March 16, 2016 issue of the DPSAC NEWS

In This Issue

Spotlight on...Summer Students

Exchange Program to Support Collaboration between NIH, Walter Reed National Military Medical Center (WRNMMC) and the Uniformed Services University of Health Sciences (USUHS)

FAQs Avoiding Badging Delays

News Briefs - New NED Training Videos

Safety Corner

NED Training Schedule for Remainder of FY '16

Past Issues

Contact Us

Division of Personnel Security and Access Control (DPSAC),

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Personnel Security

Helpdesk: 301-402-9755

E-mail: orspersonnelsecurity@

mail.nih.gov

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This is the eleventh 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 (also known as a Personal Identity Verification or PIV Card), a Restricted Local Access (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.*

Classification: Summer Students

("Summer Student" is an attribute of certain classifications in NED, such as: NIH FTE - including GS, SES, Title 42, etc.; Fellow; Special Volunteer; and Guest Researcher)

Who is a Summer Student?

A Summer Student is a temporary, full- or part-time NIH employee (or FAES employee) who is a Summer hire (at NIH during Summer months).

Who is NOT a Summer Student?

Clinical Rotator (typically a 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.
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.

Note: 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."

Type of badge issued to Summer Students

Before November 16, 2015, Summer Students were issued NIH Legacy ID Badges that were good for the period of their summer tenure. All badges issued to Summer Students expired September 30 of the year they were issued. This badge afforded them physical access to NIH facilities, but not logical access to NIH IT and Network services.


Figure 1

On November 15, 2015 the NED Team deployed
maintenance release v3.7.6 to support a new DPSAC
requirement that NIH issue Restricted Local Access
(RLA) ID badges (Figure 1) to Summer Students in
place of the NIH Legacy badges.

RLA badges support physical access (and logical
access when deemed appropriate).

All RLA badges issued to Summer Students expire on September 30 of the year issued.

Are Summer Students entered into NED?

Yes. Administrative Officers/Administrative Technicians (AOs/ATs) will notice when registering an individual in NED that Summer Student is not a stand-alone Classification listed in the NED drop down menu. Rather, Summer Student is an attribute of certain position classifications.

Selecting certain classifications will prompt the NED portal user to indicate whether the individual is a Summer Student (Yes or No). Other classifications do not offer this prompt. Classifications that offer the Summer Student prompt include: "NIH FTE - including GS, SES, Title 42, etc", "Fellow," "Special Volunteer" and Guest Researcher. Examples of classifications that do not offer the Summer Student option include: "NIH FTE - Commissioned Corps (CC)" and "Contractor."

When the NED Portal user selects a classification and affirms that the individual is a Summer Student on the NED registration screen, the classification defaults the individual to an RLA badge. AOs/ATs will enter the individual who qualifies for student designation into NED and will sponsor him/her for an RLA badge.

This badge will provide the student with physical access to the NIH Bethesda campus (and with logical access to the NIH Network and IT services, if deemed appropriate).

Who processes the badge requests for Students?

DPSAC enrolls Summer Students and issues their RLA Badge.

What background investigation is required for Students?

As of November 16, 2015 Summer Students entered into NED will be sent to DPSAC for fingerprinting. Upon receipt of a favorable fingerprint check, DPSAC will issue these individuals an RLA badge.

How long is the badge good for?

RLA badges issued to Summer Students, who usually arrive at NIH between April and June, will expire on September 30 of the year issued.

What else should you know about Students?

Get fingerprinted early -- The arrival of approximately 1500 Summer Students over a six- to eight-week period in April and May can place a significant burden on DPSAC staff who enroll and issue badges to these individuals. To lighten this load and help the arriving students avoid badging delays, DPSAC encourages ICs to have their Summer Students come to NIH for fingerprinting before the first day of work.

Summer Students who are fingerprinted by DPSAC at least one week before their first day and receive a favorable result may be issued a badge on their first day at NIH. DPSAC maintains enrollment and badging services on the NIH campus in Building 31 and in the South Lobby of the Clinical Center.

Summer Students will have the option to provide their personal information via a secure online NED portal or by completing Form HHS 745, Part A, (Appendix 1) and returning it to their AO/AT. If they elect to complete an HHS 745, the AO/AT should then use the completed form to create and/or update the student's NED record.
Minors -- Summer Students under the age of 18 must also provide parental/legal guardian consent to undergo the necessary security requirements. Parental/legal guardian consent is not available using the secure NED portal.

These students must complete a paper copy of the HHS 745.
A pdf version of the form can be found on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/Documents/BadgeRequest FormStudent.pdf.

The signed form must be sent to DPSAC by mail to Building 31, Room 1B03. Please use a sealed envelope (without holes) to send the form. You should not use the standard brown interoffice message envelope. Parental/legal guardian consent must be received prior to ID badge issuance.
Summer Students at Remote Locations
Summer Students who will be reporting to remote locations [Rocky Mountain Laboratories (RML), National Institute of Environmental Health Sciences-Research Triangle Park (NIEHS-RTP), etc.] will receive fingerprint checks administered by appropriate local security staff.

DPSAC will review the results of the fingerprint check and notify the students when they have been authorized for an RLA Badge.

These remote locations will have local badging stations.

Summer Students working at these locations should contact their local security office for information on where to obtain an RLA Badge and/or schedule an appointment.
Foreign Summer Students
Foreign Summer Students will be processed through the Division of International Services (DIS); however, they too will undergo a fingerprint check. For more information, please see: http://dis.ors.od.nih.gov.

