CHAPTER 6

Visits and Meetings


Section 1. Visits


6-100. General.

This Section applies when, in furtherance of a lawful and
authorized U.S. Government purpose, it is anticipated that
classified information will be disclosed during a visit to a
cleared contractor or to a Federal facility.


6-101. Notification and Approval of Classified Visits.

The number of classified visits shall be held to a minimum. The
contractor must determine that the visit is necessary and that the
purpose of the visit cannot be achieved without access to, or
disclosure of, classified information. All classified visits
require advance notification to, and approval of, the organization
being visited. In urgent cases, visit information may be furnished
by telephone provided that it is followed up in writing.


6-102. Visits by Government Representatives.

Representatives of the Federal Government, when acting in their
official capacities as inspectors, investigators, or auditors, may
visit a contractor's facility without furnishing advanced
notification, provided these representatives present appropriate
government credentials upon arrival.


6-103. Visit Authorization Letters (VAL).

Contractors shall include the following information in all VAL's.

a.   Contractor's name, address, and telephone number, assigned
CAGE Code, if applicable, and certification of the level of the
facility security clearance.

b.   Name, date and place of birth, and citizenship of the employee
intending to visit;

c.   Certification of the proposed visitor's personnel clearance
and any special access authorizations required for the visit; 

d.   Name of person(s) to be visited;

e.   Purpose and sufficient justification for the visit to allow
for a determination of the necessity of the visit; and 

f.   Date or period during which the VAL is to be valid.


6-104. Recurring Visit Arrangements.

Classified visits may be arranged for a 12 month period. Contract
related visits may be arranged for the duration of the contract
with the approval of the activity being visited. The requesting
contractor shall notify all places honoring such visit arrangements
of any change in the employee's status that will cause the visit
request to be canceled prior to its normal termination date.






6-105. Need-to-Know Determination.

The responsibility for determining need-to-know in connection with
a classified visit rests with the individual who will disclose
classified information during the visit. Contractors shall
establish procedures to ensure positive identification of visitors
prior to the disclosure of any classified information.


6-106. Control of Visitors.

Contractors shall establish procedures to control the movement of
visitors to ensure they are only afforded access to classified
information consistent with the purpose of the visit.


6-107. Visitor Record.

Contractors shall maintain a record of all visitors to their
facility who have been approved for access to classified
information. The record shall indicate, (a) The visitor's name; (b)
Name of the activity represented; and (c) The date of the visit.


6-108. Long-Term Visitors.

When employees of one contractor are temporarily stationed at
another contractor's facility, the security procedures of the host
contractor will govern.


6-109. Disclosure During Visits.

Contractors may disclose classified information during visits
provided the intended recipients possess appropriate PCLs and have
a need-to-know for the classified information consistent with the
following:

a.   Contract Related Visits. When there is a classified
contractual relationship (to include all phases of pre-contract
activity) between the parties involved, classified information may
be disclosed without the approval of the Government agency that has
jurisdiction over the information.

b.   Non-contract Related Visits. When there is no classified
contractual relationship between the parties, classified
information may not be disclosed without the approval of the
Government agency that has jurisdiction over the information.



Section 2. Meetings


6-200. General.

This Section applies to a conference, seminar, symposium, exhibit,
convention, training course, or other such gathering during which
classified information is disclosed, hereafter called a "meeting."


6-201. Government Sponsorship of Meetings.

Disclosure of classified information to large diverse audiences
such as conferences, increases security risks. However, classified
disclosure at such meetings, which serve a government purpose and
at which adequate security measures have been provided in advance,
may be conducted by a cleared contractor provided the meeting is
authorized by a Government Agency that has agreed to assume
security jurisdiction. The Government Agency must approve security
arrangements, announcements, attendees, and the location of the
meeting. The Government Agency may delegate certain
responsibilities to a cleared contractor for the security
arrangements and other actions necessary for the meeting under the
general supervision of the Government Agency.

