TN: DT-07-06

To: NRC Management Directives Custodians

Subject: Transmittal of Management Directive 3.5, “Attendance at

NRC Staff Sponsored Meetings”

Purpose: Directive and Handbook 3.5 are being revised to

incorporate administrative corrections and clarifications.

Under Organizational Responsibilities and Delegations of

Authority, office directors and regional administrators must

ensure that notices of staff meetings open to the public are

posted on the Public Meeting Schedule on the NRC's

external Web site no less than 10 calendar days in advance

of the meeting date. Meeting summaries should now be

prepared and issued within 30 working days. Public

Meeting Feedback Forms should be reviewed as received,

followup performed, and data entered into the Public

Meeting Feedback System.

Office of Origin: Office of Information Services

Contact: Sandra Northern, 301-415-6879

Date Approved: December 9, 2003 (Revised: April 10, 2007)

Volume: 3 Mail Management

Part: 1 Publications, Mail, and Information Disclosure

Directive: 3.5 Attendance at NRC Staff Sponsored Meetings

Availability: Rulemaking, Directives, and Editing Branch

Office of Administration

Michael T. Lesar, 301-415-7163

Christy Moore, 301-415-7086

U.S. NUCLEAR REGULATORY COMMISSION

DIRECTIVE TRANSMITTAL

OFFICE OF ADMINISTRATION
Attendance at NRC

Staff Sponsored

Meetings

Directive

3.5
Volume 3, Part 1 - Publications, Mail, and Information Disclosure

Attendance at NRC Staff Sponsored Meetings

Directive 3.5

Approved: December 9, 2003 iii

(Revised: April 10, 2007)

Contents

Policy ....................................................... 1

Objectives ................................................... 1

Organizational Responsibilities and

Delegations of Authority ................................. 2

Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Executive Director for Operations (EDO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Director, Office of Information Services (OIS) ......................... 2

Director, Office of Public Affairs (OPA) .............................. 2

Office Directors and Regional Administrators ......................... 3

Applicability ................................................. 3

Handbook .................................................... 4

References .................................................. 4
Approved: December 9, 2003 1

(Revised: April 10, 2007)

U. S. Nuclear Regulatory Commission

Volume: 3 Information Management

Part: 1 Publications, Mail, and Information

Disclosure OIS

Attendance at NRC Staff

Sponsored Meetings

Directive 3.5

Policy

(3.5-01)

In furtherance of the Commission's intent to keep concerned

citizens informed of agency activities, it is the policy of the U.S.

Nuclear Regulatory Commission that certain meetings between

the staff of the NRC and external stakeholders be open to

attendance by all members of the general public in accordance

with Part I of Handbook 3.5. This directive does not supersede the

responsibility of the NRC staff to notify parties to NRC proceedings

about meetings that are open to public attendance.

Objectives

(3.5-02)

• To ensure that members of the public have the opportunity to

enhance their understanding of the agency's regulatory

process through attendance at, and/or participation in, the

agency's public meetings with applicants, licensees, and

others. (021)

• To ensure that all public meetings are noticed in a timely

manner and to inform interested stakeholders about NRC’s

meetings. (022)
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Attendance at NRC Staff Sponsored Meetings

Directive 3.5

2 Approved: December 9, 2003

(Revised: April 10, 2007)

Objectives

(3.5-02) (continued)

• To balance the NRC's objective of openness and the public’s

interest in attending or participating in NRC meetings against

the need for the NRC staff to exercise its regulatory and safety

responsibilities without undue administrative burden. (023)

Organizational Responsibilities and

Delegations of Authority

(3.5-03)

Commission

(031)

Establishes policy regarding public participation at meetings

conducted by the NRC staff.

Executive Director for Operations (EDO)

(032)

Ensures that policy is implemented regarding public participation

at meetings sponsored and conducted by the NRC staff.

Director, Office of Information Services (OIS)

(033)

Develops and administers a program for the receipt and

dissemination of information on public meetings through the Public

Meeting Notice System.

Director, Office of Public Affairs (OPA)

(034)

• Ensures that the OPA staff consults with the regional

administrator or the office director in certain significant cases

of high public interest to determine whether it is appropriate to
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Attendance at NRC Staff Sponsored Meetings

Directive 3.5

Approved: December 9, 2003 3

(Revised: April 10, 2007)

Organizational Responsibilities and

Delegations of Authority

(3.5-03) (continued)

Director, Office of Public Affairs (OPA)

(034) (continued)

allow public attendance or to hold a separate public meeting to

discuss the results of an inspection or a review. (a)

• Issues a press release for meetings of high public interest. (b)

Office Directors and 

Regional Administrators

(035)

• Ensure that the staff implement the procedures and guidance

in Handbook 3.5 for public and nonpublic meetings. (a)

• Implement the policy in this directive for the receipt and

dissemination of public meeting notices. (b)

• Inform or make recommendations on the need for public

meetings, as appropriate, to the EDO or Deputy Executive

Directors when significant NRC activities are at the planning

stage. (c)

• Ensure that notices of staff meetings open to the public are

posted on the Public Meeting Schedule on the NRC’s external

Web site no less than 10 calendar days in advance of the

meeting date. (d)

Applicability

(3.5-04)

• The policy and guidance in this directive and handbook apply

to all NRC employees. (041)
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Directive 3.5

4 Approved: December 9, 2003

(Revised: April 10, 2007)

Applicability

(3.5-04) (continued)

• This directive does not apply to the Commission or to offices

that report directly to the Commission. (See Part I, Section B,

of Handbook 3.5.) (042)

• This directive does not apply to or supersede any existing law,

rule, or regulation that addresses public attendance at a

specific type of meeting. (043)

Handbook

(3.5-05)

Handbook 3.5—

• Defines types of agency meetings open to the public for

participation with examples of both open and closed

meetings. (1)

• Describes the means by which the public may learn when

agency open meetings are being held. (2)

• Provides procedures and guidance for planning, scheduling,

noticing, announcing, and documenting public and nonpublic

meetings. (3)

References

(3.5-06)

Code of Federal Regulations

“Rules of Practice for Domestic Licensing Proceedings and

Issuance of Orders,” 10 CFR Part 2.

“Public Inspections, Exemptions, Requests for Withholding,”

10 CFR 2.390.
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Attendance at NRC Staff Sponsored Meetings

Directive 3.5

Approved: December 9, 2003 5

(Revised: April 10, 2007)

References

(3.5-06) (continued)

“Advisory Committees,” 10 CFR Part 7.

“Public Records,” 10 CFR Part 9.

“Early Site Permits; Standard Design Certifications; and

Combined Licenses for Nuclear Power Plants,” 10 CFR

Part 52.

“Requirements for the Protection of Safeguards Information,”

10 CFR 73.21.

Federal Register Notice

“Enhancing Public Participation in NRC Meetings; Policy

Statement” (May 28, 2002, 67 FR 36920).

U.S. Nuclear Regulatory Commission

NRC Management Directives

 8.11, “Review Process for 10 CFR 2.206 Petitions.”

12.6, “NRC Sensitive Unclassified Information Security

Program.”

United States Code

Atomic Energy Act (42 U.S.C. 2011 et seq.), Section 147.

Federal Advisory Committee Act (5 U.S.C., Appendix I).

