Highlights of DPSAC News articles published over the past year are presented here in abridged form. Each publication date, printed in bold, is a link to the DPSAC News issue published on that date.
New Frozen Credit Instructions for Personnel Background Investigations
As of September 24, 2018, agencies requesting investigations from the National Background Investigations Bureau (NBIB) do not need to instruct subjects of investigations to unfreeze their credit.
On May 24, 2018, the Economic Grown, Regulatory Relief, and Consumer Protection Act was signed into law and included an amendment to the Fair Credit Reporting Act. The amendment, which went into effect September 22, 2018, allows access to credit bureaus' frozen credit reports for “any person using the information for employment, tenant, or background screening purposes.”
This change provides NBIB the ability to conduct a check on frozen credit accounts without requiring the Subject of the investigation to unfreeze the account(s).
2019 Summer Internship Program Changes
Beginning in 2019, summer interns must be seventeen by June 15th of the internship year. Individuals who are in high school must meet two additional criteria: they must be either juniors or seniors, and, if they will not be 18 by June 15th of the internship year, they must, at the time of application, reside within 40 miles of the NIH campus on which they hope to intern.
High school summer interns will be selected by an IC selection committee, rather than by individual principal investigators (PIs). Each IC will appoint a High School Summer Coordinator and devise a process for making summer intern selections. With limited exceptions, summer interns will not be appointed to ICs in which a parent or guardian works
Attention AOs and ATs: Upcoming NED Release v4.3.4 Will Terminate Pending Badge Requess When Badge Issuance Deadlines Missed
The Division of Personnel Security and Access Control wants the administrative community to be aware of important changes coming with NED v.4.3.4, scheduled for release in early February. The new release will direct NED to terminate pending badge requests when issuance doesn’t occur within 60 days of sponsorship or the person’ Enter On Duty (EOD) date (whichever is greater).
DPSAC requested this change to ensure that “stale” badge requests are terminated.
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!
NIH Plans Early Renewal of PIV Cards (HHS ID Badges)
The Division of Personnel Security and Access Control (DPSAC) will immediately begin to preemptively renew NIH PIV cards that are set to expire between June and August 2019.
In addition to the approximately 3,000 badges that are expiring during the summer months, DPSAC is preparing for the arrival of summer students and fellows who will join the NIH workforce and require new badges. DPSAC is completing this badge smoothing exercise so that it can continue to provide excellent and timely customer service to all individuals as they join NIH.
DPSAC, in conjunction with the NED team, plans to process 300 forced renewals every two weeks beginning mid-February through the end of May. By accelerating the renewal process for these selected badge holders, they will have sufficient time to renew their PIV cards. Facilitating continuous, uninterrupted physical/logical access needed to achieve NIH’s mission is a high priority for DPSAC.
Felicia Walker Named First Deputy Director, Division of Personnel Security and Access Control
Ms. Felicia Walker was recently named as the first Deputy Director of the Division of Personnel Security and Access Control (DPSAC).
As the Deputy Director of DPSAC, Ms. Walker will help direct NIH’s comprehensive personnel security program and will assist in interpreting and administering all personnel security regulations as prescribed and in accordance with Executive Orders and other external regulatory directives.
Federal Pre-Screening Process vs. Contract Company Pre-Screening Methods
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.
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
DPSAC Website Offers Tutorial on How to Complete e-QIP
This article is updated and published periodically as a resource for the NIH administrative community who will be assisting their new hires prepare for and complete the Electronic Questionnaires for Investigations Processing (e-QIP).
As part of the HHS 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, and periodically throughout their employment, 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. ....
New Security Changes that Impact NIH Accounts and Access to NIH Resources
On Wednesday, April 17, 2019, NIH will make two security-related changes that may impact access to NIH IT systems for staff at your Institute or Center (IC). These changes are being made to ensure compliance with federal requirements and NIH policies for accessing NIH IT systems.
The first change requires new network accounts remain disabled until the NIH Office of Research Services (ORS) has authorized individuals to receive a PIV card (HHS ID Badge) or RLA badge.
The second change requires individuals who currently have an NIH network account but have not been issued a PIV or RLA badge will have their NIH network account disabled until they have been sponsored for a badge and completed the appropriate mandatory background investigation.
