Manual__5_Call_Letters_Procedures_Manual.pdf

CASE INFORMATION SUPPORT SERVICES

Civil Division, Office of Management Information

Call Letters Procedures Manual

November 2, 2009

Table of Contents

Call Letters Procedures Manual

Section 1 About This Manual

1.1 Purpose

1.2 Revisions

1.3 Clarifications

Section 2 Background

2.1 The Civil Division of the Department of Justice

2.2 The Office of Management Information

2.3 Case Information Management System (CIMS)

2.3.1 Tracking and Status Information

2.3.2 Time Reporting Module

2.3.3 Records Tracking Module

Section 3 Overview of Call Letters Processing Procedures

3.1 Call Letters Processing Procedures

3.2 Section Removed

3.2.1 Section Removed

3.2.2 Section Removed

3.2.3 Section Removed

3.2.4 Section Removed

3.3 Torts Branch Call Letters

3.3.1 Processing Torts Branch Call Letters

3.3.2 Preparing Letters

3.3.3 Special Instructions for Preparing FTCA (T21) Disposition Forms

3.3.4 Processing Data Sheets Requesting Yellow Disposition Forms Only

3.3.5 Copying Case Documents and Stamping Letters

3.3.6 Preparing Envelopes

3.3.7 Assembling and Returning Materials to the Branch

3.4 Quality Assurance

3.5 Status Reports

Appendices A. Appendix Removed

B. Appendix Removed

C. Appendix Removed

D. New Case Materials

E. Sample Data Sheet

F. List of Auto Letters and Sample Torts Branch Call Letters

G. Case Control Officer’s Pre-filing/Trial Stage Disposition Form

H. Call Letters Assembly Visual Aid

I. Civil Division Trip Sheet

J. Tips for Conducting a Case Search and Identifying a Relevant Case

K. Standard Abbreviations List

L. Organization Abbreviations List

M. Letter of Instruction (LOI) for Call Letters Miscellaneous Processing

N. Appendix Removed

Record of Changes

Call Letters Procedures Manual

Record of Changes Table Revision Number

Date Revised Page Number(s) Inserted/Removed by

AFAA #1 4/20/10 Appendix L

AFAA #2 7/22/10 Appendix L

AFAA #3 8/19/11 Appendix K and L

AFAA #4 9/13/11 Pages 3-4

LOI 2013-006 1/10/13 Appendix K & L

MISC2014-001 2/3/14 Appendix L

MISC2014-002 8/26/14 Appendix L

MISC2017-001 2/10/17 Multiple

MISC2017-002 10/24/17 Appendices A-C

MISC2017-003 11/8/2017 Section 3.5, Appendix N

About This Manual

Revised February 10, 2017

SECTION 1

About This Manual

1.1 Purpose

This manual provides instructions for processing call letters pertaining to the Civil Division of the Department of Justice (DOJ). The Call Letters function is composed of contractor personnel and is responsible for preparing letters and notification announcements to United States Attorneys and U.S. agencies. Government oversight of the function is administered by the Civil Division’s Office of Management Information (OMI) through the Contracting Officer’s Representative (COR).

The COR-approved instructions in this manual represent the coordinated and agreed-upon approach between OMI and the contractor regarding call letters procedures. This manual covers the following areas and provides numerous appendices for reference and illustration.

Section 1 About This Manual

Section 2 Background

Section 3 Overview of Call Letters Processing Procedures

1.2 Revisions

Changes to this manual may only be accomplished by a COR-approved Letter of Instruction (LOI).

(Refer to Appendix M for a sample of an LOI.) The PM and COR approve all LOIs. Upon issuance of an LOI, the new procedures supersede the policy as it is written in this manual.

Published LOIs should be documented in the table entitled Record of Changes that follows the table of contents of this manual. Subsequent issues of the Call Letters Procedures Manual will reflect the new policies and procedures that are issued by all LOIs that are disseminated prior to the release of an updated manual.

February 10, 2017

1.3 Clarifications

Emails from the Program Manager (PM) or Data Collection Manager (DCM) are issued to clarify information in this manual and to remind personnel of required procedures.

