Division of Personnel Security and Access Control (DPSAC),
Office of Research Services
Appointment Line: 301-496-0051
Here are the most recent NIH badging statistics from HHS as of August 16, 2013:
Sponsored: 38,369 Enrolled: 37,924 Issued: 37,522*
*This figure represents 97.8% of individuals who have been sponsored.
NED 'Update' - An Important Early Step When Preparing for New Employee Orientation
Every two weeks, in preparation for New Employee Orientation, DPSAC reports the status of each new hire regarding the ID badge process. On average only 3 out of every 5 are ready to begin the process (and in some cases pick up their badge) when they arrive at New Employee Orientation.
For those who are not ready, the issue is that they have not been entered into the NIH Enterprise Directory (NED) or they require an update to their NED record.
AOs and ATs preparing new hires for the process could help immeasurably by using the 'Update' feature in NED in advance of the Entry on Duty (EOD) date to change existing Contractors, Fellows, Special Volunteers, and other affiliates to the appropriate FTE Classification in NED.
Once this change is made, a new badge request will be triggered requiring sponsorship. The new employee will then be prompted to complete the process to obtain a new badge (one without a green stripe).
How the 'Update' feature works
When using the 'Update' feature, AOs and ATs should:
- First, 'Edit' the new hire's position information.
- Next, 'Verify' the type of investigation that is required for the new employee's position. In most cases, individuals have met or are in the process of meeting the minimum investigation, Level 1 NACI, but sometimes higher levels are required (e.g., Level 5 MBI). DPSAC will follow up with the new hire.
- Finally, 'Record' the 'Effective Date' of the update. If the date is any date other than the day of the change, the update will occur on the effective date. Since a sponsorship task will be generated following the update, tasks scheduled for the future won't appear in the 'Awaiting Sponsorship' queue until the effective date.
Setting a reminder for scheduled updates is highly recommended, as DPSAC has observed that most updates are not sponsored by the time the person attends orientation.
Regardless of the need for a new investigation, all new hires will need to enroll (i.e., get identity proofed, photographed and fingerprinted) for their new HHS ID Badge even if they have an existing badge as a contractor or affiliate.
Advantages of completing the 'Update' in advance of the EOD
By completing the 'Update' in advance of the EOD, those converting to an FTE can avoid the busy EOD lines. Also by completing the update, new hires can obtain a new parking permit or set up Transhare.
While 'Updates' are especially important for those converting to an FTE, those converting from FTE to contractor or affiliate receive similar benefits when the 'Updates' feature is employed, including the ability to obtain proper parking passes quickly.
The Advanced NED training classes offered by the HSPD-12 Program Office provide additional guidance for those who would like in-depth training. Also, the 'NED Training' section of the ID Badge website contains helpful reference materials.
As HSPD-12 Director, Richie Taffet, emphasizes, "Completing updates in NED for new hires ensures they have the appropriate badge, and greatly eases their transition into their new position."
NED Training Schedule for August
The HSPD-12 Program Office is offering Beginner and Advanced "NED and the PIV Process" classes on Friday, August 23 to close out its summer schedule.
Quickly master NED in a hands-on computer lab environment. All classes are FREE! And yes, there's still time to register.
* For the first time, these courses, and all future NED courses, will be posted on the CIT Training site where visitors will be able to view availability for any class and receive a confirmation immediately after registering.
The catalog of NED classes is posted at: http://training.cit.nih.gov/coursecatalog.aspx under "General Seminars."
When you see a course you want to take, just click on the course name (listed in the right column of the table). You'll be taken to the HHS Learning Management System (LMS) where you can register for the course online.
To log onto the HHS Learning Management System you can use either your PIV card and PIN or your NIH credentials. If you experience any difficulties accessing the LMS, please contact the CIT Training Program at 301-594-6248 or send an e-mail to: email@example.com.
New Section on "Renewing an Existing HHS ID Badge" Added to the ID Badge Website
The HSPD-12 Program Office recently added a section to the ID Badge website titled 'Renewing an Existing HHS ID Badge' to assist the many employees, contractors and affiliates whose badges are nearing the end of their lifecycle and will require renewal in the near future.
As reported in earlier issues of DPSAC News, DPSAC began accelerating badge renewals for approximately 8,000 badge holders in June, 2013. This was done in order 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 also enables DPSAC to keep badge renewal activity at a manageable level so it can continue to provide the best possible customer service.
