HHS Domain Name Waivers Guidance

Before You Apply:

Second-level dot gov domains (topic.gov) are reserved for:
1. Cross-government (federal inter-agency) Web sites supported by HHS
  - Do other federal agencies provide content for the site?
  - Is there a cross-agency coordinating body?
  - Is there a plan, commitment and resources in place to sustain the site (life cycle)?
2. Significant special White House/Presidential initiatives supported by HHS
  - Is the initiative supported by an Executive Order?
If your request does not meet either of the above criteria, a domain waiver will not be approved.
Waivers for non-.gov domains (.com, .org, .net, etc.) are restricted to:
1. Web sites developed in partnership or through grants or cooperative agreements with non-federal organizations
  - Are non-federal organizations directly involved?
  - Is there active participation by these organizations in the site development and/or management?
  - Do these organizations provide management and/or content for the site?
2. Sites seeking a “kids.us” domain
  - Is the content designed exclusively for use by children?
If your request does not meet either of the above criteria, a domain waiver will not be approved.
Before requesting a specific domain name, take the following steps:
- Avoid all acronyms. Acronyms are no longer allowed in domain names.
- Select a meaningful name specific to the topic of the site. Avoid broad general terms that could apply to many subjects. For example, diseases.gov is too broad; specificdisease.gov is better.
- Avoid names that appear to promote activities that HHS seeks to prevent. For example, alcoholabuse.gov is not acceptable; stopalcoholabuse.gov is better.
- Research the name you are considering.
- 1. Often, we find the name is already taken.
  2. Check if the name is being used as a dot-org, dot-net or dot-com. If there is another obvious first-level domain that might be closely related to the content of the site, check that domain also (e.g. .biz, .tv) How the name is used there can influence its acceptability as a dot gov.
  3. Check to see if HHS already owns a site covering similar information. You will be strongly encouraged to combine both information and resources instead of building a competing Web site.
Screen captures of .gov, .org, .com and .net variants of your requested name must accompany your waiver request.

Applying for a Domain Name Waiver:

Contact your WCD liaison early! Your liaison should be informed of the need for a domain name waiver for the purposes of guiding you, and interacting with you during the process. If you think you might ask for a domain name waiver, contact us.
Using the Memorandum Template, create a Domain Waiver Request
http://intranet.hhs.gov/guidance/FnlGuidance.pdf
To:
- - - Assistant Secretary for Public Affairs (Christina Pearson)
    - Director of Web Communications Division, ASPA (Prudence Goforth)
Cc: to the following people:
- - - Domain Waiver Specialist, ASPA (Vanessa Williams)

ISSUE:
- - - The primary reason for needing a waiver to the HHS Domain Name Policy must be fully covered in this section.
RATIONALE:
- - - Be sure that you provide a solid rationale for the Domain Name Waiver. This must include background information and reference to policy that aligns the waiver with the policy cited.
    - Be sure that the business functions requiring the need for a waiver are fully covered.
    - Be sure to discuss/describe how the OPDIV CIO and OPDIV Public Affairs Officer have collaborated on the request.

The Domain Name Waiver Process:

The waiver request (sample forms below) is submitted to Assistant Secretary for Public Affairs and the Deputy Assistant Secretary for Information Technology/HHS Chief Information Officer with a copy to the Director of the Web Communications Division (WCD/ASPA) and the Director of Resources Management (OCIO/ASRT).
WCD will research the domain name being requested, and analyze the issues and rationale for the Waiver. The waiver request will then be reviewed by the WCD Director. A discussion may take place with the program of any issues of concern. All domain name waiver requests are examined on a case-by-case basis.
If the Waiver Request is accepted, the following signature process must take place:
- Director of Web Communications Division, ASPA
- Assistant Secretary for Public Affairs
- The HHS Secretary (non-.gov only)
- General Services Administration
Throughout the process, your WCD Liaison is your contact to determine what is happening with your request.
The length of time for the .gov or non-.gov waiver process depends greatly on circumstances. It can range from a matter of days to weeks, depending on the availability of senior management, amount of research and review required, and other competing priorities. Therefore it is extremely important that you allow plenty of time for this process to take place. A waiver request for an initiative that is to go live "next week" likely will not have sufficient time to clear. The technical aspects of implementation alone often require a week due to testing and propagation across the Internet.

EXAMPLE DOMAIN NAME WAIVER REQUEST MEMORANDUM (SECOND LEVEL - i.e., topic.gov)

TO: Assistant Secretary for Public Affairs

Director, Web Communications Division, ASPA

FROM: [Name of Requestor(s)]

SUBJECT: Request for Waiver to the HHS Domain Name Policy from (Name of OpDiv/Office).

ISSUE

The Office of (name of office) requests the following new second-level domain name: (name of requested URL).

RATIONALE

The Office of (name of office) requests the (name of URL) to (explain why this request is being made, and what benefit will be derived because of it). It will be the host URL for (name of program/initiative/campaign). [Explain what the program/initiative/campaign does, how it impacts the public, what it will be delivering, etc]

This (name of program/initiative/campaign) directly involves (name the other Federal entities involved in this program/initiative/campaign). [Explain how the Federal partnership is involved.]

[Additional information regarding nature of web site, nature of the Federal collaboration, and how the site will increase accessibility to public should be included.]

DECISION

_____________________________________ Approved___ Disapproved ___

(Signing Official’s Name) Date

Director, Web Communications Division, ASPA

_____________________________________ Approved___ Disapproved ___

(Signing Official’s Name) Date

Assistant Secretary for Public Affairs

Attachment:

Include background information, supporting materials, if applicable.

EXAMPLE DOMAIN NAME WAIVER REQUEST MEMORANDUM (NON-.GOV)

TO: Assistant Secretary for Public Affairs

Director, Web Communications Division, ASPA

FROM: [Name of Requestor(s)]

SUBJECT: Request for Waiver to the HHS Domain Name Policy from (Name of OpDiv/Office).

ISSUE

The Office of (name of office) requests the following new non-.gov domain name: (name of requested URL).

RATIONALE

Explain the programmatic need for this web site name and why it should not reside in the .gov environment. List all non-government partners and explain their role in the development, management and provision of content for the site. (This should be several paragraphs in length, and as comprehensive as possible.)

DECISION

_____________________________________ Approved___ Disapproved ___

(Signing Official’s Name) Date

Director, Web Communications Division, ASPA

_____________________________________ Approved___ Disapproved ___

(Signing Official’s Name) Date

Assistant Secretary for Public Affairs

Attachment:

Include background information, supporting materials, if applicable.