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U.S. Coast Guard Auxiliary

Auxiliary Deployment Guide

30 October 2019

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NOTICE:

This document has been prepared to assist members of the U.S. Coast

Guard Auxiliary as they prepare for deployments in support of the U.S.

Coast Guard. It reflects the collective experience of a diverse group of

Auxiliary contributors. Please direct suggestions for improvements to the

U.S. Coast Guard Auxiliary’s Emergency Management & Disaster

Response Directorate.

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Auxiliary Deployment Guide i

Table of Contents

References ............................................................................................................................... 1

Section 1 – Introduction .......................................................................................................... 1

Section 2 – General.................................................................................................................. 2

Attitude................................................................................................................................... 2

Command, Leadership, and Management.............................................................................. 2

Saluting .................................................................................................................................. 3

Coast Guard Ranks and Rates............................................................................................... 3

Deployment Length ................................................................................................................ 3

Section 2 – Long-Term Preparations for Future Deployments ............................................. 4

Personal Documents and Qualifications File........................................................................... 4

Uniforms................................................................................................................................. 4

Auxiliary ID Card .................................................................................................................... 5

Coast Guard Computer Access .............................................................................................. 5

Coast Guard Finance Center.................................................................................................. 6

Personnel Security Investigation............................................................................................. 6

Passport................................................................................................................................. 6

Visas ...................................................................................................................................... 6

Medical Readiness ................................................................................................................. 6

Medication Allergies ............................................................................................................... 7

Immunizations ........................................................................................................................ 7

Medications ............................................................................................................................ 8

Eyeglasses and Contact Lenses............................................................................................. 8

Advanced Preparation for Personal and Professional Commitments ...................................... 8

Section 3 – Short-Term Preparations for Actual Deployment..............................................11

Coordination With Deployment Site or Vessel .......................................................................11

Deployment Site and Conditions Research ...........................................................................12

Rescheduling Appointments ..................................................................................................13

Confirmation of Alternative Arrangements for Personal Obligations.......................................13

Orders ...................................................................................................................................13

Finance .................................................................................................................................14

Section 4 – Travel to the Deployment Site ............................................................................16

Credit Card Use.....................................................................................................................16

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ii U.S. Coast Guard Auxiliary

Security .................................................................................................................................17

Travel Delays ........................................................................................................................17

Notifications...........................................................................................................................17

Section 5 – Arrival and In-Processing at Shoreside Deployment Sites ..............................17

Check-In................................................................................................................................17

Briefings ................................................................................................................................17

Section 6 – Operations at Shoreside Deployment Locations ..............................................20

Section 7 – Demobilization.....................................................................................................21

Section 8 – Post-Deployment Activities ................................................................................22

Section 9 – Special Procedures for Shipboard Deployments..............................................23

Shipboard Etiquette...............................................................................................................23

Personal items.......................................................................................................................25

Enclosure 1 – Recommended Packing Lists.........................................................................27

Enclosure 2 – Acronyms ........................................................................................................33

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Auxiliary Deployment Guide 1

References

COMDTINST 3010.11E – U.S. Coast Guard Emergency Management Manual

COMDTINST M5100.47 (series) – Safety and Environmental Health Manual

COMDTINST M5700.13 – Coast Guard External Affairs Manual

COMDTINST M6000.1F – Coast Guard Medical Manual

COMDTINST M16798.3E – Auxiliary Operations Policy Manual

COMDTNOTE 5728 – Change 1 to Public Affairs Manual

COMDTPUB P3120.17B – USCG Incident Management Handbook

Incident Command System PQS Guide, dated November 2014

COMDT CG-5RI Policy Memo – User Access and Information Management for the

Incident Management Software System (IMSS), dated 14 July 2016

ALCOAST 297/16 - Subject: Full Operational Capability (FOC) for the Incident

Management Software System (IMSS) to Support Operations Using the Incident

Command System

The Coast Guard Public Affairs Style Manual

Department of Transportation – 2016 Emergency Response Guide

National Response Team – Use of Volunteers Guidelines for Oil Spills

Section 1 – Introduction

The concept of Auxiliary “Deployments” in support of the Coast Guard is as old as the

Auxiliary itself. Congress created the Auxiliary in 1939 to allow use of trained volunteers

to improve Coast Guard recreational boating safety programs. Auxiliary “Volunteers”

deployed with their personal boats and yachts to do that mission. Later, during World

War II, the Auxiliary deployed aboard those vessels and aboard ships of the line.

Auxiliarists have proudly continued to provide augmentation in times of peace and war

and today play a vital role in guarding the 95,000 miles of sovereign U.S. coastline. The

imperative to prepare for Auxiliary deployments in support of Coast Guard missions is

captured in the current National Commodore’s Vision Statement. It announces the

Auxiliary intention, “To provide a diverse array of specialized skills, trained crews, and

capable facilities to augment the Coast Guard and enhance safety and security of our

ports, waterways, and coastal regions.”

This guide is intended to assist individual auxiliarists who have current Incident

Command System (ICS) and other professional qualifications as they prepare for

deployments outside their home district. It does not assume that an auxiliarist will have

ever been deployed before and focuses on individual preparations.

Some topics are not addressed in this guide.

• It does not address management of routine augmentation activities within

districts. Applicable sector and district guidance govern these activities.

• It does not replace existing guidance about how auxiliarists become qualified in

any specific functional area. These procedures are addressed in applicable

functional guidance and Performance Qualification Standards (PQS).

• It does not describe processing requests for forces or selecting individual

auxiliarists with the right qualifications to match response requirements for a

specific deployment.

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2 U.S. Coast Guard Auxiliary

• It does not address policies or procedures for obtaining orders for movement of

Auxiliary air, vessel, mobile radio, or enhanced mobile radio facilities. These

issues are addressed in the Auxiliary Operations Policy Manual and applicable

functional guidance.

• Finally, it does not provide functional guidance about how auxiliarists should

perform their duties during a deployment. Guidance on these topics is included

in applicable position job aids and governing directives.

Auxiliarists should consult their Auxiliary Chain of Leadership and Management (COLM)

about opportunities and procedures to follow if they wish to augment Coast Guard units

in their local district. The requirements and procedures for acquiring various ICS and

functional Coast Guard and Auxiliary qualifications are detailed in the applicable PQS.

Finally, functional guidance about how auxiliarists should perform their duties during

deployments is described in various position job aid documents as well as Coast Guard

and Auxiliary directives that govern those functions.

Section 2 – General

Attitude

The importance of a positive, “How can I help?” attitude cannot be

overemphasized. Staffing requirements change rapidly during response

operations. Operations may progress faster than expected and may reveal new

challenges that require prompt action. Those auxiliarists who make the greatest

contributions and achieve the greatest level of satisfaction during deployments

are the same auxiliarists who recognize these realities and adapt quickly.

Many auxiliarists wonder whether they will be fully accepted as members of the

response team or the ship’s crew. The reality is that team members care much

more about an auxiliarist’s competence than they do about what part of Team

Coast Guard they come from. An auxiliarist’s work ethic can make all the

difference. Auxiliarists may or may not have all the skill sets required for a new

assignment, but successful auxiliarists read, question, and strive to master the

tasks of a new assignment as rapidly as possible. Outstanding auxiliarists strive

to master those tasks and assist other team members. Never underestimate the

impact of picking up a broom and sweeping the floor during a slack period or

covering another member’s position so they can go to lunch.

Command, Leadership, and Management

The Auxiliary Chain of Leadership and Management (COLM) performs several

key functions in preparing an auxiliarist for deployment.

• The COLM in the auxiliarist’s home district normally coordinates,

conducts, and documents Core Training (CT) and other specialized

training that prepares an auxiliarist for deployment. When individual

auxiliarists complete other required training, demonstrate satisfactory

performance of requisite skills, and pass an oral board, they are issued

Coast Guard or Auxiliary Letters of Designation (LOD) to document these

qualifications and authorize the auxiliarist to perform those duties during

deployments.

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Auxiliary Deployment Guide 3

• Records of qualifications are maintained by the home district Director of

Auxiliary (DIRAUX) so that the auxiliarist can be contacted when an

auxiliarist with those qualifications is needed. This office also publishes

orders for deployment of auxiliarists based on travel order numbers

(TONO) and accounting data that are provided by the requesting unit.

• Auxiliarists maintain their affiliation with their home district during

deployments. This is known in military parlance as being “assigned to” or

“organic” to their home unit. Once deployed, these auxiliarists are also

considered to be “attached” to the unit, function, or activity they augment.