February 10, 2017

SECTION 2

Background

2.1 The Civil Division of the Department of Justice

The Civil Division is the largest legal division in the Department of Justice. It represents more than 155 federal agencies, individual employees, Members of Congress, the federal judiciary, and the people of the United States. The Civil Division’s caseload is large and diverse with approximately 60,000 open cases pending at any time.

The Civil Division defends the United States in suits challenging the constitutionality, lawfulness, or propriety of Presidential initiatives, federal statutes, and government programs and actions. It initiates litigation to enforce various federal statutes, including the nation's consumer protection and immigration laws, and defends against challenges to those statutes and associated enforcement activities. The Division handles litigation involving billions of dollars in areas such as fraud, international trade, patents, bankruptcies, claims against the government, and foreign litigation. The Division also litigates general tort claims, including those that involve toxic substances, aviation, admiralty, and the defense of federal officials sued personally for official actions.

To litigate this large caseload, the Civil Division employs nearly 1,046 attorneys. Approximately 146 paralegals and 80 legal assistants provide administration and legal support. The legal work of the Division is organized into six components listed below.

Commercial Litigation Branch (CB) Federal Programs Branch (FP) Torts Branch (TB) Consumer Protection Branch (CPB) Office of Immigration Litigation (OIL) Appellate Staff (APP)

2.2 The Office of Management Information

Within the Civil Division, the Office of Management Information (OMI) is the administrative office which oversees the functionality and accessibility of numerous automated systems which are customized to Civil Division requirements. These systems are key to the management and operation of the Division. OMI’s staff, ongoing work and special projects support CIMS, which includes a Records Tracking module, a Time Reporting module and numerous other modules that support specific offices in the Civil Division. OMI monitors and addresses the integrity of the data in CIMS

February 10, 2017 and ensures that both the business rules and the technology give the system users reliable and accessible data.

2.3 Case Information Management System (CIMS)

The Civil Division tracks cases in CIMS. To facilitate quick access to a variety of information, CIMS is an on-line interactive system accessible through the DOJ’s JCONV network using personal workstations. The objectives of CIMS are as follows:

Quantify the Division's workload Evaluate the results of its litigation efforts Note trends and developments in the issues represented in its workload Measure resource uses and needs for litigation management and budgetary purposes

CIMS contains information on over 800,000 cases handled by the Civil Division since 1978. CIMS is used to track the status and progress of the work of the legal staff from the initial receipt of a document through the pre-file and trial court stages, and, if necessary, through Appellate courts.

CIMS contains detailed information on case status and history. It also has time reporting information which enables the Civil Division to quantify the types of work performed and hours spent on individual cases or groups of cases. Together, this information enables the Civil Division to assess the effectiveness of its litigation efforts by comparing resources expended with results obtained from the legal process and the judicial system.

CIMS also provides information necessary to formulate Civil Division budget projections, staffing requirements and to respond to Freedom of Information Act (FOIA) requests and inquiries from Congress, the Government Accountability Office (GAO), and the White House. An array of reports are produced for Civil Division managers. In this context the system is essential to the success of the Civil Division's mission. CIMS is a significant tool for the effective daily and continuing management of the Civil Division.

The information stored in the CIMS falls into three major categories.

Case specific information, including assignment and status The hours the Legal Staff spent on a particular activity on each case Tracking of each case’s official hardcopy case records

Information for these three categories is collected and updated throughout the life cycle of a case.

The database structure is complex and heavily table driven, meaning that much of the case information is coded for storage on the computer and subsequently decoded for display or printing by users. The information is very dynamic, changing on an hourly basis.

February 10, 2017

2.3.1 Tracking and Status Information

Records in CIMS may contain up to 150 different types of data items. The number of data items actually recorded for a case depends on the course it takes as it moves through the judicial system.

The data fields capture relevant case information. Below are examples of information that is available in CIMS.

The case caption.

The unique case identification number called the Department of Justice Number (DJ Number).

The court docket number.

The Branch, Reviewer and Attorney assigned to the case.

