DPSAC News Header

January 9, 2013 issue of the DPSAC NEWS

In This Issue
HHS ID Badge/PIV Card Rollout Scorecard
February & March 2013 NED Training Schedule
What You'll Learn in NED Training
NIH to Complete Transition to PIV Card + PIN Login by March, 201
Keep your Password Current to Avoid Account Deactivation
How to Correctly Change your Password on Windows 7...and Avoid Disabling Your PIV Card
Your PIV Card is Locked or Blocked - Now What?
Where to Find Information on the New 128k PIV Card
Helpful Tips
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: orspersonnelsecurity@ 



Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 


 DHHS Logo gif   NIH Logo gif    ORS jpg


HHS ID Badge/PIV Card Rollout Scorecard


Here are the most recent NIH badging statistics provided by HHS as of  

January 4, 2013.  


Sponsored: 38,260    Enrolled: 37,916   Issued: 37,527*


*This figure represents 98.1% of individuals who have been sponsored.


1-4-13 Pie Chart
1-4-13 Excel Table

February & March 2013 NED Training Schedule
Classroom with white border  
The HSPD-12 Program Office will offer four new NED classes (two sessions for beginners, two sessions for advanced NED users) during the first quarter of 2013.  

Quickly master NED in a hands-on computer lab environment. All classes are FREE!

   NED for Beginners

   Date: Friday, February 22, 2013
   Time: 9:00 a.m. - 12:00 p.m. (noon)

   Location: 6120 Executive Plaza South, Classroom 8


   Date: Tuesday, March 26, 2013

   Time: 9:00 a.m. - 12:00 p.m. (noon)

   Location: Building 12A, Room B51


   NED for Advanced Users

   Date: Friday, February 22, 2013 

   Time: 1:00 p.m. - 4:00 p.m.

   Location: 6120 Executive Plaza South, Classroom 8


   Date: Tuesday, March 26, 2013

   Time: 1:00 p.m. - 4:00 p.m.

   Location: Building 12A, Room B51


Contact Lanny Newman at newmanl@mail.nih.gov to reserve your space. In your e-mail, provide Lanny with your name and IC and which class(es) you would like to attend.   


What You'll Learn in NED Training


The HSPD-12 Program Office offers NED courses to meet the needs of both novice and veteran NED users.


NED Training Synopses:

NED (NIH Enterprise Directory) Basics for Beginners

This course provides basic NED training including how NED supports the HSPD-12 initiative and the badging process. It is designed to make the administrative community more efficient when using NED to serve customers.  

Topics covered include an overview of the system's layout, setting task preferences, registering/activating a new person, finding saved tasks, review/modify/update functions, and deactivating a badge. This course is intended for individuals who are just starting to use the NED system and those who need to understand the NED basics. 

NED & the PIV Process - Advanced NED Users
This course covers a number of NED's advanced functions. The course will include an in-depth discussion of the PIV Process and how it is used as the basis for issuing PIV cards at NIH.

Other NED features such as managing AD accounts, renewing a badge, transfers, and 'zombie' tasks will be reviewed. This course is intended for experienced NED users. Attendees are encouraged to bring their existing NED "problem" cases for a Q&A session moderated by the instructor.


NIH to Complete Transition to PIV Card + PIN Login by March, 2013  


By the end of March, 2013, most NIH employees, contractors and affiliates will have transitioned to using their PIV Card (aka HHS ID Badge) and their PIN to log in to their Windows computers while connected to the NIH Network.*  


To date, nearly all Windows users in 22 ICs and Offices have transitioned to the more secure PIV login system. A final group of seven ICs will transition to PIV login by March 29, 2013. In all, more than 33,300 employees, contractors and affiliates will be using their PIV Cards to log in to their Windows computers when the transition is completed.        


DPSAC is recommending that individuals get in the habit of removing their PIV Card from the card reader immediately after logging in and placing it back in their card holder.  


Note: removing your PIV Card from your card reader will not log you off your computer! However, after a period of inactivity, whether your PIV card is inserted in your card reader or in your card holder, your computer will log you off and you'll have to log back in with your PIV Card and PIN.


How not to forget your PIV card at the end of the work day?

In your Outlook calendar, schedule a recurring 'meeting' toward the end of your workday that reminds you to take your PIV card with you. Hopefully this reminder will save you a trip to the NIH Gateway Center.     

* Everyone will need to keep their passwords up to date since some applications will still require a Username and Password for login.    


Keep your Password Current to Avoid Account Deactivation 

Everyone transitioning away from username & password to HHS ID Badge/PIV Card & PIN login will still need to update their password when they receive an e-mail notice that their password is about to expire. Otherwise, they will be locked out of their computer until they have updated their password, even though they may not be using their password for login.

