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9th AIR FORCE/USCENTAF
Decoration Guide
September 2004
9th AIR FORCE /USCENTAF
Decoration Guide
CONTENTS
ChapterPage
1INTRODUCTION4
2GENERAL INFORMATION5
3SUBMISSION OF PACKAGE 3.1. Left Hand Side (Folder)
3.2. Right Hand Side (Folder)6
4MILITARY DECORATIONS
4.1. Who to Recommend7
4.2. Why Recommend7
4.3. When to Recommend7
4.4. Level of Decoration to Recommend8
5PREPARING RECOMMENDATION FOR DECORATION 5.1. DÉCOR’6 9
5.2. Justification9
5.3. Citation/Certificate9
5.4. Submission Timlines9
5.5. Presenting a Decoration9
6DÉCOR’6 COMPLETION INSTRUCTIONS10
7CITATION/CERTIFICATE PREPARATION INSTRUCTIONS
7.1 Format13
7.2 Helpful Hints13
8PREPARING OPEN/CLOSING SENTENCES FOR CITATIONS 8.1 Administrative Instructions 16 8.2 Legion of Merit 16
8.3 Airman’s Medal17
8.4 Bronze Star Medal18
8.5 Meritorious Service Medal18
8.6 Air Medal19
8.7 Aerial Achievement Medal20
8.8 Air Force Commendation Medal20
8.9 Air Force Achievement Medal21
9DOWNGRADED PACKAGES22
10GLOSSARY OF TERMS23
ATTACHMENT 1 –SAMPLE DÉCOR’626
ATTACHMENT 2 – 9AF DECORATION CHECKLIST28
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Chapter1
INTRODUCTION
The primary purpose of the decorations program is to provide timely and appropriate recognition of our people. To ensure consistency and high-quality packages, we have updated the decorations guide to include recent policy changes. This guide should eliminate some of the common errors seen while reviewing packages. Information contained within this guide will improve the appearance of the package and provide standardization. While some information is repeated from previous guides, it is meant as a refresher. If you use this guide, AFI 36-2803, Air Force Awards and Decorations Program, and the decorations checklist as you prepare a package, it should “go through” the first time without any corrections, and it could mean the difference between approval and disapproval or downgrade. Remember, your people have worked hard so they deserve to have the best possible packages submitted for them.
To reduce frustration and ensure everyone is aware of the requirements, we ask all squadron monitors to make this guide available to your flights and everyone in the reviewing chain within the squadrons. Your squadron’s decorations monitor can answer questions and provide guidance on completing nomination packages. If your monitor is unsure on a certain aspect of the program, they can call the 9 AF Commanders Support Staff at 803-895-2939 or DSN 965-2939. Working together and utilizing this guide will ensure successful packages and timely recognition of our people.
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Chapter 2
GENERAL INFORMATION
2.1. This decoration guide applies all personnel being submitted for any of the medals listed in Chapter 4, and are assigned to 9 AF/USCENTAF during the citation period. This guide is to be used as supplemental information only. For further clarification of the decorations program, see AFI 36-2803, The Air Force Awards and Decoration Program. If there is a conflict between this guide and the AFI 36-2803, the AFI will take precedence.
2.2. TDY Personnel:Decorations submitted for members deployed TDY to the USCENTAF Area of Operations (AOR), should be submitted to the USCENTAF Decorations Processing Unit (UDPU). Use the following information for submitting awards to the UDPU, including Joint Service decorations:
2.3. Permanent Party Personnel: All decorations for individuals assigned to the USCENTAF staff and USCENTAF AOR (permanent party personnel assigned to 332 AEW, 379 AEW,
380 AEW and their subordinate units) are processed in the following manner:
2.3.1.All Permanent Change of Station (PCS) decorations, to include Joint Service decorations will be processed by the UDPU.
2.3.2.Units MUST provide the UDPU copies of all orders and citations they process to preclude dual recognition of individuals for any decorations submitted.
2.3.3. Joint service decoration submissions must include a copy of the joint manning document with position highlighted or joint billet information.
