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SMG 2123.1

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

EXTERNAL RELATIONS

RECOGNITION OF EMPLOYEE GROUPS AND USE OF FDA FACILITIES FOR MEETINGS FOR NON-OFFICIAL PURPOSES

Transmittal Number 72-21 -- Date: 04/03/1972

[PDF Version]

 1. Purpose
 2. References
 3. Definitions
 4. Recognition of Employee Groups
 5. Requests for Use of FDA Facilities
 6. Requests for Use of Conference Facilities Located on the third Floor of the Parklawn Building
 

Attachment A - Manual Circular - General Administration HEW 69.5 rev. 7/31/71, "Use of Department Facilities for Meetings for Non-Official Purposes"

1. PURPOSE 

This Guide established responsibilities and procedure concerning requests for recognition by FDA employee groups and requests by recognized employee groups or individual employees to utilize FDA facilities for meetings for non-official purposes.

2. REFERENCES 

A. Manual Circular - General Administration HEW 69.5 rev. 7/31/71, "Use of Department Facilities for Meetings for Non-Official Purposes" (See Attachment A of this Guide)

B. Staff Manual Guide FDA 1030.6, "Authority to Grant Recognition to Employee Groups"

C. Staff Manual Guide FDA 1030.7, "Authority to Approve the Use of FDA Facilities for Meetings for Non-Official Purposes"

3. DEFINITIONS 

Terms defined in Manual Circular - General Administration HEW 69.5 rev. apply to this Guide.

4. RECOGNITION OF EMPLOYEE GROUPS 

A. Employee Groups Located in the District of Columbia.

1. Organizational Head. The organizational head (e.g., Assistant Commissioner, Bureau Director) of the unit in which a request originates will:

a. Ensure that the request contains all information required by Manual Circular - General Administration HEW 69.5 rev. and that the group has been in existence at least three months.

b. Forward the request promptly to the Employee Relations Branch, DPM, Together with all pertinent correspondence.

2. Employee Relations Branch, DPM. The Employee Relations Branch will:

a. Review recognition requests and assist the Assistant Commissioner for Administration in developing the Agency recommendation to the Assistant Secretary for Administration and Management, DHEW.

b. Maintain records of requests for recognition and copies of all pertinent correspondence.

3. Assistant Commissioner for Administration. The Assistant Commissioner for Administration will:

a. Recommend approval or disapproval or recognition requests to the Assistant Secretary for Administration and Management, DHEW.

b. (Notify employee groups through organizational channels of Office of the Secretary action on request for recognition.

B. Employee Groups Located Outside the District of Columbia But Within the Washington, D.C., Metropolitan Area.

1. Organizational Head. The head of the organizational unit in which the request originates (e.g., Associate or Assistant Commissioner, OC Office Director, Bureau Director) will:

a. Ensure that the request contains all information required by Manual Circular - General Administration HEW 69.5 rev. and that the group has been in existence at least three months.

b. Forward the request will all pertinent correspondence and information to the Employee Relations Branch, DPM.

2. Employee Relations Branch. The ERB will:

a. Review requests for recognition and recommend their approval or disapproval to the Deputy Assistant Commissioner for Administration.

b. Maintain records of requests for recognition, notifications of approval and disapproval and or pertinent correspondence.

3. Deputy Assistant Commissioner for Administration. The Deputy Assistant Commissioner for Administration will:

a. Approve or disapprove requests for recognition.

b. Notify employee groups of approvals or disapprovals through organizational channels.

C. Employee Groups Located in the Field.

1. The official delegated authority by Staff Manual Guide FDA 1030.6 to approve requests for recognition will:

a. Ensure that a request contains all information required by Manual Circular - General Administration HEW 69.5 rev.

b. Consult with his servicing personnel office prior to issuing any notification of approval or disapproval.

c. Notify the employee group in writing of his approval or disapproval of a request. (d) Maintain records of all requests, notifications of approval and disapproval and of pertinent correspondence.

2. Servicing Personnel Office. The Servicing Personnel Office will advise and assist approving officials in the proper handling and disposition of requests for recognition by employee groups.

5. REQUESTS FOR USE OF FDA FACILITIES 

A. Requests for Use of Facilities Located in the District of Columbia.

1. Organizational Head. The organizational head (e.g., Assistant Commissioner, Bureau Director) of the unit in which a request originates will:

a. Ensure that the request is consistent with the provisions of Manual Circular - General Administration HEW 69.5 rev.

b. Forward the request and all pertinent information promptly to the Administrative Services Branch, DGS.

2. Administrative Services Branch, Division of General Services. The Administrative Services Branch will:

a. Review requests for use of facilities and assist the Assistant Commissioner for Administration in preparing the agency recommendation to the Assistant Secretary for Administrative and Management, DHEW.

b. Maintain records of requests for use of facilities and copies of all pertinent correspondence.

3. Assistant Commissioner for Administration. The Assistant Commissioner for Administration will:

a. Recommend approval or disapproval or recognition requests to the Assistant Secretary for Administration and Management, DHEW.

b. Notify employee groups or individual employees through organizational channels of Office of the Secretary action on requests.

B. Requests for Use of FDA Facilities Located Outside the District of Columbia.

1. Approving Official. The official who has been delegated authority to approve use of FDA facilities for meetings for non-official purposes by Staff Manual Guide FDA 1030.7 will:

a. Ensure that requests are consistent with the provisions of Manual Circular - General Administration HEW 69.5 rev.

b. Consult with the FDA administrative official or office which controls use of the space requested concerning its availability and any other matters pertinent to its use.

c. Notify the employee groups or individual employees in writing of approval or disapproval of requests. 

d. Maintain records of requests for use of facilities, notifications of approval and disapproval and of pertinent correspondence.

6. REQUESTS FOR USE OF CONFERENCE FACILITIES LOCATED ON THE THIRD FLOOR OF THE PARKLAWN BUILDING 

Use of the conference facilities located on the third floor of the Parklawn Building is controlled by the Office of Central Services, PHS. Employee groups or individual employees who request use of any of these facilities for meetings for non-official purposes should be referred to the Conference Control Unit, Office of Central Services.