The Government in the Sunshine Act (5 U.S.C. 552b).
Attendance at NRC

Staff Sponsored

Meetings

Handbook

3.5
Volume 3, Part 1 - Publications, Mail, and Information Disclosure

Attendance at NRC Staff Sponsored Meetings

Handbook 3.5 Parts I - III

Approved: December 9, 2003 iii

(Revised: April 10, 2007)

Contents

Part I

Definition of a Public Meeting .................................. 1

Public Meeting (A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Scope of the Public Meeting Policy (B) .............................. 2

Public Participation in NRC Meetings (C) ............................ 5

Examples and Scenarios of Staff Meetings (D) ........................ 9

Meetings Typically Open to the Public (1) . . . . . . . . . . . . . . . . . . . . . . . . . 10

Meetings Typically Closed to the Public (2) . . . . . . . . . . . . . . . . . . . . . . . . 14

Initiating Meetings Between the NRC Staff and the Public (E) . . . . . . . . . . . . 20

Part II

Procedures for Public Access to Audio Teleconference and

Video Teleconference (VTC) Links to Public Meetings . . . . . . . . 23

Audio Teleconference (A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Video Teleconference (VTC) (B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Part III

Scheduling and Announcing Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Formal Notice of Public Meetings (A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Scheduling a Meeting (B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Procedures for Noticing Meetings (C) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Public (Open) Meetings (1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Nonpublic (Closed) Meetings (2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Identifying the Need for a Press Release or an Advertisement in

the Newspaper (D) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Meetings Not Properly Noticed (E) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Canceling/Rescheduling a Meeting (F) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Preparations for the Meeting (G) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Day of the Meeting Procedures (H) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Postmeeting Procedures (I) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Volume 3, Part 1 - Publications, Mail, and Information Disclosure

Attendance at NRC Staff Sponsored Meetings

Handbook 3.5 Part I

Approved: December 9, 2003 1

(Revised: April 10, 2007)

Part I

Definition of a Public Meeting

Public Meeting (A)

NRC has a long history of providing the public information on its

activities and of conducting business in an open manner. NRC

staff has held meetings with interested members of the public on

a variety of issues, often in response to expressions of high public

interest. Such meetings can enhance the public's confidence in

NRC and help clarify concerns before any decisions are made.

Both the NRC and the public will benefit if the need for meetings

with the public is considered early in the process. (1)

A public meeting is a planned, formal interaction open to public

observation and/or participation between one or more NRC staff

members and one or more external stakeholders with the

expressed intent of discussing substantive issues that are directly

associated with NRC's regulatory and safety responsibilities. The

term “public meeting” is traditionally associated with the

Commission’s efforts to provide information to the public and to

seek public views on various generic and site-specific issues.

These meetings are open to people with an interest in the subject

matter and a willingness to follow the ground rules established for

the conduct of the meeting. (2)

The NRC’s public meeting policy sets forth a plan for categorizing

meeting types that will provide a framework for enhancing public

participation. The public will be notified of the category of the

meeting, and thereby the level of participation to be anticipated, on

the NRC’s Public Meeting Schedule on its Web site at

www.nrc.gov. Descriptions of the meeting categories appear later

in this handbook. When portions of an otherwise open meeting will

or may be closed to the public (e.g., to allow for the discussion of

proprietary, Safeguards, personal privacy, or other information

exempted under Section (B)(3) of this part), this information also
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Handbook 3.5 Part I

*For instance, public access is provided to meetings between NRC staff and Department of

Energy (DOE) staff during the prelicensing period with respect to DOE’s submission of an application to

construct and operate a geologic repository.

2 Approved: December 9, 2003

(Revised: April 10, 2007)

Public Meeting (A) (continued)

should be specified in the formal meeting notice and at the

beginning of the meeting. (3)

An external stakeholder for the purposes of this management

directive is any individual who is not— (4) 

• An NRC employee (a)

• Under contract to NRC (b)

• Acting as an official consultant to NRC (c)

• Acting as an official representative of an agency of the

executive, legislative, or judicial branch of the U.S.

Government (except when the agency is subject to NRC

regulatory oversight)* (d)

• Acting as an official representative of a foreign government (e)

• Acting as an official representative of a State or local

government or tribal official (except when specific NRC

licensing or regulatory matters are discussed) (f)

Scope of the Public Meeting

Policy (B)

The NRC’s public meeting policy applies solely to NRC staff

sponsored and conducted meetings and not to meetings

conducted by outside entities in which NRC staff members might

participate or attend as observers. The public meeting policy does

not apply to Commission meetings, advisory committee meetings,

or to meetings sponsored by offices that report directly to the

Commission. This public meeting policy also does not apply to
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Handbook 3.5 Part I

Approved: December 9, 2003 3

(Revised: April 10, 2007)

Scope of the Public Meeting

Policy (B) (continued)

meetings between NRC staff and representatives of State

government relating to NRC Agreement State activities or to other

State regulatory actions of general interest; that is, matters other

than specific NRC licensing or regulatory actions involving specific

licensees. Also the public meeting policy is not intended to apply

to or to supersede any existing law, rule, or regulation that

addresses public attendance at a specific type of meeting. For

example, 10 CFR Part 7,”Advisory Committees,” and 10 CFR

Part 9, “Public Records,” will continue to be applicable to advisory

committee meetings and Commission meetings respectively. (1)

The public meeting policy does not cover the “hearings”

associated with adjudicatory proceedings under the Commission’s

Rules of Practice specified in 10 CFR Part 2. The term “hearings”

relates primarily to Commission adjudicatory proceedings on

various types of licenses and licensing actions (e.g., initial

issuance of a license, amendment of an existing license, renewal

of a license) or to enforcement actions involving the imposition of

civil penalties or orders to modify, suspend, or revoke a license or

take other appropriate action. This policy also does not cover

meetings concerning the settlement of issues pertaining to any

proceeding or regarding enforcement matters. Specific

requirements regarding participation in and the conduct of such

hearings are provided in the Commission’s Rules of Practice set

out in 10 CFR Part 2. (2)

Meetings between the NRC staff and external stakeholders will be

public meetings unless the NRC staff determines that the subject

matter to be discussed— (3)

• Is specifically authorized by an Executive Order to be withheld

in the interests of national defense or foreign policy (classified

information); or is specifically exempted from public disclosure

by statute (a)
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Handbook 3.5 Part I

4 Approved: December 9, 2003

(Revised: April 10, 2007)

Scope of the Public Meeting

Policy (B) (continued)

• Contains trade secrets and commercial or financial information

(proprietary information as defined in 10 CFR 2.390) (b)

• Contains Safeguards Information or other protected information

(c)

• Is of a personal nature where disclosure would constitute a

clearly unwarranted invasion of personal privacy (d)

• Is related to a planned, ongoing, or completed investigation

and/or contains information compiled for law enforcement

purposes (e)

• Could result in the inappropriate disclosure and dissemination

of preliminary, predecisional, or unverified information (f)

• Is a general information exchange having no direct,

substantive connection to a specific NRC regulatory decision

or action. However, if a meeting involving a general

information exchange is closed and if discussions during such

a meeting approach issues that might lead to a specific

regulatory decision or action, the NRC staff may advise the

meeting attendees that such matters cannot be discussed in

a closed meeting and propose discussing the issues in a

future open meeting. (g)

• Indicates that the administrative burden associated with public

attendance at the meeting could result in interference with the

NRC staff's execution of its safety and regulatory

responsibilities, such as when the meeting is an integral part of

the execution of the NRC inspection program. (h)

It is important to note that whether a meeting should be open for

public attendance is dependent primarily on the subject matter to

be discussed, not on who outside nor who within the NRC staff is

participating (e.g., staff level versus senior management). (4)
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Handbook 3.5 Part I

Approved: December 9, 2003 5

(Revised: April 10, 2007)

Scope of the Public Meeting

Policy (B) (continued)

Also note that meetings between staff and licensees or trade

groups to discuss technical issues or licensee performance would

normally be open because they may lead to a specific regulatory

decision or action. (5)

Public Participation in NRC Meetings (C)

To strengthen NRC’s communication, the agency has specified

three categories of public meetings the agency may convene and

has developed criteria for the level of public participation,

information availability, and followup effort associated with each

meeting category. The extent of known public interest in the

meeting or activity and the objective of the meeting insofar as

public involvement is concerned will be considered by the staff

when assigning a meeting to an appropriate category. The

description, purpose, and levels of public participation for each

category of meeting are described below.

