, DHAR Directors, DADs,

recommendations for awards that would grant over $500 to a single civilian employee.

c. Endorse to the ADs, DoS, DRM Directors, SSO Director, DHAR Directors, DADs,

consideration and submit recommendations in a timely manner. Coordinate efforts, within the

awards budget allocation, nominations for monetary awards, including one-time monetary

awards and increases in basic pay because of a performance award or quality step increase.

for additional information).

(5) EOQ/EOY. These awards recognize and honor the achievements of civilian

employees who have helped DHA live up to its vision, mission, and goals. The award

acknowledges employees whose dedication, competence, and exemplary performance increases

DHA’s efficiency, enhances agency pride, and increases employee morale. The EOQ and EOY

winners are announced in Agency-specific communication mediums. EOQ winners are

presented with a certificate, DHA coin, and a monetary award. EOY winners are presented a

certificate, trophy, and a monetary award (see Enclosure 4 for additional information).

b. Honorary DHA-level Awards Available to Eligible DHA Civilian, PHS Officers, and

Military by exception. These awards are available to eligible DHA employees including federal

civilians, PHS Officers and assigned military by exception. See Enclosure 5 for a full

description, eligibility criteria, and processing procedures of the following awards:

(1) Team Excellence Award. This award acknowledges team accomplishments that

contribute to the mission of DHA and demonstrate collaborative, success-oriented efforts to

achieve DHA goals. This award is established specifically to recognize exemplary support by

any element of the Federal government to the programs, projects, and/or the mission in general

of DHA. The award consists of a certificate for each of the team members, signed by the

(a) Advanced Professional Engagement and Exploration (APEX) Award. This award

recognizes employees who developed others and/or themselves through career enhancements,

sought additional work responsibilities outside of their daily duties, participated in a mentoring

program, and/or contributed to the workforce development of team members or employees (see

Enclosure 5 for additional information).

16 ENCLOSURE 3

scientific achievements, or for their contribution to DHA’s technological infrastructure,

healthcare beneficiaries. Award can be honorary or monetary should funds be available (see

Enclosure 5 for additional information).

(d) Good Steward Award. This award recognizes employees who improved

processes or provided suggestions resulting in efficiencies in items of expense (time, materials,

etc.); or items that improved safety, health, or quality of life of DHA employees (see Enclosure 5

for additional information).

(e) DHA People’s Choice Award. This award recognizes employees who

consistently exhibit excellence in customer service and consistently receive outstanding feedback

from customers. Employees may be nominated for customer service in an DHA internal or

external facing capacity (see Enclosure 5 for additional information).

(f) Positive Spirit Award. This award recognizes employees who improved morale

and increased productivity through positive attitude, embodied a team player mentality, and/or

volunteered to assist in work efforts outside of their own regularly (see Enclosure 5 for

additional information).

decision on the Agency-wide winner for each of the six achievement awards. Selected recipients

will be awarded a custom trophy and certificate signed by the Director, DHA (see Enclosure 5

for additional information).

c. Presidential, DoD, and OSD-Level Awards. Civilian employees of DHA who make

contributions having broad impact outside DHA and its assigned organizations may be eligible

17 ENCLOSURE 3

(1) Private citizens, groups, and organizations that significantly assist or support DHA

management in improving efficiency and effectiveness, and to encourage citizens and

organizations in their efforts to assist in the accomplishment of the DHA mission. The awards

will be honorary only.

(2) Any person, group, or organization, except for those described in subchapter 451 of

Reference (c) may be considered for recognition based on a significant contribution performed as

a public service.

(3) Persons or organizations having a commercial or profit-making relationship with

DHA, DoD, or a DoD Component will not be granted recognition, unless the contribution is

substantially beyond that specified or implied within the terms of the contract establishing the

relationship, or the recognition is clearly in the public interest.

e. Specialized Decorations or Awards

(1) Armed Forces Civilian Service Medal. This medal is awarded to recognize the

contributions and accomplishments of DHA civilian employees directly supporting Department

of Defense Coronavirus military operations and activities and award is aligned as closely as

4. FUNDING LEVELS. The Director, DHA, and the Comptroller will budget for awards using

sound financial management controls consistent with budgetary limits set by law, regulation, and

departmental guidance. The funding level for all awards will consist of a percentage of

aggregate base salaries of covered employees. Percentages will be determined by Director,

DHA, following review of all DHA operational budget requirements and departmental guidance.

The aggregate base salary should be calculated based on the number of covered employees as of

18 ENCLOSURE 3

approval.

a. Board Composition. Each DHA HQs AD/DoS, J-Director/ DAD, Market/Small and

Market Stand-alone Organizations (SSO) or Defense Health Agency Regions (DHAR) Director,

will nominate a member to serve on the Civilian Awards and Recognition Board for at least one

fiscal year. The Civilian Awards and Recognition Board will be made of DHA workforce

members, the Civilian Awards and Recognition Board Chair, and a member from the Civilian

Awards and Recognition Program Office as a non-voting advisor.

