United States Department of Agriculture
Research, Education, and Economics

ARS * CSREES * ERS * NASS
Policies and Procedures

Table of Contents

1. Reference
2. Authorities
3. Policy
4. Physical Protection and Security
     Admission to REE Facilities
     Standard Physical Protection
     Special Protection
5. Occupant Emergency Program
6. Fire Prevention Standards
     REE Facilities.
     Public Lands.
7. Conduct on Federal Property
     Prevention of Workplace Violence
     Weapons.
     Inspection.
     Admission to Property.
     Preservation of Property.
     Conformity with Signs and Directions.
     Disturbances.
     Gambling.
     Alcoholic Beverages and Narcotics.
     Soliciting, Vending, and Debt Collection.
     Posting and Distributing Material.
     Photographs for News, Advertising, or Commercial Purposes.
     Dogs and Other Animals.
     Vehicles and Pedestrian Traffic.
     Explosives.
     Nondiscrimination.
     Keys
8. Summary of Responsibilities
     REE Administrators
     Information Staff
     FD Director
     HRD Director
     ARS Area Directors
     ARS Administrative Officers
     ARS Center Directors/Research Leaders/Location Coordinators
     ARS Location Administrative Officers
9. Glossary

Exhibits
1 Occupant Emergency Plan (Example)
2 Occupant Emergency Plan (Abbreviated) (Example)

Regulations governing the use and control of REE agency facilities is found in the Federal Property Management Regulations and the Agriculture Property Management Regulations. The policy, procedures, and responsibilities for the use of real property owned, leased, or otherwise controlled by ARS, are found in the ARS Real Property Manual 245.1.

.    Federal Property and Administrative Services Act of 1949
.    18 U.S.C. 930
.    20 U.S.C. 107.2(a)(5)
.    5 CFR Parts 110 and 950
.    7 CFR 2.76(iv)
.    7 CFR 2.106(26) Delegations of Authority
.    29 CFR Part 1960
.    40 U.S.C. 490(a)(12)
.    41 CFR 101.20.3
.    43 CFR 9212
.    Agriculture Property Management Regulations (AGPMR) 104.18-102
.    Public Law (PL) 91-596, Occupancy Safety and Health Act (OSHA)
.    PL 95-454
.    Executive Order (E.O.) 12196
.    Departmental Regulation (DR) 1650-2

It is REE policy to provide physical protection and security to REE facilities and individuals occupying such facilities, including General Services Administration (GSA) leased space occupied by REE, to prevent interference with normal activities of REE programs and to furnish employees places and conditions of employment that are free from recognized hazards that cause or are likely to cause death or serious physical harm.

4.    Physical Protection and Security

Admission to REE Facilities, except as otherwise authorized, shall be for official purposes only. Admittance to any portion of an REE facility may be restricted for security reasons.

• Unless properly authorized by the official in charge, no person shall be admitted during other than working hours to any area occupied by REE.
  
  
• Appropriate identification documents of registration will be required for admission to buildings or offices under REE control before or after normal working hours.
  
  
• The designated official in charge shall take precautions to see that premises and property are adequately protected and secured. Except as provided under the Federal Tort Claim Act, REE will not be responsible for any loss, inconvenience, or injury that an employee may suffer as a result of placing any of the employee's personally owned property on official REE premises, unless said property was used for the benefit of the Government and the use was approved by the employee's supervisors.

Standard Physical Protection and security services will be implemented for all REE facilities by:

• Responding to criminal occurrences, incidents, and life-threatening events through the use of Federal Protection Officers, local law enforcement officers, or officers of other appropriate law enforcement agencies.
  
  
• Installing and maintaining perimeter security devices and systems, if warranted, and providing timely response by authorized personnel if the premises are monitored.
  
  
• Implementing crime prevention activities, including tenant awareness programs.
  
  
• Providing assistance to appropriate law enforcement agencies in their investigation of crimes and violations of Federal statutes.
  
  
• Entering into response agreements with local law enforcement agencies, if required.
  
  
• Performing physical security surveys.
  
  
• Periodically evaluating effectiveness of protection services by performing in-depth inspections of procedures and records.

