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June 12, 2013 issue of the DPSAC NEWS

In This Issue
HHS ID Badge/PIV Card Rollout Scorecard
HHS to OPDIVs: New Hires and New Contractors to Complete and Submit e-QIP Documentation Before PIV Cards Are Issued
Executive Plaza Enrollment and Badge Issuance Stations Have Moved
The NED Training Schedule for July 2013
Early PIV Card Renewals for 8,000 Employees and Contractors Underway.
Helpful Tips
Protect Personally Identifiable Information (PII) by Encrypting Your E-mail and Files
News Briefs...All Standard Form Investigation Requests Must Be Submitted Through e-QIP



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    

6-7-13 Pie Chart for 6-12-13 DN

HHS ID Badge/PIV Card Rollout Scorecard


Here are the most recent NIH badging statistics provided by HHS as of June 7, 2013.  


Sponsored: 38,588    Enrolled: 37,977   Issued: 37,520*


*This figure represents 97.2% of individuals who have been sponsored.


6-7-13 Excel Table for 6-12-13 DN

HHS to OPDIVs: New Hires and New Contractors to Complete and Submit e-QIP Documentation Before PIV Cards Are Issued


On June 7, 2013, the Department sent an 'HSPD-12 PIV Card Issuance Process Update' to Operating Division and Staff Division leadership, advising them "to be aware that their new hires and contractors must now complete and submit their e-QIP documentation, prior to HHS being able to issue the PIV card to the individual."   


Excerpts of the notification from HHS Office of the Secretary, Director of Security, Daniel Galik, follow:  


With the issuance by the Office of Security & Strategic Information (OSSI) of "HSPD-12 Implementation Policy for the Use of the Personal Identity Verification (PIV) Card for Strong Authentication", issued on April 8, 2013, OPDIVs and Staff Divs should be aware that your new hires and new contractors must now complete and submit their e-QIP documentation, prior to HHS being able to issue the PIV card to the individual.   


OPDIVs and Staff Divs should take action to ensure this updated process requirement is implemented no later than July 1, 2013.  The process fix addresses Office of the Inspector General findings where new employees/contractors were issued their PIV cards, and in a small number of cases, never fully completed or actually submitted their e-QIP documentation.* 



The Electronic Questionnaires for Investigations Processing (e-QIP) system is OPM's web-based automated system that was designed to facilitate the processing of standard investigative forms used when conducting background investigations for federal security, suitability, fitness and credentialing purposes. The e-QIP system allows the user to electronically enter, update and transmit their personal investigative data over a secure internet connection to OSSI.   


The e-QIP electronic questionnaire, including the submission of the e-QIP-associated signature pages together with other required documents must be submitted to OSSI prior to issuance of the PIV card.


Using the information submitted via e-QIP, a National Agency Check with Inquiries (NACI) is conducted by OPM as the basis for PIV card issuance for new employees.  Once completed, it never needs to be repeated unless the applicant has a break in service exceeding two years.** 


Previously, a number of individuals supported by OSSI failed to follow through on completion of the e-QIP submission.  When these individuals return for an update to their PIV card they are required by federal policy to repeat the entire process to include having new fingerprints processed and to re-enroll for the PIV card.  This is an unnecessary expense to HHS and inconvenience to the individual.   


The updated process step will both prevent this from occurring and strengthen our security posture for those with access to sensitive data.


* This requirement was implemented at NIH by the Division of Personal Security and Access Control (DPSAC) many months ago.  


** While a NACI background investigation is the most common background investigation at the NIH, it is not appropriate for many NIH positions. These other background investigations will require periodic re-investigations.  


Executive Plaza Enrollment and Badge Issuance Stations Have Moved  


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


Hours of operation at these new locations are posted at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx   

 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.     


Early PIV Card Renewals for 8,000 Employees and Contractors Underway 


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.   


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


Administrative Community Alerted 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.  


If you work outside the Bethesda/Rockville area, contact your local badge issuance office. 


Protect Personally Identifiable Information (PII) by Encrypting Your E-mail and Files


In order to protect social security numbers, dates of birth and other personally identifiable information (PII) or personal health information (PHI) when sending e-mail, both the email and file need to be encrypted.  


Encryption is easy to do and instructions for encrypting files and e-mail can be found on several NIH websites including:




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 at: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/nedweb.aspx) offers two scenarios that cover NED deactivation for someone (1) leaving today; (2) someone leaving a week from now.

News Briefs

All Standard Form Investigation Requests Must Be Submitted Through e-QIP -- The Office of Personnel Management Federal Investigative Services recently announced that "effective 10/1/13 all Standard Form (SF) investigative requests to OPM must be submitted through e-QIP.   


[Any agency] not presently [utilizing] e-QIP ... will need to proceed with moving towards e-QIP usage as soon as possible in order to meet the requirement."   


FIS Notice 13-5, states that "maximum utilization of electronic questionnaires is the fulfillment of the e-Government clearance initiatives and aligns with reform goals to employ end-to-end automation to the extent practicable. ... Elimination of the acceptance of hard copy forms also eliminates resource-intensive manual processing."
The full text of Notice can be read at: FIN 13-5
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.