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### Viewing cable 08HALIFAX70, HALIFAX ANNUAL CERTIFICATION OF CONSULAR MANAGEMENT

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Reference ID | Created | Released | Classification | Origin
--- | --- | --- | --- | ---
08HALIFAX70 | 2008-11-10 19:35 | 2011-04-28 00:00 | UNCLASSIFIED | Consulate Halifax

`

    VZCZCXRO7881
    RR RUEHHA
    DE RUEHHA #0070/01 3151935
    ZNR UUUUU ZZH
    R 101935Z NOV 08
    FM AMCONSUL HALIFAX
    TO RUEHC/SECSTATE WASHDC 1334
    INFO RUEHOT/AMEMBASSY OTTAWA 0563
    RUEHHA/AMCONSUL HALIFAX 1422

` `

    UNCLAS SECTION 01 OF 03 HALIFAX 000070

    SIPDIS

    E.O. 12958: N/A
    TAGS: CMGT CVIS CASC KFRD CA
    SUBJECT: HALIFAX ANNUAL CERTIFICATION OF CONSULAR MANAGEMENT
    CONTROLS

    REF: STATE 114455

    ¶1.  In accordance with reftel, Halifax conducted its annual
    review of consular management controls on November 10, 2008.
    Harold D. Foster, FS-01, Consul General certifies successful
    completion of the management review and that post is in full
    compliance.

    ¶2.

    a. Standard Operating Procedures:  I have reviewed and confirm
    that the consular officer is familiar with and has access to the
    basic references and instructions including 7 and 9 FAM, 7
    FAH-1, the Consular Management Handbook, CA's SOP cables, and
    CAWeb (both the unclassified and classified sites).  No one is
    using training materials as a reference in place of the
    reference materials listed above.

    b.  Consular Shared Tables (CST) Management:  I have reviewed
    and confirm that: (1) only consular section employees have
    consular roles and that adjudicatory and management roles are
    limited to American consular officers;  (2) all active users are
    in fact at post with a need to access the system and their
    particular role(s), and that users who no longer have a need for
    access have been switched to inactive status, and that any test
    or anonymous accounts have been deactivated; (3) users are
    authorized system access only at the appropriate level; and, (4)
    user passwords have been periodically reset (at a minimum every
    six months) and are randomly chosen by the individual so that no
    one else, including the system and CST administrators, knows the
    individual's password.

    c.  Physical Access:  I confirm that physical access to the
    working areas of the consular section, and to consular computers
    and workstations in particular, are controlled and, in general,
    limited only to consular section employees and those whose
    responsibilities allow access. FSN personnel are not present
    outside of office hours without a cleared American and
    controlled items are secured if an American consular officer is
    not present.  Consulate General Halifax is located in a small
    office suite.  The office's open floor-plan design does not
    allow for doors and restricted access to the consular section.
    Non-consular employees must frequently pass through the section,
    but they do not work or linger in the section.  Access to the
    section is particularly limited during visa interviewing hours.
    The Consular Section Chief has line of sight control over the
    entire consular section from her workspace.

    d. Access to Personally Identifiable Information (PII): I
    confirm that procedures are in place to assure that the
    collection of Personally Identifiable Information (PII), such as
    date and place of birth and social security numbers, is kept to
    a minimum and such information is appropriately protected.  I
    confirm that access to consular systems containing such
    information, including PIERs, IV, NIV and ACS, is restricted to
    those with a legitimate need to see such information and that
    records are only accessed in connection with official duties.  I
    confirm that there have been no breaches or incidents involving
    loss, theft, unauthorized access or compromise of PII at this
    post, but that such incidents would be reported as described in
    Department Notice 2008-06-134 of June 25, 2008.

    e.   Inventory Count and Reconciliation of Accountable Consular
    Items:  The Consular Section Chief Elizabeth Schwefler(ACO),
    together with the Consul General Harold Foster (backup ACO), has
    performed a comprehensive physical inventory of accountable
    consular supplies (passports, passport foils, CBRAs, Visa Foils
    and non-expendable items such as seals and stamps) and
    documented the results of that inventory in the Accountable
    Items (AI) module for visa foils, CRBAs, passport books and
    passport foils, and for all other accountable items in a memo
    for the files.  I certify that the physical inventory reconciles
    with inventory records, and that there are no discrepancies.

