Attachment_4__Instructions_for_FEMA_Badging_Requirements.pdf

FEMA PIV1 CREDENTIAL SOP

FEMA Personal Identification Verification (PIV) credentials (badges) are issued in accordance to the applicant’s requirement for permanent or temporary access. The applicant’s status can be as a full-time employee, temporary employee, contractor/consultant, intermittent employee, interagency employee, or approved organization.

FEMA Form 12-62, dated no earlier than January 2006, should be utilized to annotate if an applicant has met minimum requirements to receive a routine credential (badge).

All credentials (badges) must utilize the DHS Logo and state the word “FEMA” on the front of the credentials along with a current photo of the applicant, as well as the applicant’s name. The reverse of all pvc or proximity cards must state a generic warning and a return address if found. A green box with “PIV1” may appear at the lower, right corner of some credentials. This box designates applicants who have met all requirements under Homeland Security Presidential Directive-12 (HSPD-12), PIV1 compliancy. Headquarters, Regions, and NPSC facilities utilize a hologram laminate on both, the front and reverse of the credentials. Disaster field badges do not utilize a laminate covering at all. Credentials (badges) without the laminate covering may not include the green ‘PIV1’ box. All credentials must have an expiration date located on the bottom, front of the badge.

FEMA incorporates various PIV credential (badge) styles depending on the applicant’s status. The following is a list of the FEMA PIV credentials:

CREDENTIAL TYPE TYPE OF APPLICANT

FEMA Federal (PFT) and CORE Employee Permanent, full-time and 2 and 4 year term

FEMA DAE Federal intermittent employee under Stafford Act

FEMA Affiliate Federal employee from another agency or approved organization (I.e. American Red Cross)

FEMA Contractor Employee from a current FEMA contracted company who requires facility access several times per week

FEMA NDMS Intermittent National Disaster Medical System employee

FEMA US&R Intermittent Urban Search and Rescue employee

FEMA Local Hire Short-term employees from local area of a declared disaster

FEMA Temporary Suitable employees awaiting permanent PIV credential or current employees who forgot their PIV credential or to short term suitable employees

FEMA Escort Required Visitor All non federal visitors with current, appropriate ID

FEMA No Escort Required Visitor Other federal agency employees, to include active-duty military, displaying current agency ID

FEMA Distinguished Guest Pre-approved guest of the FEMA Director

Additional information on each of these credentials and procedures can be obtained in the following pages of this policy.

Policy on Issuing

1. Anyone who requires access to a FEMA Facility, FEMA computer network, or disaster victim privacy information must have a current FEMA issued PIV Badge.

2. As per HSPD-12, any individual applying for a government issued credential (badge) must have their identity verified. This process is known as “Personal Identification Verification” (PIV).

3. As part of the PIV process, every applicant must be fingerprinted for determination of initial suitability for government employment, access to a federal facility, IT network, or disaster victim privacy information.

4. If an applicant is to be employed for 180 days or more, an SF-85P packet or current active clearance is required.

Process for Obtaining Identification Badge

1. Applicant fills out Part I of FEMA Form 12-62 PIV Credential (Appendix A).

Applicant must also sign the appropriate Privacy Act Information section on back of Form 12-62.

2. Part II of Form 12-62 is completed by the PIV Sponsor (See Appendix B - Definitions)

3. The Applicant shall appear in person and provide two forms of identity source documents in original form to the PIV Registrar or to the authorized sponsor. The identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1115-0136, Employment Eligibility Verification.

(Appendix C)

Note: A current FEMA ID Credential (Badge) is authorized as a second form of ID; however, it cannot be the only photo ID.

At least one document shall be a valid State or Federal government-issued picture identification (ID). The PIV Registrar or sponsor shall visually inspect the original identification documents; authenticate them as being genuine and unaltered, then make the appropriate copies for the individual’s record.

4. Applicant is fingerprinted in a FEMA facility or by a local Police Department (ensure a letter of authenticity is completed and signed by the fingerprint roller if accomplished by a Police Department). If employment is expected to be 180 days or more, applicant must submit a completed SF-85P packet including checklist (SF-85P now accomplished online in EQUIP program) or have their clearance verified by FEMA Personnel Security through the designated Site Registrar.

