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VA Health Professions Trainee
On-and Off-Boarding
OAA Health Professions Education Orientation January 2018
Acronyms 2FA – Two Factor Authentication (PIV card: something you have; PIN: something you know)
AD – Active Directory, Windows computer account, with email/UPN
CAG – Citrix Access Gateway (software used with VPN/remote access)
DOB – Date of birth
ePCS – E-prescribing of Controlled Substances (software to grant prescribing privileges)
e-Qip – Electronic Questionnaire for Investigations Processing
GAL – Global Address List in MS Outlook/Exchange
HPT – Health Professions Trainee
MTT – Mandatory Training for Trainees
NACI/Tier 1* – National Agency Check with Inquiries* (security clearance via e-Qip)
NSD/ESD* – National Service Desk* - (ESD) Enterprise Service Desk
OPM – Office of Personnel Management
PIV – Personal Identity Verification
SAC – Special Agreement Check (security check, fingerprints only)
TMS –VA Talent Management System
TQCVL – Trainee Qualification and Credential Verification Letter
UPN – User Principal Name (unique identifier linking AD to PIV)
References
Handbook 5005 Staffing (1,267 page document) http://vaww.va.gov/ohrm/Directives-Handbooks/Documents/5005.pdf
Handbook 0735 Homeland Security Presidential Directive 12 (HSPD-12) Program http://vaww.va.gov/PIVPROJECT/Governance/VA_HSPD12_Handbook_0735_V_5_5.pdf
Handbook 6500 Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=793&FType=2
References (continued)
VHA Directive 0710 Personnel Security and Suitability
Program (there is also a VA Directive 0710)
http://www1.va.gov/vhapublications/ViewPublication.asp?p
ub_ID=1568
OAA Handbooks and Directives:
https://www.va.gov/oaa/handbooks.asp
1400.05 Disbursement Agreements and Procedures
1400.09 Education of Physicians and Dentists
1400.08 Education of Associated Health Professions
And many, many more
OAA Online Resources
OAA SharePoint (intranet)
https://vaww.portal2.va.gov/sites/oaa/public/SitePages
Trainee Processing & Guidance
https://vaww.portal2.va.gov/sites/oaa/public/sitepages/trainee_p
rocessing.aspx
OAA FAQs http://vaww.oaa.med.va.gov/FAQS/
OAA Help Desk (Internet-manned by live people ☺)
https://www.va.gov/oaa/apps/lpssurveys/helpdesk.aspx
OAA Support Center
http://vaww.oaa.med.va.gov/
VHA Handbook 1400.05 (Disbursement…)
The DEO:
Is the single, designated VA employee who has oversight
responsibility for all health professions training at a VA medical
facility
Is an education leader
Has general oversight of all trainees, including graduate medical and
dental education trainees, at the VA medical facility
Serves as the VA point of contact for all issues and trainees,
Ensures that affiliation agreements and PLAs or MOUs are in place
for all sponsoring institutions
Ensures that all [trainees] have appropriate VA
appointments through the Human Resources Service
http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3135
VHA Handbook 1400.xx (Trainee Appointment)
Trainee appointment handbook does not exist
Revised VA Handbook 5005 (Staffing) was in concurrence
with OAA recommended changes, but the changes were
never made
OAA Proposed Changes to 5005 (Staffing)
Rescind VA Form 10-2850B, Application for Residents
Add VA Form 10-2850D, Application for Health Professions Trainees to be used by all trainees (ver. 2011)
Require residents paid under a disbursement agreement receive a WOC appointment, not intermittent
Updates terminology throughout to consistently refer to “health professions trainees” “Trainee” covers all individuals enrolled in accredited, affiliated, degree-
conferring and post-graduate education and training programs.
Changes the title and scope of the Resident Credentials Verification Letter (RCVL) to Trainee Qualifications and Credentials Verification Letter (TQCVL) and requires its use for all health professions trainees – not just physician and dental residents
Trainee Qualification and Credential
Verification Letter
The affiliate, or VA program director, verifies information
about the trainee(s) including: primary source verification,
physical health, immunizations, licensure, registrations,
LEIE and NPDB, etc.
Multi-year programs provide a TQCVL every academic
year listing all trainees in the program for that year
Separate TQCVLs for non-US citizens (changes coming)
VA Appointment
Period of Appointment:
Stipend: Not to exceed 3-years
WOC: Per 5005, part II, Chapter 3, G.7.c. (e)(2) WOC appointments
may be made on a temporary full-time or part-time basis, depending
on the particular objective of the program. [This means that HPTs are
to be appointed for the entire length of their program.]