This means that they receive logistical support and respond to taskings

from the unit or group they are supporting. For shoreside deployments,

the mechanism for providing that support is the ICS. Likewise, the

auxiliarist is considered a part of the ship’s company for logistical

purposes during shipboard deployments. Auxiliarists continue in an

attached status during demobilization from the deployment, during travel

to their homes, and until they inform the unit that they have arrived.

Saluting

Auxiliarists have no rank and should not encourage enlisted crew members to

salute; however, auxiliarists should also remember that enlisted military

personnel are trained to salute as part of their earliest training. If a crew member

salutes an auxiliarist, it is a sign of respect and that courtesy should be returned

in kind. If the situation permits, the auxiliarist can discretely inform the crew

member that saluting an auxiliarist is not required.

Coast Guard Ranks and Rates

U.S. military personnel fall into one of three categories. They are enlisted

members, warrant officers, or commissioned officers. Warrant officers outrank

enlisted members. Commissioned officers outrank warrant officers and enlisted

members. “Rank” and “pay grade” are similar terms but not quite the same. “Pay

grade” refers to a member's pay.

“Rank” is a title and refers to the member's level of authority and responsibility.

An E-1 is the lowest enlisted pay grade – a “Private” in the Army and Marine

Corps, an “Airman Basic” in the Air Force, and a “Seaman Recruit” in the Navy

and Coast Guard. In the Navy and Coast Guard, the term “rank” is not used for

enlisted sailors. The proper term is “rate.”

Coast Guard ratings are general occupations that consist of specific skills and

abilities. Each has its own specialty badge, which is typically worn on the left

sleeve of the service dress uniform by all enlisted personnel in that field. With

ODUs, they wear generic rate designators that exclude the rating symbol.

Commissioned officers do not have ratings.

Deployment Length

There is no standard length for Auxiliary deployments, and the need for flexibility

about the duration of deployment is another important aspect of preparation.

Deployments for National Special Security Events (NSSE) may be for the days of

the scheduled event and perhaps some period before and after. Participation in

natural disaster response operations or augmentation of other federal agencies

may involve significantly longer commitments. Planners typically target rotating

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auxiliarists every two to three weeks during these types of response operations,

but conditions such as weather or mission changes while deployed may dictate

somewhat longer deployments than originally planned. For example, a

shipboard deployment that was originally planned to depart from one port for a

specified period and return to the same port might actually be extended based on

mission changes and might ultimately return to an entirely different port.

Section 2 – Long-Term Preparations for Future Deployments

Personal Documents and Qualifications File

Auxiliarists should start well in advance to assemble documents that prove their

qualifications and experience. More than just a resume, these documents should

include current copies of the auxiliarist’s individual training record from AUX

DATA, Letters of Designation (LOD) for all Coast Guard and Auxiliary

qualifications, and prior deployment evaluations (ICS Form 225s).

Other important records that should be kept up to date and ready in case of

deployment include vaccination records, and copies of doctor orders for

prescription medications.

Keeping all these documents in a central location, such as a document valise,

facilitates rapid, last-minute review and update immediately prior to deployment.

Uniforms

The Auxiliary Manual, COMDTINST M16790.1 Series, is the official guide on

components and wear of the Auxiliary uniform. It is a privilege for auxiliarists to

wear the uniform and how an auxiliarist wears that uniform during deployments

reflects not only on the auxiliarist but on Team Coast Guard as a whole.

Operational Dress Uniform (ODU)

ODUs are the normal work uniform worn by Team Coast Guard (active,

reserve, and auxiliary) during deployments.

Many, if not most, deployments will involve ongoing interaction with other

federal, state, and local agencies. To outsiders relatively minor

differences in the appearance of active duty and Auxiliarist uniforms are

not readily apparent. This is particularly true of Auxiliary position insignia.

Auxiliary position insignia should be replaced by cloth member insignia

prior to arrival in order to avoid confusing other personnel. The Auxiliary

Manual authorizes use of Velcro-backed insignia that can be rapidly

changed between insignia for the highest position held by the auxiliarist

and member insignia that should normally be worn during deployments.

Auxiliarists who opt for changing insignia when required should also

ensure that they carry an extra set of member insignia in case one is lost.

Auxiliarists should also wear matching insignia on their head gear (cover).

Tropical Blue Long

Some deployments, particularly shipboard deployments, may involve

more formal occasions when the Tropical Blue Long (Trops) uniform is

more appropriate. Auxiliarists who deploy in support of these operations

should consult with deployment supervisors to determine requirements for

the Trops.

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Auxiliary Deployment Guide 5

For deployment site or shipboard events when the Uniform of the Day

(UOD) is specified as Trops, Auxiliarists should wear member shoulder

boards. If the Auxiliarist is participating as an individual member of the

Auxiliary (for example, attending a deployment area flotilla meeting as a

visitor) wear of highest position shoulder boards is appropriate.

Specialty Uniforms

Specialty uniforms may be authorized for wear during some deployments.

For example, coveralls may be authorized in lieu of ODUs for pollution

response and other missions during which ODUs might become severely

soiled with grease and oil. Likewise, Coast Guard units and special event

coordinators may specify that the Auxiliary Food Service (AUXFS)

uniform should be worn when performing food service augmentation

activities. Auxiliarists should consult applicable functional guidance

documents for the proper wear of these and any other specialty uniforms.

Auxiliary ID Card

An essential part of preparing for any deployment involves making sure that the

auxiliarist has a current identification card and that it is in good condition. This ID

card serves as a primary means of identification and authorizes access to many,

but not all, Coast Guard and other military installations during deployments. It is

also proof that the auxiliarist is entitled to make limited use of Coast Guard

Exchange System (CGES) and Department of Defense (DoD) exchanges. It also

proves that an auxiliarist is authorized to receive support from Coast Guard

Morale, Welfare, and Recreation (MWR) activities and the Coast Guard Mutual

Assistance (CGMA) program.

Although Auxiliary ID cards are valid for five years, Auxiliarists with ICS

qualifications who are likely to be deployed should begin the process to replace

their ID cards two to three months prior to their expiration. A replacement ID

card can also be requested if the card is damaged, lost, or stolen. If the card is

lost or stolen the auxiliarist must provide written notification of the facts

surrounding the incident to the local DIRAUX through the auxiliarist’s Flotilla

Commander (FC).

Coast Guard Computer Access

Auxiliarists with ICS and other qualifications that require them to access Coast

Guard Standard Workstations or networks during deployments may be issued

Auxiliary Logical Access Credentials (ALAC). These cards do not include a

picture of the auxiliarist and cannot be used to grant physical access. Physical

access of auxiliarists to Coast Guard and DoD facilities and vessels can only be

granted based on presentation of an Auxiliary ID Card.

The ALAC includes Coast Guard Public Key Infrastructure (PKI) certificates to

allow access to government computers and networks. Logical access is defined

as that level of access which necessitates a Coast Guard Standard Workstation

account to input, review, manipulate, and extract data. This card also provides

access to web sites, information systems, and software applications within the

dot-mil domain.

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Coast Guard Finance Center

Reimbursements for travel, lodging, and other authorized expenses are

processed and paid by the Coast Guard Finance Center (FINCEN). These

payments are made exclusively by electronic funds transfer based on account

information provided by the Auxiliary member. Auxiliarist FINCEN accounts can

be created online at https://www.fincen.uscg.mil/secure/enrollment_form.cfm.

Personnel Security Investigation

Augmentation assignments that require access to Coast Guard Standard

Workstations and other operational or response data will require an auxiliarist to

have a higher level of Personnel Security Investigation (PSI) known as Direct

Operational (DO). Auxiliarists who have completed a DO-level investigation into

their background are eligible to be granted a clearance and access to some

levels of classified data when requested and justified by an operational

commander. This level of investigation is also required to obtain an ALAC.

Passport

Auxiliarists who want to deploy outside their home district in support of Coast

Guard operations should have a current (will not expire within one year),

personal United States passport. While initial deployment may be to a

Continental U.S. (CONUS) location, response requirements might dictate that the

auxiliarist’s qualifications could be better used in another location outside

CONUS. Auxiliarists who bring a personal passport with their other important

papers significantly increase their flexibility to respond in these situations.

However, unless otherwise required in an auxiliarist’s reporting instructions, an

official U.S. passport will not be required.

Visas

Shipboard and other deployments may require that the auxiliarist have visas for

countries the ship will visit. Auxiliarists will normally receive guidance on which

visas will be required when they are contacted regarding the deployment.

