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October 14, 2015 issue of the DPSAC NEWS

In This Issue

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Division of Personnel Security and Access Control (DPSAC),  

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Personnel Security 

Helpdesk: 301-402-9755

e-QIP: 301-402-9735

Appointment Line: 301-496-0051

E-mail: orspersonnelsecurity@ 

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NIH Begins Enforcing REAL ID Act  

'Compliant' Drivers' Licenses' or ID Cards now needed to access federal facilities requiring proof of identity

REAL ID Phase 3b enforcement began on October 10. This phase prohibits federal agencies from accepting driver's licenses or identification cards issued by non-compliant states for the purpose of accessing military facilities and federal facilities rated at Facility Security Levels 3, 4, or 5 and military facilities. NIH is a Security Level 4 facility.

Currently, this restriction only applies to driver's licenses and identification cards from Minnesota and American Samoa.

Note: federal officials may continue to accept Enhanced Driver's Licenses (EDL) from Minnesota. Samples of EDLs from Minnesota are posted on the Department of Homeland Security web site (Click on the links, Minnesota to view samples).*

As this list is subject to periodic revision, agencies may refer to the most recent list at http://www.dhs.gov/secure-drivers-licenses

The Interagency Security Committee has produced a guide to REAL ID that can be found online at:


* According to the DHS, State-issued enhanced drivers licenses (EDLs) provide proof of  identity and U.S. citizenship, are issued in a secure process, and include technology that makes travel easier. They provide travelers with a low-cost, convenient alternative for entering the United States from Canada, Mexico or the Caribbean through a land or sea port of entry, in addition to serving as a permit to drive.

The DHS has been working with states to enhance their drivers licenses and identification documents to comply with travel rules under the Western Hemisphere Travel Initiative (WHTI), effective June 1, 2009.

Enhanced drivers licenses make it easier for U.S. citizens to cross the border into the United States because they include:

*  a vicinity Radio Frequency Identification (RFID) chip that will signal a secure system to pull up your biographic and biometric data for the CBP officer as you approach the border inspection booth, and

*  a Machine Readable Zone (MRZ) or barcode that the CBP officer can read electronically if RFID isn't available.

The NIH Legacy ID Badge - a Primer

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 Three Major Badge Types

All ID badges start with position classifications
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

PIV Cards
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:
  •     Fellows
  •     Guest Researchers
  •     Collaborators (Clinical and Non-Clinical)
  •     Special Volunteers
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.

NIH Legacy ID Badges
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.
 
Who can be issued a Legacy ID Badge?
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.
 
The "Extended Visitor NIH Legacy ID Badge"
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
 
Each applicant completing this NIH Police form must be sponsored by a PIV-sponsoring Administrative Officer and undergo a name and/or fingerprint check by the NIH Police to determine his or her suitability or eligibility for access to the NIH facilities.

As part of the application process, the sponsoring Administrative Officer must provide "a high level purpose for the requestor's need to enter the campus on a regular basis."
 
The NIH Police are responsible for reviewing DPEVF-100 forms and authorizing the issuance of an Extended Visitor Badge to the individual.

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).


OPM Publishes FY 2016 Pricing Schedule for Background Investigations

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.

The 'Notice' states that "For FY 2016, OPM-FIS is raising prices to fully recover an increase of 7.8% in the costs necessary to run (the) OPM-FIS' investigations program."

Costs for the eight most commonly ordered investigations at the NIH are listed in the table below:
 



To read Notice No. 16-01 in its entirety, including all Investigations Billing Rates, click on: Notice or visit the DPSAC webpage:
 
e-QIP Access Now Requires a Temporary Registration PIN

As all DPSAC News readers know by now, DPSAC must receive and review an individual's background investigation forms and release them to OPM before it can issue an HHS ID or RLA Badge.

The Office of Personnel Management (OPM) recently added a new level of security to the e-QIP process that requires DPSAC to contact the applicants and supply them with a personalized and unique 14 character (alpha and numeric) temporary registration PIN to access e-QIP.
Because of this new requirement, it now becomes imperative that the IC AO collect and enter into NED the individual's current personal e-mail address and a current personal phone number.
Applicants will need the new registration PIN to initially register their username and password. Their registered username and password will be needed each time they return to e-QIP to update responses.
DPSAC can phone the applicant with the new temporary registration PIN or securely e-mail it to him or her.

