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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
 
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Here are the most recent NIH badging statistics from HHS as of June 6, 2014:
Sponsored: 38,791 Enrolled: 38,129 Issued: 37,319*
* This figure represents 96.2% of individuals who have been sponsored.
Note: the Department reports weekly on the number of individuals who have been sponsored, enrolled and issued new HHS ID Badges for each OPDIV. DPSAC News reports the latest Departmental figures for NIH in the first issue published for that month.
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Changeover to New PIV Card Readers at All NIH Campus Perimeter Entrances Imminent
Steps you can take to get ready
Be prepared! That's the message DPSAC wants to convey to all employees, contractors and affiliates as ORS gets ready install the new PIV Card readers at all entrances along the NIH campus perimeter.
With the retrofitting of all pedestrian entrances scheduled during the week of June 21 and all vehicle entrances over the June 28/29 weekend, there's still plenty of time to try out your PIV Card at one of the test kiosks installed around campus (and the BRC).*
ORS is recommending you test your PIV Card at one of these kiosks before the changeover to ensure that your PIV Card works properly with the new reader and to avoid unnecessary delays.
Kiosks are installed 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
Portable testing station travels to off-campus locations -- ORS has been sending a trained staff member equipped with a portable testing device to several off-campus locations for employees, contractors and affiliates to test their PIV Cards without having to travel to the NIH campus. The remaining schedule for this service is provided below:
Location: 5625 Fishers Lane
(serving 5625 & 5635 Fishers Lane, and Twinbrook I, II, III)
Date: Monday, June 9 through Friday, June 13
Available: 8:00 a.m. to 12:00 noon
If your PIV Card is broken -- you will need to make an appointment with DPSAC's Facility Access Control ([email protected] or 301-451-4766) or at other NIH Badge Issuance locations (including: Rocky Mountain Laboratories, MT; Research Triangle Park, NC; Bayview Research Center, Baltimore, MD; the Frederick National Laboratory for Cancer Research) to have your badge reissued.
Important: If you find that your PIV Card is broken and the card's expiration date is within 180 days, contact your AO for an early badge renewal.
ORS will soon notify the NIH workforce via global e-mail of the transition to the new PIV Card readers.
* DPSAC reports 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. The PIV Card contains two antennas: the old PIV Card reader uses the antenna that operates by proximity; the new reader uses the other antenna, receiving the card's data only if that antenna is in physical contact with the reader.
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 Holders of Defective Badges Expiring Within 180 Days Qualify for Early Renewal
Individuals who discover their PIV Card is broken and their card has an expiration date within 180 days should contact their AO for an early badge renewal.
Under these circumstances, 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 again, to renew their expired badge. In addition, the new PIV Card will have a new five-year expiration date and the required Entrust certificates.
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New Employees, Contractors and Affiliates Must Complete & Submit e-QIP to DPSAC Before PIV Card Can Be Issued!
Effective October, 2014, revised federal policies prohibit the issuance of a badge until the following are completed:
- Fingerprint checks are adjudicated
- e-QIP and related forms necessary to conduct a background check are completed and submitted by the individual to DPSAC
- e-QIP and related forms are reviewed by DPSAC and released to OPM (new requirement)*
Soon after being entered in NED, the new employee, contractor or affiliate will receive an email with the subject line: **MANDATORY** RE: Background Investigation Forms.
Individuals who have the appropriate investigation on file will not be required to complete new forms.
Once the online forms are complete, the individual must click the "Release Request/Transmit to Agency" button or NIH will not receive the forms.
Important: the individual must complete and submit these online forms within 7 calendar days of receipt (instructions are provided via e-mail) and prior to their first day. The forms can be filled out on any computer with web access.
* These new policies were issued by the National Institute of Standards and Technology (NIST) in conjunction with the Office of Personnel Management (OPM) and the Department of Health and Human Services (HHS).
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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: [email protected].
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Helpful Tips
ICs that want to add LWS operators to the approved roster -- send a written request to Richie Taffet at: [email protected]. 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 [email protected] 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 protected], 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.
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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.
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FAQs
Q.
Can you tell me whether a date has been set when all entrances will be using the new PIV Card readers.
A. ORS anticipates that it will complete the installation of the new PIV Card readers by the end of June. All pedestrian entrances will be retrofitted during the week of June 21 and all vehicle entrances over the June 28/29 weekend. ORS will notify the NIH community once it is ready to activate the remaining PIV Card readers.
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. 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 (or at other NIH Badge Issuance locations (which you can find posted at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx) to obtain a replacement badge.
DPSAC Access Control Office
Helpdesk: 301-451-4766
E-mail: [email protected]
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 180 days, 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.
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Safety Corner
Operation "Clean Sweep" Coming to an NIH Building Near You!
The following message was sent to all DC-area NIH staff on June 6, 2014
Some public areas in and around NIH buildings have become cluttered with unsightly and unsafe materials, trash, surplus furniture and equipment. Employees leave items behind in atriums. Loading docks become storage areas or dumping grounds. Hallways become extensions of offices and laboratories, at the expense of safety and egress.
During the months of June, July and August, on Tuesdays and Thursdays, the NIH Bethesda Campus will undergo a "Clean Sweep" of common spaces in many buildings.
Led by the Office of Research Facilities (ORF) and the Office of Research Services (ORS), the team will focus on recycling, removing debris, moving unwanted items to surplus, and clearing common areas, leaving behind a safe and 'clutter free' building.
Personnel will include representatives from facility management, waste and recycling disposal, occupational safety, the fire marshal's office, and other support personnel and volunteers.
The clean sweep will include only the common, public spaces in buildings such as atriums, hallways/corridors, and loading docks. This activity will not include bathrooms, private hallways, offices or laboratories. Leased facilities and child care centers are not involved. Buildings that are scheduled for major renovation or decommissioning, temporary structures (such as a trailer), or those facilities considered sensitive or high containment will not be part of this exercise. This activity only pertains to the NIH Bethesda campus.
Tentatively, the (clean sweep) schedule for buildings is as follows:
June - Buildings 1, 2, 3, 4, 5, 6A/B, 8, 13, 16.
July - Buildings 15K, 30, 31 A/B/C, 38, 38A, 41, 45, 49, 50, 60.
August - Buildings 10, 12, 14, 28 A/B, 35, 37.
In addition to this e-mail, facility managers will communicate with building occupants at least a week in advance to let them know before the 'sweep' will be coming to their building.
A safety and facility 'advance' team will arrive the week before to identify problem areas and items will be tagged prior to removal and every attempt will be made to notify staff before items are removed. This should give employees ample opportunity to move items out of common areas.
If you knowingly have an item in a common space that should not be there but is too large to move or you need additional assistance, please put a message on the sign alerting staff who to contact.
This is not an opportunity for employees to move your unwanted office or laboratory supplies or equipment into the hallways. The facility managers and staff will identify 'new' materials added to public spaces and contact occupants to have items returned.
Once complete, 'before' and 'after' pictures will be presented, encouraging occupants to keep these clean common areas 'clean.' ORF Facilities Managers will monitor targeted areas to ensure they remain the way they were intended.
If you are interested in volunteering to work with the team, especially for your own building, please contact Ken Ryland at [email protected].
For questions about this e-mail, please contact your facility manager, using the following list, http://orf2.od.nih.gov/AboutORF/BuildingsandFacilityManagers.asp, or contact the ORS Information Line at [email protected] or 301-594-6677.
Thank you for doing your part in helping the NIH become a safer, cleaner place, for our employees and our visitors - especially in your own building!
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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.
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