Medical Readiness

There is no requirement for auxiliarists to schedule a physical examination to

evaluate their physical readiness for deployment. However, auxiliarists are

required to use good judgment and common sense when evaluating their own

ability to carry out assignments during a deployment. Fortunately, these

decisions need not be made in a vacuum. Auxiliarists will be in a much better

position to make sound decisions about their medical readiness for deployment if

they have been examined within the past year by a health care provider (M.D.,

D.O., P.A., ARNP) who holds an unrestrictive license to practice medicine in any

state or territory of the United States. Auxiliarists who have been advised by a

health care provider about conditions that preclude their ability to safely and

reliably perform their duties during a deployment should not accept orders to

deploy in support of Coast Guard missions.

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Auxiliary Deployment Guide 7

Medical conditions that would normally preclude deployment of an auxiliarist

include, but are not limited to, the following:

• Current pregnancy

• Post-partum for a period of six weeks if not breastfeeding

• Post-partum for six months if breastfeeding

• Injuries or illnesses for which the auxiliarist’s health care provider has

prescribed physical limitations for six months or longer

• Reliance on insulin or other medications that require refrigeration when

refrigeration is not reliably available in the deployment area

Medication Allergies

While they do not preclude auxiliarists from being able to deploy, medication

allergies can have a major impact on decisions about medical treatment during a

deployment. Auxiliarists who have such allergies should consider wearing a dog

tag-style medical alert token to warn medical personnel about these conditions.

Bracelet-style warnings may not be appropriate because they can become

entangled in operating machinery.

Immunizations

Auxiliarists must also make sure that they are ready for deployments by having

and documenting required vaccinations. The following immunizations are

generally considered essential for CONUS deployments.

• Hepatitis A (or Twinrix)

• Hepatitis B (or Twinrix)

• Influenza

• Inactivated Poliovirus (IPV)

• Measles, Mumps, and Rubella (MMR)

• Tetanus Diphtheria (or Tetanus Diphtheria Acellular Pertussis)

Some Auxiliary deployments may be to regions characterized by considerable

health risks. Auxiliarists asked to deploy to these areas may obtain additional

required immunizations and “Boosters” at Coast Guard clinics prior to their

departure. Auxiliarists deploying to these areas will be notified about these

requirements as a part of their reporting instructions. They will also be given time

to obtain the immunizations and for the vaccines to become effective prior to their

departure. Immunizations given at Coast Guard clinics are provided at no cost to

the auxiliarist, but community and private clinics normally charge a fee for their

services. Receipts that document expenses for required vaccinations should be

retained and submitted as a reimbursable expense on the auxiliarist’s

subsequent travel claim.

In addition to immunization records maintained by health care providers,

auxiliarists should work with their doctor or clinic to ensure that all immunizations

are documented in a personal “Yellow Card” or book known as an International

Certificate of Vaccination. This book should be updated whenever the auxiliarist

receives new or updated immunizations to include those required for entry to

certain areas or countries. Some countries even require the Yellow Card as part

of the visa process and for later entry into the country.

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It is not unusual for auxiliarists to receive additional vaccinations during a

deployment (e.g., flu, tetanus, etc.). Auxiliarists who bring their yellow card for

CONUS deployments improve their capability to document these vaccinations.

If there is any doubt about whether an auxiliarist has received specific

vaccinations, a doctor can request a blood test to check for the associated

immunity.

Healthy adults aged 50 years and older should also consult their primary health

care provider about the advantages of vaccinations for shingles (zoster) and

pneumonia.

Medications

Auxiliarists preparing for deployment should bring sufficient medications for the

anticipated duration of the deployment. A minimum amount would be enough

doses for the duration of the deployment plus seven days. A better practice is to

bring enough for twice the expected length of their deployment. This practice will

ensure availability of needed medications if there are unanticipated travel delays.

A three-day supply of these medications should always be packed in “carry-on”

luggage. Additionally, plan to bring a copy of the prescription for these

medications in a travel valise with other important papers.

Transportation of medications that require refrigeration must be coordinated in

advance with commercial air, rail, bus, and other carriers. Auxiliarists should

consult with carriers prior to departure for additional requirements and specific

procedures that apply. They must also engage in candid conversations with

deployment site supervisors about the availability of secure, refrigerated storage

for these medications if refrigeration is not available in their assigned quarters.

Eyeglasses and Contact Lenses

Auxiliarists who have visual acuity that is correctable to 20-20 are eligible for

deployment without restrictions but should deploy with either 2 sets of

eyeglasses, contacts, or a combination of the two. If contact lenses are used, an

adequate supply of cleaning and disinfectant solutions should also be carried.

Auxiliarists may be asked to participate in some operations that require normal

color vision. For example, a person assigned to stand a helm or lookout watch

must be able to distinguish between red and green navigation lights on other

vessels and lateral aids to navigation (ATON). Auxiliarists who do not have

normal color vision should be particularly careful to disclose this fact to their

supervisors and may be restricted from some deployments.

Advanced Preparation for Personal and Professional Commitments

Auxiliarists should always strive to coordinate alternative arrangements for

ongoing personal and professional commitments well in advance of any

notification for deployment. Advanced planning allows employers and other

organizations to prepare contingency plans for alternative coverage of functions

and responsibilities normally covered by auxiliarists who may later be deployed.

Mail

Mail or packages piling up and spilling out of a mailbox, outside a door, or

on a porch can be an open invitation for criminal activity. Coordinating

with relatives or neighbors to collect mail and packages or notifying the

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Auxiliary Deployment Guide 9

Post Office to hold these items is an integral part of preparing for future

deployments.

Dependent Care

An auxiliarist who is worried about the welfare of a child or other loved

ones cannot fully concentrate on the task at hand during a deployment.

Adequately preparing for the care of loved ones should normally

necessitate candid conversations about individual situations and may

prevent auxiliarists from accepting orders to deploy outside their home

district.

Pet Care

Like caring for human loved ones, auxiliarists must ensure that they have

made adequate arrangements for care, feeding, and welfare of pets. This

involves more than just feeding and watering animals that have become

totally dependent upon their “human.” For example, arrangements should

include written authorization for the caregiver to obtain medical treatment

in an emergency.

Training

Experience demonstrates two important realities about deployment of

auxiliarists. First, most auxiliarists want to help when there is a need.

Second, far fewer auxiliarists have the ICS, personal, or professional

qualifications needed in these situations.

Auxiliarists can prepare themselves to make increasingly valuable

contributions in a time of need through a variety of training options.

Training begins with Auxiliary Core Training and continues during

member training sessions hosted by flotillas, divisions, and districts.

Some key skills can only be acquired through attendance at Coast Guard

“C” schools, but these courses are also available to auxiliarists who are

willing to make the commitment to attend.

In addition to course prerequisites for various ICS qualifications, the

following courses are all available online and can help an auxiliarist to

prepare for the challenges of deployment.

Federal Cyber Awareness Challenge

The Federal Cyber Awareness Challenge (USCG Course Number

502829) is intended to provide Information Assurance (IA) and

Information Systems Security (ISS) awareness information.

Auxiliarists who need access to Coast Guard standard

workstations must successfully complete this course before they

can be issued an ALAC. Thereafter, the course must be

completed each calendar year to maintain this level of access.

While the course is also available through the Auxiliary LMS,

ALAC holders must complete the Coast Guard version of this

course.

ICS 200, Basic Incident Command System for Initial Response

ICS 200 provides an overview of the ICS, the context for its use in

initial response operations, and supports higher-level ICS training.

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10 U.S. Coast Guard Auxiliary

This course is a prerequisite for several ICS and other

qualifications. It is available online through the Federal

Emergency Management Agency (FEMA) at

https://training.fema.gov.

ICS 800, An Introduction to the National Response Framework

ICS 200 provides an overview of the organizational concepts and

principles of operations involved in the National Response

Framework. This course is also a prerequisite for several ICS and

other qualifications. It is also available online through FEMA at

https://training.fema.gov.

Department of Transportation (DOT) Emergency Response Guide

(ERG) Training

This course is available through the University of Albany School of

Public Health and is designed to acquaint users with the DOT

Emergency Response Guidebook. It is available to auxiliarists at

https://ualbanycphp.org/learning/registration/tab.cfm?course=ERG

&s=Overview.

First Responder Awareness Level (Course Number 501538)

The First Responder Awareness Level course is available in the

Coast Guard catalog on the Aux LMS web site. It prepares

members of the USCG to recognize and avoid potential hazards

when they encounter situations that could potentially involve

hazardous materials.

Emergency Response – First Responder Operations Level (Course

Number 501540)

The First Responder Operations Level course is also available in

the Coast Guard catalog on the Aux LMS web site. It prepares

members of the USCG to take appropriate defensive measures

when they encounter situations that could potentially involve

hazardous materials.

Microsoft Office©

Coast Guard standard workstations utilize Microsoft Windows©

and Microsoft Office© software to conduct day-to-day operations.

