FSME Procedure Approval 

ADMINISTRATIVE STAFF SUPPORT UNDER THE 

INTEGRATED MATERIALS PERFORMANCE EVALUATION 

PROGRAM (IMPEP) 

AD-600

Issue Date: March 22, 2010 

Review Date: March 22, 2013 

Robert J. Lewis 

Director, MSSA /RA/ Date: 03/22/2010

A. Duncan White 

Branch Chief, ASPB /RA/ Date: 03/11/2010

Karen Meyer 

Procedure Contact, ASPB /RA/ Date: 03/02/2010

ML100430025 

NOTE 

Any changes to the procedure will be the responsibility of the FSME Procedure Contact. 

Copies of the FSME procedures will be available through the NRC website. 
Procedure Title: 

Administrative Staff Support Under the 

Integrated Materials Performance 

Evaluation Program (IMPEP) 

Procedure Number: AD-600

Page: 1 of 6 

Issue Date: 

3/22/2010

I. INTRODUCTION 

This document provides guidance for the administrative staff support involved in the 

preparation and management of documents relating to the Integrated Materials 

Performance Evaluation Program (IMPEP). 

II. OBJECTIVES 

To provide guidance to the Office of Federal and State Materials and Environmental 

Management Program (FSME) on the administrative coordination of IMPEP. Support will 

be provided by the administrative coordinator from the Division of Materials Safety State 

Agreements (MSSA), Agreement States Program Branch (ASPB). When the IMPEP 

team leader is from the Region or another U.S. Nuclear Regulatory Commission (NRC) 

program office other than FSME, additional administrative coordination with FSME may 

be needed. 

III. BACKGROUND

It is the policy of the NRC to evaluate the NRC Regional and Agreement State 

radioactive materials programs in an integrated manner. IMPEP assistance for the 

IMPEP team leader is performed by the assigned administrative staff. 

IV. ROLES AND RESPONSIBILITIES

A. MSSA Director: 

1. Approves the Annual IMPEP Review Schedule and IMPEP team 

assignments. 

B. ASPB Chief: 

1. Designates the IMPEP Project Manager. 

2. Reviews IMPEP Schedule and IMPEP team assignments. 

C. IMPEP Project Manager: 

1. Prepares Annual IMPEP Schedule and IMPEP team assignments. 

2. Coordinates with the administrative coordinator regarding IMPEP-related 

responsibilities.
AD-600: Administrative Staff Support Under the 

 Integrated Materials Performance Evaluation 

 Program (IMPEP) 

Page: 2 of 6 

Issue Date: 

3/22/2010

3. Signs the Proposed Final IMPEP Reports to the Management Review 

Board (MRB) Members. 

4. Distributes the Final IMPEP Report and Letter to the Oak Ridge National 

Laboratory contractor to be posted on FSME=s web site. 

D. Designated Administrative Coordinator: 

1. Proofreads the IMPEP reports for proper grammar and format. 

2. Verifies that the IMPEP related documents are accurate and that they are 

distributed, either in paper copy or electronic e-mail copy, to the 

appropriated individuals in the State, the designated State Liaison Officer 

(SLO), IMPEP review team leader and members, Office of the Executive 

Director for Operations (OEDO), FSME, and Office of the General 

Counsel (OGC). 

3. Profiles and posts the IMPEP-related correspondence in the Agencywide 

Documents Access and Management System (ADAMS): IMPEP review 

scheduling letter, the IMPEP reports (draft, proposed final and final 

versions), the MRB public meeting notice, the MRB meeting minutes, and 

the acknowledgment letter, if a response to the Final IMPEP Report is 

requested. 

4. Schedules the MRB meetings, including those resulting from State 

periodic meetings, with OEDO, OGC, FSME, and the appropriate State 

personnel. Arranges for videoconferencing, bridge numbers, and 

conference rooms, as appropriate, for the MRB meetings. 

5. Request EDATS number for the FSME front office for the Final IMPEP 

Report. Prepares Final IMPEP Report for concurrence in accordance to 

FSME procedures. 

V. GUIDANCE 

The following documents are to be profiled in ADAMS and distributed by the 

administrative staff. In order to ensure consistency, this procedure establishes naming 

conventions for the Microsoft documents, ADAMS profile templating (FSME-003), and 

distribution instructions (both paper copy and electronic e-mail versions). 

A. Scheduling Letter

Scheduling Letter with IMPEP Questionnaire mailed to State. 
AD-600: Administrative Staff Support Under the 

 Integrated Materials Performance Evaluation 

 Program (IMPEP) 

Page: 3 of 6 

Issue Date: 

3/22/2010

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] IMPEP 

Scheduling Letter.doc. 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, ASPB Chief, and Regional State Agreements 

Officer (RSAO). 

