2017 Excellence in Diversity Management Presentation U.S. Coast Guard Auxiliary Developed by the National Diversity Directorate
Transcript
2017 Excellence
in Diversity Management
Presentation U.S. Coast Guard Auxiliary
Developed by the National Diversity Directorate
Welcome
This presentation will introduce you to some of the ideas which effective leaders use to ensure successful mission outcomes. The most important aspect is valuing the uniqueness of each individual member.
In the second part of the presentation you will be guided through the application process for the National Commodore’s Three Star Award for Excellence in Diversity Management. A note box is located in the upper left hand corner of the page. Click on the box for additional information.
We thank you for your interest in this presentation and look forward to helping each of you to build successful diversity programs at both flotilla and division levels.
Commodore Ken Jacobs, ANACO-DV U.S. Coast Guard Auxiliary - 2017
What Diversity Means
Accepting, welcoming and valuing the differences inherent in every individual.
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Accepting, welcoming and valuing the differences inherent in every individual and recognizing the contribution that a diverse membership can make to our organizational effectiveness and operational performance
Acknowledging Differences
Diversity is about adapting practices to create an inclusive environment in which diverse skills, perspectives and backgrounds are valued.
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Diversity is about acknowledging differences and adapting practices to create an inclusive environment in which diverse skills, perspectives and backgrounds are valued.
Individual Differences
Recognizing the value of using different perspectives and ideas.
Understanding that individual member come from a broad range of backgrounds.
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It is about understanding the individual differences among our members that arise from a broad range of backgrounds and lifestyles. It is about recognizing the value of using different perspectives and ideas to enhance the quality and outcomes of our mission.
Valuing Individual Members
Value the differences which make each person a unique contributor.
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Effective leaders understand know that diversity is about balance, developing individual differences to help members achieve their goals while also supporting mission readiness.
NACO Three Star Award
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A National Award has been developed to recognize both flotillas and divisions whose members demonstrate excellence in diversity management at the local level.
Presented at NACON
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Certificates are presented by the National Commodore each year at NACON
2016 Results
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Last year over 100 units earned the NACO Three Star Award for Excellence in Diversity Management
Four Goals
Goal 1 – Create a Positive Environment Goal 2 – Value All Members Goal 3 – Promote Individual Success Goal 4 – Expand Outreach
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Each goal has 6 action items and units must complete 4 of the 6 items of each goal to earn the award.
Action Items
Complete not less than four of the six action items for each goal
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Each goal includes six action items. Four of the six items must be completed in order to qualify.
Goal 1 – Create Positive Environment
1. Appoint a diversity advisor. 2. Publish one article on diversity awareness. 3. Diversity member training sessions. 4. Create a Recruiting Plan. 5. Encourage membership to attend four meetings. 6. Unit's elected leaders attend leadership training.
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1.1 Appoint a diversity advisor At the flotilla level it is the FSO-DV and at the division level it is the SO-DV. 1.2 Publish at least one article on diversity awareness per year. The idea here is the spread the diversity message. We want to know if your unit has published an article in an Auxiliary publication. The publication is preferably a unit level newsletter, presented electronically or in print, which is available to all members of the unit. 1.3 Diversity member training sessions. To meet this qualification at least one in-unit diversity training must be presented at some point during the year. Anyone can make the presentation, elected or appointed officers with a knowledge of diversity or guests speakers from outside organizations. Many units write diversity articles about their unit level diversity training. (Training materials are available on the Diversity Web site or see your District Diversity Staff Officer) 1.4 Create a Recruiting Plan. The elected officers at the flotilla and division level are encouraged to create recruiting plans. Such plans map out goals for membership recruitment drives throughout the year. Recruiting action plans typically target local neighborhoods and cultures in the community of the unit’s AOR. This item requires only that the unit create a plan to conduct to outreach or recruitment drives in the local community and to consider all local targets for membership. The implementation of the plan is covered under Goal 4. 1.5 Encourage 50% of the unit's membership to attend a minimum of four meetings. It is often a difficult task getting 50% of the unit's membership to attend 4 or more meetings in the course of a year, however, the challenge here is to make meetings interesting and to provide opportunities at meetings which motivate member participation. 1.6 One of the unit's elected leaders must attend a leadership training. These leadership trainings are not specifically defined. Elected leaders attend many meetings throughout the course of the year where leadership training is presented and any such training is acceptable.