If the applicant's e-mail is not ".gov" or ".mil," the new temporary registration PIN will be sent automatically through e-QIP if the e-mail provider meets encryption standards. If the e-mail provider does not meet encryption standards, he or she will receive a different e-mail from e-QIP indicating the applicant should contact their sponsoring agency (ORS/DPSAC) to obtain a temporary registration PIN.   

If you have any questions, please contact DPSAC at:
[email protected]

Helpful Tips 

Still holding on to Summer Student RLA Badges? -- DPSAC would like to remind AOs that Summer Student RLA Badges must be returned to the DPSAC Office, Attention, Alex Salah, Building 31, Room 1B03.

Do not lend your ID badge to anyone! -- lending out your ID Badge is prohibited. The issuance of ID badges is based on strict identity proofing and the determination of one's suitability for a specific position classification.

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 [email protected]. 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: [email protected]. 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 [email protected] 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,
[email protected], 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.    
 

Know someone who could benefit by receiving DPSAC News? -- just have that person contact Lanny Newman, [email protected], and ask to be put on the mailing list.   
 
Safety Corner

Play it Safe When Using Space Heaters in NIH Buildings

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

Each year at this time, questions arise concerning the use of space heaters at NIH owned facilities. The guidelines that follow below do not pertain to NIH leased facilities.


Please be aware that if you work in a leased facility, there may be more stringent requirements from the building owner and/or local fire-safety "Authority Having Jurisdiction."

Please check with your Office of Research Facilities (ORF) Facility Manager (
http://orf2.od.nih.gov/AboutORF/BuildingsandFacilityManagers.asp) before purchasing or using a space heater in any NIH leased facility.      
 
Before a space heater can be considered for an NIH owned facility, any difficulties in regulating or maintaining a comfortable temperature must first be directed to ORF to have a building engineer attempt to make mechanical adjustments to the heating system.

If it is determined by ORF that an area cannot be adequately heated, written approval will be provided by the ORF Facility Manager assigned to the building to support the purchase and use of a space heater in designated areas only.

Space heaters are not permitted, under any circumstances, in laboratories, patient care units, or clinics.

Prior to installing any space heater, ORF must also verify that the electrical service to the area is adequate to safely accommodate the heater. Space heaters can easily overload electrical circuits in a building, therefore, additional circuits may need to be installed.

If electrical work is required, the occupant's IC should initiate a work request. If ORF has available funds and it is clear the building is not capable of providing reasonable levels of heat (70 degrees) in that particular room, ORF will fund the electrical work.
 
The Division of the Fire Marshal, Office of Research Services, does not endorse any particular brand or manufacturer of space heaters; however, a convection-type heater is preferable. Convection models slowly warm the air around them and pose less of a burn hazard since their surface temperatures are generally lower.

Prior to purchasing the heater, be sure that the unit has been tested by an approved testing laboratory such as Underwriters Laboratory (UL) and is equipped with ALL of the following features to minimize fire hazards typically associated with these devices:
  • A multi-directional tip-over switch - space heaters can easily tip over. This switch automatically turns off the unit regardless of which way it may fall.
  • An overheat sensor - this sensor limits the heat output of the space heater and automatically turns off the unit if it becomes too hot. 
  • A visible on/off indicating switch and light. 
  • A heater that is cool to the touch and that has guards over the heat coils. 
Proper placement of the space heater is important for safety as well as for comfort. Make sure the unit is placed on a level floor on a hard, non-combustible surface instead of carpet.

All combustible materials (e.g., paper, plastics, wood, etc.) must be stored at least three feet away from the heater.

The power cord must not be covered by carpeting or other materials and extension cords should not be used. Electrical current used for space heaters can cause extension cords to overheat and potentially cause a fire. Plug the space heater directly into a properly grounded outlet.
 
Never leave the heater in operation when an area is unattended or unoccupied.
 
If you have questions concerning the selection and use of space heaters, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487.
 

                       Smoke Alarm 2                    Smoke Alarm 2                  Smoke Alarm 2               
 



NIH Badging Statistics from HHS  
as of October 10, 2015 

Sponsored: 37,049  Enrolled: 36,431  Issued: 35,223*
 
*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.