Auxiliarists who deploy in support of Coast Guard operations

should have at least a basic level of proficiency with these

programs.

Incident Management Software System (IMSS)©

This program is the Coast Guard standard for tracking personnel

and creation of Incident Action Plans (IAP). Any auxiliarist who

has an ALAC card can access online training in the use of IMSS

at https://imss.iapsoftware.com.

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Auxiliary Deployment Guide 11

Section 3 – Short-Term Preparations for Actual Deployment

Coordination With Deployment Site or Vessel

When auxiliarists are initially contacted about a potential deployment, they should

attempt to obtain the name and contact information for a point of contact (POC)

with whom they can coordinate to determine certain critical information. When

such a POC is not available, preparations must be based on worst case

assumptions about the deployment.

Probable Assignment

Although assignments can and do change prior to and during

deployments, knowing in advance the planned assignment allows an

auxiliarist to pack appropriate uniforms, job aids, and any specialized

supplies or equipment that would not normally be available in the local

area. For example, an auxiliarist who anticipates an assignment as an

Arabic interpreter might want to take a previously annotated English/

Arabic phrase book and dictionary. Likewise, an auxiliarist who

anticipates an assignment as a Situation Unit Leader (SITL) would

probably want to take a tabbed copy of the Coast Guard Incident

Management Handbook (IMH) and the SITL Job Aid pamphlet.

Requested Date and Time of Arrival

Knowing when and where to report is essential. Although orders may

state when travel should begin, they may give only a general location

such as a city and state. Knowing an address in advance prevents

wasted effort searching for an Incident Command Post (ICP) or dock

location. Since some response operations can only realistically be

conducted during periods of daylight, duty hours are frequently

established for ICPs and certain other locations like Forward Operating

Bases (FOB). Knowing these hours in advance will avoid the frustration

of arriving when the facility is closed.

Per Diem Rate

Per diem rates for shoreside deployments vary from location to location

based on the cost of living in that area. Unless otherwise authorized, an

auxiliarist should only expect to be reimbursed for lodging, meals, and

incidental expenses up to the authorized per diem rate.

Certain deployments in the aftermath of a natural disaster may be to

areas with limited availability of commercial accommodations, and the

auxiliarist may be forced to make reservations at locations that charge

more than the normal per diem authorized. In these circumstances, a

multiple of the per diem rate may be authorized for a specified period. It

is imperative to confirm the actual per diem rate that will be authorized in

the deployment area when coordinating with site personnel rather than

relying on online tables published months before.

Availability of Cash Machines

In the aftermath of natural disasters commercial infrastructure may be

interrupted. If cash machines are not available in the deployment area,

auxiliarists will need to carry more cash than would otherwise be planned.

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Billeting Arrangements

Auxiliarists should also confirm the type of billeting arrangements that are

available for this deployment. For example, will hotel accommodations be

available, and if so, will the auxiliarist be sharing the room with another

person? Alternatively, are conditions such that the auxiliarist will be

sleeping on a cot in a tent with some number of other people? In these

more primitive living conditions, the availability of showering facilities

should also be confirmed.

Auxiliarists should also confirm the availability of electrical power, the type

(110v vs. 220v), cycles (50 vs. 60), availability of U.S.- or European-style

receptacles, and times when electricity is available. Anything other than

110v, 60-cycle current and U.S.-style receptacles may require the use of

transformers and plug adapters that may impact the operation and

recharging capabilities of some devices. At this point auxiliarists should

begin keeping receipts for any of components purchased for the

deployment so they can be claimed for reimbursement on a subsequent

travel voucher.

The availability of other amenities such as refrigeration and microwave

ovens should also be confirmed.

Local Transportation

In some instances, local commercial transportation will be available in the

deployment area and should be used because it is more advantageous to

the government. In other instances, the distance of the deployment

location from the auxiliarist’s home may be such that the auxiliarist will be

authorized to use a privately-owned vehicle (POV) to travel to and from

the deployment site and for local travel while in the area. Understanding

these requirements in advance can significantly simplify the orders

process.

Auxiliarists should confirm whether they will be authorized a personal

rental car or whether they may be required to share a rental car. If they

share a rental car, only one auxiliarist is authorized to rent the car and put

gas in the car, but both auxiliarists should be listed on the contract as

authorized drivers.

Restrictions on Wear of Uniforms

Uniforms are not viewed in the same light in all areas. Auxiliarists should

confirm prior to commencing their travel whether wearing uniforms while

traveling from their quarters to their work site will be authorized or

whether they should expect to change into a uniform when they arrive.

The answer to this question will have a significant impact on how to pack

for the deployment.

Deployment Site and Conditions Research

As soon as the deployment site and probable assignment have been finalized,

Auxiliarists should begin paying more attention to news media reports about

conditions and operations underway in the area. They should consult available

maps and charts of the area to familiarize themselves with the area prior to their

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Auxiliary Deployment Guide 13

arrival. They can also learn more about any additional vaccines that may be

needed in the area by visiting www.cdc.gov/travel.

Rescheduling Appointments

As soon as the tentative dates for the deployment have been finalized,

auxiliarists can begin clearing their calendars and rescheduling appointments

until several days after their anticipated return. Early action will ensure that the

auxiliarist does not have to worry during the deployment about rescheduling

appointments or incurring no-show charges.

Confirmation of Alternative Arrangements for Personal Obligations

This is the time to finalize prior arrangements for alternative coverage of personal

commitments during the deployment.

Employer Obligations

Auxiliarists should confirm with their employers as soon as reasonably

possible their impending absence and how long they expect to be gone.

Employee Obligations

Auxiliarists should also finalize previous plans for alternative supervisory

arrangements when they have obligations as employers. Employees will

need to understand alternative supervisory arrangements and procedures

that will be used to ensure prompt payment of wages and salaries in the

employer’s absence.

Orders

The DIRAUX in an auxiliarist’s home district will normally finalize orders for

deployment of individual auxiliarists outside their home district based on a travel

order number (TONO) and accounting string provided by the organization that

the auxiliarist will support. Policies and procedures for obtaining travel orders for

deployment of Auxiliary air, surface, mobile radio, and enhanced mobile radio

facilities are addressed in operational guidance publications related to these

facilities.

Orders serve several purposes. They document an auxiliarist’s assignment to

duty status for the period of the deployment and authorize entitlements such as

travel, per diem, advance payments, etc. Several copies of orders will likely be

needed during the deployment, but the original should be maintained in a safe

place so that it can be filed with the auxiliarist’s travel voucher.

Orders may come in several forms, but auxiliarists are normally assigned to

Coast Guard Temporary Additional Duty (TAD) using Form CG-4251.

Sometimes, a TAD Memo is issued before the CG-4251 is prepared. Such a

memo can be extremely helpful in making travel arrangements and hotel

accommodations. In times of emergency or critical operational need, an

auxiliarist may receive verbal orders from a Coast Guard unit to proceed on a

mission within U.S. waters. Verbal orders must always be followed up with

written orders.

Auxiliarists performing foreign official travel must have written Coast Guard

orders in hand prior to departure from the United States.

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14 U.S. Coast Guard Auxiliary

Finance

Notification of Financial Institutions

Many credit card companies will freeze credit card accounts when

charges are made in areas that are not usually frequented by the

customer. To ensure continuing access to available credit and debit card

functionality, deploying auxiliarists should notify appropriate financial

institutions about their impending deployment, the areas where they will

likely be operating, and how long they expect to be there.

Cash

There can be no standard for how much cash is enough and how much is

too much when traveling to a deployment site. Auxiliarists should carry

enough cash to cover local travel expenses going to and from airports,

planned travel meals, and enough to cover overnight expenses if a flight

is delayed, cancelled, or the auxiliarist misses a connection. How much

more cash should be carried will be dictated by the availability of cash

machines in the deployment area.

Travel Advance

Since individual auxiliarists must initially cover their own expenses for

hotels, meals, and incidentals, they must be prepared for significant out- of-pocket expenses until these expenses are reimbursed. It would not be

unusual for these expenses to run between $5,000 and $10,000 per

month and reimbursement by the Coast Guard can take several months.

Auxiliarists should carefully consider whether they can make use of their

available cash and credit limits to cover these expenses or whether they

should coordinate with their local DIRAUX office for a travel advance prior

to departure.

Receipts

As auxiliarists begin their travel preparations, they can also begin

incurring expenses. Future reimbursement for these expenses will only

be possible if the auxiliarist submits the receipts with a subsequent travel

voucher.

Travel Arrangements

Government travel regulations normally require auxiliarists to book airline,

hotel, and rental car reservations with a contracted travel agency. The

travel agency currently being used by the Coast Guard may change from

time to time based on changes in government contracts, but an

auxiliarist’s home DIRAUX office can provide the name and contact

number for the current contract.

