MS 254: Volunteer Identification

Date: 3/18/86
Office: M/AS
Supersedes: 7/5/85


1.0	Purpose
2.0	Policy
3.0	Background
4.0	Description
5.0	Preparation and Issuance of Cards
	5.1	No-fee Passport Number
	5.2	Country Specific Emergency Information
	5.3	Medical Information
	5.4	Card Number
	5.5	Expiration Date
	5.6	Return Address
	5.7	Plastic Sealing
6.0	Replacement/Reissuance
	6.l	Lost/Stolen Cards
	6.2	Change in COS Date
	6.3	New Country of Assignment
	6.4	Change/Correction in Other Information
7.0	Return of Card Upon Completion of Service or Early Termination
8.0	Reports of Suspected Misuse/Misrepresentation and Lost or Stolen Cards
9.0	Internal Controls
10.0	Effective Date

Attachments

Attachment A	PC 1608 (2/84), Peace Corps Volunteer Identification Card
Attachment B	PC Form 1723 (9/84), Privacy Act Statement
Attachment C	PC Form 1730 (9/84), Peace Corps Volunteer Identification Card Log

1.0 Purpose

This section establishes Peace Corps policy and procedures for the issuance of identification cards to Peace Corps Volunteers.

2.0 Policy

The Volunteer Identification Card (Form PC-1608) is an optional form servicing Peace Corps Volunteers. Country Directors at each Post will decide whether or not to issue the form to Volunteers. If PC-1608 is issued, the Country Director is responsible for insuring that the policy and procedures in this Manual Section are followed.

3.0 Background

A Peace Corps Volunteer Identification Card is issued to each Volunteer in order to:

Provide a convenient means of identifying an individual who has been enrolled as a Peace Corps Volunteer.
Provide basic identifying information.
Provide emergency instructions and medical information.

Peace Corps provides a standard form for Volunteer Identification Cards to facilitate Volunteer recognition, particularly outside their country of assignment, by officials of other U.S. agencies. Provision is made for inclusion of information which is specific to the country of assignment.

4.0 Description

The Peace Corps Volunteer Identification Card (Form PC-1608, see Attachment A) includes the following:

Full Name of Volunteer
Country of Assignment
Social Security Number of Volunteer
No-Fee Passport Number
Date of Birth
Volunteer's Signature
Country Director's Signature
Identification Card Number
Country Specific Emergency Information
Blood Type, Allergies and other Emergency Medical Information on the Individual Volunteer
Expiration Date
Address to which Found Cards should be Returned
Visa-type photograph of Volunteer

All Volunteer Identification Cards are sealed in plastic to protect them against damage and alteration.

5.0 Preparation and Issuance of Cards

Although Peace Corps Volunteer Identification Cards are issued only after swearing-in, Trainees should be provided with PCV Identification Card Information Form (Form PC- 1723, see Attachment B.) to fill out and return before the end of training.

The PC-1723 serves both as the source document for Volunteer specific information to be included in the identification card and as the official record that a card has been issued. Information and signatures on Form PC-1723 must be identical to the information and signatures on the identification card and must be certified as accurate by the Volunteer, Peace Corps Medical Officer (PCMO) or Contractor (PCMO/PCMC) and Country Director (CD).

The completed Form PC-1723 for enrollees should be retained in the Volunteer's Official Health Folder at each Post because it contains medical information. The forms for Trainees who are not sworn in as Volunteers will be immediately destroyed.

5.1 No-Fee Passport Number

The PCV's no-fee passport number should be entered on the ID card. No other passport number, i.e., personal or tourist passport, should be reflected on the card.

5.2 Country Specific Emergency Information

Country specific emergency information should include the emergency contact names and telephone numbers of the Peace Corps Medical Officer, the Associate Peace Corps Country Director (APCD) most directly related to the PCV's project and the Country Director.

5.3 Medical Information

Medical information included on the ID card must be consistent with information contained in the PCV Overseas Health Jacket. The PCMC must certify that the information reflected on the ID card is in agreement with information contained in the health jacket.

If the information reflected on PC-1723 is not in agreement with information contained in the individual's Official Health Jacket, the PCMO will discuss the discrepancy with the PCV. The PCMO, in consultation with the PCV, will enter the correct data on the PC-1723. The PCMO will take measures to correct errors that may be contained in the Official Health Jacket.

5.4 Card Number

Each Volunteer ID Card will be issued under the preprinted card number and the addition of the three digit country code of assigned country. (See Handbook for Fiscal Coding and Report Preparation for FY 85).

5.5 Expiration Date

All Volunteer ID Cards must reflect the Volunteer scheduled completion-of-service (COS) date. In the event of an extension of service of more than one month, a new Volunteer ID Card should be issued with an updated COS date.

5.6 Return Address

All Volunteer SD Cards should include a local address to which found cards should be returned. Generally, this will be the P.0. Box number of the Peace Corps office or nearest U.S. Embassy.

5.7 Plastic Sealing

All Volunteer ID Cards should be sealed in plastic before being issued to prevent damage or alteration. Supplies of plastic sealers are provided with each shipment of ID cards from the Office of Administrative Services, Facilities and Logistics Management Branch (M/AS/G/FLM).

6.0 Replacement/Reissuance

Volunteer SD Cards should be replaced or reissued as follows:

6.1 Lost/Stolen Cards

Volunteer who lose their card or whose card has been stolen should report the loss to the Country Director as soon as possible. A written report should describe the circumstances of the loss and request a replacement. A new card will be issued. If the original card is subsequently recovered, it should be returned to the Country Director for proper accountability and destruction. Replacement of a Volunteer ID Card should be noted on the written report and placed in the Volunteer Personnel Folder maintained at Post.

The Country Director will ensure that a report of lost or stolen cards is made immediately to the Embassy or Support Office Security Officer. (See paragraph 8.)

6.2 Change in COS Date

Normally Volunteer ID Cards will not be reissued as a result of a change in the COS date of one month or less. However, when a Volunteer extends his or her service for more than one month, a new card should be issued. Appropriate notations of the issuance of a new card should be made in the Volunteer Personnel Folder maintained at each Post. Required entries will be made on the Volunteer Identification Card log, Form PC-1730 (Attachment C). The old card will be properly destroyed. (See paragraph 7.)

6.3 New Country of Assignment

When a Volunteer transfers to a new country the old ID card will be turned in to the new Country Director or voided by the new Country Director if the Volunteer requests to keep it. The Country Director in the previous country will enter the transfer date and new country on Form PC-1730. The new Country Director will issue a new card and make appropriate entries on Form PC-1730. (See paragraphs ~6).

6.4 Change/Correction in Other Information

In the event that a Volunteer must be issued a replacement no-fee passport (thus changing the Volunteer passport number) or if other information on the Volunteer ID Card changes, a replacement Volunteer ID card with a new number shall be issued. (See paragraph 5 above.)

7.0 Return of Card Upon Completion of Service or Early Termination

Upon completion of service or early termination, the Volunteer ID Card will be returned to the Country Director. The Country Director or designee will record the return of the card by making appropriate notations on PC-1730 and will destroy the card in accordance with Embassy or Support Office security procedures.

If the Volunteer requests to keep the ID Card the Country Director or designee will make appropriate notations on PC-1730; will punch the card in the space that indicates "Void When Punched"; and give the voided ID card to the Volunteer.

8.0 Reports of Suspected Misuse/Misrepresentation and Lost or Stolen Cards

If the Country Director becomes aware of a suspected misuse or misrepresentation of an Volunteer ID card or is informed of a lost or stolen Volunteer ID card, he or she should report this immediately to the embassy or support office security officer for information and further necessary action.

If the card in question has been assigned to a Volunteer, the Country Director or designee should contact the Volunteer to clarify the loss. If, after having contacted the Volunteer, the Country Director determines that there was no misuse or misrepresentation, he or she does not need to take further action except to notify the individual who reported the incident of his or her determination.

The Peace Corps Headquarters Security Officer (M) will be informed on a case by case basis whenever circumstances warrant such notification. Such circumstances, for instance, would involve the illegal use of a card by Peace Corps staff, Volunteers or contract employees.

9.0 Internal Controls

The internal control of the Volunteer ID cards will be maintained by M/AS/G/FLM and Country Directors as follows:

PCV ID cards (Form PC-1608) may only be printed by M/AS/G/FLM. The cards will be printed with sequential numbers.
M/AS/G/FLM will distribute the cards to Country Directors by a transmittal memorandum indicating blocks of numbers issued to the country.
Supplies of the forms and other related supplies will be mailed to Country Directors either by registered pouch or registered international mail.
Upon receipt, the Country Director or designee should ensure the verification of the forms shipment by accounting for the numbers received and immediately notify M/AS/G/FLM of any discrepancies.
The Country Director shall ensure adequate physical security for numbered, but otherwise blank, ID Cards and should restrict access to authorized employees only.
The Country Director shall ensure that the Peace Corps Volunteer Identification Log, PC-1730, and the Peace Corps Volunteer Identification Card Information form, PC-1723, are properly used and maintained.
The Country Director shall ensure that the record log and blank ID cards are secured in separate locations in the office. They should be kept in safes or in file cabinets with combination locks.
The Country Director shall ensure that returned/expired ID cards are properly disposed of in accordance with Embassy or Support Office procedures.

10.0 Effective Date

This Manual Section takes effect on the date of issuance.