U.S. Department of Agriculture HSPD 12 Program HSPD 12 Personal Identity Verification (PIV) I Core Training: Registrars

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 2 Agenda Section 1 – Registrar Responsibilities  PIV I Process  Distribute Forms and Register  Collect Fingerprints  Schedule Background Investigation activities  Complete Form AD 1197: Section B  Next Steps Section 2 – Frequently Asked Questions Section 3 – For More Information

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 3 Section 1 Registrar Responsibilities

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 4 Registrar Responsibilities 3: Schedule BI 4: Complete Form AD : Distribute PIV Enrollment Package 2: Collect Fingerprints The PIV Registrar is the individual who coordinates all background investigation activities and makes the final decision on whether to issue an ID badge to the Applicant. Registrar responsibilities include: 1.Distribute PIV Enrollment Package 2.Collect Fingerprints 3.Schedule Background Investigation activities 4. Complete Form AD 1197: Section B

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 5 PIV I Process

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 6 Distribute PIV Enrollment Package 1a. Send the PIV Enrollment Package to the Applicant PIV Enrollment Package Contains  OF-306, Declaration for Federal Employment  Fair Credit Reporting Release  SF-87 (USDA Employees Only): Fingerprint Chart  FD-258 (Contractors Only): Fingerprint Chart  SF-85, SF-85P, or SF-86 (BI Application) 1b. If the Applicant is to complete SF-85 or SF-85P:  Distribute the paperwork to the Applicant. If the Applicant is to complete SF-86:  Register the Applicant in the e-QIP; the Applicant can complete and submit SF-86 electronically

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 7 Collect Fingerprints 2a. Collect two sets of Fingerprints from the Applicant. If this is not feasible, obtain two fingerprint charts by mail from the Applicant. 2b. Include fingerprint charts in Enrollment Package.

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 8 Schedule Background Investigation Activities 3a. Pre-OPM Activities:  Applicants with an SF-86: Review and electronically scan the Fair Credit Reporting Release. OF-306, resume (USDA employees only), and attach to the Applicant’s SF-86 in e-QIP. Record the e-QIP tracking number on the fingerprint card and forward this to OPM.  Applicants with an SF-85 or SF-85P: Review the Fair Credit Reporting Release, OF-306, resume (USDA employees only), and completed SF-85 or SF-85P to ensure accuracy. Forward the complete package to OPM 3b. OPM will conduct an FBI Fingerprint Check/NAC and return the results to the Adjudicator (if NAC is not completed within 5 days, the FBI Fingerprint Check can be adjudicated instead). The Adjudicator will then make a suitability decision and inform the Registrar.

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 9 Complete Form AD 1197: Section B 3a.Note the results of the background investigations as returned by the Adjudicator on Form AD b.Approve or deny the issuance of a PIV ID badge and sign form AD c. Issuance approval/denial  If issuance is approved, send the completed Form AD 1197 to the Issuer, inform the Sponsor of issuance approval, and update the OPF/Contract file.  If issuance is denied, notify the Sponsor and update the OPF/Contract file. DRAFT

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 10 Next Steps  The Issuer then provides a PIV ID badge to the Applicant, after further verifying the Applicant’s identity.  Any PIV ID badge can be revoked (by the Sponsor) if a subsequent background investigation is unsuccessfully adjudicated. The PIV ID badge must be retained by the Sponsor if the Applicant pursues an optional appeal.

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 11 Agenda Section 1 – Registrar Responsibilities  PIV I Process  Distribute Forms and Register  Collect Fingerprints  Schedule Background Investigation activities  Complete Form AD 1197: Section B  Next Steps Section 2 – Frequently Asked Questions Section 3 – For More Information

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 12 Section 2 Frequently Asked Questions

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 13 Frequently Asked Questions 1)What do I do for replacement PIV ID badges? Registrars are not involved with the PIV process for replacement ID badges. The Sponsor forwards form AD 1197 directly to the issuer. 2) How will I know whether to approve the Applicant for ID badge issuance? The Adjudicator will provide information regarding each background investigation, which will clearly advise an approval or disapproval for ID badge issuance. 3) Why do some Applicants have Provisional PIV ID Badges that I hadn’t approved? Following certain agency-specific rules, the Sponsor can approve the issuance of a Provisional PIV ID badge, based on a review of Background Investigation forms. These are valid for 30 days and must be revoked if any of the subsequent BIs are unsuccessfully adjudicated.

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 14 Frequently Asked Questions, Continued 4) What if an adjudication is unsuccessful? The Sponsor is responsible for notifying the Applicant of the results of the identity proofing process and results of any unsuccessful adjudications. Both Provisional PIV ID badges and PIV ID badges must be revoked with the Applicant appeals. There are multiple points at which the PIV process maybe interrupted:  After the verification of the Applicant’s identity source;  After reviewing information in the PIV Enrollment Package;  After the FBI Fingerprint Check is negatively adjudicated;  After the NAC is negatively adjudicated; and  After the NACI is negatively adjudicated.

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 15 Agenda Section 1 – Registrar Responsibilities  PIV I Process  Distribute Forms and Register  Collect Fingerprints  Schedule Background Investigation activities  Complete Form AD 1197  Next Steps Section 2 – Frequently Asked Questions Section 3 – For More Information

U.S. Department of Agriculture HSPD 12 Program Version 11/1/05 16 For More Information Other Training Modules:  Overview: Introduction to HSPD 12 and Personal Identity Verification; Overview of USDA PIV I Process, available on AgLearn.  Role Training: Sponsors, Issuers (requires USDA eAuthentication Level 2 Access), available on AgLearn.  Applicant Job Aid, available on HSPD 12 website: Agency Point of Contacts:  Each Agency will determine an Agency Point of Contact for questions regarding their specific agency’s process.  A list of Agency Point of Contacts will be available on the HSPD 12 website: