The Role of District Chiefs as USGS State Representatives


                            MEMORANDUM

Date:     April 5, 1996

To:       All USGS Employees

From:   Gordon P. Eaton
            Director

Subject:  The Role of District Chiefs as USGS State Representatives

It has been about nine months since I announced the appointment
of USGS State Representatives.  My April 21, 1995, Benchmark Note
on this subject provided you with some idea about the role these
representatives would play.  To further clarify their role and
your responsibilities in working with the USGS State
Representatives, the Policy Council has developed a policy
statement which I am forwarding to you in the attached document. 
At first blush, it may appear that the responsibilities for
coordinating the work of the USGS in the States are assigned
solely to the USGS State Representative.  But, please look again. 
I feel very strongly that each and every employee of the USGS has
an important role to play as well.  Your participation and
support for the USGS State Representative network is absolutely
critical to the success of effective communication within and
outside the USGS.

If you have questions or comments about this policy statement,
please direct your comments to the appropriate Regional Director:

Katherine Lins,     Eastern Region      (klins@usgs.gov)
Doug Posson,        Central Region      (dposson@usgs.gov)
Tom Casadevall,     Western Region      (tcasadev@usgs.gov)

Attachment
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         The Role of District Chiefs as USGS State Representatives


It is the policy of the U.S. Geological Survey (USGS) to increase the
awareness of clients, partners, and others of the USGS mission and
programs.  In addition, it is important that we foster a cohesive and
responsive organization that reflects a cross-fertilization of ideas and
information in our cooperative efforts.  The USGS will work to enhance
communication across Division lines by providing:

        *  Employees with an understanding of other parts of the
           organization;
        *  Opportunities for programmatic collaboration;
        *  A focal point for new customers and partners to learn about
           our mission responsibilities, scope of activities, and
           products and services at the State level.

To accomplish these goals, a network of State Representatives, comprised in
most States of Water Resources Division District Chiefs, has been
established.  Working together, the Regional Councils (chaired by Regional
Directors), State Representatives, and other USGS staff will have the
following responsibilities:


REGIONAL COUNCILS

--  Establish policies and activities regarding the network of State
Representatives within their region;

--  Facilitate the work of the State Representatives by creating
opportunities for them to become acquainted with others throughout the USGS
who have interests, capabilities, and ongoing programs in their State (for
example by calling periodic regional meetings involving all three program
Divisions);

--  Provide a forum for Divisions to provide briefings (typically at the
regional level) that give a general overview of their programs and
products.  The briefings should include comprehensive lists of
points-of-contact within each Division for key programmatic issues within
each State and information regarding access to (and guidance in the use of)
databases that describe ongoing and completed activities in the State;

--  Provide feedback to the Regional Director to evaluate the success of
the State Representatives and others in carrying out the intent of this
policy;

--  Provide input, through the Regional Director, to the supervisor of
record for annual performance ratings of State Representatives; and

--  Facilitate multi-divisional work within a region.


STATE REPRESENTATIVES

--  Be knowledgeable about USGS activities in the State;

--  Help potential customers make the right contacts within the USGS;

--  Be familiar with contacts within the USGS.  (When the State
Representative makes the "hand-off" of an outside contact to a person in
another Division, it is preferable for the State Representative to know the
person to whom the hand-off is made);

--  Be aware of opportunities for the USGS within the State and alert
appropriate individuals within USGS;

--  Be proactive in bringing together parties from within the USGS who may
be able to contribute to collaborative programs within the State;

--  Be proactive in development of State-oriented USGS outreach activities
and products.  In particular, take the lead role in preparing and
disseminating periodic summaries of USGS activities within the State (such
as State Fact Sheets);

--  Communicate with the Regional Council about opportunities and
activities in the State;

--  Strengthen and enhance linkages with existing USGS coordination and
outreach functions in the State (such as the Minerals Information, State
ESIC, and State Liaison Offices);

--  Create opportunities (such as workshops) for technical exchange within
the USGS regarding issues relevant to the State or small groups of States.


ALL USGS EMPLOYEES

--  Keep the USGS State Representative informed of ongoing and planned
activities within the State;

--  Provide the USGS State Representative with copies of their reports,
maps, fact sheets or other USGS products that relate to the State;

--  Make an effort when working in a given State to visit the District
Office and meet with relevant District staff or give a seminar.


ALL USGS MANAGERS

--  Ensure that the USGS State Representative is informed of ongoing and
planned activities within the State;

--  Ensure that the USGS State Representative is informed and has copies of
key reports, maps, fact sheets or other USGS products related to the State.

--  Ensure that employees  stay in contact with the State Representative
during the process of project development and execution.


COSTS AND BENEFITS OF THE STATE REPRESENTATIVE ACTIVITY:

The State Representative responsibility has a combination of costs and
benefits.  At this time, we do not know the magnitude of these costs or
benefits.  Therefore, the Regional Councils and Policy Council will seek
feedback from the State Representatives and others (about a year from now)
as to the actual time and costs and the benefits that have accrued.

In evaluating the "costs" of the State Representative role it is important
to recognize some of the things that State Representatives are not required
to do.  For example,

1)  State Representatives are not required to provide logistical support to
USGS scientists when they are working in the State.  However, State
Representatives are encouraged to provide support where it is to the mutual
advantage of both parties.

2)  State Representatives have no responsibility to participate in
negotiations on the development of other Divisions' projects.  In fact,
State Representatives should not interpose themselves between a person from
another Division and a State or Federal official with whom a relationship
already exists.  The responsibility of the other Divisions is to keep State
Representatives informed of planned and ongoing programs but not to seek
any kind of clearance or approval unless these programs contain a
water-resources element.

3)  State Representatives are not required to create specialized data bases
of USGS work in the State.  They should know how to obtain access to the
project description data bases of all parts of the USGS and help to provide
this access to others.  Regional Councils should find ways to facilitate
the access to project information on the part of all USGS employees,
including State Representatives.

The benefits of the State Representative policy are several:

1)  The District will be much better informed of the other Divisions'
activities.

2)  Ongoing relationships will be created among the Regional Directors,
Regional Councils, District Chiefs, and key individuals in the other
Divisions providing established lines of communication.  (The Regional
Council can help work toward the resolution of conflicts that do not get
resolved at the State Representative's level.)

3)  New program opportunities may be possible in the State with traditional
and new stakeholders.  One Division acting alone might not be able to
generate interest in a project by itself.  However, by combining the
talents of multiple Divisions, the overall "package" might address USGS and
stakeholder needs very well.  (For example, mineral or energy-resource
studies coupled with studies of the water availability or water-pollution
problems associated with their development, coastal erosion studies coupled
with studies related to storm surge, GIS-based water-resources or water-use
studies coupled with production of geospatial framework information, and
deployment of sensors and communications systems for landslide warnings
along with systems for flood monitoring and warning.)

4)  The interaction of scientists from other Divisions should bring
knowledge or expertise to each State resulting in improved program plans,
program execution, and reports.  This interaction will improve knowledge of
who to seek for advice, collaboration, or reviews.

5)  The District will be in a position to provide better information about
USGS products and services to existing or potential customers by being able
to provide more rapid and reliable information and insights into products
and services of the other Divisions.  This improvement in the provision of
information is of value to the District and the whole USGS.