R 021235Z FEB 12

ALCOAST 044/12
COMDTNOTE 7210
SUBJ: AMPLIFYING GUIDANCE FOR EXECUTIVE AND GENERAL PARTICIPATION IN
AFFINITY GROUP CONFERENCES
A. COMDT COGARD WASHINGTON DC 162054Z DEC 11/ALCOAST 571/11
1.  PURPOSE: THIS MSG PROVIDES AMPLIFYING GUIDANCE FOR AFFINITY
GROUP-RELATED ACTIVITIES INCLUDING PROCEDURES FOR PLANNING OR
ATTENDING AFFINITY GROUP CONFERENCES AND MEETINGS. AFFINITY GROUPS
PROVIDE TREMENDOUS MENTORING AND CAREER GUIDANCE OPPORTUNITIES FOR
ALL IN ATTENDANCE AND AID IN THE RETENTION OF A DIVERSE WORKFORCE.
2.  BACKGROUND:  REF (A) PROVIDES INTERIM GUIDANCE AND DEFINES THE
PROCESS TO REQUEST THE REQUIRED APPROVAL BEFORE HOSTING AND/OR
ATTENDING CONFERENCE-RELATED ACTIVITIES.  EFFECTIVE IMMEDIATELY,
EXPENDITURE OF FUNDS FOR ATTENDANCE AT CONFERENCES MUST NOW BE
DOCUMENTED ON A CONFERENCE ATTENDANCE REQUEST FORM AND QUESTIONNAIRE.
THESE FORMS SHALL BE APPROVED BY THE CO/OIC OR THE FIRST O-6/GS-15 IN
THE CHAIN OF COMMAND AND RETAINED LOCALLY FOR AUDIT DOCUMENTATION PER
SECTION 7.10 OF THE DHS FINANCIAL MANAGEMENT POLICY MANUAL WHICH IS
AVAILABLE ON DHSCONNECT.  ANY CONFERENCE ATTENDANCE THAT INCURS COST
OTHER THAN EMPLOYEE TRAVEL AND/OR PER DIEM MUST BE APPROVED BY THE
COAST GUARD CHIEF FINANCIAL OFFICER (COMDT (CG-8)) PER INTERIM OMB
RESTRICTIONS.  MOST NATIONAL, NON-CG SPONSORED AFFINITY GROUP
CONFERENCES INCUR COSTS OTHER THAN EMPLOYEE TRAVEL AND PER DIEM AND
THEREFORE REQUIRE COMDT (CG-8) APPROVAL.
3.  IN SUPPORT OF PARAGRAPH 4.C. OF REF (A), INDIVIDUAL MEMBERS
DESIRING TO ATTEND A NATIONAL AFFINITY GROUP CONFERENCE FOR
PROFESSIONAL DEVELOPMENT AND NETWORKING PURPOSES SHOULD NOT SUBMIT A
CONFERENCE ATTENDANCE REQUEST FORM TO THEIR SUPERVISORS.  THE OFFICE
OF DIVERSITY (COMDT (CG-12B)) IS IDENTIFIED AS THE PROGRAM OFFICE
THAT IS AFFILIATED WITH EXECUTIVE AND GENERAL PARTICIPATION AT
AFFINITY GROUP CONFERENCES (I.E. WOMEN IN AVIATION, ASSOCIATION OF
NAVAL SERVICES OFFICERS, BLACKS IN GOVERNMENT, ETC.). THEREFORE,
COMDT (CG-12B) IS RESPONSIBLE FOR SUBMITTING ONE GROUP CONFERENCE
ATTENDANCE REQUEST FORM TO COMDT (CG-8) FOR CG-WIDE ATTENDANCE FOR
EACH EVENT.  UPON RECEIVING APPROVAL FROM COMDT (CG-8) FOR CG
ATTENDANCE AT A NATIONAL AFFINITY GROUP CONFERENCE, COMDT (CG-12B)
WILL ADVERTISE CONFERENCE INFORMATION VIA ALCOAST SOLICITING CG
MEMBER ATTENDANCE/PARTICIPATION.
4.  THE CIVIL RIGHTS DIRECTORATE (COMDT (CG-00H)) CONTINUES TO BE
RESPONSIBLE FOR ALL ASPECTS OF NOMINATIONS, SELECTION, TRAVEL AND
LOGISTICS FOR RECIPIENTS OF AWARDS IN RECOGNITION OF MERITORIOUS
CIVIL RIGHTS PERFORMANCE, WHICH ARE CONFERRED AT AFFINITY GROUP
CONFERENCES. THEREFORE, COMDT (CG-00H) WILL BE RESPONSIBLE FOR
SUBMITTING ATTENDANCE REQUEST FORMS TO COMDT (CG-8) FOR AWARD
RECIPIENTS.  PERSONNEL ATTENDING AFFINITY GROUP CONFERENCES FOR
RECOGNITION PURPOSES SHOULD CONTACT COMDT (CG-00H) TO OBTAIN APPROVED
CONFERENCE ATTENDANCE REQUEST FORMS.
5.  AS STATED IN REF (A), IT IS INCUMBENT ON ALL COAST GUARD
PERSONNEL TO MAKE EVERY EFFORT TO REDUCE CONFERENCE RELATED SPENDING
TO THE ABSOLUTE MINIMUM FOR THE COAST GUARD TO PERFORM ITS MISSIONS.
WHILE SUPPORT OF AFFINITY GROUP PARTICIPATION IS STILL ENCOURAGED,
COMMANDS ARE EXPECTED TO BALANCE COST WITH GAIN AND SHOULD LIMIT
ATTENDANCE TO INDIVIDUALS WHO CAN MATERIALLY CONTRIBUTE TO, OR
BENEFIT FROM, EACH EVENT.
6.  THIS GUIDANCE REMAINS IN EFFECT UNTIL FURTHER POLICY IS APPROVED
AND DISSEMINATED.
7.  POCS:
     A.  COMDT (CG-00H):  CAPT PAUL BOINAY, (202) 372-4502,
         PAUL.E.BOINAY(AT)USCG.MIL.
     B.  COMDT (CG-08):  CDR SHANNON MCCULLAR, (202) 372-3688,
         SHANNON.W.MCCULLAR(AT)USCG.MIL.
     C.  COMDT (CG-12B): CDR TANYA SCHNEIDER, (202) 475-5247,
         TANYA.L.SCHNEIDER(AT)USCG.MIL.
8.  VADM J. P. CURRIER, DEPUTY COMMANDANT FOR MISSION SUPPORT, SENDS.
9.  INTERNET RELEASE AUTHORIZED.