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### Code P, Office of Public Affairs {#code-p-office-of-public-affairs .unnumbered}

### Office Work Instruction {#office-work-instruction .unnumbered}

Coordinate Astronaut Appearances and Speakers Bureau

> Approved

Original Approved by:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_

> Margaret C. Wilhide Date

Associate Administrator

**DOCUMENT HISTORY LOG**

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| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+=========+========+========+=========================================+
| B       |        | 1      |                                         |
| aseline |        | /10/00 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 4      | Revise Sections 3 and 7 to reflect      |
| evision |        | /14/00 | Pre-Assessment audit findings in other  |
|         |        |        | Work Instructions                       |
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+---------+--------+--------+-----------------------------------------+
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# Purpose

The purpose of this Office Work Instruction (OWI) is to document the
procedure to manage and coordinate Headquarters Astronaut Appearances
and Speakers Bureau.

# Scope and Applicability

1.  This OWI covers Astronaut Appearances and Speakers Bureau
    coordinated in Public Services Division, Office of Public Affairs,
    and to any HQ's astronaut appearances and speakers as defined in NPD
    1385 (Public Appearances of NASA Astronauts and Other NASA
    Personnel).

2.  The Division Director, Code PO is responsible for maintaining this
    document. The controlled version of this OWI is available on the
    NASA Intranet via the HQ ISO 9000 Document Library at
    [http://hqiso9000.hq.nasa.gov.]{.underline} Any printed version of
    this OWI is uncontrolled (reference: HCP 1400.1, *Document and Data
    Control).*

# Definitions

  ------------ ------------ ---------------------------------------------
  3.1          AA           Associate Administrator

  3.2          AAC          Astronaut Appearances Coordinator

  3.3          DPS          Director of Public Services

  3.4          HQ           Headquarters

  3.5          JSC          Johnson Space Center

  3.6          PO           Public Services Div., Office of Public
                            Affairs

  3.7          SBC          Speakers Bureau Coordinator
  ------------ ------------ ---------------------------------------------

# References

  ----- ----------- -----------------------------------------------------
  4.1   NPD 1385    Public Appearances of NASA Astronauts and Other NASA
                    Personnel.

  ----- ----------- -----------------------------------------------------

# Flowchart

![](media/image2.wmf){width="6.870138888888889in"
height="7.9319444444444445in"}

# Procedure

  --------------------------------------------------------------------------------------------------
  [Step]{.underline}   [Actionee]{.underline}   [Action]{.underline}
  -------------------- ------------------------ ----------------------------------------------------
  6.1                  AAC                      *Read to Determine Forward Processing Path* Make
                                                determination on whether the request is for a NASA
                                                astronaut or a speaker.

  6.2                  AAC                      *Path?* The request is forwarded to the Speakers
                                                Bureau or the Astronaut Appearances Office.

  6.3                  AAC                      *Log Request.* The request for an astronaut is
                                                received, read and logged into the database.

  6.4                  SBC                      *Request is forwarded to potential speaker
                                                volunteers*. Speakers are targeted based on their
                                                expertise on the subject matter or event focus.

  6.5                  SBC                      *Speaker volunteers?* If yes, proceed to Step 6.7.
                                                If no, proceed to Step 6.6

  6.6                  SBC                      *Notify requestor and decline.* If an Astronaut
                                                Appearance request is declined, a declination letter
                                                is sent to the requestor. If the requestor is in
                                                agreement, we offer to provide a speaker from the
                                                NASA Speaker Bureau. For a speaker's request,
                                                requestor is notified that no speaker is available.

  6.7                  SBC                      *Put speaker & sponsor in contact with each other.
                                                Provide materials if necessary.*

  6.8                  SBC                      *Review Astronaut Request with Director of Public
                                                Services.* The Astronaut Appearance Coordinator sits
                                                down with the Director of Public Services, using the
                                                "Astronaut Appearances Request Form" and makes
                                                determination on whether the astronaut request
                                                should be approved or declined.

  6.9                  AAC & DPS                *Astronaut Request Approved?. If yes, proceed to
                                                Step 6.10. If no, return to Step 6.6.*

  6.10                 AAC                      *Obtain Astronaut name from JSC & confirm to
                                                requestor*. Once the request is approved it is then
                                                sent to the Astronaut Appearances Office at JSC to
                                                obtain the name of the astronaut that will be
                                                supporting the appearance. Once the name of the
                                                astronaut is confirmed to HQ, a confirmation letter
                                                is sent to the requestor.

  6.11                 AAC                      *Update Database.* Once the confirmation letter is
                                                sent out the database is updated to reflect that the
                                                astronaut request has been confirmed.

  6.12                 AAC                      *Prepare logistics plan & schedule and fax to
                                                astronaut...schedule.* Talk with the requestor and
                                                sometimes the astronaut to prepare a detail schedule
                                                of their event(s). Once the schedule is prepared it
                                                is then faxed to the astronaut at JSC.

  6.13                 AAC                      *Accompany astronaut if required.* The Astronaut
                                                Appearance Coordinator sometimes is required to
                                                accompany an astronaut or Crew on public appearances
                                                when needed, i.e. as White House visit,
                                                Congressional visits and/or Embassy visits. The
                                                Director of Public Services makes this decision.
  --------------------------------------------------------------------------------------------------

#  Quality Records

  ---------------------------------------------------------------------------------------
  Record ID      Owner   Location   Record Media NPG 1441.1       Retention/Disposition
                                                 Schedule and     
                                                 Item Number      
  -------------- ------- ---------- ------------ ---------------- -----------------------
  Database       AAC     PO         Electronic   Schedule 1, Item Destroy when 5 years
  Record                                         56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Declination    AAC,    PO         Hard Copy    Schedule 1, Item Destroy when 5 years
  Letter         SBC                             56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Confirmation   AAC     PO         Hard Copy    Schedule 1, Item Destroy when 5 years
  Letter                                         56               old, or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Schedule       AAC     PO         Hard Copy    Schedule 1, Item Destroy when 5 years
                                                 56               old, when no longer
                                                                  needed for reference
                                                                  whichever first.

  Astronaut      AAC     PO         Hard Copy    Schedule 1, Item Destroy when 5 years
  Appearance                                     56               old, or when no longer
  Request Form                                                    needed for reference
                                                                  whichever first.

  Logistics Plan AAC     PO         Hard Copy    Schedule 1, Item Destroy when 5 years
                                                 56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.
  ---------------------------------------------------------------------------------------