U.S. DEPARTMENT OF
AGRICULTURE
WASHINGTON, D.C. 20250
DEPARTMENTAL REGULATION
|
Number: 1051-001 |
|
SUBJECT: Coordination
of USDA Activities with Foreign Countries |
DATE: June 13, 2005 |
|
OPI: Foreign Agricultural Service,
FAA |
||
|
|
|
TABLE OF CONTENTS
Section
Page
1 Purpose 1
2 Special
Instructions 2
3 Policy 2
4 The Role of
Agricultural Minister-Counselor 2
Counselor, Attache, or Trade Officer
5 Foreign Travel 3
6 USDA/Washington
Coordination 4
7 Overseas
Coordination 4
1 PURPOSE
a This
regulation defines the role of the Foreign Agricultural Service (FAS) as the
Department’s lead agency in coordinating all agricultural matters with foreign
countries. This regulation covers all
agencies involved in overseas activities, including those having
representatives stationed abroad.
b The
Department’s overseas activities are increasingly recognized for their
important contributions to the trade, development, and stability of many
countries of the world, as well as to the prosperity and well being of U.S.
citizens. The diversity of these
activities truly demonstrates the scope of USDA’s responsibilities and
capabilities. By their very nature,
USDA’s activities are a positive force in the world and represent the
strengths, values, traditions, and talents of the American agricultural
community.
c Several
USDA agencies have important technical responsibilities in support of the
Department’s foreign affairs objectives.
The responsibility for successfully carrying out those specific
objectives is enhanced and strengthened through effective coordination and
cooperation across the Department.
d It is
important that the visibility of USDA’s overseas activities be increased and
that accomplishments and contributions be communicated in the host
country. USDA’s activities should be
seen as contributing to the entire U.S. representation and country team effort
for which the U.S. Chief of Mission (normally an Ambassador) is responsible.
2 SPECIAL
INSTRUCTIONS
This regulation supersedes DR 1051-1, dated September
17, 2001.
3 POLICY
a In
foreign countries, the FAS Head of Post, whether a Minister-Counselor,
Counselor, Attache, or Trade Officer, serves under the U.S. Chief of Mission as
the Secretary’s principal representative for agricultural matters under USDA’s
jurisdiction. In countries where there
is both an Agricultural Affairs Office and an Agricultural Trade Office, the
head of the Agricultural Affairs Office is the FAS Head of Post.
b In
Washington, FAS coordinates appointments with foreign visitors for the
immediate Office of the Secretary and all arrangements for foreign travel for
that office. In addition, all
Departmental communications with U.S. Missions and FAS offices abroad are to be
coordinated by FAS Washington.
4 THE
ROLE OF AGRICULTURAL MINISTER-COUNSELOR, COUNSELOR, ATTACHE, OR TRADE OFFICER
a The
FAS Agricultural Minister-Counselor, Counselor, Attache, or Trade Officer
serves as the Secretary’s and Chief of Mission’s principal representative and
coordinator in the country(ies) assigned for agricultural matters for which
USDA has primary responsibility. This
assignment of responsibility will not conflict in any way with current USDA agency
responsibilities or lines of authority.
Each agency must follow individual lines of authority and communication
to maintain effective and efficient program direction and control. Agencies should, however, advise personnel
either traveling or assigned overseas of FAS responsibility.
b The
FAS Head of Post must be kept fully informed of substantive aspects of any
official USDA activity in the country(ies) assigned. Arrangements for contacts with host government officials will be
coordinated through the FAS Head of Post who should always be kept informed of
any other official business activities.
Normally this can be done by agencies providing copies of correspondence
and reports to the FAS Head of Post.
The FAS Head of Post must be consulted before contacting host government
officials to discuss policy matters, and is always responsible for setting
appointments for any USDA delegation of one or more officials with the heads of
departments or ministries in foreign countries. The FAS Head of Post will be informed of, and invited to, meetings
between USDA agencies and other host foreign agricultural officials that
involve matters of a policy or significant program nature. He or she will invite officials of other
USDA agencies to meetings dealing with the subject matter handled by those agencies.
c To
the extent possible, FAS will inform the appropriate agency officials in
Washington of opportunities to meet with visiting foreign agricultural
officials or to brief FAS Minister-Counselors, Counselors, Attaches and Trade
Officers while in Washington. When
substantive meetings are held with foreign officials in Washington, the FAS
Head of Post in the country concerned should be advised, beforehand if
possible, or afterward by providing a brief report of the meeting. Whenever possible, the FAS Area Director in
Washington will be invited to attend such agency meetings.
