ASC_SOP_Index.pdf

ASC Standard Operating Procedures

Table of Contents

Page Number

2012 Edition

September 2012 iii

Introduction i

Revisions ii

Table of Contents iii

Chapter 1: Operational Policies & Procedures

Introduction 1-2

Background 1-2

Table of Sections 1-2

Section 1.A: Operational Policies 1.A - 1

General Policy 1.A - 1

Operating Hours 1.A - 1

Federal Holidays

Contract Staff Working Hours

Contract Overtime

Form G-22

ASC Environment 1.A - 2

Cell/Mobile Telephone, Cameras, or Other Recording Devices

Eating and/or Drinking in the ASC

Solicitation

Attorneys and Community-based Organization (CBO)

Representatives at ASCs

Law Enforcement Officers at ASCs

Children Accompanying Applicants to ASCs

Visitors

Mail

Security 1.A – 3

Physical Security

Security Guards

Visitor Control

Facilities Access

Security Alarms

Information Security

Security Clearance Requirements

USCIS Contractor Badges

A-file Storage and Accountability

Computer Security Passwords iv

Computer Security Training

Automation Hardware Security

Training 1.A - 7

Naturalization Quality Procedures 4 (NQP4) Training

USCIS Database Training

ASC Staff Responsibilities 1.A - 7

Teamwork

ASC ISO Presence

ASC ISO’s Chain-of-Command

ASC ISO Responsibilities

Contract Staff Responsibilities

Site Supervisor Responsibilities

Biometrics Technician Responsibilities

Customer Service 1.A - 12

Customer Service Cards

Change-of-Address Requests

Section 1.B: Operational Procedures 1.B - 1

Production Standards 1.B - 1

Site Capacity

Turning Applicants Away

Determining Biometrics Capacity

Operations 1.B - 2

Priority of Operations

Biometrics Operations

Minimum & Maximum Age

Minimum & Maximum Height

Electrical Problems During Fingerprint Operations

Fingerprinting Aliens in Custody

Fingerprinting Military Personnel Naturalization Applicants

Biometrics Capture of Applicants without A-number and/or

Social Security Numbers (SSN)

Using Barcode Scanners

Fingerprint Manifests

Manual (Ink) Fingerprinting

Duplicate Fingerprint Submissions/Corrections

Fingerprint Waivers

Service Center Submissions

Scheduling and Rescheduling Applicants v

Alien File (A-file) Storage

Zip-Code Scheduling

FEDEX 1.B - 6

News Media, Community-based Organizations, and 1.B - 6

Congressional Staff Visits

Automation 1.B - 7

Electronic Mail Access

Automated Data Processing (ADP) Support

ADP Workstations & Equipment

Automation Equipment and System Software

Government Furnished Property 1.B – 10

Government Furnished Property (GFP) Accountability

Travel Authorization Request (TAR) 1.B - 10

Incident Activities 1.B - 10

Significant Incident Reports

Emergency Notification Network

Chapter 1 Attachments

Chapter 2: Benefits Summaries and Common Procedures

Introduction 2 - 2

Background 2 - 2

Table of Sections 2 - 2

Section 2.A: Biometric Summaries 2.A - 1

Biometrics Captured at ASCs

USCIS Case-Types and Forms Common at ASCs

Section 2.B: Applicant Identification and Forms Acceptance 2.B - 1

Applicant Identification

Appointment Notification Letter Guidance and Discrepancies

Appointment Notification Letters vi

Appointment Notification Letter & Form I-797 “Notice of Action”

Photocopies

Appointment Notification Letter Discrepancies

Applicant Information Worksheet (AIW)

Customer Service Cards and Customer Service Report (CSR)

