NASA Headquarters' DirectivesEffective Date: June 22, 1999
Expiration Date: none
Responsible Office: C
| NASA Headquarters' Directives |
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| HQPR 1590.1A Effective Date: June 22, 1999 Expiration Date: none Responsible Office: C |
Headquarters Operations Services Guide |
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SERVICE: The Headquarters Human Resources Management Division administers the labor relations program. The Labor Relations Officer is the principal advisor to senior management and to the Personnel Officer on all labor relations matters, and serves as the point-of-contact for communications with Union representatives. The Union, NASA Headquarters Professional Association, International Federation of Professional Technicians and Engineers represents approximately 150 full-time Aerospace Technologies (AST's) in NASA Class codes 200, 700, and 900, except SES and employees in excepted positions, management officials and supervisors.
PROCEDURE: In order to avoid litigation and possible reversal of actions, management officials and supervisors must contact the Labor Relations Officer immediately for advice before developing or implementing any plans or procedures that change personnel policies, practices, or working conditions of AST's or before meeting with an AST on a grievance. Any discussion with Union representatives must be conducted with the direct involvement of the Headquarters Labor Relations Officer to ensure compliance with rights and obligations prescribed under the Federal Labor Statue and the existing Management/Labor negotiated agreement.
CONTACT: The Headquarters Labor Relations Officer, Code CP, HQ, Room 6E80, (202) 358-1562.
LAPTOP LOANER PROGRAM SERVICES (see Service Center)
LEAVE ADMINISTRATION, EMPLOYEE
SERVICE: Employees are responsible for scheduling and using annual leave so that it will not be forfeited. Supervisors should ensure that an employee does not lose his or her annual leave at the end of the leave year. The leave year starts on the first pay period of the calendar year and ends on the first pay period of the next year.
Leave is an entitlement, but the employee must get the supervisor's permission before taking any kind of leave-annual, sick, court leave, military leave, leave without pay, or excused absence. If the workload of the office requires the employee's presence at the office on the date(s) requested, a supervisor may deny the leave; however, the leave should be rescheduled for a later date.
PROCEDURE: Annual, sick (unless it is an emergency), court leave, military leave, and leave without pay should be scheduled in advance by the employee. Once approved by the supervisor, the employee cannot later be disciplined for taking the leave. Note that leave without pay is approved leave.
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Sick leave can be taken for personal illness, an injury or illness of a family member, a doctor's appointment, to make arrangements for or attend the funeral of a family member and to care for a dependent with a contagious disease. It cannot be taken by an employee in lieu of annual leave or leave without pay except under the provisions of the Family-Friendly Leave Act.
Advanced sick leave may be requested by the employee and concurred by the supervisor. The package which goes to the Human Resources Management Division (Code CP, Personnel Management Specialist) should have the following:
- The employee's SF 71 (leave request) showing the dates requested.
- A doctor's certificate in support of the illness.
- NHQ Form 186, "Request for Advance Sick Leave," signed by the employee and approved by the supervisor.
Military leave may be granted to reserve members of the Armed Forces or members of the National Guard whenever the employee is ordered to active duty or training. This leave must be supported by a set of military orders. The entitlement is up to 15 days of military leave during each fiscal year with a maximum accumulation of 30 days at any time during a fiscal year.
Court leave - an employee may be granted leave to go to Court to be a witness in a Federal, local, or state government case. An employee must take annual leave if he or she is called as a witness involving private citizens. Advice on particular situations is available by calling your Personnel Management Specialist.
Jury Duty
Employees may be excused with pay to serve in any court as a member of a jury. Applications for jury duty will be made on an SF 71 supported by a copy of the summons, subpoena, or court order. Employees may keep any payments for expenses issued by the court, such as mileage, but any fee for services must be remitted to the Payroll Office.
Excused absences without charge may be taken for: registering
to vote; voting; representing employee organizations; blood donations;
hazardous weather conditions (when determined by the Office of Personnel
Management); and attending official conferences or conventions.
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Absence without leave (AWOL) is leave that is not approved and may be the basis for subsequent disciplinary action.
Leave without pay (LWOP) - Supervisors may approve LWOP for up to 30 days. For LWOP over 30 days, a request (SF 52) must be submitted to the Personnel Office for approval and processing.
Restoration of excess annual leave in excess of the maximum carryover (240 hours) must be approved by the Associate Administrator for Headquarters Operations.
Brief period of absence or tardiness - unavoidable or necessary absence of less than 1 hour, or tardiness, may be excused; charged to compensatory time or annual leave; or charged to leave without pay. If the leave charged exceeds the period of absence or tardiness, the employee will not be required to work for any part of the leave period charged against the employee's account.
Absence for religious observance - NASA allows employees to observe established religious holy days of their faith; for example, Good Friday and Yom Kippur. Annual leave should be charged for this absence. However, an employee may elect to work compensatory overtime for the purpose of taking off on a religious holy day without charge to leave.
Funeral leave - excused absence can be given if the employee must be a pallbearer or member of an honorary guard in a funeral ceremony for a member of the Armed Forces whose remains are being returned from abroad for final interment in the United States; sick leave may be used to make arrangements for or attend the funeral of a family member.
Family leave is unpaid leave for up to 12 months for: (1) birth and care of a newborn-within one year following the birth; (2) adoption of a child or placement of a foster child-within one year of placement; (3) care for a seriously ill spouse, child or parent; or (4) serious illness of the employee that causes inability to perform job duties. You must be covered by the Federal leave system for 12 months and not be on a temporary or intermittent appointment.
Under the provisions of the Family-Friendly Leave Act, employees may use sick leave for the following:
1. To give care or otherwise attend to a family member having an illness, injury, or other condition which, if the employee had such a condition, would justify the use of sick leave by the employee.