(1) Board Chair. Will be appointed by the Director, DHA.

(2) Members. A member will be nominated and submitted to the Civilian Awards

Program Manager. Nominees will be provided to the DHA Front Office for consideration and

approval. Nominees must be a General Schedule (GS)-12 or higher to qualify.

(3) Civilian Awards and Recognition Board Advisor. The Civilian Awards and

Recognition Program Office will serve as a non-voting member of the Civilian Awards and

Recognition Board and will act as an advisor to the board.

b. Award Package. Award packages will be submitted to the Civilian Awards and

19 ENCLOSURE 3

a. Performance Awards (see description in Enclosure 3)

(1) Award Criteria.

(a) The employee must have an official rating of record.

(b) The employee’s most recent performance rating of record must be at or above the

fully successful level.

(c) Performance should be above that ordinarily expected in the position for at least

90 consecutive days during the rating period.

(d) The high level of performance must have been at the same grade level unless the

employee was demoted during the rating period for reasons other than for cause.

(e) The performance contribution must not have already been recognized (in whole

or in part) with a previous monetary award

(1) Award Criteria.

(a) Identifying an innovative solution to an issue outside an employee's planned work

assignments that benefits the organization.

(c) Using new technologies or methods to greatly improve an organization's (or a

(d) Streamlining a process which helps the organization more efficiently provide its

(e) Directing a team effort with exceptional skill and sensitivity.

(f) Handling an unforeseen problem with minimal disruption to the overall work

assignments.

(h) Making a non-recurring contribution in the public interest, achieving a scientific

success to meet so that organizational goals.

Deployment Awards and Recognition” chapter in this issuance).

(k) The performance contribution must not have already been recognized (in whole

or in part) with a previous monetary award

(2) Processing:

(a) Approved awards will be electronically routed to the DHA HRSP through

documentation and issue a SF50. The award will be electronically paid and visible in the

c. On-the-Spot Awards (OTS) (see description in Enclosure 3).

be granted up to $500 for any single contribution. On-the-Spot Awards are granted based on the

(2) Processing:

(a) Approved awards will be electronically routed to the DHA HRSP, through

appropriate Award POCs. HRSP processes approved awards and will generate formal

employee’s eOPF.

(b) Current electronic awards nomination request form is available through the

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

[email protected].

d. Time Off Awards (TOA) (see description in Enclosure 3).

(a) Full-time DHA civilian employees may be granted up to 80 hours of time off

during a leave year without charge to leave or loss of pay. Full-time DHA civilian employees

time off are granted based on the award scale in Table 4.

(b) Part-time DHA civilian employees or employees with less than a 40-hour work

week may be awarded a maximum time-off award equivalent to the average number of hours of

work in the employee’s biweekly scheduled tour of duty. The maximum award for any single

contribution is one-half of the maximum amount of time that could be awarded during the leave

year.

agencies. .DHA civilian employees transferring to another Federal agency should use their TOA

contributions, it is not intended as recognition of sustained high-level performance or as a

wholesale replacement for monetary performance awards. TOAs may be used in combination

with cash or honorary awards if the total value of the awards given is commensurate with the

contingency support are entitled to receive a TOA of 40 hours upon completion of a deployment

deployment.

(2) Processing:

(a) Approved awards will be electronically routed to the DHA HRSP through

appropriate Award POCs. HRSP processes approved awards and will generate formal

documentation and issue a SF50. The award will be electronically paid and visible in the

employee’s eOPF

(b) Current electronic awards nomination request form is available through the

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

(c) Approved TOAs should be routed the Civilian Awards and Recognition Program

Office at dha.ncr.j-1-8.mbx.ncr-hr-market-awards@health.mil

(3) Scheduling Time Off

(1) Award Criteria

(a) QSIs may be granted only to GS employees who are on permanent appointments;

they are not applicable to FWS or local national employees.

1. Be a General Schedule (GS) employee at any grade level

2. Be below step 10 of their grade level

management program

4. Have sustained performance of outstanding quality over a period sufficient to

conclude that the level is characteristic of the employee’s ongoing performance

(d) QSIs may also be given as an incentive award.

and 6 would cause that employee to have a longer waiting period for their next within-grade

increase.

(2) Processing:

(a) Approved awards will be electronically routed to the DHA HRSP through

appropriate Award POCs. HRSP processes approved awards and will generate formal

documentation and issue a SF50. The award will be electronically paid and visible in the

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

a. DHA Distinguished Civilian Service Award. (See description in Enclosure 3)

(1) Award Criteria. Nominee must demonstrate one or more of the following:

(a) Led or contributed directly to the efficiency or economy of DHA’s operations

(b) Contributed to cost-effectiveness and/or coordinated efforts to sustain a high-

(c) Developed or improved methods/procedures/inventions that measurably improve

(d) Enabled rapid adoption of proven practices, helping reduce unwanted variation,

and/or improved the coordination of care across time and treatment venues.

