Civilian Employee Awards - S-1 Procedural Overview

Role and responsibility

S-1 admin specialists own civilian award nomination processing at the unit level. The S-1 chief reviews nominations against DoN policy eligibility rules. The S-1 officer signs by direction on routine awards and routes through chain for higher-level approvals. The civilian personnel specialist coordinates with human resources offices (HROs) and maintains the civilian awards register.

Source documents flow from command nominations, supporting evidence (performance evaluations, service records, commendation letters), and approving authority signatures. Award submissions land in the centralized SharePoint application per MARADMIN 280/26MARADMIN 280/26. Outputs include the approved award notification, documentation for the civilian's file, and presentation coordination.

MARADMIN 280/26MARADMIN 280/26 announced the implementation of a new centralized digital submission tool for civilian honorary awards, retirement awards, and career service awards. This supersedes all previous email-based submission procedures effective immediately. The interim guidance bridges the gap until the revised MCO 12451.2D is formally published and implemented across the Marine Corps.

Trigger events

• Civilian employee demonstrates exceptional contributions warranting recognition.
• End-of-tour or transition recognition for outstanding performance.
• Career milestone recognition (25, 30, 35, 40+ years of Federal service).
• Retirement or separation of distinguished civilian employee.
• Secretary of the Navy (SECNAV) Length of Service Awards eligibility met (40+ years).
• SECNAV retirement certificate eligibility (40+ years Federal service).
• Commandant of the Marine Corps (CMC) retirement letter eligibility (30+ years Federal service).
• Navy Superior Civilian Service Award nomination cycle opens.
• Navy Distinguished Civilian Service Award nomination cycle opens.
• Higher-level DoD or Department of the Navy award nomination opportunity.

Award categories

Secretary of the Navy Awards

• Length of Service Awards. Recognize Federal civilian employees with 40+ years of service. Submitted through SharePoint application per MARADMIN 280/26MARADMIN 280/26.
• Retirement Certificates. Recognize Federal civilian employees with 40+ years of service at retirement. Submitted through SharePoint application per MARADMIN 280/26MARADMIN 280/26.

Commandant Awards

• CMC Retirement Letters. Recognize Federal civilian employees with 30+ years of service at retirement. Submitted through SharePoint application per MARADMIN 280/26MARADMIN 280/26.

Navy Honorary Civilian Service Awards

• Navy Superior Civilian Service Award. Recognition of significant contributions to Naval operations or mission support.
• Navy Distinguished Civilian Service Award. Recognition of exceptional and sustained contributions.
• Higher-level awards. Department of Defense and Department of the Navy awards administered to civilian recipients.

All civilian honorary award nomination packages submit through the centralized SharePoint application per MARADMIN 280/26MARADMIN 280/26.

Processing workflow

1. Identify eligible civilian. Pull service record and confirm eligibility for specific award category per MCO 12451.2DMCO 12451.2D and DoN policy.
2. Determine award type. Review MCO 12451.2DMCO 12451.2D criteria and match civilian contribution to appropriate award level.
3. Access SharePoint application. Per MARADMIN 280/26MARADMIN 280/26, access the appropriate application link:
   • For SECNAV Length of Service Awards, CMC retirement letters, and SECNAV retirement certificates: SharePoint application for Retirement Awards and Career Service Awards
   • For all civilian honorary award nomination packages: SharePoint application for Honorary Awards
4. Prepare nomination packet. Gather supporting documentation: performance evaluation extracts, service records, commendation letters, witness statements, or other evidence supporting the nomination.
5. Route through command chain. Immediate supervisor, commanding officer, and staff sections review and endorse per command policy.
6. Submit through digital tool. Upload packet through SharePoint application per MARADMIN 280/26MARADMIN 280/26. Capture submission metadata and track status.
7. Route to approving authority. Per MCO 12451.2DMCO 12451.2D, higher-level approvals route through designated HROs and approval channels.
8. Track nomination status. Maintain visibility in the civilian awards register through final approval decision.
9. Coordinate presentation or notification. Upon approval, schedule formal presentation or coordinate notification with civilian employee.
10. File award documentation. Update civilian personnel file with award certificate, commendation letter, or official notification per personnel records retention schedule.

