DPSAC News Header

November 16, 2011 issue of the DPSAC NEWS

In This Issue
HHS ID Badge Rollout Scorecard
Updated e-QIP Will Streamline PIV Process
NED Name Change Process
Helpful Tips
NED Training Schedule for December 2011
News Briefs
Safety Corner



Contact Us


Division of Personnel Security and Access Control


Personnel Security 

Helpdesk: 301-402-9755

e-QIP: 301-402-9735

Appointment Line: 301-496-0051

E-mail: orspersonnesecurity@ 



Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 


 DHHS Logo gif   NIH Logo gif    ORS jpg


HHS ID Badge Rollout Scorecard


Here are the most recent NIH badging statistics provided by HHS as of November 11, 2011.  


Sponsored: 39,330    Enrolled: 38,396   Issued: 38,004 *


*This figure represents 96.7% of individuals who have been sponsored.


           Scorecard Pie Chart 11-11-11

        Scorecard Table for 11-11-11

Updated e-QIP Will Streamline PIV Process, Reduce Applicant Confusion (Hopefully) 


hardOPM will soon release a new version of eQIP (v. 3.0) that will offer expanded functionality and performance and should take some of the confusion out of the personal identity verification (PIV) process for applicants. 


One of the more significant changes will enable users to digitally sign e-QIP documents. This welcome feature will eliminate the laborious and time consuming process that required the applicant to print various documents, sign them, and then, upload them or mail/fax them to DPSAC, where personnel security staff would then have to upload the documents to the individual's electronic file.  


Initially, digital signature capability will be available for the certification page and fair credit release form. Digital signature capability for the OF306, the OF612 and other releases will come later.   


NED Name Change Process

The NED Project Team sent the following e-mail to the NIH Administrative community on November 8, 2011.     


Please note the following important information with regard to the process of changing a person's legal name in NED.


After updating a person's name in NED, ask them to contact the NIH IT Service Desk in order to complete the name change process.    


As you probably know, NED automatically generates a new ID badge request following the update, but a name change often involves getting a new Active Directory (AD) user name and primary e-mail address as well. When this happens, a person must obtain new digital certificates on their HHS ID badge ("PIV card") so it works for logical access (e.g., logging in to a computer, using VPN remote access) and sending/receiving encrypted e-mail.    


Obtaining new certificates is becoming increasingly important as more NIH computer systems and applications require people to use their HHS ID badge for logical access.


Please be sure to mention to the badge holder that they should contact the NIH IT Service Desk *after* you have updated their name in NED, but *before* they obtain a new HHS ID badge (Smart Card).  Service Desk consultants will orchestrate the name change process by coordinating the efforts of various NIH groups and contacting the badge holder to let them know when they can pick up a new ID badge with the correct digital certificates.


Please let us know if you have any questions regarding the name change process.



NED Project Team


Helpful Tips


Prevent Inadvertent NED Record Auto-Deregistration

(from NED News 'Tip of the Month,' October/November 2011 Vol. II)


The NED support team receives many questions regarding how to prevent a NED record from being auto-deregistered. A NED record can be auto-deregistered by the not to exceed (NTE) date or a change in an external "authoritative source."  


There are three authoritative sources to NED: 1) HRDB (NIH FTEs and Commissioned Corps Officers), 2) FPS2 (NIH Fellows), and 3) fsaAtlas (foreign visiting scientists).  


NED records become "linked" to authoritative sources via an automated NED process. NED may link a record to more than one authoritative source, for example HRDB and fsaAtlas or FPS2 and fsaAtlas.


A NED record can be auto-deregistered based on an NTE date, but only if the record is not linked to an authoritative source. The auto- deregistration occurs at 6:00 AM EST on the morning after the NTE date. The NTE date is not a required field.    


If you are not sure when a person will be leaving NIH, leave it blank. Make sure records contain the correct NTE date to avoid inadvertent auto-deregistrations.    


You can view NTE dates for your IC's personnel in Legacy NED reports, Reports, List NTE dates.


An auto-deregistration can also occur when an authoritative source notifies NED that people have separated from NIH. Read more....

Do not lend your ID badge to anyone to gain access to NIH facilities -- Lending out your ID card is prohibited. The issuance of the new HHS ID Badge is based on strict identity proofing and the determination of one's suitability for a specific position classification.

Remembering your PIN -- Using your PIN regularly is a good way to help you remember it.  Try making it your code for retrieving voicemails or accessing your ATM. The more opportunities you have to use your PIN, the easier it will be to remember.  


Also, if your card reader and software are currently installed on your desktop, consider using dual factor authentication now. You'll be computing in a more secure IT environment and, of course, you'll be using your PIN on a regular basis.  


