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

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

**Protect Trademark and Corporate Identity**

Approved

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

> Margaret C. Wilhide Date

Associate Administrator

**DOCUMENT HISTORY LOG**

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+=========+========+========+=========================================+
| B       |        | 1      |                                         |
| aseline |        | /10/00 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 4      | Revised to add definitions of NASA      |
| evision |        | /14/00 | Offices to Section 3 and provide        |
|         |        |        | consistent retention and disposition    |
|         |        |        | guidance in Section 7.                  |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

# Purpose

The purpose of this OWI is to document the process developed to respond
to inquiries dealing with use of the NASA Insignia and the corporate
identity of the Agency.

# Scope and Applicability

## 2.1 This work instruction is for the management and protection of the NASA Insignia as defined in the Code of Federal Regulations 14 CFR 1221.110. It applies to the NASA Headquarters Office of Public Affairs, Code P and to any inquiries from companies or projects requesting to use the NASA Insignia.  {#this-work-instruction-is-for-the-management-and-protection-of-the-nasa-insignia-as-defined-in-the-code-of-federal-regulations-14-cfr-1221.110.-it-applies-to-the-nasa-headquarters-office-of-public-affairs-code-p-and-to-any-inquiries-from-companies-or-projects-requesting-to-use-the-nasa-insignia. .unnumbered}

## 2.2 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**](http://hqiso9000.hq.nasa.gov/). Any printed version of this OWI is uncontrolled (reference HCP 1400.1, Document and Data Control). {#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-httphqiso9000.hq.nasa.gov.-any-printed-version-of-this-owi-is-uncontrolled-reference-hcp-1400.1-document-and-data-control. .unnumbered}

# Definitions

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

  3.2          MM           Multimedia Manager

  3.3          VIC          Visual Identity Coordinator
  ------------ ------------ ---------------------------------------------

# References

  ------ -------------------- --------------------------------------------
  4.1    14 CFR 1221.110      Code of Federal Regulations

  4.2                         Merchandising and Advertising Guidelines
  ------ -------------------- --------------------------------------------

# Flowchart

![](media/image2.wmf){width="6.870833333333334in" height="8.1375in"}

# Procedure

  --------------------------------------------------------------------------------------------------
  [Step]{.underline}   [Actionee]{.underline}   [Action]{.underline}
  -------------------- ------------------------ ----------------------------------------------------
  6.1                  VIC                      *Request representation* (a script, layout, design,
                                                video etc.) via phone, e-mail, letter or fax. If
                                                requestor does not possess current NASA
                                                Merchandising and Advertising Guidelines, as found
                                                in Appendix A, send current guidelines.

  6.2                  VIC                      *Receive representation* that arrives in the form of
                                                a script, layout, design, video etc. Open request
                                                file and retain copy of each incoming iteration.

  6.3                  VIC                      *Review script, layout, design, video etc. to ensure
                                                that layouts adhere to merchandising and advertising
                                                guidelines.* Using the guidelines, examine design
                                                and content elements of the representation for
                                                adherence.

  6.4                  VIC                      *Send to Legal?* Determine whether to send to Code
                                                GP. If the representation is in clear violation of
                                                legal requirements, legal advice will not be sought
                                                prior to approval. Also, based on experience with
                                                previous legal issues and the resulting established
                                                knowledge base, the VIC may determine that legal
                                                review is not required. If yes, proceed to step 6.5.
                                                If no, proceed to step 6.6.

  6.5                  VIC                      *Review together with legal office*. Review any
                                                legal issues identified by Code GP in order to
                                                communicate them clearly to requester.

  6.6                  VIC                      *Approval?* If yes, proceed to step 6.8. If no,
                                                proceed to step 6.7.

  6.7                  VIC                      *Request changes.* Communicate guidelines adherence
                                                and legal issues to requester in order to have
                                                changes in form of new representation (script,
                                                layout, animation, dub etc.) resubmitted for
                                                approval. Copies of any Code GP guidance are
                                                retained by the VIC for inclusion in the request
                                                file.

  6.8                  VIC                      *Write response* with approval by letter, e-mail or
                                                fax. Once approval is granted the merchandiser or
                                                advertiser is free to go into production.

  6.9                  VIC                      *File response* together with the incoming and any
                                                other outgoing documentation. The files are tallied
                                                at the end of each year for the year-end report.
  --------------------------------------------------------------------------------------------------

# Quality Records

  -------------------------------------------------------------------------------------
  Record ID        Owner   Location   Record      NPG 1441.1       Retention/
                                      Media       Schedule and     Disposition
                                                  Item Number      
  ---------------- ------- ---------- ----------- ---------------- --------------------
  Script, layout,  VIC     Code PO    Hardcopy    Schedule 1, Item Destroy 1or 2
  animation or                                    78.C (National)  (Int'l) years after
  video dub                                       or 33 (Int'l)    response to request
  representation                                                   
  and revisions                                                    

  Legal guidance   VIC     Code PO    Hardcopy    Schedule 1, Item Destroy 1or 2
                                                  78.C (National)  (Int'l) years after
                                                  or 33 (Int'l)    response to request

  Change Request   VIC     Code PO    Hardcopy    Schedule 1, Item Destroy 1or 2
                                                  78.C (National)  (Int'l) years after
                                                  or 33 (Int'l)    response to request

  Approval         VIC     Code PO    Hardcopy    Schedule 1, Item Destroy 1or 2
  Response                                        78.C (National)  (Int'l) years after
                                                  or 33 (Int'l)    response to request
  -------------------------------------------------------------------------------------

**Appendix A**

The NASA Merchandising and Advertising Guidelines were developed with
Code P upper management and the legal office to render more efficient
communications between Public Affairs and merchandisers/advertisers. The
guidelines have been an important communications tool to inform
merchandisers and advertisers about NASA's trademark and corporate
identity policies.

