| Contact Us Division of Personnel Security and Access Control (DPSAC), Office of Research Services Building 31, Room 1B03
Hours: 8:00 a.m. - 5:00 p.m. Monday - Friday Personnel Security Helpdesk: 301-402-9755 E-mail: orspersonnelsecurity@ mail.nih.gov Access Control Helpdesk: 301-451-4766 E-mail: facilityaccesscontrol@ mail.nih.gov   |
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| NED Portal Users - Submit a NED Portal "Update" Task to Change an Individual's Classification
The NED support team reports that some NED portal users are unnecessarily choosing to deactivate a person's NED record and then submitting a new Register/Activate task to change a person's classification (e.g., from Contractor to NIH FTE).
DPSAC and the NED team want NED Portal users to know that it is NOT necessary to deactivate the person's NED record and submit a new Register/Activate task to reclassify him/her. Rather, these experts recommend a faster and more direct way - namely, submit a NED Portal 'Update' task to change the person's classification. This straightforward solution requires less data entry, won't affect the person's NIH network/e-mail access, and may allow them to keep the same ID badge.
(See the sample NED screens below that illustrate how to access the NED 'Update' task and the 3 steps required to Update a person's classification from Contractor to NIH FTE.)
(Step 1 of the Update task)
(Step 2 of the Update task)
(Step 3 of the Update task)
As is the case for all NED Portal "Update" tasks, users can schedule classification updates to occur in the future by changing the "effective date" of the update from the default value ("today") to a future date.
Answers to common questions about the NED "Update" task
Q: What happens to an individual's ID badge when updating his/her classification from NIH non-FTE (e.g., Special Volunteer, Guest Researcher or Contractor) to NIH FTE?
A: On the effective date of the update (if today, immediately upon AO approval), NED will initiate a badge request for an NIH FTE badge. In most cases, the person's current badge will continue to work until they receive their new ID badge.
The exception is in the case of an NIH non-FTE with an NIH ID "legacy" badge. In this scenario, the NIH ID "legacy" badge will stop working almost immediately following the update effective date. Thus, Portal users may want to coordinate with the person regarding the timing of the update in this scenario. (Note: the NED Portal displays a warning to users whenever an update will result in badge revocation).
Q: What happens to an individual's ID badge when updating his/her classification from NIH FTE to NIH non-FTE (e.g., Special Volunteer, Guest Researcher or Contractor).
A: On the effective date of the update (if today, immediately upon AO approval), NED will initiate a badge request for an NIH non-FTE badge and immediately revoke the person's NIH FTE badge.
Note: the NED Portal displays a warning to users whenever an update will result in badge revocation. Thus, Portal users may want to coordinate with the person regarding the timing of an update that reclassifies a person from NIH FTE to NIH non-FTE. However, DPSAC should be able to issue the new NIH non-FTE quickly since the individual will typically have his/her e-QIP, fingerprints and photo on file.
Q: What happens to a person's NIH network account/e-mail access when updating their classification?
A: Changing a person's classification in NED does not affect his/her NIH network account/e-mail access.
If you have questions or need additional information regarding NED classification changes, please contact the NIH IT Service Desk (
https://itservicedesk.nih.gov/).
See the
May 24, 2017 DPSAC News for an in-depth review of the 17 Position Classifications used by NIH to determine the type of badge it issues to individuals requiring access to NIH facilities.
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DPSAC recently began issuing RLA badges to the approximately 1,200 individuals arriving at NIH to begin their Summer internships under the NIH 2017 Summer Student program.
This is the third year NIH is issuing the NIH Restricted Local Access (RLA) ID badge for physical and logical access to this group.
The RLA badge requires the normal two appointments. During the first appointment (15 minutes), the student will be identity proofed, fingerprinted and photographed. At the second appointment (15 minutes), the student will be issued his or her RLA Badge.
Issuance is subject to DPSAC's review of the fingerprint results. Any issues identified through the fingerprint check (i.e., issues that might impact the suitability of the Summer student to do the proposed work at NIH), must be reviewed by the Personnel Security Office in DPSAC prior to issuance of an RLA Badge.
Helpful tip: DPSAC is encouraging Institutes and Centers (ICs) to advise their incoming students to make their enrollment and badging appointments as soon as they are able to do so to avoid any delay in the ID badging process.
Get fingerprinted early
Processing badges for approximately 1,200 individuals over a six- to eight-week period can place a significant burden on the limited DPSAC staff who enroll and issue badges to these individuals.
To lighten the load and help the arriving students avoid badging delays, DPSAC would like the ICs to have their Summer students come to any
NIH Enrollment location
for fingerprinting before the first day of work.
Summer students who are fingerprinted by DPSAC at least one week before their first day and receive a favorable fingerprint result may be issued a badge on their first day at NIH.
How to submit personal information
Summer students will have the option to provide their personal information via a secure online NED portal or by completing Form HHS 745, Part A, (Appendix 1) and returning it to their Administrative Officer/Administrative Technician (AO/AT).
If a student elects to complete an HHS 745, the AO/AT should then use the completed form to create and/or update the student's NED record.
