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November 11, 2015 issue of the DPSAC NEWS
In This Issue
Spotlight on . . . Guest Researchers
DPSAC Customers Are (almost) All Smiles
New NIH Policy Manual, Chapter 1443: Homeland Security Presidential Directive 12 (HSPD-12) Implementation
Don't Risk Losing Your Access to NIH Facilities & IT Resources
Helpful Tips
FAQs
NED Basics Class December 2
NIH Badging Statistics from HHS.

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This is the second in a series of articles spotlighting position classifications that NIH use to determine the type of badge it can issue. Based on the individual's classification, s/he will be eligible for either an HHS ID Badge/ PIV Card, an RLA Badge or an NIH Legacy ID Badge.

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 badge types. 

Each classification also governs whether the individual will be entered into NED, the type of background investigation 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).

Classification: Guest Researcher

Who is a Guest Researcher?
According to "NIH Manual Chapter 2300-308-1, NIH Guest Researcher/Special Volunteer Programs, "Guest Researchers are scientists, engineers and students who are permitted to engage in scientific studies and investigations using NIH facilities. Under this program, these individuals further their own research by using equipment and resources that would otherwise be unavailable to them. They provide no direct services to NIH. They may not have any patient contact."

Who is NOT a Guest Researcher?
Some may confuse Guest Researchers with Special Volunteers. Special Volunteers also fall under the purview of NIH Manual Chapter 2300-308-1. These are individuals who provide research services, direct patient care, clerical support, technical assistance, or any other necessary services for NIH. The key distinction here is that Special Volunteers provide services that benefit NIH while Guest Researchers do not.

Pay/Compensation
NIH does not financially compensate Guest Researchers for their activities or services.

Training for Guest Researchers may not be paid for by using NIH funds. Guest Researchers may attend certain NIH-sponsored training activities provided that space is available and that their attendance does not deny a government employee a training opportunity. A Guest Researcher must demonstrate the relationship of the training to the job.

Type of badge issued to Guest Researchers
Guest Researchers who are U.S. citizens that will be at NIH long-term (greater than six months) are issued a PIV Card (HHS ID Badge).

Short-term (less than six-months) and foreign national Guest Researchers receive the Restricted Local Access (RLA) Badge.
   
Are Guest Researchers entered into NED?
Yes. AOs/ATs will enter Guest Researchers into NED and will sponsor them for an ID badge, and logical access if appropriate. The IC Scientific Director, or other designee, reviews and approves Guest Researcher appointments.
   
Who processes the badge requests for Guest Researchers?
The Division of Personnel Security and Access Control (DPSAC) processes these individuals and issues the ID badge to them.
 
What background investigation is required for Guest Researchers? 
Long-term Guest Researchers will undergo a background investigation commensurate with their roles and responsibilities. These Guest Researchers will be required to submit fingerprints and complete e-QIP. DPSAC then will submit the fingerprints and e-QIP forms to the Office of Personnel Management (OPM) for conducting the necessary background investigation.

Short-term (less than six months) Guest Researchers are only subject to a fingerprint check. Short-term Guest Researchers who choose to extend their time at NIH beyond six months will need to complete e-QIP.
   
Citizenship
Guest researchers are not required to be U.S. citizens or U.S. permanent residents. However, non-immigrant foreign nationals (i.e., non-U.S. citizens or permanent residents) must be cleared by the Division of International Services (DIS), ORS, NIH, in order to permit their assignment at NIH. Such clearance is required before the assignment may commence (see Manual Chapter 2300-308-1, Section E., References, Citizenship, p.5).
   
How long is the badge good for?  
PIV Badges (HHS ID Badges) are typically issued with a 5-year lifecycle. After five years, the individual will be required to renew his or her HHS ID Badge.

RLA Badges issued to foreign national Guest Researchers will have a 3-year lifecycle.

Short-term Guest Researchers will receive a 6-month RLA Badge.  
   
What else should you know about Guest Researchers?

Eligibility: NIH research facilities are available to non-NIH employees who are sponsored and paid by an outside organization or who are self-supporting.

The following individuals are NOT eligible to be NIH Guest Researchers: (1) Scientists at NIH for the purpose of informal observations, discussions and/or participation in scientific activities who have no formal relationship with NIH; (2) Scientists at NIH for less than 1 week; (3) Special Volunteers. 

Resources: Guest Researchers may use Occupational Medical Service facilities for emergency or other authorized treatment and NIH supplies and research services. Travel at government expense is permitted when it is of direct benefit to NIH and is fully justified as such. However, because Guest Researchers are not government employees, they may not use government-owned vehicles.

Health Insurance: Guest Researchers are not eligible for health insurance coverage under the Federal Employees Health Benefits Program. Those who do not have adequate health insurance must obtain immediate coverage that is substantially equivalent to the Federal Employees Health Benefits Plan and show proof of coverage prior to beginning an assignment. NIH may not purchase health insurance for Guest Researchers.

Since Guest Researchers are not covered by the Federal Employees Compensation Act, it is critical that any individually-purchased health benefits plan provides coverage for work-associated injuries or illnesses. (see Manual Chapter, References, p. 7).