WOC HPT Appointment letters, start date and end date Appointment Letter – Disbursement Agreement
Appointment Letter – Without Compensation (WOC)
Affidavit (SF-61) [oath of office] Not required for Active Duty Military personnel
Not required for VA employees participating in affiliated, accredited
training programs
Appointment Cont.
HPTs receiving a stipend must be US citizens*
Non-US citizens may be appointed as WOC HPT
The facility Director must approve appointment
One way to do it; the DEO sends a letter, to the Director, through HR asking for permission to appoint providing trainee has appropriate documentation (green card, visa, employment authorization)
GME: Non-US citizen residents are selected by the affiliate, and thereby may be appointed granted they meet all other requirements of their program
All other WOC: Affiliate states that “no US citizen will be displaced as a result of this appointment”
Appointment extension
Letter extending a trainee appointment to continue in the same, or a new program (no break in service, no fingerprints, etc.)
*Some Advanced Fellowships accept non-citizens if no qualified US citizens apply
HPT WOC Appointment Paperwork
Record Control Schedule 1140 Office of Academic Affiliation 1140.1 Clinical Trainee Onboarding Case File (CTOCF)
Maintained by: Human Resources Application for Health Professions Trainees, VA Form 10-2850D,
Declaration for Federal Employment, OF-306,
Appointment Letter,
Appointment Affidavit, SF-61,
Screening Checklist, VA Form 10-0453, and
Employment Eligibility Form, I-9 if necessary.
Temporary; cutoff, case files at the end of the calendar year in which the academic year is completed. Transfer to Federal Record Center (FRC) when 7 years old. Destroy 25 years after cutoff.
1140.2 Trainee Qualifications and Credentials Verification Letter (TQCVL)
Maintained by: [COS or ACOS/E] Temporary; cutoff at end of academic year training is completed. Destroy
5 years after cutoff.
Pre On-boarding Investigation
Does the HPT have an AD account?
Forefront Identity Manager (FIM) search
FIM and PIV
https://vaww.myprofile.portal.va.gov/IdentityManagement
Look up “Business Email” in the PIV Portal
Step 1 - Fingerprinting Fingerprints do not expire
Trainees can courtesy fingerprint at any VA facility Gaining facility SOI (submitting office identifier) and SON (submitting office
number)
OPM gets the results and the gaining facility** pulls the results (legal name, SSN, date of birth, city/state/country of birth)
Facilities use various methods to track clearance
Events requiring new fingerprints are: A new appointment after a break in service/new PIV
PIV credential re-issue (expire or 3-years)
Delay in PIV sponsorship/visit (120-day rule-see PIV process)
**Gaining facility HR Personnel Security Specialist must know that fingerprinting has occurred. Then they pull the information from OPM. (legal name, SSN, date of birth, city/state/country of birth)
Step 2 - TMS and MTT
Provide Trainee with local/facility instructions (Location Code and POC)
1. Trainee self-enrolls in TMS and completes training
2. TMS Administrator “Validates” into the local/facility TMS domain**
3. Sunset dates default t0 1-year if not modified, maximum 3-years; setting the accurate date saves time off-boarding
Supervisor
Service/Department/Local Organization
Email address
Many trainees have accounts at other facilities that must be transferred and modified/updated
**Recommendations:
DEO have a TMS Administrator on staff
Assign all WOC trainees to one service (COS or Education)
TMS Rules for non-paid staff All VA training must be completed in the VA TMS
Anyone who does NOT receive VA pay must self-enroll in the VA TMS
Trainees complete Mandatory Training for Trainees (1st time) and MTT-Refresher thereafter (MTT is the ONLY training to be completed by HPTs)
TMS accounts automatically “sunset” after a designated time (determined during validation)
Maximum sunset date is initially 3 years, and then 3 year extensions thereafter
TMS accounts must be reviewed to ensure they remain active as appropriate – MANUAL assignment
TMS accounts must be manually inactivated (or Sunset) when their appointment ends
TMS accounts must be modified when assigned Supervisor changes
Trainee TMS accounts must be moved, updated and maintained (supervisor, organization, sunset date, contact email address)
Suggest the TMS contact email be the authoritative source
Step 3 – Computer Access
Step 1 (adjudicated SAC-date) and Step 2 (MTT completion-date)
Request Accounts: Windows/AD – Smart Card (PIV) Required*
New to the VA – Just In Time (JIT) HPT
HPT-Exempt
At another Facility – Use your current method (NARS, ePAS, ECAR), or CA Remedy Need to provide a Date for the “switch”