Distribution (via 

regular mail): Letter Addressee; Carbon Copies: SLO, State Radiation 

Control Program Director, if appropriate. 

 

ADAMS: FSME-003 Template Instructions (Appendix A). 

B. IMPEP Questionnaire Response from State

State returns Questionnaire to IMPEP team leader. The IMPEP team leader 

reviews for completeness, performs the Sensitive Unclassified Non-Safeguards 

Information (SUNSI) review, and ensures that the document is put into ADAMS 

by the Administrative Coordinator. 

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] IMPEP 

Questionnaire.doc. 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, ASPB Chief, and RSAO. 

ADAMS: FSME-003 Template Instructions (Appendix A). 

 

C. Organization Charts Received from State

State submits organization charts in Questionnaire response or at the IMPEP 

review. The IMPEP team leader ensures that the document is put into ADAMS 

by the Administrative Coordinator. 

 MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] IMPEP 

Organization Charts.doc 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, ASPB Chief, and RSAO. 

ADAMS: FSME-003 Template Instructions (Appendix A). Enter 

organization charts as individual document. 

 
AD-600: Administrative Staff Support Under the 

 Integrated Materials Performance Evaluation 

 Program (IMPEP) 

Page: 4 of 6 

Issue Date: 

3/22/2010

D. Draft IMPEP Report

The Draft IMPEP Report is prepared and signed by the IMPEP team leader in 

accordance with FSME Procedure SA-100, Implementation of the Integrated 

Materials Performance Evaluation Program. The IMPEP team leader also 

performs the SUNSI review. Administrative Coordinator is responsible for typing, 

proofreading, profiling in ADAMS, and distributing this document. 

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] Draft IMPEP 

Report and Letter.doc. 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, ASPB Chief, RSAO, SLO, State Radiation 

Control Program Director, if appropriate, and Agreement 

State IMPEP team member. 

Distribution (via 

 regular mail) Letter Addressee; Carbon Copies. 

ADAMS: FSME-003 Template Instructions (Appendix A). 

E. State Response to Draft IMPEP Report

State returns the response to the Draft IMPEP Report to the IMPEP team leader. 

The IMPEP team leader ensures that the document is put into ADAMS by the 

Administrative Coordinator. 

MS Word Name: [YYYY-Year] [XX – State Name Abbreviation] Response to 

the Draft IMPEP Report.doc. 

 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, ASPB Chief, and RSAO. 

ADAMS: FSME-003 Template Instructions (Appendix A). 

 

F. Proposed Final IMPEP Report

IMPEP Project Manager and IMPEP team leader revise the Draft IMPEP Report 

to reflect the State=s response which is issued as the Proposed Final IMPEP 

Report. The IMPEP Project Manager also performs the SUNSI review. 

Administrative Coordinator is responsible for typing, proofreading, profiling in 

ADAMS, and distributing this document. 
AD-600: Administrative Staff Support Under the 

 Integrated Materials Performance Evaluation 

 Program (IMPEP) 

Page: 5 of 6 

Issue Date: 

3/22/2010

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] Proposed 

Final IMPEP Report and Memo.doc 

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, MSSA Director, MSSA Deputy Director, ASPB 

Chief, FSME Agreement State Program Point of Contact 

(POC), RSAO, Technical Assistant, OEDO, Agreement 

State IMPEP team member, and the Organization of 

Agreement States (OAS) Liaison to the MRB. 

Distribution (NRC 

paper copy): MRB Members/Memorandum Addressees 

ADAMS: FSME-003 Template Instructions (Appendix A). 

G. MRB Meeting Minutes

The FSME Administrative Coordinator takes the minutes at the MRB meeting and 

circulates the minutes for review to the IMPEP team leader, the IMPEP Project 

Manager, and the State or Region being reviewed. Administrative Coordinator is 

responsible for typing, proofreading, profiling in ADAMS, and distributing this 

document. 

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] MRB 

Minutes.doc 

Distribution (e-mail): IMPEP team leader, IMPEP Project Manager, ASPB Chief, 

POC, RSAO, State Radiation Control Program Director, 

and OAS Liaison to the MRB. 

Distribution (NRC 

paper copy): MRB Members 

ADAMS: FSME-003 Template Instructions (Appendix A). 

