(SI) Directives - Government Attic

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Requested date: Released date: Posted date: Titles of documents: Source of document:

56 Smithsonian Institution (SI) Directives, (current but dated 1972-2013)

10-September-2013

15-November-2013

09-December-2013

See following page

The Smithsonian Institution MRC 524 PO Box 37012 Washington DC 20013-7012 Fax: 202-633-7079

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SMITHSONIAN INSTITUTION DIRECTIVES and OFFICE MEMORANDA

SD or OM #

TITLE

106 CLAIMS FILED BY AND AGAINST THE SMITHSONIAN INSTITUTION

111 METRICATION

112 INTERNAL SMITHSONIAN ANNOUNCEMENTS

113 RESPONDING TO SUBPOENAS AND REQUESTS FOR EXPERT WITNESS SERVICES

115 MANAGEMENT CONTROLS

117 HOLIDAY STAFF PARTIES

119 PRIVACY BREACH NOTIFICATION POLICY

120 SCIENTIFIC DIVING POLICY

201 SABBATICAL YEAR PROGRAM

203 TEACHING AT UNIVERSITIES

205 RESEARCH ASSOCIATES

211 EARLY DISMISSALS OF EMPLOYEES FOR HOLIDAYS

218 DRUG AND ALCOHOL TESTING AND MEDICAL EXAMINATIONS FOR COMMERCIAL

DRIVERS 224 IDENTITY MANAGEMENT PROGRAM

304 GUIDELINES FOR ADMINISTERING INDIRECT COST (OVERHEAD) RATES AND CHARGES

305 ADMINISTRATIVE CONTROL OF FUNDS

312 TRAVEL

316 WAREHOUSE SUPPLIES, FORMS AND SERVICES

318 EXTERNALLY FUNDED SPONSORED PROJECTS

319 INCOMING INTERAGENCY AGREEMENTS AND TRANSFERS

320 COST-SHARING DOCUMENTATION ON SPONSORED PROJECT GRANTS AND

CONTRACTS 321 REVIEW AND SUBMISSION OF PROPOSALS FOR SPONSORED PROJECTS

322 CHARGE CARD PROGRAM

323 SMITHSONIAN INSTITUTION SPENDING POLICY FOR FEDERAL APPROPRIATIONS AND

TRUST FUNDS 324 SMITHSONIAN ENTERPRISES RETAIL REVENUE SHARING

401 IMPLEMENTATION HANDBOOK FOR USE OF FACILITIES FOR SPECIAL EVENTS AND

PUBLIC PROGRAMS

401 USE OF FACILITIES FOR SPECIAL EVENTS AND PUBLIC PROGRAMS

402 MAIL MANAGEMENT

405 DENYING PUBLIC ACCESS TO SMITHSONIAN PROPERTY

OM 781 PRINTING, DUPLICATING AND PHOTOGRAPHIC SERVICES

410 FACILITY CONSTRUCTION AND IMPROVEMENT PROJECTS

411 SMITHSONIAN INSTITUTION PARKING PROGRAM

414 SI ENERGY MANAGEMENT PROGRAM & WATER SUPPLY EMERGENCY PLAN

416 REAL ESTATE ASSET MANAGEMENT

420 SECURITY OPERATIONS AND POLICIES

422 SUSTAINABLE DESIGN OF SMITHSONIAN FACILITIES

500 SMITHSONIAN INSTITUTION LIBRARIES

501 ARCHIVES AND RECORDS OF THE SMITHSONIAN INSTITUTION

502 CELLULOSE NITRATE STILL PICTURE AND MOTION PICTURE FILM

503 MANAGEMENT OF ARCHIVES AND SPECIAL COLLECTIONS IN THE SMITHSONIAN INSTITUTION

OM 845 PROCUREMENT AND USE OF ARCHIVAL QUALITY ALKALINE PAPER FOR PERMANENT

RECORDS

910 SMITHSONIAN GENERAL RECORDS DISPOSITION SCHEDULES

610 COLLECTIONS MANAGEMENT

OM 777 OFFICE OF ELEMENTARY AND SECONDARY EDUCATION

603 EXHIBITION PLANNING

606 RESEARCH INVOLVING HUMAN SUBJECTS

607 RESPONSIBLE CONDUCT OF RESEARCH TRAINING

608 FINANCIAL CONFLICT OF INTEREST FOR NSF-, NIH-, AND PHS-SPONSORED PROJECTS

609 DIGITAL ASSET ACCESS AND USE

610 DIGITIZATION AND DIGITAL ASSET MANAGEMENT POLICY

OM 671 PROTOCOLS AND OTHER AGREEMENTS WITH FOREIGN GOVERNMENTS AND

INSTITUTIONS

OM 707 HANDLING OUTSIDE PERMISSION REQUESTS TO USE SMITHSONIAN IMAGES

OM 719 SMITHSONIAN POLICIES ON PUBLISHING BY THE INSTITUTION AND BY INDIVIDUAL

STAFF MEMBERS 813 PUBLIC INFORMATION PROGRAMS

814 SOCIAL MEDIA POLICY

OM 756 POLICIES AND PROCEDURES COVERING OPPS PHOTOGRAPHIC SALES AND THE

950 MANAGEMENT OF THE SMITHSONIAN WEB

DATE

August 29, 2011 March 5, 2008 June 22, 2011 July 24, 2012 July 23, 1996

August 18, 2011 June 24, 2010

January 18, 2012 May 30, 1972

December 9, 1995 June 7, 2001

