| Having trouble reading this newsletter? Click here to see it in your browser. You are receiving this newsletter because you signed up from our web site. Click here to unsubscribe. |
 |
 |
|
Contents 
Contact Us Division of Personnel Security 
|
|
This is the February 25, 2009 issue of the DPSAC NEWS Coming Soon – “Job Aids” Featuring Visuals and Text to Clarify Common NED Procedures The HSPD-12 Program Office, together with the NED team, are developing a series of “Job Aids” to assist AOs, ATs and other NED users who may be having difficulty using certain common NED functions. Through a series of screen shots and accompanying instructions, each aid will quickly take the reader through the necessary steps in NED to accomplish a particular function or complete a particular task. The first two “Job Aids” scheduled for release soon address “Setting Primary SAC Coverage” and “Using the NED ‘Update’ & ‘Modify’ Functions.” Understanding how to "Set Primary SAC Coverage” is critical in using the NED system since this controls the tasks that will appear in the user’s NED Inbox. Likewise, understanding the distinction between the Update and Modify functions in NED are also critical since one (Update) is used to change information about the person while the other (Modify) is used to request or revoke various NIH services. DPSAC News will keep you posted on the release of these Job Aids and how you can access them. “Clinical Rotators” Added to “Classification Table” The "NIH Badging Authority by Classification Table” was recently updated to include "Clinical Rotators" within the ‘Volunteer’ classification. (The revised table can be viewed by clicking here or on the idbadge.nih.gov website which can be viewed by clicking on Classification Table . Volunteer* is described as “non-paid individuals who work for NIH on NIH programs.” As with other volunteers, clinical rotators receive an NCIC or “name check” and are issued a legacy NIH Badge (not an HHS ID Badge). More than likely you are familiar with the Classification table, which lists 13 position classifications at NIH, [Employee, Contractor, Fellow, Guest Researcher, Special Volunteer, Tenant, Summer Student, Special Government Employee, Volunteer, NIH Resident, Extended Visitor, Service Provider, Construction and Grounds Maintenance], and provides detailed descriptions for each classification. The table also shows whether the position requires a NED record, the badging authority (NIH Police or DPSAC) and the type of ID badge issued for each position (HHS ID Badge or the legacy NIH badge). * ‘Volunteer’ should not be confused with the ‘Special Volunteer’ classification, which is described as “non-paid individuals who provide research services, direct patient care, clinical support, technical assistance, or any other necessary services for NIH." For more information on Special Volunteers, please see Manual Chapter 2300-308-1: Guest Researcher/Special Volunteer Programs. Summer Students: Streamlining the Enrollment Process; Revising the Security Checklist As reported in the February 11, 2009 issue of DPSAC News, the process for enrolling students for the 2009 NIH Summer Internship program has been streamlined thanks to NED 2.0 enhancements. Many of the steps required to enroll and issue badges to these individuals have been automated, making the process more efficient and saving students (and the AOs assisting them) considerable time and effort. The enrollment policies will remain essentially unchanged from last year, with most students requiring only an NCIC (‘name check’) and not requiring a fingerprint check and/or background investigation. The HSPD-12 Program Office has revised the Security Checklist for Summer Students and will make it available soon. Please note that you are NOT required to turn this checklist in to DPSAC. The information DPSAC needs is now collected via NED. This Checklist is to be used as a tool to help Summer Student Coordinators, AOs and ATs determine which students will be required to undergo a fingerprint check and/or background investigation. The Checklist may be kept by the IC or destroyed once the Summer Student’s NED record is complete. Please note that students will again be able to pick up their badges at a special badging station located in the South lobby of the NIH Clinical Center. This is the same badging area DPSAC used last year for Summer Students. Security Awareness Training – Update AOs may soon begin receiving NED-generated e-mails on behalf of individuals who are scheduled to begin service in their IC. The e-mails, which ask the individuals to complete their Security Awareness Training before they arrive, are part of a new NED feature. When an AO creating a new NED record indicates that the individual will need IT access, NED will prompt the individual to complete the required Security Awareness Training BEFORE they arrive at NIH. To