H. Final IMPEP Report

Final IMPEP Report is coordinated by the IMPEP team leader and the IMPEP 

Project Manager by revising the Proposed Final IMPEP Report to reflect the 

actions recommended by the MRB. Administrative Coordinator is responsible for 

typing, proofreading, profiling in ADAMS, and distributing this document. The 

Final IMPEP Report is signed by the Deputy Executive Director for Materials, 

Research, State and Compliance Programs, OEDO. 

MS Word Name: [YYYY - Year] [XX - State Name Abbreviation] Final IMPEP 

Report and Letter.doc 
AD-600: Administrative Staff Support Under the 

 Integrated Materials Performance Evaluation 

 Program (IMPEP) 

Page: 6 of 6 

Issue Date: 

3/22/2010

Distribution (e-mail): IMPEP team leader and members, IMPEP Project 

Manager, MSSA Director, MSSA Deputy Director, ASPB 

Chief, POC, RSAO, Technical Assistant, OEDO, OGC, and 

Agreement State IMPEP team member. 

Distribution (NRC 

paper copy): MRB Members; NRC Commission; and Agreement State 

addressee. 

ADAMS: FSME-003 Template Instructions (Appendix A). Create a 

package inserting the Final IMPEP Report and Letter; 

Organization Charts, and State Response. 

VI. APPENDIX 

Appendix A: ADAMS Profiling Template - FSME-003 (ML092450574) 

 

VII. REFERENCES 

FSME Procedure SA-100, Implementation of the Integrated Materials Performance 

Evaluation Program 

VIII. ADAMS REFERENCE DOCUMENTS 

For knowledge management purposes, all previous revisions of this procedure, as well 

as associated correspondence with stakeholders that have been entered into NRC’s 

Agencywide Documents Access and Management System (ADAMS) are listed below. 

No. Date Document Title/Description Accession Number

1 8/31/06 STP Procedure AD-600 ML062730009 
12/8/2009 

APPENDIX A 

DOCUMENT TYPE SUMMARY 

 FSME-003

DOCUMENT TYPE: Integrated Material Performance Evaluation Program (IMPEP) 

Documents. 

**Scheduling Letter, Draft Report, NRC Acknowledgement of State Response on Final 

Report, Periodic Meeting Scheduling Letter, Periodic Meeting Summary, All Other 

Periodic Meeting Materials/Documents, State Response to Questionnaire, State 

Organizational Charts, State Response to Draft Report, Proposed Final Report, MRB 

Meeting Minutes, Special MRB Memorandum, Final Report and State Response to Final 

Report** 

Special Instructions:

This template is to be used by the DPC and staff when processing Integrated Material 

Performance Evaluation Program (IMPEP) prepared by the Office of Federal and State 

Materials and Environmental Management Programs (FSME) or incoming to FSME that 

meet requirements of an Official Agency Record, into ADAMS. 

Profile Field Requirements for the DPC: 

Item ID System Assigned 

Accession No. System Assigned 

Estimated Page Count DPC Enter:

Actual number of pages of file 

Document Date DPC will input date printed/stamped on document. 

Format is: MM/DD/YYYY 

Document Type Integrated Material Performance Evaluation 

Program (IMPEP)-Agreement States 

And 

Other document types that apply, e.g., Letter, E-mail, 

Memo. 

Availability Entered by FSME 

Title Entered by FSME 

DPC Will Not Change

Author Name Name of person who signed cover letter 

Author Affiliation Affiliation of person who signed cover letter 

Addressee Name Name of person cover letter is addressed to 

Addressee Affiliation Affiliation of person cover letter is addressed to 

Docket No. 
12/8/2009 

License No. 

Case/Reference No. 

Document/Report Number 

Keyword Entered by FSME staff: 

“FSME-003” 

“DPC - Do Not Change Title" 

“SUNSI Review Complete” if Publicly Available 

Item Code (e.g., MD 3.4 Non-Public A.3) if NonPublicly Available 

Note: Press Enter after each entry

Document Date Received 

Date Docketed 

Comment Entered by FSME Staff: 

LAN ID of person entering document into ADAMS 

and KNM1 

DPC will not add any value to this field 

Vital Records Category System Assigned 

Document Status 

Media Type Electronic 

Physical File Location ADAMS 

FACA Document No 

Date To Be Released Entered by FSME if Publicly Available 

Distribution List Codes Entered by FSME if applicable 

Contact Person Entered by FSME 

Text Source Flag Entered by FSME: 

Native Application 

Official Record System Assigned 

Document Sensitivity Entered by FSME 

Entered by FSME: 

Security Rights for the Document/Packages, please add: 

Karen Meyer (knm1) – Owner Aaron McCraw (atm) - Owner