PUBLIC AFFAIRS OFFICER (PA OFF) COMPETENCY PROCESS GUIDE

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1 U.S. Department of Homeland Security United States Coast Guard PUBLIC AFFAIRS OFFICER (PA OFF) COMPETENCY PROCESS GUIDE COMDT (CG-0922) MAY 2013

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5 Section 1 PA OFF Competency Process Guide Purpose Competencies Assignment of Competency The purpose of this process guide is to outline requirements for awarding the Public Affairs Officer (PA OFF) competency to public affairs officers, assistant public affairs officers, and collateral duty public affairs officers. This guidance outlines what training, education, and experience is necessary to achieve the PA OFF competency. This guide also provides prescriptive specifications on how to apply for the PA OFF competency and how the PA OFF competency is awarded. In order to ensure prospective public affairs officers and assistant public affairs officers meet the demands of the Public Affairs Program, the Coast Guard must cultivate leaders who possess the proficiency and disciplined initiative necessary to achieve mission success in an ever-evolving public affairs environment. Through the issuance of these competencies, the Public Affairs Program certifies that members are public affairs officer qualified. Assistant public affairs officers must retain the same skill sets as their counterpart PAOs to promote proficiency within the Public Affairs Program. APAOs are typically senior enlisted public affairs specialists (PA). Therefore, the appropriate tier PA OFF competency is a requirement for advancement to E-7, E-8, and E-9. Coast Guard personnel earn competencies through a variety of methods including training, completion of PQS, experiences, or any combination thereof. When a member meets the requirements of a competency, and is certified by the authority identified in the Competency Dictionary, the member is assigned the competency. COMDT (CG-0922) is responsible for establishing and maintaining the requirements for earning public affairs competencies. Additionally, the Chief, Office of Public Affairs authorizes who can certify completion of requirements. Not all training completed by an individual results in the achievement of a competency. COMDT (CG-0922) establishes the requirements and professional qualities a member must retain to be given the PA OFF certification. The PA OFF competency can only be awarded by the Chief, Office of Public Affairs, COMDT (CG-0922) or a designated authority. Members requesting the PA OFF competency should do so by submitting a request memorandum to COMDT (CG- 0922). The request memorandum should outline the member s public affairs training, education, experience, and professional recognition to convey the requisite qualities that merit certification as a public affairs officer or assistant public affairs officer. Once a certification request has been received, COMDT (CG-0922) will convene a board to review the request, and the board will provide COMDT (CG- 0922) with a recommendation to award or not award the PA OFF competency to the member. Revocation of Competency It may become necessary to revoke a competency for performance or administrative reasons. To have a member s competency revoked commands must submit a memorandum to COMDT (CG-0922) stating why the competency should be revoked and outline a plan for recertification. Recertification may only be needed in the areas identified as lacking proficiency. If the member is unable to satisfactorily perform recertification, consult COMDT (CG-09225). 1

6 Section 2 The Four-tiered PA OFF Competency Summary The PA OFF competency exists to ensure that prospective public affairs officers (PAO) and assistant public affairs officers (APAO) can effectively serve in external affairs leadership positions; members shall be qualified through a combination of training, experience, education, and professional recognition. Earning the PA OFF competency is based on a variety of factors. No two members will have the same combination of experience, training, and education; no two members will have the same access to training opportunities or experience. There are four levels to the PA OFF competency. The lowest tier (Tier 4) represents the entry level practitioner while the highest tier (Tier 1) represents the most senior level practitioner. The PA OFF competency is assigned to public affairs positions throughout the Coast Guard. The appropriate PA OFF tier is assigned to the appropriate public affairs billet. Ideally, members are only assigned to public affairs assignments who have the requisite competency. Therefore, seeking higher levels of responsibility are intertwined with retaining higher tiers of the PA OFF competency. The following subsections identify each tier and the requirements for certification. PA OFF (Tier 4) Summary The entry level public affairs officer competency is the PA OFF (Tier 4) competency. Members will be qualified to serve as collateral duty, unit public affairs officers after successfully completing the Coast Guard Public Affairs Course (CGPAC) at the Defense Information School located at Fort George G. Meade, MD. To enroll in the course, simply submit a short-term training request in Direct Access under course code number The PA OFF (Tier 4) competency is the only PA OFF competency granted to members by completing a single training course. The PA OFF (Tier 4) competency is not a prerequisite for obtaining the PA OFF (Tier 3) competency. PA OFF (Tier 3) Summary The third highest level of public affairs officer competencies is the PA OFF (Tier 3) competency. This competency is a prerequisite for full-time public affairs officers and assistant public affairs officers. Typically, this competency is assigned to officers who have not attended any formal course of graduate study offered through the Coast Guard Advanced Education Program, but have the requisite training or undergraduate education and experience to qualify for public affairs officer responsibilities. This competency is required to compete for advancement to chief public affairs specialist and therefore should be sought by first class public affairs specialists. Officers who achieve this competency can be assigned to public affairs officer positions without any graduate education. Members must complete or obtain a satisfactory combination of training, experience, education, or professional recognition to establish proficiency in this responsibility. Table (2.1) shows acceptable combinations of training, experience, education, and professional recognition to achieve the PA OFF (Tier 3) competency. 2