Branch litigation responsibility, referred to as Handling, for the case. (Cases can be personally handled, jointly handled, monitored or delegated.).

The type of the case according to the issues, statutes, acts or subject matters involved.

Whether the government's role is affirmative or defensive, and whether it seeks equitable relief or monetary damages, and if so, how much.

The history of the case as it moves from trial to appeal to the Supreme Court and possibly back to trial court, and the relief awarded.

The case status (open or closed).

2.3.2 Time Reporting Module

The CIMS Time Reporting module records information on hours expended on Civil Division cases to track what type of activity the legal staff performed and the dates and hours worked on a case. It is closely linked to the case information to show the types of cases or litigative areas to which the time is being allocated. Refer to the 41TCIMS Time Reporting User Guide41T on OMI’s website for additional information.

2.3.3 Records Tracking Module

The case data which the Classification Unit (CU) enters into CIMS directly affects the accuracy of the data in the Records Tracking Module. The Records Tracking Module is also maintained by OMI and is used to record, track, and account for the Division’s official hardcopy case records, as required by law and according to regulations. There are three types of storage facilities within the Civil Division for case records: the Active Records Units (ARUs), the Records Management Unit (RMU) and the Federal Records Centers (FRC). Active Records Units (ARUs) are located in every Civil Division building and store active case records and at the request of a branch closed case records. The RMU, located in Merrifield, Virginia, is a facility that houses the closed case files.

Eventually case files are transferred to the Federal Records Centers located across the country where they are stored until they are scheduled for final disposition. The ARUs and the RMU use the Records Tracking Module to track sections (folders) pertaining to individual cases.

October 24, 2017

SECTION 3

Overview of Call Letters Processing Procedures

3.1 Call Letters Processing Procedures

The Civil Division generates letters to Government agencies that may be involved in a case to solicit documents or information pertinent to the litigation and/or to inform them who will have primary responsibility for handling the case. Letters are also generated to inform a United States Attorney’s Office (USAO) that a case is delegated to them. The Legal Data Technician assigned to the Miscellaneous Document Processing functional area produces these standard letters called Call Letters for the Torts branch.

3.2 Section Removed

3.2.1 Section Removed

3.2.2 Section Removed

3.2.3 Section Removed

3.2.4 Section Removed

3.3 Torts Branch Call Letters

When the Torts branch (Aviation and Admiralty and FTCA sections) needs a call letter prepared, the Legal Data Technician receives, via messenger, a packet containing the new case materials (refer to sample in Appendix D) and an instruction form commonly referred to as a data sheet (see Appendix E). The data sheet will indicate the call letter format required for the case.

3.3.1 Processing Torts Branch Call Letters

When Torts branch call letter requests are received, the data sheet provided by the branch is date/time stamped “RECEIVED” using the time clock located in the OMI’s Mail Identification and Routing Unit.

If the text “NO CALL LETTERS REQUIRED FOR THIS ISSUE *YELLOW DISPOSITION FORM ONLY*” at the top right of the data sheet is circled, it is not necessary to print out call letters. See Section 3.3.4 for instructions on handling this type of request.

February 10, 2017

3.3.2 Preparing Letters

The Torts branch has numerous call letter formats that are commonly used (See Appendix F for samples). Call letters are prepared using the Call Letters function in CIMS. To enter and generate call letters for the Torts branch, the Legal Data Technician will do the following:

1. In CIMS, Click on the Call Letters link.

2. Click on the automated letter on the list that corresponds to the number on the data sheet.

Enter the DJ Number in the box that displays and click on Create Letter.

3. Click Open to open the call letter in Word.

XXX-XX-XXXX

February 10, 2017

4. Check the letter in the Word file to make sure that it is properly aligned on the page, the agency, DJ number and addresses are correct, and ensure that the correct letter has been retrieved.

Note: If there are multiple agencies, they will need to be added manually at the bottom of the letter in the cc section. Each agency gets a letter with a copy of the case documents. The USAO only receives a print out of the letter. The letter for the primary agency is printed on Department of Justice letterhead. Letters for secondary agencies and the USAO are printed on plain white paper.