These two changes will further ensure that NIH is compliant with Homeland Security Presidential Directive 12 (HSPD-12), which requires that PIV credentials be used for gaining physical and logical (network) access to federal facilities and information systems
NIH Implements Important Security Enhancements for NIH Network Accounts
On Wednesday April 17, 2019, the NIH Center for Information Technology (CIT) implemented important security enhancements for NIH network accounts that affect NIH staff (employees, contractors, fellows, volunteers, etc.). The implementation of enhanced security controls ensures NIH has the necessary tools and procedures in place to protect NIH data as well as ensure NIH is compliant with Homeland Security Presidential Directive 12 (HSPD-12).
What are the changes?
On April 17, 2019, Active Directory (AD) network accounts for new personnel who have yet to be issued a Personal Identity Verification (PIV) badge (also known as HSPD-12 badge) or Restricted Local Access (RLA) badge, will be disabled until the individual completes the required fingerprinting and background investigation requirements, and has been found eligible for a PIV/RLA badge by the ORS Division of Personnel Security and Access Control (DPSAC).
Prior to being granted access to an AD account or to any NIH IT systems, all new personnel must first be issued a PIV/RLA badge. This change is required to enforce existing NIH policy and mitigate the risk of data breaches and negative impacts to personnel and intellectual property that could result from a cybersecurity breach....
Please know that moving forward, people who need IT network access will require an ID badge. This means that you should request both an ID badge and an NIH network account when completing a Register/Activate task in NED. NIH CIT has advised that administrators should no longer select ‘NIH network account' only, as this will not request a PIV/RLA badge.
DPSAC Prescreening for New Hires and Classificaiton Changes -- Guidance for Administrators
DPSAC begins the prescreening process after a candidate has been issued a conditional offer for employment, and once the Administrative Officer has sponsored the individual for a badge in the NIH Enterprise Directory (NED).
Due to current processing delays, DPSAC encourages administrators to sponsor employees at least six (6) weeks ahead of their Entry on Duty (EOD) date to ensure DPSAC has enough time to process all personnel successfully.
All new federal applicants, contractors, affiliates and current NIH personnel converting to federal positions must undergo DPSAC prescreening prior to being authorized for EOD, issued a Final Offer Letter, issued a PIV/RLA badge, or granted access to NIH Facilities/Information Systems.
The following must be completed as part of DPSAC prescreening:
-
Declaration for Federal Employment (OF-306)
- Federal applicants must complete the OF-306 in 'Onboarding Manager' prior to the AO sponsoring the FTE badge
- Contractors/affiliates will receive the OF-306 for completion from DPSAC during the prescreening process
-
Current fingerprinting
-
Completion of all background investigation requirements if a new background investigation is required (i.e. electronic questionnaires for Investigation Processing and all associated forms)
If an individual does not pass the DPSAC prescreening process, fails to respond to DPSAC requests for information or is found unsuitable for their position, DPSAC will deny/revoke the PIV/RLA badge and notify HR or the program office. These individuals should not be allowed to continue working at NIH.
DPSAC Alerts Customers to Processing and Service Delays
Fellows Planning Clinical Rotations at Walter Reed Should Plan on 3 Months for Security Processing and Authorized Access
The Division of Personnel Security and Access Control (DPSAC) advises that Clinical Fellows or Program Coordinators planning a clinical rotation at Walter Reed National Military Medical Center (WRNMMC) should give themselves at least 3 months in advance of the date they need access to Walter Reed to coordinate with their WRNMMC Graduate Medical Education Sponsor and the NIH Sponsor to be processed and approved for access to Walter Reed.
Marijuana Still Considered a Controlled Substance under Schedule I of the Controlled Substance Act
In recent years, several states and the District of Columbia have decriminalized the use of marijuana, allowing the use of marijuana for medicinal purposes and/or for limited recreational use.
These changes to state law have raised questions about whether federal employees in these jurisdictions may use marijuana as provided for in state law.
Federal law on marijuana remains unchanged. Marijuana is categorized as a controlled substance under
Schedule I of the Controlled Substance Act.
Under the scheduling system, the Federal Government classifies marijuana as a Schedule I drug, meaning it is perceived to have no medical value and a high potential for abuse.
FAQs
Q.
Is it true that new NIH personnel must have a favorable fingerprint check and have their background investigation forms and e-QIP submitted before they can have their network account activated?
A.
Yes. Prior to being granted access to any NIH IT systems, all new personnel must have a PIV/RLA badge. This means that each applicant will be required to have a favorable fingerprint check. In addition, they will need to complete their background investigation forms and e-QIP submission prior to being issued a PIV or RLA badge.
