December 10, 2014 issue of the DPSAC NEWS

In This Issue

Requesting an Extended Visitor Badge for Special Government Employees (SGEs) and Volunteers

How to Obtain PIV Sponsor Authority

Sponsor Training Update Reflects AO's Expanded Role with Extended Visitors

NED Training Schedule of FY 15

Helpful Tips

FAQs

Safety Corner

Past Issues

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

Requesting an Extended Visitor Badge for Special Government Employees (SGEs) and Volunteers

On September 2, 2014 NIH implemented revised policies and procedures for issuing "Extended Visitor Badges" (a type of NIH Legacy badge) as part of a continuing effort to improve security at NIH. These changes were conveyed to the Administrative community via a November 3, 2014 e-mail from the HSPD-12 Program Office (see: New Extended Visitor Badge Application Policy [pdf]) and in DPSAC News articles (e.g., September 17, 2014 DPSAC News).

Based on feedback from our customers, we are sending out this message to provide additional guidance on requesting Extended Visitor Badges for Special Government Employees (SGEs) and Volunteers.*

Process for Requesting an Extended Visitor Badge for SGEs and Volunteers

Enter the SGE or Volunteer into the NIH Enterprise Directory (NED) and sponsor the individual for an ID badge. This will notify the NIH Police that a badge has been requested.
The NIH Police will send the individual an e-mail requesting they complete the Extended Visitor Badge Application form (pdf).
Once the form has been completed and submitted to the NIH Police, they will electronically capture the individual's fingerprints if they are not already on file.
The ID badge will be issued once the criminal history check has been favorably completed.

* Special Government Employees (SGEs) are members of an NIH Advisory Council, Board of Scientific Counselors or Program Advisory Committee who receive pay and/or travel benefits as a federal employee. Volunteers are non-paid individuals who provide a service to the NIH, including, but not limited to Red Cross, Sunday supper providers, Patient Ambassadors, Playroom Attendants, Language Interpreters, Patient Greeters, Social Worker Interns and participants in an IC's volunteer internship program.

How to Obtain PIV Sponsor Authority

An AO who wishes to obtain sponsor authority must complete the training found on DPSAC's website under the 'Training/Administrators' section ( http://www. ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx) and fax the completion certificate to the HSPD-12 Program Office at 301-480-0108. If the fax does not go through, s/he should send the PIV Sponsor Certificate via e-mail to Richie Taffet (Taffetr@mail.nih.gov).

Upon receipt of the certificate, the Program Office will authorize the AO as a sponsor.

Once the Program Office grants sponsorship privileges, the AO will see the "Awaiting Sponsorship" menu option in the left navigation panel on the NED screen.

Sponsor Training Update Reflects AO's Expanded Role with Extended Visitors

The HSPD-12 Program Office has revised its NED training modules to incorporate recent changes to NIH's Extended Visitor badge issuance policy. Figure 1 highlights some of these changes.

Figure 1.

NED Training Schedule for FY 2015

Whether you are new to NED or an advanced NED user who needs to hone your NED skills, the HSPD-12 Program Office has a training program for you. These classes are 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 will 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

AO Sponsors completing their portion of the NIH Extended Visitor ID Badge Application form to authorize an Extended Visitor ID Badge -- use the CAN number for the IC/Department that is sponsoring the individual.

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.

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.

FAQs

Q. What is the procedure for obtaining a replacement HHS ID Badge (PIV Card) 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 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 used 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 for replacing their broken HHS ID Badge.

Contact information for all badge issuance offices can be found at:

http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx

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 access the form directly, click on: Authorization for Release of Information Form (Extended Visitor ID Badge Application (pdf).

Safety Corner

AlertNIH Offers Emergency Communication

NIH public safety, human resources, public affairs and facilities representatives, with support from senior leadership, have developed an emergency communication service called AlertNIH.

During a major crisis, emergency or severe weather event, NIH public safety officials will use AlertNIH to send event updates, warnings and instructions directly to employees' government-owned communication devices. Employees have the ability to opt-in to receive these updates on their personal devices too.

In order to enroll your personal device, log into the NIH Enterprise Directory (NED) and scroll to the bottom of your profile to the section titled "AlertNIH." Click the "Edit" button and select the personal devices you wish to receive updates on. NIH employees are also strongly encouraged to update their NED profiles.

AlertNIH has established a presence on several social media platforms and can be found on Twitter at www.twitter.com/alertnih and Facebook at www.facebook.com/alertnih.

For questions on the AlertNIH service, contact the Office of Research Services, Division of Emergency Preparedness and Coordination at (301) 496-1985 or visit http://alert.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.