ADS Chapter 562

Physical Security Programs (Overseas)

Partial Revision Date: 11/22/2019

Responsible Office: SEC/ISP
File Name: 562_112219
 11/22/2019 Partial Revision

Functional Series 500 – Management Services

ADS 562 – Physical Security Programs (Overseas)
POC for ADS 562: Richard Polley, [email protected]

Table of Contents
562.1 OVERVIEW ............................................................................................... 2

562.2 PRIMARY RESPONSIBILITIES ................................................................ 2

562.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES ........................ 3

562.3.1 Overseas Office Building Security ......................................................... 3

562.3.2 Physical and Technical Security Standards .......................................... 4

562.3.3 Exception Requests................................................................................. 5

562.3.4 USAID Internal Security Procedures ...................................................... 7

562.3.5 Overseas Security Budget and Funding ................................................ 7

562.3.6 Overseas Residential Security and Local Guard Programs ................. 7

562.3.7 ..................... Department of State Residential Security Program Funding

Restrictions .............................................................................................. 8

562.3.8 Security Equipment Accountability, Control, and Maintenance .......... 8

562.3.9 Locks, Keys, and Combination Controls ............................................... 9

562.3.10 Security of the Administrator during Travel ........................................ 10

562.3.11 Terrorist and Criminal Incident Reporting ........................................... 10

562.4 MANDATORY REFERENCES ................................................................ 11

562.4.1 External Mandatory References ........................................................... 11

562.4.2 Internal Mandatory References ............................................................ 12

562.5 ADDITIONAL HELP ................................................................................ 12

562.6 DEFINITIONS .......................................................................................... 12

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ADS 562 - Physical Security Programs (Overseas)

562.1 OVERVIEW
Effective Date: 07/01/2006

This chapter identifies the overseas physical security policy directives and required
procedures for the protection of USAID employees, facilities, classified national security,
and Sensitive But Unclassified (SBU) information.

562.2 PRIMARY RESPONSIBILITIES

Effective Date: 11/22/2019

a. The Office of the Administrator (A/AID) staff notifies the Office of Security,
Division of International Security Programs (SEC/ISP) well in advance of any overseas
travel by the USAID Administrator (A/AID) or Deputy Administrator (DA/AID) (see
562.3.10).

b. The Office of Security (SEC) has primary responsibility for interpreting,

supplementing, and developing physical and technical security policy directives,
required procedures, and for oversight of physical and technical security enhancements
for USAID offices.

c. Bureaus/Independent Offices (B/IOs) and Missions are responsible for

notifying SEC prior to any action that will affect the existing use of USAID office space.

d. USAID Senior Managers (Assistant Administrators, Mission Directors,

USAID Representatives, and Office Directors) are directly responsible for ensuring
that all employees and contractors under their authority understand and follow the
USAID security policy directives and required procedures contained in this ADS
chapter.

e. USAID Executive Officers (EXOs) coordinate and monitor security operations

and physical/technical security systems within their respective Mission.

f. USAID employees and contractors are responsible for complying with USAID
security policy directives and required procedures as reflected in this ADS chapter.

g. Regional Security Officers (RSOs) are responsible for the operation of all
security programs and protection functions at overseas posts.

h. The Bureau for Management, Office of Management Services, Overseas

Management Division (M/MS/OMD) is responsible for approving the lease or purchase
of USAID overseas office space.

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562.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES

562.3.1 Overseas Office Building Security

Effective Date: 11/22/2019

a. B/IOs and Missions must notify SEC in writing of any potential action that may
affect the use of office space, such as:

 USAID openings, closings, relocations, or adding additional office space

outside the established hardline;

 Staff increases or decreases;

 Other activities necessitating changes in the physical security provisions

for office space;

 Any temporary lease of space for meetings, conferences, swing space, or

surge capacity requirements; and

 The proposed receipt, storage, processing, or discussion of classified

national security information.

