2.2 Scope.

A. These procedures are applicable to:

(1) Incoming correspondence addressed to the Director, and correspondence referred to the Service by the Assistant Secretary for Fish and Wildlife and Parks and the Executive Secretariat.

(2) All outgoing correspondence prepared for the signature/surname of the Director.

B. These procedures do not apply to:

(1) Incoming correspondence addressed to elements of the Service other than the Director, including Freedom of Information Act inquiries, comments on Federal Register documents, and other documents addressed to Regional Directors, Assistant Directors, Washington Office Divisions or Field Stations. This correspondence will be logged and distributed by the recipient. To the extent applicable, outgoing responses to this correspondence will be handled in accordance with these procedures.

(2) Legislative, environmental or administrative reviews referred to the Service by elements of the Office of the Secretary. These reviews will be logged, distributed and comments consolidated by the cognizant Service element. However, outgoing review comments will be handled in accordance with these procedures.

2.3 Objectives. The objectives of correspondence management are to:

A. Ensure that all significant correspondence is controlled and tracked.

B. Ensure the timeliness of responses.

C. Affix accountability for the quality and timeliness of responses.

2.4 Responsibilities.

A. The Deputy Director - Staff will maintain oversight of correspondence management in the Service and supervise the Correspondence Control Unit (CCU) in the Washington Office.

B. Assistant Directors will ensure that correspondence is timely, responsive, and reflects the full and balanced interests of the Service. They will also appoint a contact person to track and expedite controlled correspondence.

C. Washington Office Division Chiefs will:

(1) As assigned, prepare in final correspondence requiring the Director's surname/signature.

(2) Ensure that responses are complete, accurate, grammatically correct, and free of typographical errors.

(3) Obtain necessary Service and Departmental surnames.

(4) Transmit final signature packages through their Assistant Director in order to arrive in CCU by the scheduled due date.

(5) Appoint a contact person as liaison with CCU.

D. Regional Directors will:

(1) Ensure that correspondence is timely, responsive, and reflects the full and balanced interests of the Service. They will also appoint a contact person to track and expedite controlled correspondence.

(2) As assigned, prepare in draft responses for the signature/surname of the Director and forward to the appropriate Washington Office Division by the scheduled due date.

E. The Correspondence Control Unit in the Washington Office will be the control and tracking point for the Director's Office and is responsible for maintaining accurate up-to-date information on the status of correspondence. The CCU will:

(1) Receive and control all significant correspondence addressed to the Director, including Freedom of Information Act requests and comments on Federal Register documents, and all correspondence referred from the Assistant Secretary and the Executive Secretariat.

(2) Log all written communications to the Director from Regions and State fish and wildlife agency directors, whether or not a response is required.

(3) Log the Director's personal mail for the attention of the Director.

(4) Distribute routine inquiries, and correspondence not requiring a response, for appropriate action.

(5) Provide copies of appropriate controlled correspondence to the Director's Office for review and early alert.

(6) Followup with designated correspondence contacts on overdue correspondence, and issue a weekly report on all overdue items to the Directorate.

(7) Receive and control all outgoing correspondence prepared for the signature/surname of the Director.

(8) Obtain all required Department surnames for correspondence controlled by the Executive Secretariat for signature by the Secretary, Deputy Secretary and Assistant Secretary.

2.5 Correspondence Management. In general, signature authority for Service correspondence will be delegated as far down the organization as possible. Inquiries pertaining to a single Region or site-specific operation will be assigned to the Regional Office for preparation of a response. Correspondence related to cross-regional issues or national policy formulation will be referred to the appropriate Division in the Washington Office, unless a Regional or Assistant Director has been pre-designated as lead for the issue. Changes in assignments or schedules will be made only by CCU. Assistant Directors and Washington Office Divisions will not refer correspondence to Regional Offices for response. However, Washington Office staff may request information from Regional Offices needed to prepare responses to correspondence on national or cross-program issues.