5. Upon receipt of favorable adjudication of fingerprint results, PIV Issuer creates Identification Badge and fills out Part 4 of Form 12-62. Applicant must present the same, original forms of identification used in I-9 Verification (part II) of the PIV form (FF12-62).

6. Applicant must sign receipt area at bottom of Form 12-62 and is issued Identification Badge.

Non US Citizen Contractors

Non US citizen contractors and subcontractors may be hired and badged if they have a Permanent Resident Card, an unexpired Employment Authorization Card, unexpired Temporary Resident Card, or an unexpired employment authorization document issued by the INS which contains a photograph AS LONG AS the contract will not require access to IT resources.

Access to FEMA registration numbers is acceptable when these numbers appear on work orders provided to the contractors.

Reference; http://www.opm.gov/hr_practitioners/lawsregulations/citizenship/#policy

Other Non US Citizens

Stafford Act and competitive employees must be US citizens.

Schedule A’s may be hired and badged if they fit certain restrictive conditions in the annual appropriations acts.

Reference; http://www.opm.gov/hr_practitioners/lawsregulations/citizenship/#policy

JFO’s

1. If a contractor employee is going to work at a JFO (regardless of the nature of the work): he/she must be a US Citizen UNLESS a waiver has been granted (waivers only granted for legal permanent residents of US, or for citizens of any nations listed on the State Dept. Allied Nations List…if granted at all).

2. If a contractor will be at a base camp where he/she has access to “sensitive information”, BUT there is no federal IT system in place, then the contractor does NOT need to be a US citizen (must be permanent resident, lawfully admitted alien, or otherwise hired by contractor in accordance with 8 USC 1324a).

Reference; DHS Clause (HSAR 3052.204-71), imposes a citizenship requirement on top of the HSPD-12 requirements.

Guideline for “Under Contract to FEMA” Issued Badges by Contract Companies

This is predominantly noted with housing inspectors, although, it may apply to others that do not require access to FEMA IT systems. The company is responsible to badge its own employees; however, the badge cannot have the FEMA logo on it, it merely stipulates, “under contract to FEMA”, once the applicant has received written notification of favorable suitability by Security or the COTR.

FEMA will allow new employees to work temporarily until the agency receives the FBI suitability results provided the company performs a recognized national background security check at the company’s expense.

The temporary company funded certification must be kept on file and is subject to FEMA inspection at anytime during normal business hours. No contractor may work unless prints have been taken by FEMA Security or authorized designee to begin the suitability process. A maximum of 14 days of work is allowable while awaiting FBI suitability. The applicant is not required to complete and submit and 85P package.

Any contractors, subcontractors, and or their management receiving unsuitable results will be immediately suspended from all work on FEMA contracts, properties, and sites.

The badge format must be approved by the FEMA Chief of Physical Security. All such badges must have an approved sample prior to any issuance. The front of the badge must include the following:

1. Company name & Logo (if applicable)

2. Individual’s name

3. Individual’s photo

4. Individual’s ID number (if applicable, I.e. inspector’s ID #)

5. Who they are/job (I.e. inspector)

6. Badge expiration date

7. Statement on bottom of badge, “Under Contract to Federal Emergency Management Agency”. (this should be fairly small as we don’t want it to stand out for association purposes)

The rear of the badge format must include the following:

1. Generic warning and company return mailing address

2. Company telephone number

3. Authorized by…with signature as well as signature block

SAMPLE STYLE BADGE

Front Rear

FREQUENTLY ASKED QUESTIONS:

1. What is the process to replace an unexpired damaged badge?

If the applicant’s current information is in the badge database, the Badge Specialist may simply reprint the badge (expiration date must remain the same). A FF12-62 must be completed to document the action; however, it does not need to be signed by Personnel Security or supervisor/COTR. The damaged badge should be taped to the FF12-62 when the applicant appears at the Badge Office for a new badge.

