Bidders Library JITC Instructions - JITCI 200-05-06.pdf

DEFENSE INFORMATION SYSTEMS AGENCY

P.O. BOX 4502

ARLINGTON, VIRGINIA 22204-4502

JITC INSTRUCTION 200-05-06* 16 June 2010

ADMINISTRATIVE SERVICES

Procedures for Conducting Visits, Conferences, and Ceremonies

1. Purpose. This instruction provides guidance for coordinating support for functions such as official and distinguished visits, foreign visits, conferences, and ceremonies at the Joint Interoperability Test Command (JITC).

Its purpose is to also identify responsible personnel and the requirements that need to be completed prior to an event. The intent of this instruction is to standardize the support process and to make sure that all parties receive the best assistance required and available to ensure a successful event.

2. Applicability. This instruction applies to all military and civilian personnel assigned to or employed by JITC and contractors engaged in work on behalf of JITC.

3. Authority. This instruction is published in accordance with (IAW) the authority contained in the Defense Information Systems Agency (DISA) Instruction 210-20-2, Preparation and Processing of DISA Numbered Publications, 26 January 2007, Last Certified Date: 22 December 2008 and JITC Instruction 210-20-01, Preparation and Processing of JITC Instructions and Commander’s Policies, 27 July 2009. The JITC Commander is the signature authority and the JITC Deputy Commander is the alternate signature authority.

4. Definitions.

4.1 Action Officer (AO). The AO is the person within an Office of Primary Responsibility (OPR) who is directly involved in and has overall responsibility for an event, function, ceremony, or action.

4.2 Authority to Operate (ATO). An ATO is a document that

shows that a computer system/laptop/software is secure and is therefore cleared to connect to and operate in the DISANet environment.

4.3 Cooperative Research and Development Agreement (CRADA). A CRADA is a written agreement between a federal research organization and one or more federal or non-federal parties (collaborators) to work together as partners on a research project of mutual interest.

4.4 DISANet. An accredited administrative computer

system/network utilized by the entire DISA.

4.5 Non-availability Statement (NAS). A non-availability

statement is a certification from a military lodging facility stating that there is no room availability at their facility.

This document allows an individual to stay off post and receive reimbursement for his/her lodging cost.

4.6 Technical Assistance Agreement (TAA). A type of export

license. A TAA is not only issued when there is a closed conference – it is for performance of technical services or transfer of technical data being provided to foreign entities under any circumstances.

5. Procedures. Procedures are described in Chapters C1-C5 of this instruction.

6. Effective Date. This instruction is effective the date signed and will remain in effect for 2 years from that date unless otherwise prescribed within this document.

7. Periodic Review and Updates. This instruction will be reviewed and updated every 2 years during the publication’s anniversary month for reissue, revision, or cancellation.

Updates will be initiated when necessary, e.g., as requirements dictate or every 2 years, whichever comes first.

8. Responsibilities.

8.1 Specific individual or office responsibilities are detailed in Chapters C1-C5 of this instruction. The JITC hosts visitors of all ranks and grades, which include United States military, civil service, foreign government, and corporate leadership, and “Visitor Support” is everyone’s responsibility at JITC. All personnel should be sensitive to the needs of our visitors and proactive in ensuring adequate and professional support to an event.

8.2 Personnel who request support for an event will ensure

requests are submitted via email to the JITC Visitor Support Center (VSC) visitor@disa.mil as soon as a visit/event is known.

Prompt notification will greatly enhance the ability to provide quality assistance and support.

Signed For: Mr. George Brock, Deputy Cdr

RONALD C. STEPHENS

Colonel, USA Commander

SUMMARY OF SIGNIFICANT CHANGES. This instruction provides a complete revision and expansion of the procedures contained in JITCI 200-05-06, dated, 24 Oct 03 and should be read in its entirety. Refer to and use this instruction as a desktop and handbook reference for conducting visits, conferences, and ceremonies at JITC.

*This Instruction cancels JITCI 200-05-06, 24 Oct 03

OPR: JT2B

DIST: All JITC civilian, military, and contractor personnel mailto:visitor@disa.mil

CONTENTS

BASIC INSTRUCTION

1. Purpose

2. Applicability

3. Authority

4. Definitions

5. Procedures

6. Effective Date

7. Periodic Review and Updates

8. Responsibilities

C1. CHAPTER 1. OFFICIAL/DISTINGUISHED VISITORS

C1.1 General C1.2 Visitor Support Center (VSC) Responsibilities C1.3 JITC Action Officer (AO) Responsibilities C1.4 Designated Command Briefer Responsibilities C1.5 JITC Security Office Responsibilities C1.6 JITC Front Lobby Responsibilities C1.7 Test Lab Responsibilities C1.8 Service Desk (SD) Responsibilities C1.9 Network Operations (NETOPS) Responsibilities C1.10 Command Support Team (CST) Responsibilities C

1.11 Command Office Responsibilities

C2. CHAPTER 2. FOREIGN VISITORS

C2.1 General C2.2 Visitor Support Center (VSC) Responsibilities C2.3 JITC Action Officer (AO) Responsibilities C2.4 JITC Security Office Responsibilities C2.5 Command Support Team (CST) Responsibilities C2.6 Command Office Responsibilities

C3. CHAPTER 3. CONFERENCE SUPPORT

C3.1 General C3.2 Visitor Support Center (VSC) Responsibilities C3.3 JITC Action Officer (AO) Responsibilities C3.4 JITC Security Office Responsibilities C3.5 Vendor Responsibilities C3.6 Command Support Team Responsibilities

C4. CHAPTER 4. CEREMONY SUPPORT

C4.1 General C4.2 Division/Portfolio Responsibilities C4.3 JITC Action Officer (AO) Responsibilities C4.4 JITC Security Office Responsibilities C4.5 JITC Front Lobby Responsibilities C4.6 Service Desk (SD) Responsibilities C4.7 Command Support Team (CST) Responsibilities C4.8 Command Office Responsibilities

C5. CHAPTER 5. WIRELESS DEVICES

C5.1 General C5.2 Connection to the DISANet

ILLUSTRATIONS

Supplement

S1. ACRONYMS

C1. CHAPTER 1. OFFICIAL/DISTINGUISHED VISITORS

C1.1 General. All requests to host a visitor, event, or conference at JITC will be initiated by submitting a JITC Visitor Support Form to the VSC in accordance with Figure 1.1.

