EEOICPA BULLETIN NO. 02-34

Issue Date: September 300, 2002

Expiration Date: September 30, 2003

Subject: Procedures for using the on-line ORISE database.

Background: The program has been receiving employment information from a database maintained by the Oak Ridge Institute for Science and Education (ORISE) by sending lists of claims for employment verification directly to ORISE rather than the Department of Energy (DOE) point of contact.

The ORISE database includes over 400,000 employees from the 1940’s until the early 1990’s and has been an effective tool in verifying employment for EEOICP claimants. In order to streamline the use of the database, DEEOIC and the DOE have established an Internet-based means of access to the data. Claims Examiners will be able to access the database with an individual password and acquire employment data for a specific claim, eliminating the need to send individual requests to ORISE.

Reference: EEOICPA Bulletin No. 02-28; Interim procedures for obtaining employment verification from ORISE. ECMS Resource Users Guide and ECMS FAQ’s.

Purpose: To provide procedures for obtaining employment verification information from the online ORISE database.

Applicability: Claims Examiners, Senior Claims Examiners, All Supervisors, ADP Coordinators and Technical Assistants.

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).

2. If the employee worked at a facility that is not included in the ORISE database, the CE should request employment verification through the usual manner, depending on the routing instructions for that particular facility.

If the employee worked at one of the facilities on the

attached list, the CE should log on to the ORISE database through the secure web site address which can be obtained from the ECMS Resource Users Guide and ECMS FAQ’s on the secure shared drive.

Upon accessing the web site, a security alert screen will come up which assigns a security certificate that authenticates that the CE is an authorized user and is using a secure site. The CE will have a choice of YES, NO or View Certificate. Please select Yes to continue.

A web page "The Department of Energy, Case Management

System", with the login and password field at the bottom will be displayed. The CE will be required to enter his/her user name and password. Instructions for the username and temporary password can be obtained through the ECMS Resource Users Guide and ECMS FAQ’s on the secure shared drive.

6. Once logged in, a web page that lists privacy and security information will appear. On the left side of the web page the CE will see buttons for Search ORISE, Change Password and Logout.

7. For security reasons, the CE should change his/her password by selecting the Change Password button.

To search the ORISE database, the CE must select the Search

ORISE button. A screen will appear which provides fields for the first name, last name and social security number of the employee. The CE must enter at a minimum a partial last name and social security number for the individual for whom the search is being conducted.

Once the employee name and social security number is

entered, the system will search the database and provide the results at the bottom of the page under ORISE Search Results. If the database finds a match, the name and social security number will appear. The CE must select the result to review the employment data.

The ORISE data is categorized in two rows of data. The first row is categorized by Facility and lists all the facilities where the employee worked. The second row is categorized in columns by Facility, Hire/Terminate Dates, Dept. Code, Job Title, and Badge Number and provides employment data specific to the facility(s) where the employee worked. For example, if the employee worked at three facilities, then the CE would see three rows of information pertaining to each of the identified facilities, hire/terminate dates, dept. code, job title and badge number.

If the information from the ORISE database is used for

employment verification, the CE should print a copy of the ORISE employment results, and place it in the case file along with the EE-5, and the memorandum from DOE stating that data contained in the ORISE database is reliable and may be used as affirmation of employment. (Attachment 2).

The CE should enter the status code OR in ECMS only if ORISE information is used to verify employment. It will no longer be necessary to enter an OS (ORISE sent) status code.

13. Some of the data will 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.

14. 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 ORISE information. These dates do not necessarily correlate with the dates the facility was in operation.

15. If the claim is for a member of the SEC, and is for a specified cancer, the CE must 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.

16. 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.

17. If the claim is for non-SEC cancer, the CE must 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.

18. If the claim is for chronic silicosis, the CE must 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.

19. If the CE is unable to verify or can only partially verify

employment through use of the ORISE information, the CE will send an EE-5 and a copy of the ORISE information to the appropriate DOE records contact. The CE will send a cover memo to DOE indicating that the ORISE information is incomplete and thus additional information is required by the DOE. The CE must enter the status code ES (Employment Sent) in ECMS with the effective date as the date indicated on the cover memo. In addition, once the verification is received from the DOE, the CE must enter the status code ER (Employment Received) in ECMS with the status effective date as the date received and reflected by the mailroom staff. #9;

20. Effective this bulletin, ORISE will not process or return

outstanding requests sent by the CE. The CE should search the online database for employment information pertaining to the outstanding requests sent to ORISE; and enter the status code of OR (ORISE received) regardless if employment information was obtained.

21. 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.

22. As a reminder, if the CE sends an employment verification package to DOE, and he/she does not receive a response within 30 days, the CE must follow up with DOE by submitting a cover memo and a EE-5. The cover memo must state it is a follow up to a previous request and include the DOE point of contact and the date it was originally sent to the DOE. The CE must enter the status code of DE(Developing Employment)in ECMS with the status effective date as the date indicated on the cover memo. In addition, once the CE receives the EE-5 back from the DOE, he/she must enter the status code of ER in ECMS with the status effective date as the date received and reflected by the mailroom staff.

Please Note- 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.

ADP coordinators should contact the Energy Tech Support for application and/or technical questions at: ENERGY-TECH-SUPPORT@fenix2.DOL-ESA.gov.

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, ADP Coordinators

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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