November 18, 1992 March 27, 2013

December 7, 2011 April 24, 2006 May 2, 2013 May 13, 2013

August 2, 2010 February 6, 2013

May 2, 2013 November 29, 2011

June 24, 2010 August 7, 2012 February 14, 2012

April 23, 2013 March 2006

May 13, 2013 January 20, 2011

July 19, 2012 April 29, 1992 February 28, 2011 September 24, 2010 July 27, 2005 September 18, 2008 April 21, 2011 February 28, 2011

May 3, 2011 August 2, 1985

April 7, 2009 October 26, 2010

October 10, 1990

November 22, 1985 October 26, 2001

December 15, 1982 November 6, 2003 June 30, 2009 October 5, 2011 July 3, 2012 July 15, 2011 March 31, 2011 August 2, 2005

April 22, 1992 May 9, 1986

July 9, 1986 November 2, 2011

May 6, 1992 April 20, 2012

0 Smithsonian Institution

Office of General Counsel

November 15, 2013

VIA US MAIL

RE: Your Request for Smithsonian Records (request number 40695)

This responds to your request dated September 10, 2013, and received in this Office on September 12, 2013, for copies of certain Smithsonian Directives. The Smithsonian responds to requests for records in accordance with Smithsonian Directive 807 - Requests for Smithsonian Institution Information (SD 807) and applies a presumption of disclosure when processing such requests. The policy is posted on our website at si.edu/about/FOIA.

Enclosed is a CD that contains copies of the requested Smithsonian Directives, which total 918 pages. I have not included those out of date Directives we discussed by phone on November 8, 2013. Please note that Smithsonian Directive 813 is included, although it is no longer in use as it dates from 1986. All of the documents are appropriate for release without redaction and are provided in their entirety.

This concludes the Smithsonian's response to your request. Thank you for your interest in the Smithsonian.

Sincerely,

Jessica Sanet Assistant General Counsel

Enclosure

You have the right to appeal a partial or full denial of your request. Your appeal must be in writing, addressed to the Smithsonian Institution Office of General Counsel at the address below,

and made within sixty days from the date of this response letter. Your letter must explain your reason(s) for the appeal. The Smithsonian Under Secretary for Finance and Administration will decide your appeal and will respond to you in writing, specifying the reason(s) for granting or

denying the appeal.

Office of General Counsel

Smithsonian Institution Mail: P.O. Box 37012, MRC 012 ?Washington DC 20013-7012 Street: 1000 Jefferson Drive SW? Washington DC 20560-0012 Telephone: 202.633.5115 ?Fax: 202.357.4310

SMITHSONIAN DIRECTIVE 106, August 29, 2011

CLAIMS FILED BY AND AGAINST THE SMITHSONIAN INSTITUTION

I. Purpose

1

II. Policy

1

III. Scope

1

IV. Responsibilities

2

V. No Right of Action

2

VI. Definitions

2

VII. Claims Filed Against the Smithsonian 3

A. Claims Filed by Employees for

Damage to Personal Property

3

B. Claims Filed by the Public for

Personal Injury or Property Damage 6

VIII. Claims Filed or Asserted

by the Smithsonian Institution

8

A. When Claims May Be Filed

8

B. How Claims Are Asserted

8

C. Who Has Authority to Settle Claims 9

D. Who Is Responsible for Claims

10

Appendix: Waivers of Overpayments

I. Purpose

This directive provides general guidance about claims that employees and members of the public can file against the Smithsonian Institution (SI) for personal injury and property damage. It also provides general guidance about how the Smithsonian can assert civil claims against others who owe the Institution money or property.

