80JSC018R0007,_Applicable_Documents_1.pdf

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Management Directive

ISS MD-114 Rev B

September 2014

Dan Hartman for 09/13/2014

Michael T. Suffredini, Date

Manager, International Space Station (ISS) Program

TO: Distribution

SUBJECT: Guidelines for Russian & Kazakhstan Travel Support of ISS Program Meetings

OFFICES OF PRIMARY RESPONSIBILITY: OC/Mission Integration and Operations Office, JSC

OK/Human Space Flight Program, Russia

OX/ISS External Integration Office, JSC

1.0 PURPOSE

The purpose of this directive is to establish general guidelines for ISS Program travel to/from Russia and/or Kazakhstan in support of reducing both travel and operations costs. The guidelines herein are applicable to ISS Program Trip Leads and team members (including organizations outside of the ISS Program, but are supporting the ISS Program) as well as Russians and other International Partners (IPs) using ISS Program resources in support of ISS Program meetings.

2.0 SCOPE

This directive applies to all travel by U.S., Russian or other IP personnel to/from Russia and/or Kazakhstan who use ISS

Program resources. For the purposes of this Management Directive (MD), Star City is considered a Moscow location. Also, NASA meeting facilities in the U.S. are considered a Houston location. The ISS Program does not fund airfare, lodging, per diem, logistics or language services for Russian or other IP personnel traveling to other countries.

The ISS Program Russian Travel and Meeting Scheduling website contains important information concerning ISS travel to

Russia and/or Kazakhstan. The URL for the website is https://iss-www.jsc.nasa.gov/nwo/mio/iit/home/web/scheduling.shtml

This website hosts a document containing access requirements for Russian and Kazakh facilities as well as lists of applicable web addresses and points of contact related to this MD. The associated document is titled, “Additional Information for

Management Directive 114 (Rev. B) (Guidelines for Russia/Kazakhstan Travel Support of ISS Program Meetings) Russian

Facility Access Requirements and Points of Contact.” Document that covers Guidelines for use of Airline Carriers to/from

Russia. The guidelines in this directive are supplemental to existing NASA and JSC regulations and policies regarding travel.

Information concerning other applicable regulations, directives or policies can be found at:

• Federal Travel Regulations (FTR) – http://www.gsa.gov/portal/category/21222

• NPR 9700.1, NASA Federal Travel Regulations Supplement (NFTRS) – http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_9700_0001_&page_name=main&search_term=9700

.1

• NPD 9710.1W, Delegation of Authority – To Authorize or Approve Temporary Duty Travel on Official Business and Related Matters – http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PD_9710_001W_&page_name=main&search_term=971

0.1

• JPD 9710.1Z, Delegation of Authority to Authorize or Approve Travel – http://server-mpo.arc.nasa.gov/Services/CDMSDocs/Centers/JSC/Dirs/JPD/JPD9710.1Z.pdf https://iss-www.jsc.nasa.gov/nwo/mio/iit/home/web/scheduling.shtml http://www.gsa.gov/portal/category/21222 http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_9700_0001_&page_name=main&search_term=9700.1 http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_9700_0001_&page_name=main&search_term=9700.1 http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PD_9710_001W_&page_name=main&search_term=9710.1 http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PD_9710_001W_&page_name=main&search_term=9710.1 http://server-mpo.arc.nasa.gov/Services/CDMSDocs/Centers/JSC/Dirs/JPD/JPD9710.1Z.pdf http://server-mpo.arc.nasa.gov/Services/CDMSDocs/Centers/JSC/Dirs/JPD/JPD9710.1Z.pdf

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3.0 AUTHORITY

The NASA Russian Team 0 Co-Chair in the Mission Integration and Operations Office/OC is designated as the approving authority for all personnel traveling to/from Russia and/or Kazakhstan in support of ISS Program meetings and other ISS

Program business (e.g., biomedical support) who wish to use ISS Program resources. Russian Team 0 approval is mandatory for all Russian ISS travel regardless of whether the individual office has projected this travel in their budget or if the travel was previously approved by the Space Station Program Control Board (SSPCB). The NASA Russian Team 0 Co-Chair or his/her designee is also the approving authority for multilateral ISS Program meetings requiring travel of Russian specialists outside Houston or Moscow. In addition, trips exceeding 5 meeting days or exceeding 5 travelers require approval from the

ISS Program Manager (see section 4F & 5E for details).

Once a trip to Russia and/or Kazakhstan has Team 0 Approval, the Human Space Flight Program-Russia (HSFP-R) Director or his/her designee is the approving authority for any exceptions to these guidelines for all personnel traveling to/from Russia and/or Kazakhstan on ISS Program business.

Once a trip from Moscow to Houston has Team 0 Approval, the ISS Program Houston-Russian Travel Lead, or his/her designee, is the approving authority for any exceptions to these guidelines for all personnel traveling from Moscow to

Houston on ISS Program business. All ISS Program business will be conducted with an official Letter of Invitation (LOI) issued either by NASA, Roscosmos, the Gagarin Research & Test Cosmonaut Training Center (GCTC) or another appropriate entity. Russian travel to other IP locations may require a NASA request letter sent to Roscosmos. Corporate issued LOIs, such as those for business arrangements/contracts with Russian corporations or for U.S. corporation specific activities, are considered outside the scope of the ISS Program and no Russian Language and Logistics Services (RLLS)

Contract logistics, interpretation or translation services, fully or partially, will be provided (including badging at JSC and other NASA facilities). RLLS services are only available to travelers with a NASA LOI on file and after appropriate approvals in the travel authorization process have been granted.

