Division of Personnel Security and Access Control (DPSAC),
Office of Research Services
Appointment Line: 301-496-0051
HHS ID Badge/PIV Card Rollout Scorecard
Here are the most recent NIH badging statistics provided by HHS as of
March 1, 2013.
Sponsored: 38,390 Enrolled: 38,003 Issued: 37,600*
*This figure represents 97.9% of individuals who have been sponsored.
Guide Spells Out Process for Ensuring Summer Student Access to NIH
"Summer Student Badge Policy for Access to Facilities and Information Systems" is a handy one-page guide that outlines the process for ensuring that Summer Students have the access needed to perform their duties. This access includes both physical access to NIH-managed facilities, and logical access to NIH computers and information systems.
Excerpts of this new guide are provided below. Also, for a complete copy of this guide as well as additional information about Summer Student policies, including processing Summer students at remote locations, foreign Summer Students, and FDA Summer Students, visit: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/students.aspx
* * *
To request physical or logical access, all 2013 Summer Students must be added to the NIH Enterprise Directory (NED). They must be sponsored for an NIH ID (Legacy) Badge if they require physical access and a network account if they require logical access. When registering the person in NED, the AO/AT should:
1. Select whatever classification is appropriate (e.g., FTE, etc.)
a. Flag the record as a Summer Student
2. Select whether the individual requires both a badge and/or a network
3. Enter the applicable personal and position information, including an
4. Sponsor the person for an ID badge and/or network account
The new person will have to follow the existing badge and account processes (outlined below) to receive their NIH ID (Legacy) Badge and network account.
After being sponsored in NED, Summer Students will undergo a background name check against the National Crime Information Center (NCIC). This check is administered by the NIH's Division of Police.
Once the results of the name check have been successfully reviewed by the Division of Personnel Security and Access Control (DPSAC), the Summer Student will be notified via e-mail that they have been authorized for an NIH ID badge.
The student will need to print that e-mail and take it to the South Lobby of the NIH Clinical Center to have their photograph taken and an NIH ID badge issued.
The NIH ID badge will be valid for the duration of the Summer Student's appointment, but will expire no later than September 30, 2013. The NIH ID badge will provide access to unrestricted areas at NIH. Summer Students must remain under escort in restricted areas.
Logical Access Exemption Request
In order to allow the Summer Students access to the NIH network, their NIH Active Directory account will need to be placed in one or more NIH Active Directory exemption groups.
- If local network access is required, the AT/AO will need to contact their IC's IT support group to request the exemption. In some cases, the IC may choose to route the request through their ISSO or designee.
The individual handling the exemption request will move the
Summer Student's NIH user account into the IC's SC USER
NOCARD EXEMPT group.
- If remote network access (i.e., VPN) is required, please contact your IC's IT department for instructions.
The HSPD-12 Program Office is offering NED classes in March, May and July. Beginner classes are scheduled for the mornings and advanced classes are offered in the afternoons.
The NED Training Schedule through July, 2013
Quickly master NED in a hands-on computer lab environment. All classes are FREE!
Contact Lanny Newman at firstname.lastname@example.org to reserve your space. In your e-mail, provide Lanny with your name and IC and which class(es) you would like to attend.
OCIO Launches Redesigned Information Security Website
The Office of the Chief Information Officer launched its new, user friendly and streamlined website on February 27, 2013. The new website, https://ocio.nih.gov/InfoSecurity/Pages/default.aspx, has been redesigned with a fresh look and simplified navigation tools to serve as
the resource hub for all activities associated with the NIH Information Security Program.
Each of the following areas is featured with its own web presence under the Information Security website umbrella and offers an abundance of resources to assist general, managerial, executive and technical users:
- Incident Response
- Security Assessment
- OCIO Security Projects
- Security Training
- Vulnerability Management
- Security News
- Policies and Guidelines
- HHS Smart Card (PIV Card)
- ISSO Corner
HHS Smart Card (PIV Card) Website
The HHS Smart Card website, http://smartcard.nih.gov, has been redesigned and re-written for ease of use.
It provides in-depth coverage of the PIV Card and its use for
both physical access to NIH-managed facilities, and logical access to NIH computers and information systems.
