March 4, 2015 issue of the DPSAC NEWS

In This Issue

Happy or Not? Interactive Kiosks Make Feedback Easy for NIH Badging Customers

Temporary Lifting of Security Freezes on Credit Information Required for Some Security Checks

NED Training Schedule for FY 2015

Preparing for Summer Student Arrivals this Spring

Reminder - Submitting a Completed e-QIP is Mandatory Before Badge Issuance

DPSAC Begins Weekly Enrollment and Badging Services at 5601 Fishers Lane

Helpful Tips

NEWS Briefs

FAQs

Safety Corner - Fire Safety Tips for Using Microwave Ovens

ID Badge Rollout Scorecard

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

HappyOrNot Interactive Kiosks Make Feedback

Easy for NIH Enrollment and Badging Customers

DPSAC is Looking for "Happy Faces"

If you've recently visited the Enrollment or Badge Issuance Offices in Building 31, you probably noticed DPSAC's new "HappyOrNot' kiosks. DPSAC installed these eye-catching displays near the exits to quickly gather and record feedback from customers on their way out the door.

HappyOrNot is the brainstorm of a Finnish company with the same name that sought to create a simple system that could help drive customer and employee satisfaction improvement.

HappyOrNot makes it very easy to give feedback. Customers simply answer a specific question by choosing one of four smiley buttons. All responses are anonymous.

The signs on the kiosk at the Enrollment and Badge Issuance Offices asks "How was your experience through "Enrollment" or "Badge Issuance" respectively. The customer answers by pushing one of four buttons with 'emojis' representing (1) a 'happy' experience; (2), a 'somewhat happy' experience; (3) a somewhat 'unhappy' experience; and (4), an 'unhappy' experience.

HappyOrNot is simple to use both for the customers and DPSAC. The self-explanatory visual language of the 'smileys' means that it takes customers only a matter of seconds to cast their vote. Customer feedback collection units are totally wireless and are located where the customer service experience takes place, making it easy to capture high volumes of feedback. The system produces automated and quick-to-read reports, providing to-the-hour information and analytical data.

According to Richie Taffet, HSPD-12 Program Manager, "customer satisfaction is something we need to monitor and act upon - every day."

Temporary Lifting of Security Freezes on Credit Information Required for Some Background Investigations

The following article is reprinted periodically to remind individuals who will occupy positions of public trust or higher to temporarily lift security freezes on their credit files so that OPM is able to complete background checks on them.

The Office of Personnel Management (OPM), Federal Investigative Services Division (FISD), has experienced an increase in the number of national credit bureau checks that are unobtainable due to individuals placing a security freeze on their credit files.

When OPM-FISD is unable to obtain a tri-bureau credit report due to one, two, or all three bureaus having a security freeze, the overall effect is an incomplete investigation.

In order to ensure the quality of OPM's investigative products, effective immediately, if you have a security freeze in place, it must be temporarily lifted prior to submission of the e-QIP to the DPSAC office. This requirement applies to national credit bureau checks which are conducted as extra coverage for positions of 'public trust' or higher.

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 on to 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.

Preparing for Summer Student Arrivals this Spring

With over 1500 summer students expected to arrive at NIH starting in March and continuing at least through May, DPSAC is encouraging ICs to advise their incoming students to make their badging appointments as soon as they are able to do so to avoid a possible badging 'crunch.'

This is the first full spring that each incoming student will be issued a Restricted Local Access (RLA) Badge for physical and logical access. The RLA Badge requires the normal two appointments. During the first appointment the student will be identity proofed, fingerprinted and photographed; at the second appointment the student will be issued his or her RLA Badge. Issuance is subject to DPSAC's successful review of the fingerprint results. .

Any issues identified through the fingerprint check (i.e., issues that might impact the suitability of the summer student to do the proposed work at NIH), must be reviewed by the Personnel Security Office in DPSAC and the respective IC prior to issuance of an RLA Badge.

With the large influx of students expected over a relatively short period of time, the sooner a student can get on the DPSAC appointment calendar, the more likely he or she will find a convenient time and avoid any delay in the badging process.

DPSAC will enroll students and issue their RLA badges from two locations on the main Bethesda campus -- Buildings 31 and another convenient location to be determined.

Note: an RLA Badge will be valid for the duration of the summer student's appointment, but will expire no later than September 30 of the year it is issued. The badge will provide perimeter physical access to NIH. Summer students must remain under escort in restricted areas.