NED Training Schedule for December 2011


The HSPD-12 Program Office is offering two NED classes in October

and four classes in December for NED beginners and experienced NED users. Take advantage of this opportunity to quickly master NED in a hands-on computer lab environment.


NED for Beginners      

Date: Thursday, December 1, 2011

Time:  9 a.m. - 12:00 p.m.

Location: Building 12A, Room 49/51


Date:  Monday, December 19, 2011

Time:  9 a.m. - 12:00 p.m.

Location:  6120 Executive Blvd., Room 2 (EPS)    


NED for Advanced Users     

Date: Thursday, December 1, 2011

Time:  1:00 p.m. - 4:00 p.m.

Location: Building 12A, Room 49/51


Date:  Monday, December 19, 2011

Time:  1:00 p.m. - 4:00 p.m.

Location:  6120 Executive Blvd., Room 2 (EPS)


Contact Lanny Newman at newmanl@mail.nih.gov to reserve a space. In your e-mail, provide Lanny with your name and IC and which course you would like to attend. Sign up soon to ensure your place in the class. Seating is limited.

News Briefs


OPM Sets Reinvestigations at Every 5 Years for 'Public Trust' Feds

From FederalRadioNews.com, November 9, 2011 by Jason Miller


Starting Dec. 9, agencies will have to reinvestigate employees in "public trust" positions every five years.


The Office of Personnel Management issued the final rule today to implement a 2009 Executive Order. President Bush called for employees doing policy-making, having major program responsibility and those in public safety and health, law enforcement duties and fiduciary responsibilities to be reinvestigated at least once every five years.


The rule stated public trust positions are those that are "designated at a moderate or high risk level, based on the position's potential for adverse impact on the efficiency or integrity of the service."


OPM took nearly two years to come up with a final rule. It issued an initial proposed rule in December 2009, but received comments from interested parties that they were confused. OPM re-released a proposed rule in November 2010. This time it received comments from 17 unions, organizations and people.


"The investigative product for reinvestigations of employees occupying non-sensitive public trust positions will be the National Agency Check with Local Agency Check and Credit Check (NACLC) or Periodic Reinvestigation (PRI) depending on the level of public trust," the rule stated. "As proposed, reinvestigations must occur frequently enough to ensure that continued employment of persons in public trust positions remains appropriate."


Click here to read the full article.


Safety Corner

The following notice was prepared by the ORS Division of the Fire Marshal

Home Fire Safety Alert: Check Chimneys and Smoke Detectors  


Fireplace Blue WallsSince autumn is here and cold weather is once again upon us, now is an excellent time to conduct a home safety check of your heating equipment, fireplaces and smoke alarms. The Division of the Fire Marshal, Office of Research Services, recommends that you:


  • Check to make sure that all noxious gases vent directly outside by ensuring your furnace flue has no cracks, gaps or blockages.
  • Check the firebox and chimney in your fireplace for cracks in the mortar.
  • Protect an unlined flue with a fire-safe masonry wall or by installing a stainless steel exhaust duct.


Note: If you have neither the equipment nor the expertise to accomplish these projects yourself, a reputable, qualified contractor should be hired to ensure that your chimney and fireplace are safe.

  • Have a chimney sweep periodically clean out your chimney to remove the creosote. This is typically recommended after burning three cords of wood.
  • Replace your smoke alarm batteries twice yearly. A good easy
    reminder is to always change your smoke alarm batteries when you change your clocks in the fall and spring.
  • Make sure each level of your house and all sleeping rooms haveSmoke Alarm 2 a working smoke alarm and consider installing carbon monoxide (CO) detectors near any heating equipment that utilizes a "flame" source. Remember, CO is produced from any combustion process.  
  • Install multi-purpose portable fire extinguishers in your kitchen, near the furnace, and the laundry area.  
  • Plan escape routes from all rooms in your house and practice 'Exit Drills In The Home' (EDITH)

If you have any questions regarding these home fire safety tips, or on any other fire prevention issues, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487.



Q. Some of the information required for entry in e-QIP and the additional requested forms (OF612, OF306) is frustratingly redundant. Can't DPSAC simplify this process?


A. You are correct that the OF 612 and OF 306 are redundant and seem burdensome.  NIH expresses this concern to the Office of Personnel Management (OPM) at every meeting and encounter with the OPM leadership and the OPM Training and Oversight Division.


OPM uses the OF 612 and OF 306 to validate information in the e-QIP questionnaire.  Personnel at the Agency and OPDIV level are working hard to have this requirement removed; however, OPM is in charge of the process.


As reported above, OPM will soon release an updated version of e-QIP (v. 3.0) that will enable users to digitally sign certain e-QIP documents. This feature will eliminate a number of time consuming and laborious steps.  


A biweekly e-newsletter from the Office of Research Resources, 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.