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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
 
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This is the sixteenth 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: NIH Resident
Who is an NIH Resident?
(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)
An NIH Resident is an individual who is not an NIH employee but resides on the NIH campus.
Who is not an NIH Resident?
The NIH Resident position classification should not be confused with short-term elective rotations at the NIH Clinical Center, offered to residents or clinical fellows who are currently enrolled in Accreditation Council for Graduate Medical Education (ACGME)-accredited training programs throughout the United States.
NIH elective rotations offer residents or clinical fellows the opportunity to have direct experience in the care of patients enrolled in investigational protocols in a host of disciplines. The NIH Residency Electives Program does not offer housing for selected participants.
Type of badge issued to NIH Residents
NIH Residents are issued an NIH Legacy Badge for identification purposes and for physical access to the NIH campus.
Are NIH Residents entered into NED?
No. NIH Resident 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).
Who processes the badge requests for NIH Residents?
As noted above, the NIH Resident badge applicant must first complete the Extended Visitor application (Form DPEVF-100) This form is available online in PDF format at: http://security.nih.gov/Documents/ Extended%20Visitor% 20Form.pdf.
A paper version of the form can be picked up at the NIH Guard office at Building 31C, Room B4E09, or the NIH Police Desk at Building 31C, Room B3B17.
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 high-level justification statement to support the request that falls into the NIH Resident category.
The AO Sponsor 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.
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 check is required for NIH Residents?
NIH Residents are required to undergo a 'Name Check' against the National Crime Information Center (NCIC), the FBI's index of criminal justice data. The NIH Police will administer the NCIC check.
How long is the badge good for?
NIH Legacy Badges issued to NIH Residents 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 NIH Residents?
Individuals who may reside at one of the limited number of residences located on the NIH campus include: the U.S. Surgeon General, and spouses/family members of approved NIH employees who reside on the NIH campus.
Disposition of an NIH Resident Legacy ID Badge
When NIH Residents end their 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: [email protected]
*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
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All Building 31 Badging Services Now Offered at One Convenient Location
ID Badge Issuance Services in Building 31 Are Now Co-located with Badge Enrollment in 31/1B03 Suite
On Wednesday May 19, 2016, DPSAC's ID Badge Issuance services moved out of its Building 31, B1A26 office to co-locate with ID Badge Enrollment and Badging Customer Service in the 1B03 suite of offices. This recently expanded site is conveniently located on the first level of Building 31 and now houses badging services in a single location.
The change in locations also brings a change in operating hours for Badge Issuance.
Now, ALL badging services in Building 31, including Badge Issuance, will be available between 8:00 a.m. and 5:00 p.m., Monday through Friday.
Note: DPSAC will continue to offer Enrollment and Badging services in the South Lobby of the Clinical Center from 7:30 a.m. to 4:30 p.m. on weekdays.
These changes are posted on the DPSAC website, www.idbadge. nih.gov, under both the 'Quick Links' and 'Getting a Badge' sections found on the site's main page. A Creative Use of Space
The new ID Badging office is literally 'new' space that was created over an area that housed the escalator connecting the B2 level of the B wing to the first floor. By removing the non-working escalator, workmen were able extend a new floor over the void and fabricate a new Enrollment office of approximately 675 sq. ft. adjoining the existing Enrollment office.
Streamlining the Badging Experience
The goal of the move is to simplify the badging experience for DPSAC customers by making all badging services - Identity Proofing, Enrollment, Badge Issuance, and Customer Services -- available in a single, contiguous area in Building 31.
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Reminder - The 2016 Federal Employee Viewpoint Survey (FEVS) Stays Open Through June 24
The U.S. Office of Personnel Management (OPM) launched the 2016 Federal Employee Viewpoint Survey (FEVS) on May 2, 2016, and will continue to make the survey available through the week of June 13.
The FEVS is an annual survey that measures federal employees' perceptions about their work experiences, organizations and leaders. It is one of the fundamental ways the NIH community learns how to improve as both a place to work and as an agency that sets standards of excellence in medical research.
Please take a few minutes to complete this important survey if you haven't already.
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NIH Welcomes 2016  Summer Interns
This article, which first appeared in the April 27, 2015 DPSAC News, includes new information regarding badging hours and locations and the availability of handouts created expressly for incoming students.
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 year that incoming Summer Students will be issued NIH Restricted Local Access (RLA) ID Badges for physical and logical access.
Two Appointments Necessary
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.
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.
Badging locations and hoursDPSAC maintains enrollment and badging services on the NIH campus in Building 31 (from 8:00 a.m. to 5:00 p.m.) and in the South Lobby of the Clinical Center (from 7:30 a.m. to 4:30 p.m.), Monday through Friday. Click here to view a map of the Clinical Center main level, including the South lobby.
DPSAC has prepared 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.
Learn more about NIH Summer Student badging policies
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Frequently Asked Questions
With Summer Students arriving at the NIH throughout May and early June, DPSAC News is re-running these FAQs to assist administrative staff responsible for sponsoring these new arrivals for an NIH RLA badge.
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 Summer Students?
A. DPSAC and remote Enrollment/Badge Issuance offices enroll Summer Students and issue their RLA Badge.
Q. What background investigation is required for Summer Students?
A. 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.
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 Need Help Getting a PIV Card at a Remote Badging Site?
