Putting Pen to Paper: Writing Commissioned Corps Awards LCDR David Hunter Commissioned Corps Liaison Office of Public Health Preparedness and Response Centers for Disease Control and Prevention slides with appendix and resources 1

Disclaimer The content of this presentation is a anecdotally compiled assortment of information, suggestions and tips gathered from officer feedback. It is not intended to reflect the intent or position of the CDC Commissioned Corps Awards Board. The purpose of this presentation is to provide officers with suggestions, helpful hints, and general guidance for writing strong awards nominations. Officers should confer with their awards representative for specific policies, deadlines, and parameters for submitting nominations. The content of this presentation is a anecdotally compiled assortment of information, suggestions and tips gathered from officer feedback. It is not intended to reflect the intent or position of the CDC Commissioned Corps Awards Board. The purpose of this presentation is to provide officers with suggestions, helpful hints, and general guidance for writing strong awards nominations. Officers should confer with their awards representative for specific policies, deadlines, and parameters for submitting nominations. 2

One day, your supervisor says, “You deserve an award for this work.” 3

…and now what? & 4

Here is your canvas… 5

1” Margins 2 pages 12 point font Times New Roman 6

Four Sections to the Narrative Conclusion Accomplishments Impacts Introduction 7

Defining “Accomplishment” Answers the question: What did the officer do? Action- oriented! 8

Make a List LCDR John Doe did… 1) 2) 3) 4) 5) 6) 9

Writing Guidelines  Use action verbs  Avoid the passive tense  Avoid jargon  Avoid technical language  Be clear and concise  Excise irrelevant details  Clearly identify how the officer showed leadership  Quantify as much as possible Action Verbs: Led Directed Coordinated Wrote Planned Implemented Performed Provided Established Facilitated Delivered Designed Action Verbs: Led Directed Coordinated Wrote Planned Implemented Performed Provided Established Facilitated Delivered Designed 10

Example Accomplishment LCDR John Doe created a technical assistance program. 11 A1

#s and %s LCDR John Doe created a technical assistance program for improving emergency operations activities at local health departments. How did he demonstrate leadership? What other pieces of this project can be counted? For who? How many people attended? How many activities? What activities did this include? A1 12

Conducted 10 webinar trainings Conducted 6 site visits Created 4 job aid tools Developed 3 action plans Reviewed 20 project proposals LCDR Doe... #s and %s 13

Conducted 10 webinar trainings LCDR Doe... #s and %s 112 participants Recorded sessions accessed 73 times 14

Conducted 6 site visits LCDR Doe... #s and %s 60 staff attended 13 drills observed 6 recommendation reports written 15

Impacts… (They’re why any of this work matters) 16

Defining “Impact” Answers the question: What happened as a result of the officer’s work? Outcome- oriented! 17

Actions and Effects A Health Department Emergency Operations Center functions better. 18 LCDR John Doe implements a technical assistance program

List the Effects of Your Work As a result of this project, the following things happened… A) B) C) D) E) F) 19

Writing Guidelines  Do not use future tense  Use quantitative information (avoid general terms like “many” and “some”)  Common measures that demonstrate impact  Lives saved  Illnesses reduced or prevented  Increased/improved behavior of receiving party/audience  Increased accessibility to resources  Increased efficiency of operations, actions, interventions  Financial savings  Staff time and energy savings  Lives saved  Illnesses reduced or prevented  Increased/improved behavior of receiving party/audience  Increased accessibility to resources  Increased efficiency of operations, actions, interventions  Financial savings  Staff time and energy savings 20

#’s and %’s How do they operate better? Faster? As a result of this technical assistance program, local health departments are able to better operate their Emergency Operations Centers. Cheaper? More effective? 21

#’s and %’s Faster! Cheaper! More effective! HD’s reduced time to assemble key staff after a disaster by 50% to under 1 hour. Elimination of duplicated activities reduced costs by $1K per month. HD staff demonstrated an knowledge increase of 25% after receiving the training 22

Writing Strong Impact Statements -Broad, grand, or lengthy effects -Quantitative results -Causal link firmly established -Measurable effects of activities -Causal link demonstrated -Vague description -Weak association with activities 23

