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National Geospatial-Intelligence Agency

INSTRUCTION

NUMBER 1015.1

5 January 2017

Administrative Update 1; 11 December 2018

CoS EXDIR

SUBJECT: Support to Non-Federal Entities Authorized to Operate in NGA Facilities

1. PURPOSE. This Instruction:

a. Establishes policy, assigns responsibilities, and provides procedures for NGA to

establish and provide limited support to non-federal entities (NFEs).

b. Implements References (a) through (c), which provide guidance to DoD

Components/NGA for providing support to NFEs authorized to operate on DoD 

installations.

c. Implements References (g) and (h), or other applicable regulations, depending

upon the control of the installation on which NGA facilities exist. At NGA Campus East

(NCE), NGA must follow Reference (g). At NGA Campus West (NCW) in St. Louis and 

Arnold, NGA must follow Reference (h).

d. Note on terminology: Any use of the term “NFE” in this Instruction may be

understood interchangeably with the term “private organization” as used in References

(g) and (h).

2. APPLICABILITY. This Instruction:

a. Applies to all NGA civilian employees, military service members, other

Government agency personnel assigned to NGA, and contractors, hereinafter referred 

to as personnel.

b. Applies to personnel assigned to non-NGA organizations and/or operating in nonNGA facilities or installations (e.g., combatant command directorates for intelligence). 

These personnel must also comply with local command and installation policies 

regarding establishing, supporting, and conducting actions as part of an NFE.

3. DEFINITIONS. See Glossary.

4. POLICY. It is NGA policy to permit personnel to participate in NFE activities. Such

activities are exercised without showing favoritism between such organizations.
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5. RESPONSIBILITIES. See Enclosure 2.

6. PROCEDURES. See Enclosure 3.

7. EFFECTIVE DATE. This Instruction is effective on the date of signature.

 

Enclosures

1. References

2. Responsibilities

3. Procedures

Glossary
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TABLE OF CONTENTS

CHANGE LOG ................................................................................................................ 4

ENCLOSURE 1: REFERENCES

ENCLOSURE 2: RESPONSIBILITIES ............................................................................ 6

Chief of Staff ...................................................................................................................6

General Counsel .............................................................................................................6

Director, Security and Installations ..................................................................................6

Director, Office of Corporate Communications.................................................................6

NFE Leaders ...................................................................................................................6

Component Directors.......................................................................................................7

Supervisors .....................................................................................................................8

Personnel........................................................................................................................8

Contractors......................................................................................................................8

ENCLOSURE 3: PROCEDURES.................................................................................... 9

GLOSSARY .................................................................................................................. 16

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ENCLOSURE 1

REFERENCES

(a) Department of Defense (DoD) 5500.07-R, “Joint Ethics Regulations,” Change 7, 17 

November 2011

(b) DoD Instruction (DoDI) 1000.15, “Procedures and Support for NonFederal Entities Authorized to Operate on DoD Installations,” 24 October 2008

(c) DoDI 1402.5, “Background Checks on Individuals in DoD Child Care Services,” 

11 September 2015

(d) NGA Instruction (NGAI) 1455, “Disciplinary and Adverse Actions,” 26 August 2013

(e) NGAI 7000.1, “Conference Planning, Execution, and Reporting,” 25 June 2015

(f) NGA Manual 1455.1, “Disciplinary and Adverse Actions,” 19 February 2015

(g) Army Regulation 210-22, “Private Organizations on Department of the Army 

Installations,” 22 October 2001

(h) Air Force Instruction 32-9003, “Granting Temporary Use of Air Force Real Property,” 

19 August 1997
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ENCLOSURE 2

RESPONSIBILITIES

1. Chief of Staff (CoS).

a. Receives and reviews NFE requests from personnel for approval.

b. Serves as the approving official for requests to establish an NFE in NGA.

c. Conducts periodic reviews of NFEs operating in NGA facilities.

d. Collects and maintains annual reports from each NFE.

2. General Counsel (GC).

a. Provides advice and guidance to NGA leadership concerning NGA involvement 

with and support of NFEs in accordance with (IAW) References (a) through (h).

b. Reviews fundraising requests by NFEs.

3. Director, Security and Installations (D/SI).

a. Ensures SI Site Managers review NFE requests for fundraising events within NGA 

facilities or on NGA property. NFE fundraising requests must comply with the 

requirements specified in this Instruction.

b. Reviews requests for the use of NGA common-use facilities. The use of 

conference rooms for routine meetings requires compliance with facility conference 

room reservation procedures but does not require further coordination.

