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
February 10, 2021 Issue of DPSAC News
 In this issue:
  • NIH Will Enforce the REAL ID Act Starting October 1, 2021
  • Marijuana Still Considered a Controlled Substance
  • DPSAC Website Highlight: Adjudication Branch
  • FAQs: Do I Need a New PIV Card When I Move from FDA to NIH
  • AOs Who Wish to Obtain Sponsor Authority
NIH Will Enforce the REAL ID Act Starting October 1, 2021
Beginning October 1, 2021, the National Institutes of Health (NIH) will no longer accept identification that fails to meet the minimum requirements and issuance standards for federal recognition per the REAL ID Act of 2005. As of the publication of this article on 02/10/2021, the REAL ID enforcement at NIH is 233 days away.

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, 2021. For additional information about the Real ID Act, please visit: https://www.dhs.gov/real-id. 

Approved Forms of ID Required to Enter NIH Facilities on October 1, 2021:
  • REAL ID Driver's License or State Identification Card
  • Enhanced Driver’s License from Michigan, Minnesota, New York, Vermont or Washington
  • Passport or Passport Card
  • HSPD-12 PIV or CAC Card
  • Permanent Resident Card
  • Federally Recognized, Tribal-Issued Photo ID
  • Canadian Provincial Driver's License or Indian and Northern Affairs Canada Card
  • USCIS Employment Authorization Card (I-766)
  • Other Less Common Documents (e.g. Merchant Mariner Credential) 

Can I still use my badge to get on campus?
YES. The ID badges issued by NIH are still approved for accessing the campus. This includes the HHS ID Badge (PIV Card), the Restricted Local Access (RLA) Badge and the NIH Extended Visitor Badge. 
 
What if I forget my badge? How do I get on campus?
You will need to enter the campus as a daily visitor. To do that, you will need to show a form of identification that meets the REAL ID standard. Please see the list at the beginning of this article for permissible forms of ID. If your driver’s license is not REAL ID compliant and you attempt to access campus using that as your ID, you will be denied entry. 

How do I know if my driver’s license is REAL ID compliant?
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 (see figure below).
My driver’s license is not REAL ID compliant. What should I do?
If your current driver’s license does not have the REAL ID star in the top right-hand corner, it is highly recommended that you start the process to obtain one:

What is an Enhanced Driver’s License? Are these acceptable under the REAL ID Act?
Enhanced Driver's Licenses (EDL) issued by Michigan, Minnesota, New York, Vermont, and Washington are considered acceptable alternatives to REAL ID-compliant cards and will also be accepted for official REAL ID purposes. Most EDLs do not contain the star marking and this is acceptable. The EDLs do however state they are enhanced driver's licenses and have an American flag either overlapping the picture or at the bottom right hand corner.

Will NIH really deny access to visitors who do not possess a REAL ID compliant credential starting October 1, 2021?
YES. Visitors without compliant ID will be denied access. NIH does not have the authority to waive this requirement. ORS is encouraging NIH staff to remind visitors of this requirement and ensure they have the appropriate form of ID. A few key things to note:

  • 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.
  • New NIH staff (employees, contractors, etc.) will need valid identification to access an NIH facility for enrollment and badge issuance. Not having a REAL ID compliant credential could delay the on-boarding process.
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.

The use of marijuana can still impact the ability for someone to be found suitable for federal employment. 

* The Controlled Substances Act (CSA) Title II of the Comprehensive Drug Abuse Prevention and Control Act of 1970 is the federal U.S. drug policy under which the manufacture, importation, possession, use and distribution of certain narcotics, stimulants, depressants, hallucinogens, anabolic steroids and other chemicals is regulated under federal law.
                                            
DPSAC Website Highlight: Adjudication Branch
Have you ever wondered what it means to be found suitable for your position with the Federal Government? Weren't your qualifications evaluated by NIH Human Resources and the I/C hiring official? For DPSAC, being suitable does not relate to job qualifications, but instead to an evaluation of security risk relative to your position. This suitability determination is referred to as the adjudication process.

The Adjudication Branch located within the Division of Personnel Security and Access Control (DPSAC) has the authority delegated by The Department of Health and Human Services, Office of Security under Title 5, Code of Federal Regulations, part 731 (5 CFR731) to make suitability determinations and take suitability actions in cases involving covered positions for federal employees, fitness for contractors and affiliates that are subject to a background investigation. Public service requires high standards of integrity and trust to promote the interests of the public.

The adjudication process is an examination of a sufficient period of a person's life to make an affirmative determination that the person is an acceptable security risk. The adjudication process is the careful weighing of several variables known as the whole person concept. It contains available, reliable information about the person, past and present. The final suitability determination should be based on a person's identifiable character traits and conduct sufficient to decide whether employment or continued employment would or would not protect the integrity or promote the efficiency of the service after consideration of all these variables. Favorable and unfavorable information will be considered in reaching a determination.

The DPSAC website has a section devoted to the Adjudication Branch and the process they follow. Click here for more information on how this process is completed.
Q. In a few weeks I’ll be leaving FDA to take a job at NIH. Will I need a new ID badge or can I use the Personal Identity Verification (PIV) Card issued by FDA when I begin working at NIH?

A. Yes since you will be moving from one HHS operating division or OPDIV (FDA) to take a position at another OPDIV (NIH), you will need to be sponsored for a new badge by the Administrative Officer (AO) in the NIH Institute/Center you are assigned to.

Once your AO sponsors you, you will need to be enrolled and issued a new HHS ID Badge (PIV Card). Your new badge will contain digital certificates that will need to be updated periodically. 

The new NIH badge cannot be fully processed or issued until the FDA PIV Card is turned in and disabled in the system. However, your NIH AO can initiate the request to bring you on board at NIH prior to your leaving FDA. This will begin the NIH pre-screening process and assessment of whether you will need a new background check.

To read about the badging process, visit www.idbadge.nih.gov . This website describes in detail how to apply for a new HHS ID Badge (including enrollment and badge issuance) and the PIV process required of everyone issued a new badge.
 
Note: if you plan to continue working for FDA while working at NIH, you will keep your FDA PIV card, and your NIH Institute ALT Coordinator will issue you an ALT Card for access to NIH Systems. For physical access to the NIH campus, your Institute AO can put in a request to our Access Control Branch to program your FDA PIV card for NIH physical access. 


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 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: Daniel.Shumate@nih.gov. Your input is greatly appreciated.

Know someone who should be reading DPSAC News? Have them send a message to DPSACNews@mail.nih.gov to start receiving our newsletter!
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. 

Department of Health and Human Services
National Institutes of Health
Office of Management
Office of Research Services
Division of Personnel Security and Access Control
Keep up with the latest NIH updates