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
August 26, 2020 Issue of DPSAC News

In this issue:
  • Please -- Don’t Confuse 'Emergency Designation Tier' with 'Background Investigation Tier'
  • Validating These Two Actions Vital When Completing Position Designation Tool (PDT) File in NED
  • NIH Begins Issuing New v.8 PIV Cards; v.7 Cards to be Phased Out by June 30, 2024
  • DPSAC Resumes 5-Days-a-Week Enrollment and Badge Issuance
  • FAQs: Types of IDs Needed for Enrollment; Badge Services During the COVID-19 Pandemic
  • AOs Who Wish to Obtain Sponsor Authority
Please -- Don’t Confuse 'Emergency Designation Tier' with 'Background Investigation Tier'
DPSAC has seen an increase in Tier II and Tier III background investigation requests recently for NIH staff. After investigating, we have learned that several of these requests were inadvertent updates to the Background Investigation Tier indicated in NED as opposed to the person’s Emergency Designation Tier. This article is a short primer on distinguishing between these two categories of “Tiers.”

Emergency Designation Tier Overview
The Emergency Designation Tier is a value entered in NED for NIH employees and contractors. This value is used to outline the working status of NIH staff in the event of an emergency impacting NIH operations, such as a weather-related closure. 
There are three values to select from:
• Tier I – Emergency Employee
• Tier II – Non-Emergency/Teleworker
• Tier III – Non-Emergency/Non-Teleworker

When a NED record is created, the designation of an Emergency Tier is mandatory. This value is contained in the “Work Information” section of an individual’s NED record. The Emergency Designation Tier can be updated at any time. 

Background Investigation Tier Overview
The Background Investigation Tier is a different designation in NED that is utilized by DPSAC to ensure the correct type of background investigation is completed for the position as required by the job duties and areas being accessed by the employee. The background investigation Tier is required for all NIH staff (employees, contractors, fellows, etc.) who will be at NIH for more than six months. 
The different background investigation Tiers are as follows:
• Tier 1 – Non-Sensitive [Low Risk]
• Tier 2 – Non-Sensitive Public Trust [Moderate Risk] (formerly level 5B)
• Tier 3 – Noncritical-Sensitive [Moderate Risk] (formerly level 2); this is a National Security Investigation which
requires additional reporting requirements and makes the individual eligible for a secret clearance.
• Tier 4 – Non-Sensitive Public Trust [High Risk]
• Tier 5 – Critical-Sensitive or Special-Sensitive [High Risk]; this is a National Security Investigation which requires additional reporting requirements and makes the individual eligible for a top-secret clearance.

These different tiers direct the scope of an individual’s background investigation (e.g., 5 years, 7 years or 10 years of historical data, need for a credit check, etc.). The Background Investigation Tier is a value stored in the “Position Information” section of an individual’s NED record. The correct Background Investigation Tier is determined using the Position Designation Tool located at: https://pdt.nbis.mil/ . The position tier designation should match the value generated in the PDT that is being uploaded into NED.

For more information on position designation at the NIH, please visit the DPSAC website at: https://www.ors.od.nih.gov/ser/dpsac/resources/Pages/investigation-requirements-for-your-position.aspx .

Isn’t a Tier a Tier? What Difference Does It Make?
As you can see, there is a big difference between the Emergency Designation Tier and the Background Investigation Tier. Updating the wrong one could subject someone to an unnecessary background check or show that someone is no longer eligible for telework. In addition, there is a difference in cost for each level of investigation as well as possibly making the individual responsible to report personal travel, non-work related relationships with foreign nationals, etc. which is required for all National Security Investigations.

Where to Go for Assistance
If you have questions about Emergency Designation Tiers, please contact the NIH Office of Human Resources. OHR has also posted a job aid. The Office of Human Resources has prepared the following job aid: “NIH Guidelines – Know Your Tier and Be Prepared – Employee Emergency Tier Designation Program”.

For any questions about Background Investigation Tiers, please contact DPSAC at: ORSPersonnelSecurity@mail.nih.gov
Validating These Two Actions Vital When Completing Position Designation Tool
(PDT) File in NED
When completing a Position Designation Tool (PDT) file as part of the “Activate-Register Person” process in NED, it is imperative that Administrative Officers validate the following prior to proceeding to the next steps in NED:

  • The Position Designation Tool (PDT) PDF file was populated using https://pdt.nbis.mil and uploaded to NED 

  • The investigative tier value within the PDT file matches the Final Tier value in NED 

DPSAC has seen an increase in PDT/NED Tier value discrepancies which can significantly delay the prescreening process for the applicant, resulting in prolonged delays to the applicants onboarding.

DPSAC has also seen cases where a file was uploaded as the PDT but was not an actual Position Designation Tool file. DPSAC cannot prescreen applicants when the PDT and NED Tier Value do not match, or when a PDT file was not uploaded.
NIH Begins Issuing New v.8 PIV Cards; v.7 Cards to be Phased
Out by June 30, 2024
On July 27, 2020, NIH began issuing new PIV Cards that contain a more advanced v.8 chip. These new credentials, which are replacing the v.7 cards currently in use, are faster and more secure and have a 5-year life cycle.
 
