| 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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U.S. Citizenship and Immigration Services  (USCIS) Revises Form I-9
On July 17, 2017, U.S. Citizenship and Immigration Services (USCIS) issued a revised Form I-9. This form is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and non-citizens.
According to USCIS, the new form must be used by September 18, 2017. Also, the employer must have an I-9 on file for all employees hired after November 6, 1986. Employees who were hired on or before that date are exempt from the I-9 requirements.
Change to the list of acceptable I-9 documents
The revised form has only one substantive change. A new 'List C' document (FS-240), a Consular Report of Birth for a U.S. citizen who was born abroad, was added as an acceptable document [see
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Figure 1. List of Acceptable Documents for
ID Enrollment and Badge Issuance |
[Click here to view an enlarged version of this list]
A child born abroad to a U.S. citizen parent or parents may acquire U.S. citizenship at birth if certain statutory requirements are met. The child's parents should contact the nearest U.S. embassy or consulate to apply for a Consular Report of Birth Abroad of the United States of America (CRBA) to document that the child is a U.S. citizen.
If the U.S. embassy or consulate determines that the child acquired U.S. citizenship at birth, a consular officer will approve the CRBA application and the Department of State will issue a CRBA, also called a from FS-240, in the child's name.
As of December 31, 2010, the Department of State no longer issues Certifications of Reports of Births (DS-1350). All previously issued DS-1350s are still valid for proof of identity, citizenship and other legal purposes.
The FS-545 form is a Certification of Birth previously issued by U.S. Department of State consulates.
It is often submitted together with the prior version of the FS-240 form or a Consular Report of Birth Abroad.
U.S. consulates stopped issuing FS-545s after November 1, 1990. Although the forms have been discontinued, all previously issued FS-545s are still considered valid as proof of citizenship and identity and for other legal purposes.
The FS-545 is often submitted to establish U.S. citizenship and the identity of any U.S. citizens born abroad. Any U.S. citizen who has given birth in another country before November 1, 1990 can also use the FS-545 to report the birth of the child to any U.S. Embassy or consulate.
According to U.S. law, a CRBA is proof of U.S. citizenship and may be used to obtain a U.S. passport and register for school, among other purposes.
DPSAC will soon post the revised I-9 list of acceptable documents on its website. It will also soon install posters of the revised I-9 list of acceptable documents in its enrollment and badging offices in Building 31, Room 1B03 and Building 10, Room 1C52 (South Lobby).
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DPSAC Clarifies Policy for Issuing Extended Visitor Badges
This article first appeared in the August 30, 2017 DPSAC News
Footnote 8 of the chart [for Extended Visitors] now states: "These individuals must visit an NIH campus on a regular basis, which is defined as three (3) or more days a week, to be eligible for an Extended Visitor Legacy Badge.
Individuals who are normally classified as Extended Visitors, including service providers, alumni/retirees, transportation visitors, construction workers and ground maintenance, must meet this requirement to be issued an Extended Visitor Legacy Badge.
Visitors who do not meet this requirement must enter the NIH campus through the
NIH Gateway Center - Building 66 (for pedestrians entering campus) or the
Gateway Inspection Station - Building 66A (for vehicles entering campus). There they will undergo security screening and be issued a daily visitor pass. Visitors at remote NIH locations should check with the local badging or security office.
Note: the Legacy Badge issued to construction workers is a non-technology badge that is for purposes of identification only.
Please refer to the Badging Chart for descriptions of all extended visitor
categories and additional badging policies.
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Return Summer Student RLA Badges to DPSAC
DPSAC would like to remind AOs that Summer student RLA Badges must be returned to the DPSAC Office, Attention, Alex Salah, Building 31, Room 1B03, no later than October 2, 2017. All Summer student badges expire on September 30, 2017.
These badges are federal property and need to be collected and returned immediately to DPSAC once the Summer student has completed his/her time at NIH.
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National Security Background Investigation Required for NIH Staff Working at Walter Reed
AO Role is Key to Timely Completion of Higher-Level Background Investigation
NIH Administrative Officers (AOs) and Administrative Technicians (ATs) need to plan ahead for individuals who expect to rotate through or work at Walter Reed National Military Medical Center (WRNMMC) since they will require a higher level (National Security) background investigation in order to work at that facility.
NIH staff applying for positions of national security must complete the Questionnaire for National Security Positions [SF86] and undergo the appropriate background investigation. DPSAC strongly suggests that individuals print an Archival Copy of the completed SF86 for their records.
Because the process for completing this higher level background investigation takes considerable time, DPSAC is advising AOs and ATs to initiate the process as soon as the candidates know that they will be rotating through or working at WRNMMC.
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NOT IN NED = NOT ENTERING ON DUTY
DPSAC News publishes a version of this article periodically to remind the administrative community of the importance of entering new hires into NED early to help expedite the badging process and avoid unnecessary delays.
Unfortunately, too many new hires continue to show up at the DPSAC Enrollment Office on their Entry on Duty (EOD) day without being entered into NED by their AO.
These new hires will remain 'invisible' to DPSAC staff at enrollment until they appear in NED. As a result, DPSAC must send these individuals back to their AOs to be entered into NED before they can be enrolled and issued an HHS ID Badge (PIV Card).
Entering new hires into NED as soon as possible gives DPSAC access to the individual's Personally Identifiable Information or PII (Full Legal Name, SSN, Date of Birth and Place of Birth) which it uses to check against OPM's database to see if the individual has a closed background investigation on file.
If DPSAC staff can determine that the individual already has an acceptable background investigation on file, DPSAC can skip the costly and time consuming steps of initiating a new background investigation, reviewing the investigation when it is returned, and releasing it to OPM. The result is a speedier hiring process for DPSAC, OHR and the IC.
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FAQs
In addition to the SmartCard Reader, each computer must also be configured with the ActivClient PIV middleware
(which has already been licensed for NIH use by HHS). Information about obtaining this software and installation instructions are posted at: https://ocio.nih.gov/Smartcard/Pages/PIV_activclient.aspx.
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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 -- should 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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NIH badging statistics from HHS as of September 1, 2017
Sponsored: 37,626 Enrolled: 36,531 Issued: 35,106*
*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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NED Training -- FY 2018 Schedule
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 Office of Research Services, Division of Amenities and Transportation Services, 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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