AOs Need to Request a PIV/RLA Badge
and an NIH Active Directory Network Account when Completing a 'Register/Activate' Task in NED
All NIH personnel now require a PIV/RLA badge to access NIH information systems and networks, or for physical access to NIH facilities. The NIH Center for Information Technology (CIT) cautions NED administrators against selecting the ‘NIH network account only’ option when completing a ‘Register/Activate’ task in NED. Selecting this option will cause the system to bypass the PIV/RLA badging process. M
oving forward, administrators should request both a PIV/RLA badge
and
an NIH Active Directory (AD) network account for their NIH personnel when completing a 'Register/Activate' task in NED.
FAQ
Q
.
What types of IDs do I need to provide when enrolling?
A
.Two forms of original and unexpired government issued identification are required.
For an Enrollment appointment:
NIH REQUIRES THE APPLICANT TO SHOW TWO FORMS OF IDENTIFICATION, ONE OF WHICH MUST BE A FEDERAL OR STATE ISSUED PHOTO ID.
For an ID Badge Issuance appointment:
NIH REQUIRES THE APPLICANT TO SHOW A FEDERAL OR STATE ISSUED PHOTO ID.
The most commonly used types of identification are drivers’ licenses, voter registration cards, passports, birth certificates and social security cards. All documents must be valid and unexpired. Please visit the DPSAC website at
https://www.idbadge.nih.gov
for more information.
NED Increases 'Stale' Badge Task Auto-Termination from 60 to 120 Days
In early June 2019, the NIH Enterprise Directory (NED) team implemented a system upgrade to NED that requires a badge task to terminate if the badge issuance does not occur within 120 days of badge sponsorship or the persons Entry on Duty (EOD) date, whichever is greater. This was a recent change to the previous requirement for a badge request/task to terminate if issuance has not occurred within 60 days from badge sponsorship (see: July 3, 2019 DPSAC News).
This upgrade is beneficial for individuals in-process for credentialing services who are located in remote areas and cannot complete the PIV process within 60 days.
Since NED has implemented this change, more than 1,240 ‘stale’ badge tasks have been cleared. Removing stale badge tasks for individuals who do not complete all steps within the PIV process helps to keep NED/DPSAC records current; and flushes out individuals who may not need a PIV badge or who left NIH prior to completing the PIV process.
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.
Current Status of DPSAC Processing Delays
The NIH Division of Personnel Security and Access Control (DPSAC) continues to experience increased volume and processing delays for badging and background investigation services, including
initial badge requests
,
badge renewals
,
prescreening
, and
background investigation requests.
Keep in mind that while DPSAC works diligently to process requests, DPSAC services the
entire NIH community across all 27 Institutes and Centers.
Please be patient and if possible, avoid overlapping status requests and inquires as
DPSAC receives approximately
1,500
new cases every month and anywhere from
300 to 700
phone and email inquiries each day.
Average DPSAC processing time from AO Sponsorship to Badge Authorization for the week of August 5, 2019*: 59 calendar days
What is DPSAC doing to work towards resolving these delays?
- Prioritizing and actioning badge, prescreening and background investigation requests according to employee classification and status (e.g. VIP, clinical fellow, etc.) and new-hire employee Enter on Duty (EOD) date
- Working on internal system enhancements to increase efficiency of DPSAC processes
- Working to increase internal DPSAC staffing to accommodate for increased workload volume
- Working with the NED team to develop coordinated system enhancements that benefit the community (for example, to have NED display more accurate badge statuses, as well as to more effectively prescreen classification changes
Reporting Requirements for NIH Personnel in Sensitive Positions
In December 2016, the Office of the Director of National Intelligence (ODNI) established Security Executive Agent Directive 3 (SEAD 3) which entails reporting requirements for individuals with active national security clearances, security clearance eligibility, and individuals in sensitive positions. The three broad categories for SEAD 3 reporting requirements consist of
Foreign Travel
,
Foreign Contacts
and
Self and/or Peer reporting activities
.
Individuals in sensitive positions are required to report theses activities using the following forms and submitting them to
International@hhs.gov
and
SSO@hhs.gov
:
Remote Enrollment Badging Services Discontinued Until Further Notice
DPSAC will no longer be accepting new remote enrollment requests effective September 23, 2019, as this service has been suspended until further notice. Please be advised that DPSAC will continue to process remote enrollments that have been submitted and are fully complete. For requests that were not fully complete when submitted, the requestor will be notified and advised that, effective immediately, DPSAC is not processing remote enrollment.
