Chapter_8_Administrative_Procedures.pdf

Chapter 8

Administrative Procedures

ASC Standard Operating Procedures

Chapter 8: Administrative Procedures

2013 Edition June 2013 8 - 2

Introduction: This chapter provides standardized step-by-step operating procedures for each ASC to ensure consistent procedures are used in approving and processing various administrative actions, such as waivers, rescheduling applicants for biometrics, re-fingerprinting applicants whose fingerprints have been rejected by the Federal Bureau of Investigation (FBI), homebound applicants, GFE accountability, ASC key-control, and any others that USCIS may designate. All ASCs shall implement the procedures established in this chapter.

Table of Sections

Section 8.A: Waivers Sub-section 8.A.1: Ten-Print Sub-section 8.A.2: Press-print Sub-section 8.A.3: Signature Sub-section 8.A.4: Photo Section 8.A Attachments

Section 8.B: Rescheduling Applicants Using SNAP

SNAP Rescheduling Operational Policies & Procedures

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 Operational Policies & Procedures

FBI “Unclassifiable Reject Notices” Re-fingerprinting Applicants Re-fingerprinting Applicants When a Response from the FBI Cannot be Located

Section 8.C Attachments

Section 8.D: Homebound Applicants Background Operational Policies & Procedures Section 8.D Attachments

Section 8.E: Government Furnished Equipment

Section 8.E Attachments

8 - 3

Section 8.F: ASC Key Accountability

Section 8.F Attachments

8.A - 1

Section 8.A: Waivers

Sub-section 8.A.1: Ten-print Waivers

Background: Public Law 105 - 119 requires USCIS to receive confirmation from the Federal Bureau of Investigation (FBI) that a full criminal background-check has been completed before adjudicating an immigration benefit application. At this time, the FBI makes this type of confirmation only in response to queries made by submitting fingerprints.

Operational Policies & Procedures:

Operational Policies: A fingerprinting waiver may never be granted simply because an applicant has fewer than ten fingers. The FBI can produce a criminal background record for an applicant who provides fewer than ten fingerprints. A waiver may only be granted when an ASC ISO or other USCIS officer determines that an applicant can provide no fingerprints, whether they are legible or not. The waiver must not be granted solely because it appears that the prints will be unclassifiable. A fingerprinting waiver may never be granted if the reason an applicant cannot provide fingerprints or cannot provide legible fingerprints is due to a temporary condition.

The determination that an applicant is unable to provide fingerprints because of a physical inability to do so normally is beyond any doubt. If there is a question regarding the possibility of fingerprints being taken, fingerprints should be taken. The determination regarding the fingerprinting of applicants who have accessible fingers but on whose behalf a claim is made that they cannot be fingerprinted for physiological reasons can be far less certain. Unless the ASC ISO is certain of the bona fide inability of the applicant to be fingerprinted, the ASC ISO should request that a psychiatrist, a licensed clinical psychologist, or a medical practitioner who has had long-term responsibility for the care of the applicant submit reasonable documentation.

Only an ASC ISO, USCIS officer supervising a mobile fingerprinting route, or USCIS officer acting in the capacity of an ASC ISO may grant a fingerprinting waiver.

An ASC ISO or USCIS officer may grant a waiver only after s/he:

• Has personally seen the applicant;

• Has attempted to fingerprint the applicant or has observed an ASC biometrics technician attempt to fingerprint the applicant; and

• Determines that the applicant cannot be fingerprinted at all, e.g. the applicant has an arthritic hand for which no finger is exposed enough to print, even with a cadaver spoon.

All applicants, including applicants who believe they qualify for a fingerprinting waiver, must still be scheduled for and appear for fingerprinting at a USCIS designated location. If the applicant has any noticeable impairment that would preclude fingerprinting, or if the applicant, 8.A - 2 or her/his family member or representative, states s/he has an impairment, the biometrics technician should immediately refer the applicant to the ASC ISO. If the ASC ISO determines the applicant has an impairment that prohibits the applicant from providing any fingerprints, the ASC ISO shall proceed with the waiver process. However, if the ASC ISO determines the person can be fingerprinted, the standardized step-by-step procedures of Chapter 3, “Benefit Procedure – Code - 1 Fingerprinting” shall be used. The decision of the ASC ISO not to grant a fingerprinting waiver is final and may not be appealed.

If a biometrics technician determines that s/he cannot capture any fingerprints due to a physical impairment, the technician will refer the applicant to the ASC ISO for a possible fingerprinting waiver.

If an ASC ISO or other authorized USCIS officer grants a fingerprinting waiver, s/he shall follow the standardized step-by-step procedures outlined in this chapter.

Operational Procedures:

Unless special USCIS direction otherwise, the following procedures will be used for fingerprint (ten-print) waivers.

8.A - 3

Fingerprint (Ten-print) Waivers

General Procedure Description: Processing ten-print fingerprint waivers at an ASC.

When to Use This Procedure: When an ASC ISO, USCIS officer supervising a mobile fingerprinting route, or other authorized USCIS officer acting in the capacity of an ASC ISO grants a fingerprint waiver.

Who Performs This Procedure: The ASC ISO shall complete the following actions.