    f.  Control and Reconciliation of Accountable Items:  I confirm
    that internal section procedures are in place, that accountable
    consular supplies are controlled, handled, destroyed, and
    accounted for in accordance with 7 FAH-1 H-600. AI is being used
    for reconciling daily usage of all accountable consular supplies
    including passports, CRBAs, and NIV foils.  Post has had no
    instances of missing controlled items in the past 12 months.

    g. Destruction Log: I have reviewed and confirm that post is
    properly destroying (or returning to the Department for
    destruction) spoiled or unusable or obsolete controlled items
    (passport books, CRBAs, visa foils) and recording their
    witnessed destruction in AI.

    h. Cash Accountability:  I have reviewed and confirm that the
    ACO, Consular Cashier, and alternates have been formally
    designated using the model letters found under tools on the
    Consular Fees page on CAWeb and are fully familiar with the
    instructions in Consular Management Handbook chapter 7 FAH-1

    HALIFAX 00000070  002 OF 003

    H-700. The ACO has completed Consular Management at a Small Post
    at FSI, which included ACO responsibilities.  She will enroll in
    the online course PC 417 for refresher training.  The Consular
    Cashier and alternates will complete PC 419 as soon as it is
    available online.  I confirm that accounting and reconciliation
    procedures for consular fees, including MRV fees, are properly
    carried out.  The ACRS End of Day report and Daily Accounting
    Sheet (Exhibit 7-5 in CMH 700) is completed daily.  At the end
    of the month the Daily Accounting Sheet is forwarded to the
    post's FMO for verification against FSC's record of OF-158
    receipts, and signed by both the ACO (Consul) and FMO (Consul
    General).  The Daily Accounting Sheet for the past twelve months
    is on file in the ACO's records.  In the past 12 months, there
    have been no discrepancies at this post.

    i. Periodic Comparison of MRV Fees and NIV Applications: I have
    reviewed and confirm that the periodic comparison of MRV fees
    and NIV applications is carried out as prescribed in 7 FAH-1
    H-744, H-752 e and f, and under tools on the Consular Fee page
    on CAWeb.  All NIV Application fees are paid at an off-site
    location. Data on fees collected and applications received are
    also forwarded monthly to Ottawa for Mission-wide
    reconciliation.  Cancelled receipts are filed with the DS-156
    for reconciliation.

    j. Referral System: I have reviewed and confirm that post visa
    referral procedures are in compliance with 9 FAM Appendix K and
    06 State 180489.  Post follows Mission referral policy and
    procedures that are documented in writing and issued to post on
    the authority of the Ambassador.  All referrals are signed by
    agency and section heads as appropriate, referral information is
    captured in the NIV system, referral forms are scanned into the
    NIV system, and consular managers periodically review referral
    reports to identify trends and possible areas of concern.
    Briefings are required before officers can submit referrals.  No
    visa referrals were done in Halifax in the past 12 months.
    Referrals from within the consular section would be handled and
    documented identically to those from outside the section.

    k. Training: I have reviewed and confirm that American and
    locally employed staff are adequately trained for their
    responsibilities, including awareness of fraud in applications
    for visas and other benefits.  Newcomers to the consular section
    are trained in accordance with SOP 73.  The ACO has completed
    the on-line user training for ACRS.

    l. Standards of Employee Conduct:  I have reviewed and confirm
    that all consular employees, American and FSN, are familiar with
    the standards of ethical conduct expected of them.  The consular
    officer has reviewed the Department's Standards of Ethical
    Conduct for Employees of the Executive Branch, and we have
    discussed the applicability of these ethical standards in the
    consular context.  I have reviewed post operations with all
    personnel to determine that there are no influences being
    brought to bear on the visa or passport process that would lead
    to any perception of impropriety.  Post follows the Mission's
    written gift policy consistent with Department standards.
    Consular officers must follow the same procedures as all other
    Mission employees when advocating on behalf of an applicant.  A
    consular officer who is personally acquainted with an applicant
    must recuse himself or herself from adjudicating that person's
    visa application to the extent possible at a two-officer post.

    m. Namecheck and Clearance Reviews:  I have reviewed and confirm
    that all namecheck returns are given a rigorous review and that
    consistent standards are applied in determining when a hit is
    close enough to warrant further action.  I confirm that when
    insufficient information is present to rule out a potential
    match to a namecheck hit, that hit is treated as if it were a
    match.