Minors
Summer students under the age of 18 must also provide parental/legal guardian consent to undergo the necessary security requirements. Parental/legal guardian consent is not available using the secure NED portal.
These students must complete a paper copy of the HHS 745. A pdf version of the form is posted on the DPSAC website at:
https://www.ors.od.nih.gov/ser/dpsac/Documents/BadgeRequestFormStudent.pdf
.
Policy regarding parental consent forms
Beginning in 2016, Institute or Center Program Offices or Administrative Officers (AOs) are responsible for obtaining and attesting to Parental Consent forms prior to the AO sponsoring a minor in NED for an RLA badge.
Once the parental consent form has been authenticated (prior to entering the minor in NED), NED sponsorship shall serve as confirmation to DPSAC that the parental consent form has been authenticated.
Enrollment and badging service locations on the NIH campus
DPSAC offers enrollment and badging services on the NIH campus in Building 31, Room 1B03 (from 8:00 a.m. to 5:00 p.m.) and in the South Lobby of the Clinical Center, Room 1C52 (from 7:30 a.m. to 4:30 p.m.), Monday through Friday. Click
here
to view a map of the Clinical Center main level, including the South lobby.
DPSAC has prepared a useful pocket guide to distribute to new arrivals during their enrollment appointment to help them navigate the badging process. The guide contains important contact information in case questions arise.
Summer students at remote locations
Summer students who will be reporting to remote locations [Rocky Mountain Laboratories (RML), National Institute of Environmental Health Sciences-Research Triangle Park (NIEHS-RTP), etc.] will receive fingerprint checks administered by appropriate local security staff.
Arrangements are being made to enroll and badge Summer students at the Bayview Research Center (BRC) in Baltimore.
Summer students working at these locations should contact
their local NIH security office
for information on where to schedule an appointment and/or obtain an RLA badge.
DPSAC will review the results of the fingerprint check and notify the students when they have been authorized for an RLA badge.
Foreign Summer students
Foreign Summer students will be processed through the Division of International Services (DIS). However, they too will undergo a fingerprint check. For more information, please see:
http://dis.ors.od.nih.gov
.
A full description of badging procedures and policies for NIH Summer students is posted on the DPSAC website at:
http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/students.aspx.
The RLA badge lifecycle
An RLA Badge will be valid for the duration of the Summer student's appointment, but will expire no later than September 30 of the year it is issued. Badges should be collected and returned to DPSAC or the appropriate badge issuance office when the Summer student leaves.
Disposition of a Summer student's ID badge
When Summer students end their employment/affiliation with the NIH, they must turn in their badge to their AO/Sponsor. The AO/Sponsor must return the badge to DPSAC in Building 31, Room 1B03 or to the local badge issuance office.
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Attention Summer Students (& NIH Administrators): No Social Security Number (SSN) = No ID Badge
The Division of Personnel Security and Access Control (DPSAC) wants the administrative community to remind their incoming Summer students that they need to know their Social Security Number (SSN) to complete the badging process. According to DPSAC, a number of students are showing up for enrollment not knowing their SSN. If the individual is unable to complete this mandatory field upon enrollment, the enrollment and badging process cannot proceed.
(Figures 1 and 2 show the SSN field and the message if the individual is unable to successfully complete this field)
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Figure 1. Prompt asks user to fill in SSN
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Figure 2. Prompt informs user that SSN could not be verified successfully
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Note: knowing one's SSN is required in addition to presenting two acceptable forms of identification, one of which must be a government issued photo ID.
DPSAC is also asking AOs to be careful when entering the Student's SSN into NED. On occasion, the AO will enter the number incorrectly into the system.
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Helpful Tips
Do not lend your ID badge to anyone! -- lending out 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!
e-QIP Tips for New Federal Employees' guide now available on the DPSAC website -- to help prospective employees, contractors and affiliates navigate the background investigation questionnaires (e-QIP) process. The site's
main page contains two links (one under 'What's New' and one under 'Background Checks' on the left navigation panel) that connect to this useful slide presentation.
ALT cards -- need to be returned to the
IC ALT card coordinator -
NOT to the Division of Personnel Security and Access Control (DPSAC).
All Building 31 badging services -- Enrollment, Badge Issuance and Customer Service -- now offered at a single, convenient location in 1B03. All badging services in Building 31 are available between 8:00 a.m. and 5:00 p.m., Monday through Friday. DPSAC also offers Enrollment and Badging services in the South Lobby of the Clinical Center from 7:30 a.m. to 4:30 p.m. on weekdays.
Administrative Officers (AOs) who wish to obtain sponsor authority -- must complete the sponsor training (see:
http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx) and e-mail a copy of your signed certificate to the NIH HSPD-12 Program Office at
[email protected]. Upon receipt of the certificate, the Program Office will authorize the AO as a Sponsor.
Please note: ONLY individuals with an Administrative Officer role in NED are eligible to be HHS ID Badge/PIV Card Sponsors.