Processing Ten-print Fingerprint Waivers Step Action

1 Sign, date, and note on the applicant’s appointment notification letter that a fingerprinting waiver is granted.

2 Complete Attachment 8.A – A, “Fingerprint (Ten-Print) Waiver Notice”.

3 Complete Attachment 8.A – B, “Police Clearance Notice (Waiver)”.

4 Make two photocopies of the applicant’s appointment notification letter with the ASC ISO’s or USCIS official’s signature, date, and note that a fingerprinting waiver is granted; the “Fingerprint (Ten-Print) Waiver Notice”; and the “Police Clearance Notice (Waiver)”.

5 Staple together the applicant’s original appointment notification letter, original “Fingerprint (Ten-Print) Waiver Notice”, and original “Police Clearance Notice (Waiver)”.

6 Make two separate photocopy packages by attaching the appointment notification letter, “Fingerprint (Ten-Print) Waiver Notice”, and “Police Clearance Notice (Waiver)” with a staple.

7 Give one photocopy package to the applicant.

8 File the second photocopy package in a 3-ring binder in chronological order, e.g.

by date granted, in the ASC ISO’s office. (See Note #1.)

9 Complete a memorandum (see sample memorandum at Attachment 8.A – C) and forward along with the original appointment notification letter, original “Fingerprint Waiver Notice,” and original “Police Clearance Notice (Waiver)” to the service center, field office, or asylum office holding the applicant’s application.

8.A - 4

Processing Ten-print Fingerprint Waivers

(See Note #2.)

Notes:

1. If the ASC ISO approves a fingerprint waiver, the ASC ISO shall maintain a copy of the applicant’s appointment notification letter with a completed Fingerprint (Ten-Print) Waiver Notice” and “Police Clearance Notice (Waiver)” attached in a three-ring binder for a period of three years.

2. If an ASC ISO grants a fingerprint waiver, the waiver must be forwarded as soon as possible to the office holding the application but no later than the next business day after the waiver is granted.

8.A - 5

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

Press-print Waivers

If the applicant’s right index finger is missing, the ASC ISO may authorize a waiver. Though there are age limits associated with the capture of Benefit Procedure Code - 1 ten-print images, the same rule does not apply to Benefit Procedure Code - 2 right-index press-print capture since the use of the fingerprint is different. Consequently, all persons age five or older shall be right-index press-printed unless conditions exist that prevent capture. ASC ISOs should not institute a blanket practice of waiving the right-index press-print simply because the applicant is under 14 years of age, but ASC ISOs can use discretion for waiving the print on a case-by-case basis when conditions exist that prevent the capture of the print.

Documented records of right-index press-print waivers authorized by an ASC ISO are not required.

General Procedure Description: Processing right-index press-print waivers at an ASC.

When to Use This Procedure: Applicant’s right index-finger is missing or ASC ISO determines that conditions exist that prevent capture.

Who Performs This Procedure: The ASC ISO shall grant the waiver and the biometrics technician shall follow the step-by-step procedures outlined in the most current version of the digital workstation Operations Guide.

8.A - 6

Sub-section 8.A.3: Signature Waivers

Signature Waivers

If the applicant is unable to provide a signature, the ASC ISO may grant a waiver. Any applicant who is age five or older should provide her/his signature if possible. ASC ISOs have greater latitude to waive the signature requirement for young children since most young children cannot adequately provide a signature. Documented records of signature waivers authorized by an ASC ISO are not required.

General Procedure Description: Processing signature waivers at an ASC.

When to Use This Procedure: ASC ISO grants signature waiver.

Who Performs This Procedure: The ASC ISO shall grant the waiver and the biometrics technician shall follow the step-by-step procedures outlined in the most current version of the digital workstation Operations Guide.

8.A - 7

Sub-section 8.A.4: Photo Waivers

Photo Waivers

Photo waivers are not authorized.

A – Fingerprint (Ten-Print) Waiver Notice

B – Police Clearance Notice (Waiver)

C – Example of Memorandum Forwarding Ten-Print Waiver and Police Clearance

Notice (Waiver)

Attachment 8.A – A

8.A – A

Department of Homeland Security U.S. Citizenship and Immigration Services

Biometrics Division, Enterprise Services Directorate 4th Floor, MS 2245

111 Massachusetts Ave, NW Washington, DC 20529-2245

FINGERPRINT (Ten-Print) WAIVER NOTICE

Name of Applicant:

A-File Number:

Detailed Description of Condition Warranting this Fingerprint Waiver:

ASC Location:

Date Waiver Granted:

Printed Name of ASC ISO:

Signature of ASC ISO:

Attachment 8.A – B

June 2013 8.A – B

Department of Homeland Security U.S. Citizenship and Immigration Services

Biometrics Division, Enterprise Services Directorate 4th Floor, MS 2245

111 Massachusetts Ave, NW

POLICE CLEARANCE NOTICE

(Waiver)

Date: ________________________ A # : ________________________

Citizenship and Immigration Services has determined you are unable to provide legible fingerprints for the purpose of conducting a FBI criminal background check. Therefore, you are required to provide alternate documentation to establish your eligibility for the benefit you seek.

Obtain police clearance(s) from:

• For I - 881 applicants, every jurisdiction where you have lived in the United States during the past seven (7) years.

• For all other benefits, every jurisdiction where you have lived for six (6) or more months in the United States during the past five (5) years.

If you have EVER been arrested, cited, charged, indicted, convicted, fined, or imprisoned, obtain the arrest report(s), certified court or other final disposition document(s), probation report(s) (if applicable), including records that have since been expunged, for each offense. If a record or other document is not available, you must obtain documentation from the appropriate agency as to its unavailability.

After you have obtained your police clearance(s) or disposition records, you must:

• Bring the documents to your interview.

• Mail the documents, along with a copy of this notice, to the USCIS Office listed below:

Attachment 8.A – C

June 2013 8.A – C

Example of a Memorandum Forwarding Ten-Print Waiver and Police Clearance Notice (Waiver)

Date: __________________

MEMORANDUM FOR USCIS, DISTRICT DIRECTOR, ___________ DISTRICT /

OFFICER IN CHARGE / SERVICE CENTER DIRECTOR

FROM: ASC ISO

_____________, ASC

SUBJECT: Fingerprint Waiver and Police Clearance Notification

Attached please find a Fingerprint Waiver Notice, which explains in detail why a fingerprint waiver was required, and a Police Clearance Notice (Waiver) for Mr./Mrs./Ms.

______________, A-number_________________. Please pass these documents to the individual adjudicating Mr./Mrs./Ms. ________________ application.

Attachments:

Fingerprint Waiver Notice Police Clearance Notice (Waiver)

8.B - 1

Section 8.B: Rescheduling Applicants Using SNAP

Background: Formerly, many USCIS entities scheduled applicants into the ASCs for biometrics capture: the National Scheduler (Enterprise Edition “EE” or CLAIMS-4), the Scheduling and Notification of Applicant for Processing (SNAP) scheduler, the National Customer Service Center (NCSC) scheduler, service centers, district offices, sub-offices, and satellite offices. Now, there are essentially three: SNAP, EE (or CLAIMS4), and courts. Walk-ins can still occur for asylees and military personnel. Usually, ASCs are only involved in rescheduling applicants for which the ASC received a Federal Bureau of Investigation (FBI) “Unclassifiable Reject Notice”. The Biometrics Division Processing Unit (BPU) uses the SNAP scheduler for applicants’ mailed in rescheduling requests.

SNAP rescheduling is the standard by which most reject notices and applicant-requested reschedules are done. SNAP reschedules will have priority in the scheduling system, usually being scheduled in the first available time slot within the 13 to 28 calendar-day SNAP scheduling window. If an ASC has a backlog (no appointment slots available in the scheduling window), the SNAP rescheduling request will be at the top of the waiting list.

ASC ISOs must check the SNAP “Rejected Prints to Reschedule” listing at least once a week, preferably daily, to assure that those first-time FBI rejects are expeditiously scheduled through the automated SNAP rescheduling process.

SNAP can also be used for emergent cases that require short notice response and a quick turn around. The SNAP Systems Administrator (usually the ASC ISO) has the permissions to provide an applicant who needs a scheduling notice quickly within the normal 10-day SNAP non-scheduling period.

Operational Procedures: SNAP rescheduling will be used for those applicants that mail notices to the BPU requesting to reschedule their original appointment notice.

Also, the SNAP rescheduling application should be used for rescheduling applicants for which a FBI reject notice was received for their first set of fingerprints and they need to return for taking a second set of fingerprints. It can also be used for all other rescheduling requirements where a minimum of 13 days is not an issue. If a 13-day wait is an issue, the SNAP Administrator can issue an appointment notice by overriding the system.

Access to the SNAP application is available through the Internet. The procedures for using the SNAP rescheduling application are listed in the following sub-sections and reference the “SNAP ASC User’s Guide” at Attachment 8.B – A.

There are four types of SNAP rescheduling actions that should accommodate all ASC rescheduling requirements:

1) Single applicant rescheduling request, 8.B - 2

2) Family group rescheduling request,

3) First-time FBI reject, and

4) Rescheduling request from applicant’s lawyer.

8.B - 3

SNAP Log-In

General Procedure Description: These procedures are used to log-in to the SNAP rescheduling application through the internet.

When to Use This Procedure: When an ASC member needs to use the SNAP rescheduling application.

Who Performs This Procedure: The ASC ISO, Site Supervisor, or other contract staff trained to use the SNAP rescheduling application shall complete the actions in this section.

SNAP Log-In

1 Through Internet Explorer, type “http://161.214.62.56” on the address field. This will open the SNAP system web site home-page and the “SNAP Login Screen”.

To keep from having to type the address every time, make the SNAP web-page one of the favorites on the computer. (NOTE: Once on the web site, if there is no activity for 20 minutes, the web server will automatically log the user off the web site.)

2 Enter your SNAP user ID and password. Remember: The password is case sensitive. So insure your capital letters and lower case letters are correct, along with any special characters. The “Data Entry” screen will appear. (This is the default screen for all SNAP functions.)

http://161.214.62.56/

8.B - 4

Single Applicant Rescheduling Process

General Procedure Description: These procedures are used to reschedule a single applicant using the SNAP rescheduling application.

When to Use This Procedure: When an applicant sends in her/his original appointment notice and requests to reschedule her/his ASC appointment.

Single Applicant Rescheduling Process

1 After log-in, the default screen will be a partial “Data Entry” screen. Enter the required data either manually or using the barcode scanner.

A. Manual Entry: Type either the A-number or the SSN in the appropriate field. (You do not need both fields completed – one or the other is all that is necessary.) Using the pull-down menu in the “Form Type” field, select the correct form type. Click on the “Create” button.

B. If you desire to use the barcode scanner, click on the “Scan Barcode” button and then scan the 2-D barcode.

2 The full data-entry screen should appear with “Date of Birth” line, “Last Name” line, “Street Address” line, and “City” line. In the area to the right of the “Zip Ext.” box at the end of the “City” line, either one of two entries will be displayed:

A. ‘Not Scheduled’. This means that the applicant does not have a current SNAP scheduled appointment. While the applicant does have an appointment notice (the one being rescheduled), that notice may have been made by the district, through CLAIMS4 (N-400), or some other means, but not through SNAP. The buttons “Schedule” and “Delete” should be displayed below ‘Not Scheduled’.

B. ‘Scheduled’ with the ASC listed under schedule, and the date and time listed under the ASC. This data reflects the current appointment place, date and time that is in the SNAP system (and in most cases, should be the same as the appointment notice being rescheduled.) The buttons “Reschedule” and “Update” should be displayed below the ‘Scheduled” information.

8.B - 5

In either case, data fields listed on the entire “Data Entry” screen need to be entered.

If you used the manual entry in Step #1 above, you will have to manually enter all the required data fields. If you used the 2-D barcode, the required data should be displayed. Confirm that the SNAP displayed data is the same that is on the applicant’s appointment notice. (The “Attach Attorney” function is discussed later.)

3 For requested reschedules, the “Reason Code” should be ‘STANDARD’. Click on the pull down menu and highlight the ‘STANDARD’ entry. Assure all the other mandatory fields have been completed: “Last Name”, “Street Address”, “City”, “State”, and “Zip Code”.

4 If changes are made from the barcode scanned data, i.e., an address change written on the appointment notice, make the change and click on the “Update” button to save the changes. (If the “Update” is not made, the changes will not be captured in

SNAP.)

Once all the required data has been entered (and ‘updated’ if necessary), click on the “Schedule” or “Reschedule” button, as appropriate. The Administrative Scheduling screen will appear with “Specify ASC” and “Specify Date” fields defaulted to ‘AUTOMATIC’. If the applicant has not requested a specific date, then click the “Schedule Applicant” button.

5 If the applicant requested a specific date, enter the date – MM/DD/YYYY – in the “Specify Date” field. SNAP will automatically display the ASC’s capacity table for that date, showing the date/hour, original capacity and remaining capacity, by hour. Click on any date/hour slot with at least one in the remaining capacity column. Click the “Schedule Applicant” button.

6 The “Schedule Applicant(s)” screen should now appear with following lines:

ASC: X-code and name Appointment: Date and time Applicant(s): Last name first.

7 Write the date and time of the new appointment on the original appointment notice.

Store the annotated appointment notice until it can be properly filed per filing instructions in Chapter 2.

8.B - 6

8 If another applicant needs to be scheduled, click on the “Enter New Application” button and proceed to reschedule the next applicant. If finished scheduling, click on the Log Out tab and exit the internet.

1. If there is no activity on the SNAP web site for 20 minutes after a user logs on, the user will automatically be logged off.

2. If a lawyer is affiliated with the applicant, see “Rescheduling Request from the

Applicant’s Lawyer” at the end of this section.

8.B - 7

Family/Group Rescheduling Process

General Procedure Description: These procedures are used to reschedule a family/group application using the SNAP rescheduling application.

When to Use This Procedure: When an applicant sends in her/his original appointment notice and requests to reschedule her/his family/group ASC appointment.

Family/Group Rescheduling Process

1 After log-in, the default screen will be a partial “Data Entry” screen. NOTE:

While the initial steps to schedule a family/group are the same for a single applicant (and are repeated hereunder), the addition of additional family/group members is made BEFORE actually scheduling the new appointment.

To begin the family/group rescheduling, enter the required data either manually or using the barcode scanner for the first member of the family/group.

appointment notice (the one being rescheduled), that notice may have been made by the district, through CLAIMS4 (N-400), or some other means, but not through SNAP. The buttons “Schedule” and “Delete” should be displayed below ‘Not Scheduled’.

B. ‘Scheduled’ with the ASC listed under schedule, and the date and time

8.B - 8

Family/Group Rescheduling Process Step Action listed under the ASC. This data reflects the current appointment place, date and time that is in the SNAP system (and in most cases, should be the same as the appointment notice being rescheduled.) The buttons “Reschedule” and “Update” should be displayed below the ‘Scheduled” information.

In either case, data fields listed on the entire Data Entry screen need to be completed.

If you used the manual entry in Step #1 above, you will have to manually enter all the required data fields. If you used the 2-D barcode, the required data should be displayed. Confirm that the SNAP displayed data is the same that is on the applicant’s appointment notice. (The “Attach Attorney” function is discussed later.)

“State”, and “Zip Code.”

save the changes. (If the “Update” is not made, the changes will not be captured in

SNAP.)

Once all the required data as been entered (and ‘updated’ if necessary), click on the “Reschedule” button. The Administrative Scheduling screen will appear with “Specify ASC” and “Specify Date” fields defaulted to ‘AUTOMATIC’.

If the applicant has not requested a specific date, then click the “Add an Applicant to the Group” button.

5 If the applicant requested a specific date, enter the date – MM/DD/YYYY – in the “Specify Date” field. SNAP will automatically display the ASC’s capacity table for that date, showing the date/hour, original capacity and remaining capacity, by hour. Click on any date/hour slot with at least two or more in the remaining capacity column. (SNAP will assure the entire group is scheduled in consecutive time slots.) Click the “Add an Applicant to the Group” button.