5 FOREIGN
TRAVEL
a The
Agriculture Travel Regulation, DM2300-1, Chapter 301, part 301-18.4 provides
specific instructions on the Department’s administrative requirements
concerning official travel in foreign countries.
The regulation contains an explanation of the process
for foreign travel clearance and of the procedures for obtaining the proper
passport and visas. The FAS
International Services Branch, Travel Section (ITS) in room 1069-S is
responsible for obtaining the necessary visas.
ITS also can provide additional information on international travel,
passports, and visas. Similar information
is available from the Department of State on the Internet at http://www.state.gov
and from USDA on the Internet at
http://www.fas.usda.gov/scriptsw/visa_requirements/default.htm.
b The
instructions include a requirement that the FAS Head of Post be notified well
in advance of each proposed visit. The
country clearance request MUST be sent via the FAS International Cable System
as a FAS WASHDC (FASTO), State or AIDAC message. This cable must be cleared by the appropriate FAS/Foreign
Agricultural Affairs Area Office.
Travel shall not begin until the required travel clearance message is
received from the Post. Communications
via ccmail, email, fax and Internet SHALL NOT be used to request nor obtain
travel clearance. This is in compliance
with Department of State requirements.
6 USDA/WASHINGTON
COORDINATION
a The
central coordinating points for all official contacts with U.S. Missions abroad
and the USDA/FAS global network of Agricultural Officers are the Area Directors
in the Office of the Deputy Administrator
for Foreign Agricultural Affairs in
FAS. They are the principal contact
points for any USDA agency with employees traveling overseas on official
business. A current list of FAS posts
by country and area, including the telephone and room numbers of the Area
Director is available at http://www.fas.usda.gov/faa/Area_officers_res.htm.
Each agency should keep FAS advised of its central coordinating office
or contact point for overseas activities and official travel. Travel coordinators should keep in touch
with the FAS Area Directors for changes in procedures for particular countries.
b Arrangements
for all meetings in Washington between foreign officials and the Office of the
Secretary must be coordinated by the FAS Area Director responsible for
relations with the country or countries of the foreign visitors. In cases where the primary subject matter of
a proposed meeting falls in the area of responsibility of an agency other than
FAS, the role of the Area Director will generally be limited to protocol and
administrative aspects of the visit, and to ensuring that FAS Heads of Posts in
the visitor’s country or countries are informed and, as necessary, consulted.
7 OVERSEAS
COORDINATION
a Each
USDA agency should examine the content, form, and frequency of communications
between its overseas personnel, foreign officials, and the FAS Head of
Post. All USDA agencies sponsoring,
managing, or assisting overseas activities will maintain frequent and
informative contact with the FAS Head of Post in the area or region where
agency personnel are assigned or working.
As appropriate, this includes furnishing copies of documents, periodic
summary reports and correspondence, visiting the office, and attending staff
meetings. USDA personnel working abroad
will establish and maintain regular contact with the FAS Heads of Posts for
their regions.
b The
FAS Head of Post will establish and maintain regular contact with USDA personnel
in the area or region, and provide assistance as well as information about
Mission objectives and activities. He
or she will also keep the Ambassador and other interested parties in the
Embassy informed of USDA activities in the host country, as appropriate.
c It
is of paramount importance that USDA agencies and their overseas personnel be
aware of the role of Chiefs of Mission as the President’s representatives in
their country(ies) of assignment. While
individual agencies may develop their own policies regarding the mission of
their overseas personnel, it must be understood that overall authority abroad
rests with the Chiefs of Mission. All
U.S. Government personnel assigned to a country are subject to the authority of
the Chief of Mission. If it is his or
her wish that they participate in Mission operations outside of the
responsibilities defined by their agency, they are obliged to comply whenever
possible.
-END-