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DPSAC News
A bi-weekly newsletter from the Division of Personnel Security and Access Control
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Providing timely information to help keep NIH safe and secure. |
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December 15, 2021 Issue of DPSAC News
In this issue:
- DPSAC Plans Early Renewal of 19,000+ NIH PIV Cards Set to Expire in CY2023
- DPSAC’s Implementation of Suitability Reinvestigations for Tier 2 (T2) and Tier 4 (T4) Public Trust Positions
- FAQs – What information is contained on the PIV Card?
- Badge Processing Times
- Helpful Tips: Avoiding Additional Delays in Processing New Hires
- AOs Who Wish to Obtain Sponsor Authority
- Provide Your Feedback to the DPSAC Office
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DPSAC Plans Early
Renewal of 19,000+
NIH PIV Cards Set to
Expire in CY2023
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The Division of Personnel Security and Access Control (DPSAC) predicts that during Calendar Year (CY) 2023, over 19,000 NIH PIV badges will be due to expire (see figure below), a number that will far outstrip DPSAC’s operational capacity to process in one calendar year.
To address this surge, DPSAC has been coordinating plans with the NED Team to begin early, or “force,” renewals for thousands of these NIH PIV badges that would normally expire during CY2023. DPSAC intends to initially focus on NIH staff who are currently working onsite at an NIH-owned or leased facility. This will minimize asking people to come to the NIH campus who have been working entirely from home and may be hesitant coming to campus due to COVID-19.
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Pre-emptive action to ease the burden for DPSAC staff, expedite badging for affected badge holders
DPSAC plans to process 250 forced renewals each week beginning in November 2021 through the end of CY2023 or when badge expiration spikes have been reduced to a manageable level. By accelerating the renewal process for these selected badge holders, DPSAC will be able to 'even out' the load of enrollment and badge issuance appointments over a longer period, thereby giving badge holders sufficient time to renew their PIV cards and DPSAC staff the opportunity to provide the best possible customer service.
Completing Badge Renewal Tasks in NED
The overall success of this effort will be dependent on AOs completing badge renewal tasks as they appear in their NED inboxes. Individuals are not notified to schedule an appointment with DPSAC until the badge renewal task is complete in NED. AOs should monitor their NED inboxes to look for badge renewal tasks that have not been assigned to an owner yet (see NED screen shot).
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Once the badge renewal task is complete in NED, individuals will receive an email asking them to schedule an appointment. We are encouraging people to make appointments (rather than walking in) to ensure there will be someone ready to assist them. Most badge renewals will be conducted at DPSAC's Badge Issuance locations in Building 31 (Room B1A26) and Building 10 (South Lobby).
By taking this proactive approach, DPSAC can make sure its customers are well served and that there is sufficient time to renew customers' badges before they expire. Providing continuous, uninterrupted access to NIH facilities and networks is a high priority.
Spreading the Word
DPSAC and the NED team plan to carry out an ongoing communication effort to keep the administrative community and affected badge holders informed of these badge smoothing efforts. DPSAC will be notifying individuals selected for early renewal via email the week prior to their badge renewal task appearing in NED. One of their goals is to make sure affected individuals understand that an early renewal notification is not a mistake; even though their badges expire in CY2023 (i.e., the date printed on their badges), DPSAC will be renewing their badges well in advance.
DPSAC also wants to remind badge holders that early renewals will reset the 5-year expiration cycle on their PIV and contribute to reduced wait times at enrollment and issuance stations. Also, badge holders will be able to customize their appointments by selecting a location, date and time that best fits into their busy schedules.
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DPSAC’s Implementation of Suitability Reinvestigations for Tier 2 (T2) and Tier 4 (T4) Public Trust Positions |
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The Suitability Reinvestigation Requirements in the Office of Personnel Management’s (OPM) Title 5, Code of Federal Regulations section 731.106 (5 C.F.R. 731.106), 731.106(d) (1) requires incumbents of Public Trust positions to undergo Suitability reinvestigations at least once every 5 years. NIH’s Division of Personnel Security and Access Control (DPSAC) has been going through a process of submitting and adjudicating reinvestigations for the NIH population occupying public trust positions at the T2 and T4 levels.
In June 2018, OPM issued a variation to the regulation at 5 C.F.R. 731.106 to temporarily extend the periodicity of public trust reinvestigation from 5 years to 7 years. However, as of April 2021, OPM has advised that the two-year extension period for reinvestigations of individuals at the T2 and T4 levels has expired, adjusting the interval for reinvestigations from 7 years back to 5 years. To help mitigate this process, DPSAC will begin the process to reinvestigate the AO population whom have investigations more than 5 years old.
Due to such changes, the adjusted interval for public trust reinvestigations will necessitate an increased need for reinvestigations among the NIH’s population. DPSAC will be engaging with your populations to begin the required reinvestigations and will appreciate cooperation in going through this process smoothly. These reinvestigations will require individuals to go through the investigative process including completing the e-QIP form and fingerprinting.
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Q. What information is contained on the PIV Card?
A. PIV cards contain the necessary data for the cardholder to be granted access to federal facilities and information systems and assure appropriate levels of security for all federal applications.
The information on your ID badge will include:
- Your photograph
- Your full legal name (middle initial only)
- Your Operating Division or OPDIV (NIH)
- Badge expiration date
- Badge serial number
- Federal agency smart card credential number (which uniquely identifies your OPDIV and you)
- An authentication key
- Two electronic fingerprints
The following information will not be on your ID badge:
- Your Social Security Number
- Your address (work or home)
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For the SEP/OCT/NOV time frame, the average processing time for issuing an ID badge is 23.7 calendar days. |
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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
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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.
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Are there topics you would like to read more about in future issues of DPSAC News?
Please send your suggestions to: Judie.Kuo@nih.gov. Your input is greatly appreciated.
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Want to share some feedback?
We at DPSAC would love to hear from you regarding any feedback you may have for our office and how we can continue to improve. As part of your feedback, please answer the following survey questions here. This should not take more than two (2) minutes. Thank you for taking the time to provide such feedback, as your thoughts are very valuable to us.
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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
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