GSA HSPD-12 Employee Processing

Procedure for Current Employees to Obtain HSPD-12 Card

All GSA employees should receive a HSPD-12 card.   The following is a step-by-step description of the procedures for new employees to obtain a HSPD-12 card:

1. Provide basic personal information including name, social security number, phone number, e-mail address, and date and place of birth to the Human Resource Officer (HRO).
   When a new employee accepts a job offer, the new employee provides basic personal information to their designated Human Resource Officer (HRO) so that the HRO can select the appropriate personnel investigation to request and set up an investigation request in the Office of Personnel Management’s (OPM) e-QIP system.   (See Step 3 for more information about e-QIP)
2. Provide fingerprints to a fingerprint service provider selected by the Human Resource Officer (HRO).  Bring two forms of identity source documents in original form.
   • The Human Resource Officer (HRO) schedules an appointment for the employee to have their fingerprints taken by a fingerprint service provider.  The fingerprint service provider may be a local police station, Federal Protective Service (FPS), or GSA live-scan station, GSA HR department, or other agency fingerprinting facility to submit fingerprints.
   • The employee’s two forms of ID must come from the list of acceptable documents included in Form I-9 OMB No. 1115-0136, “Employment Eligibility Verification.”  At least one document shall be a valid State or Federal Government-issued picture ID.
   • If paper fingerprint cards are used, the fingerprint service provider must use SF87 Fingerprint, and the employee may not return their own fingerprint card to the HRO.  HRO should provide contractor with preaddressed, sealable envelop that the fingerprint service provider can use to return the fingerprint card by mail, overnight express, or interoffice mail. 
3. Complete personnel investigation forms in e-QIP system after receiving email invitation from Human Resource Officer (HRO).
   • The employee logs on to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigations Processing (e-QIP) system and completes the online investigation form per instructions in the email invitation from Human Resource Officer (HRO).  e-QIP allows applicants to electronically enter, update, and transmit their personal investigative data over a secure Internet connection to their employing agency for review and approval. For more information on e-QIP, go to http://www.opm.gov/e-qip/.
     • Employees with Prior Investigations
     • In accordance with HSPD-12 guidelines, GSA will not readjudicate employees with previous personnel investigations, provided the following requirements are met:
       • The employee has had less than a 2-year break in service.
       • The employee has undergone the required minimum National Agency Check with Written Inquiries (NACI) or other approved personnel investigation or national security clearance investigation at the person’s former agency and was adjudicated favorably. 
     • In order to process an employee with a previous personnel investigation, the Human Resource Officer (HRO) needs to provide the Office of the Chief Human Capital Officer (OCHCO) Personnel Security (CPR) with a completed form SF75, Request for Preliminary Employment Data.  HRO also ensures that the applicant completes the proper security questionnaire form (SF85/SF85P/SF86, whichever is applicable).  In addition, HRO notifies OCHCO CPR of the following (by email or fax in a secure manner in accordance with GSA IT security policy):
       • Name, social security number, date of birth, place of birth, and current agency of transfer employee
       • GSA Position Sensitivity Level
       • GSA Organization/Region/Office Symbol
       • Enter-on-Duty Date, if possible
       • Copy of security questionnaire (fax)
   • Form SF75, security questionnaire, and employee information transferred in a secure manner do not need to be provided in a particular order, but all information must be provided to CPR before CPR is able to verify prior investigation.
   • CPR will contact OPM, Defense Security Service, or other appropriate investigating agency to determine the current level of security clearance/personnel investigation.
   • If the minimum security standard is verified, CPR will normally approve the security clearance or personnel investigation.  In some cases, additional investigation or waiver of investigation may be required.  If the individual does not meet security requirements, CPR will notify the HRO to request submission of security package to process the appropriate personnel investigation for the individual before enter-on-duty or beginning work.
   • A transferring employee with a lower investigation from their previous agency than required for their GSA position may still be eligible to receive a HSPD-12 card but would need to work with the HRO to complete any additional forms to meet the position requirements.
4.  Make a copy of all three signature forms of personnel investigation request and forward to Human Resource Officer (HRO).
   • Employee makes a copy of signature forms for their own records and forwards signed copies to Human Resource Officer (HRO).  HRO reviews and then forwards the fingerprint cards and signature forms, and any other investigative forms to Personnel Security (CPR) for medium/high risk investigations.   The HRO forwards the fingerprint cards and signature forms, and any other investigative forms to OPM for low risk, non-sensitive positions.