(e) Devised new and improved work methods and procedures resulting in substantial

(2) Eligibility

incentive awards and/or honorary awards).

Quadruple Aim:

1. Measurably enhanced medical readiness.

2. Improved the health of DHA or Component employees.

3. Enhanced the experience of care.

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

from the supervisory chain.

recognized by the award. Current electronic awards nomination example is available through the

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

(3) Processing Procedure(s).

(a) Requests will be coordinated between Requesting Official and the staff of those

leaders delegated the authority to sign COAs.

(b) The Requesting Official completes the appropriate nomination form to

demonstrate employee’s eligibility and qualifying achievements for the specified award criteria

and selects the level of signature authority. Request is routed through appropriate staff to the

approving authority for signature

(4) Approval authorities are provided at Appendix 1.

h. Letters of Appreciation. (See description in Enclosure 3)

recognized by the award. Current electronic awards nomination example is available through the

Policy and Programs Branch general delivery mailbox dha.ncr.j-1-8.mbx.ncr-hr-market-

(3) Processing Procedure(s).

(a) Requests will be coordinated between Requesting Official, and the staff of those

leaders delegated the authority to sign LOAs.

(b) The Requesting Official completes the appropriate nomination form to

demonstrate employee’s eligibility and qualifying achievements for the specified award criteria

and selects the level of signature authority. Request is routed through appropriate staff to the

approving authority for signature

(4) Approval authorities are provided at Appendix 1.

covered by this issuance. Select honorary awards are also available by exception as noted.

1. MONETARY (CASH) AWARDS

a. Suggestion Program. See description in Enclosure 3.

(1) Eligibility. The following ideas or suggestions are not eligible for consideration for

this award. Ideas or suggestions that:

(a) Point out the need for routine maintenance work.

(b) Recommend enforcement of an existing rule.

(c) Propose changes in housekeeping practices or changes in working conditions for

personal comfort.

(d) Call attention to errors to alleged violations of regulations.

(e) Result in intangible benefits of “good will.”

(a) The Recommender will submit suggestions via DD Form 355 through his or her

immediate supervisor for evaluation and endorsement.

(b) Within 5 working days from receipt of the suggestion, the Evaluator, within the

Recommender’s chain-of-command, will determine whether the suggestion is eligible or

recommendations.

2. Adopt or disapprove the suggestion.

3. Recommend the amount of the monetary award, in accordance with Enclosures

6 and 7.

4. Forward the suggestion and completed DD Form 355 to the Civilian Awards

and Recognition Program Office for review and recommendation by the Civilian Awards and

Recognition Board with certification that the suggestion has been, or will be, implemented and a

recommendation of the award amount.

(d) The Civilian Awards and Recognition Board will:

1. Review suggestions for compliance with established tangible and intangible

benefits scales and approve or disapprove recommendations for awards that would grant $5,000

or less to the suggester.

are paid with budgetary limits set by law or regulation and that adequate funds are available for

prompt payments of suggestion awards.

b. Inventions or Scientific Achievements. See the description in Enclosure 3, and the

additional detail in Enclosure 5.

35 ENCLOSURE 5

(1) Eligibility. All employees who are eligible for a monetary award are eligible for

(a) Employees whose assigned duties include the recruitment of candidates for

(b) Selecting officials or other persons associated with the selection of a candidate.

(c) Any individual prohibited from advocating for the employment of the candidate

by section 3110 of Reference (e).

the referral of a candidate who is already a DHA employee.

(a) In setting award amounts, the requestor considers such factors as:

1. The percentage of costs saved by avoiding certain recruiting expenses.

2. The efforts put forth by the employee to recruit an individual.

3. The difficulty of filling the position(s).

4. Fiscal constraints.

(d) Approval authorities and threshold amounts are provided at Appendix 1.

d. Mentoring Award. See the description in Enclosure 3

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

36 ENCLOSURE 5

(2) Eligibility. All DHA personnel who are employed by, or assigned to, DHA during

(3) Award Consideration Period. The consideration period is the calendar year, January

(4) Criteria. Employees nominated will have clearly demonstrated or exhibited all the

following work characteristics in the performance of their role as a mentor during the award

consideration period. The mentor is a leader or senior to an employee. A mentor may also be a

Training Coordinator. A mentor is concerned for an employee’s development as a whole and not

(a) Provide advice and guidance on career development opportunities. Encourage

the programs and activities that fall within the scope of the mentor’s responsibility.

professional advancement: (e.g., written, or oral communication skills).

