EEOICPA BULLETIN NO. 02-18

Issue Date: July 11, 2002

Expiration Date: July 11, 2003

Subject: Interim procedures for obtaining employment verification information from ORISE.

Background: The DEEOIC continues to explore and develop ways to improve the efficiency of the employment verification process. Recently, the program has started to receive employment information from a database maintained by the Oak Ridge Institute for Science and Education (ORISE) by sending lists of claims for which employment verification had been requested but not yet received.

The DEEOIC is working with the Department of Energy (DOE) to establish an Internet-based means of access to the data. In the interim, a temporary procedure is needed for obtaining employment verification information from ORISE. Because ORISE is able to provide a very quick turnaround, if the claim involves an employee who worked at a facility that is included in the ORISE database, the initial employment verification inquiry will be made to ORISE, rather than the usual DOE records contact.

Purpose: To provide interim procedures for obtaining employment verification information from ORISE.

Applicability: Claims Examiners, Senior Claims Examiners, All Supervisors, Technical Assistants, and mail room staff.

Action:

At the time that a claim is initially reviewed, if the claims examiner (CE) determines that a request for employment verification is appropriate, the CE must first check the list of facilities that are included in the ORISE database (Attachment 1).

If the employee worked at one of the facilities on that list, the CE should send an EE-5, with the top portion completed, and a copy of the EE-3 (Employment History) to ORISE.

The EE-5 packages for ORISE should be gathered in one central place in the office and mailed to ORISE once a day via overnight mail to the following address:

Jolene Jones

ORISE/CER

210 Badger Ave.

Oak Ridge, TN 37830

The CE should place a copy of the EE-5 in the case file, and enter the status code XX OS on ECMS.

When the response from ORISE is received, the CE should enter status code YY OR on ECMS, using the date it was received as the status date. The CE should then review the information sent by ORISE. If it is sufficient to verify employment for the case, the code status code EC should be entered. If it is not sufficient, the CE should proceed to request employment verification in the usual manner, by sending an EE-5 package to the appropriate DOE records contact, and entering a status code of ES on ECMS.

If the employee worked at a facility that is not included on the ORISE database, the CE should request employment verification in the usual manner.

7. The ORISE verifications consist of one or more pages showing employment dates, facilities, job titles, and other information. Attachment 2 lists the facilities and the corresponding numeric codes for those facilities. The "HT" column shows "H" for "hire" and T for "termination." The dates that are in the date column next to these codes are the hire and termination dates for the individual. The translations for the codes in the "pay" column are as follows:

H = hourly

W = weekly

M = monthly

O = operations (hourly)

S = salaried

C = construction

8. Some of the sheets show the employee's name and facility, but do not have any specific dates. These are individuals that worked at the facility, but for whom the database contains no specific dates.

9. The information available on the database is limited to certain time periods, which are different for each facility. Attachment 1 shows the earliest hire date and the latest termination date in the database for each facility. If an individual employee worked prior to or after those dates, that employment would not be reflected in the printout from ORISE. These dates do not necessarily correlate with the dates the facility was in operation.

If the information from the ORISE database is used for employment verification, a copy of the memorandum from DOE stating that data contained in the ORISE database is reliable and may be used as affirmation of employment must be placed in the case file (Attachment 3).

11. The absence of data from ORISE may not be used as the basis for stating that an employee did NOT work at a given facility.

If the claim is for a member of the SEC, and is for a specified cancer, the CE should determine whether the ORISE information confirms employment for the required number of days at the facility, during the required timeframe. If yes, place a memorandum in the file describing the relevant dates and facilities.

If the claim is for chronic beryllium disease or beryllium sensitivity, the CE should determine whether the ORISE information confirms employment at a DOE facility for at least one day when beryllium was present. If yes, place a memorandum in the file describing the relevant information.

14. If the claim is for non-SEC cancer, the CE should determine whether the ORISE information is sufficient to confirm each period of claimed DOE employment, and that the individual is a "covered employee." If yes, place a memorandum in the file describing the relevant information in the file. The dates provided by ORISE need not be precisely the same as those reported on the EE-3, however, they should be within 6 months of each other. For example, if an employee claims employment at a facility from 2/1/63-3/4/68, and ORISE confirms 3/1/63-5/1/68, the employment is confirmed. The most generous interpolation of those dates, e.g. 2/1/63-5/1/68, should be used as the period of employment in the NIOSH Referral Memo.