7 Table 2.1 Audience Officer (1) Officer (2) Officer (3) Enlisted (1) Enlisted (2) Enlisted (3) Officer & Enlisted (1) Requirements Successfully complete a public affairs officer assignment at a sector, air station, training center, or equivalent large command. Graduate from the Coast Guard Public Affairs Course (Defense Information School). Complete the IS-702a National Incident Management System Public Information Systems (FEMA) course. Complete Team Coordination Training (CG Learning Course ). Hold an associate s degree or higher in an external affairs related academic discipline. Graduate from the Coast Guard Public Affairs Course (Defense Information School). Complete the IS-702a National Incident Management System Public Information Systems (FEMA) course. Complete Team Coordination Training (CG Learning Course ). Successfully deploy to a Type II or higher response as a joint information center (JIC) manager at a simulated, or real, contingency operation or exercise. A successful deployment must be documented within an incident Successfully complete the Public Affairs Supervisor (PADETSUP) competency requirements. Graduate from the Intermediate Public Affairs Specialist Course (Defense Information School). Complete the IS-702a National Incident Management System Public Information Systems (FEMA) course. Complete Team Coordination Training (CG Learning Course ). Hold an associate s degree or higher in an external affairs related academic discipline. Successfully complete the Public Affairs Supervisor (PADETSUP) competency requirements. Graduate from the Intermediate Public Affairs Specialist Course (Defense Information School). Complete the IS-702a National Incident Management System Public Information Systems (FEMA) course. Successfully deploy to a Type II or higher response as a joint information center (JIC) manager at a simulated, or real, contingency operation or exercise. A successful deployment must be documented within an incident Successfully qualify as a responder with the Public Information Assist Team (PIAT). Successfully complete the Public Affairs Supervisor (PADETSUP) competency requirements. Be a recipient of the JOC Alex Haley Award for excellence in public affairs as a public affairs detachment supervisor, collateral duty public affairs officer, or full-time public affairs officer. PA OFF (Tier 2) Summary Table 2.2 Audience Officer (1) The second highest level of public affairs officer competencies is the PA OFF (Tier 2) competency. This competency is a prerequisite for being assigned to a district or area public affairs officer (O-3 or O-4) position, for promotion into the public information (INF) chief warrant officer (CWO) specialty, and for advancement to senior chief public affairs specialist (PACS). Typically, this competency is assigned to officers who have completed a successful tour as a public affairs officer at the district command cadre level, officers who have completed a successful tour as a governmental affairs officer with collateral public affairs officer duties, and assistant public affairs officers (APAO) who have successfully completed an APAO tour. This competency is required to compete for advancement to senior chief public affairs specialist and therefore should be sought by chief public affairs specialists. Members must complete or obtain a satisfactory combination of training, experience, education, or professional recognition to establish proficiency in this responsibility. Table (2.2) shows acceptable combinations of training, experience, education, and professional recognition to achieve the PA OFF (Tier 2) competency. Requirements Graduate from the Public Affairs Qualification Course (Defense Information School). Complete the following courses: Advanced Public Information Officer E388 (Emergency Management Institute); NIMS ICS All-Hazards Public Information Officer L952 (Emergency Management Institute); Emergency Support Function #15 IS-250 (Emergency Management Institute); External Affairs Planning and Products/Joint Information Center Basic Training L249 (Emergency Management Institute). 3