The Action Officer (AO)/Initiator can hand-carry the form to the VSC, submit it via email to visitor@disa.mil, or by fax to:

(520) 538-4313. The VSC will acknowledge receipt of the form within 1 business day of receiving the form. The VSC will complete the appropriate process and procedures as outlined in this and subsequent chapters. See flow chart at Figure 1.1, which shows the process of requesting visitor support.

https://jitcnet.fhu.disa.mil/csb/downloads/visit_support_form.pdf https://jitcnet.fhu.disa.mil/csb/downloads/visit_support_form.pdf mailto:visitor@disa.mil

FIGURE 1.1 Process for requesting Visitor Support

Email:

visitor@disa.mil Fax:

520-538-4313 Hand carry:

Bldg 57305, Space 142

VSC reviews form and starts working the visit with the Action Officer

VSC notifies CST and adds to Visitors’ List

How is the form submitted?

AO submits Visitor Support Form to VSC

VSC continues working with AO until visit is completed

AO starts visit process

C1.2 Visitor Support Center (VSC) Responsibilities. Once the VSC receives the JITC Visitor Support Form, the VSC will coordinate all visit requirements with the appropriate points of contact (e.g., AO, secretary, liaison officer, aide, Command Support Team (CST)). The VSC will use the Visitor Support Form to ensure all visit requirements are met. These requirements include, but are not limited to the following:

C1.2.1 Ensure all pertinent information is completed on the JITC Visitor Support Form. Once all information has been verified, the VSC will update the JITC Projected Visitors List (list contains date, name, rank/grade, title, organization, AO, visit purpose information). Copies of the Projected Visitors List are sent to the JITC Senior Staff, Branch Chiefs, Administrative Assistants, JITC Security Office, DISA Test and Evaluation Executive and staff, Command Support Team, Training Coordinator, Front Lobby personnel, and all Protocol Offices on the Installation.

C1.2.2 Make certain that special requirements or accommodations are identified and addressed (e.g., wheelchair, dietary requirements, Hazen House reservations for Very Important Persons (VIPs), Distinguished Visitor (DV) Suite).

C1.2.3 Confirm who will be attending the visit from JITC and\or outside agencies and validate name, rank/grade, title and organization(s) of the attendees.

C1.2.4 Verify areas of interest with the AO and the visitor(s).

Areas of interest may include technical interests, as well as area attractions. The VSC maintains a lab listing with descriptions of each lab. The VSC will provide visitors and AOs this information to help determine appropriate lab tours in preparation for the visit.

C1.2.5 E-mail a Visitor Information Package to the respective visitor(s). The package contains local maps, security clearance instructions, maps to JITC from Tucson International Airport and local hotels, restaurants, and other helpful visitor information.

C1.2.6 The VSC will notify the visitor(s) (or their point of contact) requirements for submitting security clearance information to JITC’s Security Office 10 days prior to the visit. Prior to the visitor’s arrival, the VSC will contact JITC’s Lobby Reception Desk to verify if Visit Authorization Requests (VARs) have been received. Once the Lobby Receptionist https://jitcnet.fhu.disa.mil/instruct/docs/visitSupportForm.pdf http://jitc.fhu.disa.mil/local_info/clear.htm confirms receipt of the clearance information, VSC will notify the JITC AO and contact the visitor(s) whose VARs have not been received. VSC will monitor the status of VARs and provide updates to the AO.

C1.2.7 Notify visitors of Policy 033 – Fort Huachuca Access.

“All visitors not in possession of a valid DoD automotive decal must stop at the Welcome Center outside the main gate and show the following to get a temporary visitor’s pass: valid driver’s license, rental car agreement, or vehicle registration and proof of insurance.”

C1.2.8 Reserve the conference room(s) and schedule audiovisual support (VTC, computer, video camera, microphones, etc), and ensure appropriate parking spaces are reserved.

C1.2.9 Assist the AO in scheduling courtesy calls. Obtain visitor(s) biography (if available) and forward the biography to the AO and respective JITC Administrative Assistant if courtesy call is scheduled with Commander, Deputy Commander, Chief Engineer, or Division/Portfolio Chiefs. If the AO scheduled the courtesy call, the VSC will obtain the date, time, attendees, and location of the courtesy call from the AO.

C1.2.10 With input from the AO, the VSC will prepare a draft agenda. The VSC will coordinate agenda changes with the AO and

CST.

C1.2.11 Distribute the approved final agenda and visitor(s) biography (NLT 2 days prior to visit) via e-mail to the visitor(s), secretary, Liaison Officer, and/or Aide; Senior Staff; Branch Chiefs; Administrative Assistants; JITC Security Office; AO; CST; assigned briefer(s); Front Lobby personnel; and Service Desk. In addition, the VSC will provide a copy of the agenda to all test labs scheduled for a tour during the visit.

A copy of the final agenda and a welcome packet will also be placed next to the visitor’s nameplate in the designated conference room.

C1.2.12 Load briefings in conference room computer to include the Command Brief, if required. Confirm through the AO or CST, the individual who will be presenting the Command Brief. Inform the briefer of the location of the current version of the Command Brief. Note: There are 2 command briefs. One is for U.S. only participants and the other is for Foreign Nationals.