Orders authorize travel from point A (usually the auxiliarist’s home) to

point B (usually the deployment site). That travel should normally be from

the closest airport to the point of deployment, unless choosing a different

airport is less expensive for the government. No side trips or layovers are

permitted unless specified in the order authorizing travel. Auxiliarists

should also confirm that there are no temporary baggage restrictions that

would limit normal baggage allowances.

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Auxiliary Deployment Guide 15

Travel agency representatives will also assist in making hotel

reservations. Prior coordination with deployment site POCs will help to

ensure that the booked hotel has a government rate that is equal to or

less than the then-current local per diem rate. The per diem rate is based

on the basic charge for the hotel. Additional charges for taxes and

parking will normally be reimbursed if properly documented on the hotel

receipt. Additional expenses for items such as laundry are considered to

be included in the allowance for meals and incidental expenses.

Auxiliarists should plan accordingly.

Use of Privately Owned Vehicles (POV)

In some cases, travel by POV may be authorized in orders as more

advantageous to the government. In these instances, local travel and

return travel must be by POV, and a local area rental car will not be

authorized.

Baggage

U.S. military personnel, including auxiliarists, may check five pieces of

baggage free of charge when traveling on orders. Each checked bag in

the free allowance may be up to 62 inches and weigh up to 50 lbs. The

size of a bag is calculated by adding the total outside dimensions of each

bag (length + width + height). U.S. military personnel traveling on orders

are also allowed one oversize and/or overweight bag in the free

allowance up to 100 lbs. and 115 inches for no additional charge. Travel

orders must be presented when checking the oversize and/or overweight

bag. The 70-lb. maximum bag weight limit for Europe and Asia does not

apply for U.S. military baggage if traveling on orders. A military ID must

be presented when checking bags but traveling in uniform is not required.

Auxiliarists should choose bags for a deployment with care. Only soft- sided bags are allowed aboard ship. Bags should offer some resistance

to water since they may be exposed to rain during transfers. They should

also be sewn with heavy-duty thread and have heavy-duty zippers or

closures that can be secured with a Transportation Security

Administration (TSA)-approved lock. Approved combination-style travel

locks work well for this purpose and do not require keeping up with keys.

Sooner or later every traveler is forced to deal with a delayed or lost bag.

Airlines can normally deliver these bags within 24 hours, but for this

reason auxiliarists should always plan to bring a carry-on bag that

contains all their important papers and items that would be needed for

approximately two days.

Since some bags are not delivered because tags are torn off, a copy of

the travel itinerary should be placed on top of the items inside each bag.

This will assist inspectors and airlines in locating the owner and delivering

the bag should the bag have to be opened in an attempt to determine the

owner.

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16 U.S. Coast Guard Auxiliary

Packing for the Deployment

Uniforms

Recommended uniform items and quantities are detailed in Enclosure 2.

Where appropriate, quantities include a minimum and recommended

number for each item as well as which items should be carried in a carry- on and which items should be packed in checked bags.

Civilian Clothes

Most deployments will involve situations when wear of appropriate civilian

attire is more appropriate than uniforms. Typical examples include travel

to and from the deployment locations, meals in a civilian establishment

during non-duty hours, etc.

Depending upon the mission, wear of T-shirts and shorts may not be

appropriate attire except while exercising. Bringing a civilian jacket or

windbreaker may also be appropriate.

Packing Liquids

All liquids carried in carry-on bags must comply with TSA guidance.

Current guidelines allow travelers to bring a quart-sized bag of liquids,

aerosols, gels, creams, and pastes in a carry-on bag and through the

checkpoint. Liquids are limited to travel-sized containers that are 3.4

ounces (100 milliliters) or less per item. Placing these items in the small

bag and separating from other carry-on items will also facilitate the

screening process. Items that are in containers larger than 3.4 ounces or

100 milliliters must be packed in checked baggage. Additionally, any

liquid, aerosol, gel, cream, or paste that triggers an alarm during

screening will require additional screening.

While not prohibited by TSA, aerosol cans are not permitted aboard ship

and may not be permitted in some countries. Liquids that require a spray

device for delivery must be in pump-style liquid containers. Further

sealing these containers in resealable plastic bags prior to packing will

help to prevent spillage during transport.

Jewelry

Only limited amounts of inexpensive jewelry should be taken on

deployments. Wearing expensive jewelry and watches also increases the

probability of being accosted during travel and break-ins at deployment

sites.

Section 4 – Travel to the Deployment Site

Auxiliarists should plan to depart their homes in enough time to arrive at the airport with

at least 90 minutes to complete the TSA screening, check-in and boarding processes.

During holiday seasons and peak travel periods, somewhat earlier arrivals should be

planned. The travel agents who assist auxiliarists in making their arrangements can also

advise them on these issues.

Credit Card Use

Auxiliarists should avoid using credit cards in airports and other public terminal

areas due to the potential for credit card abuse. They should plan to use cash for

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Auxiliary Deployment Guide 17

enroute expenses, and they should not hesitate to ask for a cash receipt for

items that they will later claim for reimbursement (i.e., plug converters, foreign

exchange, etc.).

Security

Auxiliarists should not talk to strangers about their mission. It might be an

exciting and interesting topic of conversation, but one never knows who might be

listening to people talking about ongoing response operations or military

deployments. During World War II, there was a very prudent saying that “Loose

lips, sink ships!” For similar reasons, military uniforms are not required and

should not be worn by auxiliarists during travel.

Travel Delays

Weather conditions, mechanical breakdowns, air traffic congestion, and

cancelled flights can all result in missed connections. Auxiliarists who miss a

connection should contact the authorized travel agency to make alternative flight

and hotel reservations. If these new arrangements result in additional, out-of- pocket expenses, auxiliarists must make sure they kept the receipts for these

expenses so the charges can be claimed on a subsequent travel voucher.

Notifications

Auxiliarists should notify their home DIRAUX office and deployment site

managers as soon as they arrive at the temporary duty station.

Section 5 – Arrival and In-Processing at Shoreside Deployment Sites

Check-In

Upon arrival at shoreside deployment sites an auxiliarist will be expected to

process through the Check-In Station. This will normally involve providing key

contact and assignment information on the ICS 211, Incident Check-In List.

Check-in may also involve completion of an ICS 219 (T-card) and entry of

personal data in IMSS. If IMSS is being used for check-in on this response,

individuals will normally have their picture made and be issued an incident

access badge.

Briefings

Experience confirms that responders can more quickly integrate into response

operations if they take the time up front to get a series of briefings and coordinate

for support they will need during their deployment. Toward that end, most larger

response operations will have a check-in sheet to guide and document these

briefings.

Safety Officer

The incident Site Safety Officer (SOFR) or an assistant will normally brief

incoming personnel about the most serious hazards in the local area and

specific hazards that are unique to a person’s assignment. This briefing

will also include an opportunity for responders to read, ask questions

about, and document their understanding of the Coast Guard Site Safety

Plan (ICS Form 208).

Since deployments often take place in a unified command environment,

auxiliarists should expect to work with a much larger team that includes

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18 U.S. Coast Guard Auxiliary

responders from other government agencies (federal and state at a

minimum) and contractors. Each of these organizations has a specific

function or role in the response and will usually have the most expertise

about the associated hazards. For these reasons, auxiliarists may also

be required to read, understand, and document their understanding of

these other plans.

Site safety plans address Personal Protective Equipment (PPE)

requirements, and auxiliarists should expect to be issued appropriate

PPE for their assignment. This will normally happen as part of the safety

briefing but may take place within the duty section. They will use this

equipment during the deployment and turn it back in as part of the

demobilization process.

Senior Auxiliary Technical Specialist

Larger ICS operations and particularly operations that involve a significant

number of auxiliarists will normally have an assigned Senior Auxiliary

Technical Specialist (THSP). This person will be an auxiliarist who has

extensive experience during augmentation deployments in support of the

Coast Guard. The THSP will normally advise incoming auxiliarists about

the status of Auxiliary operations and will be a source of advice and

assistance throughout the deployment.

Situation Briefing

Either the Planning Section Chief (PSC) or Situation Unit Leader (SITL)

will normally brief incoming personnel on the status of ongoing operations

and future plans. The SITL also provides situation updates at most

scheduled meeting of the command and general staff.

Resource Unit Briefing

The Resource Unit Leader (RESL) or an assistant will validate information

that was captured at sign-in on the auxiliarist’s ICS Form 219 (commonly

known as a T-card), the information in IMSS, and the incident access

badge.

