![](media/image1.wmf){width="3.359722222222222in"
height="2.6277777777777778in"}

Office of Equal Opportunity Programs

Office Work Instruction

OEOP Policy Formulation and Approval

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

George E. Reese

Associate Administrator

Office of Equal Opportunity Programs

# DOCUMENT HISTORY LOG

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| *Ba     |        | *1-    |                                         |
| seline* |        | 19-00* |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 5      | Revisions made based on systemic        |
| evision |        | -02-00 | analysis of ISO 9001 Registrar comments |
|         |        |        | during February 2000 ISO 9001 Registrar |
|         |        |        | precertification audit of NASA          |
|         |        |        | Headquarters Functional Offices.        |
|         |        |        | Administrative clarifications made to   |
|         |        |        | 6.11 and 6.12.                          |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 2      | Revisions made based on systemic        |
| evision |        | -09-01 | analysis of June 15, 2000 ISO 9001 DNV  |
|         |        |        | Scope Expansion and Surveillance Audit  |
|         |        |        | checklist review. Added quality records |
|         |        |        | as evidence of interim reviews and text |
|         |        |        | revisions to specify evidence of        |
|         |        |        | approval. Systemic analysis also        |
|         |        |        | conducted based on November 13-15,      |
|         |        |        | 2000, ISO 9001 DNV Surveillance Audit   |
|         |        |        | Checklist. No revisions required.       |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

1.  **Purpose**

> The purpose of this procedure is to ensure that the NASA Office of
> Equal Opportunity Programs (Code E) provides executive leadership,
> policy direction, advice, and functional management in the preparation
> of equal opportunity plans, procedures, regulations, reports, and
> other matters pertaining to the policy of providing equal opportunity
> in employment, research and education to all persons, including
> disabled veterans; of prohibiting discrimination in employment because
> of race, color, religion, sex, national origin, age, or disability;
> and of promoting the full realization of equal employment opportunity
> through a continuing affirmative employment program.

2.  **Scope and Applicability**

This OWI applies to all the organizational components of Code E.

3.  **Definitions**

    1.  AA - Associate Administrator.

    2.  ADS - Action Document Summary Form 117

    3.  AO - Action Officer. This is the professional staff member
        responsible for the preparation of the draft and final policy
        document.

    4.  DAA - Deputy Associate Administrator

    5.  DD - Division Director

    6.  DPP - Draft Policy Package. The package contains the draft
        policy document and an NHQ Form 117 for each Code that will
        review the policy document for concurrence.

    7.  Code E - Office of Equal Opportunity Programs

    8.  FPP - Final Policy Package. The package contains the policy
        document, with a NHQ Form 117 with the concurring Headquarters
        Offices.

    9.  Policy Document - NASA Policy Directive (NPD), NASA Policy
        Guidance (NPG), and NASA Policy Charter (NPC).

4.  **References**

4.1 HQSM 1200.A Headquarters Quality Systems Manual

4.2 NPD 1000.1A NASA Strategic Plan

4.3 NPG 1000.2 NASA Strategic Management Handbook

4.4 NHB 1101.3 The NASA Organization

4.5 NPG 1400.1 NASA Directives System

The correct version of the above documents

can be obtained from the NODIS Directives

Library.

5.  **Flowchart**

![](media/image2.wmf){width="5.993055555555555in"
height="8.192361111111111in"}

**6. Procedure**

+-----+---------------+------------------------------------------------+
| ##  | ## Actionee   | ## Action                                      |
|  St |               |                                                |
| ep  |               |                                                |
+-----+---------------+------------------------------------------------+
| 6.1 | Code E        | Start                                          |
+-----+---------------+------------------------------------------------+
| 6.2 | AA/DAA        | Policy actions are identified by the AA/DAA as |
|     |               | the result of Presidential initiatives (i.e.,  |
|     |               | Executive Orders), judicial mandate (Federal   |
|     |               | court interpretations of current               |
|     |               | anti-discrimination laws), and new legislation |
|     |               |                                                |
|     |               | that amends current Federal statutes and/or    |
|     |               | new statutes. In addition, current Agency      |
|     |               | policy documents are also screened in order to |
|     |               | determine whether reaffirmation and/or         |
|     |               | renewals are necessary.                        |
+-----+---------------+------------------------------------------------+
| 6.3 | AA/DAA        | Once identification of new policy initiatives  |
|     |               | is completed, a Code E Division is assigned    |
|     |               | the responsibility for developing the DPP.     |
|     |               | This assignment is made based on program       |
|     |               | responsibilities and availability.             |
+-----+---------------+------------------------------------------------+
| 6.4 | AO            | The AO proceeds to prepare the DPP and submits |
|     |               | to and DDDAA/AA.                               |
+-----+---------------+------------------------------------------------+
| 6.5 | DD/DAA/AA     | DD/DAA/AA review and concur on DPP/NHQ Form    |
|     |               | 117.                                           |
+-----+---------------+------------------------------------------------+
| 6.6 | DD/DAA/AA     | If concurred, then proceed to 6.8. This        |
|     |               | decision is made based on the reviewer(s)      |
|     |               | professional knowledge and experience and the  |
|     |               | responsiveness of the DPP to the issue it has  |
|     |               | been developed to address. If concurrence is   |
|     |               | not received, proceed to 6.7.                  |
+-----+---------------+------------------------------------------------+
| 6.7 | AO            | If the DD/DAA/AA want to make modifications,   |
|     |               | the changes are made. Proceed to 6.5.          |
+-----+---------------+------------------------------------------------+
| 6.8 | AO            | DPP is submitted to all Headquarters Offices   |
|     |               | for concurrence and comments. Copy of DPP is   |
|     |               | kept until FPP is prepared.                    |
+-----+---------------+------------------------------------------------+
| 6.9 | AO            | The AO receives the DPP\'s from the            |
|     |               | Headquarters Offices. The Headquarters Offices |
|     |               | may concur without comment; concur with        |
|     |               | recommended changes, or refuse to concur if    |
|     |               | the recommended changes are not made. If a     |
|     |               | Headquarters Office concurs with recommended   |
|     |               | changes, the changes may by accepted or        |
|     |               | rejected.                                      |
+-----+---------------+------------------------------------------------+
| 6   | AO            | If concurrence is obtained from all Codes,     |
| .10 |               | proceed to 6.12. If concurrence is not         |
|     |               | obtained, proceed to 6.11.                     |
+-----+---------------+------------------------------------------------+
| 6   | AO/DD/DAA/AA  | If a Headquarters Office refuses to concur     |
| .11 |               | unless changes are made, negotiations are      |
|     |               | conducted with the nonconcurring Office for an |
|     |               | acceptable compromise that will result in      |
|     |               | concurrence. If negotiations are unsuccessful  |
|     |               | the document is sent forward without           |
|     |               | concurrence along with a memo explaining why   |
|     |               | OEOP does not agree with the recommended       |
|     |               | changes.                                       |
+-----+---------------+------------------------------------------------+
| 6   | AO            | Once concurrence is obtained from all          |
| .12 |               | Headquarters Offices, a Final Policy Package   |
|     |               | (FPP) is prepared. The FPP contains a copy of  |
|     |               | the form 184 (NASA Directive Request), the new |
|     |               | policy document, a copy of the Form 117 with   |
|     |               | each of the concurring offices electronic      |
|     |               | signature, any nonconcurring offices lack of   |
|     |               | signature, a copy of all comments and the      |
|     |               | disposition of those comments, memo(s)         |
|     |               | explaining any nonconcurrence, and a copy of   |
|     |               | any policy document cancelled by the new       |
|     |               | directive.                                     |
+-----+---------------+------------------------------------------------+
| 6   | DD/DAA/AA     | Receive FPP for approval. This decision is     |
| .13 |               | made based on the reviewer(s) professional     |
|     |               | knowledge and experience and the               |
|     |               | responsiveness of the DPP to the issue it has  |
|     |               | been developed to address.                     |
+-----+---------------+------------------------------------------------+
| 6   | DD/DAA/AA     | If approval of the FPP is not obtained,        |
| .14 |               | modifications are made as required. Proceed to |
|     |               | 6.15 for modifications. If approval is         |
|     |               | obtained, initial FPP/NHQ Form 117, and        |
|     |               | proceed to 6.16.                               |
+-----+---------------+------------------------------------------------+
| 6   | A0            | Modify FPP and proceed to 6.13.                |
| .15 |               |                                                |
+-----+---------------+------------------------------------------------+
| 6   | AO            | FPP is submitted to Code JM for further        |
| .16 |               | processing and retention as a Code JM quality  |
|     |               | record. A copy of the FPP is kept until        |
|     |               | web-posted.                                    |
+-----+---------------+------------------------------------------------+
| 6   | AO            | Receive notification from JM of policy         |
| .17 |               | document approval and electronic posting in    |
|     |               | Directives Library.                            |
|     |               |                                                |
|     |               | The policy document is maintained              |
|     |               | electronically as a quality record.            |
|     |               |                                                |
|     |               | .                                              |
+-----+---------------+------------------------------------------------+
| 6   |               | Process completed.                             |
| .18 |               |                                                |
+-----+---------------+------------------------------------------------+
|     |               |                                                |
+-----+---------------+------------------------------------------------+