Accomplishment: LCDR Doe delivered a training course to 100 staff from the state health department. 24 Health department staff completed the training course. 75% of staff (n=100) performed the training skill correctly, increasing production of deliverables by 30% during the first quarter. Between the pre- and post-tests, knowledge increased among the 100 staff from the health department by 25%. Poor Good Great A1

Formatting (It matters more than you think) 25

Two Common Patterns Basic format  Background  Accomplishments  Impact  Summary Sequential format  Background  Accomplishment #1  Impact #1  Accomplishment #2  Impact #2  Accomplishment #3  Impact #3  Summary 26

Organizing Text A2 27

Relating Impacts to Accomplishments B A C B A C Basic or Sequential Format Basic Format A Basic Format AccomplishmentsImpacts 28

“Chunk” text Use headers Do not justify Putting it All Together Group ‘like’ activities Choose logical order Concise Plain language Jargon-free Short 29

Building Your Introduction: Cited For… Rank, Name, PHS number, and award nomination centered at top “Cited for” section “Cited for” section 30

Leading with a Clear Opening Statement LCDR John Doe is nominated for the ____________ for ______ ___________________________ from [mm/yyyy] to [mm/yyyy]. A A High-level description of the work and impacts achieved B B 31

For Unit Awards: Naming Your Team Be specific Keep it simple Describe the project purpose “Team” is loosely defined Use the name to separate one award from another 32

Factors that Determine the Appropriate Award Level Award Level Scope of impact Level of Achievement Leadership Length of Time 33 A3

Snapshot of landscape Describe the problem Set the stage Minimize Background Section 34

Cap Your Narrative with a Brief Synopsis Keep it simple Reiterate overarching work Aim for 4-5 lines Keep it simple Reiterate overarching work Aim for 4-5 lines 35

Timing it right (Wait…but not too long) 36

When do I submit? Activities completed Impacts visible Natural break point Timeframe expiring Up for promotion Activities completed Impacts visible Natural break point Timeframe expiring Up for promotion Additional activities up coming Can cluster with related activities Not urgent for promotion Additional activities up coming Can cluster with related activities Not urgent for promotion GOHOLD 37

Clustering Projects into a Common Theme Time Project A Project B Project D Project C Project E Project F 38

Nominations Can Expire  13 months from the final activity  Nominator must sign the 6342 form within timeframe 1/201210/20112/2013 9/2011 Outbreak response for illness X END Protocol for illness X revised 39

Package it up (the easy stuff) 40

The Complete Packet 41 1.Forms 2.Narrative 3.Award History 4.Unit award attachments A4

Earthquake Preparedness Response Team CAPT Jake Sully 02/2011 OUC 02/2012 LT Brenda Smith CDC/OPHPR/DX/XB CDR Renee Brown, Associate Director, OPHPR Renee Brown Ann Walker, Chief, XB CAPT Joe Smith, Director, DX Dr. Ali Khan, Director, OPHPR EXAMPLE Note: blue font just for presentation visibility purposes Outstanding response efforts in the wake of a 7.9 magnitude earthquake in Reno, Nevada A4

“Cited For” Excise the “cited for” section word for word from the narrative and insert into the 6342 form. “Cited for” section “Cited for” section characters

John Hancocks (Good ole’ blue or black) 44

Getting Signatures  Required signatures include:  Nominator  Branch Chief  Division Director  EPO Director for EIS Officers  Center Director  Signatures are only required for the officer’s operational unit and above  Each Division follows a different process  Consult with your Awards Board Rep for specific instructions Example: Officer Jones works in his Division OD office; therefore, only division and center signatures would be required Example: Officer Jones works in his Division OD office; therefore, only division and center signatures would be required 45

Nominator Selection  Who can be a nominator?  Generally, anyone can be a nominator  Do not nominate your own supervisor  Confer with an officer before nominating them  The nominator for a Unit Award cannot also be listed as a participant 46

Endorsement Signatures  Nominator’s signature dated first  Dates must be in chronological order  Two or more sequential dates can be the same CM 4/8/12 4/11/12 OK 47

Endorsement Challenges  PHS 6342 forms have room for 3 endorsements  Additional endorsements go in the comments section A4

Recognition of Non-Officers on Unit Awards  Non-officers must be recognized elsewhere  Usually done via CDC awards nominations Example A4

