Fayda Client Training for Supervisors and Officers PDF

National ID Program - Training Manual Presentation መታወቅ ለመተማመን! Contents 1. Procedures Overview Overview of NID Procedures 2. Registration Protocol  Before, During and After registration 3. Exception Handling Define exception  How to handle exception 1. Upon successful comple...

National ID Program - Training Manual Presentation መታወቅ ለመተማመን! Contents 1. Procedures Overview Overview of NID Procedures 2. Registration Protocol  Before, During and After registration 3. Exception Handling Define exception  How to handle exception 1. Upon successful completion of the national ID registration process, including the capture of biometric and demographic information, a 12-digit unique identifier will be generated. This identifier distinguishes each individual in the system, facilitating accurate and reliable identification. 2. The creation of the unique 12-digit number involves rigorous security checks and strict parameters. These measures are implemented to safeguard the sensitive information associated with the number, ensuring its protection and maintaining data confidentiality. 3. A single, exclusive number will be assigned to each individual. It is important to note that each person will receive only one unique number, and once assigned, it will remain with them indefinitely. 4. To ensure maximum security and confidentiality, the unique number will be sent to the individual through their registered phone number or email. This procedure guarantees that neither the registration officer/supervisor nor the national ID organization will have access to the actual number, thereby safeguarding the system's integrity and preserving the individual's privacy. This approach enhances the existing security measures in place. 5. If an individual misplaces their unique identification number, there are several methods available for retrieval. However, it is crucial to understand that the number provided will be the original or previously assigned one. No new unique number will be generated in such instances 6. Please be aware that individuals are allowed to register for the national ID only once. Attempting to register multiple times using different identities is a serious offense punishable by law. The national ID registration process is designed to ensure the integrity and accuracy of the system by permitting only a single registration per person. 7. The unique number associated with the national ID is subject to specific actions based on certain circumstances. These actions include locking, transferring, freezing, or deactivating the number. Such actions may occur through a court order, at the individual's request, or in the unfortunate event of their demise  Mandatory Non-Mandatory 1 Full name 2 Date of Birth E-mail 3 Gender TIN 4 Address 5 Nationality For non-Ethiopians Refugee card or evidence of refugee and refugee return service International organization employment ID Work permit (applicable to foreigners only) Residence permit (applicable to foreigners only) Resident verification/yellow card  Documents (Kebele ID) (Passport) id.et/proof There are 33 acceptable documents (Driving License) (Birth Certificate) (Parent consent) If a registrant can not provide any of the above documents, he/she can be registered using witness based registration  National ID Program – 2. Registration Protocol መታወቅ ለመተማመን!  Before Registration  Before commencing the registration process, it is crucial to verify the availability of a suitable space that can accommodate the registration kit, taking into account its dimensions and requirements. The registration room should be equipped with an appropriate electrical supply, including a divider, reducer, and surge protector. These provisions guarantee that the registration kits are adequately powered, enabling smooth and uninterrupted operation. The registration room should be equipped with standardized chairs that provide comfortable seating for both registrants and registration officers. It is important to choose chairs with lower backs to avoid obstructing the registrant's head during photo capture. Furthermore, a sturdy and spacious table is essential to accommodate the registration kit. Aligning the table with the chair ensures a seamless registration process. To uphold a hygienic registration process, it is essential to have sanitary equipment readily available on the registration table. This includes items such as soft paper, hand sanitizer, and other hygiene supplies. By providing these essential items, the well-being of both registration officers and registrants is prioritized. This promotes cleanliness and minimizes the potential spread of germs, ensuring a healthy environment during the registration process. It is necessary to clean the registration kits after each registration. Having sanitary equipment readily available is particularly helpful in this regard, as it enables the proper cleaning and sanitization of the registration kits between uses. After completing the training, registration officers and supervisors will receive unique usernames and passwords to access the registration system. It is strictly prohibited to share these credentials with others, and such actions are subject to legal consequences. Prior to entering their credentials, each registration officer should verify that the computer's date and time settings are accurate and aligned with the current date and time. During and after the registration process, it is vital to handle the registration kits with care due to their fragile nature. Both registration officers and supervisors have a shared responsibility in ensuring proper assembly and disassembly. Delicate components such as cables, the dual iris camera, laptop, and photo camera require special attention. Avoid excessive pulling or bending of cables to prevent damage or connectivity issues. Treat the dual iris camera with caution to avoid physical harm. Handle the laptop gently, protecting it from accidental drops or impacts as it is a critical component. Similarly, use the photo camera with care to maintain functionality and prevent damage. During registration Demographic information When capturing demographic information, accurate input into the system is crucial based on the details provided on the consent form by registrants. Registration officers should carefully review the consent form and use it as a reference to enter demographic information correctly. Communication with the registrants is vital, emphasizing the importance of following the registration process on the second screen. If there is a discrepancy between the registrant's declared name and the name on their Proof of Identity, limited to spelling or name sequence, the name declared by the registrant should be recorded The registration officer enters information on one side of the registration client, except for the full name, which should be entered in both Amharic and English. The system automatically populates corresponding fields on the other side. For instance, when the officer enters a date of birth on the Ethiopian calendar, the system converts it to the corresponding date on the Gregorian calendar. This functionality simplifies the data entry process. To proceed to the next page, all mandatory fields, indicated by a (*) sign Capturing face photo Capturing a high-quality face photo during registration is important for accurate representation. Here are some considerations: Lighting: Natural light is ideal and can enhance photo quality. A registration room with glass windows allows natural light entry. If natural light is insufficient, the camera's LED light can be used, adjusted for optimal lighting conditions. Tables and Chairs: Properly designed and aligned tables and chairs ensure consistent results. Consider height and positioning to align the face with the camera. Stability is crucial to prevent movement. Eyes: Ensure the subject's eyes are wide open for facial recognition and identification purposes. Hats and Headgear: Generally, avoid hats that cast shadows or obscure facial features. If necessary, hats can be allowed as long as the face remains visible. Glasses: It's preferable to remove glasses to avoid reflections or obstructions. If needed, glasses can be allowed as long as they don't significantly cover the eyes or facial features. Capturing fingerprints Clean the scanner: Ensure the fingerprint scanner is clean before capturing fingerprints by wiping it with sanitizer or a dry towel. This maintains accuracy and prevents cross- contamination. Regular cleaning: Clean the scanner between registrations to minimize false readings and errors caused by residual fingerprints. Consider exceptions: Accommodate individuals with disabilities or specific circumstances while still ensuring accurate entry. Apply consistent pressure: Apply appropriate pressure when capturing fingerprints for accurate identification and to protect the scanner from damage. Excessive pressure can harm sensitive parts, while insufficient pressure may result in incomplete or distorted images. Capture all fingers: It is necessary to capture fingerprints of all fingers (4 right-hand, 4 left-hand) to ensure comprehensive registration. Dual iris capture Clear eyes: Ensure the registry's eyes are free from foreign substances like dirt, makeup, or contact lenses to capture accurate iris images. Remove eyeglasses: The registry should remove any eyewear that may obstruct or interfere with iris capture, enhancing accuracy. Horizontal scanner positioning: Hold the iris scanner horizontally during registration to align the camera properly with the registries' eyes, ensuring consistent capture of iris images. Capturing documents Proper placement: Align the document with the edges and corners of the scanner plate, ensuring it is straight and centered for a complete capture. Document size: Adjust scanner settings to accommodate the document size, avoiding cutoffs or unnecessary empty spaces. Wrinkle and fold prevention: Smooth out wrinkles or folds on the document before scanning to avoid distortions or shadows in the image. Scanner cleanliness: Keep the scanner clean and free from dust or debris, regularly cleaning the glass or plate to maintain optimal image quality. After registration After completing the registration process and using all the registration equipment, it is important to properly organize and store the equipment. Document scanner: any connecting cables should safely be detached. Place the scanner back in its designated spot within the kit box, ensuring that it is secure and protected from any potential damage. Dual iris scanner: detach any cables or accessories. Carefully place the scanner back in its designated position within the kit box, ensuring that it fits securely and is protected from any external impacts. Printer: Power off the printer and disconnect any cables. Return the printer to its designated spot within the kit box, ensuring that it is securely placed and protected from any potential damage. Secure fitting: Make sure that each piece of equipment fits properly in its designated position within the kit box. This helps prevent any movement or shifting during transportation and ensures that the equipment remains properly organized for future use.  3. Exceptions Handling መታወቅ ለመተማመን! What is an exception? Exceptions occur when an enrollee is not able to give complete set of biometrics as required by NID Biometric requirements.  Exceptions have to be handled with maximum care - Special care has to be taken to make the enrollees comfortable throughout the entire process.  Reasons for exceptions Injury Amputation of fingers Amputation of hands Problem with the eyes Naturally disabled etc  In Ethiopia, we may encounter many people who have worn out fingerprints because of physical labor and other activities. Problem with the eyes Amputation of fingers Amputation of hands  Exception Handling First, check the Registrant’s fingers and eyes for fitness Click on the specific part of the image where exceptions are thought to be found Capture exception photo Palms should face the camera Face and both the hands should be in the frame If the exception is for Iris, the registrant does not need to raise his/her hands up ABOUT US Thank You