II. Policy

The Smithsonian Institution will process claims filed by employees and members of the public, and will pursue claims against those who owe the Institution money or property, in a manner consistent with federal law and regulations.

III. Scope

This directive does not include:

Smithsonian Directive 106, 08/29/11

III. Scope (continued)

Complaints brought as a result of alleged violations of federal employment or labor laws. Refer to Smithsonian Directive (SD) 214, Equal Employment Opportunity Handbook, SD 212, Federal Personnel Handbook, and SD 213, Trust Personnel Handbook, for more information.

Complaints brought for damages other than personal injury and property damage (e.g., for copyright infringement or breach of contract), unless the outcome results in a debt that the Smithsonian is entitled to collect (see Section VIII, "Claims Filed or Asserted by the Smithsonian Institution," below).

Losses governed by SD 108, Insurance and Risk Management.

Employee claims for on-the-job injury or disease (Workers' Compensation). Refer to Chapters 810 in SDs 212 and 213, the Federal and Trust Personnel Handbooks, for more information.

Suspected violations of criminal law.

IV. Responsibilities

Unit responsibilities depend upon the type of claim. Refer to specific sections below for more information.

V. No Right of Action This directive is intended as general guidance; it does not create or confer any legal right of action.

VI. Definitions

Assert a Claim. Make a demand for money or property that is permitted by law.

Settle a Claim. Includes (but is not limited to) determining a claim's validity and paying or denying it in full or in part.

Employees. Those who work for and are compensated by the Smithsonian Institution, regardless of federal or trust status during work hours. Contractors are not employees.

2

VI. Definitions (continued)

VII. Claims Filed Against the Smithsonian

Smithsonian Directive 106, 08/29/11

Volunteers, Research Associates, and Interns. For the purpose of this directive, those who perform services on behalf of the Smithsonian Institution that are comparable to work performed by SI employees ordinarily are included within the term employees.

Members of the Public. Anyone other than an employee during work hours or a person considered an employee, as defined by and for the purpose of this directive. For example, an employee is a member of the public during his or her off-duty hours.

Contractors. Those who provide goods and services to the Smithsonian through purchase orders and contracts are considered members of the public for the purpose of this directive.

Fellows. Whether a Fellow is considered an employee or a member of the public depends on whether the work she or he was performing at the time of the loss was work performed for the Smithsonian or on an independent project. Refer to specific sections below for more information.

A. Claims Filed by Employees for Damage to Personal Property

1. Who Can File a Claim

An employee whose personal property becomes damaged or ruined while being used in the course of his or her employment may file a claim with the Office of General Counsel (OGC), asking the Smithsonian to reimburse him or her for the loss. A contractor is not eligible to file a claim. A Fellow is not eligible to file a claim unless the work that gave rise to the loss was being performed at the request of the Smithsonian.

2. How to File a Claim

Instructions and forms for filing a claim are located on the OGC website, through either or .

3

VII. Claims Filed Against the Smithsonian (continued)

Smithsonian Directive 106, 08/29/11

3. How Claims Are Processed

OGC will process and settle claims consistent with relevant law and regulation, including the following authorities:

The Military Personnel and Civilian Employees' Claims Act (MPCECA), 31 United States Code (U.S.C.) ?3721

Employees' Personal Property Claims, Office of Personnel Management (OPM), 5 Code of Federal Regulations (CFR) ?180, and other relevant parts from the Code of Federal Regulations

Principles of Federal Appropriations Law, OGC General Accounting Office, Chapter 12, Claims against the United States.

The Smithsonian has wide discretion to approve or deny claims; nonetheless, a claim must meet the following requirements in order for OGC to consider reimbursement:

(i) The employee's possession of the property was reasonable, useful, or proper under the circumstances and the loss or damage occurred within two years of filing the claim;

(ii) The employee can substantiate the loss and value of the property; and

(iii) The employee can demonstrate that the loss or damage occurred through no fault of the employee. (The employee need not demonstrate that the loss occurred through the fault of the Smithsonian Institution.)

OGC ordinarily will deny reimbursement under several circumstances, consistent with OPM regulations. Common bases for denials are:

4

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