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December 9, 2015 issue of the DPSAC NEWS  
In This Issue
Spotlight on . . . Clinical Rotators
Helpful Tips
FAQs
NED Training Schedule for Remainder of FY '16
NIH Badging Statistics

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This is the fourth in a series of articles spotlighting position classifications that the NIH uses 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: Clinical Rotator 
Who is a Clinical Rotator? 
Medical or dental student who participates in a clinically-oriented elective rotation, usually over a 4- to 12-week period, in one of the specialty fields and biomedical disciplines at the NIH.

Who is NOT a Clinical Rotator?    
Some may confuse Clinical Rotators with Collaborators. A Collaborator is a non-NIH employee or trainee, employed by or associated with an outside organization, who performs clinical and/or non-clinical research or rotations at or for NIH, pursuant to an agreement. This includes individuals on a Cooperative Research and Development Agreement (CRADA) or any other type of agreement.

Research Collaborators include but are not limited to scientists, engineers, physicians and other scientific or health care providers who are engaged in research collaboration with the NIH intramural research program (IRP) staff and are authorized by NIH to engage in scientific studies and investigations with IRP staff using NIH facilities."

For additional information about Collaborators, see "Spotlight On... Collaborators" in the October 23, 2015 DPSAC News.

Type of badge issued to Clinical Rotators  
Before November 16, 2015, Clinical Rotators were issued NIH Legacy ID Badges that were good for six months and afforded them physical access to NIH facilities, but not logical access to NIH IT and Network services.
Figure 1 

On November 16, the NED Team deployed maintenance release NED v3.7.6 to support a new DPSAC requirement that NIH issue Restricted Local Access (RLA) ID badges (Figure 1) to Clinical Rotators in place of the NIH Legacy badges. RLA badges support both logical and physical access and are good for six months.
 
Are Clinical Rotators entered into NED?
Yes. AOs/ATs will enter Clinical Rotators into NED and will sponsor them for an ID badge (and for logical access, if appropriate).

When a NED Portal user enters a Clinical Rotator into NED, he/she will choose the "Volunteer (Clinical Rotator)" classification. Selecting this classification defaults the individual to an RLA badge.   
 
Who processes the badge requests for Clinical Rotators?   
As of November 16, DPSAC enrolls Clinical Rotators and issues their RLA Badge. Prior to the new badging policy, the NIH Police issued the NIH Legacy ID Badge to Clinical Rotators.

What background investigation is required for Clinical Rotators 
As of November 16, Clinical Rotators entered into NED will be sent to DPSAC for fingerprinting. Upon successful completion of the fingerprint check, these individuals will be issued an RLA badge.  
 
How long is the badge good for? 
RLA badges are good for six months. NIH Legacy ID badges issued to Clinical Rotators prior to November 16 also expire after six months. 

What else should you know about Clinical Rotators?
DPSAC encourages ICs to have their Clinical Rotators come to NIH for fingerprinting before the first day of their rotation. Clinical Rotators who are fingerprinted by DPSAC at least one week before their first day and receive a favorable result may be issued a badge on the first day of their rotation.

Fingerprinting Options 
Option 1: All Clinical Rotators have the option of coming to the NIH ahead of their rotation date to have their fingerprints taken to allow for the Office of Personnel Management's processing time (typically one week). When they return for their report date, and assuming favorable results, they can expect to be issued their RLA badge on their first day.

Option 2: A prospective Clinical Rotator can submit an SF 87 fingerprint form (available from DPSAC and which their program coordinator can include in their acceptance package), to DPSAC at least two weeks prior to day one of the Clinical Rotation.

The SF 87 includes instructions on where to locate fingerprinting services (generally at a local/campus police station). They can then mail the completed form back to DPSAC for processing.

DPSAC recommends they mail their fingerprints to DSPAC at least two weeks in advance of their arrival to the NIH via certified mail or FedEx. With the two-week lead time, the Clinical Rotators can be enrolled and obtain their RLA badge on day one of their rotation.

