Amendment 4 - PWS Attachment 04_Definitions and Acronyms_Amendment 04.pdf

Attachment 4 – Definitions and Acronyms

Amendment 4 Changes in Red Font

[Contract Number]

Att 4 Definitions 1

The following definitions and acronyms are provided to the contractor to support understanding of the Performance Work Statement.

Definitions

Term Definition Accepted application or petition An application or petition received at the Service Center where the correct fee is properly submitted or waived, and the application or petition is properly signed. The qualifications for acceptance may change in accordance with statute, regulations, and agency policy.

Accuracy Data entered in an automated system match the source documentation (see Correctness) and are logically valid (e.g., February 30 may be a “Correct” date if it matches the source document, but is not an “Accurate” date, since it is invalid).

Action Stamp A facsimile stamp that is used when action is completed on a piece of loose material and then sent to another unit or office to file.

The document is stamped or annotated in the lower right-hand corner with Action Completed-Approved for Filing and includes initials, FCO/Unit, and the date.

Address Change Request by an applicant or petitioner to update their current address, or as a result of undeliverable mail. Can be submitted by mail, through customer service, or by USPS.

Adjudication The process by which applications and/or petitions for benefits are reviewed for decision.

Adjudication Backlog Files pending adjudication longer than USCIS prescribed timeframes.

Adjudication Ready This is the end result of preparing the file for adjudication in accordance with the SOP for the form in question. It establishes that a file is complete with screen-prints produced, A-Files requested and consolidated, valid fingerprint results, workable name checks and accurately assembled to decrease the time and effort for an adjudicator to render a decision.

Administrative Manual (AM) Identifies internal and external regulations and policies;

provides procedures for management and administrative support activities of the service.

Administrative Site Visit and Verification Program

(ASVVP) Program set-up for USCIS personnel to conduct low level site visits to H-1B employers to ensure there are no technical violations or fraud in the H-1B employer-employee relationship or H-1B petition documents filed.

Alien Any person who is not a citizen or national of the United States.

A-File (Alien File) A hard copy file containing all data, history, and documentation relating to a single individual concerning any type of USCIS action, other than a non-immigrant petition.

A-Number An eight- or nine-digit number assigned to an alien at the time of entry, arrest, or as required, and used to uniquely identify an alien record.

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Appeal A written request by a petitioner for review of denied application by a higher authority, Administrative Appeals Unit (AAU), or Board of Immigration Appeals (BIA) as specified in the INA.

Applicant An individual requesting an Immigration benefit.

Application A form submitted by an individual requesting an Immigration benefit.

Application Support Center (ASC) Some USCIS applications/petitions require the USCIS to conduct a FBI fingerprint background check on the applicant.

Most applicants that require a background check will be scheduled to appear at a specific ASC or Designated Law Enforcement Agency (DLEA) for fingerprinting. Fingerprints, photographs, and signatures of people seeking benefits are collected at the ASCs.

Archives and Records Centers Information System

(ARCIS) ARCIS is the web-based IT system for the Federal Records Centers (FRCs) of the National Archives and Records Administration. The system is the online portal that tracks location of accessioned documents and allows customers to request records electronically.

Assembly Production of file screen prints, request and consolidation of A-files, processing of E-file applications and petitions into a file, and validation of fingerprint results and name checks.

Automated Biometric Identification System

(IDENT) An automated system that allows USCIS officers to identify individuals quickly and accurately. IDENT captures the index fingerprints and a photo and enables searches of on-line databases to identify criminal and non-criminal deportable aliens.

Automated Lost A-File Circular Automated report that lists A-Files marked “Not Found” in CIS and their corresponding Field Offices.

Backlog Work that has not been processed within the time frames prescribed in the Performance Requirements or in accordance with USCIS policies and procedures.

Barcode A machine generated label affixed to a file folder or document corresponding to the receipt, A-file or T-file number of the file to facilitate the electronic tracking of the file or document.

Batch A collection of forms received in the mail and provided by the agency to the contractor for data collection.

Beneficiary Aliens on whose behalf a U.S. Citizen, legal permanent resident (LPR), or employer have filed a petition for such aliens to receive immigration benefits from the USCIS. Beneficiaries generally receive a lawful status as a result of their relationship to a U.S.

citizen, LPR, U.S. employer.

Bi-Specialization The process by SCOPS to split and distribute the incoming workload between two Service Centers. Current plan teams the Nebraska and Texas Service Centers, and the California and Vermont Service Centers. Some of the workload would continue to be the sole responsibility of one Center.

Biometrics Scanning The process of attaching images of the photograph, signature and/or fingerprint (biometrics) of the applicant to a record in

CLAIMS.

Benefits Biometric Support System

(BBSS) A USCIS system that contains biographical and biometric information collected in the process of performing and reviewing background checks.

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Board of Immigration Appeals (BIA) An independent unit within the Executive Office for

Immigration Review (EOIR) that hears appeals of decisions made by the Service.

