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 |
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SERVICE: Provides parking spaces based on requests received from NASA Headquarters civil servant permanent employees throughout the year. Permits are revalidated annually. Calls for applications are distributed in the form of a Special Announcement to all employees.
PROCEDURE: To apply for a parking space, submit an NHQ Form 43, "Application for Headquarters Parking Space," to the contact listed below. To locate an existing carpool, telephone the contact below.
CONTACT: Headquarters Facilities Management and Security Branch, Code CFS, HQ, Room lC65, (202) 358-0106, Fax (202) 358-3090.
PASSPORTS
SERVICE: Arranges for official passports for NASA personnel.
PROCEDURE: Employees wishing to obtain a new passport must submit a completed DSP-11, "Application for Passport Registration," along with two recent (within the past 6 months) passport-sized (2" x 2") photographs and an original copy of the traveler's birth certificate (with an embossed certification) or an old passport. As it normally takes 4 weeks for the State Department to process these requests, they should be submitted at least 5 weeks prior to the expected travel date.
Employees wishing to renew a passport issued within the last 12 years, must complete a DSP Form 82 and submit it along with two photographs and the old signed passport to the office below. Passports older than 12 years must follow new passport procedures.
CONTACT: Headquarters Facilities Management and Security Branch, Code CFS, HQ, Room 1B83, (202) 358-0009 or 358-0184, Fax (202) 358-3090.
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SERVICE: The NHQ Form 61, "Time and Attendance Report," is a pay voucher providing the Headquarters Payroll Office with an official record of the type of time worked and the type of leave used to compute the number of hours for compensation.
PROCEDURE: The authorized certifying officers for Time and Attendance Reports are responsible for certifying that Reports are accurate and complete. Reports must show the number of hours for which employee is eligible to be paid, any overtime, comp-time or credit hours worked and type of leave and number of hours used.
Records must be signed by the authorized certifying officer and submitted to the Headquarters Payroll Office by 9 am. on the last Friday of the pay period and in case of holidays, on the last Thursday of the pay period.
Pay periods, pay days, and leave accrual schedules are made available at the beginning of each leave year and may be picked up from the Payroll Office.
CONTACT: Payroll Office, Code CF-3, HQ, Room 4R39, (202) 358-1051.
PERFORMANCE MANAGEMENT AND APPRAISAL
The purpose of performance management is to ensure that performance appraisals of employees are used as a tool for executing basic management and supervisory responsibilities by:
(1) communicating and clarifying the organizational goals and objectives;
(2) identifying individual accountability for the accomplishment of organization goals and objectives;
(3) evaluating and improving individual and organizational accomplishments; and
(4) using the results of performance appraisal for determining performance awards, training, reassigning, promoting, reducing in grade, retaining, and removing employees.
Performance plan - the aggregation of all of an employee's
written critical elements and performance standards.
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Performance standard - a written statement established by management, which describes, as a minimum, the expressed measure of performance at the "Meets" level for each critical element of a position.
Performance review (mid-term review) - a review of the employee's progress toward achieving the performance standards or changing the performance standard if necessary. It is not considered a rating of record or summary rating.
Appraisal - the process of reviewing and evaluating the performance of an employee against the described performance standards.
Rating of record - the summary rating given at the end of the appraisal cycle.
Appraisal disagreements - an employee who disagrees with his or her rating of record may request reconsideration by the rating or reviewing official. A reconsideration request must be made no later than 15 days after the employee is given a copy of the completed rating of record.
Performance awards - the purpose of performance awards is to motivate employees by recognizing and rewarding those who attain high levels of performance. In addition to the regular performance award that may be given to employee, an employee may also be given a quality step increase (QSI). Note: An award is not an entitlement; management does not have to nominate or grant an award based on performance.
Within-grade increase (WGI) - will be granted only to an employee who is performing at an acceptable level of competence (ALOC). ALOC is defined as "Meets Expectations" performance by an employee of the duties and responsibilities of his or her assigned position. Failure to attain or maintain an ALOC warrants denial of a WGI.
Performance-based action - when an employee has been assessed as "Fails to Meet Expectations," management has to initiate one of three actions: reassignment, demotion, or removal. The employee is given an opportunity period within which to improve his or her performance prior to a performance-based action.
Corrective action - if performance is at the "Fails to Meet Expectation" level, management must initiate corrective action (for example, reassignment, reduction in grade, or removal), but only after affording the employee a reasonable opportunity to demonstrate acceptable performance.
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Opportunity period to improve performance - when an employee's performance is assessed as "Fails to Meet Expectations," he or she will be given time (usually 90 days) within which to raise the performance to the "Meets Expectations" level.
SERVICE: The Headquarters Human Resources Management Division provides advice, counseling, and assistance to supervisors, managers, and employees on performance management and performance appraisals.
PROCEDURE. Performance-based actions are taken under 5 CFR 432.