4. Director, Office of Corporate Communications (D/OCC).

a. Reviews event requests submitted by NFEs for compliance with Reference (b), to 

prevent the appearance of official sanction or support by the Department of Defense, for 

publicity awareness to respond to media inquiries or requests, and for appropriateness 

of the event for association with NGA.

b. Ensures that appropriated funds are not improperly used in support of NFEs with 

respect to printing, design, or related activities.
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5. NFE Leaders.

a. Ensure that the organization has submitted an application to establish an NFE 

with the CoS for approval. The application should include the tentative name of the 

organization, purpose, organization location, primary point of contact’s full name and 

phone number(s), and alternate point of contact’s full name and phone number(s).

b. Ensure the NFE has complied with the requirements of this Instruction (and local 

command and installation policies, as applicable).

c. Ensure that the NFEs and their members adhere to all applicable laws and labor 

standards for employment, including worker’s compensation insurance for their 

personnel. At no time may personnel receive any salary or monies from an NFE for 

performance of NGA duties.

d. Consult with GC to assess propriety of a planned activity if not otherwise 

addressed by this Instruction.

e. Submit an annual report to the CoS by 15 March of each year that includes

documents specified in this Instruction.

f. Ensure that the NFE’s charter or bylaws and other governing documents are 

consistent with this Instruction.

g. Ensure that following an election or appointment of officers of an NFE, rosters are

forwarded in writing to CoS listing all officers and their work phone numbers.

h. Require any NFE member who will participate in an activity that includes contact 

with children under the age of 18 to complete an official (District of Columbia, Maryland, 

Virginia, Missouri, or other state) Police Background Check that shows no adverse 

report. (Reference (c))

i. Obtain liability insurance, unless waived by the GC, IAW Reference (b) and this 

Instruction.

j. Ensure compliance with the following requirements if the NFE utilizes “NGA” or 

“National Geospatial-Intelligence Agency” in its name:

(1) Ensure use of the name “National Geospatial-Intelligence Agency,” or 

abbreviation “NGA” in the organization’s name will not mislead the public to believe the 

NFE is an organizational unit of NGA or is endorsed by NGA.

(2) Use the disclaimer “THIS IS A NON-FEDERAL ENTITY, IT IS NOT A PART 

OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS, AND IT HAS 

NO GOVERNMENT STATUS,” on any communication or announcement made by the 

NFE to its members, Government employees, or the public.
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6. Component Directors.

a. Ensure NGA organization and personnel compliance IAW References (a) through 

(c) and other local command and installation policies regarding involvement with NFEs.

b. In response to NFEs’ requests, provide NGA-resourced support that is under their 

direct control and for which they are responsible IAW References (a) through (c), (g),

and (h), and local command and installation policies.

c. Ensure limited logistical support for NFE events.

d. Ensure that personnel participate in NFE activities only during non-duty time. 

7. Supervisors.

a. When operations permit, may excuse personnel for participating in NFEs, 

provided that the period of absence is less than one hour and that the excused time is 

granted judiciously and in line with NGA and local command and installation policies.

b. Ensures absences of one hour or longer are charged to annual leave, leave 

without pay, credit hours, or compensatory time, or other flexible arrangements as 

appropriate. This authority must be exercised without showing favoritism among NFEs.

8. Personnel.

a. Do not coerce or compel other personnel to join NFEs.

b. Do not use their office, title, or position in connection with their personal 

participation with an NFE.

c. Do not accept positions as officers, directors, or similar positions in an NFE that 

are offered because of their official duty position.

d. Participate in NFEs IAW this Instruction; their supervisor’s approval; Agency leave 

absence policy or doctrine; References (a) through (e), (g), and (h); and local command 

and installation policies.

e. Must recuse themselves from official actions relating to matters concerning NFEs 

in which they participate as leaders. (Reference (a))

9. Contractors working on-site at NGA facilities may be members of and participate in 

NFEs.
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ENCLOSURE 3

PROCEDURES

Certain NGA activities conducted in NGA facilities do not need formal authorization 

because of the limited scope of their activities and therefore are not subject to the 

reporting requirements of this Instruction. Examples include office coffee funds, sports 

team interest clubs, and similar small, informal activities. These activities may reserve 

conference rooms for meetings and share information about such meetings or similar 

matters via email to interested personnel. No NGA-wide emails from these activities are 

permitted, but postings that follow NGA policy may be permitted on NGA Today (e.g. 

Toastmasters, Ski Club).

