| 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   |
|
| |
DPSAC News Revisits Position Classifications
Determining Position Classification - The First Step in the Badge Issuance Process
Starting in October 2015, DPSAC News published a multi-part series titled "Spotlight on..." that featured the 17 position classifications NIH uses to determine the type of badge it issues to an individual requiring access to NIH facilities. Depending on the classification, an individual will be eligible for one of three ID badges: a Personal Identity Verification card (PIV Card), a Restricted Local Access (RLA) badge or an NIH Legacy ID badge.
[Note: certain visitors to NIH who are not eligible for one of these credentials may require a special visitor pass).
Determining an individual's correct classification is an important first step in the badge issuance process since it helps ensure that each person requiring access to NIH facilities and IT resources is vetted appropriately and qualifies for one of the three badge types.
Each classification also governs whether the individual will be entered into the NIH Enterprise Directory (NED), the type of background check to be administered, who will conduct the background check (DPSAC or the NIH Police) and the life cycle of the badge (i.e., less than six months, up to a year, up to 3 years or up to 5 years).
Review of NIH position classifications and their corresponding ID badges & ID credentials
DPSAC News is reprising its 'Spotlight' series here in a format that lets readers quickly scan the position classifications and link to in-depth articles about each one.
The classifications listed below are presented in the order they were originally reported in DPSAC News, beginning in October 2015 and concluding in June 2016. Each article begins by identifying who qualifies for a particular position classification and the type of badge that will be issued for that person.
Readers will also find information about whether the position classification is entered into NED, who processes the badge requests (DPSAC or the NIH Police), the type of background investigation required, how long the badge is good for, and NIH requirements for the disposition of the ID badge.
Position Classification Publication Date
NIH Badging Authority by Classification Chart*
This chart, which summarizes the key elements of each position classification at NIH, is posted on the DPSAC website at: NIH Badging Authority by Classification Table. (Note: users must be connected to the NIH IT network to view the table).
This useful reference organizes classifications according to badge type -- descending in order from the HHS ID Badge (PIV card) to Restricted Local Access Badge to Legacy Badge, and finally to miscellaneous visitor passes -- and identifies the corresponding Badging Authority for each classification.
*The Badging Authority [DPSAC or the NIH Police Department] is the organization responsible for coordinating the necessary background check and for authorizing the issuance of an ID badge.
|
Students Begin Arriving for NIH's 2017 
Summer Internship Program
This article first appeared in the May 10, 2017 DPSAC News
From now through early June, approximately 1,200 individuals will arrive at NIH to begin their Summer internships under the NIH 2017 Summer Student program.
This competitive program gives selected students the opportunity to work side by side with some of the most talented researchers, administrative staff and health professionals in an environment devoted exclusively to biomedical research.
This is the third year that incoming Summer students will be issued NIH Restricted Local Access (RLA) ID badges for physical and logical access.
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.
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.
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.
|
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.
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.
|
Q.
DPSAC News recently reported that Summer students under the age of 18 must also provide parental/legal guardian consent to fulfill the necessary security requirements. Who is responsible for ensuring Summer students have a Form 745 with parental consent?
A.
According to DPSAC, 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. This is an NIH security requirement.
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.
While DPSAC is not responsible for ensuring the Summer student receives the 745 with parental consent form, it has posted a pdf version of the form on the DPSAC at https://www.ors.od.nih.gov/ser/dpsac/Documents/BadgeRequestFormStudent.pdf that the student can print out. The students can then complete a paper copy of the HHS 745 and provide it to the sponsoring AO.
|
Safety Corner
NIH Fire Hazard Reporting Tool 
The following fire safety article was prepared by the Division of the Fire Marshal, ORS
In January, the Division of the Fire Marshal (DFM), Office of Research Services kicked off the New Year with a fire safety campaign titled, "Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace." (
see
January 18, 2017 DPSAC News).
The DFM offered suggestions on how to spot, correct and prevent such fire hazards as: blocked or locked exit doors; storage in stairwells; fire doors propped open; improper use of extension cords; material/equipment in corridors that impede egress; portable space-heating devices in labs and health care areas; flammable or combustible liquids and compressed gas cylinders in corridors; tampering with fire protection equipment; missing ceiling tiles; and, equipment with damaged or exposed electrical wiring.
Even though all facilities on the NIH Bethesda and Poolesville campuses are surveyed regularly for fire safety hazards by the DFM, the "Top Ten" list of common fire safety hazards in the workplace still prompted substantial feedback from concerned NIH employees recognizing potential fire safety hazards.
The DFM has made it even easier for an employee to report a fire safety issue or concern. Visit the DFM website and use the anonymous "Report a Fire Safety Issue or Concern" tool at: http://www.ors.od.nih.gov/ser/dfm/Pages/Community-Complaint-Report.aspx.
You can choose to provide your name and contact information or you are welcome to issue a report anonymously. If you choose to enter your contact information, your submission will be handled confidentially.
The NIH community should not assume the DFM is aware of and/or is working to correct every fire safety hazard. Peer responsibility plays a large part in keeping NIH facilities fire-safe. Therefore, it is extremely important for the NIH community to be able to spot and correct, or report, the more common workplace fire safety hazards before a fire incident occurs.
The Division of the Fire Marshal (DFM), Office of Research Services, greatly appreciates the ongoing assistance and support of the NIH community as our 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.
|
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.
|
|
A biweekly e-newsletter from the 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.
|
|
| |
|
