September 2, 2015 issue of the DPSAC NEWS

In This Issue

NIH to Resume e-QIP in September

Determining When an Applicant is Approved for a PIV Card or RLA Badge

NIH Begins Enforcing REAL ID Act October 10

Foreign National Contractor Badge Clearance Update

Helpful Tips

NED Training Classes Cancelled for Remainder of FY '15

FAQs

Safety Corner - Fire Lanes on the NIH Campus

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

NIH to Resume e-QIP Initiations in September

On June 29, 2015 OPM suspended electronic background investigations (e-QIP) government-wide following the discovery of security issues and vulnerabilities to the system. Toward the end of July, OPM announced that fixes to e-QIP had been implemented and that agencies would soon be able to start using the revised online system.

Since OPM's announcement, NIH's Division of Personnel Security and Access Control (DPSAC) has been busy modifying its own procedures to incorporate OPM's changes in order to resume the use of e-QIP. While e-QIP was offline, individuals had to complete paper forms and were only able to receive ID badges valid for six months.

DPSAC is pleased to announce that it has successfully incorporated OPM's new security measures into its own procedures and will resume e-QIP initiations in September. Please note that individuals who completed the paper background investigation forms will be notified by DPSAC to complete e-QIP. OPM has stated the paper forms cannot be submitted to their offices.

Once e-QIP resumes, DPSAC will no longer authorize the six-month ID badge. In order to receive an ID badge, DPSAC is required to receive and review the background investigation forms and release them to OPM prior to any Badge (HHS ID or RLA) being issued. This requirement affects all HHS Operating Divisions (OpDivs).

New to the process, DPSAC will have to communicate with the applicant and supply him/her with a personalized and unique 14 character (alpha and numeric) temporary registration PIN.

The new registration PIN will be required for the applicant to initially register for his/her username and password. The applicant will enter his/her username and password each subsequent time he or she returns to e-QIP to update responses. DPSAC can phone the applicant with the new temporary registration PIN or securely e-mail it to him/her.

If the applicant's e-mail is not ".gov" or ".mil," DPSAC will send the temporary registration pin through e-QIP directly or will use NIH's Secure E-mail File Transfer service (SEFT) (https://secureemail.nih.gov/bds/Main.do). Therefore, it now becomes imperative that an IC AO collect and enter into NED a current personal e-mail address and current personal phone number.

If you have any questions, please contact DPSAC at: ORSPersonnel Security@mail.nih.gov.

Determining When an Applicant is Approved for a PIV Card or RLA Badge

DPSAC regularly fields calls from the administrative community asking about the badge status of incoming employees, contractors and affiliates. Finding where someone is in the badge approval process is as simple as checking NED's 'Track Badge Status' screen.

As each task in the badging process is completed, it gets recorded in NED and is visible to the NED user. The NED screen capture (Figure 1) shows a sample chronology of the badging process. (Click here to view an enlarged image).

Figure 1. Sample NED Screen of Track Badge Status Report

The message "DPSAC authorized ID badge issuance" on the status line signals to the NED user that the individual may pick up his or her ID badge, and that DPSAC is done with its badging process.

After the AO sees in NED the status as "DPSAC authorized ID badge issuance," the IC (and OHR for FTEs) will be responsible for establishing a date on which the individual can start at the NIH.

NIH Begins Enforcing REAL ID Act October 10

Will Require Use of 'Compliant' Drivers' Licenses and ID Cards to Access Federal Facilities Requiring Proof of Identity

The following article is based on information contained on the Department of Homeland Security (DHS) website (http://www.dhs.gov/real-id-enforcement-brief) that explains the REAL ID Act and recent updates to its implementation. NIH will begin enforcement of the Act starting October 10.

What is REAL ID?

REAL ID is a coordinated effort by the states and the federal government to establish minimum standards for the production and issuance of state-issued driver's licenses and identification cards to improve the reliability and accuracy of state-issued identification documents. The REAL ID Act (The Act), passed by Congress in 2005, prohibits federal agencies from accepting non-compliant versions of these documents for official purposes such as airline travel and admission to federal facilities requiring proof of identity.

