April 27, 2016 issue of the DPSAC NEWS

In This Issue

Spotlight on...Construction Workers

Students Begin Arriving for NIH's 2016 Summer Internship Program

Your Feedback Matters

Summer Student Frequently Asked Questions

New Departmental Procedures Will Speed Transfer Process Between HHS Operating Divisions

Personally Identifiable Information (PII) Can Reside in Some Surprising Places

Government Photo ID Badges - Nearly 100 Years Ago!!

Helpful Tips

NED Training Schedule for Remainder of FY '16

News Briefs

Past Issues

Contact Us

Division of Personnel Security and Access Control (DPSAC),

Office of Research Services

Personnel Security

Helpdesk: 301-402-9755

E-mail: orspersonnelsecurity@

mail.nih.gov

Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@

mail.nih.gov

This is the fourteenth 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: Construction Workers

(As this classification appears on the 'Badging Authority By Classification Table' posted at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx)

Who is a Construction Worker?
A Construction Worker is an individual who supports the NIH's construction efforts, is not an NIH employee, and is not at a managerial level.

Who is NOT a Construction Worker?
Grounds Maintenance, which is classified separately on the Badging Authority Chart, includes individuals who provide landscaping, snow removal, and other services on the (NIH) grounds. Construction Workers and Grounds Maintenance are issued the same type of badge and undergo the same background check.

Type of badge issued to Construction Workers
Construction Workers are issued an NIH Legacy Badge for identification purposes and for physical access to the NIH campus (Figure 1).


Figure 1.

Are Construction Workers entered into NED?
No. Construction Worker applicants must complete an Extended Visitor application that is reviewed and sponsored by his or her Institute's or Center's (IC) PIV approved Administrative Officer (AO) (see 'Who processes the badge requests for Construction workers).

Who processes the badge requests for Construction Workers?
The Construction Worker badge applicant must first complete the Extended Visitor application posted in PDF format at http://security. nih.gov/Documents/Extended%20Visitor% 20Form.pdf and bring the completed form to his or her IC's Sponsoring AO.

The application includes the individual's Full Name, complete Home Address, Social Security Number, Date of Birth, Citizenship, Gender and Signature. The application must also include a justification statement to support the request that falls into the Construction worker category.

The AO Sponsor AND the Construction Worker's Project Officer must review and sign off on the application. The applicant will then be directed to take the application to the duty officer at the Badging Desk at the Gateway Center (Building 66) or the NIH Police Guard Force Operations Branch (31/B4BE09). There, the applicant will present the completed application to the badging officer.

The NIH Police reviews and approves Construction Worker badge applications.

Once the appropriate background check is completed, the NIH Police will e-mail the applicant and the Sponsoring AO with the results and instructions to visit the Gateway Center Badging Desk to be photographed and issued an NIH Legacy Badge.

What background investigation is required for Construction Workers?

Construction workers are required to submit fingerprints for a Special Agency Check (SAC).

How long is the badge good for?
NIH Legacy Badges issued to Construction Workers have a lifecycle of up to one year. At the end of the badge's lifecycle, the badge holder will be required to renew his or her NIH Legacy Badge.

What else should you know about Construction Workers?

A Construction Worker presents his/her NIH Legacy Badge to the NIH guard stationed at an entrance for inspection in order to enter the NIH campus. Following inspection, the guard will allow the worker to pass to enter the campus. The NIH Legacy badge issued to Construction Workers is 'non-technology,' which means that it cannot be used with a card reader to open entry gates..

Disposition of a Construction Worker ID Badge

When Construction Workers end their employment/affiliation with the NIH, they must turn in their ID badge to their AO/Sponsor. The AO/Sponsor must return the badge to DPSAC in Building 31, Room 1B03 or the local ID Badge issuance office.

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

Students Begin Arriving for NIH's 2016 Summer Internship Program

New NIH policy requires the IC Program Office or AO to attest to Parental Consent (Forms) prior to entering a minor into NED

From now through early June, approximately 1200 men and women will arrive at NIH to begin their Summer internships under the NIH 2016 Summer Student program.

This competitive program gives selected students the opportunity to work side by side with some of the most talented researchers, administrative staff and health professionals in an environment devoted exclusively to biomedical research.

This is the second full spring that incoming Summer Students will be issued NIH Restricted Local Access (RLA) ID Badges for physical and logical access.

The RLA Badge requires the normal two appointments. During the first appointment (15 minutes) the student will be identity proofed, fingerprinted and photographed; at the second appointment (15 minutes) the student will be issued his or her RLA Badge.

Issuance is subject to DPSAC's successful review of the fingerprint results.

Any issues identified through the fingerprint check (i.e., issues that might impact the suitability of the Summer student to do the proposed work at NIH), must be reviewed by the Personnel Security Office in DPSAC prior to issuance of an RLA Badge.

Helpful tip: DPSAC is encouraging ICs to advise their incoming students to make their enrollment and badging appointments as soon as they are able to do so to avoid any delay in the ID badging process.

Get fingerprinted early

Processing badges for approximately 1200 individuals over a six- to eight-week period can place a significant burden on the limited DPSAC staff who enroll and issue badges to these individuals. To lighten the 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. Hours of operation at both locations will be 8:00 a.m. to 5:00 p.m., Monday through Friday.