To learn more about summer student badging policies at NIH, click on:

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

Reminder -- Submitting a Completed e-QIP is Mandatory Before Badge Issuance
This article first appeared in the February 18, 2015 issue of DPSAC News.

DPSAC is not issuing PIV cards (HHS ID Badges) to individuals who have not completed their Electronic Questionnaires for Investigations Processing (e-QIP) and had DPSAC staff review the documents for submission to the Office of Personnel Management (OPM).

This federal policy stipulates that before an NIH employee, contractor or affiliate can be issued a PIV Card (HHS ID Badge) to access NIH facilities and NIH IT resources, s/he must first accurately complete and submit the e-QIP and related investigation forms in a timely manner to allow DPSAC time to review and release them to OPM.

If DPSAC determines the application forms are incomplete, DPSAC will be required to send the documents back to the individual for completion, thus delaying the badging process. All new employees, contactors and affiliates must follow these guidelines. There are no exceptions!*

Individuals new to NIH who do not complete their e-QIP prior to their "Entry on Duty" (EOD) day will not receive a PIV card until this review and release process is completed.

Advanced Planning for EOD

The NIH administrative community can help new staff members by entering them into the NIH Enterprise Directory (NED) two weeks 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.

To help the NIH administrative community manage this new policy, the HSPD-12 Program Office recently circulated a sample e-mail to ICs that they can adapt for their use. ICs are encouraged to make this e-mail a regular part of their communications with their new hires to alert them to their responsibilities regarding e-QIP submission.

*If DPSAC determines that the individual has a background investigation on file that is still valid, and is equal to or higher than the level of investigation required for the position, e-QIP will not be required.

DPSAC Begins Weekly Enrollment and Badging Services at 5601 Fishers Lane, Rockville, MD

Starting March 4, 2015, DPSAC will begin offering enrollment and badge issuance services at 5601 Fishers Lane on Wednesdays. Hours of operation and contact information at this location are:

Enrollment Office

Room: 1D02

Hours of Operation: Wed: 8:00 a.m. - 4:00 p.m.

Closed for lunch: 12:00 p.m.(noon) - 1:00 p.m.

Phone: 240-669-5509

    Badge Issuance Office
    Room: 1D02
    Hours of Operation: Wed: 8:00 a.m. - 4:00 p.m.
    Closed for lunch: 12:00 p.m.(noon) - 1:00 p.m.
    Phone: 240-669-5510

A directory of all enrollment and badging locations and hours of operations can be found on the DPSAC website at:http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx.

Helpful Tips

Clinical Rotators are not able to obtain a badge without being fingerprinted -- while AOs must still request a badge for Clinical Rotators through NED, the Extended Visitor form requested by the NIH Police provides them with the necessary information to be able to take and submit fingerprints to OPM. NED does not currently capture all the required information to process a fingerprint check for Clinical Rotators (and thus the need for the form).

The NIH Badging Authority by Classification Table (Rev.2-3-15) -- is now posted for viewing by NIH staff on the NIH network at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/NIH-Badging-Authority-by-Classification-Table.aspx.

This table identifies the badge type, the corresponding Badging Authority - DPSAC or the NIH Police Department - for each classification, and examples of positions falling within each classification.

The table also reflects new policies and procedures for issuing Extended Visitor (NIH 'Legacy') badges to Service Providers, Board Members, Construction Workers and others who are not registered in the NIH Enterprise Directory (NED) and may need frequent physical access to NIH facilities. The Extended Visitor ID Badge Application form (pdf) is posted under 'Highlights' on the main page of the NIH Security website: www.security.nih.gov.

An updated directory of PSC regional support staff in 10 HHS regional offices supporting HSPD-12 badging activities -- can be viewed on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/badgingremote.aspx.

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).

AOs who wish to obtain sponsor authority -- must complete the sponsor training (available at: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx) and e-mail a copy of your signed certificate to the NIH HSPD-12 Program Office at hspd12@od.nih.gov. Upon receipt of the certificate, the Program Office will authorize the AO as a sponsor.

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

NED v3.7.2 Released on March 2, 2015

The NED Team deployed a maintenance release (NED v3.7.2) on March 2. According to a recent notification from the NED Team to NED Users, the release includes a new NED reporting capability via nVision and several business Change Requests (CRs), including changing the maximum NIH ID badge expiration date for people classified as Tenant and Volunteer (other than special volunteer) to one year from two years.

