Paperwork for Students

Students placed at NOAA facilities must complete NOAA’s student volunteer paperwork to get a security badge. (NOAA considers the students volunteers because they are funded by their schools, not NOAA.) The badge allows students to enter NOAA facilities and to use a NOAA computer. Students should work with their mentors to complete their paperwork. Mentors should work in collaboration with their on site HR person.

The process varies by location. Click the appropriate link for the directions for your placement:

  • Silver Spring, MD (NOAA headquarters)
  • NOAA labs and field offices (all NOAA locations other than Silver Spring)
  • National Estuarine Research Reserves (NERRS)

Foreign nationals (non-US citizens) can work at many, but not all locations. They must start their paperwork by completing two additional forms as described here.

Silver Spring, Maryland Volunteer Student Paperwork Process

  1. Student mails the NOAA mentor or NOAA on site HR (Students must mail documents with their social security number. Do not email your SSN without encrypting via Dept. of Commerce guidelines):
    1. Student Volunteer Service Agreement (also sometimes called Wage Claim Waiver Form)
    2. Compensation for work injuries form
    3. OF-306
    4. Security coversheet (type of investigation is “SAC” and position senstivitiy is “low risk”)
    5. Resume
    6. Letter from school or unofficial transcript
  2. Mentor gives their onsite HR:
    1. Student Volunteer Service Agreement (also sometimes called Wage Claim Waiver Form)
    2. Compensation for work injuries form
  3. Immediately upon arriving in Silver Spring, student gets fingerprinted at NOAA security office.
  4. On site HR person completes and sends the Program Office HR Liaison (this may vary by office). Please do not email PPI to your HR Liaison:
    1. Fillable SF-52 with Billet Number
    2. FORM I9 (I-9 asks for OF-86C, but you don’t need it anymore.)
    3. all student docs (e.g. 1 a-f and Statement of Duties)
  5. Program office level HR Liaison (this may vary by office) enters the SF-52 into RADS.
  6. At end of Volunteer time, on site HR does an SF-52 for Termination of Volunteer with the total number of volunteer hours noted in the Remarks.

NOAA Labs and Field Offices (all NOAA locations other than Silver Spring)

    1. Student mails the following to their NOAA PI or their NOAA on site HR person ASAP:
      1. OF-306 and security cover sheet
      2. Two sets of fingerprints (example form, most forms are similar but make sure it says Federal Bureau of Investigation on back. Might be FD-258 (REV 5-11-89) 349-448/80082). This can be done at most police stations. Students can ask their school to cover this expense and include it in their budget.
      3. Student’s email address to mentor (HR person will need it)
    2. Student completes and emails to the NOAA mentor or NOAA on site HR:
      1. Student Volunteer Service Agreement (also sometimes called Wage Claim Waiver Form)
      2. Compensation for work injuries form
      3. Resume
      4. Letter from school or unofficial transcript
    3. Mentor writes a Statement of Duties (1-2 paragraphs of what student will be doing) and sends it and all the paperwork specified in steps 1 and 2 above to their onsite HR.
    4. On site HR person completes and sends the following to Program Office HR Liaison (this may vary by office). Do not email PPI to your HR Liaison.
      1. SF-52 (here is a fillable SF-52)
      2. I-9 (I-9 asks for OF-86C, but you don’t need it anymore.)
      3. all student docs (e.g. 2 a-d and Statement of Duties)
    5. Program office level HR Liaison (this may vary by office) enters the SF-52 into RADS.
    6. At end of Volunteer time, on site HR does an SF-52 for Termination of Volunteer with the total number of volunteer hours noted in the Remarks.

National Estuarine Research Reserves (NERRS)

The NERRS are usually located at State or University facilities. Their paperwork requirements are different (and usually simpler) that the requirements for Federal Facilities. However, all students placed at NERRS should complete and email the three items below to their mentor:

  1. Student Volunteer Service Agreement (also sometimes called Wage Claim Waiver Form)
  2. Compensation for work injuries form
  3. Resume

Beyond those three requirements, students working at a NERR should follow the NERR intake process.

Foreign Nationals in Silver Spring, MD

(I think this applies to all locations, but mentors in the field should check with their on-site HR.)

Foreign nationals (non-US citizens) must complete, in order:

  1. Foreign national visitor form
  2. Foreign national Appendix B
  3. Endorsement Supplemental Form (ESF)
  4. Security cover sheet

The ESF and Appendix B requires multiple signatures and can take up to 30 days:

  1. The form is completed by the mentor.
  2. It is signed by the Line Office’s controlled technology officer. (In NOS it is Sonja Smith.)
  3. It is signed by Line Office’s Deputy Assistant Administrator. (In NOS Christopher Cartwright,)
  4. The form is signed by Ed Horton.
  5. The form is submitted to the security office.

This applies to students WITHOUT a US permanent green card. If the student has a green card, they do not need a deemed export ESF or Appendix B. They are just a US permanent resident. They need to complete the security paperwork outlined for US students. The difference is that when they submit the paperwork (and get fingerprinted) they need to bring three pieces of identification: (1) a copy of green card, (2) a copy of passport, and (3) a copy of social security card.

The process is further explained at http://deemedexports.noaa.gov/. Questions should be directed to the delightfully helpful and competent Sharlene Savage (Sharlene.Savage@noaa.gov) in the Silver Spring security office.

Once you get the Security approval letter, you do the other paperwork for the student.