American Embassy London

Administrative Notice
American Embassy London

NOTICE NUMBER: 2003-250

DATE: December 30, 2003

SUBJECT: Member of Household (MOH) Program

Ref: 00 STATE 242724

The Secretary of State's directive, as outlined in 00 State 242724, entitled “The War for Talent,” asked “each head of mission to ensure that State Department practices are fairly and equitably applied in a consistent manner to all members of the households (MOH) of State Department employees assigned to our missions abroad. Here I refer to those individuals who have accompanied the employee overseas and who the employee has declared to the Chief of Mission are part of his/her household and who will reside at post with the Employee.” This includes “not only spouses and dependent children but also unmarried partners, aging parents, other relatives or adult children who fall outside the Department's current legal and statutory definition of family members.”

In order to responsibly implement the Secretary's directive, this policy outlines the procedures and criteria to allow permanent hire American employees to include their members of household, as defined by the Secretary, into the MOH program. The policy also outlines the services and access that will be afforded to members of household. This process is not required for those persons who are included on an employee's official orders.

I. Eligibility

The following categories of individuals are eligible for the program but must have “accompanied the employee to post and reside with the employee.”

A. An employee's (or their spouse's) mother, father, sister, brother, or children.
B. An unmarried partner who has been cohabiting with the employee for over
120 days and who has filed the appropriate notification if the partner is a foreign national (see section VI).
C. Other relatives on a case-by-case basis.

II. Entry Clearance and Visa Issuance (See Attachment A)

While the UK Foreign Commonwealth Office (FCO) acknowledges that practice provides for the issuance of visas to members of household, the decision to issue or not issue the visa rests solely with the responsible UK Consulate or Embassy official reviewing the request. UK FCO is able to provide limited assistance in these cases. Employees whose MOHs encounter difficulties obtaining a visa should contact the London MGT/HRD Office.

III. Method of Notification

In accordance with 00 State 242724, employees must begin the process by notifying the Chief of Mission that an individual is a member of their household by completing the attached form (See Attachment B). Approval by the Regional Security Officer, Management Minister Counselor and Ambassador is required for the individual to be covered by the provisions of the Mission's MOH program.

IV. Access to Services

Members of household who qualify for this program will be provided access to the following services:

A. Medical: Members of Household are not covered by the Department's medical program. If the MOH is hired into an Embassy Locally Engaged (LE) Staff position, the MOH will receive the same urgent care/first aid from the Embassy Medical Unit as other LE Staff. All other medical care will have to be obtained from local health care providers, not from the Embassy Medical Unit. Employees are reminded that Medicare health insurance and some U.S. based health insurance companies will not pay benefits overseas. Likewise, coverage of medical evacuation costs is often not covered. Because these costs can be substantial, employees are advised to consider purchasing appropriate health/medical evacuation insurance for the MOH.
B. Banking Services: Members of household may use the services of the Riggs Bank after the employee completes a power of attorney. The employee is responsible for covering any bounced checks.
C. Travel Services: Members of household may obtain purchase travel services for personal use from the Embassy's contract travel services provider. The MOH's sponsor will be responsible for any financial obligations made by the MOH.
D. CLO: CLO services will be provided to MOHs, but the MOH's sponsor is responsible for any financial obligations.
E. Consular: Notary services (with fee) and other consular services, with fee if applicable.

V. Access to Facility

Any Member of Household (MOH) can use any of the services listed above when he/she is escorted by anyone holding a green, blue, or yellow Embassy badge. MOHs may qualify for unescorted access to the general working areas of the Embassy when the MOH is an American citizen or a qualified foreign national and appropriate security checks have been conducted. Some nationalities are restricted from inclusion in the MOH program. Qualified MOHs, who have been notified to the Ambassador (see section III) and who have undergone an RSO security check, will be provided with an ID badge. These badges will provide unescorted access into the facility after screening at the gate. MOHs will not have escort privileges. Note: All persons applying for a building pass under the MOH program must submit an “Authority for Release of Information” form to RSO (Attachment C).

VI. Cohabitation and Intent to Marry (3 FAM 629.2-1)

In accordance with 3 FAM 629.2-1, “An employee intending to marry to a foreign national must inform his/her agency in writing at least 120 days prior to the expected date of marriage.” In an overseas setting, the employee will normally inform his/her section/agency head, Human Resources Officer and the RSO of his/her intention to marry a foreign national. Failure to properly notify appropriate supervisory and management personnel can result in suspension or loss of security clearance. Once reported, post will provide administrative guidance to the employee, along with certain forms to fill out. Contact the Human Resources and Development Office for guidance on how to report an intent to marry a foreign national.