The briefer is to use the brief most applicable to the visit.

https://jitcnet.fhu.disa.mil/instruct/docs/policy033FortHuachucaAccess.pdf

C1.2.13 Confirm through the AO or CST the name of the person(s) who will greet the visitor(s) in the JITC foyer (this information should also be included in the visit’s agenda).

C1.2.14 Provide the Command Brief on a CD for distribution to the AO or visitors. VSC will provide hard copies upon request.

C1.2.15 Maintain Visitor Supply Checklist of items for employees to checkout in support of events\visits, such as carafes, glass coffee mugs, coffee pots, punch bowls, etc.

C1.2.16 Place appropriate flag(s) in the JITC foyer (if applicable), and ensure the visitor’s name and/or organization is displayed on the JITC marquee in the foyer at the entrance of building 57305.

C1.2.17 Notify the first lab on tour when visitor/group is starting lab tours. VSC will notify all labs if a tour has been delayed, is ahead of schedule, or has been cancelled.

C1.2.18 Coordinate, procure, and set-up/replenish refreshments for visits/events only when a visit/event is funded with appropriated funds approved by the Chief Financial Executive (CFE) (e.g., Conference Fees, Mission Funds, Official Presentation Funds). Otherwise, the Action Officer is responsible for set-up/replenish of refreshments, if required.

C1.2.19 Arrange lunch and dinner reservations upon request of the Action Officer only if appropriated funds are authorized for use to support these events. VSC will arrange for meals to be delivered to JITC for working lunches and dinners only if appropriated funds are authorized for use to support these events. Otherwise, the Action Officer is responsible for coordinating working lunches and dinners.

C1.3 JITC Action Officer (AO) Responsibilities. Notify the VSC of an upcoming visit utilizing the JITC Visitor Support Form as soon as the visit/event is known.

C1.3.1 Submit the JITC Visitor Support Form to the VSC.

Provide the VSC with a visitor attendance list to include full name, rank/grade, Service, and organization.

C1.3.2 Review draft agenda provided by the VSC to ensure all of the visitor's requirements are met. Requirements may include office calls, special briefs, and/or a tour of the https://jitcnet.fhu.disa.mil/instruct/docs/kitchenEquipmentForm.doc https://jitcnet.fhu.disa.mil/instruct/docs/visitSupportForm.pdf facility/lab(s). Ensure the VSC is notified of all agenda changes.

C1.3.3 Approve final agenda (issued 2 days prior to any visit) generated by the VSC.

C1.3.4 If briefings (to include lab presentations) will be presented to Foreign visitor(s) see Chapter 2 – Foreign Visitors. If the briefing will be presented to the General Public, submit Division/Portfolio Chief approved briefings 3 weeks in advance to JITC CST (jitccst@disa.mil) so that the brief can be staffed and approved by the CST, the Command Office, DISA PAO, and DISA OPSEC. Note: DISA PAO/OPSEC review is only required when a briefing is presented to the General Public (persons not employed by DoD and the executive branch of the U.S. government - usually industry and press, and not contract employees of DoD). Ensure that the brief is created using the current unclassified and classified DISA Template(s) located on the JITC T:share JITC Logo materials\Briefings The following is the briefing approval process. See flow chart at Figure 1.2, which shows the Briefing Staffing Process.

C1.3.4.1 The CST will review (Division\Portfolio approved) briefings and provide comments to the presenter and others, as necessary, for situational awareness. Briefing background information (who, what, when, where, why) should be submitted along with the briefing.

C1.3.4.2 Once the presenter has updated the briefing with CST modifications, the brief is forwarded to the Commander and/or Deputy Commander for comment/approval.

C1.3.4.3 Once the presenter has updated the briefing with the modifications provided by the Commander and/or Deputy Commander, the brief is then submitted to the DISA PAO and DISA OPSEC.

C1.3.4.4 All parties involved in the briefings will be copied on the email when it is distributed for situational awareness.

C1.3.4.5 CST will send consolidated comments from DISA PAO and DISA OPSEC and current briefing (if changes were made) to the Action Officer.

mailto:jitccst@disa.mil

FIGURE 1.2 Briefing Staffing Process

JITC CST reviews briefing (template, grammar, spelling, content) – sends back to AO if significant changes are required

JITC CST submits to Command Office for review/approval

Command Office sends CST approval status and changes (if necessary) - CST sends back to AO if changes are required

JITC AO submits final briefing to

JITC CST (attach Div/Port Chief approval e-mail)

Upon Command Office approval, JITC CST sends to DISA PAO, OPSEC, and

FDO (if applicable) for review/approval

JITC CST

consolidates comments and changes from PAO, OPSEC, and FDO (if applicable) and forwards to AO

C1.3.5 Receive security briefing from the JITC Security Office on matters relating to visiting groups with greater than 10 visitors.

C1.3.6 Provide funding for materials and supplies through division funds (if applicable).

C1.3.7 The AO or appointee will greet the visitor in the JITC foyer and accompany the visitor, as required, throughout the visit. For large groups or VIPs/DVs, it may be appropriate to sign the visitor(s) into the Visitor Log at the Lobby Reception Desk in advance.

C1.3.8 Contact the VSC to inform them of lab tour schedule delays. VSC will inform all labs if a tour has been delayed, is ahead of schedule, or has been cancelled.

C1.3.9 Provide adequate safeguards for all classified material to include contacting the JITC Security Office to obtain appropriate briefing. Obtain a key from the JITC Security Office to lock and secure the conference room during any breaks or provide personnel to monitor the conference room. (NOTE:

Classified information must be secured in the security container if the room is unoccupied, or under an authorized person’s direct control at all times.) At least 2 days prior to the conference, obtain the safe combination from the JITC Security

Office for overnight storage of classified material. JITC Security will have you complete a Standard Form 700, Security Container Information, with at least 2 names (AO and alternates) to receive the combo. Be prepared to provide a 6-digit combination, which Security will set prior to the conference.