8 Officer (2) Officer (3) Enlisted (1) Enlisted (2) Officer & Enlisted (1) Officer & Enlisted (2) Successfully complete a governmental affairs officer assignment, of no less than two years, where public affairs was a collateral duty. Be a commanding officer of a unit awarded the CDR Jim Simpson Award for excellence in public affairs. Complete the following courses: Advanced Public Information Officer E388 (Emergency Management Institute); NIMS ICS All-Hazards Public Information Officer L952 (Emergency Management Institute); Emergency Support Function #15 IS-250 (Emergency Management Institute); External Affairs Planning and Products/Joint Information Center Basic Training L249 (Emergency Management Institute). Graduate from the Chief Petty Officers Academy. Graduate from the Public Affairs Qualification Course (Defense Information School) or the Joint Senior Enlisted Public Affairs Course (or DINFOS equivalent). Successfully deploy as a public information officer, external affairs officer, or liaison officer to a Type III or Type II incident, contingency operation. A successful deployment must be documented within an incident Successfully complete a public affairs officer or assistant public affairs officer assignment, of no less than three years, where governmental affairs was a collateral duty. Hold a bachelor s degree or higher in an external affairs related academic discipline. PA OFF (Tier 1) Summary The highest level of public affairs officer competencies is the PA OFF (Tier 1) competency. This competency is a prerequisite for being assigned to a headquarters, district, or area external affairs officer (O-5 or O-6) position, the public information (INF) chief warrant officer (CWO) specialty force manager position (COMDT CG-09225), or the public affairs (PA) rating force master chief (RFMC) position. Typically, this competency is assigned to officers who have completed a successful tour as a public affairs officer at the district command cadre level, officers who have completed a successful tour as a governmental affairs officer with collateral public affairs officer duties, and assistant public affairs officers (APAO) who have successfully completed an APAO tour. This competency is required to compete for advancement to master chief public affairs specialist and therefore should be sought by senior chief public affairs specialists. Although the training, experience, education, and professional recognition factors do not change from that of the PA OFF (Tier 2) competency, reapplication for the PA OFF (Tier 1) competency is necessary to evaluate a member s professional capacity while assigned to PA OFF (Tier 2) responsibilities. Table (2.3) shows acceptable combinations of training, experience, education, and professional recognition to achieve the PA OFF (Tier 1) competency. 4

9 Table 2.3 Audience Officer (1) Officer (2) Officer (3) Enlisted (1) Enlisted (2) Officer & Enlisted (1) Officer & Enlisted (2) Requirements Graduate from the Public Affairs Qualification Course (Defense Information School). Complete the following courses: Advanced Public Information Officer E388 (Emergency Management Institute); NIMS ICS All-Hazards Public Information Officer L952 (Emergency Management Institute); Emergency Support Function #15 IS-250 (Emergency Management Institute); External Affairs Planning and Products/Joint Information Center Basic Training L249 (Emergency Management Institute). Successfully complete a governmental affairs officer assignment, of no less than two years, where public affairs was a collateral duty. Be a commanding officer of a unit awarded the CDR Jim Simpson Award for excellence in public affairs. Complete the following courses: Advanced Public Information Officer E388 (Emergency Management Institute); NIMS ICS All-Hazards Public Information Officer L952 (Emergency Management Institute); Emergency Support Function #15 IS-250 (Emergency Management Institute); External Affairs Planning and Products/Joint Information Center Basic Training L249 (Emergency Management Institute). Graduate from the Chief Petty Officers Academy. Graduate from the Public Affairs Qualification Course (Defense Information School) or the Joint Senior Enlisted Public Affairs Course (or DINFOS equivalent). Successfully deploy as a public information officer, external affairs officer, or liaison officer to a Type III or Type II incident, contingency operation. A successful deployment must be documented within an incident Successfully complete a public affairs officer or assistant public affairs officer assignment, of no less than three years, where governmental affairs was a collateral duty. Hold a bachelor s degree or higher in an external affairs related academic discipline. 5