Goal 2 – Value All Members 1. Informal awards and recognition programs. 2. Routine communications with members. 3. Conduct exit interviews. 4. Maintain 90% of membership. 5. Membership involvement at or above 65%. 6. Fellowship activities sponsored by the Flotilla.
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2.1 Informal awards and recognition programs - Recognize members with certificates, letters, plaques, public recognition during meetings or any other means of reinforcing of member participation in the unit’s plans and/or goals. This provides an ongoing means of positive reinforcement for member actions and behavior. 2.2 Routine communications with all members (2 types) Regularly scheduled newsletter, Calling crew or telephone tree for phone messages, Send out flotilla meeting minutes, Staff meetings with notes distributed to members, Web site communication, Facebook or other social media 2.3 Conduct exit interviews - When members leave the Auxiliary it is important to know why. When possible, conduct an exit interview anytime a member decides to withdraw from the membership rolls and forward to results up the Chain of Leadership and Management to the DSO-HR. 2.4 Maintain 90% of membership - This goal is typically very easy to achieve if the unit recruits enough new members to offset the number of members who have left the flotilla throughout the year resulting is an aggregate decline in membership of 10% or less. 2.5 Membership involvement at or above 65% - This goal requires that 65% of the unit’s membership have submitted some type of mission hour report for entry into AUXDATA. The FSO-IS will certify the percentage of member involvement to the originator of the application. 2.6 Fellowship activities sponsored by the Flotilla (4 or more) Social gatherings before or after unit meetings, Annual picnic, Holiday parties, etc.
Goal 3 – Promote Individual Success 1. Assign a mentor for each new member. 2. Utilize the Mentor Involvement Plan. 3. Provide written goals and expectations. 4. Provide Staff Officers with written job
descriptions. 5. Establish a Flotilla mentoring program for
potential Staff Officers. 6. Ensure adequate access to meetings.
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3.1 Assign a mentor to each new member Assigning a mentor for a new member during their first year of membership can help ensure their ongoing success in the Auxiliary. Guiding new members through the uniform and training process can help stimulate a new member’s enthusiasm and build a greater sense of confidence. Any member can serve as a mentor for new members to help them learn about the Coast Guard and the Auxiliary. 3.2 Utilize the Mentor Involvement Plan The AUXILIARY MEMBER INVOLVEMENT PLAN is a process whereby an exchange of commitments is made between the member and the Auxiliary. The plan quantifies the commitment and establishes a set of measurable goals. The graphics used in this plan are a tool to be utilized by the interviewer (FSO-PS or FSO-MT) to discuss activities available to Auxiliarists. All interviewers should be familiar with the information contained in the Auxiliary Manual COMDTINST M16790.1 series, Chapter 8 Member Training and Qualifications. This plan will help new members to visualize the process necessary to attain their involvement goals. Each activity’s details are to be discussed with the interviewer. At no time should this Member Involvement Plan be given to the new member without a personal interview and detailed explanation. 3.3 Provide written goals and expectations Providing written goals and expectations to staff officers and committee members will help ensure both individual and unit success. 3.4 Provide all Staff Officers with specific written job descriptions upon appointment. The job descriptions for each staff position are available online. Providing a copy of these staff officer goals will ensure that appointed staff officers are fully aware of the elected leaders expectations. 3.5 Establish a Flotilla mentoring program for potential Staff Officers. Succession planning is critical to the success of Auxiliary units. Members must be trained and prepared to move up at a moment's notice. Implementing a plan for ongoing staff development will help to ensure that a qualified member is prepared to take on the responsibilities of each staff position. 3.6 Adequate access to meetings for members and potential members with disabilities.
Goal 4 – Expanding Outreach 1. Expand outreach to underrepresented populations. 2. Outreach or recruitment activities. 3. Reinforce diversity training. 4. Sustain an inclusive organization through action. 5. Develop or strengthen relationships/ enhance
community trust. 6. Create capacity for change in organizational
thinking.