Record Retention of ASC Forms and Reports

Section 2.C: Common Operational Procedures 2.C - 1

Sub-section 2.C.1: Daily Start-up Procedures 2.C.1 - 1

Sub-section 2.C.2: Applicant Processing 2.C.2 - 1

Initial Applicant Processing by Guard/Receptionist

Receptionist’s Processing of the Applicant’s AIW

Dismissing the Applicant

Sub-section 2.C.3: Management Daily Procedures 2.C.3 - 1

Sub-section 2.C.3.1: Beginning of Day: Weekly Scheduling Reports

Sub-section 2.C.3.2: End of Day: Closeout Reports & Reconciliation

Background

Operational Policies & Procedures

Computing Daily Totals

ASC Manual-print Closeout

Reconciling Electronic Biometrics Capture Totals

Reconciling Missing Transactions

Section 2.D: Extension Labels (Renewal Stickers)

General 2.D - 1

Operational Policies & Procedures 2.D – 1

Operational Policies

Sticker Security

Dispensing Renewal Stickers

Returning Stickers

Sticker Reordering

Damaged Stickers

Sticker Issuance and I-90 Manifest System (SIIMS) 2.D - 3

Daily Reconciliation Report

Manual Reports

Electronic Reports

Sticker Discrepancy Report

Operational Procedures

Dispensing Renewal Stickers vii

Printing Daily Reports

SIIMS Processing

Renewal Sticker Return

Validating Daily Reports

E-Mailing the “Daily Renewal Sticker Reconciliation Report”

Copying the “Daily Renewal Sticker Reconciliation Report”

Section 2.D Attachments

Chapter 3: Benefit Procedure – Code - 1 (Fingerprinting)

Introduction 3 - 2

Table of Sections

Section 3.A: Manual (Ink) Fingerprinting – “Dead Scan”

Background 3.A - 1

Reasons for Manual (Ink) Fingerprinting Applicants 3.A - 1

Operational Procedures 3.A - 2

Amputations & Deformities

Names

Coercive Population Control (CPC) Applicants

Phases: Manual Fingerprinting

Applicant Fingerprinting (Manual) 3.A - 3

Quality Assurance Review 3.A - 7

Section 3.B: Electronic Fingerprinting – “Live Scan”

Background 3.B - 1

Operational Procedures 3.B - 1

Amputations & Deformities

Phases: Electronic Fingerprinting

Applicant Fingerprinting (Electronic) 3.B - 2

Quality Assurance (QA) Review 3.B - 9 viii

Chapter 4: Benefit Procedure – Code - 2 (PPPS)

Introduction 4 - 2

Background 4 - 2

Operational Procedures 4 - 2

Application/Receipt Number

Benefit Procedure Code – 2 Processing

Biographical Data 4 - 2

Multiple Receipt Numbers 4 - 3

Press-Print 4 - 3

Photograph 4 - 3

Signature 4 - 4

Waivers 4 - 5

Table of Phases:

Applicant Processing (PPPS) 4 - 6

Quality Assurance (QA) Review (PPPS) 4 - 11

Chapter 5: Benefit Procedure – Code - 3 (Both)

Introduction 5 - 2

Background 5 - 2

Operational Procedures 5 - 2

Biometrics Processing 5 - 2

Quality Assurance (QA) Review 5 - 4

Chapter 6: Benefit Procedure – NBC I-90 Processing (NBCIP)

Introduction 6 - 2

Background 6 - 2

Table of Sections 6 - 3

Section 6.A: Operational Policies & Procedures 6.A - 1

Operational Guidance

Quality Assurance

Turning Applicants Away

Exceptions ix

NBCIP Database Check

ICMS/CLAIMS-3 LAN

Biometrics Processing

Application (Receipt) Numbers

Application of a Renewal Label (Extension Sticker)

Section 6.B: NBCIP Procedures

General 6.B - 1

NBCIP by the Receptionist

NBCIP by the BT

Application of a Renewal Label (Extension Sticker)

