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May 29, 2013 issue of the DPSAC NEWS

In This Issue
HHS ID Badge/PIV Card Rollout Scorecard
The NED Training Schedule for July 2013
The NED Training Schedule for July 2013
The NED Training Schedule for July 2013
NIH Plans Early Renewal of PIV Cards (HHS ID Badges)
Helpful Tips
FAQs - on NED Record Deactivation
Article Headline



Contact Us


Division of Personnel Security and Access Control (DPSAC),  

Office of Research Services  


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@ 




        HHS logo small Logo Mark NIH Logo Mark    

5-24-13 Pie Chart for 5-29--13 DPSAC News

HHS ID Badge/PIV Card Rollout Scorecard


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

May 24, 2013.  


Sponsored: 38,622    Enrolled: 38,015   Issued: 37,623*


*This figure represents 97.4% of individuals who have been sponsored.


5-24-13 Excel Table for 5-29-13 DN

Executive Plaza Enrollment and Badge Issuance Stations Are Moving


As of Monday June 3, 2013, the Enrollment and Badge Issuance Stations currently located at 6116 Executive Boulevard, Rooms 4138 and 4137, will relocate to 9609 Medical Center Drive, Rockville. DPSAC is providing staff at the new site.  


Hours of Operation for Enrollment (Room 2E116)  

    Tuesday:  8:00 a.m. - 4:00 p.m.
Wednesday:  8:00 a.m. - 4:00 p.m.  


Hours of Operation for Badge Issuance (Room 2E128)

     Monday:  8:00 a.m. - 4:00 p.m.

    Tuesday:  8:00 a.m. - 4:00 p.m.

Wednesday:  8:00 a.m. - 4:00 p.m.

Friday:  8:00 a.m. - 4:00 p.m. 


Deactivating NED Records & Turning In the HHS ID Badge (PIV Card) to DPSAC


Mandatory Steps for PIV Card Holders Leaving NIH Employ


HHS and HSPD-12 mandate that any employee, contractor or affiliate leaving the employ of NIH must have their NED record deactivated. In addition, the AO or AT is responsible for collecting the individual's HHS ID Badge and returning it to the Division of Personnel Security and Access Control (DPSAC). If collecting the badge directly from the individual is not possible, the AO/AT should make sure the individual turns in their badge to the DPSAC Office in Building 31, Room 1B03.


DPSAC wants to remind the administrative community that only after an individual's NED record is deactivated will HHS stop charging NIH the monthly $5.00 administrative fee.


According to Alex Salah, Access Control team lead, "these badges are accountable federal property that must be returned to DPSAC once the corresponding NED record is deactivated and 'ownership' reverts back to DPSAC."    


HHS Subscriber Agreement

One of the conditions contained in the HHS Subscriber Agreement that all badge holders sign and agree to at badge issuance reads as follows: 

- Upon the termination of my relationship with the U.S. Government or upon demand by the appropriate authority, I will surrender the PIV card."  


For more helpful information about NED deactivation, please refer to the FAQ section below.


Classroom with green and white border The NED Training Schedule for July 2013
The HSPD-12 Program Office is offering the following NED classes in July. Quickly master NED in a hands-on computer lab environment. All classes are FREE!

NED Training Schedule July 24 2013 Final


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.     


NIH Plans Early Renewal of PIV Cards (HHS ID Badges)


As reported in the May 15, 2013 DPSAC News, DPSAC is in the process of accelerating badge renewals for approximately 8,000 badge holders throughout calendar year 2013.  


DPSAC is taking this action to 'even out' the load of enrollment and badge issuance appointments over a longer period, thereby giving badge holders sufficient time to renew their PIV Cards. It will also enable DPSAC to keep badge renewal activity at a manageable level so it can continue to provide the best possible customer service.


Early renewals will mean reduced wait times at enrollment and issuance stations. Also, badge holders will be able to customize their appointments by selecting a location, date and time that best fits into their busy schedules.  


The new badge will have a new 5-year expiration date and will contain the more robust 128k computer chip, providing stronger authentication and enhanced storage capabilities.   