For a complete list of items included in NED v3.7.2, please visit: https://intranet.cit.nih.gov/DOtab/deca/CAB/NED/NED%20Release%20Notes/NED%20v3.7.2.pdf

FAQs

Q. We have a new hire coming on board at NIH from another government agency (not HHS or one of its Operating Divisions). This person has a Public Trust Background Investigation (MBI). Will she still need two weeks to go through the NIH badging process (i.e., will she have to be sponsored in NED two weeks prior to EOD if she already has a security clearance at a level higher than what OHR requires)?

A. DPSAC recommends that individuals be entered into NED and Sponsorship be completed for ALL new hires at least two weeks prior to EOD, regardless of what background investigation may have been completed for these individuals in the past.

DPSAC requires two weeks to complete a number of tasks that are part of the Personal Identity Verification (PIV) process, including a thorough review of the federal forms submitted by the applicant, before DPSAC can issue the HHS ID badge on EOD.

Once DPSAC completes these tasks, individuals should expect to receive their new badge on their EOD. Applicants who have not completed their e-QIP or submitted all additional required forms to DPSAC will not be issued an HHS ID Badge until they have done so.

Q. I'm a new employee to NIH and at my orientation I noticed that some of the other new employees were getting their ID Badges. Not so for me. Why is that?

A. One possible reason that you were unable to get your ID Badge on your first day is that you failed to release your background investigation forms (e-QIP) to the Division of Personnel Security and Access Control (DPSAC). The current requirement for issuing an ID Badge includes: (1) the release of e-QIP and submission of all additional required forms to DPSAC; (2) DPSAC's review of the submission; and (3) DPSAC's releasing the reviewed e-QIP to the Office of Personnel Management (OPM). Only then can an ID Badge be issued.

Safety Corner

Fire Safety Tips for Using Microwave Ovens

The following fire safety awareness article was prepared by the Division of the Fire Marshal

Microwave ovens are used every day, both at home and in the workplace. When used properly, the microwave is safe and convenient for heating a variety of foods in a short time. When you become complacent about microwave safety, however, your appliance can cause painful burns and become a potential fire hazard.

The following tips will help make the use of your microwave oven a safe method of food preparation.

Before using a new microwave oven, always read the manufacturer's operating procedures and safety precautions first.

To minimize risk of fire, never attempt to heat articles that are not approved for use in microwave ovens.

Remove food from packaging before defrosting in a microwave oven. Do not use plastic storage containers, foam trays and plastic wraps in microwave ovens because they are not heat stable at high temperatures. Melting or warping can occur which may cause harmful chemicals to migrate into the food.

Never use recycled paper products in microwave ovens unless they are specifically approved for microwave use. Some recycled products including paper towels and even waxed paper may contain minute metal flecks. When a microwave oven is operating, the interaction between microwaves and the metal can cause sparks and even flames.

Do not leave a microwave oven unattended when microwaving popcorn, since the heat buildup can cause fires. Heat the popcorn according to the written instructions, but begin with the minimum time specified because some microwaves can scorch popcorn in as little as two minutes.

If you have a fire in your microwave oven, turn it off immediately. This will stop the fan so it won't feed oxygen to the flames. Then simply wait until the fire suffocates. Never open the oven door until you are absolutely certain that the fire is out. If in doubt, call the fire department.

Use only microwave-safe utensils. The instructions that come with each microwave oven specify what kinds of containers are safe to use and how to test the suitability of materials before use. Never use metallic articles and aluminum foil in a microwave oven.

Always use oven mitts to remove items from the microwave oven after cooking. Be careful when removing a wrapping or covering from a hot item. Hot steam escaping from the container, as the covering is lifted, can cause painful burns.

Be careful when heating liquids in the microwave oven. Since the containers may only feel warm, rather than hot, they are sometimes handled with less caution. This can easily result in the splashing or spilling of a scalding liquid.

Before allowing children to operate a microwave oven, make sure that they are instructed in the proper use, and that they are tall enough to reach the oven and handle foods safely. Over 50 percent of those burned using microwave ovens are under 5 years of age.

If you have any questions concerning microwave oven fire safety and burn prevention, please contact the Division of the Fire Marshal, Office of Research Services, at 301-496-0487.

NIH badging statistics from HHS as of February 21, 2015

Sponsored: 37,442 Enrolled: 37,000 Issued: 36,295*

*This figure represents 97.0% 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.

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.