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 11, 2019 Issue of DPSAC News
 In this issue:
  • Guidelines to Request Badge Services at Remote Locations
  • Completing the 'Register/Activate' Task in NED
  • Do NOT Lend Your ID Badge to Anyone!
  • Helpful Tips -- Avoiding Additional Delays Processing New Hires

Guidelines to Request Badge
Services at Remote Locations

The Division of Personnel Security and Access Control (DPSAC) can help to coordinate non-routine enrollments (photo/fingerprints), badge issuance, and badge maintenance services with other HHS Operating Divisions for employees who reside in areas that are far removed from NIH campus locations (i.e., Bethesda, MD; Baltimore, MD/Bayview Research Center; Frederick, MD/Frederick National Lab for Cancer Research; Research Triangle Park, NC; and Rocky Mountain Labs, MT).
  
Requests for remote services can only be submitted by the servicing AO/AT. Service availability is limited and these requests require an extensive approval process which can be lengthy. 
 
Employees in remote locations who will be visiting an NIH campus for meetings, house-hunting, or other reasons prior to their official arrival for work are encouraged to take full advantage of NIH Enrollment/Badging services on NIH campuses (DPSAC’s main Bethesda campus office at Building 31, Room 1B03 takes routine walk-ins from 8:00 AM to 4:30 PM).
  
For NIH badge applicants or badge holders who will not be working on an NIH campus or visiting an NIH campus, remote enrollment and issuance services may be the only option. HHS has Program Support Center (PSC) offices located in the following cities:    Boston, New York City, Philadelphia, Atlanta, Chicago, Dallas, Kansas City (MO), Denver, San Francisco, Seattle, Miami, Cleveland, Salt Lake City, and Irvine (CA   ).    Additional locations may also be available on a case by case basis through other HHS Operating Divisions.
 
When remote services are needed, Administrative Officers (AOs) should provide the following information to DPSAC so that the coordination/approval process can be initiated:
REQUEST FOR REMOTE BADGE SERVICES   (Click this link to view the form. Hitting the 'Escape' key once prompts MS Word to open the document to view an editable version) 

AOs should check the "View Badge History" screen in the NED system    as part of the request, confirming the customer is "Awaiting Enrollment" and/or "Badge Issuance" prior to submitting the request. Requests that are not ready for services in NED cannot be processed. (note: NED will not reflect situations involving Certificate Renewals, Broken Badges and PIN Resets).
 
AOs should also pay close attention to (and adjust as needed) the Entry on Duty date (EOD) in NED to ensure the badge transaction does not terminate before the badge is issued.  The NED transaction will terminate if the badge is not issued/picked up within 120 days of the EOD Date.    Requests should be sent by AOs to:    ORSPersonnelsecurity@mail.nih.gov . *
 
Once DPSAC is in receipt of this information, a request for approval will be submitted to the HHS Program Support Center (PSC). DPSAC will coordinate with the local PSC office to schedule an appointment. Requests must be fully submitted and approved before any remote badging services are delivered.  Accurate email addresses and phone numbers are particularly important.
AOs: 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 AOs to refrain from 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. 

AOs 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.

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!
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 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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