Chapter_4_Code_2_(PPPS).pdf

Chapter 4

Benefit Procedure – Code - 2 (PPPS)

ASC Standard Operating Procedures

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

2013 Edition

August 2013

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Introduction: This chapter provides standardized operating procedures at each ASC to ensure consistency in capturing an applicant’s right-index press-print, photo, and signature (PPPS).

All ASCs shall implement the procedures established in this chapter.

At ASCs staffed only with a Site Supervisor, the Site Supervisor shall perform the steps and actions usually performed by the guard/receptionist and biometrics technician, and the ASC ISO shall perform the quality assurance (QA) steps and actions. Remember do not leave an applicant alone at an active workstation and ensure a second person conducts a QA review unless the biometrics technician has been designated a “self QA” by the Site Supervisor.

Background: ASC Benefit Procedure – Code - 2 processing is electronically recording, storing, and transmitting an applicant’s biographical data – press-print, photo, and signature (PPPS) – to a service center. The biometrics workstation is a live-scan record management system capable of capturing and electronically transmitting an applicant’s press-print, photo, and signature.

Specific biometrics workstation operating instructions may be found in the current Operations

Guide which is available from the Site Supervisor.

Operational Procedures: The following procedures shall be used in processing Benefit

Procedure – Code - 2 applicants.

Application/Receipt Number: An applicant’s application/receipt number(s) will be an alphanumeric number on the Form I-797 “Receipt Number” block, i.e., MSC-000-000-0000.

ASC contract staff shall scan the 1 - D barcode to populate the “Receipt Number” data field on the biometrics workstation demographics page. If the scanner is inoperative, ASC contact staff shall use the keyboard to manually enter the applicant’s application/receipt number(s).

Applicants may appear for processing with multiple Form I-797s. For example, one Form I-797 with a “Case Type” Form I-485 and another with a “Case Type” Form I-765, each with a processing code of “2” or “3”. If this occurs, enter the receipt number from each Form I-797 in the biometrics workstation. Regardless of the number of Form I-797s an applicant may have, do not capture an applicant’s right index press-print, photo, and signature more than once.

If applicant’s Form I-797 does not include a processing code, refer the applicant to the ASC ISO.

If an applicant appears without an appointment notice, the ASC ISO should check CLAIMS - 3 for an application/receipt number.

Benefit Procedure Code - 2 Processing: Applicants with a Form I-797 with a processing code of “2” or “3” shall have their right-index press-print, photo, and signature captured by a biometrics technician.

Biographical Data: The first and last name and receipt number(s) are mandatory data fields on the biometrics workstation demographics page. Either an A-number of a social security number (SSN) must be entered in the respective data fields. If the applicant has neither an

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A-number nor a SSN, the Z-number data field must be activated to generate a Z-number.

The middle name should be entered if available but is optional and not required. No suffixes (Sr, Jr, the Second, III, etc.) will be entered. If an applicant has an A-number, it should be reflected in the Form I-797 “Applicant” block above the applicant’s name.

Multiple Receipt Numbers: Multiple receipt numbers shall be entered when a Form I-485 and Form I-765 are filed concurrently. The following shall be used as a guide in recording applicant receipt number(s):

o Form I-485 and Form I-765 receipt notices (multiple applications filed concurrently):

enter the receipt number of both the Form I-485 and Form I-765.

o Form I-485 receipt notice only: enter the receipt number of the Form I-485.

o Form I-539s and Form I-765s receipt notices (multiple applications filed concurrently):

enter the receipt number of the I-765 only.

o Form I-817 receipt notice only: enter the receipt number of the Form I-817.

o Form I-131 receipt notice only: enter the receipt number on the Form I-131.

Entering multiple receipt numbers will automatically create multiple duplicate biometrics applicant records on the ASC server.

Press-print: Only the right index-finger shall be press-printed. Taking a press-print from any other finger is not acceptable. If a portion of the right index-finger is missing, a partial press-print shall be taken. If the applicant’s right index-finger is missing, the ASC ISO may authorize a waiver. Though there are lower age-limits associated with the capture of ten-print images, the same rule does not apply to the biometrics capture of a press-print since the use of the fingerprint is different. Consequently, all persons age five or older shall be press-printed unless conditions exist that prevent capture.

Photograph: Applicant photograph shall be a standard full-frontal position. The applicant’s facial features must be identifiable, to include the eye brows. The applicant shall remove all items that obscure the face. This includes hats, scarves, headdresses, earrings, and facial jewelry (to include piercings).

o Beards are acceptable.

o If an applicant is wearing glasses, ask her/him to remove the glasses for the photograph.

If the applicant requests to leave her/his glasses on, the ASC staff should attempt to photograph the applicant wearing her/his glasses. Tinted glasses have to be removed.

If the glasses reflect a photoflash in the photograph, the glasses have to be removed. The applicant’s eyes have to be visible, and the facial features must be identifiable.

o Head coverings and hats are only acceptable due to religious beliefs and even then, may not obscure any portion of the applicant’s face. Wearing a traditional facemask or veil

4 - 4 that does not permit adequate identification is not acceptable. Applicants wearing military, airline, or other hats are not acceptable. Wearing tribal, national costumes, or other headgear not specifically religious in nature are not acceptable. Approved head covering may not cast a shadow on the face and must be adjusted to prevent shadows.

Should the applicant request special consideration as a result of the adjustment of the head covering, the ASC will offer a private room or screened area to capture the photograph. Additionally, if requested by the applicant, and there is a USCIS employee or contractor of the same-gender available to capture the photograph, the ASC will offer the individual a same-gender photographer. If the ASC is not able to offer a private room/area or a same-gender photographer, USCIS will offer to reschedule the appointment. Requests and accommodations should be handled through the ASC ISO.

o A photograph will not be considered unacceptable due to the sole fact that, for religious reasons, the subject of the photograph is wearing a head covering concealing the applicant’s hair. Such a photograph should be accepted provided the subject of the photograph otherwise remains clearly identifiable. For example, a head covering that conceals only the applicant’s hair and ears may be acceptable, whereas a head covering that covers the applicant’s eyes or face is not acceptable. But also note that around the neck and back of the head need to be clear – have applicants take off heavy winter coats or hooded-jackets that might bunch up behind the shoulders and neck.

o Privacy screens are available at each ASC to be used should an applicant inquire or express concern of being photographed due to religious beliefs.

o The addition of automated image sizing for photo capturing allows the system to find the face and then automatically adjust the image captured. If the system determines that a face has not been captured, it will not allow the user to continue until a face is successfully captured. NOTE: The faceness score is for informational purposes only.

This score is not a pass/fail criterion.

o The photo capture software will automatically center the applicant’s face in the frame and resize it. Once the operator captures the photo, the software will determine the distance between the eyes, from the eyes to the chin, etc, and zoom or shrink the image to a predetermined size. As such, the operator does not need to try to size the image manually or center the applicant’s face in the frame. Ensure applicant’s full-face is in the frame and not cut off. It is better to leave the applicant’s face “small” in the frame versus zooming in too close. The image should resize itself.

o The photo backdrop must be solid off-white with no other visible objects in the picture, such as a chair back, another person, shadows, etc. Such photos will be rejected and the applicant will have to come back for another photo.

o Also, while the photo capture software will center and frame a photo, it will not correct a bad photo. Biometric technicians must insure that the lighting is uniform. If this means

4 - 5 shadowing the applicant’s face to cut the glare from over-head light, then the applicant’s face must be shadowed. If the facial features are hard to distinguish due to inadequate lighting, then lighting needs to be enhanced, possibly with reflective material.

Signature: A signature in English is preferred. If the applicant cannot provide her/his signature in English, have the applicant sign in her/his native language. An “X” is an acceptable signature. Any applicant aged five or older should provide her/his signature if possible.

