vvEPA
United States
Environmental Protection
Agency
Office of
Solid Waste and
Emergency Response
DIRECTIVE NUMBER: 9285.9-04
TITLE:
On-Scene Coordinator and Remedial Project Manager Special
Recognition Awards
APPROVAL DATE: ftnn/fiq
EFFECTIVE DATE: ft/WM
ORIGINATING OFFICE: <*«« of Solid Waste
0 FINAL
D DRAFT I 1 A- Pending OMB approval
{ j B- Pending AA-OSWER approval
STATUS: I 1 C~ For review &/or comment
[ ] D- .In development or circulating
headquarters
REFERENCE (other documents):
OSWER OSWER OSWER
/£ DIRECTIVE DIRECTIVE Di
-------
&
CZDA Washington. DC 20460
tm OSWER Directive Initiation R
2. Originator Information
Name of Contact Person Mail Code Office
Colleen Carruthe^s OPMI
1 . Directive Number
equest 9235.9-04
Telephone Code
3. Title
On-Scene Coordinator and Remedial Project Manager Special ^
Recognition Awards
4. Summary of Directive (include brief statement of purpose)
Announces awards program for OSCs & RPMS and conditions under which
these will be granted
5. Keywords
6a. Does This Directive Supersede Previous Oirective(s)?
No Yes
b.Dc
tes It Supplement Previous Uirecttve(s)?
No Yes
What directive (number, title)
What directive (number, title)
7. Draft Level
A - Signed by AA/DAA B - Signed by Office Director C
- For Review & Comment D - In Development
8. Document to be distributed to States by Headquarters?
X
Yes
No
This Request Meets OSWER Directives System Format Standards.
9. Signature of Lead Office Directives Coordinator
Bpfti C VinEDDS
10. Name and Title of Approving Official" rtr~
Henrv L. Longest
& Bruce Diamond, OERR/OPM Office
Date
fi/WRQ
Date
Directors 6/30/89
EPA Form 1315-17 (Rev. 5-87) Previous editions are obsolete.
OSWER OSWER OSWER O
/E DIRECTIVE DIRECTIVE DIRECTIVE
-------
« UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
/ WASHINGTON. D.C. 20460
OP
SOLID WASTE AND EMERGENCY RESPONSE
MEMORANDUM
SUBJECT: Transmittal of Directive for On-Scene Coordinator and Remedial
Project Manager Special Recognition Awards
FROM: Henry L. Longest II, Director /V
Office of Emergency and Remedial Response
-; /
i eruce Diamond, Directoi
J Office of Waste Programs Enforcement
TO: Waste Management Division Directors, Regs. I, III-X
Environmental Services Division Directors, Regs. I, VI, VII
Emergency and Remedial Response Division Director, Reg. II
Congressional and Intergovernmental Liaison Office .Director,
Reg. VII
This memorandum transmits Office of Solid Waste and Emergency Response
Directive 9285.9-04 (Attachment A) that establishes the On-Scene Coordinator
(OSC) and Remedial Project Manager (RPM) Special Recognition Awards. The
Regional OSC/RPM Special Recognition awards will begin this 1989 fiscal
year. Accordingly, funds are reprogrammed to each Region for the 1989
awards. Attachment A of the attached Directive gives the distribution
of funds by Region. We also attach a memorandum noting the transfer from
Elizabeth Craig, Acting Director, Resource Management Staff, Office of
Program Management ana Technology, Office of Solid Waste and Emergency
Response.
Following is a compressed timetable for implementation for the 1989
Regional Notable Achievement Awards that varies from the schedule for
succeeding years outlined In the Directive. The 1989 compressed schedule
is:
Division Director requests nominations, as outlined on
p.5 of the Directive, by July 14.
Nominations, as outlined on p.5 of the Directive,
to be submitted to Division Directors by August 4.
-------
-2-
D1vision Director submits nominations, as outlined on
p.5 of the Directive, by August 13.
Regional Administrator chooses awardees prior to
September 30, as outlined on p.5 of the Directive.
