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

July 31, 2019 Issue of DPSAC News
 In this issue:
  • Where to Get Help Completing e-QIP
  • Card Reader Replacements at NIH
  • FAQs: Determining the Appropriate Background Investigation and Tier Level
  • Helpful Tips -- Avoiding Additional Delays Processing New Hires

Where to Get Help Completing e-QIP

This article is updated and published periodically as a resource for new hires as they prepare for and complete the Electronic Questionnaires for Investigations Processing (e-QIP).
 
As part of the HHS Personal Identity Verification (PIV) process, all NIH employees, contractors and affiliates, must have a completed, favorably adjudicated background investigation on file.

Prior to the start of each applicant’s employment with NIH, each NIH employee, contractor and affiliate will be required to complete a background investigation which includes the Electronic Questionnaires for Investigations Processing (e-QIP) through the Office of Personnel Management (OPM) National Background Investigations Bureau (NBIB) secure online system.
 
Soon after an applicant's investigation requirements have been determined, s/he will be sent an e-mail notification with the subject line " ACTION REQUIRED for your NIH ID Badge and/or Background Investigation”
 
This e-mail provides the link to the secure online e-QIP system and instructions for logging in. Applicants will have seven days to complete the e-QIP questionnaire.
 
Applicants need to set ample time to complete the questionnaire as it can take a few hours. It also cautions applicants to begin as soon as possible and not to wait until the last minute.
 
Applicants who need assistance can refer to a tutorial posted on the DPSAC website homepage ( https://www.idbadge.nih.gov ) for tips on completing e-QIP. Additional instructions and frequently asked questions are located on the  OPM website .

Upon submission of all eQIP materials,   DPSAC will review them to check for completeness and accuracy. If items are missing, DPSAC will send the e-QIP materials back to the applicant with additional instructions.
 
Failure to complete the e-QIP process will prevent the applicant from being issued an HHS ID Badge.  For those who already have a badge, failure to complete their investigation will result in their ID badge being disabled and confiscated at the perimeter gate when they attempt to enter the NIH campus. The individual will need to contact DPSAC to re-initiate his/her background investigation should this occur.


NIH Installing New PIV Card Readers Across NIH Campuses Before HHS Adopts Faster, More Secure PIV Cards  

The March 13, 2019 issue of DPSAC News reported that HHS will be phasing out its current PIV cards containing v.7 computer chips and replacing them with cards containing faster, more secure v.8 chip technology. Cards with the v.7 chip will be retired by June, 2024 and will no longer be supported after that date.
 
NIH will replace over 3800 card readers at its Bethesda campus that are not compatible with the v.7 technology. In anticipation of the Department-wide transition to the new PIV cards, NIH also recently began acquiring and installing new card readers equipped to read the new v.8 PIV cards.
 
To date, NIH has replaced 900 out of 3,800 readers that control access to entryways and doors at NIH buildings, offices and laboratories throughout the Bethesda NIH campus. DPSAC anticipates it will complete the changeover by the end of December 2019. Also, installation of the new readers is 100% complete at Research Triangle Park (North Carolina) and 50% complete at Rocky Mountain Laboratories (Montana).

Once the old cards with v.7 chips are officially retired, waving your card in proximity to the reader will no longer work to open a gate or door. Instead, users will need to remove their cards from their holders and touch and hold the card to the surface of the new readers to open a gate or a door.

Because the readers are currently able to read the card data via the proximity antenna or directly off the embedded chip (using the touch and hold method), many NIHers are already using the direct contact method when entering an NIH campus.
DPSAC has prepared a helpful video on how to properly operate the readers using the touch and hold method. A link to this video is posted on the DPSAC website homepage at : https://www.youtube.com/watch?v=nFt0hPnNv3I . Or click on the link, Using Your PIV Card to Enter the NIH Campus  (YouTube video), under ‘What’s New’ on the DPSAC homepage.

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.
 
The Department recently distributed a very limited number of the new PIV cards to select NIH personnel to test them with the new readers and across NIH IT systems.
 
Temporary shortening of the PIV Card life cycle
The life cycle of V.7-chip cards issued after June 20, 2019 has been shortened from 5 years to 4 years until NIH depletes 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 the old technology. 
 
Once the v.7 card stock is exhausted, DPSAC will begin using the v.8 card and will revert to a 5-year life cycle.   
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Determining the Appropriate Background Investigation and Tier Level

Q   . We have a number of contractors who come across Personally Identifiable Information (PII) and Protected Health Information (PHI) as part of their routine work activities. 

What is the best way to determine the appropriate background investigation and Tier level for these individuals?

A   . As you know, each position at NIH is assigned a level of risk and sensitivity that determines the level of background investigation that is required for that position.

The best way to determine the correct background investigation is to run the individual's position description information through OPM’s Position Designation Tool (PDAT). This can be used as a guide for determining the required background investigation for federal contractors as well. The PDAT is available at: https://pdt.nbis.mil

Generally individuals who have access to PII should be classified as Public Trust and are required to undergo a background investigation for a Tier 2 investigation (formerly referred to as a Moderate Risk Public Trust Position). However, since there are many factors that could affect the calculated position investigation requirement, it is sound practice to use the PDAT.

Avoiding Additional Delays in Processing New Hires
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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 6 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 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.  
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 PIV or RLA badge to your Administrative Officer (AO) so that s/he can deactivate your badge in NED.

The AO will turn over the deactivated badge to the badging office.
Are there topics you would like to read more about in future issues of DPSAC News? Please send your suggestions to: Lanny.Newman@nih.gov . Your input is greatly appreciated.
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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