2.6 Receipt and Distribution of Documents.

A. Receipt of Documents. The Director receives documents from different sources: The U.S. Mail, the Office of the Secretary, the Assistant Secretary for Fish and Wildlife and Parks, intradepartmental mail from other bureaus, and intraservice mail. Those documents will be received in CCU.

B. Determining Who Will Sign.

(1) Who Will Determine.

(a) The Executive Secretariat assigns signature levels to correspondence addressed to the Secretary which falls under the jurisdiction of the Service. The signature level of the response is assigned before the correspondence is forwarded to the Service for action.

(b) The Assistant Secretary for Fish and Wildlife and Parks assigns signature levels to correspondence assigned to that office which falls under the jurisdiction of the Service. The signature level is assigned before the correspondence is forwarded to the Service for action.

(c) The Correspondence Control Unit will assign signature levels to correspondence addressed to the Director not otherwise assigned above.

(2) Who Will Sign. The following general guidelines will be followed by CCU in determining signature levels:

(a) The Director will sign Service policy statements and directives, and assignments to members of the Directorate. Routine data collection and information transmittal memoranda to Regions may be signed by Assistant Directors.

(b) The Director will sign memoranda addressed to the Assistant Secretary for Fish and Wildlife and Parks, Chief of Staff, Deputy Secretary, and Secretary, and correspondence or memoranda to the Director's counterparts in Interior and other Federal agencies.

(c) The Director will sign correspondence to the Chairs of the Service's authorizing and appropriations committees/subcommittees with Congress.

(d) The Director will usually sign correspondence to Members of Congress, Governors, State fish and wildlife directors, heads of other State conservation agencies, and heads of national conservation organizations. When such correspondence, including Congressional constituent mail, pertains to existing policy or the operations of a single Region, an Assistant or Regional Director may sign.

(e) The Director will usually sign responses to mail addressed specifically or personally to the Director, particularly if the correspondence concerns policy commitments.

(f) Regional Directors will sign responses to other correspondence about specific Regional issues involving existing Service policy and multi-Regional issues preassigned to a lead Region.

(g) Assistant Directors will sign responses to other correspondence about the implementation of existing policy, program operations, routine reporting requirements, or formal requests for technical comments. In particular, the Assistant Director - PBA will respond to most Departmental administrative reporting requirements.

(h) Division Chiefs will sign responses to routine requests for comments or information that do not involve establishing a Service position on the matter.

(3) Delegations and Elevations.

(a) The Director may assign her/his signature authority to a Deputy Director on a standing or case-by-case basis.

(b) Regional and Assistant Directors may reassign their signature authority under 2(f) and 2(g) above on a standing or case-by-case basis.

(c) Other delegations of signature authority, including changes in those assigned by the Executive Secretariat or the Assistant Secretary, must be requested from CCU.

(d) When a person assigned signature authority for a matter encounters a previously unrecognized precedent-setting or controversial issue, they should elevate the response and inform CCU accordingly.

C. Establishing a Schedule.

(1) Who Establishes. Schedules for responding to incoming correspondence are established as follows:

(a) For letters received by the Office of the Secretary, the Executive Secretariat sets the schedule and refers the correspondence to CCU in the Service.

(b) For letters received by the Assistant Secretary - FWP, that office sets the schedule and refers the correspondence to CCU in the Service.

(c) For letters received directly by the Service, the CCU will set the schedule.

(2) Standard Schedules. Due dates will depend on many factors, including the nature of the incoming and any requested response date. However, the following are standard schedules for responding to correspondence:

(a) Correspondence referred to the Department of the Interior from the White House and forwarded to the Service for preparation of a draft for the signature of the President: 48 hours

(b) Correspondence received by the Office of the Secretary and assigned to the Service for signature at a higher level than the Director: 10 working days

(c) Correspondence received by the Assistant Secretary - FWP and assigned to the Service for signature by the Assistant Secretary: 10 working days

(d) Correspondence received by the Office of the Secretary or the Assistant Secretary - FWP and assigned to the Service for signature within the Service: 20 working days

(e) Correspondence received by CCU and assigned for signature within the Service: 20 working days

(3) Internal Due Dates.