Border Crossing Identification Cards

Documents of identity bearing that designation issued to an alien who is lawfully admitted for permanent residence or to an alien who is a resident in foreign contiguous territory by consular officer or immigration officer for the purpose of crossing over borders between the U.S. and foreign contiguous territories.

Business Day A business day is considered to be between the hours of 8:00 a.m.

and 5:00 p.m. local time, Monday through Friday; except for U.S. Government holidays. Close of business day is 5:00 p.m., local time.

Case Control Office (CCO) An office authorized to hold files while a case is being processed by USCIS and is under the jurisdiction of an FCO. A CCO may receive and transfer files and must have RAILS.

Case Resolution Unit (CRU) A unit within the Service Center Records program that provides technical guidance in the records, fee and systems related operations to the internal customers.

Also referred to as the following at the Service Centers:

CSC – Records Resolution Unit (RRU) NSC – Records Support Unit (RSU) for technical guidance and Business Execution and Reporting (BER) for fee operations;

Center Fraud Detection Operations

(CFDO) A USCIS Fraud Detection and National Security (FDNS) unit where employees record, track and manage the background check and adjudicative processes for immigration applications and petitions with suspected or confirmed fraud, criminal activity, egregious public safety, and /or national security concerns, and cases randomly selected for benefit fraud assessments.

Center Information Processing System

(CIPS) An automated system providing electronic processing of requests to retrieve retired A-Files from the Federal Records Center.

Central Index System 2 (CIS2) The master records management system that collects and distributes automated biographical information on aliens. The system contains the physical status of alien files (A-file) and provides the tracking capability to move these files to various USCIS locations.

Completed Case An application and/or petition which has been approved, denied, returned to the applicant, or initial processing completed.

Completeness Completeness criteria shall apply at three levels of Contractor responsibility: (1) ensuring that data elements captured meet the standards of such automated systems as CLAIMS, CIS, RAPS, NACS, MFAS, FOIA/PA and that all required information is present in the system, (2) ensuring accountability for source documentation, data, and files, and (3) ensuring the accurate routing, maintenance, and identification of mail and files.

Computer Linked Application Information and Management System 3

(CLAIMS 3 or C3) USCIS automated GUI/DOS-based system that currently supports receipting, adjudication, and notification processes for most applications and petition types.

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Computer Linked Application Information and Management System 4

(CLAIMS 4 or C4) USCIS automated GUI Windows-based system that currently supports receipting and notification processes for N- 400, Application to File for Naturalization, and I-881, Application for Suspension of Deportation or Special Rule Cancellation or Removal.

Computer Linked Application Information and Management System Mainframe

(CLAIMS Mainframe) USCIS automated systems that handle the receipt, adjudication, and notification processes for petitions and applications for immigration and naturalization benefits.

Consolidate The process of both physically and electronically consolidating two or more A-Files (or Substitute Files) relating to the same individual. Also, used to refer to the “merge” of T-Files or Receipt Files into A-Files.

Contract Discrepancy Report (CDR) Report initiated by the COR and transmitted to the contractor by the Contracting Officer to document the occurrence of a significant non-conformance condition or trend, and to request and record corrective and preventive actions to remedy the situation, and to prevent recurrence.

Contract Performance Analysis Unit

(CPAU) A unit within the Service Center Records program that is responsible for assisting with contract compliance oversight, monitoring the contractor on site, and liaison with other non- Records Units within the Service Centers.

Contracting Officer (CO) The Government employee responsible for executing/administering and providing direction on the task orders.

Contracting Officer’s Representative

(COR) USCIS employee designated by the CO to assure technical compliance with the contract, or their designee. The COR will be appointed by letter and be based in Washington, DC. Their designated representatives at each service center will be known as the Service Center COR, i.e. responsible only for contract oversight at their center.

Contractor Backlog The backlog of front-end processing caused by contractor actions or failures within their responsible task areas. Contractor backlog time excludes delays awaiting applicant response, FBI fingerprint check, USCIS adjudicator action, or other actions that occur after the front-end processing is completed.

Correctness Data elements captured from source documentation match the source documentation.

Correspondence Incoming written material, some of which relates to the processing of applications and/or petitions. Types of written material may include congressional or public inquiries, and responses from applicants to miscellaneous communications.

Critical Data USCIS designates the following data fields as Critical Data: A-number, receipt number, name of applicant/petitioner, date of birth, Social Security Number, address of applicant/petitioner, and all monetary amounts.

Customer Recipient of a product or service provided by the supplier. The USCIS Service Center staff is the customer, and the contractor is the supplier.

Customer Complaint Derogatory report made by USCIS users of the contractor’s products/services which, if validated, may be used by the Government for the purpose of assessing the contractor’s quality of performance.

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Customer Feedback Communication received from a customer (USCIS) regarding an undesirable condition or non-conformance associated with a product processed by the customer.

Customer Feedback Form (CFF) A form used to document noted undesirable conditions or non-conformance associated with a product processed by the customer that was found inside or outside of an audit. This form is used by USCIS to communicate unsatisfactory concerns with contracted performance to the contractor and to capture contractor responses to these noted concerns. The number of validated CFFs and their associated errors are entered, tracked, and reported to the contractor by USCIS personnel.