Special Protection is authorized as follows:

• Pursuant to the authority delegated, the Administrator, ARS, is authorized to appoint uniformed armed guards and special police to make necessary rules and regulations and to establish penalties--not to exceed those prescribed in 7 U.S.C. 2.106--for the protection of persons, property, buildings, and grounds of the U.S. National Arboretum, Washington, D.C.; the Roman L. Hruska U.S. Meat Animal Research Center, Clay Center, Nebraska; the Beltsville Agricultural Research Center, Beltsville, Maryland; and the Animal Disease Center, Plum Island, New York; or any area designated by USDA over which the United States has exclusive or concurrent criminal jurisdiction. Any rules or regulations produced under this authority shall require approval by the Director of the Department of Agriculture's Procurement and Property Management Division, and the Office of the General Counsel, prior to issuance.
  
  
• The degree of physical protection and security beyond standard levels required by the nature of an agency's activities or unusual public reaction to an agency's programs will be determined jointly by GSA and the Agency Administrator. The Federal Protective Service (FPS), GSA, is assigned the responsibility to conduct security reviews and make recommendations for security procedures at Federally owned and leased locations. Any location that is unable to obtain a FPS security review is encouraged to request a security review by the local law enforcement agency with jurisdiction at that site.
  
  
• The level of special protection will be determined on a facility-by-facility basis, after an appropriate security survey and crime prevention assessment have been conducted. The occupying agency is responsible for implementing the recommendations made by FPS or the local law enforcement agency. Security measures beyond those recommended by FPS or the local law enforcement agency that are deemed appropriate by the agency official in charge at that location may be implemented, with the exception of the hiring of uniformed armed guards. The requirement for uniformed armed guards must be determined by the Agency Administrator, or his/her designee, and GSA.
  
  
• Special protection provided by GSA will be on a reimbursable basis.
  
  

5.    Occupant Emergency Program

An Occupant Emergency Program shall be established for REE facilities to safeguard lives and property during emergencies such as fire, explosions, bomb threats, and natural disasters.

• All employees of all REE locations must be given a copy of the Occupant Emergency Plan.
  
  
• All REE employees and occupant agencies of a location shall fully cooperate with the Designated Official in the implementation of an Occupant Emergency Plan and the staffing of an Occupant Emergency Organization. The Designated Official is the official in charge, or his or her designee, at that location. At GSA leased sites, the Designated Official is the official in charge in the lead agency at that facility. The Designated Official is to be named in the Occupant Emergency Plan.
  
  
• When there is immediate danger to persons or property such as fire, explosion, or the discovery of an explosive device, occupants shall be evacuated or relocated in accordance with the Occupant Emergency Plan. This shall be accomplished by sounding the fire alarm system or by other appropriate means.
  
  
• When there is advance notice of an emergency, the Designated Official shall initiate appropriate action in accordance with the established Occupant Emergency Plan.
  
  
• After normal duty hours, the senior official present shall represent the Designated Official and shall initiate action to cope with emergencies in accordance with the established Occupant Emergency Plan.
  
  

REE Facilities. Fire prevention standards for REE facilities will conform to the Occupational Safety and Health Act (OSHA) of 1970 (PL 91-596), E.O. 12196.29, CFR 1960, local fire safety codes, and applicable fire and safety criteria. Employees and visitors will not be exposed to unnecessary risks. Safeguards will be provided which minimize personal harm, property damage, and impairment of Governmental operations, and which allow emergency response personnel to accomplish their missions effectively.

• All exits, accesses to exits, and accesses to emergency equipment shall be kept clear at all times.
  
  
• Employees shall be trained to use protective equipment and to take appropriate fire safety precautions in their work, including participation in fire drills.
  
  
• Hazardous, explosive, or combustible materials must not be brought into REE facilities unless authorized by appropriate REE officials.
  
  
• All draperies, curtains, or other hanging materials shall be of noncombustible or flame- resistant fabric. Free-standing partitions and space dividers shall be of limited combustible or flame-resistant fabric.

