MINUTES OF THE 20 NOVEMBER 1975 OTR STAFF MEETING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00896R000100010051-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 8
• Document Creation Date: December 9, 2016
• Document Release Date: June 27, 2001
• Sequence Number: 51
• Publication Date: December 9, 1975
• Content Type: MFR

Approved For #b'VIO? ICX-P P& 0a 0Q 00010051-1
DEC 1979
STATINTL
MEMORANDUM FOR THE RECORD
SUBJECT: Minutes of the 20 November 1975 OTR Staff Meeting
1. The OTR Staff Meeting of 20 November 1975 convened
at 1030 hours and concluded at 1145 hours.
2. The DTR a lon evit cert' STATINTL
3. The members considered the Minutes of the 30 October
1975 Staff Meeting. requested that Item 7 be amended
to read: "A large part o the increase is due to vacancies
at _ for which clearances are pending on personnel to
fill them." He noted that some $40,000 not expended in
salaries for -these vacancies had been moved to cover overtime.
He has taken steps to reduce other overtime, including
imposing a ceiling on it. The DTR stated that there will be
no overtime in situations which are considered normal,
unless there is a good reason for it. The state o the U.S.
economy dictates that expenditures must be reduced. He
enjoined the Unit Chiefs to keep a close watch on all
expenditures. The Minutes were then approved as amended.
OTR Weekly Reports
4. The DTR opened the discussion of OTR Weekly
Reports by stating that he reads them and finds them useful.
The DDTR stated that it is the responsibility of the Unit
Chiefs to decide what to include in their weeklies. The
inquired as to O/DTR requirements for the weekly.
The DTR expressed his view that it is a mechanism for com-
municating with people. It should be a diary of events,
developments, and trends, and should be useful not only to
the DTR but also to the people contributing. The Unit
Chiefs should not assume that any action will be taken on
any item in the weekly. Items requesting or requiring
action should be the subject of a separate memorandum.
ADMINI T L1T,AvE -. l.i l.v 1:511:1 USE VrII
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 Approved Fo49ii 1fl 8f0-A41 4 R r1 b' R0Q 00010051-1
5. After considerable discussion the members agreed
on the following points.
a. Each weekly will be divided into two parts:
I. Recent Activities and II. Upcoming Developments;
b. Each item within these two parts should have
a title and be classified separately;
c. The cut-off time for events to be included in
Recent Activities for Headquarters Units will be close-of-
business Wednesday;
d. will continue to call = for
results of events reported as upcoming on Wednesday or
Thursday;
e. The Unit Chiefs should take particular care
in assuring the accuracy of the information submitted,
including names, dates, titles, spelling, etc.;
f. When a Unit Chief believes that an item
should be reported to the DDA, he should flag the item;
f. For the next several weeks the DTR will.red-
line items in each weekly which he does not consider necessary
and return the weekly to the Unit Chief.
6.. Consideration of Item 3 on the Agenda was postponed
to a later date. The DTR discussed his philosophy of the
Fitness Report system. and the reasons for a proposed change
in'OTR. He requested the Secretary to make copies of the
proposed memorandum on the subject, distribute them to the
Unit Chiefs, and schedule a series of two or three one-hour
special Staff Meetings to discuss the subject.
OTR Course Reports
7. Chief, PRS, raised three questions concerning
course reports. Do we need course reports as they are now
prepared? Who should see them? Should the student evaluations
be summarized? Chief, TSS, referred to OTR Notices 21-74
and 35-74 as the basic documents covering course reports;
although both need revision, chief instructors should adhere
to their provisions. The DTR and DDTR agreed that there is
a wide disparity in the value of various course reports done
in OTR. The DTR noted that he obtains information not only
ADMINISTRATIVE Oln'y
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 Approved For F i seS2~U'f~8707 :d-800Q00010051-1
on the course itself but also on the attitudes and concerns
of the students each time. Chief, FTD, stated his belief
that the course report represents an important mechanism
through which a chief instructor can address the DTR. He
also noted that the student evaluations frequently contain
valuable material and they should be summarized in the
report. recommended that course reports on all
operatio s s should be sent to the DDO/TRO. It was
agreed that-student evaluations should not go outside OTR
except at the discretion of the DTR.
18. The DDTR suggested that the DTR should talk to
course instructors and give them his views on course reports.
Chief, II, suggested that the statistical data on a course
should be put on a standard form and attached to the course
report. It was agreed that OTR Notices 21-74 and 35-74
would be revised and a form devised for reporting?statistical
data on each course. (Action: Chief, TSS).
ADidINIST.iATiVE I~=z:; AL USE, ONLY
STATINTL
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 Approved IViWTF$%071 &R 8U't''-b 000100010051-1
OTR Staff Meeting
Thursday, 20 November 1975
I li ; ~ L' /I'M,
1. Minutes of the 30 October 1975 Meeting
2. OTR Weekly Reports
pro o i s oa OT-R
Review of Handling of Course Reports
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Re# a 2001/08/07 : CIA-RDP81-00896RO 00010051-1
STATINTL
STATI NTL
STATINTL
MEMORANDUM FOR THE RECORD
SUBJECT: Minutes of the 30 October 1975 OTR Staff Meeting
1. The OTR Staff Meeting of 30 October 1975 convened
at 1400 hours and concluded at 1555 hours.
2. The DTR introduced Position STATINTL
Management and Classification Division, ice o Personnel.