1. Approval of requests to establish an authorized NFE.

a. Only NGA civilian employees may request approval to establish an NFE. NGA 

civilian employees submit a request for approval by the CoS. Note that requests from 

NGA civilian employees assigned to non-NGA organizations and/or operating in nonNGA facilities or installations (such as combatant command headquarters), must first be 

coordinated with and approved as per local command and installation policies (at a 

minimum this includes coordination with the local Staff Judge Advocate Office or GC, as 

applicable).

(1) NFEs that are connected to an existing outside NFE may submit a copy of the 

national or headquarters’ organizational charter or bylaws to the GC and CoS.

(2) A list of the NFE’s officers, or in the case of an NFE that conducts activities or 

has membership outside of NGA, a copy of the NGA-chapter of the organization’s 

officers must be submitted to the CoS.

(3) A financial responsibility clause must be submitted to the CoS.

b. Prior to receiving approval to operate as an authorized NFE, NGA civilian 

employees may request from the CoS limited support to gauge personnel interest in 

forming an NFE.

c. Approval of the NFE authorization request is contingent upon the following 

minimum requirements and conditions:

(1) Activities conducted by the NFE do not prejudice the interests of the US

Government.

(2) Activities conducted by the NFE do not constitute business on behalf of any 

agency of the US Government. For example, NFE members and the organization 

cannot represent or imply they represent NGA.
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(3) Activities conducted by the NFE do not violate the laws of the US or the host 

nation of an NGA facility or site.

(4) The NFE will not engage in activities that duplicate, compete, or conflict with 

services provided by US Government agencies or NGA-contracted activities, or that are 

readily available at military exchanges, commissaries, and morale, welfare, and 

recreation facilities, but may, when specifically authorized, supplement these activities.

2. Support to NFEs.

a. No official affiliation exists between NGA and an NFE, other than oversight of the 

entity IAW References (a) through (c), (e), (g), and (h). These NFEs receive neither 

appropriated nor non-appropriated funds, and they are not entitled to sovereign 

immunities and privileges accorded to appropriated or non-appropriated fund activities. 

NFEs will not receive any additional resources from NGA other than those explicitly 

described in this Instruction.

b. Endorsement of an NFE or NFE event (unless co-sponsored by NGA (see

Enclosure 3, paragraph 4.d.)), product, service, or enterprise may be neither stated nor 

implied by NGA or NGA employees in their official capacities. Titles, positions, or 

organization names may not be used to suggest official endorsement or preferential 

treatment of any NFE. Use of official NGA title by DoD personnel in connection with an

NFE-sponsored event requires a prominent disclaimer that the views expressed are 

those of that person and do not necessarily reflect the views of the US Government, 

Intelligence Community, DoD, or NGA.

c. Regarding limited logistical support for NFE events (excluding fundraising and 

membership drives), NGA Component leadership may approve NFE requests for 

support that is under their direct control and for which they are responsible IAW this 

Instruction, local command, installation policy, and IAW References (a) through (c), (g),

and (h).

(1) Provided support must be on a limited basis and should be of no cost or only 

minor additional cost to NGA. For example, Component leadership may permit 

personnel who are members of NFEs to use, on a limited, non-interference basis, NGA 

office equipment or facilities (for example, copiers, facsimile machines, telephones, and 

computers) in support of NFE activities. Conference rooms may be reserved for routine 

meetings by following facility reservation processes without any further coordination.

(2) Requests for support that are not under the Component leadership control, or 

for which they are not responsible, should be forwarded to the appropriate responsible 

Component (for example, requests for use of NGA common facilities should be sent to 

the applicable Site Manager).
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(3) Seven factors must be considered by the approving official prior to authorizing 

official NGA limited logistical support to NFE-sponsored events and activities IAW 

Reference (a), Section 3-211.

(a) The support does not interfere with performance of official duties of NGA

personnel and does not detract from readiness.

(b) The support serves legitimate NGA public affairs, training, or community 

relations interests.

(c) The event is appropriate for association with NGA.

(d) The event is of interest and benefit to the community or NGA.

(e) NGA is willing and able to provide the same support to comparable events 

sponsored by similar NFEs.

(f) NGA support is not barred by statute or regulation.

(g) Admission to the event is free or does not go beyond what will cover the 

reasonable costs of holding the event.

d. Below is a listing of common support request types and the minimum level of 

approval authority. Requests for support that are not specifically addressed by this 

Instruction may be forwarded to either the relevant organization or the GC for guidance:

(1) Requests for use of existing NGA office equipment or facilities (for example, 

conference rooms, copiers, facsimile machines, telephones, and computers) – division 

chief, office director/chief, or Component Director.

(2) Requests for use of NGA common areas – Applicable (NCE or NCW

including Arnold) Site Manager.

(3) Requests for use of NGA printing, video, or graphic design services –

prohibited.

