RD Instruction 2015-B

Table of Contents

Page 1

PART 2015 - INFORMATION

Subpart B -- Public Information Functions of Rural Development Employees

TABLE OF CONTENTS

[Sec]{.underline}. [Page]{.underline}

2015.51 Introduction. 1

2015.52 Responsibility. 2

\(a\) Local and Area Offices. 2

\(b\) State Office. 2

\(c\) National Office. 2

2015.53 \[Reserved\] 3

2015.54 Information material. 3

\(a\) General explanation. 3

\(b\) Preparation. 4

\(c\) Methods of distributing information. 6

2015.55 Clearance. 7

\(a\) Materials requiring clearance by the Director of

Legislative and Public Affairs (LAPAS). 7

\(b\) Materials requiring clearance by State Directors. 7

\(c\) Routines. 7

2015.56 Reports on information needs. 8

2015.57 Action concerning investigations and audits. 8

\(a\) During investigation. 8

\(b\) Administrative action. 8

\(c\) Public disclosures. 9

2015.58 Other information guidelines. 9

2015.59 - 2015.100 \[Reserved\] 9

Exhibit A - News Coverage of Emergency Loan Situations

oOo

(06-21-06) PN 399

RD Instruction 2015-B

PART 2015 - INFORMATION

Subpart B - Public Information Functions of Rural Development Employees

§ 2015.51 [Introduction]{.underline}.

The information program tells the public about Rural Development
objectives, services, benefits and accomplishments.

\(a\) The U.S. Department of Agriculture\'s (USDA) Office of
Communication (OC) in conjunction with the USDA Rural Development
Legislative and Public Affairs office is responsible for the overall
communication program for USDA Rural Development.

\(b\) Information released to the public:

\(1\) Can give explanations for programs or benefits, but does not ask
for participation.

\(2\) Is about an institution, not a person, and does not give
criticism.

\(3\) Says that discrimination is not allowed in the program.

\(4\) Uses photos and graphics.

\(c\) USDA Rural Development employees are informed that employment in
Rural Development and participation in Rural Development programs are
available regardless of race, creed or color. The National Office sends
announcements about programs to special interest groups. These groups
are asked to tell their members about Rural Development services.

\(d\) All USDA Rural Development employees are encouraged to communicate
with persons who are eligible about programs and services available
through Rural Development.

\(e\) Persons can ask for a correction of erroneous or misleading
information about them in Rural Development publicity. Rural Development
issues the retraction or correction using the means by which the
original publicity was given out.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISTRIBUTION: W, S, A Administration

Information

## 1

## 

(06-21-06) PN 399

RD Instruction 2015-B

§ 2015.52 [Responsibility]{.underline}.

\(a\) [Local and Area Offices]{.underline}. Local and Area Office staff
are responsible for giving out information in their areas. They make
sure that:

\(1\) Program information is given to community leaders, including
representatives of agencies and organizations, which contact possible
users of Rural Development programs. This is accomplished through the
use of personal contact and the distribution of literature.

\(2\) People eligible for Rural Development services are told what is
available and where to apply for help.

\(3\) People are told about the Government\'s activities in their
community.

\(b\) [State Office]{.underline}. State Directors must keep good
relations with the public and interested agencies in their states. They:

\(1\) Tell the public and agencies about Rural Development\'s objectives
and services.

\(2\) Make sure that the employees meet their information
responsibilities.

\(3\) Make sure that the information given out is accurate.

\(4\) Work with groups who have direct interest in Rural Development
programs.

\(5\) Send all significant clippings and broadcast scripts from their
states to the National Office.

\(c\) [National Office]{.underline}. The Legislative and Public Affairs
(LAPAS) Director is responsible for the overall USDA Rural Development
information program. The LAPAS Director:

\(1\) Tells the Under Secretary, Administrators and their staffs, and
the State Directors about all public information matters,

\(2\) Coordinates informational programs to give information to the
public and to get the cooperation of other agencies,

## 2

##  

RD Instruction 2015-B

§ 2015.52(c) (Con.)

