Civilian Awards SharePoint Submission - S-1 Procedural Page

Role and responsibility

The S-1 chief or designated civilian personnel specialist prepares and submits civilian award nominations through the new SharePoint digital submission tool per MARADMIN 280/26MARADMIN 280/26. The immediate commanding officer of the servicing command endorses the nomination. The S-1 officer signs by direction and routes through chain for higher-level approvals.

Servicing Human Resources Offices (HROs) are granted access to the submission links per MARADMIN 280/26MARADMIN 280/26 paragraph 4 to request and process awards as outlined in MCO 12451.2DMCO 12451.2D. The nomination packet flows to the HRO through the digital tool. The HRO manages approvals, higher authority routing, and final award decision.

Source documents include service records, performance evaluation extracts, commendation letters, witness statements, or evidence narratives supporting the nomination. Submissions land in the centralized SharePoint application indexed by award type. Outputs include submission confirmation, tracking status, approval notification, and final award documentation.

Trigger events

• Civilian employee eligible for SECNAV Length of Service Award (40+ years Federal service).
• Civilian employee retiring with SECNAV retirement certificate eligibility (40+ years Federal service).
• Civilian employee retiring with CMC retirement letter eligibility (30+ years Federal service).
• Civilian employee nominated for Navy Superior Civilian Service Award.
• Civilian employee nominated for Navy Distinguished Civilian Service Award.
• Civilian employee nominated for higher-level DoD or Department of the Navy award.
• Annual or cycle-based civilian award nomination window opens.
• Command receives higher headquarters directive to submit nominations.

Award type and SharePoint application mapping

Per MARADMIN 280/26MARADMIN 280/26 paragraph 3, two separate SharePoint applications handle civilian awards. Confirm the correct link before submission.

Application 1: Retirement Awards and Career Service Awards

Award types submitted through this application:

• Secretary of the Navy (SECNAV) Length of Service Awards (40+ years Federal service)
• Commandant of the Marine Corps (CMC) retirement letters (30+ years Federal service)
• Secretary of the Navy retirement certificates (40+ years Federal service)

SharePoint application link per MARADMIN 280/26: MPC-40 Labor and Employee Relations Lists: Retirement Awards and Career Service Awards

Point of contact:

• MPC-40 Labor and Employee Relations (HRO)
• Email: SMB_CIVILIAN_AWARDS@usmc.mil

Application 2: Honorary Awards

Award types submitted through this application:

• Navy Superior Civilian Service Award
• Navy Distinguished Civilian Service Award
• All higher-level awards administered by the Department of Defense and the Department of the Navy

SharePoint application link per MARADMIN 280/26: MPC-40 Labor and Employee Relations Lists: Honorary Awards

Point of contact:

• MPC-40 Labor and Employee Relations (HRO)
• Email: SMB_CIVILIAN_AWARDS@usmc.mil

Processing workflow

1. Determine award category. Review civilian's service record and determine which award type applies. Confirm eligibility window per MCO 12451.2DMCO 12451.2D.
2. Select correct SharePoint application. Use the Application 1 link for retirement and career service awards (SECNAV Length of Service, CMC retirement letters, SECNAV retirement certificates). Use the Application 2 link for honorary awards per MARADMIN 280/26MARADMIN 280/26 paragraph 3.
3. Confirm HRO access. Per MARADMIN 280/26MARADMIN 280/26 paragraph 4, servicing HROs are granted access. Verify the HRO for your command.
4. Prepare nomination packet. Gather all supporting documentation:
   • Current service record extract or civilian personnel file summary
   • Most recent performance evaluation or work history summary
   • Commendation letters or evidence of exceptional contributions
   • Witness statements if applicable (for award narrative support)
   • Any other supporting evidence per MCO 12451.2DMCO 12451.2D
5. Prepare nomination form or letter. Draft the nomination narrative addressing:
   • Specific contributions or achievements warranting recognition
   • Length of service (for retirement awards) or exceptional service detail
   • Impact on command or Marine Corps mission
   • Concise summary of why this civilian is deserving per MCO 12451.2DMCO 12451.2D
6. Route for endorsement. Submit the draft nomination packet to the immediate commanding officer for review and endorsement signature.
7. Access the SharePoint application. Click the appropriate link per MARADMIN 280/26MARADMIN 280/26 (Retirement Awards or Honorary Awards).
8. Complete the submission form. Enter nomination data in the digital tool:
   • Civilian name, EDIPI, grade, and organization
   • Award type and category
   • Nomination narrative (character limit per form)
   • Endorsing officer signature (where form provides)
9. Upload supporting documentation. Attach all supporting files to the submission:
   • Signed nomination letter
   • Service record extract
   • Performance evaluation
   • Commendation letters
   • Other supporting evidence
10. Submit nomination. Click submit in the SharePoint tool. Capture confirmation number or submission timestamp.
11. Track submission status. Monitor the SharePoint application for processing status, HRO receipt, and routing updates per MARADMIN 280/26MARADMIN 280/26.
12. Coordinate with HRO. Contact the servicing HRO (email SMB_CIVILIAN_AWARDS@usmc.mil) if submission questions arise or status requires clarification.
13. Maintain unit record. Document submission date, confirmation number, and tracking status in the unit civilian awards register.