Cohabitation or a personal, romantic, or sexually intimate and continuing relationship with a foreign national must be reported by the employee to his/her section/agency head, the Human Resources Officer, and the RSO. The regulations treat cohabitation and continuing intimate relationships in much the same manner as marriage to a foreign national. As in the case of marriage, failure to report a relationship can result in suspension, or loss of security clearance. Employees are not required to report sporadic romantic or sexually intimate relationships with a foreign national until such time as an employee contemplates marriage, cohabitation, or a long-term relationship. Again, contact the HRD Office for guidance on how to report cohabitation or a continuing relationship with a foreign national.

IMPORTANT: Regardless of the duration of the relationship, employees must report all contacts with individuals of any nationality whenever illegal or unauthorized access is sought to sensitive information, or the employee is concerned that he/she may be the target of exploitation. Relationships with nationals of countries known to be hostile to the United States should be avoided. Questions concerning these countries, and other related issues, should be directed to the Regional Security Office.

VII. Questions

Any questions concerning this policy should be directed, as appropriate, either to the Management Officer or the Regional Security Officer.

Attachments:

A. UK Entry Clearance And Visa Issuance Information Sheet

B. Member of Household Notification Memorandum

C. Authority For Release Of Information For Member of Household (MOH) Program Applicants

ATTACHMENT A

UK ENTRY CLEARANCE AND VISA ISSUANCE INFORMATION

A. MOH Unmarried Partners of Same and Opposite Sex:

Under current U.K. practice, MOH partners may obtain entry clearance for the duration of the employee's posting and are able to take employment in the UK. In order to work over here, partners need to have the appropriate visa entry clearance before arriving in the UK. To apply for visa entry clearance, the MOH must complete both IM2A and IM2B application forms, which can be found on the UK Visas website, www.ukvisas.gov, under “application forms.” Once the forms are completed, the MOH needs to send them to the nearest British Visa issuing post, a list of which can be found on the UK Visas website, by going to “links” then “UK Overseas Missions”. The type of entry clearance required is as “settlement as a partner.” It is advisable for you to include the following information in your application:

a) a cover letter explaining that you are applying for the visa so that you are able to work in the UK during the time that your partner is posted to the Mission; and

b) a copy of the sponsoring employee's assignment notice and travel orders; and

c) evidence of cohabitation such as bank statements and utility letters addressed to both parties at the same address for the same period. Couples often send holiday photographs and snaps taken at Christmas or birthdays along with cards and letters they have sent to each other over a period of time. UK Immigration likes to see that there has been a relationship for at least 2 years.

Your passport should be stamped as "given leave exceptionally outside the rules." It will either last for 12 months and have to be renewed, or UK Immigration may stamp it to the end date of your partner's TOD. It is imperative that you get the entry clearance before you arrive in the UK. If you arrive without it you may be refused entry and even if you are allowed to enter as a visitor you will not be able to work and also will not be able to change your status or "switch" at a later stage. The UK Home Office cannot estimate how long this process takes as each case is different.

B. MOH Other (parents, grandparents and other dependent relatives of either employee or employee's spouse):

UK laws and practice govern the treatment of all other MOHs. The conditions are those that apply to any U.S. citizen seeking entry to the U.K. and permission to work. This category is not permitted to work on the local economy, but can apply for a US Embassy
position. To apply for settlement in the UK as “MOH Other,” six requirements must be met. The applicant:

1) Must be related to a person present and settled in the United Kingdom in one of the following ways:
a) mother or grandmother who is a widow aged 65 years or over; or
b) father or grandfather who is a widower aged 65 years or over; or
c) parents or grandparents traveling together of whom at least one is aged 65 or over; or
d) a parent or grandparent aged 65 or over who has remarried but cannot look to the spouse or children of the second marriage for financial support; and where the person settled in the United Kingdom is able and willing to maintain the parent or grandparent and any spouse or child of the second marriage who would be admissible as a dependant; or
e) parent or grandparent under the age of 65 if living alone outside the United Kingdom in the most exceptional compassionate circumstances and mainly dependent financially on relatives settled in the United Kingdom; or
f) the son, daughter, sister, brother, uncle or aunt over the age of 18 if living alone outside the United Kingdom in the most exceptional compassionate circumstances and mainly dependent financially on relatives settled in the United Kingdom; and
2) Is joining or accompanying a person who is present and settled in the United Kingdom or who is on the same occasion being admitted for settlement; and
3) Is financially wholly or mainly dependent on the relative present and settled in the United Kingdom; and
4) Can, and will, be accommodated adequately, together with any dependants, without recourse to public funds, in accommodation which the sponsor owns or occupies exclusively; and
5) Can, and will, be maintained adequately, together with any dependants, without recourse to public funds; and
6) Have no other close relatives in his own country to which he could turn for financial support.

