DPSAC News A bi-weekly newsletter from the Division of Personnel Security and Access Control Providing timely information to help keep NIH safe and secure.

September 8, 2021 Issue of DPSAC News In this issue: Guide to Common e-QIP Errors Provide Your Feedback to the DPSAC Office FAQs – Using the Same PDT for Similar Contractors  Badge Processing Times Helpful Tips: Avoiding Additional Delays in Processing New Hires AOs Who Wish to Obtain Sponsor Authority

Guide to Common e-QIP Errors

It is essential to complete e-QIP with 100% accurate and error-free information. Failure to do so can lead to extended processing times and can delay NIH badge issuance and employment start dates.   DPSAC encourages individuals to review its “Guide to Common e-QIP Errors” before completing their e-QIP questionnaire so that they can avoid such delays. The administrative community can also use the 'Guide' to help applicants navigate the e-QIP process.   DPSAC’s Case Review team carefully reviews each e-QIP questionnaire submitted by the applicant and works with the applicant to correct any errors before releasing the form to the Defense Counterintelligence and Security Agency (DCSA). Once the agency completes the investigation, it reports its findings back to DPSAC for adjudication.   The Guide identifies common errors occurring in four major sections of the questionnaire: Identifying Information  Residence, Education, Employment, References, Selective Service  Additional Information (including Employment Information)  Applicant Responsibility (e.g., answering DPSAC correspondence for corrections or additional information in a timely fashion)   To view the Guide, please click here. Please also view our Kiosk guide here.

Provide Your Feedback to the DPSAC Office

We at DPSAC would love to hear from you regarding any feedback you may have for our office and how we can continue to improve. As part of your feedback, please answer the following survey questions here. This should not take more than two (2) minutes. Thank you for taking the time to provide such feedback, as your thoughts are very valuable to us.

Q. We hire a lot of contract staff for the same position. They have the same duties and type of access to NIH resources (facilities and computer systems). Can they all use the same PDT?    A. Yes. The final output of the PDT is a PDF file that shows the required background investigation for a given position. It does not include an individual’s name or other personal information. If you are hiring multiple people for the same position, you can use the same PDT file for each person. You can simply save the PDF file of the PDT to your computer or network drive and upload it to the NED record of each person.

Badge Processing Times For the JUN/JUL/AUG time frame, the average processing time for issuing an ID badge is 23.97 calendar days.

Avoiding Additional Delays in Processing New Hires Processing times are often delayed due to reasons outside of DPSAC control, which include, but are not limited to: Incomplete or not submitted OF-306 Candidate response time Issues requiring clarification by the candidate Untimely submission of initial e-QIP or corrected e-QIP How the AO and HR communities can assist: By ensuring all required documents have been uploaded into HR's 'Onboarding Manager' prior to establishing a NED account By entering candidates as early as possible but no later than 8 weeks prior to their Entry on Duty (EOD) date By working with DPSAC to ensure candidates respond in a timely manner to inquiries ALT cards -- should be returned to the IC ALT card coordinator - NOT to DPSAC.

Administrative Officers (AOs) who wish to obtain sponsor authority must complete the sponsor training. To access the training module, click on: Sponsor. Upon completion, the AO should sign and email a copy of the certificate found at the end of the training module to Alex Salah at: salaha@ors.od.nih.gov. Upon receipt of the certificate, Mr. Salah will authorize the AO as a Sponsor.  Note: ONLY individuals with an Administrative Officer role in NED are eligible to be HHS ID Badge/PIV Card Sponsors.

Are there topics you would like to read more about in future issues of DPSAC News? Please send your suggestions to: Judie.Kuo@nih.gov. Your input is greatly appreciated.

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A biweekly e-newsletter from the National Institutes of Health, Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep its readers informed of personnel security and access control policies and practices designed to safeguard the NIH and its workforce. DPSAC is responsible for verifying personal identity, validating suitability, reviewing background checks, authorizing facility access and issuing ID badges for NIH personnel.  Department of Health and Human Services National Institutes of Health Office of Management Office of Research Services Division of Personnel Security and Access Control

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