5. Once the necessary updates have been made, click on the Print icon (from the vertical row of icons on the upper right hand side of the screen) to print the letter(s). Print the required number of letters.

3.3.3 Special Instructions for Preparing a TA1 Torts/Disp

Closure Form for FTCA T21 Call Letters

For Torts branch (FTCA) requests involving T21 (delegated) call letters, it is necessary to print a TA1 Torts/Disp Closure Form. Follow the steps outlined below to generate the TA1 disposition form:

1. Follow steps 1 and 2 under section 3.3.2 but select the TA1 Torts/Disp Closure Form.

2. Click Open to open the Word file.

XXX-XX-XXXX

February 10, 2017

3. Insert a piece of gold paper with the Case Control Officer’s Pre-Filing/Trial Stage Disposition form pre-printed on it (see Appendix G) in the printer, and click the Print icon.

The information on the screen should be printed on the form in the correct locations. It may be necessary to enter a blank line at the top of the Special Reports/TA1 Torts Disp/Closure form in the Word file in order to get the printer to align properly with the form upon which it is printing. The completed Disposition Form is added to the call letter package according to the instructions in Section 3.3.6 of this manual.

3.3.4 Processing Data Sheets Requesting Yellow

Disposition Forms Only

When the “NO CALL LETTERS REQUIRED FOR THIS ISSUE *YELLOW DISPOSITION FORM ONLY*” wording at the top right of the data sheet is circled (see Appendix E for an example), it is not necessary to print out call letters. Only a TA1 Torts Disp/Closure Form is required. (Follow the steps in section 3.3.3 to print this form.)

3.3.5 Copying Case Documents and Stamping Letters

Photocopies of case documents are made for each letter being sent to agencies. Case documents are not sent to USAOs; only a copy of the letter is sent to the USAO. Photocopies of the case documents are attached to each agency letter. The primary agency receives the letter that was printed on DOJ letterhead. The letters for the other agencies and the USAO are considered copies and are stamped with the Torts branch “Copy” stamp (see below) provided by the OMI Information Specialist.

The Legal Data Technician attaches copies of the case materials to each agency letter. The copy of the letter printed for the branch is stamped “FILE” (see below), attached to the original case documents, and retained in the Division’s official case file.

February 10, 2017

3.3.6 Preparing Envelopes

After assembling the call letters package, the Legal Data Technician prepares labeled envelopes for each agency and USAO. For agencies, use manila envelopes that have the DOJ return address on them and for USAOs use standard sized mailing envelopes with the DOJ return address. Labels are attached to the front of each envelope. The Legal Data Technician is responsible for ensuring that USAOs, U.S. Government agencies, and their respective addresses are current and accurate. For updates to U.S. Government agency information, the Legal Data Technician receives an agency listing from OMI’s Information Specialist. For updates to USAO information, the Legal Data Technician conducts quarterly comparisons with the information in the label file and the information available at the USAO website https://www.justice.gov/usao/us-attorneys-listing. The Legal Data Technician updates the labels with any changes as necessary. Changes and updates are given to OMI’s Management Information Specialist to be incorporated into the database.

Note: Call letters are not sent to the Department of Justice and the Attorney General’s Office. For cases listing either as primary agencies, the Legal Data Technician should bring this to the attention of the Data Collection Manager, who will take the necessary steps to have the agency verified.

3.3.7 Assembling and Returning Materials to the Branch

The Legal Data Technician initials the data sheet in the lower right corner, date/time stamps the back of the data sheet “RELEASED” using the time clock in the OMI’s Mail Identification and Routing Unit, and prepares all of the materials to be returned to the Torts branch. The call letter package is assembled in the following order from top to bottom of package:

• Data sheet (See Appendix E), initialed and date/time stamped, with the Pink New Sheet (Refer to Appendix D)

• U.S. DOJ letterhead envelope addressed to appropriate U.S. Attorney

• Autoletter printed on U.S. DOJ letterhead attached to a copy of the original filing

• (If two or more agencies are involved) Autoletter printed on regular paper stamped “Copy from U.S. DOJ Torts branch” attached to a copy of the original filing (one for each additional agency)

• Autoletter printed on regular paper stamped “Copy from U.S. DOJ Torts Branch” for the

USAO

• (If delegated) TA1 Torts Disposition Form

• Autoletter printed on regular paper stamped “FILE”

• NEW case form

• Blocking Tag attached to original filing

• Envelope in which the original filing was delivered

• U.S. DOJ letterhead manila envelope addressed to appropriate agency(s)

February 10, 2017

Refer to Appendix H to see a detailed visual aid for the assembly of call letters.