DPSAC is preparing a useful pocket guide to distribute to new arrivals during their enrollment appointment to help them navigate the badging process following enrollment. Important contact information is also provided in case questions arise.

How to submit personal information

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.

Important new policy regarding parental consent forms: Beginning in 2016, Program Offices will be responsible for obtaining the required parental consent (form) prior to having an AO sponsor a minor (anyone under the age of 18) in NED for an RLA badge.

Once the parental consent form has be authenticated (prior to entering the minor in NED) NED sponsorship shall serve as confirmation that the parental consent form has been authenticated.

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.

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.

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

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

The RLA badge lifecycle

An RLA Badge will be valid for the duration of the summer student's appointment, but will expire no later than September 30 of the year it is issued. Badges should be collected and returned to DPSAC or the appropriate badge issuance office when the Summer student leaves.

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.

Learning more about NIH Summer Student badging policies

To learn more about Summer student badging policies and procedures at NIH, including the badging of Summer students at remote locations and the processing of foreign Summer students, click on:

http://www.ors.od.nih.go/ser/dpsac/badge/Pages/students.aspx.

Also, DPSAC News recently spotlighted Summer Students in its March 16, 2016 issue.

Note: 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.

Your Feedback Matters!

The NIH Employee Viewpoint Survey (EVS) is coming out soon. This is your opportunity to tell leadership the things you like and don't like about your job, management, colleagues and the NIH as a whole.

Your feedback is essential for senior leadership to better understand the attitudes of our employees, address problem areas that might otherwise go unnoticed and to give you a voice in how your quality of work life can improve.

Summer Student Frequently Asked Questions

Q. How is a Summer Student defined for classification purposes at NIH?

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).

(Note: "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)

Q. Are Summer Students entered into NED?

A. 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).

Q. Who processes the badge requests for Students?

A. DPSAC enrolls Summer Students and issues their RLA Badge.

Q. What background investigation is required for students?

A. 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.

New Departmental Procedures Will Speed Transfer Process Between HHS Operating Divisions (OpDivs)

HHS is implementing a new process within the HHS Smartcard Management System (SCMS) that will speed transfers between OpDivs and help NIH better understand when transferees leave the agency.

As part of this new process, which is scheduled to begin in May, 2016, NIH will receive an e-mail from the SCMS when an NIH PIV Cardholder is reassigned to another OpDiv in the SCMS. SCMS notifications will be directed to: orspersonnelsecurity@mail.nih.gov.

According to DPSAC, the new process will have three steps:

Step 1. DPSAC receives notice that the PIV Cardholder has switched to
another OpDiv in the SCMS.

Step 2. The DPSAC Customer Service Team contacts the IC AO to terminate or adjust the NED record as required.

Step 3. The DPSAC Customer Service Team notifies Access Control that the IC will be mailing the PIV Card badge back to them.

Should you have questions about this new process, please contact DPSAC at: orspersonnelsecurity@mail.nih.gov.

Personally Identifiable Information (PII) Can Reside in Some Surprising Places

Many of us who take pains to safeguard our PII are careful to protect access to our Social Security Number, Date and Place of Birth, Legal Name, Home Address, and maybe our mother's maiden name. But these data points are just the tip of the PII iceberg.

PII is defined as "any information about an individual maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history which can be used to distinguish or trace an individual's identity, such as their name, SSN (full number and last 4 digits), date and place of birth, mother's maiden name, biometric records, etc., including any other personal information which is linked or linkable to an individual." *

Below are other examples of PII that might be targets of 'hacking' or unwarranted use . . . and that merit safeguarding:

Name for purposes other than contacting federal employees
Photographic identifier
Fingerprint/voiceprint
Driver's license
Vehicle identifier
Personal mailing/phone/email address
Medical record number
Medical notes
Certificates, legal documents
Device identifiers, web URL
IP address (when collected with regard to a particular transaction
Military status
Foreign activities
Identifier that identifies, locates or contacts an individual
Identifier that reveals activities, characteristics or details about a person

*From the NIH Online 2016 Security Training course

Government Photo ID Badges - Nearly 100 Years Ago!!

(From the Bureau of Standards Personnel 1918 Photographic Collection NIST Information Services Office)

In the latter years of World War I, the National Bureau of Standards (NBS) implemented security measures which included a badge for each employee. Nearly 1,500 employees were photographed for pass and identification purposes. This image and others like it can be found in the historical photographic collection at: www.nist.gov/digitalarchives

Helpful Tips

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.

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

New Briefs

The Tech That Locks Down ID Cards

(excerpted from GCN, February 29, 2016 by Stephanie Kanowitz)

Across federal and state governments alike, secure identity cards are getting more secure. Whether the card allows for access into a government building or travel to another country, new technologies are making it easier for officials to verify identities.

Take the new Permanent Resident Card, or green card, which lets holders live and work in the United States on a permanent basis. The U.S. Citizenship and Immigration Services recently began issuing redesigned cards, the front of which features ink that shifts from gold to green, embedded radio frequency identity (RFID) technology, tactile laser personalization, a laser-engraved fingerprint and a unique background design.

On the back, the cards have a personalized embedded hologram. Additionally, ultraviolet technology and tactile clues help deliver more accurate readings at border crossings.

Like previous versions of the card, the new cards use embedded optical media to store digital files including biometrics, a holographic image and micro-images of high-resolution pictures of state flags and U.S. presidents.

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.