accom- plish this, NED will send the individual an e-mail containing a link to the online Security Awareness Training module. Since the individual is not yet at NIH, however, NED will NOT send the e-mail to the person’s NIH e-mail account but will will look for a personal e-mail account (e.g. johndoe@yahoo.com). If the individual does not have a personal e-mail account, the NED message will be sent to the individual’s AO. To facilitate the process, AOs should try to include the individual's personal e-mail account when creating their NED record. This will allow individuals to get a “jump start” on the required training. • Take Advantage of Upcoming Free “Hands On” NED Classes. It only takes a moment to register and reserve a space for a NED ‘hands on’ training class. Click here to view the schedule of available classes. The earlier you register, the more likely you will have your choice of dates. 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. • AOs in the Role of PIV Sponsor Must Complete HHS PIV Sponsor Training Once you have completed the training module, please fax or mail the signed and dated training certificate to: • Badge Renewal Instruction Guide Available in NED A step-by-step instruction guide for renewing an ID badge in NED is now available to NED users by clicking the ‘Help’ radio button (‘Robo-Help’) in NED. This new aid provides detailed instructions for AOs and separate instructions for ATs and other administrative support staff responsible for inputting information into the NED system. NIST to update guidelines for testing PIV card apps, middleware The National Institute of Standards and Technology is revising guidelines for compliance testing of personal identity verification (PIV) applications and middleware to reflect changes in the specifications for PIV cards and access control systems. NIST has released a draft of Special Publication 800-85A-1, “PIV Card Application and Middleware Interface Test Guidelines,” for public comment. The revisions include additional tests necessary to evaluate some of the optional features added to the PIV data model and card interface and PIV middleware as specified in SP 800-73-2, “Interfaces for Personal Identity Verification.” If you are interested in reading the entire GCN article, please click on: NIST Updating Guidelines for Testing PIV Card Applications, Middleware. FAQs – NIH Record Article on Badge Deactivation Generates Questions Q. I've just read the NIH Record article about the number of people at NIH who are non-compliant with the HSPD-12 regulations. The implication of the article is the everyone must complete the e-QIP forms soon…(whereas)…the NIH ID badge web site ("Four steps to getting an ID badge") page says that the e-QIP should be filled out after the fingerprint appointment. I have not been contacted by my AO, or received any e-mails from the Division of Personnel Security and Access Control regarding scheduling a fingerprinting appointment or filling out the e-QIP forms. My NED listing is up to date. My current ID badge doesn't expire until November of 2010, but I don't want to end up being one of the people whose badge is deactivated. Should I contact my AO about scheduling a fingerprinting appointment? A. No. You do not need to complete the e-QIP forms until instructed to do so by DPSAC. Also, prior to deactivating an ID badge, DPSAC will send several direct messages to an individual warning them that their badge is subject to deactivation. DPSAC has created a thorough process to follow before an individual’s ID badge is deactivated. Individuals will be notified by DPSAC when they need to complete their background investigation forms and they will also receive several warning messages if they are in danger of having their ID badge deactivated. If you have not received any direct e-mails from DPSAC about deactivating your badge, you are not in danger of having your ID badge privileges revoked. Q. How does DPSAC define “Summer Student?” A. A Summer Student is a student who will be working at NIH during summer months and who will be leaving on or before September 30. Q. What if we have students who are staying beyond September 30? A. Since these students fall outside the ‘Summer Student’ definition, they must be classified according to their position sensitivity and undergo a complete investigation, including fingerprinting, whenever applicable. The Classification Table brings you to a table of position categories and badging authorities. Note: non-summer students are considered Intermittent Student Employees and fall within the Employee (FTE) category. Q. Does the NIH Enterprise Directory (NED) automatically set a “not to exceed” (NTE) date for Summer Students? A. No, the sponsoring AO is responsible for ensuring that the Summer Students they enter into NED have an NTE date of September 30. 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. |
|