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May 28, 2014 issue of the DPSAC NEWS
In This Issue
Submitting Complete e-QIP to DPSAC is Key toGetting PIV Card
DPSAC Advises Testing Your PIV Card at a Kiosk Before Using a PIV Card Reader PIlot Site
Some PIV Card Holders Can Save an Extra Trip to DPSAC
NED Training Schedule for July, 2014
Helpful Tips
Helpful Information for Processing Summer Students Coming to NIH
FAQs Focus on the New PIV Card Readers
News Briefs - PSC Regional Office Directory Updated
Safety Corner - NIH Information Security & Privacy Awarness Training

   

 

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@ 

mail.nih.gov

 

Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 

mail.nih.gov

 

       

        HHS logo small Logo Mark NIH Logo Mark    

Submitting Complete e-QIP to DPSAC is Key to Getting PIV Card (HHS ID Badge) 

  

New NIST/OPM policy prohibits agencies from issuing new badges until e-QIP and related forms are completed and submitted by the individual, reviewed by the Agency, and released to OPM.

The National Institute of Standards and Technology (NIST) and the Office of Personnel Management (OPM) will soon begin requiring, without exception, all agencies to hold off issuing new PIV Cards until e-QIP and related forms have been completed and submitted by the individual, reviewed by their respective agency and released to OPM. 

(Note: individuals with a proper investigation on file will not be required to complete the new forms).

This new policy is expected to go into effect this October. 

This means that before an individual can be issued a PIV Card (HHS ID Badge) to access NIH facilities and IT resources, s/he must first accurately complete and submit the Electronic Questionnaires for Investigation Processing (e-QIP) and related investigation forms in a timely manner so that DPSAC can review and release e-QIP to OPM.

If DPSAC determines that questionnaires or forms are incomplete, DPSAC will be required to send the e-QIP back to the individual for completion and the badging process will be delayed. All new employees, contractors and affiliates must follow these guidelines. There are no exceptions!

The NIH administrative community can help new staff members by entering them into the NIH Enterprise Directory (NED) BEFORE they arrive at NIH. This will give individuals the ability to complete e-QIP BEFORE they start at NIH and avoid the significant inconvenience of having to go without an HHS ID Badge because they didn't complete and submit their e-QIP forms to DPSAC.
 
OPM recently contacted all federal agency personnel security offices to remind them that it is "their responsibility [to ensure that] the information on the documents provided to OPM [is complete]." OPM emphasized that "the goal [of all agencies] should be to submit accurate and complete documents the first time."

The following chart illustrates the most common quality errors and the overall rate of occurrence cited by OPM.  

 

 

 

DPSAC Advises Testing Your PIV Card at a Kiosk Before Using a PIV Card Reader at a Pilot Site

Drivers and pedestrians entering the NIH campus are now able to try out the new PIV Card readers at three NIH campus perimeter entrances: two vehicle sites (both entry lanes at the South Drive & Route 355 entrance and the right entry lane at the South Drive & Old Georgetown Road entrance); and, one pedestrian site (the left-most portal at the Metro entrance). 

Before you use the new PIV Card readers at the perimeter sites
ORS has installed kiosks in several buildings on and off campus where
you can test your PIV Card with the new reader. DPSAC has discovered that some of the early PIV Cards may contain broken or defective antennas that would normally transmit the signal needed to operate the new PIV Card readers.*  

ORS is recommending you test your PIV Card at one of these kiosks before trying it out at one of the pilot entrances. This preliminary step will ensure that your PIV Card works properly with the new reader and will help avoid unnecessary delays.

You'll find these kiosks in the lobbies of the following buildings:
  •   Building 31 A and C wings 
  •   Building 45 
  •   Building 10 (Clinical Center) North and South 
  •   Bayview Biomedical Research Center (BRC), Baltimore, MD
If your PIV Card is broken, you will need to make an appointment with DPSAC's Facility Access Control (facilityaccesscontrol@mail.nih.gov or 301-451-4766) to have your badge reissued.

 

Note: If you find that your PIV Card is broken and the card's expiration date is within six months, contact your AO for an early badge renewal.

Portable testing station available at off-campus locations 
ORS has also arranged to send a trained staff member equipped with a portable test station to several off-campus locations so employees, contractors and affiliates can test their PIV Cards without having to travel to the NIH campus. The remaining schedule for this traveling service is provided below:

Location: 6707 Democracy Boulevard (lobby) 
Dates: Monday, May 19 through Friday, May 30 
Hours of operation: 8:00 a.m. to 12:00 noon

Location: 6001 Executive Boulevard (cafeteria)
Date: Monday, June 2 through Friday, June 6
Hours of operation: 8:00 a.m. to 12:00 noon

* The PIV Card comes equipped with two antennas. The old PIV Card reader uses the antenna that works at a frequency that can operate by proximity. The new PIV Card reader uses the antenna that must be in contact with the reader to operate properly.  
 

