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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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 Important Changes to the Extended Visitor Badge Program at NIH
Only Certified AOs Can Sponsor Extended Visitor Badge Applicants
Beginning September 2, 2014, NIH implemented revised policies and procedures for issuing "extended visitor" badges as part of a continuing effort to improve security at NIH. NIH Extended Visitor badges are issued to individuals affiliated with NIH who need frequent physical access to NIH facilities.
In the past, NIH would access the National Crime Information Center (NCIC) criminal history database to conduct background investigations on Extended Visitor applicants. The requirement of background investigations for anyone receiving an NIH identification badge comes from the Homeland Security Presidential Directive 12 (HSPD-12) Program and HHS Departmental policy.
Due to recent restrictions limiting NIH's access to the NCIC database, NIH had to change how it issues these badges.
The most significant procedural change involves limiting sponsorship of Extended Visitors to Administrative Officers (AOs) certified by the Division of Personnel Security and Access Control (DPSAC) who currently sponsor federal employees, contractors and affiliates for HHS identification badges (PIV cards).
AO Sponsors will be responsible for authorizing and sponsoring an individual to obtain employee-like access to NIH. AO Sponsors will also serve as the point of contact with the responsibility for fielding questions from individuals who are requesting Extended Visitor badges.
The new system requires applicants to have their fingerprints electronically captured and submitted through the Office of Personnel Management (OPM) for criminal history screening.
Sponsorship of non-NIH personnel will cost the sponsoring IC $21.50 per person based on OPM's FY14 rates and must include a justification statement by the Sponsor as to why the individual requires employee-like access to the NIH campus.
The justification statement for sponsorship of non-NIH personnel for an Extended Visitor badge must be mission-related and is subject to approval by the NIH Police and/or DPSAC.
The new NIH Extended Visitor ID Badge Application is available online at: http://security.nih.gov/Pages/Home.aspx or http://security.nih.gov/Documents/Extended%20Visitor%20Form.pdf.*
Note: Individuals requesting an Extended Visitor Badge must submit the original form at the NIH Gateway Center. Processing can/may take up to ten (10) business days.
Badging changes specific to the Clinical Center will be announced
through Clinical Center internal communications.
Extended Visitor Fingerprinting and Badge Issuance Locations:
- NIH Gateway Center (next to Metro Plaza, South Drive entrance)
- Building 10 (Clinical Center South Lobby)
* Note: all prior versions of the NIH Extended Visitor Application Form
are obsolete and will not be processed. Becoming an AO Sponsor In the PIV process, the Sponsor acts on behalf of NIH to request an Applicant be issued an ID badge. Training must be completed and a signed certificate submitted to the HSPD-12 Program Office before a Sponsor can request a badge for an Applicant.
Information about Sponsor training, including the Sponsor Training module, is posted on the DPSAC website at:
http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx#Sponsor. |
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Despite Name Change, 'Old' Name Still Appears on Digital Certificates Due to Software Bug
When an individual changes their name in NED, they should be aware that their 'old' name will still appear on their badge's digital certificates. While this is a known bug with the HHS badge management software, it will not affect the individual's login or secure e-mail. Likewise, when an individual transfers to NIH from another HHS operating division (e.g., FDA), their prior organization will still appear in their digital certificates (e.g., OU=FDA).
Issuance Works Station (IWS) operators and DPSAC Customer Service staff have been alerted to this issue and will now ask the badge holder at the time of re-issuance whether this action (re-issuance) is being requested due to a name change.
If the answer is yes, staff will be able explain that even though the user's old name/organization will still appear in their certificates due to the HHS software bug, login or secure e-mail will be unaffected.
Once this software bug is fixed, which is expected to occur before the end of the calendar year, affected individuals will be notified of the fix and told how to download new certificates with their new name/organization in the certificate.
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DPSAC Wants to Hear from its Customers
DPSAC has begun sending out a customer satisfaction survey to a randomly selected group of its customers. The purpose is to gather feedback on people's experience with our office.
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NED Training Scheduled for October 14, 2014
The HSPD-12 Program Office will be offering basic and advanced NED classes on Tuesday, October 14, 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!
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]. |
Helpful Tips
Customers are required to renew their PIV Card before they renew their ALT Card -- since individuals must have an active PIV Card to have an ALT Card.
Some AOs will now receive requests to approve Legacy Badges --
new policies and procedures for issuing Extended Visitor Badges will now require AOs who are sponsors for PIV Badges to sign off on some extended visitor forms. The IC will be charged $21.50 for the fingerprint results if the applicant requires a SAC check ( see related article).
New sponsorship forms are posted on line (http://security.nih.gov/Pages/Home.aspx) to accommodate these changes. Please note: sponsorship of non-NIH personnel must include a justification statement by the AO sponsor as to why the individual requires employee-like access to the NIH campus.
AOs who clear employees, contractors or affiliates for separation or transfer -- must collect that person's ID badge and return it, unaltered, to DPSAC once they have deactivated the individual's NED record.
Alternate Logon Tokens (a.k.a., ALT Cards) should not be returned to DPSAC -- rather, they should be returned to the appropriate IC's ALT Coordinator. A list of the ALT Coordinators for each IC can be found on the Office of the Chief Information Officer (OCIO) website at: https://ocio.nih.gov/Smartcard/Pages/ALT.aspx#distributor
ICs that want to add Lifecycle Work Station (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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FAQs Q. I work in Building 10 but my husband - not an NIH employee - drops me off in the AM. He uses our car to go to his office downtown. How can I obtain the previously available extended visitor's badge for him to be able to continue our commuting arrangement?