DPSAC recently completed a successful pilot study to test the 'early renewal' process and has begun expanding the process to selected badge holders from CIT, the OCIO, ORS and DPSAC. DPSAC will continue to expand its accelerated renewal efforts to designated contractors and employees from the remaining ICs in June.  


Most badge renewals will be conducted at DPSAC's Badge Issuance locations in Building 31 (Room B1A26) and Building 10 (South Lobby). The notices to badge holders make it clear that badge renewals must be performed at badge issuance stations only.  


The goal is to complete the early renewal process for all 8,000 badge holders by early CY 2014.


Notifying the Administrative Community When Early Badge Renewal Notices Go Out

DPSAC will notify the administrative community when it is about to send out early badge renewal notices to their staffs.


DPSAC is taking this proactive approach to make sure its customers are well served and that there is sufficient time to renew customers' badges before they expire. Providing continuous, uninterrupted access to NIH facilities and networks is a high priority.  


Helpful Tips

Do not lend your HHS ID badge (a.k.a. Smart Card, PIV Card) to anyone!  -- Lending out your PIV Card (HHS ID Badge) 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.


Windows 7 Upgrade Now Available for Lifecycle Work Stations -- 

ICs can now upgrade the software for Lifecycle Work Stations running Windows XP to the new Windows 7 version of the LWS software.  


To obtain the new software please contact the Deloitte HHS Identity Helpdesk (HHSIdentityAdmins@deloitte.com) and provide them with: (1) your Institute Name; (2) your LWS Group ID; and (3) your LWS Resource tag.    

New Windows 7 LWS software only supports the Windows 7 32-bit platform --  users who need certificate renewal ability on a Windows 7 64-bit platform should instead download and use the latest version of the Access Card Utility (ACU) v1.3. Visit the NIH Knowledge Base for  instructions on downloading and using the Access Card Utility at: http://go.usa.gov/YMrj      


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 number, 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. 


FAQs - on NED Record Deactivation


Q. Is NED deactivation an AO/AT responsibility?


A. Yes.



Q. Does deactivation mean that the person is totally removed from NED? Is the person's NED record kept 'on file' in case s/he returns to NIH?


A. If someone returns to NIH, the old NED record can be reactivated.  This is accomplished when the Personally Identifiable Information (PII) is entered, thereby ensuring that the person can use the same HHS ID number as before. This is particularly important as the NIH 2013 Census will commence soon and individuals who should not be in NED will be counted and the appropriate charges will be assessed.



Q. Does the deactivation process automatically require the individual to return his/her HHS ID Badge?


A. It needs to be. The AT/AO is required to collect the badge or have him/her turn it in to DPSAC.  A checklist was developed by NIH ["Clearance of Personnel for Separation or Transfer, NIH-2737 (Rev. 11/12)"] to help AOs or ATs process the exiting individual.

Q. Is there a tutorial available that shows how to deactivate someone's NED record?


A. Yes. The NED Sandbox (see the training section of the idbadge website) offers two scenarios that cover NED deactivated for someone (1) leaving today; (2) someone leaving a week from now.

Safety Corner

Emergency Lighting for NIH Buildings

This article was prepared by the Division of the Fire Marshal, Office of Research Services 


The National Fire Protection Association (NFPA) Life Safety Code (NFPA 101) requires most medium to large buildings to be equipped with emergency lighting for the means of egress.  


Emergency lighting is required throughout an exit (e.g., an enclosed exit stair or exit passageway) and typically in only the designated egress paths, such as aisles, corridors, stairs, and ramps.  


The Code requires emergency lighting to be arranged to provide the required illumination automatically in the event of any interruption of normal lighting such as when the primary power supply to a building is lost. In addition, emergency illumination is required for a minimum of 90 minutes in the event of failure of normal lighting.


It is extremely important to note that the Code does not consider a building to be safe for routine occupancy when a loss of normal lighting has occurred. The aforementioned 90 minutes of emergency illumination is based strictly on the need to provide building occupants a reasonable amount of time to evacuate the building until normal lighting has been restored.


If you have any questions concerning emergency lighting for NIH buildings, please contact the Division of the Fire Marshal, Office of Research Services, 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.