The Resource Unit briefing will also address procedures that should be

used to request supplies and equipment. During some shorter and

perhaps smaller response operations, this briefing will also address

demobilization and documentation issues and procedures. In other

cases, involving longer and larger operations where a separate

Demobilization Unit has been established, this will likely be a separate

briefing.

Demobilization Briefing

Preparation for demobilization normally begins when a person checks in.

During the demobilization briefing, the Demobilization Unit Leader

(DEMOB), if assigned, will validate the auxiliarist’s expected

demobilization date and outline procedures to expect for out-processing

and redeployment to the auxiliarist’s home district.

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Auxiliary Deployment Guide 19

Documentation Unit Leader (DOCL) Briefings

All documents, pictures, sketches, and working papers generated as a

part of the response become a part of the official record of the response.

The DOCL briefing will address which documents and how many copies

must be retained and procedures related to documenting work products

generated on personal cell phones, cameras, and computers.

Logistics Briefing

Depending upon the size and complexity of the response a fully staffed

Logistics Section may be in place. Alternatively, various functional areas

may be consolidated under branch directors who report to the Logistics

Section Chief (LSC). Regardless of whether the briefings come from unit

leaders or branch directors, the content and functions must address the

same issues.

Services Branch Briefings

The Services Branch Director (SVBD) will ensure that communications,

food, and medical support issues are covered.

• If assigned, the Communications Unit Leader (COML) will brief

auxiliarists on the availability of incident cell phones and chargers.

If the auxiliarist is assigned a cell phone, the associated phone

number will be the number listed in the ICS 205a

(Communications List). If no phone is available, the auxiliarist

may be asked, but is not required, to provide a personal cell

phone number for this purpose. If the auxiliarist’s assignment will

require use of a portable radio, a radio and charger will be issued,

and a call sign will be assigned at this time. Auxiliarists who will

need access to response files and who are not issued a Coast

Guard Standard laptop computer should inquire at this time about

obtaining access credentials for the duration of the response plus

90 days.

• If assigned, the Food Unit Leader (FDUL) will provide information

about the availability of government messing and restaurants in

the local area. Typically, auxiliarists eat breakfast prior to their

duty shift. They coordinate a lunch break with their duty section

so they can get lunch and still provide coverage within the duty

section. They normally have a dinner meal on their own after the

duty shift is completed. The cost of these meals must be covered

by the auxiliarist and will be reimbursed as part of the meals and

incidentals allowance (part of the per diem rate) on subsequent

travel vouchers.

• If assigned, the Medical Unit Leader (MEDL) will brief auxiliarists

on procedures and locations in the Incident Medical Plan (ICS

206) for obtaining medical services during the deployment.

Auxiliarists normally use their personal insurance coverage and

provider networks to obtain medical services during a response.

Subsequent reimbursement for out-of-pocket medical expenses

during a deployment will be based on applicable medical

directives. Auxiliary-unique questions and issues should be

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20 U.S. Coast Guard Auxiliary

addressed to the MEDL (SVBD or LSC in the absence of a MEDL)

for resolution.

Support Branch Briefings

The Support Branch Director (SUBD) will ensure that ground support

issues such as rental car, government-owned vehicle (GOV), and facility

support issues are covered. Auxiliarists should inquire about whether

they will be allowed to drive GOVs and what conditions apply to their use.

They should also ensure that the Facilities Unit Leader (FACL), if

assigned, is aware of their billeting assignment.

Finance Section Briefing

The Finance Section Chief (FSC) or a deputy will provide auxiliarists

information about administrative and financial issues. The Administration

Unit Leader (ADMN), if assigned, will ask for a copy of each auxiliarist’s

orders and any amendments signed prior to their arrival. Auxiliarists

should also make sure they understand the procedures and timeframes

associated with obtaining changes to their orders, validate local per diem

rates, expectations about the frequency of filing for interim travel

payments, and confirm the availability of cash machines in the local area.

Duty Section Briefing

Auxiliarists will normally be briefed by their duty section and supervisor

regarding their assignment and ongoing operations. Critical information

that is normally addressed in these briefings include daily meeting

schedules (ICS Form 230), requirements for unit log keeping (ICS Form

214), and maintaining an individual chronology of events (ICS Form

214a). Supervisors should also outline their expectations for changeover

briefings, critical information reporting, and personnel evaluations (ICS

225). If any specialized mission equipment or supplies are required for

the assignment, they will normally be issued at the conclusion of this

briefing.

Section 6 – Operations at Shoreside Deployment Locations

As auxiliarists become more integrated into shoreside operations they settle into a daily

routine that is commonly known as a battle rhythm. That rhythm typically involves 10 to

12 hours of routine activity and seemingly always waiting for inputs for the next task.

These relatively calm periods are punctuated by periods of frenetic activity to complete

assigned tasks by the established deadlines. Yet what normally emerges in these

situations is the melding of individuals into a cohesive team or crew. People who are not

busy at the time pitch in to help those who are. People who have skills and

qualifications that their peers do not have lend a hand to mentor and document the

training of those who want to learn.

Flexibility is essential to the success of response operations during a deployment. An

individual may have been deployed with an expectation of performing in one role, but

rather than announcing their arrival to do X, Y, or Z, they will normally make a

significantly greater contribution by inquiring how they can assist. That may involve a

new assignment, a new location, or mastering new skills. One thing is certain: an

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Auxiliary Deployment Guide 21

auxiliarist can be certain that if asked to do something different, that task is more

important to the overall response.

As most auxiliarists are keenly aware, there are some tasks that by law they cannot

perform. They cannot perform duties that involve enforcing public law. These

restrictions would include, but would not be limited to, law enforcement or acting as a

Federal On-Scene Coordinator Representative (FOSCR). That does not mean that they

cannot provide support for those who are assigned these responsibilities. For example,

an auxiliarist can assist in preparing the paperwork to support others who issue Notices

of Federal Interest (NOFI) in pollution cases. Auxiliarists cannot carry weapons aboard

a patrol vessel, but they can ferry water and meals to those who do. Auxiliarists and

their supervisors should exercise extreme caution in determining which roles are

appropriate and which ones are not. Any doubts about the appropriateness of a specific

assignment should be referred to the consulting legal office.

Section 7 – Demobilization

Whenever possible, auxiliarists and other responders are rotated into and out of

deployment sites at regular intervals. Occasionally, mission requirements may delay

these rotations, but even the most dedicated of responders usually look forward to their

“Demob date.”

Under the best of circumstances, this process begins several days earlier when a

replacement responder, whether auxiliarist or not, arrives and begins the check-in

process. In cases where this kind of operational overlap is possible, effective

changeover briefings can occur and interruptions to workflows are minimized.

The demobilization process begins when a person’s supervisor notifies the

Demobilization Unit that the person will no longer be needed after a certain date (ICS

Form 236). The Demobilization Unit then gives the person a Demobilization Checklist

(ICS Form 221) that outlines actions that must be completed prior to departure.

Completion of demobilization requirements for each listed unit or activity is documented

by the initials of an authorized supervisor. These forms are retained with other response

records as proof that auxiliarists completed all required actions prior to their departure.

• If amendments to an auxiliarist’s orders are required to authorize entitlements for

originally unforeseen changes in response requirements, the auxiliarist should

coordinate with the Administration Unit for publication of these amendments.

• The Finance Unit can greatly assist auxiliarists prior to departure by reviewing an

auxiliarist’s draft travel voucher (DD 1351-2). Reviews like this can help to

ensure that the form is properly completed, has all required receipts, and that

orders and amendments authorize appropriate entitlements so that the auxiliarist

can be reimbursed for authorized out-of-pocket expenses incurred.

• Supplies, organizational clothing, and equipment other than radios and

telephones should be turned in to the Supply Unit.

• Radios and telephones should be turned in to the Communications Unit.

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22 U.S. Coast Guard Auxiliary

• Depending upon billeting arrangements, auxiliarists should either turn in their

room keys to the Facilities Unit or give the unit a copy of their hotel receipt

indicating that their bill has been paid.

• Duty sections will document that all projects and assignments have been

transitioned to other responders or that detailed notes and contact numbers have

been compiled to assist new responders upon their arrival.

• The duty performance of all responders, including auxiliarists, must be evaluated

by their supervisor on an Incident Personnel Evaluation Form (ICS Form 225).

This form should be completed by the supervisor and explained to the auxiliarist

in sufficient time for the auxiliarist to read the evaluation, ask questions, and sign

indicating receipt of the form. The supervisor should countersign the report and

provide a copy to the auxiliarist.

• When all other items on the ICS 221 have been completed, the form should be

returned to the Demobilization Unit. Auxiliarists should make sure that they

retain a copy of the fully completed form for their own records.