After the conference, the combo is reset to the factory default, so AOs must sanitize the security container (remove all classified contents and other materials) immediately upon conclusion of the conference.

C1.3.10 The AO is responsible for ensuring that their visitor(s) are aware that use of wireless connectivity with laptops on the JITC premises and the use of removable media is strictly prohibited. Any use of wireless devices must be approved in advance by the JITC Information Assurance Manager (IAM). The AO should inform their visitor(s) of this (refer to Chapter 5) prior to arrival and then again at sign-in.

C1.3.11 The AO is responsible for ensuring that any non-DISA visitor(s) does not bring their own laptop and connect to the DISANet without providing JITC’s Information Assurance Manager (IAM) a Memorandum of Accreditation (MOA). Any visitor(s) planning to use “other environments” needs to provide an Authorization to Operate (ATO).

C1.3.12 The AO is responsible for notifying the visitors of the entrance and exit policies regarding accessing the building.

C1.3.12.1 The Lobby revolving door is open M-F, 0700-1600.

C1.3.12.2 Visitor badges have "Normal Day-to-Day" access M-F 0700-1700, which operate the power door next to the lobby revolving door. Under special circumstances, visitor badges may have different hours/accesses.

C1.3.12.3 The outside phone can be used anytime outside of those hours if the visitor does not have a badge or it does not operate the door. The visitor should call the person they are visiting (visit POC) to come to the lobby to sign them in and obtain a badge. Visitors should normally report to JITC the first time during the normal Lobby hours (M-F 0700-1600) so they can obtain a badge and be signed in and/or escorted.

C1.3.12.4 At the end of a visit, badges must be returned to the lobby desk receptionist, or placed in the return box next to the lobby power door if after 1600. The visit POC can also collect the badges and return them to the lobby desk.

C1.4 Designated Command Briefer Responsibilities. Obtain the current version of the Command Brief. The Command Brief is located at FHU Hallways: Command Brief (DO NOT DELETE). (Note:

There are 2 command briefs. One is for U.S. only participants and the other is for Foreign Nationals. Briefer is to use the brief most applicable to the visit.) Refer to Chapter 2 if briefing Foreign Nationals.

C1.4.1 It is the responsibility of the AO to log on, load briefings (to include the Command Brief), and operate the equipment for all visits.

C1.4.2 Present the Command Brief and be prepared to answer questions.

C1.5 JITC Security Office Responsibilities.

C1.5.1 Upon request, provide the AO and/or the VSC verification of a visitor’s security clearance status.

C1.5.2 Brief AO on security procedures prior to each classified visit.

C1.5.3 Brief AO on security matters relating to visiting groups with greater than 10 visitors.

C1.5.4 Brief the AO on the use of the security container in the conference room, if applicable. Have the AO complete Standard Form 700, Security Container Information, listing at 2 people to receive the combination (AO and at least one alternate). Set X- 07/9 lock to the unique combo provided by the AO prior to conference start, and reset it to the factory default after the conference. Ensure the AO has properly sanitized the container (removed all classified contents and other materials); update

ACDR.

C1.6 JITC Front Lobby Responsibilities.

C1.6.1 Keep on file a current copy of the JITC Projected Visitor List (generated from the VSC) and agendas.

C1.6.2 Issue appropriate badge(s) to visitor(s).

C1.6.3 Notify AO when visitor(s) arrive.

C1.7 Test Lab Responsibilities.

C1.7.1 Notify all appropriate lab personnel of visitors and request lab areas be prepared and all non-essential information be stored until tour of labs has been completed.

C1.7.2 Designate briefer for the lab presentation. Ensure that the brief is created using the current unclassified and classified DISA Template(s) located on the JITC T:share JITC Logo materials\Briefings

C1.7.3 Notify the VSC if unable to provide briefing or support lab tour (e.g., the lab is conducting classified testing).

C1.8 Service Desk (SD) Responsibilities.

C1.8.1 Schedule conference room(s) as requested.

C1.8.2 Ensure audio/visual equipment is operable and assist with equipment set-up/tear-down when needed.

C1.8.3 Schedule transportation as requested.

C1.9 Network Operations (NETOPS) Responsibilities.

C1.9.1 If requested and approved, NETOPS will allow incoming visitors to connect their laptop to the DISANet for e-mail and internet connection; however, a laptop accreditation memorandum must be submitted in advance from the visitor’s Information Assurance Manager (IAM) to JITC’s IAM before the laptop is authorized to connect to the DISANet.

C1.9.2 Provide DISA Local Area Network (LAN) access forms, if needed; however, the form still requires the visitor’s IAM signature before the laptop is authorized to connect to the DISANet.

C1.9.3 Provide technical support for LAN systems in conference room(s) and DV Suite (if applicable).

C1.10 Command Support Team (CST) Responsibilities.

C1.10.1 Prepare/maintain Command Brief and script.

C1.10.2 Work closely with the VSC in coordinating arrangements for visitors/events.

C1.10.3 Provide guidance on visits and protocol requirements as requested (review agendas and briefs).

C1.10.4 Coordinate media coverage for VIP visits (if applicable).

C1.10.5 Update and maintain this instruction, Procedures for conducting Visits, Conferences, and Ceremonies.

C1.10.6 Review/staff briefings, abstracts, and articles for public and foreign release.

C1.10.7 Official Representation Fund (ORF) Coordinator for high-level visits and Foreign Nationals.

C1.10.8 Provide oversight of the Visitor Support Center

C1.10.9 Provide assistance in setting up luncheons and dinners for high-level visitors (e.g., DISA Director, DISA Vice Director) when non-appropriated funds are used and Visitor Support cannot support the event.

C1.10.10 Maintain tracking spreadsheet and repository of all briefings/abstracts submitted for DISA PAO/OPSEC/FDO approval.

