[Sample record of Counseling Report]
INSTRUCITONS
A counseling memorandum is written for the benefit of all parties. File copies should be kept by the counselor and one sent to the Director’s Office to be retained for three (3) years in a file separate from the member’s file for future reference. The Director’s file is intended to be a source of information in the event that the Auxiliarist becomes the subject of additional disciplinary proceedings. At that time the memorandum can be referenced as a source of information which may have a bearing on the informal or formal disciplinary proceedings.
The Director’s office is being used as a record repository since it can provide continuity of administration. Auxiliary officers change on a annual basis and there is no certainly that individuals will maintain their records.
[Sample record of Counseling Report]
DEPARTMENT OF HOMELAND SECURITY
UNITED STATES COAST GUARD AUXILIARY
FIRST DISTRICT, SOUTHERN REGION
DIVISION _________[FLOTILLA_____]
Date:______________201___
From: Division Commander/ Flotilla Commander/
District Captain/Commodore
To: DIRAUX
Subj: [Counseling Session of Auxiliarist]
Name, Member Number, Division, Flotilla
I Reason for counseling: [set forth here the factual circumstances which required the counseling session such as the specific infraction of Auxiliary procedures, guidelines, manuals, etc.]
II Summary of counseling provided: [ summarize your advise given in respect to the specific infraction of Auxiliary procedures, guidelines, manuals and corrective measures which you suggested]
III Summary of Auxiliarist’s statements: [ set forth here the Auxiliarist’s version of the facts, explanation provided to the councilor, whether the statement’s were believed to be genuine and accurate, documents offered by the Auxiliarist to justify or mitigate conduct for which counseling is being given]
IV Results of counseling: [summarize advise pervaded, indicate whether Auxiliarist is agreeable to accepting the corrective advise provided or rejects same, did Auxiliarist appear contrite of defiant]
V: Name(s) of any other parties at counseling session: [It is suggested that another person or persons be present as an observer.
_________________________
Counselor’s Signature
Distribution:
Auxiliarist
Counselor
Director of Auxiliary
................
................
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