International Programs Security Handbook: Appendix P

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APPENDIX P

INTERNATIONAL VISITS

MULTINATIONAL INDUSTRIAL SECURITY WORKING GROUP

15 June 1989 MISWG DOCUMENT Number 7

(amended 25 Jun 1993)

INTERNATIONAL VISIT PROCEDURES

Introduction

The attached procedures have been approved by the MISWG for visits by both government and contractor personnel. The MISWG member nations also have agreed to include the procedures in their national regulations that govern international visits.

This document describes the complete instructions on International Visit Procedures and contains the following subjects.

SECTION I: Standard procedures for one time and recurring visits.

SECTION II: Procedure for Emergency Visits.

ANNEX 1: Standard Request For Visit Format.

Appendix A: Instructions for the use and completion of a Request for Visit.

Appendix B: Sample RFV format (and annexes thereto).

Appendix C: Number of characters for each data element of the RFV format.

SECTION I

STANDARD PROCEDURE FOR ONE TIME AND RECURRING VISITS

1. Types of Visits. There are two types of international visits; they are defined below:

a. One Time Visits. A single visit (normally less than 30 days) for a specified purpose. A one time visit may also be for a longer period of time, normally for up to one year.

b. Recurring Visit. Visits over a specified period of time not covered by (a) above, normally for up to one year or for the duration of a government approved programme, project, or contract, including a government approved license, that require participating personnel to make intermittent (recurring) visits to government agencies or industrial facilities of the other country or countries that are involved in the programme, project, or contract. Visits covering a period of more than one year will be subject to annual review, unless otherwise arranged by the participating countries' NSA/DSA.

2. Use of the standard RFV format

a. For both One Time and Recurring visits the standard RFV format (Annex 1 to this document) should be used.

b. This RFV format has been designed for automated as well as manual use. It is therefore essential that the "Detailed Instructions for Completion of the RFV" be used to fill in each data element. To fulfill this requirement it is advised that Annex 1, as a whole, be used as a "hand-out" to the visitor through the security officer of the agency or facility. Furthermore, it is advisable to translate the General and Detailed Instructions for the use and completion of the RFV (Annex 1) in the language of the user.

3. Lead time

a. The following table gives the number of working days prior to the date of the one time visit, or the date of the first recurring visit, that the request should be in the possession of the receiving NSA/DSA.

Belgium BE 14

Canada CA 20

Denmark DA 07

France FR 25

Germany GE 20

Greece GR 20

Italy IT 20 (working days)

Luxembourg LU 14

Netherlands NL 10

Norway NO 20

Portugal PO 15

Spain SP 20

Turkey TU 25

United Kingdom UK 15

United States of America US 21

b. The lead-times as mentioned above should not be confused with the "Submitting Terms" as mentioned in the "General Instructions," point 1.4. of Annex 1. That table gives the requesting visitor, agency, or facility an indication of the number of working days prior to the visit(s) that the request should be in the possession of the requesting NSA/DSA. In the case of recurring visits that have already been approved by the NSA/DSAs, advance notification to the host site is required before each actual visit.

4. Amendments

a. Amendments to approved or pending one time and recurring visits are authorized, provided that the amendments are limited to:

(1) Dates of visit, or

(2) Addition or deletion of names.

b. The deletion of names will be reported immediately (formatless) to the requesting NSA/DSA, who will notify the receiving NSA/DSA. Other amendments will be accepted by the receiving NSA/DSA up to the number of working days prior to the approved or pending visit as follows:

BE: 09 GR: 10 PO: 07

CA: 10 IT: 07 SP: 08

DA: 05 LU: 09 TU: 10

FR: 05 NL: 05 UK: 05

GE: 10 NO: 10 US: 05

Such amendments should refer to the original requests that have already been approved by the NSAs/DSAs.