C1.11 Command Office Responsibilities.

C1.11.1 Schedule office call(s) and/or Command Brief (if applicable).

C1.11.2 Schedule Slidell Conference Room (if applicable).

C1.11.3 Reserve the DV Suite (if applicable).

C1.11.4 Review draft agenda and briefings (as requested).

C1.11.5 Forward final agenda and all applicable biographies to the Commander and/or Deputy Commander.

C2. CHAPTER 2. FOREIGN VISITORS

C2.1 General. This chapter provides instructions, responsibilities, and defines the approval process for authorizing and receiving foreign visitors to JITC. See flow chart at Figure 2.1, which shows the Foreign Visitors’ support/approval process.

FIGURE 2.1 Foreign Visitors’ Support/Approval Process

Foreign Visitor submits request to their Embassy

DIA submits request to DISA

FDO

DISA FDO submits request to JITC Security Office

Embassy submits request to DIA

JITC Security Office sends request to

Post FDO for approval

Post FDO sends approval back to

JITC Security Office

Approved by AO (Knowledgeable

Person)?

Yes

Request sent back to the JITC Security

Office with reason for denial

JITC Security Office sends disapproval to DISA FDO who forwards to DIA

No

DIA notifies DISA FDO of approval

DISA FDO notifies JITC Security Office of approval

Post physical security gives foreign visitor roster to main & east gates

JITC Security Office notifies AO of visit approval

JITC Security Office notifies Post physical security

DISA FDO notifies DIA of JITC’s

Knowledgeable Person Approval

JITC Security Office sends request to

DISA FDO

No

JITC Security Office sends case detail report and foreign visit notification to

AO (Knowledgeable Person) for approval

Foreign Visitor starts visit request process

C2.2 Visitor Support Center (VSC) Responsibilities. Once the VSC receives the JITC Visitor Support Form, the VSC will coordinate all visit requirements with the appropriate point of contact (e.g., AO, secretary, liaison officer, aide, Command Support Team (CST)). The VSC will use the Visitor Support Form to ensure all visit requirements are met. These requirements include, but are not limited to the following:

C2.2.1 Ensure all pertinent information is completed on the JITC Visitor Support Form. Once all information has been verified, the VSC will update the JITC Projected Visitors List (list contains date, name, rank/grade, title, organization, AO, visit purpose information). Copies of the Projected Visitors List are sent to the Senior Staff, Branch Chiefs, Administrative Assistants, JITC Security Office, DISA Test and Evaluation Executive and staff, Command Support Team, Training Coordinator, Front Lobby personnel, and all Protocol Offices on the Installation.

C2.2.2 Make certain that special requirements or accommodations are identified and addressed (e.g., wheelchair, dietary requirements. Note: No visitors staying on Post unless cleared with Post thru Security.

C2.2.3 Confirm who will be attending the visit (from JITC and\or outside agencies) and validate name, rank/grade, title and organization(s) of the attendees.

C2.2.4 Verify areas of interest with the AO and the visitor(s).

Areas of interest may include technical interests, as well as area attractions. The VSC maintains a lab listing with descriptions of each lab. The VSC will provide visitors and AOs this information to help determine appropriate lab tours in preparation for the visit.

C2.2.5 Notify AOs of Policy 033 – Fort Huachuca Access.

“Foreign nationals, except as listed in paragraph 2 [in the Policy 033 memorandum], are not allowed access unless they are sponsored and escorted by authorized personnel” (a U.S. Citizen ID Card Holder). Foreign nationals must be escorted at all times on the Installation.

C2.2.6 Reserve the conference room(s) and schedule audiovisual support (VTC, computer, video camera, microphones, etc), and ensure appropriate parking spaces are reserved.

https://jitcnet.fhu.disa.mil/instruct/docs/visitSupportForm.pdf

C2.2.7 Assist the AO in scheduling courtesy calls. Obtain visitor(s) biography (if available) and forward the biography to the AO and respective JITC Administrative Assistant if courtesy call is scheduled with Commander, Deputy Commander, Chief Engineer, or Division/Portfolio Chiefs. If the AO scheduled the courtesy call, the VSC will obtain the date, time, attendees, and location of the courtesy call from the AO.

C2.2.8 With input from the AO, the VSC will prepare a draft agenda. The VSC will coordinate agenda changes with the AO and

CST.

C2.2.9 Distribute the approved final agenda and visitor(s) biography (NLT 2 days prior to visit) via e-mail to the visitor(s), secretary, Liaison Officer, and/or Aide; Senior Staff; Branch Chiefs; Administrative Assistants; JITC Security Office; AO; CST; assigned briefer(s); Front Lobby personnel; and Service Desk. In addition, the VSC will provide a copy of the agenda to all test labs scheduled for a tour during the visit.

A copy of the final agenda and a welcome packet will also be placed next to the visitor’s nameplate in the designated conference room.

C2.2.10 Load briefings (only DISA Foreign Disclosure Office (FDO) and Operation Security (OPSEC) approved) in conference room computer to include the Command Brief, if required.

Confirm through the AO or CST, the individual who will be presenting the Command Brief. Inform the briefer of the location of the current version of the Command Brief. Note: A sanitized version of the Command Brief has been approved by DISA FDO and DISA OPSEC to present to foreign nationals when they visit JITC. This version is located at FHU Hallways: Command Brief (DO NOT DELETE)\Current_FDOVersion (Foreign National Presentation).

C2.2.11 Confirm through the AO or CST the name of the person(s) who will greet the visitor(s) in the JITC foyer (this information should also be included in the visit’s agenda).

C2.2.12 Maintain Visitor Supply Checklist of items for employees to checkout in support of events\visits, such as carafes, glass coffee mugs, coffee pots, punch bowls, etc.

