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Contents 
Contact Us Division of Personnel Security 
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This is the June 17, 2009 issue of the DPSAC NEWS Badge Renewal Period Extended to 60 Days Until now NED has been programmed to automatically generate badge renewal tasks and place in AO/AT Inboxes 45 days before the expiration date shown on the face of the ID Badge. Starting June 22 - to coincide with the release of NED version 2.2 – badge renewal tasks will be generated 60 days prior to badge expiration. Adding 15 days to the ID Badge renewal process will give the AO community more time in their busy schedules to complete the badge renewal tasks in NED. Badging NIH’s ‘09 Summer Students Summer students are faring well in finding their way to the South Lobby of the Clinical Center (Building 10) to be processed for their ID Badges. If you are in a position to advise students, please let them know that they need to go to the South Lobby of the Clinical Center to obtain their badge. Also note that the Building 31 Enrollment Center in 1B03 and the Police Department in B3B04 are not equipped to issue badges to Summer students. AO Sponsors - Why You May Not Be Seeing Your Renewal Task in NED Since the HSPD12 Program Office continues to receive inquiries from AO sponsors who are being “forced” through the renewal process in order to receive HHS ID Badges, we are running this article once again. We would encourage you to share this article with other AOs in your IC. On April 27 the HSPD-12 Program Office began notifying AO Sponsors that their current NIH ID Badges would be replaced with HHS ID Badges (i.e. “PIV” cards). In that same e-mail, AOs were advised that HHS ID Badge renewal tasks requiring action on their part would soon appear in their NED inbox. Unfortunately, some AOs have reported that they aren’t receiving their renewal task. The NED team reports that a renewal task is in fact being generated, but the AO sponsor for whom the renewal task was created is unable to see the task due to one of the following reasons: • another AO ran the renewal task • the AO sponsor’s primary SAC coverage doesn’t include their own SAC • the AO sponsor’s master coverage doesn’t include their own SAC Here’s how to troubleshoot this problem: 1. The AO should check their primary SAC coverage. 2. If their primary SAC coverage doesn’t include their SAC, add it. 3. If their SAC is not available to be added as a primary SAC, it means that it’s not included in their master SAC coverage and it needs to be added and then added to their primary coverage. If another AO ran their renewal task it will be displayed in NED “View Badge History.” For help with 'NED User Preferences' and 'Setting Your Primary SAC Coverage,' click on the Job Aid link to view a tutorial on these topics. Remember, if you do not see your own badge renewal task, chances are that your SAC coverage in NED does not include the ADMIN/SAC code(s) for your office/area. Please follow one of the options above to modify your NED preferences and add the necessary ADMIN/SAC code(s). Enrollment is a Breeze -- Feedback from a DPSAC News Reader “I started the process and have an appointment to obtain the Badge on Friday. So far, I am pleased to report the process has been very smooth and well organized. The instructions were clear, and having the appointments for the fingerprinting and picture taken was a great idea because it really took only 10 minutes.” The attached table (click here to view) lists IT Personnel who have been identified by their ICs to serve as initial testers of PIV smart card use within their ICs. If you don’t see your IC IT representative(s) in this table, you are encouraged to remind the appropriate personnel in your IC to identify the IT Specialist(s) and forward their names to the HSPD-12 Program Office (Daniel.Shumate@nih.gov). • Protecting Your New ID Badge from Damage Protect your new HHS ID Badge from damage. Please DO NOT puncture or punch holes in your card for any reason. • Using Your New “Magnetically Opaque” Card Holder In order for a proximity reader (i.e., the flat panel you pass your card in front of to unlock a gate or door) to operate, it must be able to read the data contained on your ID Badge. When your card/badge is in the “magnetically opaque” card holder, all signals are blocked by that device. To open a gate or door protected by an proximity reader, you will need to slide the card about half way out of the holder (a couple of inches should “free up” the antennae) so that it can communicate with the proximity reader. Once the antennae are clear of the protective sleeve, the proximity reader can retrieve the data on your ID Badge. When you wave the card in front of the reader, the gate or door being controlled by the reader will open. • Getting Help with your new HHS ID Badge or Card Reader • Subscribing to DPSAC News Federal Contractor Rule (Requiring the Use of E-Verify) Delayed Until September 8, 2009 From the U.S. Citizenship and Immigration Services web site The effective date of the final rule requiring certain Federal contractors and subcontractors to use E-Verify has been delayed until September 8, 2009. The rule will only affect Federal contractors who are awarded a new contract after September 8, 2009 that includes the Federal Acquisition Regulation (FAR) E-Verify clause (73 FR 67704). Federal contractors may NOT use E-Verify to verify current employees until the rule becomes effective and they are awarded a contract that includes the FAR E-Verify Clause. Click here to view the USCIS website and more information about E-Verify. * E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify is free and voluntary and is …available for determining employment eligibility of new hires and the validity of their Social Security Numbers. Q. Are Administrative Officers supposed to start using the HHS ID Badge and Smart Card Reader for sponsoring individuals in NED yet? Or will that be in a few weeks, months? I only ask because IT installed my smart card reader this morning and when I attempted to log into NED using my HHS ID Badge I received an “Access Denied” message. A. AOs may begin using their HHS ID Badge and Smart Card Reader immediately. At the time the card reader is installed, the AO should have the IT technician verify that it is possible to log into NED using the new HHS ID Badge and Card Reader. If the Card Reader is installed correctly, you should not be receiving an error message.
A. As you know, AO Sponsors are being enrolled and are receiving the new HHS ID Badges before the general NIH population. During this phase, while NIH is still in the process of installing local badge printers at the Issuance Work Stations, badges will be printed off site by the badge manufacturer. Badge issuance for AOs can therefore take several weeks -- instead of the one to two days expected once printing is available on site -- since the AO Sponsors will have to wait until DPSAC receives the printed badges. Once DPSAC is in receipt of the badges, Mike Lyden (lydenm@mail.nih.gov) from DPSAC will contact the AOs to pick up their badges.
A. Be assured that your badge is working properly but needs to be taken out of its electromagnetically opaque badge holder before its antennae can transmit data to the proximity reader. ‘Magnetically opaque’ means that no electronic signal can penetrate the plastic holder. So if you pass your card across the proximity reader while it is encased in the holder nothing will happen. With your thumb, slide your badge halfway up or an inch or two so that the card antennae are exposed. This will allow the reader to access the data on your card to open the door/gate. Keep in mind that this badge holder has a three-fold purpose: to display your badge in a visible location on your person; to protect your badge from damage; and, to block unauthorized “sniffing” or stealing of information off your HHS ID Badge. When you are issued your new HHS ID Badge, the security specialist will explain how to use your new card holder.
A. You should proceed with your e-QIP questionnaire and associated forms. Keep in mind that this applies only if you're an AO Sponsor.
My questions are in regards to forms OF-306 (Declaration for Federal Employment) and OF-612 (Optional Application for Federal Employment). Since I’ve been a Federal employee for 18 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. I really don’t understand why either form needs to be filled out since nearly all of this information was on the e-QIP application. Can someone clarify for me which form, if either, is necessary? Thanks! 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 in 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. Sorry. The two forms can be found at the following links: http://forms.cit.nih.gov/adobe/personnel/OF306.PDF; http://security.nih.gov/PIV/PDFs/OF612.pdf 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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