10 Section 3 Application & Certification Application To attain the PA OFF competency, a member submits a memorandum through their chain of command to COMDT (CG-0922) requesting a review of their professional training, experience, education, and professional recognition for certification as a public affairs officer or assistant public affairs officer. COMDT (CG 0922) will convene a board to review the request prior to awarding the competency. Members applying for the PA OFF competency shall be certified by board review. The board will be established by the Chief, Office of Public Affairs (COMDT CG-0922). Prior to granting a member the PA OFF competency, the appointed board will review the member s submitted command endorsements, resume, training records, professional recognition, transcripts from formal education, response performance documentation, and any additional information pertinent to granting the competency. The memorandum may include any attachment the candidate feels the board should consider. The following are examples. Appendix (A) is an example request memorandum. 1. Resume outlining training, experience, education, and professional recognition; 2. ICS-225s from contingency operation deployments; 3. Original academic transcripts or training certificates; 4. Letters of recognition or certificates which are not included in a member s PDR; 5. Any documentation of achievement in the Public Affairs Program or during a public affairs response; 6. Any documentation that supports proficiency as a public affairs practitioner. After reviewing a member s request for the PA OFF competency, the recommendation shall be sent to the Chief, Office of Public Affairs (or designee) for approval or denial. The certification or declination of certification will be established via memorandum. Members not granted the competency shall be notified via memorandum; disqualifying factors will be addressed in the formal response from CG Members requesting an appeal must do so via their chain of command. Member s who are denied the PA OFF competency must articulate professional growth in deficient areas when reapplying for the PA OFF competency. Certification In considering a member for issuance of the PA OFF competency, the review board must verify the following. 1. Ensure that records available to the board include the candidate s pertinent training records, and the command s recommendation. 2. Ensure candidate has met all ICS training requirements. 3. Ensure candidate has met all mandatory training requirements. Results of the review board for each candidate shall be recorded on the Public Affairs Officer Competency Evaluation Form (Appendix B). Individuals who earn the PA OFF competency will be notified by COMDT (CG-09225) by memorandum (see Appendix C) via the member s chain of command. COMDT (CG-09225) will make the appropriate competency entry in the member s Direct Access profile. 6

11 Request for Feedback Instructions Please provide feedback to COMDT (CG-09225) on the usefulness, quality, and content of this guide. Corrections For corrections, please note the page number and suggested correction. Also include any references used. Example Page Suggested Correction 1 In the second paragraph, the word boouy (buoy) is not spelled correctly. 6 The Public Affairs Manual reference is incorrect, the reference should read Public Affairs Manual, COMDTINST M (series). Suggestions We welcome suggestions for making this guide more useful. If you feel that we have omitted a critical step or a portion of the guide needs clarification please forward recommendations via your chain of command. Submitting Feedback Please send feedback electronically to COMDT (CG-09225) Public Affairs Programs Division. 7

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13 Commander Thirteenth Coast Guard District 1234 Address Ave. City, ST Staff Symbol: de Phone: (000) Fax: MEMORANDUM May 2013 From: J.D. Doe, CAPT CGD THIRTEEN (dcs) Reply to Attn of: S.D. Clemons, PAC (000) To: COMDT (CG-0922) Subj: COMPETENCY DESIGNATION REQUEST Ref: (a) PA OFF Competency Process Guide (b) U.S. Coast Guard Competency Management System Manual, COMDTINST M I recommend designation of the Public Affairs Officer (Tier 3) competency to PAC Samuel Clemons, EMPLID , based on the following. 2. The member has displayed the professional characteristics necessary to carry out the functions of a public affairs officer IAW the programmatic requirements and qualities outlined in reference (a). 3. PAC Clemons has completed the following training courses: a. Intermediate Public Affairs Specialist Course, 2000; b. Joint Senior Enlisted Public Affairs Course, 2001; c. Public Affairs Qualification Course, The member has the following experience and qualifications: a. Served as initial PIO during the Baxter Beans oil spill response; b. Member is PIO3 qualified; c. Member holds the PADET supervisor competency. 5. PAC Clemons holds the following academic degrees: a. Associate of Arts in English, Viking University, 2001; b. Bachelor of Arts in Mass Communication, Peach Grove College, PAC Clemons has served as the assistant PAO for D13 for three years. During Clemons tenure as the APOA, D13 has been the recipient of two CDR Jim Simpson Awards. Clemons was also named federal volunteer of the year by the Seattle Rotary Club in PAC Clemons is currently recommended for advancement, has an average EER mark of 6.25, has 17 years time-in-service, and is the recipient of four Coast Guard Commendation Medals Appendix A

14 Subj: COMPETENCY DESIGNATION REQUEST May IAW reference (b) I respectfully request that PAC Clemons be considered for the PA OFF competency. PAC Clemons has sound judgment, and possesses the leadership abilities necessary to execute the responsibilities of a public affairs officer. Enclosures: (1) Training Completion Certificates (2) Academic Transcripts (3) Incident Personnel Performance Rating Reports (ICS 225-CG) (4) Any Additional Documentation # Copy: Member Appendix A

