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VA Health Professions Trainee On-and Off-Boarding

VA Health Professions Trainee On-and Off-Boarding. OAA Health Professions Education Orientation 2019. Acronyms. AD – Active Directory, Windows computer account, with email/UPN CAG – Citrix Access Gateway (software used with VPN/remote access) DOB – Date of birth

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VA Health Professions Trainee On-and Off-Boarding

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  1. VA Health Professions Trainee On-and Off-Boarding OAA Health Professions Education Orientation 2019

  2. Acronyms • AD – Active Directory, Windows computer account, with email/UPN • CAG – Citrix Access Gateway (software used with VPN/remote access) • DOB – Date of birth • ePCS – E-prescribing of Controlled Substances (software to grant prescribing privileges) • e-Qip – Electronic Questionnaire for Investigations Processing for Tier 1 investigations. • FIM – Forefront Identity Manager – Searchable list of all Windows/AD accounts • JIT – Just in Time, system for provisioning Government Furnished Equipment • NACI/Tier 1* – National Agency Check with Inquiries* (security clearance via e-Qip) • NSD/ESD* – National Service Desk* - (ESD) Enterprise Service Desk • OPM – Office of Personnel Management • PIV – Personal Identity Verification Credential (PIV, non-PIV and Flash) • SAC – Special Agreement Check (security check, fingerprints only), must be adjudicated • SNOW – ServiceNow – ESD Contractor • TQCVL – Trainee Qualifications and Credentials Verification Letter • UPN – User Principal Name (unique identifier linking AD to PIV; Fname.Lname@va.gov) • YourIT – System used to enter computer requests

  3. References https://vaww.va.gov/vhapublications • Handbook 5005 Staffing (1,267 page document) http://vaww.va.gov/ohrm/Directives-Handbooks/Documents/5005.pdf • Handbook 0735 Homeland Security Presidential Directive 12 (HSPD-12) Program http://vaww.va.gov/PIVPROJECT/Governance/VA_HSPD12_Handbook_0735_V_5_5.pdf • Handbook 6500 Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=793&FType=2

  4. References (continued) • VHA Directive 0710 Personnel Security and Suitability Program (there is also a VA Directive 0710) https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8110 • OAA Handbooks and Directives: https://www.va.gov/oaa/handbooks.asp • 1400.05 Disbursement Agreements and Procedures • 1400.09 Education of Physicians and Dentists • 1400.08 Education of Associated Health Professions • And many, many more

  5. OAA Online Resources • OAA Intranet/SharePointhttps://vaww.va.gov/oaa • HPT Onboarding and Provisioning • OAA FAQs • OAA Help Desk (manned by live people ) • OAA Support Centerhttp://vaww.oaa.med.va.gov/ • OAA Internethttps://www.va.gov/oaa • TQCVL Guide • Trainee Application Forms

  6. VHA Handbook 1400.05 (Disbursement…) • The DEO: • Is the single, designated VA employee who has oversight responsibility for all health professions training at a VA medical facility • Is an education leader • Has general oversight of all trainees, including medical and dental, associated health, nursing and VHA advanced fellowships • Serves as your facility’s point of contact for all issues and trainees • Ensures that affiliation agreements and PLAs or MOUs are in place • Ensures that all [trainees] have appropriate VA appointments through the Human Resources Service http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3135

  7. VHA Handbook 1400.xx (Trainee Appointment) • Trainee appointment handbook does not exist • Revised VA Handbook 5005 (Staffing) was in concurrence with OAA recommended changes, but the changes were never made

  8. OAA Proposed Changes to 5005 (Staffing) • Rescind VA Form 10-2850B, Application for Residents • Add VA Form 10-2850D, Application for Health Professions Trainees to be used by all trainees (ver. 2011) • Require residents paid under a disbursement agreement receive a WOC appointment, not intermittent • Update terminology throughout to consistently refer to “health professions trainees” • “Trainee” covers all individuals enrolled in accredited, affiliated, degree-conferring and post-graduate education and training programs. • Change the title and scope of the Resident Credentials Verification Letter (RCVL) to Trainee Qualifications and Credentials Verification Letter (TQCVL) and requires its use for all health professions trainees – not just physician and dental residents

  9. TQCVL – In Depth • The DEO owns the TQCVL process, may make modifications to the letter and list, controls the signature process and retains for five-years per RCS • TQCVL required for ALL HPTs • The affiliate, or VA program director, verifies information about the trainee(s) confirming they are: • Enrolled in or accepted into the training program; • Qualified to participate in the training program; • Eligible for appointment to a Federal government position; • Physically and mentally fit to perform the functions of the training program; and • Immunized per VHA policy • Multi-year programs provide a TQCVL every academic year listing all trainees in the program for that year • The TQCVL is proof that an HPT is eligible for VA appointment. No further eligibility checks need to be made by HR. • “Am I Eligible?” https://www.va.gov/oaa/app-forms.asp