Also, if I have to sponsor him for the $21.50 fingerprint requirement, is this a requirement that I have to pay for every time he renews the badge or is it a one-time procedure?
A. New sponsorship forms are now available on line to accommodate these changes (see: http://security.nih.gov/Pages/Home.aspx). Please note: sponsorship of non-NIH personnel currently costs the respective IC $21.50 per person and must include a justification statement by the AO sponsor as to why the individual requires employee-like access to the NIH campus.
This form can be used to give your husband an Extended Visitor Badge. Check off the box called "Transportation Visitor." This badge is typically valid for up to one year. Individuals who obtain Extended Visitor Badges after the favorable result of a SAC (fingerprint check) may obtain a renewal based on an NCIC check if the individual renews the badge within six weeks of the expiration date. Individuals who renew their badges after the expiration date must complete another SAC (fingerprint check) to obtain a badge.
Q. Is there any type of new application form for the Extended Visitors Badge requiring the justification and fingerprints?
A. Yes. A revised 'Authorization for Release of Information Form (Extended Visitor ID Badge Application" is posted on the NIH Security website: http://www.security.nih.gov/Pages/Home.aspx. To go directly to the form, click on: Authorization for Release of Information Form (Extended Visitor ID Badge Application. Please note the section in red text: "PIV Authorized Administrative Officer (AO):
Please provide a high level purpose for the requestor's need
to enter the campus on a regular basis on the below lines:"
Q. What is the procedure for reporting a lost or stolen HHS ID Badge?
A. The individual should file a police report with the NIH Police, report his/her lost/stolen HHS ID Badge to Access Control (301-451-4766) and report his/her lost/stolen badge to their Administrative Officer (AO). The NIH Police must have your written report on file before you can be issued a replacement badge. The AO will need to enter the necessary information into the NIH Enterprise Directory (NED) to authorize a replacement HHS ID Badge (PIV Card).*
Those who have not undergone the PIV process will need to schedule an appointment with Personnel Security to be fingerprinted and have their background investigation initiated.
*Once the AO requests a replacement HHS ID Badge, the lost or stolen HHS ID Badge will be deactivated and will no longer work, even if it is found later.
Q. What is the procedure for obtaining a replacement HHS ID Badge for one that is broken?
A. Individuals whose badges are broken and who work at the Bethesda campus or nearby locations should bring their broken HHS ID Badge to the DPSAC Badge Issuance Center (Building 31, Room B1A26) or to the Badging Station in Building 10 (Clinical Research Center South Lobby) for a replacement.
If a broken badge has not expired and the badge can be authenticated, Access Control will issue you a new badge. The expiration date on the new HHS ID Badge will be the same as the date on your broken badge.
Note: 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. Upon badge renewal, you will be issued a new HHS ID Badge with a new expiration date.
Individuals working at one of NIH's satellite facilities should contact their local badge issuance office for instructions on replacing their broken HHS ID Badge. Contact information for all badge issuance offices are posted at:
http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx
Q. What is the process for replacing a lost Alternate Logon Token or ALT card?
A. The individual who lost the card should put in a ticket to the NIH Service Desk. This ticket will be routed to DPSAC staff who will terminate the lost ALT card and sponsor/approve the person for a new ALT card. DPSAC will then send the individual an e-mail stating that the new card is ready to be issued.
Once the individual has picked up the new ALT card from their IC ALT Coordinator, the ALT Coordinator will record the card as lost and record the newly issued card.
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News Briefs New PIV Card Reader Installation for NIH Facilities Nears Completion
DPSAC has completed installation of the new PIV Card readers at 5635 Fishers Lane and Twinbrook I, II, and III on September 3, and at the Bayview Research Center, Baltimore on September 4. In all, 23 readers were swapped out and programmed to read the HHS ID Badges/PIV Cards.
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Safety Corner
September is National Preparedness Month The following message was sent to all NIH staff via the ORS Information Line on September 8, 2014 September is National Preparedness Month - an annual campaign encouraging Americans to take simple steps to prepare for emergencies in their homes, schools, organizations, businesses and communities. The Office of Research Services (ORS), Division of Emergency Preparedness and Coordination (DEPC), is the principle emergency planning resource for the NIH and responsible for coordinating all NIH resources essential to emergency planning and preparedness functions. DEPC: - Develops and issues emergency plans for all NIH facilities located both on and off campus
- Develops response plans and exercises to test the adequacy and readiness of the NIH facilities and its people
- Updates and maintains the NIH Continuity of Operations Plan
- Provides emergency communication services through the AlertNIH notification system
- Manages and coordinates NIH recovery operations during and following a critical impact
On September 10 and September 11, DEPC set up a display in Building 10 and Building 31 respectively to highlight emergency preparedness. Featured were emergency supply kits, family emergency planning, AlertNIH and other important information. DEPC will conclude this outreach effort on Wednesday, September 24 with a display at 5601 Fishers Lane from 10:00 a.m.-1:00 p.m.
Please stop by to learn more about emergency preparedness and additional services offered by DEPC and other ORS organizations. While visiting the DEPC table, please feel free to enter the drawing for a special prize. The drawing will be held on September 25 and the winner will be contacted by phone or e-mail that same day! For additional information on National Preparedness Month, please visit: http://www.ors.od.nih.gov/ser/depc. If you have any questions, please contact the Division of Emergency Preparedness and Coordination at 301-496-1985. Individuals with disabilities who need Sign Language Interpreters and/or reasonable accommodation to participate in this event should contact Steve Peterson at [email protected] or 301-496-1985 and/or the Federal Relay (1-800-877-8339). |
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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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