Category 1

Description. Meetings in this category are typically held with one

licensee, vendor, applicant, or potential applicant to discuss

particular regulatory issues regarding its specific facility (or

facilities), certificate of compliance, license, or license application.

Meeting Purpose. The purpose of this type of meeting is to

discuss one particular facility or site, or certified system or device,

with an applicant or a licensee regarding, for example, technical

issues in an application, licensee actions, or inspection results. At

this type of meeting, NRC anticipates that the public would obtain

factual information to assist in understanding applicable regulatory

issues and NRC actions.

Examples. Examples of this type of meeting could include

meetings to discuss inspection results or licensee performance,
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6 Approved: December 9, 2003

(Revised: April 10, 2007)

Public Participation in NRC Meetings (C) (continued)

regulatory conferences, meetings held before restarting of a

facility, as well as meetings held on licensing actions (or

applications), renewals and amendments, new facilities, awayfrom-reactor storage sites, large or complex fuel cycle facilities, or

waste disposal sites. Certain inspection exit meetings, such as

those for Incident Investigation Teams, Augmented Inspection

Teams, or others as appropriate, would also be included in this

category.

Level of Public Participation. The public is invited to observe the

meeting and will have the opportunity to communicate with the

NRC after the business portion of the meeting but before the

meeting is adjourned. This plan does not preclude the licensee

from responding to questions if it chooses to do so.

For meetings longer than 2 hours, one or more opportunities may

be provided for the public to ask questions before the end of the

meeting, if practicable. In advance of the meeting, members of the

public may request, by e-mail or telephone, that the meeting

coordinator consider changing the meeting to a Category 2

meeting (discussed below), depending on the level of public

interest in the activity being discussed. Meetings that the staff

believes will generate high public interest should also provide more

than one opportunity for public comments and questions. The

decision on whether to change the category of any particular

meeting is a matter left to the discretion of the staff on a case-bycase basis.

Types of Information. At a minimum, an agenda or a list of items

to be discussed will be entered into the Agencywide Documents

Access and Management System (ADAMS) following the

instructions in ADAMS Template Number NRC-001, Meeting

Related Documents for NRC Staff Level Offices. The ADAMS

document accession number should be provided in the meeting

notice that is posted on NRC’s external public Web site for access

to any primary or background documents.
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Handbook 3.5 Part I

Approved: December 9, 2003 7

(Revised: April 10, 2007)

Public Participation in NRC Meetings (C) (continued)

Followup. No formal followup will be provided beyond the normal

period for questions. Informal followup (telephone or e-mail) may

be appropriate for certain questions that cannot be answered at

the meeting. Members of the public also have the option of writing

or e-mailing the staff about particular concerns. These concerns

will be considered by the staff as it deliberates on the issue.

Feedback forms would also be provided at this type of meeting so

that comments can be reviewed and offices can track any planned

improvements or resulting actions in their operating plans, as

appropriate. Meeting summaries and participant lists will be

entered into ADAMS and made publicly available following the

instructions in ADAMS Template Number NRC-001.

Category 2

Description. Meetings in this category are typically held with a

group of industry representatives, licensees, vendors, or

non-Government organizations.

Meeting Purpose. The purpose of this type of meeting is for NRC

to obtain feedback from the regulated community and other

external stakeholders on issues that could potentially affect more

than one licensee. At this type of meeting, NRC anticipates that

the public would obtain factual information and provide the agency

with feedback on the analysis of the issues, alternatives, and/or

decisions.

Examples. This type of meeting includes task force groups,

industry groups (such as the Nuclear Energy Institute or owners

groups), or public interest and citizen groups that focus on issues

that could apply to several facilities, such as plant system aging,

license renewal, decommissioning, or spent fuel storage.

Level of Public Participation. The public is invited to discuss

regulatory issues with the agency at designated points identified on

the agenda. Generally, there will be more opportunities
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8 Approved: December 9, 2003

(Revised: April 10, 2007)

Public Participation in NRC Meetings (C) (continued)

provided for the public to ask questions and provide comments at

a meeting of this type than at a Category 1 meeting.

Types of Information. An agenda, names of participants, and

when available, background documents will be entered into

ADAMS following the instructions in ADAMS Template Number

NRC-001. A Web page with links to other appropriate background

information will be made available at NRC’s discretion. Any link to

a Web page will be posted on the public Web site.

Followup. Staff will provide answers to questions, as appropriate,

during the meeting. Questions that cannot be answered at the

meeting will be assigned to a designated staff person as an action

item. Meeting summaries or any transcripts and participant lists

will be entered into ADAMS following the instructions in ADAMS

Template Number NRC-001 and on the Web, if a Web site is

established. Feedback forms will be provided as they are in

Category 1 meetings so that comments can be reviewed and

offices can track any planned improvements or resulting actions in

their operating plans, as appropriate.

Category 3

Description. This type of meeting would be held with

representatives of non-Government organizations, private citizens

or interested parties, or various businesses or industries (other

than those covered under Category 2) to fully engage them in a

discussion of regulatory issues.

Meeting Purpose. The purpose of this type of meeting is to

maximize discussions with the public to ensure that their issues

and concerns are presented, understood, and considered by NRC.

NRC anticipates that the public would work with the agency to

facilitate the widest exchange of information, views, concerns, and

suggestions with regard to license-specific or generic regulatory

issues.
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Approved: December 9, 2003 9

(Revised: April 10, 2007)

Public Participation in NRC Meetings (C) (continued)

Examples. Examples of this type of meeting might include town

hall or roundtable discussions, Environmental Impact Statement

scoping meetings, workshops, the Regulatory Information

Conference, the Nuclear Safety Research Conference, or

proposed rulemaking meetings.

Level of Public Participation. Public participation is actively

sought at this type of meeting, which has the widest participation

opportunities and is specifically tailored for the public to comment

and ask questions throughout the meeting.

Types of Information. An agenda, names of participants, and

background documents will be entered into ADAMS following the

instructions in ADAMS Template Number NRC-001. In addition, a

Web page will be created on which all relevant documents for the

meeting will be posted. The ADAMS accession number and a link

to the required Web page will be posted to the NRC external public

Web site.

Followup. Staff followup is similar to that of Category 2, but

meeting summaries or transcripts and participant lists will be

entered into ADAMS following the instructions in ADAMS Template

Number NRC-001. Feedback forms will also be provided at this

level of meeting.