Attachments
cc: Jonathan Z. Cannon
Robert Duprey
Thaddeus Juszczak
Meg Kelly
Walter Kovalick
Elaine Stanley
Timothy Fields
Russell H. Wyer
Larry Reed
Clem Rastatter
Thomas Dunne
Robert Pavlik
William English
Colleen Carruthers
Mary T. Moorcones
Betti Van Epps
Regional OSC/RPM Support
Program Advisors
Headquarters OSC/RPM
Support Program Advisors
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, O.C. 20460
JUN29I989
SOLID WASTE AND £ME«GENCv RESPONSE
MEMORANDUM
SUBJECT:
FROM:
TO:
On-Scene Coordinator and Remedial Project Manager Special
Recognition Awards -- OSWER Directive 9285.9-04
Henry L. Longest II, Director
Office of Emergency and Remedial Response
Diamond, Director £
Office of Waste Programs Enforcement
Waste Management Division Directors, Regs. I, III-X
Environmental Services Division Directors, Regs. I, V, VII
Emergency and Remedial Response Division Director, Reg. II
Congressional and Intergovernmental Liaison Office Director,
Reg. VII
PURPOSE .
s
The purpose of this directive is to establish the On-Scene Coordinator
(OSC) and Remedial Project Manager (RPM) Special Recognition Awards and
provide guidance and procedures for these awards. This directive also
establishes the phased timeframe for implementation of the awards, which
are to be awarded each fiscal year, and announces the transfer of funds to
the Regions targeted toward the FY 89 phase of the awards.
INTRODUCTION AND BACKGROUND
The On-Scene Coordinator/Remedial Project Manager Special Recognition
Awards effort 1s a component of the OSC/RPM Support Program. The purpose
of the On-Scene Coordinator/Remedial Project Manager Special Recognition
Awards is to recognize the added, often unique, responsibilities and efforts
that OSCs and RPMs perform, frequently under highly stressful conditions.
We are strongly committed to special recognition of our OSCs and RPMs.
Therefore, the OSC/RPM Special Recognition Awards are to be regarded as *n
addition to the ongoing annual EPA awards, rather than as a substitute
the ongoing annual EPA awards.
Office of Emergency and Remedial Response (OERR) funds, which *re to
be separate from the already budgeted Regional cash awards, will fund these
awards; and, funds are being reprogrammed from Headquarters to each Region
to'fund the Regional OSC/RPM Special Recognition Awards.V Regional funds
and the number of awards vary according to number of OSCs and RPMs per Region
*See Attachment A for a breakout of funds by Region.
-------
-2- OSWER Directive 9285.9-04
•
The OSC/RPM Special Recognition Awards program envisions two catego-
ries of recognition specifically designed for RPMs and OSCs. Cash awards
are one category of recognition; cash awards can be large monetary awards
(as high as $5,000) or small amounts ($100). Non-monetary awards are
the second category of recognition; non-monetary awards can cover a wide
spectrum of Incentives, such as coffee mugs, special equipment cases for
OSC's, T-shirts, special hats, etc.
Please note that both categories of awards fall within the general re-
quirements outlined in EPA Publication 3130, Awards Manual (Attachment B),
for: (1) sustained superior performance and (2) special acts. Established
EPA procedures and practices for justifying the awards and the mechanisms
for delivering the awards must be utilized in gran fig the awards. So,
although nomination, special criteria and selection procedures specific
to the OSC/RPM Special Recognition Awards are outlined herein, the proce-
dures, such as forms, signoff for funds, etc., must also be adhered to
as outlined in Chapter 3 of the Awards Manual. Note that there is some
flexibility in procedures for $100 awards; each Region should establish
a simplified process to be followed, similar to the one outlined in
Attachment C.
The OSC/RPM Special Recognition Awards have added specific classes
of awards (Attachment D) and criteria (Attachment E) tailored to OSCs
and RPMs, over and above the criteria outlined in the Awards Manual.
The discussion below sets forth some general guidelines and the empha-
sis for these awards, the classes of awards, a process for choosing the
awardee, the criteria for the awards and an implementation schedule for
the award. We have built into the initial implementation phase the means
to monitor and evaluate the awards system after a year so that we can make
any necessary mid-course correction.
GUIDELINES
The monetary amount of the award is to be commensurate with the effort
involved. For example, a large cash award might be warranted for a parti-
cularly complex problem solved at a particular site, whereas a smaller cash
and/or non-monetary "On-the-Spot" type of award could be given after a
particularly stressful hurdle (e.g., large, "hot" public meeting, etc.)
is surmounted.
We would Hke to get away from the traditional "milestones achieved"
type of award. The criteria outlined in this discussion were developed
with this in mind. The criteria, although tailored primarily to OSCs and
RPMs, are intended to provide flexibility in choosing awardees while pro-
viding some structure for uniformity in rationale for the awards. In
order to be eligible for an OSC/RPM Special Recognition Award, an awardee
must meet at least one (not all) of the criteria listed 1n Attachment C.
We want to emphasize that all nominations for awards must be adequately
ju's-tified in relation to the special criteria.