New Defense Counterintelligence and Security Agency Website Launches September 27, 2019
The National Background Investigations Bureau (NBIB), as a whole agency, is transitioning to the Defense Counterintelligence and Security Agency (DCSA) on October 1, 2019. As a result, the NBIB website content will be updated and moved to
www.dcsa.mil
. The current NBIB web pages will redirect users to the new DCSA website beginning October 1, 2019 through December 31, 2019.
NBIB Announced Latest Version of the Position Designation Tool (PDT) Now Available
The National Background Investigations Bureau (NBIB) has announced that the latest version of the Position Designation Tool (PDT) is now available. The Office of Personnel Management (OPM) website will automatically redirect users to this latest version.
NBIB reminds users that if they are having trouble accessing the newest version of the PDT:
2. Do not use Microsoft Edge to attempt access the PDT (Chrome, Internet Explorer or Firefox only).
3. If having trouble accessing in Internet Explorer make sure your compatibility settings are turned off. If you need direction on this, please email
CCSCVS@nbib.gov
Users experiencing additional technical issues should email:
CCSCVS@nbib.gov
.
Defense Counterintelligence and Security Agency Publishes FY 2020 Investigative Billings Rates
The investigative billing rates charged to start FY 2020 will not change. The rates will remain at the FY 2018 level, which were maintained throughout FY 2019. Below are the rates for the different case types for your convenience.
DPSAC Launches Call Center to Improve Customer Service
In response to an ever-increasing call volume, DPSAC has implemented a Call Center system to improve customer service, reduce response times and help reduce the burden placed on DPSAC customer service staff who were expected
to handle close to 300 phone calls each day.
DPSAC’s new Call Center went op
erational October 8, 2019. Basic questions such as hours of operation can now be answered via prerecorded messages in the system. Individuals will also be directed to a live customer service agent when needed. The new voice-phone system works to triage extensive call volume, allowing DPSAC Customer Service staff to spend more time with customers who need live assistance.
DPSAC to Launch Its New, Improved Website November 8, 2019
....Among its improvements, users will discover faster, more intuitive search capabilities, as well as a visually pleasing and user-friendly web environment.
Some of the major updates or changes include:
- A new navigation structure to help users easily find the information they need, whether to enroll as an NIH employee, contractor or affiliate, obtain access to NIH facilities or the NIH IT network or be issued their federal ID credentials (PIV Card or RLA Badge).
- Services are presented in easy to follow, step-by-step sequences, beginning with an introductory ‘Know Before You Go’ section designed to help answer many of the basic questions newly arriving employees and contractors may have about background investigations, the badge issuance process at NIH, and a host of other topics before they visit the DPSAC offices.
- Users will be able to follow the Personal Identity Verification and Badging processes from start to finish with the help of easy-to-follow visual aids. Along the way, individuals will have their questions answered regarding Government Background Investigations, Intake, Prescreening and the Adjudication Process and using your badge to access NIH facilities. There are also sections to help Short Term and Intermittent Employees as well as Foreign Nationals.
- A ‘Resource’ section includes a review of the investigation requirements for a position (i.e. how positions are properly classified and designated within the Federal Government) as well as Defense Counterintelligence and Security Agency (DCSA) investigation billing rates, acceptable identification documents, relevant policies and regulations, resources and training for administrators and more.
Remote Enrollment & Badging Services Suspended Except for PIN Resets and Certificate Renewals
All remote enrollment and badging services are suspended except for PIN resets and certificate renewals until further notice. If you have any questions, please contact DPSAC at 301-402-9755 or
ORSPersonnelSecurity@mail.nih.gov
.
Please note: For purposes of enrollment and badging services, the following NIH locations are considered NIH 'satellite' facilities and NOT ‘remote’ facilities:
- Frederick National Laboratory for Cancer Research (Ft. Detrick), MD (formerly NCI-Frederick)
- Bayview Biomedical Research Center (Baltimore, MD)
- National Institute of Environmental Health Sciences (Research Triangle Park, NC)
- Rocky Mountain Laboratories, NIAID (Hamilton, MT)
DPSAC Begins Deactivating PIV Badges of Individuals Who Have Not Completed All or Part of Their Required Background Investigation
To ensure that NIH is compliant with all applicable background investigation and credentialing regulations, the Division of Personnel Security & Access Control (DPSAC) has begun deactivating the PIV badges of individuals who have not completed all or part of their required background investigation.