Examples and Scenarios of

Staff Meetings (D)

The following examples and scenarios of meetings that are

typically open or typically closed to public attendance are not

intended to be all-inclusive but rather to establish a thought

process that can be used to make decisions on any meeting

scenario. Staff should refer to the scope of the public meeting

policy (Part I, Section (B)) when categorizing any of the following
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10 Approved: December 9, 2003

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

examples or scenarios of open meetings. Guidance also is given

on when the staff should initiate meetings with the public.

Meetings Typically Open to the Public (1)

The following examples of meetings between the staff and

licensees, applicants, industry representatives, intervenors, or

petitioners are typically open to the public for participation.

Staff Meetings With Licensees or Applicants Relating to

Licensing Issues (a)

A meeting conducted by the NRC technical staff with applicants or

licensees as part of its review of a particular domestic license or

permit application (including an application for an amendment to

a license or permit) will be open to all parties or petitioners for

leave to intervene in the case and, to the extent space is available,

to interested members of the public.

Staff Meetings With Parties or Petitioners With Leave To

Intervene in a Case (b)

A meeting conducted between the NRC technical staff and other

parties or petitioners with leave to intervene in a case regarding

the staff's review of the licensing action will be open to applicants

or licensees and, to the extent space is available, to interested

members of the public.

Headquarters and Regional Staff Working-Level Meetings

With Licensees (c)

Representatives of a utility licensed to operate a nuclear power

plant may request the opportunity to hold a “working-level” meeting

with the NRC Headquarters or regional staff to provide
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Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Open to the Public (1) (continued)

the staff with additional technical information related to a proposed

license amendment the staff is reviewing. Because the discussions

that would take place at this meeting could directly affect an NRC

regulatory decision or action, this meeting should be a public

meeting.

Facility Shutdown and Restart Meetings (d)

The NRC staff has issued an order shutting down a nuclear power

plant because of potential safety concerns. Representatives of the

utility licensed to operate the facility request a meeting with several

NRC staff to discuss the actions they have taken to address the

staff's concerns, as well as to discuss possible restart of the

facility. Because the discussions that would take place at this

meeting could directly affect an NRC regulatory decision or action

(proposed restart of the facility), this meeting should be a public

meeting. In this case, it also may be necessary to obtain alternate

meeting space away from the site to support public attendance.

Incident Investigation and Augmented Inspection Team Exit

Meetings (e)

In reaction to an event at a nuclear power plant, the NRC

establishes an Incident Investigation Team (IIT) or an Augmented

Inspection Team (AIT) to thoroughly evaluate the situation at the

site. Upon completion of the evaluation, an exit meeting is held

with the licensee to discuss the team's findings. The exit meetings

for IITs and AITs normally will be open to the public unless the

Executive Director for Operations (EDO) (in the case of an IIT) or

the appropriate regional administrator (in the case of an AIT), in

consultation with the Director of the Office of Public Affairs,

decides the criteria contained in this guidance indicate it is
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12 Approved: December 9, 2003

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Open to the Public (1) (continued)

appropriate to have a closed meeting. Alternatively, in connection

with AIT public meetings or IIT public meetings, the EDO or the

regional administrator may decide it is more appropriate to hold a

separate public meeting and/or a press conference in lieu of the

public exit meeting with the licensee.

Staff Meetings With a Nuclear Steam Supply System Vendor

on Confirmatory Research for the Vendor's Application for

Design Certification (f)

NRC officials wish to meet with representatives of a nuclear steam

supply system (NSSS) vendor and representatives of a foreign

government to discuss the specific confirmatory research related

to the vendor's application for design certification under 10 CFR

Part 52 that will need to be performed. The confirmatory research

will influence the NRC staff's design certification review. Although

a meeting with representatives of a foreign government would not

need to be a public meeting, a meeting with representatives of the

vendor would, and thus this meeting should be a public meeting.

Nuclear Energy Institute (g)

Representatives of the Nuclear Energy Institute (NEI) wish to meet

with several NRC staff to discuss the proposed staff position

delineated in a draft generic letter. Because the discussions that

would take place at this meeting could directly affect an NRC

regulatory decision or action (development and adoption of a

proposed staff position), this meeting should be a public meeting.
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Approved: December 9, 2003 13

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Open to the Public (1) (continued)

Management Meetings Between the Office of Nuclear Material

Safety and Safeguards (NMSS) and DOE/Office of Civilian

Radioactive Waste Management (OCRWM) (h)

Scheduled interactions at the management level are held

whenever necessary to discuss programmatic issues related to

program policy, schedules, and major assignments of resources

within DOE’s repository program. Any commitments made by DOE

or NRC managers in these meetings are to be documented in

correspondence that is publicly available. These meetings are

subject to the “NRC Policy Statement on Staff Meetings Open to

the Public” whether conducted by NRC or DOE. Representatives

from the State of Nevada, affected units of local government, any

affected Indian tribes, and the public and other interested parties

may participate in these management meetings consistent with

security access, logistical arrangements, and safety rules. Such

representatives may provide comments at the opening and the

ending of the meeting.

Technical Exchanges Between NMSS and DOE/OCRWM (i)

Scheduled interactions between DOE/OCRWM and NRC

technical/licensing staff focus primarily on technical or regulatory

issues. They are intended to be staff-to-staff interactions, with

respective contractor staff included as needed. Technical

exchanges may be the forum for gaining an understanding and

discussing technical or regulatory issues and the acceptability of

actions on the part of both agencies. They cannot be used to

officially establish or change positions or make commitments.

These meetings are subject to the “NRC Policy Statement on Staff

Meetings Open to the Public” whether conducted by NRC or DOE.

Representatives from the State of Nevada, affected units of local

government, any affected Indian tribes, and the public and other
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*NRC employees are allowed to attend closed meetings that are sponsored by vendors,

applicants, or licensees. However, those meetings should be limited to a general exchange of releaseable

information that is or will be made publicly available, and no direct, substantive connection to a specific

NRC regulatory decision, contract requirement, or action should be made, nor should any predecisional

information on a pending NRC matter be revealed. NRC employees should not accept meals or other gifts

from these sources, unless allowed under the standards of conduct, nor should they appear to endorse

the views, services, or products of the vendors, applicants, or licensees. During these meetings, NRC

employees should not make any commitments or promises, nor should they sign any agreements,

including confidentiality agreements, with any of the vendors, applicants, or licensees.

14 Approved: December 9, 2003

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Open to the Public (1) (continued)

interested parties may observe these technical exchanges

consistent with security access, logistical arrangements, and

safety rules. Such representatives may provide comments at the

opening and the ending of the meeting.

Meetings Typically Closed to the Public (2)

Meetings or portions of meetings where Safeguards Information,

proprietary information, or other sensitive information is discussed

are closed to the public. The following meetings are examples of

meetings between the staff and licensees, contractors, or others

that are closed to the public because of the nature of the meeting.*

Inspector Meetings With Licensee Management and Technical

Staff (a)

The senior resident inspector and the resident inspector at a

nuclear power plant may hold short meetings as needed with the

plant manager to discuss activities at the facility. Because

arranging for public attendance at these types of meetings would

place an undue administrative burden (such as establishing

access authorization to the protected area for members of the

public) on the licensee and inspectors and would substantially
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Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

interfere with their safety and regulatory responsibilities, these

types of meetings do not need to be public meetings. Similarly,

Headquarters and regional inspectors evaluating a specific

discipline will meet with licensee management and technical staff

to discuss current program status and issues. Because these

meetings are considered an integral part of the NRC's inspection

effort, they are not open to the public.