(4) Requests for permission to conduct fundraising activities or membership 

drives – GC.

(5) Announcements about meetings and events may be made on electronic 

bulletin boards following applicable NGA procedures.

(6) Informational e-mails about NFE activities at NGA facilities may be made by 

office directors/Component Directors, division chiefs, or other personnel with broad 

responsibilities concerning NGA personnel (such as the Chaplain) if such persons
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determine the information would be of interest to the community for which they are 

responsible. 

e. Instructions regarding fundraising activities and membership drives are as follows:

(1) When granted permission IAW this Instruction and local command and 

installation policies as applicable, NFEs may conduct fundraising activities or 

membership drives within areas of NGA facilities that are not generally used for the 

performance of normal duties. Examples include public lobbies, parking lots, picnic 

areas, break rooms, break areas, and other locations that employees do not use for the 

performance of normal duties. Authorized NFEs that operate in facilities not controlled 

by NGA, such as combatant commands, request permission to conduct fundraising 

activities and membership drives with the host command. Contractor personnel will not 

be solicited during fundraising events; however, contractor personnel may choose to 

voluntarily contribute to an NGA NFE fundraiser.

(2) Combined Federal Campaign (CFC) and annual campaigns for the Service 

relief funds receive priority over NFE fundraising activities; however, NFEs may conduct 

fundraisers during these periods if they do not detract from the CFC and Service relief 

fund drives.

(3) All NFEs that desire to conduct fundraising events will adhere to the 

requirements IAW Reference (b), which states that events cannot compete with nonappropriated fund operations and must be submitted to GC. Fundraising requests are 

subject to the following limitations:

(a) Occasional sales for fundraising purposes are permitted; however, they 

may not be conducted on a frequent or continuing basis and must not detract from CFC

and Service relief fund drives.

(b) All proceeds that result from fundraising will be utilized by the NFEs IAW 

the stated purpose of the event, as authorized. NFEs may not donate the proceeds from 

a fundraising event to another NFE or charity.

f. Requests for fundraising authorizations will be submitted to GC at least three 

weeks in advance and will include a specific description of the goods or services used 

for raising funds as well as the date, period of time, and location at which the proposed 

activity will occur. Requests will also indicate the method and location of advertising for 

the event.

3. Administration and conduct.

a. NFEs may not use the NGA seal, logo, insignia, or badges in the title, 

correspondence, or letterhead of the organization or in association with any of the 

organization’s programs, locations, or activities. (Reference (b))
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b. NFEs may not deny membership on the basis of color, religion, age, race, creed, 

sex, sexual orientation, or national origin. This does not prohibit the establishment of 

cultural, religious, or ethnic private organizations, providing membership is not restricted 

or discriminatory.

c. NFEs will comply with all federal, state, and local tax laws and codes. Certain 

types of NFEs may qualify for exemption from Federal income tax of the Internal 

Revenue Code. NFE leadership will contact the proper tax officials to ensure 

compliance with all tax laws. The GC is not allowed to provide legal advice to an NFE

concerning tax laws and non-profit status to an NFE.

d. Immediately following the election or appointment of officers of an NFE, rosters 

must be forwarded in writing to CoS listing all officers and their work phone numbers.

e. NFEs will prepare and submit an annual report to CoS each year by 15 March. 

The report will include the following:

(1) A current list of the NFE officers, including the names, addresses, and 

telephone numbers as of the date of the report.

(2) This section will include the listing and value of the organization’s assets and 

liabilities as of the date of the report; income earned during the previous calendar year, 

delineating amounts earned from membership dues, fundraisers, and other activities; 

and a listing of the organization’s expenses during the past calendar year.

f. The NFEs are responsible for creating and maintaining bylaws that incorporate all 

pertinent rules contained within this Instruction as a guide. Areas that will be addressed 

in the bylaws include the following:

(1) Name of organization

(2) Purpose

(3) National or other organization affiliations

(4) Officers and officer responsibilities and roles

(5) Membership

(6) Meetings

(7) Dues and financial support

(8) Financial policy

(9) Personal liability for debts of or claims against the private organization
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(10) Disposition of property and funds upon dissolution

g. NFE financial operations are as follows:

(1) The NFEs will be self-sustaining. There will be no financial assistance 

provided to an NFE by NGA.

(2) There will be no financial assistance to an NFE from a non-appropriated fund 

instrument (for example, morale, welfare, and recreation) in the form of contributions, 

repairs, services, dividends, or other donations of money or other assets.