Note: This information was provided by UK authorities and is subject to change. The Embassy's Human Resources and Development Office will ask the UK's Foreign and Commonwealth Office to intervene on your behalf if you encounter difficulties with an MOH application. However, the decision to issue or deny the visa request rests solely with the UK Consulate or Embassy official reviewing the request.

Any fees related charged by the UK authorities for issuance of a visa or entry clearance for an MOH will be the responsibility of the employee and the MOH.

ATTACHMENT B

UNCLASSIFIED
MEMORANDUM Date:______________
To: The Ambassador
Through: Deputy Chief of Mission
Through: Minister Counselor for Management
Through: Regional Security Officer
Through: Human Resources and Development Officer
From: ________________________________
Subject: Request for Recognition of Member of Household (MOH) Status

A. General Information:
1. Employee's Name: ___________________________________________________
2. Section: ____________________________________________________________
3. MOH's Name: _______________________________________________________
4. MOH's Relationship to Employee: _______________________________________
5. MOH's Date of Birth (mm/dd/yyyy): _____________________________________
6. MOH's Passport Number: ______________________________________________
7. MOH's Citizenship: ___________________________________________________

B. If MOH is not a relative, please complete the following. Otherwise skip to C:
1. Length of time you have known the person: ________________________________
2. Length of time you have cohabited: _______________________________________

C. If MOH is a Foreign National, please complete the following. Otherwise, skip to D:
1. MOH's Father's Name: _________________________________________________
2. MOH's Mother's Name: ________________________________________________

D. Security Related Information (ALL MOHs must complete):

1. Are you now, or have you ever been employed by or acted as a foreign consultant or agent of a foreign government, firm, or agency?
Yes_____ No_____ If yes, please provide explanation on an attached sheet of paper.

2. Have you ever been charged or convicted with any criminal offense?
Yes_____ No_____ If yes, please provide explanation on an attached sheet of paper.

3. Have you ever knowingly engaged in any acts or activities designed to overthrow the U.S. Government by force?
Yes_____ No_____ If yes, please provide explanation on an attached sheet of paper.

4. Have you ever been an officer or a member of an organization or made a contribution to an organization dedicated to the violent overthrow of the U.S. Government which engages in illegal activity to that end, knowing that the organization engages in such activities with the specific intent to further such activities?
Yes_____ No_____ If yes, please provide explanation on an attached sheet of paper.

E. Reporting Cohabitation and Equivalent Bonds of Marriage (Employee must complete this section if MOH is their unmarried partner and a foreign national.)

I have read, understand and have been provided a copy of the policies concerning reporting requirements for cohabitation and equivalent bonds of marriage.
_________ (Employee's initials)

F. Certification:

My statements on this form and any attachments to it are true, complete and correct to the best of my knowledge and belief and are made in good faith. I understand that a knowing and willful false statement on this form can be punished by fine and imprisonment or both (See sections 1001 of title 18, United States Code).

Employee's
Signature ___________________________________
Date ___________________

MOH's
Signature ___________________________________
Date ___________________

G. Emergency Notification Information (optional):

H. Do you want the MOH's name to appear in the Embassy phone directory?
Yes_____ No_____

I. Decision on approval of MOH status for _________________________________:
(Name of MOH applicant)

_______ Approved _______ Denied: ________________________________ RSO

_______ Approved _______ Denied: ________________________________ MGT/MC

_______ Approved _______ Denied: ________________________________ Ambassador

CC: MGT/HRD
MGT/CLO
MGT/MC
RSO
CONS

ATTACHMENT C

U. S. DEPARTMENT OF STATE
Washington, D. C. 20520

AUTHORITY FOR RELEASE OF INFORMATION
For Member of Household (MOH) Program Applicants

Please fill out the requested information in the appropriate spaces below. This information will be used to verify eligibility of the Member of Household (MOH) for unescorted access to general areas of the Chancery. If more space is needed, use an additional sheet of paper and attach it to this document. Give the completed form to MGT/HRD.

MOH's Full Name: __________________________________________

Other Names Used: __________________________________________

Date of Birth (mm/dd/yyyy): __________________________________________

Place of Birth: __________________________________________

Citizen of (name of country): __________________________________________

Social Security Number (if applicable): __________________________________________

Current Address: __________________________________________

__________________________________________

Telephone: __________________________________________

Previous Address: __________________________________________

__________________________________________

Current Employer: __________________________________________

Employer's Telephone Number: __________________________________________

Employer's Address: __________________________________________