Review Coordinator Scheduling/Coordination Responsibilities

DOE-HDBK-3012-2003

As soon as team members and counterparts have been selected, disseminate a list showing

counterparts' telephone, facsimile numbers, and e-mail address, if available, to team members. The

list is important for informing team members of their selection and their counterpart, which allows for

early contact and preparation.

An adequate number of properly trained and experienced counterparts is critical to a successful ORR.

The counterpart must have the technical knowledge necessary to support the team member. The

counterpart must also understand that he/she must fully support the team member to ensure the team

member gets the information he/she requires and the answers he/she requests. In addition, the

counterpart ensures that management is aware of emerging issues and supports providing information

to clarify or resolve the issue before it becomes a problem. Counterparts must be available during the

ORR and prior to it as necessary to support the team during preparations for the ORR.

3.2.1.2 Review Coordinator Scheduling/Coordination Responsibilities

After team selection is made, obtain social security number, date of birth, address, phone number, fax

number, type of clearance, and funding information for all team members.

Assist the Team Leader with developing a team member/counterpart chart.

Assist the Team Leader in the preparation of the draft implementation plan.

Prepare an ORR notification letter and enclosures for the Team Leader (Appendix 2).

Make a contact list for the pre-visit ORR team. The list should include site contact names, phone

numbers, fax numbers, hotel information, site security office number, per diem rates (some of this

information will be provided to the team by the Team Leader).

Send draft ORR Implementation Plan and CRADs to ORR pre-visit team members for their review.

Reserve a block of rooms for ORR pre-visit team members who will travel from outside the area.

Send the hotel a team list, if required.

3.2.2 DATA PACKETS, TRAVEL, AND OTHER LOGISTICAL RESPONSIBILITIES

Note: Although travel and hotel arrangement details may not apply to team members from the site

location, the other items do apply and must be completed for all team members.

3.2.2.1 Team Leader Responsibilities

Data packets are used to provide team members with information and documents that enable them to

better prepare for the pre-visit and ORR.

Working with the Review Coordinator, assemble and distribute data packets to team members. The

normal makeup of the data packet is provided in Appendix 6. Mail data packets early to ensure team

members have their packets at least two weeks prior to the pre-visit. Some of the items in Appendix 6

may not be available prior to the pre-visit. The key is to provide maximum information to each team

member to gain maximum benefit from the pre-visit.

Other Logistics: Verify compliance with the request for logistic support that was sent (Appendix 3) with

the letter of confirmation.

3.2.2.2 Review Coordinator Responsibilities

Inform team members to call the hotel and confirm their reservation and to guarantee it with a credit

card. Usually these instructions are included in the data packet.

Make security clearance and restricted area access arrangements for the ORR pre-visit. Complete

DOE F 5631.20 (formerly 277's), Request for Visit or Access Approval forms for the pre-visit team.

Discuss access requirements with the site point-of-contact before the pre-visit to determine which

sigmas are needed. Discuss security procedures for any uncleared team members.