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Office of External Relations

Office Work Instruction

Organization and Support of Administrator's Meetings with Foreign
Visitors

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

John D. Schumacher

Associate Administrator for

External Relations

# DOCUMENT HISTORY LOG

+----------+-----------+------------+---------------------------------+
| Status   | Document  | Effective  | Description                     |
|          |           |            |                                 |
| (B       | Revision  | Date       |                                 |
| aseline/ |           |            |                                 |
|          |           |            |                                 |
| R        |           |            |                                 |
| evision/ |           |            |                                 |
|          |           |            |                                 |
| C        |           |            |                                 |
| anceled) |           |            |                                 |
+----------+-----------+------------+---------------------------------+
| Baseline |           | 6/22/2001  |                                 |
+----------+-----------+------------+---------------------------------+
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1.  **Purpose**

> This procedure establishes and defines the procedures to be followed
> by members of the Office of External Relations to organize and support
> meetings between the NASA Administrator and foreign visitors, as
> defined in Section 3, at NASA Headquarters.

2.  **Scope and Applicability**

    1.  This OWI covers the Office of External Relations' procedures for
        the organization and support of meetings between the NASA
        Administrator and foreign visitors to NASA Headquarters.

    2.  This activity begins with the request for a meeting and
        continues through the preparation and distribution of the
        meeting's Memorandum for the Record.

    3.  This OWI applies to Office of External Relations personnel who
        perform tasks associated with the Administrator's meetings with
        foreign visitors at NASA Headquarters.

3.  **Definitions**

    1.  [A.]{.underline} Administrator.

    2.  [AA.]{.underline} Associate Administrator for External
        Relations.

    ```{=html}
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    ```
    3.  [AA Sec.]{.underline} Associate Administrator's Secretary.

    4.  [AIVC]{.underline}. Assistant International Visits Coordinator,
        a member of Code I's Assessments and Technology Division (Code
        ID), who is responsible for coordinating all foreign national
        visits to NASA HQ, Centers, and JPL.

    5.  [AO]{.underline}. Action Officer. The person within the Office
        of External Relations (Code I) who has been assigned as the lead
        official responsible for logistical preparations and
        coordination activities, including coordination with
        program/project office personnel, in connection with the meeting
        between the Administrator and foreign visitors.

    6.  [A Sec]{.underline}. Administrator's Secretary.

    7.  [Checklist.]{.underline} Code I Checklist for International
        Visits with the Administrator.

    8.  [Code A.]{.underline} Office of the Administrator.

    9.  [Code I]{.underline}. Office of External Relations

    10. [Code ID.]{.underline} Assessments and Technology Division,
        Office of External Relations.

    11. [DAA.]{.underline} Deputy Associate Administrator for External
        Relations.

    12. [DD.]{.underline} Code I Division Director. The international
        divisions in Code I are Human Space Flight and Research Division
        (Code IH), Space Science and Aeronautics Division (Code IS) and
        the Earth Science Division (Code IY).

    13. [Desk Officer]{.underline}. An International Programs Specialist
        employed in one of the international divisions in Code I,
        specifically Code IH, IS, or IY.

    14. [Division Secretary]{.underline}. Cognizant Code I Division's
        secretary.

    15. [Foreign National.]{.underline} Any person who is not an U.S.
        citizen or permanent resident alien of the United States.

    16. [Foreign Office.]{.underline} The office sponsoring the foreign
        visitors' meeting with the Administrator.

    17. [Foreign Visitors]{.underline}. Visitors who are foreign
        nationals or representatives of a foreign entity, including a
        government, business, organization, or person of a country other
        than the United States.

    18. [HQ IVC]{.underline}: Headquarters International Visitors
        Coordinator.

    19. [MFR.]{.underline} Memorandum for the Record.

    20. [NF]{.underline}. NASA Form.

    21. [USG]{.underline}. United States Government.