C2.2.13 Place appropriate flag(s) in the JITC foyer (if applicable), and ensure the visitor’s name and/or organization is displayed on the JITC marquee in the foyer at the entrance of building 57305.

https://jitcnet.fhu.disa.mil/instruct/docs/kitchenEquipmentForm.doc

C2.2.14 Notify the first lab on tour when visitor/group is starting lab tours. VSC will notify all labs if a tour has been delayed, is ahead of schedule, or has been cancelled.

C2.2.15 Coordinate, procure, and set-up/replenish refreshments for visits/events only when a visit/event is funded with appropriated funds approved by the Chief Financial Executive (CFE) (e.g., Conference Fees, Mission Funds, Official Presentation Funds). Otherwise, the Action Officer is responsible for set-up/replenish of refreshments, if required.

C2.2.16 Arrange lunch and dinner reservations upon request of the Action Officer only if appropriated funds are authorized for use to support these events. VSC will arrange for meals to be delivered to JITC for working lunches and dinners only if appropriated funds are authorized for use to support these events. Otherwise, the Action Officer is responsible for coordinating working lunches and dinners.

C2.3 JITC Action Officer (AO) Responsibilities. Notify the VSC if your visitors are foreign nationals and if you need Command involvement. No contact should be made directly from the AO to the DIA, DISA offices, or Fort Huachuca offices. No documentation provided by these organizations will be released to foreign visitors. Note: No contact/discussions shall be made with foreign visitors until DISA FDO notification is received.

C2.3.1 Inform foreign visitor(s) to submit a visit request to their embassy. Visit requests must be submitted 30 days (21 working days) prior to the proposed start date of the visit.

When the visit request is received by the embassy, the embassy will forward the visit request through the Foreign Visit System (FVS) to DIA. Upon review of the visit request, the DIA will forward it to DISA FDO to verify the information. DISA FDO forwards the request to the JITC Security Office for review and verification of the following information:

Concurrence / non-concurrence of proposed visit Concurrence / non-concurrence of proposed dates of visit Highest classification level of visit

All foreign visitors must go through the FVS with the exception of:

Foreign Nationals from Canada. If the proposed visit is UNCLASSIFIED technology with a Cooperative Research and Development Agreement (CRADA) already in place.

Resident Aliens Working in the United States on a VISA. The company will submit the same information that is on a U.S.

Citizen visit. With a statement: Mr. John Doe is working in the U.S. under a (state type of visa) VISA.

C2.3.2 The AO receives notification from the DISA FDO thru the JITC Security Office to approve the visit and informs the FDO as to what will be discussed.

C2.3.3 The AO will return their approval acknowledgement to the JITC Security Office, along with the designated escorts name and phone number, for final review and verification. Information will be forwarded to DIA through DISA FDO.

C2.3.4 The AO will coordinate with JITC Security 7 days prior to the meeting to ensure DIA, DISA FDO, and Fort Huachuca approvals are completed.

C2.3.5 Notify the VSC if you would like to have representation from a Post Foreign Liaison Officer as they would have to submit a foreign visit as well.

C2.3.6 Notify the VSC if you require Official Representation Funds (ORFs) to support the visit, see DISA Instruction 600-50-3 to see requirements/qualifications.

C2.3.7 Ensure that their visitor(s) are aware that unauthorized use of wireless connectivity with laptops on the JITC premises and the use of removable media is strictly prohibited. Any use of wireless devices must be approved in advance by the IAM. The AO should inform their visitor(s) of this requirement (refer to Chapter 5) prior to arrival and then again at sign in.

C2.3.8 Review Policy 033 – Fort Huachuca Access. “Foreign nationals, except as listed in paragraph 2 [in the Policy 033 memorandum], are not allowed access unless they are sponsored and escorted by authorized personnel.” Foreign nationals must be escorted at all times on the Installation.

C2.3.9 Inform the CST if oral and/or visual disclosure of classified information or written disclosure of unclassified information will be used in conjunction with the visit.

Note: Disclosure of any classified information or written https://workspaces.disa.mil/gm/folder-1.11.338584 unclassified information must be authorized by DISA FDO and DISA

OPSEC.

C2.3.10 If briefings (to include lab presentations) will be presented to foreign nationals, the material must be submitted to DISA FDO and DISA OPSEC for review and approval. Submit Division/Portfolio Chief approved briefings 3 weeks in advance to JITC CST (jitccst@disa.mil) so that the brief can be staffed and approved by the CST, the Command Office, DISA FDO and DISA OPSEC. The following is the briefing approval process:

C2.3.10.1 The CST will review (Division\Portfolio approved) briefings and provide comments to the presenter and others, as necessary, for situational awareness. Briefing background information (who, what, when, where, why) should be submitted along with the briefing.

C2.3.10.2 Once the presenter has updated the briefing with CST modifications, the brief is forwarded to the Commander and/or Deputy Commander for comment/approval.

C2.3.10.3 Once the presenter has updated the briefing with the modifications provided by the Commander and/or Deputy Commander, the brief is then submitted to the DISA FDO and DISA OPSEC.

C2.3.10.4 All parties involved in the briefings will be copied on the email when it is distributed for situational awareness.

C2.3.10.5 CST will send consolidated comments from DISA FDO and DISA OPSEC and current briefing (if changes were made) to the Action Officer.

mailto:jitccst@disa.mil

FIGURE 2.2 Briefing Staffing Process

JITC CST reviews briefing (template, grammar, spelling, content) – sends back to AO if significant changes are required

JITC CST submits to Command Office for review/approval

Command Office sends CST approval status and changes (if necessary) - CST sends back to AO if changes are required

JITC AO submits final briefing to

JITC CST (attach Div/Port Chief approval e-mail)

Upon Command Office approval, JITC CST sends to DISA PAO, OPSEC, and

FDO (if applicable) for review/approval

JITC CST

consolidates comments and changes from PAO, OPSEC, and FDO (if applicable) and forwards to AO

C2.3.11 Per DISA FDO, contractors briefing foreign nationals (without Government personnel at the presentation), must be covered by a legal transfer method (e.g., Technical Assistance Agreement (TAA) or some other export license, or an International Traffic in Arms Regulations (ITAR) exemption.

