Visits

1. This appendix describes procedures to be used in the visit request process. Visits to the Netherlands and the United States that involve access to, or the exchange of, classified information CONFIDENTIAL or above require the prior approval of both Participants using the procedures in this appendix.

2. The offices listed below have been designated by each Participant to process visit requests that are received from the other Participant. The listed offices are hereafter referred to as Central Visit Offices or CVOs.

The Netherlands:

a) Visits to and from industries

Netherlands Industrial Visit Control Office (NIVCO)

P.O. Box 20010

2500 EA The Hague

Netherlands

b) Visits to and from military establishments

Ministry of Defence

Defence Intelligence and Security Service

Industrial Security Office

Section Visit Requests

P.O. Box 20701

2500 ES The Hague

Netherlands

United States:

Department of the Army

Office of the Deputy Chief of Staff for Intelligence, G-2

Attn: Foreign Liaison Directorate (DAMI-CHS)

Washington, DC 20310-1040

United States of America

Department of the Navy

Navy International Programs Office

Foreign Disclosure Policy Control Division (Navy IPO- 10)

Washington, DC 20350-5000

United States of America

Department of the Air Force

Office of the Deputy Under Secretary of the Air Force (International Affairs)

Foreign Disclosure & Technology Transfer Division (SAF/IAPD) 1010 Air Force Pentagon

Washington, DC 20330-1010

United States of America

Defense Intelligence Agency

Foreign Liaison Staff (DIA/PO-FL)

Washington, DC 20301-6111

United States of America

(The Defense Intelligence Agency processes visits to the Office of the Secretary of Defense (OSD), the OSD Staff, Department of Defense Agencies, and the Joint Staff, and their contractors.)

3. Requests for approval of visits shall include the following information:

a) Requesting facility. Provide the full name and postal address (include city, state, country, and postal zone) and the telephone and telefax numbers of the facility.

b) Government agency or industrial facility to be visited. Provide the full name, title, and visit (street) address (include city, state, country, and postal zone) including telephone and telefax number, E-mail address and name of the person with whom the meeting will take place (point of contact).

c) Dates of visit. Provide the actual date or period (date-to-date) of the visit by day-month year.

d) Type of visit. Specify whether the visit is a government initiative or commercial initiative and whether the visit is being initiated by the requesting facility or the facility to be visited. Government initiative will be specified only if the visit is in support of an authorized government program, which must be fully described in subparagraph g., below.

e) Subject to be discussed/justification. Give a concise description of the issues or subjects to be discussed and the reason for the visit. Do not use unexplained abbreviations. In the case of a request for recurring visits, this item should state recurring visits as the first words in the data element (e.g. recurring visits to discuss...) or in the case of an amendment (amendment to visit ID number....).

f) Anticipated level of classified information to be involved. Indicate TOP SECRET, SECRET, CONFIDENTIAL, as applicable, and country of origin of the information.

g) Pertinence of visit. Specify the full name of the government program, Arrangement, or sales contract (e.g. foreign military sales case), or request for proposal or tender offer, using commonly used or explained abbreviations only.

h) Particulars of visitor.

Name – family name, followed by forename in full and middle initial(s))

Date of birth (day-month-year)

Place of birth (city, state, and country)

Security clearance status (e.g. TS, S, C)

Passport number/identification number

Nationality

Position – Indicate he official title or position the visitor holds in the organization (e.g. director, product manager, etc.)

Contractor/government agency – Provide the name of the industrial facility or government agency that the visitor represents.

i) Security officer of the requesting contractor/government agency. Provide the name, telephone number of the requesting security officer.

j) Certification of security clearance. To be completed by the applicable government clearance agency.

k) Remarks. This item can be used for certain administrative requirements (e.g. proposed itinerary, requests of hotel reservations, and/or transportation). If the visit has been pre-coordinated, the name, telephone and telefax numbers of the knowledgeable person with whom advance Arrangements have been made should be stated.

4. One-time visits: One-time visits may be for a single visit of a short duration (not to exceed 30 days for the U.S. and 30 days for the Netherlands). Requests for approval of one-time visits will be submitted via government to government channels. Unforeseen circumstances may occur that require individuals to carry out urgent visits which, due to the urgency, do not permit the usual visit notification lead times to be processed. In such circumstances visit applications will be critically reviewed and must be fully documented and justified by the sending Participant. Such emergency visits will be arranged only in exceptional circumstances when:

a) The proposed visit is related to an official government request for proposal/request for tender offer (e.g. submission of, or amendment to, a bid or proposal; attendance at pre-contract negotiations or bidder's conference); or,

c) The visit is to be made in response to the invitation of a host government official or host contractor official and is in connection with an official government project, programme or contract; and,

d) A programme, project or contract opportunity will be placed in jeopardy if the visit request is not approved.

5. Intermittent recurring visits. Programs that will involve intermittent, recurring visits related to classified contracts that are awarded pursuant to bilateral programs conducted under a government-to-government or agency-to-agency Arrangement or memorandum of understanding, and such visits related to commercial contracts that have been approved by the governments, will be processed as prescribed in subparagraphs (a) or (b) below, as applicable:

a) Bilateral programs. A list will be developed by each participating contractor facility of those individuals who are participating in the program. The list will be included with a request for visit authorization containing the information described in this Appendix. The requests will be sent through government channels to the Central Visit Offices of the host Participant, as identified in paragraph 2, above. Visit authorizations under this procedure will be valid for the duration of the program and there will be no limit on the number of visitors authorized. The list will be checked annually by the requesting CVO to ensure that there is still a requirement for all visitors to continue to be included. There will be no limit to the number of amendments, which may be submitted to the list but will be confined to the addition and deletion of names. Upon approval, direct Arrangements may be made for visits to the participating contractor facilities and government organizations.