Lots of red ink (Minimizing revisions) 50

Interpreting Comments from the Board 51 Rejected Return and resubmit next cycle Return and resubmit at lower level Approved with minor edits at lower level or revise and resubmit at same level Approved with minor edits at same level or resubmit at higher level Return for revisions at same level Approved with minor/no edits

Avoid this… 52

Common Pitfalls and Challenges  Low impact  Listing accomplishments as impacts  Impacts do not match award level  Use of jargon  Use of acronyms  Officer’s role unclear 53

Continuum of Acceptability for Special Activities Mentorship Conference planning Commissioned Corps collateral duties (committee membership, etc) Publication [in an of itself] Yes No 54

Strategy Start Early Draw Track Share Count List A5 55

The process (Yes, it really takes that long) 56

Timeline for Awards Example DecNovJanFebMarAprMayJuneJulyAugSepOct Award appears in OPF OCCO Board Meets CDC Board Meets Nominations due to CDC Board Revisions Final due to OCCO Center/ Office Board Review 57

Award Review Feedback Loops Officer Award Rep Center Awards Board Agency Awards Board A6

Why do all of this? A6 59

Why do all of this? Recognition Advancement A6 60

? Contact info: LCDR David Hunter

Appendix 1: Writing the narrative 62

Example Accomplishments  CDR Smith designed and conducted a longitudinal study of illness X among high-risk populations.  CAPT Ryan led a workgroup that developed treatment recommendations for children exposed to a water source containing high concentrations of chemical X.  LT Davis developed and conducted a process and outcome evaluation of intervention Y at community health centers. 63 Back

#’s and %’s Reviewed 20 project proposals Conducted 6 site visits Created 4 job aid tools Conducted 10 webinar trainings LCDR John Doe created a technical assistance program. assistance program for improving EOC activities at local health departments. LCDR Doe… 60 staff attended 13 drills observed 6 recommendation reports written Distributed to 27 HDs Downloaded from web 241 times 112 participants Recorded sessions accessed 73 times 17 recommendations made Back 64

Making Impact Statements Great, cont.  Weak Impact:  Dozens of immigrants received prompt medical care for active, noninfectious TB as a result of screening their medical packets at the port of entry.  Strong Impact:  The number of immigrants identified with TB and referred for prompt medical care improved from 50 to 60 (20% increase) during the 6 months before and after the training. Accomplishment: LCDR Doe conducted 10 trainings to improve the quality of medical packet reviews of arriving immigrants 65 Back

Appendix 2: Formatting 66

Paragraphs vs. Bullets  Paragraphs tell a story through narration  Bullets create lists  Both are acceptable  Use paragraph with qualitative data and when context and explanation of events is critical  Use bullets for listing a series of accomplishments and for organizing numerous pieces of data  Acceptable to use in combination 67 Back

Appendix 3: Award Levels 68

Individual Awards PHS Citation Achievement Medal Commendation Medal Outstanding Service Medal 69 Back

PHS Citation (CIT)  Citations recognize an Officer’s achievement of accomplishing a program/project objective  Reflects an “atta-boy” accomplishment  Usually a single achievement  Work spans a short timeframe  1 week to a few months  Scope is local or limited in affect  Achievement has low or limited impact 70 Back

PHS Citation Examples  Development and distribution of communications materials to increase awareness of animal importation restrictions  Crafting a database for a scientific study  Managing an unusual response action during on-call duty  Conducting an evaluation of a local, short-duration intervention 71 Back

Achievement Medal (AM)  AM’s reflect sustained, above-average accomplishment or superior performance above that of the average officer  Timeframe is longer than a CIT  1-2 years  Scope is broader than a CIT in affect  Officer must demonstrate leadership in achieving the goals cited  Can reflect a collection of smaller accomplishments  Requires demonstration of impact  Quantitative measures are important 72 Back

Achievement Medal Examples  Leading the response team to investigate and control an outbreak of E. Coli in Reno, NV  Expanding internal occupational health services for CDC laboratory staff  Exemplary performance in facilitating a number of epidemiologic investigations  Leading the Informatics Team in developing and implementing improved mobile systems for data collection  Development and implementation of a training 73 Back

Commendation Medal (CM)  CM’s reflect high quality achievements  Application of unique skill  Noteworthy technical and professional contributions that are significant to a limited area  Timeframe : generally 2 years or longer  Scope of work is generally regional or national (statewide in some cases)  Demonstration of substantial leadership  Requires demonstration of large-scale impact  Quantitative measurements are crucial  Often includes policy-level effects 74 Back

