DEPARTMENT OF HEALTH & HUMAN SERVICES Office of the Secretary Assistant Secretary for Public Affairs Washington, D.C. 20201 FOIA Case No.: 2020-00618-FOIA-OS American Oversight vs HHS, FDA, NIAID, & CMS, 1:20-cv-01063-APM July 28, 2020 Sent via email Mr. Austin R. Evers Executive Director American Oversight 1030 15th Street, NW, Suite B255 Washington, DC 20005 foia@americanoversight.org Dear Mr. Evers: This letter is the Department’s first response to your March 3, 2020, Freedom of Information Act (FOIA) request. Specifically you requested: All final directives, orders, decision memoranda, or guidance provided by HHS leadership—both by the Office of the Secretary and the head offices of HHS components, including the Centers for Disease Control and Prevention (CDC), the National Institute of Health (NIH), the National Institute of Allergy and Infectious Diseases (NIAID), or the Food and Drug Administration (FDA)—regarding public statements, public appearances, website changes or updates, or communications or press strategy on the coronavirus, COVID-19. This request includes but is not limited to any final directives, orders, decision memoranda, or guidance originating within HHS or components that were sent to other agencies on this topic. At a minimum, a search for responsive records should include a search of the files of your agencies’ head office, office of public affairs, and anyone serving as an agency point of contact for the coronavirus task force. As this request is limited to final directives, orders, decision memoranda, or guidance from a recent, short period of time concerning a narrow range of high-profile subject matters, American Oversight expects that this request can be assigned to a Simple processing track and should result in an expeditious agency response. Please provide all responsive records from January 30, 2020, through to the date of the search. In order to search for records responsive to your request, our office sent your request to several offices, including the Office of the Secretary and the Office of the Assistant Secretary for Public Affairs. For this release, we reviewed 50 pages of records potentially responsive to your request. As a result of that review, I am releasing 36 pages in their entirety and 14 pages in part, with portions redacted pursuant to Exemptions (b)(6) of the FOIA (5 U.S.C. §§ 552). VERSIGHT FOIA exemption (b)(6) permits a Federal agency to withhold information and records about individuals in “personnel and medical files and similar files, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy.” The definition of “similar files” has historically been broadly interpreted to include a wide variety of files, and the United States Supreme Court has held that Congress intended the term "similar files" to be interpreted broadly, rather than narrowly. I have analyzed these records and find they meet the threshold requirement of this exemption. Additionally, I have reviewed and weighed the public interest in disclosure of this information against the privacy interest in nondisclosure, and found that the privacy interest outweighs the public’s interest in disclosure. We will continue to review the remaining records as efficiently and expeditiously as possible, consistent with our available resources and the Order of the Court. Should you have questions or concerns regarding the Department’s response and/or the processing of your request, any such issues should be communicated to your legal counsel and the Department of Justice Attorney representing the Department in this matter. Sincerely, Brandon J. Gaylord Director FOI/Privacy Act Division Enclosure: 50 pages Page 2 of 2 From: Sent: To: Murphy, Ryan (OS/ASPA) 15 May 2020 19:31:01 +0000 Lemar, Naweed (OS/ASPA);Robinson, Michael J (HHS/ASPA);Myrie, Simone (OS/ASPA);Bradley, Tasha (OS/ASPA);Formoso, Paula {HHS/ASPA);Daniels, Carla (HHS/ASPA);Felberbaum, Michael (FDA/OC);Caccomo, Stephanie (FDA/OC);Block, Molly (FDA/OC);Galatas, Kate (CDC/OD/OADC);Bonds, Michelle E. (CDC/OD/OADC);Oury, Rachael (CDC/OD);Billet, Courtney (NIH/NIAID) [E];Routh, Jennifer {NIH/NIAID) [E];Burk low, John {NIH/OD) [E];Myles, Renate (NIH/OD) [E];Michael, Gretchen (OS/ASPR/OEA);Kane, EIieen (OS/ASPR/OEA);Danko, Carol {OS/ASPR/IO);Heck, Mia (HHS/OASH);Broido, Tara (HHS/OASH);Sherman, Jennifer (HHS/OASH) Cc: Blakeman, Scott (OS/ASPA);Brennan, Patr ick (OS/ASPA);Caputo, Michae l (HHS/ASPA);Foster, Timothy (OS/ASPA);Hall, Bill (HHS/ASPA);McKeogh, Katherine (OS/ASPA);Oakley, Caitlin B. (OS/ASPA);Pratt, Michael (OS/ASPA);Traverse, Brad (HHS/ASPA);Weber, Mark (HHS/ASPA) Subject : UPDATED: for clearances Hey Folks - I hope everyone is having a good Friday afternoon . I wanted to send a quick update on the process here. Below are updated lists of WH and OVP folks who need to be on the clearance emails you send up to the WH/OVP. Also, please make sure that you receive affirmative WH approva l in addition to OVP approval before proceeding . Appreciate everyone's assistance and great work. Please let me know if you've any questions. Thanks, Ryan For material and print interview clearances Devin O'Malle ((b)(6) @ovp.eop.gov) Kat ie Miller (b)(6l ov .eo .oov) ~ "-=-'-"'-'-'== ~ Hannah Macln;.:n :.:. is::..