Sometimes an auxiliarist’s travel itinerary will permit working for part of a day prior to

departure. In these instances, wear of civilian clothes to visit other members on the

response is both acceptable and appropriate.

Section 8 – Post-Deployment Activities

The organization being augmented during an auxiliarist’s deployment will continue to

monitor the Auxiliarist’s travel until safely reaching his or her home. As a part of the

demobilization process the Demobilization Unit will normally request that auxiliarists

notify the organization by text, email, or phone message that they have safely arrived.

Failure to do so will require deployment site personnel to follow up and should be

avoided.

Auxiliarists should also notify their Flotilla Commander (FC) by email that they have

safely arrived.

The home district DIRAUX office should likewise be notified by email. Scanned copies

of original orders and any amendments signed during the deployment should also be

attached to this email.

Returning auxiliarists should submit their completed travel voucher (DD 1351-2)

according to established home district procedures as soon as possible after their return.

Since Auxiliary vouchers are not processed electronically, the sooner the voucher

arrives at FINCEN, the sooner it can be deposited in the auxiliarist’s bank account.

In some cases, auxiliarists will be asked to complete an after action report. Care and

thought should go into preparing such a report. The report should answer two basic

questions. First, “What did we do well that we need to capture as a ‘best practice’ for

future responses?” Second, “How can we improve our operations in the future?”

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Auxiliary Deployment Guide 23

Section 9 – Special Procedures for Shipboard Deployments

Shipboard Etiquette

Active duty Coast Guard crew members may never correct an auxiliarist

shipmate out of respect for their contributions, but many potentially embarrassing

situations can be avoided by observing some time-honored traditions of the sea

services.

Boarding a U.S. Military Vessel

When boarding a U.S. military vessel in uniform, everyone is expected to

walk up the gangway to a point several feet from the Officer of the Deck

(OOD). The person boarding is expected to stop, face the national

ensign flying on the stern of the vessel, and salute. After evening colors

and before morning colors, when the flag is not displayed, the person

should face the area where the flag is normally displayed and render the

salute. The person then turns to face the OOD who may be an officer or

petty officer, salutes, and requests permission to come aboard. It is also

customary to hold the salute until it is returned by the OOD. Anyone

coming aboard, whether in uniform or in civilian clothes, should be

prepared to produce their ID card and a copy of their orders. If the OOD

finds these documents are in order, the person will then be invited

aboard.

When boarding such a vessel in civilian clothing, one should turn to face

the national ensign, but should not salute. The person should stand at

attention for a noticeable pause (1 to 2 seconds), turn to the OOD, and

request permission to come aboard.

Disembarking From a U.S. Military Vessel

When disembarking in uniform, a person should approach the gangway,

salute the OOD, and request permission to disembark or leave the ship.

Once granted permission to disembark, the person is expected to turn to

face the national ensign, salute, and then step off the deck. When not in

uniform, the procedure for departure is the same, but saluting the national

ensign is not required.

Order of Boarding and Disembarking

Military courtesy also dictates that senior officers should enter a vehicle or

board a boat or vessel first, and leave the vehicle, boat, or vessel last. If

an auxiliarist is aboard and a senior officer is expected to board, the

auxiliarist will be assigned a position to stand for the occasion. As the

senior person to be honored boards the vessel, the command, “Attention”

is given, those present come to attention, and the hand salute is

rendered.

Liberty

The practice of granting crew members permission to go ashore when not

on duty is known as liberty. Auxiliarists who wish to go ashore when off

duty should always comply with standing orders regarding liberty.

One should not go ashore alone during a port call – EVER. Auxiliarists

should also follow ship’s procedures to notify the bridge of their intended

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24 U.S. Coast Guard Auxiliary

destination, when they plan to return, and a cell phone number at which

they can be reached.

Bridge Entry and Exit

Auxiliarists may occasionally be requested to “Lay to” (come to) the

bridge. The auxiliarist should locate the OOD, salute, and request

permission to enter the bridge. When permission is granted, the

auxiliarist should do so as unobtrusively as possible and only when the

OOD is not otherwise engaged. This same procedure is used to request

permission to leave the bridge.

Entry of the Captain

Be prepared to salute the Captain whenever he or she enters or leaves

the bridge. The impending entry or exit will be announced as, “Captain

on the bridge.”

Greeting the Commanding Officer (CO)

Auxiliarists and all other crew members are expected to greet the CO,

regardless of the time of day or how many times the person has greeted

the CO that day. Auxiliarists wearing any form of military headgear are

also expected to render a salute when greeting the CO, whether inside or

outside.

Captain’s Chair

The Captain’s chair is the CAPTAIN’s chair, regardless of his or her rank.

Sitting in the Captain’s chair is a major breach of etiquette.

Gangways and Ladders

Auxiliarists should never impede passage of a “superior officer.” They

should also expect to yield to anyone who is on duty. Tasks assigned to

auxiliarists will not routinely take precedence over other crew duties in

this regard.

Crew members are also expected to check the top or bottom of the ladder

for others before stepping onto it. Some ladders will also have traffic flow

arrows and adherence to these direction signs will avoid the feeling of

“swimming upstream” on the ladder.

Passageways

Another shipboard tradition is related to passage before or behind an

officer in close quarters. Although not practiced on all vessels, the

auxiliarist should plan to request permission by announcing, “By your

leave, sir/ma’am.”

Tradition also dictates that the passage of senior officers should not be

obstructed. Anyone aware that such a situation is developing will give the

command, “Gangway,” and a passage should be cleared.

Wardroom

The wardroom is where the ship’s officers eat. Enlisted personnel eat on

the mess deck. If an auxiliarist is invited to dine in the wardroom and the

occasion calls for a sit-down meal, the Captain, Executive Officer (XO), or

Page 29 of 40

Auxiliary Deployment Guide 25

another senior officer will be the presiding officer at the mess. The

presiding officer will invite other officers who are members of the mess

and any guests to be seated at the table when they are ready for the meal

to be served. It is not customary for anyone to sit at the table without

being invited to do so by the presiding officer. Custom also dictates that

anyone who needs to leave the table before the meal is finished and the

presiding officer has not risen should ask for permission by asking, “May I

be excused, sir/ma’am?”

Certain topics are considered inappropriate for conversation during meals

in the wardroom. These include politics, religion, and “shop talk.” An

auxiliarist who has doubts about the appropriateness of a topic should

always let the presiding officer guide the conversation.

When several guests are aboard, it may be necessary to assign seating

in the officers’ mess in groups, particularly if the guests will be aboard for

several days. When this becomes necessary, a list will normally be

posted to indicate the members of each group and the time(s) they will be

seated.

Head gear should not be worn into the wardroom. It is also considered to

be in particularly poor taste for a person to place a hat or “cover” on the

table where people will be eating. For this reason, there are usually hat

pegs outside the wardroom or in the passageway.

Chiefs’ Mess

On larger vessels, the chief petty officers (Chief Petty Officers, Senior

Chief Petty Officers, and Master Chief Petty Officers) have their own

mess in an area known as “CPO country.” This is a privileged area and

guests do not enter at any time unless specifically invited by a member of

the chiefs’ mess.

Entering Personal Quarters

One should never enter the captain’s quarters without permission. It is

also customary not to enter the crew’s quarters unless invited to do so, or

when necessary, to pass through the area in order to reach another part

of the ship.

Restricted Areas

Supervisors may indicate that there are certain areas that an auxiliarist may

frequent at their convenience. They may also indicate that there are other areas

that are restricted, and auxiliarists should not enter. Auxiliarists should respect

these guidelines as they would any other “ship’s rules.”

Personal items

Some personal items will make a deployment much easier for all concerned.

• Having a flashlight with a red-filtered lens can make getting around at

night much easier and will not harm the night vision of other crew

members.

• On longer deployments, auxiliarists may wish to purchase food and store

it in their lockers. These foods must be kept in resealable plastic bags so

Page 30 of 40

26 U.S. Coast Guard Auxiliary

they do not create problems with bugs. Microwaveable food items and

other comfort foods can make a long deployment more enjoyable.

Additionally, most larger cutters (210 foot and larger) have small

shipboard exchanges that carry limited volumes of candy bars, snacks,

and sundries.

• Standards of sanitation aboard foreign flag vessels may be substandard,

and baby wipes can be useful for cleanup in these situations. They can

also be helpful, quick cleanups when water supplies are interrupted, and

showers are not available.

Page 31 of 40

Auxiliary Deployment Guide 27

Enclosure 1 – Recommended Packing Lists

Recommended Travel Valise Documents

All Deployments

Item Minimum Recommended Remarks

Personal passport 1 1

International Vaccination

Certificate (Yellow Card)

1 1

Travel Orders 5 10 1 additional set of orders

should be placed in each

checked bag.

