February 18, 2003

ALL AGREEMENT STATES, MINNESOTA, PENNSYLVANIA, AND WISCONSIN

OFFICE OF STATE AND TRIBAL PROGRAMS (STP) FINAL PROCEDURE(S)

SA-1100, “ANNUAL OAS AND CRCPD COMMISSION BRIEFING” AND SA-1101,

“MONTHLY NRC/OAS/CRCPD TELECONFERENCE” (STP-03-014)

We are providing notice that we have completed STP Final Procedures SA-1100, Annual

OAS and CRCPD Commission Briefing and SA-1101, Monthly NRC/OAS/CRCPD

Teleconference. SA-1100: describes the procedure for coordination and notification for the

Annual OAS Executive Board and the CRCPD briefing of the U.S. Nuclear Regulatory

Commission; SA-1101: describes the procedure for NRC/OAS/CRCPD coordination,

notification, and administration of the monthly teleconference. These procedures can also be

used as guidance for planning other Commission briefings and Staff teleconferences.

We appreciate the many comments provided on the draft procedures, sent to you on June 20,

2001, most of which were incorporated into the final version. 

If you have any questions regarding this correspondence, please contact me at 

(301) 415-3340 or the individual named below.

POINT OF CONTACT: John Zabko INTERNET: JGZ@NRC.GOV

TELEPHONE: (301) 415-2308 FAX: (301) 415-3502

/RA By Cardelia Maupin Acting for/

Paul H. Lohaus, Director

Office of State and Tribal Programs

Enclosures:

As stated
STP-03-014 February 18, 2003 

 

Distribution:

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OFFICE STP STP:DD STP:D

NAME JZabko:gd JMPiccone

(CHMaupin for)

PHLohaus

(CHMaupin for)

DATE 02/6/03 02/06/03 02/06/03

ML030580093 OFFICIAL RECORD COPY
STP Procedure Approval

Annual Organization of Agreement State 

and

Conference of Radiation Control Program Directors Inc.

Commission Briefing

 SA-1100 

Issue Date: February 18, 2003

Review Date: February 18, 2006

Paul H. Lohaus Original signed by

Director, STP Paul H. Lohaus Date: 2/18/2003

Josephine M. Piccone Original signed by

Deputy Director, STP Josephine M. Piccone Date: 2/11/2003

John G. Zabko Original signed by

Procedure Contact, STP John G. Zabko Date: 2/6/2003

NOTE

The STP Director’s Secretary is responsible for the maintenance of this master copy document

as part of the STP Procedure Manual. Any changes to the procedure will be the responsibility of

the STP Procedure Contact. Copies of STP procedures will be distributed for information.
Procedure Title:

Annual Organization of Agreement States and

Conference of Radiation Control Program Directors, Inc.,

Commission Briefing

Procedure Number: SA-1100

Page: 1 of 3

Issue Date: 

2/18/2003

I. INTRODUCTION

This document describes the procedure for the coordination and notification of the Office

of State and Tribal Programs (STP), the Organization of Agreement States (OAS) and

Conference of Radiation Control Program Directors, Inc. (CRCPD), briefing of the U.S.

Nuclear Regulatory Commission (the Commission). This procedure can also be used as

guidance for planning other Commission briefings. 

II. OBJECTIVES

A. To provide guidance to STP, OAS and CRCPD staff on scheduling the Annual

OAS/CRCPD Commission Briefings, taking into account west coast state’s

interest in observing the briefing via teleconference or webcast.

B. To provide guidance to OAS and CRCPD on the submission of briefing materials

in advance of the annual Commission briefing. 

C. To provide guidance to STP, OAS and CRCPD staff on interactions with the

Office of the Executive Director for Operations (OEDO) and the Office of the

Secretary (SECY) of the Commission staff. 

 D. To provide guidance to STP staff on interactions with the Office of the Chief

Information Officer (OCIO) staff regarding arrangements for audio visual support,

including video tape requests, and Commission video streaming for interested

States. 

III. BACKGROUND

The Annual OAS/CRCPD Commission briefing provides an opportunity for the OAS

Executive Board and the CRCPD Chairperson to inform the Commission of radioactive

materials policy and regulatory issues of mutual interest. The annual OAS/CRCPD

Commission briefing originated from an annual letter presented to the Commission,

following the OAS annual Meeting, discussing areas of concern or mutual interest

between the Commission and the OAS. The CRCPD was included in this briefing as the

two organizations, OAS and CRCPD, developed a closer working relationship. The

participants of the briefing usually include the Chair, Chair elect and past Chair of the

OAS and the current Chair of the CRCPD. The annual Commission briefing has been

used in place of this annual OAS/CRCPD Commission letter.

