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Assessments and Technology Division

Office of External Relations

Office Work Instruction

Foreign Visit Request Procedures

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

John D. Schumacher

Associate Administrator for

External Relations

# DOCUMENT HISTORY LOG {#document-history-log .Heading}

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# Purpose

The purpose of this Office Work Instruction is to document the
procedures performed within the Office of External Relations (OER) for
the review and approval of requests for visits by Foreign Nationals
(FN's) to NASA Headquarters, NASA Centers, and JPL.

# 

# Scope and Applicability

1.  This OWI covers Foreign National Visit procedures performed in OER
    as defined in NPD 1371.5, "Coordination and Authorization of Access
    by Foreign Nationals and Foreign Representatives to NASA" and NPG
    1371.2, "Procedures and Guidelines for Processing Requests for
    Access to NASA by Foreign Nationals or Representatives".

2.  The OWI applies to the Office of External Relations, and covers
    visits by foreign nationals to NASA Headquarters, NASA Centers, and
    JPL.

    3.  Activities under this OWI are performed within the OER's
        Assessments and

        Technology Division (Code ID) by the HQ IVC and AIVC.

# Definitions

1.  AIVC: Assistant International Visits Coordinator is responsible for
    coordinating all foreign national visits to NASA HQ, Centers, and
    JPL.

2.  Designated Areas: Those countries of special concern or interest as
    identified in Appendix A of NPG 1371.2, "Procedures and Guidelines
    for Processing Requests for Access to NASA by Foreign Nationals or
    Representatives".

3.  DO: Office of External Relations Desk Officer responsible for the
    Country or Enterprise.

4.  FVR: Foreign Visit Request.

5.  HQ IVC: Headquarters International Visits Coordinator supervises the
    AIVC and approves FVRs.

6.  Code ID: Assessments and Technology Division.

7.  IVC Form: The International Visits Coordinator Form is an internal
    form generated and controlled by the AIVC. The IVC Form is used to
    process FVRs.

8.  PO: NASA Headquarters Program Office.

    3.9. XC: Export Control section within Code ID.

# References

1.  NPD 1371.5, "Coordination and Authorization of Access by Foreign
    Nationals and Foreign Representatives to NASA"

2.  NPG 1371.2, "Procedures and Guidelines for Processing Requests for
    Access to NASA by Foreign Nationals or Representatives"

3.  NAS7-1407 (NASA/CalTech Contract), Section H-49

# Flowchart

#  

# Procedure

  -------------------- ------------------------ --------------------------------------------------
  [Step]{.underline}   [Actionee]{.underline}   [Action]{.underline}

  6.1                  AIVC                     Receive foreign national visit request (FVR), with
                                                any associated background data. FVR can be
                                                received in the form of an e-mail or hardcopy.

  6.2                  AIVC                     Log the FVR into the FVR database.

  6.3                  AIVC                     Review the FVR to ensure that it was appropriately
                                                forwarded to HQ for approval and to ensure that
                                                all information is complete.

  6.4                  AIVC                     If the FVR is complete, proceed to Step 6.5; if
                                                not, go to Step 6.4.1.

  6.4.1                AIVC                     Acquire information to complete FVR.

  6.5                  AIVC                     Prepare IVC Form (see Appendix A for example of
                                                form). Assemble the FVR package, which includes
                                                the IVC Form, the FVR and any associated
                                                background data. Make copies of the FVR package
                                                and distribute to the cognizant Desk Officer (DO)
                                                and the Export Control (XC) section for review.

  6.6                  DO and XC                Review FVR package for programmatic,
                                                international, and export control considerations
                                                and forward response to AIVC.

  6.7                  AIVC                     Determine whether the FVR requires Program Office
                                                (PO) review. If PO review is required, go to Step
                                                6.7.1. If PO review is not required, go to Step
                                                6.8.

  6.7.1                AIVC                     Send FVR package to PO for review.

  6.8                  AIVC                     Consolidate the responses (received on IVC Forms)
                                                from Steps 6.6 and 6.7.1 (if PO concurrence
                                                required). Prepare a draft e-mail response to the
                                                requestor. Forward the draft e-mail response to
                                                the HQ International Visits Coordinator (HQ IVC)
                                                for approval.

                       HQ IVC                   Concur or non-concur on the draft e-mail response.
                                                If non-concurring, provide comments to AIVC.

  6.9                  HQ IVC                   If the HQ IVC does not concur, go to Step 6.9.1.
                                                If HQ IVC concurs, go to Step 6.10.

  6.9.1                AIVC                     Resolve issue(s) with requestor and/or reviewers.
                                                Return to HQ IVC in Step 6.8.

