August 31, 2016 issue of the DPSAC NEWS

In This Issue

"Waiting for ..." Status Messages in NED Allow NED Portal Users to Monitor the Badging Process

Visitor Badges: The ONLY Option for Applicants Awaiting their PIV Cards

Getting a New HHS ID Badge

Reminger to AOs: Return Summer Student RLA Badges to DPSAC When Student's Employment Period Ends

FAQs

DIS Asks AOs to Update Citizenship Status in NED for Foreign Nationals

Helpful Tips

Safety Corner.

NED Training Schedule Announced for FY'17

Past Issues

Contact Us

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"Waiting for DIS to validate work status"

This is the third in a series exploring the "Waiting for ..." Status messages in NED that allow NED Portal users to monitor the badging process

The NED Portal's "View Badge History" displays a number of status messages that give Portal users useful snapshots of tasks that have either been completed or that might be underway in the badging process.

Six of these status messages are unique in that they require action, either by the applicant, DPSAC or the Administrative Officer (AO) before the next step in the badging process can begin. These are the View Badge History 'Waiting for' status messages.

In this series, DPSAC News is going behind the scenes to examine each of these status messages in some detail, describing the purpose of each message, the steps necessary to move the badge process forward, and tips and tricks to help expedite the process.

Knowing how to monitor, interpret and act on these status messages are valuable skills that Administrative Officers (AOs) and Administrative Technicians (ATs) and other NED portal users can use to help an applicant navigate the sponsorship, enrollment and badge issuance procedures so that s/he can get an ID badge in a timely manner.

AOs/ATs who understand the badge process as displayed in View Badge History are more likely to spot where a delay may be occurring and intervene to move the process forward.

The goal is to ensure that applicants can get their HHS ID Badge/PIV card and start work as soon as they arrive for duty at NIH.

Below are the six 'Waiting for' messages that DPSAC News will cover in this series:

1. Waiting for individual to submit personal information online

2. Waiting for Sponsor to substantiate the need for the ID badge

        3. Waiting for DIS to validate work status

        4. Waiting for DPSAC to determine investigation
            requirements

        5. Waiting for DPSAC to authorize ID badge issuance

        6. Waiting for the individual to pick up new ID badge

The series' first installment, featured in the August 3, 2016 DPSAC News, highlighted the NED status message, 'Waiting for individual to submit personal information online."

The article noted that as soon as the AO directs NED to 'Send E-mail to Applicant' requesting the applicant to provide his or her Personally Identifiable Information (PII), the 'View Badge History' 'Badge Activation' section displays the status message "Waiting for individual to submit personal information online."

After the Applicant (or an AO on behalf of the Applicant) enters his/her PII into NED (including full legal name, gender, country of citizenship, whether s/he is a Lawful Permanent Resident (Y/N), SSN, date of birth, country of birth, city of birth and alternate e-mail), and an AO approves the NED register/activate task, View Badge History displays the message "Waiting for Sponsor to substantiate the need for the ID badge" under the Badge Activation section. This 'Waiting for' status message was featured in the August 17, 2016 DPSAC News.

Following sponsorship of a U.S. citizen, 'View Badge History' displays the following sequential messages under Badge Activation: "Sponsor substantiated the need for the ID Badge" and "NED sent position information to DPSAC."

At this point, the Applicant must wait for the Division of Personnel Security and Access Control (DPSAC) to determine the investigation requirements of the Applicant before it can notify the Applicant via e-mail to make an enrollment appointment.

Enrollment (identity proofing, photographing and fingerprinting the individual) is the last stage before DPSAC (or the IC's local badge issuance office) issues the ID badge to the applicant.

Waiting for DIS to Validate Work Status

Following sponsorship of a non-U.S. citizen who is not a lawful permanent resident (LPR), View Badge History displays "Waiting for DIS to validate work status."

Whereas U.S. Citizen applicants (and LPRs for now) can expect to proceed directly to Enrollment once they have been sponsored and their position information has been sent to DPSAC, non-LPR foreign nationals must first present themselves to DIS for additional vetting before DPSAC will enroll them for an ID badge.