If the claim is for chronic silicosis, the CE should determine whether the ORISE information confirms employment for the required number of days at the facility. If yes, place a memorandum in the file describing the relevant dates and facilities.

16. If the CE is unable to verify or can only partially verify employment through use of the ORISE information, additional appropriate development, to include sending an EE-5 to the appropriate DOE records contact, should be undertaken.

Please Note that the employment history as described on the EE-3 and the employment information as reflected in the ORISE data do not have to match exactly in order for the actions described above to take place. In addition, it should be noted that the absence of information on the ORISE database should not in and of itself be the basis for a denial of the claim.

The data that was used for this exercise was obtained from ECMS on approximately May 13, 2002. If cases were coded inaccurately, or if DOE has responded since that time, the information from ORISE may not be useful.

Training should be conducting on these procedures as soon as possible.

Disposition: Retain until the indicated expiration date.

PETER M. TURCIC

Director, for Division of Energy Employees

Federal Employees’ Compensation Occupational Illness Compensation

Distribution List No. 1: Claims Examiners, Supervisory Claims Examiners District

Medical Advisers, Systems Managers, Technical

Assistants, Rehabilitation Specialists, and

Staff Nurses, Technical Assistants, Customer Service Representatives, Fiscal Officers, FAB District Managers, Operation Chiefs, Hearing Representatives, District Office Mail & File Sections

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contents of CER Data Model - 4/1/2002