Capturing the NBCIP Applicant’s Biometrics

Section 6.C: ASC ISO NBCIP Procedures

General 6.C – 1

Operational Guidance

Identity Issues

Chapter 6 Attachments

Chapter 7: Benefit Procedure – Special Cases

Introduction 7 - 2

Table of Sections 7 - 2

Section 7.A: Mobile Fingerprint Routes

Background 7.A - 1

Operational Policies & Procedures 7.A - 1

Mobile Fingerprint Routes

Service Dates and Times

Mobile Fingerprint Route Scheduling

Unscheduled Mobile Fingerprint Routes

Applicant Scheduling

Staffing Requirements

Fingerprinting Procedures

Mobile Fingerprint Route Responsibilities

Workday x

Supplies

Computer Equipment

Security

Statistical Report

Travel Authorization and Advance Form Approval

Lodging Reservations & Accommodations

Hosting Facility Arrival

Section 7.A Attachments

Section 7.B: Designated Benefits

Designated Benefit 1: Form I-589 – Asylum Applicants 7.B.1 - 1

Background

Designated Benefit 2: Forms I-914 & I-918 – “T” and “U” Non-immigrant

Status Applicants 7.B.2 - 1

Designated Benefit 3: Code - 4 – Extension-Sticker Only Benefits 7.B.3 - 1

Operational Policies & Procedures

Operational Policies

Appointment Notification Letters

Identification

Required Documentation

Designated Benefit 4: N-400 Applicant Pamphlets 7.B.4 - 1

Operational Policies & Procedures

Operational Policies

Appointment Notification Letters

Required Documentation

Designated Benefit 5: Form UKVisa – UK Visa Applicants 7.B.5 - 1

Operational Policies & Procedures

Operational Policies 7.B.5 - 1

General xi

UKvisas Appointment Notice

Identification

UK Visa Applicant Daily Accountability Roster (ADAR)

Biometrics-capture Process

Operational Procedures 7.B.5 – 3

Amputations & Deformities

Impossible to Print

UK Visa Applicant’s Fingerprinting (Electronic)

UK Visa Applicant’s Photograph

Quality Assurance (QA) Review

Section 7.B.5 Attachments

Designated Benefit 6: Expedited Form I-131, Application for Travel

Document 7.B.6 - 1

Background

Operational Policies & Procedures

Operational Policies

General

Identification

Designated Benefit 7: Form I-360 – Petition for Amerasian, Widow(er), or Special Immigrant 7.B.7 - 1

Background

Operational Policies & Procedures

Operational Policies

Form I-360 Appointment Notice

Identification

Section 7.B.7 Attachments

Designated Benefit 8: Military Naturalization N-400 (MAVNI) Applicants 7.B.8 - 1

Operational Policies & Procedures

Operational Policies

MAVNI Appointment Notice

Identification

Operational Procedures

General

MAVNI Applicant with a Valid A-number

MAVNI Applicant without a Valid A-number xii

N-400 MAVNI Applicant’s Manual Fingerprinting

Section 7.B.8 Attachments

Chapter 8: Administrative Procedures

Introduction 8 - 2

Section 8.A: Waivers

Sub-section 8.A.1. Ten-Print Waivers 8.A - 1

Operational Policies & Procedures

Sub-section 8.A.2. Press-Print Waivers 8.A - 5

Sub-section 8.A.3. Signature Waivers 8.A - 6

Sub-section 8.A.4. Photo Waivers 8.A - 7

Section 8.A Attachments

Section 8.B: Rescheduling Applicants Using SNAP

Background 8.B - 1

SNAP Log-In

Single Applicant Rescheduling Process

Family/Group Rescheduling Process

First-time FBI Reject Rescheduling Process

Rescheduling Request from Applicant’s Lawyer Process

Section 8.B Attachments

Section 8.C: Re-fingerprinting Applicants

Background 8.C - 1

Operational Policies

FBI “Unclassifiable Reject Notices”