  10. SSS.gov Registration – In Depth • All males born after Dec. 31, 1959 must have registered for the Selective Service System before age 26 • Individuals required to register but fail to by age 26 cannot be appointed • This includes appointment as an HPT; both WOC and Paid • VAs internal waiver process through OHRM is detailed in Appendix R of 5005 • “I didn’t know” is not a valid reason • There are some males who are not subject to this requirement • Non-immigrant Visa Holders • Males who entered the US after age 26 • SSS.gov • Register and Check Registration on SSS.gov • Status Information Letter (SIL) from SSS.gov

  11. Non-US Citizens – In Depth • To receive a stipend, HPTs must be US citizens • Non-US citizens may be appointed as WOC • Trainee must have a US Social Security Number • Trainee must have appropriate documentation to reside and work in the US(immigrant, non-immigrant, exchange visitor, visa, green card) • The facility Director approves WOC and non-US citizen appointments • The Director signs the TQCVL or • Separate letter from DEO to Director through HR asking to appoint • GME: Non-US citizen residents are selected by the affiliate, and thereby may be appointed granted they meet all other requirements of their program • All other WOC: Affiliate states that “no US citizen will be displaced as a result of this appointment” • Naturalized US citizens ARE US citizens!

  12. Physically and Mentally Fit – In Depth WHAT? • Evidence that the HPT can meet the physical requirements of the training program • The US Office of Personnel Management (OPM) specifies three levels of “Physical Demand” • Level 8-1 – The work is sedentary with no special physical demands • Level 8-2 – The work requires some physical exertion above average agility and dexterity • Level 8-3 – The work requires considerable and strenuous physical exertion • Evidence of Tuberculosis screening • Evidence of Hepatitis B vaccine, natural infection/recovery • Waivers only when HPT will never come in contact with body fluids • Assurance that the HPT will be immunized for seasonal influenza by November 30th of every year OR wear a mask when not immunized

  13. Physically and Mentally Fit – In Depth WHY? • Certain Positions require: • Pre-Employment Physical Examination and Evaluation (immunizations) • HR makes the determination to send prospective “employees” to EH/OH • HPTs are healthy young health professionals (these health checks cost VA $) • Affiliates and Program Directors are to ensure their trainees are prepared for training in a Clinical Environment • Immunizations are a condition of employment • Even University undergraduate students must have a physical and be immunized • No privacy or FERPA laws are violated • VA can make accommodations when necessary

  14. VA Appointment – In Depth • Period of Appointment: • Stipend: Not to exceed (NTE) 1-year up to 3-years • Entrance on duty dates (EODs) are determined by Program, Accrediting body, and/or DEO • EOD does not have to be the first day of a pay period • Per VA Handbook 5005, HPT appointments are for the full duration of the trainee’s program • The DEO will coordinate with HR and determine appointment start and end dates • WOC HPT Appointment letters, start date and end date • Appointment Letter – Disbursement Agreement • Appointment Letter – Without Compensation (WOC) • Affidavit (SF-61) [oath of office] • Not required for Active Duty Military personnel or dual appointment VA employees • HR, or another official, may need to “swear in” the trainees (Oath) [early, or on EOD]

  15. Go Team! VA Staff Involved in On-boarding • DEO • Education and/or Clinical Service staff • Responsible for the trainee for the duration of their program • $ WebHR access = HR Liaison • Program Director and Program Coordinator (VA or Affiliate) • Fingerprinting Office (may or may not be in HR)** • HR Personnel Suitability Specialist (adjudicate and track clearance) • HR Staffing Specialist (appointment letter, oath and retain the “packet”) • TMS Domain Manager/System Administrator with access to Profile Maintenance • ADPAC/OIT Request and Manage Accounts (AD/Windows and VistA/CPRS) • PIV Team (Manager/Sponsor, Registrar**, Issuer**) **Courtesy steps: May be staff at another VA facility!