SECTION II

EMERGENCY VISIT PROCEDURES

1. Background. Unforseen situations may occur that do not permit the use of standard visit request procedures. Such unplanned or Emergency Visits should be arranged only in exceptional circumstances. If visits are properly planned at the beginning of bilateral and multinational government programmes or government approved contracts, and authorizations for recurring visits are obtained, the recurring visit authorizations should satisfy the majority of requirements for visits related to the programmes and contracts. To qualify as an "Emergency Visit" the following criteria must be met:

a. The proposed visit is related to an official government request for proposal/request for tender offer (e.g. submission of, or amendment to, a bid or proposal; attendance at pre-contract negotiations or bidder's conference), or

b. The visit is to be made in response to the invitation of a host

government official or host contractor official and is in connection with an official government project, programme, or contract, and

c. A programme, project, or contract opportunity will be placed in

jeopardy if the visit request is not approved.

2. Procedures

a. Emergency visit requests will be critically reviewed, fully justified and documented by the Security Officer of the requesting government agency or industrial facility. When the Security Officer is satisfied that the circumstances warrant an Emergency Visit, the Security Officer will contact a knowledgeable person at the government agency or industrial facility to be visited, directly by telephone or facsimile, to obtain tentative verbal agreement for the proposed visit. This normally should be accomplished three working days in advance. If tentative verbal agreement is provided to proceed with a visit request, the government agency or industrial facility to be visited (host facility) shall then immediately notify its NSA/DSA that an emergency visit request will be submitted by the government agency or industrial facility that wants to make the visit (requesting facility) and explain the reason for the emergency.

b. Following receipt of tentative verbal agreement from the host facility, the Security officer of the requesting facility will then send a message in the Request for Visit format (as in Annex 1 of this document) as follows:

(1) The message must be sent by priority precedence within 24 hours of the verbal agreement for the requested emergency visit to the NSA/DSA of the country to be visited, through the NSA/DSA of the originating country and the Security Officer of the facility to be visited. Any of those officials may deny the visit.

(2) The subject of the message will be:

EMERGENCY VISIT - (name of programme, project, or contract or request for proposal or tender offer)

The message must contain all of the information included in the RFV format. The name, telephone, and facsimile numbers of the person contacted pursuant to paragraph 2.a., above, will be placed in the Remarks section of the RFV.

(3) If the NSA/DSA of the host country approves the request, it will subsequently notify the Security Officer of the facility to be visited and the NSA/DSA of the requesting country of the approval. The host facility Security Officer will then notify the requesting facility Security Officer that the visit is approved or denied.

c. Emergency visit procedures shall not be used in lieu of standard visit request procedures. Therefore, each MISWG country will establish guidelines to ensure compliance with these procedures. When it becomes apparent that the procedures are being abused by personnel of another country, the NSA/DSA of that country will be notified/take action against the offender.

ANNEX 1

STANDARD REQUEST FOR VISIT FORMAT

The attached guidance contains the instructions for the use and completion of a Request for Visit (RFV) when a visit authorization is required by the receiving governments. This format standardizes the elements required for a RFV and places them in a logical order. The RFV format can be used for manual as well as automated processing.

It is advisable to use this annex as a "hand-out" to the visitor. The general principle of this RFV is that only one format will be used when a visit request is necessary.

When a visit involves access to information subject to government approval or when access to controlled areas is necessary, the visit request will be submitted by the visitor through the security officer, certifying/requesting NSA/DSA, and receiving NSA/DSA to the agency or facility to be visited.

The following appendices are contained in this annex:

Appendix A: Instructions for the use and completion of a Request for Visit.

Appendix B: Sample RFV format and annexes thereto.

Appendix C: Number of characters for each data element of the RFV format.

Appendix A to Annex 1 of Document No. 7

(as amended 11 Oct 91)

INSTRUCTION FOR THE USE AND COMPLETION OF A REQUEST FOR VISIT

1. GENERAL INSTRUCTIONS

1.1 The Request for Visit (RFV) is an important document and must be completed without misstatement or omission. Failure to provide all requested information will delay the processing of the request.

1.2 The RFV should be used for a "one-time" visit and/or "recurring visits" during a certain period of time not to exceed one year.

1.3 This RFV should be hand written in block letters or typed. Processing of the RFV in a PC is allowed provided that the original form and content are consistent.

1.4 Submitting Terms and Country Codes

The RFV should be in the possession of the requesting NSA/DSA the number of working days prior to the visit as follows:

Country to be visited 2 letter-code Workings days *

Belgium BE ..

Canada CA ..