4.  **References**

Code I Checklist: International Visits with the Administrator

HQOWI1370-I013, "Foreign Visit Request Procedures."

NPG 1441.1, Records Retention Schedules (With Changes 1-23, dated

July 31, 2000)

5.  **Flowchart**

![](media/image2.wmf)

![](media/image3.wmf)

![](media/image4.wmf)

![](media/image5.wmf)

**Procedure**

+---------+-------------+---------------------------------------------+
| #       | ## Actionee | ## Action                                   |
| # Step  |             |                                             |
+---------+-------------+---------------------------------------------+
| 6.1     |             | Meeting request is received. A request for  |
|         |             | a meeting between the Administrator and     |
|         |             | foreign visitors could be received either   |
|         |             | verbally or in writing. This request could  |
|         |             | be initiated by the foreign visitors or     |
|         |             | other USG entities that forward the request |
|         |             | to the Administrator, the Code I AA, other  |
|         |             | NASA officials or other Code I staff.       |
+---------+-------------+---------------------------------------------+
| 6.2     | AA/DD/AO    | If necessary, the Code I AA will discuss    |
|         |             | the proposed meeting with the Administrator |
|         |             | to determine its feasibility and            |
|         |             | appropriateness. When the AA has determined |
|         |             | that a meeting will be scheduled, the       |
|         |             | action will be assigned to the appropriate  |
|         |             | Code I Division. DD assigns a lead AO and,  |
|         |             | if required, that AO assembles a            |
|         |             | coordinating team. This team is required    |
|         |             | when anticipated meeting topics include     |
|         |             | those within another Desk Officer's or      |
|         |             | another Code I Division's area of           |
|         |             | responsibility.                             |
+---------+-------------+---------------------------------------------+
| 6.3     | AO          | Will the meeting be scheduled? If no, go to |
|         |             | step 6.3.1. If yes, go to step 6.4.         |
+---------+-------------+---------------------------------------------+
| 6.3.1   | AO          | Notify the point of contact in the Foreign  |
|         |             | Office that NASA will be unable to          |
|         |             | accommodate the request for a meeting with  |
|         |             | the Administrator. If the request was made  |
|         |             | in writing, a written response will be      |
|         |             | required.                                   |
+---------+-------------+---------------------------------------------+
| 6.3.2   | AO          | Is a written response required to answer    |
|         |             | incoming correspondence? If no, go to step  |
|         |             | 6.3.2.1. If yes, go to step 6.3.3.          |
+---------+-------------+---------------------------------------------+
| 6.3.2.1 | AO          | Notify DD that response is not required.    |
|         |             | Stop.                                       |
+---------+-------------+---------------------------------------------+
| 6.3.3   | AO          | Draft response.                             |
+---------+-------------+---------------------------------------------+
| 6.3.3.1 | AO, DD,     | Submit response for concurrence by          |
|         | DAA, AA, A  | appropriate Code I official and signature,  |
|         |             | as appropriate. The response may be signed  |
|         |             | by the DD, DAA, AA, or A.                   |
+---------+-------------+---------------------------------------------+
| 6.3.3.2 | Div Sec     | Distribute signed response and place a      |
|         |             | copy, with concurrence, in the Cognizant    |
|         |             | Code I Division files. Stop.                |
+---------+-------------+---------------------------------------------+
| 6.4     | AA Sec      | At the AO's request, the AA Sec. will       |
|         |             | coordinate the proposed meeting, to include |
|         |             | subject and the day and time, with A Sec.   |
|         |             | to establish placeholders on the            |
|         |             | Administrator's and AA's, or his            |
|         |             | designee's, calendars. AA Sec. will notify  |
|         |             | AO of results.                              |
+---------+-------------+---------------------------------------------+
| 6.5     | AO          | Complete Meeting Request Form (NF 1689) and |
|         |             | provide to AA Sec.                          |
+---------+-------------+---------------------------------------------+
| 6.6     | AA Sec.     | Transmit the Meeting Request Form to A Sec. |
+---------+-------------+---------------------------------------------+