Some PIV Card Holders Can Save an Extra Trip to DPSAC

 

Individuals who discover their PIV Card is broken and their card has an expiration date within six months should contact their AO for an early badge renewal. If an individual's badge will expire within the next six months, an AO can use the 'Renew Badge' feature in NED to begin the badge renewal process immediately. NED will not automatically generate a badge renewal task until six weeks prior to the badge's expiration date.   

 

This will save the PIV Card holder from visiting DPSAC twice -- once to have their badge reissued due to a broken badge, and once, soon thereafter, to renew their expired badge. In addition, the new PIV Card will have the required Entrust certificates.   

   

NED Training Schedule for July, 2014 
 

The HSPD-12 Program Office will be offering basic and advanced NED classes on July 9, 2014. This training is designed to help beginners and advanced users quickly master NED in a hands-on computer lab environment. All classes are FREE! 

   

 

Additional Classes in FY2014    

Watch this space for additional NED classes for the remainder of FY2014. Once the class dates and location are confirmed, they will be posted in
DPSAC News and on the DPSAC website under 'Training' at:

 

How to Enroll

The NED courses are posted on the CIT Training site where visitors can 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: cittraining@mail.nih.gov. 

 

 

Helpful Tips

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.    

 
Helpful Information for Processing Summer Students Coming to NIH

All incoming summer students must be added to the NIH Enterprise Directory (NED) and sponsored for an NIH ID (Legacy) Badge before they can be granted 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.)

      and flag the record as a 'Summer Student'

 

  2. Select whether the individual requires both a badge and/or a

      network account

 

  3. Enter the four components of the Personally Identifiable  

      Information (PII): Legal Name, Date of Birth (DOB), Social Security  

      Number (SSN), and Place of Birth.

  4. Sponsor the person for an ID Badge and/or network account

 

Remember to identify summer students as such in NED by selecting "Yes" to question 1a ("Is the applicant a Summer Student?") during the NED "Register/Activate process."  Summer student is defined as a person "accepted to the NIH Summer Intern Program."

Reminder: All Summer Student NIH ID badges will carry a September 30, 2014 expiration date.

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.

Physical Access
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 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. A federal- or state-issued photo ID is also required to issue the badge. 

The NIH ID badge will be valid for the duration of the summer student's appointment, but will expire no later than September 30, 2014. 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.

Guide Spells Out Process for Ensuring Summer Student Access to NIH
A handy one-page guide, "Summer Student Badge Policy for Access to Facilities and Information Systems" 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.
 
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   

Website Offers Orientation Information
Before attending New Summer Employee Orientation, incoming students are urged to visit the Office of Human Resources 'New Summer Employee Orientation Information' website: http://hr.od.nih.gov/workingatnih/newemployee/summer/default.htm.

FAQs

 

Q. With the requirement to physically touch the badge to the new readers, staff in my IC are concerned about the height of the readers for the employee vehicle entrances.  

 

Vehicles have varying heights, and some lower vehicles or short drivers may have to open their doors and partially step out if the new readers are the height of the current ones. This would be an inconvenience for these individuals, plus potentially cause delays at campus entrances.


A. DPSAC commissioned a study by a private contractor to review all the vehicles in two multi-story parking garages on campus. They surveyed all the vehicles parked in these garages and were able to determine the appropriate height for the new card readers at the perimeter using their specialized programs and taking into account a variety of vehicles.

According to the specialist, height was not an issue. This was borne out by a subsequent survey conducted by DPSAC in which respondents indicated they were satisfied with the height of the card readers. However, in response to the specialist's concern regarding the depth of the reader, NIH extended the readers closer to the driver window and installed "knuckles" to help drivers gauge the correct distance from the car window to the reader. The knuckle makes it easier for drivers to position their cars to easily reach the reader. Now that the PIV Card readers have been extended to be closer to the driver's window, drivers are being directed to enter the lane slowly and with caution.

 

 

Q. If someone with an FDA PIV Card needs access to the NIH campus and/or certain buildings or rooms, how do they gain access to these facilities? 

 

A.  For persons using an FDA PIV Card who only need perimeter access, they can continue to use the FDA badge as a "flash pass." The guard will inspect the badge and allow the individual to proceed.   

 

For individuals who need an NIH Legacy badge to access the NIH campus and/or buildings or rooms, the DPSAC Personnel Security staff will verify valid fingerprints and/or that an investigation is completed. They will then notify the DPSAC Access Control team that an NIH Legacy badge can be issued. All customer service staff in Building 31, Room 1B03 are aware of this process.    

  

 

Q. I've used one of the pilot vehicle entrances to get onto campus. I was wondering whether a date has been set when all entrances will be using the new PIV Card readers.