Following sponsorship, NED e-mails non-LPR foreign national applicants letting them know they need to visit DIS. A sample e-mail is provided here:

* * * * *

From: NED Administrator

Sent: Wednesday, August 17, 2016 3:43 PM

To: [email protected]

Subject: ID Badge Information for Homer Simpson (200-0345-956)

*** THIS MESSAGE WAS GENERATED BY THE NIH ENTERPRISE DIRECTORY (NED) ***

Why you received this message

IMPORTANT: When you were registered in the NIH Enterprise Directory (NED), you were identified as a non-immigrant [an individual who is NOT a U.S. citizen or U.S. lawful permanent resident (LPR)]. An LPR is also known as a "green card holder".

If you are a U.S. citizen or U.S. lawful permanent resident, please ask your Administrative Official to update your NED record.

If you are a non-immigrant, the NIH Division of International Services (DIS) must verify your non-immigrant status and work authorization BEFORE you can enroll for an NIH ID badge.

Generally, these documents are presented to DIS on or before your first day of work. Additional information about the process and required documents can be found on the DIS web site: ID Badge for Foreign Nationals.

NOTE: If you have ALREADY checked in with DIS, please forward this e-mail to [email protected].

* * * * *

As part of its validation process, DIS reviews the non-LPR foreign national's work authorization and immigration documents in order to enter their "Alien Authorized Work Until Date" (AAWUD). Please refer to "Points to Remember about Foreign Nationals and Work Authorization" to read more about AAWUD).

Important: NED will not send the badge request to DPSAC until DIS has validated the non-LPR, foreign national's work status.

Following completion of DIS validation, the ID badge process moves forward and View Badge History displays "NED sent position information to DPSAC." A sample 'View Badge History' display for a non-LPR, foreign national whom DIS validated is provided in Figure 1.

Points to remember about foreign nationals and work validation:

Only two fields on the NED Personal Information page are relevant in determining whether the Division of International Services (DIS) needs to validate an Applicant's work status: 'Country of Citizenship' and 'Lawful Permanent Resident (LPR).' DIS only validates Foreign Nationals (non-US citizens) who are *not* LPRs. This policy may change in the future!
A United States Lawful Permanent Resident (LPR) is someone who has been granted authorization to live and work in the United States on a permanent basis. As proof of that status, a person is granted a permanent resident card (Form I-551), commonly called a "Green Card," which contains an Alien #/USCIS# specific to that person.

Once DIS verifies the applicant's documents and completes a series of additional steps, the DIS Immigration Specialist updates the applicant's record in the NED Portal and the badge process moves to the next step.

DIS needs to review a non-LPR, foreign national's work authorization and immigration documents in order to enter their "Alien Authorized Work Until Date" (AAWUD) in NED.

Alien Authorized Work Until Date (AAWUD): DIS must clear all non-LPR foreign nationals placed at the NIH before a person can be enrolled for a badge. This ensures that foreign nationals are lawful to be in the U.S. and are authorized to work at the NIH.

Note: NED immediately initiates the revocation of a foreign national's ID badge the day after the AAWUD. Therefore, if a non-LPR, foreign national's original AAWUD is extended, the individual should visit DIS with the appropriate document(s) to have DIS update the AAWUD in the NED portal, and alert their AO as well.

NED requires DIS validation for initial badge requests, and re-issuance due to a legal name change.

Note: DIS validation is typically provided at the time of EOD/check-in.
If an AO sees the status message 'Waiting for DIS to validate work status' for an applicant who is a U.S. citizen, the AO should update the person's NED record to change country of citizenship to "U.S." and submit an NIH IT Service Desk request for the NED team to terminate the badge request.

The AO will then be able to request a new badge in the NED Portal by selecting the "Modify" menu option under "Manage Services."

Figure 1: 'View Badge History' display for a non-LPR
Foreign National who must be validated by the Division of International Services (DIS).

To view an enlarged version of Figure 1, please click here.

