1 BY ORDER OF HEADQUARTERS OPERATING INSTRUCTION 36-3. SECRETARY OF THE AIR FORCE 21 March 2011. PERSONNEL . HEADQUARTERS AIR FORCE QUARTERLY AND ANNUAL. RECOGNITION PROGRAM. COMPLIANCE WITH THIS PUBLICATION IS MANDATORY. ACCESSIBILITY: HAF Publications and forms are available on the AF Portal: ::Organization A-Z Listing::HAF/IM::HOIs ( af/USAF/ ). RELEASABILITY: There are no releasability restrictions on this publication. OPR: HAF/ES Certified by: AF/CVA (Lt Gen Richard Y. Newton III). Supersedes: HOI 36-3, 4 August 2009 Pages: 16. This Instruction implements Air FORCE Policy directive (AFPD) 36-28, Awards and Decorations Program. It sets forth eligibility criteria, submission and selection procedures for recognizing officer, enlisted, and civilian PERSONNEL assigned to the HEADQUARTERS Air FORCE (Secretariat and Air Staff Offices) who have performed their military duties, served their community and had significant self-improvement either quarterly or annually.
2 Winning any award under this program does not in itself automatically constitute endorsement or nomination to any other program. It requires the collection and or maintenance of information protected by the Privacy Act of 1974. AFI 33-332, Privacy Act Program, sets guidelines for collecting, safeguarding, maintaining, accessing, amending and disseminating personal data kept in systems of records to comply with the Privacy Act Program. Attachment 1 lists references, abbreviations, acronyms, and terms used in this instruction. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 33-363, Management of Records, and disposed of in accordance with the Air FORCE Records Disposition Schedule (RDS) located at SUMMARY OF CHANGES.
3 This document is substantially revised and must be completely reviewed. This revision adds Civilian categories, Category I (GS/GG-1 through GS/GG-8 or equivalent), Category II (GS/GG- 9 through GS/GG-12 or equivalent), and Category III (GS/GG-13 and through GS/GG-15 or equivalent). Also, it adds the requirement that military members must have a current passing fitness test at the time of nomination and senior non-commissioned officers (SNCOs) with at 1. least 24 months time-in-grade must have completed the Senior Non-Commissioned Officer Academy (SNCOA) by correspondence and must have their Community College of the Air FORCE (CCAF) degree. 1. Responsibilities: AF/CVA: Establishes guidance for the Pentagon's quarterly and annual recognition programs. Is the approval authority for any programmatic changes, requests, or waivers to this HOI.
4 Within the bounds of fiscal constraints, budgets for and authorizes the purchase of modest awards or other suitable mementos for quarterly and annual award winners. HAF/ES (Pentagon First Sergeant): Enforces guidance on behalf of AF/CVA and coordinates any policy changes with AF/CVA for final determination. Oversees the execution of the Pentagon's quarterly and annual recognition program. Acts as the release authority for all award winners on behalf of AF/CVA. Releases messages advertising suspense dates and solicits nominations from each HAF 2-letter/digit organization (via workflow) for the quarterly/annual recognition program. Ensures current electronic version of AF IMT 1206, Nomination for Award, is received by the suspense date/time and nominee packages are in the proper format per the instructions in this HOI.
5 Packages not in compliance with the requirements of this HOI. will not be accepted and will be returned to the nominating HAF 2-letter/digit organization. Assembles and distributes nomination packages, including score sheets, lists of nominees, and instructions for each category to board presidents. Board presidents will be responsible for distributing packages to each board member. Notifies board presidents and board members of scheduled quarterly and annual board dates. Instructs board presidents to deliver all board results, all packages, and all signed score sheets to the Pentagon First Sergeant immediately upon completion of the board. Ensures board members receive instructions on the board process, procedures, conduct, scoring, and selection of winners. 2. Schedules a location to review quarterly/annual recognition packages.
6 Solicits enlisted board members (primary/alternates). Appoints an enlisted board president for each board as appropriate. Solicits Air FORCE Pentagon Awards Committee members from existing Air FORCE Pentagon Enlisted Council (AFPEC) and the Company Grade Officer Council (CGOC). The Committee: Assembles and distributes CGO nomination packages including score sheets, list of nominees and instructions and provide them to the board president and board members. Solicits board members from each HAF 2-letter/digit organization through workflow. Manages all aspects of the quarterly awards ceremonies and annual awards luncheon. Through the committee chairperson, is responsible for the creation and maintenance of a ceremony checklist. The checklist includes, but is not limited to, the following committee responsibilities: Schedules the Pentagon Auditorium one year in advance to host the quarterly awards ceremonies and coordinates with the Joint Base Anacostia Bolling Club to host the annual award luncheon.
7 Coordinates the annual ceremony date with AF/CVA and AF/CCC through their respective staffs, and provides both AF/CVA and AF/CCC with courtesy information concerning the quarterly awards ceremony dates. Schedules a Chaplain for the annual awards luncheon. Obtains Master(s) of Ceremony and alternates. Receives RSVPs for quarterly awards ceremonies. Obtains flyers and signs from Air FORCE Graphics to advertise awards ceremonies. Prepares certificates of recognition for each nominee and obtains signatures of AF/CVA and Pentagon First Sergeant for each enlisted nominee and the AF/CVA. signature for the officer nominees. Coordinates with the USAF Band to participate in the annual awards luncheon as deemed appropriate by the event committee. Plans and orchestrates rehearsal with nominees.
8 3. Solicits volunteers throughout the National Capital Region (NCR) to assist with awards ceremony details. Schedules the photographer. Ensures awards ceremony announcements are published on the AFPEC. homepage, the Information Bulletin, Pentagram, and other appropriate venues. Ensures award winner photos are properly displayed and all other photographs are returned to the nominees/winners. Obtains or provides media coverage. The Secretary of the Air FORCE Administrative Assistant (SAF/AA): Manages the Civilian Recognition Board. Solicits members for the Civilian Recognition Board from each HAF 2-letter/digit organization through workflow. Distributes civilian nomination packages, including score sheets, list of nominees and instructions, to the board president and board members.
9 HAF Organizations: Organize and manage quarterly and annual award recognition programs within their organization. Ensure maximum participation to support the HAF Recognition Program. Approve nomination packages within their organizations and nominate only one individual per category, as applicable, for each award category to represent their organization at the HAF Quarterly/Annual Board. Ensure nomination packages are submitted electronically to the Pentagon First Sergeant or designee by the advertised suspense. Provide electronic coordination sheet with nomination package(s) as acknowledgment and confirmation of submission. (See Attachment 6). The Air FORCE Protocol Office (AF/CVAP) (Annual Awards Only): Prepares request for Official Funds. Notifies senior staff via the Protocol A List of the annual awards luncheon and receives RSVPs.
10 Prepares list of attendees and makes seating arrangements for general officers, distinguished visitors, and guests. 4. Creates event brief for the presiding official of the annual awards luncheon. Develops nominee and guest list to invite special guests and track responses. Reviews and edits the annual awards ceremony script for AF/CVA approval. Obtains coins from AF/CVA and AF/CCC for annual award winners and provides them to AFPEC for presentation. Supervisors: Provide justification which contains specific facts on the nominee's contributions during the award period on the current version of AF IMT Form 1206. Achievements should be so outstanding as to clearly distinguish the individual from his/her peers. Submit nominations on the current version of AF IMT Form 1206. Specific achievements and accomplishments must have occurred only during the quarter for which the nomination is submitted.