+---------+-------------+---------------------------------------------+
| 6.7     | AO          | Contact the Foreign Office to confirm the   |
|         |             | meeting's day/time, obtain a list of        |
|         |             | attendees, information about the topics to  |
|         |             | be discussed, and any other background      |
|         |             | information related to the meeting.         |
+---------+-------------+---------------------------------------------+
| 6.8     | AO/AIVC/    | Forward list of Foreign Visitors attending  |
|         |             | the meeting to the AIVC for concurrence by  |
|         | HQ IVC      | the HQ IVC. AIVC will perform the pertinent |
|         |             | procedures specified by HQOWI 1370-I013.    |
|         |             | AIVC will forward a building clearance      |
|         |             | request to NASA Headquarters Security, via  |
|         |             | e-mail, to ensure access to the NASA        |
|         |             | Headquarters by the Foreign Visitors.       |
+---------+-------------+---------------------------------------------+
| 6.9     | AO          | Did HQ IVC concur with attendee list? If    |
|         |             | no, go to step 6.9.1. If yes, go to step    |
|         |             | 6.10.                                       |
+---------+-------------+---------------------------------------------+
| 6.9.1   | AO          | Coordinate with the Foreign Office and      |
|         |             | obtain the information required by HQ IVC   |
|         |             | to complete the approval process.           |
+---------+-------------+---------------------------------------------+
| 6.9.2   | AO          | Once information is received, the AO will   |
|         |             | forward the information to the HQ IVC and   |
|         |             | work with the HQ IVC to ensure there are no |
|         |             | remaining issues with the meeting request.  |
+---------+-------------+---------------------------------------------+
| 6.9.3   | AO          | Does the HQ IVC concur with the meeting     |
|         |             | request? If yes, go to 6.10. It no, go to   |
|         |             | 6.9.3.1.                                    |
+---------+-------------+---------------------------------------------+
| 6.9.3.1 | AO          | Contact Foreign Office and coordinate the   |
|         |             | remaining HQ IVC concerns.                  |
+---------+-------------+---------------------------------------------+
| 6.9.3.2 |             | Provide information to HQ IVC.              |
+---------+-------------+---------------------------------------------+
| 6       | AO          | Does the HQ IVC concur with the meeting     |
| .9.3.3. |             | request? If yes, go to 6.10. It no, go to   |
|         |             | 6.9.3.3.1.                                  |
+---------+-------------+---------------------------------------------+
| 6.      | AO          | Coordinate with Code I, to include HQ IVC,  |
| 9.3.3.1 |             | DD, DAA, and AA. Make recommendation based  |
|         |             | upon HQ IVC's non-concurrence and           |
|         |             | information provided by Foreign Office as   |
|         |             | to whether to conduct meeting.              |
+---------+-------------+---------------------------------------------+
| 6.      | AO          | Will meeting take place? If yes, go to      |
| 9.3.3.2 |             | 6.10. If no, go to 6.9.3.3.2.1.             |
+---------+-------------+---------------------------------------------+
| 6.9.    | AO          | Notify Foreign Office that NASA will be     |
| 3.3.2.1 |             | unable to conduct the meeting.              |
+---------+-------------+---------------------------------------------+
| 6.9.    | AO          | Notify AA Sec to cancel meeting.            |
| 3.3.2.2 |             |                                             |
+---------+-------------+---------------------------------------------+
| 6.9.    | AA Sec      | Notify A Sec to cancel meeting.             |
| 3.3.2.3 |             |                                             |
+---------+-------------+---------------------------------------------+
| 6.9.    | AO          | Is written response required? If no, stop.  |
| 3.3.2.4 |             | If yes, go to 6.3.3.                        |
+---------+-------------+---------------------------------------------+

  ---------- -------------- ----------------------------------------------
  6.10       AO             Conduct logistics coordination. Coordination
                            can be facilitated through the use of
                            checklists, such as the example provided in
                            Appendix A. This checklist is provided as an
                            administrative tool only. Logistics differ
                            with each meeting, but its coordination can
                            include: Request for Use of Administrator's
                            Fund, if the Administrator is hosting the
                            visitors for lunch or refreshments;
                            coordination of conference rooms and audio
                            visual support; arranging for photographer and
                            presentation items, when appropriate.