Completed Call Letters are placed in an interoffice envelope. A Civil Division Tripsheet addressed to the branch section point of contact is prepared (See Appendix I), attached to an interoffice envelope and placed in the outgoing box in OMI’s Mail Identification and Routing Unit.

3.4 Quality Assurance

The Legal Data Technician must perform the processing of Torts branch Call Letters with a minimum of 98 percent accuracy. The Data Collection Manager performs a 5 percent random sampling of the Legal Data Technicians’ work. If the Data Collection Manager finds any errors, they will be immediately returned to the Legal Data Technician for correction.

3.5 Section Removed

Appendix D

Revised February 10, 2017

New Case Materials

Appendix E

Appendix E Sample Data Sheet

NO CALL LETTERS REQUIRED FOR THIS CASE

*NEEDS YELLOW DISPOSITION FORM ONLY*

Appendix F

List of Auto Letters and Sample Torts Branch Call Letters

List of Auto Letters Code Description TA1 Torts Disp/Closure Form T1 Aviation Primary T2 Aviation Primary – No Lit. Report T7 Aviation Monitored T9 Aviation Monitored – SF T14 Admir Monitored T16 Admir Monitored – SF T17 Admir Monitored – AAF T18 Admir Delegated Affirm T19 Torts Primary – FTCA T20 Torts Monitored – FTCA T21 Torts Delegated – FTCA T34 Torts Jointly – FTCA T35 Torts Jointly Han. – Admir/Aviation T38 Admir Delegated T40 Admir Primary Affirm T43 Admir Affirm Straight T46 Admir Prim Defensive T48 Admir Prim Defensive – SF T49 Admir Monitored (P&I) T51 Admir Monitored (P&I) – SF

Sample Torts Branch Call Letters

Appendix G

Appendix G Case Control Officer’s Pre-filing/Trial Stage Disposition Form

U.S. Department of Justice Case Control Officer’s Civil Division Pre-Filing/Trial Stage

Disposition Report

Civil Division Case Control Officers may use this form to report case dispositions by:

1) delegation to a U.S. Attorney,

2) transfer to another litigating Division or to an agency,

3) consolidation with another case, or

4) approval or disapproval of an agency’s proposed settlement or closure

These dispositions must dispose the entire case (Single Disposition Cases).

DJ Number: ________________________________________________________

Caption: ________________________________________________________

I. EXTENT OF DISPOSITION

This disposition covers all parties/issues in this case [X]

II. DISPOSITION TYPE

Disposition Date: ___ /___ /___

Delegated to U.S. Attorney (327) [ ]

Transferred (000) to _________________________________________ (Division or Agency Receiving Case)

Consolidated (315) with: DJ Number __________________________

Caption _________________________________________________

Agency’s proposed administrative settlement or closure Reviewed and:

Approved (321) [ ] Disapproved (322) [ ]

If affirmative, the amount at issue is $___________________ (DATA ENTRY: Key on Screen 1-3; Line “Damages and Claims – Compens.”; Column “Sought”)

If defensive, the amount at issue is $_____________________ (DATA ENTRY: Key on Screen 1-4; Line “Damages and Claims – Compens.”; Column “Sought”)

III. CASE CLOSURE

This disposition does [X] close this case on the Case Management System.

Attorney Date Reviewer Date

Form Civ – AAA Jan 88

Appendix H

Appendix H Call Letters Assembly Visual Aid

Pink NEW Sheet

Pink NEW Sheet

Appendix I

Appendix I Civil Division Tripsheet

Appendix J

Revised January 10, 2013

Tips for Conducting a Case Search and Identifying a Relevant Case

26T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T6T26T6T6T6T6T6T6T6T6T6T2Case Search Elements

Typically, the CIMS fields discussed below or combinations thereof are used to search for a case.