Commendation Medal Examples  Improving national preparedness through formulating action plans and building stronger partnerships at U.S. airports  Developing and implementing plans for a national evaluation of infection control procedures in healthcare settings  For sustained leadership, steadfast dedication, and outstanding service in design and establishment of a national surveillance system 75 Back

Outstanding Service Medal (OSM)  OSM are awarded for continuous outstanding leadership  Time frame: generally 2-4 years  Scope of work is national or international  Demonstration of exceptional leadership required  Requires national or international level impact  Nearly always requires policy-related impact  Quantitative measures of impact crucial  Results in a measured reduction in mortality and morbidity 76 Back

Outstanding Service Medal Examples  Enhancing vaccine delivery through the development and release of CDC recommendations adopted by ACIP  Leading an interagency workgroup to establish a policy that leads to a structural intervention to reduce occupational exposure to infectious diseases among vulnerable populations in long term care facilities  Developing and implementing a national communicable disease prevention program in 10 African nations that is attributed with large scale reductions in morbidity and mortality 77 Back

Higher Level Awards Distinguished Service Medal Meritorious Service Medal Surgeon General’s Exemplary Service Medal 78 Back

Non-officers may be included on UCs and OUCs Non-officers must be recognized elsewhere also Unit awards may be submitted with only 1 officer listed Officers listed on unit awards may also be nominated for individuals awards if their work significantly exceeded that of the group’s Non-officers may be included on UCs and OUCs Non-officers must be recognized elsewhere also Unit awards may be submitted with only 1 officer listed Officers listed on unit awards may also be nominated for individuals awards if their work significantly exceeded that of the group’s Unit Awards Unit Commendation Outstanding Unit Citation 79 Back

Unit Commendation (UC)  Awards a team* for above average contributions to a programmatic goal  Timeframe varies from weeks to years  Impacts must be clearly measureable 80 Back * Team is defined as a collection of officers and non-officers that are working toward a common goal. It does not necessary connote the official designation of a team.

Unit Commendation Examples  Exceptional performance, leadership, and teamwork in a nationwide healthy living message campaign  Exemplary teamwork, dedication, and scientific excellence in their investigation of an outbreak of Hepatitis C at tattoo parlors  Exemplary collaborative performance to provide public health leadership and guidance of the Q Fever Treatment Program  Excellence in rapidly responding to an earthquake disaster in California 81 Back

Outstanding Unit Citation (OUC)  Awards a team* for exceptional contributions to the mission of the agency  Timeframe varies from weeks to years  Impact must be measureable and demonstrate significant prevention of loss of life or property * Team is defined as a collection of officers and non-officers that are working toward a common goal. It does not necessary connote the official designation of a team. 82 Back

Outstanding Unit Citation Examples  Rapidly and effectively investigating and containing an outbreak of pneumonia and severe neurological disease caused by Mycoplasma pneumoniae  Agency-wide response to H1N1 pandemic influenza  Establishing safety guidelines for a specific industry that results in significant reduction in on-the-job injuries and deaths  Investigating and controlling an interstate outbreak of food borne illness eliciting a large-scale food recall 83 Back

Appendix 4: Forms 84

Individual Award Documents  form (Rev. 9/11)  Award history print out from Direct Access  2-page narrative 85 Back

Unit Award Documents  form (Rev. 9/11)  Awards history print out from Direct Access for each officer included  2-page narrative  Attachment with non- officers listed 86 Back

Completing the Forms Correct FormatExample DatesMM/YYYY03/ /2010 Endorsement Names Rank First Last, Title, Organization CAPT Joan Walker, Director, DX Award namesUse abbreviationsCIT, AM, OUC, etc. Professional Category Leave off “Officer” Health Services, Environmental Health, Medical, etc. Cited for Maximum of 180 characters Should complete the sentence: Cited for… Omit officers’ name Omit dates from this field Expanding communicable disease surveillance capacity through new technology at 15 ports of entry 87 Back

Walker, Terry CM O-4 06/2005 Medical Epidemiologist Medical Enhancing preparedness plans to increase impact of program activities CDC/OPHPR/DX/XB 12/2009 3/2012 CDR Brett Johnson, Team Lead 03/2012 Brett Johnson Theresa White, Chief, XB CAPT Molly Quinn, Director, DX Dr. Ali Khan, Director, OPHPR EXAMPLE Back