Sign up for the NIH Password Self Service program, iForgotMyPassword, so you can always manage your password and unlock your account at:https://iforgotmypassword.nih.gov/.

How to Correctly Change your Password on Windows 7...and Avoid Disabling Your PIV Card


The NIH IT Service Desk reports that some people using Windows 7 are accidentally changing their PIN when they thought they were changing their Password.  


The problem is occurring when they log on with their PIV card and get prompted that their password will expire soon. When attempting to change their password, they DON'T read the box that gives them the option to switch from 'PIN' to 'Password.'  


By selecting the wrong box, users can accidentally change their PIN and even worse, change it to the wrong format which will disable the PIV Card.


The NIH Knowledge Base has posted complete instructions as well as a video on how to change or reset an NIH Active Directory password on a Windows 7 computer at: http://go.usa.gov/gUBh. Method 4 can be used after logging into your workstation with the HHS ID Badge (PIV/Smart Card) and is reserved for PC users only.

locked PIV Card
Your PIV Card is Locked or Blocked - Now What?

If you enter your PIN incorrectly 15 times in a row, your HHS ID Badge will be locked and you will not be able to use it for smart card login. If this should occur and you see a messages that your card is either locked or blocked, please refer to the 'Forgetting Your PIN' section of the 'Get Smart Card Ready Guide to Your PIN' at: http://www.ors.od.nih.gov/ser/dpsac/Documents/Your_PIN.pdf.

Note: Even though you are unable to access your computer with your PIV Card, you will still be able to use your card to open NIH doors and gates.  

Don't worry if you've forgotten your PIN!
Your PIN can be reset with assistance from a Lifecycle Work Station (LWS) Operator. You will likely be able to reset your PIN at a nearby LWS rather than have to make a trip to the Division of Personnel Security and Access Control (DPSAC) which oversees badge issuance on campus. Find an LWS near you by visiting: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/lifecycle.aspx.  

Where to Find Information on the New 128k PIV Card


DPSAC News recently reported that NIH has begun issuing PIV cards with 128k smart card chips. The 128k chips have a faster computer processor than the old 64k cards and can store your past five (5) e-mail encryption certificates, known as 'key management certificates.'    


This new capability means that when you renew your badge or certificates you will be able to continue to read your old encrypted e-mails without having to recover your old certificates.


To learn more about this new card, including steps you may need to take to ensure that your 128k PIV Card works properly, visit the 'What's New' section of the IDBadge website main page.


Helpful Tips

Renew your PIV Card's digital certificates before they expire -- the Department will notify you by e-mail 42 days before your certificates expire reminding you that you must renew your certificates.  In the notification you will be advised to contact a Lifecycle Work Station operator in your IC. You will need up-to-date certificates in order to log in to your Windows computer and/or to use certain computer applications. Note: 'cert' renewals cannot be performed prior to the 42-day window.
ICs that want to add LWS operators to the approved roster --
send a written request to Richie Taffet at
taffetr@mail.nih.gov. Your request should include the new operator's name, their IC, their NED #, as well as the operator's e-mail address, building/room and phone number.  


Once Mr. Taffet has approved the request, he will forward the name(s) to HHSIdentityAdmins@deloitte.com to complete the approval process, add the name 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, newmanl@mail.nih.gov, 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 301-451-4766 or 301-402-9755 to schedule an appointment with the Division of Personnel Security and Access Control located in Building 31, Room B1A26 or in Building 10, South Lobby, Room 1C52. Both locations are on the NIH main campus. If you work outside the Bethesda/Rockville area, contact your local badge issuance office.  


News Briefs 


Do You Know Your Tier?

Reprinted from the January 4, 2013 NIH Record


"Snowmageddon," earthquakes, Hurricane Sandy and derechos are just a few emergency situations that have prompted NIH to take a broader approach in preparing for all types of emergencies to ensure the safety of employees, patients, visitors and animals. It is essential for NIH to maintain its continuity of operations during emergency situations that may affect or close some or all facilities.  


NIH has developed a plan to communicate to its employees during an emergency situation and help them better understand how to respond during any situation.


NIH is instituting the Employee Emergency Designation Program, a 3-tiered approach based on workers' day-to-day functions.


Tier I-Emergency employees


Tier II-Mission critical/mission operations (non-emergency



Tier III-Other mission services & support (non-emergency employee/non-teleworker)


A copy of the Emergency Designation Guidelines is posted at: www.ors.od.nih.gov/ser/depc/info/Pages/default.aspx.


To read a pdf version of the December 19, 2012 message from Colleen Barros, NIH Deputy Director for Management, to the NIH workforce describing this initiative, click on: NIH Employee Emergency Designation Program.


Safety Corner

Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace

The following article was prepared by the Division of the Fire Marshal, ORS.