Communications Between NRC’s Onsite Representatives for

the Repository Project Before Licensing (b)

Routine communications between NRC’s onsite representative

(OR), including any NRC personnel assigned to the OR, and DOE

and its contractor personnel are normally not announced or open

to the public. The NRC has determined that the administrative

burden associated with public attendance at these meetings could

interfere with the staff’s execution of its safety and regulatory

responsibilities. At the discretion of DOE and NRC, external parties

may be notified and invited to observe these meetings and field

trips subject to identification requirements and compliance with

applicable access control measures for security, radiological

protection, and personnel safety. Onsite representatives may not

establish or alter policy decisions or commitments during these

interactions.

“Drop-In” Meetings or Similar Management Meetings (c)

Senior executives of a licensee or a potential applicant request the

opportunity to conduct a “drop-in” visit or similar management

meeting with the EDO, with other senior managers at agency

headquarters, or with senior managers of the region in which their

facility is located. Because these visits or meetings typically

consist of a general exchange of information not directly related
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16 Approved: December 9, 2003

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Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

to any regulatory action or decision, they would not typically be

public meetings. 

Budget Meetings With Officials From the Office of

Management and Budget (d)

Officials from the Office of Management and Budget (OMB) wish

to meet with NRC officials to discuss the NRC's proposed budget

for the next fiscal year. Because the OMB officials are acting in

their official capacity as representatives of the executive branch

and are not considered “external stakeholders” in the definition of

a public meeting, this meeting would not be a public meeting.

Staff Meetings With a Vendor for a Nuclear Steam Supply

System (NSSS) About a Schedule for Application

Submissions (e)

Several NRC staff wish to meet with an NSSS vendor at the

vendor's office to discuss the vendor's application for design

certification under 10 CFR Part 52. The NRC staff wishes to

discuss the time frame and schedule for submission of certain

portions of the application, as well as the impact the vendor’s

failure to meet these deadlines would have on the NRC staff's

review of the application. The NRC staff does not wish to discuss

any technical or safety issues associated with the application.

Because these discussions are not an information exchange

related to any substantive issues associated with NRC's regulatory

and safety responsibilities, this meeting would not be a public

meeting.

Staff Meetings With NRC Contractors (f)

NRC officials wish to meet with representatives of an organization

under contract to NRC to perform confirmatory research related to
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*In certain significant cases of high public interest, the regional administrator or the office director,

in consultation with the Director of the Office of Public Affairs, may decide it is appropriate to allow public

attendance or to have a separate public meeting to discuss the results of the inspection or review.

Approved: December 9, 2003 17

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

an advanced light-water reactor design certification application.

Because the organization is not an external stakeholder (since it

is under contract to NRC), this meeting would not be a public

meeting.

Staff Meeting With an Alleger of Wrongdoing (g)

Several NRC officials wish to meet and interview a member of the

public or an employee of an organization licensed by NRC to

possess certain types of radioactive materials regarding the

individual's allegations of wrongdoing by the organization.

Because the discussions are related to potential or ongoing

investigatory activities, this meeting would not be a public meeting.

Routine Inspection Exit Meetings (h)

Upon conclusion of an inspection, NRC inspectors meet and

discuss with the licensee of a nuclear power plant the preliminary

results of their inspection activities (an exit meeting). Because the

inspectors' findings are preliminary in that they are subject to NRC

management review, open meetings could result in the

inappropriate disclosure of preliminary, unverified information.

Therefore, routine inspection exit meetings are generally not open

to public attendance. Attendance at the exit meeting by

representatives of Agreement States or adjacent States, for

example, would be governed by the policy agreed to by a specific

State and the NRC concerning attendance by such

representatives.*
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*In certain significant cases of high public interest, the regional administrator or the office director,

in consultation with the Director of the Office of Public Affairs, may decide it is appropriate to allow public

attendance or to have a separate public meeting to discuss the results of the inspection or review.

18 Approved: December 9, 2003

(Revised: April 10, 2007)

Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

Fitness-for-Duty Meetings (i)

NRC officials wish to meet with representatives of a utility licensed

to operate a nuclear power plant to discuss preliminary information

regarding the fitness for duty of a specific licensed reactor

operator. This meeting would not be a public meeting because

public discussion of the licensed individual could be an invasion of

personal privacy.

Staff Review Visits to Licensee Corporate and Plant

Facilities (j)

A reviewer from the Office of Nuclear Reactor Regulation (NRR)

is visiting the utility corporate office to examine design calculations

before writing the safety evaluation report. As a followup, the

reviewer visits the site the following week to review the in-plant

design implementation. Because the timing of the exit interview is

fluid based on licensee activities and/or sufficient development by

NRC of any NRC findings, opening the meeting to the public would

constitute an undue administrative burden.*

Project Manager and Regional Staff Meeting With the

Licensee Following System Modification Problems (k)

A licensee performed a modification on its unit's rod control

system, which was not reviewed nor required to be reviewed by

the NRC staff. During postmodification testing, some problems

were encountered. The NRC inspection staff learns of problems
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Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

with both the hardware and the test procedure and discusses the

concerns with NRC management. The NRR project manager and

regional management decide that they need to meet with licensee

management to discuss NRC's concerns regarding problems with

the modification and testing. This meeting need not be open to the

public because the NRC concerns are based on preliminary,

unverified information.

Regional Management Meeting With the Licensee Regarding

Preliminary Calculations (l)

During a design basis reconstitution effort, a licensee determines

through preliminary calculations that in the past its service water

system (ultimate heat sink) may not have been able to provide

design basis flow to all heat loads under accident conditions. The

licensee verbally informs NRC of the potential past problem.

Current test results demonstrate that the system is operable. The

computer modelling required to determine if the system had, in the

past, been inoperable is complex and will take 1 month to

complete. Regional management and technical experts meet with

the licensee to better understand the problem, its consequences,

and the ongoing evaluation. This meeting is not open to the public

because it could result in the release of preliminary, unverified

information.

NRC Management Visit to a Licensee Facility (m)

An NRC manager may visit a facility on short notice or without any

notice for purposes other than meeting with licensee officials.

These purposes may include but are not limited to monitoring and

assessing the performance of NRC subordinates, touring the

facility, or independently assessing licensee performance. During

such a trip, the manager may visit licensee officials and discuss
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Examples and Scenarios of

Staff Meetings (D) (continued)

Meetings Typically Closed to the Public (2) (continued)

substantive regulatory issues with them. Opening such a meeting

to the public would constitute an undue administrative burden and

could impede the efficient execution of the NRC's safety and

regulatory responsibilities.

Meetings With Licensee Management or Vendors To Discuss

Proprietary Information (n)

To make an informed decision regarding closing a meeting

because of the proprietary nature of the material to be discussed,

the staff should require the licensee, the vendor, or the industry

group to provide a copy of the material, including a 10 CFR 2.390

affidavit, to the staff at least 30 days before the meeting. The staff

should review the material and make a preliminary decision on the

proprietary nature of the material before deciding whether to close

the meeting to the public. The NRC staff should also require the

licensee, vendor, or industry group to provide a 10 CFR 2.390

affidavit for any meeting for which they want to restrict public

access and at which no written material will be presented but

rather only verbal information of a 10 CFR 2.390 nature.

