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Contents
Contact Us Division of Personnel Security 
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This is the April 22, 2009 issue of the DPSAC NEWS Pilot Test of PIV Process Nearly Complete; Super Users and AO Sponsors Ready to Begin The HSPD-12 Program Office will soon complete an all-important pilot test of the PIV Process that will be used to issue the new HHS ID Badges. DPSAC is conducting the test to ensure that the new process is working smoothly before NIH goes “live.” The NED Super Users and AO Sponsors are first in line to get the new badges and the Program Office has already sent out a preliminary e-mail to let them know what to expect over the next several weeks and months. (to read this e-mail click here) On Tuesday, April 21, the HSPD-12 Program Office conducted a half-hour briefing session for NED Super Users whose role as NED experts will be particularly important since they will serve as advisors to the 500-plus AOs who immediately follow them in the enrollment and badging process. The Program Office will be holding two additional briefing sessions next week for ALL AOs who wish to attend. Dates, locations and times are posted below. Time will be allotted at the end of the sessions for questions and answers. • AO Session 2 DPSAC will process AOs in groups of approximately 50 each week with the first group of NED Supers Users beginning on Monday April 27th. The individuals in this group will receive a direct communication from the HSPD-12 Program office with next steps. A new group will be notified each week thereafter to begin the process until all AOs have received the new badge. We expect all AOs to have the new badges by mid-to-late July. 2009 Summer Student Policies and Procedures Summer Students coming to NIH this year should find their enrollment experience to be quite simple. The NED upgrade which was put into service this past October streamlines the process for issuing an NIH ID badge to Summer Students. For example, Summer Students will no longer be required to make multiple trips to DPSAC prior to receiving an ID badge. Details of these policies and procedures are provided here. Please note that the HSPD-12 Program Office is currently updating the idbadge.nih.gov website with the 2009 Summer Student information and revised forms to use in the process. You’ll find the updated information at: http://www.idbadge.nih.gov/badge/students.asp. Summer Student Policies Summer Students working in unrestricted areas with non-sensitive information will undergo a name check against the National Crime Information Center (NCIC) operated by the Federal Bureau of Investigation in order to receive an NIH ID Badge. The NCIC is a computerized index of criminal information (i.e., criminal record history, active warrants, etc.). This name check will be administered by the NIH Police. Once the results of the name check have been successfully adjudicated by DPSAC, an NIH ID Badge will be issued to the Summer Student. The badge will be valid for the duration of the Summer Student’s appointment, but will expire no later than September 30, 2009. Summer Students working in restricted areas or with sensitive information must undergo a fingerprint check in order to receive an NIH ID Badge. Fingerprint check results are generally received within 3-5 business days. Upon successful adjudication of the fingerprint check by DPSAC, an NIH ID Badge will be issued to the Summer Student. The badge will be valid for the duration of the Summer Student’s appointment, but will expire no later than September 30, 2009. These students must remain under escort in restricted areas. Summer Students will be required to undergo a fingerprint check if they: • Work in labs with Select Agents, or in high-risk facility areas Any issues identified through the NCIC check or fingerprint check that might impact the suitability of the Summer Student to do the proposed work at NIH will be adjudicated by the Personnel Security Office in DPSAC and the respective IC prior to issuance of an NIH ID badge. In accordance with the Summer Student policy, the following process has been approved: 1) After applying, incoming students are added to a pool and eventually selected by a lab or IC. The online application contains consent to release personal information to law enforcement agencies for the purpose of conducting background screenings. 2) IC Coordinators will be supplied with a “Security Checklist for Summer Student Appointments” (to be posted on the idbadge.nih.gov website). The checklist can be used to determine if the Summer Student is subject to a fingerprint check. If the Summer Student is subject to a fingerprint check, the checklist must be faxed to DPSAC at (301) 480-0108. This security check list MUST be faxed to DPSAC upon completion. Failure to do so will result in delays in NIH Badge issuance. 