Customer Profile Management System

(CPMS) A USCIS System that replaces BBSS as the biometric and background check repository. CPMS will store results of name checks, fingerprints, and photos.

Customer Service Report (CSR) Errors or defects outside of normal inspection will be documented by the Government on a CSR and delivered to the contractor.

Data Change Altering information in automated systems without affecting the status of the case.

Defect (See also “Nonconformity”)

A departure of a quality characteristic from its intended level or state that occurs with a severity sufficient to cause an associated product or service to not satisfy intended normal, or reasonably foreseeable usage requirements (Glossary and Tables for Statistics, ASQ Press).

Or:

Non-fulfillment of an intended usage requirement or reasonable expectation, including one concerned with the inability of USCIS to further process work [ISO 8402 as modified].

Defective Service A service output that does not meet the associated standard of performance in the Performance Requirements Summary.

Defective Unit A unit of product that contains one or more defects and must be rejected as unfit for further processing.

Deferred Actions Childhood Arrival

(DACA) On June 15, 2012, the Secretary of Homeland Security announced that certain people who came to the United States as children and meet several key guidelines may request consideration of deferred action for a period of two years, subject to renewal, and would then be eligible for work authorization.

Deferred action is a discretionary determination to defer removal action of an individual as an act of prosecutorial discretion and does not provide an individual with lawful status.

Denial A decision by USCIS, to deny, terminate, revoke, or rescind a benefit.

Department of Homeland Security

(DHS) Department of Homeland Security

Department of Justice (DOJ) Department of Justice Deportation The formal procedure wherein an alien is removed from the United

States for violating the terms of his/her admission. This procedure is conducted in an administrative setting.

Designated Law Enforcement Agency

(DLEA) Local law enforcement agency (e.g., state police or county sheriff) which enters into an independent agreement with the USCIS to take fingerprints of USCIS customers.

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Direct Mail On The process whereby a petitioner or applicant mails an application or petition directly to the Service Center for adjudication. On an occasional basis, direct mail can also include cases in which fees were received by another USCIS office.

District Office (DO) Geographic areas into which the U.S. and its territories are divided for the USCIS field operations or one of three overseas offices located in Rome, Bangkok, and Mexico City. Each DO has a specific service area that may include part of a state, an entire state, or many states. DO’s are where most USCIS field staff are located. DO’s are responsible for providing certain immigration services and benefits to people resident in their service area, and for enforcing immigration laws in that jurisdiction. Certain applications are filed directly with DO’s, many kinds of interviews are conducted at the offices, and USCIS staff is available to answer questions, provide forms, etc.

Document Recorded information, regardless of physical form or characteristics and is often used interchangeably with “Record”.

Dual Control A security procedure requiring two people to be present to gain authorized access to a system resource (data, files, devices) or to safeguard mail, applications, or fees.

E-filed E-file is the accepted term for electronic filing of forms over the internet.

Employment Authorization Documentation

(EAD) A document issued by the USCIS as evidence that the holder is authorized to work in the United States.

Enforce Alien Removal Module (EARM) Application that is accessed from inside of the Enforce application. EARM replaced DACS in August 2008.

Enforcement Case Tracking System

(ENFORCE) A case management system that integrates and supports functions including subject processing, biometric identification, allegations and charges, preparation and printing of appropriate forms, data repository, and interface with the national database of enforcement events.

Enterprise Correspondence Handling Online

(ECHO) A centralized data system with web-based user interfaces that will replace existing general support systems (GSS) currently in use at the various centers. ECHO has a valid interface control agreements (ICA) with the Enterprise Citizenship and Immigration Services Centralized Operational Repository (eCISCOR). The reporting tool for ECHO is the Standard Management Analysis.

and Reporting Tool (SMART).

Enterprise Document Management System

(EDMS) is the web-based technology solution currently employed by the agency to view, search, and store electronic versions of paper documentation.

Electronic Fee Receipting System

(EFRS) An online application to process immigration benefits fees for United States Citizenship and Immigration Services (USCIS) offices. This system includes transaction, receipting, collection, deposit and reporting functionalities for application fees that are received by postal mail and over the counter at field office locations. The USCIS fee-collecting system standardizes USCIS field office processes and procedures.

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Electronic Questionnaires for Investigation Processing

(e-QIP) A web-based automated system that was designed to facilitate the processing of standard investigative forms used when conducting background investigations for Federal security, suitability, fitness and credentialing purposes. e-QIP allows the user to electronically enter, update and transmit their personal investigative data over a secure internet i i eWRTS Electronic Workload Reporting and Tracking System, used by NRC IMLS staff to track workloads and submit file requests.

Error Transmittal Sheet (ETS) A form used to ensure the transmittal, correction, and tracking of errors and flaws found during a review

Executive Office of Immigration Review

(EOIR) An organization within DOJ comprised of Immigration Judges and the Board of Immigration Appeals who have responsibility for hearing cases in Immigration matters.