(3) Each outgoing NFE treasurer must turn over all financial records and 

supporting documents to the incoming or newly elected treasurer.

h. Regarding liabilities and insurance:

(1) Neither NGA, nor any other agency of the US Government, will incur any 

obligations of NFEs.

(2) Since neither NGA nor any other agency of the US Government will incur the 

obligations of NFEs, NFEs will have adequate financial resources, through liability 

insurance or other means, to best protect the organization and/or officers against public 

liability and property damage claims or other legal actions that may arise as a result of 

its activities or the activities of one or more of its members acting in its behalf. Officers 

of NFEs will read and sign a Financial Responsibility Clause and provide this to the 

CoS, certifying that they are aware of the requirement to provide adequate financial 

protection for the activities and assets of the NFE and its members. Some NFEs 

engage in activities and events that have a low liability risk factor. In such cases, the 

NFE may request permission from the CoS, with the concurrence of the GC, to waive 

the requirement to have liability insurance.

4. Meetings, seminars, conferences, and similar events.

a. NFEs may hold meetings to address their internal business as necessary and 

IAW the requirements of this issuance, local command and installation policy. 

(References (a), (c), (e), (g), and (h))

b. NGA personnel may also attend these meetings as official NGA representatives 

(for example when a senior NGA official is invited by the NFE to speak on a topic of 

interest).

c. NFEs may host presentations or speaking events that are open to all NGA 

employees assuming these events are of short duration (two hours or less), require 

minimal or no NGA resources, and support the beneficial intent of NGA’s policies 

regarding NFEs. Requests to conduct these types of events should be submitted by the 
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NFE to the CoS for approval via OCC and GC. The participation of non-NGA personnel 

in these events (for example as a speaker) must also be approved by the CoS and 

should be included with the event request as detailed above.

d. NFEs may request NGA to co-sponsor a seminar, conference, or similar event if 

the primary purpose of the event is to benefit NGA and if NGA is the lead organization 

for substantial aspects of the event. NFE requests for NGA to co-sponsor an event will 

be submitted in writing to the CoS for approval via OCC and GC. The request for cosponsorship will include a statement on the nature and purpose of the event and a 

statement of concurrence or non-concurrence by the directorate or office most aligned 

with the nature and scope of the event. If the event is approved, OCC will coordinate 

any public communication regarding the co-sponsored event. NFE events that are cosponsored by NGA are considered official events; NGA may have its name and seal 

associated with the event. These arrangements between NGA and the NFE will be 

memorialized in writing by a co-sponsorship agreement, a no-cost contract, or a 

gratuitous services agreement, as appropriate. In addition, these types of seminars, 

conferences, and similar events are subject to US Government conference hosting and 

attendance policies and may require additional actions pertaining to the approval, 

conduct, and reporting of the events. (Reference (e))

e. Components may also request assistance from NFEs for planning and conducting 

official events that are of common interest to NGA and the NFEs; however, the hosting 

Component is responsible for all approval and resourcing requirements.

5. Any NFE found to be in violation of this Instruction may be subject to immediate 

dissolution by the CoS. Once dissolved, the organization is ineligible for reformation for 

a period of time as determined by the CoS. In addition, personnel found to be engaged 

in NFE activities in violation of this Instruction may be subject to administrative and/or 

disciplinary action. (References (d) and (f))

6. When an NFE seeks to disestablish or dissolve, a letter will be submitted to the CoS, 

via GC, indicating that all liabilities have been liquidated and any checking or saving 

accounts associated with the organization have been closed.
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GLOSSARY

Conference A meeting, retreat, seminar, symposium, or event that involves 

attendee travel. Conferences are also often referred to by names 

other than “conference.” Other common terms used include 

conventions, expositions, symposiums, seminars, workshops, or 

exhibitions. Conferences typically involve topical matters of interest 

to, and the participation of, multiple agencies, and/or 

nongovernmental participation. Indications of a formal conference 

often include but are not limited to registration, registration fees, a 

published substantive agenda, and scheduled speakers or 

discussion panels. Individual events may qualify as conferences 

without meeting all of the indications listed above but will generally 

meet some of them. (Reference (e))

Non-federal 

entity

A self-sustaining organization, incorporated or unincorporated, that

is not an agency or instrument of the Federal Government, including 

those organizations that are private organizations. Membership of 

NFEs consists of individuals acting exclusively outside the scope of 

any official capacity as officers, employees, or agents of the Federal 

Government. Federally funded research and development centers 

are not government entities and are included in the definition of 

NFE. Some examples of NFEs: United Service Organization, 

American National Red Cross, Boy Scouts Jamborees, Girl Scouts 

International Events, Civil Air Patrol. (Reference (b))