Waivers: Only the ASC ISO shall authorize a press-print or signature waiver. See Chapter

8, “Administrative Procedures”. Photo waivers are never authorized.

Table of Phases

Press-Print, Photo, and Signature (PPPS)

Applicant Processing (PPPS) o Preparing the Applicant for Processing o Entering the Applicant’s Biographical Information o Capturing the Applicant’s Right-Index Press-print o Capturing the Applicant’s Photo o Capturing the Applicant’s Signature

Quality Assurance (QA) Review (PPPS) o QA Review of Documentation o QA Review of the Applicant’s Press-Print & Signature o QA Review of the Applicant’s Photo & Biographical Data

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Applicant Processing (PPPS)

General Procedure Description: This phase is used in capturing an applicant’s right-index press-print, photo, and signature (PPPS).

When to Use This Procedure: After the applicant has completed the receptionist’s processing phase.

Who Performs This Procedure: A biometrics technician, Site Supervisor, or ASC ISO shall complete this phase.

Preparing the Applicant for Processing

Step Action

1 Retrieve only the applicant from the waiting area by calling the next customer service number (if applicable). Family or friends accompanying the applicant will remain in the waiting area unless their physical assistance is required to process the applicant or function as a translator.

2 Request the applicant’s customer service number (if applicable), AIW, Form I-797, and picture ID.

3 Verify the applicant has the required government issued picture ID for the desired benefit. If the applicant does not have the required picture ID for the desired benefit, check the applicant’s AIW to see if it has been annotated by the ASC ISO.

If the applicant’s AIW has not been annotated, refer the applicant to the ASC ISO.

4 Verify the applicant’s identity by comparing the picture ID to the applicant. If the picture ID does not match the applicant’s physical characteristics, refer the applicant to the ASC ISO.

Accessing the Biometrics Workstation

CODE - 2 ONLY

1 Select Code 2 – Biometric Only.

2 Select Receipt number(s) option.

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Applicant Processing (PPPS) (cont’d)

Entering the Applicant’s Biographical Information

1 If the applicant’s Form I-797 does not have a 2 - D barcode or if the scanner is inoperative, enter the personal information from the Form I-797 in the text fields either manually or by using the keyboard or using the green “List” function keys to pull-down option lists. Press the “Enter” key to advance to the next text field.

If the applicant’s Form I-797 has a 2 - D barcode, scan the 2 - D barcode on the front of the letter.

2 Enter the applicant’s other personal information, not entered in the text fields by scanning, from the AIW either manually and/or by using the green “List” function keys to pull down option lists. Press “Enter” key on the keyboard to advance to the next text field.

3 Position the cursor in the “Receipt Number” data field and scan the applicant’s

Form(s) I-797 1 - D barcode(s). If the scanner is inoperative, enter the applicant’s application/receipt number(s) manually in the “Receipt Number” data field(s). Be sure you accurately enter the receipt numbers. If multiple 1 – D barcodes/receipt numbers are present, enter the left-most barcode first.

Note: If the receipt number begins with the prefix “IOE”, the “Account ID:” and

Retype to Verify Account ID:” fields become mandatory. Until such time that an applicant’s appointment notice contains this information, the biometric technician should enter 12 zeros ‘0’ in each field.

4 If an extension sticker is placed on an applicant’s benefit card during her/his current appointment at the ASC, enter the extension sticker number in the “Sticker

Number:” field and enter today’s date in the “Issue Date (ccyymmdd):” field.

5 The “DOB:” and “Gender:” fields are mandatory and must have valid data from the applicant’s AIW and/or identification card.

6 Assure the “Alien Number” and the “Retype to Verify” data fields are entered, if applicable.

a. If the applicant does not have an A-number, then enter the Social Security

Number (SSN), if applicable.

b. If the applicant has neither an A-number nor a SSN, then tab to the Z-number data field which will then automatically create a Z-number so that processing of this applicant’s benefit may continue.

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7 Verify your user ID is entered in the “Employee Identification” data field.