Facility Name

Total

# with Hire Date

Earliest Hire

# with Term Date

Latest Term

Argonne

4994

4999

03/05/1942

163

09/30/1988

Baneberry

891

0

Battelle-Columbus

90

90

05/05/1952

68

08/29/1986

Bethlehem

57

0

Bettis

12462

3587

07/22/1940

138

02/01/1984

Brookhaven

155

154

11/11/1946

136

09/30/1985

CARL

3

3

07/15/1949

3

03/31/1976

CEER

5

5

02/01/1960

5

12/31/1981

Charleston NS

167

167

03/29/1938

88

09/17/1979

Electro Met

329

292

07/15/1933

177

07/23/1947

Energy Systems Group

45

45

06/11/1952

39

10/20/1978

Fermi Lab

10

10

07/01/1968

3

11/08/1985

Fernald

7300

7290

08/29/1950

6298

12/26/1989

General Dynamics-Groton

295

294

06/01/1939

220

11/30/1978

Hanford

7

7

5

04/29/1977

Hanford

129

0

Hanford-Construction

13206

12953

02/13/1947

8651

09/30/1982

Hanford-Operations

56588

51734

01/01/1944

37724

01/02/1983

Harshaw

757

0

Holmes&Narver

20644

20380

08/10/1933

19140

04/03/1980

INEEL

66

153

03/22/1951

111

01/30/1981

Ingalls

7163

0

K-25

47941

47809

01/04/1943

44683

01/31/1993

KAPL

10432

9918

09/15/1943

6826

12/29/1979

Knolls-Idaho

2

2

03/01/1967

1

11/30/1972

Knolls-Kesserling

3

3

08/15/1974

3

09/30/1976

Knolls-Windsor

12

12

07/12/1956

11

04/16/1979

Lawrence Berkeley

434

429

01/01/1942

367

12/31/1984

Lawrence Livermore-NTS

485

482

01/10/1952

380

04/29/1986

Lawrence Livermore-NTS

21738

21621

01/01/1942

13981

07/18/1987

Linde

1551

1550

01/13/1941

1545

12/31/1949

Los Alamos

23288

428

01/25/1943

341

01/31/1990

Mallinckrodt

3259

3503

09/30/1930

2907

07/15/1986

Mare Island Shipyard

127

126

02/12/1940

79

09/13/1979

Middlesex

387

39

12/11/1943

8

04/30/1948

Mound

7415

6299

09/05/1940

4524

07/15/1987

MREM -Hanford

8

0

12/01/1944

Naval Reactor Facility

61

61

09/19/1951

49

02/01/1979

New Brunswick Lab

10

0

Newport News

180

180

04/13/1936

76

06/01/1979

Norfolk Shipyard

115

110

04/08/1940

65

08/10/1979

ORNL

26940

26694

01/29/1943

22143

02/03/1993

Pacific Test Site

5

0

Paducah

5727

3902

01/12/1944

2494

07/31/1991

Pantex

7422

0

Pearl Harbor Shipyard

58

58

07/15/1939

21

07/15/1979

PETC

1156

1146

09/30/1935

817

09/17/1993

PNL

3

3

04/07/1947

1

08/15/1980

Portsmouth Gas Diff

9237

8

08/03/1953

10

07/15/1980

Portsmouth Shipyard

21226

171

07/28/1939

88

08/30/1979

REECO-NTS

132

78

02/02/1952

67

05/30/1980

Rocky Flats

9586

920

07/15/1951

905

10/15/1988

Rust Engineering

2686

2678

11/20/1962

2349

12/22/1985

SAM Labs

2309

2174

01/15/1940

2093

12/15/1964

Sandia

24685

24681

07/16/1939

17742

07/29/1981

Savannah River

21472

21049

11/06/1950

14328

03/31/1989

Savannah River Lab

111

1

Shippingsport

17

17

01/16/1942

6

08/01/1978

TEC

47107

47126

01/12/1941

47120

12/14/1947

Y-12

23773

23473

05/04/1947

17774

10/04/1992

Zia

15310

0

Lookup Facility Codes for ORISE Work Histories

 

LOW

LABEL

1

NLO – NATIONAL LEAD OF OHIO

2

MND – MOUND

3

MCW – MALLINCKRODT CHEMICAL WORKS

4

TEC – TEC (TEC ONLY ON SSS)

5

K25 – K-25 (K-25 ONLY ON SSS)

6

Y12 – Y-12 (Y-12 ONLY ON SSS)

7

X10 – X-10 (X-10 ONLY ON SSS)

8

SAM – SAM LABS

9

PAD – PADUCAH

 

LOW

LABEL

10

AMES – AMES

11

OR – *TEC & OTHERS (SSS)

12

OR – *Y-12 & OTHERS (SSS)

13

ASH – ASHTABULA

14

BART – BARTLESVILLE

15

OR – *K-25 & OTHERS (SSS)

16

BATE – BATES

17

OR – *X-10 & OTHERS (SSS)

18

BATT – BATTELLE-COLUMBUS

19

BET – BETTIS ATOMIC POWER LAB

 

 

 

LOW

LABEL

20

BROO – BROOKHAVEN

21

LIN – LINDE

22

SR – SAVANNAH RIVER

23

SRPL – SAVANNAH RIVER PLANT

26

CEER – CENTER FOR ENERGY & ENVIRONMENT RESEARCH

27

CNS – CHARLESTON NAVAL SHIPYARD

28

CARL – COMPARITIVE ANIMAL RESEARCH LAB

29

ESG – ENERGY SYSTEMS GROUP

 

 

 

 

 

LOW

LABEL

30

ENVM – ENVIRONMENTAL MEASURMENTS

31

OR – *OAK RIDGE EMPLOYEES (SSS)

32

FERM – FERMI

33

FMCL – FRANKLIN MCLEAN

34

GDYN – GENERAL DYNAMICS-GROTON SHIPYARD

35

GFER – GRAND FORKS ENERGY RES

36

ICP – IDAHO CHEMICAL PROCESSING

37

INEL – IDAHO NATIONAL ENG LAB

38

ING – INGALLS

39

ITR – INHALATION TOXICOLOGY RESEARCH

 

LOW

LABEL

40

KCP – KANSAS CITY PLANT

41

KAPL – KNOLLS ATOMIC POWER LAB

42

KNIS – KNOLLS - IDAHO SITE

43

KNWS – KNOLLS - WINDSOR SITE

44

LRLA – LAB OF RADIOBIOLOGY - L.A.