6 Continue to add applicants until the family/group have all been entered. Note: As you add additional names to the family/group, the “Group Members” area to the right of the “Create” button should be updated. Once the last family/group member

8.B - 9

Family/Group Rescheduling Process has been entered, click on the “Schedule Group” button.

7 The “Schedule Applicant(s)” screen should now appear with following lines:

ASC: X-code and name Appointment: Date and time Applicant(s): Last name first. (Note all the family/group names should be listed.)

8 Write the date and time of the new appointment on the original appointment notice(s). Store the annotated appointment notice(s) until it can be properly filed per filing instructions in Chapter 2.

9 If another applicant needs to be scheduled, click on the “Enter New Application” button and proceed to reschedule the next applicant(s). If finished scheduling, click on the Log Out tab. Exit the internet.

1. If there is no activity on the SNAP web site for 20 minutes after a user logs on, the user will automatically be logged off.

2. If a lawyer is affiliated with the applicant, go to “Rescheduling Request from the

Applicant’s Lawyer” at the end of this section.

8.B - 10

First-time FBI Reject Rescheduling Process

General Procedure Description: These procedures are used to reschedule a first-time FBI reject applicant using the SNAP rescheduling application.

When to Use This Procedure: When the ASC receives a reject notice from the FBI and needs to reschedule the applicant for her/his second set of fingerprints.

A full-day’s rejected fingerprint results can now be rescheduled through SNAP in a few clicks.

1. On the Reports tab, select “Approve Rescheduling of Unclassifiable prints”.

8.B - 11

SNAP displays all applicants with a single unclassifiable fingerprint result from the FBI which the SNAP Administrator has not yet approved for rescheduling or withheld from rescheduling.

Applicants with two unclassifiable fingerprint results in the last 15 months will not be displayed.

To approve all applicants for rescheduling, simply leave all applicants selected (checked) and click the Reschedule button. To withhold an applicant from rescheduling, uncheck the checkbox in his or her row.

8.B - 12

In the example below, the SNAP administrator has unchecked an applicant’s box, causing his row to turn white. When the SNAP administrator clicks the Reschedule button, all applicants will be marked for rescheduling, except the excluded (unchecked) applicant.

8.B - 13

A confirmation page then appears, summarizing which applicants will be rescheduled and which will not. Click OK to proceed with these selections, or Cancel to return to the previous screen and alter your selections.

8.B - 14

Once the OK button is clicked, SNAP marks which applicants have been OK’d or not OK’d for rescheduling. SNAP then returns to the Reject Report, which should display no records, because all rejected applicants have been approved (or disapproved) for rescheduling.

8.B - 15

Rescheduling Request from Applicant’s Lawyer Process

General Procedure Description: These procedures are used for requests for rescheduling from a lawyer either for a single applicant or for a family/group using the SNAP rescheduling application.

When to Use This Procedure: When an applicant’s lawyer sends in her/his applicant’s original appointment notice and requests to reschedule her/his applicant’s ASC appointment.

Rescheduling Request from Applicant’s Lawyer Process

1 Whether a single or family/group rescheduling request from a lawyer, the procedures are similar to the proceeding sections. Remember: For a family/group, one or all of the family/group members may be represented by the same lawyer, different lawyers, or some of the members may have no lawyer. Therefore, for each applicant, the process needs to be completed to assure the right affiliations are maintained.

After log-in, the default screen will be a partial “Data Entry” screen. Enter the required data either manually or using the barcode scanner.

appointment notice (the one being rescheduled), that notice may have been made by the district, through CLAIMS4 (N-400), or some other means, but not through SNAP. The buttons “Schedule” and “Delete” should be

8.B - 16

Rescheduling Request from Applicant’s Lawyer Process Step Action displayed below ‘Not Scheduled’.

B. ‘Scheduled’ with the ASC listed under schedule, and the date and time listed under the ASC. This data reflects the current appointment place, date and time that is in the SNAP system (and in most cases, should be the same as the appointment notice being rescheduled.) The buttons “Reschedule” and “Update” should be displayed below the ‘Scheduled” information.

In either case, data fields listed on the entire Date Entry screen need to be entered.

If you used the manual entry in Step #1 above, you will have to manually enter all the required data fields. If you used the 2-D barcode, the required data should be displayed. Confirm that the SNAP displayed data is the same that is on the applicant’s appointment notice.

“State”, and “Zip Code”.

save the changes. (If the “Update” is not made, the changes will not be captured in

SNAP.)

If this applicant has a lawyer, click on the “Attach Attorney” button. This will bring up “Search for Attorney” screen.

5 Since schedule notices must be mailed to the applicant’s attorney if the applicant has one, SNAP maintains a list of attorney’s who have represented applicants in their dealings with USCIS. Once an attorney is on the list, the attorney’s data need not be re-entered. Therefore, the first thing to do is to determine if the attorney who requested the reschedule is already in the SNAP system.

A. Type in any of the attorney’s data in the correct field under “Search for Attorney”. For example, to search by last name, type in the attorney’s last name in the “Last Name” box and click the “Search” button at the bottom of the “Search for Attorney” column. The new screen will have the both the “Search for Attorney” column and a “Search Results” column with all the attorneys in the USCIS SNAP database with that last name.

8.B - 17

Rescheduling Request from Applicant’s Lawyer Process Step Action

B. Find the appropriate attorney and click on that attorney’s last name. This will bring up detailed information on that attorney. If the selected attorney is not the correct one, click on the “Search for Attorney” field upon which the original search was made, and the original list of the “Search Results” will appear. Select another attorney and determine is this is the correct one.