\(3\) Gives program information to the media. When giving out
information which has an effect on Rural Development employees or
borrowers, use the Freedom of Information guidelines (see RD Instruction
§2015.57(a) and Subpart F of Part 2018).

\(4\) Tells the Under Secretary about the effectiveness of the program,

\(5\) Helps the Under Secretary make sure that accurate information is
given out, and

\(6\) Gives coordination to the information activities of Rural
Development with those of the OC of the Department and other agency
information offices.

§ 2015.53 \[Reserved\]

§ 2015.54 [Information material]{.underline}.

\(a\) [General explanation]{.underline}.

\(1\) Some news stories are:

\(i\) Explanations of Rural Development or its programs.

\(ii\) Reports on achievements or other results the public should know
about. Do not give information of which disclosure is not allowed by law
or the Freedom of Information Act (see RD Instruction § 2015.57(a) and
Subpart F of Part 2018).

\(iii\) Emergencies (see Exhibit A).

\(iv\) Reports on available loan and grant funds, amounts and purposes
of disbursements and repayments.

\(v\) Plans, program and follow-up reports of official meetings and
events for borrowers, employees or cooperating groups.

\(vi\) Appointments of employees, changes in office staffs or locations,
office hours, etc.

## 3

## 

(06-21-06) PN 399

RD Instruction 2015-B

§ 2015.54(a)(1) (Con.)

\(vii\) Publicity about loans for group or community projects that have
public significance, which can include publicity about groundbreakings,
dedications, etc. See Subpart C of Part 2015 for loan approval
information.

\(2\) Use of administrative and education materials.

\(i\) Use pamphlets prepared, as outlined in RD Instruction 2015-D, to
provide information on Rural Development programs.

\(ii\) Use multi-media materials prepared to give training to employees
to tell others about program methods.

\(iii\) Use multi-media tools to give training to employees for use at
borrowers\' meetings to tell about the program.

\(b\) [Preparation]{.underline}.

\(1\) The LAPAS Director of the National Office gives the State
Directors and/or appointed state Public Information Coordinator (PIC)
information materials. State Directors and/or PICs give materials to
field personnel. States should add local information to the general
statements and remove information which does not apply.

\(2\) Style and graphic guidelines have been established by USDA and
Rural Development for the development of informational materials for
dissemination to the public. Exceptions to these guidelines require
review and advanced approval by the Director of LAPAS before being
produced and distributed to the public.

\(3\) All information provided to the public must be accurate.
Statements of agency policy must agree with Rural Development policies.
States should give the facts so persons outside of Rural Development can
understand them and make the presentation to fit the audience\'s
interests.

\(4\) For preparation of materials, see the principles in § 2015.51 and
applicable Departmental Regulations.

4

RD Instruction 2015-B

§ 2015.54(b) (Con.)

\(5\) Advertising and promotional activities that support USDA Rural
Development will be permitted, contingent upon approval by Congress to
conduct such activities. The following is a summary of the primary
promotional activities likely under this authority and the guidelines
for each:

\(i\) Purchase of promotional items (pens, notepads, key rings, mouse
pads, business cards, etc.) to be given to the public at meetings and
events reaching a particular audience on behalf of USDA Rural
Development.

\(A\) Items will bear the name "USDA Rural Development," the approved
logo and/or the approved tagline per the published Graphics Standards,
which can be located on the Intranet at:
<http://teamrd.usda.gov/rd/lapas/marketplace.htm>.

\(B\) Agency names will not be used on the promotional items nor will
state-specific emblems, logos or taglines. Items can be tailored to
include agency/state office address, phone number, e-mail address, etc.

\(C\) The selection of the specific items will be at the discretion of
the Administrator and State Director, and the cost of the items will be
borne from their Salary and Expense budget.

\(ii\) Purchase of advertising in newspapers, magazines, radio, or
television on behalf of USDA Rural Development.