Re-fingerprinting Applicants

Re-fingerprinting Applicants When a Response from the FBI Cannot be Located xiii

Re-fingerprinting Applicants – Two Unclassifiable Reject Notices

Re-fingerprinting Applicants – “Live-Scan” (IAFIS) Rejected Prints

Re-fingerprinting Applicants – “Dead Scan” Rejected Prints

Section 8.C Attachments

Section 8.D: Homebound Applicants

Background 8.D - 1

Operations

I-90 Benefit Applicants

All Other Benefit Applicants

Section 8.D Attachments

Section 8.E: Government Furnished Equipment

Background 8.E - 1

Government Furnished Equipment (GFE) Accountability

Transferring Equipment

Equipment Replacement Program

Lateral Transfer of Serviceable Equipment between ASCs and Other

USCIS Offices

Shipments of Unserviceable or Obsolete Items

Report of Property Shipped – Received, Form G-504 8.E – A

New Equipment Replacement Program 8.E – B - 1

Lateral Transfer of Serviceable Equipment Between ASCs and Other

USCIS Offices 8.E – C -1

Shipment of Unserviceable of Obsolete Items 8.E – D -1

Computer Hard-Drive/Memory Device Purging Certification & Packaging

& Labeling Requirements 8.E – E -1

Degaussing Certificate 8.E – F -1

Section 8.F: Key Accountability

Background 8.F - 1

Operational Policy

Section 8.F Attachments xiv

Chapter 9: Occupant Emergency Procedures

Introduction 9 - 2

Purpose

Concept

Section 9.A: General

Emergencies 9.A - 1

Natural

Man-made

Terminology 9.A - 3

Evacuation

Evacuation Route/Strip map

Rally Point

Homeland Security Adviser System – Threat Conditions

Life-threatening Injuries

Reconstitution

Responsibilities 9.A - 4

ASC ISO

Site Supervisor

Guard

ASC Staff

Contractor Project Management Office Operations (PMO Ops)

Contractor Project Management Office Facilities (PMO Facilities)

USCIS On-Site Manager

Contractor Region Managers

Section 9.B: How to Respond to Emergencies

General 9.B - 1

Selection of the Rally Point and Evacuation Routes 9.B - 1

Natural Emergencies 9.B - 1

Weather 9.B - 1

Preparation

Emergency/Severe Weather 9.B - 2

Tornadoes 9.B - 3

Earthquakes 9.B - 5

Man-made Emergencies 9.B - 6

Smoke/Fire 9.B - 6

Detection

Evaluation xv

Minor Threat in or Adjacent to the ASC 9.B - 6

Major Threat in or Adjacent to the ASC 9.B - 7

Loss of Utilities (Power/Water) 9.B - 8

Planned/Announced Outages 9.B - 8

Unannounced Power or Water Outages 9.B - 8

Unknown or Suspicious Objects in the ASC 9.B - 10

Suspicious Object 9.B - 10

Bomb Threat 9.B - 12

Telephonic Bomb Threat 9.B - 12

Written Bomb Threat 9.B - 12

Verbal Bomb Threat (Delivered in Person) 9.B - 12

Civil Disturbance 9.B - 13

Protest Directed at USCIS at the ASC 9.B - 13

Unannounced Protest at the ASC or Demonstrations in Close Proximity to ASC 9.B - 14

Intruder in the ASC 9.B - 14

Unruly/Threatening Customer 9.B - 15

Explosion in the Immediate Vicinity of the ASC 9.B - 16

Threat from Chemical and Biological Agents 9.B - 17

Chemical Agents 9.B - 17

Biological Agents 9.B - 18

Homeland Security Alert System – Terrorism Threat 9.B - 19

Section 9.C: Reporting

General 9.C - 1

Initial Emergency Report 9.C - 1

Responsibilities

Report Content

Site Supervisor’s Assessment Report 9.C - 2

Responsibilities

Report Content

Final Emergency Report 9.C - 3

Responsibilities

Report Content

Section 9.D: Reconstitution

General 9.D - 1

Reconstitution 9.D - 1

Responsibilities

Selection of a Temporary Site

Establishment of a Temporary Site xvi

Relocate to Permanent ASC Location 9.D - 2

Section 9.E: Chapter 9 Attachments