Public Lands. ARS will take all necessary actions to protect human life on those public lands it manages, and the resources and improvements thereon, through the implementation of fire prevention standards for the prevention and suppression of wildfires. Where possible, ARS actions will complement and support the wildfire prevention actions of other USDA agencies, the U.S. Department of the Interior's Bureau of Land Management, and State or local agencies.

7.    Conduct on Federal Property

The following rules and regulations apply to all property under the custody and control of REE and all persons entering on such property. Notice of these provisions shall be posted conspicuously at each public entrance to the property.

Prevention of Workplace Violence. The Department's Workplace Violence Prevention Program, released March 7, 2000, provides guidance and assistance on workplace violence prevention, including recommended approaches to threat assessment and response. REE policy and procedures are outlined in a Policy and Procedure (P&P) titled “Preventing Workplace Violence” (unnumbered as of publication of this P&P 240.3).

Weapons. Except in the lawful performance of official duties, no person either on or entering REE property may carry or possess firearms or other dangerous or deadly weapons. The penalty for such is prescribed by 18 U.S.C. 930:

• Except as provided in subsection (c) of 18 U.S.C. 930 pertaining to official duties of law enforcement agencies, whoever knowingly possesses or causes to be present any firearm or dangerous weapon in a Federal facility, or attempts to do so, shall be fined under this title or imprisoned not more than 1 year, or both.
  
  
• Whoever intentionally plans to use a firearm or other dangerous weapon in the commission of a crime and knowingly possesses, attempts, or causes to possess such firearm or dangerous weapon in a Federal facility, will be fined under this title or imprisoned not more than 5 years, or both.

Inspection. Packages, briefcases, and other containers in the immediate possession of visitors, employees, or other persons arriving on, working at, visiting, or departing from Federal property, are subject to inspection. A full search of a person and any vehicle driven or occupied by the person may accompany an arrest.

Admission to Property. Property will be closed to the public during other than normal working hours. An agency designated person will maintain a log of those persons obtaining access after normal working hours. The closing of property will not apply to that space when the Government has approved the after-hours use of buildings or any portions of a building for authorized activities. During normal working hours, property will be closed to the public only when situations require this action to ensure the orderly conduct of Government business. The decision to close the property will be made by the Designated Official under the Occupant Emergency Program. When property or a portion thereof is closed to the public, admission will be restricted to authorized persons who must register upon entry to the property and, when requested, display Government or other identifying credentials to the Federal Protective Officers or other authorized individuals when entering, leaving, or while on the property. Failure to comply with any of the above applicable provisions is a violation of these regulations.

Preservation of Property. The improper disposal of rubbish on property; the willful destruction of or damage to property; the theft of property; the creation of any hazard on property to persons or things; the throwing of articles of any kind from or at a building; or the climbing upon statues, fountains, or any part of the building, is prohibited.

Conformity with Signs and Directions. Persons in and on property must at all times comply with the lawful direction of Federal Protective Officers and other authorized individuals, as well as with official signs of a prohibitory, regulatory, or directory nature.

Disturbances. Any loitering, disorderly conduct, or other conduct on property that creates loud or unusual noise or nuisance; unreasonably obstructs the normal use of entrances, foyers, lobbies, corridors, offices, elevators, stairways, or parking lots; impedes or disrupts the performance of official duties by Government employees; or prevents the general public from obtaining the administrative services provided on the property in a timely manner is prohibited.

Gambling. Participating in games for money or other personal property or the operating of gambling devices, the conduct of a lottery or pool, or the selling or purchasing of numbers tickets, in or on property are prohibited. These prohibitions do not apply to the vending or exchange of chances by licensed blind operators of vending facilities for any lottery set forth in State law and authorized by Section 2(a)(5) of the Randolph-Sheppard Act (20 U.S.C. 107, et seq.).

Alcoholic Beverages and Narcotics. Operation of a motor vehicle while on ARS property by a person under the influence or in possession of alcoholic beverages or an illegal or controlled substance is prohibited. This prohibition does not apply in cases where the drug is being used as prescribed by a licensed physician. Entering upon REE property or being on REE property under the influence of alcoholic beverages or an illegal or controlled substance is prohibited. The use of alcoholic beverages on REE property is prohibited except when the Agency Administrator, or his or her designee, has officially granted an exemption in writing. Each agency's Office of the Administrator will provide a copy of all exemptions to the building manager or other authorized official responsible for the security of the property. The Administrator of each agency has been delegated the prerogative to authorize the serving of alcoholic beverages at locations under his/her custody or control.