· ~(_bl_(B_l --..---6 Alyssa Farah 'L (b_l< _l---,.--~======;-'~ :..../ Kayleigh Gilma;;;:r+-:ti;.;:n ~< _bl_(B_l - -r::-- :---- ~ ~=.:..::= =o --'v) 6 ::!oiai ~=f-' '----=--"'-'--O--CC ---'-. Hogan Gidley ,_ (b7)(=l=== .J;:;:::. '-'.!...!c = == ~ Brittany Yan:::,:i :..:::c ::.: k....lJ.. (b_)(6_l_...----___ Tori Syrek 'l,(b_l< _6l___ ...J.;. ~ ===~ Judd Deere (bl(6l ) For broadcast interview clearances Devin O 'Malley Katie Miller Hannah Maclnn is Alyssa Farah Kayleigh Gilmartin Hogan Gidley Brittany Yanick Tori Syrek AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000001 From: Murphy , Ryan (OS/ASPA) Sent: Monday , May 11, 2020 3 :21 PM To: Lemar, Naweed (OS/ASPA) ; Micha el Robinson (michae l.robinson@hhs.gov) ; Simone Myrie (Simone.Myrie @hhs.gov) ; Bradley, Tasha (OS/ASPA) ; Fom10s0, Paula (HHS/ ASPA) ; Daniels , Carla (HHS/ASP A) ; Felberbaum, Michael (FDA/OC) ; Caccomo , Stephanie (FDA/OC) ; Molly Block (Molly.Block @fda.hhs.gov) ; Kate Galatas (CDC/OD/OADC) (kkg2@cdc.gov) ; Bonds, Michelle E. (CDC/OD/OADC) ; Oury, Racha el (CDC/OD) ; Courtney (NIH/NWD) Billet [E] (billetc @niaid.nih.gov) ; Jennifer (NIH/NIAID) Routh [E] (jennifer.routh @nih.gov) ; John Burklow (burklowj @od.nih.gov) ; Myles , Renate (NIH/OD) [El ; Gretchen Michael (Gretchen.Michael @hhs.gov) ; Elleen Kane (OS/ASPR/OEA) (Elleen.Kane @hhs.gov) ; Danko, Carol (OS/ ASPR/1O) ; Mia Heck (HHS/OASH) (Mia .Heck@hhs.gov) ; Tara Broido (Tara.Broido @hhs.gov) ; Jennifer Sherman (HHS/OASH) (Jeonife r.Sberman @hbs.gov) Cc: Blakeman , Scott (OS/ASP A) ; Brennan , Patrick (OS/ASPA) ; Caputo , Michael (HHS/ ASPA) ; Foster , Timothy (OS/ASP A) ; Hall, Bill (HHS/ASP A) ; McKeogh, Katherine (OS/ASP A) ; Oakley, Caitlin B. (OS/ASP A) ; Pratt , Michael (OS/ASP A) ; Traverse , Brad (HHS/ASPA) ; Weber, Mark (HHS/ASP A) Subject: RE: for clearances Just a quick follow-up here to clarify on this: there's not been a change in the COVID- 19 clearance process. Stuff still needs to be flagged for ASPA and/or approved by ASPA before going up to WH/OV P. The email below was simply to upda te you all on who at WH/OVP will need to recei ve the clearance emails when they go up to WH/OVP. The processes we've been following remain in place . Please call with any questions. From: Murphy , Ryan (OS/ASPA) Sent: Monday , May 11, 2020 12:42 PM To: Lemar, Naweed (OS/ ASPA) ; Michael Robinson (michael.robinson @hhs.gov ) ; Simone Myrie (Simone.Myr ie@hhs.gov ) ; Bradley, Tasha (OS/ASP A) ; Formoso , Paula (HHS/ASP A) ; Daniels , Carla (HHS/ASP A) ; Felberbaum, Michael (FDA/OC) ; Caccomo , Stephanie (FDA/OC) ; Molly Block (Molly.Block @fda.hhs.gov) ; Kate Galatas (CDC/OD/OADC) (kkg2@cdc.gov ) ; Bonds, Michelle E. (CDC/OD/OADC) ; Oury, Rachael (CDC/OD) ; Courtney (NfH/NIAID) Billet [E] (billetc @niaid.nih .gov) ; Jennifer (NIH/NIAID) Routh [El (jennifcr.routh @nih.gov ) ; John Burklow (burklowj @od.nih .gov) ; Myles , Renate (NIH/OD) [El ; Gretchen Michael AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000002 (Gretchen.Michael @hhs.gov ) ; Eileen Kane (OS/ASPR/O EA) (Elleen.Kane @hhs.gov ) ; Danko, Carol (OS/ASPR/10) ; Mia Heck (HHS/OASH) (Mia.Heck@hhs.gov) ; Tara Broida (Tara.Broido @hhs .gov) ; Jennifer Sherman (HHS/OASH) (Jennifer.Shennan @hhs.gov) Cc: Blak eman, Scott (OS/ASPA) ; Brennan , Patrick (OS/ASPA) ; Caputo, Micha el (HHS/ ASPA) ; Fost er, Timothy (OS/ASP A) ;Hall , Bill (HHS/ASPA) ; McKeogh, Kath erine (OS/ASP A) ; Oakley, Caitlin B. (OS/ASP A) ; Pratt, Michael (OS/ASPA) ; Traverse, Brad (HHS/ASP A) ; Weber, Mark (HHS/ASP A) Subject: for clearances Hey Folks - we thought it might be helpful to send an update to what folks at WH/OVP should receive clearance emails. Below reflects our understanding of who has been routinely receiving clearance items and/or who WH/OVP has often added to a chain for review. I've bucketed the lists below. Please let me know if you have any quest ions. -Ryan For material and print interview clearances - For broadcast interview clearances Devin O 'Malley Katie Miller Hannah Maclnnis Meghan Btmis Brittany Yanick Tori Syrek Judd Deere Alexa Henning (bl(6l ov ) -----,-;::::-F '-'-'--"=-'--=--cc..,~-=-c....J Roma Daravi ~(b~)~(6":"" John Hortsman AMERICAr-,,.. pVERSIGHT d._ (b_l(_6l_____ _ ~w~ o~.e~o'""p ~.... go~v) MULTI-HHS-20-0410-A-000003 From: Murphy, Ryan (OS/ASPA) 9 Jan 2020 22:50:54 +0000 To : Thorman, Caroline (ACF);Wolfe, Kenneth (ACF);Leonardo, Samantha-Ashley (ACF);Phillips, Christine (ACL);Holland, Howard (AHRQ/OC);Heldman, Amy B. (CDC/OD/OADC);Bonds, Michelle E. (CDC/OD/OADC);Galatas, Kate (CDC/OD/OADC);Corry, Thomas (CMS/OA);Ceballos, Kelly L. (CMS/OC);Dziak, Kathleen M. (CMS/CMMl);Fetalvo, Ninio (CMS/OC);Jiwani, Nafisa D. (CDC/OD/OADPS);Aldana, Karen (CMS/OC);Wallace, Mary H. (CMS/OC);Caliguiri, Laura (FDA/OC);Janik, Heather (FDA/OC);Meyer, Lyndsay (FDA/OC);Peddicord, Sarah (FDA/OC);Stark, Angela (FDA/CDER);Rabin, Tara G. (FDA/OC);Kimberly, Brad (FDA/OC);Cho i, Christy (HRSA);Kramer, Martin (HRSA);Olague, Richard (HRSA);Buschick, Jennifer (IHS/HQ);Barnett, Joshua (IHS/HQ);Burklow, John (NIH/OD) [E];Myles, Renate (NIH/OD) [E];Fine, Amanda (NIH/OD) [E];Prince, Scott (NIH/OD) [E];Riccio, Peggy (SAMHSA/OC);Garrett, Christopher (SAMHSA/OC);Snow, Catherine (OS/Partnership Center);Sherman, Jennifer (HHS/OASH);Schaeffer, Alison (HHS/OS/OGA);Heck, Mia (HHS/OASH);Broido, Tara (HHS/OASH);Migliaccio-Grabill, Kate (HHS/OASH);Kane, EIieen (OS/ASPR/OEA);Michael, Gretchen (OS/ASPR/OEA);Waters, Cicely (OS/ASPR/OEA);Seeger, Rachel (HHS/OCR);Grossu, Arina (HHS/OCR) (CTR);Tennery, Michele (HHS/OCR) (CTR);Williams, Tesia D (OIG/IO);Caplan, Zhan (OS/ONC);Ashkenaz, Peter (OS/ONC);Yates, Erick (OS/ASA);Tagalicod, Robert S. (OS/ASA);Royal, Jeremy (OS/ASA/OCIO);Shelton, Carrie A (HHS/OS/OMHA);O'Connor, Alejandra (OS/OMHA);Bannister, Kimberly (OS/ONS);Scott, Katherine (OS/DAB);Leblanc, Kourtney (OS/DAB) (CTR) Cc: OS - ASPA Subject: ASPA Playbook Attachments: ASPA Playbook 01032020 DRAFT.docx Sent: Good Afternoon - I hope everyone is having a great start to the New Year. Please find attached the latest version of the ASP A playbook which is designed as a guide to help foster intradepartmental visibility and coordination of major announcements and media inquiries. The playbook is a living document that will continue to improve as new information becomes available and suggestions are made. We greatly appreciate the feedback provided on the previous version. As we move towards a "digital first" environment , this is the last time we plan to circulate the updated playbook as a word document. We are already working to make the next version an interact ive tool on the intranet. Thank you all for your ongoing collaboration. Please let us know if you have any questions. -Ryan AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000004 1 3 2020 War ing Drat Office of the Assistant Secretary for Public Affairs Playbook January 2020 p MULTI-HHS-20-0410-A-000005 ASPA Playbook Table of Contents ASPA Overview Portfolios Speechwriting Broadcast & Video Production ASPA Digital Service Desk Strategic Communications Planning Tool Collecting Customer Feedback on HHS Communications Products Executive Secretary Policy Clearance Advance Planning/Calendar ASPA Contacts 3 Materials Review and Coordination Process Review and Coordination Process and Timing Op-ed Review and Coordination Process Rollout Planning Materials Distribution Process 10 Appendix I - Templates Press Document Submission HHS.gov Blog Submission Op-Ed Concept Submission Rollout Plan Media Interview Request Press Release Media Advisory 16 Appendix II - Examples Rollout Plan Interview Request Op-Ed Concept Review Digital Rollout Plan 27 Appendix Ill -Strategic Appendix IV-Collecting 32 Communication Planning Tool Routine Customer Feedback of HHS Communications 37 42 Appendix V - Acronyms 2 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000006 ASPA Playbook Overview The Office of the Assistant Secretary for Public Affairs (ASPA)builds and maintains relationships with the public through multiple communications channels including the news media, websites, broadcast, social media, journals, speeches, meetings/events, and the Freedom of Information Act (FOIA). The information communicated supports leadership and program priorities and represents a comprehensive view of the Department. To foster intra-departmental visibility and coordination of messaging for major announcements, ASPA in collaboration with agency/office communications leadership developed the following criteria for communication and public affairs officials to use to determine when to send information to ASPAfor review . • • • • • Is it Newsworthy? - e.g., this issue has received coverage from major news outlets, is generating traffic in social media, you plan to promote widely to the press, there is significant reporter interest in the issue. Does it contain New Information? - e.g., a change in policy, a substantial new research finding or development, a new campaign or program. Is the subject/content Controversial? - e.g., has received interest from Congress, subject of invest igations, issue raised significant criticism by advocacy groups or associations, involves pending legislation or litigation, has received widespread or critical media attention. Is it a Public Education Campaign? e.g., a coordinated set of materials designed to inform or persuade an audience to take action and/or adapt a behavior about a specific public health/human services issue e.g. AdoptUSKids, The Real Cost, Civil Rights Protections. Does it relate to Administration, Secretarial priorities? i.e., the opioids crisis, health insurance reform, drug pricing, and value-based care. NOTE: The criteria for ASPA review applies to the info rmation being released, not the mechanism used - videos, speeches, social media, biogs, op-eds, etc. - for release. ASPA uses the following organizational structures, processes, tools and templates to manage day-to-day communications activities. 