**NASA Regulations for Merchandising Requests**

Strict legal regulations govern NASA policy regarding merchandising

requests. Companies interested in producing NASA-related merchandise
must

notify NASA\'s Public Services Division in writing (fax number:
202/358-4331)

or E-mail: bertram.ulrich@hq.nasa.gov). Requests should describe the
intended use of NASA imagery on the product. If possible, layouts or
sketches of the product should be included. When all legal requirements
have been met, NASA will send the merchandiser an approval letter. A
general overview of NASA policy follows.

• Companies interested in producing NASA-related merchandise have equal

access to NASA information. There is no licensing or exclusivity
agreement

with NASA.

• As a Government Agency, NASA will not promote or endorse or appear to
promote or endorse a commercial product, service or activity. Therefore,
there are strict regulations on the use of any of the NASA identities
and emblem imagery. NASA does permit use of the Insignia and other
emblems on souvenir items when they are used alone. For example, in the
case of a NASA T-shirt, the name of the company producing the T-shirt
can be displayed on the collar tag; however, the T-shirt can only bear
the NASA Insignia and no other company logo on the front or back of the
shirt.

• Many NASA images (moving and still) in the public domain can be used
for merchandising purposes. However, there are rules regarding the
appearance of astronauts\' or NASA employees\' faces or names on
commercial products. Astronauts or employees who are currently employed
by NASA cannot have their faces or names displayed on any commercial
products, advertisements or commercial product packaging. Astronauts and
NASA employees who are retired from the Agency can grant permission for
the use of their faces or names, but that permission may be subject to a
fee. For deceased astronauts or employees, their families must grant
permission for use of their photos or names.

• There are many images (moving and still) in the public domain of
unrecognizable astronauts in space suits. However, in some instances,
the astronaut\'s name may be legible in the photo. In such a case, we
would have to determine if use of it for commercial purposes might
infringe on a right of privacy. Permission from the astronaut could,
therefore, be necessary.

• When all legal regulations have been met, the merchandiser may contact
the

Photo Department at 202/358-1900 for reference information only. NASA
Headquarters does not provide reproduction materials to private
companies. Transparencies can be purchased for a small fee from Allied
Signal Technical Services Corporation, (301/286-7763).

• For more information, contact the Public Services Division at
202/358-1750.

**NASA Regulations for Advertising Requests**

Strict legal regulations govern NASA policy regarding advertising
requests. Companies interested in producing NASA-related advertisements
must notify NASA\'s Public Services Division in writing (fax number:
202/358-4331) or E-mail: bertram.ulrich@hq.nasa.gov). Requests should
describe the intended use of NASA imagery in the ads. If possible,
layouts or storyboards of the advertisement should be included. When all
legal requirements have been met, NASA will send the advertiser an
approval letter. A general overview of NASA policy follows.

• As a Government Agency, NASA will not promote or endorse or appear to
promote or endorse a commercial product, service or activity. Therefore,
there are strict regulations on the use of any of the NASA identities
and emblem imagery in advertisements.

• NASA does not permit use of the insignia and other NASA indicia in
advertisements except for the NASA Logo on the Space Shuttle when it is
displayed at a distance. Any use of the NASA identity on spacesuits is
generally not permitted unless authorized by Headquarters Public
Affairs.

• Any references to NASA in an advertisement must be factually accurate.

• Many NASA images and most film and video footage are in the public
domain can be used for advertising purposes. However, there are rules
regarding the appearance of astronauts\' or NASA employees\' faces or
names in commercial activities. Astronauts or employees who are
currently employed by NASA cannot have their faces or names displayed on
any commercial products, advertisements or commercial product packaging.
Astronauts and NASA employees who are retired from the Agency can grant
permission for the use of their faces or names, but that permission may
be subject to a fee. For deceased astronauts or employees, their
families must grant permission for use of their images or names.

• Commercials are not permitted to be shot at NASA Centers. For more
information, contact Bobbie Faye Ferguson, Director of Multimedia
Services at 202/358-4702.

• When all legal regulations have been met, the advertiser may contact
the

Photo Department at 202/358-1900 for reference information only. NASA
Headquarters does not provide reproduction materials to private
companies. Transparencies can be purchased for a small fee from Jorge
Scientific Corporation, (301/286-6309). Footage can be purchased at the
Center for Aerospace Information (301/621-0390).

• For more information, contact the Public Services Division at
202/358-1750.