Soliciting, Vending, and Debt Collection. Soliciting money for charity, commercial or political soliciting, vending of all kinds, displaying or distributing commercial advertising, or collecting private debts on REE controlled property is prohibited. This rule does not apply to:

• National or local fund drives for welfare, health, or other purposes as authorized by 5 CFR, Parts 110 and 950, Solicitation of Federal Civilian and Uniformed Services Personnel for Contributions to Private Voluntary Organizations, issued by the U.S. Office of Personnel Management Under E.O. 12353 of March 23, 1982, as amended, and sponsored or approved by the agency.
  
  
• Concessions or personal notices posted by employees on authorized bulletin boards.
  
  
• Solicitation of labor organization membership or dues authorized by the agency under the Civil Reform Act of 1978 (PL 95-454).
  
  
• Lessee, or its agents and employees, with respect to space leased for commercial, cultural, educational, or recreational use under the Public Buildings Cooperative Use Act of 1976 (40 U.S.C. 490(a)(16)). Public areas of REE-controlled property may be used for other activities permitted in accordance with Federal Property Management Regulations (FPMR) Subpart 101-20.4.

Posting and Distributing Material. Posting or affixing materials such as pamphlets, handbills, or flyers on bulletin boards or elsewhere on REE-controlled property is prohibited, except in the public area of the property as defined in FPMR Subsection 101-20.003(z), unless conducted as part of authorized Government activities. Any person or organization proposing to distribute materials in a public area under this section shall first obtain a permit from the Center Director (CD)/Research Leader (RL)/Location Coordinator (LC) or the occupying agency's building manager under FPMR Subpart 101-20.4 and will distribute materials in accordance with the provisions of Subpart 101.20.4. Failure to comply with those provisions is a violation of these regulations.

Photographs for News, Advertising, or Commercial Purposes. Photographs may be taken in space occupied by REE only with the consent of the appropriate REE official. Except where security regulations apply or a Federal court order or rule prohibits it, photographs for news purposes may be taken in entrances, lobbies, foyers, corridors, or auditoriums when used for public meetings. Subject to the foregoing prohibitions, photographs for advertising and commercial purposes may be taken only with the written permission of the Designated Official.

Dogs and Other Animals. Dogs and other animals, except seeing eye dogs, other guide dogs, and animals used to guide or assist a person with a disability, cannot be brought upon property for other than official purposes.

Vehicles and Pedestrian Traffic. Drivers of all vehicles entering and while on property must drive in a careful and safe manner at all times and shall comply with the signals and directions of Federal Protective Officers or other authorized individuals and all posted traffic signs. Blocking of entrances, driveways, walks, loading platforms, or fire hydrants is prohibited. Parking is not allowed without permission. Parking without authority, except in an emergency, in unauthorized locations or in locations reserved for other persons, or parking contrary to the direction of posted signs is prohibited. Vehicles parked in violation will be subject to removal at the owners' risk and expense.

Explosives. No persons entering or while on property may carry or possess explosives or items intended to be used to fabricate an explosive or incendiary device, either openly or concealed, except for official purposes.

Nondiscrimination. There will be no discrimination or unfair treatment against anyone because of race, religion, sex, color, age, national origin, or disability in furnishing or refusing to furnish to such individuals the use of any public facility including all services, privileges, accommodations, and activities provided on the property.

Keys. Rooms should normally be master-keyed. Keys to all locked rooms shall be maintained by the building security personnel, the administrative person in charge of the facilities, or the person so designated by the agency head responsible for the facility. Keys should be identified as Government “Do not duplicate.” A record will be kept of all keys issued to employees by the same person indicated above to maintain the keys and the keys must be returned at the time an employee leaves the service of the agency.