2. What is the process to replace a lost or stolen badge?

The individual’s supervisor, region/disaster site Security personnel (if applicable), and FEMA HQ should be notified within a 24hr period of loss. There is a 7 business day wait period for losses to allow for the ID to be mailed (returned) to FEMA HQ (address on reverse of ID).

If the ID isn’t returned, the applicant must complete the established HSPD-12 process to receive a new badge (this ensures applicant is still authorized into a FEMA facility and meets suitability, applicants information may still be on file so this will expedite badge processing). A Badge Loss form must be completed and attached to the PIV form. If the ID is returned but damaged; the individual merely needs to complete a PIV form, provided they are in the badge system and completed the HSPD-12 process (for badging records) and the badge specialist will issue a duplicate PIV card. The supervisor does not have to sign nor does the paperwork need to go through Personnel Security. The PIV ID expiration date remains the same.

If the ID was stolen, individual should file a police report as well as make the appropriate notifications (supervisor, FEMA HQ, and region/disaster site Security personnel) within 24 hours of the event. The applicant must follow the established HSPD-12 protocol to receive a new badge. A Badge Loss form or a copy of the police report should be attached to the PIV form.

3. Can the FF 12-62 be signed by the registrar with favorable fingerprint results only or must they also be in receipt of a completed 85P/SF 86 security packet?

For employees and contractors (over 180 days) you must have favorable fingerprint results and an 85P package submitted for OPM. If employment is under 180 days, a favorable FBI fingerprint check will suffice; however, the badge can only be issued for 180 days and cannot be renewed without an 85P submitted. An SF 86 package is required for applicant’s who need a security clearance.

4. Do the completed FF12-62 and I-9 verifications need to be stored and if so, who is responsible?

Normally the issuing facility maintains the forms according to the schedule (3 years); however, if the badge was made for an individual assigned to another facility/region, a copy must be sent to that facility to track renewals. If the forms are stored electronically, the hard copies may be destroyed. JFO’s should send the forms to the supporting region Security POC who will maintain them as above.

FREQUENTLY ASKED QUESTIONS, Continued:

5. Can any federal employee sign as an acting COTR on FF 12-62 for a contractor if the appointed COTR is unavailable?

No, an Acting COTR’s must be appointed in writing by the Contracting Officer (CO). Appropriate training must be completed. The appointment is good until revoked or by contract term and only valid when the COTR cannot perform the duties, not concurrently

6. Is a contractor required to be a US Citizen?

If a contractor employee is going to work at a JFO (regardless of the nature of the work); he/she must be a US citizen UNLESS a waiver has been granted (only granted for legal permanent residents of US and nations on the State Dept. Allied Nations List…if granted at all).

If a contractor will be at a base camp where he/she has access to “sensitive information”, BUT there is no federal IT system in place, then the contractor need NOT be a US citizen (must be an alien lawfully admitted for permanent residence or otherwise hired by the contractor in accordance with 8 USC 1324a).

7. When a DAE including TAC (Technical Assistance Contractor) employee turns in their PIV badge and checks out of a disaster site for greater than 30 days, then returns to the same or another disaster location, must they repeat the suitability process?

Fingerprints are good for 2 years if the individual is on the suitability list. Complete a status check with Personnel Security (HQ) to ensure suitability determination and turn in of 85P within the last two (2) years prior to rebadging.

8. When do you use a Visit Request Form and what information is required?

Visit Request Forms are provided to FEMA Personnel Security Office for the purpose of verifying an applicant’s clearance information when the applicant is requesting recurring access to a FEMA facility thereby requiring issuance of a FEMA PIV credential. Proving a current, active clearance would negate the need for a SF85p and fingerprints.

The following information is required on a Visitor Request Form:

Cover Letter (Request) must have the company or agency logo along with… Individual’s name Individual’s SSN Individual’s DOB Level of clearance Investigation type Close date of investigation Investigative agency Granting agency

Appendix A: Personal Identification Verification Form 12-62

Appendix B: Lost Badge/Key Form

U.S. Department of Homeland Security 500 C Street, SW Washington, DC 20472

MEMORANDUM FOR: Chief, Physical Security Section DATE: ________________ Safety and Security Branch Facility Management and Services Division

FROM: Name: ___________________________________________

Office Symbol/Room: _______________________________

Title: ____________________________________________

Phone: ___________________________________________

SUBJECT: Lost FEMA Badge/Key

This is to report the loss of my FEMA Badge/Key.

