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Contents 
Contact Us Division of Personnel Security 
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This is the October 21, 2009 issue of the DPSAC NEWS Keeping AO Community Informed Remains Priority as NIH Begins Rollout of HHS ID Badge The transition at NIH from the legacy NIH ID Badge to the new HHS ID Badge (SmartCard) is underway, bringing with it many changes that will affect not only how the AO community conducts business but also how AOs will interact with the individuals they service. This is particularly true for AOs with Sponsorship responsibilities. This issue of DPSAC News features several articles describing important changes to badge enrollment and badge issuance procedures. Also, read about the new NED 2.5 and its many enhancements and improvements that were recently described in an e-mail from the NED team to the AO community. Whether through e-mails, hands-on training or timely articles in the DPSAC News and other publications, DPSAC, the HSPD-12 Program Office and the NED team are committed to providing the AO community with current information about changes that impact their work. Keeping all stakeholders informed during this transition period will be critical if NIH is to meet the June, 2010 deadline for badging all 34,000 of its employees, contractors and affiliates. A network of help desks and personnel are in place and ready to assist AOs and the NIH community at large during this transition period. The names and contact information for each specialized help desk are listed below for your convenience. You can also find this and other helpful information about HSPD-12 and the new HHS ID badge posted on: http://idbadge.nih.gov.
DPSAC Access Control Office HSPD-12 Program Office NIH Help Desk Click on http://idbadge.nih.gov/resources/helpdesk.asp to view Helpdesk information for satellite NIH facilities, including Rocky Mountain Laboratories (Hamilton, MT), NIEHS-Research Triangle Park (NC), NCI-Frederick (MD) and the Gerontology Research Center (Baltimore, MD). For more information about the HHS ID Badge, including DPSAC’s new off-campus Enrollment and HHS ID Badge Issuance locations, please visit: www.IDBadge.nih.gov. HSPD-12 Program Office Announces Two Important Changes Coming October 26 Beginning Monday, October 26, all badge requests (renewals and initial requests) for Contractors, Fellows, Guest Researchers and Special Volunteers will be for the new HHS ID Badge (smart card). Note: any badge renewals or initial badge requests that began before October 26 will result in the legacy NIH ID Badge. These badges will be forced renewed at a later date. This change was made for Federal employees on October 1. Beginning Monday, October 26, all AO Sponsors will be required to use their HHS ID Badge (SmartCard) to sponsor people for an ID badge. Any AO Sponsor without a SmartCard and/or card reader will not be able to complete sponsorship tasks in NED. If you have any questions about these policies, please feel free to contact the HSPD-12 Program Office at HSPD12@mail.nih.gov. Please be sure to continue reading the DPSAC News for additional updates and important information! NED Team Releases ‘NED 2.5’ and Shares Highlights with the AO Community AOs were recently treated to an excellent overview of the changes and improvements to the new NED 2.5 release in an e-mail from the NED team. DPSAC News has reprinted this document which can be read in its entirety by clicking on NED 2.5 Highlights PDF New Training Classes Focus on Newly Released NED 2.5 New NED training classes are coming soon. Beginning October 30 and continuing through December 16, the HSPD-12 Program Office will sponsor a series of five classes that focus on the new NED release (Ver. 2.5) that streamlines NED tasks and simplifies NED functionality. This latest version of NED was released October 19. These classes are designed to help you quickly master this enhanced version of NED in a hands-on computer-lab environment. You will learn about usability enhancements, the new consistent steps and capabilities for badge requests and the streamlined badge renewal process. On Campus – Building 12A, Room B51 • Thursday November 19, 9:00 a.m. -- 12:00 p.m. Off Campus – EPS, Room 2 • Friday October 30, 9:00 a.m. – 12:00 p.m.
8:30 a.m. – 9:15 a.m. HSPD-12 Program Office Overview and Updates -NIH rollout strategy for the new HHS ID Badge 9:30 a.m. – 11:15 a.m. Basic Functions of NED Register/Activate Sign-up will be on a per module basis through Dan Shumate at shumated@mail.nih.gov. In your e-mail, provide Dan with your name and affiliation and which modules(s) you would like to attend. We encourage you to sign up soon to ensure your place in the class. Seating is limited. We hope you’ll take advantage of the opportunity. Social Security Numbers Required to Complete e-QIP at NIH Paper forms for background investigations were discontinued on April 1, 2007 when NIH went live with electronic filing via OPM's ‘electronic Questionnaires for Investigations Processing (e-QIP).’ Individuals who do not have a Social Security Number (SSN) will not be initiated in e-QIP until they obtain an SSN. The Administrative Officer who is sponsoring a foreign national should alert the Division of International Services (DIS) that the foreign national is coming to NIH. The foreign national will need to be cleared by DIS before s/he can be processed by DPSAC. DPSAC Begins ‘Appointment Only’ Policy for Customers Seeking Enrollment and Badge Issuance (reprinted from the October 7 issue of DPSAC News) This change is needed to allow DPSAC staff sufficient time to determine, through checking with the Office of Personnel Management and NED, whether or not a background investigation is required. There will be 36 appointments each Wednesday evening. You will be notified via e-mail when it is time for you to schedule an appoint-ment. This notification will explain how to schedule the appointment. Note: this change does not affect the process for lost, stolen or broken badges. These people should still come to DPSAC immediately (Building 31, Room B1A26). Special Note: If you do not work in the Bethesda Main campus, Bethesda off-campus or Rockville campus areas, please contact your local security office with any questions. • SmartCard Readers Going Out to AOs The HSPD-12 Program Office recently received a shipment of SmartCard readers and is now sending them out to individuals who did not receive their readers during their badge issuance appointment. If you’re still waiting for your SmartCard reader, Mike Lyden in the HSPD-12 Program Office wants to hear from you. Write him or leave a voice mail message at lydenm@mail.nih.gov or 301-443-8741. Include your name and complete office address and indicate how many government-issued computers you use. He will send you the card reader(s) via interoffice mail.
● To have your Card Reader Installed, contact ITHelpdesk.nih.gov.
• Locations, Hours of Operation for Enrollment & Issuance Stations Now Posted Online The location of each EWS and IWS, contact information and hours of operation are posted at: http://www.idbadge.nih.gov/badge/locatingbadge.asp.
• The Executive Plaza North (EPN) Enrollment & Issuance Center (6130 Executive Blvd, Room 103) will be closed from October 27 through November 02 for Flu Vaccine Operations. Enrollment and Issuance appointments will resume at this location on November 03.
• DPSAC News Welcomes New Subscribers Q. Can you advise me on the best way to obtain a person’s Personally Identifying Information (PII)? A. There are two options to obtain a person’s PII: Option 1: When you are entering a new person into NED or requesting an ID badge, NED will give you the option to send an email message to the individual asking them to provide their information. The e-mail contains a secure link to allow the individual to access NED so they can provide and/or validate their PII. Option 2: Have the person print and complete the Form HHS-745 and deliver it to you. (An individual can use a secure envelope to mail the form to his/her AO). You can then enter the information directly into NED, under "Enter PII Myself." Both ways are acceptable. Q. Where can I get information about purchasing USB SmartCard readers? A. Information about purchasing USB SmartCard readers is now posted under the "Forms" section of the ID Badge homepage at: 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. |
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