8.    Summary of Responsibilities

REE Administrators are to ensure that staff are assigned to:

• Determine jointly with GSA the degree of physical protection and security beyond standard levels required by the nature of an agency's activities or by unusual public reaction to an agency's programs.
  
  
• Appoint uniformed armed guards and special police, where authorized; make necessary rules and regulations; and establish penalties, not to exceed those prescribed in 7 U.S.C. 2.106, for the protection of persons, property, buildings, and grounds at specified locations.
  
  
• Ensure that appropriate physical protection and security measures have been identified and implemented.
  
  
• Develop an Occupant Emergency Plan and an Occupant Emergency Organization for each location under their jurisdiction.
  
  
• Implement fire prevention standards for each location under their jurisdiction.

Information Staff

• Provide direction, technical assistance, and guidance on the process for securing written approval of the use of photographs of ARS facilities.

FD Director

• Provides direction, technical assistance, and guidance for physical protection and security measures, Occupant Emergency Programs, and fire prevention standards for REE agencies.

HRD Director

• Provides direction, technical assistance, and guidance for workplace violence threat assessments for REE agencies.

ARS Area Directors ensure that each location within his/her Area has established and implemented:

• Appropriate physical protection and security measures.
  
  
• An Occupant Emergency Plan and an Occupant Emergency Organization.
  
  
• Fire protection standards for the protection of ARS facilities and the safety of ARS employees, cooperators, and visitors.
  
  
• An effective line of communication with the appropriate Federal, State, or local agencies with the responsibility to provide law enforcement, fire protection, and ambulance service to the location.
  
  
• A process for the written approval of the use of photographs of ARS facilities within their Area, for advertising and commercial purposes.

ARS Administrative Officers, through the Area Property Management Officer (APMO) and the Area Safety and Health Manager (ASHM), assures that guidance and assistance is provided to the CD/RL/LC and the Location Administrative Officer (LAO) in the development and implementation of:

• Appropriate physical protection and security measures.
  
  
• An Occupant Emergency Plan and an Occupancy Emergency Organization.
  
  
• Fire prevention standards.

ARS Center Directors/Research Leaders/Location Coordinators

• Identify and implement appropriate physical protection, security, and fire protection measures and workplace violence protection assessments required for the protection of ARS facilities and the safety of ARS employees, cooperators, and visitors. Assist in making a determination of the level of physical protection and security measures that may be required, a physical security survey may be conducted by FPS or the local law enforcement agency.
  
  
• Establish a response agreement with State or local law enforcement agencies, if required, to ensure appropriate response to criminal occurrences, incidents, and life-threatening events.
  
  
• Develop and implement an Occupant Emergency Plan and provide training for an Occupant Emergency Organization staffed with ARS employees.
  
  
• Establish an Occupant Emergency Organization and act as the Designated Official. The decision to activate the Occupant Emergency Plan shall be based upon the best available information, including an understanding of local tensions, the sensitivity of the situation, and the CD/RL/LC's previous experience with similar situations.
  
  
• Implement fire protection standards for the protection of ARS facilities and the safety of ARS employees, cooperators, and visitors. Standards will conform to those presented by the Occupational Safety and Health Act (OSHA) of 1970 (PL 91-596), EO 12196, and applicable local fire and safety codes. Ensures that safeguards will be provided which minimize personal harm, property damage, and the impairment of Governmental operations, and which allow emergency response personnel to accomplish their missions effectively.
  
  
• Determine the appropriate Federal, State, or local agencies with the responsibility to provide law enforcement, fire protection, and ambulance service to the location. If required, prepare a response agreement with the appropriate agencies to ensure appropriate response to criminal occurrences, incidents, and life-threatening events.
  
  
• Ensure that employees and visitors are informed of rules and regulations regarding conduct while on Federally owned and leased property and post a copy of “Rules and Regulations Governing Public Buildings and Grounds” at employees' and visitors' entrances to Federally owned and leased buildings occupied by ARS.
  
  

ARS Location Administrative Officers

• Responsible for the implementation and maintenance of a physical protection and security plan, an Occupant Emergency Program, and the implementation of fire prevention standards at the location.
  
