1. PIV-I Issuing Procedures for Applicants (New Employees) v1.1

2. 2 Learning Objectives At the end of this course, you will be able to: Describe the steps an Applicant must follow to be issued a PIV Card or Temporary Identity Badge Describe the steps an Applicant must follow to be issued a PIV Card or Temporary Identity Badge Describe the privacy requirements of the PIV process Describe the privacy requirements of the PIV process

3. 3 Applicant Role, Description and Requirements As a PIV Applicant, you are the individual to whom a PIV card will be issued As a PIV Applicant, you are the individual to whom a PIV card will be issued To apply for the card, you should meet one of the following eligibility requirements: To apply for the card, you should meet one of the following eligibility requirements: Be a prospective or current Federal employee. Be a prospective or current Federal employee. Be an individual who is or will be under contract to the Federal government, to whom the Veterans Affairs (VA) would normally issue a long-term (greater than six months) Federal identity card, consistent with existing security policies Be an individual who is or will be under contract to the Federal government, to whom the Veterans Affairs (VA) would normally issue a long-term (greater than six months) Federal identity card, consistent with existing security policies Be a guest researcher, volunteer, intern, or intermittent, temporary, or seasonal employee who has been directed to receive a PIV card Be a guest researcher, volunteer, intern, or intermittent, temporary, or seasonal employee who has been directed to receive a PIV card

4. 4 Applicant Procedures As an Applicant; You will be required to: Complete and sign Part A, Section I of VA Form 0711. If requested by the PIV Sponsor or PIV Registrar, complete and submit background investigation forms (SF85, SF85P, or SF86 and associated documents). Appear in person (at the location indicated by your PIV Sponsor) with two forms of valid identification, one of which must be a Federal or State-issued photo identification Be fingerprinted (if background investigation is required). Have a passport-quality photo taken for placement on your PIV card Sign for your PIV card and acknowledge understanding of your rights and responsibilities Your PIV Sponsor will notify you of any other supporting documents or additional information that may be required

5. 5 Applicant Rights and Responsibilities You will be presented with information about your rights and responsibilities with respect to privacy, security, and protection of your PIV card Some of your rights include: Notification of how your personal Information in Identifiable Form (IIF) will be protected while being stored or processed, both manually and electronically Correction of errors in the identity source documents and all decisions based on them Notification of the disposition of your application status If you are rejected, notification of the steps required to appeal the decision

6. 6 Applicant Privacy, Security and Protection All Federal employees and contractors have a responsibility to contribute to privacy, security, and protection of the PIV Program By Title 18 of the U.S. Code, it is a Federal offense to counterfeit, alter, or misuse the PIV card and system All personnel issued a PIV card are responsible for: Immediately reporting a lost/missing/stolen card Replacing the card when it has become unusable or worn Protecting the card There are sanctions for failure to safeguard confidential matters and violations of the Privacy Act There are sanctions for failure to safeguard confidential matters and violations of the Privacy Act

7. 7 Applicant Privacy, Security and Protection Privacy questions or complaints should be directed to the local VA Facility Privacy Official Privacy questions or complaints should be directed to the local VA Facility Privacy Official Applicant’s rights and responsibilities under the Privacy Act : privacy complaint process privacy appeals process Sanctions - there are Sanctions for failure to safeguard confidential matters and violations of the Privacy Act.. Sanctions will be handled on a case-by-case basis, but will be consistent with possible sanctions listed in VA Handbook 5021, Employee/Management Relations. Sanctions - there are Sanctions for failure to safeguard confidential matters and violations of the Privacy Act.. Sanctions will be handled on a case-by-case basis, but will be consistent with possible sanctions listed in VA Handbook 5021, Employee/Management Relations.