**7. Quality Records**

+-------+------+-------+---------+-----------+-----------------------+
| **R   | #    | ##    | *       | *         | ###                   |
| ecord | ## O | # Loc | *Record | *Schedule | Retention/Disposition |
| I     | wner | ation | Media:  | Number    |                       |
| denti |      |       | Ele     | and Item  |                       |
| ficat |      |       | ctronic | Number    |                       |
| ion** |      |       | or Hard | (NPG      |                       |
|       |      |       | Copy**  | 1         |                       |
|       |      |       |         | 441.1C)** |                       |
+-------+------+-------+---------+-----------+-----------------------+
| DPP   | E    | Code  | Ele     | Schedule  | Remove from related   |
|       |      | E     | ctronic | 1, Item   | records and destroy   |
|       |      | files |         | 25        | or delete when work   |
|       |      |       |         |           | is completed or when  |
|       |      |       |         |           | no longer needed for  |
|       |      |       |         |           | operating purposes    |
+-------+------+-------+---------+-----------+-----------------------+
| Draft | E    | Code  | Ele     | Schedule  | Remove from related   |
| FPP   |      | E     | ctronic | 1, Item   | records and destroy   |
|       |      | files |         | 25        | or delete when work   |
|       |      |       |         |           | is completed or when  |
|       |      |       |         |           | no longer needed for  |
|       |      |       |         |           | operating purposes    |
+-------+------+-------+---------+-----------+-----------------------+
| FPP   | E    | Code  | Ele     | Schedule  | Remove from related   |
|       |      | E     | ctronic | 1, Item   | records and destroy   |
|       |      | files |         | 25        | or delete when work   |
|       |      |       |         |           | is completed or when  |
|       |      |       |         |           | no longer needed for  |
|       |      |       |         |           | operating purposes    |
+-------+------+-------+---------+-----------+-----------------------+
| P     | E    | ht    | Ele     | Schedule  | Destroy when 3 years  |
| olicy |      | tp:// | ctronic | 3, Item   | old, or when          |
| Dire  |      | nodis |         | 50,       | superseded or         |
| ctive |      | .hq.n |         | Section D | obsolete, whichever   |
|       |      | asa.g |         |           | is applicable.        |
|       |      | ov/Li |         |           |                       |
|       |      | brary |         |           |                       |
|       |      | /Dire |         |           |                       |
|       |      | ctive |         |           |                       |
|       |      | s/NAS |         |           |                       |
|       |      | A-WID |         |           |                       |
|       |      | E/con |         |           |                       |
|       |      | tents |         |           |                       |
|       |      | .html |         |           |                       |
+-------+------+-------+---------+-----------+-----------------------+