3) The AO/AT creates a record in the NIH Enterprise Directory (NED) and identifies the individual as a “Summer Student.” a. Summer Students will have the option to provide their personal information via a secure online NED portal or by completing Form HHS 745 and returning it to their AO/AT. If they elect to complete Form HHS 745, the AO/AT should then use the completed form to create and/or update the student’s NED record. Upon completion, the AO/AT should forward Form HHS 745 to DPSAC for filing. Special Note: Summer students under the age of 18 must also provide parental or legal guardian consent to undergo the necessary security requirements. These students must complete Form HHS 745. The form MUST be sent to Tae Chaney, NIH Police, via their secure/confidential fax machine (301-480-7840 ) or by mail (Building 31, Room B3B18). ONLY a sealed envelope is acceptable if you are mailing the Form. You should not use the standard brown interoffice messenger envelope. Parental or legal guardian consent, which is not available with the online version of Form HHS 745, must be provided on the paper version and received by the NIH Police prior to NIH ID Badge issuance. 4) An AO Sponsor then sponsors the student in NED for an NIH ID Badge. a. NED sponsorship is the official notification to DPSAC that the student needs an NIH ID badge. DPSAC will then ensure the necessary checks are completed prior to authorizing a badge. b. If the student requires a fingerprint check as defined by the Security Checklist, the student must schedule a fingerprinting appointment. 5) The NIH Police will conduct the NCIC check and notify DPSAC of the results. Individuals with a successful check will then be notified via e-mail that they have been authorized for an NIH ID badge. The student should then print this e-mail and take it to the South Lobby in Building 10 to have their photograph taken and a badge issued. Summer Students at remote locations (e.g., Rocky Mountain Laboratories, NIEHS-Research Triangle Park) should contact their local security office for information on where to obtain an ID badge. For contact information, click here. The Department has announced that June, 2010 is the deadline for all Department Operating Divisions to have all their employees, contractors and affiliates enrolled and issued the new HHS ID Badge. Meeting this important deadline will require cooperation and coordination between DPSAC and the AO/AT community. More details on how we plan to meet this goal will be coming soon.
• Sponsoring AOs Must Complete HHS PIV Sponsor Training Once you have completed the training module, please fax or mail the signed and dated training certificate to: Take a moment to register and reserve your space for “Hands On” NED training classes. Click here to view the schedule of available classes. To reserve your space, please e-mail Dan Shumate in the HSPD-12 Program Office and let him know which session you would like to attend. The courses are free and handout materials will be provided. Please share this information with other NED users in your IC. • Reminder – all past issues of DPSAC News are posted on the idbadge.nih.gov website at: http://www.idbadge.nih.gov/resources/newsletter.asp
Q. Can you tell me what information will be in stored on the new HHS ID Card that I’ll be carrying around at work? A. Your new HHS ID Badge, also called the PIV Card, has the following encrypted information about you: full name, photo, organization, affiliation (employee or contractor), fingerprint minutiae and cryptographic keys. Fingerprint minutiae are mathematical representations of your fingerprints used for matching purposes and cannot be used to replicate your fingerprints. Your HSPD-12 card does not contain personal information, such as your Social Security number, date of birth, or personal address. No one can access information on your PIV Card without your PIN and a card reader. Q. I understand that each of the electronic Questionnaires for Investigations Processing (e-QIP) forms asks questions that may require some research on my part. Is there a guide that helps summarize the information I’ll need so I can be prepared before I sit down to fill out the forms … and so I won’t have to keep interrupting myself to search for the information? A. You are in luck. The HSPD-12 program office recently published a series of guides summarizing what documents and information you’ll need to answer the questions in each of the forms ( SF 85, SF 85P, SF86 ). To view these handy guides on the id badge website, visit the website http://www.idbadge.nih.gov/badge/4steps.asp and look under Helpful Tips. Remember, once you complete your questionnaire, you’ll need to hit the "Release Request/Transmit to agency" button to finalize the e-QIP process. 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. |
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