ICs that want to add Lifecycle Work Station (LWS) operators to the approved roster -- send a written request to Richie Taffet at: [email protected]. Your request should include:
- the new operator's name
- his/her Institute or Center (IC)
- his/her NED number
- the operator's e-mail address, building/room and phone number
- the hours of operation of the Lifecycle Work Station
Once Mr. Taffet has approved the request, he will forward the name(s) to
[email protected] to complete the approval process, add the name(s) to the LWS operator roster, and inform the IC that the individual is now approved to operate the LWS.
Need to make changes to the LWS operator directories? -- drop an e-mail to Lanny Newman,
[email protected], and let him know what needs changing (e.g., adding new operators or LWS locations, removing operators, etc.). Remember, before a new operator can be added to the LWS directory, s/he must first be approved by Richie Taffet (see preceding Helpful Tip).
If an LWS is not available in your IC or your immediate area, and you work in the greater Bethesda or Rockville area -- please call 301-402-9755 to schedule an appointment with DPSAC, located in Building 31, Room 1B03 or in Building 10, South Lobby, Room 1C52.
If you work outside the Bethesda/Rockville area, contact your local badge issuance office. You can find contact information for all badge issuance offices at:
http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx.
Know someone who should be reading DPSAC News? -- have the person contact Lanny Newman,
[email protected], and ask to be put on the mailing list.
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Q. Can 2017 Summer interns start working at NIH without a pre-clearance (fingerprint check) from DPSAC?
A.
Yes. 2017 Summer students can start at NIH without pre-clearance from DSPAC. Since DPSAC only conducts a fingerprint check (and not a full background investigation), Summer students can begin work when they arrive at NIH.
Note: Students will not be issued their NIH RLA ID badge and must enter campus as a visitor until the fingerprint check is completed.
DPSAC advises students to come in for fingerprinting before their first day. This early action will allow them to receive their ID badge when they show up on their Entry on Duty (EOD) day. Note: Summer students are allowed to be on-boarded by the Office of Human Resources even if they have not been fingerprinted yet.
Q. I understand that Summer students under the age of 18 must provide parental/legal guardian consent as part of the security prerequisites before they can be approved to work at NIH. What are the steps for completing this requirement?
A. Institute or Center Program Offices or Administrative Officers (AOs) are responsible for obtaining and attesting to Parental Consent forms prior to the AO sponsoring a minor in NED for an RLA badge. When the AO is creating the summer student position in NED, s/he will need the completed Form 745 with parental consent in order to complete attestation in NED.
DPSAC is not responsible for ensuring the Summer student receives the Form HHS 745 with parental consent. However, it maintains a pdf version of the form on the DPSAC website at:
https://www.ors.od.nih.gov/ser/dpsac/Documents/BadgeRequestFormStudent.pdf
.
The student can print out and complete the paper version of the HHS 745 (and, if necessary, obtain his/her parent's or guardian's signature indicating consent), and deliver it to the sponsoring AO.
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Safety Corner
NIH Fire Hazard Reporting Tool
Users have the option of providing their name and contact information or submitting a report anonymously. All submissions will be handled confidentially.
The DFM greatly appreciates the ongoing assistance and support of the NIH community as advocates for keeping NIH facilities fire-safe.
For questions or assistance regarding any workplace fire safety matter, please contact the DFM at 301-496-0487.
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NED Training Schedule for FY'17
Description:
This course provides an overview of the NED Portal and the NIH business functions it supports from the perspective of a NED Portal user with the Administrative Officer (AO) or Administrative Technician (AT) role. Upon completing the course, students will have a solid working knowledge of the NED Portal and be able to perform the following tasks: Register/Activate, Update, Modify, Transfer, Badge Renewal, and Deactivate.
The course will also familiarize students with other aspects of the NED Portal so they can: set their primary SAC coverage using Preferences; determine the status of a person's ID badge and/or network account request; look up and view information in a person's NED record; and, utilize NED reporting capabilities.
Intended Audience:
New or relatively inexperienced NED Portal users with the AO or AT role.
Prerequisites:
Basic personal computer skills and experience with web-based computer applications.
Reasonable Accommodations/Interpreting Services:
For deaf or hard-of-hearing individuals requiring interpreting services, please enter your request online in the Interpreting Services System at least five (5) days before the start of the class.
If you want to make a request, or have any questions regarding this service, you may contact the ORS Division of Amenities and Transportation Services (DATS) Interpreting Team at (301-402-8180). Individuals who need other reasonable accommodations to participate in any of the Center for Information Technology (CIT) Training courses should let CIT Training know at least 5 days prior to the class.
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NIH badging statistics from HHS as of
June 2, 2017
Sponsored: 38,026 Enrolled: 36,661 Issued: 35,254*
*This figure represents
93.0% of individuals who have been sponsored.
Percentages may not add up to 100%, as they are rounded to the nearest percent.
Note: the Department reports weekly on the number of individuals who have been sponsored, enrolled and issued new HHS ID Badges for each OPDIV.
DPSAC News
reports the latest Departmental figures for NIH in the first issue published for that month.
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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 you informed as NIH rolls out "Homeland Security Presidential Directive 12" (HSPD-12) establishing a common identification standard to better safeguard NIH and its workforce.
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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'Class'