Express Mail Generic term for next day delivery of mail using various private carriers, couriers, and/or the US Postal Service.

Federal Acquisition Regulation (FAR) The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds. Published and controlled by the General Services Administration (GSA).

FBI fingerprint card (FD-258) The form that is used to record an applicant’s fingerprints for submission to the FBI.

FBI Fingerprint Query An automated USCIS database that tracks fingerprint results.

Federal Bureau of Investigation (FBI) DOJ agency that maintains fingerprint records in automated form. USCIS submits fingerprint forms to the FBI to verify the applicant’s identity and to determine if the applicant has a criminal record.

Federal Records Center (FRC) Locations where federal records are stored. These centers are under the control of the National Archives and Records Administration (NARA).

Fee Amount of money charged for the filing of a particular type of application/petition. Fees must be submitted for exact amount (US Funds), in form of check or money order.

Fee Exempt Fee is not required for action.

Fee Infraction A fee instrument or group of instruments not controlled by the contractor in accordance with USCIS policies and procedures.

Fee Receipted Elsewhere (FRE) Applications and/or petitions that were processed at another

USCIS location where the fee was removed and deposited before being forwarded to a Service Center.

Fee Waived Although a fee is normally charged, the USCIS may make the determination (based on criteria) not to require a fee for an application and/or petition submitted to the Service Center.

Fees and Applications Receipt and Entry System

(FARES) A mainframe system that documents all the applications and petitions received by all Service Centers and some Field Offices.

File Connection Accomplished when applications, petitions, and/or correspondence are matched to and filed within the corresponding A-File.

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File Control Office (FCO) Any service center, asylum center, or field office—either a

District Office (including USCIS overseas offices) or a sub office of that district—where alien case files are maintained and controlled.

File Maintenance The periodic updating of master files.

Filed A case is filed when it is deposited on or in a shelf, box, cabinet or other holding device waiting for the next action to be imposed upon it.

Fingerprint Masthead and Notification System

(FMNS) A software package utilized to complete the FD-258 Fingerprint Card Masthead information; FMNS includes field edits to ensure masthead data is entered correctly; it prints 2-D barcode data on the back of the FD-258, which is scanned by the Machine Readable Data (MRD) process and contains a scheduling module which generates fingerprint scheduling notices in 2-D barcode.

Fiscal Quarter (FQ) A 3-month period during the Fiscal Year (1st FQ: October 1- December 31; 2nd FQ: January 1-March 31; 3rd FQ: April 1-June 30; 4th FQ: July 1-September 30).

Fiscal Year (FY) A 12-month period beginning October 1 and going through September 30 of the following calendar year. FY is determined by calendar year in which it ends.

Field A specific section of an application or petition that requires data entry (e.g. name, street address, country of birth,) A field may consist of any number or combination of keystrokes.

Form An application and/or petition provided through the mail, electronically, or by the agency to have data entered from specific fields on the form. The form may contain any number of fields that require keying and may consist of one or more pages.

Fraud Detection and National Security

(FDNS) In order to address fraud and NS concerns, in May 2004 USCIS created FDNS. As a part of a joint anti-fraud strategy with ICE, FDNS initially focused on the benefit fraud leads received from adjudicators, evaluating and developing fraud leads meeting certain criteria into fraud cases, and referring fraud cases to ICE for consideration of investigation and enforcement action. In time, the value of USCIS information and subject matter expertise was recognized by ICE and other enforcement agencies and FDNS became USCIS’s primary conduit to the Law Enforcement and Intelligence Community.

Fraud Detection and National Security – Data System

(FDNS-DS) Case management system case management system used to record, track, and manage immigration inquiries, investigative referrals, law enforcement requests, and case determinations involving benefit fraud, criminal activity, public safety and national security concerns.

Fraud Detection Unit (FDU) A unit within the Service Center that reviews applications and/or petitions for suspected applicant fraud.

Freedom of Information Act/Privacy Act

(FOIA/PA) The Freedom of Information Act provides that any person has a right to request access to immigration records, except those records exempted by the act. The Privacy Act provides legal permanent residents and US citizens a right of access to records filed and retrieved by their name or personal identifier.

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Freedom of Information Act Immigration Records SysTem

(FIRST) Automated case tracking and processing system for FOIA/PA requests.

Government Provided Property Supplies/equipment in the possession of or directly acquired by the Government and subsequently made available to the contractor for use in performing services under a task order.

Graphical User Interface (GUI) The design and appearance of screens that includes icons, pictures, pop-up menus, etc.

Green Card Alien Registration Receipt Card (Form I-151 or Form I-551).

Haitian Refugee Immigration Fairness Act of 1998

(HRIFA) Signed into law on October 21, 1998, it provided immigration benefits and relief from deportation to certain Haitian nationals. HRIFA allowed eligible Haitians to obtain LPR status without applying for an immigrant visa at a U.S. consular office overseas and waived many of the usual requirements for this benefit.