B/IOs and Missions must notify SEC with regard to the above-listed
circumstances as far in advance as possible, regardless of the location, duration,
and number of employees involved.

b. Classified national security information: Must not be received, stored, processed,

or discussed at a Mission outside a controlled access area (CAA). Missions
initiating a proposal to receive, store, process, or discuss classified national
security information must cable the request to SEC for clearance and ultimate
delivery of the proposal to the State Department’s Bureau of Diplomatic Security
(DS). A post must demonstrate to SEC and DS a legitimate need to have
material at a given location, as well as provide a justification for the level of
classified information to be stored. Prior to final approval, either DS and/or SEC
must conduct a site survey. Both SEC and DS must approve this survey prior to
implementation of any classified operations.

c. Leases: USAID B/IOs and Missions must not sign any lease to acquire
additional office space in existing facilities, relocate to new office buildings,
construct new office buildings, or acquire any other type of functional space
without the prior written approval of SEC. This requirement is in addition to the
Bureau for Management, Office of Management Services, Overseas
Management Division (M/MS/OMD) approval required by 15 FAM 312. Prior to
lease approval by M/MS/OMD, SEC must ensure that a security assessment is

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performed to determine whether the facility can meet the minimum-security

standards described in 12 FAH-5, 12 FAH-6, and 12 FAH-11. (Note: These
links are classified and/or are only available through ClassNet. For information
on these documents, please contact Nancy Aposporos,
[email protected]).

d. Physical and technical security systems: SEC designs and installs physical and
technical security systems in consultation with USAID Mission Management, the
Regional Security Officer (RSO), Security Engineer Officer (SEO), Information
Management Officer (IMO), and other appropriate offices in USAID/Washington.

562.3.2 Physical and Technical Security Standards

Effective Date: 11/22/2019

a. New office buildings (NOBs), newly acquired buildings (NABs), and other
functional space, whether acquired by purchase, long-term lease, or short-term
lease, must meet all physical and technical security standards contained in this
ADS chapter and Department of State (DOS) standards 12 FAH-5, 12 FAH-6,
and 12 FAH-11, unless otherwise specified therein. This policy applies to
standalone facilities, commercial office space, embassy/consulate buildings, and
annexes. Missions must not occupy new facilities until SEC grants them written
approval.

b. SEC has modified the standards in 12 FAH-5, 12 FAH-11 and 12 FAH-6 for
USAID as follows:

 In all situations where 12 FAH-6 calls for compound access control (CAC),
walls of the remaining portions of the CAC will be constructed of some
substantial material, i.e., concrete masonry units or “cinder block,”
masonry, brick or concrete. All non-forced-entry/ballistic resistant (FE/BR)
windows and door glazing on the street side will be grilled and provided
with an application of eight mil (0.2 mm) of performance equivalent
shatter-resistant window film to the interior side, or with laminated glass
(12 mm thick) in a steel frame with 25 mm bite, the 15-minute forced entry
and ballistic resistant (FE/BR) standard must be used.

 In all situations where 12 FAH-11 calls for safe haven technical security
systems to be installed, USAID will use the Security Engineering Branch
configured safe haven cabinet configuration.

 When feasible, USAID office buildings will incorporate a public access

control (PAC) man-trap as part of the hardline.

 When feasible, USAID office buildings will incorporate a Security

Management System enterprise (SMSe) that is directly connected to the
U.S. Embassy SMSe infrastructure.

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 All active anti-ram wedge barriers must have the Dragon Teeth
modification applied.

 FE/BR doors on all USAID office buildings, compound access control

(CAC) guard booths/pedestrian screening areas, and Safe Area or Safe
Haven generator rooms must have M-3 Medico lock cores.

 In all situations where 12 FAH-5 calls for a five-minute forced entry

standard for doors, the 15-minute forced entry and ballistic resistant
(FE/BR) standard must be used.

 In all situations where 12 FAH-5 calls for a five-minute forced entry

standard for window grilles, the 15-minute FE standard must be used.

 All newly acquired USAID office space that includes more than one floor,
or multiple sections of one floor of a building, must be contiguous.

 USAID must not occupy more than 25 percent of the square footage of a
commercial office building. In no case must the total United States
Government (USG) staff, including Foreign Service National (FSN)
employees, exceed 50 percent of the total building staff population.

 USAID Safe Areas and Safe Havens must accommodate a minimum of 50

percent of the USAID staff and be designed for a minimum of ten square
feet per person.

