PIV-I Issuing Procedures for Applicants (Current Employee) v1.1

1. PIV-I Issuing Procedures for Applicants(Current Employee)v1.1

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 privacy requirements of the PIV process

3. Applicant Role, Description and Requirements • 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: • 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 a guest researcher, volunteer, intern, or intermittent, temporary, or seasonal employee who has been directed to receive a PIV card

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. 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. 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 forfailure to safeguard confidential matters and violations of the Privacy Act

7. Applicant Privacy, Security and Protection • 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 forfailure 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. Applicant (Current Employees) • At least 2 weeks prior to the expiration of their current VACO badge, an Employee completes Part A, Section I, VA Form 0711, Request For One-VA Identification Card and gives the form to their HR Liaison (or equivalent). • The HR Liaison completes Parts B-F, Section I, VA Form 0711, Request For One-VA Identification Card and forwards it to the PIV Employee Sponsor in COHRS.

9. Applicant (current Employee) Cont. • HR verifies the completion of the background investigation. • The HR Liaison notifies the employee that they should go to the PCI office to get their new badge after they receive an email notice from the PIV Registrar and provides the employee information on ID proofing requirements (see VA PIV ID Proofing Criteria).

10. Applicant (current Employee) Cont. If the Applicant’s position requires a background investigation, the PIV Sponsor will check with HR to see if evidence of a successfully adjudicated background investigation is in the employee’s OPF. If a background investigation record is not found, the PIV Sponsor will have HR initiate necessary e-QIP access and completion of required documents.

11. Applicant (current Employee) Cont. • The Employee Sponsor completes Sponsor section of VA Form 0711 and forwards the form to the PIV Registrar and PIV Issuer. • When the PIV Registrar receives the Applicant’s VA Form 0711 from the PIV Employee Sponsor, they will notify the Applicant (usually via email) that they can come to the PCI Office (VACO Room B11) to get their badge. • When the Applicant comes to the PCI Office, they will be ID Proofed and have their picture taken by the PIV Registrar and issued a badge by the PIV Issuer. • PIV Registrar will capture the Applicant’s fingerprints.

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. Appendix A

14. PIV ID PROOFING CRITERIA • 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)

15. PIV ID PROOFING CRITERIA • 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). • Any form of identification used for proofing may not be expired. • Hand written or photocopied documents are not accepted. • 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. • 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.