(a) For responses to be signed/surnamed by the Director, generally 15 working days will be allowed for a Washington Office Division to prepare the response, secure the necessary surnames, and forward through their Assistant Director to CCU.

(b) For responses to be signed/surnamed by the Director, generally 10 working days will be allowed for a Region to prepare a draft response and 5 working days will be allowed for the Washington Office Division to prepare the final response and obtain required surnames.

(4) Extensions. Due date extensions for correspondence to be signed or surnamed by the Director must be granted by the CCU.

D. Assigning Responsibility.

(1) CCU will assign responsibility for preparing responses to the appropriate member of the Service Directorate or directly to a Washington Office Division. Directorate members may further delegate this responsibility to their subordinate elements.

(2) Washington Office Division Chiefs are responsible for informing their Assistant Director of any sensitive correspondence assigned directly to them by CCU.

(3) Except as provided in (1), changes in assignments for preparing responses may only be made by CCU.

E. Logging and Distributing.

(1) All correspondence of a significant nature for which a response shall be prepared will be logged into the Service's correspondence control system and tracked through completion of the response.

(2) All correspondence forwarded to the Service from the Executive Secretariat and the Assistant Secretary - Fish and Wildlife and Parks is entered into a logging system and assigned a control number prior to sending to the Service. The CCU will receive the assignment and enter the tracking information into the Service's correspondence control system.

(3) CCU will issue a control slip for all controlled correspondence indicating to whom action is assigned, due dates and signature level for response.

(4) When correspondence is referred to a Region for a draft response, the CCU control slip will indicate when the draft is due via electronic mail to the Washington Office preparing the response in final. When there is a short deadline (such as on correspondence forwarded by Exec Sec), CCU will fax the incoming to the Region.

(5) For responses prepared in the Washington Office for the signature of the Director or above, the control slip must remain with the correspondence and be attached to the front of the final signature package when submitted to CCU.

(6) For controlled correspondence signed at levels below the Director, the control slip must be returned to CCU with a copy of the signed response.

2.7 Preparing Responses.

A. General. Project Leaders, Division Chiefs, and Assistant and Regional Directors will ensure that the correspondence prepared by their staffs is substantively and editorially sufficient, and is responsive to the inquiry.

B. Interim Replies. Every effort will be made to provide a full and complete response to incoming correspondence by the due dates established, especially those controlled by Exec Sec. When circumstances dictate that a full response cannot be provided by the assigned due date, an interim letter will be prepared immediately. Accompanying the interim will be a note to reviewers explaining the reason(s) for the delay. The signature level for the interim will usually be the same as the person signing the final response. However, there are exceptions for Congressional mail and for Secretarial responses. If in doubt, contact CCU.

C. Further Guidance.

(1) The Deputy Director - Staff is authorized to prepare a Correspondence Handbook to assist preparers of correspondence. The Handbook will be available from CCU.

(2) The following additional references will be used for the preparation of correspondence:

(a) Secretarial Correspondence Handbook (382 DM 5) and bulletins.

(b) Government Printing Office Style Manual.

(c) Dictionary.

2.8 Forwarding Documents for Signature.

A. Intra-Service Coordination.

(1) Division Chiefs will ensure that proper intra-Service coordination has occurred before correspondence is released from their program areas.

(2) Assistant Directors will verify that this coordination has occurred before surnaming and forwarding correspondence from subordinate elements to CCU.

(3) Regional Directors will ensure that proposed responses reflect the input from and coordination with other affected Regions when acting as a lead Region.