Harrisonburg File Storage Facility (HBG FSF) Located in Harrisonburg, VA, the HBG FSF was originally established in 1997 to serve as the central repository for all non- pending Receipt Files. The Director of the NRC has oversight for this facility.

Humanitarian Adjudication for Victims Enterprise Nationwide

(HAVEN) Web and role-based application that will be used only by the VSC due to the sensitive nature of the data pertaining to victims of trafficking and crime. The T and U visa program provides temporary immigration benefits to aliens who are victims of certain criminal activities, and to their immediate family members. This application will be used for data entry, adjudication, customer service, and reporting for the T and U visa program. At a minimum, HAVEN will support the current business process and add selected improvements to data access, data searching and data reporting with an emphasis on the reduction of duplicate work. The T and U visa programs are administered only at the VSC due to the sensitive nature of the programs. The current user population is less than one hundred.

I-551 Green Card; Alien Registration Card; Permanent Resident Card.

Identifiers Anything that accompanies or is affixed to a file to clearly identify the file contents, association to another file, routing, or processing requirements. Identifiers include special handling or routing sheets, color of folder, barcodes, address and human readable labels, stickers, and required date stamps on applications/petitions.

Immigrant Any person not a citizen of the U.S. who is residing in the U.S.

under legally recognized and lawfully recorded permanent residence as an immigrant. Also known as “Green Card Holder” or “Lawful Permanent Resident.”

Immigrant Investors Program Office

(IPO) The Immigrant Investor Program Office is designed to support and strengthen the U.S. economy through investment and job growth.

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Immigrant Visa Packet Packet containing a Department of State (DOS) approved DS-230, personal identification such as birth certificate, marriage certificate and the originating paperwork presented to DOS for visa issuance such as the I-130. This packet will be receipted and used for initial Permanent Resident Alien card production.

Immigration and Nationality Act (INA) The Act, which along with other immigration laws, treaties, and conventions of the U.S., relates to the immigration, temporary admission, naturalization, and removal of aliens.

Immigration Marriage Fraud Amendments of 1986

Public law passed in order to deter immigration-related marriage fraud. Its major provision stipulates that aliens deriving their immigrant status based on a marriage of less than two years are conditional immigrants. If the aliens cannot show that the marriage through which the status was obtained was and is a valid one, their conditional immigrant status may be terminated, and they may become deportable.

Immigration Reform and Control Act of 1986

(IRCA) Public law passed in order to control and deter illegal immigration to the U.S. Its major provisions stipulate legalization of undocumented aliens, legalization of certain agricultural workers, sanctions for employers who knowingly hire undocumented workers, and increased enforcement at U.S.

borders.

Interagency Border Inspection System

(IBIS) IBIS resides on the Treasury Enforcement Communications System (TECS) at the CBP Data Center. A system that tracks information on suspect individuals, businesses, vehicles, aircraft, and vessels. IBIS terminals can also be used to access NCIC records on wanted persons, stolen vehicles, vessels, or firearms, license information, criminal histories, and previous Federal inspections. The information is used to assist law enforcement and regulatory personnel.

Integrated Card Production System

(ICPS) The hardware and associated software used to manufacture USCIS cards and Laser Visas for the Department of State, located in Corbin, KY and the Nebraska Service Center.

Intent to Deny A notice sent by USCIS to an applicant or petitioner advising of possible adverse action to be taken on an application or petition for a benefit.

Interfile The act of identifying and placing loose material, or a set of related documents, into the appropriate file.

Investors Computer Linked Application Information and Management System

(ICLAIMS) Web based Computer-Linked Application Information Management System used by CIS and the Contractor to input I- 924 and I-924A at CSC.

Just in Time (JIT) System that is used to shelve files by category and received date. It promotes an automated file ordering system used by adjudications officers.

Keying Change A keying change constitutes a change in the number or type of entry to a field or form. The change may consist of alpha to numeric, numeric to alpha, a change in the number or size of each field to be keyed, or the addition of fields.

Keystroke Each character within a field that is keyed.

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Labor Certification A clearance issued by the Secretary of Labor certifying that with regard to a prospective immigrant’s occupation: (1) There are insufficient U.S. workers ready, willing and able to perform a particular labor, and (2) that the alien’s employment in the U.S.

will not adversely affect the wages and working conditions of similarly employed persons in the U.S. A labor certification is required for certain applications for permanent residence.

Lawful Permanent Resident (LPR) Any person not a citizen of the U.S. who is residing in the U.S. under legally recognized and lawfully recorded permanent residence as an immigrant. Also known as “Green Card Holder” or “Immigrant.”

Letters Express Program Automated pre-printed letters that are mailed to applicants or petitioners requesting additional information or evidence.

Lockbox Facility where designated form types are mailed by applicants.

Forms are data entered and fees deposited, prior to shipping acceptable files to the applicable service center.

Lot The term “lot” shall mean “inspection lot” or “inspection batch”, i.e., a collection of units of product from which a sample is to be drawn and inspected to determine conformance with the acceptability criteria, and may differ from a collection of units designated as a lot batch for other purposes, for example in production, at point of shipment, etc. (ANSI/ASQ Z1.4-2003 standard).

