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

February 12, 2020 Issue of DPSAC News

 In this issue:
  • Using the Position Designation Tool - Step 3: Completing the Point Adjustment Section
  • Physical and Logical Security - Keep It Locked Up!
  • Be Sure to Respond to DCSA Request for In-person Interview if Contacted
  • FAQ: Can an NIH Employee in a Remote Location Bring a Colleague's Expired Badge to Bethesda to Get the Badge Re-Issued?
  • Helpful Tips: Avoiding Additional Delays in Processing New Hires
  • AOs Who Wish to Obtain Sponsor Authority
Using the Position Designation Tool (PDT): Step 3-Completing the Point Adjustment Section
NED Release v.5.2 is tentatively scheduled for late March 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.  

In Part I of this 5-part series on the updated PDT, the January 1, 2020 DPSAC News i ntroduced readers to this tool. Part II, Step 1, January 15, 2019 DPSAC News , showed readers how to use the tool to determine whether the position being evaluated had any national security duties associated with it. Part III, Step 2, January 29, 2020 DPSAC News , reviewed how to use the PDT to identify public trust duties. In the current installment of the PDT series below, Part IV, Step 3, DPSAC News reviews how to use the PDT tool to complete the Point Adjustment section.

Part IV, Step 3 of the PDT Tool -- Completing the Point Adjustment Section
When completing the PDT, if any public trust duties are identified in Step 2, it is also required to complete the Point Adjustment section of the tool. In this section, it is necessary to indicate the scope of impact for any potential damage caused by the position and the level of supervision over the position. Step 3 of the PDT is used to identify any point adjustments.

Adjustment for Scope of Program and Correlation to Extent of Impact:
  • Worldwide or government-wide impact: Program operations have potential to affect the entire government or have global implications. Misconduct or damage would have potential for a national to international impact of a broad nature on the United States Government or other countries and/or the individuals or private entities affected by the government.

  • Multi-agency impact: Program operations affect more than one agency. Misconduct or damage would have potential to impact multiple government agencies, and/or the individuals or private entities affected by those agencies.

  • Agency impact: Program operations affect only one agency. Misconduct or damage would have potential for a local impact on the agency, and/or the individuals or private entities affected by those agencies.
When completing the PDT, if you are not sure which point adjustment selections are appropriate, please contact the supervisor or project officer who will be overseeing the person filling the position.  This individual should be able to accurately identify the correct adjustment selections. 
Be Sure to Respond to DCSA
Request for an In-Person Interview if Contacted
Individuals at NIH undergoing a background investigation who are in positions designated above Tier 1 should be aware that they may be contacted by a Defense Counterintelligence and Security Agency ( DCSA) investigator for an in-person ‘Subject Interview.’ If you are contacted by a DCSA investigator, please respond to their requests as soon as possible as the information they request, to include scheduling a subject interview, is required for the background investigation.
I ndividuals who have been contacted by an investigator for the mandatory ‘Subject Interview’ as part of their background investigation have come forward with concerns over the validity of the investigator's request, believing the phone call or email to be a ‘scam.’ Please be assured that requests from certified DCSA investigators are a legitimate part of the investigative process. It is important that applicants respond to these requests in a timely manner as failure to do so will result in the investigation being discontinued by DCSA. Subsequently, without a completed background investigation, the individuals physical and logical access to NIH can be revoked until the requirement has been completed.
If you are contacted by an investigator who wants to arrange an in-person interview, but you are concerned about the validity of the investigators identity, you may ask the investigator for his/her badge number and confirm their credentials by contacting DCSA at 1-888-795-5673 or emailing them at RMFSIMSST@nbib.gov . DCSA will be happy to confirm that the person is who s/he says s/he is. Here is a link to the DCSA website with further instructions: https://www.dcsa.mil/mc/pv/mbi/vi/.
Q . I’m an AO working with an individual in Kansas whose badge has expired. This person needs to be re-enrolled to obtain a new PIV badge.

I understand that NIH can no longer coordinate badge enrollment or badge issuance at other remote HHS locations. However, since this individual had to complete all the requirements before she was issued her original PIV badges, now that her badge needs to be re-issued, would it be possible for another member of our staff who is planning a visit to the NIH campus soon to bring the expired badge to the Bethesda enrollment office for re-issuance?
A.  As of Sept 23, 2019, DPSAC no longer coordinates badge enrollment or badge issuance at other HHS locations.  These functions need to be completed at an NIH badging location. 
The only exceptions involve remote coordination of Badge PIN resets and Certificate renewals. Neither of these services are relevant to your staff member, as she needs to undergo Enrollment and Badge Issuance
Enrollment (Photo/Fingerprints) and Badge Issuance can only be conducted directly with the individual receiving the badge.  Also, previous badges that have been fully deactivated in NED cannot be reissued, regardless of the expiration date on the front of the badge. 

Staff members who must travel extended distances to an NIH location for badging services should check with their AO first to help ensure they can complete all requirements in one trip. AOs can check the NED “View Badge and Account Status/ View Badge History” to ensure their staff members are ready for badge Issuance or are ready for Enrollment and Badge Issuance.
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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