Attention: This bulletin has been superseded and is inactive.


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