 Alteration, removal, disabling, modification, or movement of USAID

security systems and components is not authorized without the written
concurrence of the Regional Security Officer (RSO) and written approval
of SEC. Security systems and components include, but are not limited to,
inspection/screening areas, public access control area doors and
windows, emergency exit doors, locking hardware, audio alarm systems,
closed circuit TV systems, security communication equipment, X-ray,
explosive detection, and metal and package screening devices.

562.3.3 Exception Requests

Effective Date: 11/22/2019

a. Requests for exceptions to physical security standards must be handled in

accordance with the policy directives and required procedures outlined in this
chapter and 12 FAH-5 H-200.

b. B/IOs and Missions must request exception(s) when Overseas Security Policy
Board (OSPB) standard(s), outlined in the 12 FAH-6, cannot be met. A waiver(s)
must be requested when a statute(s) contained in the Secure Embassy

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Construction and Counter-Terrorism Act (SECCA) of 1999 (P.L. 106-113)

cannot be met.

There are two statutory security requirements of SECCA of 1999 – P.L. 106-113:

1. In general, Section 606 (A)(2) provides that the State Department, in

selecting a site for any new U.S. Diplomatic Facility abroad, must collocate
all U.S. Government personnel at the post (except those under the
command of an Area Military Commander) on the site. In effect, this
makes the existing security policy set forth in 12 FAH-5 statutory.

2. In general, Section 606 (A)(3) provides that each newly acquired U.S.
Diplomatic Facility must be situated not less than 100 feet from the
perimeter of the property on which the facility is to be situated.

Missions must request a Regional Operational Officer (ROO) to conduct an

assessment of the proposed facilities. SEC encourages a joint visit by
M/MS/OMD to ensure a comprehensive assessment is performed. Post will be
required to support the ROO and M/MS/OMD team by providing the below:

 Identification of the specific standard(s) to be waived;

 Justification for the exception;

 Statement of Agency operational requirements;

 Permits;

 Site plan, maps, and photographs;

 Floor plan (Building Plans);

 Description of the building;

 Description of existing security measures; and

 Chief of Mission (COM) and RSO comments and recommendations.

c. SEC will evaluate the package to ensure that the physical/technical security
viability is complete. Next, SEC will forward the evaluation to M/MS/OMD and
the applicable B/IO for comments before sending it to the Administrator for
approval/disapproval prior to forwarding to Department of State’s Diplomatic
Security (DS) for a final decision.

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562.3.4 USAID Internal Security Procedures

Effective Date: 11/22/2019

a. EXOs must take an active role in the security procedures and functioning of
security equipment at USAID owned facilities, (i.e., standalone compounds,
tenant of commercial office space, and annexes). The EXO must immediately
report to the RSO and SEC any discrepancies of security procedures or
equipment.

b. EXOs are responsible for ensuring the proper preventive maintenance on all
security equipment issued and/or installed by SEC at a Mission.

562.3.5 Overseas Security Budget and Funding

Effective Date: 11/22/2019

Overseas security budget and funding must be handled as follows:

 Missions are responsible for funding the maintenance cost of the physical and
technical security systems, which includes Mission armored vehicles, active anti-
ram barriers, compound access vehicle/pedestrian gates, security battery
replacement, and shatter resistant window film.

 SEC will fund the repair, replacement, and lifecycle of physical and technical
security systems as needed.

 Missions must absorb all security project costs when they relocate or acquire
additional office or other functional space that was not approved in advance by
M/MS/OMD, the respective geographic B/IO, and SEC.

 Missions are responsible for funding all unprogrammed residential security costs
that may evolve from increased personnel staffing.

 Missions and RSOs are responsible for funding host government facilities
occupied by USAID staff.

562.3.6 Overseas Residential Security and Local Guard Programs

Effective Date: 07/01/2006

The Department of State administers the Overseas Residential Security and Local
Guard Programs through the RSO at post. Refer to 12 FAH-6, which is maintained by
the RSO. USAID participation in these programs is in accordance with these policy
directives and required procedures:

 Prior to leasing or purchasing a residence, the EXO must obtain RSO approval to
ensure that security-related issues are addressed during the selection of
prospective residences.

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 When security standards are not met, the EXO must document security needs
and request residential security upgrades and/or funding assistance from the
RSO for U.S. Direct-Hire (USDH) residences (see 562.3.7 for funding
restrictions).