(Provide information as to when and where the card/key may have been lost, and/or the last time you recall having it.)

Individual’s Signature:

FOR OFFICIAL USE ONLY:

Appendix C: Definitions

The critical roles associated with the PIV identity proofing, registration and issuance process are defined below.

These roles may be ancillary roles assigned to personnel who have other primary duties. The following roles shall be employed for identity proofing and issuance:

Applicant—The individual to whom a PIV credential needs to be issued.

PIV Sponsor—The individual who substantiates the need for a PIV credential to be issued to the Applicant and provides sponsorship to the Applicant. (I.e. supervisor, COTR, program office FEMA federal sponsor) The PIV Sponsor requests the issuance of a PIV credential to the Applicant.

PIV Registrar—The entity responsible for identity proofing of the Applicant and ensuring the successful completion of the background checks. The PIV Registrar provides the final approval for the issuance of a PIV credential to the Applicant.

PIV Issuer—The entity that performs credential personalization operations and issues the identity credential to the Applicant after all identity proofing, background checks, and related approvals have been completed. The PIV Issuer is also responsible for maintaining records and controls for PIV credential stock to ensure that stock is only used to issue valid credentials.

The roles of PIV Applicant, Sponsor, Registrar, and Issuer are mutually exclusive; no individual shall hold more than one of these roles in the identity proofing and registration process.

The authority for designation of Sponsor, Registrar and Issuers will be signed by the FEMA Chief of Physical Security for Sponsors and Issuers or the FEMA Chief of Personnel Security for Registrars. At a disaster deployment, this designation may be signed by a delegated FEMA Security Manager from the FEMA Disaster Security Cadre for that particular disaster, under the authority of the Chief of Physical Security. This delegation is issued to specific cadre members.

The Chief of FEMA Physical Security has responsibility and oversight for the HSPD-12 PIV program at all FEMA facilities and disaster operations including fixed, temporary, and mobile operations.

TAC- Technical Assistance Contractors are technical specialists either directly contracted or sub-contracted to work with state and or local governments concerning public infrastructure, utilities, etc. As they are in fact contractors, they must follow the protocol directed for all contractors in order to receive a credential (badge). A credential will be valid for one (1) year from date of issue or less, depending on contract expiration date. When the TAC individual is employed under disaster conditions and has completed their assignment, the FEMA credential must be returned to their COTR or Security Specialist at the disaster field site.

The final authority concerning the FEMA PIV process is the FEMA Chief Security Officer (CSO).

Appendix D: I-9 List of Acceptable Documents

Appendix E: FEMA PIV1 Credential Samples

AUTHORIZED FEMA IDENTIFICATION (CREDENTIALS) BADGES

Note: Credentials imprinted with the DHS Hologram were made in facilities with printers that support this function.

Green PIV Box can only be on badges with DHS Hologram.

FEMA Federal (PFT) Employee

Made At: HQ; Regions

Issued to Full Time or CORE FEMA Employees OPTION: If PIV-1 Compliant, Green PIV-1 box in lower right corner must have DHS laminate on badge Access to all facilities (on official business)

SOP DETAILS: Authorized to escort visitors in all facilities Proximity (HID) Card issued to all FEMA federal employees Expiration Date: PFT’s- four (4) years from date of issue (last day of month)

CORE- 2 or 4 year term expiration date

FEMA DAE Made At: HQ; Regions; Disaster Sites/JFO; NPSC

Issued to Intermittent Employees (DAEs) OPTION: If PIV-1 Compliant, Green PIV-1 box in lower right corner must have DHS laminate on badge Red Title: Made at HQ/Regions Black Title: Made at JFO/NPSC Access to all facilities (on official business) SOP DETAILS: No Escort Authority in HQ or Regions; FULL Escort Authority at Disaster Sites/JFO

PVC Cards are standard issue unless authorized a proximity card due to access requirements Expiration Date: : If PIV1 is not completed; one (1) year term expiration from date of issue