Malpractice coverage: Guest Researchers are not eligible for coverage under the Federal Tort Claims Act in the event of a tort/malpractice claim (see Manual Chapter, Section G, Tort Claims/Malpractice Coverage, p. 9).

Extensions: A Guest Researcher may extend his/her visit at NIH with the approval of the proper officials. In addition, if the Guest Researcher is a non-immigrant foreign national, he/she must remain in a valid visa status with clearance by the DIS, ORS. The IC must submit a request for extension to the DIS before the Guest Researcher status expires in accordance with DIS processing times (http://dis.ors.od.nih.gov/advisories/techadvis_no01.html)

Disposition of a Guest Researcher's ID Badge
When Guest Researchers end their employment/affiliation with the NIH, they must turn in their badge to their AO/Sponsor. The AO/Sponsor must return the badge to DPSAC in Building 31, Room 1B03.

DPSAC Customers Are (almost) All Smiles

DPSAC is pleased to report that its customers are happy . . . and getting happier!

According to customer feedback collected at DPSAC's "HappyOrNot" kiosks installed near the exits of its Enrollment and Badge Issuance locations in Building 31, 99% of those who responded (440 of 477 individuals) were happy with the service they received, while only 1% (7 of 477 individuals) recorded unhappy experiences.

These data represent a 2% rise in customer satisfaction for the Enrollment Office, with an index of 96, and a 1% rise in satisfaction for the Badge Issuance Office, with an index of 98. Figures were based on a comparison of customer satisfaction from a month earlier. October marked the first full month that the new contractor customer service staffs were in place for the Enrollment Office.

"HappyOrNot" was created by a Finnish company with the same name that sought to create a simple system that could help drive customer and employee satisfaction improvement. 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 ask "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.

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. All feedback is anonymous.

According to Richie Taffet, HSPD-12 Program Manager, "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," Taffet added.

In addition to offering these interactive kiosks to its customers, DPSAC attaches a link to a customer satisfaction survey with each e-mail it sends to its customers. "Customer satisfaction is something we need to monitor and act upon - every day," said Taffet.
New NIH Policy Manual, Chapter 1443: Homeland Security Presidential Directive 12 (HSPD-12) Implementation Policy
 
On November 3, 2015, the Office of the Director (OD), Office of Management (OM), Office of Research Services (ORS), Office of Security and Emergency Response (SER), Division of Personnel Security and Access Control (DPSAC) announced the issuance of a new manual chapter, "Chapter 1443 - Homeland Security Presidential Directive 12 (HSPD-12) Implementation Policy."

This new chapter, which is posted at https://oma1.od.nih.gov/manualchapters/management/1443/ establishes the HSPD-12 implementation policy for the National Institutes of Health (NIH) and includes "the requirements for obtaining an identification (ID) badge for all employees, contractors, and affiliates who require physical access to NIH facilities and access to NIH Information Technology (IT) networks and information." 

This policy document aims to ensure that NIH complies with all applicable federal authorities, policies, and directives.

Don't Risk Losing Your Access to NIH Facilities and NIH IT Resources

DPSAC wants to remind its customers that they must complete their e-QIP forms and respond to Letters of Interrogatory (LOIs), when requested, in a timely manner or risk losing their physical and logical access (i.e., access to the NIH network and IT services) privileges.

LOIs are sent to individuals when DPSAC needs additional information to clarify findings from that person's background investigation.

Helpful Tips 

Return ALT Cards to an IC ALT Card Coordinator, NOT to DPSAC -- DPSAC wants to remind all ALT Card recipients that if they no longer need their ALT Card, PLEASE DO NOT RETURN IT TO DPSAC! Rather, they should return the ALT Cards to their IC ALT Card Coordinator who can 'recycle' the card to another approved ALT Card user within their IC.

Click-to-Sign (CTS) offers faster e-QIP review and approval -- applicants completing their electronic Questionnaires for Investigations Processing (e-QIP) are now able to digitally sign their e-QIP Standard Form Certification page and related release forms (General, and if applicable, Fair Credit and Medical) using e-QIP's new 'Click-to-Sign' function.

Individuals will still have the option of printing the signature pages and hand signing and uploading them into e-QIP before releasing or delivering them to DPSAC. Applicants completing e-QIP also need to remember to complete and attach their forms OF-306 and OF-612.  
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 (see: 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).

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? -- have the person contact Lanny Newman, newmanl@mail.nih.gov, and ask to be put on the mailing list.   
 
FAQ

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 deactivation (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 person's NED record.  
 
NED Basics Class Offered December 2, 2015

The next NED class is scheduled for Wednesday, December 2, 2015 from 9:00 a.m. to 12:00 p.m. in Building 12A, Room B51.

The course is intended for new or relatively inexperienced NED Portal users with an Administrative Officer (AO) or Administrative Technician (AT) role. The course description states that "upon completing the course, students will have a solid working knowledge of the NED Portal and be able to perform the following tasks: Register/Activate, Update, Modify, Transfer, Badge Renewal and Deactivate."

To register for the December 2, 2015 class, go to: http://training.cit.nih.gov/class_details.aspx?cId=NIHCIT-GN142.




 
NIH Badging Statistics from HHS  
as of October 31, 2015 

Sponsored: 37,151  Enrolled: 36,498  Issued: 35,312*
 
*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.