  6.11       AO & team      Determine the meeting's agenda and priorities
             /AA/DAA/DD     with the AA, DAA, and appropriate DDs for the
                            meeting with the Administrator.

  6.12       AO & team      Develop draft briefing memo for the
                            Administrator, which outlines meeting agenda,
                            talking points and background information.

  6.13       AO/DD          Submit draft briefing memo for concurrence to
                            appropriate programmatic and Code I DD's .

  6.14       AO & team      Is concurrence received? If no, go to step
                            6.14.1. If yes, go to step 6.15.

  6.14.1     AO             Incorporate required revisions and return to
                            step 6.13 for concurrence.

  6.15       AO/AA/DAA      Submit final draft of briefing memo to AA/DAA
                            for signature. The AA/DAA will review for
                            completeness and accuracy. If approved, the
                            AA/DAA will sign it. If not, AA/DAA will
                            provide comments.

  6.16       AA/DAA         Did AA/DAA sign final version? If no, go to
                            step 6.16.1. If yes, go to step 6.17.

  6.16.1     AO             Incorporate required revisions.

  6.16.2     AO             Do the revisions require additional
                            concurrence? If yes, return to step 6.13 for
                            concurrence. If not, go to step 6.15.

  6.17       Div Sec        Distribute final briefing memo and file copy
                            of briefing memo, with concurrence, in the
                            cognizant Code I Division Files.

  6.18       AA/DAA         If required, brief Administrator on the
                            planned visit, reviewing the purpose, goals,
                            objectives, and logistics. Provide the
                            briefing memo to the Administrator.

  6.19       AO             Coordinate logistics that must be completed
                            the day of the meeting.

  6.20       AO             Meet foreign visitors in the Lobby and escort
                            them to Administrator's office.
  ---------- -------------- ----------------------------------------------

  ---------- -------------- ----------------------------------------------
  6.21       AA/DAA, DD, AO As appropriate, the AA, DAA, cognizant DD, and
                            AO attend the meeting. AO will record notes
                            for MFR. Other Code I DDs may attend, as
                            appropriate.

  6.22       AO             Escort foreign visitors out of building at the
                            conclusion of the meeting. Advise AIVC to
                            close out visit.

  6.23       AO             Prepare draft MFR, including all action items
                            from the meeting and identifying the gifts
                            exchanged, if any. Determine concurrence based
                            upon meeting content.

  6.24       AO             Is concurrence necessary? If yes, go to step
                            6.24.1. If no, go to step 6.25.

  6.24.1     AO             Submit draft MFR for concurrence

  6.24.2     AO             Is concurrence received? If no, go to 6.24.3.
                            If yes, go to step 6.25.

  6.24.3     AO             Input changes and return to step 6.24.1

  6.25       AO             Sign final MFR.

  6.26       Div Sec        Distribute and file copy of final MFR

  6.27       AO             Were gifts exchanged during the meeting? If
                            no, go to step 6.28. If yes, go to step
                            6.27.1.

  6.27.1     AO             Inform DAA Sec. This notification shall be in
                            writing, via e-mail, memo, or by DAA Sec. as a
                            courtesy copy recipient on the MFR.

  6.28       AO             Stop. End meeting follow up.
  ---------- -------------- ----------------------------------------------

**7. Quality Records**

  ------------------ ----------- -------------- ---------- ------------- ---------------------------
  **Record           **Owner**   **Location**   **Record   **Schedule \# **Retention/Disposition**
  Identification**                              Media**    and Item      
                                                           Number (NPG   
                                                           1441.1)**     

  Notification       AO          Files of Code  H          Schedule 1,   Destroy 2 years after
  Letter (as                     I Division                Item 35       termination of visit.
  required)                      responsible                             
                                 for specific                            
                                 visit.                                  