2.4. The following website has UDPU guidelines and links:
Chapter 3
SUBMISSION OF PACKAGE
3.1. Left Hand Side
3.1.1.One Copy of DÉCOR’6
3.1.2.Surf from Assignment Management System (AMS)
3.1.3.One Copy of decorations (approved or pending) during same time frame as recommendation that is being submitted
3.1.4.One copy of Evaluations within time period of recommendation
*Retirement Decorations: When submitting retirement decorations without a final EPR, a Memorandum/Letter is needed as justification (see AFI 36-2803). Retirement Decorations need to be submitted 50 days prior to requested presentation date. This will allow us ample time to review and process accordingly.
3.1.5.Late letter-If submitted 2 weeks after suspense
3.1.6.Diskette with draft recommendation (Recommend plastic protective cover placed on left side of folder)
3.2. Right Hand Side
3.2.1.One Copy of draft (bond sheet of paper), of recommendation in ready print format
3.2.2.Push Note-when recommendation warrants additional justification from commander
Notes:
*For 05 and below packages we will make every possible effort to make necessary changes from included Diskette.
**For 05 and below - If changes require re-write, CCEA will email and suspense for 7 days. Packages will be kept in CCEA until corrections are returned.
Chapter 4
MILITARY DECORATIONS
4.1. All military personnel on active duty are eligible for consideration for a U.S. military decoration.
4.2. Why Recommend: Members need to be recognized for their outstanding contributions to the mission. It’s good for the morale and retention of our superior performers. For those separating or retiring it’s a special way of saying “thank you for your contributions to the defense of our nation”. However, decorations are not automatic. When considering submitting someone for a decoration, think about their duty performance and how it compares with others of similar grades and positions. Think about their level of responsibility. Think about what they’ve done and their impact on mission accomplishment. If all of this places the person clearly above their peers, then a decoration may be appropriate.
4.3. When to Recommend: Decorations may be the result of:
4.3.1. PCS - This decoration is based on a period of service (usually from date member arrived on station to the day they leave for another assignment).
4.3.2. PCA - The new assignment must be markedly different from the previous duty to meet the intent of the completed period of service requirement. A duty description for the old unit and the new unit must be included in any PCA decoration package.
4.3.3. Separation - Usually from date member arrived on station to their last day on active duty.
4.3.4. Retirement - Usually from date member arrived on station to the last day of the month before their retirement date.
4.3.5. Outstanding Achievement - A single act or achievement so notable that delaying recognition diminishes the significance of the accomplishment.
4.3.6. Heroism -Is characterized by courage, intrepidity, or gallantry involving voluntary risk of life. NOTE: Airman’s Medal or AFCM only.
4.3.7. Act of Courage - An act of heroism that does not meet the requirements to award an Airman’s Medal. NOTE: AFCM only.
4.3.8.Extended Tour -Clearly outstanding and unmistakably exceptional service for an extended period of at least three (3) years. This type of recommendation will not be done if an assignment is projected.
4.3.9.Posthumous -Timeliness is critical in the approval and presentation of a posthumous
decoration. However, protocol would dictate the next of kin not be notified of the
recommendation until approval is received and a dignified presentation can be arranged. A posthumous decoration should not be automatic. Commanders and supervisors should apply the same criteria to the posthumous decoration as they would if the person were still living.
4.4. Level of Decoration to Recommend: The Secretary of the Air Force and Chief of Staff of the Air Forces’ policy is: The MSM is the highest decoration most personnel receive during their Air Force career. Therefore, we have the responsibility to recognize and reward outstanding performers while avoiding proliferation and perception of gaming an award for promotion purposes. To assist when reviewing recommendations and to encourage consistency in awarding decorations, the following guidelines apply:
4.4.1Performance: Only those who exceed standards should be nominated for a decoration. Achievement or service to warrant an award must be accomplished with distinction above and beyond that required for the award of lower medal.
4.4.2.Level of Responsibility: Personnel serving in higher grades usually serve in positions of greater responsibility and tend to qualify for higher awards. This is the major factor in determining the level of decoration that should be recommended.
Chapter 5
PREPARING A RECOMMENDATION FOR DECORATION
5.1. DÉCOR-6: A DÉCOR-6 is a PC IIII generated product required to complete a decoration. It is normally automatically generated 60-90 days prior to a PCS. If you haven’t received a Décor-6 prompting you to consider an individual for a decoration, contact your unit’s decoration monitor to get one (see page 10 for example of DECOR-6 and page 12 for checklist).When a Décor-6 is generated, it will automatically have a suspense date. You do not have to wait until a DÉCOR’6 is automatically produced to start planning and organizing a decoration. As soon as you become aware of a projected departure, retirement, etc., you can request one be generated by the Commanders Support Staff or MPF.