Travel Itinerary 1 1

Tickets and boarding

passes for required travel

1 per travel

segment

1 per travel

segment

Duplicate prescriptions for

required medications

1 for each

prescription

1 for each

prescription

Hotel reservations 1 1

Letters of Designation for

ICS qualifications

1 per

qualification

1 per

qualification

Bring copies only. Do not

bring originals.

List of initial points of

contact at deployment site

1 1 The list should include the

name, phone number, email,

and function provided by the

contact.

Tax exempt certificate (if

applicable)

1 1

Copies of insurance cards

for medical, dental,

prescription, and vision

coverage

1 copy 1 copy These should be copies.

Originals should be carried by

the auxiliarist.

Page 32 of 40

28 U.S. Coast Guard Auxiliary

Recommended Packing List

All Deployments

Item Minimum Recommended Packing Location

Valise with required travel

documents

1 1 Hand carry and then

store in carry-on bag

ODUs 3 sets 4 or more sets • 1 set in carry-on bag

• Other sets in baggage

ODU baseball cap 1 1 Carry-on bag

Member insignia, small

metal

1 2 Baggage

Boots, composite-toe,

protective, black

1 1 Carry-on

Socks, boot 4 pair 6 pair • 1 pair in carry-on

• Other pairs in

baggage

Shoe polish kit or polishing

sponge, black (packed in

resealable plastic bag)

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Socks, athletic 2 pair 4 pair • 1 pair in carry-on

• Other pairs in

baggage

Workout shoes 1 1 pair 1 pair Baggage

Undergarments 4 sets 6 sets • 1 set in carry-on

• Other sets in baggage

Personal hygiene items

(toothbrush, toothpaste,

razor, hair brush, combs,

soap, etc.)

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

• 2-day supply in carry- on

• Remainder in

baggage

Cell phone, text-capable 1 1 On person

Cell phone charger 1 1 Carry-on

Laptop computer 1 1 Carry-on

Laptop computer charger 1 1 Baggage

Member insignia, Velcro- backed cloth

2 sets 2 sets • 1 set in carry-on

• 1 set in baggage

Outer garments, uniform

(seasonally appropriate)

1 set 1 set Variable based on

weather conditions

Page 33 of 40

Auxiliary Deployment Guide 29

Recommended Packing List

All Deployments

Item Minimum Recommended Packing Location

Outer garments, civilian

(seasonally appropriate)

1 set 1 set Baggage

Workout clothing (shorts,

athletic socks, T-shirt, etc.)

1 set 2 sets • 1 set in carry-on

• 1 set in baggage

Transportation Security

Administration (TSA)-

approved lock

1 per bag 1 per bag 1 attached to each

checked bag

Combination lock 1 1 Baggage

Baby wipes 1 box 3 boxes Baggage

Liquid detergent packets,

laundry 2

1 1 Baggage

Bags, plastic, 1-quart size,

sealable

15 25 Baggage

Prescription medications Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

• 2-day supply in carry- on

• Remainder in

baggage

Over-the-counter

medications (headache,

indigestion, muscle pain,

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Glasses or contact lenses 1 set/pair 2 sets/pairs • Wear one set

• 1 set/pair in baggage

Contact lens solution inside

resealable plastic bag(s)

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

• 1 travel-size container

in carry-on

• Remainder in

baggage

Sunglasses 2 3 • 1 pair in carry-on

• Remainder in

baggage

Notebook, pocket size,

consisting of waterproof

paper

1 per week of

deployment

2 per week of

deployment

• 1 carried on person

• Remainder in

baggage

Page 34 of 40

30 U.S. Coast Guard Auxiliary

Recommended Packing List

All Deployments

Item Minimum Recommended Packing Location

Pen to write on waterproof

paper

3 6 • 1 carried on person

• Remainder in

baggage

First aid kit, personal 1 1 Baggage

Sunscreen (inside resealable

plastic bag) 3, 4

1 bottle/tubes 2 bottles/tubes Baggage

Lip balm Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Insect repellant, spray bottle

(inside resealable plastic

bag) 4

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Books, magazines, other

reading materials, or

electronic reader device

As desired As desired Baggage

Camera, small digital 1 optional 1 optional Baggage

Personal food items Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Spare batteries for all

devices that do not use

rechargeable batteries

(inside resealable container)

Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Earplugs, foam Enough for the

anticipated

duration of

deployment plus

5 days

2 times the

amount needed

for the

deployment

Baggage

Sleeping bag 5 1 1 Baggage

Sleeping bag pad 5 1 1 Baggage

Pillow (travel size

recommended) 6

1 1 Baggage

Page 35 of 40

Auxiliary Deployment Guide 31

Recommended Packing List

All Deployments

Item Minimum Recommended Packing Location

Pillowcase 6 1 2 Baggage

Sheets 6 1 set 1 set Baggage

Wash cloth 1 1 Baggage

Towel, travel size or

camping

1 2 Baggage

Laundry bag, cloth 7 0 1 Baggage

Travel-size alarm clock 1 1 Carry-on

Notes:

1. Open toe shoes may not be allowed aboard ship.

2. Use of concentrated liquid laundry detergent in sealed packet form is recommended.

These packets should be sealed inside a zip-lock-type bag.

3. Sunscreen should have a zinc oxide base. Other types are not allowed in some areas.

4. These items should be in pump-style spray bottles. Aerosol sprays may not be allowed in

berthing areas.

5. This item is not necessary if accommodations are available.

6. These items will not be needed when commercial accommodations are available.

7. A laundry bag is optional, but can be useful to store dirty clothes and to transport clothes

to and from laundry facilities.

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32 U.S. Coast Guard Auxiliary

Additional Recommended Items

Shipboard Deployments

Item Minimum Recommended Packing Location

Uniform shirt, Tropical Blue

Long

1 set 1 set Baggage

Uniform trousers, Tropical

Blue Long

1 set 1 set Baggage

Shoes, low quarter 1 pair 1 pair Baggage

Cap, garrison with member

insignia

1 1 Baggage

Note: Storage may be limited aboard ship. Auxiliarists should always adjust packing

recommendations in this guide to match any instructions of of the ship’s officer coordinating

the deployment.

Page 37 of 40

Auxiliary Deployment Guide 33

Enclosure 2 – Acronyms

ADMIN Administration Unit Leader

ATON Aid to Navigation

AUXFS Auxiliary Food Service

CGES Coast Guard Exchange System

CGMA Coast Guard Mutual Assistance

CO Commanding Officer

COLM Chain of Leadership and Management

COML Communications Unit Leader

CONUS Continental United States

CPO Chief Petty Officer

CT Core Training

DEMOB Demobilization Unit Leader

DOCL Documentation Unit Leader

DoD Department of Defense

DOT Department of Transportation

ERG Emergency Response Guidebook

FACL Facilities Unit Leader

FC Flotilla Commander

FDUL Food Unit Leader

FSC Finance Section Chief

GSUL Ground Support Unit Leader

IA Information Assurance

IAP Incident Action Plan

IC Incident Commander

ICP Incident Command Post

ICS Incident Command System

IMH Incident Management Handbook

ISS Information System Security

LMS Learning and Management System

LOD Letters of Designation

LSC Logistics Section Chief

MEDL Medical Unit Leader

MWR Morale, Welfare, and Recreation

NSSE National Special Security Event

Page 38 of 40

34 U.S. Coast Guard Auxiliary

ODU Operational Dress Uniform

OIA Orders Issuing Authority

OOD Officer of the Deck

PKI Public Key Infrastructure

POA Power of Attorney

POC Point of Contact

PPE Personal Protective Equipment

PQS Performance Qualification Standard

PSC Planning Section Chief

RESL Resource Unit Leader

SITL Situation Unit Leader

SUBD Support Branch Director

SVBD Services Branch Director

THSP Technical Specialist

TONO Travel Order Number

TSA Transportation Security Administration

UOD Uniform of the Day

XO Executive Officer

Page 39 of 40

Questions or comments regarding this publication can be made to the current National

Directorate Chief – Emergency Management & Disaster Response or the Assistant National

Commodore for Prevention/Response - U.S. Coast Guard Auxiliary.

Public internet release is not authorized. This publication is considered For Official Use Only

(FOUO).

Special thanks for the research and creation goes to Tom Roberson – U.S. Coast Guard

Auxiliary. Individuals having significant input into the creation include:

COMO Randy Ventress

Kevin J. Cady, Director Emergency Management & Disaster Response

CAPT Joseph G. Gleason, USCG (ret) - Deputy Director Emergency Management & Disaster

Response

YNC Dana Kee, USCG - BSX

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