COMNAVRESFORINST 12451.1 N00CP 26 Mar 2021

DEPARTMENT OF THE NAVY

COMMANDER NAVY RESERVE FORCE

1915 FORRESTAL DRIVE

NORFOLK VA 23551-4615

COMNAVRESFORINST 12451.1

N00CP

26 Mar 2021

COMNAVRESFOR INSTRUCTION 12451.1

From: Commander, Navy Reserve Force

Subj: COMMANDER, NAVY RESERVE FORCE CIVILIAN OF THE QUARTER/YEAR

AWARDS PROGRAM

Ref: (a) DoD Instruction 1400.25

(b) COMNAVRESFORINST 12451.4A

Encl: (1) Sample COQ/COY Nomination Format

(2) Sample COQ Letter of Commendation Citation Format

(3) Sample COY Meritorious Civilian Service Award Citation Format

(4) Biography of Nominated Employee

(5) NAVRES 12451-1

1. Purpose. To establish eligibility criteria and nomination procedures for the Headquarters

Civilian of the Quarter (COQ) and Civilian of the Year (COY) awards program. This instruction

applies to civilian employees of Chief of Navy Reserve, Commander, Navy Reserve Force,

Commander, Navy Reserve Forces Command (COMNAVRESFORCOM), Commander, Naval

Air Force Reserve, Navy Air Logistics Office, and Navy Reserve Professional Development

Center. This instruction supersedes COMNAVRESFORCOM 12451.1F and should be reviewed

in its entirety.

2. Scope. Per references (a) and (b), the goal of the awards program is to recognize federal

civilian employees for outstanding achievements and significant contributions to the mission and

priorities of headquarters. The awards program is designed to motivate personnel to increase

productivity by recognizing outstanding individual performance and creativity. The success of

the program depends primarily upon the personal attention and support of supervisors and

managers at every level of the organization.

3. Collective Bargaining Agreements. Provisions of an existing collective bargaining

agreements (CBA), memorandum of understanding (MOU), and/or memorandum of agreement

(MOA) applicable to bargaining unit employees supersede the policies and procedures outlined

herein unless to do so would violate any applicable government-wide law, rule, or regulation.

COMNAVRESFORINST 12451.1

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4. Eligibility

a. COQ Awards Program

(1) Nominations will be accepted on a calendar quarter basis, i.e., Quarter 1 (January –

March), Quarter 2 (April – June), Quarter 3 (July – September), and Quarter 4 (October –

December).

(2) Candidates for COQ must be full-time permanent employees and employed with the

command for at least the full quarter nominated.

(3) Employees, GS-12 through GS-13, may be nominated for Senior COQ; GS-11 and

below may be nominated for Junior COY.

(4) Employees can be selected as COQ only once per calendar year.

b. COY Awards Program

(1) Employees selected as COQ during the calendar year will be an automatic nominee

for the COY award. A COY nomination package must be submitted for each selectee by the

directorate nominating official.

(2) Employees nominated but not selected for COQ during the calendar year may be

nominated for COY.

(3) Employees can be selected as COY only once in a two year period. For example, an

employee selected for the 2017 COY is not eligible for the 2018 COY; he/she will be eligible for

the 2019 COY.

6. Nomination Procedures

a. COQ and COY nominations are limited to two pages and will be submitted using the

format provided in enclosure (1). The following criteria must be addressed:

(1) Superior job performance and contributions to the organization’s mission and

priorities (include specific accomplishments).

(2) Effective customer service attributes and results, i.e., provide examples of how the

nominee interacts positively with customers, co-workers, and supervisors, and how these

interactions result in desired outcomes and outstanding support.

COMNAVRESFORINST 12451.1

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(3) Leadership and problem solving skills, i.e., explain how the nominee takes initiative

in stressful situations, performs when new department or program requirements are received, and

works to steer team or project to mission accomplishments.

(4) Professional/career growth efforts such as continuing education, certifications,

licensures, or substantial career-related training. Do not include mandatory training and degrees

already earned.

b. COQ nominations will include a proposed Letter of Commendation, not to exceed one

page, using the format of enclosure (2). COY nominations will include a proposed Meritorious

Civilian Service Award citation, not to exceed one page, using the format of enclosure (3). The

applicable Departmental Chief of Staff (DCOS)/Special Assistant (SA) of the COQ/COY

winners will be required to provide enclosure (4) for award presentation. Enclosure (5) must be

completed, signed and approved in the award nomination to ensure if the nominee is not selected

the documentation will be provided to Command Services in a timely manner via

DONTRACKER to process the Department of the Navy (DON) Civilian Service Achievement

Medal.

c. Submit COQ nominations via civilian human resources (N00CP) to the Chief of Staff

(COS) no later than the 10th of the month following the end of the calendar quarter nominated;

or no later than 30 January for COY nominations for the preceding year.

d. Only one nomination per category may be submitted per directorate/SA, unless, for COY,

the directorate/SA had multiple COQ selectees during the calendar year. In this case,

directorates must submit a COY nomination package for each COQ selected during the calendar

year.

Note: This requirement means that if a directorate/SA had a COQ selectee during the year, it

cannot also nominate a non-selected COQ nominee for COY consideration.

e. Nominations must be submitted or endorsed by the directorate DCOS/SA.

Incomplete/incorrect nomination packages will be returned to the appropriate DCOS/SA without

action.