(4) Drafts submitted by Regional Offices will indicate that the Regional Director has reviewed and approved the response. Regional Directors will be notified before any substantive changes are made to Regional drafts. A copy of the Regional draft will be attached to the left side of the folder when the final response is submitted for the Director's signature/surname.

(5) CCU will ensure that proper clearances have been obtained before signature or surname by the Director's Office.

B. Surnames.

(1) General.

(a) To facilitate the surname process, surnames by subordinate staff will be kept to a minimum. As a general rule, surnames should be limited to Division Chiefs (or their representatives) and Assistant Directors. If a Deputy Assistant Director has surname authority, there is no need of a surname from the Assistant Director.

(b) Surnamers will write their last name legibly, their office abbreviation, and the date on the file copy.

(c) A simultaneous surnaming system, preferably by electronic mail, should be used when possible. If a surname cannot be obtained in a timely manner, the final package should document when the surname was requested and the reasons for the delay.

(d) For Federal Register notices and companion documents, all Service and Solicitor surnames will be secured before documents are forwarded to CCU.

(2) Signature/Surname by the Director. Originating Divisions will secure any necessary surnames prior to forwarding documents to their Assistant Directors. In determining surname requirements, the following guidelines will be used:

(a) Other Division Chiefs will surname correspondence related to matters directly within their areas of responsibility. When appropriate, surnaming Division Chiefs, including those listed below, will elevate matters to their supervising Assistant Directors for surnaming.

(b) The Chief, Office of International Affairs (OIA) will surname all correspondence related to international issues (including migratory bird, fishery, endangered species, marine mammals, and ecosystem management issues having international effects) and foreign travel.

(c) The Chief, Division of Contracting and General Services (CGS) will surname all correspondence related to contracts, cooperative agreements, and space.

(d) The Chief, Division of Personnel Management (DPM) will surname all correspondence related to personnel and ethics matters.

(e) The Chief, Office of Public Affairs (PA) will surname all correspondence involving national conferences, press-related issues, ceremonies, and public outreach projects; and all briefing statements prepared for the Assistant Secretary and above, including for Secretarial and Presidential trips.

(f) The Chief, Office of Congressional and Legislative Services (LS) will surname all correspondence to the Chairs of the Service's legislative (not appropriations) committees/subcommittees, to Members of Congress (except constituent letters), and all correspondence discussing legislative issues (except appropriations-related issues). In addition, any correspondence controlled by the Executive Secretariat which requires surname by the Office of Congressional and Legislative Affairs must have an LS surname.

(g) The Chief, Division of Budget (DB) will surname all written communications implying a current or future commitment of money, appropriations, budgets, and full-time equivalent resources. This includes formal recommendations for land acquisition, facility construction, major organizational changes, reprogramming funds, or requesting supplementals. In addition, any communications with the Chairs of the Service's appropriations committees/subcommittees must have a DB surname.

(h) The relevant Team Leader, Policy and Directives Management Staff (PDM) will surname all correspondence related to organizational changes (including field station openings and closings), evaluations (including management control reviews and IG and GAO audits), and Federal Register documents.

(i) The Assistant Director - External Affairs will surname all correspondence to State fish and wildlife agency directors and national conservation organizations.

(j) The Deputy Director - Staff will surname all documents related to Service directives.

(k) The Solicitor's Office will surname documents that discuss significant legal or litigation-related issues, reference Solicitor's or Regional Solicitor's opinions, or otherwise discuss legal advice. In addition, the Solicitor's Office will surname Federal Register documents involving rule making.

(3) Signature Above the Director. In determining surname requirements, the following guidelines will be used in addition to the procedures above and those established by other offices (e.g., Exec Sec).

(a) The Director, Deputy Director, or their designee will surname all correspondence prepared for the signature of the Assistant Secretary and above.

