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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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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 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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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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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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• 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
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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.
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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