Attachment 18 - 07B-07 PIV CARDS.pdf

1. PURPOSE: To update medical center policy with regard to staff identification requirements and to provide procedures for the issuance, use, and control of employee identification badges.

2. POLICY: It is the policy of the Memphis VAMC that all staff personnel are required to wear an approved photo identification badge at all times while on duty. This includes VA staff at the Community Based Outpatient Clinics (CBOCs). Contractors on station are required to have an approved ID card as well. Some will be issued a PIV Card and others a temporary ID for short term work. The PIV process for obtaining a federal ID card will be in accordance with Homeland Presidential Security Directive (HPSD) 12 as defined by Federal Information Processing Standard (FIPS) 201. Staff personnel are defined as all individuals working at this facility either as a paid employee, without compensation (WOC) employee or volunteer. The photo identification badge (ID) will be worn above the waist, picture side out, appropriately visible from the front. The approved types of identification are:

a. VA issued photo ID badge (will include the Smart Card when authorized).

b. University of Tennessee (UT) photo ID badge (physicians, residents, UT students, and other UT personnel assigned to this Medical Center, not on VA payroll).

c. Students assigned from other colleges and universities must wear appropriate photo ID issued by the respective school.

d. CWT patients will wear an appropriate badge issued for them specifically outside of the PIV process.

3. RESPONSIBILITY:

a. Service Chiefs

(1) Will designate a Service sponsor for the PIV program who must pass the required test, pass the identity verification process and be certified as a sponsor through the PIV Card Issuance Manager (Chief of Police Service).

(2) Sponsors are responsible for requesting all PIV cards for individuals assigned to their service or contractors who need ID cards. The sponsor will appropriately fill out the VA Form 0711 with all pertinent information to include the Sponsor’s certification number. In addition, the sponsor must pay particular attention to the physical access portion of the form.

POLICY MEMORANDUM

VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104

Number: 07B-07

Dated: March 22, 2016

Expires: March 21, 2019

Title: PERSONAL IDENTITY VERIFICATION (PIV) CARDS

36C24920R0114 - Attachment 18

a. Human Resources Management Service:

(1) HR is responsible for routing all new employees reporting for duty to Police Service, CEG-27, for processing of photo identification badge and for notifying prospective employees of the required documents for identity verification.

(a) Ideally, the Service Sponsor and HR would have already ensured that VA

Police had accurate information regarding where the employee will be working and the required background has been initiated so that a badge can be issued when the individual reports for duty.

(b) Temporary ID cards will be issued when the employee does not have two acceptable documents needed for identity verification in conjunction with the PIV process or if the required background check has not been initiated.

(2) Responsible for reporting name changes and transfer of employees from one service to another so ID records may be updated and new badges issued as necessary. For any name changes, acceptable documentation as required by the PIV process is required to issue a new ID card.

(3) Responsible for routing all employees clearing the station through Police Service.

b. Police Service:

(1) Responsible for preparing and issuing the photo identification badges upon referral of a certified sponsor after all required background checks have been initiated and the individual has had their identity verified in compliance with the PIV process.

(2) Responsible for replacement of lost or damaged photo ID badge upon proper reimbursement for loss or damage and appropriate requests through the Service Sponsor and identity verification of the individual.

c. Service Chiefs:

(1) Service Chiefs will ensure that employees, within their service, comply with the requirement that ID badges are worn above the waist, picture side out, and appropriately visible from the front at all times while on duty.

(2) Service Chiefs are responsible for ensuring that non-VA salaried persons authorized in their respective services are sent to Police Service, CEG-27, with proper documentation for photo ID's, to include the VA Form 0711 completed by the Service Sponsor and applicable documents for identity verification.

(3) Service Chiefs are responsible for retrieving photo ID's from non-VA salaried staff and returning same to Police Service upon termination of staff services.

(4) Service Chiefs will take necessary measures to ensure that supervisors in their respective service carry out the intent of this policy with regard to positive identification of personnel at all times while in the medical center.

(5) Responsible for ensuring that all contractor employees obtain and wear the photo ID in accordance with established procedures. Upon termination of the contract or contractor employee, the photo ID will be accounted for and returned to Police Service by the Contracting Officer’s Technical Representative (COTR).

d. Engineering Service: Responsible for ensuring that all contractors and contractor employees obtain and wear the photo ID in accordance with established procedures. Upon completion of the project or termination of a contract or contractor employee, the photo ID will be accounted for and returned to Police Service by the contractor or staff engineer assigned to the project.

e. Employees:

(1) All medical center employees will comply with the policy which includes wearing their ID badge at all times when in a duty status and ensuring that their ID badge is worn above the waist, picture side out and appropriately visible from the front.

(2) All employees are responsible for security in their area and should challenge all unidentified persons who may enter.

4. PROCEDURE:

a. Human Resources Management Service will coordinate with Police Service the issuing of photo ID badges for all salaried VA employees, new employees, name changes, and service assignment changes.

b. Each service sponsor will ensure that individuals who need VA issued ID badges are routed to Police Service, CEG-27, with the completed VA Form 0711 and with approved identity verification documentation.

c. Photo ID badges should remain with the individual staff person at all times. During times of emergency or civil disturbance the ID may be required to obtain entrance to the building. In case of a community disaster where movement is restricted in certain areas of the community, presentation of the photo ID will allow passage for a medical center employee to report to duty.

d. Lost or destroyed identification card/badge should be reported to Police Service. A fee will be charged to replace identification badges. Those ID badges that are also proximity card/parking card type will be charged a higher fee. Current fees are posted in room CEG-27, Police Service. Because of time and materials utilized in the making of a new ID, no refund will be made after the fee is paid and the new ID is created, even if the lost ID is recovered.

e. In order to obtain a replacement ID card or a new Smart Card ID when they become available, an employee must have the Service Sponsor completely fill out the VA Form 0711 and provide the required identity proof documentation. In addition, the employee must have a current background check on file. If one is not on file, a temporary ID card will be issued until the required background check is initiated.

f. All personnel on medical center property are subject to challenge by VA Police and shall promptly show proper identification when requested to do so by a VA Police Officer.

Failure or refusal to show proper identification may result in physical arrest for trespassing, disciplinary action, or both.

f. All persons entering the medical center during other than normal hours will be required to sign in on a registration log. Employees who are called back for special procedures, working overtime, or coming in for other than regular duty hours should also sign in and show their medical center ID badge.

g. All photo identification badges and/or parking cards remain the property of the medical center and will be turned in to Police Service, Room CEG-27, when clearing the medical center. A nonrefundable fee of $6.00 will be assessed if the card cannot be turned in, regardless of the type.

5. REPORTING REQUIREMENTS: None.

6. RESPONSIBLE OFFICE: Police Service (07B).

7. REFERENCES: MP-1, Part VII, Chapter 8, Paragraph 8.07c; VA Handbook 0730/5;

Homeland Presidential Security Directive (HPSD) 12 as defined by Federal Information Processing Standard (FIPS) 201.

8. RESCISSION: Medical Center Policy Memorandum 07B-7, dated September 17, 2015.

/s/

WILLIAM H. MILLS

Interim Medical Center Director