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

January 1, 2020 Issue of DPSAC News
 In this issue:
  • DPSAC Enrollment and Badging Services to Close Early on January 1 & 2 for Renovations
  • Introduction to the Position Designation Tool
  • Starting October 1, 2020 Visitors to NIH Must Present Approved Forms of ID to Enter NIH Facilities
  • DPSAC's New Kiosk Allows Users to Electronically Complete, Submit OF-306
  • Helpful Tips: Avoiding Additional Delays in Processing New Hires
  • AOs Who Wish to Obtain Sponsor Authority
Badging, Enrollment and Customer Services in Building 31, Room 1B03 to Close at 4 p.m. on January 2 and January 3 for Renovations
Please be advised that the Division of Personnel Security and Access Control (DPSAC) will be closing its main office in Building 31, Room 1B03 one hour early, at 4 P.M., on both Thursday, January 2 and Friday, January 3 to carry out renovations. DPSAC will resume regular office hours on Monday, January 6, 2020.  

Plan accordingly as the DPSAC Customer Service Desk as well as Enrollment and Badge Issuance Stations at that location will not be available after 4 p.m. on those dates. 

If you have questions, please contact DPSAC at 301-402-9755 or orspersonnelsecurity@mail.nih.gov
Introduction to the Position Designation Tool (PDT)
NED Release v.5.2 is tentatively scheduled for February 2020. This version update will require the NIH administrative community to begin utilizing the Position Designation Tool (PDT) for determining the appropriate background investigation required for a position. As part of the lead-up to the NED Release, DPSAC and the NED Team will be communicating more details about these upcoming changes over the next several weeks.  

The PDT assesses the duties and responsibilities of a position to determine the degree of potential damage to the efficiency or integrity of the service from misconduct of an incumbent of a position. Parts 1400 and 731 of Title 5, Code of Federal Regulations establishes the risk level of that position. This assessment also determines if a position’s duties and responsibilities present the potential for position incumbents to bring about a material adverse effect on the national security, and the degree of that potential effect, which establishes the sensitivity level of a position. The results of this assessment determine what level of investigation should be conducted for a position.

Proper position designation is the foundation of an effective and consistent suitability and personnel security program. The PDT determines, through the evaluation of national security and suitability requirements, what type of investigation is required and the depth that an individual is screened for a position.

In order to ensure a systematic, dependable, and uniform method of determining position designations, the Defense Counterintelligence and Security Agency (DCSA) maintains the Position Designation Automated Tool (PDT). The PDT is an interactive tool that can be accessed at: https://www.opm.gov/suitability/suitability-executive-agent/position-designation-tool/

 For a quick video tutorial on the PDT, please click here .
Starting October 1, 2020 Visitors to NIH Must Present Approved Forms of ID to Enter NIH Facilities 
The REAL ID Act of 2005 established minimum security standards for state-issued driver’s licenses and identification cards and prohibits federal agencies, such as NIH, from accepting for official purposes licenses and identification cards that do not meet these standards as of October 1, 2020. 

Common reasons to obtain REAL ID include: 
1) You want to fly with only your state-issued ID (e.g., driver’s license)
2) You need to visit a secure facility, such as the NIH, and do not have a Personal Identity Verification
(PIV) card, passport or another approved ID.

Approved Forms of ID Required to Enter NIH Facilities on October 1, 2020
  • REAL ID Driver’s License or State Identification Card
  • Passport or Passport Card
  • HSPD-12 or CAC Card
  • Permanent Resident Card
  • Federally Recognized Tribal-Issued Photo ID
  • Canadian Provincial Driver's License or Indian and Norther Affiars Canada Card

Reasons you may not need a REAL ID include:
1) You only need your ID for purposes of identification and have another form of ID (e.g., PIV card
or Passport) for accessing federal facilities like NIH.
2) You do not mind bringing your passport along when you fly or visit federal facilities starting October
1, 2020.

REAL ID was implemented by each state’s department of motor vehicles. As a result, driver’s licenses and the identification cards are not uniform in appearance across states. However, all REAL-ID-compliant state driver’s licenses will have a star imprinted in the upper right-hand corner to signify it is REAL ID-compliant.

Maryland and DC are requiring all individuals who are eligible for REAL ID- compliant documents to obtain a REAL ID-compliant driver’s license or identification card. Maryland and DC offer “limited use” credentials, which are not acceptable for flying domestically in the United States or for entering an NIH facility. 

Virginia allows its residents the option to obtain a REAL ID-compliant credential, which can be used to enter an NIH facility. Virginia also allows a non-REAL ID-compliant credential for driver’s licenses or identification cards that are not acceptable for federal purposes. For more information on how to obtain a REAL ID compliant driver’s license, please visit your state’s DMV web site. 
Starting October 1, 2020, NIH can only accept REAL ID compliant driver’s licenses and identification cards for accessing NIH facilities.
•   Children under the age of 17 do not need ID if accompanied by guardian with a valid ID
Patients, regardless of identification, will continue to be allowed on campus upon verification of their status on a protocol with the Admissions Office at the Clinical Center.
•   Patient Caregivers will need to have valid identification"
DPSAC's New Kiosk Workstation Enables Users to Electronically Complete, Submit OF-306 Form for Background Investigations
DPSAC recently rolled out a pilot Kiosk station located in the DPSAC main office (Building 31, Room 1B03) that allows individuals to electronically complete and submit the required OF-306 form for their background investigation directly to the DPSAC office. The Kiosk contains built-in logic to avoid common errors in form completion.

DPSAC has published a User Guide that includes a general description of the kiosk, as well as information about who can use it, where the station is located and hours of operation.

To view the Guide, click here.
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 classification 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: 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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