5. Obtain Temporary Badge from your GSA Building Security Office.

   • Employees awaiting issuance of their HSPD-12 card can use the temporary badge in place of a HSPD-12 card when entering GSA-managed buildings after signing in and providing a suitable government photo ID. In addition, if an employee forgets his/her card on a particular day, or if the person is waiting for a replacement HSPD-12 card, they can also be issued a temporary badge after their identity has been confirmed.
   • To obtain a temporary badge at GSA Central Office, the employee must have received at least a favorable initial suitability decision and must complete the Personal Data Worksheet (PDW).  The employee’s supervisor escorts the contractor to the Building Security Office in B-232 where the supervisor provides the PDW, and the employee presents a valid photo ID and signs for the temporary badge.  Employee supervisors in other GSA facilities should check with the local Regional Credentialing Officer for the procedures for employees to obtain a temporary badge in their facility. 
6. Create Managed Service Office (MSO) Online Scheduling System user account and schedule enrollment appointment by following instructions and using link provided in email from MSO.
   • Employee receives an email from the GSA HSPD-12 Program Management Office (PMO) (HSPD12PMO@gsa.gov) that they have been sponsored for their HSPD-12 card and that they will receive an email from the GSA Managed Service Office (MSO) (HSPD-12Admin@eds.com) with instructions on how to schedule their enrollment appointment.  The PMO’s email will also ask the employee to contact the GSA HSPD-12 PMO if they do not receive the MSO email within 48 hours.  (Prior to sponsorship, the HSPD-12 PMO receives the sponsorship request from the HSPD-12 Points of Contact.)  A favorable personnel investigation adjudication result or at least a favorable initial suitability check decision (fingerprint check) is required before sponsorship is complete.
   • After receiving the instructions on how to schedule an enrollment, the employee clicks on the link and follows the instructions in the MSO’s email to create a user account and schedule an enrollment appointment at an available enrollment center.  (Employee should save their user account information because they will need to use it to schedule their card activation appointment later.)
7. Enroll on your scheduled appointment.  Bring two approved forms of ID.
   • The registrar asks the employee to provide two forms of approved ID and takes the employee’s photograph and scans their fingers for fingerprints. 
8. Schedule activation appointment using MSO Online Scheduling System after receiving email notification from MSO.
   • Employee receives an email from the HSPD-12 Program Management Office (PMO) (HSPD12PMO@gsa.gov) to inform them that they will receive an email from the Managed Service Office (MSO) (HSPD-12Admin@eds.com) with their one-time activation PIN, card pick up information, and link to MSO online scheduling system to schedule card activation.
   • The PMO’s email will instruct the employee to disregard the card pick up location information because it is incorrect but retain the PIN and use the link to schedule their card activation appointment.  The employee will receive the correct card pick up information in an email from their local Regional Credentialing Officer.
   • The employee schedules their card activation appointment by clicking on the link in the MSO card activation email notification and by using the same user account information they used to schedule their enrollment appointment. 
9. Pick up your card from your Regional Credentialing Officer and turn in your non-HSPD-12 card, Temporary Badge, or Visitor Pass.
   • Employee receives an email notification from their Regional Credentialing Officer (RCO) to inform them that their card is available to be picked up and will specify the card pick up location. 
   • Employee picks up their card from the RCO at the location specified in the RCO’s email.  Employee provides proof of ID to the RCO to receive their card and will turn in their Non-HSPD-12 or temporary badge or pass.  (Employee’s supervisor may wish to advise employee to pick up their card shortly before their activation appointment if the location they selected is near where they will pick up their card.)
10. Activate card at scheduled activation appointment.  Bring form of ID and one-time activation PIN.
    • Employee provides their proof of ID to the registrar and brings their one-time activation PIN to activate their card.

Note: Credentialing procedures will change as a result of deployment of GSA credentialing IT system, changing policy requirements, and continuous process improvements.  This procedural guide and other HSPD-12 related information will be updated as need to reflect changes.

Available Help

• For more information, contact your HSPD-12 Point of Contact (POC) for your office or region.  POCs serve as the primary points of contact for questions related to the HSPD-12 process, personnel investigation requests, or credentialing. Specifically, HSPD-12 POCs can advise on the concepts and details of the HSPD-12 process
• For additional help, contact the HSPD-12 PMO at HSPD12PMO@gsa.gov.  The HSPD-12 PMO can advise on general questions regarding the HSPD-12 process. Additionally, the PMO can provide assistance and coordination of issues or concerns when an HSPD-12 POC is unable to or unavailable.