-------
-3- OSWER Directive 9285.9-04
The funds dedicated for the OSC/RPM Special Recognition awards are to be
used exclusively for OSCs and RPMs, except far special Superfund team efforts
(that involve others 1n addition to OSCs and RPMs) and the On-the-Spot awards.
These two latter awards are designed explicitly to allow for recognition of
exemplary efforts of those other than OSC/RPMs for a Superfund related activity,
e.g., attorney, paralegal or clerical staff contributions within a group effort,
teamwork with the U.S. Coast Guard, etc. The team size will be limited to
approximately four to seven people, and award recipients will share equally in
the award. Also, Superfund support staff (including clerical staff), in addition
to OSCs and RPMs, would be eligible for "On-the-Spot" awards of $100, for
exceptional effort. Use of Special Recognition Awards funds for other than
OSCs and RPMs are limited to these conditions.
We do, however, encourage managers to continue to use the existing Regional
awards system and budget to reward all Superfund related employees. Additionally,
OSCs and RPMs will remain eligible for, and must be considered for, Aga.ncy
awards under the existing awards system for other sustained superior performance
and special acts efforts. As stated above, the OSC/RPM Special Recognition
Awards are designed explicitly to recognize the unique responsibilities of
OSCs and RPMS in an effort to improve retention of the OSCs and RPMs, and,
as such, are in addition to the existing awards system rather than a substitute
for the existing awards system.
We envision that most of the OSC/RPM Special Recognition Awards will fall
within the Special Acts category of awards that are ons-time "special act"
awards, which are governed by the scales in the Appendix of the EPA Awards
Manual. However, should the award fall within the "sustained superior perfor-
mance11" category, there is a more stringent limit on the monetary value of the
awards within a fiscal year; again, we refer you to the attached Awards Manual
for further information.
IMPLEMENTATION/PROCESS SCHEDULE
For fiscal year 1989, only Regional Notable Achievement Awards and Regional
Merit Awards will be awarded.National Notable Achievement Awards will not be
awarded until June 1990 to allow for employees to have the opportunity to learn
and compete under the new awards criteria. The schedule is as follows:
Qn-the-Spot Awards - These awards can begin immediately. The monetary
award of $100 can be a simple procedure similar to the one outlined in
Attachment C. This procedure has been utilized already in some Regions
and here 1n Headquarters. For the token non-monetary awards, such as
mugs or T-shirts, you can order them with a procurement request from
various vendors that supply these items. For your information,
Attachment F includes a list of vendors that some Headquarters offices
have utilized. One portion of the On-the-Spot Award is a 30-minute
meeting of the award recipient with the Regional SES manager of his/
her choice; we would very much like you to facilitate these meetings
-------
' ' • -4- OSWER Directive 9285.9-04
as I see them as an important morale booster that fosters dialogue between
managers and staff. Copies of awards and justifications should be sent
to the Director (OS-110), Technology Staff, Office of Program Management
and Technology, OSWER, Headquarters (hereinafter, "Director, Technology
Staff) within 15 days of approval .V
Peer of the Quarter Awards - This award is optional for the Regions with
more than 11 OSCs and more than 30 RPMs to provide equitable recognition
of employees in Regions with larger numbers of OSCs and RPMs. The award
could be given as early as September 1989 at your option. Procedures for
disbursing funds to the awardee are identical to the On-the-Spot Awards.
Note that degree of application of criteria for the Peer of the Quarter
Awards .are less stringent than the National and Regional Peer of the Year
Awards. The schedule will be:
Division Director requests peer nominations from OSCs and RPMs
at beginning of each fiscal year quarter to be based on activities
in the preceding quarter.
Nominations due to Division Director within three weeks of
beginning of each fiscal year quarter.
Division Director submits nominations, along with his/her
recommendations to the RA within three weeks of closing
date for nominations, with copy to the Director, Technology
Staff.*/
RA chooses awardees within three weeks of receipt of nomi-
nations from Division Director and notifies Director,
Technology Staff.V
Regional Notable Achievement Awards - These awards will be awarded each
September, beginning September 1989. Note that a recipient of a National
Notable Achievement Award, to be awarded in June of each year, cannot
receive a Regional Notable Achievement Award in September of that year
for the same effort. However, a person nominated for an activity for a
National award can be nominated for, and receive, a Regional award for
*I am asking the Director of the Technology Staff, Office of Program Management
and Technology, to monitor the awards process during fiscal years 1989 and
1990 for two reasons: (1) to evaluate, after one year, how well the criteria,
etc., are working so that we can make any necessary mid-course corrections to
the criteria and process; and (2) to determine if OSCs and RPMs are continuing
to receive awards under the Agency's existing awards process at the same rata
as previously.