    n. Visa Lookout Accountability (VLA):  I have reviewed and
    confirm that VLA procedures are in place and that VLA
    certification is up to date.  All issuing officers at post fully
    understand VLA provisions and requirements, as well as the
    consequences for failing to comply with VLA procedures and
    supervisors spot check issuances to verify that VLA requirements
    were met by reviewing any with CAT I hits.

    o. Intake, Interview and Screening:  I have reviewed visa
    intake, interview, and document review procedures and confirm
    that post is in full compliance with the Department's
    instruction (9 FAM 41.102 and 41.103 procedural notes and other
    guidance).  I have reviewed and confirm that screening of
    applications by locally employed staff does not encroach on
    adjudication.  Screening is only for completeness of application
    and does not extend to asking questions or making notes on the
    application that could be interpreted as influencing
    adjudication.  LES employees do not turn away NIV applicants who
    have paid the appropriate fees and have a completed application,
    even if they think additional documents will be required.  Such
    cases are adjudicated by an officer and denied under 221g if

    HALIFAX 00000070  003 OF 003

    appropriate.

    p. Oversight of Processing: I have reviewed and confirm that
    adequate supervision of processing is exercised by American
    officers.  The Consular Section Chief has line of sight
    supervision of the print station.

    q. Biometrics: I have reviewed and confirm that fingerprinting
    for biometric purposes is collected by LE staff and verified by
    an American Officer, and that post is in compliance with
    Bio/Visa Enrollment policy and procedures (05 State 191641)
    regarding waivers.

    r. Interview and Adjudication:  I have reviewed and confirm that
    all visa applicants for whom a personal appearance is required
    per 05 State 0092176 and 9 FAM 41.102 are being interviewed.

    s. Photo Standards:  I have reviewed 9 FAM 41.113 procedural
    notes and the photo guide on www.travel.state.gov and confirm
    that post is only entering recent photos of the applicant and is
    rigorously applying standards for NIV and passport photos.

    t. Review of Visa Refusals and Issuances:  I have ensured that
    NIV refusals and issuances are being reviewed using the approved
    electronic NIV review system (in CCD).  The CG reviews the
    Consul's refusals and issuances daily in accordance with 07
    State 076951, 9 FAM 41.113 (1) and PN18.1 and.2; and 9 FAM
    41.121 and PN1.2-8 and .2-9.  There have been no supervisory
    overcomes in the past 12 months.

    u. Visa Shopping:  I have reviewed post procedures to ensure
    there are practices in place that discourage visa shopping.
    Virtually all visa applicants in Halifax are TCNs.  Post does
    not maintain any sort of NIV written re-application process.

    v. Files:  I have reviewed and confirm that consular files are
    being retained in accordance with the Record Disposition
    Schedule and that visa files in particular are being retained
    per instructions in 9 FAM Appendix F.  I confirm that all
    consular personnel understand that visa records are to be
    safeguarded in accordance with INA Section 222(f), to prevent
    unauthorized disclosure in any form, including via the internet
    or other public media.    I confirm that NIV records are being
    filed chronologically per instructions in SOP 8 (03 State 70558).

    w. Passports and CRBAs:  I have reviewed and confirm that post
    procedures and controls are in place to ensure the accuracy and
    integrity of U.S. passports, CRBAS, and other nationality
    determinations.  Post conducts passport name checks for all
    passport services, including adding visa pages. Consular
    managers continue to audit passport cases
    adjudicated at post.  In particular, procedures are in place to
    ensure accurate annotation of citizenship and identity
    documentation; annotation related to name clearances,
    endorsements and limitations; clarification of illegible entries
    and correction of inaccuracies; and fraud detection.

    x. Fraud Prevention Programs:  I have reviewed and confirm that
    appropriate management controls are in effect for the fraud
    prevention program.  The sole consular officer has been
    designated and trained as Fraud Prevention Manager.  There are
    procedures to safeguard the role of the FSN investigator by
    prohibiting her from influencing decisions on eligibility.
    Halifax has never conducted a fraud prevention field trip.

    y. Classified Access: I confirm that the consular officer has
    access to classified systems and that she checks classified
    e-mail at least once a week.  The limited amount of classified
    traffic handled by post makes it impractical to open the vault
    to check e-mail on a daily basis.

    z. Consular Agents: Halifax does not supervise any consular
    agents.

    ¶3.  Halifax is a two-officer post.  The Consul fills all of the
    primary consular management roles and the Consul General serves
    as supervisor and/or backup.
    FOSTER

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