5.2. Justification: Approval authorities determine what justification (tells what the member did and how well they did it) is required for them to approve a decoration. For decorations requiring a narrative, it must be factual, well documented, and clearly show outstanding achievements/accomplishments.
5.3. Citation/Certificate: See page 13 for preparation instructions on the certificate/citation (AF Form 2228, Meritorious Service Medal Certificate, AF Form 2224, Air Force Commendation Medal Certificate, and AF Form 2274, Air Force Achievement Medal Certificate, serve as both the certificate and citation).
5.4. Submission Timeliness: Timely submission is essential. The following are the suspense dates for decorations going to 9 AF/USCENTAF CC:
LOM: 120 days prior to PCS/PCA, 90 days prior for retirement
Retirement or Separation Decoration: 50 days prior to presentation date
PCS, PCA, Extended Tour Decoration: 10 days after close out or after act
5.5. Presenting a Decoration: Timely presentation is essential. Hold the presentation ceremony at the earliest possible date after the award is approved. Appropriate presentation ceremonies include: commanders’ calls or any appropriate formal setting designed to draw attention to the individual and his/her accomplishments. The presenter is normally the WG/CC, GP/CC, or SQ/CC, as appropriate. Sending a medal through distribution to the individual is not an appropriate way to present a decoration.
NOTE: Recognition for the same act or achievement in two separate awards (dual recognition) is not allowed. Example: An individual completes a special project and receives an AFAM for outstanding achievement. The individual later receives an AFCM for PCS. There can be no mention of the outstanding achievement that led to the AFAM in the justification or citation for the AFCM.
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Chapter 6
DÉCOR’6 COMPLETION INSTRUCTIONS
The DÉCOR’6 requires minimal additional information and is completed as follows:
6.1. Ensure the recommendation for decoration printout (RDP) date is clearly shown at the top left side of the page. The RDP is the date the DÉCOR’6 was printed.
6.1.2. ITEM 1A - Name of the decoration for which being recommended (MSM, AFCM, AFAM, etc.).
6.1.3. ITEM 1B - Enter the appropriate oak leaf cluster if it is not the basic (first) for the member. Refer to Item 6 on the second page of the DÉCOR’6 to determine what cluster is appropriate. Example: Under DECORATION in Item 6 it lists Merit Svc Medal; under NUMBER it lists 01. This means if you were recommending the individual for an MSM this would be the first oak leaf cluster.
6.1.4. ITEM 1C - Inclusive Dates:
a. The FROM date is normally the date arrived station (DAS) from Item 5. This date cannot overlap the closing date of a previous decoration based on meritorious service.
b. For PCS/PCA, the TO date will not be before the member’s final MPF out-processing date.
c. For separation, the TO date is the member’s last day of active duty.
d. For retirement, the TO date is the member’s last day of active duty (the last day of the retirement month, unless the member is being medically retired).
e. For extended tour, the TO date is the date a member has been on station for a minimum of three years.
f. For posthumous, the TO date is the date of death.
g. For outstanding achievement, the FROM and TO dates will be the inclusive dates of the special act or achievement.
6.1.5. ITEM 1D - Circle the appropriate type:
a. For voluntary risk of life, circle HEROISM.
b. For an outstanding achievement decoration, circle OUTSTANDING ACHIEVEMENT.
c. For a PCS, PCA, retirement, separation, extended tour, or posthumous decoration, circle MERITORIOUS SERVICE.
d. For an act of courage, circle ACT OF COURAGE.
6.1.6. ITEM 1E - Circle the appropriate reason: RET, SEP, PCS, PCA, EXT TOUR, POSTHUMOUS, ACH, HEROISM or ACT OF COURAGE.
6.1.7. ITEM 1F - For retirement and separation decorations, a desired presentation date must be entered. The presentation date cannot be later than the closeout date.
6.1.8. ITEM 1G - The member’s gaining MPF when based on PCS. If the assignment is changed after you receive the DÉCOR’6, indicate new assignment MPF. All other conditions would reflect current MPF.