-------
-5- OSWER Directive 9285.9-04
that same, effort 1f he/she was not chosen for the National award. The
schedule for the Regional Notable Achievement Awards process is:V
- f ~ '•' '
Division Director requests nominations with justification/
documentation from supervisors and nonsupervisors by June 15
for activities performed during period from April 1 of previous
fiscal year through March 31 of current fiscal year.
Nominations with justification to be submitted to Division
Directors by July 5.
Division Director submits all the nominations, along with Divi-
sion Director's recommendations, to the Regional Administrator
by August 31. with copies to Director, Technology Staff (see
footnote, p. 4).
Regional Administrator chooses awardees prior to September 30
(so that cash award can be processed with current fiscal year
funds allotted for the awards), with notification to Director,
OERR, and Director, Technology Staff (see footnote, p. 4).
Regional Administrator holds ceremony around September 30, or
in early October to bequeath awards.
Headquarters will be responsible for ordering the pins each year for the
Regional Notable Achievement Awards. For FY 89 you may obtain pins by
contacting the Director, Technology Staff. An example of a certificate
that your audio-visual personnel can copy will be forwarded to you.
Nationa1 Notab1e Achievement Awards - These awards will be awarded each
June, begfnriing June 1990. Note"Wat a recipient of a National Notable
Achievement Award cannot receive a Regional Notable Achievement Award in
September of that year, for the same effort. However, a person nominated
for an activity for a National award can be nominated for, and receive, *
Regional award for that same effort if he/she was not chosen for the
National award. The schedule for the National NotaFTe Achievement Awards
process is:
By March 15, Division Director requests nominations with
justifi cation/documentation from supervisors and nonsupervi-
sory employees for activities performed during period from
April 1 of previous fiscal year through March 31 of current
fiscal year.
Nominations with ju,:ification (including subordinate staff .^-
tifications for supervisor award nominations) to be submitt-: • :
Division Directors by April 1.
* A compressed schedule, to be followed in FY 89, is outlined in the trans-.•••
memorandum.
-------
-6- OSWER Directive 9235,9-04
Division Director submits all the nominations, along with Divi
sion Director's recommendations and staff evaluations, to the
Regional Administrator by April 15, with copies to Director,
Technology Staff (see footnote, p. 4).
Regional Administrator submits nominations to Director of
OERR/National Awards Panel by April 30.
National Awards Panel chooses awardees by May 25.
AA for OSWER gives awards at Headquarters ceremony during
June.
Attachment A-F
cc: Jonathan Z. Cannon
Robert Duprey
Thaddeus Juszczak
Walter Kovalick
Elaine Stanley
Thomas Dunne
Robert Pavlik
William English
Betti Van Epps
-------
ATTACHMENT A
-
OSWER Directive
DISTRIBUTION OF AWARD FUNDS
BY REGION
-------
DISBURSEMENT OF FY 89
OSC/RPM SPECIAL RECOGNITION AWARDS FUNDS
BY REGION
(Based on On-Board Strength as of 9/30/88)
ATTACHMENT A
OSWER Directive 9285.9-04
Regional Notable *OSC Peer of *RPM Peer of *On-the-Spot
Region Achievement Awards Quarter Awards Quarter Awards Awards
Region I
ESD
WMD
Team Reserve
Region II
ERRD
Team Reserve
Region III
WMD
Team Reserve
Region IV
WMD
Team Reserve
Region V
WMD
Team Reserve •
Region VI
ESD
WMD
Team Reserve
1
3,000
3,000
7,000
12,000 110 110
14,000
12,000 110 110
14,000
12,000 110 110
14,000
12,000 110 110
14,000
\
6,000 110
6,000 110
14,000
240
460
1,180
880
880
880
220
660
Regional
Total
13,700
27,400
27,100
27,100
27,100
27,100
*Each award averaged at $100 for each award with additional money for token such as mug, T-shirt, etc.
-------
-2-
ATTACHMENT A
OSWER Directive 9285.9-04
Regional Notable
Achievement Awards
Region
Region VII
ESD 3,000
WMD 3,000
Team Reserve 7,000
Region VIII
WMD 6,000
Team Reserve 7,000
Region IX
WMD 6,000
Team Reserve 7,000
Region X
WMD 6,000
Team Reserve 7,000
TOTAL
*OSC Peer of
Quarter Awards
*RPM Peer of
Quarter Awards
110
*On-the-Spot
Awards
240
460
700
690
700
Regional
Total
13,700
13,700
13,800
13,700
$204,400
*Each award averaged at $100 with additional money for token such as mug, T-shirt, etc
------- |