1. Purpose and Scope. This chapter describes the U.S. Geological Survey (USGS) Manual Directives System; establishes responsibilities, standards, and procedures for the issuance of the policies and procedures that are mandatory for all organizations and activities of the USGS; and documents the standards, guidelines, and instructions applicable to the preparation, clearance, approval, and publication of USGS directives.

2. Authority.

A. 44 U.S.C. 31, Federal Records Act, requires heads of agencies to make and preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency.

B. 5 U.S.C. 552, Administrative Procedure Act, requires each agency to make available for public inspection and copying administrative staff manuals and instructions.

C. Public Law 104-231, Electronic Freedom of Information Act Amendments of 1996, amends 5 U.S.C. 552 to provide for public access to information in an electronic format.

D. Departmental Manual Chapter, 381 DM 1, requires the development and implementation of Bureau directives systems.

3. Definitions.

A. Directive. A directive is a written communication that states policies and initiatives or governs action, conduct, or procedures. Directives are often issued as manuals, circulars, notices, regulations, orders, and handbooks, and include numbered material usually issued to multiple addressees for insertion in policy, administrative, and operations manuals.

B. The USGS Directives System includes the Survey Manual, Survey Handbooks, and Instructional Memoranda. The Directives System is used to establish policy and procedures, delegate authority and assign responsibility, establish or change organizational structure, revise or cancel directives, and establish reports and forms. The Directives System is the single and only authorized system for communicating program and administrative policy throughout the USGS.

(1) The Survey Manual is the means by which long-standing program and administrative policies, standards, and instructions governing USGS operations are issued to USGS organizations. The Survey Manual contains essential bureauwide policy information that is applicable to all or some organizations.

(2) Survey Handbooks are used for procedural or instructional material that implements basic policy documented in the Survey Manual.

(3) Instructional Memoranda are temporary directives used to establish policy in advance of incorporation in the Survey Manual or to announce temporary procedural changes in a USGS handbook. Instructional Memoranda expire no later than 1 year from the date of issuance or when incorporated in the Survey Manual or a USGS handbook, whichever is sooner.

C. The Office of Primary Responsibility (OPR) is the USGS organization responsible for the development, content, coordination, and currency of a USGS directive.

4. Policy. The USGS’ activities are governed by Governmentwide policy and procedures, Department of the Interior policy and procedures, and policies and procedures specific to and promulgated by USGS.

A. Governmentwide policy and procedures include, but are not limited to the Federal Acquisition Regulations, Federal Property Management Regulations, and Treasury Financial Manual.

B. Department of the Interior policy and procedures include, but are not limited to the Departmental Manual, Secretary’s Orders, and Departmental Handbooks.

C. The USGS’ policy and procedures include the Survey Manual, Handbooks, and Instructional Memoranda, which comprise and are issued through the USGS Directives System.

5. Approving Official.

A. Survey Manual. The Director, Deputy Director, and the Chief, Office of Administrative Policy and Services are the only USGS officials authorized to sign and approve Survey Manual chapters.

B. Survey Handbooks. The Senior Executive Service Manager with bureauwide responsibility for the activities covered in the USGS Handbook is responsible for signing and approving the Handbook.

C. Instructional Memoranda. The Director, Deputy Director, and the Chief, Office of Administrative Policy and Services are the only officials authorized to sign and approve Instructional Memoranda that establish temporary policy in advance of incorporation in the Survey Manual. The Office Chief with bureauwide responsibility for the activity being addressed is responsible for signing and approving the Instructional Memoranda that announce temporary procedural changes to a USGS handbook. The approving official must ensure that the Instructional Memorandum includes an expiration date.

6. Responsibilities.

A. The Director, in compliance with Departmental Manual Chapter 381 DM 1, is responsible for providing policy and procedural guidance through an established directives program.

B. The Deputy Director, Associate Directors, Regional Directors, Chief, Office of Administrative Policy and Services, and the Geographic Information Officer are responsible for ensuring that the organizational units in their areas of responsibility are in compliance with the Directive System’s policies and procedures.

C. Heads of Offices of Primary Responsibility are responsible for:

(1) Ensuring that their directives are technically accurate, adequate and conform to Governmentwide, Department of the Interior, and USGS policies.

(2) Ensuring that proposed directives are coordinated with affected organizations and that their comments are incorporated, as appropriate.

(3) Concurring/obtaining concurrence and or commenting/obtaining comments on directives sent to their respective organizations from other organizations.

(4) Obtaining formal clearance of the directives using USGS Form 9-2032, Clearance Record, before submission to the approving official for signature.

(5) Reviewing directives biennially to validate that they are current, revising when necessary or canceling when no longer needed.

D. The Chief, Office of Administrative Policy and Services is responsible for the establishment and implementation of the USGS Directives System and for appointing a Directives Officer who is responsible for managing that system and who will:

(1) Implement the standards for directives prescribed by 381 DM 1.

(2) Provide advice and guidance to officials responsible for the development, preparation, revision, and updating of USGS directives.

(3) Review USGS directives to ensure compliance with established directives management policies, standards, and procedures.

(4) Request that the offices of primary responsibility review the parts of the USGS Directives System for which they are responsible on a continuing and systematic basis to ensure that information is complete, accurate, and up-to-date.

(5) Maintain the Survey Manual master subject identification system.

(6) Assign series, part, and chapter numbers for the Survey Manual.

(7) Ensure that the Survey Manual is available electronically, in compliance with Public Law 104-231.

(8) Ensure that Survey Manual directives are available electronically in a timely manner.

7. Consultation with Employee Organizations. Certain employee organizations have the right to be consulted before issuance of new or changed policies dealing with personnel or working conditions; for example, safety, parking, Government quarters, food service, and office heating and lighting. Prior to publication and formal clearance, a draft copy of directives dealing with such matters will be provided to the Office of Personnel to solicit comments from locations with existing unions.

8. Procedures. The USGS Directives Handbook (431-5-H) contains the standards and procedures to be followed by all personnel involved in the preparation and processing of USGS directives.

__________________________________________ _______________
Carol F. Aten Date
Chief, Office of Administrative Policy and Services

Return to Survey Manual Table of Contents
Return to Survey Manual Index
Return to Survey Manual Home Page