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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 18, 2009 issue of the DPSAC NEWS

HHS ID Badge Rollout Scorecard

As of Nov 17, 2009:

Sponsored: 5,500 (16%)    Enrolled: 3,284 (10%)    Issued: 2,480 (7%)

No Enrollment or Badge Issuance Appointments on Wednesday Evening Before Thanksgiving

No evening Enrollment or Badge Issuance appointments will be scheduled for the Wednesday evening before the Thanksgiving holiday, which falls on November 26, 2009.

Do Not Lend Your ID Badge to Anyone

The following e-mail that recently went out from Bob Zoon, Radiation Safety Officer, NIH, to all Irradiator Users underscores the need for individuals to never lend their identification credential to anyone.

In the case cited below, the cardholder enabled an unauthorized individual to gain access to a restricted area by lending out her ID badge.

Please be aware that lending out your ID card is prohibited. The issuance of the new HHS ID Badge is based on strict identity proofing and the determination of one’s suitability for a specific position classification.

As a result of this incident, staffers at Issuance Work Stations will review the rules governing the use of ID Badges with each individual when they show up for their badge issuance appointment.

    Sent: Monday, November 16, 2009 10:39 AM
    Subject: Important Message for All irradiator Users
    Importance: High

    A recent incident occurred which violated the NIH Irradiator
    Security policy. An approved user gave her NIH ID card to an
    unapproved user who then proceeded to access the irradiator for
    use. This violation of irradiator security was deliberate and willful,
    and the individual has had her irradiator access privileges
    revoked for one year.

    The case has also been forwarded to the NIH Police for possible
    enforcement action against the provisions of Title 18, U.S. Code,
    Section 499, willful misuse of a government ID.

    Please let this incident serve as a reminder to all irradiator
    users/accessors that violations of the irradiator security policies
    are serious and enforceable, and will be subject to the same
    enforcement actions as were initiated in this case.

    For any questions or concerns regarding irradiator security, please
    contact Ms. Cathy Ribaudo of DRS, at 301-594-1303 or
    cribaudo@nih.gov.

    Bob Zoon, Radiation Safety Officer, NIH

Updating or Obtaining Copies of Commonly Presented Forms of Identity

The HSPD-12 Program Office recently sent out e-mail alerts to the NIH workforce (click here to read) announcing the rollout of the new HHS ID Badge and the steps individuals need to take when passing through the identity proofing process (enrollment) and picking up their new HHS ID Badge (badge issuance).

These e-mails have prompted a number of inquiries from individuals wanting to know how they can update or obtain various identity documents in preparation for their enrollment appointment. A list of frequently asked questions about obtaining and updating various forms of commonly presented forms of identity (Social Security Card, Drivers License, Birth Certificate, Passport) are posted at: Updating My ID.

AOs – Avoid “Task Build Up” in your NED Inbox

Now that DPSAC has begun force renewing in excess of 1000 badges per week, AOs and ATs will soon notice (or are already noticing) a surge of badge renewal tasks showing up in their NED inboxes. AOs are urged to run these tasks early, stay on top of them, and avoid letting them accumulate.

Remember, from the time the badge renewal task is generated in NED, the individual has 60 days before their current badge will expire. AOs who wait 45 days or more to sponsor the person for a new badge will leave that person only 15 (or fewer) days to complete the entire process. That’s not a lot of time to set up two separate appointments, get fingerprinted and photographed and pick up a new HHS ID Badge.

As reported in the November 4, 2009 DPSAC News, AOs interested in attending a special ‘catch up’ session that would help AOs tackle their backlog of NED tasks can contact the HSPD-12 Program Office (see below) to let them know of their interest. 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.

New FTEs Need Be Entered into NED

AOs should be entering all new FTEs into NED prior to their entry-on-duty (EOD). A recent survey shows that as many as 33% of new FTEs are either not being entered into NED or have an incomplete NED record.

Video Introduction to the New HHS ID Badge Now Posted at http://idbadge.nih.gov

A non-technical video introduction to the new HHS ID Badge can now be viewed at http://idbadge.nih.gov by clicking on the link at the top of the homepage. This short video explains in simple terms why these new Identification Badges are being introduced across the Federal government and how they are intended to protect the Federal workforce and facilities.