Sections on secure e-mails, digital signatures, HHS ID Badge maintenance, and technical resources are included. Try it out!
|Purchasing a Lifecycle Work Station
Updated instructions for purchasing a Lifecycle Work Station (LWS) are now posted on the ID Badge website at:
Important: ICs purchasing a new LWS should make sure that the following HHS BPA Contract information is specifically listed on the order form:
Contract Name: HSPD-12 System Integration Services (SIS) Contract
Contract No. / Order No.: HHSN316201200018W / HHSN27600001
Contractor Name: Deloitte Consulting LLP (DUNS #019121586)
ICs using a Government Purchase Card for the purchase of Lifecycle Work Stations are advised that the credit card will not be billed until the equipment is delivered.
Delivery of LWS equipment may take up to 10 weeks.
|Helpful TipsICs that want to add LWS operators to the approved roster -- send a written request to Richie Taffet at email@example.com. Your request should include the new operator's nam
e, 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, firstname.lastname@example.org, 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.
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.
Q: The Department (HHSIdentityAdmins@deloitte.com) recently notified me by e-mail that the digital certificates on my PIV Card (HHS ID Badge) are about to expire and need to be renewed. When I tried clicking the link in the e-mail to access the self-service Access Card Utility (ACU), I was presented with a 'Desktop Card Utility' screen but it was static. I couldn't take any action.
I'd like to be able to update my 'certs' from my desktop using the ACU. Can you help me?
A: Yes. You are correct that the ACU (a.k.a. DCU or Desktop Card Utility) that your IC loaded onto your computer should allow you to update your digital certificates from your Windows desktop.
It appears that the bottom section of the login screen for your ACU, including the 'Continue' button, is not viewable because your monitor's resolution setting is too high. This tends to occur with older versions of the DCU. To remedy this problem, you'll need to change your screen's resolution by clicking on 'Start/Control Panel/Display' and selecting 100%.
Once you lower the resolution you will be able to view and click on the 'Continue' button which will take you through the process of renewing your certificates. (see Figure 1.)
(Figure 1. Desktop Card Utility Login Screen)
For detailed instructions, including a video, on renewing your digital certificates using the ACU (a.k.a., DCU), visit the NIH IT Knowledge Base (KB) at: http://go.usa.gov/YU8C.
Of course, you can also arrange an appointment with an LWS operator to renew your certificates. To locate an LWS, click on: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/lifecycle.aspx
Other HHS ID Badge (PIV Card) Issues
Q: What if my badge is lost or stolen?
A:Please contact your AO who must submit a new badge request, via the NIH Enterprise Directory (NED), to the Division of Personnel Security and Access Control (DPSAC), which oversees badge issuance. You should also inform Access Control (301-451-4766) directly as soon as possible.
Q: What happens if I leave my badge at home?
A: If you leave your badge at home, you will need to go through the NIH Gateway Center to enter the NIH campus. You will also need to call the NIH IT Service Desk at 301-496-4357 to be granted access to the NIH network.
Q: While I wait for a new badge, how will I log in to my computer?
A: Please call the NIH IT Service Desk at 301-496-4357 to be granted access to the NIH Network.
Q: What if my badge breaks or stops working?
A: You will need to take your broken badge to a badge issuance station.
Q: Is there anything I should do when handling my badge to protect it?
A: Please replace your HHS ID Badge in its protective badge holder after every use. If your badge is scratched or damaged, your smart card reader may not be able to read it when you try to log in.
NIH Tests Mass Notification System
(the following e-mail went out via the ORS Information Line to NIH staff on February 28, 2013)
The NIH will begin testing the NIH campus-wide Mass Notification System beginning Wednesday, March 6 in most main campus facilities. The mass notification system provides emergency information and instructions in a building using voice communication. The testing will be conducted between the hours of 5pm - 9pm. Additional testing will be conducted during the same hours on March 7, March 13, March 14, March 20 and March 21.
The test involves a message broadcast through all speakers inside and outside a building. The test is anticipated to take several hours and each message will last several minutes. There will be several short messages broadcast throughout the evening. The message will include a repetitive 'test' message similar to the following, "Attention Please. This is a test of the campus mass notification system. This is only a test. There is no need to evacuate the building."
This test is being conducted by the Office of Research Facilities in coordination with the Office of Research Services, Division of the Fire Marshal. For questions about this critical test of the NIH emergency communication system, please contact Mohammad Al Gararheh at 301-978-1589 or Mohammad.email@example.com.
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.