CONTACT: For questions regarding performance management and appraisals, contact your Personnel Management Specialist, Headquarters Human Resources Management Division, Room 6J79, Code CP. Call (202) 358-1543 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.
PERSONNEL CEILING CONTROL, HEADQUARTERS
SERVICE: Provides support to NASA Headquarters management in areas dealing with the distribution and control of the civil service work force. Provides staff recommendations governing the disposition of appointment categories, skill mix, and other aspects of position and organization management. Plans and monitors the phasing of full-time equivalent (FTE) usage.
PROCEDURE: Organizational ceilings are established and amended under the authority of the Associate Administrator for Human Resources and Education. The availability of full-time permanent billets is prescribed by the approved NASA budget. Changes to or within other categories (e.g., part-time permanent employees, Presidential Management Interns, etc.) are based on staff need. Requests to change organizational staffing levels or composition should be directed to FMM/Chief, Management Support Branch.
CONTACT: Work Force Analyst, Code FM, HQ, Room 4U80, (202)
358-2215. For Code W, contact the Personnel Officer, HQ, Room 8V69,
(202) 358-2590 or 358-2584.
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SERVICE: The Headquarters Human Resources Management Division is responsible for the security and maintenance of the Official Personnel Folder on each employee of NASA Headquarters. Actions documented in Official Personnel Folders include: employment status, updates of personnel records, calculations of service computation dates, pay, leave earning category, insurance selection and beneficiaries, awards, performance ratings, and training.
PROCEDURE: Employees may review the contents of their Official Personnel Folders by calling 358-1543 to schedule a review date. Employee must show their NASA Headquarters identification badges. Employees may review only their own file. The information in the files is protected from unauthorized disclosure by the Privacy Act. Release of information to other than the employee, Inspector General investigators, FBI, or the Office of Personnel Management is authorized upon presentation of appropriate credentials and explanation of official reason for information request.
CONTACT: Headquarters Human Resources Management Division, Code CP, HQ, Room 6J79, (202) 358-4655. Code W employees contact your Personnel Officer, HQ, Room 8V69, (202) 358-2590 or 358-2584.
PERSONNEL RELIABILITY PROGRAM
SERVICE: The Headquarters Human Resources
Management Division administers the Personnel Reliability program to review
and approve code requests to permit Headquarters employees to be authorized
unescorted access to NASA's mission-critical areas (launch sites, flight
control and communications computer rooms, etc.). The employees' backgrounds
are reviewed by representatives from security, personnel, medical, and
the investigative services for issues involving personal characteristics
which could compromise the security of mission-critical areas. Once the
employee is approved for access, the Headquarters Human Resources Management
Division provides notice to Center Security Offices regarding the employees'
reliability for unescorted access.
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PROCEDURE: Officials-in-Charge must submit a written request for approval of employees to enter the Personnel Reliability Program to the Headquarters Human Resources Management Division. Each request must provide the name, grade and position of the employee; the location and purpose of the employee's access; the duties to be performed; the duration of the duties; and the name of the supervisor to whom the employee reports. Confirmation of approval for access will be provided to the Official-in-Charge and to the supervisor and employee.
CONTACT: Personnel Reliability Program Officer, Code CP, HQ, Room 6H72, (202) 358-1554.
PHOTOGRAPHIC SERVICE
SERVICE: Develops color or black and white prints from negatives, reprints, and fabrication of 35mm and 3 1/2" x 4" slides through an outside contractor.
PROCEDURE: Submit NHQ Form 233A, "Request for Photography," (located on Perform Filler), when requesting photoprocessing/printing. Discuss complex or unusual requirements with a customer service representative. All photography requests are submitted to the contact listed below. A 5-7 working day is required.
CONTACT: Headquarters Printing and Design Office, Code CFP, HQ, Room CL78, (202) 358-0630.
PHYSICAL EXAMINATION PROCEDURES
SERVICE: All permanent civil service NASA employees working 30 hours or more per week are given the opportunity to participate in the physical examination program. Physical examinations are offered annually on a voluntary basis.
PROCEDURE: Employees are notified, during their birth month, by the Headquarters Health Unit for the scheduling of their appointments. If for any reason the appointment cannot be kept, please call the Health Unit to cancel.
CONTACT: Headquarters Health Unit, Code CP-3, HQ, Room
CD70, (202) 358-2600.
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SERVICE: Posts notices (retirement announcements, awards ceremonies, training school schedules, etc.) and displays exhibits in the public areas of NASA-occupied facilities.
PROCEDURE: The code must submit a completed NASA Form 217, "HQ Exhibit/Display Request," to the Headquarters Facilities Management and Security Branch, Code CFS for review and approval. Code CFS requires submission of NASA Form 217 at least 15 days prior to the requested posting/activity date.
CONTACT: Headquarters Facilities Management and Security Branch, Code CFS, HQ, Room 1C42, (202) 358-0209 or (202) 358-0206, Fax (202) 358-3090.