(d) Promote a clear understanding of DHA’s mission, vision, core values, and the

Agency’s “Strategic End States” which are to provide customers consistent and cost-effective

CAS, ensure effective policies and processes are in place; promotes a diverse, agile, and highly

performing workforce; and contributes to a system of management controls that effectively and

efficiently manage public resources.

have the endorsement of the Requesting Official. The Requesting Official obtains the required

DHA recognition.

(8) Approval authorities are provided at Appendix 1.

e. DHA Leadership Award. This award provides a highly visible means for the Director, to

37 ENCLOSURE 5

recognizes our leaders whose visionary leadership, outstanding professional skill, and untiring

efforts advance DHA’s strategic mission through “One Team, One Voice” and inclusive,

collaborative principles.

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

and a cash award of $5,000. Military members will receive only the engraved plaque or trophy

IAW Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Eligibility. All supervisors, managers, and team leaders in the pay band of Business

regularly assigned duties during the award consideration period. The nominee’s leadership on

issues/efforts may have Agency-wide impact, enable the Agency to move forward in advancing

its strategic mission and vision through “Good to Great” principles and demonstrate the

following in their role as Leaders:

(a) Transform the Agency by demonstrating a leadership role that champions the

accomplishment of the Agency’s Strategic End States.

(b) Embrace and promote a results-oriented performance culture and approach to

achieving the Agency vision by using Performance Indicators that measure Agency success.

(c) Equip our employees with the competencies needed to provide extraordinary

support to our customers.

The Director, based upon the recommendations of the DHA Civilian Awards and Recognition

Board, will determine final selection of the individuals who will receive this special DHA

recognition.

38 ENCLOSURE 5

(1) Eligibility

(a) A team may be comprised of career and non-career civilian employees, members

of the military, and PHS members who work together on a program or project or on the DHA’s

mission in general.

(b) Members of the team may be assigned to, or outside of, the DHA organization,

e.g., to another component, Federal agency, or Military Department.

(2) Criteria. The team must have provided exemplary support to Federal government

program or projects that positively impacted and/or advanced the DHA’s mission in general.

(3) Nomination Procedure(s)

(a) The Requesting Official completes the appropriate nomination form to

demonstrate employee’s eligibility and qualifying achievements for the specified award criteria.

The Requesting Official may coordinate with the Civilian Awards and Recognition Program

Office for completeness and compliance prior to forwarding the nomination for approval.

(b) Current electronic awards nomination request form is available through the

(f) The DHA Team Excellence Award will be presented to the team members at an

employee recognition event or another organization meeting as specifically designated.

b. DHA Certificate of Appreciation. See description in Enclosure 3.

39 ENCLOSURE 5

and selects the level of signature authority. The Requesting Official may coordinate with the

forwarding the nomination for approval.

(b) Nomination is reviewed and approved by the Supervisor and/or the DHA HQs

ADs/DoS, J-Director/DAD/DRO, Director of DRMs, SM, and SSO and its components,

DHARs, and MTFs/DTFs.

(c) The Requesting Official forwards approved nomination form to the Civilian

Awards and Recognition Program Office.

(d) The Civilian Awards and Recognition Program Office will forward the

nomination through the concurrence/approval process up to the Director, DHA, if requested, or

prepare the certificate for signature by the requested approving official.

c. DHA Certificate of Achievement Awards. Non-competitive DHA Achievement Awards

are approved IAW Appendix 1 of this issuance. (see description in Enclosure 3.

d. APEX Award (see description in Enclosure 3).

1. Voluntary enrollment in a class or program, internal or external to DHA, that

has a direct relationship with employee’s duties or responsibilities and has been approved and

recorded by the Workforce Development Branch, Human Capital Division, DHA, and

40 ENCLOSURE 5

1. Encouraged employees to exceed work expectations by providing informal

2. Guided a group of individuals to achieve a goal by having a clear focus and

vision, competence, and character; and/or,

3. Implemented a successful Agency-wide program or initiative to improve

employee knowledge or skills and has significant impact measured by strong attendance,

employee responses/feedback, etc.

(c) Mentoring (Employee must meet two of the following):

1. Participated in a formal DHA mentoring program that provides mentoring or

coaching for employees in the organization.

2. Mentor relationship impacted performance to result in job promotion,

enhanced work product, or formal recognition of mentee; and/or,

3. Committed to advancing employees’ long-term professional development by

providing constructive feedback and recognition and making fellow colleagues aware of/able to

(c) DHA HQs ADs/DoS, J-Director/DAD/DRO, Director of DRMs, SSO and its

components, DHARs, and MTFs/DTFs or equivalent approves nomination and forwards

nomination package to Civilian Awards and Recognition Program Office for tracking purposes

and award device processing.

41 ENCLOSURE 5