3 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000007 ASPA Playbook Portfolios ASPA uses three policy portfolios to organize and align public affairs work. Public Health The Public Health team works with the Centers for Disease Control and Prevention, Agency for Toxic Substances and Disease Registry, U.S. Food and Drug Administration, National Institutes for Health, Office of Global Affairs, Office of the Assistant Secretary for Emergency Preparedness and Response, and Assistant Secretary for Planning and Evaluation/Public Health issues and offices of the Assistant Secretary for Health and the Surgeon General on initiatives and strateg ies to promote public health, improve health outcomes, prevent disease and outbreak, and accelerate scientific discovery. Healthcare The Healthcare team works to advance a healthcare system that delivers high-quality, affordable care to all Americans. The team works with the Agency for Healthcare Research and Quality, Office of the National Coordinator for Health Information Technology, Health Resources and Services Administration , Centers for Medicare & Medicaid Services, and Assistant Secretary for Planning and Evaluation/Health Care issues to improve access, quality, safety, efficiency and effectiveness of the nation's healthcare. Human Services The Human Services team helps Americans of all ages and backgrounds live full , productive lives: kids getting a "Head Start" through early childhood education, families t ransitioning out of poverty to economic independence, teens and adults recovering from mental illness and addiction, and seniors participating in communities that value their contributions. These and other human service programs are carried out by the Administration for Children and Families, Admin istration for Community Living, Ind ian Health Service, Office for Civil Rights, Substance Abuse and Mental Health Services Administ ration, Office of the Chief Technology Officer, Center for Faith-Based and Neighbo rhood Partnerships, Office of the Chief Information Officer and Assistant Secretary for Planning and Evaluation/Human Services issues. Portfolio Team Responsibilities Portfolio team membe rs and their respective deputy assistant secretary for public affairs: • • • Work with agencies and offices to forecast strategic priority and other announcements during the upcoming three-month period. Coordinate the development of rollout plans for priority announcements in the nearer term -- one to two weeks out from the date they become public. Coordinate review of news media requests and communications materials. 4 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000008 ASPA Playbook • • • • • • • Coordinate ASPA review of policy documents, such as Secretarial correspondence, Reports to Congress, Rulemaking and guidance circulated by the HHS Executive Secretariat . Work with agencies and offices to ensure communication plans, including press materials align with Administrat ion, HHSand agency priorities, and have well -defined target audiences, clear goals, and measurable outcomes. Coordinate the creation and development of web content. Work w ith social media and digital communication leads on coordinating announcements on a weekly and daily basis. Coordinate digital strategy based on public release date of content. Share strategic priority announcements with the HHS Digital Community. Coordinate the development and dissemination of videos and live streams with the HHS-TV Studio Team. Speechwriting The speechwriting and editorial team writes, edits and reviews speeches, quotes , talking points , commentaries, and op-eds; the team also contributes background materials and Q&A documents for the Secretary and Deputy Secretary. It also assists with messaging for other department principals and composes biogs by various authors. These materials are reviewed by ASPA, the Immediate Office of the Secretary, the Office of General Counsel, and relevant agencies/offices. Broadcast& Video Production The HHSStudio and Video Product ion Services Team provides a wide range of communication services including: • • • • • • Creative and cost-effective solutions to deliver