Every person entering NIH facilities is issued and required to display prominently on his or her person, an ID badge issued by NIH.

Over the coming weeks, DPSAC News will run a series of articles describing, in some depth, the three types of ID Badges issued by NIH - the HHS ID Badge (PIV Card), the Restricted Local Access (RLA) Badge and the NIH Legacy ID Badge - and how NIH uses position classifications to determine which badge to issue to individuals requiring access to NIH facilities and/or the NIH computer network.  

The series begins with an overview of the three badge types with special emphasis on the NIH Legacy ID Badge.

The issuance of ID badges is based on strict identity proofing and the determination of one's suitability for a specific position classification. NIH uses a large variety of distinct position classifications based on a person's function in support of the NIH mission to determine the type of badge it will issue. Each classification, in turn, is paired with one of three badge types.   

Determining an individual's correct classification is an important first step in the badge issuance process since it helps ensure that each person requiring access to NIH facilities and resources is vetted appropriately and qualifies for one of the three possible badge types issued by NIH: the PIV Card (HHS ID Badge), the RLA Badge or the NIH ID Legacy Badge.

Each classification also governs whether the individual will be entered into NED, the type of background check to be administered, who will conduct the background check (DPSAC or the NIH Police) and the lifecycle of the badge (i.e., less than six months, up to a year, up to 3 years or up to 5 years).

NIH Position Classification Table (a.k.a., Badging Authority Chart)

To assist the administrative community and others needing quick answers to badging [classification] questions, DPSAC maintains the Position Classification Table (a.k.a. Badging Authority Chart) which is available to those with access to the NIH network via the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx.

This table presents a shorthand version of the parameters that an administrator or other stakeholder can use to determine an appropriate position classification and badge type. These include:

    - the badge type

    - the position classification

    - a brief description of the positions included under each classification

    - whether the individual is entered into NED

    - the badging authority (DPSAC or the NIH Police)

    - the type of background investigation (BI) required

    - the badge lifecycle

While the majority of Personal Identity Verification (PIV) Cards issued by DPSAC go to NIH Employees (FTEs) and Contractors (44.5% and 33.3% respectively), there remain a significant number of individuals who are not FTEs or Contractors but also qualify for a PIV Card. These individuals, referred to collectively as Organizational Affiliates, include:

Each candidate for a PIV Card is sponsored by an IC AO and undergoes a background investigation commensurate with his or her roles and responsibilities. Also, each candidate is entered into NED and will receive a PIV card that is good for up to five years before it needs to be renewed.

RLA Badges
The Restricted Local Access (RLA) Badge is reserved for three classifications: Short Term Hires (i.e., individuals hired by NIH for less than six months); Summer Students (all Summer Student badges expire on September 30 of the year they are issued); and Foreign Nationals.

Each candidate for an RLA Badge is sponsored by an IC AO and undergoes a fingerprint check and/or background investigation commensurate with his or her roles and responsibilities.

While all Foreign Nationals at NIH are issued an RLA badge, the lifecycle of the badge may extend up to 3 years. Foreign nationals at NIH longer than three years will continue to be issued an RLA badge but will be subject to a more rigorous background investigation.

A Legacy Badge provides physical access to the NIH main campus and allows holders of this badge to enter the campus through employee entrances.

Legacy Badge recipients are individuals who do not qualify for a PIV Card or RLA Badge but need access to the NIH to provide a function that supports the NIH mission.

While all Legacy Badges are authorized by the NIH Police, the vetting process will vary based on the individual's role and responsibilities at NIH, (i.e., his or her classification). Who can sponsor the individual is also dependent on the roles and responsibilities inherent in the position classification.

Of the many position classifications that require a Legacy ID Badge, NIH has identified several for which applicants must complete the "NIH Extended Visitor Application Form," formerly the "Authorization for Release of Information Form (Extended Visitor ID Badge Application) (DPEVF-100)" provided by the NIH Police. This form is available on the NIH Security website at the link: NIH Extended Visitor Application Form

Individuals who do not qualify for a PIV or RLA badge and whose position classification is not listed on the Extended Visitor form, such as Blood and Platelet Donors, Patient Guardians/Caregivers and Patients, are also eligible for a Legacy Badge. However, these individuals will undergo a simple name check against an FBI database.

Note: NIH provides special forms specific to certain visitor classifications in order to simplify the Legacy Badge application and review process. For example, one form applies only to Patients. A patient sponsor must be a member of the IC Patient Care/Research Team who can verify the patient's active participation in a research protocol that necessitates visits to the Clinical Center.

Future articles in this series will delve into each position classification. On occasion, the series will compare two or more classifications that may be similar in name or responsibility but may require different vetting processes (and different badge types).

The Office of Personnel Management (OPM) recently published the FY 2016 pricing schedule for Background Investigations in OPM Federal Investigations Notice - No. 16-01 - Investigations Reimbursable Billing Rates Effective October 1, 2015.

ORSPersonnelSecurity@mail.nih.gov