\(A\) Purchased advertisement is discouraged as it is expensive and may
not be the most effective method to reach the targeted audience.

\(B\) Purchased advertising may jeopardize the willingness of local
newspapers, radio and TV stations to run Public Service Announcements
(PSA), Notices of Funding Availability and press releases.

\(C\) Prior approval of the Director of LAPAS is required for any paid
advertisement. (Except for advertising as identified in § 2024.253(a)
and (c).)

## 5

## 

(06-21-06) PN 399

RD Instruction 2015-B

§ 2015.54(b)(5) (Con.)

> \(iii\) Participating in trade shows and sponsoring public events on
> behalf of USDA Rural Development.

\(A\) Funds can be used to purchase space for a USDA Rural Development
booth at trade shows and other public events.

\(B\) Trade show exhibits are maintained for nationwide use by LAPAS.
Agencies and states can use their funds to develop their own trade show
exhibit, but its design must be consistent with the national marketing
messages and designs.

\(C\) Agencies and states may sponsor an event if there is a clear
connection to one or more of our programs and the majority of the other
sponsors are other public agencies. The sponsorship cannot be
interpreted as an endorsement of the entity hosting the event.
Sponsorship should not be considered if the event is primarily a
commercial activity.

\(6\) Prepare information material for current program activities and
needs. Use the most recent available facts and figures. Give answers to
inquiries and requests for information.

\(c\) [Methods of distributing information]{.underline}.

\(1\) Give information to the public and to interested agencies through
personal contacts, meetings and talks, letters, pamphlets, bulletins,
reports, and the media.

\(2\) Use your best methods.

\(3\) Try to use radio and television, especially in emergencies.
Employees can go on commercially sponsored broadcasts as representatives
of Rural Development. Make sure that it is clear that their appearance
is not an endorsement of the sponsors of their products.

\(4\) Builders and others involved in Rural Development programs can
make a reference to the agency in their own advertising. Their
advertising must be good, true and factual. Advertisements must not make
promises which the company cannot keep, such as that the company can get
the borrower a Rural Development loan.

## 6

##  

RD Instruction 2015-B

§ 2015.55 [Clearance]{.underline}.

\(a\) [Materials requiring clearance by the Director of
LAPAS]{.underline}. This information material must be given clearance in
advance:

\(1\) Material about any nationwide or regional plan or program for
which a formal announcement of Rural Development policy has not been
made.

\(2\) Field reports on areas under the jurisdiction of two or more State
Offices.

\(3\) Public information material prepared at all levels for duplication
by print.

\(4\) Public information material prepared in the National Office for
duplication by processing.

\(b\) [Materials requiring clearance by State Directors]{.underline}.
Local and Area Office employees get clearance from the proper State
Director and/or PIC for:

\(1\) Material about any local or statewide plan or program for which
the State Director has not made a formal announcement of Rural
Development policy.

\(2\) Material about any local or statewide plan or program with other
Federal agencies for which a formal announcement of the joint policy has
not been made at the state level.

\(3\) Material prepared for duplication by processing.

\(c\) [Routines]{.underline}.

\(1\) [Obtaining clearance from LAPAS and OC]{.underline}. For National
Office, the St. Louis, Missouri, Office, and State Office material,
which needs clearance, obtain clearance from LAPAS before release. All
written material must be sent to the Director of LAPAS. For emergencies,
clearance can be obtained by telephone.

## 7

## 

## (06-21-06) PN 399 

RD Instruction 2015-B

§ 2015.55(c) (Con.)

\(2\) [Obtaining clearance from the State Director]{.underline}. For
Local and Area Office material, which needs clearance, obtain clearance
the State Director before release. All written material must be sent to
the State Director. If clearance is needed from a particular
administrator, the State Director will send the material to that
administrator. For emergencies, clearance can be obtained by telephone.

§ 2015.56 [Reports on information needs]{.underline}.

Administrators, through regular channels, need to be notified of
significant developments, problems and special needs for information
from Rural Development.

