12 FAM 400
POST OPERATIONS
12 FAM 410
POST SECURITY PROGRAMS OVERSIGHT
(CT:DS-354; 03-22-2021)
(Office of Origin: DS/IP and DS/HTP)
12 FAM 411 PURPOSE
(CT:DS-334; 07-23-2020)
The purpose of the Bureau of Diplomatic Security’s (DS’) post security program oversight, through the Office of Regional Directors in the International Programs (DS/IP/RD) and High Threat Programs Directorates (DS/HTP/RD), is to provide guidance and facilitate support to protect U.S. Government personnel under chief of mission (COM) security responsibility as well as U.S. Government information, and with certain exceptions, facilities. According to the President’s Letter of Instruction, COMs are responsible for the security of all U.S. Government personnel on official duty in their country (with certain exceptions) and their authorized accompanying dependents (see 2 FAH-2 H-116). Regional security officers (RSOs) and post security officers (PSOs), under the direction of the COM, are responsible for overseeing the day-to-day management of security programs at their resident and constituent posts.
12 FAM 412 AUTHORITIES
(CT:DS-334; 07-23-2020)
Authorities:
(1) The Omnibus Diplomatic Security and Antiterrorism Act of 1986 (Public Law 99-399; 22 U.S.C. 4801, et seq.), as amended;
(2) Section 207 of the Foreign Service Act of 1980 (22 U.S.C. 3927); and
(3) President’s Letter of Instruction to Chiefs of Mission.
12 FAM 413 POST SECURITY PROGRAM REVIEW (PSPR)
12 FAM 413.1 Overview
(CT:DS-354; 03-22-2021)
A Post Security Program Review (PSPR) is an essential component of DS’ management oversight of regional security offices at all U.S. missions. The purpose of the PSPR is to ensure that posts competently manage life safety, emergency preparedness, and other security programs with full mission support and participation, sufficient resources, and appropriate management controls. The following are definitions and procedures for all PSPR stages:
(1) RSO Instruction Letter:
(a) The RSO Instruction Letter is the official notification to post regarding an upcoming PSPR visit. It provides the RSO or PSO with relevant information on the purpose of the PSPR, names of program review officials, and activities which require RSO action such as scheduling interviews with post personnel, tours of U.S. Government facilities, and review of RSO files; and,
(b) The program review officer (e.g., the DS/IP/RD or DS/HTP/RD desk officer) must forward the RSO Instruction Letter to the RSO/PSO at least 30 days prior to the scheduled PSPR start date.
(2) PSPR Compliance Rating Form:
(a) The PSPR Compliance Rating Form is designed to quickly identify important life safety, emergency preparedness, and other security programs; and
(b) The program review officer must use the compliance criteria to rate post’s compliance with security standards for identified security programs.
(3) PSPR Trip Report:
(a) The PSPR Trip Report details a summary of PSPR findings to include post-specific issues, post interviews, recommendations, and a narrative on RSO leadership and management; and
(b) The program review officer must complete the PSPR Trip Report and obtain all required clearances within 30 calendar days of the end of a PSPR trip (return to CONUS for a multi-post PSPR).
(4) RSO response:
(a) The RSO Response details how post will address each PSPR recommendation. If post believes that the deficiency has been fully addressed, the RSO or PSO must provide documentation or other detailed evidence to demonstrate that corrective action has been taken and the recommendation warrants closure;
(b) The RSO or PSO must provide a response within 45 calendar days of the issuance of the final PSPR report within RSO Tools. If a recommendation cannot be resolved within 45 days, an update must be provided every 60 calendar days. This 60-day cycle begins after the RSO/PSO provides their initial response to the recommendation;
(c) All responses and status updates must be submitted via RSO Tools to properly track due dates and post’s progress towards addressing the deficiency. RSO Tools will notify post users and the respective region of any overdue responses; and
(d) If the RSO or PSO fails to provide a response within 90 days of the issuance of the final trip report (45 days after the RSO Response due date), the deputy chief of mission (DCM) or PO will be contacted by the respective Office of Regional Directors highlighting that action is needed.
12 FAM 413.1-1 PSPR Frequency
(CT:DS-354; 03-22-2021)
a. DS/IP/RD prioritizes PSPRs for DS/IP posts using Security Environment Threat List (SETL) ratings in three SBU categories: terrorism, political violence, and crime:
(1) Annually for DS/IP posts rated CRITICAL in two or more SBU SETL categories;
(2) Every two years for DS/IP posts rated either CRITICAL in one or HIGH in all three SBU SETL categories; and
(3) Every three years for all other DS/IP posts.
b. DS/HTP/RD prioritizes PSPRs for HTP-designated Posts using the SETL ratings in three SBU categories; terrorism, political violence, and crime, and also mandates non-PSPR visits/assessments in the out-years for select posts. At a minimum, DS/HTP performs PSPRs as follows:
(1) Annually for HTP posts rated CRITICAL in two or more SBU SETL categories;
(2) Every two years for HTP posts rated either CRITICAL in one or HIGH in all three SBU SETL categories; and,
(3) Every three years for all other HTP posts.
c. DS/HTP will, in the out-years in which PSPRs do not occur at HTP posts, undertake familiarization (FAM) visits, assessments, and/or participate in program inspections from other DS offices (Program Management Reviews from DS/IP/OPO, etc.), as these annual visits are critical to ensuring DS/HTP/RD staff maintain a thorough understanding of their posts. DS/IP conducts FAM visits as determined by the respective regional director.
d. DS/IP/RD and DS/HTP/RD may also conduct a PSPR at any post following a specific crisis, such as an attack against a diplomatic mission, a prolonged or significant threat, a natural disaster, or an authorized/ordered departure.
e. DS/IP/RD and DS/HTP/RD may conduct a PSPR in advance of a scheduled Office of Inspector General inspection or audit.
f. RSOs or post management may request PSPRs for the benefit of their post security program. DS/IP/RD and DS/HTP/RD will consider these requests and accommodate them on a case-by-case basis.
g. PSPRs for posts in suspended operations will be postponed until normal operations are resumed.