messages anywhere, anytime, and to any device. Broadcast capabilities include HD equipment; satellite and fiber transmission. Live streaming, on-demand and fully produced videos. Support for Federal Advisory Committee Meetings - stream ing and AV services. Productions from the Studio, Auditorium, Great Hall and anywhere in the field. Support to all Agencies and Offices. For more information about Broadcast and video production services go to http://hhs .tv/downloads 5 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000009 ASPA Playbook ASPA Digital Service Desk for Web-related Requests The ASPA Digital Service Desk is for website-related tasks and questions for HHS.gov,the HHS Intranet, and other ASPA Digital-managed websites. Staff across the department with accounts are able to submit content and other website requests into this tool. Members of the ASPA Digital team work with offices on the requests. The tool allows for easy tracking of where requests are at within the process and allows for all involved to comment, collaborate and receive notifications. Social Media The ASPA Digital Engagement team manages various Department-level, secretarial and topicoriented social media channels. In addition to managing content on those accounts, the team also provides guidance and support for social media campaigns in Agencies/Offices interested in extending their reach. The Strategic Communications Planning (SCP) Tool The Strategic Communications Planning (SCP)Tool is a Web-based application that supports the development of strategic communication plans ~(bl(6l to impact a targeted external audience(s) in a measured way and is to be used for submitting the plan and materials to ASPAfor review and coordination. I The SCPtool applies to content --digital and print -- (e.g., brochures, new websites and subsites, social media campaigns, reports, videos, toolkits, and public education public service campaigns, including their social media and digital components for promotion). The tool is intended to help ensure content aligns with HHS performance goals, objectives and measures; has a well-defined target audience; and has measurable outcomes. It also allows for sharing and comparing strategies and outcomes, as well as helps facilitate collaboration throughout HHS, expedite review, and track progress. Please contact._! ___ Please contactLj(b_)<_ ....J @ ~h.:.;..h=s=.g=o~v if you have questions or need additional information. * For more information about the Paperwork Reduction Act and the fast track process, see https://www.dig ita lgov.gov/resources/paperwork-reduction-act-fast-track-process/ When can I use this fast track process? You can use fast track for qualitative data collection related to communication productsbrochures, repo rts, posters, toolkits, fact sheets, videos, or campaign materials that are submitted to ASPAfor review via the SCPtool - when the data collection meets all of the following criteria: • The purpose of the collection is to assist the agency in improving existing or future communication products. • Participation by respondents is voluntary. • The collection does not impose a significan t burden on respondents (see further discussion below). • The collection does not require statistical rigor in order to have practical utility for improving existing or future service deliveries, products, or communication materials • Public dissemination of results is not intended. What types of collections are eligible for the fast track process? As a general matter, the following kinds of collections fall under the fast track process: • Comment cards or complaint forms. • Focus groups, in-person interviews and observations. • One-time or panel discussion groups. • Moderated, un-moderated , in-person and/or remote -usabil ity studies. • Testing of a survey or other collection to refine questions. • Post-transaction customer surveys (e.g., by call centers). • Social media and online surveys. • Customer satisfaction qualitative surveys. • Telephone interviews. What types of collections are generally not eligible for fast track? Examples of collections that would generally not fall under the Fast Track Process are: • Surveys that require statistical rigor because they wi ll be used for making significant policy or resource allocation decisions. • Collections whose results are intended to be published. • Collections that impose significant burden on respondents or significant costs on the government . 