Machine Readable Data (MRD) 2D barcode information scanned from the FD-258 Fingerprint Card created by the FMNS to transmit FD-258 masthead information to the FBI and reduce the amount of manual data entry required by the FBI. MRD is also used to verify receipt of FD-258 Fingerprint Cards to and from the FBI.

Mail Envelopes or packages of any kind that are incoming to the service center or outgoing from the service center.

Mailstop Any location within the service center where the contractor delivers or picks up mail, including individual workstations.

Manifest A listing of the contents of a shipment, normally by package.

Normally, a manifest would be prepared for each box of files in a shipment.

Manual Rejects An application or petition returned to the sender without having a receipt number recorded in a USCIS IT system. Some data entry in a manual reject database is required.

Manual Search Request (MSR) A request sent to Headquarters to check microfilm for existing old records and data input into CIS.

Marriage Fraud Amendment System

(MFAS) A USCIS automated database system for tracking and processing applications to terminate conditional residence status.

Motion A request to reopen a denied case and to reconsider the decision.

Motion on Appeal A request to re-open an appeal denied by the BIA or AAU.

National Archives and Records Administration

(NARA) The agency which manages the RRC and the FRC.

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National Accounts Scheduling System

(NASS) A system to provide USCIS with a state-of-the-art enterprise scheduling system that encapsulates appointment scheduling as a web service. NASS will make a scheduling service available to ELIS, which will eventually subsume USCIS legacy case management systems such as CLAIMS 3, CLAIMS 4 and RAPS. Until then, NASS will also provide interactive appointment scheduling services to the legacy case management systems through NASS GUI, as well as batch appointment scheduling.

National Benefits Center The National Benefits Center (NBC) was established on April 16, 2003 to serve as a central facility for the pre-processing of Immigration Forms that require an interview (i.e., Family Based I- 485’s, N-400’s). In addition, the NBC adjudicates other types of forms to completion, including I-765’s, and I-131’s.

National Records Center (NRC) A USCIS facility that serves as the central repository for storage of active and inactive USCIS A-files. The NRC is located in Lee’s Summit, MO.

National Visa Center (NVC) The Department of State facility which houses approved petitions until visas become available, after which the petitions are forwarded to the applicable American Consulate.

Naturalization The conferring, by any means, of citizenship upon a person after birth.

National Data Integrity Project (NDIP) A project to enable USCIS to track naturalization cases through all stages of the process; USCIS stores A-Files and Receipt Files in “buckets” to await the next stage in the process and tracks their location by entering the bucket barcode and file barcode into RAILS using a barcode wand.

Naturalization Quality Procedures (NQP) An USCIS policy document designed to standardize and document the processing, interviewing and adjudication of naturalization applications, ensure accurate and effective application of the laws, regulations, policies, and instructions governing Naturalization.

New Forms Any application, petition, or other form that requires keying and has not been included in this task order.

Non-conformance/ Nonconformity

The departure of a quality characteristic from its intended level or state that occurs with a severity sufficient to cause an associated product or service to not meet a specification requirement. When a quality characteristic or a product or service is “evaluated” in terms of conformance to specification or performance requirements, the use of the term nonconformity is appropriate.

(Glossary and Tables for Statistics – ASQ press)

Non-Immigrant An alien who seeks temporary entry to the U.S. for a specific purpose. The alien must have a permanent residence abroad and qualify for the non-immigrant classification sought. Non-immigrants include foreign government officials, officials and employees of international organizations, visitors for business and pleasure, crewmen, students, trainees and temporary workers of distinguished merit and ability or who perform services because U.S. workers are unavailable in the U.S.

Normal hours of operation Dependent on the operations of each site. Normal hours of operation at a Service Center are between 6:00 a.m. to 11:30 p.m.

on Monday through Friday, except for U.S. Government holidays.

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Notice of Action A document sent to a respondent describing intended action on an application/petition.

Notice to Appear (NTA) The "96 Act" requires that one charging document be used to begin removal proceedings for inadmissible and deportable aliens. The previous documents, Order to Show Cause and the I- 122, were combined into a single charging document, the Notice To Appear.

Office of Security Investigations (OSI) USCIS Law Enforcement Agency Ongoing Monitoring Monitoring processes over time to ensure ongoing compliance to performance requirements, and the quality and timeliness of services and deliverables

Open Database Connectivity (ODBC) A standard application programming interface for accessing a database.

Office of Transformation and Coordination

(OTC) A USCIS office that is responsible for coordinating transformation initiatives across USCIS, including managing the implementation of USCIS Transformation efforts to move the agency from a paper-based business into a more efficient, electronic environment.

Over the Counter Channel Application

(OTCnet) An electronic system deployed by the Department of Treasury that enables the centers to convert paper check procedures into electronic transactions.

Other Mail - Case Related Mail that is not administrative mail or an application/petition.