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2. For purposes relating to the death of a family member, including making arrangements for or attending the funeral of the family member.
Sick leave used for the purposes listed above may not exceed: 40 hours in any year, plus up to an additional 64 hours in any year, but only if this does not cause the amount of sick leave to the employee's credit to fall below 80 hours.
The above limitations will be proportional for part-time employees and/or employees with uncommon tours of duty.
Leave accounting - leave will be taken in increments of a 1/4 hour.
CONTACT: For questions regarding leave administration and the approval process, contact your Personnel Management Specialist. The Headquarters Human Resources Management Division staff is located in HQ, Room 6G80, Code CP. Call (202) 358-1762 for the name and telephone number of the Personnel Management Specialist assigned to your code. For Code W, contact the Personnel Officer, HQ, Room 8V69, (202) 358-2590 or 358-2584.
LEAVE TRANSFER PROGRAM, VOLUNTARY
SERVICE: The Headquarters Human Resources Management Division administers a leave transfer program for Headquarters employees to donate or receive donations of annual leave to help offset the hardship resulting from medical or family medical emergencies when all available leave has been exhausted. The medical emergency must be of such duration that the employee expects to be in a leave without pay (LWOP) status for at least 3 days. Leave donors may donate a minimum of 8 hours of earned annual leave to the Leave Transfer Program.
PROCEDURE: Employees must request written approval to become a leave recipient under the Voluntary Leave Transfer Program, with their supervisor's concurrence, to the Headquarters Human Resources Management Division. The medical emergency must be described in specific detail; the expected duration of the emergency must be provided. Additionally, the employee must submit acceptable certification of the medical emergency from the attending physician.
Employees desiring to donate leave may submit a leave donation request form to the Headquarters Human Resources Management Division. Forms for both the leave donor and recipient are available through the code's administrative officer.
CONTACT: The Headquarters Voluntary Leave Transfer Program Coordinator, Code CP, HQ, Room 6G80, (202) 358-1762.
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LIBRARY
COLLECTIONS: The NASA Headquarters Library
collection consists of books, journals and audiovisual materials pertaining
to the National Aeronautics and Space Program. The collection includes
a sizable collection of NACA and NASA reports in hard copy and on microfiche,
as well as a comprehensive reference collection, and selected congressional
legislation affecting NASA. The Library also maintains special collections
on Management and Career Information. The Library participates in NASA
GALAXIE, an online catalog of books, journals, reports, and audio-visual
materials held by the NASA Libraries. The Library maintains a website with
links to NASA GALAXIE, RECONplus, NASA documents online, bibliographies,
and other resources. The Library also draws upon the resources of the area
libraries to provide timely delivery of materials not held in the NASA
collection. The Library encourages users to recommend additions to the
collection.
REFERENCE
& RESEARCH: The reference staff provides
quick answers and referrals to patron questions, assists users in accessing
Library resources, and assists NASA researchers in obtaining information
pertinent to their work. The Library provides weekly online search updates
on current topics upon request.
SERVICE: The Library provides RECONplus and commercial database searches for NASA employees and eligible contractors. Headquarters employees can also access NASA GALAXIE, RECONplus and other databases from their personal computers in their offices. Contact the Library for details and registration forms.
RESOURCES: The Library maintains a VCR, cassette tape player, photocopier, microfiche reader, Kurzweil reader, seven public access terminals, and two CD-ROM stations. Along with NASA GALAXIE and RECONplus, the Library also provides access to the Internet, and CD-ROM databases.
PROCEDURE: NASA Headquarters Civil Servants and Contractors may borrow books and audiovisual tapes or request interlibrary loan services. First time users must complete a registration form before taking any library materials. Registration forms are available at the circulation desk. Loan periods for materials are as follows:
Books - 30 days
Audio foreign language tapes - 30 days
All other audio-visual tapes - 14 days
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CONTACT: Contact the Library for all of
your information needs. Hours of operation are 7:30 a.m. to 5 p.m., Monday
through Friday. Access to the Library is unrestricted, with limited staff
assistance to non-NASA users.
In person - The Library is located in HQ, Room 1J20.By mail - Send correspondence to Mail Code CFS-3.
By e-mail - Send messages to Library@hq.nasa.gov.
On the Internet - Point your browser to
http://www.hq.nasa.gov/office/hqlibrary/By phone - Library (General) at (202) 358-0168.
- Reference Services at (202) 358-0180.
- Circulation Services at (202) 358-0167.
- Manager, Headquarters Library at (202) 358-0171.
- Interlibrary Loan at (202) 358-0174.
ACQUISITION: Each Code has been allocated
funds for the acquisition of published materials. These include subscriptions,
books, documents, journals, and other library-type related items. Submit
a NHQ Form 81, "Request for Office Equipment, Furniture, Services and Supplies,"
signed by your Code's Administrative Contact, to Code 210.1, for processing
of those materials that are not available for purchase with a credit card
in your Code. For further information contact the Code 210.1, Small Purchases,
(301) 286-5451.
LOCK AND KEY CONTROL
SERVICE: Provides lock and key service for Headquarters facilities.
PROCEDURE: When lock or key service is needed, send a memo to the Headquarters Facilities Manager and Security Branch. The memo should include the services required, a person to contact, and a phone number. The request will be completed within 3 working days, and usually that very day.
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When employees move within the building, office keys must be turned in to the locksmith. New office keys will be obtained and signed for, at the locksmith office. Keys to furniture should be left in the workstation for use by the next person. If keys to systems furniture are not available, call (202) 358-1242.
CONTACT: Headquarters Facilities Management and
Security Branch, Code CFS, HQ, Room 1D51, (202) 358-2416, Fax (202) 358-3090.
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