A. Contact information for Team 0, including directions for submitting travel request packages, is located via the

Russian Travel and Meeting Scheduling website at: https://iss-www.jsc.nasa.gov/nwo/mio/iit/home/web/scheduling.shtml . Other organizations may have travel guidelines posted on their websites, however this website is the authoritative reference specific to Russian travel guidelines, and

Federal Travel Regulations and NASA Travel Policy are to be adhered to at all times.

B. Contact information for Russian site services provided under RLLS and Volga Hotel/Star City complex accommodations can be located via the RLLS Portal website at https://www.tti-portal.com and HSFP-R’s website at: http://www.russia.nasa.ru .

4.0 GUIDELINES FOR TRAVEL TO RUSSIA USING ISS PROGRAM RESOURCES

Trip Scheduling and Approval

A. Only essential travel will be approved. Meetings should be conducted via videoconference or teleconference whenever possible.

NOTE 1: Standard yearly face-to-face meetings will no longer be approved unless telecons are not producing the necessary results. Requests of this type should be coordinated and approved through the NASA Russian Team 0 Co-Chair.

NOTE 2: ISS Trip Leads are responsible for obtaining all necessary access to Russian facilities and logistics support for the

U.S. specialists. For details of how to accomplish this, see the “ISS Trip Lead Meeting Timeline” and “ISS Trip

Lead Meeting Checklist” located on the Russian Travel and Meeting Schedule website identified in Section 3A.

NOTE 3: ISS Trip Leads are responsible for reviewing the Trip Chart on the Russian Travel and Meeting Scheduling website prior to proposing or finalizing meeting dates with their Russian counterparts.

B. Technical specialists should utilize the NASA teams already in Russia, including the Houston Support Group

(HSG), Moscow Technical Liaison Office (MTLO), and NASA Star City Director of Operations in Russia (DOR)

Office to work issues whenever possible.

https://iss-www.jsc.nasa.gov/nwo/mio/iit/home/web/scheduling.shtml https://iss-www.jsc.nasa.gov/nwo/mio/iit/home/web/scheduling.shtml https://www.tti-portal.com/ http://www.russia.nasa.ru/

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If travel must be scheduled, the NASA teams in Russia should be used to assist in Technical Interchange Meetings

(TIMs) to minimize the requirement for travelers to Russia. In-country specialists should be included on the

Request for LOI submitted to Roscosmos in order to ensure they have facility access; they will not be counted against the number of travelers for the meeting if additional resources are not required.

C. Trip leads/travelers should submit their request for their meeting/travel via the RLLS Portal (https://www.tti-portal.com/) for Russian Team 0 for approval, processing and facility access in order to complete LOI, not less than:

1. 65 Russian working days (13 weeks) prior to travel for meetings to be held at RSC-E.

2. 70 Russian working days (89 calendar days) for meetings held at GCTC.

3. 25 Russian working days (6 weeks) for meetings being held at all other meeting locations (Mission Control

Center-Moscow [MCC-M/TsUP], Institute for Biomedical Problems [IBMP], etc.).

After review of each trip request (including requirements and rationale), the NASA Russian Team 0 Co-Chair will notify the ISS Trip Lead of the disposition nominally no later than 1 week after the trip request is submitted for approval. No trip will be approved unless it has been entered into the RLLS Portal.

Changes in itinerary dates, meeting location, or an increase in the number of travelers after initial approval require additional Russian Team 0 review, approval and possible revision to the published LOI.

D. Due to the high cost of expediting visas, the ISS Program will not expedite Russian visas. Organizations should plan ahead such that a request to expedite a visa is not required. Normal visa processing requires 10 working days.

If an exception is required due to an emergency, the ISS Trip Lead should contact the JSC International Travel

Office (ITO) Lead with sufficient justification. The JSC ITO Lead coordinates approval of the exception with the

NASA Russian Team 0 Co-Chair and the HSFP-R Director. It is the ISS Trip Lead’s responsibility to monitor the

LOI process. If the LOI is not issued by the Russian organization hosting the meeting in a timely fashion, the

HSFP-R Director should be notified. Late processing of LOIs does not qualify as an exception for expediting the visa(s). In addition, the ISS Trip Leads should ensure travelers do not purchase non-refundable tickets before the

LOI has been received and the visa process has begun. Changing non-refundable tickets due to poor planning does not qualify as an exception for expediting the visa(s).

E. All travelers to Moscow must have an official LOI issued by the appropriate Russian entity for the meeting to be attended. This includes people already holding Multiple Entry Visas (MEV). The LOI must include all potential sites to be visited in order to process facility access. Information and forms for submitting a travel request can be found on the Russian Travel and Meeting Scheduling website sited in Section 3A. Traveling without an approved

LOI jeopardizes the agreements NASA has with Roscosmos, the Russian Ministry of Foreign Affairs, and the U.S.

Embassy Moscow. Travelers with MEVs violating this policy will not have their MEV renewed.

NOTE: Official NASA request for LOIs will generally not be used for guests. The exceptions are immediate and extended family members for crew members in training, and crewmember guests when associated with Soyuz launch or landing. NASA will only pay for visa processing for USOS astronaut dependents on official orders.

F. Meeting attendees are limited to no more than five U.S. travelers. For those meetings requiring more than five travelers, the ISS CAM for the Trip Lead must send an email to the ISS Program Manager with cc to the HSFP-R

Director with justification. This constraint may be waived for Baseline Data Collection activities related to Soyuz launch/landing and may also be waived under certain circumstances if approved by the ISS Program Manager or designee.