Denmark DA ..

France FR ..

Germany GE ..

Greece GR ..

Italy IT ..

Luxembourg LU ..

Netherlands NL ..

Norway NO ..

Portugal PO ..

Spain SP ..

Turkey TU ..

United Kingdom UK ..

United States of America US ..

1.5 The completed RFV should be sent to the following national agency/address that will process the request: (* to be inserted by issuing NSA/DSA)

name of agency: ..............................) *

address: ..............................)

..............................)

telefax no.: ..............................)

DETAILED INSTRUCTIONS FOR COMPLETION OF REQUEST FOR VISIT

These detailed instructions are guidance for the visitors who complete the RFV in the case of one time visits or by the agency or facility security officer in case of recurring visits in the framework of approved programmes or projects. Since this RFV format is designed for manual as well as for automated use it is required that a corresponding distinction is made in the completion of some items. When this distinction is applicable reference is made in the text of the item under "Remark(s)".

Heading: In case of a manual application, mark the appropriate box in left and right column.

1. ADMINISTRATIVE DATA Do not fill in (to be completed by

requesting Embassy).

2. REQUESTING GOVERNMENT Mention full name and postal address;

AGENCY OR INDUSTRIAL include city, state, postal zone, as

FACILITY applicable.

3. GOVERNMENT AGENCY OR Mention full name and full address;

INDUSTRIAL FACILITY TO BE include city, state, postal zone,

VISITED telex or fax, telephone number. Mention the name and telephone number of your main point of contact or the person with whom you have made the appointment for the visit.

Remarks:

1) Mentioning the correct postal zone (zip-code) is very important because there can be different facilities of the same company.

2) In case of an automated application, only 1 agency or facility can be stated.

3) In case of a manual application, Annex 1 can be used when two or more agencies or facilities have to be visited in the framework of the same subject. When an Annex is used, item 3 should state: "SEE ANNEX 1, NUMBER OF AGENCIES/FACILITIES..." (state number of agencies/ facilities).

4. DATES OF VISIT Mention the actual date or period

(date-to-date) of the visit by "day- month-year." If applicable, place an Mention the actual date or period

month-year." If applicable, place an

alternate date or period in brackets.

5. TYPE OF VISIT Mark one item of each column as

indicated. Government initiative will be specified only if the visit is in support of an authorized government program, which must be fully described in item 8.

6. SUBJECT TO BE DISCUSSED/ Give a brief description of the

JUSTIFICATION subject(s) motivating the reason of visit. Do not use unexplained abbreviations.

Remarks:

1) In case of a recurring visit, this item should state "Recurring Visits" as the first words in the data element (e.g., Recurring Visits to discuss....)

2) It is strongly advised to repeat the subject to be discussed and or the justification of the visit in the language of the receiving country.

7. ANTICIPATED LEVEL OF Mention SECRET, CONFIDENTIAL,

CLASSIFIED INFORMATION TO RESTRICTED or UNCLASSIFIED

BE DISCUSSED as applicable.

8. IS THE VISIT PERTINENT TO Mark the appropriate line yes (Y) and specify the full name of the government project/programme, FMS- case etc., or request for proposal or tender offer using commonly used abbreviations only.

9. PARTICULARS OF VISITOR

NAME: Family name followed by first forename in full and middle initial(s)

DOB: Date of birth (day-month-year)

POB: Place of birth (city-state-country)

SC: Actual security clearance status; e.g., TS, S, C. Indicate NATO clearance if the visit is related to NATO business (e.g., NS)

ID-PP: Enter the number of identification card or passport, as required by host government.

NAT: Enter nationality and/or citizenship in 2-letter-code in accordance with the General Instructions paragraph 1.4.

POSITION: Mention the position the visitor holds in the organization (e.g., director, product manager, etc.)

COMPANY/

AGENCY: Mention the name of the government agency or industrial facility that the visitor represents (if different from item 2).

[Remark: When more than two visitors are involved in the visit, Annex 2 should be used. In that case, item no. 9 should state "SEE ANNEX 2, NUMBER OF VISITORS: ..." (state the number of visitors)].

10. THE SECURITY OFFICER OF This item requires the name and

THE REQUESTING AGENCY telephone number of the requesting agency/facility security officer.