Differentiating between Volunteers and Special Volunteers

Special volunteers are individuals who provide research services, direct patient care, clerical support technical assistance or any other necessary services for NIH. They do not receive compensation from NIH. The badging authority for these individuals is DPSAC. Volunteers are non-paid individuals who work for NIH on NIH programs. The badging authority for these individuals is the NIH Police Department. Click on the following ID Badge website link to view the 'Position Classification Table.'

Helpful Tips

• Enrollment Work Stations (EWS) and Issuance Work Stations (IWS) locations, contact information and hours of operation are posted at: http://www.idbadge.nih.gov/badge/locatingbadge.asp.

Note: 5635 Fishers Lane, Room T801, and 6001 Executive Blvd (Neuroscience Center), Rooms 6228 & 6230 are now open for business.

• If an AO Sponsor moves to another Institute/Center, their AO rights in NED (including Sponsorship) are removed. Once they are re-established as an AO in NED, they must contact the HSPD-12 Program Office to be flagged as a Sponsor again.

• 'ActivIdentity' card readers are Mac compatible.

• Although new hires can’t get their badge until their EOD, they can enroll beforehand.

FAQs

Q. My fingerprints and background check are already in the system, and I am a permanent employee of the Federal government. Do I have to go through all of this rigmarole all over again? How many picture IDs do I need to produce, given that I have an NIH photo ID. I see no point in being redundant if the information is already in the system.

A. The Personal Identity Verification process is a Federal government requirement for individuals working at NIH who need an HHS ID Badge (SmartCard). All Federal employees, contractors and affiliates, regardless of tenure, will need to be enrolled and issued the new HHS ID Badge. This new credential is being issued based on strict identity proofing and suitability checks.

The photo that is on your current NIH badge cannot be transferred to the new HHS ID Badge. A new photo will be taken that meets badge specifications established by the National Institute of Standards and Technology (NIST).

If you have already undergone a background check, you will NOT be required to go through the process again. However, if you are changing Position Sensitivity Levels a new background investigation may be needed.

We encourage you to visit http://idbadge.nih.gov where you can read more about Federal and NIH policies relating to the new HHS ID Badge.

Q. I am currently using my maiden name for professional purposes, and my ID badge lists my name accordingly. My legal name, on the other hand, is followed by my married last name as well. Will it be possible to include only my maiden name (which is still part of my legal name) on the new badge?

A. In order to receive your new HHS ID Badge, the first and last names on two acceptable forms of ID that you bring to your Enrollment appointment (e.g., your NIH ID Badge, Driver’s License, Passport, etc) must match exactly. The first and last names must also exactly match those in your NED record.

Q. I have the new HHS badge and the new plastic badge holder. Should the card face towards the metallic strip or doesn’t it matter?

A. For identification purposes, your badge should be facing toward the clear plastic so that your photo/name/affiliation/expiration date can be read visually (e.g., building guards). Since the holder is ‘electromagnetically opaque’ the card is protected from electronic ‘sniffing’ regardless of which side the card faces.

 

Q. Can you clarify what kind of badge will be issued to Clinical Center Volunteers (not the Special Volunteer/Guest Researcher category)?

A. Clinical Center Volunteers will continue to receive the NIH legacy badge (the badge they have always received). The badge they get looks like the badge for Extended Visitors, it just says Volunteer on it instead. They 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.). The NCIC check is administered through the NIH police.

 

Q. What about the employees who just recently went through all of this because their badge was due to expire – I filled out all those forms, was fingerprinted, photographed, etc. and received a new badge - do I have to do it again?

A. You should have smooth sailing from now on. When your name comes up to force renew your current ID badge (i.e., replace your existing NIH legacy badge with the new HHS ID Badge), DPSAC should be able to find your past/existing background information in the OPM database. If you are changing Position Sensitivity Levels a new background investigation may be needed.

You will receive two e-mails advising you to make appointments, each of which should last no more than 20 minutes. At the first appointment (Enrollment) you will have two fingerprints captured and your photo taken; at the second appointment (Badge Issuance) you will be asked to provide a 6-8 digit PIN. DPSAC should be able to find your past/existing background information in the OPM database. If you are changing Position Sensitivity Levels a new background investigation may be needed.

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.