Visitor Badges: The ONLY Option for Applicants Awaiting their PIV Cards

Use of a temporary or interim ID Badge/Card/Credential is prohibited for individuals who require a PIV card

DPSAC recently learned that some ICs are arranging for the issuance of NIH Legacy badges or other temporary ID cards (some seen with NIH and/or HHS logos) as a temporary 'solution' for individuals who are coming on board at NIH and are awaiting approval for a PIV card. Use of an NIH Legacy badge (or other interim credential) as a temporary means of gaining access to the NIH campus is prohibited.

Individuals who are being processed for an HHS ID Badge (PIV card) and who need to access the NIH campus are required to enter the NIH through the NIH Visitor Center or the NIH Gateway Center and obtain a daily visitor pass until s/he completes his/her Enrollment and Badge Issuance appointments.

Instructions for getting a new HHS ID Badge are spelled out in the following article: Getting a New HHS ID Badge.

Getting a New HHS ID Badge

The instructions below describe the four steps each applicant must take to successfully complete the Personal Identity Verification (PIV) process and obtain a Health and Human Services (HHS) ID Badge (a.k.a., PIV Card).

For applicants at NIEHS-RTP and RML: Special instructions for completing the PIV process at these facilities can be found at NIEHS-RTP (PDF, 4 Pages) and RML (PDF, 2 Pages) respectively.

For Non-immigrants (Foreign Nationals): Special instructions for obtaining an ID Badge are posted on the ORS Division of International Services (DIS) website at: http://dis.ors.od.nih.gov/resources/01_contractor.html.

Step 1. Pre-Enrollment

Step 2. Background Investigation

Step 3. Enrollment (photograph and fingerprints)

Step 4. Getting Your New HHS ID Badge (Badge Issuance)

Step 1. Pre-Enrollment
The process of obtaining a new badge or renewing an expiring badge begins when the Sponsor -- usually an Administrative Officer (AO) -- enters your information into the NIH Enterprise Directory (NED) and initiates a request to issue you an HHS ID Badge (PIV Card).

Note: As part of this process, you may be asked to provide or verify your personal information.

You will be notified when it's time for you to begin the PIV process.

Step 2. Background Investigation

As part of the PIV process, individuals who need to complete a background investigation will receive a separate e-mail from DPSAC instructing them to complete 'e-QIP' (the Electronic Questionnaires for Investigations Processing) and any necessary forms. If you do not complete e-QIP and submit the required forms, DPSAC will not be able to issue you a new ID Badge.

Watch for an e-mail alert with the subject line:

"****Mandatory**** RE: Background Investigation Forms."

This e-mail provides a secure link to e-QIP that allows you to complete your background investigation form online. Please note that you cannot access the e-QIP system prior to being sponsored for your new ID Badge in NED and then receiving your e-mail from DPSAC.

Complete your e-QIP and any additional required forms as soon as possible, but no later than 7 business days. The sooner you complete your e-QIP, the sooner you can be issued your ID Badge. Print and submit your forms as directed.

DPSAC will advise you on which of the following forms you will need to complete and sign. At a minimum you must complete the following:

* Online e-QIP form (including SF85, SF85P or SF86 and signature
page).

* OF 306

* OF 612 (Employees and Affiliates)

* Any other required forms as directed in the e-mail

IMPORTANT: You must complete your e-QIP questionnaires before proceeding to Step 4 -- Badge Issuance.

Helpful Tip: Collect the required information in advance of logging on to e-QIP to avoid interruptions and to save time. A convenient checklist of information you'll need as well as an explanation of how to complete each form can be viewed by clicking on the corresponding link below:

* At a Glance: Documents and Information Needed to Complete
Form SF-85 / SF -85P / SF-86

* SF85 - Explanation of Instructions

* SF85P - Explanation of Instructions

* SF86 - Explanation of Instructions

You can save your work, close out of e-QIP, and return to the forms without having to start over. Once you are ready to submit your e-QIP request, you must hit the "Release Request/Transmit to agency" button to finalize the e-QIP process.

DPSAC strongly encourages individuals to upload all of their signature forms into e-QIP from their computer before releasing their questionnaire to the Agency.