6 Once the correct attorney is determined by assuring the name, firm and address are the same as on the lawyer’s request, click on the “Submit” button. The resulting new screen will be the primary applicant data-entry screen with the selected attorney’s information displayed at the bottom.

If, however, the attorney’s data has change (for, example, an address change or firm change), still select the most appropriate listed attorney, and on the primary applicant data screen, click on the “Edit Attorney” button. Make the necessary changes. Click on the “Submit” button to effect the changes and return to the primary applicant data-entry screen.

If the attorney is not in the SNAP database, select any attorney’s name. Once back to the primary applicant data-entry screen, click on the “Edit Attorney” button and make corrections to all the data fields to add the new attorney. Click “Submit” to save the new attorney’s data.

7 Complete the rest of the rescheduling as per the appropriate section either for a single applicant or for a family/group.

8 If another applicant needs to be scheduled, click on the “Enter New Application” button and proceed to reschedule the next applicant. If finished scheduling, click on the Log Out tab and exit the internet.

8.B Attachments

Section 8.B Attachments

A – SNAP ASC User’s Guide

B – Typical SNAP Notice

C – Fingerprint Notice Requesting Rescheduling

Attachment 8.B – A

8.B – A - 1

SCHEDULING AND NOTIFICATION FOR APPLICANT

PROCESSING (SNAP)

ASC USER’S GUIDE

Citizenship and Immigration Services 20 Massachusetts Avenue NW

Washington, DC 20536

September 11, 2006

June 2013 8.B – A - 2

Table of Contents

Section Page

1.0 INTRODUCTION 8.B.1 – A - 3

2.0 SNAP LOGIN 8.B.1 – A - 4

3.0 BASIC SCHEDULING 8.B.1 – A - 5

3.1 Data Entry Screen 8.B.1 – A - 5

3.1.1 Schedule a New Individual Applicant 8.B.1 – A - 5

3.2 Family 8.B.1 – A - 12

4.0 SEARCH CAPABILITY 8.B.1 – A - 16

4.1 Search Results 8.B.1 – A - 19

5.0 ADD (ATTTACH) AN ATTORNEY TO AN APPLICATION 8.B.1 – A - 21

5.1 Search for Attorney Already in Database 8.B.1 – A - 22

5.2 Edit an Existing Attorney Record 8.B.1 – A - 24

6.0 ACCOUNT MANAGEMENT 8.B.1 – A - 25

6.1 Create New User Account 8.B.1 – A - 26

6.2 Reset a User’s Password 8.B.1 – A - 27

7.0 SNAP CONTACTS 8.B.1 – A - 28

June 2013 8.B – A - 3

1.0 INTRODUCTION

This user’s guide describes the basic functional capabilities of the Scheduling and Notification of Applicants for Processing (SNAP) system that automatically schedules Department of Homeland Security’s (DHS) United States Citizenship and Immigration Services (USCIS) benefit applicants into available time slots at appropriate fingerprinting locations and notifies the applicant of her/his appointment time and location. The SNAP system also performs notification printing and statistical reporting.

This document provides a guide for the ASC user to access and perform the standard SNAP functions. These functions allow the user with the necessary information to login to the web site with their assigned user ID and password and perform the scheduling functions within the SNAP website (maintained at USCIS headquarters in Washington DC.)

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SNAP LOGIN

To login and access SNAP, perform the following steps:

1. Launch the Internet Explorer web browser by typing the following address into the universal reference link (URL) address field near the top of the web browser window:

http://161.214.62.56. This link will open the SNAP system website’s home and login page. Users will be required to log in to the website by typing in their assigned User ID and Password for the client-based SNAP software.

2. The following login screen will be displayed:

Figure 1. SNAP Login Screen

3. Upon log-in, the default partial “Data Entry” screen will appear (see Figure 2). Note that there are some tabs along the top of the screen which provide access to various functions within the SNAP application. These functions will be discussed in the following chapters.

http://161.214.62.56/

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3.0 BASIC SCHEDULING

3.1 Data-Entry Screen

3.1.1 Schedule a New Individual Applicant

1. To enter the data for a new applicant, click on the Data Entry tab at the top of the screen.

(This screen is the default (first) screen that the user sees once logged into the SNAP system.)

Figure 2. New Applicant Screen

2. Enter data in all of the mandatory fields and in the optional fields where applicable. A-number and SSN are mandatory; however, only one must be filled in. Either one of the two fields can be entered although the operator should fill in both if they are available.

Whichever field is filled in will render the other one optional. Note: Form Type is a mandatory field.

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If you have a barcode scanner and a two-dimensional barcode to scan from the original appointment notice or reject notice, click the “Scan Barcode” button and the scan the 2-D barcode. SNAP will retrieve the applicant’s record automatically. If you do not have a barcode scanner (or a two-dimensional barcode) continue with manual entry of the applicant’s information.

Operators can use either the tab key or the mouse to move from field to field. Using the tab key will automatically move the cursor to the next field.

After the fields are entered, the user must click “Create”.

This action will navigate the user to the full Data-Entry screen if a duplicate entry is not found.

Figure 3. Data-entry Screen

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3. After clicking the “Create” button, the full data-entry screen will be displayed in which the user can enter in the remaining record data. Notice the fields that are colored in yellow and indicate mandatory records. These records include:

• Date of Birth

• Reason Code

• 10prints and /or Photos

• Care of Name

• Last Name, First Name, Middle Name

• Street Address

• City, State, Zip Code, Zip Ext.

