FOREIGN VISITORS
Sections
14.03.04 Delegation of Authority
14.03.06 Procedures for Regular Visitors
14.03.07 Visitors for Whom Special Clearances and
Procedures are Required
14.03.01
PURPOSE
This subchapter describes the procedures to be followed when inviting
foreign nationals to visit NIST, making arrangements for such visitors,
and preparing required reports.
14.03.02
SCOPE
The provisions of this subchapter apply to NIST-Gaithersburg and NIST-Boulder.
14.03.03
POLICY
It is NIST's policy that the Office of International and Academic Affairs
(OIAA) be informed in advance of visits by foreign nationals. This policy
ensures NIST compliance with security and other requirements of the Department
of Commerce and the Department of State.
14.03.04
DELEGATION OF AUTHORITY
The NIST Director has delegated to the Director for International and
Academic Affairs the authority to receive notices of visits to NIST of
individuals from foreign countries. The Director for International and
Academic Affairs keeps the NIST Director informed of visits determined
to be of special interest.
14.03.05
RESPONSIBILITIES
a. The Office of International and Academic Affairs (at Boulder, the
Executive Office, NIST-Boulder Laboratories in cooperation with OIAA) serves
as the reception center for foreign visitors, especially those who have
had no prior contact with NIST employees; ensures that external protocol
requirements are met; and assists visitors with arrangements as required.
b. When permission is required for NIST employees to invite a foreign national to NIST because of security or diplomatic procedures of the Department of State or another agency, OIAA obtains the necessary permission.
c. Except where responsibility is assumed by another organizational
unit, OIAA has the lead responsibility for ensuring the coordination of
all elements associated with the visit.
14.03.06
PROCEDURES FOR REGULAR VISITORS
a. With the exceptions listed in Section 14.03.07, NIST employees may
invite foreign visitors to NIST and make arrangements for their contacts
here, requesting assistance from OIAA if necessary.
b. The original Form NIST-1260, Report of Foreign Visitor(s) and/or Lecturer(s), must be sent to OIAA prior to the visitors arrival. At Boulder, the original Form NIST-1260 is sent to the Executive Office, NIST-Boulder Laboratories. The Executive Office forwards Form NIST-1260 to OIAA. This form is used for OIAA records.
c. If the visit is later modified or visitors came other than those
listed on the original NIST-1260, a copy of the form should be submitted
to OIAA after the visit, with the corrected information about the visit
in the space provided at the bottom of the form. Otherwise, confirmation
that the visit took place or notification that it was cancelled can be
made by telephone. (At Boulder, the host organizational unit confirms any
changes with the Executive Office.)
14.03.07
VISITORS FOR WHOM SPECIAL CLEARANCE AND PROCEDURES ARE REQUIRED
Pursuant to Admin Manual Subchapter 5.21.03, it is NIST policy that
no access be permitted to NIST laboratory facilities by nationals of countries
which have been designated as State Sponsors of Terrorism by the United
States Department of State and that those individuals will be prohibited
from appointments as NIST Associates. However, these foreign nationals
may attend conferences and meetings in the NIST auditoriums with the prior
approval of the Office of Security and the NIST Deputy Director.
As of May 1, 2005, these countries are: Cuba, Iran, Libya, North Korea,
Sudan, and Syria. For the most current list of countries that have
been designated as State Sponsors of Terrorism by the United States Department
of State, please contact the Office of International and Academic Affairs.
a. Invitations to Visit - Prior approval is required before an invitation to visit NIST may be extended to visitors from the list of countries identified above When planning an invitation, if additional information is needed, please consult OIAA.
b. Procedures for Receiving Visitors from Sensitive Countries - OIAA has been advised by the NIST Office of Security that NIST must follow certain procedures when hosting a visitor from a sensitive country (Iran, Cuba, Syria, Sudan, Libya, North Korea). This procedure must be followed for all visitors from the countries listed above. A memorandum for approval addressed to the Office of Security, Department of Commerce through the NIST Office of International and Academic Affairs and NIST Office of Security must include the following:
• full name (as it appears on passport)
• social security number (if any)
• passport and visa number
• date of birth and place of birth
• citizenship
• current employer (name, organization, and address)
• purpose of visit
• area of discussion (classified, sensitive, proprietary, or export
control)
• sensitive equipment (if any)
The memorandum must be received in DoC Security at least 30 days prior to the proposed visit. NIST Office of Security will contact requestor and OIAA of approval. If approval is granted, a NIST-1260 must also be completed and submitted to the Office of International and Academic Affairs through the OU Office (at Boulder, through the Executive Office). The NIST primary sponsor(s) must receive a defense counterintelligence briefing from their supporting Security Office prior to the visit.
c. Conduct of the Visit - Visitors from the countries listed above must be escorted at all times while at NIST, either by the employee who extended the invitation or by another assigned employee.
d. Conference Attendees and Informal Visitors - The procedures outlined in this section apply also to conferences held at NIST even when NIST hosts such conferences on behalf of other organizations. The NIST employee who initially extended the invitation for the conference is responsible for ensuring conformance with these procedures. OIAA must be notified immediately of visitors from the countries listed above who register for conferences at NIST or who come to NIST without previous notification of their visit.