The Division of the Fire Marshal, Office of Research Services, is once again kicking off the New Year with a fire safety awareness outreach campaign with the NIH community entitled "Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace."  


Even though all facilities on the NIH Bethesda and Poolesville campuses are surveyed by the Division of the Fire Marshal (DFM) on a regular basis, fire-safety hazards in the workplace can still pop up. With this in mind, the NIH community should not assume the DFM is aware of and/or working 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 the more common workplace fire safety hazards before a fire incident occurs.

Below are the top 10 fire safety hazards that are frequently encountered in NIH facilities that can be easily spotted, corrected, and more importantly, prevented:

1. Blocked or locked exit doors

Exit doors are required by fire codes to be unobstructed so that they are readily obvious in the event of an emergency. In addition, exits doors are required to be unlocked and readily available any time the building is occupied.


2. Storage in stairwells

Stairwells are prohibited by fire codes to be used for storage or for the installation of equipment not necessary for safety. The objective is to not use the stairwell for any purpose that has the potential to interfere with its use as an exit.


3. Fire doors propped open

Required fire doors in NIH facilities are typically doors to stairwells, mechanical/electrical rooms, and corridor doors to laboratory work areas. Fire codes prohibit the blocking or wedging of fire doors in the open position so that fire doors are always ready to serve their intended purpose -- to prevent the spread of fire, smoke and hot gases.


4. Improper use of extension cords

Make sure all extension cords and power strips are approved by the Underwriters Laboratory (UL) and have a UL label. Sometimes extension cords and power strips that are not UL approved do not have a sufficient protective coating over the wires. Electrical shocks, burns or fires can result from using unapproved equipment.


Do not "daisy chain" power strips with extension cords. In other words, do not hook several extension cords together to energize a power strip located far away from an electrical outlet.  


Electrical resistance increases with cord length and can cause overheating, leading to a fire or equipment failure. In addition, hooking several power strips together can result in an overload, which can cause a fire, trip a circuit breaker, or cause a loss of power to the electrical equipment plugged into the power strips.


Do not use power strips or extension cords for high power loads such as microwave ovens, refrigerators or space heaters. Power strips and extension cords are for use with low power loads such as computers and audio or visual equipment according to the Occupational Safety and Health Administration.  


In addition, inspect the wattage of everything plugged into a power strip. Add up the total wattage of all items plugged into the power strip. Do not exceed the total electrical wattage the power strip or extension cord is rated to handle to avoid the hazards of a fire or damage to the electrical equipment plugged into the strip.


5. Material/equipment in corridors that impede egress

A proper means of egress allows unobstructed travel at all times. Fire codes require means of egress to be continuously maintained free of all obstructions or impediments for full instant use in the case of a fire or other emergency.


6. The use of portable space-heating devices in laboratories and health care areas

Fire codes and NIH policy prohibit portable space-heating devices in all health care areas and laboratory work areas.


7. Flammable or combustible liquids and compressed gas cylinders in corridors

NIH Policy Manual 1361 (Corridor Utilization) prohibits the use of corridors for the storage of flammable or combustible liquids and compressed gas cylinders of all sizes. The restriction on the storage of flammable or combustible liquids in corridors is intended to eliminate significant fuel sources for a fire.  


Cylinders containing compressed gases present a particular hazard because of their high pressure and can act as a missile by reaching a high speed in an extremely short period of time if the valve mechanism breaks. For additional information, please use the following link to NIH Policy Manual 1361 (Corridor Utilization):  http://oma.od.nih.gov/manualchapters/management/1361/.  


8. Tampering with fire protection equipment

Fire codes prohibit any person from tampering with or rendering any portable (i.e. fire extinguisher) or fixed fire protection system or device (i.e. automatic sprinklers, fire alarm system devices, etc.) inaccessible or obstructed from view and/or for proper operation.


9. Missing ceiling tiles

A missing ceiling tile can easily allow hot products of combustion from a fire to rise through the ceiling opening and collect in the space above the ceiling. This effect can severely delay the activation time of automatic fire sprinklers that have been installed at the ceiling level. If you see ceiling tiles being removed by workers in your workplace, please remind the workers to have the ceiling tiles reinstalled in their exact location.


10. Use of equipment with damaged or exposed electrical wiring

Do not use equipment with wiring that is damaged, including cuts or exposed wires. In addition, do not place power cords where they can incur damage during use. Damaged wiring on extension cords or power strips can cause fires and touching a single exposed wire can cause an electrical shock or burn.


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.


To report a fire safety issue or concern directly to the DFM on line, please use the following link: http://www.ors.od.nih.gov/ser/dfm/Pages/Community-Complaint-Report.aspx .


For questions or assistance regarding any workplace fire safety matter, please contact the DFM at 301-496-0487.
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.