Figure 4. Data-entry Screen after Creation of New Record

4. When all of the data has been entered, click “Schedule.” If any fields have been left blank or contain invalid data, a warning message will appear and the operator must either fill in or correct the data. Click ‘Update’ after any corrections have been made.

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See Figure 5 for an example of a warning message for the Zip Code not matching the correct state:

Figure 5. Warning Message for Zip Code Mismatch

5. The operator can then click “Schedule” to set an appointment date for the applicant or add an additional member to the group. Figure 6 below shows the “Schedule” button and the “Delete” button along with the schedule status of the applicant. Currently, the status of “Not Scheduled” is shown.

Figure 6. Schedule and Delete Buttons

6. If the applicant is already scheduled, then the user will see the following figure with a “Reschedule” button and an “Update” button.

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Figure 7. Reschedule and Update Buttons

The schedule status of the applicant will display the word “Scheduled” along with the ASC to report to for fingerprinting and the date and time of the appointment.

7. Clicking the “Schedule” or “Reschedule” button will bring up the following screen. The user can then schedule the current applicant or add another applicant member into the group.

Clicking the “Reschedule” button will remove the applicant’s existing appointment. No appointment date or time will be listed in the Appointment column on the following screen.

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Figure 8. Schedule Current Applicant or Add Applicant Member to Group

8. SNAP automatically determines the nearest ASC to the applicant’s zip code. This ASC is displayed in the ASC column above. To override this selection and manually specify an ASC, select an ASC from the “Specify ASC” drop-down list.

9. Before assigning an appointment date and time, SNAP displays all other applicants who belong to the same group (or family) who have been entered into SNAP. Members of a group will all be scheduled to the same date and time if possible.

If a new applicant record is being created, only one name (the new applicant) will be displayed. Click “Add an Applicant to the Group” to add another applicant.

Clicking on the name of a group member will bring up that applicant’s Data Entry page.

To reschedule an existing group, click on each group member’s name, and then click “Reschedule” on the Data Entry page. Each click of the “Reschedule” button returns the

June 2013 8.B – A - 11 user to the list of all group members; after each click of the “Reschedule” button, the Appointment column of the applicant rescheduled becomes blank.

When rescheduling one or more members of an existing group, only those applicants with no date listed in the “Appointment” column above will be rescheduled.

10. By default, SNAP will automatically select the next available date for an appointment;

however, if the user requires a specific date, then the Specify Date field can be selected and filled with this required date. A capacity table will automatically display the appointment dates and times, the original capacity, and the remaining capacity. The user will then click the appointment date to populate the Specify Date field.

Figure 9. Administrative Scheduling to Specify Date

11. Click “Schedule Applicant” to schedule the applicant. The ASC and the date and time of the appointment assigned to the applicant will be displayed on the following page. All appointments are between ten and 23 days in the future.

No scheduling notice will print at the ASC; scheduling notices will be printed and mailed at the Service Center.

If no appointment slots are available at the ASC closest to the applicant, SNAP will hold the scheduling request and automatically schedule the applicant as soon as capacity becomes available -- generally 24 days in the future.

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3.2 Family

An applicant can be added to the group by pressing the “Add Another Applicant to the Group” button. The user will be navigated to the Data-Entry screen with a display of current member(s) in the group.

Figure 10. Add Another Applicant to the Group Button

The first applicant’s information will be stored in SNAP until the operator indicates that all members of the group have been entered. The data entry fields will clear, and the operator should enter the next group member, and then click “Create.”

The user will be navigated to the full data-entry screen with the remaining fields displayed for completion. After all fields are entered, the user can click “Schedule” once more.

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Figure 11. Data Entry Screen for Completion of Scheduling

12. If there are only two applicants in the group, choose “Schedule group.” If there are more applicants to be added, choose “Add Another Applicant to the Group.” Continue entering group data until the group is complete.

Notice the two group members listed in Figure 12 on the next page.

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Figure 12. Schedule Group

13. On the last member of the group, click “Schedule Group.” The entire group will, if possible, be scheduled into the first available one- or two-hour slot at the appropriate fingerprinting location. A confirmation of scheduling message will appear, listing all the members of the group, ASC location, and date and time of their appointment. Scheduling notices will be printed for each member in the group.

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Figure 13. Data-entry Screen

14. If scheduling is not possible, SNAP will display a message to that effect, and the group will need to be manually scheduled by an administrator at a later time.

IMPORTANT NOTE: A “group” has nothing to do with the relationships between members.

Creating a group only means that SNAP will look for consecutive time slots at one fingerprinting location so that the group members can all go on the same day and time. When SNAP schedules a group, it selects the fingerprinting location based on the ZIP Code of the first member of the group, because it assumes that all members of the group live in the same ZIP Code, as would usually be the case with for a family. Therefore, if you have a family to be scheduled, but members live in different parts of the country, do not schedule them as a “group.” Schedule each family member individually, unless you know for a fact that they are all going to travel to the fingerprinting location of the first family member you enter.