A. 6TCase Caption or Party Name(s), and Docket Number. This is the preferred method of searching and is the method that WILL BE USED FIRST.

B. 6TCase Caption and/or Party Name(s) only. This is the next-preferred method of searching.

C. 6TCourt Docket Numbers. The number assigned by the court: State, District, Appeals, Supreme, or a court of unknown origin.

D. 6TDepartment of Justice (DJ) Number. A unique file number assigned to each case.

E. 6TReviewer’s name, Attorney’s name, or the same name in both roles. This option is seldom used because information in the incoming correspondence usually permits use of the first three search options (A, B, or C above). However, if the only case information available is a common name and a reference to the Civil Division attorney – by name – who is handling the case, searching by an attorney’s name will yield the cases assigned to an attorney.

F. 6TOther Identification (ID) Number. This option is also seldom used but is available to conduct a case search when no other information is given.

26TTips for More Efficient Searches

A. 6TThe most efficient search is a caption or party name(s) with docket number search.

Use the Caption or Party Contains (name taken from the correspondence) and the Docket No (Numeric) contains (court number from filed documents) combination from the Custom Search screen.

B. 6TDo not key in common names unless there is no other choice. Use just the court number (if given) rather than keying in a “Johnson,” “Smith,” “Williams,” etc. Do not key in a common first name when the last name is more distinct.

C. 6TIf an uncommon name is in the caption or listed as a defendant/plaintiff and would probably result in few matches, key in only the uncommon name when searching by Party data.

D. 6TIf no suitable matches are found, double-check search criteria to ensure the correct operators were used and search terms were typed accurately.

E. 6TThere are two separate docket number search options in the Field Name column of the Custom Search screen in CIMS. The first, “09 - Docket No”, is for an exact match of numbers, letters, spaces and characters. It will only return results when the portion of the civil action number or docket number entered is an exact match of numbers, letters, spaces and characters of a number in this field in CIMS even when performing a “contains” search. The second option appears as “10 - Docket No (Numeric)”. This search option will return all cases containing a string of numbers entered in the Search Value field using a “contains” search. For this reason, it is better to use the “10 - Docket No (Numeric)” search option to search for cases using the civil action number or docket number in CIMS. When using the “Docket Number (Numeric)” option combined with the “Contains” Operator, enter the digits found in the docket number in order without spaces, letters or hyphens.

A partial but consecutive sequence of digits can also be used.

F. 6TUse a space to separate multiple terms or they will be read as one word.

G. 6TAvoid searching government agencies or common names. Chances are likely you will get numerous matches/hits.

H. 6TDo not key in the name of an agency head. The result will have numerous matches.

I. 6TDo not use punctuation (commas, periods, etc.) or “V” as it appears in most captions for “versus.”

Appendix K

Standard Abbreviations List

Standard Abbreviations

(Pluralizing abbreviations is acceptable when dictated by logic, i.e., labs for laboratories.)

