Go Back to Miscellaneous Menu
The following rules, procedures and instructions have been prepared in an effort to assure that we, Tennessee Technological University, adhere to the aforementioned agreement by affording proper protection for all classified information entrusted to us.
1.1 Designation of The Security Officer
An accountant in the Business Office is the designated Security Officer for this University. The Alternate Security Officer is the Vice President for Business and Fiscal Affairs.
1.2 Access to Classified Material
No employee or official of this University will be granted access to classified information because of his/her position. Certain employees and officials will be officially cleared for access to classified information based on work they are expected to perform in conjunction with classified contracts or sub-contracts.
1.2.1 Employees and officials who have been granted security clearances are the only individuals who will be granted access to classified information.
1.2.2 No uncleared employee shall make any effort to gain knowledge of classified information and if such knowledge is made available he/she shall report such facts immediately to the University Security Officer.
1.3 Each cleared employee must be thoroughly familiar with the definitions of the following words, terms and phrases which are peculiar to the Industrial Security Program.
1.3.1 Access, Accessibility
The ability and opportunity to obtain knowledge of classified information. An individual, in fact, may have access to classified information by being in a place where such information is kept, if the security measures which are in force do not prevent him from gaining knowledge of the classified information.
1.3.2 Alien
Any person who is not a citizen or national of the United States.
1.3.3 Authorized Persons
Those persons who have a need-to-know for the classified information involved and have been cleared for the receipt of such information. Responsibility for determining whether a person's duties require that he possess, or have access to, any classified information and whether he is authorized to receive it, rests upon the individual who has possession, knowledge or control of the information involved, and not upon the prospective recipient.
1.3.4 Classified Contract
Any contract that requires or will require access to classified information by the contractor or his employees in performance of the contract. (A contract may be a classified contract even though the contract document is not classified.)
1.3.5 Classified Information
Official information, including foreign classified information, which requires protection in the interest of national defense and which has been so designated by appropriate authority.
1.3.6 Closed Areas
A controlled area established to safeguard classified material which, because of its size or nature, cannot be adequately protected by the safeguarding prescribed in paragraph 16 and cannot be stored during non- working hours in accordance with paragraph 14, Section IV of the Industrial Security Manual.
1.3.7 Compromise
A loss of security due to an unauthorized person obtaining knowledge of classified information.
1.3.8 Confidential
Designation which will be applied to information or material, the unauthorized disclosure of which could reasonably be expected to cause damage to the national security.
1.3.9 Contractor
Any individual, company, corporation or educational activity that has entered into a security agreement with the government or who has a contract to perform work, services or produce a product for the government or a prime contractor doing business with the government.
1.3.10 Declassify
To cancel the security classification of an item of classified material.
1.3.11 Downgrade
To assign a lower security classification to an item of classified material.
1.3.12 Facility
A plant, office, college or commercial structure with associated warehouses, utility activities, etc. which constitutes a composition business operation with all elements being at the same operational site.
1.3.13 Information
Knowledge which can be communicated either orally, visually, or by any other means.
1.3.14 Material
Any document, product or substance on or in which information may be recorded or embodied. Material will include everything, regardless of its physical character or makeup. Machinery, documents, apparatus, devices, models, photographs, recordings, reproductions, notes, sketches, maps and letters, as well as all other products, substances or material, will fall within the general form of material.
1.3.15 Need-to-know
A determination made by the possessor of classified information that a prospective recipient, in the interest of national defense, has a requirement for access to (See Access, Accessibility definition), knowledge of or possession of the classified information in order to perform tasks or services essential to fulfillment of a classified contract or program approved by a user agency.
1.3.16 Secret Information
Defense information and material, the unauthorized disclosure of which could result in serious damage to the national security.
1.3.17 Security
Refers to the safeguarding of information classified Top Secret, Secret or Confidential against unlawful or unauthorized dissemination, duplication or observation.
1.3.18 Standard Practice Procedure (SPP)
Procedural instructions prepared by each cleared facility which spells out in detail specific inhouse procedures for the protection and control of classified material.
1.3.19 Unauthorized Person
Any person not cleared and not authorized to have access to specific classified information in accordance with the provisions of the Industrial Security Manual.
1.3.20 User Agency
The Office of the Secretary of Defense (including all boards, councils, staffs and commands), Department of Defense agencies and Department of the Army, Navy and Air Force (including all of their activities); National Aeronautics and Space Administration; General Services Administration; departments of State and Commerce; the Small Business Administration; the National Science Foundation; Departments of Treasury, Transportation, Interior, Agriculture and Health, Education and Welfare, Labor; and the Environmental Protection Agency.
1.4 Obtaining Clearance
When work to be performed in conjunction with classified contracts or sub-contracts necessitates that an employee or official be officially cleared for access to classified information, the employee should initiate the clearance process by contacting the Security Officer.
1.4.1 Termination or Leave
At the time of termination of employment (discharge, resignation or retirement) and at the beginning of a layoff or leave of absence for an indefinite period, or a period in excess of twelve (12) months, the cleared employee is required to execute part II of DISCO Form 482.
1.4.2 Returning from Leave
Cleared employees who are away from the University, for any reason, in excess of twelve (12) months must execute part 1 of DISCO Form 482 before being permitted access to classified information.
1.5 Responsibilities of Management
Management at every level is responsible for supporting and enforcing all aspects of this security program. All management decisions relating to security shall be coordinated through the appointed Security Officer. No uncleared official of this University shall have the authority to over-ride the appointed Security Officer on matters relating to the Security Program.