Contractors should consult with their export compliance branch to ensure their company is in compliance with export laws and guide them in what their company's responsibilities are in this area. It is not the government's responsibility to ensure they are legally covered.

C2.3.12 A sanitized version of the Command Brief has been approved by the DISA FDO to present to foreign nationals when they visit JITC. This version is located at FHU Hallways: Command Brief (DO NOT DELETE)\Current_FDOVersion (Foreign National Presentation)

C2.4 JITC Security Office Responsibilities.

C2.4.1 In accordance with the National Foreign Disclosure Policy (NDP-1), provide guidance to the AO on visit requirements for foreign nationals and governments. All information is provided through the JITC Security Office pertaining to foreign visits.

C2.4.2 The JITC Security Office will forward a Case Detail Report (the visit request that initiated at the embassy) and approval acknowledgement from the AO to DISA FDO to verify and approve the purpose, dates, and classification of the visit.

C2.4.3 Request Ingress and Egress from the Post Chief of Staff through the Post FDO.

C2.4.4 Upon notification from DISA FDO and Post FDO, the JITC Security Office will inform the AO and VSC of the approval or disapproval of the visit.

C2.4.5 Issue appropriate escort security badges.

C2.4.6 Send updated roster to Law Enforcement Physical Security.

C2.5 Command Support Team (CST) Responsibilities.

C2.5.1 Prepare/maintain sanitized Command Brief/briefing and script for presentation to the Foreign Nationals.

C2.5.2 Review/staff briefings, abstracts, and articles for foreign release.

C2.5.3 Maintain tracking spreadsheet and repository of all briefings/abstracts submitted for DISA PAO/OPSEC/FDO approval.

C2.5.4 Provide DISA approved sanitized briefing(s) to the AO for presentation to the foreign nationals.

C2.5.5 Official Representation Fund (ORF) Coordinator for high-level visits and foreign nationals.

C2.5.6 If ORFs are approved for foreign visitors, provide assistance in setting up luncheons and dinners for high-level foreign visitors when non-appropriate funds are used and Visitor Support cannot support the event.

C2.5.7 Works closely with the VSC in coordinating arrangements for the Foreign visitors.

C2.5.8 Provide guidance on visits/events and protocol requirements as requested (review agenda and briefs).

C2.5.9 Coordinate media coverage for foreign visitors (if applicable).

C2.6 Command Office Responsibilities.

C2.6.1 Schedule office call(s) and/or Command Brief (if applicable).

C2.6.2 Schedule Slidell Conference Room (if applicable).

C2.6.3 Reserve the DV Suite (if applicable).

C2.6.4 Review draft agenda and briefings (as requested).

C2.6.5 Forward final agenda and all applicable biographies to the Commander and/or Deputy Commander.

C3. CHAPTER 3. CONFERENCE SUPPORT

C3.1 General. This chapter provides instructions and responsibilities for conducting conferences at JITC. Below is the flow chart (Figure 3.1) that shows conference support/approval process at JITC.

FIGURE 3.1 Conference Support/Approval Process

Visitor Support Center

Action Officer Starts

Process

Upcoming Conference

Notify

Complete Form

Conference Room

Support Form

CFE

Request for Appropriated Funds

Command Support

Team Notify

C3.2 Visitor Support Center (VSC) Responsibilities.

C3.2.1 Provide the AO with the JITC Conference Support Form and review form with AO as needed.

C3.2.2 Inform the AO that the VSC can only support activities (procure refreshments, collect conference fees, set-up/clean-up refreshments) when a conference fee or appropriated funds are authorized. The Chief Financial Executive (CFE) determines and approves the use of appropriated funds or a conference fee in order to support the conference by using the following criteria and addressing the following questions as applicable:

Is the conference a formal conference with registration, a published and substantive agenda, and scheduled speakers?

Attach agenda when submitting JITC Conference Support Form https://jitcnet.fhu.disa.mil/instruct/docs/conferenceSupportForm.pdf to JITC CST.

Does the conference involve matters of topical interest to actual participants from multiple agencies and/or nongovernmental participants?

Are meals and refreshments incidental to the overall purpose of the formal conference?

Is attendance at the meals or when refreshments are provided important to the host agency to ensure attendees’ full participation in essential discussions and speeches concerning the purpose of the conference?

Is the meal and refreshments part of a formal conference that includes not just the meal and refreshments and discussions or speeches that may take place when the meal and refreshments are served, but also substantial sessions apart from those at which food is served?

C3.2.3 Contact the guest speaker and VIPs to determine special needs (e.g., wheelchair, dietary requirements, reserved parking).

C3.2.4 The VSC will provide conference support as follows:

Reserve conference room(s) and arrange for audio visual support via the SD.

Provide welcome packets, brochures, maps, name badges, and conference agenda as requested by the AO.

Provide items such, as but not limited to, tablecloths, extension cords (SD), coffee urns, and serving trays.

Purchase conference supplies (e.g., plates, cups, forks, spoons, knives, and refreshments), if appropriated funds and/or a conference fee has been approved by the CFE.

If refreshments are provided, the VSC will arrange and coordinate the supply of refreshments, if appropriated funds and/or a conference fee has been approved by the CFE.

Provide AO with all receipts of purchased items, if appropriated funds and/or a conference fee has been approved by the CFE.

C3.2.5 Reserve a block of rooms at local hotels when requested.

If reservations are not made at post billeting, the VSC cannot coordinate obtaining non-availability statements (NASs) for attendees. The NASs can only be obtained if there is no on-post lodging available. If this is the case, the attendee needs to contact the Central Reservation Center, Redstone Arsenal, Alabama at 866-363-5771.