Term

Abbreviation

Administration/Administrative/Administrator

Admin

Aircraft

A/C

Airline

A/L

Also Known As

A/K/A

And

Apartment

Apt

As Subrogee of

A/S/O

Assistant

Asst

Association

Assoc

Attorney

Atty

Authority

Auth

Automobile

Auto

Avenue

Ave

Bank & Trust

B/T

Boulevard

Blvd

Brothers

Bros

Building

Bldg

By her/his parents & natural guardians

P/O/G

Colonel

Col

Communication

Comm

Company

Co

Condominium

Condo

Cooperative

Co-op

Corporation

Corp

Credit Union

CU

Debtor

Dbt

Department

Dept

Development

Dev

Director

Dir

District

Dist

Division

Div

Doing Business As

D/B/A

Economic

Econ

Esquire

Esq

Executive/Executor/Executrix

Exec

Federal Savings Bank

FSB

First Name Unknown

F/N/U

Fishing Vessel

F/V

For The

F/T

Formerly Doing Business As

F/D/B/A

Formerly Known As

F/K/A

Guardian Ad Litem

G/A/L

Government

Govt

Highway

Hwy

Hospital

Hosp

Incorporated

Inc

International

Intnl

Junior

Jr

Laboratory

Lab

Last Name Unknown

L/N/U

Lieutenant

Lt

Limited

Ltd

Management

Mgt

Manufacturer

Mfr

Manufacturing

Mfg

Motor Vessel

M/V

National

Natl

National Association

NA

Next Child of Parents

N/C/P

Next of Kin

N/K

Next Friend

N/F

Now Known As

N/K/A

Now Doing Business As

N/D/B/A

Of the

O/T

Office

Ofc

Officer

Ofcr

Oil Screw

O/S

On Behalf of

O/B/O

Organization

Org

Registered Nurse

RN

Rehabilitation

Rehab

Representative/Representation

Rep

Secretary

Sec

Steamship

S/S

Treasury

Treas

United States

US

Unknown

Unk

Appendix L

1 Revised July 1, 2016

Organization Abbreviations List

ORGANIZATION ABBREVIATIONS LIST

ORGANIZATION ABBREVIATION

Agency for International Development USAID

Air Force AF

Air Force Base AFB

American Association of Retired Persons AARP

American Bar Association ABA

American Broadcasting Company ABC

American Civil Liberties Union ACLU

American Federation of Government Employees AFGE

American Federation of Labor-Congress of Industrial Organizations AFL-CIO

American Federation of State, County and Municipal Employment AFSCME

American Football League AFL

American Medical Association AMA

American Motors Corporation AMC

American Postal Workers Union APWU

Armed Services Board of Contract Appeals ASBCA

Bonneville Power Administration BPA

Border and Transportation Security BTS

Bureau of Alcohol, Tobacco, Firearms & Explosives (Justice) ATFE

Bureau of Industry and Security BIS

US Citizenship and Immigration Services USCIS

US Customs & Border Protection CBP

US Immigration and Customs Enforcement ICE

Center for Disease Control CDC

Centers for Medicare & Medicaid Services CMS

Central Intelligence Agency CIA

Columbia Broadcasting System CBS

Commodity Futures Trading Commission CFTC

Consumer Financial Protection Bureau CFPB

Consumer Product Safety Commission CPSC

2 Revised July 1, 2016

Court Services and Offender Supervision Agency CSOSA

Defense Finance & Accounting Service DFAS

Defense Contract Audit Agency DCAA

Defense Information Systems Agency DISA

Defense Intelligence Agency DIA

Department of Agriculture USDA

Department of the Army Army

Department of Commerce Commerce

Department of Defense DOD

Department of Education Education

Department of Energy DOE

Department of Health & Human Services HHS

Department of Health, Education, & Welfare HEW

Department of Homeland Security DHS

Department of Housing & Urban Development HUD

Department of the Interior Interior

Department of Justice DOJ

Department of Labor DOL

Department of the Navy Navy

Department of State DOS

Department of Transportation DOT

Department of the Treasury Treas

Department of Veterans Affairs DVA

Drug Enforcement Agency DEA

Environmental Defense Fund EDF

Environmental & Natural Resources Division ENRD

Environmental Protection Agency EPA

Equal Employment Opportunity Commission EEOC

Executive Office for Immigration Review EOIR

Executive Office for US Attorneys EOUSA

Executive Office of the President EXOP

Farm Credit Bank FCB

Farm Service Agency FSA

Federal Aviation Administration FAA

3 Revised July 1, 2016

Federal Bureau of Investigation FBI

Federal Bureau of Prisons BOP

Federal Communications Commission FCC

Federal Deposit Insurance Corporation FDIC

Federal Emergency Management Agency FEMA

Federal Energy Regulatory Commission FERC

