Scheduling/Coordination Responsibilities

DOE-HDBK-3012-96

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.

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 TL with developing team member/counterpart chart.

Prepare ORR notification letter and enclosures for the TL (Appendix 2).

Make a contact list for the previsit 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 by the TL).

Send draft ORR Implementation Plan and CRADs to ORR previsit team members

for their review.

Reserve a block of rooms for ORR previsit team members who will travel form

outside the area. Send the hotel a team list, if required.

ADDITIONAL GUIDANCE FOR PREPARING FOR BOTH PREVISIT AND ORR

These duties involve the preparation of the data packets, travel, and other logistics. The TL should

manage the performance of the following items.

Data Packets: Data packets are used to provide team members with information

and documents that enable them to better prepare for the previsit and ORR.

Working with the RC, 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 that team members have their packets at least two weeks prior to the

previsit.

Other Logistics: Verify compliance with the request for logistic support that was

sent (Appendix 3) with the letter of confirmation.

Inform team members, usually these instructions are included in the data packet, to

call the hotel and confirm their reservation and to guarantee it with a credit card.