38 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000042 ASPA Playbook • • • Collections that are on potentially controversial topics or that raise issues of significant concern to other agencies. Collections that are intended for the purpose of basic research and that do not direct ly benefit the agency's customer service delivery. Collections that will be used for program evaluation and performance measurement purposes. How do I use fast track? Please fo llow these steps to use ASPA's Generic Clearance for the fast track: • Step 1- Submit a SCP communication plan to ASPA o To begin the process, you must submit a SCPcommunications plan to ASPA via the SCPtool for the communication product for wh ich feedback will be collected. ASPA recommends you submit your SCPcommunicat ions plan as early in the planning stage as possible to allow adequate time to conduct the collection. Providing the SCPcommunications plan will help ASPA monitor what products are being surveyed and the number hours used against the Generic Clearance. ■ Note: If you do not have access to the SCPtool, please contact l(b)(6) l@hhs.gov for assistance. o ASPAw ill review the SCPplan and provide the Fast Track Memo template that will include the 0MB Control number and instructions to begin the process. A sample Fast Track memo will be provided to use as a guide. o You will need to complete and email the Fast Track Memo, along with a copy of the survey materials to l(b)(6) l@hhs.gov • Step 2 - Completing the Fast Track Memo and Survey Materials o The Fast Track Memo requires you to describe the purpose of the information collection, the potential group of respondents, type of collection, estimated burden time for completing the survey, and estimated cost. You will also need to provide a copy of the survey materials that includes informat ion that will be used for your collect ion such as interview/focus group questions, survey questions, customer comment card, commun ication product messages, commun ication product mock-up, etc (i.e., if you want feedback about a brochure, screen shots/messaging must be provided; if you are conduct ing a focus group, the script/questions for the focus group facil itator or part icipants must be provided). If you need assistance developing your survey materials, contactl (b)(6) !@hhs.gov. ■ Note: you must coordinate with ASPA-- not your agency PRAofficer , because this is an OS/ASPAGeneric Clearanee -- to process the fast track package for submission to 0MB for review and approval. ASPA recommends you inform your agency PRAofficer so they are aware of the project. 39 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000043 ASPA Playbook • Step 3: Submission to the 0MB o • After you have completed the Fast Track Memo and provided the survey materials to APSA,ASPA will submit the package to the OS PRA Officer for submission to OMB's Office of Information and Regulatory Affairs (OIRA) for review and approval. Step 4: Update your SCP communication plan o After receiving 0MB approval, update your SCPplan to indicate the approval and resubmit the SCPplan to ASPA. Attach a copy of the OMS-approval notice and survey materials in the 'Audience Testing Attachments' section of your SCPplan. Contact !(b)(6) @hhs.gov if you have questions about information collection or would like assistance analyzing the results. How long does OM B's OIRA review of the fast track take? OM B's OIRA review/approval process typica lly takes five to seven business days; however, we recommend allowing at least 15 business days for planning purposes. If 0MB returns or rejects your submission for any reason (i.e., you have not provided all the required inform ation, you have not filled out the form correctly, or your submission is otherwise incomplete), ASPA will contact you to discuss the issue and determine what needs to be done for resubmission. Once 0MB approves the collection, ASPAwill email you the official approval notice, and then you can proceed with implementation of the collection. Can I survey potential customers and other stakeholders under the fast track process? Yes. As long as the purpose is improving current or future communication product impact, and the collection satisfies the criteria outlined above, agencies may collect information from potential customers and other stakeholders (such as past audiences, potential future audiences) in order to inform service delivery improvement. The fast track process is not for the collection of information to be used for general program evaluation. How will I know if my collection is low-burden and thus eligible for the fast track process? Collections under fast track must be low-burden for respondents based on a consideration of the total burden hours for the collection, as well as in relation to the total number of respondents and the burden-hours per respondent. The following are illu strative examples: A 15-minute survey for 2,000 individuals would be lowburden because the total burden hours and the burden -hours per respondent would be small. Two -hour focus groups, involv ing a total of 100 persons, would be low-burden because the 40 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000044 ASPA Playbook total burden hours and the total number of respondents would be small. And, a five-minute comment card filled out by 10,000 people would be low-burden because the total burden hours and the burden-hours per respondent would be small. Can a service-related survey be eligible for the Fast Track Process even if it uses numerical scales in its answers (e .g., 1-5 scale where 1 is not satisfied and 5 is very satisfied)? Yes. Eligible surveys can use numerical scales such as rank-order. 