According to the DHS, the Act "should inhibit terrorists' ability to evade detection by using fraudulent identification." REAL ID implements a 9/11 Commission recommendation urging the federal government to "set standards for the issuance of sources of identification, such as driver's licenses."

Current regulations state that federal agencies "may not accept state-issued driver's licenses or identification cards for official purposes from individuals unless the license or card is REAL ID-compliant and was issued by a compliant state as determined by DHS."

Impact at NIH Facilities

Individuals holding drivers licenses from non-compliant jurisdictions listed in the table below will need alternative identification to access NIH facilities beginning on October 10, 2015.

+ Federal officials may continue to accept Enhanced Drivers Licenses. For more information, visit: www.dhs.gov/enhanced-drivers-licenses-what-are-they

Limitations
Access for activities directly relating to safety and health or life preserving services, to law enforcement, and to constitutionally protected activities, including legal and investigative proceedings will not be affected. Existing agency policies will still apply.

The Act does not require individuals to present identification where it is not currently required to access a federal facility (such as to enter the public areas of the Smithsonian) nor does it prohibit an agency from accepting other forms of identity documents other than documents from non-compliant states (such as a U.S. passport or passport card).

The Act's prohibitions do not affect other uses of driver's licenses or identification cards - including licenses and cards from non-compliant states - unrelated to official purposes as defined in the Act. For example, the Act does not apply to voting, registering to vote, or for applying for or receiving Federal benefits.

For more information, please contact the DHS Office of State-Issued Identification Support at osiis@hq.dhs.gov

Foreign National Contractor Badge Clearance Update

All foreign national contractors who need a Restricted Local Access (RLA) badge must first be cleared by the Division of International Services (DIS). DIS now offers contractor badge clearance hours from 1:00 p.m. - 4:00 p.m., Monday through Friday, no appointment necessary.

In order to expedite the clearance process, please carefully review the DIS website for more information on this process and the required documents contractors need to bring with them to DIS. DIS is not able to update a record that has been deactivated or has not yet been entered in NED, so please verify ahead of time that the contractor has an active NED record.

Please contact the DIS Customer Service Team at dis@mail.nih.gov if you have any questions.

Helpful Tips

'How to' Guides for helping applicants complete e-QIP -- Completing the e-QIP investigation forms can be a time-consuming, and on occasion, confusing task. DPSAC has prepared a series of guides to help applicants navigate e-QIP and fully complete the necessary forms. According to DPSAC, leaving fields on the form blank or not completing all the requested information are the most common reasons e-QIP questionnaires are returned to applicants. These helpful guides are posted on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/forms/Pages/Backcheck.aspx.

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.
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).

Know someone who could benefit by receiving DPSAC News? -- just have that person contact Lanny Newman, newmanl@mail.nih.gov, and ask to be put on the mailing list.

NED Training Classes Cancelled for Remainder of FY '15

Recent temporary staffing restrictions have prompted the HSPD-12 Program Office to cancel the final beginner and advanced NED training classes originally scheduled for September 15.

The Program Office plans to resume these classes in October and will announce the new schedule in DPSAC News and on the DPSAC website once the schedule is finalized.

The NED courses will also be 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."

FAQs

Q. Do non-FTEs need to be cleared by DPSAC before their Fellowship Payment System (FPS) award can be activated? If so, where is the policy documenting this?

A. For answers to your questions regarding FPS, you will need to check with the Office of Financial Management (OFM). For DPSAC's purposes, it is essential that the IC AO enter the information into NED accurately.

[Correction: In an earlier version of this FAQ published in the August 19, 2015 DPSAC News, the answer incorrectly referenced the Office of Financial Planning when it should have read Office of Financial Management (OFM)].

Q. Is there a way that an applicant can fax the completed background information forms to the IC/AO, who can then hand deliver the documents to DPSAC with a receipt of delivery?