45

LRSF – LAB OF RADIOBIOLOGY - SAN FRAN

46

LARA – LARAMIE

47

LAWB – LAWRENCE BERKELEY

48

LLNT – LAWRENCE LIVERMORE - NTS

49

HANM – MREM CODE FOR NANFORD INCIDENTS/ACCIDENT

 

LOW

LABEL

50

HANP – HANFORD PRODUCTION – PHASING OUT THIS CODE

51

HANF – HANFORD – PHASING OUT THIS CODE

52

LANL – LOS ALAMOS NATIONAL LABORATORY

53

RF – ROCKY FLATS

54

BANE – BANEBERRY

55

LLL – LAWRENCE LIVERMORE LAB

56

- *LOS ALAMOS-MOUND-ROCKY FLATS (SSS)

57

SIMO - SIMONDS SAW & STEEL

58

- *WELDERS (SSS)

59

ELEC – ELECTRO METALLURGICAL CO

 

 

 

 

LOW

LABEL

60

REM5 – REM5 (SSS)

61

MSEX – MIDDLESEX

62

ARG – ARGONNE (5 REM ONLY)

63

MARE – MARE ISLAND SHIPYARD

64

MORG – MORGANTOWN

65

MDPR – MSU/DOE PLANT RESEARCH

66

NRF – NAVAL REACTORS FACILITY

67

REEC – REECO - NEVADA TEST SITE

68

NBL – NEW BRUNSWICK LAB

69

NNSY – NEWPORT NEWS SHIPYARD

 

 

LOW

LABEL

70

NORF – NORFOLK SHIPYARD

71

NOTR – NOTRE DAME RESEARCH LAB

72

ORAU – OAK RIDGE ASSOCIATED UNIVERSITIES

73

PNWL – PACIFIC NORTHWEST LAB

74

PTS – PACIFIC TEST SITE

75

PANT – PANTEX AMARILLO PLANT

76

PHSY – PEARL HARBOR SHIPYARD

77

PINE – PINELLAS

78

PETC – PITTSBURGH ENERGY TECHNOLOGICAL CENTER

79

PORT – PORTSMOUTH GASEOUS DIFFUSION

 

 

LOW

LABEL

80

PSY – PORTSMOUTH SHIPYARD

81

PPPL – PRINCETON PLASMA PHYSICS LAB

82

PSSY – PUGET SOUND SHIPYARD

83

RLD – RADIOBIOLOGY LAB - DAVIS

84

RLU – RADIOBIOLOGY LAB - UTAH

85

SAN – SANDIA NATIONAL LABORATORY

86

SHIP – SHIPPINGSPORT ATOMIC POWER

87

SLA – STANFORD LINEAR ACCELERATOR

88

UROC – UNIVERSITY OF ROCHESTER

89

URF – URANIUM RESOURCES FACILITY

 

 

 

 

LOW

LABEL

90

KNKE – KNOLLS - KESSELRING SITE

91

HNC – HANFORD - OPERATIONS

92

HCON – HANFORD - CONSTRUCTION

93

- *DISCREPANCIES, UNKNOWN, NOMATCH (SSS)

94

HAR – HARSHAW

95

RUST – RUST ENGINEERING

96

ALOO – ALOO (LASL)

97

ZIA – ZIA (LASL)

98

HN – HOLMES & NARVER - NTS

 

 

LOW

LABEL

100

OR – UNION CARBIDE(X10, Y12, K25)

101

MED – MANHATTAN ENGINEERING DISTRICT

102

LOOW – LAKE ONTARIO ORDINANCE WORKS

103

- *ALL OAK RIDGE - STILL EMPLOYED

104

- *MED SITES ALL

105

MREM – MREM SYSTEM NON-DOE EMPLOYEES

106

- *CAROLYN MURPHYS GROUP (SSS)

107

OR – OAK RIDGE (GENERAL) – TEC, X10, Y12, K25

108

BETH – BETHLEHEM STEEL

109

MMES – NON-OR MARTIN MARIETTA ENERGY SYSTEMS

 

 

LOW

LABEL

110

FC – FERCLEVE CORPORATION

111

TVA – TENNESSEE VALLEY AUTHORITY

112

NUC – GENERAL CATEGORY FOR NUCLEAR POWER PLANT

113

LANO – NOT LOS ALAMOS LAB. WORKERS (OTHERS)

114

CHOO – CHICAGO OPERATIONS OFFICE

115

IAAP – IOWA ARMY AMUNITION PLANT BURLINGTON IA

116

NTS – NEVADA TEST SITE