Initiating Meetings Between the

NRC Staff and the Public (E)

Each office director and regional administrator should be cognizant

of the fact that under appropriate circumstances, meetings with the

public should be initiated. Recommendations regarding meetings

with the public should be made, as appropriate, to the EDO or a

Deputy Executive Director when significant NRC activities are at

the planning stage. (1)

Meetings with the public should be initiated under the following

circumstances: (2)
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Initiating Meetings Between the

NRC Staff and the Public (E) (continued)

Strong Public or Media Interest (a)

Through correspondence, news stories, or other means of

communication, including the number or nature of comments in

response to a notice on a proposed action, members of the public

have expressed significant interest in a particular action being

reviewed by the NRC staff.

Local Community Groups (b)

Local community groups have expressed interest in current or past

NRC actions involving a facility, for example, letters to the agency,

past hearings on a facility, or related 10 CFR 2.206 petitions.

(Guidance related to conduct of informal public hearings regarding

a 2.206 petition currently being reviewed by the NRC staff can be

found in Handbook 8.11, “Review Process for 10 CFR 2.206

Petitions,” Part II.)

Government Official Interest (c)

Members of Congress or officials of State or local government

have expressed interest on behalf of their constituents and have

requested a meeting or other public outreach effort.

Previous Public Interest (d)

Earlier public interest was expressed at the subject facility or at

other facilities on similar issues involved in making a licensing

determination, such as license renewal or a decommissioning

decision.

Safety Significance (e)

Significant public interest may be anticipated for issues involving

safety, such as the aftermath of a significant plant event.
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Initiating Meetings Between the

NRC Staff and the Public (E) (continued)

Anticipated Interest in Significant NRC Activity (f)

NRC expects a significant NRC activity or a pending decision,

such as the entrance or exit interview of a major team inspection,

approval of the restart of a facility, or issuance of an order, to

generate significant public interest and response.
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Approved: December 9, 2003 23

(Revised: April 10, 2007)

Part II

Procedures for Public Access to Audio

Teleconference and Video

Teleconference (VTC) Links to Public Meetings

Audio Teleconference (A)

Audio teleconferencing may be requested by external stakeholders

to the extent that travel to a meeting is considered difficult.

Requests for audio teleconferencing, if not prearranged when the

meeting is scheduled, should be made directly to the meeting

contact listed on the Public Meeting Schedule located on the

NRC’s external Web site. Such requests may be granted to the

extent budget resources are available and technical requirements

can be accommodated. Scheduling of an audio teleconference

should be done as soon as possible but no later than 5 business

days before the scheduled meeting. The number of telephone

participants should be limited to 30 lines or less to avoid adversely

affecting other agency audio teleconference users. When more

than 30 lines are required, special arrangements will be made. (1)

When public access to a meeting is being provided through audio

teleconferencing, the staff will— (2)

• Call the NRC Operator to make the audio teleconference

reservation. (a)

• Ensure that the meeting notice on the Public Meeting Schedule

indicates that audio teleconferencing is being offered. (b)

• Coordinate with the facility manager for an offsite meeting in

advance to ensure that reliable audio equipment is

available. (c)
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24 Approved: December 9, 2003

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Audio Teleconference (A) (continued)

• Reserve a portable audio teleconference unit for the

designated meeting location. (d)

• Notify the NRC Operator whenever there is a change in the

audio teleconference reservation information (e.g., date,

duration, number of participants). (e)

Changes will be accepted only from the individual who

made the reservation.

• Ensure that all audio teleconference participants are provided

the date, time, duration, telephone numbers, and passcode in

advance of the meeting. (f)

• Not disseminate the passcode on the external Web site nor

publish it in the meeting notice in order to control the number

of audio teleconference participants. (g)

Video Teleconference (VTC) (B)

If a VTC link is needed to enable remote NRC participation in a

public meeting as defined in this handbook, provisions normally

should be made in advance to provide members of the public with

the opportunity to observe the meeting at the remote location. (1)

Providing the public the opportunity to observe public meetings at

remote locations is intended to improve public access to these

meetings with minimum additional cost to the agency and does not

change NRC's policy for determining which meetings should be

open to public observation or preclude the agency's ability to utilize

video teleconferencing on an emergent basis in order to achieve

its mission or needs. (2)

Extraordinary measures are not required to be taken to provide for

remote public observation of public meetings when suitable NRC

facilities are not available. (3)
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Video Teleconference (VTC) (B) (continued)

When public access to remote public meetings is provided through

video teleconferencing, the staff will— (4)

• Select larger conference rooms, if available, that have the

necessary technical connections and easy public access to

avoid additional security issues. Discussions involving staff

only or staff and licensee/vendor only may be necessary during

some meetings; plans should be in place to provide for these

caucuses. For example, at Headquarters, members of the

public could be asked to wait in public areas while an NRC

caucus is conducted. (a)

• Ensure that the room and VTC equipment are arranged to

promote maximum communication between meeting

participants. (b)

• Ensure that meeting materials are available to members of the

public who have notified the coordinator that they intend to

observe the meeting at the remote location. (c)

• Ensure that staff is available to respond to questions from

members of the public following public meetings whenever

possible. The responsibility for answering public questions at

both locations should be preplanned. For example, the VTC

link could be left open following the public meeting to allow the

public at the remote location to ask questions of the lead NRC

official at the meeting. (d)

Detailed instructions for making audio teleconference and

VTC arrangements can be located at the “Communications

and Public Meeting” page on the NRC’s internal Web site. (5)
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26 Approved: December 9, 2003

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Part III

Scheduling and Announcing Meetings

Formal Notice of Public

Meetings (A)

Meeting announcement information will be provided to the public

as soon as the staff is reasonably confident that a meeting will be

held and firm date, time, and facility arrangements have been

made. Generally, this information will be available no fewer than

10 calendar days before the meeting. When a meeting must be

scheduled but cannot be announced 10 calendar days in advance,

the staff will provide as much advance notice as possible. (1)

Meetings will be announced to the public via the Internet from the

NRC external Web site. Members of the public who cannot access

the NRC Web site can contact the NRC Public Document Room

staff via a toll-free number (1-800-397-4209) for information on

scheduled NRC meetings. (2)

Scheduling a Meeting (B)

• Define the purpose and subject of the meeting. (1)

• Identify whether any classified, proprietary, or protected

information will be discussed. (2)

– Whenever such information is scheduled to be discussed

during a meeting, that portion of the meeting must be

closed to the public. This requirement must be noted on the

meeting notice and reiterated again at the beginning of the

meeting. Staff should inform attendees that when

proprietary information is being discussed, the owner of

such information determines who may have access to it.

Consequently, the agency has to comply with that owner’s

determination regarding access, which may result in certain
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Scheduling a Meeting (B) (continued)

members of the public being precluded from attending the

closed portion of the meeting. (a)

– For guidance on classified, protected, or proprietary

information or sensitive unclassified information, the staff

should reference the following: (b)

• Management Directive 12.6, “NRC Sensitive

Unclassified Information Security Program” (i)

• “Public Inspections, Exemptions, Requests for

Withholding,” 10 CFR 2.390 (ii)

• “Requirements for the Protection of Safeguards

Information,” 10 CFR 73.21 (iii)

• Atomic Energy Act (42 U.S.C. 2011 et seq.), Section

147 (iv)

• Identify meeting participants (internal and external). (3)

– Identify speakers, facilitators, assistants, and so on. (a)

– Include stakeholders with an interest in the meeting subject.