11. CERTIFICATION OF SECURITY Do not fill in (to be completed

CLEARANCE by government certifying authority.)

Note for the certifying authority:

a. Mention name, address, and telephone number (can be preprinted).

b. This item should be signed and eventually stamped, as applicable.

c. If the certifying authority corresponds with the requesting National Security Authority enter: "See item 12."

Remark: Item 11 and 12 may be filled in by the appropriate official of the Embassy of the requesting country.

12. REQUESTING NATIONAL Do not fill in.

SECURITY AUTHORITY

Note for the requesting NSA:

a. Mention name, address, and telephone number (can be preprinted).

b. Sign and eventually stamp this item.

13. REMARKS

a. This item can be used for certain administrative requirements (e.g., proposed itinerary, request for hotel, and/or transportation).

b. This space is also available for the receiving NSA for processing; e.g., "no security objections," etc.

c. In case of an Emergency Visit, the name, telephone, and fax numbers of the knowledgeable person (Doc. 7, section II, point 2a) should be stated.

d. In case a special briefing is required, the type of briefing and the date that the briefing was given should be stated.

Appendix b to Annex 1

of MISWG doc. No. 7

REQUEST FOR VISIT

[ ] One time Annex(es)

[ ] Recurring [ ] Yes:

[ ] Emergency [ ] No:

ADMINISTRATIVE DATA

1. REQUESTOR: DATE: / /

TO: VISIT ID:

REQUESTING GOVERNMENT AGENCY OR INDUSTRIAL FACILITY

2. NAME:

POSTAL ADDRESS:

TELEX/FAX NR. : TELEPHONE NR.:

GOVERNMENT AGENCY OR INDUSTRIAL FACILITY TO BE VISITED

3. NAME:

ADDRESS:

TELEX/FAX NR.: TELEPHONE NR.:

POINT OF CONTACT:

4. DATES OF VISIT: / / TO / / ( / / TO / / )

5. TYPE OF VISIT: (SELECT ONE FROM EACH COLUMN)

( ) GOVERNMENT INITIATIVE ( ) INITIATED BY REQUESTING AGENCY OR

FACILITY

( ) COMMERCIAL INITIATIVE ( ) BY INVITATION OF THE FACILITY TO BE

VISITED

6. SUBJECT TO BE DISCUSSED/JUSTIFICATION

7. ANTICIPATED LEVEL OF CLASSIFIED INFORMATION TO BE INVOLVED:

8. IS THE VISIT PERTINENT TO: SPECIFY:

(Y )

A SPECIFIC EQUIPMENT OR WEAPON SYSTEM ( )

FOREIGN MILITARY SALES OR EXPORT LICENSE ( )

A PROGRAMME OR AGREEMENT ( )

A DEFENSE ACQUISITION PROCESS ( )

OTHER ( )

REQUEST FOR VISIT (CONTINUATION)

VISIT ID NUMBER:

9. PARTICULARS OF VISITORS

NAME:

DATE OF BIRTH: / /

PLACE OF BIRTH:

SECURITY CLEARANCE:

ID/PP NUMBER:

NATIONALITY:

POSITION:

COMPANY/AGENCY:

NAME:

DATE OF BIRTH: / /

PLACE OF BIRTH:

SECURITY CLEARANCE:

ID/PP NUMBER:

NATIONALITY:

POSITION:

COMPANY/AGENCY:

10. THE SECURITY OFFICER OF THE REQUESTING GOVERNMENT AGENCY OR INDUSTRIAL FACILITY

NAME: TELEPHONE NR:

SIGNATURE:

11. CERTIFICATION OF SECURITY CLEARANCE

NAME: STAMP

ADDRESS:

TELEPHONE:(optional)

SIGNATURE:

12. REQUESTING NATIONAL SECURITY AUTHORITY

NAME: STAMP

ADDRESS:

TELEPHONE:(optional)

SIGNATURE:

13. REMARKS

Reference: RFV format, point 3. Annex 1

to RFV format

GOVERNMENT AGENCY OR INDUSTRIAL FACILITY TO BE VISITED

1. NAME:

ADDRESS:

TELEX/FAX NR.: