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APPROVAL OF THE HUMANITARIAN SERVICE MEDAL (HSM) FOR OPERATION SAHAYOGI HAAT

Date Signed: 11/1/2017
MARADMINS Number: 608/17

R 011307Z NOV 17
MARADDMIN 608/17
MSGID/GENADMIN/CMC WASHINGTON DC MRA MM//
SUBJ/APPROVAL OF THE HUMANITARIAN SERVICE MEDAL (HSM) FOR OPERATION SAHAYOGI HAAT//
REF/A/MSGID: DOC/SECNAV/22AUG2006//
REF/B/MSGID: DOC/JCS/1FEB17//
REF/C/MARADMIN 626/13
NARR/REF A IS SECNAVINST 1650.1H, NAVY AND MARINE CORPS AWARDS MANUAL. REF B IS THE JOINT STAFF MEMORANDUM ANNOUNCING THE SUBJECT AWARD. REF C IS ADMINISTRATIVE INSTRUCTIONS FOR THE SUBMISSION OF RECOMMENDATIONS FOR THE HUMANITARIAN SERVICE MEDAL (HSM)//
POC/J. A. GRIMALDO/SSGT/M&RA, MM, MMMA/QUANTICO VA/TEL DSN: 278-9342 OR COML 703-784-9342/EMAIL: SMB_HQMC_PERS_AWARDS@USMC.MIL//
GENTEXT/REMARKS/1.  The purpose of this MARADMIN is to announce the subject award and provide administrative instructions to identify recipients properly.  Ref (c) outlines general HSM procedures.  Participating individuals and commands should review it in its entirety.
2.  On 1 February 2017, the Chairman of the Joint Chiefs of Staff approved the Humanitarian Service Medal (HSM) for Operation SAHAYOGI HAAT from 27 April 2015 to 26 May 2015.
3.  Units.  Joint Task Force 505 (III Marine Expeditionary Force).
4.  Time period.  27 April 2015 to 26 May 2015.
5.  Administrative instructions.  SECNAVINST 1650.1H, article 420.18 outlines the criteria for the HSM for Marines.  Of note, the reference requires "meritorious, direct, non-routine participation in a significant military act or operation of a humanitarian nature."  Assignment to a listed unit or presence in the designated area does not establish eligibility for the HSM.  A designated authority must verify individual participation in the operation.
5.a.  Manpower Management Military Awards (MMMA) will only accept validated rosters of qualifying individuals via the Improved Awards Processing System (iAPS) from the designated endorsers below.  Further endorsements from commands above a designated endorser are not required and will unnecessarily delay processing.  For reference, the commander at the time of action is included in parenthesis following the unit.  Subordinate units are included under each designated endorser for reference purposes.
5.b.  Designated endorsers (shown in parenthesis), their units, and current pocs are listed at the numbered paragraphs below.  For example, the designated endorser for JTF 505 is LtGen John E. Wissler.  Units shown below each designated endorser reflect the task organization for this operation.  All questions regarding this award should be routed via the chain of command to the listed current point of contact.  Subordinate unit adjutants should contact the point of contact for the unit under which they deployed for internal coordinating instructions for submission of qualifying participants.  If the listed designated endorser has since departed the command, administrative staff should continue to validate HSM submissions with the designated endorser and the current commander complete endorsement actions in iAPS (the current commanders iAPS endorsement affirms that the listed designated endorser has validated the HSM iAPS awards case under consideration).  In such a situation, written documentation of consideration (such as an endorsement letter, memo, route sheet, etc) by the designated endorser should be attached to each iAPS awards case.
5.b.1.  Joint Task Force 505
            (LtGen John E. Wissler)
            Current poc:  LtCol Jean P. Exantus,
            jean.p.exantus@usmc.mil
5.c.  Administrative sections for the subordinate units that served under the above principle units should contact the listed pocs for internal coordinating instructions for submission of qualified participants.
5.d.  External units.  Marines meeting the eligibility criteria for the award, but not assigned to one of the listed commands or assigned to a joint command or other service command should contact the adjutant, III MEF, for submission by the MEF as the appropriate senior Marine component.  The purpose of this is to ensure all HSM submissions for Marines are transmitted to HQMC via iAPS for proper entry into MCTFS and the HSM database.  Documentation of approval by the recipients’ operational commander (in the grade of O-6 or above) must be attached in iAPS.  III MEF is not required to endorse these requests in iAPS as long as said documentation is attached to the iAPS awards case.  Poc at III MEF is LtCol Jean P.Exantus or SSgt Homero Lopez-Benitez, homero.lopez-benitez@usmc.mil, DSN 622-7098, commercial:  81-722-7098.
5.e.  iAPS procedural instructions:  MMMA will accept only excel spreadsheet rosters (hsm.csv) via the improved awards processing system.  Commands must download the current format from the MMMA website under verification of awards, external links tab:  www.manpower.usmc.mil/portal/page/portal/m_ra_home/mm/ma.  The format of this spreadsheet must not be modified in any way to ensure the "CAR-HSM" database and each individual Marine’s record is properly updated.  This roster should be loaded in the roster section of the iAPS awards case and attached in the attachments section of the iAPS awards case.
5.e.1.  For administrative convenience, MMMA does not require listed commands to submit a single consolidated roster.  At their option, the listed commands may have their subordinate organizations originate and route individual HSM recommendations IAW the guidance below.  MMMA will only accept these HSM recommendations directly from the above listed commands only.  Direct submissions from other commands will be returned without action.
5.e.2.  Use the information of the senior enlisted member on the attached roster as the recipient when originating the award in iAPS.
5.e.3.  All commands originating award recommendations for this HSM must choose “OCONUS” in block 13 dropdown of the iAPS form.  Commands must type “Operation SAHAYOGI HAAT” (all caps) in the free text block following the drop down.  Attached excel rosters must use “Operation SAHAYOGI HAAT” (all caps) in the “operation” column.  These entries will allow CMC (MMMA) to consolidate a list of all awards issued under this authority.
5.e.4.  Spreadsheet guidance by column.  To ensure consistency across commands and submissions, use the following guidance for the each column in the hsm.csv spreadsheet.
5.E.4.a.  Full nine digit social security number.  No spaces or dashes.  Do not include the leading zero from MCTFS.
5.e.4.b.  Last name as it appears in Marine Corps Total Force System (MCTFS).
5.e.4.c.  First names as it appears in MCTFS.
5.e.4.d.  Middle Initial.
5.e.4.e.  Grade (e.g. E4).  No spaces or dashes.
5.e.4.f.  Branch of service.  Use “USMC” or “USN” as appropriate (no quotes).  MMMA records participation of Navy personnel assigned to Marine units in the CAR/HSM database but cannot make service-specific records entries for non-Marines.  Do not submit non-Don Personnel.  The HSM must be processed by each members parent service.
5.e.4.g.  Award code.  Use “HS” (no quotes) for all rows.
5.e.4.h.  Operation title.  Use “Operation SAHAYOGI HAAT” (no quotes) for all rows.
5.e.4.i.  Start date of participation.  Use the start date the individual began participation in “mm/dd/yyyy” format.  Do not use any date before 27 April 2015.
5.e.4.j.  End date of participation.  Use the end date the individual began participation in “mm/dd/yyyy” format.  Do not use any date after 26 May 2015.
5.e.4.k.  Location.  Use “Republic of Nepal” (no quotes) for all rows.
5.e.4.l.  Unit.  Enter unit name.
5.e.4.m.  Leave blank.
5.e.5.  Attach or upload a copy of the spreadsheet to the iAPS record in the attachments section of the iAPS awards case.  After MMMA processes the iAPS record, the contents of the uploaded excel spreadsheet becomes inaccessible.  For historical purposes, adding a second copy of the spreadsheet as an attachment to the record retains an enduring record for research and personnel assistance purposes.
5.f.  Administrative procedures after one year from this MARADMINs release date.  The above listed commands are required to provide administrative processing assistance for this HSM for a period of one year from the date of this MARAMDIN.  After one year, CMC (MMMA) expects the initially high volume of requests to recognize additional participants to taper to a level supportable by the individual commanders at the time of action without command support.  The following hard copy route procedures are only for HSM recommendations submitted after one year from this MARADMINs release date.  HSM submissions within one year of this MARADMINs release date must follow the procedures outlined in paragraphs 5.a through 5.e.
5.f.1.  Recommendations for individual participants identified more than one year after the release of this announcing MARADMIN will not be processed in iAPS and will require hard copy (non-iAPS) endorsements from operational commanders at the time of action, up to and including the appropriate designated endorser (listed above), prior to processing the recommendation.
5.f.2.  Originators of these HSM recommendations are responsible routing requests to the listed designated endorsers in the event of pcs or retirement.
5.f.3.  Packages with an endorsement letter signed by the listed designated endorser must be scanned and submitted to MMMA-2 at smb_hqmc_pers_awards@usmc.mil.  These packages must contain all endorsements from the chain of command and all administrative details discussed above.  Attached to this email submission must be a text editable version (word) document of the original request letter (or summary of action) and an excel roster formatted per paragraph.
5.f.4.  Incomplete or improperly formatted requests will be returned without action.
6.  Individual Marines who believe they met the eligibility requirements for the HSM should contact their immediate commander from this action.  Contacted commanders may, at their option, initiate a recommendation and route it through the operational chain of command to the appropriate designated endorser for consideration.  CMC (MMMA) will not act upon requests for determination not routed through a designated endorser.
7.  Any questions on the guidance contained in this MARADMIN should be directed to the primary poc listed above.
8.  Release authorized by MajGen Robert F. Castellvi, Director, Manpower Management Division.//