G. Meetings are limited to no more than 1 week (five business days) and start on a Monday and end on a Friday.

Scheduling meetings longer than 1 week or meetings that start mid-week, must have clear justification and approval by Russian Team 0. Having an in-country tag-up with U.S. specialists does not qualify as a work day. These types of meetings should be accomplished prior to departing the U.S. or upon return to the U.S.

H. To ensure productive trips, meetings should not be scheduled during weeks with U.S. and/or Russian holidays. As a rule, unless real-time operations are being supported, travel should not occur from December 21 through January 10

MD_114_RB_FINAL 4 of 8 or during the first 2 weeks in May due to Russian holidays. Additional Russian holidays are listed on the Russian

Travel and Meeting Schedule website sited in Section 3A.

I. During high-travel periods associated with Soyuz launches and landings or other major events in Russia (e.g., when the U.S. President visits Moscow); the HSFP-R Director will implement travel blackout periods. Travelers must depart Moscow before the first day of a blackout period. Travelers must arrive in Moscow after the last day of a blackout period, regardless of whether the next day is a work day or a rest day. These travel blackout periods are posted on the Russian Travel and Meeting Schedule website. For Soyuz launch and landing operations, travel should not be planned during the following timeframes:

• Soyuz launch minus 8 days;

• Soyuz launch plus 4 days;

• Soyuz landing minus 6 days;

• Soyuz landing plus 2 days.

All non-mission critical travel must be planned outside of these travel blackout periods. A waiver to travel during these blackout periods must be approved on a case-by-case basis by the NASA Russian Team 0 Co-Chair and

HSFP-R Director.

J. All facility access should be verified by the ISS Trip Lead prior to departure. Russian facility access requirements are listed on the Russian Travel and Meeting Scheduling’s website in the document titled, “Additional Information for Management Directive 114 (Rev. B) (Guidelines for Russia/Kazakhstan Travel Support of ISS Program

Meetings) Russian Facility Access Requirements and Points of Contact”. The file is located on the Russian Travel and Meeting Scheduling webpage cited in Section 3A.

K. Personal travel while in Russia is at the traveler’s expense (lodging, interpreter/guides, etc.) Transportation is also the traveler’s responsibility, which includes travel to the airport on departure. In order to stay at the Volga, the request must be agreed by HSFP-R Director before the meeting begins and coordinated with the RLLS Logistics

Specialist. Refer to the HSFP-R policy document on BOQ Housing at the Volga located on the HSFP-R website:

http://www.russia.nasa.ru/Documents/subleasing_nasa_housing_in-russia_boq_Housing.pdf

1. Any leave in conjunction with travel must be approved by the traveler’s supervisor prior to travel commencing.

Employees and approving officials should be aware of the appearance of, or impropriety of taking extensive personal leave in conjunction with official travel.

2. Personal travel may only take place following the conclusion of official business to preclude the traveler being delayed and missing their meetings or being held responsible for their travel costs (visa, transportation, lodging etc.) should the meeting be canceled for any reason. In this case, departing airport transportation will only be provided at no cost if it is combined with other work related travel or uses an idle driver that is already scheduled on that particular day. If dedicated transportation is required outside of normal business hours or on weekends, the vehicle cost will be $100.00. This is per vehicle and not per person.

Travel To and From Russia

L. Civil Servants are required to fly to and from Russia using the contract carrier approved by the General Services

Administration (GSA). All requests to fly on non-contract or non U.S. carriers require the approval of the HSFP-R

Director and the LA/Chief Financial Officer (CFO). (See Guidelines for use of Airline Carriers to/from Russia for more details). A rest day in NASA Moscow lodging prior to the first meeting day may be authorized for flights 14 hours or longer (duration is determined based on first flight planned departure time and final flight planned arrival time) and per diem will be authorized. Any flights less than 14 hours are not authorized rest days, so travelers must plan their official travel such that they arrive in-country the day prior to the meeting start date.[Approval of a rest period of one calendar day at the arrival destination is possible if the guidelines in Federal Travel Regulation 301-

11.20 are met and if lodging and logistics can support.] http://www.russia.nasa.ru/Documents/subleasing_nasa_housing_in-russia_boq_Housing.pdf

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The ISS Trip Lead is responsible for coordination of all travelers’ itineraries to ensure all travelers are arriving and departing on the same flights in order to most efficiently utilize RLLS logistics resources in Moscow. The Trip Lead should coordinate both contractor and Civil Servant travelers and if arrival or departure on more than one flight is necessary for official purposes, approval must be obtained from the HSFP-R Director.

If travelers do not arrive or depart with the group for personal reasons or airline preference, airport transportation will only be provided at no cost if additional resources are not required for the RLLS transportation service.

Contractors are required to follow “Fly America Act” if the cost of air transportation is to be reimbursed by NASA.

M. All U.S. travelers to Russia in support of the ISS Program must complete all required export control forms prior to departure. Common items that require export control paperwork include export controlled data, laptops, Blackberries/iPhones and RSA tokens. Contact your organization’s Export Control representative for further details and processing timelines. Note, travelers should not hand carry flight hardware, mock ups, specialized cameras or scientific and test equipment. Such items should be shipped to Moscow well in advance of planned travel and hardware arrival verified with NASA personnel in Moscow prior to travelers departing. Any exception requires the approval of the HSFP-R Director.

Flight and Airport Logistics

N. All travelers who require RLLS transportation services for transfers to/from the airport in Russia must complete the

Flight Arrival Departure Form in the RLLS Portal at least 14 calendar days before arrival or departure. RLLS should be notified if children under 12 years of age are traveling.