C3.2.6 If billeting reservations are not on post, inform conference attendees to reference the conference group name to the local lodging establishments where the VSC has secured blocked rooms. A listing of available lodging facilities can be obtained from the VSC. NASs can only be obtained if there is no on-post lodging available. If this is the case, the attendee needs to contact the Central Reservation Center, Redstone Arsenal, Alabama at 866-363-5771.

C3.3.4 The VSC will notify the conference attendees (or their points of contact) requirements for submitting security clearance information to JITC’s Security Office 10 days prior to the visit. Prior to the visitor’s arrival, the VSC will contact JITC’s Lobby Reception Desk to verify if Visit Authorization Requests (VARs) have been received. Once the Lobby Receptionist confirms receipt of the clearance information, VSC will notify the JITC AO and contact the visitor(s) whose VARs have not been received. VSC will monitor the status of VARs and provide updates to the AO.

C3.3.5 If desired, send out invitations to the guest speaker(s) to determine if he/she will accept an invitation to speak at the conference. The AO will notify the VSC so they may obtain a biography of the guest speaker(s) and determine special audio/visual needs.

C3.2.6 Arrange transportation needs of attendees. For example, arrange transportation from the hotel to JITC, and transportation from airports. Contact the Service Desk for availability and reservation of JITC vehicle(s).

C3.2.7 Arrange working luncheons and/or dinners and secure reservations as requested by AO if appropriated funds and/or a conference fee has been approved by CFE.

C3.2.8 If necessary, submit a work order to Service Desk so that directional signs to JITC can be posted.

C3.2.9 Prepare VIP reserved parking signs (if applicable).

C3.2.10 Display the VIP and conference name(s) on the JITC marquee.

C3.2.11 Collect conference fees if appropriated funds and/or a conference fee has been approved by CFE. As appropriate, generate receipts and maintain a spreadsheet with names of the attendees, organization, fees, and date payment was received.

C3.2.12 Place appropriate flag(s) in the JITC Foyer (if applicable).

C3.3 Action Officer (AO) Responsibilities.

C3.3.1 Complete the JITC Conference Support Form and submit to the JITC CST. (Note: CST will forward this form to the Chief Financial Executive (CFE) to determine if the conference meets CFE criteria for use of appropriated funds or a conference fee.

If not, the VSC cannot support activities such as the procurement of refreshments, collection of conference fees, and/or the set-up/clean-up of refreshments).

C3.3.2 Send out a conference notification message to potential attendees to include the purpose, date, time, conference fee, billeting, and security requirements.

C3.3.3 Advise the VSC and the CST if any VIPs (06 and above) are attending.

C3.3.4 Provide adequate safeguards for all classified material to include contacting the JITC Security Office to obtain appropriate briefing. Obtain a key from the JITC Security Office to lock and secure the conference room during any breaks or provide personnel to monitor the conference room. (NOTE:

Classified information must be secured in the security container if the room is unoccupied, or under an authorized person’s direct control at all times.) At least 2 days prior to the conference, obtain the safe combination from the JITC Security Office for overnight storage of classified material. JITC Security will have you complete a Standard Form 700, Security Container Information, with at least 2 names (AO and alternates) to receive the combo. Be prepared to provide a 6-digit combination, which Security will set prior to the conference.

After the conference, the combo is reset to the factory default, so AOs must sanitize the security container (remove all classified contents and other materials) immediately upon conclusion of the conference.

C3.3.5 Provide a complete list of conference attendees to the JITC Security Office and the VSC NLT 72 hours prior to event.

This provides the JITC Security Office time to verify the status of attendee’s clearances.

C3.4 JITC Security Office Responsibilities.

https://jitcnet.fhu.disa.mil/instruct/docs/conferenceSupportForm.pdf

C3.4.1 Obtain a list of conference attendees from the AO and determine if the proper clearances are on file.

C3.4.2 Upon request, notify the VSC if clearances are on file.

C3.4.3 Provide guidance to AOs regarding storage for classified material, as needed. There is a security container in the conference room for this purpose. See paragraphs C1.3.9 and C1.5.4 above, for details.

C3.4.4 Brief the AO on the use of the security container in the conference room, if applicable. Have the AO complete Standard Form 700, Security Container Information, listing at 2 people to receive the combination (AO and at least one alternate). Set X- 07/9 lock to the unique combo provided by the AO prior to conference start, and reset it to the factory default after the conference. Ensure the AO has properly sanitized the container (removed all classified contents and other materials); update ACDR. Also brief the AO on general security procedures prior to each conference.

C3.5 Vendor Responsibilities. There are no provisions for authorizing vendor displays during conferences. The building is space inhibited. Vendor displays can be sponsored by JITC personnel in the conference room during a specific conference.

All vendors proposing to come to JITC must comply with the following before receiving authorization to display their product(s) at JITC:

C3.5.1 Prepare a memorandum request to the CST, which provides the name of the vendor, location, date, and time of the conference for which you are requesting participation.

C3.5.2 Include the purpose and length (hours/minutes) of the display/demonstration in the request.

C3.6 Command Support Team Responsibilities.

C3.6.1 Submit Conference Support Form to CFE and cc: Defense Information Technology Contracting Organization (DITCO) Chief requesting approval for use of appropriated funds or a conference fee.

C3.6.2 Prepare/maintain Command Brief and script.

C3.6.3 Work closely with the VSC in coordinating arrangements for visitors/events.

C3.6.4 Provide guidance on visits and protocol requirements as requested (review agendas and briefs).

C3.6.5 Coordinate media coverage for conference (if applicable).

C3.6.6 Update and maintain this instruction, Procedures for conducting Visits, Conferences, and Ceremonies.

C3.6.7 Review/staff briefings,…