§ 2015.57 [Action concerning investigations and audits]{.underline}.

\(a\) [During investigation]{.underline}. No investigative agency will
make a comment on an investigation in progress. It will not give the
agency\'s sources or methods of investigation for a completed report.

\(1\) Local, Area, and State office employees will send inquiries about
investigations and audits to the State Office. The State Director, upon
concurrence by LAPAS, can give confirmation if a matter was sent to the
Office of the Inspector General (OIG) for investigation and if the
investigation has started.

\(2\) Neither OIG nor Rural Development can give the identities of
individuals under investigation. No details of the investigation can be
released. Inquirers who want more information can be forwarded to OIG.
Inquirers can be informed that OIG has restrictions, like those in Rural
Development, on the release of information.

\(3\) Rural Development personnel have no basis for comment until all
administrative action is completed. OIG will not send an inquirer to
Rural Development for information about an investigation or audit which
is not complete.

\(b\) [Administrative action]{.underline}. OIG reports are the property
of OIG. An agency can use them for administrative action. Only OIG can
give out or make a report of information in them. OIG gives Rural
Development a final report for administrative action. Completion of the
OIG report does not change the restrictions on giving out information.
All questions shall be sent to the Director, Program Evaluation Staff.
Until administrative action by Rural Development is completed, the case
is \"under consideration,\" and no information on it can be given out by
OIG or Rural Development.

## 8

##  

RD Instruction 2015-B

§ 2015.57 (Con.)

\(c\) [Public disclosures]{.underline}. If there is interest in audits
or investigations in Rural Development, the Director of LAPAS, in
consultation with OC and the Under Secretary, can authorize a brief
statement after all administrative actions are taken. No statement can
be issued until all Fiscal, Personnel, Civil Rights, Criminal and Civil
issues involving Rural Development employees, and programs are closed.
All inquiries about getting investigative or audit information shall be
sent to the Director, Program Evaluation Staff.

§ 2015.58 [Other information guidelines]{.underline}.

\(a\) For the use of the Freedom of Information Act for Rural
Development, see Subpart F of Part 2018. The general concept is that all
information is available except that which is: (1) specifically required
by Executive Order to be kept secret; (2) used only for internal
personnel rules and practices of Rural Development; (3) specifically
stopped from being given out by law (confidential information personal
income, 18 U.S.C. 1905); (4) privileged or confidential trade secrets
and commercial or financial information; (5) agency memoranda or letters
available only to an agency in litigation with Rural Development; (6)
files of which disclosure is an invasion of privacy; and (7)
investigation files except those available by law to a party other than
an agency. A request for a list of names of Rural Development borrowers
and their interest rates must be acknowledged and sent up to the
National Office, Attention: Freedom of Information Officer (FOIO).

\(b\) Subpart A of Part 2015, State Office Information Operations
Allowances for Supplies and Equipment.

\(c\) Subpart C of Part 2015, Announcement of Approval of Loans. Grants,
or Guaranteed Loans for Rural Projects.

§§ 2015.59 - 2015.100 \[Reserved\]

Attachment: Exhibit A

## oOo

## 9

## 

(06-21-06) PN 399

RD Instruction 2015-B

Exhibit A

NEWS COVERAGE OF EMERGENCY LOAN SITUATIONS

I [Presidential declarations]{.underline}. Give press releases to the
media when there is a Presidential Major Disaster Declaration. The
National Office tells which counties are involved in a declaration. The
proper State, Local, and Area Offices get clearance from the disaster
coordinator and tell the citizens about the available help and the
locations of the Rural Development offices serving them.

II [Secretarial designations]{.underline}. The Department of Agriculture
issues news releases when a natural disaster designation is made. If
there is no publicity in the state or county within one day of the
announcement, release form news stories about the situation. If special
coverage is needed, write news stories.

III [News releases]{.underline}. The National Office issues all national
announcements in conjunction with OC and provides guidance to state
offices on local releases.

## oOo

(06-21-06) PN 399