O. All Civil Servants and NASA contractors traveling to Russia who are U.S. citizens should use their U.S. passports to enter Russia. If something happens to the traveler or if there is a reason for a mass evacuation, the U.S. Embassy

Moscow personnel will only support travelers who entered Russia on their U.S. passports. If for any reason, a U.S.

citizen whether it be a NASA Civil Servant or contractor, cannot enter Russia on their U.S. passport they should contact their legal department before traveling for advice and guidance on a U.S. citizen entering Russia on a

Russian passport. Russian Embassy personnel will not issue visas for individuals who have dual citizenship.

P. Travelers are only eligible to be reimbursed for those expenses essential to the transaction of official business;

therefore, travel plans should be made for the time required to support the meetings. Exceptions for meeting start/end days may be approved on a case-by-case basis via the HSFP-R Director. Approval of a rest period of one calendar day at the arrival destination is possible if the guidelines in Federal Travel Regulation 301-11.20 are met and if lodging and logistics can support. If the above conditions cannot be met then lodging and per diem will be at the traveler’s expense. Travelers are expected to depart Russia the day following final transaction of official business. Travel past this will be considered personal travel.

Moscow Logistics

Q. If interpretation support is needed for the meeting, the Trip Lead must request support via the Meeting Support module on the RLLS Portal. By default, one interpreter will be provided. RLLS interpretation services will review the meeting agenda and other supporting materials provided by the Trip Lead and determine if an additional interpreter is necessary. If so then the Trip Lead should coordinate with their Russian counterparts to provide a second interpreter. If an additional interpreter is required and cannot be provided by the Trip Lead’s Russian counterparts then a second interpreter can be requested from HSFP-R Director (who will coordinate with RLLS

Volga Office Manager on available resources); however, this resources is extremely limited and Trip Leads should make every effort to obtain interpretation via the normal process. The Trip Lead shall submit the result including notation of number of Russian counterpart provided interpreters via the Meeting Support request in RLLS Portal prior to trip approval. A finalized agenda shall also be submitted via the RLLS Portal no later than 1 week prior to the start of the meetings.

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R. Travelers are required to take advantage of the rooms at the Volga Hotel Complex that are already funded by the ISS

Program and these rooms must be reserved by completion of the Lodging Request on the RLLS Portal. In the event that all of the pre-paid rooms are occupied, travelers may reserve a room at the Volga Hotel at the NASA corporate room rate. To inquire about the availability of Volga Hotel rooms, the ISS Trip Lead should coordinate with the RLLS Russian Meeting Coordinator-Houston before the meeting begins. Contact information for the RLLS

Russian Meeting Coordinator-Houston can be found in the document titled, “Additional Information for

Management Directive 114 (Rev. B) (Guidelines for Russia/Kazakhstan Travel Support of ISS Program Meetings)

Russian Facility Access Requirements and Points of Contact” that is referenced in Section 3Aof this MD. If notified by the RLLS Russian Meeting Coordinator-Houston or the HSFP-R Director that the Volga Hotel cannot accommodate your travelers, the ISS Trip Lead is instructed to RLLS Volga Office Manager or the HSFP-R

Director regarding alternative lodging facilities. The Trip Lead should perform this coordination prior to finalizing travel schedule discussions with their Russian counterpart(s).

S. Travelers who will spend the majority of their time in Star City should contact the DOR to request housing in Star

City and to ensure that adequate transportation and other logistical support can be provided during the requested travel dates. When lodging is available, all NASA personnel working at GCTC should plan on residing in Star City or other DOR designated housing (e.g., local dacha or hotel). In order to stay in Star City, travelers MUST be listed on a GCTC-issued LOI. Contractor personnel working at GCTC may also stay in the NASA-provided lodging in

Star City on a space available basis. For additional information including contacts and personnel, see the DOR’s web site: http://www.russia.nasa.ru/starcity.html .

T. Travel for U.S. ISS Program personnel supporting NASA continued presence at HSFP-R, MTLO, HSG and GCTC is approved annually during the Planning, Programming, Budgeting, and Execution (PPBE) cycle and does not require additional approval from the Russian Team 0.

U. Guests may accompany NASA travelers as long as there is no additional cost to NASA and the presence of the guest does not interfere with the performance of official duties or otherwise impact the agency. Guests will be responsible for all activities associated with their travel such as passports, visas and invitations.

V. Rental vehicles are not allowed while in Russia. Public transportation including bus, taxi and trains is available.

W. IPs traveling to Russia in support of NASA led meetings or activities are responsible for paying their transportation and hotel costs. However, if their travel is combined with a NASA traveler and additional vehicles are not required, NASA will provide transportation at no cost. To schedule transportation and hotel accommodations in Russia, the

IPs may contact RLLS Russian Meeting Coordinator-Houston for assistance. If RLLS services are used, the travelers will pay NASA through RLLS directly and the currency will be Rubles or U.S. Dollars. The only exception to this policy is when an IP has a separate agreement with NASA such as Soyuz launch/landing operations or Astronaut training. For housing, IPs are allowed to stay in NASA-provided rooms at the Volga Hotel on a space-available, reimbursable basis. The cost for these rooms will either be paid directly to NASA through RLLS Volga

Office Manager or through an applicable accounting document. See Section 7.0 of this MD for additional IP guidelines.