8 Verify the “Route Code (RCD)” is “BN”; the “Machine Code” is correct; and ASC site code is correct. If data fields are incorrect, use the “F2” function key to access a pull-down option list to select correct data.

9 Verify the accuracy of the applicant’s last, first, and middle name, and application/receipt number(s) by comparing the applicant’s Form I-797(s) and picture ID. If the information is incorrect, enter the applicant’s correct biographical data.

10 Press the green “Next” button left-side screen panel, and a press-print capture screen will appear.

Notes:

1. To access and enter the demographic information, refer to the most current version of the biometrics workstation Operations Guide.

2. The first and last name, and receipt number(s) are mandatory data fields. The middle name must be entered if available. The social security number (SSN) and A-number data fields must be entered if available. If an applicant has neither an A-number nor a SSN, tab to the Z-number data field to activate that field. If the applicant has an A-number, it should be reflected in the Form I-797 “Applicant” block above the applicant’s name. If an applicant does not have a first name, enter “No given name” in the “First” name data field. Remember: No suffixes (Sr, Jr, the Second, III, etc.) will be entered.

3. Multiple receipt numbers shall be entered for applicants that have filed concurrent “Case

Type”, e.g., I-485, I-765, and/or I-131. Ensure each receipt number is matched correctly with the related case type.

4. “FINGER TO BE CAPTURED” IS DEFAULTED TO RIGHT INDEX. DO NOT

CHANGE.

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Applicant Processing (PPPS) (cont’d)

Capturing the Applicant’s Right-Index Press-print

To capture the right-index press-print, refer to the most current version of the biometrics workstation Operations Guide.

1. Only the right index finger shall be press-printed. An alternate finger, e.g. taking a press-print from another finger, is not acceptable. If the applicant’s right index-finger is partially missing, capture a partial press-print of that right index-finger.

2. If the applicant’s right index-finger is missing, refer the applicant to the ASC ISO for a possible press-print waiver. If the ASC ISO authorizes a press-print waiver, press the

“Special” button on the control pad and highlight “Skip: Amputation (XX)” by using the

Up/Down function keys on the keyboard and press the “Enter” key.

3. For children under five years of age, press the “Special” button on the control pad and highlight “Skip: Unable to Print (UP)” by using the Up/Down function keys on the keyboard and press the “Enter” key.

4. If press-print clarity is a problem, refer to the biometrics workstation Operations Guide.

Capturing the Applicant’s Photo

To capture the photo, refer to the most current version of the biometrics workstation

Operations Guide.

Position the applicant in the photo capture chair (or have them stand if the chair would be visible in the photo) and direct the applicant to remove all items that cover any part of her/his face.

Contrast between the image and background is essential. Light-skinned applicant photos require less light and dark-skinned applicant photos require more light.

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Capturing the Applicant’s Signature

To capture the signature, refer to the most current version of the biometrics workstation

Operations Guide.

Note: Ask the applicant if s/he can provide a signature. If applicant is unable to provide a signature, summon the ASC ISO for a possible waiver (see Chapter 8) and select “no signature” option as referenced in the biometrics workstation Operations Guide.

Conduct a “self QA” quality assurance review of the applicant’s biometrics data per steps outlined in the Quality Assurance (QA) Review (PPSS).

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Quality Assurance (QA) Review (PPPS)

General Procedure Description: This phase is used to conduct a QA review of an applicant’s

Benefit Procedure -- Code - 2: capture of photo, right-index press-print, and signature.

When to Use This Procedure: After the Biometrics technician has completed the applicant-processing phase.

Who Performs This Procedure: The “self QA” BT or Site Supervisor shall complete the actions in this phase.

QA Review of Documentation

1 Review the applicant’s AIW, Form I-797(s), and picture ID. Verify the correct service was provided by comparing the processing code with the file “Form Type”.