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4.0 SEARCH CAPABILITY

As shown in Figure 14 (on the next page), users can search the SNAP Online website by the following criteria:

• Receipt Number

• A-number

• Social Security Number

• Form Type (choose from drop down list)

• ASC Site Code

• Appointment Date (in MM/DD/YYYY format)

• Partial or Full Last Name

• Partial or Full First Name

• Operator or User ID

• Status (choose from drop down list)

Each of these criteria must be in whole form, except for the first or last name. For example, a user could search by last name “Smith,” or by last name “Sm”. Other than this exception, the system does not accept searches on partial information on any other fields and will either refuse the search criteria or return no records that matched the selected criteria. When you have completed this screen, click the Search button.

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Figure 14. Search Screen

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Figure 15 shows the display of results for the applicant last name ‘Test’:

Figure 15. Search Results for ‘Test’ Last Name

You can clear the data-entry fields and start over by clearing the populated field(s) and reentering new search criteria prior to clicking the ‘Search’ button.

While the system processes the search, the screen will pause until the results are displayed.

Please allow the system to process your search request for at least 30 seconds.

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4.1 Search Results

As shown in the following screen capture, the Search Results screen displays a list view showing each of the matching results to the search criteria. Each matched result can be drilled down and details of the record displayed when the user points the mouse over the record, which highlights the record. The user will then double click the highlighted record. The example shown in Figure 16 is the result of a search on the last name “TEST” with the appointment date of ‘08/14/2006.’

Figure 16. Search Results

Simply double click on the record inside the search result list view to select it.

To keep your original search criteria (in this case, last name “TEST”) but add another parameter, click inside the additional field of interest and then click ‘Search’.

Double clicking the highlighted record will navigate the user to the Data Entry tab with the field values populated with the applicant’s information.

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The user can modify the information in this screen and update the applicant’s record by clicking the ‘Update’ button.

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5.0 ADD (ATTACH) AN ATTORNEY TO AN APPLICATION

Since schedule notices must be mailed to the applicant’s attorney if the applicant has one, SNAP maintains a list of attorneys who have represented applicants in their dealings with USCIS.

These attorneys can be “attached” to the application by following the instructions below. When the notices are printed, they will be addressed to the attorney, not the applicant. Click the “Attach Attorney” button in the middle left side of the form on the Data-Entry screen (Figure 17). This action will navigate the user to the Search for Attorney Screen (Figure 18).

Figure 17. Attach Attorney in Data-Entry Screen

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5.1 Search for Attorney Already in Database

Clicking the “Attach Attorney” button displays the “Search for Attorney” screen (Figure 18).

Figure 18. Search for Attorney

Once an attorney is on the list, the attorney’s data need not be re-entered for new applications using that attorney. Therefore, the first step when dealing with an applicant who has an attorney is to determine whether the attorney is already in the SNAP list.

1. Type in any of the attorney’s data in the correct field. For instance, to search by last name, type the attorney’s last name into the “Last Name” field. Click the “Search” button. The Search Results will display existing attorney records matching the search criteria to the right of the screen.

2. A single click on an attorney record name will display the detailed attorney field information. If this is the attorney that is desired for attaching to the applicant record, June 2013 8.B – A - 23 click “Submit.” Updating any existing attorney field values will modify the attorney record in SNAP.

3. The operator will be returned to the primary applicant data-entry screen, and the selected attorney’s information will now appear at the bottom. Note that the information in these fields, as shown in Figure 19, can be altered only by using the Attorney screen. The operator cannot type within them on the primary application data entry screen as the attorney fields are grayed out.

Figure 19. Applicant with Attached Attorney

Now the operator can schedule the applicant or continue to add members to a group, as usual.

Note: It is possible that different members of a group being scheduled together may have different attorneys, or no attorney.

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5.2 Edit an Existing Attorney Record

Click “Attach Attorney” or “Edit Attorney” in the applicant data entry screen. Type any of the attorney’s data into the correct field. For instance, to search by last name, type the attorney’s last name in the “Last Name” field. Click the “Search” button. All attorneys with that last name will appear in the box below the data-entry form (Figure 19).

1. Click on the desired attorney, which will populate the address information.

2. Click in any of the fields that need to be changed and type the correct information.

3. Click the “Submit” button. This action will attach the selected attorney to the current application.

Now the operator can schedule the applicant or continue to add members to a group, as usual.

Note that it is possible that different members of a group being scheduled together may have different attorneys, or no attorney.

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6.0 ACCOUNT MANAGEMENT

Selecting the Account tab allows a user to change her/his password. New users are prompted to update their passwords immediately upon logging on to SNAP.

Figure 20. Account Tab

Perform the following steps to change your password:

1. Enter your Operator ID.

2. Type your old password (or the temporary password that was assigned to you).

3. Type a new password (this password must be eight or more characters long and include at least one number, one special character (!@#$%^&...), and at least one letter)

4. Retype the new password to confirm this new password.

5. Click the Submit button to complete the change of password.

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6.2 Create New User Account

Administrators will be required to create a SNAP account for a member of staff.

Figure 21. Account Tab for Create New SNAP User

Perform the following steps to create a new user account.

1. Provide a new Operator ID. All Operator IDs at your ASC should begin with your ASC’s X code (e.g., XBB for Glenmont, XBA for Baltimore, etc.)

2. Specify the user’s First Name and Last Name

3. From the Role drop-down list, select the role of the new user.

• Data entry – these users are standard SNAP users who can reschedule, edit, and create records

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• Query – these users are read-only users

• Administrator – these users can reschedule, edit, and create accounts, but can also create new user accounts and reset passwords.

4. Enter an initial password (this…