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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 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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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
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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