X. To ensure that there is a permanent record of the agreements reached during each NASA/Russian TIM in support of

ISS Program Business, signed and scanned meeting protocols shall be sent to the Russian Team 0 Point of Contact identified in the ISS Trip Lead Meeting Checklist by the Trip Lead to be posted to the NASA IP Correspondence website located at the following URL: https://mod2.jsc.nasa.gov/do13/fax/. The Trip Lead should email to the

Moscow Technical Liaison Office (MTLO) Manager and the MTLO Deputy no later than one week after the meeting that the protocol has been posted. In addition, if the meeting in Russia affects NASA Star City operations, the Star City Director of Operations (DOR) and the DOR Deputy shall be added to the distribution. If the protocol is already posted on a NASA website, then the Trip Lead need only send the protocol link to the MTLO Manager and Deputy and/or the DOR when appropriate. There is no need to post the protocol on two different NASA websites. For standard NASA Russia support (e.g., Houston Support Group [HSG], Russia Training Integration

Instructors [RTIIs], etc.), protocols are not required for their time in Russia.

http://www.russia.nasa.ru/starcity.html https://mod2.jsc.nasa.gov/do13/fax/

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5.0 GUIDELINES FOR TRAVEL OF RUSSIAN SPECIALISTS

A. Only essential travel will be approved. Meetings should be conducted via videoconference or teleconference whenever possible.

NOTE 1: Standard yearly face-to-face meetings will no longer be approved unless it can be shown to the Russian Team 0

Co-Chair that telecons are not producing the necessary results.

NOTE 2: There will be no RLLS transportation resources for Russians traveling to U.S. They will not receive airport pick up or drop off and will not be transported to/from meetings.

B. Technical specialists should utilize the Russian specialists stationed in Houston, including the resident liaison, flight control experts and cosmonauts, to work issues whenever possible. If this is not an option and travel of Russian

Specialists from Moscow must be scheduled, the Russian Specialists in Houston should be used to assist in TIMs to minimize the requirement for travelers from Moscow.

Requests for travel of Russian specialists must be submitted via the RLLS Portal (https://www.tti-portal.com/) by the ISS Trip Lead to the NASA Russian Team 0 Co-Chair not less than 95 calendar days prior to the desired travel dates. After review of each trip, the NASA Russian Team 0 Co-Chair will notify the ISS Trip Lead of the disposition no later than 1 week after the trip request is submitted for review. No trip will be approved unless it has been entered into the RLLS Portal. Be advised that for Russians not already in possession of a U.S. visa, visa processing time is anticipated to take 90 to 150 calendar days.

C. Changes in the itinerary dates or an increase in the number of travelers after initial approval require additional

Russian Team 0 review, approval and possible revision to the published LOI.

D. Russian Specialists travelling to Houston or other locations for NASA sponsored meetings will require an approved

NASA LOI.

NOTE 3: Official NASA LOIs will generally not be used for guests. The exceptions are immediate and extended family members for crew members in training or long term (3 months or longer) Houston TDY personnel. NASA does not pay for the visa.

E. To ensure productive trips, meetings should not be scheduled during weeks with U.S. holidays. As a rule, unless real-time operations are being supported, travel should not occur from December 21 through January 10.

F. Meetings are limited to no more than 1 week (five business days) and start on a Monday and end on a Friday.

Scheduling meetings longer than 1 week or that start mid-week, must have concurrence by the ISS Program

Houston-Russian Travel Lead or designee.

G. ISS Trip Leads are responsible for obtaining all necessary access to U.S. NASA facilities and logistics support for the Russian specialists that they are hosting. For details of how to accomplish this, see the “ISS Trip Lead Meeting

Timeline” and “ISS Trip Lead Meeting Checklist” shown on the Russian Travel and Meeting Schedule website identified in Section 3A.

H. Travel for Russian Specialists providing steady state support for operations in MCC-Houston does not require additional approval from the Russian Team 0.

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6.0 GUIDELINES FOR TRAVEL TO LOCATIONS OTHER THAN HOUSTON AND MOSCOW IN

SUPPORT OF ISS PROGRAM BUSINESS

ISS Program personnel should try to ensure that multilateral ISS Program meetings requiring attendance by Russian specialists are held either in Houston or Moscow. Russian specialists require extensive support and the infrastructure is in place to provide that support through RLLS only Houston or Moscow.

A. RLLS services for multilateral ISS Program meetings will not be provided outside of Houston or Moscow. The ISS

Program requires that the host country provide any Russian language and logistics support which includes interpretation, translation, visitor badging, etc.

B. Meetings are limited to no more than 1 week (five business days) and start on a Monday and end on a Friday.

Scheduled meetings longer than 1 week must have concurrence by ISS Program Manager.

C. No trip will be accepted unless submitted into RLLS Portal.

D. Russian specialists cannot travel to other locations for ISS business without an approved NASA LOI for participation.

For Russian ISS participants traveling to other IPs’ countries, a NASA LOI for participation does not constitute an

LOI from the host country required for visa processing. For example, a Russian traveler going to Germany for an

ISS meeting requires that the European Space Agency (ESA) formally invite the Russian in order for the Russian to get a visa for travel to Germany.

7.0 GUIDELINES FOR TRAVEL OF ISS INTERNATIONAL PARTNERS TO RUSSIA

A. Only essential travel will be approved. Meetings should be conducted via videoconference or teleconference whenever possible.

NOTE: Standard yearly face-to-face meetings will no longer be approved unless it can be shown to the Russian Team 0 Co-

Chair that telecons are not producing the necessary results.

B. Refer to Section 4.0, paragraph C for the travel request form information and processing timeline.

C. Meetings are limited to no more than 1 week (five business days) and start on a Monday and end on a Friday.

Scheduled meetings longer than 1 week must have concurrence by ISS Program Manager.