12 FAM 413.2 Preparation - PSPR Pre-Deployment Review
(CT:DS-354; 03-22-2021)
Prior to traveling to a post scheduled for a PSPR, the program review officer must complete a Pre-Deployment Review (PDR) and conduct consultations with relevant DS and external offices to review post-specific issues that may impact the security program.
12 FAM 413.3 Conducting a PSPR
(CT:DS-354; 03-22-2021)
During a PSPR, program review officers will assess all areas of review listed in the PSPR Compliance Rating Form in addition to assessing the RSO’s effectiveness and leadership through interviews with post personnel. The following PSPR activities are conducted to facilitate a comprehensive review of post security programs:
(1) RSO in-brief and program overview: RSO staff should provide a brief overview of all post security programs. If applicable, RSOs should encourage their assistant regional security officer(s), Foreign Service national investigator(s), office management specialist, MSG detachment commander, local guard coordinator, surveillance detection coordinator, and residential security coordinator to provide a briefing on the programs they manage as well as their impressions of post's security posture;
(2) Front Office courtesy call: A courtesy call for the program review officers and RSO should be scheduled with the COM and DCM to explain the purpose of the PSPR and how it will be used to assess the effectiveness of the RSO and post’s security programs. A separate meeting with the DCM or principal officer (PO) should also be scheduled to obtain a frank evaluation of both the RSO, members of his/her security staff, and management of the security programs;
(3) Walk-through of facilities occupied by personnel under COM security responsibility and key residences: Both an internal and external walk-through of all major facilities must be conducted. The program review officers should also visit key residences occupied by personnel under COM security responsibility, including the Chief of Mission Residence (CMR) or principal officer residence (POR), Deputy Chief of Mission Residence (DCMR) (if used as an alternate command center), and Marine Security Guard Residence (MSGR);
(4) Emergency drill: The RSO is required to schedule an emergency drill during the PSPR where the RSO is the designated incident commander. The drill is designed to demonstrate the RSO’s leadership skills and knowledge of emergency preparedness and crisis response;
(5) Interviews: One-on-one interviews should be scheduled for the program review officer(s) with all key Country Team members and RSO personnel. At the conclusion of the interviews, the program review officers will be able to assess the level of RSO interaction and cooperation with all Country Team members and other U.S. Government agencies. RSO personnel (U.S. direct-hire, eligible family member, and local staff) interviews will be used to evaluate the RSO’s leadership and management skills and the staff’s understanding of their work requirements and how their position affects overall Mission goals; and
(6) Review of relevant RSO/PSO files to include the following:
(a) All inventories to include special protective equipment and high-value items;
(b) Security incident records;
(c) Work requirement statements, employee evaluations, and counseling certifications;
(d) Briefing, debriefing, and (if applicable) refresher briefing acknowledgment forms;
(e) Firearms carry authorization memos;
(f) Locally Employed Staff security certification and re-certifications;
(g) Residential security surveys;
(h) Local Guard Force training records and guard orders; and
(i) Surveillance Detection personnel training records (if applicable).
12 FAM 413.4 PSPR Completion
(CT:DS-354; 03-22-2021)
a. At the conclusion of the PSPR, the program review officer conducts an out-brief with the RSO and either the DCM or COM to discuss PSPR recommendations and any other significant findings.
b. After internal clearances, the program review officer must complete the PSPR Trip Report and PSPR Compliance Rating Form in RSO Tools within 30 calendar days of returning to DS Headquarters upon completion of the PSPR.
c. Within 45 calendar days of the PSPR report issuance date, RSOs/PSOs must upload a RSO Response to RSO Tools to address corrective actions for all non-compliant items. As needed, RDs will assist RSOs in developing a course of action to secure RSO resources in non-compliant PSPR areas due to insufficient funding, personnel, or assets.
d. PSPR Recommendations: DS/IP/RD and DS/HTP/RD must follow-up on and close PSPR recommendations for their respective regions in RSO Tools. Desk officers must work with their respective PSOs/RSOs to ensure corrective action has been taken at post for each PSPR recommendation. If corrective action has been taken, the program review officer must obtain documentation or other detailed evidence demonstrating the recommendation warrants closure and mark the recommendation as “closed” in RSO Tools (see 14 FAM 413.1(4)).
12 FAM 414 PSPR WORKING GROUP
(CT:DS-354; 03-22-2021)
The PSPR Working Group (WG) is comprised of representatives from the DS/IP Front Office, DS/HTP Front Office, DS/IP/RD, DS/HTP/RD, DS/IP Resource Staff (DS/IP/RS), and DS/HTP Resource Management (DS/HTP/RM). The PSPR WG meets on an ad hoc basis to discuss changes to the PSPR process and provide recommendations on PSPR improvements to DS/IP and DS/HTP leadership.
12 FAM 415 THROUGH 419 UNASSIGNED