Even as the accelerated badge renewal initiative for these 8,000 badge holders nears completion, thousands of NIH employees, contractors and affiliates whose badges will be expiring in the coming months will want to be ready when it's their turn to renew their badge. The new web section contains helpful information and guidance to help them navigate the badge renewal process.
The direct link to 'Renewing an Existing HHS ID Badge' is: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/4steps.aspx#renewid. Readers can also find this site under 'Getting a Badge.'
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.
ICs that want to add LWS operators to the approved roster -- send a written request to Richie Taffet at: firstname.lastname@example.org. 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, email@example.com, 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.
Q. The badge reissuance procedures aid you recently published in the DPSAC News is good, but regarding classification changes, I don't think this always requires a new badge, right? For example, if a person is reclassified from one type of affiliate to a different type of affiliate?
A. You are correct. A new badge is needed when a person is reclassified from an NIH FTE to any other classification or vice versa. Or put another way, anyone going from a white badge (no stripe) to a badge with a green stripe needs to have his/her HHS ID Badge reissued. The same goes for someone going from a badge with a green stripe to a white badge (no stripe).
- Any change WITHIN the "Affiliate" categories (not to an FTE) does not require a new HHS ID Badge
- An FTE (White badge-no stripe) to a Contractor/Affiliate (Green Striped badge) does need a new HHS ID Badge
- A Contractor/Affiliate (Green stripe) to an FTE (White badge-no stripe) does need a new HHS ID Badge
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. Also, you should immediately inform Access Control (301-451-4766) directly.
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 (or its equivalent on other NIH campuses) to gain access to NIH facilities. You will also need to call the NIH IT Service Desk at 301-496-4357 to be granted temporary access to the NIH network, via your Username and Password.
Q. Is there a tutorial available that shows how to deactivate someone's NED record?
Yes. The NED Sandbox (see the 'Training' section under http://idbadge. nih.gov
) offers two scenarios that cover NED deactivation for someone (1) leaving today; (2) someone leaving a week from now.
Carbon Monoxide: The Silent Killer
The following fire safety awareness article was prepared by the Division of the Fire Marshal, ORS, NIH.
Carbon monoxide (CO) is an odorless, colorless gas which is produced when fossil fuel such as gasoline, wood, coal, propane, fuel oil or methane burn incompletely.
Exposure to CO can induce flu-like symptoms, difficulty breathing and even death depending on several factors such as the victim's age, health status, the concentration of the CO inhaled and length of exposure. As a person is exposed to CO, oxygen is replaced in the blood and a condition known as carboxyhemoglobin saturation results.
As the percentage of carboxyhemoglobin in the blood increases so, too, does the likelihood of severe carbon monoxide poisoning.
To ensure you and your family are protected from potentially life threatening levels of CO in the home, the following guidelines should be observed:
Follow manufacturer's instructions regarding the proper maintenance, use and ventilation of heating and cooking equipment. Such equipment typically requires "breathing room" in order to operate safely and efficiently.
Periodically check the perimeter of furnaces, water heaters and wood stoves to ensure that air intakes and pilot lights are not obstructed. Chimneys and flues should be cleaned and inspected for cracks and voids each year.
Always remove vehicles from garages and carports immediately after starting. Similarly, shut off vehicles immediately after parking in enclosed areas. As part of routine maintenance, vehicles should be inspected for exhaust system leaks.
- Always use barbeque grills (charcoal and propane) outside, in well ventilated areas.
When purchasing new heating and cooking equipment, ensure that the appliance has been tested and approved by an independent testing laboratory, such as Underwriters Laboratories (UL), for use in the intended manner and location.
- Purchase and install home carbon monoxide detectors. Test these detectors at least once a month in accordance with manufacturer's instructions. Ensure that all family members are familiar with the sound of the detector alarm so it will not be confused with an activated household smoke detector.
- Develop a home evacuation plan and practice "Exit Drills in the Home" (E.D.I.T.H.) periodically to ensure prompt evacuation in the event of an actual CO emergency.
If you have questions, or would like additional information, please contact the Division of the Fire Marshal, Office of Research Services, at 301-496-0487.
Cpl Brent Robinson, Division of Police, ORS, Honored for Accomplishments in Training Program
Congratulations to Corporal Brent Robinson, Division of Police, Office of Research Services, for his accomplishments during his assignment at the Uniform Police Training Program (308) at the Federal Law Enforcement Training Center in Glynco, Georgia. Corporal Robinson earned and received several awards including: Distinguished Expert Marksmanship Award, Driver Training Award and the Fitness Achievement Award.
A biweekly e-newsletter from the Office of Research Services, 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.