D. After review of each trip request, NASA Russian Team 0 Co-Chair will notify the ISS Trip Lead of its disposition no later than 1 week after the trip request is submitted for approval.

E. For Japan Aerospace Exploration Agency (JAXA) and Canadian Space Agency (CSA) travelers, NASA Russian

Team 0 Co-Chair will request from the ISS Trip Lead copies of the IPs’ passports and the location of the visa processing entity. No trip will be approved unless it has been entered into the RLLS Portal.

NOTE: This is not required for ESA travelers since ESA travelers are not included on the NASA LOI. The ESA Moscow office processes all LOIs and visa requests.

F. All travelers going to Moscow must have an official, meeting specific LOI issued by the appropriate Russian entity.

This includes people already holding MEVs. The Request for LOI must include all potential sites to be visited in order to process facility access.

SA-WI-042

Verify that this is the correct version before use.

Process for Documentation Approval and Dissemination of Human Health and Performance Scientific and Technical Information Human Health and Performance Directorate

OPEN TO JSC AND JSC CONTRACTOR EMPLOYEES & OTHER

NASA AND NASA CONTRACTOR EMPLOYEES, AS REQUIRED

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BASELINE

June 2014

National Aeronautics and Space Administration Lyndon B. Johnson Space Center Houston, Texas

Human Health and Performance Directorate

Process for Documentation Approval and Dissemination of Human Health and Performance Scientific and Technical Information

Document: SA-WI-042 Baseline Date: June 2014 Page: 2 of 13

NASA APPROVAL SHEET

Process for Documentation Approval and Dissemination of Human Health and Performance Scientific and

Technical Information Health and Human Performance Directorate

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APPROVED:

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APPROVED:

Jeffrey R. Davis, M. D. DATE Director, Human Health and Performance Directorate

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

Lyndon B. Johnson Space Center Houston, Texas

Process for Documentation Approval and Dissemination of Human Health and Performance Scientific and Technical Information

Date: June 2014 Page: 3 of 13

CHANGE HISTORY

REVISION/

CHANGE DATE AUTHORIZATION DESCRIPTION OF CHANGE

BASELINE 06/2014 HHP_CB-14-005 Initial Release

Process for Documentation Approval and Dissemination of Human Health and Performance Scientific and Technical Information

Date: June 2014 Page: 4 of 13

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 PURPOSE

1.2 SCOPE

2.0 DOCUMENTS

2.1 VERB APPLICATION

2.2 APPLICABLE DOCUMENTS

2.3 REFERENCE DOCUMENTS

3.0 DEFINITIONS

4.0 ROLES AND RESPONSIBILITIES

5.0 PROCESS DESCRIPTION AND PROCESS FLOW

5.1 COMPLETE DRAFT AND ABSTRACT AND NOTIFY ANY CO-AUTHORS

5.2 COORDINATE PROFESSIONAL REVIEW

5.3 CONTACT DAA COORDINATOR

5.4 FORM 1676 DATA ENTERED AND SUBMITTED

5.5 DAA REVIEWS CONDUCTED

5.6 DAA REVIEWER(S) REQUIRES CHANGES

5.7 APPROVAL RECEIVED AND PUBLICATION STEPS COMPLETED

6.0 RECORDS

APPENDICES

APPENDIX A – STI/DAA/NF1676 REQUEST TEMPLATE

LIST OF FIGURES

FIGURE 5.1 – DAA PROCESS FLOW

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1.0 INTRODUCTION

This work instruction describes the processes for Human Health and Performance Directorate (HH&P) personnel to follow when developing and publishing scientific and technical information. It identifies the specific steps required to meet the intent of NPR 2200.2, Requirements for Documentation, Approval and Dissemination of NASA Scientific and Technical Information, and JPR 2200.2, Release of JSC Scientific and Technical Information to External Audiences, for HH&P personnel as well as others who use HH&P-generated data in their publications.

1.1 PURPOSE

The purpose of this work instruction is to describe the responsibilities of HH&P personnel when developing and publishing scientific and technical information, including the process for assuring appropriate reviews are conducted as well as obtaining review for export control, SBU, and other special document markings and dissemination direction.

1.2 SCOPE

This work instruction applies to the following types of scientific and technical information published, disseminated, and presented by or on behalf of HH&P that contains NASA-sponsored or NASA–funded STI. Major types of publications include:

Article for a professional journal or technical magazine Book or textbook CCB controlled documents to be posted on a public website or which are planned to be viewed by non-US persons. Note: For documents controlled by a CCB within HH&P that are posted on protected websites, please refer to HHP-10050, HH&P Documentation Publication Handbook for direction and guidance.

Presentations for a work shop, conference, seminar, etc.

Dissertation or thesis by NASA employee relating to work Dissertation or thesis by contractor or grantee if funded by NASA Letter for a professional journal Literature survey/review Management Report Preprint of paper for a professional meeting Proceedings of a work shop or conference, seminar, etc.

Research Report Security-Classified Report Working paper (external circulation)

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2.0 DOCUMENTS

2.1 VERB APPLICATION

In the context of this document the use of the verb “shall” indicates a requirement. Use of the verb “will” does not impose a binding requirement. For example, on standards published by the American Society for Testing and Materials, requirements with “shall” are the mandatory requirements, meaning, “must”, or “have to”. Shall and must are synonymous terms denoting absolute requirements, and “should” as denoting a somewhat flexible requirement.

