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November 12, 2014 issue of the DPSAC NEWS

In This Issue
Requirements to Obtain an Extended Visitor Badge Have Changed
Sponsorship of Extended Visitors Now Limited to Administrative Officers with NED Sponsor Role
NED Training Scheduled for FY 15
Credit Checks May Be Required for Some Level I NACI Background Investigations
Helpful Tips
News Briefs.
FAQs

   

 

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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Requirements to Obtain an Extended Visitor Badge Have Changed

Before visitors can be issued an ID badge giving them access to NIH facilities, they must complete the Extended Visitor form that must be approved by an AO with PIV Sponsor authority. The new NIH Extended Visitor ID Badge Application form is posted at http://security.nih.gov/Pages/Home.aspx or http://security.nih.gov/Documents/Extended%20Visitor%20Form.pdf.*    

The Extended Visitor form must also include a justification statement by the Sponsor as to why the individual requires employee-like access to the NIH campus. The justification statement must be mission-related and is subject to approval by the NIH Police and/or DPSAC. The Sponsor signs the form ONLY AFTER the individual has completed his/her portion of the form. The Sponsor should never pre-sign the form.   
 
Applicants also are required to have their fingerprints electronically captured and submitted through the Office of Personnel Management (OPM) for criminal history screening.

The fingerprint check will cost the sponsoring IC $21.50 per person based on OPM's FY15 rates.

Individuals requesting an Extended Visitor Badge must submit the original form at the NIH Gateway Center. Processing can take up to ten (10) business days.

Extended Visitor Fingerprinting and Badge Issuance Locations:
*    NIH Gateway Center (next to Metro Plaza, South Drive entrance)
*    Building 10 Clinical Research Center (CRC) P1 Level.   

* All prior versions of the NIH Extended Visitor Application Form are obsolete and will not be processed.


Sponsorship of Extended Visitors Now Limited to Administrative Officers with NED Sponsor Role

  

The HSPD-12 Program Office sent the following e-mail to the NED AO/AT community on November 3, 2014  

 

NIH has implemented new policies and procedures for issuing Extended Visitor Badges to individuals such as Service Providers, Board Members, Volunteers, etc. who are not registered in NED. * **

 

In the past, any federal employee could sponsor someone for an Extended Visitor Badge. This sponsorship capability is now limited to AOs who are able to sponsor people for an HHS ID Badge (PIV Card). As a result, AO Sponsors may now receive requests to approve Extended Visitor Badges.           

Please note that before a NED AO can sign off on the required Extended Visitor forms, s/he must be approved to sponsor people for an HHS ID Badge (PIV Card).

How to find out if you can sponsor people for an HHS ID Badge (PIV Card)

AOs can quickly find out whether they are authorized to sponsor people by logging into the NED Web Portal (https://ned.nih.gov/ned) and seeing if NED displays the 'Awaiting Sponsorship' menu option per below.

  

  

 

How to obtain Sponsorship approval

If you are a NED AO who does not currently have authority to sponsor, but wish to obtain this ability, you must complete the training found on DPSAC's website under the 'Training/Administrators' section at http://go.usa.gov/fc2e and fax the completion certificate to the HSPD-12 Program Office at 301-480-0108.

Upon receipt of the certificate, the Program Office will authorize you as a sponsor. If the fax does not go through, you should send the PIV Sponsor Certificate via e-mail to Richie Taffet (Taffetr@mail.nih.gov).

Once the Program Office grants sponsorship privileges, you will see the "Awaiting Sponsorship" menu option as per the NED 'screen shot' above.        

Please note: sponsorship of non-NIH personnel for an Extended Visitor Badge must include a justification statement by the AO Sponsor as to why the individual requires employee-like access to the NIH campus.

 

*  In compliance with Homeland Security Presidential Directive (HSPD)-12, NIH has implemented new background requirements for visitors requesting unrestricted access to NIH facilities. Before visitors can be issued an ID badge giving them access to NIH facilities, they must complete the Extended Visitor form that will be approved by an AO with PIV Sponsor authority and be fingerprinted. 

 

**  The various categories of individuals who are eligible for an Extended Visitor Badge are identified on the revised badge request form [Authorization for Release of Information Form (Extended Visitor ID Badge Application)] posted at: http://security.nih.gov/Pages/Home.aspx.  