MMMM1
distributed a paper which covered the philosophy
an "how to" of completing position descriptions. He noted
that early March 1976 is currently the target date to begin
the PMCD survey of OTR. The EMS urvey will begin in about
a month. Under the system now in use the employee fills out
his or her own position description and the-supervisor
checks it. This is of great assistance in arriving at an
internal delineation of duties and responsibilities. During
the survey PMCD will be particularly looking at the area of
job enrichment.
3. then discussed the paper in
detail. S e noted that she will be looking at the job, not
the person doing it. She stated that under the old form.
the description of duties was quite lengthy, whereas on the
new form the emphasis is on factors. There is a group of
job factors related to the duties and these factors have
point values, depending on the complexity. She then went
through the factors listed in the paper-.axd explained each
one. She pointed out the sample' descriptions for'.a secretary
and a training instructor and stated that this was the
format desired. As to length, it should not be more than
one-two pages. She noted that the job description should be
a total description of the job, wher as the LOI is a statement
of performance objectives and should flow from the description.
4. stated that the procedure during the
survey will be to Rat with the Unit Chiefs first and then
proceed down the line. It will include a look at employee
morale. He offered any assistance necessary in preparing
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Re Se 2001/08/07 .CIA-RDP81-00896ROQ 00010051-1
the job descriptions, and noted that, if there is any
specific area on which they should concentrate during the
survey, OTR should so advise them. The members of the Staff
Meeting agreed that this had been a most useful initial
session.
STATI NTL
STATINTL
STATINTL
5. The discussion of the Minutes of the 2 October
1975 Staff Meeting centered around the following points:
a. Item 2a. The DDTR reported that the_ . STATINTL
survey has been o rwarded to the Curriculum Committee for
consideration.
b. Item 2c. The DDTR noted that no Special
Bulletins will be published concerning courses covered in
the catalogues.
c. Item 3-5. The DTR has signed a new OTR
Notice outlining the functions of the Registry. A Registry
person will be invited to discuss procedures and any problems
at a future Staff Meeting.
d. Item 6. reported that a program for
reviewing soft idles has een se up and is progressing
smoothly and that the vault has been cleaned up. In answer
to a question, Chief, PRS, reported that there have been
four requests from individuals within OTR to review their
soft files thus far. stated that he would give a
status report at the next Staff Meeting. (Action: Mr.
e. Item 7. The DDTR inquired as to the status
of biographic information on contract employees. Chief,
PRS, will look into the data which are computerized to
ascertain whether this information would be useful. (Action:
STATINTL
f. Item 9. The DDTR noted that had
covered this suS ect. The deadline for reviewing all LOI's
is now the end of the year.
6. Chief, PRS, distributed a .,paper concerning POV
travel by OTR personnel and students (attached). He approves
POV travel on a monthly basis and has noted that there are
four categories which give some problems. The members dis-
cussed various points raised in the paper and suggested some
modifications and deletions. The DDTR suggested that the
Chief, PRS.)
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 ADMINISTRATIVE - INTERNAL USE nNLY
Approved For Reteorse 2001/08/07 CIA-RDP81-00896ROSWD0010051-1
consensus seemed to be for a GS-12 cut-off point for reim-
bursement for POV travel to Headquarters. He requested that
Chief, PRS, prepare an OTR Notice on the subject of travel
as discussed at this meeting. (Action: Chief, PRS.)
7. ie# PRS, distributed papers relatin to overtime Eii STATINTL in OTR. noted that the figures for had been STATINTL
revised since the papers were prepared. Chie , PRS, stated
that expenditures for overtime were up significantly from
stated that the lack of a summer program accounted
of his increase, but he also noted that, while
expenditures were up, the actual hours were not. The DDTR
charged each Unit Chief with looking at his fi ures and
trying to reduce overtime. He also asked to watcfTATINTL
the overtime across-the-board for the next several pay
periods. (Action: Unit Chiefs and STATINTL
8. Chief, II, reported that there is a parking problem
for OTR (' arse Chairmen who must carry course material to
Headquartrs. Chief, PRS, replied that the Chairman could
drive to the South Loading Dock and ask permission of the
guard to park while carrying the material into the building.
Secretary
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1
 AD'--NrSTRATIVE - INTERNAL USE "NLY
Approved For Re a 2001/08/07 -; CIA-RDP81-00896R0Q 000100 t .
Travel and Transportation
STATINTL
1.
Normal mode: government-provided air transportation
2.
POV travel: advance approval by C/PRS, DDTR,
or required
ATINTL
3.
POV rate. plus tolls
4.
Stan and POV rate only for
l
i
- Washington
STATINTL
tan area trave
Metropol
5.
TDY in excess of one week:
one
round
trip only
..reimbursed. Reimbursement
(@'$5.20/day) if person is
for
off
food
the
and lodgings
Station during
the weekend.
STATI NTL
Travel
1. Normal mode: POV or arranged bus
2. Carpools: will be organized for student groups
or OTR conference groups
requires advance approval of unit chief.
Standard rate will apply for all travel from STATINTL
Washington Metropolitan area to - and return.
No actual mileage authorized.
4. On extended TDY (one day +), no reimbursement
for overnight return to D.C. area, i.e., one
round trip only per TDY.
Travel to Headquarters
1. Normal mode: government-provided scheduled bus
2. POV rate: $2.40 RT. Requires advance approval
of unit chief.
3. Instructors running courses at Headquarters will
consider Headquarters their duty station during
the running of the course.. This applies as
well to temporary assignments at Headquarters.
Student Travel
As a normal practice, carpools will be formed for
student travel to and locations in the
Metropolitan area.
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2001/08/07 : CIA-RDP81-00896R000100010051-1