07a_Attachment A _ Onboarding Process.docx
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Attachment A is a detailed onboarding process document for non-federal users within the USDA's Research, Education, and Economics (REE) mission area. The document outlines a comprehensive 9-step process for bringing new non-federal personnel into the system, which includes critical administrative tasks such as completing specific forms (OF306 and PII Sheet), submitting documentation securely via password-protected PDFs, undergoing background checks, completing information security training, and obtaining necessary credentials like the LincPass card.
Key procedural requirements include submitting documentation to SM.REE.OnBoarding@usda.gov, ensuring proper form completion and verification, obtaining fingerprints through Personnel Security Section (PSS), completing Information Security Awareness/Rules of Behavior (ISA/ROB) training, and following specific steps for enrollment and credential acquisition. The process involves multiple stakeholders including the Point of Contact/Contracting Officer Representative (POC/COR), the REE Onboarding team, PSS, and the incoming non-federal user, with estimated timelines and specific instructions for each stage of the onboarding workflow. The document is marked for revision in August 2025.
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ATTACHMENT A – ONBOARDING PROCESS
Info for the POC/COR to Onboard Non-Federal Users
Here are the instructions on how to onboard a non-federal user.
Note: For the purposes of this document, “we” = “the REE Onboarding team”; (“you”) is directed to the POC/COR – so if you’re not the POC/COR, please forward this to them.
1. Have the user fill out the OF306 (Declaration for Federal Employment) and PII Sheet. You should fill out anything they don’t know. Proofread both, to make sure that everything is correct (i.e. the order of the names in PII Sheet and in OF306 are different – verify --- make sure name suffixes are there, if necessary, full names, etc. Make sure SSN / DOB matches in both forms, the bottoms of the pages aren’t cut off, the person signed the OF306 with blue or black ink, make sure you’re using the most updated forms [OF306 is Aug 2023 and PII Sheet is May 2023], the name is in the order specified in the directions with commas where specified, and “No Middle Name” if applicable, etc.). We will also proofread, but it can save everyone time if you catch and fix errors before it gets to us.
2. You’ll need to send the PII Sheet, OF306, and Resume to SM.REE.OnBoarding@usda.gov. Password protect each PDF file within Adobe Acrobat or zip them up together and password protect them in the zip program. Send the pdfs or zip file in a single email. Send the password in a separate email, to my team (and only to us). Please do NOT send non-password protected PII information across email, and do not include the password in the same email that contains the attachment(s).
3. If the user is a non-Citizen or naturalized citizen, additional documentation will be required by the REE Onboarding team (i.e. passport, green card, naturalization papers, etc.). We will submit a Name Trace Clearance ticket will for non-Citizens without a green card. The clearance will need to be approved prior to the HR-Suitability ticket creation and may take an extended period of time.
4. We will verify that the information is entered correctly on the PII Sheet and OF306, and then we’ll submit the form and files to ARS Portal (AFMCSP) via an HR-Suitability ticket. We will then send you an email, telling you that they’ve been uploaded. No need to reply unless you have questions. The PII folks will reach out to you about the Fingerprints that are necessary.
5. It is important for the user to check their email often as PSS and/or the REE Onboarding team may reach out for additional corrections needed with specified deadlines.
6. After getting their fingerprints done, PSS (Personnel Security Section) will reach out if they have a problem with the fingerprints.
7. Have the user do their ISA/ROB (Information Security Awareness/Rules of Behavior) training and have them send you the completion certificate as verification that it is successfully completed. For them to do the ISA/ROB:
a. Go to http://deliver.courseavenue.com/Login/usda
b. Create an account (You will receive an email that allows you to complete your profile)
c. Enter the Agency, leave Person Model ID blank, and choose a security question
d. Pass the pretest or complete the full training
e. Save the certificate of completion as a PDF to submit with onboarding documentation.
8. Once the Preliminary Determination is approved by PSS, they will enter the user into EmpowHR, and they will reach out to the SM.REE.Onboarding team to sponsor the non-Fed, at which point the SM.REE.Onboarding team will reach out to you and the non-Fed. In that email, we will tell you to fill out the REE-SAAR PowerApp form in two working days. We will also tell the user to enroll for their LincPass card, and to reply to us, telling us where they plan on going for the pick-up of the card once they are prompted via email to make the Activation appointment (usually a week or two after the Enrollment appointment). This address is where the LincPass will be shipped when it is completed.
9. As we get notifications from PSS about the status (if any) of the security processes, we’ll let you know.
REV: August, 2025
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