IV. ROLES AND RESPONSIBILITIES
SA-1100: Annual Organization of Agreement States and 

 Conference of Radiation Control Program Directors Inc., 

 Commission Briefing

Page: 2 of 3

Issue Date: 

2/18/2003

A. The OAS and CRCPD should notify STP on an annual basis of their desire to

brief the Commission and will identify areas for discussion. This notification

should be in the form of a letter addressed to the Director of STP and should

usually follow the annual fall Agreement State meeting. 

B. STP has the lead responsibility for coordinating the scheduling of the Annual 

OAS/CRCPD Commission Briefing with SECY through the OEDO, as well as

coordinating any audio/visual support. 

C. STP will request a detailed listing of briefing topics, from the OAS and CRCPD,

following the scheduling of the briefing. OAS and CRCPD should provide the

list to STP no later than 45 days prior to the briefing date. 

D. STP will provide the listing of topics together with background information on

each topic, developed by the Staff, to the Commissioner Assistants no later than

14 days prior to the brief . Included in the briefing package, STP will also

forward to the Commissioner Assistants, a synopsis of Agreement States and

Regions Integrated Materials Performance Evaluation Program (IMPEP) reviews. 

E. OAS has the lead responsibility, in consultation with CRCPD, for soliciting topics

of discussion and coordinating State participation in the annual Commission

briefing. 

F. STP will provide Agreement and non-Agreement States with notification of the

Commission briefing, including information concerning the webcast of the

briefing from the NRC website, as soon as possible following the confirmation of

the Commission brief date with OAS, CRCPD and SECY.

V. GUIDANCE 

A. Scheduling Commission Briefing

1. STP, in coordination with OEDO and SECY, will provide the OAS and

CRCPD with proposed Commission briefing dates. Commission briefings

are generally scheduled for approximately 1.5 hours. To the degree

possible, STP will work with SECY to identify briefing times no earlier

than 11:00 a.m. EST to accommodate the viewing by States in the Pacific

time zone. The first 45 minutes is generally devoted to the OAS/CRCPD

briefing and the remaining time is reserved for the Commissioners’

questions and answers. 
SA-1100: Annual Organization of Agreement States and 

 Conference of Radiation Control Program Directors Inc., 

 Commission Briefing

Page: 3 of 3

Issue Date: 

2/18/2003

B. Submission of Commission Briefing Materials

1. OAS and CRCPD will provide STP with the names of the Commission

briefing participants. STP will provide that information to OEDO and

SECY. 

2. OAS and CRCPD will provide STP copies of all briefing materials

including any electronic presentations in advance of the briefing in a

format following Commission guidance. These materials should be

submitted to the OEDO for submission to the Commission at least five

business days in advance of the scheduled Commission briefing. 

3. STP will make 75 copies of the submitted briefing material or other

relevant written information, provided by OAS and CRCPD, and make

that information available in the Commissioners’ Conference Room

approximately 20 minutes before the start of the Commission briefing. 

C. Scheduling Audio/Visual Needs and Support

1. STP has the lead responsibility for coordinating with OCIO on audio/

visual support for the OAS/CRCPD Commission briefing. 

2. OAS and CRCPD briefing materials should be reviewed, and electronic

presentations programmed into the audio/visual booth in the

Commissioners Conference Room at least 30 minutes before the start of

the Commission briefing. 

D. Agreement and Non-Agreement State participation

1. The annual OAS/CRCPD Commission briefing is accessible for viewing

via the world wide web. It will be webcast from the NRC web Site at:

http://www.nrc.gov/public-involve/public-meetings/webcast-live.html

States are encouraged to go to the site in advance of the scheduled day of

the briefing to verify that their computer system contains the appropriate

software for viewing the briefing. The web site contains information on

the software necessary for viewing and where to obtain system upgrades to

allow webcast viewing. 
STP Procedure Approval

Monthly

U.S. Nuclear Regulatory Commission

Organization of Agreement States

Conference of Radiation Control Program Directors, Inc.

Teleconference

SA-1101 

Issue Date: February 18, 2003 

Review Date: February 18, 2006

Paul H. Lohaus Original signed by

Director, STP Paul H. Lohaus Date: 2/18/2003

Josephine M. Piccone Original signed by

Deputy Director, STP Josephine M. Piccone Date: 2/11/2003

John G. Zabko Original signed by

Procedure Contact, STP John G. Zabko Date: 2/6/2003

NOTE

The STP Director’s Secretary is responsible for the maintenance of this master copy document

as part of the STP Procedure Manual. Any changes to the procedure will be the responsibility

of the STP Procedure Contact. Copies of STP procedures will be distributed for information.
 Procedure Title:

 Monthly NRC/OAS/CRCPD Teleconference

 Procedure Number: SA-1101

Page: 1 of 3

Issue Date: 

2/18/2003

I. INTRODUCTION

This document describes the procedure for the Nuclear Regulatory Commission (NRC) 

Office of State and Tribal Programs (STP), Organization of Agreement States (OAS) and

Conference of Radiation Control Program Directors, Inc. (CRCPD) for coordination,

notification, and administration of the Monthly NRC/OAS/CRCPD Teleconference

(Monthly Teleconference) to discuss items of mutual interest. This procedure can also be

used as guidance for planning other teleconferences with the OAS and the CRCPD, as

needed. 

