Directive AD-09.4 ADMINISTRATIVE PROCESS FLOW
16790
30 OCT 2020
Seventh Coast Guard District Auxiliary Policy Directive AD-09.4
Subj: ADMINISTRATIVE PROCESS FLOW
1. PURPOSE. To define policy and procedures for submission of required paperwork within the Seventh District to ensure smooth, accurate, and timely processing.
2. ACTION. All Auxiliarists in the Seventh District shall comply with the contents of this Directive.
3. DIRECTIVES AFFECTED. This Directive overrides any policy contained in other D7 Directives concerning paperwork submission and flow. Directive AD-09.3 is canceled.
4. DISCUSSION. Enclosure (1) and (2) provides administrative guidance on the proper flow of paperwork within District Seven.
5. ENVIRONMENTAL ASPECT AND IMPACT CONSIDERATIONS. Environmental considerations were examined in the development of this directive and have been determined to be not applicable.
6. RESPONSIBILITY. The Director will maintain this Directive and make changes as required.
J. W. Briggs
Commander, United States Coast Guard
Director of Auxiliary
Seventh Coast Guard District
Encl: (1) Contact Information and Glossary
(2) Process Flow Guide
Enclosure (1) to CGD Seven Aux Policy Directive AD-09.4
Contact Information and Glossary
Commander
Seventh Coast Guard District (dpa)
Brickell Plaza Federal Building
909 SE First Avenue
Suite 446
Miami, FL 33131
Attn: Director of Auxiliary
Phone: (305) 415-7050
(800) 231-3856
Fax: (305) 415-7059
Website: http://www.uscga-district-7.org/
Glossary for Process Flow Guide:
AAC Auxiliary Air Station Coordinator
ATON Aids to Navigation
AUXLO Auxiliary liaison
BQ Basically Qualified
CDR Commander
CWO Chief Warrant Officer
DAC District Awards Coordinator
DCDR Division Commander
DCO District Commodore
DDC District Directorate Chief
DDSL Director’s Division Security Liaison
DEA Director’s Executive Assistant
DIRAUX Director of Auxiliary (mailing address and website shown above)
DO PSI Direct Operations Personnel Security Investigation
DOL Department of Labor
dpa Department of Prevention- Auxiliary. Office code for DIRAUX
DSO District/Division Staff Officer (IS=Information Services)
FC Flotilla Commander
FE Flight Examiner
FSO Flotilla Staff Officer
IQ Initially Qualified IT Instructor
NTC National Testing Center
OIA Order Issuing Authority
OP CDR Operational Commander (Active Duty Unit that Auxiliarist was working for)
OS PSI Operational Support Personnel Security Investigation
OTO Operations Training Officer
PATON Private Aids to Navigation
PQS Personal Qualification Standard
QE Qualification Examiner
RBS Recreational Boating Safety
SAR Search and Rescue
SECCEN Security Center
TCT Team Coordination Training
TQC Training Quota Management Center
VE Vessel Examiner
WS Watch Stander
Auxiliary Officer Codes Glossary
AV Aviation (District only)
CM Communication
HR Human Resources
IS Information Services
LP Legal/Parliamentarian (District only)
MT Member Training
SR Secretary Records
Awards
Awards (missing ribbons, certificates): FC a DIRAUX (D7 Help Desk) a FC
Award Submission: FC / DCDR / EXCOM a DCAPT a DCO a DAC a AUXLO aSector
CDR/Airsta CO Award Submission (EXCOM, District Staff Officers, ADSOs): DSO a DDC a DCOS a DCO a DIRAUX
Facilities (offer for use)
Surface Facilities: Member a FC a OIA (if initial) a VE aAUXDATAa DIRAUX (OTO via AUXDATA)
Air Facilities: FE (Inspector) a AAC a AUXDATA a DIRAUX (OTO via AUXDATA)
Radio Facilities: If initial or HF: Member a Inspector a AUXDATA a BC RTI a DSO-CM a DIRAUX (OTO via AUXDATA)
Re-inspection: Member a Inspector a DIRAUX (OTO via AUXDATA)
Flotillas & Divisions
Change of Officer Report: FC a DSO-IS a DIRAUX
Financial Reports: FSO-FN/SO-FN a FC/DCDR a DSO-FN a DCO a DIRAUX
Proctor List: FC a DCDR a DIRAUX a NTC
Record of Unit Meetings: FSO-SR a FC a SO-SR a DCDR a DIRAUX
Standing Rules: FSO-SR a FC a DCDR a DSO-LP a DCO a DIRAUX
Membership
New Enrollments: FC a DDSL a DIRAUX a Enroll .