As reported in the June 17, 2020 DPSAC News, NIH must retire all v.7 PIV cards currently in use by NIH employees, contractors and affiliates by June 30, 2024 and will no longer be supported after that date. The National Institute of Standards and Technology (NIST) established this deadline to eliminate physical access using proximity or “prox” readers.*
 
As NIH migrates to the v.8 cards, badge users with the new cards will no longer be able to unlock a door or open a gate just by waving their badge NEAR (in proximity of) the new reader. Card users will need to remove their credential from the electromagnetically opaque card holder sleeve and ‘touch and hold’ their cards IN CONTACT WITH the reader. A video showing how to properly use the PIV card with the card reader is posted on the DPSAC website at: https://www.youtube.com/watch?v=nFt0hPnNv3I
 
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 readers.
 
Where to get help with your new PIV card
As expected, some recipients of the new badges are experiencing issues when they try to use their badge to open a door or gate (physical access) or when they try to access the NIH network (logical access). DPSAC and CIT have been working together to iron out the bugs.
 
Some issues users are reporting:

Scenario 1: The card does not allow me access to a door I previously had access to. 

Where to go for help: Card holders should always contact the Facility Access Control help desk if they are having issues accessing doors. They will help determine the next steps.

Contact Information for Facility Access Control:

Bethesda: 
Helpdesk: 301-451-4766 (available 6:00am – 6:00pm)  
Badging Center: Building 31, Room 1B03
Hours of Operation: 8:00 a.m. - 5:00 p.m.
Badging Center: Building 10, Room 1C52(South Lobby)
Hours of Operation: 8:00 a.m. - 5:00 p.m.
·        Closed for lunch from 11:40 a.m. - 12:40 p.m.
 
Rocky Mountain Laboratories, NIAID, Hamilton, MT:
Access Control
Building 30, Room 30116
        Hours of Operation: By Appointment Only
Contact Name: Ron Frost
Helpdesk: 406-375-9628
 
National Institute of Environmental Health Sciences, (NIEHS), Research Triangle Park, NC
Questions regarding HSPD-12, access control, personnel security and other security procedure related issues should be directed to the Operations and Security Branch. Individuals with questions or issues regarding badges are asked to contact the Security Office.

Operations and Security Branch
Building 102, Room S150
Hours of Operation: 8:00 a.m. to 4:00 p.m. - Monday through Friday
Phone: 984-287-4369

Security Office
Rall Building (Building 101), Room B114
Hours of Operation: 8:15 a.m. to 3:45 p.m. - Monday through Friday
Phone: 984-287-3854
Email: fac-security@niehs.nih.gov
 
The access control specialist will want to know:
  • Does the card reader beep and/or does the light on the reader change color when you present your card to the card reader? 
  • Does your new ID work on any other doors that you would normally have access to?

Possible remedies:
  • Even though the card is brand new, the antenna inside the card may be damaged. You will need to go back to the badging office to have them reprint a new ID.
  • The card reader may need to be reprogrammed (flashed) to accept the new type of cards DPSAC is now issuing.

Scenario 2. The card reader for accessing my NIH computer/laptop is not recognizing that my new card has been inserted. This is likely an IT issue. [e.g., the problem may lie with the firmware version on your hardware that reads the chip on your card’]

Where to go for help:
Contact your local IT department and/or the NIH IT Service Desk at: 301-496-4357

Scenario 3. I’m having trouble logging into the NIH network.

Remedy: You should contact your IC’s IT department or the NIH IT Service Desk at 301-496-4357 

* The June 17, 2020 DPSAC News contains two related articles on the new PIV Cards and new PIV Card
Readers: 
  • NIH Completes Year-Long Project to Replace PIV Card Readers Across NIH Campuses
  • HHS to Replace All PIV Cards with More Secure Model by 2024; NIH Begins Migration from v.7 to v.8 PIV Cards in June 2020
DPSAC Resumes 5-Days-a-Week Enrollment and Badge Issuance
Due to a recent increase in requests for enrollment and badge issuance appointments, the Division of Personnel Security and Access Control (DPSAC) resumed daily service via appointment scheduling, Monday through Friday from 8:00 AM to 5:00 PM in Building 31, Room 1B03 as of August 3, 2020. 

The Clinical Center South Lobby location (Room 1C52) is open daily via appointment for high risk customers, Monday through Friday from 8:00 AM to 5:00 PM.

Walk-ins will not be allowed as DPSAC continues to take steps to increase capacity to minimize wait times, to help prevent the spread of COVID-19 and reduce the risk of exposure to its staff members and to those who will be visiting a DPSAC office.

If you need to contact DPSAC to schedule an appointment, please email ORSPersonnelSecurity@mail.nih.gov or call 301-402-9755. 

DPSAC staff are available to answer email and phone inquiries Monday – Friday between the hours of 8 AM and 5 PM.
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. 


Q. How do I go about renewing my PIV Card (HHS ID Badge) during the COVID-19 pandemic? 
A. DPSAC has returned to offering badging services Monday through Friday, but will continue to require appointments between the hours of 8 AM and 5 PM. 

If you need to contact DPSAC to schedule an appointment, please email ORSPersonnelSecurity@mail.nih.gov or call 301-402-9755. DPSAC staff will be available to answer email and phone inquiries Monday – Friday between the hours of 8 AM and 5 PM.
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: 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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