Title 120 – General Manual

Part 402 - Communications

Subpart A - Correspondence

OH402.2 Required Response Time

1. It is the policy of NRCS that all official requests from the State office and area offices to field offices be made in writing and electronically transmitted via e-mail or fax. Requests that are not in writing will not require a response. The originating office will retain the file copy with the original signature.
2. It is the policy of NRCS that correspondence and directives sent from State office and area offices that contain an “Action Required By” date will allow a minimum of 21 business days to respond. In instances where the minimum of 21 business days is not possible, an explanation will be included with the request.
3. It is the policy of NRCS that, to the maximum extent possible, required responses or actions will minimize or avoid field level involvement and utilize electronic systems to collect and transmit the information.
4. All responses to requests outlined above are to be made in writing and submitted by the date due.

OH402.3 Signature Authority

This subpart establishes policy for Ohio NRCS State office correspondence going to other Federal agency heads, State agency heads, congressional delegations, NRCS field offices, NRCS area offices, NRCS national headquarters, counterparts in other agencies, conservation district offices, and the general public.

1. State office correspondence addressed to the NRCS Chief, Associate Chief, Deputy Chiefs, Associate Deputy Chiefs, Regional Assistant Chiefs, and Directors at national headquarters; other Federal agency heads; State agency heads; and congressional delegations will be signed by the State Conservationist.
   

   (1) Correspondence addressed to the general public or conservation district chairpersons will be signed by the appropriate line officer of their designee.
    

2. Correspondence committing funds, equipment, or personnel will routed by the preparer to the program manager and State Administrative Officer for concurrence prior to signature by the State Conservationist.
    
3. Correspondence committing NRCS technical and/or financial assistance will be signed by the State Conservationist.
   
   (1) The Budget Officer should provide financial assistance input with recommended actions/projections. 

 
4. Correspondence addressed to counterparts in other Federal and State agencies relaying information only may be signed by line officers or their technical staff.
    
5. Correspondence addressed to NRCS field offices and area offices relaying information only may be signed by a principal staff member/Ohio Leadership Team member (as defined in General Manual, Title 360, Part 404, Subpart D, Amendment 20) or a member of their staff where delegated.
    
6. Correspondence from the NRCS State, area, or field office that requests time input and services or requires action will be signed by the appropriate line officer.
    
7. “All employee” e-mails should only be sent by the Ohio Leadership Team or their staffs (State office technical specialists). A Special Emphasis Program Manager (e.g., Federal Women’s Program Manager, Hispanic Emphasis Program Manager, etc.) can also send e-mails to all our employees to provide information on special observances. The following guidelines will be adhered to:
   
   (1) E-mails should be well written and use concise, descriptive subjects; good judgment should be exercised in composing e-mails.
   
   (2) Target communications. Messages should only be sent to those people who need to receive the information; “all employee” e-mails will be used only as needed.
   
   (3) Do not send unnecessary attachments. Large attachments should be zipped (WinZip) before sending.
   

   (120-GM, Amend. OH30, March 2006)    OH402-A-1
   
   

   < Back to Ohio On-Line General Manual Amendments