Systems of record and forms

Systems

• MPC-40 Labor and Employee Relations SharePoint Application (Retirement Awards and Career Service Awards). Centralized submission portal for SECNAV Length of Service Awards, CMC retirement letters, and SECNAV retirement certificates per MARADMIN 280/26MARADMIN 280/26 paragraph 3.a.
• MPC-40 Labor and Employee Relations SharePoint Application (Honorary Awards). Centralized submission portal for Navy Superior Civilian Service Award, Navy Distinguished Civilian Service Award, and higher-level DoD and Department of the Navy awards per MARADMIN 280/26MARADMIN 280/26 paragraph 3.b.
• Unit civilian awards register. Local tracking of nominations, submissions, and approvals.
• Civilian personnel file. Official record of award upon approval.

Forms and documentation

• SharePoint nomination form. Digital submission form captured in the selected application per MARADMIN 280/26MARADMIN 280/26.
• Nomination letter. Narrative justifying the award and supporting achievements.
• Service record extract. Current civilian personnel file summary or service record confirmation.
• Performance evaluation. Most recent annual or cycle evaluation.
• Commendation letter. Supporting letter from supervisor or higher authority.
• Submission confirmation. Generated by SharePoint upon successful submission.

Common pitfalls

• Submission to wrong SharePoint application. MARADMIN 280/26MARADMIN 280/26 specifies two separate links with different purposes. Verify the correct application for the award type before submission.
• Incomplete nomination packet. Supporting documentation is missing or insufficient. Attach all required files per MCO 12451.2DMCO 12451.2D before submission. The HRO cannot process incomplete packets.
• Missing commanding officer endorsement. The nomination routes without command-level signature. Obtain CO endorsement before SharePoint submission per MCO 12451.2DMCO 12451.2D.
• Outdated or vague nomination narrative. The nomination reads generic or references old performance data. Include specific, recent achievements with dates and impact per MCO 12451.2DMCO 12451.2D.
• No follow-up tracking. The submission is lost in the system. Capture the submission confirmation number and track status through the SharePoint application. Monitor for HRO requests for additional information per MARADMIN 280/26MARADMIN 280/26.
• Delay in submission. Email-based procedures are superseded effective immediately per MARADMIN 280/26MARADMIN 280/26. Submit all nominations through the new digital tool without delay.
• Incorrect HRO contact. The nomination routes to the wrong servicing HRO. Confirm your servicing HRO and contact SMB_CIVILIAN_AWARDS@usmc.mil for clarification per MARADMIN 280/26MARADMIN 280/26 paragraph 4.

Decision points

• Award type determination. The civilian's service record meets eligibility for multiple award types. Match the specific contribution and tenure to the appropriate award level per MCO 12451.2DMCO 12451.2D. Coordinate with the servicing HRO if category is uncertain.
• Timing for retirement awards. The civilian is separating. Determine whether to submit as a retirement award (retirement certificate, CMC letter) or career service award per MCO 12451.2DMCO 12451.2D and MARADMIN 280/26MARADMIN 280/26. Coordinate timing with the servicing HRO.
• Supporting documentation scope. Determine what evidence is necessary to support the nomination narrative. Include performance data, commendation letters, and service record confirmation per MCO 12451.2DMCO 12451.2D.

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 through the new SharePoint tool, effective immediately (dated 22 Jun 2026), pending MCO 12451.2D revision. Servicing HROs execute approval authority per MCO 12451.2DMCO 12451.2D and the Department of Navy Civilian Human Resources Manual 451-02Department of Navy Civilian Human Resources Manual 451-02.

Related references

• MARADMIN 280/26. Interim Guidance and Implementation of New Digital Submission Tools. Effective immediately. Supersedes email-based procedures.
• MCO 12451.2D. Honorary Awards for Civilian Employees. Primary policy currently undergoing revision.
• 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. HRO procedural 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.

Point of contact

MPC-40 Labor and Employee Relations

• Email: SMB_CIVILIAN_AWARDS@usmc.mil
• SharePoint application links per MARADMIN 280/26 paragraph 3.a and 3.b