 Where the RSO cannot provide security upgrades and/or funding, for USDH
residences, Missions may request funding assistance from SEC. Such requests
must be accompanied by an RSO statement showing that Department of State
funds are not available.

 All requests for SEC funding assistance and SEC overseas security services
must be requested via cable to SEC.

562.3.7 Department of State Residential Security Program Funding

Restrictions
Effective Date: 11/22/2019

a. Department of State funding for the residential security program applies only to
USDH employees. All residential security equipment requirements for U.S.
contractors (long-term Personnel Services Contractors (PSC) or contractors
funded through program funds) must be funded through the applicable contract.

b. Missions must establish a parallel residential security program for U.S. citizen
contractors. Missions must coordinate with the RSO to determine the costs for
the purchase and installation of the requisite equipment for contractor personnel
and arrange funds accordingly.

562.3.8 Security Equipment Accountability, Control, and Maintenance

Effective Date: 11/22/2019

a. Record Keeping: Missions must record all physical/technical security equipment

in the approved inventory systems at post. SEC maintains ownership of all
physical/technical security equipment to include the approval for disposal, in
accordance with the provisions of 14 FAM 410 and ADS 534, Personal
Property Management Overseas.

b. Accountability:

 Missions are accountable for all SEC-funded security equipment. This

equipment is considered non-expendable property (NXP), with the
exception of certain low-dollar-value, non-serialized items, such as
mechanical locks;

 Missions must enter all NXP security equipment into the USAID property
account or inventory logistics management system (ILMS), regardless of

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the funding source or whether used by Direct-Hire employees or

contractors. In case of a staff reduction or USAID closure, SEC will
provide disposition instructions; and

 Missions must provide copies of property survey reports for lost and stolen
security equipment to SEC.

c. Maintenance:

The EXO must ensure that all physical/technical security systems receive
preventive maintenance. The EXO must:

 Notify the RSO and SEC/International Security Programs (ISP) when

maintenance needs are beyond the capabilities of the USAID or RSO staff,

 Submit a work request in the computerized maintenance management

system (CMMS) on all deficiencies relating to physical/technical security
systems, and

 Contact SEC for assistance, in the event that the RSO cannot provide
assistance within a reasonable period of time.

562.3.9 Locks, Keys, and Combination Controls

Effective Date: 11/22/2019

a. Locks, keys, and combination controls within USAID:

RSO and SEC approval is required prior to the installation, modification, or

removal of any security locking devices used for the protection of a control
access area (CAA), limited access area (LAA), FE/BR hardline doors, and
FE/BR exterior office space doors in any USAID facility.

For Missions that are authorized classified operations or Missions that are
unclassified and both without 24-hour guard force coverage, refer to 12 FAM
446, Building Security - Lock and Leave (L&L) Policy.

b. Keys: Mission Directors must appoint principal and alternate Key Custodians to
manage the Key Watcher system. The appointees must be cleared U.S. citizens.

1) The Key Custodian will manage the upkeep of the Key Watcher database
and will issue key dates and times in accordance with the EXO guidance.
Security keys can include but are not limited to: FE/BR doors, CAA
spaces, LAA spaces, Server/Telecoms rooms, Safe Area/Haven generator
rooms, cashier rooms, armored vehicles, and any other sensitive area that
requires key control.

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2) SEC’s Security Engineering Branch is the only authorized office to pin lock
cores and cut keys on security locking devices for Missions.

c. Combinations: The combinations on all security equipment must be changed

under the same criteria used for combinations on security containers as
stipulated in ADS 568.3.3.2. The Unit Security Officer must maintain a central
record of all combinations within the Mission, and must ensure that the RSO has
a copy of the up-to-date central record.

562.3.10 Security of the Administrator during Travel

Effective Date: 11/22/2019

a. The Office of Security, International Security Programs Division (SEC/ISP) is the

only office authorized to coordinate the personal protection of the USAID
Administrator, Deputy Administrator, and other employees designated by the
Administrator during travel to critical and high-threat posts.

b. A/AID staff must notify SEC by memorandum in advance of the proposed travel.
This memorandum must list the senior participants, proposed itinerary, and trip
objectives.

c. SEC provides recommendations about security requirements and coordinates

with appropriate entities in State/DS and Post Management to supply protective
escorts, security guidance, and individual briefings.

d. When deemed necessary, SEC must obtain protective escort services from the
Bureau of Diplomatic Security on a reimbursable basis.