(b)

– Include known local interest groups. (c)

• Select a meeting date and time. (4)

• Select a meeting location. (5)

Refer to “Communications and Public Meetings” on the NRC’s

internal Web page for guidance on reserving a room.

• Identify the meeting category. (6)
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Scheduling a Meeting (B) (continued)

Refer to Part I, Section (C), for the description, purpose, and

levels of public participation for each meeting category.

• Prepare a meeting agenda. (7)

• Make special arrangements (if needed). (8)

– Audio teleconferencing (a)

– Video teleconferencing (b)

– Court reporter (c)

Instructions for scheduling these arrangements can be found

at “Communications and Public Meetings” on the NRC’s

internal Web page.

Procedures for Noticing

Meetings (C)

Public (Open) Meetings (1)

Notices of meetings are posted on the NRC's Public Meeting

Schedule on the external Web by e-mailing the ADAMS document

pointer or ADAMS accession number to the Office of Information

Services (OIS) at PMNS@nrc.gov. (a)

Upon receipt by the OIS staff, information from a meeting notice

is then entered into the Public Meeting Notice System and posted

on the Public Meeting Schedule within 24 hours or no later than

the next scheduled workday. It may not be possible to post a

meeting notice e-mailed to PMNS in the afternoon until the next

scheduled workday. A meeting notice must be declared as an

official agency record in ADAMS and replicated to the public

server before it is e-mailed to PMNS or it will not be accepted by

the OIS staff for posting on the external Web. A meeting notice
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Procedures for Noticing

Meetings (C) (continued)

Public (Open) Meetings (1) (continued)

should be e-mailed to PMNS far enough in advance to be posted

on the Public Meeting Schedule no less than 10 calendar days in

advance of the meeting date. (b)

A copy of the meeting notice should also be provided to the Office

of Public Affairs (OPA). (c)

A meeting notice should contain the following information: (d)

• Whether the notice involves a newly scheduled, revised, or

canceled meeting. (i)

• Meeting contact name, telephone number, and e-mail

address. (ii)

The meeting contact serves as an agency point of contact for

meeting participants, both before and during a meeting. Generally,

this individual is a member of the NRC office holding the meeting.

The meeting contact is responsible for making all necessary

arrangements for the meeting and for ensuring that meeting

notices or press releases indicate the availability of any services

offered (i.e., audio teleconferencing).

• Meeting Category. Select and include one of the following

statements in the meeting notice: (iii)

– This is a Category 1 Meeting: The public is invited to

observe this meeting and will have one or more

opportunities to communicate with NRC after the business

portion of the meeting but before the meeting is

adjourned. (a)

– This is a Category 2 Meeting: The public is invited to

participate in this meeting by discussing regulatory issues
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Procedures for Noticing

Meetings (C) (continued)

Public (Open) Meetings (1) (continued)

with NRC at designated points identified on the agenda. (b)

– This is a Category 3 Meeting: Public participation is

actively sought for this meeting to fully engage the public in

a discussion of regulatory issues. (c)

• Whether any portion of the meeting will be closed to the public.

Include the following statement in the meeting notice,

completing it as appropriate: (iv)

“Certain portions of this meeting will be closed to the public

because the staff has determined that the information (is

proprietary in nature, contains Safeguards Information,

etc.).”

• The date of the meeting and the beginning and, if known, the

ending time of the meeting. (v)

• The location of the meeting, including organization or building

name, street address, room number, city, and State. (vi)

• Audio teleconferencing, if available. (vii)

– Bridge numbers and passcodes will not be posted on the

NRC external public Web site. (a)

– Include the following statement: (b)

“Interested members of the public can participate in this

meeting via a toll-free audio teleconference. For details,

please call the NRC meeting contact listed on the NRC

Web site or call the NRC’s toll-free number,

1-800-368-5642, and ask the operator to be connected to

the meeting contact (state the name of that individual).”
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Procedures for Noticing

Meetings (C) (continued)

Public (Open) Meetings (1) (continued)

• The video teleconferencing location, if applicable, including

building, street address, room number, city, and State, and

the NRC video teleconference contact's full name and

telephone number. (viii)

If video teleconferencing will be available, include the following

statement:

“Remote public observation of this meeting will be allowed from

(location of remote conference room); however, seating may

be limited and will be assigned on a first-come basis. Contact

(video teleconference coordinator) at (telephone number)

indicating your intention to attend by (date). This step will

ensure that sufficient copies of meeting materials are available.

Some portions of the meeting may involve only NRC personnel

and will be closed to public observation. Because meetings are

sometimes canceled as a result of unforeseen circumstances,

contact the coordinator to confirm that this meeting will occur

as scheduled.”

• The purpose of the meeting (brief description). Include the

following statement: (ix)

“The NRC’s Policy Statement, ‘Enhancing Public

Participation in NRC Meetings,’ effective May 28, 2002,

applies to this meeting. The policy statement may be found

on the NRC Web site, www.nrc.gov, and contains

information regarding visitors and security.”

• Any comments. If applicable, insert all or portions of the

following statements: (x)

“Seating may be limited and will be available on a firstcome basis. Inform the NRC meeting contact of your
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Procedures for Noticing

Meetings (C) (continued)

Public (Open) Meetings (1) (continued)

intention to attend by (date). This step will ensure that

sufficient copies of meeting materials are available.” (a)

“The NRC provides reasonable accommodation to

individuals with disabilities where appropriate. If you need

a reasonable accommodation to participate in this meeting,

or need this meeting notice or the transcript or other

information from the meeting in another format (e.g., braille,

large print), please notify the NRC's meeting contact.

Determinations on requests for reasonable accommodation

will be made on a case-by-case basis.” (b)

“Because meetings are sometimes canceled or

rescheduled as a result of unforeseen circumstances,

confirm the meeting schedule.” (c)

• Docket number(s) and/or facility name(s), if applicable. (xi)

• NRC office(s) participating (e.g., NRR, Region III, OGC). (xii)

• Outside organization(s) participating (e.g., Commonwealth

Edison Company, Nuclear Energy Institute). (xiii)

• Accession numbers for ADAMS meeting agenda and meetingrelated documents. (xiv)

• Link to Web page with additional meeting-related

information/supporting documentation (required for Category

3 meetings). (xv)

The originator of a meeting notice must— (e)
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Procedures for Noticing

Meetings (C) (continued)

Public (Open) Meetings (1) (continued)

• Ensure that all accession numbers, links, and/or Web

addresses being referenced in the meeting notice are tested to

ensure that they can be accessed by the public. (i)

• Ensure that the meeting notice, including the agenda and

supporting documentation, is declared in ADAMS as official

agency records following the guidelines provided in ADAMS

Template NRC-001. (ii)

• Ensure that documents available for public comment are

posted on the appropriate “Documents for Comment” page on

the NRC's public Web site. (iii)

• Ensure that notices of meetings are posted and that the

information is accurate by checking the Public Meeting

Schedule page located on the NRC's public Web site. (iv)

Meetings scheduled with less than 10 calendar days of public

notice must be approved by the appropriate management before

the notice is submitted to the PMNS. (f)

Nonpublic (Closed) Meetings (2)

Notices for closed meetings should be prepared and entered into

ADAMS as official agency records following the instructions

provided in ADAMS Template Number NRC-001. (When profiling

your closed meeting notice in ADAMS, be sure to include the word

“closed” in the document title.) (a)

There is no requirement for submitting closed meeting notices to

the PMNS. The PMNS only collects meeting information on public

(open) meetings. (b)