Individuals who are unable to upload all of their signature forms into e-QIP can deliver the signed forms to any Enrollment or Issuance location. DPSAC will forward your information to the Office of Personnel Management (OPM) to conduct your background investigation. DPSAC will notify you when your investigation is complete.

Step 3. Enrollment (new photo and fingerprints)

Once you are sponsored for a new HHS ID Badge, you will receive an e-mail instructing you to schedule an Enrollment appointment with the Division of Personnel Security and Access Control (DPSAC).

To find an Enrollment Center near you, click on: EWS/IWS Locations and Scheduling Information. NEW Federal employees are encouraged to schedule their enrollment appointment before their Entry-on-Duty (EOD) date; DPSAC has also reserved time to complete enrollment in the afternoon following new employee orientation. No appointment is necessary during this reserved time.

You must bring two forms of acceptable identification. (One must be a Federal or State-issued photo ID and both must be unexpired.) View the table of acceptable identification documents as provided on the Federal I-9 form (PDF, 1 Page).

Please be aware that both forms of ID must show your Full Legal Name. Full Legal Name consists of Full First Name, Full Last Name; Middle Name or Initial is preferred but not required. IMPORTANT: The names on the two IDs MUST MATCH.

At your Enrollment appointment, DPSAC will scan your fingerprints and take your photograph. Everyone will be required to provide at least two fingerprints. These fingerprints will be programmed onto your new smart card. If DPSAC has determined that you need to complete a background investigation, ALL of your fingerprints will be scanned.

Step 4. Getting Your New HHS ID Badge (Badge Issuance)

Once DPSAC receives the results of your fingerprint check from OPM (usually 3-5 business days) and you complete e-QIP (if required), you will then receive an e-mail instructing you to schedule an appointment with DPSAC to pick up your HHS ID badge.

To schedule an appointment and find a Badging Center near you, click on: EWS/IWS Locations and Scheduling Information.

When you come to your Badge Issuance appointment, please be sure to bring the photo ID you used at your Enrollment appointment. If you have a current HHS/NIH ID Badge, you will be required to turn it in as well.

To check on the status of your HHS ID Badge at any time, log into NED (you must already be logged into the NIH network to access NED). Once you are logged in, simply click on the button labeled "Track My Badge Status" and you will be provided with the most up-to-date information on your new HHS ID Badge.

Additional helpful information about the badging process at NIH can be found on the DPSAC website at: https://www.ors.od.nih.gov/ser/dpsac/badge/Pages/4steps.aspx.

Reminder to AOs: Return Summer Student RLA Badges to DPSAC When Student's Employment Period Ends

DPSAC wants to remind AO Sponsors to collect the RLA badges from their Summer students once they end their employment/affiliation with the NIH and return them to DPSAC in Building 31, Room 1B03. All Summer Student RLA badges expire on September 30.

FAQs

Q. Can you tell me why the NIH Personnel Security Office is asking me for clarification of a 'discrepancy' regarding my birth name that appeared in my e-QIP questionnaire?

A. Yes. The Personnel Security Office is asking you to clarify whether the name you listed on your security questionnaire is your actual full name given at birth, or if one of the other names you listed on your questionnaire (under "Section 5: Other Names Used") would have been your full legal name at birth.*

The Personnel Security Office asks this question knowing that once the questionnaire is forwarded to the Office of Personnel Management (OPM), that agency will always ask for clarification to an individual's full name at birth, based on an individual's response to "Section 5: Other Names Used."

*"Section 5: Other Names Used": Give other names you have used and the period of time you used them [for example: maiden name, name(s) by a former marriage, former name(s), alias(es), nickname(s)]. If the other name is your maiden name, check the "nee" box.

Q. When I recently went to have my HHS ID Badge certificates renewed, my fingerprints could not be verified. Do I have to re-enroll?

A. Yes. If DPSAC determines that the fingerprints cannot be verified, a new attempt to capture fingerprints will be required. This is done during re-enrollment, at which time you will be photographed and fingerprinted again.