VistA/CPRS Menus, Keys, User Class, Person Class
ePCS
Consider Requesting Accounts in two, separate processes
*See slide on Exemptions
Step 4 – PIV CredentialPIV Card? Or Non-PIV Card? is based on type of background investigation:
A NACI/Tier 1 background investigation is required for any trainee who will have MORE THAN 180 days in a one year period at VA, either continuously or in aggregate Special Exemption for Residents: Per VA Directive 0710 a NACI is NOT
required for “Physicians appointed under 38 U.S.C. 7406 to Low Risk/Non-sensitive positions as medical residents, provided they do not exceed 1 year of continuous service at a VA facility, regardless of the duration of the residency program.” SAC Only
Homeland Security Presidential Directive 12 (HSPD-12) states that ALL individuals accessing federal facilities and information systems are to be issued a PIV credential PIV card for employees who receive a NACI background investigation
Non-PIV card for employees who require logical access but do not require a NACI (SAC Only); up to 3 years, no different functionality
Flash Pass for employees who only require physical access
PIV Process for HPTs
Step 1 (fingerprint/clear), Step 2 (MTT) and Step 3 (AD/Windows account with “email” address and matching UPN [email protected] unique)
PIV application initiated by manager/sponsor Full, legal name as displayed on 2 official ID documents
Social security number
Date of birth
Type of Card: non-PIV or PIV [see previous slide]
Employment status: Affiliate
Employment expiration date: the same as the appointment end date (maximum 3 years)*
Will also need to know; height, weight, eye color, hair color and place of birth
*San Diego expiration dates for residents 31JULXX (additional month in case of
fellowship) and medical students 31DECXX (6 months in case of internship)
PIV Process (continued)
Step 4 - Once sponsored, the trainee reports for
biometrics capture and identity proofing
PIV Biometrics capture MUST take place within
120-days of fingerprinting/SAC else fingerprinting/SAC must be
done again (VA Handbook 0735)
Each facility is different; some make appointments, some take
walk-ins, some print the card right away, some take days/weeks
to print the card
Step 5 - One FINAL visit to accept the credential [pick up
the card and set the PIN]
Can be done on the first VA “work day”
PIV not ready on first day? Call for a 14-day exemption
Exemptions to POA
Accounts are created requiring a Smart Card (PIV)
No username/password is issued
Each individual must call the ESD to request an exemption;
HPTs call the ESD, request “exemption” because “PIV not yet issued” receive username/password for 14-days
Long Term Use case:
CAG-Non-VA Hospital
USB-restricted workstations (BCMA or computers on wheels)
Software (once remediated exemptions are removed):
AGFA Impax, Provation, CareFusion
ESD 9-1-800-921-9278
Determination based on information in AD
https://vaww.sde.portal.va.gov/sites/nsd/Lists/2FA%20Applications/NonCompliant.aspx
Actions for the WOC Trainee
Report for fingerprinting
Self-enroll and complete training in TMS every 364 days
Complete forms:
OF 306 – Declaration for Federal Employment (Trainee signs as applicant and appointee)
VA 10-2850d – Application for Health Professions Trainees (DEO signs Section IV accepting the Trainee)
Sign Appointment Letter and Affidavit (SF-61) [oath]
Report for PIV biometrics capture and identity proofing
Accept PIV credential
All steps should (and can) be completed before the first VA rotation
Stipend Paid Trainees Additional Items
Heavily dependent on Human Resources Staffing
WebHR, Personnel Actions
eQIP, Background Investigations
Additional Forms: SF-144, Statement of Prior Federal Service
Telework Letter
VA Form 4637, Employee Educational Data
Direct Deposit
W4, Federal Tax Withholding
State Tax Form
Drug Free Workplace Agreement
SF-181, Ethnicity and Race Identification
SF-256, Self-Identification of Disability
“Just Say NO to NEO” Trainees meet with HR to sign employment forms
All HPT “training” is completed in MTT or via a Program Orientation
VA Staff Involved in the Process
Education or clinical service staff (person(s) responsible for the trainee for the duration of their program)
Fingerprinting Office (may or may not be in HR)**
HR Personnel Security (adjudicate and track clearance)
HR Staffing (appointment letter, oath and retain the “packet”)
TMS Domain Manager/Administrator
ESD/OIT Helpdesk Create Accounts
Clinical Applications Coordinator or ADPAC (disseminate accounts/training in CPRS)
PIV Team (Manager,/Sponsor, Registrar**, Issuer**)
**Courtesy steps: May be staff at another facility!