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16 Public Affairs Officer (PA OFF) Competency Evaluation Form CANDIDATE/NAME (Rank, Last, First, M.I.) EMPLID Tier being applied for: Tier 4 Tier 3 Tier 2 Tier 1 EVALUATION SATISFACTORY (S) or UNSATISFACTORY (U) PROFESSIONAL TRAINING S U Review the applicant s professional training to verify the member has completed a satisfactory level of training to carry out the responsibilities of the requested PA OFF competency (tier) by marking S or U for the following training courses. 1. Joint Senior Enlisted Public Affairs Course 2. Advanced Public Information Officer E388 (Emergency Management Institute) 3. Joint Senior Public Affairs Course 4. Intermediate Public Affairs Specialist Course 5. NIMS ICS All-Hazards Public Information Officer L952 (Emergency Management Institute) 6. Public Affairs Qualification Course 7. Emergency Support Function #15 IS-250 (Emergency Management Institute) 8. Coast Guard Public Affairs Course 9. External Affairs Planning and Products/Joint Information Center Basic Training L Chief Petty Officers Academy (LDC) 11. IS-702a National Incident Management System Public Information Systems (FEMA) 12. Team Coordination Training (CG Learning Course ) 13. Other: PROFESSIONAL EXPERIENCE S U Review the applicant s professional experience to verify the member has performed at a satisfactory level to carry out the responsibilities of the requested PA OFF competency (tier) by marking S or U for the following activities. 1. Successfully complete a full-time public affairs officer assignment at a sector, air station, training center, or equivalent large command. 2. Successfully qualify as a responder with the Public Information Assist Team (PIAT) 3. Successfully complete the Public Affairs Supervisor (PADETSUP) competency requirements. 4. Successfully deploy to a Type II or higher response as a joint information center (JIC) manager at a simulated, or real, contingency operation or exercise. A successful deployment must be documented within an incident 5. Successful completion of a public affairs officer or assistant public affairs officer assignment, of no less than three years, where governmental affairs was a collateral duty. 6. Successful completion of a governmental affairs officer assignment, of no less than two years, where public affairs was a collateral duty. 7. Successfully deploy as a public information officer, external affairs officer, or liaison officer to a Type III or Type II incident, contingency operation. A successful deployment must be documented within an incident 8. Other: PROFESSIONAL EDUCATION S U Review the applicant s academic achievement to verify the member has received formal education to carry out the responsibilities of the requested PA OFF competency (tier). Mark S or U for the following. 1. What level of formal education does the member hold? a. Associate s Degree b. Bachelor s Degree c. Master s Degree d. Doctorate Degree 2. Is the degree in an external affairs related discipline? 3. The member completed a successful, non-degree-completion assignment in the Public Affairs Advanced Education Program. Appendix B

17 PROFESSIONAL RECOGNITION Review the applicant s professional recognition to verify the member has a recognized, exceptional working knowledge of the S U external affairs profession. Mark S or U for the following. 1. Has the member received military recognition for achievement in an external affairs related activity? 2. Has the member received recognition for achievement in an external affairs related activity by a professional association? 3. Has the member been the recipient of a Coast Guard Public Affairs Award (Haley/Simpson Awards)? OVERALL RECOMMENDATIONS AND COMMENTS: REVIEW BOARD MEMBERS: Rank Name (Last, First, M.I.) Position COMDT (CG-0922) COMDT (CG-0922) COMDT (CG-09225) PA RFMC THE MEMBER NAMED ABOVE: HAS MET REQUIREMENTS TO EARN COMPETENCY HAS NOT MET REQUIREMENTS TO EARN COMPETENCY SIGNATURE (Senior Board Member) DATE SIGNATURE (Board Member) DATE SIGNATURE (Board Member) DATE SIGNATURE (Board Member) DATE Appendix B

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19 Commandant United States Coast Guard nd St. SW Washington, D.C Staff Symbol: COMDT (CG-0922) Phone: (202) Fax: (202) May 2013 MEMORANDUM From: J.Q. Smith, CAPT COMDT (CG-0922) Reply to Attn of: J.Q. Smith, CAPT (202) To: S.D. Clemons, CPO Subj: COMPETENCY DESIGNATION Ref: (a) U.S. Coast Guard Competency Management System Manual, COMDTINST M (b) Your memo 1213 of 21 May In accordance with the requirements of reference (a), and per the request outlined in reference (b), you have completed and obtained a satisfactory combination of training, experience, education, and professional recognition to perform the duties of a Public Affairs Officer (Tier 3). You are authorized to carry out the responsibilities of said competency within the scope of your qualification. 2. This letter of designation shall be retained as part of your personal training record and you will be assigned the competency code of PA OFF (Tier 3). # Copy: CG PSC-PSD-MR Appendix C

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