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Common Mistakes PIV Card Applicants Make on their e-QIP Submissions
Plus some errors AOs make when entering related Personally Identifiable Information (PII) into NED
As part of the Personal Identity Verification (PIV) process required for the issuance of a PIV card (HHS ID Badge), each applicant must complete a questionnaire through the Office of Personnel Management's (OPM's) secure online system: the Electronic Questionnaires for Investigations Processing (e-QIP).
DPSAC, which is required to review the applicant's e-QIP for accuracy and completeness before it releases the questionnaire to OPM, regularly finds errors and omissions in the questionnaires submitted by the applicants.
When DPSAC reviewers discover incomplete or faulty e-QIP submissions, they must send the questionnaires back to the applicant to be corrected or completed.
Unfortunately a returned questionnaire will mean delays in the badging process and/or a disabling and confiscation of a person's badge at the perimeter gate when the person attempts to enter the NIH campus. In instances when the individual's badge is confiscated, s/he will need to contact Personnel Security to re-initiate his or her background investigation.
DPSAC has prepared a list of the most common errors and omissions associated with e-QIP applications. DPSAC hopes that by making applicants aware of these common errors, applicants can avoid problems before they occur and not have to experience delays in the badging process.
Common mistakes by badge applicant completing e-QIP (and other required forms)
A DPSAC review of e-QIP errors made by applicants reveals that discrepant or inconsistent identifying data, incomplete background data, incomplete mailing addresses and missing forms are the main culprits that cause DPSAC to return e-QIP questionnaires to applicants for correction or completion.
Below are the most common errors or omissions that occur on e-QIP submissions (and on OF-306 and OF-612/Resume forms that accompany the e-QIP).
I. e-QIP Questionnaire
A. Discrepant or Inconsistent Identifying Data
Date of Birth listed
City/Country of Birth
B. Incomplete Background Data Item:
Missing alien registration number
[The US Lawful Permanent resident is someone who has been granted authorization to live and work in the United States on a permanent basis. As proof of that status, a person is granted a permanent resident card (Form I-551), commonly called a 'Green Card,' which contains an Alien #/USCIS# specific to that person].
C. Incomplete Mailing Address:
Complete school addresses for education listed in e-QIP questionnaire
or OF-612 or resume.
[Example: if you attended a state university with campuses at
different locations, you would need to provide the correct campus
address to ensure that inquiries were directed to the appropriate
location.]
D. Complete employer addresses
E. Missing Forms
OF-306 not submitted along with the e-QIP
F. Failure to hit the 'Release Request/Transmit to Agency' button
Once the applicant has completed the questionnaire, s/he must be sure
to click the "Release Request/Transmit to Agency" button.
By not clicking the "Release Request/Transmit to Agency" button, the
individual has failed to complete the e-QIP process. As a result, DPSAC
will be unable to review the questionnaire and submit it to OPM, and
OPM will have no way of determining whether the applicant requires a
background investigation or has a background investigation on file.
Badges issued to these individuals will be disabled and confiscated at
the perimeter gate when they attempt to enter the NIH campus. The
applicant will need to contact Personnel Security to re-initiate his or
her background investigation.
II. OF-306
Question #8 on the 306 (Have you ever served in the U.S. Military?)
must be answered ON THE FORM
[If the answer is 'YES' the applicant must provide the following
complete information]:
-To/From Dates
-Branch of military
-Type of discharge
Any amendments or additions to the OF-306 need to be initialed and
dated by the Applicant.
III. OF-612/Resume
Dates of Attendance for education listed, and year degree received
Mailing addresses for listed employments
Signature and date
Common mistakes AOs make when entering badge applicant's personally identifiable information (PII) in NED
AOs entering incorrect or incomplete PII in the NED portal on behalf of a badge applicant can also delay enrollment and badge issuance.
The following report by DPSAC lists the most common errors made by AOs entering PII on behalf of a badge applicant:
A. AOs putting in the wrong Social Security Number (SSN)
If the AO has entered a wrong SSN into NED, s/he will have to correct it in order for DPSAC to perform the enrollment. According to DPSAC, applicants find this particularly frustrating since they are often in Building 31 waiting to be enrolled and DPSAC must turn them away until they can get in touch with their AO to update their SSN.
B. AOs putting in the wrong personal e-mail address
If the AO has entered a wrong personal e-mail address for the applicant into NED, the applicant will not receive auto-generated e-mails to complete various stages of the background investigation process. The result is a delay in issuing a badge. Unfortunately this issue is usually discovered when the applicant shows up for his/her enrollment appointment and DPSAC has to reach out to the AO to update the e-mail address in NED.
C. AOs putting in the wrong name
If the spelling of an applicant's name is incorrect, DPSAC can fix this issue; however, the e-mail address that is generated for the applicant will also be incorrect. Often, this results in the applicant having to reach out to CIT to have his/her e-mail address corrected with the proper spelling.
D. AOs putting in the wrong place of birth and date of birth
If the place of birth and date of birth are entered incorrectly into NED, the applicant may have difficulty logging into e-QIP.
In order for the applicant to log in to e-QIP, s/he must answer certain security questions including date of birth, place of birth, SSN, full name, etc. Since e-QIP references information entered in NED, if the information entered into NED differs from the information the applicant enters into e-QIP, the applicant will likely be locked out of e-QIP. If this occurs, DPSAC must edit the applicant's personal information in e-QIP to reflect the correct information.
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1. Waiting for individual to submit personal information online 
NIH Bethesda Campus
