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### Office of Public Affairs {#office-of-public-affairs .unnumbered}

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

Coordinate Astronaut Appearances

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

> David Mould Date

Assistant Administrator

**DOCUMENT HISTORY LOG**

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| R       | A      | 4      | Revise Sections 3 and 7 to reflect      |
| evision |        | /14/00 | Pre-Assessment audit findings in other  |
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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.

# Scope and Applicability

1.  This OWI covers Astronaut Appearances coordinated in Public Services
    and Protocol 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, 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://nodis3.gsfc.nasa.gov/hq_list.cfm>[.]{.underline} Any printed
    version of this OWI is uncontrolled (reference: HCP 1400.1,
    *Document and Data Control).*

# Definitions

  ------------ ------------ ---------------------------------------------
  3.1          AA           Associate or Assistant Administrator

  3.2          AAC          Astronaut Appearances Coordinator

  3.3          DPS          Director, Public Services and Protocol
                            Division

  3.4          HQ           Headquarters

  3.5          JSC          Johnson Space Center

  3.6          PO           Public Services and Protocol Division, Office
                            of Public Affairs

  3.7          SBC          Speaker Bureau Coordinator
  ------------ ------------ ---------------------------------------------

# References

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

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

# Flowchart

6.0 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 Coordinator 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                  AAC                      *If the request is for any other type of speaker
                                                then it will be forwarded to the Speakers Bureau
                                                Coordinator in the Office of Communications
                                                Planning (OCP). Closed out.*

  6.5                  AAC                      If an Astronaut Appearance request is declined, a
                                                declination letter is sent to the requestor.

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

  6.7                  AAC & DPSP               *Astronaut Request Approved? If yes, proceed to
                                                Step 6.8. If no return to Step 6.5.*

  6.8                  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.

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

  6.10                 AAC                      *Prepare logistics plan & schedule and email 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 emailed to the astronaut at
                                                JSC.

  6.11                 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 and Protocol makes this
                                                decision.
  -------------------- ------------------------ ---------------------------------------------------

#  Quality Records

  ---------------------------------------------------------------------------------------
  Record ID      Owner   Location   Record Media NPG 1441.1       Retention/Disposition
                                                 Schedule and     
                                                 Item Number      
  -------------- ------- ---------- ------------ ---------------- -----------------------
  Database       AAC     NBO40      Electronic   Schedule 1, Item Destroy when 5 years
  Record                                         56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Declination    AAC     NBO40      Hard Copy    Schedule 1, Item Destroy when 5 years
  Letter                                         56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Confirmation   AAC     NBO40      Hard Copy    Schedule 1, Item Destroy when 5 years
  Letter                                         56               old, or when no longer
                                                                  needed for reference
                                                                  whichever first.

  Schedule       AAC     NBO40      Hard Copy    Schedule 1, Item Destroy when 5 years
                                                 56               old, when no longer
                                                                  needed for reference
                                                                  whichever first.

  Astronaut      AAC     NBO40      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     NBO40      Hard Copy    Schedule 1, Item Destroy when 5 years
                                                 56               old or when no longer
                                                                  needed for reference
                                                                  whichever first.
  ---------------------------------------------------------------------------------------