3-8 - ADMINISTRATIVE CONSIDERATIONS3-8 - ADMINISTRATIVE CONSIDERATIONS
The following sections describe responsibilities of the RFDD and the Office of Partnerships. For commissioned Federal officials, the MOU should:
- Define the scope of an individual's commission.
- Determine who will conduct management review and the scope of the review.
- Submit reports to the House of Representatives and the Senate of the details of that year's accomplishments (see Subparagraph C, Section 314, of the BT Act).
The RFDD or designated official should:
- Ensure that the regional office has established a file on each commissioned state or local official within the region. This record shall include:
- Data on commission holder contained on the Basic Information from Candidate for an FDA Commission form (Exhibit 3-8).
- Official's CV, if the RFDD specifically requested that one be furnished (Exhibit 3-1).
- Signed Acceptance of Commission form (Exhibit 3-2).
- All correspondence including awards.
- Photocopies of pocket credential forms (Exhibit 3-4).
- One electronic (e.g., jpeg) color photograph of commission holder.
- Optional - Form FDA 2081: Commissioned Officer’s Record (Exhibit 3-12).
- Any other information relevant to the commission.
- Maintain a record of the annual validation of all pocket credentials issued in the region (Exhibit 3-13), send the Office of Partnerships copies of the validation forms, when requested, relevant information on the official (full name, pocket credential number (if any) or certificate only designation, state, agency, program area(s), and expiration date.
- Annually validate pocket credentials issued to state or local personnel to maintain strict accountability for FDA pocket credentials and to make sure that the list of pocket credential holders is up-to-date.
- Notify the appropriate district director or designee and the Office of Partnerships of the issuance of the commission.
- Electronically send the Office of Partnerships information for the national inventory maintained by that office.
- Periodically review each state or local commission to determine whether it should be renewed or revoked.
- Review the commissioned official's record approximately three (3) months prior to expiration of the commission.
- Send the Office of Partnerships a written decision to revoke a commission or to not renew a commission.
- Send an accounting letter (see Exhibit 3-14) to each State or local agency head, together with a form listing the members of that agency holding pocket credentials (Exhibit 3-13), and send the Office of Partnerships a copy.
- Notify the Office of Partnerships about the results of an assignment issued to a commissioned state or local official.
The Office of Partnerships should:
- Maintain a current national inventory of Federal, state, and local officials holding commissions issued by FDA and periodically review the inventory for accuracy.
- Notify the regional commissioning contact when commissions have expired, not been renewed, or if there are other issues.
- When a background investigation for a commission candidate is requested by an RFDD, the Office of Partnerships will contact Office of Security Operations.
- Notify the Regions of individuals who fail to return the background investigation.
- Notify the FBI of unreturned state or local commissioned official's pocket credentials after two month period.
- Provide copies of commissioning forms if needed, upon request.
- Facilitate resolution of matters arising about conflict of interest, confidentiality, legal restriction, and other areas related to the commissioning process, and notify appropriate agency personnel.
- Facilitate the signing of letters by the Commissioner, and other headquarters management regarding commissioning of state or local officials.
- Stop subscriptions and routine mailings of information to an individual whose commission will not be renewed or has been revoked, and close the file.