(b) Correspondence initiated by the Service for the signature of the Secretary or Deputy Secretary usually requires the surname of the Solicitor, the Office of Congressional and Legislative Affairs, and the Assistant Secretary for Policy, Management and Budget. CCU should be contacted if there are any questions about which Departmental surnames will be required. The Assistant Secretary - FWP must surname all correspondence for these signature levels.

(c) Correspondence controlled by the Executive Secretariat for the signature of the Assistant Secretary, Deputy Secretary or Secretary requires surnames from the Departmental offices indicated on the Exec Sec Control slip. CCU will obtain Departmental surnames simultaneously from these program offices.

C. Logging and Forwarding.

(1) All correspondence and documents, controlled or noncontrolled, for the action/signature/surname of the Director/Deputy Director will be delivered to CCU for logging and review prior to being forwarded to the Director's Office. CCU will route to the Director's Office or return to the originator, as appropriate.

(2) For correspondence referred to Regional offices for preparation of a response for the Director's signature/surname, Regional Directors will ensure that a draft response is forwarded by electronic mail to the appropriate Washington Division on or before the preliminary due date. When forwarding draft responses, Regional Offices will also send a copy (by electronic mail) to CCU. Division Chiefs will ensure that signature/surname packages are received in CCU by the final due date.

(3) If correspondence should be expedited, CCU should be informed so that necessary action may be taken to deliver it to the Director's Office as soon as possible. "Special" tags will be used only on correspondence that requires expeditious handling to meet due dates imposed by higher authority, e.g., the Department.

(4) Correspondence requiring additional surnames will be returned to the appropriate Assistant Director.

(5) Correspondence requiring correction or revision will be handled as follows:

(a) Minor editorial corrections will be referred to the Assistant Director for a quick fix. In these cases, the revision can be noted in pen on the copies.

(b) More extensive editorial revisions will be referred to the originating office.

(c) Substantive revisions by the Director or Deputy Director will be referred to the Assistant Director.

(6) Corrected or revised correspondence will be resubmitted through the appropriate Assistant Director to CCU within two working days. The original version with the requested revisions and any notes will be attached to the left side of the folder.

(7) No inquiries about the status of correspondence will be made to the Director's Office. Inquiries will be directed first to the appropriate Assistant Director's office. If necessary, the Assistant Director's office will then contact the CCU.

2.9 Transmitting and Filing Documents.

A. Transmitting.

(1) After signature by the Director, CCU will log out documents and return to the originating office.

(2) Originating offices will ensure that signed correspondence is properly transmitted to the intended recipient, unless other arrangements are made in advance, and that copies are provided to appropriate Regions and Washington Office Divisions.

(3) Documents for signature of the Assistant Secretary, Deputy Secretary and Secretary will be logged out by CCU and handcarried to the Assistant Secretary's office.

B. Filing and Retrieving.

(1) A copy of all (controlled and noncontrolled) outgoing correspondence prepared for the signature/surname of the Director will be provided to CCU.

(2) If a document is controlled to a Regional or Assistant Director or a Division for signature, a copy of the signed correspondence and the control slip will be forwarded to CCU.

(3) The CCU will maintain files of copies of signed controlled correspondence for 2 years.

(4) Originating offices will maintain files of all correspondence they prepare, and are considered the office of record for official files of correspondence prepared by their offices. These files will be disposed of in accordance with disposition schedules established pursuant to Part 283 FW.

2.10 Congressional Correspondence.

A. Congressional correspondence addressed to the Chief of Legislative Services will be forwarded to CCU for logging with handling instructions from LS.

B. Congressional correspondence will be handled according to the following principles:

(1) All Congressional correspondence addressing new legislative policy issues will be prepared for signature by the Director.

(2) Generally, other Congressional correspondence addressing existing legislative authorities will be delegated to Assistant or Regional Directors for signature. Regional and Assistant Directors are empowered and held accountable for using good judgement in determining when Congressional correspondence addressing existing authorities should be elevated for signature by the Director due to sensitivity or other factors.