RRB12R004 FMIS Attachment 8.doc

RRB12R004

Attachment 8

FMIS

NOTIFICATION OF PERSONAL IDENTITY VERIFICATION REQUIREMENTS

Background

Homeland Security Presidential Directive 12 (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors, established a policy for all Federal agencies to create and use a government-wide secure and reliable form of identification for their Federal employees and contractors. This policy is intended to ensure a more complete, reliable, and trusted identification of individuals and for controlling the access of Federal employees and contractors to Federal physical facilities and information systems.

This notification is issued to applicants for employee and certain contractor positions with the Railroad Retirement Board (RRB) to describe the personal identity verification policies of this agency.

Applicant Identification Responsibilities

As an applicant for a position as an employee or contractor with the RRB, you are required to do the following in order to complete your application process:

· Appear in person before the appropriate RRB official and present two forms of identity source documents to prove your claimed identity. The identity source documents must be in original form and come from the list of acceptable documents shown below. At least one document shall be a valid State or Federal government issued picture identification (ID).

· Complete and bring with you the enclosed Standard Form (SF) 85, OPM Questionnaire for Non-Sensitive Positions, or an equivalent form to provide the required background information; so that a background check can be completed, unless one was previously done, remains on file, and can be referenced. (For additional copies of this form go to http://www.opm.gov/forms.)

· Submit to having your picture and fingerprints taken.

Once a background check has been completed, and no derogatory information is developed, you will be required to:

· Appear in person to the authorized RRB official to collect your PIV (Personal Identity Verification) Card. At that time, you will again be required to present a state or Federal government picture identity source document to verify that you are the same individual as the one who applied for the employee or contractor position and submitted the identity information required under this policy.

· Accept the PIV Card by signing for the card and acknowledging the related responsibilities.

Responsibilities of Holding a PIV Card

When you are issued a PIV Card, you have the following responsibilities regarding its care and protection. You will be asked to sign a statement acknowledging your responsibilities. Some of the important responsibilities are:

· You are required to protect your PIV Card from loss or theft. However, in the event that your card is lost or stolen, you must report the loss within 24 hours of noting its disappearance.

· You agree that you will not attempt to clone, modify, or obtain data from any PIV Card.

· You agree that you will not assist others in gaining unauthorized access to Federal facilities or information.

Protection of Applicant Information

The following information provided by you will be used as part of the process of identity proofing, registration/enrollment, conducting a background investigation, and issuance of a PIV Card:

· Applicant’s full name;

· Date and place of birth;

· Identity source documents; and

· Other relevant information useful for proving the claimed identity of the applicant.

This information will be stored in secure electronic media or in locked files. Access to the records is limited to those individuals who have a need to know the information in order to perform official functions under the PIV issuance process.

Notification of Results of Identity Proofing

If, as a result of the identity proofing process, you are deemed ineligible to be appointed to the position for which you applied and to be issued an official RRB identity document, you will be notified in writing of the identity proofing results. You will also be notified at that time of any additional rights you have under the RRB’s identity proofing processes.

Rights If PIV Card Is Not Approved for You

If you are denied a PIV Card, you have the right to appeal that decision Your appeal should start with a request to the Director of Human Resources to review your case. [Note: If the position/contract you seek is in the Office of Inspector General (OIG), you should appeal to the Assistant Inspector General for Investigations in the OIG.] Your request must be made within five workdays of receiving notification of the denial, and should specify the basis for your belief that the decision to deny you a PIV Card was incorrect. If you are not satisfied with the decision at this stage, you may make a further appeal to the Director of Administration [or the Inspector General in the case of a position/contract in the OIG] within five workdays of receiving the decision at the initial stage of the appeal.

Correcting Incorrect Information

You have the right to present evidence to correct any information that you believe to be incorrect that is obtained about you as a result of the PIV Card identity proofing, registration/enrollment, and issuance. Such evidence should be presented to the Director of Human Resources [or the Assistant Inspector General for Investigations in the OIG for a position/contract in the OIG] as soon as you become aware of a decision being made about you based on the incorrect information. A PIV Applicant Representative is available to assist you in removing incorrect information from your records. The name of your PIV Applicant Representative is Pamela Martin-Tate. She can be reached at telephone number 312-751-4943.

Privacy Rights

The information collected during the PIV process may be disclosed in accordance with the Railroad Retirement Board’s published routine uses as stated in System of Records RRB-46 and RRB-48 and as otherwise permitted under the Privacy Act of 1974 (5 U.S.C. § 552a), including disclosure: to the Office of Personnel Management, the Merit Systems Protection Board, the Equal Employment Opportunity Commission, and the Federal Labor Relations Authority upon an authorized request; to agencies, contractors, and others to administer personnel and payroll systems, for debt collection and for employment or security investigations; to law enforcement agencies if the Railroad Retirement Board becomes aware of a possible violation of a law or regulation; to a Congressional office in response to requests made on your behalf; to the Department of Justice, courts, and counsel during litigation; to unions if needed to perform their authorized duties; to other agencies under approved computer matches; and as otherwise authorized by law or regulations.

Violations of Privacy

Any person who knowing and willfully discloses information in violation of the Privacy Act is subject to civil, criminal and/or administrative penalties.

Please contact the Bureau of Human Resources (312/751-4580) with any questions regarding the information contained in this notice.