  16. And So it Begins – On-boarding • Program identifies HPT • List of HPTs (get a preliminary list, eventually attached to the TQCVL) • Education or Clinical Service staff conduct Pre-on-boarding Investigation • Windows Account? TMS Account? PIV Credential? • Education or Clinical Service staff contacts the HPT(remember, you are their Person) • Ask Questions: When are you leaving current VA? DO you still have your PIV? • Give the “next steps” specific to them (fingerprint? Or will PIV still be good?) • Share information with DEO, Program Director, HR and OIT • Each have their own things they need to for the next steps

  17. Pre On-boarding Investigation • Does the HPT have an AD account using Forefront Identity Manager (FIM)

  18. FIM and PIV • https://vaww.myprofile.portal.va.gov/IdentityManagement • Look up “Business Email” in the PIV Portal

  19. Keep it Going – On-boarding/Provisioning • Education or Clinical Service staff collects forms • Or works to ensure $ HR gets the forms • HR Personnel Suitability Specialist aids with screening and investigation • SAC Adjudication Date • $ HR Personnel Suitability Specialist initiates eQIP • TMS Domain Manager validates or transfers TMS account • MTT Completion Date • ADPAC submit Provisioning or Transfer Request [using dates from 5 & 6] • YourIT Provisioning Request for NEW Computer Access • YourIT for Account Transfer (use PIV issuance date in lieu of SAC date)

  20. But Wait! There’s More • PIV Sponsor • Remember the “whole” trainee, card expiration in 3 years if appropriate • Contact the trainee with instructions • Local or “courtesy” biometrics capture [this is different from “fingerprinting”] • Team Effort - Clinical Provisioning • Using your OIT Access Control system to request VistA/CPRS • Degree, Title, Menus, Classes, Keys • ePCS (prescribing privileges), NPI for the business office, Physical Access, Scrub Machine, Office keys, Parking, etc. • DEO Office receive, review, accept, and file the TQCVL • Anyone NOT on the TQCVL cannot complete the following steps

  21. Final, Home Stretch – Completing On-boarding • HPT signs the Appointment Letter • HPT takes the Oath of Office and signs the Affidavit • $HPT elects Benefits [for stipend HPTs] • During HPT In-processing Meeting – Just say “NO” to NEO • HPT provided Program or Service Orientation • HPT provided CPRS Training [by Preceptor or Colleague] • Tab-by-Tab: • NOT mandated Nationally • MAY BE useful as initial or supplemental training • Signature Block, Signature Code • HPT accepts PIV credential (can be done before appointed or after start date)

  22. Step 1 – Fingerprinting - Suitability • Transfers do not require new fingerprints UNLESS their PIV has expired • Trainees can courtesy fingerprint at any VA facility • Use the Universal Form • Gaining facility SOI (submitting office identifier) and SON (submitting office number) • OPM gets the results and the gaining facility** pulls the results (legal name, SSN, date of birth, city/state/country of birth) • Facilities use various methods to track clearance • Events requiring new fingerprints are: • A new appointment after a break in service • Delay in PIV sponsorship/visit • The120-day rule-see, PIV process, new SAC Adjudication (for eligibility) • New PIV after expiration **Gaining facility HR Personnel Security Specialist must know that fingerprinting has occurred. Then they pull the information from OPM. (legal name, SSN, date of birth, city/state/country of birth)

  23. Step 2 - TMS and MTT • Provide Trainee with local/facility instructions (Location Code and POC) • Trainee self-enrolls in TMS and completes training • TMS Administrator “Validates” into the local/facility TMS domain** • During validation Sunset dates default to 1-year if not modified, maximum 3-years; setting the accurate date saves time off-boarding • Trainee TMS accounts must be transferred and modified/updated • Review and modify as necessary, TMS Profile Maintenance • Supervisor, Service/Department/Local Organization, Email address, Phone number • Sunset date • **Recommendations: • DEO have on staff a TMS Administrator, with Profile Maintenance • Assign all WOC trainees to one service (COS or Education) • Stipend trainee self-enrolls and account verified BEFORE EDR update so account/training will merge

  24. Step 3 – Computer Account Provisioning • Step 1 (adjudicated SAC-date) and Step 2 (MTT completion-date) • Account Provisioning: • Individual YourIT Request vs. Mass Provisioning Request (5 or more at a time) • Windows/AD – Smart Card (PIV) Required* • At another Facility? Need a Date for the “move” [instructions on OAA intranet] • Request Accounts in two, separate processes • For account moves use the PIV issuance date in lieu of SAC-date • As soon as AD is provisioned, sponsor for PIV • For Account Moves, PIV sponsorship can be submitted before Account is Moved • Clinical Provisioning (VistA/CPRS) • Use your Access Control System (NARS or EPAS) • Menus, Keys, User Class • Accounts are disabled after 90-days of inactivity, HPT will call ESD to enable

  25. Step 4 – PIV Credential • Homeland Security Presidential Directive 12 (HSPD-12) states that ALL individuals accessing federal facilities and information systems are to be issued a PIV credential • Special Agency Check (SAC) HPTs who will not exceed 180 days in a one year period either continuously or in aggregate [Exempt from Tier 1] • Non-PIV card for employees who require logical access but do not require a NACI (SAC Only); up to 3 years, no different functionality • Flash Pass for employees who only require physical access [no computer account/logical access] • NACI/Tier 1 background investigation required for any trainee who will exceed180 days in a one year period, either continuously or in aggregate. [Tier 1 starts with SAC] • PIV card for employees who receive a NACI background investigation

  26. PIV Process – In Depth • Non-PIV can be issued once SAC is adjudicated • PIV can be issued once Tier 1 is initiated (or after SAC) • Step 1 (fingerprint/clear), Step 2 (MTT) and Step 3 (AD/Windows account provisioned with “email” address and matching UPN first.last@va.gov unique) • PIV application initiated by manager/sponsor • Full, legal name as displayed on 2 official ID documents • Social security number • Date of birth • Type of Card: non-PIV or PIV [see previous slide] • Employment status: Affiliate • Employment expiration date: the same as the appointment end date (maximum 3 years)* • Will also need to know; height, weight, eye color, hair color and place of birth *Remember the “whole” trainee, set employment date to 3 years if appropriate

  27. PIV Process (continued) • PIVs do not need to be issued prior to the HPT starting • HPTs can call ESD and get a 14-day exemption while awaiting PIV issuance • Step 4 - Once sponsored, the trainee reports for biometrics capture and identity proofing • Can be done as courtesy at any VA, or can be done on first VA day • PIV Biometrics capture MUST take place within 120-days of fingerprinting/SAC otherwise fingerprinting/SAC must be done again (VA Handbook 0735) • Each facility is different; some make appointments, some take walk-ins, some print the card right away, some take days/weeks to print the card [hyperlink to PIV offices • Step 5 - One FINAL visit to accept the credential [pick up the card and set the PIN] • Can be done as courtesy at any VA, or can be done on first VA day • PIV not ready on first day? Call ESD for a 14-day exemption

  28. Actions for the WOC Trainee • Report for fingerprinting (not required if a PIV transfer) • Self-enroll and/or complete training in TMS every 364 days • Complete and sign forms: • OF 306 – Declaration for Federal Employment (Trainee signs as applicant and appointee) • VA 10-2850d – Application for Health Professions Trainees (DEO signs Section IV accepting the Trainee) • Sign Random Drug Testing Memo • Sign Appointment Letter • Sign Affidavit (SF-61) [take the oath] • Log into VA computer and VistA/CPRS once every 364 days • Report for PIV biometrics capture and identity proofing • Accept PIV credential Steps 1-7 must be completed before the first VA rotation Steps 8 and 9 can be done after the HPT begins at the VA

  29. HPT WOC Appointment Paperwork • Record Control Schedule 1140 Office of Academic Affiliation • 1140.1 Clinical Trainee Onboarding Case File (CTOCF) • Maintained by: Human Resources (WOC vs. Stipend/eOPF) • Application for Health Professions Trainees, VA Form 10-2850D • Declaration for Federal Employment, OF-306 • Appointment Letter • Appointment Affidavit, SF-61 • Screening Checklist, VA Form 10-0453 (or alternative) • Employment Eligibility Form, I-9 if necessary. (Other forms may be added) • Temporary; cutoff, case files at the end of the calendar year in which the academic year is completed. Transfer to Federal Record Center (FRC) when 7 years old. Destroy 25 years after cutoff. • 1140.2 Trainee Qualifications and Credentials Verification Letter (TQCVL) • Maintained by: [COS or ACOS/E] • Temporary; cutoff at end of academic year training is completed.  Destroy 5 years after cutoff. 

  30. Stipend Paid Trainees • Heavily dependent on Human Resources Staff, do not begin more than 120-days in advance • Discuss entrance on duty dates (EODs) • EOD does not have to be the first day of a pay period • WebHR, Personnel Actions, detailed Hiring Request Information • OAA Allocation Report • Job Codes • Stipend Rates • Additional Forms: • I-9, Employment Eligibility Verification, SF-181, Ethnicity and Race Identification, W4, Federal Tax Withholding, State Tax Form, Direct Deposit • SF-256, Self-Identification of Disability • “Just Say NO to NEO” • Trainees meet with HR to sign forms (HPT In-processing) • All HPT “mandatory VA training” is completed in MTT • Program Orientation and Site Guide to contain EAP and Employee/Management Relation topics

  31. Questions Sandie Bee VHA Office of Academic Affiliations Trainee Onboarding Specialist 858-334-8835 (mobile)

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