DPSAC News concludes its Spotlight series with two 'accompanied visitor' classifications - Advanced Accompanied Visitors and Accompanied Child Visitors. Both classifications require an application be submitted to the NIH Police or Guard service for review and approval. The NIH Police will issue temporary Visitor Passes.

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 or an appropriate pass.*

Classifications: Advanced Accompanied Visitors & Accompanied Child Visitors

Two categories of visitors to the NIH require accompaniment while on the NIH Bethesda main campus and both types of visitors are issued a temporary pass rather than a PIV Card or NIH Legacy ID Badge to gain access to the campus.

*  For individuals who qualify for an Advanced Accompanied Visitors Pass (AAVP), an NIH Employee holding a valid NIH ID must serve as that person's sponsor and must accompany that person onto the NIH campus. 

 *  Children under the age of 16 who are brought onto the NIH campus must be sponsored and accompanied by an NIH Employee or Contractor holding a valid NIH ID. These visitors will be issued an Accompanied Child Visitor Pass (ACVP)

Advanced Accompanied Visitors

Who is an Advanced Accompanied Visitor?
These are individuals who do not hold an HHS ID Badge or an NIH Legacy badge who want to visit the NIH campus to attend an event, visit a colleague, or conduct business.

For individuals who qualify for an Advanced Accompanied Visitors Pass (AAVP), an NIH Employee must serve as that person's sponsor and must accompany that person onto the NIH campus.

Who is not an Advanced Accompanied Visitors?
Children under the age of 16 entering the NIH campus must be sponsored and accompanied by an NIH employee or contractor holding a valid NIH ID. These individuals are classified as Accompanied Child Visitors and are allowed to enter the NIH main campus through any employee or visitor entrance where a guard is present. They are issued an "Accompanied Child Visitors Pass (ACVP)." This classification is described separately below.

Type of badge issued to Advanced Accompanied Visitors
Advanced Accompanied Visitors are issued a temporary pass - the Advanced Accompanied Visitors Pass (AAVP) -- for identification purposes and for physical access to the NIH campus.

Are Advanced Accompanied Visitors entered into NED?
No. NIH employee sponsors must complete an Advanced Accompanied Visitor Pass (AAVP) Request Form (a web based online form) and submit it through the website to the NIH Police.

Who processes the badge requests for Advanced Accompanied Visitors?
As noted above, the NIH Employee sponsor must first complete the AAVP application form which is posted online under the 'Pre-Cleared Visitor Program' at: http://security.nih.gov/Pages/Home.aspx.

The application asks for the individual's Full Name, Date and Place of Birth, Citizenship, Gender, the Visit Start Date, and Number of Days of Visitation, the Place of the Visitation, and a Reason for the Visit.

Once the Sponsor completes the form, s/he will select one of two options before submitting it to the system:

             a. I have read the above to my visitor and he/she agrees to the personnel security check, or

             b. My visitor is currently next to me and has read the above and agrees to the personnel security check.

Selecting the 'Submit' button at the bottom of the webpage will automatically submit the information to the Division of Police Guard Force Operations Branch. The form must be submitted at least two days in advance of the visit.

Upon receipt of the request, the NIH Police will conduct a background check. If the applicant is approved, the police will e-mail the sponsor and applicant, if his or her e-mail has been provided, with information on how to enter campus. The NIH Police will also e-mail the pass back to the Sponsor. The Sponsor will then print out the pass before arriving at the guard station with the Visitor. 

Is a background check required for Advanced Accompanied Visitors? Advanced Accompanied Visitors 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 AAVP good for?
Typically an AAVP is good for a few days. These passes are meant to give the individual temporary, accompanied access to the NIH.

What else should you know about Advanced Accompanied Visitors?
The AAVP web page lists the terms that a sponsor of a visitor will be required to follow. These include:

*    The Sponsor will not be allowed to register more than 5 visitors
      per day.

*    The Sponsor will not be allowed to register the same visitor more
      than 2 consecutive times without having 15 days between visits.