A. To date, ORS has installed four of the new readers at perimeter entrances -- the two vehicle entrances at South Drive and Route 355 (Metro), the right lane vehicle entrance at South Drive and Old Georgetown Road, and the left-most pedestrian portal at the Metro entrance.   

 

ORS is monitoring these sites for potential issues. When the pilot study concludes toward the end of May, ORS will evaluate the results. Any changes to mitigate existing problems and improve the user experience with these new card readers will be implemented before the new readers are made operational campus-wide.

ORS anticipates that it will complete the installation of the new PIV Card readers toward the end of June. ORS will notify the NIH community once it is ready to activate the remaining PIV Card readers. Stay tuned.


Q. My badge works perfectly fine on the existing readers, but not on the test HSPD-12 reader in the south lobby of building 10. Could my antenna still be broken? Do I need a new badge? Also, my current badge expires on August 10, 2014 so I don't know if I should wait until around then to get a renewal or get a new one ASAP.  Guidance would be appreciated. 

 

A. Your badge contains two antennas, one of which has been used to operate the gates and portals equipped with the old card readers. If the PIV Card Reader at the pilot or test readers does not show a sustained green light when you place (and hold) your PIV Card on the reader, the second antenna that's used with the new readers is probably broken.

 

You will need to make an appointment through Access Control to obtain a replacement badge.

 

         DPSAC Access Control Office

         Helpdesk: 301-451-4766

         E-mail: facilityaccesscontrol@mail.nih.gov 

         Badging Center: Building 31, Room B1A26

         Badging Center: Building 10, Room 1C52  

  

Important: If you find that your PIV Card is broken and the card's expiration date is within six months, contact your AO for early badge renewal.      



Q. If my PIV Card is broken, and it expires within six months, what will I need to do when I ask my AO to put me in for an early renewal? Will I have to complete the fingerprints, picture and background investigation again?

 

A. Should you find that your PIV Card is broken and it expires within six months, you should ask your AO to put you in for an early renewal. The AO will need to complete an early renewal task in NED. This can be done using the 'Renew Badge' feature in NED.  

 

Following this action by your AO, you will receive notification to make an appointment at a Badge Issuance station to renew your PIV Card (HHS ID Badge). The locations of all Badge Issuance stations are posted at: 
http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/locatingbadge.aspx

Assuming your NED record was not changed (e.g., you didn't change your name, elevate your position classification and your background investigation was adjudicated and closed), you will not need to undergo a new background investigation. Nor will you need to be photographed or fingerprinted again.

News Briefs

PSC Regional Office Directory Updated - PSC recently updated its directory of PSC Regional Administrative Managers for its 10 Regional Offices. The revised directory is posted on the DPSAC website at: http://www.ors.od.nih.gov/SER/DPSAC/BADGE/Pages/badgingremote.aspx. There you'll also find guidelines for NIH ICs needing HHS ID Badge (PIV Card) Enrollment, Issuance and Maintenance Services at remote locations.

      

Safety Corner

NIH Information Security & Privacy Awareness Training Offered as One Course for 2014!
This article was prepared by Karen Plá, NIH Office of the Senior Official for Privacy & Cheryl Seaman, NIH Office of the Chief Information Officer

 

To reduce the burden of having to complete two mandatory trainings, the Information Security and Privacy Awareness Refresher courses have been combined into one course. The new format includes Information Security and Privacy modules and provides a bookmarking feature that allows you to return to the location where you left the course.  

 

Completion of the FY14 Annual Refresher will provide you with valuable information about your responsibilities to secure NIH resources and protect all forms of personal information, whether it belongs to you, a member of the public, or an NIH employee.  

 

As you complete both modules, you will also hear about what you can do in the event NIH equipment is lost or personally identifiable information is sent unencrypted via e-mail, to mitigate the risk of harm to the agency and individuals whose information has been compromised.

 

You will be notified by your IC Information Systems Security Officer (ISSO) and/or Privacy Coordinator to take the training within a specified timeframe.

 

To complete the FY14 Annual Refresher by the deadline set by your IC, click on: http://irtsectraining.nih.gov/ [the NIH Information Security and Privacy Awareness Training Website].

 

If your IC has identified you as having significant IT security responsibilities, you may be asked to take - or certify you have taken - appropriate role-based security training. Those individuals who are due for this training will be notified by their ISSO.

 

If you have questions concerning the mandatory online training requirement, please contact:

 

Karen Plá, CIPP-G

Office of the Senior Official for Privacy

Division of Management Support

Office of Management Assessment

Phone:  301-402-6201

E-mail:  plak@mail.nih.gov

 

Cheryl Ann Seaman, M.P.H.

Information Security and Awareness Office

Office of the Chief Information Officer

Phone:  301-402-4461

E-mail:  cheryl.seaman@nih.gov  

    
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.