A. The completed background information forms cannot be sent to the IC/AO.

Note: Credentialing at the Clinical Center is a completely separate process from what DPSAC does or needs. Given that e-QIP contains extremely sensitive and personal information, AOs should not be receiving or handling these forms.

DPSAC has a secure fax line for direct transmission of e-QIP forms and releases. The fax number is 301-480-0108.

Q. Can you confirm that no appointment is needed for fingerprinting (i.e., that walk-ins are acceptable)? Also, what happens if the individual lives outside the immediate area?

A. Walk-ins for fingerprinting are acceptable. Fingerprinting should be done as soon as possible once the individual is entered into NED.

Please note that the DPSAC website has published all locations where NIH has the capability to capture fingerprints. In addition, DPSAC has made special arrangements with the ten HHS Regional Offices, via the Program Support Center (PSC) at each location.

Individuals can go to specific locations in: Boston, New York City, Philadelphia, Atlanta, Chicago, Dallas, Kansas City, Denver, San Francisco and Seattle.

DPSAC will receive the fingerprint results from these locations. Once DPSAC is in receipt of the results, and if e-QIP and the individual's background investigation are cleared by BOTH OPM and DPSAC, the appropriate Badge (HHS ID or RLA) is printed in DPSAC and securely sent to the HHS Regional Office for issuance.

As would be the case for someone on the NIH campus, the individual will need to make two separate trips, the first to get fingerprinted, and the second to pick up his or her ID badge.

Q. What is the difference between "revocation" of a person's ID badge and "deactivation" of their NED record?

A. Revocation refers to the disabling of a person's ID badge in the NIH Physical Access Control System (PACS) and the HHS Smart Card Management System (SCMS). When this occurs, the person is no longer able to use the badge for physical and/or logical access (i.e., in the case of a smart card).

For example, when an Administrative Officer (AO) reports a person's badge as lost in the NED Portal, or the expiration date printed on the badge is in the past, the person's badge is revoked, but the NED record remains "active."

NED deactivation occurs when a person separates from NIH and their NED record status changes from active to inactive. For example, when an AO submits a 'deactivate' task in the NED Portal, or NED deactivates the record based on a person's 'not to exceed' (NTE) date, the deac- tivation (of the NED record) initiates the revocation of the person's ID badge and/or NIH network account.

Note: external systems that use NED as a data source (e.g., NBS, GovTrip, ServiceNow) may also be affected following the deactivation of a NED record.

Q. What is the proper procedure for disposing of an ALT Card that was returned to our designated ALT card distributor because it was defective?

A. Please send the defective ALT Card to:

DPSAC

Attn: Alex Salah

31 Center Drive, Room 1B03

Bethesda, MD 20892

Safety Corner

Fire Lanes on the NIH Campus

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

We have all noticed cars illegally parked in designated fire lanes. It happens everywhere, unfortunately, including on the NIH Bethesda campus. These lanes are absolutely essential for effective emergency response. Blocked emergency access places our people and facilities at risk.

The signs that shout "NO PARKING - FIRE LANE" should be simple and straightforward enough.

When there is an emergency, fire, rescue and police vehicles need to get close to the buildings, fire hydrants and sprinkler/standpipe system connections.

Leaving your privately owned or government owned vehicle in a fire lane can severely hinder firefighting and rescue efforts, making this a very serious offense. At the NIH, this violation results in a $55 fine plus a $25 processing fee for the driver of the vehicle plus towing and impoundment charges.

Make no mistake: All parking in designated fire lanes on the NIH Bethesda campus is against the law and there are no exceptions!

If you have any questions regarding fire lanes on campus, please contact the Division of the Fire Marshal, Office of Research Services, at 301-496-0487.

NIH badging statistics from HHS as of August 28, 2015

Sponsored: 37,184 Enrolled: 36,511 Issued: 35,407*

*This figure represents 95.0% 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.