1.6 Responsibilities of the Security Officer
The appointed Security Officer shall be responsible for all aspects and phases of the Industrial Security Program at Tennessee Technological University. In pursuit of this mission he will:
1.6.1 Have unrestricted access to all company officials on matters relating to the security program;
1.6.2 Become thoroughly familiar with the Industrial Security Manual and maintain close liaison with the Cognizant Security Office and specifically the Industrial Security Representative(s) who visit the University;
1.6.3 Issue necessary updates and changes to these instructions to assure that they remain current at all times;
1.6.4 Establish necessary procedures to assure that all reports required by paragraph 6 of Industrial Security Manual are submitted on a timely and accurate basis;
1.6.5 Make periodic inhouse inspections and surveys to assure that our security program is effective and that employees' security education is at an acceptable level;
1.6.6 Be responsible for the Security Clearance Program to include timely submission of clearance applications, appropriate security briefings and debriefings as well as proper maintenance of all security files and records;
1.6.7 As appropriate, establish necessary procedures and techniques to assure that all classified material is properly recorded, stored, protected and accounted for;
1.6.8 Conduct a self-inspection program for the purpose of evaluating all security procedures applicable to the facility's operations. Schedule a formal self- inspection so as to occur at a reasonable interval, i.e., midway between regularly scheduled government inspections conducted by the cognizant security office. Self-inspections shall consist of an audit of all of the facility's operations in light of its SPP and the requirements of the Industrial Security Manual for Safeguarding classified information. As a minimum, self-inspection will include all elements normally inspected by the cognizant security office. Deficiencies identified as a result of self- inspections shall be corrected as expeditiously as possible. The University shall maintain a record of the dates upon which the self-inspection has been accomplished, and this record must be available for review during the next regularly scheduled inspection by the cognizant security office; and
1.6.9 Submit in writing, to the nearest field office of the FBI a report regarding any information coming to his attention as described in Paragraph 6.C. of the Industrial Security Manual.
1.7 Responsibilities of Cleared Employees
Each employee shall be responsible for insuring the integrity of the Security Program at Tennessee Technological University. In pursuit of this mission each employee will:
1.7.1 Become thoroughly familiar with, and abide by the contents of this set of instructions;
1.7.2 Seek guidance and assistance from the Security Officer on all doubtful matters relating to security and the protection of classified information;
1.7.3 Notify the Security Officer immediately if any member of his/her immediate family, or his/her spouse's immediate family, through marriage gains a close relative who resides in a communist country;
1.7.4 Immediately notify the Security Officer of all questionable or suspicious contacts with nationals or representatives of Communist countries. A questionable or suspicious contact in this regard is any personal exchange, encounter or relationship, which is determined to consist of an actual, probable or possible hostile intelligence collection effort;
1.7.5 Notify the Security Officer at least 30 days in advance of any planned trip to, through or over a communist country or attendance at an international scientific, technical, engineering or other professional meeting regardless of geographic location when it can be anticipated that representatives of communist countries will participate or be in attendance. Contractor shall submit a report in accordance with Paragraph 5.u. to DISCO upon completion of travel to or through communist countries (see Paragraph 6.b.) (9) Industrial Security Manual; and
1.7.6 Notify the Security Officer upon making a decision to take an extended leave of absence or to leave the employ of the University. Appropriate arrangements must be made for a termination interview.
1.8 Responsibilities of All Employees
Any employee having knowledge of the loss, compromise or suspected compromise of classified material shall:
1.8.1 If the situation becomes known while in our facility, report all available information immediately to the Security Officer.
1.8.2 If the situation becomes known while outside the facility, report all available information immediately to the nearest office of the Federal Bureau of Investigation.
1.9 Reproduction Of Classified Material
No classified material shall be reproduced except under the personal supervision of the Security Officer or the Alternate Security Officer.
1.9.1 All reproductions will be made in accordance with paragraph 18 of the Industrial Security Manual.
1.9.2 Only the equipment located in the Business Office will be utilized.
1.9.3 All other equipment will be posted "Reproduction of Classified Material is Prohibited".
1.10 Classifications and Marking
1.10.1 Classification Determination of Documents
Classification determination and additional markings for documents generated at this facility will, except in unusual situations, be based on (1) the Classification Guidance (DD Form 254) furnished by a User Agency/Prime Contractor, or, (2)the already existing classification of source documents is involved the generated material shall contain the same classification and markings as the source item. In those cases where multi-documents and references are use, the provision of Appendix II, paragraph C.4B (1) (ISM) will apply.
1.10.2 Development of Classified Documents
In very rare cases this facility may develop or generate a document, unsolicited proposal, etc. that we feel should be classified but for which we have no guidance or firm information on which to make a classification determination. In all such cases the Facility Security Officer will be immediately notified and the item will be processed in accordance with paragraph 10.g (2) of the Industrial Security Manual.
1.11 Emergency Procedures
In case of any emergency which jeopardizes the safeguarding of classified information, the following actions, as appropriate based on existing conditions, shall be taken in the order listed: 1.11.1 Secure all classified material in the Security container;
1.11.2 Assign personnel to protect security container;
1.11.3 Request assistance from local law enforcement agencies;
1.11.4 Notify Cognizant Security Officer, Defense Investigative Service, Atlanta, GA. Phone (404)432-0826; and
1.11.5 Notify local Federal Bureau of Investigation Office at 526-8622.