  6.10                 AIVC                     Finalize e-mail response to the FVR and forward it
                                                to the requestor.
  -------------------- ------------------------ --------------------------------------------------

  ------- ------------- --------------------------------------------------
  6.11    AIVC          Update FVR database to reflect closed FVR.

  6.12    AIVC          File FVR documentation, including the FVR; the
                        completed IVC Forms; a hardcopy of the final
                        e-mail response to the requestor; and any
                        associated background data.
  ------- ------------- --------------------------------------------------

#  {#section-2 .unnumbered}

#  {#section-3 .unnumbered}

# Quality Records

+----------+------+-------+---------+---------+---------------------+
| Record   | O    | Loc   | Record  | S       | ###                 |
| Identi   | wner | ation | Media:  | chedule | Retention/Dispositi |
| fication |      |       | Ele     | Number  | on {#retentiondispo |
|          |      |       | ctronic | and     | sition .unnumbered} |
|          |      |       | or Hard | Item    |                     |
|          |      |       | Copy    | Number  |                     |
|          |      |       |         | (NPG    |                     |
|          |      |       |         | 1441.1) |                     |
+----------+------+-------+---------+---------+---------------------+
| Foreign  | AIVC | Code  | Hard    | S       | Destroy 2 Years     |
| Visit    |      | ID    | Copy    | chedule | After Termination   |
| Request  |      |       |         | 1       | of Visit            |
| (FVR)    |      |       |         |         |                     |
|          |      |       |         | Item 35 |                     |
+----------+------+-------+---------+---------+---------------------+
| C        | AIVC | Code  | Hard    | S       | Destroy 2 Years     |
| ompleted |      | ID    | Copy    | chedule | After Termination   |
| IVC      |      |       |         | 1       | of Visit            |
| Forms    |      |       |         |         |                     |
|          |      |       |         | Item 35 |                     |
+----------+------+-------+---------+---------+---------------------+
| Final    | AIVC | Code  | Hard    | S       | Destroy 2 Years     |
| E-mail   |      | ID    | Copy    | chedule | After Termination   |
| Response |      |       |         | 1       | of Visit            |
|          |      |       |         |         |                     |
|          |      |       |         | Item 35 |                     |
+----------+------+-------+---------+---------+---------------------+

# Appendix

A. ID/International Visits Coordinator's Office Coordination of Request
for Visit by Foreign National (IVC Form)

**APPENDIX A: ID/INTERNATIONAL VISITS COORDINATOR'S OFFICE**

**COORDINATION OF REQUEST FOR VISIT BY FOREIGN NATIONAL**

**(Not the official version. Provided as exhibit only.)**

Date Received in ID: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date Entered into
Database: \_\_\_\_\_\_\_\_\_\_\_\_\_

> Center to be Visited:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**1*. PROPOSED VISITOR***

Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Country:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Dates of Proposed Visit:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_­­­ Visa Type:
\_\_\_\_\_\_\_\_\_\_\_\_

Requesting Organization:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ NASA-Issued
**IAP-66** **Requested**: Yes\_\_\_\_ No \_\_\_\_

JPL-Issued **IAP-66: Copy requested­­­­ \_\_\_\_**

"Other" Issued **IAP-66: Copy requested \_\_\_\_**

**2*. COORDINATION/CONCURRENCE***

> \_\_ **[CODE I DESK OFFICER
> REVIEW]{.underline}**:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Code/Name Date to Desk Officer
>
> -Applicable International
> Agreement:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \- **[Code I Desk Officer Concurrence]{.underline}**: **Yes / No**
> Desk Officer's Initials: \_\_\_\_\_\_\_\_
> Date:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Comments:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> **\_\_ [PROGRAM OFFICE REVIEW]{.underline}**:
>
> Code/Name:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Phone:
> \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> [**Program Office** **Concurrence**]{.underline}**: Yes / No**
> Reviewer's Initials: \_\_\_\_\_\_\_\_\_\_\_\_ Date:
> \_\_\_\_\_\_\_\_\_\_\_\_
>
> Comments:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_ **[CODE ID REVIEW]{.underline}**: Name:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
> Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> **[Export Review Concurrence]{.underline}: Yes / No** Reviewer's
> Initials: \_\_\_\_\_\_\_\_\_\_\_\_ Date: \_­­­­\_\_\_\_\_\_\_\_\_\_\_\_
>
> Comments:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
>
> **PLEASE RETURN THIS DOCUMENT TO
> [ID/\_\_\_\_\_\_\_\_\_\_\_,]{.underline} INTERNATIONAL VISITS
> COORDINATOR'S OFFICE, NOT LATER THAN:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**
>
> **TELEPHONE: 358-1654 FAX: 358-3099**