a.   Requests for Authorization. Contractors desiring to conduct 
meetings requiring sponsorship shall submit their requests to the
Government Agency having principal interest in the subject matter
of each meeting. The request for authorization shall include the
following information:
     (1)  An explanation of the Government purpose to be served by
     disclosing classified information at the meeting and why the
     use of conventional channels for release of the information
     will not advance those interests.
     (2)  The subject of the meeting and scope of classified
     topics, to include the classification level, to be disclosed
     at the meeting.
     (3)  The expected dates and location of the meeting.
     (4)  The general content of the proposed announcement and/or
     invitation to be sent to prospective attendees or
     participants.
     (5)  The identity of any other non-Government organization
     involved and a full description of the type of support it will
     provide.
     (6)  A list of any foreign representatives (including their
     nationality, name, organizational affiliation) whose
     attendance at the meeting is proposed.
     (7)  A description of the security arrangements necessary for
     the meeting to comply with the requirements of this Manual.

b.   Location of Meetings. Classified sessions shall be held only
at a Federal Government installation or a cleared contractor
facility where adequate physical security and procedural controls
have been approved. The authorizing Government Agency is
responsible for evaluating and approving the location proposed for
the meeting.

c.   Security Arrangements for Meetings. The contractor shall
develop the security measures and procedures to be used and obtain
the authorizing agency's approval. The security arrangements must
provide for the following:
     (1)  Announcements. Approval of the authorizing agency shall
be obtained for all announcements of the meeting. Announcements
shall be unclassified and shall be limited to a general description
of topics expected to be presented, names of speakers, and
administrative instructions for requesting invitations or
participation. Classified presentations shall not be solicited in
the announcement. When the meeting has been approved, announcements
may only state that the Government Agency has authorized the
conduct of classified sessions and will provide necessary security
assistance. The announcement shall further specify that security
clearances and justification to attend classified sessions are to
be forwarded to the authorizing agency or its designee. Invitations
to foreign persons shall be sent by the authorizing Government
Agency.
     (2)  Clearance and Need-to-know. All persons in attendance at
classified sessions shall possess the requisite clearance and
need-to-know for the information to be disclosed. Need-to-know
shall be determined by the authorizing agency or its designee based
on the justification provided. Attendance shall be authorized only
to those persons whose security clearance and justification for
attendance have been certified by the security officer of the
organization represented. The names of all authorized attendees or
participants must appear on an access list with entry permitted to
the classified session only after verification of the attendee's
identity based on presentation of official photographic
identification, such as, a passport, contractor or U.S. Government
identification card.
     (3)  Presentations. Classified information must be authorized
for disclosure in advance by the Government Agency having
jurisdiction over the information to be presented. Individuals
making presentations at meetings shall provide sufficient
classification guidance to enable attendees to identify what
information is classified and the level of classification.
Classified presentations shall be delivered orally and/or visually.
Copies of classified presentations or slides, etc., shall not be
distributed at the classified meeting, and any classified notes or
electronic recordings of classified presentations shall be
classified, safeguarded, and transmitted as required by this
Manual.
     (4)  Physical Security. The physical security measures for the
classified sessions shall provide for control of, access to, and
dissemination of, the classified information to be presented and
shall provide for secure storage capability, if necessary.



6-202. Disclosure Authority at Meetings.

A contractor desiring to disclose classified information at a
meeting shall:

a.   Obtain prior written authorization for each proposed
disclosure of classified information from the Government Agency
having jurisdiction over the information involved. The
authorization may be in the form of an export license or a
Government Agency exemption pursuant to Section 125.4(b)(1) of the
ITAR.

b.   Furnish a copy of the disclosure authorization to the
Government Agency sponsoring the meeting.

c.   Associations are not responsible for ensuring that classified
presentations and papers of other organizations have been approved
for disclosure. Authority to disclose classified information at
meetings, whether disclosure is by officials of industry or
government, must be granted by the Government Agency or activity
that has classification jurisdiction over the information to be
disclosed. Each contractor that desires to disclose classified
information at a meeting is responsible for requesting and
obtaining disclosure approvals.


6-203. Requests to Attend Classified Meetings.

Before a contractor employee can attend a classified meeting, the
contractor shall:

a.   Certify the PCL status of the employee who will attend the
classified meeting.

b.   Provide justification why the employee requires access to the
classified information, cite the classified contract or GCA
program/project involved, and forward the information to the
authorizing Government agency.