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Division of Personnel Security
and Access Control

Helpdesk: 301-402-9755
e-QIP: 301-402-9735
Appointment Line: 301-496-0051
Email: orspersonnelsecurity@mail.nih.gov

This is the November 4, 2009 issue of the DPSAC NEWS

Scorecard Shows Healthy Start to HHS ID Badge Rollout

With enrollment and badge issuance now underway for all NIH employees, contractors and affiliates, DPSAC News will begin posting a running total of individuals who have been sponsored, enrolled and issued new HHS ID Badges in each bi-weekly issue. DPSAC News readers will be able to follow the progress of this effort as NIH moves toward its June 30, 2010 deadline to get all 34,000 individuals identity proofed, enrolled and badged.

As of October 31:

       Sponsored: 2723 (8%)     Enrolled: 1668 (5%)     Issued: 1323 (4%)

NIH Staff Cooperation Critical to Success of Badging Process – AOs Can Help

DPSAC reports that a number of NIH employees, contractors and affiliates are either overlooking or ignoring the e-mails from NED that require their participation to complete the badging process.

In one e-mail, individuals are asked to verify or complete their Personally Identifiable Information (PII) and enter information about their Place of Birth and Citizenship. If this is not done, DPSAC will be unable to search the OPM database for any existing background investigation that might be on record.

Additional e-mails require the individual to make appointments for enrollment and badge pickup respectively. DPSAC reports that many individuals are not making or not keeping their enrollment and badge issuance appointments.

AOs can help by reminding those they service to be on the lookout for the NED e-mails and to take them seriously.

Individuals who ignore these e-mails do so at their own peril since refusing to complete the badging process will result in their ID Badges being inactivated and the loss of privileges conferred with the badge.

Individuals can read about Federal and NIH policies relating to the new HHS ID Badge on the id badge website: http://idbadge.nih.gov.

DPSAC to Stagger ID Badge Expiration Periods

DPSAC plans to stagger the badge expiration dates for the various NED Classifications to ensure that the workload remains evenly distributed as badges expire or are renewed.

Note: the periods listed below are the ‘upper limits’ or ‘maximums’. DPSAC will shorten these periods as necessary.

• Employees/FTEs - up to 5 years ( 3-5 year range)
• Contractors - up to 2 years (1-2 year range)
• Fellows - up to 5 years
• Guest Researchers - up to 5 years
• Special Volunteers - up to 5 years
• Summer Students - not to exceed September 30 of the year they 
  are Summer students

'New FTE' Data Lagging in NED

AOs are not entering all new FTEs into NED prior to their Entry-on-Duty (EOD).  DPSAC reports that over the past four EOD Mondays, 25-33% of new FTEs were either not entered into NED, not sponsored in NED,  or had an incomplete NED record.

Summary of NED 2.5 New Capabilities & Enhancements Posted Online

The NED Team has posted a summary of NED 2.5 New Capabilities & Enhancements on its ‘Release Notes’ site: http://nedinfo.nih.gov/docs/relnotes/relnotes.html.

Slide Show Features PIV and Badging Process

If you’ve passed through the Clinical Research Center (Building 10) recently, you’ve likely viewed a slide show on one of the Center’s closed circuit flat panel screens featuring the ID Badging process.

This short presentation, which highlights the three main steps in the Badging process -- Sponsorship, Enrollment & Issuance – is now available in PowerPoint format to ICs who wish to share this information with their staffs via their own closed circuit systems.

Click here to view. If you are having difficulty displaying the presentation, drop a note to Lanny Newman at NEWMANL@MAIL.NIH.GOV requesting a copy. He’ll send you the presentation as a separate attachment.

Appointments Possible Only After NED Signals Green Light

HHS ID Badge Enrollment appointments cannot be made until the NED message “Awaiting Applicant Enrollment” appears under ‘View Badge History.’ Similarly fingerprinting appointments for legacy NIH badges cannot be made until NED indicates “Waiting for DPSAC to review fingerprints”.

Note: Appointments made before the above criteria are met will be cancelled.

DPSAC reports that a number of AOs are making appointments without first checking the ‘View Badge History’ function in NED to confirm an individual’s eligibility. As a result, individuals are showing up for enrollment appointments before they have been approved and are being turned away.

Unfortunately, since each 20-minute appointment is reserved in advance, individuals who have been approved for enrollment lose the opportunity to fill the vacant time slot.

‘Catch Up NED Study Hall’ Proposed by HSPD-12 Program Office

Would you be interested in joining other AOs for a special session dedicated to helping you catch up on your NED tasks? The session would be supervised by qualified NED trainers and conducted in a computer room away from distractions. “Study Hall Monitors” would circulate around the room to answer your questions and help you work through your case loads and help you with problem issues.

If you think you would like to participate in this learning environment, the HSPD-12 Program Office would like to hear from you. Please send an e-mail to HSPD12@mail.nih.gov indicating your interest. Stay tuned, and thank you for your feedback.

Enrollment and Badge Issuance By Appointment Only

DPSAC is now seeing customers by appointment only. ‘Same-day service’ and Wednesday evening ‘walk-ins’ have been discontinued; however, DPSAC will continue to offer Wednesday evening service from 5:00 – 8:00 pm on the main campus, with personnel on hand to service 36 appointments during this time period.

Individuals with lost, stolen or broken badges should still come to DPSAC immediately (Building 31, Room B1A26).

Note: If you do not work on the Bethesda main campus, Bethesda off-campus or Rockville campus areas, please contact your local security office with any questions.

Helpful Tips

• AOs who have been issued their HHS ID Badge and are still waiting for their Card Reader can stop by any Badge Issuance Station to pick one up or they can contact the HSPD-12 Program Office to have one sent to them via interoffice mail.

• To have your Card Reader installed, contact: ITHelpdesk.nih.gov.

• As of Monday, November 2, 2009, Enrollment appointments are being scheduled for 5635 Fishers Lane, Room T801. Issuance at that location will begin later in the week. 6001 Executive Blvd (Neuroscience Center), Rooms 6228 & 6230 will open for business on Monday, November 9, 2009.

• Visit http://idbadge.nih.gov/badge/locatingbadge.asp to see a list of Enrollment Work Station/Issuance Work Station locations, contact information and hours of operation.

• Social Security Numbers (SSN) are required to complete e-QIP. Individuals who do not have an SSN will not be initiated in e-QIP until they obtain one. Individuals without a SSN will need to file with the Social Security Administration (a 2-3 weeks process).

• AOs sponsoring foreign nationals who do not have an SSN should alert the Division of International Services (DIS) that the foreign national is coming to NIH. Foreign nationals who do not have an SSN will need to be cleared by DIS before they can be processed by DPSAC.

News Briefs

New DPSAC Director

ORS’s Associate Director for Security and Emergency Response, Bill Cullen, recently announced the appointment of CAPT Theresa Minter as the new Director of the Division of Personnel Security and Access Control (DPSAC), effective Monday, November 2, 2009.

“CAPT Minter will be responsible for overseeing the identity proofing, enrollment, background checks/investigation adjudication, and HHS or NIH PIV badge issuance for over 34,000 NIH employees, contractors and affiliates on NIH campuses across the country,” said Cullen.

“She will serve as the NIH Identity Verification Program Manager and will have the primary responsibility for implementing an NIH-wide activity in support of the Homeland Security Presidential Directive 12 (HSPD-12)," he added.

Associate Director Cullen also recognized Richie Taffet, HSPD-12 Program Manager, for “admirably serving as the Acting Director of DPSAC since June of 2008.” He noted that “his outstanding leadership and diligence in resolving difficult technical and programmatic issues while continuing to assume his current position was above and beyond the call of duty.”

NIH is the first HHS OPDIV to have local badge printing capability

DPSAC anticipates that around 1000 individuals will be processed each week from now until June 30, 2010,

FAQs

Q. I’m a full-time Federal employee who has been working at NIH for decades. I see no reason to go through the background check to obtain my new HHS ID Badge. What if I refuse?

A. Unfortunately, the Personal Identity Verification process is a Federal government job requirement for individuals working at NIH who need an HHS ID Badge (SmartCard). Providing this information is voluntary; however, if you choose not to provide the required information, you cannot be found suitable for Federal employment and will therefore be subject to administrative action. Those applying for a position at NIH for the first time will not be considered if they refuse to provide this information.

You can read more about Federal and NIH policies relating to the new HHS ID Badge on the ID Badge website (http://idbadge.nih.gov).

A biweekly e-newsletter from the Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep you informed as NIH rolls out "Homeland Security Presidential Directive 12" (HSPD-12) establishing a common identification standard to better safeguard NIH and its workforce.