7. Selection Board. The COQ/COY selection board will be composed of the COS as chair, the

executive director, and four DCOS/SAs or the assistant DCOS/SA, who will be selected by the

chair. The COQ selection board will convene no later than the 20th day of the new quarter and

will review nominations, rate the packages, and recommend selectees to the chair for final

approval. The COY selection board will convene no later than 10 February each year. Selection

board members will abstain from rating members of their own department. In this case, the chair

will rate these nominees. Otherwise, the chair will vote in the case of a tie.

COMNAVRESFORINST 12451.1

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8. Awards Presentation and Ceremony

a. The recipients of the COQ award will be honored at a presentation ceremony and will

receive:

(1) A Letter of Commendation

(2) DON Civilian Service Commendation Medal

(3) COMNAVRESFORCOM plaque

(4) Cash award in the amount of $750

(5) Time off award in the amount of 24 hours

(6) Photograph prominently displayed on the headquarters "photo board"

(7) Parking spot in rear parking garage

b. The recipients of the COY award will be honored at a presentation ceremony and will

receive:

(1) A Meritorious Civilian Service Award and medal set

(2) COMNAVRESFORCOM plaque

(3) Cash award in the amount of $1,500

(4) Time off award in the amount of 32 hours

(5) Photograph prominently displayed on the headquarters "photo board"

(6) Parking spot in rear parking garage

9. Records Management. Records created as a result of this instruction, regardless of media and

format, must be managed per Secretary of the Navy Manual 5210.1.

COMNAVRESFORINST 12451.1

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Feb 2021

10.

Review and Effective Date. Per OPNAVINST 5215.17A, COMNAVRESFORCOM will

review this instruction annually around its effective date to ensure applicability, currency, and

consistency with Federal, DoD, SECNAV, and Navy policy and statutory authority using

OPNAV 5215/40 Review

of

Instruction. This instruction will automatically expire

10

years after

effective date unless reissued or canceled prior to the

10

year anniversary date, or an extension

has been granted.

:::>"

J.B.

MUSTIN

Releasability and distribution:

This instruction is cleared for public release and is available electronically only via

COMNA VRESFOR Web site, http://www.public.nayy.mil/nrh/Pages/instructions.aspx

5

COMNAVRESFORINST 12451.1

26 Mar 2021

Enclosure (1)

SAMPLE COQ/COY NOMINATION FORMAT

MEMORANDUM

From: DCOS/SA

To: Chief of Staff (N01)

Via: Director, Civilian Human Resources (N00CP)

Subj: NOMINATION FOR CIVILIAN OF THE QUARTER/CIVILIAN OF THE YEAR

Ref: (a) COMNAVRESFORCOMINST 12451.1G

1. Per reference (a), I nominate Mr./Ms./Mrs. (first and last name), (position title and grade), for

selection as Headquarter (Senior/Junior) Civilian of the (Quarter/Year) for the period covering

(Month) to (Month) (year).

2. The following pertinent information is provided:

a. Superior job performance and contributions to the organization’s mission and priorities

(include specific accomplishments).

b. Effective customer service attributes and results, i.e., provide examples of how nominee

interacts positively with customers, co-workers, and supervisors, in addition to how such

relations result in desired outcomes and outstanding support.

c. Leadership and problem solving skills, i.e., show how employee steps up and takes

initiative in crisis situations or when new departmental or program requirements are received,

and works to steer team or project to a successful finish.

d. Professional/career growth efforts such as, continuing education, certifications, licensures,

or substantial career-related training.

Very respectfully,

_______________

(Signature)

COMNAVRESFORINST 12451.1

26 Mar 2021

Enclosure (2)

SAMPLE COQ LETTER OF COMMENDATION CITATION FORMAT

Commander, Navy Reserve Forces Command takes pleasure in

presenting the LETTER OF COMMENDATION to

Mr./Ms. Employee First/Last Name

for service set forth in the following

CITATION:

For professional achievement in the superior performance

of his/her duties while serving as (position title),

Commander, Navy Reserve Forces Command from (month to month

(year)) which resulted in his/her selection as Senior

Civilian of the Quarter, (First, Second, Third or Fourth

Quarter), Calendar Year 2017. (Mr./Ms. Last Name) (use next

several lines to describe what the COQ did to warrant

nomination). Mr./Ms. Last Name’s exceptional

professionalism, initiative, and loyal dedication to duty

reflected credit upon him/her and were in keeping with the

highest standards of the Department of the Navy.

J. A. SCHOMMER

Rear Admiral, United States Navy

Commander, Navy Reserve Forces Command

COMNAVRESFORINST 12451.1

26 Mar 2021

Enclosure (3)

SAMPLE COY MERITORIOUS CIVILIAN SERVICE AWARD CITATION FORMAT

Commander, Navy Reserve Force

takes pleasure in presenting the

Navy Meritorious Civilian Service Award

to

Mr./Ms. Employee First/Last name

For service set forth in the following

CITATION:

For outstanding meritorious service while serving as (position

title), Commander, Navy Reserve Forces Command from month to month

year. (use the next several lines to describe what the COY did to

warrant nomination). Mr./Ms. (Last name) exceptional

professionalism, personal initiative, and loyal dedication to duty

reflected great credit upon him/her and were in keeping with the

highest standards of the Department of the Navy.

J. B. MUSTIN

Vice Admiral, United States Navy

COMNAVRESFORINST 12451.1

26 Mar 2021

Enclosure (4)

BIOGRAPHY OF NOMINATED EMPLOYEE

Name:

How long have you been assigned to the Navy Reserve:

Which code do you work in:

Family:

Interesting fact about yourself:

Where are you from: