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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 July 15, 2009 issue of the DPSAC NEWS

Student Badging Moves to Building 31

July 10 was the last day that students could be processed for their ID Badge at the South Lobby of the Clinical Center. The badging official has relocated to the Parking Office in Building 31 on the B3 level. If you advise Summer students, please let them know about this new location for obtaining their ID badge.

Many Resources Available to AOs Seeking Help with NED Tasks, PIV and HSPD-12

DPSAC and the NED Help Desk field a lot of questions from AOs regarding ID Badge Renewal Tasks and other NED operations.

While most AOs have attended at least one Hands On class this past year and some AOs have “played” in the NED Sandbox to practice NED applications, DPSAC understands that becoming proficient with NED requires repetition, practice and exposure to different scenarios.

DPSAC and the NED Team have developed and posted a number of learning tools and tutorials on the ID Badge website to enable NED users to practice with NED applications and improve their Sponsor skills.

Below are brief descriptions of some of these job aids and tutorials along with the web links that will take you to these resources. Most of these materials can also be found under the NED Training section of the ID Badge website at: http://www.idbadge.nih.gov/training/index.asp

AO Sponsors - Next Steps, describes the Pre-enrollment, Enrollment and Issuance steps required for AOs who will be the first to obtain the HHS ID Badge. Click on: http://www.idbadge.nih.gov/training/aosponsors.asp to view this page and keep up to date.  

PIV Sponsor Training for NIH -- PIV Sponsor Training for NIH (PDF Document, 13 Pages) (PowerPoint Slides & Certificate) [Training time: 10 minutes] contains the mandatory training for AOs who plan to be HSPD-12 Sponsors.

Job Aids:

    --  Badge Renewal -- http://www.idbadge.nih.gov/training/docs/renewingbadge.pdf

    --  The Update and Modify Functions -- clicking on Functions will take you to this job aid.  

    --  Setting Preferences – Primary SAC Coverage -- http://newsletters.mcmanis-monsalve.com/assets/dpsacmar11_09/ned-user-preferences-job-aid-final2.pdf

    --  Volunteers (Clinical Rotators) -- (PDF Document, 4 pages) -- http://www.idbadge.nih.gov/training/docs/ovolunteers.pdf

NED Sandbox -- AOs can log onto the NED Sandbox environment by clicking on: Sandbox. Once inside the Sandbox  AOs can perform any NED-related activity. 

Sandbox users can also work through a Registration Tutorial and a series of Practice Exercises including: Registering New People; Updating Records; Modifying Services; Deactivating People; Transferring People; View Record / Status; and more.

NED Training-on-Demand -- Be sure to check out the NIH-ORS NED Training-on-Demand course offered at: NIH-ORS NED 2.0 Training-on-Demand, HHS Learning Portal. This course, made available on the HHS Learning Portal (LMS) covers the new NED functions, the organization of the new NED screens, the variety of system features for managing badge information, and how personal information is managed within the system.

HSPD-12 Update -- If you want an update on the HSPD-12 implementation at NIH and the rollout of the new HHS ID Badge, you can watch a one-hour videocast presented by Richie Taffet, Acting DPSAC Director, at: Videocast of HSPD-12 Update for AO Sponsors (April 29, 2009).

NED Super Users -- Each Institute and Center has designated one or more of their Administrative Officers (AO) as a “Super User.” This designation is given to individuals who have received specialized training in order to serve as early points of contact for other administrative staff requiring assistance with the new NED system. Super Users from your IC are available to assist you throughout this process and we encourage you to use them when you have questions. For a complete list of NED Super Users, click on: NED Super Users for Each IC (PDF Document, 4 Pages).

NIH Helpdesk – For technical problems, including completing NED tasks, you are encouraged to contact the NIH Helpdesk at (301) 496-4357. If necessary, they will route your ticket to a member of the NED Team who can assist you.

HSPD-12 Program Office – For all other questions related to the process, please contact the HSPD-12 Program Office at (301) 496-3067 or HSPD12@mail.nih.gov.

No More Broken Link When Running Renewal Tasks in NED

In the last issue of DPSAC News AOs were provided a couple of ‘work-arounds’ to a broken link problem that interfered with Badge Renewal Tasks in NED. Shortly after the article ran, the NIH Login Group was able to fix the problem. They report that the link should now work for everyone “assuming the user is logged on to a computer attached to NIHnet (or connected via VPN)."

Individuals have seven days to update their information from the time NED sends them an e-mail with the link. If they fail to update their record, a task will be placed in the AOs inbox to update the record.

Helpful Tips

• Problems with your new HHS ID Badge Card Reader? Contact the NIH IT Helpdesk: http://ithelpdesk.nih.gov/ or 301-496-4357 (6-HELP) (local); 866-319-4357 (toll free); 301-496-8294 (TTY).

• Remember to take two forms of appropriate identification when you go to your enrollment appointment. Suitable forms of ID include your driver’s license, your NIH ID Badge, your passport, and other I-9 documents. Library and credit cards are NOT acceptable forms of ID for enrollment purposes. For a list of acceptable forms of identification, please click here.

• Summer Students Under the age of 18 must complete a version of Form HHS-745 that includes a parental permission section. Fax the fully completed form to the NIH Police at 301-480-7840. They will then conduct a “name check,” which is usually completed within 3-5 days and often sooner.

This form can be found at: http://idbadge.nih.gov/badge/docs/BadgeRequestFormStudent.pdf ; the Summer Student processing guide also contains the appropriate version of the form (click on http://idbadge.nih.gov/badge/students.asp).

• Visit http://idbadge.nih.gov and click on 'DPSAC Newsletter' to view all past issues of DPSAC News.

FAQs

Q. I’ve been noticing that some of the new HHS ID Badges (Smart Cards) have a green stripe across the middle of the badge where the person’s name is printed. What does this green stripe represent?

A. The new HHS ID Badges actually have three looks: (1) badges issued to Federal employees (full time equivalents or FTEs) have an all-white background (no stripe); (2) badges issued to contractors and affiliates display a horizontal green stripe running across the center of the badge. The individual’s name and the letter “G” (for green) are written across the stripe; (3) badges issued to individuals who are designated Federal Emergency Responder (e.g., fire and police) will display a horizontal red stripe toward the bottom of the badge with “Federal Emergency Responder” written across the stripe.

Q. Now that I have my new HHS ID Badge, why won’t it work when I pass it in front of the proximity card reader at the entrance to NIH?

A. The clear plastic card holder blocks signals from passing to and from the antennae embedded in your card. You’ll need to slide your badge out of its electromagnetically opaque card holder (an inch or two should be enough to expose the antennae) before it can be read by the proximity reader.

Q. I’ve been told that I will need to have all ten of my fingers printed when I go for my enrollment appointment. I thought I read that only two fingers were required for fingerprinting during this process. Can you please explain?

A. Anyone with a valid background investigation appropriate for their current position on file will only need to have their two index fingerprints captured. If no background investigation is on file for the individual, or the investigation is not valid (e.g., it's at the wrong suitability level), the personnel security specialist will need to record all 10 fingerprints.

Remember, even though an individual has a background investigation on file, s/he must still be fingerprinted to successfully complete the enrollment process.

Q. Why do I have to complete forms OF-306 and OF-612 if I’ve already completed e-QIP -- especially since I’ve been a Federal employee for many years and am not applying for a new job or position. Some of the information requested on these forms doesn’t seem to be necessary?

A. Your question is shared by many other veteran NIH employees. It turns out that it is a requirement set forth by the Office of Personnel Management (OPM) that the OF-612 and the OF-306 be filled out even though you are completing the e-QIP questionnaire. Unfortunately, OPM will return the application if all the requisite forms are not completed and submitted to them. Only after they are in receipt of all completed forms will they complete the background checks. No exceptions. Sorry.
 

The two forms can be found at the following links:

  http://intranet.hhs.gov/osdt/docs/clearance/OF306.pdf; (revised January 2001)

  http://www.opm.gov/forms/pdf_fill/of612.pdf (revised June 2006)

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.