This mail consists mostly of interfiling, correspondence, and cards sent by other offices for destruction.

Person Centric Query Service (PCQS) A composite system allowing a user to perform queries for all transactions involving an immigrant across a number of USCIS systems, Department of State (DoS) systems, and other agency systems.

Peak Period The time(s) when the volume of work increases in direct response to changes brought about by technological advances, USCIS reorganizations, implementation of new laws and policies, changes in United States Government administration, or changing global events.

Performance Requirement Key service outputs of the task order that will be evaluated by the USCIS to ensure adequate contractor compliance and to determine the amount of the award fee.

Periodic Observation Periodic observations are planned assessment visits to a work area intended to allow for verification that processes are properly implemented and carried out, that all relevant documents and procedures are available and correct and that the contractor’s management team is implementing effective corrective and preventive action in the event of significant non-conformance conditions.

Permanent Resident Card (PRC) A card that provides permanent documentation of residence to an alien and allows the alien to work and reside in the United States; also known as a “Green Card”.

Petition A form filed by an individual or organization seeking to classify an alien for the issuance of a nonimmigrant or immigrant visa.

Petitioner One who files a petition on behalf of an alien.

Portable Barcode Reader (PBCR) A hand-held device that uses laser technology to read specially formatted identification labels affixed to file folders, documents, and shelves.

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Portable Document Format (PDF) Computer format of USCIS forms available on the USCIS web site.

Post Office Non-Deliverable Security

(PONDS) Secured documents (e.g., EAD cards) returned to the Service Center by the US Postal Service as non-deliverable. The USCIS stores the document securely for up to 120 days. If the applicant provides a new address, the Service Center mails the document again. Otherwise, the Service Center destroys and accounts for the document sometime after 120 days.

Premium Processing A service that provides American businesses with the opportunity to obtain faster processing of a petition or application to meet their needs for a foreign worker. Specifically, USCIS provides 15-calendar day processing to those who choose to use this service or USCIS will refund the Premium Processing fee and the relating case will continue to receive expeditious service.

Prep/Prepping Preparing a work item for the next processing step. An example would be prepping work for imaging may include removing staples, straightening corners of documents, taping paper rips, and inserting patch sheets, or verifying a completed action file against the database record in preparation for archiving.

Pre-sort Contractor A firm which has contracted with the Government to sort mail by zip codes prior to delivery of the outgoing mail to the USPS.

Preventive Action Action taken to eliminate the root cause(s) of a potential nonconformity, defect, or other undesirable condition to prevent occurrence. The preventive actions may involve changes, such as procedures and methods of Quality Management Systems, to achieve quality improvement at any stage of the quality loop. [ISO 8402]

Program Manager Responsible for managing records support services at the four Service Centers located in California, Nebraska, Texas, and Vermont.

Quality Assurance All the planned and systematic actions necessary to provide adequate confidence that a product or service will satisfy given stated or implied needs.

Quality Assurance Surveillance The sum of all activities performed by the USCIS in the ongoing monitoring of product quality, to confirm that reviewed product meets or exceeds the stated requirements and needs.

Quality Assurance Surveillance Plan

A plan document prepared by the USCIS describing the roles and responsibilities, types of work to be performed, surveillance methods and activities used and basic guidance to the Quality Assurance Surveillance Personnel for the assessment and documentation of contractor product quality performance.

Quality Control (QC) The operational techniques and activities (and the use of them) that sustain a quality of product or service that will satisfy given needs. The goal of Quality Control is to provide quality that is acceptable and satisfactory, (e.g., safe, adequate, dependable and economical). QC is performed by and the responsibility of the contractor.

Quality Management The totality of functions involved in the determination and achievement of quality. Quality management is part of overall management and includes Quality Control.

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Quality Control Plan A formal document, prepared by the contractor and approved by

USCIS HQ, defining how, and in what areas, the contractor will perform quality control of the services provided to USCIS at the service centers.

RAILS RAILS tracks the location of A-Files, T-Files, Sub-Files, W-Files, and Receipt files. An interface between CIS2 and RAILS keeps track of the location of A-Files. U.S. Citizenship and Immigration Services (USCIS), Immigration and Customs Enforcement (ICE), and Customs and Border Protection (CBP) personnel, law enforcement officers, investigators and inspectors depend on RAILS for timely, accurate file location information and delivery.

Random Sample A set of product or service output units that are selected in such a manner that all combinations of units under consideration have an equal chance of being selected as the sample.

RAP Sheet Police Record of Arrest and Prosecution Receipt File Hard copy file created by the Service Center to hold an application/petition, and all supporting documents for a particular applicant.

Receipt Notice A document confirming receipt of application and/or petition by

USCIS.

Receipt Number An alphanumeric 13-character designator assigned by CLAIMS to each case accepted for USCIS processing.

Receipted The process of accepting the application/petition and fee in data collection.

Received When the Government or contractor takes possession. This can be of a physical object (mail, files, reports) or nonphysical (requests, inquiries).

Record A record consists of fields entered from a form. The record is the electronic version of the form. Some forms will contain more than one record.