2 Verify the applicant has the required government-issued picture ID for the desired benefit. If the applicant does not have the required picture ID for the desired benefit, recheck the applicant’s AIW to see if it has been annotated by the ASC

ISO. If the applicant’s AIW has not been annotated, summon the ASC ISO.

3 Verify the applicant’s identity by comparing the picture ID to the applicant. If the picture ID does not match the applicant’s physical characteristics, summon the

ASC ISO.

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Quality Assurance (QA) Review (PPPS) (cont’d)

QA Review of the Applicant’s Press-Print & Signature

1 Use the Up/Down function keys to select “Enlarge”, press the “Enter” key, and the applicant’s right index press-print will be outlined in blue.

2 Press the “Enter” button on the control pad and the press-print will be enlarged.

3 Verify print clarity. If there is a problem, recapture.

4 Use the Up/Down function keys to select “Exit”, press the “Enter” button on the control pad, and the card preview screen will reappear. Press “Escape” and the card preview screen will appear.

5 Use the Up/Down function keys to select “Signature”; press the “Enter” key, and the “Enter signature of applicant” screen will appear.

6 Verify the applicant’s entire signature is inside the signature block. If there is a problem, recapture.

7 Use the Up/Down function keys to select “Accept”, press the space bar, and the card preview screen will reappear.

Note: If press-print clarity is a problem, refer to the biometrics workstation Operations Guide.

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Quality Assurance (QA) Review (PPPS) (cont’d)

QA Review the Applicant’s Photo & Biographical Data

1 Use the Up/Down function keys to select “Photo”; press the “Enter” key, and the

“Review Images” screen will appear.

2 Use the Up/Down function keys to select “Photo”, and the applicant’s photo will appear.

3 Verify the photo is free of shadows, bright spots, other extraneous features (i.e., camera date/time lines), and is a full-frontal facial view with all facial features identifiable. (See page 4 - 3 of this chapter for exceptions based on religious accommodations.) Make sure the photo is not too dark. If the photo appears dark, ensure the biometrics technician is aware of how to use the backlight setting on the camera or have the biometrics technician use a reflector to enhance the facial features. If there is a problem, retake the photo.

4 Use the Up/Down function keys to select “Done”; press the “Enter” key, and the card preview screen will reappear.

5 Use the Up/Down function keys to select “Demographics”; press the “Enter” key, and the “Demographics” screen will appear.

6 Verify the accuracy of the applicant’s last, first, and middle name (if applicable), and receipt number(s) by comparing the applicant’s Form I-797(s) and picture ID.

If there is a problem, correct the applicant’s biographical information.

7 Verify all receipt numbers are entered and are accurate. If there are more than one receipt number, ensure no duplicate numbers and case types were entered.

8 Press the blue “Page Down” button on the keyboard, and the card preview screen will reappear.

9 Use the Up/Down functions keys to select “QCID” box and press “Enter”. Type in your user ID and press enter.

10 Use the Up/Down function keys to select “Done”; press the “Enter” key, and the log-on screen will reappear.

11 Record the ASC site code, today’s date, and your employee number in the appropriate space of the Biometrics Processing Stamp on the applicant’s appointment notification letter.

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QA Review the Applicant’s Photo & Biographical Data

12 Ensure “FOR OFFICIAL USE” section on the AIW is complete and accurate.

13 Return the applicant’s Form I-797(s) and picture ID to the applicant.

1. The first and last name, receipt number(s), and form types are mandatory data fields. The middle name, social security number (SSN), and A-number data fields should be entered if available but are optional and not required. No suffixes (Sr, Jr, the Second, III, etc.)

will be entered. If the applicant has an A-number, it should be reflected in the Form

I-797 “Applicant:” block above the applicant’s name. The applicant’s name on the Form

I-797 shall be used exclusively, regardless of subsequent name changes. If the applicant does not have a first name, enter “No given name” in the “First” name data field.

2. Multiple receipt numbers shall be entered for applicants that have filed concurrent “Case

Type”, e.g., I-485, I-765, and/or I-131 applications.