II. OBJECTIVES

To provide guidance to STP, OAS, CRCPD, NRC offices and other interested States on

the coordination, notification and administration of the Monthly Teleconference.

III. BACKGROUND

The Monthly Teleconference was established on July 14, 1995, between NRC and OAS. 

The purpose of the conference was to discuss with OAS the programmatic changes that

STP was in the process of developing in the areas of the Integrated Materials Performance

Evaluation Program (IMPEP) and the Policy Statement on the Adequacy and

Compatibility of Agreement State Programs. Due to the success of the 1995

Teleconference, OAS and NRC agreed the teleconference should be held on a monthly

basis and the agenda should be expanded to include other current topics, and the CRCPD

should also join the Teleconference. The Monthly Teleconference continues to provide a

regular opportunity for the NRC, OAS, and CRCPD to discuss regulatory issues of

mutual interest. 

IV. ROLES AND RESPONSIBILITIES

A. STP

1. STP has the lead responsibility for coordination, notification, and

administration of the Monthly Teleconference with the OAS, the CRCPD

and NRC staff. 

2. STP will designate a project manager who will be responsible for

coordination and notification of the Monthly Teleconference.

3. STP will establish an electronic notification list of participants based on

inputs from the OAS, CRCPD, NRC staff and other interested States.
SA-1101: Monthly NRC/OAS/CRCPD Teleconference

Page: 2 of 3

Issue Date: 

2/18/2003

4. STP will periodically update the list of participants as directed by the

OAS, CRCPD, NRC staff and other interested States. 

5. STP will reserve a Monthly Teleconference bridge number with an

adequate number of telephone lines.

6. STP will notify the list of participants of the upcoming Monthly

Teleconference.

7. STP will distribute a draft agenda for the Monthly Teleconference, and

will solicit input on the draft agenda.

8. STP will revise the draft agenda after the receipt of comments from the list

of participants and will distribute the final agenda for the Monthly

Teleconference. 

B. OAS

1. OAS will supply comments/suggestions on the draft agenda for the

Monthly Teleconference. 

2. An OAS designee will take notes during the monthly teleconference and

distribute same to interested participants. 

C. CRCPD

1. CRCPD will supply comments/suggestions on the draft agenda for the

Monthly Teleconference

V. GUIDANCE

A. STP Preparations for the Monthly Teleconference

1. Teleconference Date and Time: The date and time of the Monthly

Teleconference will be established through collaboration with the list of 

participants. The date and time of the next Monthly Teleconference will

usually be decided at the end of each Monthly Teleconference. If a

situation arises, which requires the modification of the agreed upon date

and time, STP will promptly notify the participants of the change and will

collaborate with the participants to establish a new date and time. In

addition, other teleconferences, as needed, may be held outside of the

Monthly Teleconference schedule. 
SA-1101: Monthly NRC/OAS/CRCPD Teleconference

Page: 3 of 3

Issue Date: 

2/18/2003

2. Telephone Lines: The bridge number for the Monthly Teleconference

should be reserved at least two weeks prior to the teleconference. At least

20 lines should be established for the Monthly Teleconference. The bridge

number and lines are reserved through the NRC Telecommunication/

Conference Call Switchboard Operators. 

3. List of Participants: The list of participants shall be representatives of

STP, the OAS, the CRCPD, NRC staff and other interested States. The

participation of the Chair, Chair-Elect, Past Chair and other members of

the CRCPD and OAS boards will be determined at the discretion of each

organization. Periodic updates of the list will be made to reflect changes

in these organizations. Interested participants should request participation

directly through the STP Project Manager. 

4. Agenda: The agenda for the Monthly Teleconference will be established

through collaboration with STP, OAS, CRCPD and other participating

NRC offices. A draft agenda will be distributed to the participants

approximately two weeks before the scheduled Monthly Teleconference

and input will be requested within one week. STP will modify the agenda

based upon input from the participants and distribute the final agenda at

least two days prior to the teleconference. 

5. Notification: Notification of the Monthly Teleconference will be provided

through electronic means. The first notification of the Monthly

Teleconference will include the telephone bridge information, the list of

participants, and the draft agenda. The second notification will include the

same information as the first notification except the final agenda replaces

the draft. 

B. The Monthly Teleconference will usually be facilitated by STP Management. 

STP will require all participants, including those just listening in, to identify

themselves and their affiliation. The Monthly Teleconference will be

administered in a way that encourages free flowing exchange of ideas and

information.