PRESIDENTIAL MANAGEMENT INTERN (PMI) PROGRAM
SERVICE: The Headquarters Human Resources Management Division administers a Presidential Management Intern (PMI) program established by Presidential Executive Order #12008 in 1977. It offers a special means of entry into the Federal service for graduate degree recipients who have demonstrated an interest in the management or analysis of public policies and programs.
PROCEDURE: To participate in the PMI Program, candidates must be nominated by the dean, director, or chairperson of a Graduate Study Program. The competitive nomination is devised by each school. Selections are based on abilities, knowledge, and skills, after fair and open competition.
To be nominated by a school, a graduate student must:
(1) be a United States Citizen;
(2) have received, or be scheduled to receive, a graduate degree in one of a variety of academic disciplines in the current academic year, and;
(3) have shown academic excellence.
CONTACT: Presidential Management Intern Program Manager, Headquarters Human Resources Management Division, Code CP, HQ, Room 6F82, (202) 358-1558. Code W employees contact your Personnel Officer, HQ, Room 8V69, (202) 358-2590 or 358-2584.
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SERVICE: Provides complete technical advice in pre-design, layout, scheduling and cost estimating on all printing and in-house duplicating services, for NASA Headquarters and NASA-wide as required; maintains liaison with the Government Printing Office and contract printers. Provides initial distribution to NASA centers and Domestic mail. Larger distributions will be made by the existing printing contractors. All outside mail requirements must have preapproval by the Headquarters Mail Manager.
PROCEDURE: Submit a completed and signed NHQ Form 51, "Printing and Reproduction Requisition" with a clean original, camera-ready copy, or electronic version, NHQ Form 69, "Distribution List" or NHQ Form 69A, "Supplemental Distribution List" or labels approved by the Headquarters Mail Manager with the NHQ Form 51 to the Printing and Design Branch Customer Service Unit. Refer to the Printing and Design Homepage for turnaround time and further information at: http://www.hq.nasa.gov/office/codec/PandD.
CONTACT: Headquarters Printing and Design Office, Code CFP, HQ, Room CL78 (Printing) and CF37 (Duplicating), (202) 358-0630.
PROCUREMENT REQUEST (PR) CERTIFICATION
SERVICE: The Headquarters Accounting Division Certifying Officer, reviews and approves all Procurement Requests (PR Form 163) for fund availability.
PROCEDURE: The program office initiator prepares the procurement request (Form 163). This form is routed through the electronic PR system to the reviewer, COTR and approving official for their electronic signatures. All PR's with fund source 41 through 43 are also routed to the budget office for their review and approval. All other fund sources are forwarded directly to Headquarters Accounting Office. This process must take place before any PR's can be approved by accounting. The accounting office must then review and approve all appropriation data associated with the description for services on the PR. If all data associated with PR is correct, the PR if forwarded to the Headquarters Acquisition Division (Procurement) for negotiations. All PR's that are not approved are forwarded back through the electronic PR system for correction to the last reviewer of the PR form.
CONTACT: Resources, Reimbursable
& Reporting Team (HAD), GSFC, Code 155.1, Room 280, Denise C. Brown
Team Lead, (301) 286-6122, Tonya Jones, (301) 286-6125, Fax (301) 286-0263.
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SERVICE: The Headquarters Program Review Center, located in Room 9H40, is intended primarily for presentations to the Administrator and Deputy Administrator. Use of this Center includes, but is not limited to, Senior Management Working Sessions involving the Office of the Administrator, and program briefings to Congressional Committee members and staff. Headquarters Officials-in-Charge may request to use the Center for other significant meetings. Such requests will be scheduled on a noninterference basis with the previously noted meetings.
The Center has a seating capacity of 65 and is equipped with 3-screen, multi-media projection presentation systems.
PROCEDURE: Contact Audio-Visual Support Services.
CONTACT: Headquarters Facilities Management and Security Branch, Audio-Visual Support Services, Code CFS, HQ, Room 1V63, (202) 358-0037, Fax (202) 358-3269.
PROPERTY MANAGEMENT
SERVICE: Processes transactions concerning controlled equipment, and provides advice on equipment control to users, property custodians, and managers.
PROCEDURE: To update the Headquarters NEMS database, property custodians submit a completed NASA Form 1602, "NEMS Transaction Document," to the Property Clerk. Personnel with questions related to equipment control and procedures should contact the NEMS Control Group. For procedures related to removing property from the HQ building, for completing Property Survey Reports, etc., contact your code property custodian or reference the NASA Headquarters Property Custodian Users Guide.
CONTACT: Property Clerk: Goddard Space Flight Center, Equipment and Disposal Management Branch, Code 239, NASA HQ Receiving Area, Room 1041, (202) 358-2231, Fax (202) 358-3724. NEMS Control Group: Equipment and Disposal Management Branch, Code 239, (301) 286-3641, Fax (301) 286-1740.
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