Identity Proofing for PDCs In Northern Virginia

July 1, 2009

Attendees:

Karen Herrington, Pat Rodgers, Frank Galligan, Ismael Alaoui

Purpose: To share information and brainstorm regarding issuing PDCs to people in the NCR who do not have Hokie Passports  (HP)

Mary has been working with Nick Stone to plan for his office to be responsible for issuing PDCs on eTokens to eligible VT employees in Northern Virginia - primarily faculty who we have been asked to support in their use of a system the Graduate School will develop. The graduate School described a system that will include workflow and allow people to digitally sign, submit and approve many of the forms that are on their website http://www.grads.vt.edu/forms/index.html.

In an e-mail to Mary June 19, 2009, Nick's pointed out that many people in the NCR did not have Hokie Passports.  He wondered if TAS would allow manual entering of ID#. Answer: yes.

The current CPS reads:

3.1.9 Authentication of Individual Identity
Subscriber must present two forms of photo identification to the RAA:

  • Hokie Passport. The VT identification number on the Hokie Passport is entered into TAS to retrieve information about the subscriber from ED-Id.
  • photo identification from the following list:
    • U.S. Passport (expired or unexpired)
    • foreign passport with I-551 stamp (expired or unexpired)
    • permanent Resident Card or Alien Registration Receipt Card with photograph (form I-151 or I-551)
    • naturalization Certificate (photo id prior to 1983)
    • current, valid driver's license or ID card issued by a state or outlying possession of the United States, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. Information varies by state
    • ID card issued by federal or state entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. Information varies by issuing agency
    • U.S. Military card
    • U.S. Military dependent's ID card 

The RAA compares likeness of subscriber to photographs. If the RAA is satisfied the likeness is true, the RAA compares information on the ids to information presented by TAS. The RAA may ask the subscriber questions and compare the answers to the information presented by TAS.

Note: If the subscriber does not have a second form of photo identification, the subscriber's department head or academic advisor must accompany the subscriber to the RAA and sign a document stating that he/she verifies the identity of the subscriber. This document will be retained by IRM.

We discussed several options for issuing PDCs on eTokens to people without Hokie Passports.

1.       Don't change the policy; require the people to <somehow> obtain a Hokie Passport.

2.       Use the ID# (without HP) and require one more form of government-issued photo ID from the list of secondary forms of ID.

3.       Require 2 photo IDs, but do not require that one of them be the HP.

4.       Look at HP issuing process and rather than requiring the HP, require the same ID that a person must present in order to obtain a HP.

5.       Require one ID from the list, and require a process similar to that in the "Note:" above; i.e., If  the subscriber does not have a second form of photo identification, the subscriber's department head or academic advisor must accompany the subscriber to the RAA and sign a document stating that he/she verifies the identity of the subscriber.

For any option other than #1 or #2, either the TAS operator would need to make a note regarding the Identification that is presented, or (more desirably) TAS would need to be modified to accommodate the use of two documents where one is not the HP. This could be accomplished using a second drop-down list. A default of HP could be set.

Question: If we change the CPS to not require HP for people in Northern Virginia, do we change the practice for all PDC subscribers, or just for those in Northern VA? If only for those in Northern VA, how do we handle that in TAS?

Question: What should be done if a person has none of the documents described in the CPS?

Question: Does the HP Office make trips to Northern Virginia to issued HP cards? Pat Rodgers thinks they do. Mary will call Julie Wesel and find out.

Update July 2, 2009 - Mary called Julie Wesel. Julie said that, once a semester, she travels to Northern Virginia to make HP ID cards. She is in Falls Church at the library on Monday & Tuesday, and in Leesburg at the Equine Center on Wednesday. The schedule for this year is September 14 & 15, noon-8:00pm (question) in Falls Church, and Sept. 16 in Leesburg. For Spring semester, she will go the last week in January or 1st week in February. Her office has been doing this for several years. They will publish their schedule for visits on the NCR website http://www.ncr.vt.edu.
   

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5 Comments

  1. Mary Dunker

    Jul 15, 2009

    The PMA members were polled on July 13 to submit their thoughts on the options above or to present other options. The majority recommended pursuing option #4, which is to require people without Hokie Passport cards to present documentation equivalent to that which is required to obtain a Hokie Passport card. 

    Proposed change to User CPS: 

    Retain verbiage in section 3.1.9 above the "Note." Replace "Note:" with Exceptions as follows:

    Note: If the subscriber does not have a second form of photo identification, the subscriber's department head or academic advisor must accompany the subscriber to the RAA and sign a document stating that he/she verifies the identity of the subscriber. This document will be retained by IRM.

    Exceptions 

    1. If the subscriber does not have a second form of photo identification, the subscriber's department head or academic advisor must accompany the subscriber to the RAA and sign a document stating that he/she verifies the identity of the subscriber. This document will be retained by IMS.
    2. If the subscriber does not have a Hokie Passport card, the subscriber's department head or academic advisor must accompany the subscriber to the RAA and sign a document stating that he/she verifies the identity of the subscriber. This document will be retained by IMS. Additionally, the subscriber must present one of the following forms of photo identification to the RAA:
    • current, valid driver's license or ID card issued by a state or outlying possission of the United States, provided the ID card contains a photograph.
    • U.S. passport (expired or unexpired)
    • Permanent Resident Card or Alien Registration Receipt Card with photograph (form I-151 or I-551)


  2. Randy Marchany

    Jul 14, 2009

    Just a reminder that we should ensure the process works for the other remote campuses (Switzerland, Dominican Republic, Egypt, India) as well as NOVA. Option 4 works for those sites, I believe.

  3. Mike Naff

    Jul 15, 2009

    I'm not disagreeing with anything above...just want us to take a really good look at what we're doing.  I believe the remote campuses generally feel like stepchildren anyway.  I know we want a good solid process that ensures authentication of individual identity, but if we make people at these remote sites jump thru a bunch of hoops, we had better done our homework.  Obviously many of these remote sites don't use the Hokie Passport card, the HPO doesn't go their so we need to think about what we can accept carefully.

  4. Mary Dunker

    Jul 15, 2009

    Here is a link to the page describing credentials required for a Hokie Passport. I will contact Julie Wesel again to ask about additional identity verification such as asking people questions and comparing their answers to the information stored in Banner.

  5. Mary Dunker

    Jul 16, 2009

    According to Julie Wesel, the Hokie Passport office verifies that the birth date on the presented identification -- driver's license or international passport -- matches the Banner information that was downloaded (daily) to the Hokie Passport system. Verification of name and birth date is part of their process for creating every ID card for faculty, staff and students.

    If we remove the requirement for Hokie Passport as one of the photo IDs, I recommend we change the CPS to require that the RAA verify name and date of birth on the identifying documents with what is presented by TAS.  Suggested wording after the list of acceptable documents:

    The RAA must compare name and date of birth on the photo ID with information presented by TAS. The RAA may ask the subscriber additional questions and compare the answers to the information presented by TAS.