During the process, DPSAC is required to identity proof the individual using two forms of original source documents. One must be a federal or state government issued photo ID. This can include the HHS PIV Badge itself, but DPSAC must have a second document to verify identity.

Click on the link http://www.idbadge.nih.gov/badge/docs/Table.pdf to see a list of acceptable identification documents as provided on the federal I-9 form. All documents must be unexpired.

DIS Asks AOs to Update Citizenship
Status in NED for Foreign Nationals Who Have Become U.S. Citizens

According to the Division of International Services (DIS), while many eligible U.S. lawful permanent residents (LPRs) apply for, and are granted, U.S. citizenship within 3-5 years of obtaining their LPR status, they may not remember to report their change of citizenship status to their IC.

DIS is in the process of updating the NED data it maintains for foreign nationals at NIH and is asking the administrative community for their help by speaking with their scientists and updating the NED records of LPRs who have secured U.S. citizenship.

Filing Fees to increase for U.S. Citizenship & Immigration Services Applications
DIS reports that the Department of Homeland Security (DHS) has proposed a filing fee increase for many U.S. Citizenship & Immigration Services (USCIS) applications, including the N-400 Application for Naturalization which is used to apply for U.S. citizenship. DIS recommends that individuals who are eligible to naturalize may want to begin the process soon to avoid the anticipated fee increase.

Helpful Tips

All Building 31 badging services - Enrollment, Badge Issuance and Customer Service -- now offered at a single, convenient location in 1B03. All badging services in Building 31 are available between 8:00 a.m. and 5:00 p.m., Monday through Friday. 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.

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. Please note: ONLY individuals with an Administrative Officer role are eligible to be HHS ID Badge/PIV Card Sponsors.

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
the hours of operation of the Lifecycle Work Station

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 1B03 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.

Safety Corner

Alert: Bogus Phishing 'Security' E-Mail 'Alert' Circulating Across NIH

A number of NIH staff have recently reported receiving a suspicious e-mail. NIH IT security has been alerted to its existence and is advising anyone who receives this e-mail to "Please do not click on any links nor reply to the sender in suspected phishing e-mails."

"No further action is needed, please delete the original suspicious e-mail from your Inbox."

The bogus e-mail is reproduced here and the hyperlinks removed:

***

From: IT Security [mailto:[email protected].....]

Sent: Wednesday, August 24, 2016 10:30 AM

To:

Subject: Mandatory Password Check

Importance: High

Hello .......,

IMPORTANT SECURITY NOTICE

Due to a recent rise in security breaches, the government has mandated
higher information security standards. As passwords are the primary
mechanism of defense against unauthorized access, we are being required
to check the complexity of all employees' passwords and recommend
changes if they fall short of the standards.

Please assist us in being compliant and visit https://password-
survey.itupdates.etc. ... to test the strength of your passwords.
Failure to do so within 72 hours may result in your account being locked
out.

Thank you for your co-operation,

IT Administrators

*******************************************

This email may contain confidential and privileged information for the sole
use of the intended recipient. Any review or distribution by others is
strictly prohibited. If you are not the intended recipient, please contact
the sender and delete all copies. Thank you.

***

Increased Police Patrols and Inspections of Common Areas on NIH Campus

Beginning July 1, 2016 NIH police and associated K-9 units stepped up patrols and inspections of common areas on the NIH campus, including vehicles in parking lots and multi-level parking garages and building common spaces (e.g., building atria).

NED Training Schedule Announced for FY '17

Description: This course provides 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.

Intended Audience: New or relatively inexperienced NED Portal users with the Administrative Officer (AO) or Administrative Technician (AT) role.

Prerequisites: Basic personal computer skills and experience with web-based computer applications.

Reasonable Accommodations/Interpreting Services: For deaf or hard-of-hearing individuals requiring interpreting services, please enter your request online in the Interpreting Services System at least five (5) days before the start of the class.

If you have any questions regarding this service, you may contact the ORS Division of Amenities and Transportation Services (DATS) Interpreting Team at (301-402-8180). Individuals who need other reasonable accommodations to participate in any of the CIT Training courses should let CIT Training know at least 5 days prior to the class.

How to Register: 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.