  
• Make a recommendation to the CD/RL/LC on the appropriate physical protection and security measures required for the protection of ARS facilities and the safety of ARS employees, cooperators, and visitors.
  
  
• Monitor the implementation of fire protection standards for the protection of ARS facilities and the safety of ARS employees, cooperators, and visitors. Standards will conform to those presented by the Occupational Safety and Health Act (OSHA) of 1970 (PL 91-596), E.O. 12196, and applicable local fire and safety codes. Ensure that safeguards will be provided which minimize personal harm, property damage, and the impairment of Governmental operations, and which allow emergency response personnel to accomplish their missions effectively.
  
  
• Post a copy of “Rules and Regulations Governing Public Buildings and Grounds”  at employees' and visitors' entrances to Federally owned or leased buildings occupied by ARS.
  
      
  

AAO. Area Administrative Officer

AD. Area Director

AGPMR. Agriculture Property Management Regulations

APMO. Area Property Management Officer

ASHM. Area Safety and Health Manager

CD. Center Director

CFR. Code of Federal Regulations

Crime Prevention Assessment. A formal onsite review which consists of a detailed survey, review, and analysis of an REE facility's vulnerability to criminal activity.

Dangerous Weapon. A weapon, device, instrument, material, or substance, animate or inanimate, that is used or is capable of causing death or serious bodily injury. This term does not include a pocket knife with a blade less than 2½ inches in length.

Designated Official. The Designated Official is the official in charge, or his/her designee, at that location. At GSA leased sites, the Designated Official is the official in charge at the lead agency at that facility. The Designated Official will be named in the Occupant Emergency Plan.

Emergency. Includes bombings and bomb threats, civil disturbances, fires, explosions, electrical failures, loss of water pressure, chemical or gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes. The term does not apply to civil defense matters such as potential or actual enemy attacks. Note: Civil defense emergencies are addressed by the Federal Emergency Management Agency.

FD. Facilities Division

Federal Facility. A building or a portion of one that is owned or leased by the Federal Government, where Federal employees are regularly present for the purpose of performing their official
duties.

FPMR. Federal Property Management Regulations

FPS. Federal Protective Service, GSA.

GSA. General Services Administration

LAO. Location Administrative Officer

LC. Location Coordinator

Occupant Agency. The organization which is assigned space in a facility under GSA's custody and control through the formal procedures outlined in Part 101-17 of FPMR(41 CFR 101-17).

Occupant Emergency Plan. The procedures developed to protect life and property
in a specific ARS-occupied space under stipulated emergency conditions (Exhibit 1). For small one-level facilities, emergency information may be entered on GSA Form 3415, Occupant Emergency Plan (Abbreviated) (Exhibit 2).

Occupant Emergency Program. A short-term emergency response program that establishes procedures for safeguarding lives and property during emergencies in particular facilities.

Physical Security Review. An onsite survey of an individual facility or location by the FPS, GSA, or local law enforcement agency, to help determine the appropriate level of physical security required for the protection of federally-owned or leased facilities and the safety of REE employees, cooperators, and visitors.

Public Area. Any area of a building under the control and custody of REE which is
ordinarily open to members of the public. Public areas not assigned to a lessee or occupant agency.

REE Facilities. Federally owned or leased land, buildings, or structures under the custody and control of REE agencies, including GSA leased space occupied by REE agencies.

RL. Research Leader

Security Plan. A physical security survey, which involves an intensive review of the occupant's building security operation and administrative procedures. The plan is designed to identify operational and administrative procedures, to identify specific weaknesses, and to recommend steps to managers in dealing with criminal threats and occurrences.

Unusual Hours. Work hours that are frequently required to be varied and do not coincide with any regular work schedule. This category includes individuals who regularly or frequently
work significantly more than 8 hours per day. Unusual hours do not include shift workers, those
on alternate work schedules, and those granted exceptions to the normal work schedule (e.g., flex time).

U.S.C. United States Code

-/Sd/-

W. G. HORNER
Deputy Administrator
Administrative and Financial Management

Exhibits
1 Occupant Emergency Plan (Example)
2 Occupant Emergency Plan (Abbreviated) (Example)