 
 
NED Training Schedule for FY 2015   

The HSPD-12 Program Office is pleased to announce its NED training schedule through the end of fiscal year 2015. 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: cittraining@mail.nih.gov  

 

 

Credit Checks May Be Required for Some Level I NACI Background Investigations 

 

While credit checks are not normally part of a Level 1 NACI background investigation, individuals who indicate that they have outstanding delinquent federal debt on their 'OF 306' will now be required to complete a credit release. The OF 306 is a required form for all background investigations. If an individual answers YES to Question 13 on the form, s/he must provide authorization for DPSAC to run the individual's credit report to collect additional information on the outstanding debt.        

Helpful Tips

Badge renewal notice to Foreign Nationals advises close coordination with AOs -- Foreign Nationals whose badges are coming up for renewal will receive a notice from the HSPD-12 Program Office advising them to coordinate their renewal action with their Administrative Officer (AO) to avoid any loss of access privileges to the NIH campus and/or NIH networks.  The servicing AO for that individual will be copied on this notification. 
 
ICs that want to add Lifecycle Work Station (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
  • his/her IC
  • his/her NED number
  • 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(s) 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.

If you work outside the Bethesda/Rockville area, contact your
local badge issuance office. You can find contact information for all badge issuance offices at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx.

News Briefs
 

Naval Support Activity Bethesda and Walter Reed Announce Tighter Access Privileges Starting November

The following message went out to NIH DC area staff via the ORS Information Line on October 30, 2014 

 

The NIH has been notified that the Naval Support Activity Bethesda (NSAB) will implement changes to access requirements for NSAB and the Walter Reed National Military Medical Center installation starting November 1, 2014.

 

These changes will impact all individuals, including government employees not with the Department of Defense (DOD). In general, these enhanced security requirements will limit access to NSAB by NIH employees for other than "official business only."

Only NIH personnel requested to visit NSAB by a permanent staff member will be permitted to use their HHS PIV card to gain access to the campus. All other personnel will be required to go through the visitor security procedures, similar to what is currently conducted at NIH for all visitors, including non-HHS government employees.

 

Per NSAB, federal government employees may be admitted to the installation upon presentation of a valid identification issued by their federal agency if presented jointly with official documentation indicating official business on the base.

If no official documentation can be produced, individuals will be directed to the Visitor Control Center -- "Pass & ID" (similar to our Gateway Center) - at the North Gate (Gate 1) during normal work hours, or if after hours, holidays and weekends, to the Naval Security Force Watch Commander, to request a one-day or temporary pass.

 

NSAB, DOD and other military and reservist staff can assist an NIH employee gaining temporary access by escorting him or her onto the installation, through a pre-vetted list, or submitting a prospective visitor's name to the Visitor Control Center prior to their arrival for a security check.

 

These changes may have a direct impact on access to Walter Reed facilities such as the fitness center, cafeterias, credit union, bowling alley, retail stores and other locations.

The NIH anticipates access should not change significantly for those NIH employees collaborating with researchers, visiting patients, or giving lectures at the Uniformed Services University. If you do not hold an NSAB or DOD access card, we recommend that you contact your NSAB colleagues prior to your next visit to determine how this might impact you directly.

 

NSAB added that Walter Reed National Military Medical Center, Uniformed Services University of Health Sciences, and Armed Forces Radiological Research Institute state ID badges will no longer be accepted for access but will remain in effect for all other requirements and uses.
   

FAQs

Q. I noticed that on the Extended Visitor Badge Application Form there's a field that asks for a CAN number. Is there a central CAN number that I should be using?
 
A. No. You would use the CAN number for the IC/Department that is sponsoring the individual.  It's the same process as if it was a background investigation through NED.


Q.  Where can I find the new application form for the Extended Visitors Badge requiring the justification and fingerprints?

 

A. The 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.


Q.
I'm an AO but seem to be unable to sponsor individuals. What do I need to do to get this authorization?

   
A. You are not authorized by the HSPD-12 Program Office to sponsor people. To become an AO Sponsor, you must complete the training found on DPSAC's website under the 'Training/Administrators' section at http://go.usa.gov/fc2e and fax the completion certificate to the HSPD-12 Program Office at 301-480-0108. They will authorize sponsorship privileges.

If the fax does not go through, you should e-mail the PIV Sponsor Certificate to Richard T
affet (Taffetr@mail.nih.gov).

Once you are an authorized Sponsor, you will also see the account renewal e-mails.
 

Q.
Can you please advise me on steps I need to take to renew my security badge?
 

 

A. Instructions for renewing an existing badge are posted at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/4steps.aspx 

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.