Federal Home Loan Mortgage Corp FHLMC

Federal Housing Finance Agency FHFA

Federal Labor Relations Authority FLRA

Federal Land Bank FLB

Federal National Mortgage Association FNMA

Federal Trade Commission FTC

Federal Savings & Loan Insurance Corporation FSLIC

Food & Drug Administration FDA

Food & Nutrition Service FNS

Fraternal Order of Police FOP

General Electric GE

General Electric Credit Corporation GECC

General Motors Acceptance Corporation GMAC

General Motors Corporation GMC

General Services Administration GSA

General Services Administration Board of Contract Appeals GSABCA

Government Accountability Office GAO

Government Employees Insurance Company GEICO

Government National Mortgage Association GNMA

Government Printing Office GPO

Health Care Finance Administration HCFA

Higher Education Assistance Foundation HEAF

Immigration & Naturalization Service INS

Independent School District ISD

Insurance Company of America INA

Integrated Microcomputer Systems, Incorporated IMS

Internal Revenue Service IRS

International Brotherhood of Electrical Workers IBEW

4 Revised July 1, 2016

International Brotherhood of Teamsters, Chauffeurs, Warehousemen and Helpers IBTCWH

International Business Machines, Incorporated IBM

International Trade Commission ITC

Interstate Commerce Commission ICC

International Criminal Police Organization INTERPOL

International Monetary Fund IMF

Jewish Defense League JDL

John F. Kennedy Center for the Performing Arts Kennedy Center

Johns-Manville J-M

Justice Management Division JMD

Maritime Administration MARAD

Merit Systems Protection Board MSPB

METRO METRO

Mortgage Electronic Registration Systems MERS

National Aeronautics & Space Administration NASA

National Archives & Records Administration NARA

National Association for the Advancement of Colored People NAACP

National Association of Federal Employees NAFE

National Association of Government Employees NAGE

National Association of Government Workers NAGW

National Basketball Association NBA

National Broadcasting Company NBC

National Endowment for the Arts NEA

National Federation of Independent Business NFIB

National Federation of the Blind NFB

National Federation of Federal Employees NFFE

National Flood Insurance Program NFIP

National Football League NFL

National Geospatial Intelligence Agency NGIA

National Highway Traffic Safety Association NHTSA

National Institute of Health NIH

National Labor Relations Board NLRB

National Lawyers Guild NLG

National League of Cities NLC

5 Revised July 1, 2016

National League of Postmasters NLP

National Maritime Union of America NMUA

National Oceanic & Atmosphere Administration NOAA

National Park Service NPS

National Postal Union NPU

National Practitioner Data Bank NPDB

National Rifle Association NRA

National Security Agency NSA

National Transportation Safety Board NTSB

National Treasury Employees Union NTEU

Naval Criminal Investigative Service NCIS

Nuclear Regulatory Commission NRC

Occupational Safety and Health Administration OSHA

Office of Information Policy OIP

Office of Management and Budget OMB

Office of Personnel Management OPM

Office of Thrift Supervision OTS

Office of Workers' Compensation Program OWCP

Overseas Private Investment Corporation OPIC

Pan American Financial Corporation PAFC

Parent Teachers Association PTA

Patent and Trademark Office PTO

Pittsburgh Corning Corporation PCC

Pittsburgh Plate Glass PPG

Postal Regulatory Commission PRC

Production Credit Association PCA

Professional Air Traffic Controllers Organizations PATCO

Raybestos-Manhatten R-M

Resolution Trust Corporation RTC

Rural Housing Service RHS

Securities and Exchange Commission SEC

Small Business Administration SBA

Social Security Administration SSA

Southeastern Pennsylvania Transit Authority SEPTA

6 Revised July 1, 2016

Supplemental Security Income SSI

Tennessee Valley Authority TVA

Transportation Security Administration TSA

Trans World Airlines TWA

United Automobile Workers UAW

United Parcel Service UPS

US Attorney’s Office USAO

US Coast Guard USCG

US Customs Service USCS

US Information Agency USIA

US Marshals Service USMS

US Postal Service USPS

US Secret Service USSS

United Steelworkers of America USW

Young Mens Christian Association YMCA

Young Womens Christian Association YWCA

Appendix M Letter of Instruction (LOI)