  Final Briefing     AO          Files of Code  H          Schedule 1,   Permanent. Retire to FRC
  Memo                           I Division                Item 22.A     when 5 years old in 5 year
                                 responsible                             blocks. Transfer to NARA
                                 for specific                            when 10 years old.
                                 visit.                                  

  Final MFR          AO          Files of Code  H          Schedule 1,   Permanent. Retire to FRC
                                 I Division                Item 22.A     when 5 years old in 5 year
                                 responsible                             blocks. Transfer to NARA
                                 for specific                            when 10 years old.
                                 visit.                                  
  ------------------ ----------- -------------- ---------- ------------- ---------------------------

**Code I Checklist**

**International Visits with the Administrator**

**(NOT OFFICIAL VERSION. PROVIDED AS REFERENCE SAMPLE ONLY)**

***Date of Event \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_***

Action due date

> or action completed:

-   Event scheduled through AA Secretary \_\_\_\_\_\_\_\_\_\_

-   Determine agenda

-   coordinate with foreign partner \_\_\_\_\_\_\_\_\_\_

-   review with Code I management \_\_\_\_\_\_\_\_\_\_

-   Briefing memo

-   assigned to team \_\_\_\_\_\_\_\_\_\_

-   concurrence received \_\_\_\_\_\_\_\_\_\_

-   due to AA (3 days prior to event) \_\_\_\_\_\_\_\_\_\_

-   due to Administrator (2 working days prior to event)
    \_\_\_\_\_\_\_\_\_\_

-   Pre-meeting

-   with AA \_\_\_\_\_\_\_\_\_\_

-   with Administrator (if appropriate) \_\_\_\_\_\_\_\_\_\_

-   Other attendees invited \_\_\_\_\_\_\_\_\_\_

-   Memo to security to clear foreign delegation into building;

escort(s) identified \_\_\_\_\_\_\_\_\_\_

-   Flags (pick up, set up, return to flag locker) \_\_\_\_\_\_\_\_\_\_

-   Arrange for NASA photographer \_\_\_\_\_\_\_\_\_\_

-   Arrange for interpreter, if appropriate \_\_\_\_\_\_\_\_\_\_

-   For social event or refreshments:

-   Administrator's Fund \_\_\_\_\_\_\_\_\_\_

-   Establish arrangements with Representational Facility
    \_\_\_\_\_\_\_\_\_\_

-   Seating arrangements \_\_\_\_\_\_\_\_\_\_

-   Graphics for table tents and/or signs, if appropriate
    \_\_\_\_\_\_\_\_\_\_

-   Gift(s) or presentation items, if appropriate \_\_\_\_\_\_\_\_\_\_

-   Memorandum for the Record \_\_\_\_\_\_\_\_\_\_

-   Thank you letters, if gift received \_\_\_\_\_\_\_\_\_\_

-   Letter forwarding photo, with inscription, if appropriate
    \_\_\_\_\_\_\_\_\_\_

-   Notify DAA Secretary of any gifts presented or received
    \_\_\_\_\_\_\_\_\_\_

[For Signing Ceremonies]{.underline}

-   Invite guests \_\_\_\_\_\_\_\_\_\_

-   Obtain signature pens, test and return \_\_\_\_\_\_\_\_\_\_

-   Provide signature texts, in folder or notebook \_\_\_\_\_\_\_\_\_\_

-   Guide signers through the process

-   Take custody of originals for distribution:

-   Code I files \_\_\_\_\_\_\_\_\_\_

-   authenticated copy to State w/memo \_\_\_\_\_\_\_\_\_\_

-   NASA distribution \_\_\_\_\_\_\_\_\_\_