8. 8 Applicant (For New Employees) After hiring decision is made, the New Employee is directed by HR to bring required Identity proofing documents to HR (see VA PIV ID Proofing Criteria). After hiring decision is made, the New Employee is directed by HR to bring required Identity proofing documents to HR (see VA PIV ID Proofing Criteria). HR Liaison (or equivalent) completes Parts A-F, Section I, VA Form 0711, Request For One-VA Identification Card and forwards it to the PIV Employee Sponsor in COHRS prior to the Wednesday of New Employee’s Enter on Duty (EOD) Date. HR Liaison (or equivalent) completes Parts A-F, Section I, VA Form 0711, Request For One-VA Identification Card and forwards it to the PIV Employee Sponsor in COHRS prior to the Wednesday of New Employee’s Enter on Duty (EOD) Date.

9. 9 Applicant (New Employees) Cont. Employee PIV Sponsor verifies existence of completed Background Investigation where evidence does not exist. Employee PIV Sponsor verifies existence of completed Background Investigation where evidence does not exist. HR will initiate necessary e-QIP access and completion of required investigation documents. (SF85, 85P or 86) HR will initiate necessary e-QIP access and completion of required investigation documents. (SF85, 85P or 86) Employees that will need a background investigation will complete the necessary papers in e-QIP within 5 days of appointment. Employees that will need a background investigation will complete the necessary papers in e-QIP within 5 days of appointment. On first day of work, HR will take the Applicant to the PCI office where they will be ID proofed and have their photo taken by the PIV Registrar. On first day of work, HR will take the Applicant to the PCI office where they will be ID proofed and have their photo taken by the PIV Registrar.

10. 10 Applicant (New Employees) Cont. Where evidence of a background investigation does not exist, the PIV Registrar will capture the Applicant’s fingerprints. Where evidence of a background investigation does not exist, the PIV Registrar will capture the Applicant’s fingerprints. The Registrar enters PIV Card Data for each appointee. The Registrar enters PIV Card Data for each appointee. HR submits investigation documents within 14 days of appointment (to OPM or SIC). HR submits investigation documents within 14 days of appointment (to OPM or SIC).

11. 11 Applicant (New Employees) Cont. OPM conducts investigation and submits results to COHRS. OPM conducts investigation and submits results to COHRS. COHRS/VBA OHR/SIC adjudicates within 90 days. COHRS/VBA OHR/SIC adjudicates within 90 days.

12. 12 Applicant Summary As a PIV Applicant, your functions include: Working with your Sponsor to complete appropriate documentation Submitting forms and providing identity source documents in person Learning about and acknowledging your rights and responsibilities in the system Protecting your PIV card

13. 13 Appendix A

14. 14 PIV ID PROOFING CRITERIA The following criteria must be met by all VA employees, contractors, and volunteers / affiliates prior to being issued a PIV card or Temporary Identity Badge. Table of Accepted Identification (From Form I-9) Picture IDNon-Picture ID  State-Issued Drivers License  State DMV-Issued ID Card  U.S. Passport  Military ID Card  Military Dependent’s card  Foreign Passport with appropriate stamps  Permanent Resident Card or Alien Registration Card with a photograph (INS Form I-151 or I-551)  Social Security Card  Certified Birth Certificate  State Voter Registration Card  Native American Tribal Document  Certificate of U.S. Citizenship (INS Form N-560 or N-561)  Certificate of Naturalization (INS Form N-550 or N-570)  Certification of Birth Abroad Issued by the Department of State (Form FS-545 or Form DS-1350)  Native American Tribal document

15. 15 PIV ID PROOFING CRITERIA 1. 1. Two forms of identification are required from the Form I-9 list of acceptable documents. At least one ID must be a state or federal government issued picture ID. Either of the following is accepted: Two forms of identification from the left column (Picture ID). One form of identification from the left column (Picture ID) and one form from the right column (Non-Picture ID). 2. 2. Any form of identification used for proofing may not be expired. 3. 3. Hand written or photocopied documents are not accepted. 4. 4. An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document must have both the former and current legal names on it. Both documents must be valid and not expired. For example, a married woman may use both a certified copy of her birth certificate and marriage license as one form of ID as long as the marriage license has both her maiden name and married name on it. 5. 5. The Applicant’s name listed on the VA Form 0711, Request For One-VA Identification Card, must match the name on one of the IDs presented by the Applicant.