562.3.11 Terrorist and Criminal Incident Reporting

Effective Date: 11/22/2019

a. The EXO or Mission Director designee must report to SEC and the State
Operations Center all terrorist and criminal incidents affecting USAID employees,
contractors, their dependents (overseas), and implementing partners after
notifying the appropriate local RSO. USAID staff, who become aware of security
incidents involving implementing partners, must also report these incidents to
SEC.

b. When a serious incident occurs, Missions must immediately telephone the State
Operations Center which will in turn contact the USAID/W Duty Officer. The
USAID/W Duty Officer will notify the SEC Duty Officer. The Mission must
forward a follow-up telegram to SEC within one workday after the incident. The
Mission must follow the requirements for handling classified information at all
times (see ADS 568, National Security Information Program).

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A serious incident may include, but is not limited to, those which affect the
operational status of USAID, such as:

1) The USAID office building has been attacked or sustained damage due to
bombing, mob violence, or terrorist assault;

2) USAID personnel have been taken hostage, injured, or killed in other than
accidental circumstances; and

3) USAID facilities, residences, or personnel are under imminent threat of

attack.

c. At overseas Missions, reports by telephone, telegram, and email must include

the following:

 A summary of the incident;

 Date and local time that the incident occurred;

 Location of affected facilities;

 Type of incident;

 Number, identification, and affiliation of personnel affected by the incident;

 Effect of the incident on USAID operations;

 Identification of damaged equipment;

 Estimated cost and time to repair/replace the equipment;

 Response of host government forces; and

 Security countermeasures implemented.

Note: Reporting incidents may contain sensitive or even classified information and
therefore any report must be cleared through the proper channels at post.

562.4 MANDATORY REFERENCES

562.4.1 External Mandatory References

Effective Date: 11/22/2019

a. 12 FAH-5, Department of State, Physical Security Handbook

b. 12 FAH-6, Department of State, OSPB Security Standards and Policy

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Handbook (Classified)

c. 12 FAH-11, Technical Security Systems Handbook (Classified)

d. 12 FAM 446, Building Security - Lock and Leave (L&L) Policy

e. 14 FAM 410, Personal Property Management for Posts Abroad

f. 15 FAM 312, Leasing Policy

g. Secure Embassy Construction and Counter-Terrorism Act (SECCA) of 1999

(P.L. 106-113)

562.4.2 Internal Mandatory References

Effective Date: 09/28/2005

a. ADS 534, Personal Property Management Overseas

b. ADS 561, Security Responsibilities

c. ADS 568, National Security Information Program

562.5 ADDITIONAL HELP

Effective Date: 11/22/2019

There are no additional help documents for this chapter.

562.6 DEFINITIONS
Effective Date: 11/22/2019

See the ADS Glossary for all ADS terms and definitions.

anti-ram
Description of a barrier meeting the specification for anti-ram, SD-STD-02.01; sufficient,
at the maximum threat, to arrest a 15,000 lb. (6810 kg) gross-weight vehicle traveling at
a maximum of 50 mph (80 km) perpendicular to the barrier. (Chapter 562)

armored vehicle
A conveyance modified by armor systems, which are designed to defeat multiple
impacts of ballistic rounds. Specific types of opaque and transparent armor are applied
to the vehicle without noticeably changing its outward appearance. (Chapter 562)

authorized classified conversations

The levels of classified discussion permitted by standard on a secure voice installation
in CAA facilities. (Chapter 562)

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ballistic resistance or ballistic-resistant (BR)

Products and designs certified by DS/PSP/PSD under the provisions of SD-STD-01.01
(see 12 FAH-5 H-011, subparagraph (4)) to withstand a minimum of 7.62/5.56 mm rifle
rounds fired from approximately 20 feet (6 m) without penetration or spalling. (Chapter
562)

Classified National Security Information (Classified Information)

Information that has been determined pursuant to E.O. 12958 or any predecessor order
to require protection against unauthorized disclosure and is marked (confidential,
secret, or top secret) to indicate its classified status when in documentary form. It is
also referred to as classified information.

a. Confidential: Information, of which the unauthorized disclosure could reasonably

be expected to cause damage to the national security that the original
classification authority is able to identify or describe.

b. Secret: Information, of which the unauthorized disclosure could reasonably be

expected to cause serious damage to the national security.

c. Top Secret: Information, of which the unauthorized disclosure could reasonably

be expected to cause exceptionally grave damage to the national security.
(Chapters 545, 552, 562, 566, 567)

compound access control (CAC)

System of gates, barriers, and guard booths used to pre-screen personnel and vehicles
entering a secure perimeter. (Chapter 562)

controlled access area (CAA)

A specifically designated area within a building where classified information may be
handled, stored, discussed, or processed. There are two types of CAAs: core areas
and restricted areas. (Chapter 562)

emergency exit
A secure door designated for emergency egress during a fire or other life threatening
evacuation. (Chapter 562)

forced entry (FE)

All references to forced entry (FE) in this chapter refer to the criteria set forth in SD-
STD-01.01, Revision G (Amended), Certification Standard - Forced Entry and Ballistic
Resistance of Structural Systems. See 12 FAH-5 H-031, subparagraph (4). (Chapter
562)

hardline
Term referring to a system of barriers surrounding a protected area which affords
degrees of forced entry, ballistic resistant, or blast protection, or combinations of these
three. A hardline may include walls, floors, ceilings, roofs, windows, doors, or non-

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window openings, all of which must provide the level of protection specified for that
hardline. (Chapter 562)

interior hardline
Hardline separating the public access area from general work areas. The interior
hardline typically includes the public access control (PAC) area (see 12 FAH-5 H-
452.1).

Overseas Security Policy Board (OSPB) was created by Presidential Decision

Directive/NSC-29, which transferred the functions of the Overseas Security Policy
Group (OSPG) to the OSPB and designated the Director of the Diplomatic Security
Service to chair the OSPB. The OSPB charter, which superseded the OSPG charter
(signed April 15, 1986), was approved by its membership on July 19, 1995. (Chapter
562)

public access control (PAC)

An area provided for the screening of visitors and employees before admittance into
areas behind the hardline (see 12 FAH-5 H-452.1). (Chapter 562)

restricted areas
Areas of the building in which classified information may be handled and stored.
Classified discussions and processing are permitted but may be limited to designated
areas, depending on the technical security threat. (Chapter 562)

safe area
A designated area within a building that serves as an emergency sanctuary and
provides at least 15-minute forced-entry and ballistic-resistant (FE/BR) protection,
emergency power, ventilation, communications, and emergency egress. (Chapter 562)

safe haven
A designated area within a building that serves as an emergency sanctuary and
provides at least 60-minute forced-entry and ballistic-resistant (FE/BR) protection,
emergency power, ventilation, communications, and emergency egress. (Chapter 562)

security container
A container (safe) that houses a built-in, three position, dial-type combination lock and is
approved by the General Services Administration (GSA) for storage of classified
information. (Chapter 562)

sensitive but unclassified information (SBU)

SBU describes information which warrants a degree of protection and administrative
control that meets the criteria for exemption from public disclosure set forth under
Sections 552 and 552a of Title 5, United States Code: the Freedom of Information Act
and the Privacy Act, 12 FAM 540 Sensitive but Unclassified Information, (TL;DS-61;10-
01-199), 12 FAM 541 Scope, (TL;DS-46;05-26-1995).

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SBU information includes, but is not limited to:

 Medical, personnel, financial, investigatory, visa, law enforcement, or other

information which, if released, could result in harm or unfair treatment to any
individual or group, or could have a negative impact upon foreign policy or
relations; and

 Information offered under conditions of confidentiality which arises in the course

of a deliberative process (or a civil discovery process), including attorney-client
privilege or work product, and information arising from the advice and counsel of
subordinates to policy makers. (Chapter 545 and 562)

surge capacity
Space required to manage a sudden, unexpected increase in personnel that would
otherwise severely challenge or exceed the current capacity of the existing office space.
(Chapter 562)

swing space
Temporary office or special space used while renovations or capital improvements are
underway or when new space is being acquired. (Chapter 562)

562_062722

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