Records Digitization Facility (RDF) The Records Digitization Facility (RDF) provides physical and electronic records management, document scanning, metadata capture, and creation of information to integrate with the USCIS document management environment, also known as the Enterprise Document Management System (EDMS).

Records Operation Handbook (ROH) The USCIS Office of Records policy manual that provides service-wide guidance and procedures to be used in administering the USCIS Records Program.

Records Retirement Center (RRC) Also known as a Federal Records Center (FRC). Managed by NARA.

Refugee Any person who is outside his/her country of nationality and who is unable or unwilling to return to that country because of persecution or a well-founded fear of persecution.

Refugee Asylum and Parole System

(RAPS) A USCIS automated system which provides asylum case tracking and reporting. RAPS is used by USCIS Asylum offices to record biographical and asylum-related data for any alien applying for asylum. Service centers data collect I-589 and I-881 forms into RAPS.

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Refugee and Asylee Visa Packet Packet containing a Department of State (DOS) approved refugee visa, personal identification such as birth certificate, marriage certificate and the originating paperwork presented to DOS for visa issuance. This packet will be receipted and used for initial Employment Authorization Card production.

Refugee Visa Packet A comprehensive A-file for a refugee or following-to-join asylum dependent. Required documents may vary (e.g. I-765, I-590, I-512, DS-Form 2053/2054, DS-3024/3030, DS-3026, DS-3025, I-730, I- 589, G-325C,…)

Region Any one of the four areas of the U.S. among which the USCIS offices are divided for administrative purposes only—Northeast, Southeast, Central and Western Regions.

Regular Work Hours See ‘Normal Hours of Operation’ Rejected Application An application or petition that is not accepted by the USCIS.

Remoted Case A case sent to another USCIS office for adjudication.

Resident Alien Applies to non-U.S. citizens currently residing in the U.S.

Responsible Party Code (RPC) The code location address for files in RAILS.

Responsible Party Filing System (RPFS) A random storage and retrieval method that allows the storage of A-Files in available shelf space and that uses RAILS to track shelf location.

Representative A person who is entitled to represent another as provided in USCIS regulations (i.e. attorney).

Request for Evidence (RFE) A request that is sent to either an applicant or petitioner to submit evidence to overcome any deficiencies in the record of proceedings. Normally sent on an I-72 form.

Resubmitted Case A case previously rejected which has been returned to the applicant/petitioner for additional information and is now resubmitted to USCIS for action.

Rework Performance of services that were found to be defective as a result of task order surveillance or other validated sources.

Sample One or more work requirements drawn from a population.

Sample Size The number of work requirements selected for evaluation is the sample size.

Sampling Guide A written procedure that states what will be checked, the standard of performance, and how the checking will be done.

Sampling Plan A plan that indicates the performance requirement, the number of units from each lot/batch that are to be inspected (sample size and the criteria for determining the acceptability or rejection), used to develop the sampling guide.

Scan on Demand Application (SODA) A process used to convert requested (or demanded) paper records into electronic records. Business processes include Batch Creation, Batch Processing and Batch Delivery.

Sensitive data Sensitive data includes privacy, proprietary, and personal data.

Separation of Duties The concept of requiring more than one person to complete a task

Service A job which calls directly for a contractor’s time and effort and must be performed to the standard and within the performance requirement before the performance can be considered acceptable.

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Service Center (SC) USCIS offices established to handle the filing, data entry, and adjudication of certain applications for immigration services and benefits. Service Centers are not staffed to receive walk-in applications or questions.

Service Center Operations (SCOPS) The USCIS organization that oversees management of the Service Centers.

Special Search Conducted locally in an attempt to find missing files and/or documents.

Spike A predictable rapid increase in the volume of form receipts at one or more centers. Spikes result from some stimulus (e.g., first date forms for a particular time-sensitive benefit can be accepted, period immediately preceding a fee increase, announced end of a filing period for a particular benefit, etc.). They are often limited to a specific filing type (e.g., Form I-129 for a new H-1B non-immigrant worker, etc.).

Standard An acknowledged measure of comparison.

Start-up Backlog Contractor backlog that the contractor inherits from the outgoing contractor that must be addressed in the Start-up.

Student Entry Visa Information System

(SEVIS) A web-based system for maintaining information on international students and exchange visitors in the United States.

SEVIS is administered by the Student and Exchange Visitor Program, a division of ICE.

Significant Incident Report The Significant Incident Report (SIR) is the official reporting format used by USCIS to report and record significant incidents throughout the Agency. Significant incidents are those events that could potentially impact USCIS facilities, operations, or personnel, and therefore must be reported in accordance with DHS Directive 252-06, Office of Operations Coordination: DHS Operational Reporting Requirements.

Sub offices Offices found in some Districts that service a portion of the District’s jurisdiction. A Sub office provides many services and enforcement functions. Their locations are determined, in part, to increase convenience to USCIS customers.

Supporting Documents Documents accompanying an application or petition that are included in the file creation process.

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