Division Director Center Director Additional Endorsements Branch Chief Additional Endorsements: Example Example Back

Recognition of Civil Service Unit Award Contributors Options for recognition Nomination for Center, Office, or CDC awards Letter of Commendation for personnel file Nomination for external awards and recognition Time off or cash award 90 Back

Appendix 5: Strategy 91

Strategy Track List Draw Activity Impact Activity I did…1)______________ 2)______________ 3)______________ Keep detailed records Monitor actions and results Back 92

Strategy, cont. Count Start Early Share Allow plenty of time Anticipate many revisions Numbers carry weight Get feedback Back 93

Appendix 6: Process 94

Procedural Steps Officer: –Writes narrative –Completes form and attaches all documents –Gets supervisory approval –Submits to Awards Rep by deadline Awards Rep: –Reviews forms and narrative for clerical accuracy –Provides feedback, edits, recommendations, and suggestions on narrative to officer –Submits to Center/Office Board for review –Votes as a member on the Center/Office Board Back

Procedural Steps, cont. Center/Office Board: –Reviews all award nominations –Determines disposition of all awards nominations –Returns nominations to officer for revisions and signatures Upon satisfactory revisions, submits awards to Agency Board Agency Board: –Reviews forms and narrative –Determines disposition of awards –Returns those for revisions –Sends high-level awards to OSG for final review –Submits to OCCO for inclusion in OPF Back

Final Authority for Approval Agency Approvals  PHS Citation  Achievement Medal  Commendation Medal  Outstanding Service Medal  Unit Commendation Office of the Surgeon General  Meritorious Service Medal  Distinguished Service Medal  Outstanding Unit Citation  Surgeon General’s Medallion  Surgeon General’s Exemplary Service Medal 97 Back

Awards Contribute to an Officer’s Performance Precept  Small percentage of promotion score, but many times can be the determining factor for getting promoted  Expectation of achieving benchmarks based on promotion rank  Not a hard and fast rule RankAward level LCDRAchievement Medal CDRCommendation Medal CAPTOutstanding Service Medal Individual and Unit Award equivalents AM = UC OSM = OUC 98 Back

Appendix 7: Knowledge Checks 99

Completing the “Cited For” Section LT Gerry Brown is nominated for outstanding management of programmatic resources. outstanding management of programmatic resources from 12/2009 to 11/2011. outstanding management of programmatic resources. Which of the following is correct?

Quiz #1 Awards ___ Crisis Response Service Award ___ Outstanding Unit Citation ___ Commendation Medal ___ Foreign Duty ___ Unit Commendation ___ Training Ribbon ___ Isolated Duty ___Outstanding Service Medal Ribbons A. B. C. D. E. F. G. H. F H C E D A G B 101

Quiz #2: Checking PHS  Instructions:  Review the form on the next slide.  What errors on this form can you see?  How would you correct those errors? 102

Victoria Stone Outstanding Service Medal /1998 Team Lead Environmental Health Officer Enhancing inventory shelf-life and effective processes for resource management CDC/OPHPR/DX/XB 01/ /2010 CAPT Chris Gregory, Chief, XB 02/2012 Chris Gregory Dr. Florence Ritter, Director, DX Dr. Ali Khan, Director, OPHPR EXAMPLE

1.How long does an officer have to submit an award after the last activity to be included has been concluded? 2.What are the four sections to be included in an award narrative? 3.When is it inappropriate to nominate another officer for an award? 4.What are three key tips for writing a good narrative? 5.What are the four principal factors that determine the appropriate level of an award? 1.How long does an officer have to submit an award after the last activity to be included has been concluded? 2.What are the four sections to be included in an award narrative? 3.When is it inappropriate to nominate another officer for an award? 4.What are three key tips for writing a good narrative? 5.What are the four principal factors that determine the appropriate level of an award? Quiz #3 104

Quiz #4: True or False These awards are listed from highest to lowest: OSM, CM, AM, CIT Civil Service employees can be included on unit awards. It is not possible to receive a unit award and an individual award for the same activity The nominator may also be in the supervisory chain and can endorse a nomination. Great narratives demonstrate leadership of activities leading to measurable impacts to improve public health TRUE FALSE T F T F T F T F T F 105