2.2 APPLICABLE DOCUMENTS

Document Number Document Title

JPR 1281.5 Document and Data Control JSC 28225 HH&P Certification of Flight Readiness

Implementation Plan SA-WI-025 HH&P Control Processes NPR 1441.1 NASA Records Retention Schedule

2.3 REFERENCE DOCUMENTS

Document Number Document Title

HHP 10050 Human Health and Performance Documentation Publication Handbook

JPR 2200.2 Release of JSC Scientific and Technical Information to External Audiences

NPR 2200.2 Requirements for Documentation, Approval, and Dissemination of NASA Scientific and Technical Information

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3.0 DEFINITIONS

Author - an originator of the subject document or presentation. Authorship may include collaboration between NASA and other co-authors, including contractors. Multiple authors may be identified, but only the Corresponding Author will be the contact point for this process.

Corresponding Author –Author that works with the DAA Coordinator to process the document through IRD’s DAA process as well as with any applicable external organizations such as a journal or symposium once the DAA process is complete. (Note: The term refers to the author who sends and receives correspondence.)

Document Availability Authorization (DAA) Process – the process by which approval is obtained for the external release of JSC scientific and technical information.

Form 1676 – NASA form used to process documents through the DAA process. Processing Form 1676 assures that documentation has received the appropriate review for export control and other types of data protection.

Professional Reviews –includes both an editorial review and a content review by a subject matter expert. The editorial review assesses the quality of the document content in terms of readability, communication of information, and suitability for a particular audience without focus on content. The content review is performed by an individual or group with technical knowledge of the subject discussed and may not be one of the listed authors.

NOTE: The editorial review is recommended and the technical review is required.

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4.0 ROLES AND RESPONSIBILITIES

ROLE RESPONSIBILITY

Approving Manager or Designee

Certifies that appropriate professional reviews have been conducted, that material is technically correct and appropriate for the dissemination determined by the DAA process.

Author For authors not identified as the Corresponding Author, the responsibility is to process the document through any additional review processes where applicable. This responsibility primarily affects contractor authors.

Corresponding Author

The Corresponding Author has the following responsibilities:

notify all co-authors (if applicable) that they are being named as co-authors at least 2 weeks prior to submittal of the draft document to the DAA Coordinator coordinate professional review to be completed during the DAA process provide a draft document, presentation, or article and an abstract of 200 words or less for DAA review at least 2 weeks prior to the need date, earlier if travel is involved complete STI/DAA/NF1676 Request Template (provided in Appendix A) and submit to DAA Coordinator (Contractor Corresponding Authors may work with their own contractor DAA Coordinator to complete the 1676 submittal) complete the submittal once DAA approval has been received.

DAA Coordinator Contractor employee responsible for facilitating Form 1676 submittals and monitoring publications as they go through the DAA process. Acts as contact person to determine status of DAA approval for HH&P personnel.

DAA Reviewer Personnel assigned to review the draft publication for technical validity, export control, or other aspects.

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5.0 PROCESS DESCRIPTION AND PROCESS FLOW

Corresponding Author completes or receives completed Draft Document and Abstract (up to 200 words) and assures that all co-authors are notified of intent to publish

Corresponding Author coordinates Professional

Review

Corresponding Author contacts DAA Coordinator, provides draft and abstract and additional information

DAA Coordinator enters all data, submits 1676 form with draft and abstract

DAA Coordinator monitors progress of DAA approvals, coordinates issue resolution as required

Corresponding Author submits file for publication Approval Received?

Corresponding Author reviews DAA Reviewer comments, determines next steps

Yes

No (Rare)

DAA Reviewers require changes?

Corresponding Author updates draft and emails to DAA Coordinator to update

1676.

Yes No

DAA Coordinator replaces draft document in system

Corresponding Author

DAA Coordinator

Figure 5.1 – DAA PROCESS FLOW

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5.1 COMPLETE DRAFT AND ABSTRACT AND NOTIFY ANY CO-AUTHORS

The draft document, presentation, or other publication is completed, along with an abstract of up to 200 words, either by the Corresponding Author or by a group of authors of which one is designated Corresponding Author.

The Corresponding Author is required to notify all named co-authors of the intent to publish and provide a digital copy of the final draft to the co-authors for their review and comment at least 2 weeks prior to the publication submittal date.

5.2 COORDINATE PROFESSIONAL REVIEW

The Corresponding Author coordinates with potential technical reviewers to identify who will be available to provide the technical review. This name will be provided to the DAA Coordinator for use in completing Form 1676.

5.3 CONTACT DAA COORDINATOR

The Corresponding Author contacts the DAA Coordinator at least 2 weeks prior to the submittal date and provides the following products and information:

Digital copy of draft Abstract of 200 words or less STI/DAA/NF1676 Request Template

5.4 FORM 1676 DATA ENTERED AND SUBMITTED

The DAA Coordinator completes data entry of the Form 1676 and uploads the draft document and abstract and submits the form.

5.5 DAA REVIEWS CONDUCTED

The DAA review process includes multiple reviews conducted in sequence. In addition to the technical review, there is an export control review and concurrences by the division or directorate manager (or designee), the tech trans office and NASA publications officials. The DAA Coordinator will monitor this process and contact reviewers if the process is not proceeding as expected.

5.6 DAA REVIEWER(S) REQUIRES CHANGES

If a DAA Reviewer should require changes in the draft publication, the reviewer will contact the Corresponding Author and discuss them. The Corresponding Author will make the agreed-to

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5.7 APPROVAL RECEIVED AND PUBLICATION STEPS COMPLETED

With the ability to update the file when changes are made, approval is almost always obtained to conduct a requested publication. Once approval is received, the Corresponding Author may continue the publication process, making sure to update cover pages as required per the review.