Change of Member Status: (All: Disenrollments, Retirements, Death of Member) Member a FC a DCDR a DSO-HR a DIRAUX (D7 Help Desk)
(Disenrollment ltr) a DIRAUX
(Retirement certificate only) a DIRAUX
(Death of Member) a DIRAUX a EXCOM (Notification)
(Death of Condolence letter) a DIRAUX
ID Cards: Existing member, First issue:
Member a FC a DIRAUX (D7 Help Desk) a FC a MEMBER
Replacement (re-submit required photo and info):
Member a FC a DIRAUX (D7 Help Desk) a FC a
MEMBER AP-IQ to BQ/AX: FC a DIRAUX (D7 Help Desk)
Transfer Requests (In or out): MEMBER a Old FC a DIRAUX a New FC
Mishaps
Initial Verbal Report of Incident (Injury or Damage Claim):
Surface/Other than Aviation:
Member a OIA a SECTOR
Member a FC a DCDR a DCAPT/DCO a DIRAUX
Aviation:
Member a OIA a SECTOR
Member a AAC a DFSO and DSO-AV a FC a DCDR a DCAPT/DCO a
DIRAUX Damage Claims: Member a OP CDR (Station/AirSta) a SECTOR/AirSta (AUXLO) a DIRAUX (OTO) Injury Claims: Member a OP CDR (Station/AirSta) a SECTOR/AirSta (AUXLO) a DIRAUX a DOL (online)
Personnel Security Investigation (PSIs) Packages
DO PSI Package: Member a Sponsor (CSO Office) a SECCEN
OS PSI Package (part of Enrollment Package): FC a DDSL a DIRAUX
Training
Aviation Forms (7015, Biennial SAR/Flight Check, etc): Member a AAC a DEA-R & DSO-AV (copy) a DIRAUX
AUXOP Certification: FC a DIRAUX
C-Schools (Short Term Resident Training Request) Electronic Submission:
Member (via D7 Help Desk) a FC a DIRAUX a TQC a DIRAUX (Orders) a Member
ICS Course Completions (FEMA Courses): Member (copy of course completion) a D7 Help Desk
ICS Course Completions (Aux ICS Training Team): Instructor (class roster) a DIRAUX a FC (certificate)
Initial Certifications:
(Surface OPS) Member a QE a DIRAUX (D7 Help Desk)
(Aviation OPS) AAC a DEA-R and DSO-AV (copy) aDIRAUX
(All Marine Safety PQS) Member a DSO-MS a DIRAUX
(Medical) Member a FC a DIRAUX
(Public Affairs) Member a NTC a DIRAUX
(RBSPV and VE) FC a DIRAUX (D7 Help Desk)
(Auxiliary WS and ATON Verifier) FC a DIRAUX (D7 Help Desk)
(All Others) FC a DIRAUX (D7 Help Desk)
Note: If member has not previously submitted a DO PSI Package, then a DO PSI Package must be sent to DIRAUX before member can start training in the Air Program. Follow instructions as outlined in AD-07 (series).
QE Request: Member a FC a ADSO-OP (regional) a FC a Member
Note: ADSO-OP identifies QE and coordinates date/time/location/orders/etc for member/QE
Recertification:
FC a DEA-Certifications
FC (medical/marine safety/public affairs) a DIRAUX (D7 Help Desk)
AAC (aviation) a DIRAUX
Specialty Exams: MEMBER a FC/VFC/FSO-MT/Proctor (one of these) a DIRAUX (D7 Help Desk) a Proctor
TCT:
Requests: FC or FSO-MT a TCT FACILITATOR a DEA-TCT (only orders) a OTO a TQC
Rosters (AUXDATA entry) TCT FACILITATOR a DIRAUX
(Copies) TCT FACILITATOR a DEA-TCT and OTO
Trident, RBS and Cutterman Certification/Devices: Member a FC a DIRAUX
Visiting Member Certification: Current on Check ride
FC aADSO/OP aDSO/OP aDIRAUX a DSO/OP aADSO/OP aPOMS LOCATION ADMIN
Note: If member is not current on check ride: FC shall request QE via established process in these directives. After successful check ride follow flow process for current on check ride.
Waivers: (IT) Member a FC a DSO-MT a DIRAUX
(VE) Member a FC a DIRAUX
(NAVRULES) Member a DIRAUX (We accept Master license prior December 06)
Note: For IT waiver, concrete proof of experience and proficiency must be submitted. Waivers granted with proof of completing Power Squadron course for VE and current Masters License for NAVRULES.
Travel
Travel Orders: Member a DIRAUX (D7 Help Desk/Yeoman)