Systems of record and forms

Systems

• SharePoint Civilian Awards Application. Centralized digital submission tool per MARADMIN 280/26MARADMIN 280/26. Two application instances:
  • Retirement Awards and Career Service Awards (SECNAV Length of Service, CMC retirement letters, SECNAV retirement certificates)
  • Honorary Awards (Navy Superior Civilian Service, Navy Distinguished Civilian Service, higher-level DoD and DoN awards)
• HRO Submission Portal. Human Resources Offices access and manage submissions per MARADMIN 280/26MARADMIN 280/26.
• Civilian personnel file. Holds award documentation for the individual.
• Unit civilian awards register. Local register of nominations and approvals.

Forms

• SharePoint award nomination template. Submission form captured in the digital tool per MARADMIN 280/26MARADMIN 280/26.
• Supporting documentation package. Performance evaluations, service records, commendation letters, or evidence narratives.
• Award nomination letter. Narrative justifying the award nomination.
• Award certificate or commendation. Generated upon approval.

Common pitfalls

• Submission through incorrect SharePoint application. MARADMIN 280/26MARADMIN 280/26 specifies two separate application links. Verify the correct link for the award type before submission.
• Missing supporting documentation. Award packets lack sufficient evidence. Include performance evaluation extracts, service record confirmation, and commendation letters per MCO 12451.2DMCO 12451.2D.
• Delayed submission during transition period. Email-based procedures are superseded. Submit all nominations through the new digital tool immediately per MARADMIN 280/26MARADMIN 280/26.
• Civilian file not updated post-approval. Award sits in submission tracker without civilian personnel file entry. File within 30 days of approval per personnel records retention schedule.
• Approving authority delegation not confirmed. Routing to wrong HRO or approval level. Confirm MCO 12451.2DMCO 12451.2D authority delegation before submission.

Decision points

• Award category selection. The civilian's service record supports multiple potential award types. Match eligibility window and contribution scope to appropriate award per MCO 12451.2DMCO 12451.2D.
• Retirement award timing. Civilian is separating. Determine whether career service or retirement award applies per MCO 12451.2DMCO 12451.2D and MARADMIN 280/26MARADMIN 280/26.
• HRO approval routing. The nomination routes through servicing HRO per MARADMIN 280/26MARADMIN 280/26. Confirm HRO contact and submission requirements.

Authority

Civilian employee awards operate under MCO 12451.2DMCO 12451.2D and DODI 1400.25 Vol 451DODI 1400.25 Vol 451. MARADMIN 280/26MARADMIN 280/26 provides interim guidance for digital submission pending MCO 12451.2D revision. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D MCAP enclosure 4. The processing workflow maps to NAVMC 3500.3E T-R events 0102-GENA-1007 (Manage awards program) and 0111-GENA-2004 (Maintain command awards programs).

Related references

• MARADMIN 280/26. Interim Guidance and Implementation of New Digital Submission Tools. Effective 22 Jun 2026, supersedes email-based procedures.
• MCO 12451.2D. Honorary Awards for Civilian Employees. Currently undergoing comprehensive revision per MARADMIN 280/26.
• DODI 1400.25 Vol 451 Chapter 2. Honorary Awards Program for Department of Defense Civilian Employees.
• Department of Navy Civilian Human Resources Manual 451-02. Guidance on Implementing Awards Program.
• SECNAV M-5214.1D. Department of the Navy Awards Manual.
• MCO 5000.14D. Marine Corps Administrative Procedures. S-1 civilian awards responsibilities.
• NAVMC 3500.3E. Manpower and Administration T-R Manual. T-R events 0102-GENA-1007 and 0111-GENA-2004.