*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:

1. First, 'Edit' the new hire's position information.
   
   
2. 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.
        
3. 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."

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.'

Safety Corner

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.