A closed meeting notice should— (c)
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Procedures for Noticing

Meetings (C) (continued)

Nonpublic (Closed) Meetings (2) (continued)

• Clearly state at the beginning of the notice that the meeting is

closed to public attendance and the reason it is closed (e.g.,

Safeguards Information, proprietary information). (i)

• Indicate whether the notice involves a newly scheduled,

revised, or canceled meeting. (ii)

• Provide the NRC meeting contact name, telephone number,

and e-mail address. (iii)

• Indicate the date of the meeting and the beginning and, if

known, the ending time of the meeting. (iv)

• Indicate the location of the meeting, including organization or

building name, street address, room number, city, and

State. (v)

• Provide information on audio teleconferencing or video

teleconferencing, if applicable. (vi)

• Give the purpose of the meeting (brief description). (vii)

• Indicate the docket number(s) and/or facility name(s), if

applicable. (viii)

• Indicate the NRC office(s) participating (e.g., NRR, Region III,

OGC). (ix)

• Indicate the outside organization(s) participating (e.g., the

Nuclear Energy Institute, Westinghouse). (x)

• Give the accession number for the ADAMS meeting package

(includes meeting notice, agenda, meeting-related documents),

as applicable. (xi)
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Procedures for Noticing

Meetings (C) (continued)

Nonpublic (Closed) Meetings (2) (continued)

The staff are encouraged to prepare summaries of closed

meetings and enter these summaries into ADAMS as official

agency records following the instructions provided in ADAMS

Template Number NRC-001. (d)

Identifying the Need for a Press

Release or an Advertisement

in the Newspaper (D)

Press releases are normally prepared for public meetings that

generate a large amount of interest or are particularly

controversial. (1)

If a public meeting merits a radio or a newspaper advertisement,

the ad is paid for by the program offices supporting the meeting.

Normally, ads are developed when there is a particular need to

inform local citizens. Contact NRC’s OPA for guidance. (2)

Meetings Not Properly Noticed (E)

If it is discovered before or during a public meeting that the

meeting was not properly noticed, the following steps are to be

taken:

• Promptly notify the appropriate office director. (Follow up with

a memorandum to the office director and send a copy of the

memorandum to the Chief of the Regional Operations and

Program Management Staff, Office of the EDO, that explains

the circumstances and corrective actions to be taken.) (1)

• Discuss the continuation of the meeting with

division management. (A decision regarding continuation or

postponement, as well as whether or not to limit the discussion
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Meetings Not Properly Noticed (E) (continued)

to an exchange of information [no regulatory decisions to be

made], will be made on a case-by-case basis.) (2)

Canceling/Rescheduling a Meeting (F)

If a public meeting must be canceled, send an e-mail to PMNS as

soon as you are aware of the fact. This advance notice to the

PMNS will allow the meeting notice to be marked “canceled” on

the NRC’s external public Web site while the office goes through

the process of issuing a meeting cancellation notice. (1)

If a public meeting must be rescheduled (including changes to

date, time, or location), send an e-mail to PMNS as soon as you

are aware of the fact. This advance notice to the PMNS will allow

the meeting notice to be changed or corrected on the NRC’s

external public Web site while the office goes through the process

of issuing a rescheduled meeting notice. (2)

To create an official cancellation or reschedule notice for either a

public or nonpublic meeting, copy the official meeting notice from

ADAMS and save as a new document. Make necessary changes

to the notice by striking out old information and placing revised

information in bold. Mark clearly at the top of the notice

“Canceled,” “Rescheduled,” “Location Change,” and so on. Enter

this revised notice into ADAMS as a new record. (3)

Preparations for the Meeting (G)

• Make arrangements for reasonable accommodations for

individuals with disabilities, if applicable. (1)

• Prepare a sign-in sheet for the attendees. (2)

Include meeting title, date, time, and location.

• Prepare and make copies of NRC Form 659, “NRC Public

Meeting Feedback” (public meetings only). (3)
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Preparations for the Meeting (G) (continued)

• Identify audiovisual requirements and reserve them. (4)

– Overhead projectors, computer projectors, 35 mm

projectors, VCR/TVs. (a)

– Computer/laptop (arrange with individual office IT

[information technology] coordinator). (b)

• Preregister meeting attendees (if possible) when meetings are

being held in areas of restricted public access. (5)

• Identify a backup meeting contact for the day of the

meeting. (6)

• Arrange for escorts of meeting attendees when the meeting is

being held in an area of restricted public access. (7)

If large attendance is expected, identify additional escorts.

• Make adequate copies of documentation and handouts for the

meeting. (8)

• Prepare name tags, name plates, and posters (if

applicable). (9)

• Identify security requirements, including the need for uniformed

officers. (10)

• Hold an NRC pre-meeting to review assignments, logistics, and

so on (if needed). (11)

If the meeting is being held off site, in a hotel, request a

meeting room for NRC staff.

• Screen NRC’s presentation slides for readability and use of

plain English. (12)
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Preparations for the Meeting (G) (continued)

• Borrow the NRC Seal (it may be needed for offsite

meetings). (13)

For guidance on these preparations, refer to the

“Communications and Public Meetings” on NRC’s internal

Web page.

Day of the Meeting Procedures (H)

• Confirm arrangements for audio teleconferencing and video

conferencing equipment (if any). (1)

• Give a copy of the meeting notice to the lobby

receptionist/guard. (2)

– Ensure that any required special security arrangements are

in place. (a)

– Include backup meeting contact name and phone

number. (b)

– Include name(s) and phone number(s) of additional

escort(s) (if needed). (c)

• Confirm that the NRC participants will be attending (send a

reminder). (3)

• Check the meeting location hours before the meeting. Ensure

that the— (4)

– Proper number of chairs and tables and adequate lighting

are available. (a)

– Portable audio conference unit is available (teleconference

only). (b)
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Day of the Meeting Procedures (H) (continued)

– Audiovisual equipment is set up (make sure it is working

properly; check for spare bulbs). (c)

• Place a copy of the meeting notice at the entrance to the

meeting room. (5)

• Bring attendee sign-in sheet, public meeting feedback

forms (if applicable), agenda, and any other meeting

documentation/handouts. (6)

• Refer to the Meeting Guide: (7)

NUREG/BR-0224, “Guidelines for Conducting Public

Meetings,” Office of Public Affairs.

Postmeeting Procedures (I)

• Respond to meeting followup items. (1)

• Prepare and issue the meeting summary within 30 working

days. (2)

– Attach attendee list. (a)

– Attach all handouts (if not already in ADAMS). (b)

If handout(s) is (are) already in ADAMS, reference ADAMS

accession number(s).

• Enter meeting summary and attachments into ADAMS as

official agency records following the instructions in ADAMS

Template Number NRC-001. (3)

• Ensure that the ADAMS accession numbers of all meetingrelated documents are included in the appropriate ADAMS

meeting package: notice, agenda, handouts, summary, related

documents. (4)
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Postmeeting Procedures (I) (continued)

• Analyze feedback forms. (5)

– Review Public Meeting Feedback Forms as received,

contact those who requested followup information, and

revise communication plans, if applicable. (a)

– Enter data from Public Meeting Feedback Forms, as

received, into the Public Meeting Feedback System at

http://cio5-dev.nrc.gov/pmfs/index.cfm. Instructions are

available on the Web page. For assistance, contact the

Senior Communications Assistant, OEDO. (b)