41 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000045 ASPA Playbook APPENDIX V: ACRONYMS and ABBREVIATIONS Acronym Full Name ACF Administration for Children and Families Administration for Community Living Administration on Children, Youth and Families American Hospital Association Agency for Healthcare Research and Quality Acquired Immunodeficiency Syndrome Acute Radiation Syndrome Assistant Secretary for Administration Assistant Secretary for Financial Resources Assistant Secretary for Health Assistant Secretary for Legislation Assistant Secretary for Public Affairs Assistant Secretary for Planning and Evaluation Assistant Secretary for Preparedness and Response Agency for Toxic Substances and Disease Registry Biomedical Advanced Research and Development Authority Budget Enforcement Act Child Care and Development Fund Centers for Disease Control and Prevention Chief Financial Officer Code of Federal Regulations Children's Health Insurance Program Center for Medicare and Medicaid Innovation Centers for Medicare & Medicaid Services Continuity of Operations Plan Consumer Operated and Oriented Plans Continuing Resolution (budget) Departmental Appeals Board Department of Defense Department of Justice Equal Employment Opportunity Electronic Health Record Emergency Support Function Food and Drug Administration Federal Emergency Management Agency Federal Employment Viewpo in t Survey Freedom of Inform ation Act Full-Time Equivalent ACL ACYF AHA AHRQ AIDS ARS ASA ASFR ASH ASL ASPA ASPE ASPR ATSDR BARDA BEA CCDF CDC CFO CFR CHIP CMMI CMS COOP CO-OPs CR DAB DoD DOJ EEO EHR ESF FDA FEMA FEVS FOIA FTE 42 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000046 ASPA Playbook Acronym Full Name FY GAO GDM GPRA GS GSA HCFAC HEAT HELP HHS HIPAA HITECH HIV HRSA IEA IG IHS IOS IPAB IT JFA LIHEAP MACRA NCI NIH NIOSH OASH OCR OGC OGA OIG OMHA ONC Fiscal Year Government Accountability Office General Departmental Management Government Performance and Results Act General Schedule General Services Administration Healthcare Fraud and Abuse Control Healthcare Fraud Prevention and Enforcement Action Team Health, Education, Labor, and Pensions Department of Health and Human Services Health Insurance Portability and Accountability Act Health Information Technology for Economic and Clinical Health Act Human Immunodeficiency Virus Health Resources and Services Administration Intergovernmental and External Affairs Inspector General Indian Health Service Immediate Office of the Secretary Independent Payment Advisory Board Information Technology Joint-Funding Agreement Low Income Home Energy Assistance Program Medicare Access and CHIP Reauthorization Act of 2015 National Cancer Institute National Institutes of Health National Institute for Occupational Safety and Health Office of the Assistant Secretary for Health Office for Civil Rights Office of the General Counsel Office of Global Affairs Office of Inspector General Office of Medicare Hearings and Appeals Office of the National Coordinator for Health Information Technology Operating Division Office of Strategic Operations & Regulatory Affairs Office of Personnel Management Office of the Secretary Office of National Security President's Budget OPDIV OSORA OPM OS ONS PB 43 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000047 ASPA Playbook Acronym Full Name PCORTF PEPFAR Patient-Centered Outcomes Research Trust Fund President's Emergency Plan for AIDS Relief PHS Public Health Service PHSA PHSSEF Public Health Service Act Public Health and Social Services Emergency Fund P.L. PPHF Public Law Prevention and Public Health Fund PPS PSC Prospective Payment Systems Program Support Center QFR Question for the Record QIO RAC Quality Improvement Organizations Recovery Audit Contractor RO SAMHSA Regional Office Substance Abuse and Mental Health Services Administration SCP SES Strategic Communication Senior Executive Service SG Surgeon General Secretary's Policy System SPS SSA Planning Social Security Administration SSBG SSF Social Services Block Grant Service and Supply Fund STAFFDIV STD Staff Division Sexually Transm itted Diseases TANF TB TPP Temporary Assistance for Needy Famil ies Tuberculosis UAC Teen Pregnancy Prevention Unaccompanied Alien Children USG U.S. Government WHO World Health Organization 44 AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000048 From: Sent: To: Caputo, Michael (HHS/ASPA) 22 May 2020 15:19:40 +0000 Caputo, Michael (HHS/ASPA);Ryan.Murphy@hhs.gov;Hensley, Gordon (HHS/ASPA);Traverse, Brad (HHS/ASPA);Weber, Mark (HHS/ASPA);Hall, Bill (HHS/ASPA);Pratt, Michael (OS/ASPA);Hutchinson, Kim (HHS/ASPA);Palosky, Stacey (OS/ASPA);Wilker, Michael (HHS/ASPA);Oakley, Caitlin 8. (OS/ASPA);Gaylord, Brandon (OS/ASPA);Thorman, Caroli ne (ACF);Wolfe, Kenneth (ACF);Leonardo, Samantha-Ashley (ACF);Phillips, Christine (ACL);Holland, Howard (AHRO/OC);Heldman, Amy 8. (CDC/OD/OADC);Bonds, Michelle E. (CDC/OD/OADC);Galatas, Kate (CDC/OD/OADC);Lepore, Loretta (CDC/OD/OCS);Corry, Thomas (CMS/OA);Ceballos, Kelly L. (CMS/OC);Fetalvo, Ninio (CMS/OC);Howden, Catherine (CMS/OC);Wallace, Mary H. (CMS/OC);Lynch, Sarah (FDA/OC);Caliguiri, Laura (FDA/OC);Rebello, Heidi (FDA/OC);Peddicord, Sarah (FDA/OC);Stark, Angela (FDA/CDER);Rabin, Tara G. (FDA/OC);Kimberly, Brad (FDA/OC);Choi , Christy (HRSA);Kramer, Martin (HRSA);Olague, Richard (HRSA);Buschick, Jennifer (IHS/HQ);Barnett, Joshua (IHS/HQ);Burklow, John (NIH/OD) [E];Myles, Renate (NIH/OD) [E];Fine, Amanda (NIH/OD) [E];Prince, Scott (NIH/OD) [E);Aspiazu, Coqui (SAMHSA/OC);Garrett, Christopher (SAMHSA/OC);Snow, Catherine {OS/Partnership Center);Schaeffer, Alison (HHS/OS/OGA);Heck, Mia (HHS/OASH);Broido, Tara (HHS/OASH);Sherman, Jennifer (HHS/OASH);Migliaccio -Grabill , Kate {HHS/OASH);Michael, Gretchen (OS/ASPR/OEA);Kane, EIieen (OS/ ASPR/OEA);Waters, Cicely (OS/ASPR/OEA);Seeger, Rachel (HHS/OCR};Grossu, Arina (HHS/OCR) (CTR);Tennery, Michele (HHS/OCR) {CTR);Williams, Tesia D (OIG/ IO);Caplan, Zhan (OS/ONC);Ashkenaz, Peter (OS/ONC);Yates, Erick (OS/ASA);Flanders, Bobby (OS/ASA/OCIO);Shelton, Carrie A (HHS/OS/OMHA) ;O'Connor, Alejandra (OS/OMHA);Bannister, Kimberly (OS/ONS);Scott, Katherine (OS/DAB);Leblanc, Kourtney (OS/DAB) (CTR);Bi llet, Courtney (NIH/N IAID) [E);Alexander, Paul {HHS/ASPA) (VOL) Cc: OS - ASPA Subject : Moving forwar d together Dear HHS Communicat ions Colleagues: Thanks for joinin g the video conference call Tuesday afternoon. 1 appreciate all your insider tips. In particular, T heard a lot about tapping the resources available, including expertise and communications channels. I hit the ground running here and don't have time to reinvent the wheel. At the same time, I don' t think we are achieving our potential. I am amazed and proud of the achievements of HHS staff and programs I learn about on a daily basis. But, these achievements are not what l see consistently in the news, on social media or hear in hallway chatter. I want to take advantage of your expertise and explore opportunities for reaching the American public with information they can use to make informed decisions about their health and wellness. But first I need your help reinstating long established best practices. Beginning Tuesday, May 26 1\ all HHS operati ng and staff division med ia inquiries and press materials (e.g. news releases, talking points, etc.) must be passed solely to ASPA for clearance. There is no longer a need to submit your incoming press opportunities or press materials anywhere else. ASP A is committed to clearing these quickly; we will pass them by other authorities, like the White House, as needed. You can do this as usual by emailing your clearance request in standard form to the OS-Interviews inbox t@hhs.gov ) for press opportunities and the OS-Relea ses inbox j(b)(6) @hhs.gov ) for press materials. 4(b)(6) I introduced Brad Traverse and Gordon Hensley on the video call. Brad, as we discussed, is your focused point of contact in ASP A for all clearance issues and Gordon will work with you to increase the flow and AMERICAr--.. pVERSIGHT MULTI-HHS-20-0410-A-000049 tenor of vital active media outreach. They will reach out to you soon to get a better understanding of your operations and how we can work together to advance the HHS mission. Dr. Paul Alexander, who was not on the call, has also joined the ASPA team as a senior policy adv isor. He has and will continue to engage a number of you on specific scientific and medical inquiries. I look forward to working with you and your comm unications teams more closely and rapidly. I hope to sched ule a visit for me to your offices when time and governme nt operating status permits. Thank you aga in for your commitment to our department and the American people. Sincerely, Michael R. Caputo Assistant Secretary for Public Affairs US Department of Health and Human Serv ices !(b)(6) ! PS: Please see the attached messag ing document lay ing out the core facts behind the Secretary's important "Health v Health" publ ic outreac h - messages we need all divisions to resonate when appropr iate. The Secretary published an oped in the Washington Post today which drives this, and we hope you' ll share this wide ly . AMERICAr-,,.. pVERSIGHT MULTI-HHS-20-0410-A-000050