Make ORS Personnel Security your FIRST STOP!
HHS's Program Support Center (PSC) now offers comprehensive ID Badging Services at its 10 regional offices.
From time to time, remote NIH employees, contractors and affiliates will require assistance with identity proofing, enrollment, certificate renewal and ID badge issuance.
If a member of your staff is unable to visit an NIH badging facility due to lack of proximity, please reach out to the NIH Division of Personnel Security and Access Control (DPSAC) to request scheduling an appointment at a non-NIH, Health and Human Services (HHS) badging facility.
Please DO NOT reach out directly to a non-NIH HHS badging office for badging assistance. AOs should always contact ORS Personnel Security first to help arrange remote badging. NIH has an existing agreement with the Program Support Center (PSC) to provide badging services at its 10 regional offices to NIH employees, contractors and affiliates. The Program Support Center (PSC), the largest multi-function shared service provider to the federal government, is hosted by the U.S. Department of Health and Human Services (HHS).
PSC offers identity proofing, enrolling and ID badge issuance services to its NIH customers on a fee-for-service basis. PSC regional offices are located in the following cities: Boston, New York City, Philadelphia, Atlanta, Chicago, Dallas, Kansas City, Denver, San Francisco and Seattle.
Badging Services at other 'very remote' locations
On rare occasion, DPSAC can also make a special request to the Indian Health Service (IHS) or the Food and Drug Administration (FDA) on behalf of an NIH worker needing badging assistance at a very remote location. These two OpDivs, which maintain badging facilities at several remote and sparsely populated locations, will occasionally be able to help out.
DPSAC will coordinate all of the badging services related to the remote individual. DPSAC encourages Administrative Officers (AO) to contact ORS Personnel Security at [email protected] in order to make the arrangements with the appropriate parties.
Please contact ORS Personnel Security for any other inquires related to NIH badging.
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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 [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 301-402-9755 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, [email protected], and ask to be put on the mailing list.
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Safety Corner
Fire Safety Tips for Gas Fueled Barbecue Grills The following fire safety awareness article was prepared by the Division of the Fire Marshal, ORS, NIH
With Memorial Day cookouts approaching, the Division of the Fire Marshal, Office of Research Services, would like to share a few tips that will make using your propane barbecue grill a fire-safe and enjoyable experience.
More than 200,000 propane fueled barbecue grills are purchased by Americans every year and, on most nice, summer days, some four million gas barbecues are in use in the United States. Because they are easy to use, homeowners sometimes take these appliances for granted. Many times gas grills are not inspected, maintained, used and/or stored in a safe and appropriate fashion.
Propane fueled barbecues are quick to light, easy to control, fast and practical. They come in a wide variety of shapes and sizes, and with various accessories. However, they all have two things in common - they must be used in a safe manner and maintained in accordance with the manufacturer's recommendations.
Checking and Maintaining Your Barbecue
When assembling a new unit, follow the manufacturer's instructions carefully. When in doubt, take it back to the store or dealer, or call a qualified propane service technician.
On all barbecues, make certain the burner ports are free of rust or dirt, and that the burner gas supply throat (the tube connected to the burner) is free of dust, dirt or cobwebs. Leak test all the fittings that run from the propane tank to the barbecue. To do this, prepare a solution of dishwashing detergent and water (one cup of water with a tablespoon of detergent). With the barbecue connected to the propane cylinder (make sure the barbecue valve is turned off), turn on the propane tank cylinder valve. Spray the soapy solution generously over all hose connections and fittings, and all over the hose. If bubbles appear and become larger or more numerous - you have a leak.
Never check for leaks with an open flame. If you discover a leak, turn off the propane cylinder valve and replace the hose and fitting or have them checked and repaired by a qualified service technician. Also, on many gas grills, the nozzle type fitting on the hose which is threaded into the propane cylinder, has a rubber "O" ring on the end. If you have this type of barbecue, check that ring every time you connect the hose fitting to a propane cylinder, and replace the "O" ring if it appears cracked, torn or is losing its shape.
Lighting and Storing your Barbecue
When lighting a gas barbecue without a built-in 'igniter,' have the match or lighter already burning and the lid of the grill open before you turn on the barbecue gas control valve. Also, never move the barbecue after it has been lit. When you are finished cooking, turn off both the barbecue gas control valve(s) and the propane cylinder valve. Always use gas grills outside - never in a house or garage and do not use a gas grill on a combustible surface such as a wood deck.
Store, transport and use propane cylinders only in the upright, vertical position. When transporting a cylinder in a vehicle, secure it in an upright position, making certain it will not tip over, and leave your trunk or vehicle windows open. Whenever a propane cylinder is not attached to an appliance, the cylinder valve must be closed and plugged with a POL (Put On Left/Counterclockwise) plastic plug. Check the tank collar for the date of manufacture or the latest inspection. All propane tanks must be inspected and re-certified every 10 years.
Treat empty propane tanks with the same respect as full ones. Always avoid dropping and/or rough handling of a propane tank and keep it away from sparks or open flames.
Prior to using an open flame barbecue on either the NIH Bethesda campus or the NIHAC Poolesville campus, please obtain a "Burn" Permit by dialing 301-496-0414.
If you have any questions regarding fire-safety issues for gas fueled barbecue grills, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487.
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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
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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.
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