6.0 RECORDS

The DAA Coordinator runs several monthly and quarterly reports that are provided to Business and Institutional Management (BIM) managers for process evaluation and problem solving.

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APPENDIX A - STI/DAA/NF1676 REQUEST TEMPLATE

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TITLE:

AUTHOR/PHONE/EMAIL ADDRESS:

AUTHOR’s Organization:

CO-AUTHORS:

CO-AUTHORS Organization:

SUBMITTED TO:

DATES:

LOCATION:

SUBMITTAL DATE:

TECHNICAL REVIEWER:

PRESENTATION TYPE: (Final, Abstract or Draft)

TECHNOLOGY: (New technology development: Yes/No)

RESTRICTIONS: (Publicly available, Unclassified):

PLEASE EMAIL YOUR REQUEST TO ISIS.GOMEZ@NASA.GOV

i

DIRECTIVE NUMBER: CSP 03-01-003 EFFECTIVE DATE: April 18, 2008 SUBJECT: Voluntary Protection Programs (VPP): Policies and Procedures Manual

ABSTRACT

Purpose: This Instruction revises and clarifies the overall framework of policy and procedure for administering the OSHA Voluntary Protection Programs.

Scope: This Instruction applies OSHA-wide.

Cancellations: OSHA Instruction CSP 03-01-002, Voluntary Protection Programs (VPP):

Policies and Procedures Manual, March 25, 2003.

References: “Revisions to the Voluntary Protection Programs to Provide Safe and Healthful Working Conditions,” Federal Register notice 65 FR 45650, July 24, 2000, as revised by 68 FR 68475, December 8, 2003.

“Policies and Procedures Manual for Special Government Employee (SGE) Activity Conducted Under the Auspices of the Occupational Safety and Health Administration’s (OSHA) Voluntary Protection Program,” OSHA Instruction #CSP 03-01-001, January 4, 2002. Hereafter referred to as the SGE Policies and Procedures Manual.

State Impact: Notice of Intent required. See Chapter 1, Paragraph VII [State Adoption Summary]

Action Offices: National, Regional, and Area Offices.

Originating Office: Directorate of Cooperative and State Programs (DCSP).

Contact: Directorate of Cooperative and State Programs Office of Partnerships and Recognition 200 Constitution Avenue, NW, Rm N-3700 Washington, DC 20210 ii

Approval: By and Under the Authority of

Edwin G. Foulke, Jr.

Assistant Secretary

Executive Summary

This Instruction cancels and replaces OSHA Instruction OSHA CSP 03-01-002. The purpose of the manual is to provide guidance concerning implementation of the Voluntary Protection Programs (VPP), including revised policies and procedures a) published as Federal Register Notice 68 FR 68475, December 8, 2003; b) affecting VPP participants covered under the Process Safety Management (PSM) standard; and c) enabling OSHA to employ an alternative reapproval process, the Compressed Reapproval Process to Recognize Sustained Excellence (CRP), for qualifying VPP Star participants.

Major Changes

• Benchmark Rates. This Instruction incorporates changes published in Federal Register Notice 68 FR 68475, December 8, 2003, that revised the benchmark injury and illness rates used within VPP.

• Process Safety Management. This Instruction modifies procedures for VPP applications, OSHA onsite evaluations, and annual participant self-evaluations for applicants/participants subject to OSHA’s Process Safety Management (PSM) standard.

• Compressed Reapproval Process. This Instruction introduces an alternative onsite reapproval process for Star participants who have demonstrated sustained excellence in safety and health systems management.

• Other. This Instruction removes template letters that OSHA periodically modifies and that are more appropriately disseminated through other means. It includes changes in the VPP recognition process. It also removes temporary instructions no longer applicable, and references to specific VPP affiliates. Minor editorial changes improve readability.

iii

Contents

CHAPTER 1: INTRODUCTION

PURPOSE

SCOPE

CANCELLATIONS

SIGNIFICANT CHANGES

REFERENCES

ACTION INFORMATION

FEDERAL PROGRAM CHANGE

DEFINITIONS

BACKGROUND

VPP PRINCIPLES

CATEGORIES OF PARTICIPATION

THE ELEMENTS

CHAPTER 2: RESPONSIBILITIES

INTRODUCTION

ASSISTANT SECRETARY

DIRECTORATE OF COOPERATIVE AND STATE PROGRAMS (DCSP)

DIRECTORATE OF TRAINING AND EDUCATION (DTE)……...………………………….13

REGIONAL ADMINISTRATORS

VPP MANAGERS

OSHA AREA DIRECTORS

CHAPTER 3: REQUIREMENTS FOR STAR, MERIT, RESIDENT CONTRACTOR, CONSTRUCTION

INDUSTRY, AND FEDERAL AGENCY WORKSITES

INTRODUCTION

THE STAR PROGRAM

MERIT PROGRAM

RESIDENT CONTRACTORS

VPP REQUIREMENTS FOR THE CONSTRUCTION INDUSTRY

VPP FOR FEDERAL AGENCIES

CHAPTER 4: STAR DEMONSTRATION PROGRAMS

PURPOSE OF STAR DEMONSTRATION PROGRAMS

TERM OF PROGRAM

PROCESS OVERVIEW

PROPOSAL DEVELOPMENT………………………………………………………………40

REVIEW AND APPROVAL OF STAR DEMONSTRATION PROGRAM PROPOSALS

APPROVAL OF…