If PIV1 is completed; three (3) year term expiration from date of issue

FEMA AFFILIATE Made At: HQ; Regions; Disaster Sites/JFO; NPSC

Issued to authorized individuals from other government agencies or approved organizations (I.e. American Red Cross) requiring recurring access to FEMA facilities Access to facility(s) listed on badge (upon approval) following agency name, on official business Facility(s) access authorized only in conjunction with individual displaying their agency badge SOP DETAILS: NO Visitor Escort Authority

PVC cards are standard issue unless authorized a proximity card due to access requirements Applicant’s Agency should forward a one (1) year Visit Request Form to FEMA Personnel

Security Office; applicant must still complete the PIV form (FF12-62) Expiration Date: Last date of issue month for a period not longer than one (1) year

Date of expiration should not exceed term of individual’s agency ID

FEMA CONTRACTOR Made At: HQ; Regions; Disaster Sites/JFO; NPSC

Authorized full-time Contractors or Consultants (minimum access requirement of 3 days per week) OPTION: If PIV-1 Compliant, Green PIV-1 box in lower right corner must have DHS laminate on badge Access to all facilities (on official business)

SOP DETAILS: No Visitor Escort Authority PVC cards are standard issue unless authorized a proximity card due to access requirements Expiration Date: Last date of issue month for a period no longer than one (1) year, not to exceed

Contract expiration date.

FEMA NDMS Made At: HQ; Regions; Disaster Sites/JFO

Issued to National Disaster Medical System intermittent employees Authorized sponsors; Commanders of DMAT, DMORT, VMAT, Jack Beall, Bob Jevec, Mark Russo, Margaret Reilly, Millard Bell, Helga Scharf-Bell Access to all facilities (on official business) SOP DETAILS: NO Escort Authority in HQ or Regions; FULL Escort Authority at Disaster Sites/JFO

PVC card are standard issue unless authorized a proximity card due to access requirements Expiration Date: If PIV1 is not completed; one (1) year term expiration from date of issue

If PIV1 is completed; two (2) year term expiration from date of issue

AUTHORIZED FEMA IDENTIFICATION (CREDENTIALS) BADGES

Note: Credentials imprinted with the DHS Hologram were made in facilities with printers that support this function.

FEMA US&R Made At: HQ; Regions; Disaster Sites/JFO

Issued to intermittent Urban Search and Rescue Team Members Authorized sponsors; Wanda Casey, Mike Tamillow, and Catherine Deel. During field environments

Fire Chiefs and Senior ranking officials are authorized US&R sponsors Access to all facilities (on official business)

SOP DETAILS: NO Escort Authority in HQ or Regions; FULL Escort Authority at Disaster Sites/JFO PVC card is standard issue unless authorized a proximity card due to access requirements Expiration Date: If PIV1 is not completed; one (1) year term expiration from date of issue

If PIV1 is completed; two (2) year term expiration from date of issue

LOCAL HIRE Made At; HQ; Regions; Disaster Sites/JFO

Issued to authorized Local Hire employees. Local Hires are short-term employees hired for a period of 120 days with the ability to extend their employment for an additional 120 days of service.

SOP DETAILS: No Escort Authority PVC card is standard issue unless authorized a proximity card due to access requirements Credential (badge) stipulates the facility assigned or disaster # (I.e. Local Hire DR-1605-AL) Expiration Date: a period not to exceed 120 days from date of hiring or date of extension (120 day extensions requires a SF85P be collected prior to issuance of new, extended badge)

FEMA Temporary Employee Made At: Facilities with ADT Visitor Access System

PAPER CREDENTIAL

Issued to new FEMA Employees, found suitable, waiting to obtain permanent badge (7-10 day exp) Issued to FEMA Employees forgetting normal badge when reporting for work (1 day exp) Issued to individuals, found suitable, requiring facility access for less than 60 days Access to all facilities (on official business); must be collected upon exit if issued for the day only

SOP DETAILS:

NO Visitor Escort Authority (does not apply to FEMA Employee forgetting their badge) Before a new employee receives a temporary badge, the Reception desk must be notified by Security Current employees must present with current, appropriate I-9 photo identification Current employees without their badge must first have status verified before receiving a temporary ID Badge can be approved for up to 30 days by the Chief of Physical Security or his designee

FEMA Visitor Escort Required

Made At: Facilities with ADT Visitor Access System

PAPER CREDENTIAL

Issued to all non-federal employee visitors Individual must present with current, appropriate I-9 photo identification Badge can be approved for up to 30 days by the Chief of Physical Security or his designee Badge will be collected upon exit or on final authorized day upon exit

SOP DETAILS:

NO Visitor Escort Authority.