6.1.9. ITEM 1H - Next duty assignment or future address:
a. RET/SEP: Enter member’s mailing address.
b. PCS/PCA: Enter office of next assignment.
c. EXT TOUR/POSTHUMOUS/ACH/HEROISM/ACT OF COURAGE: leave blank.
6.1.10. ITEM 2A - Unit of assignment during time frame of decoration (must include PAS code). Example: 37th Training Wing. If not correct, enter correct unit and PAS code in ITEM 2D.
6.1.11. ITEM 2B - Station of assignment during time frame of decoration. Example: Lackland AFB TX. If not correct, enter correct station of assignment in ITEM 2E.
6.1.12. ITEM 2C - Grade at time of act. Example: COL. If not correct, enter correct grade in ITEM 2F. Also, line through grade in SUBJECT section on front of DÉCOR’6 and enter correct grade.
6.1.13. ITEM 3 - If appropriate, enter next of kin’s name, relationship, and address.
6.1.14. ITEM 4 - Circle YES or NO as appropriate.
6.1.15. ITEM 5 - Ensure all information is correct. If it isn’t, neatly line through the incorrect information and type in the correct information next to the old information. Duty title, effective date of promotion and projected departure date information are the areas that need verification
and correction most. NOTE: If you change the grade in Item 2F, you will need to change the effective date of promotion.
6.1.16. ITEM 6 - If you know the member has received a decoration not shown, enter the information of the last one on the DÉCOR’6 and have the MPF update the system appropriately.
The decorations office will need a source document to do the update. Decorations received by 20 MSS/DPMPED will not be processed until all appropriate updates have been completed.
6.1.17. ITEM 7 - Attach the appropriate justification.
6.1.18. ITEM 8 - Before submitting a member for a decoration, makes sure there were no qualities force problems during the time frame of the decoration that would preclude approval. If there were none, circle RECOMMEND.
If there were some problems and you still choose to do a decoration on the member, the “FROM” date can be changed to start after the period when quality force problems existed or if the whole time period should be considered, type in the following statement:
“I certify that I have reviewed the PIF/UIF of (grade, full name of individual) and that the PIF/UIF contains the following derogatory information: (list name and date of document), copies of which are attached to this RIP.”
If you choose not to do a decoration on the member, circle DO NOT RECOMMEND and return the DÉCOR’6 to your unit orderly room, so they can forward it to the MPF.
**Be sure to type the supervisor and commander’s signature blocks on the DECOR-6, and be sure both are signed
NOTE: You do not have to wait until a DÉCOR’6 is automatically generated to start planning and organizing a decoration. As soon as you become aware of a projected departure, etc., you can request one be generated by the unit orderly room or MPF.
Chapter 7
CITATION/CERTIFICATE PREPARATION INSTRUCTIONS
7.1. Format: Letter quality, without corrections, whiteouts, or strikeovers.
7.1.2. Paper: 8 ½” by 11” plain bond or parchment paper (if available) or appropriate certificate.
7.1.3. Margins: Certificates: Side = 1” (must be equal on both sides) (on the MSM
certificate the signature block only may be moved slightly over to the left in order for it to fit without touching seal.)
7.1.4. Print Type: Times New Roman, 10 or 12 pitch (12 font for computer generated products). Citation must be justified or blocked.
7.1.5. Orientation: Portrait (certificates will be printed in portrait format).
7.2.Helpful Hints
7.2.1 Turn off the MS Word AutoFormat features under Tools, AutoCorrect, under the tabs
‘AutoFormat as You Type’, and ‘AutoFormat’. Click the ordinals, automatic bulleted lists and automatic numbered lists to not have any check-marks.
7.2.2. Do’s and Dont’s:
a. Do not split day from month. You may split month from year.
b. Rank must be spelled out in opening sentence: Lieutenant General, Master Sergeant, etc. Thereafter, use short title: General, Colonel, Lieutenant, Chief, Sergeant, etc. Reflect the title “Chaplain” as “Chaplain, Colonel John S. Doe.” Thereafter, reflect as Chaplain Doe.
c. If the individual had three or more duty titles, use “in various assignments culminating as (last duty title)” in the opening sentence. Show the total period of service for all duties.