*    The Sponsor will be required to inform the visitor that a personal
      security check will be performed.

*    The sponsor will be required to keep all private information (to) the
      visitor in a safe manner.

*    The sponsor will be required to be present, in person, to escort the
      visitor when he/she comes onto campus.

*    The sponsor should be in receipt of the form prior to arriving at any
      employee entrance.

*    The sponsor will be required to present the form, in its entirety, to
      the security guard or officer at the visitor entrance.

*    The guard or officer will print a pass, placing it in the holder for the
      visitor.

*    If the visitor leaves the NIH campus, the sponsor is expected to
      escort the visitor back onto campus.

*    The sponsor is agreeing to these terms when submitting the AAVP
      request via e-mail.

Disposition of an Advanced Accompanied Visitor Pass
When Advanced Accompanied Visitors end their NIH visit, they should turn in their pass to their sponsor or at a collection box at one of the vehicle exits if possible.

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
 
                                                                        

Accompanied Child Visitor

Who is an Accompanied Child Visitor?
Any child under the age of 16 who is brought onto the NIH campus must be registered and accompanied by an NIH Employee or Contractor holding a valid NIH ID. These individuals will be issued an Accompanied Child Visitor Pass (ACVP).

Who is not an Accompanied Child Visitor?
A child entering the NIH as a patient or protocol participant is classified as a patient or protocol participant and undergoes a badging procedure reserved for this special group. These individuals are issued an NIH Legacy badge with a life cycle of one year.

Type of badge issued to Accompanied Child Visitors
Accompanied Child Visitors are issued a temporary visitor paper pass - the Accompanied Child Visitor Pass (AAVP) - that is used for identification purposes and for accompanied physical access to the NIH campus.

Are Accompanied Child Visitors entered into NED?
No. The Parent or Guardian (who must be an NIH Employee or Contractor) will need to complete an Accompanied Child Visitor form (preferably in advance of the visit) and present it to the guard at any entrance staffed by an NIH guard.

Who processes the badge requests for Accompanied Child Visitors?
As noted above, the Parent or Guardian of a child entering the NIH campus must first complete the ACVP paper application that can be printed out from the NIH Security website (http://security.nih.gov/staff/Pages/ACVP.aspx).

The Parent or Guardian will be asked to include the Date of the Visit, the Full Name and Date of Birth of the Child or Children, the Name of the Parent/Guardian, the Parent/Legal Guardian's NIH Employee Badge Number, the Building (Destination) of the Visit, and a Contact Phone Number.

A Privacy Act Notification at the bottom of the form states:

The completed form should be handed to the Officer or Guard at the entrance. Visitor badges will be issued to all children accompanying the employee or contractor.

What background check is required for Accompanied Child Visitors?
Accompanied Child Visitors will not undergo a background check. The registration of children at the NIH is not a security matter, but rather a public safety issue. Registration allows the NIH to provide a degree of protection for the child in the event a child becomes lost or separated from the parent/guardian while on campus.

The NIH policy allows for easier access of children and dependents of NIH staff while maintaining a basic level of safety for everyone.

How long is the ACVP good for?
Typically an ACVP is good only for the day it is issued. These passes are meant to give the child temporary, accompanied access to the NIH.

What else should you know about Accompanied Child Visitors?
If a child is under the age of 16, and does not have an ACVP, he/she is required to be accompanied by someone 18 years or older and must enter campus via a visitor's entrance or obtain, in advance of his/her visit, an Advanced Accompanied Visitor's Pass (AAVP).

Helpful Tips:
*  Download blank ACVP forms in advance
*  Save time - keep extra copies in your vehicle or on your person
*  If you forget the form, the guard will provide one at the entrance.

Disposition of an Accompanied Child Visitor Pass
When Accompanied Child Visitors end their NIH visit, their sponsor should collect the pass from the child at the end of his or her visit.

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

The change in locations also brings a change in operating hours for Badge Issuance.

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