The badge deactivation process occurs in two phases. Phase one includes the loss of physical access to NIH facilities. Phase two, which occurs approximately 5 days after phase one, involves the loss of logical access to NIH information systems.
DPSAC will be deactivating badges on a continuous basis with approximately 38 deactivations occurring this week. Individuals impacted will receive an email that their badge has been approved for deactivation.
To prevent the loss of physical and logical access to NIH facilities and information systems, individuals should contact DPSAC immediately at 301-402-9755. Once a badge has been deactivated, individuals must complete all the investigation requirements before the badge is approved for reactivation. Badge reactivation typically occurs within 24 hours of approval.
National Background Investigations Bureau Transferred to DoD's Defense Counterintelligence and Security Agency (DCSA)
On October 1, 2019 The Department of Defense (DoD) and the Office of Personnel Management (OPM) completed the transfer of the National Background Investigations Bureau (NBIB) from OPM to the DoD's Defense Counterintelligence and Security Agency (DCSA).
This action is pursuant to
Executive Order 13869
, Transferring Responsibility for Background Investigations to the Department of Defense, issued April 24, 2019.
The transfer of NBIB to DCSA provides economy of scale in addressing the Federal Government's background investigations workload, promotes ongoing efforts to align vetting of federal employees and contractors, and facilitates needed reforms in this critical area. With the
merger, DCSA becomes the largest security organization in the Federal Government. The agency, previously known as the Defense Security Service, has four 'mission centers' focused on counterintelligence, critical technology protection, personnel vetting, as well as training, education and certification, according to the DCSA website.
The background investigation inventory has dipped dramatically over the past year, from a peak of 725,000 cases in April 2018, to 324,000 as of September, according to data posted on the Performance.gov website. The government's goal is a "steady-state inventory target" of 200,000 cases.
New Tracking Points in the NED Portal Badge Tracking Module Coming Soon! Changes to Make the Badge Tracking Process More Informative and Transparent
The NED 5.2 Release tentatively scheduled for late January/early February includes several new tracking points that will be added to the NED Portal Badge Tracking Module. Currently, the NED tracking points do not provide any insight on the status of the background investigation forms that are part of a badge request (when applicable).
With the NED 5.2 Release, the following tracking points will be added:
- Waiting for DPSAC to send background investigation paperwork
- DPSAC sent background investigation paperwork
- Waiting for applicant to complete background investigation paperwork
- Applicant completed background investigation paperwork
- Waiting for DSPAC to review background investigation paperwork
- DPSAC completed review of background investigation paperwork
- Waiting for applicant to correct background investigation paperwork
- Applicant corrected background investigation paperwork
- Waiting for DPSAC to finalize investigation paperwork and authorize ID badge issuance
If the individual has not yet been enrolled (fingerprinted & photographed), the message will also include language stating that the applicant must complete enrollment.
These messages are designed to give NED users and badge applicants a better understanding of what actions are required, and by whom, to successfully complete the background investigation.
FAQ
Q.
It’s my understanding that individuals hired to fill a position designated as Tier 2 (non-sensitive positions designated as moderate risk public trust positions) always receive a subject interview (i.e., an in-person interview).
Recently program staff from our IC reached out to DPSAC concerned that a new staff member had not yet been contacted by an investigator for an interview. Do you know whether this person should expect a subject interview?
A.
In the past, individuals in a position designated as a Tier 2 (formerly referred to as a level 5B or MBI) always underwent a subject interview as part of the investigative process. Recently, as part of the Defense Counterintelligence Security Agency's (DCSA) effort to streamline the investigative process, an interview is no longer automatic. Now, interviews only occur when there is a 'trigger' for one. These triggers could include any or all of the following: discrepant information; questions on disclosed or undisclosed debt; criminal record; leaving a job under unfavorable circumstances; discrepant information on a verifier's returned questionnaire; and a number of other reasons. DCSA will determine if a follow-up interview is needed during the investigative process.
If you are contacted by an investigator, please be sure to comply with their request for an interview. If you are unsure if the interview is legitimate, call the DPSAC help desk (301-402-9755) and our office can verify the validity of the interview. A DCSA investigator will always identify themselves, have a badge, and provide their contact information.