Note: SF 87 fingerprinting forms are not for use outside of the United States (U.S.). The SF 87 fingerprint form is only available to Clinical Rotators who are able to be fingerprinted at a police station or at their local campus police station in the United States.

Clinical Rotators who provide their fingerprint information to DPSAC on day one of their Clinical Rotation may still participate in their Clinical Rotation. However, they will need to obtain a daily visitor badge from the Gateway Center until DPSAC receives the favorable fingerprint check results and issues the RLA badge.

Disposition of a Clinical Rotator's ID Badge
When Clinical Rotators 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.

Should you have questions about a classification, please call the DPSAC Helpdesk at 301-402-9755 or e-mail them at:orspersonnelsecurity@mail. nih.gov.

  * The 'NIH Badging Authority by Classification Table' containing brief descriptions of all position classifications can be viewed on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx.
Helpful Tips

NOT IN NED = NOT ENTERING ON DUTY  -- a significant number of new hires are still showing up at the DPSAC Enrollment Office on their Entry on Duty (EOD) day without being entered into NED by their AO.

Unfortunately, these new hires will remain 'invisible' to DPSAC staff at enrollment until they appear in NED. As a result, DPSAC must send these individuals back to their AOs to be entered into NED before they can be enrolled and issued an HHS ID Badge (PIV Card).

Entering new hires into NED as soon as possible gives DPSAC access to the individual's Personally Identifiable Information or PII (Full Legal Name, SSN, Date of Birth and Place of Birth) which DPSAC uses to check against OPM's database to see if the individual has a closed background investigation on file.

If DPSAC staff can determine that the individual already has an acceptable background investigation on file, DPSAC can skip the costly and time consuming steps of initiating a new backgound investigation, reviewing the investigation when it is returned, and releasing it to OPM. The result is a speedier hiring process for DPSAC, OHR and the IC.

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. I completed the PIV Sponsor training so I can be added to the NED system as a selecting/approving Administrative Officer. Unfortunately, when I submitted my PIV Sponsor training certificate for approval I was informed that I am designated as an AT and cannot sponsor individuals in NED unless I'm an AO. I am, in fact, an AO. How can this be rectified?

A. Your NED IC Coordinator can modify your role from AT to AO. Once you have been assigned the Sponsor role, be sure that you have re-selected your NED Primary SAC codes so that you will see system-generated NED tasks.


Q. Our Institute has invited an individual from Minnesota to speak at an upcoming meeting being held on the NIH campus in mid-December. Since this person is from Minnesota, his driver's license does not meet the REAL ID ACT requirement for identification to access the NIH campus.  However, this person does have a 'Global Entry Card.' Will he be able to access the campus with that card?
      
A. Yes. Global Entry is a U.S. Customs and Border Protection (CBP) program that allows expedited clearance for pre-approved, low-risk travelers upon arrival in the United States.

According to the Associate Director for Security and Emergency Response, the Global Entry Program screening and identity verification processes correspond to HSPD-12 procedures. Therefore, if a person has a Global Entry Card with a picture and RFID chip, it suffices for access to NIH.

Note: the REAL ID Act will also affect identification requirements for air travel as of January 1, 2016. 


NED Training Schedule Offers a Class a Month for the Balance of FY '16 

New and relatively inexperienced NED Portal users with an Administrative Officer (AO) or Administrative Technician (AT) role are invited to take advantage of one of the hands-on NED training classes being offered (one a month) through the end of fiscal year 2016.

Each class will provide an overview of the NED Portal and the NIH business functions it supports from the perspective of a NED Portal user with the AO or AT role.

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.

The course will also familiarize students with other aspects of the NED Portal so they can set their primary SAC coverage using Preferences, determine the status of a person's ID badge and/or network account request, look up and view information in a person's NED record and utilize NED reporting capabilities.

To register for one of the classes listed below, go to: http://training.cit.nih.gov/class_details.aspx?cId=NIHCIT-GN142. 






NIH badging statistics from HHS as of December 4 , 2015 

Sponsored: 37,102  Enrolled: 36,474  Issued: 35,409*
 
*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.