A full description of badging procedures and policies for NIH Summer Students is posted on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/students.aspx

Disposition of a Summer Student's ID Badge

When Summer Students 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.

Exchange Program to Support Collaboration between NIH, Walter Reed National Military Medical Center (WRNMMC) and the Uniformed Services University of Health Sciences (USUHS)

The NIH is formalizing an exchange program between the NIH, the Walter Reed National Military Medical Center and the Uniformed Services University of Health Sciences to facilitate collaboration between medical professionals at these centers of research excellence and to advance mutual research goals.

Streamlining access to the NIH campus
Key to this exchange program has been NIH's revision of its badging policies to allow for the issuance of a Personal Identity Verification (PIV) card (also referred to as an HHS ID Badge) to qualified Naval support personnel.

To initiate the processing for a PIV card to access the NIH campus, WRNMMC and USUHS participants must be sponsored by an authorized NIH Administrative Officer (AO) within the NIH Enterprise Directory (NED) as a "Collaborator (Clinical or Non-Clinical)." The Collaborator classification was deemed appropriate for the personnel coming from USUHS and WRNMMC to collaborate with the NIH.

Any other ID badge issued by NIH (e.g. legacy, extended visitor) is not allowable for personnel covered by the joint agreement.

[Please note that in order to initiate processing for an ID badge to obtain physical and logical access to NIH facilities, the IC Administrative Office will contact the WRNMMC or USUHS individual(s) and request the required personally identifiable information (PII) on an HHS-745 form to establish an NIH Enterprise Directory (NED) record].

WRNMMC and USUHS personnel who already have a PIV card in the capacity of a Special Volunteer, Guest Researcher, etc., may stay in their present classification until the badge expires. Once their badges have expired, they will need to be re-classified as Collaborator (Clinical or Non-Clinical) in NED.

WRNMMC and USUHS personnel who currently possess any other ID badge issued by NIH (e.g. legacy, extended visitor) will need to have their NED records updated to re-classify them as Collaborator (Clinical Non-Clinical).

This update in NED will automatically initiate the process for them to receive a PIV card/HHS ID Badge or RLA badge (per the joint agreement between USUHS, WRNMMC and NIH.

To view the Badge Processing Instructions for USUHS and WRNMMC Personnel, click on the link: Badge Processing Instructions.

Helpful Tips

NOT IN NED = NOT ENTERING ON DUTY -- a number of new hires continue to show 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 background 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 301-402-9755 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.

If you work outside the Bethesda/Rockville area, contact your local badge issuance office. You can find contact information for all badge issuance offices at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx.

Know someone who should be reading DPSAC News? -- have the person contact Lanny Newman, newmanl@mail.nih.gov, and ask to be put on the mailing list.

FAQs

Avoiding Badging Delays with Timely Registration of New Employees into NED

Q. Can I put someone into NED even though that person's Entry On Duty (EOD) date is a few weeks off?

A. Yes. DPSAC actually encourages AOs to enter new staff into NED a few weeks before EOD.

Q. If a contractor is converting to an FTE, can I, as an AO, reclassify the contractor to FTE via a NED update prior to their first day as an FTE without causing the person's badge to be revoked?

A. Yes you can! A contractor badge (with the green stripe) will continue to work until the badge holder receives the HHS ID Badge (PIV Card) with a white 'stripe' that is issued to FTEs.

Foreign national contractors require special attention when they are converting to an FTE or are renewing their PIV card. Due to limitations in the HHS smart card management system, AOs need to be aware that renewing the badge of a foreign national currently in possession of a PIV card or reclassifying a foreign national with a PIV card from contractor to FTE results in the immediate revocation of the PIV card.

To help mitigate this problem, foreign nationals with PIV cards should make their badge enrollment and issuance appointments on the same day as the sponsorship action to help avoid any interruption to physical or logical access due to a deactivated badge.

If the affected foreign national is not immediately notified via e-mail to schedule his/her enrollment and badge issuance appointments once NED is updated, the individual should visit DPSAC (or his/her local security office) to request an appointment.

AOs should reach out to their foreign national customers before starting the badge renewal or sponsorship task and explain the importance of picking up their new RLA badge on the same day that their PIV card is revoked. By coordinating the timing of these activities, the AO can help foreign nationals obtain their new RLA badges quickly and avoid any interruption to their access privileges at NIH.

Q. After a contractor has been reclassified to FTE in NED, can he or she make appointments for Enrollment and Badge Issuance before their FTE EOD date?

A. Yes. It's important that the person be reclassified to FTE, and other NED information be updated as necessary, otherwise, the individual won't be able to get an appointment! Once the AO updates NED and DPSAC updates their database, the person can get an appointment.

Please note: a person can be enrolled and adjudicated prior to his or her EOD date, but NED will not authorize issuance of the badge until the person's EOD date.

News Briefs

Two New Training Videos Demonstrate "Push" and "Pull" Transfer Tasks in NED

DPSAC recently produced two new videos for NED users describing how to carry out a "Push Transfer" and a "Pull Transfer" in the NED Portal.

Each four-minutes training module, posted on the DPSAC website under "Training" at http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/nedweb.aspx, demonstrates the steps to successfully complete these NED tasks.

Safety Corner

The following fire safety flyer was prepared by the Federal Emergency Managment Agency (FEMA), whose mission is to "support our citizens and first responders to ensure that as a nation we work together to build, sustain and improve our capability to prepare for, protect against, respond to, recover from and mitigate all hazards."

To view a full-size PDF version of this flyer, click on: Checklist

NED Training Schedule: 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 (once 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

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.