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.

March 13, 2019 Issue of DPSAC News
 In this issue:
  • Federal Pre-Screening vs. Contract Company Pre-Screening Methods
  • HHS to Replace PIV Cards by 2022
  • FAQs
  • Helpful Tips
Federal Pre-Screening Process vs. Contract Company Pre-Screening Methods
Individuals who wish to join the NIH workforce must complete the federal prescreening process. This includes enrollment (photo and fingerprint), criminal history review, collection and review of Declaration for Federal Employment (OF-306) document, and potentially submission of a new background investigation. 

Individuals who require a new background investigation must also submit their electronic Questionnaire for Investigative Processing (e-QIP) before they can be authorized access to NIH facilities, information systems, or be issued an HHS Personal Identity Verification (PIV) badge or Restricted Local Access (RLA) badge. Finally, DPSAC conducts a pre-screening determination once all of the above information has been collected and reviewed by Personnel Security Specialists at DPSAC.

These requirements apply to all prospective federal employees and federal contractors entering the NIH workforce.

Contract Company “Pre-screening” is Not a Substitute for the Federal Pre-screening Process
Contract company administered vetting processes do not substitute the federal government pre-screening requirement implemented at DPSAC. Favorable vetting conducted by a contract company improves the likelihood but does not guarantee that the individual will be found eligible for a badge or suitable for employment once the individual goes through the federal pre-screening process. DPSAC advises contracting companies to ensure individuals complete federal pre-screening (i.e. enrollment and e-QIP questionnaires) in advance of their entry-on-duty day to avoid delays in badge processing.

If a prospective federal contractor is not able to complete pre-screening (enrollment or background investigation requirements) prior to their arrival at NIH, they must complete this requirement once they arrive onsite. The prospective contractor will not be issued a PIV/RLA badge until he or she has successfully passed the DPSAC pre-screening process. 

Remote Enrollments Not an Option for Contractors Working at an NIH Campus
DPSAC encourages all personnel who need enrollment or badge issuance services to make maximum use of NIH enrollment/badging offices. Due to resource limitations, DPSAC does not offer remote enrollments for contractors who will ultimately be working at an NIH facility (or in the surrounding area). 

Remote enrollment options are very limited as NIH must rely on other HHS agencies (e.g., PSC) who only provide support to NIH on a space-available basis. Due to the limited capacity of these resources, NIH only utilizes remote services for prospective FTE and contract staff that will not be working at or near an NIH facility. 

HHS to Replace PIV Cards by 2022
NIH plans to upgrade its PIV cards, currently printed with v.7 computer chips, to cards with faster, more secure v.8 chips. PIV cards currently in use will be retired by June, 2022 and will no longer be supported after that date.
 
NIH to Replace over 5000 Card Readers to Meet HSPD-12 Requirements
NIH is also in the process of acquiring and installing new card readers equipped to read the new v.8 PIV cards. NIH campuses have over 5000 readers that operate with PIV cards to access doors at NIH buildings, offices and laboratories. The faster v.8 chip will mean less time required to physically issue the card and faster access at entry gates when scanning the card with the new card reader.
 
Temporary shortening of the PIV Card lifecycle
The lifecycle of V.7-chip cards issued after June 20, 2019 will be shortened from 5 years to 4 years until NIH has depleted its supply of v.7-chip cards. This will ensure that cards issued after June 30, 2019 expire before June 30, 2024, the date by which all v.7 chips must be retired, per NIST requirements, to eliminate physical access using proximity (‘prox’) readers.
 
Once the v.7 card stock is exhausted, DPSAC will begin using the v.8 card and will revert to a 5-year lifecycle. 
Q .  It is my understanding that once a person's PIV card certificates have expired, the card holder will need to renew the certificates at a badging station. Can you please confirm that this is accurate?

A . You are correct. DPSAC recommends that once a person’s PIV card certificates expire, the individual should make an appointment with a personnel security specialist at a full service badging location to have the certificates renewed . 
Do NOT lend your ID badge to anyone! Lending your ID badge is prohibited. The issuance of ID badges is based on strict identity proofing and the determination of one's suitability for a specific position classification. To do so is a criminal offense!

Return Your Badge When Leaving NIH
If you plan to leave the employ of NIH, whether you’re an employee, contractor or affiliate, you will need to turn in your HHS ID Badge (or RLA Badge) to your Administrative Officer so that s/he can deactivate your badge in NED. The AO will turn over the deactivated badge to the badging office.


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 e-mail 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.  
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. 

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