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4.1 Expand their outreach to the underrepresented populations Setup a recruiting table and/or distributed membership opportunities in an attempt to reach out to underrepresented populations in the unit’s area of responsibility. 4.2 Outreach or recruitment activities (3 or more events) Setup and conduct outreach or recruitment activities in diverse areas of the unit’s AOR. Target new areas of the community which have not been previously exposed to the Auxiliary membership opportunities. Use information provided in the unit’s recruiting plan. 4.3 Provide an example of how the unit has reinforced diversity training Reinforce what you learn. After a diversity training presentation conduct an outreach event in the community or invite a local community leader to make a presentation at a meeting to help optimize and sustain a culturally competent organization. 4.4 Work to sustain an inclusive organization through action Participate at a cultural event and share what has been learned with the unit through a newsletter, web site, social media or meeting presentations. 4.5 Develop or strengthen relationships and enhance trust within the community Invite local community leaders to speak at a unit meeting and offer to make presentations at local meetings or community events. 4.6 Work to build capacity for ongoing change in the thinking of the organization. Develop the capacity for ongoing change by promoting an organization which understands the value of inclusion and how all individual member differences contribute to the overall success of mission goals.
Forms Warehouse
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Located in the Forms Warehouse on the National Webpage under the AUX MEMBERS banner.
PDF Forms 7064
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Finding the application in the Forms Warehouse under number 7064.
Submitter Information
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Submitter can be FSO-DV, SO-DV, or an elected officer.
FC or DCDR and VFC or VCDR
Unit Commanders should review the diversity application to ensure that required tasks have been completed. The unit commanders are FC or DCDR and VFC or VCDR. Applications are reviewed for accuracy
Questions
Questions about the application should first be directed through the CoLM or to an area Branch Chief. The ANACO-DV and Deputy ANACO-DVd can also assist when necessary.
Submission Process
All award submissions must be sent directly to the Deputy Assistant National Commodore for Diversity, ANACO-DVd, via email.
The current ANACO-DVd is David Porter and his email address is [email protected]
This is a National award and is not to be processed through the chain of leadership and management.
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Awards processed through the CoLM are frequently lost. In 2012 a new form was approved which provides for the application to be submitted directly to the Deputy Assistant National Commodore for Diversity, ANACO-DVd. This process was approved in an effort to reduce the number of applications lost in processing. Since its implementation the only applications lost have been those which were inappropriately sent through the CoLM.
• The application period for the 2017 NACO Three Starr Award opens on 01 JAN 2018.
• Completed applications are due not later than 30 JUN 2018.
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The application period which begins 01 JAN and ends 30 JUN 2018 is for work completed by the unit throughout 2017.
Submission Deadline
The Award application should be submitted to the ANACO-DVd not later than June 30th Exceptions to this rule must be approved by the ANACO-DV
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Requests for an extension of the 30 JUN deadline must be approved by the ANACO-DV.
FEMA Diversity Course IS-20.17 This course recognizes the benefits of diversity in our
workforce and FEMA’s commitment to valuing the diversity of its employees and customers. By the end of this course, you will be able to:
– Define what is meant by diversity. – Describe how diversity benefits us individually and collectively. – State FEMA’s Vision of Diversity. – Describe the agency’s commitment to diversity as stated in FEMA's
Diversity and Inclusion Plan. – Describe how culture influences our interactions with others. – Describe the actions you can take to optimize diversity.
The FEMA Diversity Awareness course is a good introductory course for those interested in learning more about diversity. The link is https://emilms.fema.gov/IS0020.17/curriculum/1.html. This course should take approximately 60 minutes to complete. Click the following link to access a printable version of the entire course, https://emilms.fema.gov/IS0020.17/groups/240.html
The FEMA Diversity Awareness Course, IS-20.17, provides an overview of diversity. All those who complete the course will be awarded a FEMA certificate of achievement. Please keep a copy of this certificate for submission at a later time.
More Information
Diversity Web Page: http://wow.uscgaux.info/content.php?unit=d-dept
Mother Theresa once said: “I can do things that you cannot, You can do things that I cannot, Together we can do great things.” Let’s accomplish great things together by working as a team!
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Inspire members to accomplish more by working effectively together in support of successful mission outcomes.