Visitor must be escorted at all times while in FEMA facility; badge should be collected upon exit FEMA reception desk must contact FEMA federal sponsor to register visitor

AUTHORIZED FEMA IDENTIFICATION CREDENTIALS (BADGES)

Note: Credentials imprinted with the DHS Hologram were made in facilities with printers that support this function.

FEMA Visitor No Escort Required

Made At: Facilities with ADT Visitor Access System

PAPER CREDENTIAL

Issued to all other agency federal employee visitors or approved organizations (ie. Am. Red Cross).

Individual must present with current agency photo identification for verification.

SOP DETAILS: NO Visitor Escort Authority FEMA reception desk must make contact with FEMA federal sponsor prior to authorized entry.

Visitor may proceed to designated office once sponsor is notified and authorizes visitor entry Badge can be approved for up to 30 days by the Chief of Physical Security or his designee

FEMA Visitor Escort Required

Made At: HQ; Regions

PLASTIC CREDENTIAL

Issued to all non-federal employee visitors Individual must present with current, appropriate I-9 photo identification Expiration Date updated quarterly, Control number on reverse of badge, PVC Card

SOP DETAILS: NO Visitor Escort Authority Visitor must be escorted at all times while in FEMA facility.

FEMA reception desk must contact FEMA federal sponsor to register visitor

FEMA Visitor No Escort Required

Made At: HQ; Regions

PLASTIC CREDENTIAL

Issued to all other agency federal employee visitors or approved organizations Expiration Date updated quarterly (expires last day of month), Control number on reverse of badge, PVC Card Individual must present with current agency photo identification for verification.

SOP DETAILS: NO Visitor Escort Authority FEMA reception desk must make contact with FEMA federal sponsor prior to authorized entry.

Visitor may proceed to designated office once sponsor is notified and authorizes visitor entry.

Badge should be collected upon exit

BACK of Credential APPLIES TO ALL PLASTIC CARD BADGES

Generic Warning and address for return mail on the back of all plastic card badges. (Warning: This credential is the property of the U.S. Government. It’s counterfeiting, alteration, or misuse is a violation of Title 18 U.S. Code. If found, drop in any mailbox. Postage Guaranteed. Please return to:

Federal Emergency Management Agency, 500 C St, Southwest, Washington, DC 20472)

NOT ON BACK OF PAPER BADGES

SOP DETAILS:

Visitor Badges will have a sequential control number at bottom, pvc cards are standard issue; other badges (individual pvc or proximity PIV badges with photo, may have barcode).

AUTHORIZED FEMA IDENTIFICATION (CREDENTIALS) BADGES

Note: Badges imprinted with the DHS Hologram were made in facilities with printers that support this function.

FEMA HQ SPECIAL Made At: HQ Only

Issued at HQ Only VIP Pass for pre-approved guests of the Director’s Office (Issued only for 1 day visits, No fingerprints or SF85p required). FEMA HQ Reception desk must have memo with guest(s) name(s). Guest must present with a valid photo identification to receive “Distinguished Guest” credential.

NO Visitor Escort Authority Badge should be collected at the FEMA Reception Desk upon exit

VISITOR/EMPLOYEE

STICKERS

Ordered through Temtech, Inc.

Issued in the field under austere circumstances Authorized FEMA employees and approved visitors Use must be authorized by Chief of Physical Security

Escort Required No Escort Required

Expired Current date should be written on line Self expiring, 24hr time sensitive red bar sticker is placed immediately behind employee or visitor sticker when issuing