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2017
DPSAC News Year in Review
Highlights of DPSAC News articles published over the past year are presented here
in abridged form.
Each publication date, printed in bold, is a link to the DPSAC News published on that date.
DPSAC Cannot Issue a New (Employee) PIV Card at the Person's EOD Orientation Unless the AO Has Reclassified the Individual Beforehand
DPSAC reports that during the most recent EOD orientation, five Contractors converting to Full Time Equivalent (FTE) Employees were unable to obtain a new employee PIV card because their NED record showed that they were still Contractors. Their AOs hadn't updated their status as Employees in NED.
DPSAC wants to remind AOs that they should reclassify their contractors to FTEs via a NED update prior to their first day as an FTE. The contractor badge (with the green stripe) will continue to work until the badge holder receives the Employee version of the HHS ID Badge (PIV Card) (with the white 'stripe').
January 18, 2017
FAQS
Q.
I have sponsored a person for an HHS ID Badge to provide him with physical and logical access to NIH. For several days the most recent NED status screen indicates, 'Waiting for DPSAC to determine investigation requirements.' Can you tell me when the next step will occur for this individual?
A.
The problem here may be that this individual currently has an HHS ID (PIV) badge that was issued by another OPDIV/STAFFDIV (e.g., FDA or CDC).
Before he can be issued an ID Badge from NIH, someone from the other OPDIV/STAFFDIV needs to revoke his current HHS ID Badge. To get help with this, please contact DPSAC at [email protected].
Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace (excerpted)
The following fire safety awareness article was prepared by the Division of the Fire Marshal, ORS
Even though all facilities on the NIH Bethesda and Poolesville campuses are surveyed by the Division of the Fire Marshal (DFM) on a regular basis, fire safety hazards in the workplace can still pop up. With this in mind, the NIH community should not assume the DFM is aware of and/or working to correct every fire safety hazard.
Peer responsibility plays a large part in keeping NIH facilities fire safe. Therefore, it is extremely important for the NIH community to be able to spot and correct the more common workplace fire safety hazards before a fire incident occurs.
Below are the top 10 fire safety hazards that are frequently encountered in NIH facilities that can be easily spotted, corrected, and more importantly, prevented.
1. Blocked or locked exit doors
Exit doors are required by fire codes to be unobstructed.
2. Storage in stairwells
Stairwells are prohibited by fire codes to be used for storage or for the installation of equipment not necessary for safety.
3. Fire doors propped open
Required fire doors in NIH facilities are typically doors to stairwells, mechanical/electrical rooms, and corridor doors to laboratory work areas.
4. Improper use of extension cords
Make sure all extension cords and power strips are approved by the Underwriters Laboratory (UL) and have a UL label. Sometimes extension cords and power strips that are not UL approved do not have a sufficient protective coating over the wires. Electrical shocks, burns or fires can result from using unapproved equipment.
5. Material/equipment in corridors that impede egress
A proper means of egress allows unobstructed travel at all times.
6. The use of portable space-heating devices in laboratories and health care areas
Fire codes and NIH policy prohibit portable space-heating devices in all health care areas and laboratory work areas.
7. Flammable or combustible liquids and compressed gas cylinders in corridors
NIH Policy Manual 1361 (Corridor Utilization) prohibits the use of corridors for the storage of flammable or combustible liquids and compressed gas cylinders of all sizes.
8. Tampering with fire protection equipment
Fire codes prohibit any person from tampering with or rendering any portable (i.e. fire extinguisher) or fixed fire protection system or device (i.e. automatic sprinklers, fire alarm system devices, etc.) inaccessible or obstructed from view and/or for proper operation.
9. Missing ceiling tiles
A missing ceiling tile can easily allow hot products of combustion from a fire to rise through the ceiling opening and collect in the space above the ceiling.
10. Use of equipment with damaged or exposed electrical wiring
Do not use equipment with wiring that is damaged, including cuts or exposed wires.
For questions or assistance regarding any workplace fire safety matter, please contact the DFM at 301-496-0487.
FAQs
Q.
Why do I need a background investigation?
A.
National security regulations require that all persons employed by the government shall be reliable, trustworthy and of unswerving loyalty to the United States. This means that the appointment of each civilian employee in any department or agency of the government is subject to investigation. The scope of the investigation will vary, depending on the nature of the position.
March 1, 2017
Badging Process E-mails to Applicants/Badge Holders Require Quick Responses
In this two-part series, DPSAC News explores the various e-mails generated during the badging process that require the recipient (either the applicant or badge holder) to take certain actions in a timely manner to enable the badging process to proceed to badge issuance.
In this first installment, DPSAC News reviews the e-mails generated by the NIH Enterprise Directory (NED); the second installment, which will run in the March 15, 2017 DPSAC News, will cover e-mails generated by the other administrative entities involved in the badging process, including DPSAC and the NIH Police.
Throughout the badging process, applicants will receive a number of time-sensitive e-mails that require their attention before NIH can issue the applicant an ID badge.
These e-mails mark specific badging process points that call for the applicant to provide certain information or complete a certain task before s/he can proceed to the next action in the badging process and eventually be issued an ID badge. Mixed in with these e-mails may be reminders that the sender is still waiting for the applicant to complete a task that was requested in an earlier e-mail.
E-mails are generated from either the NIH Enterprise Directory (NED) administrator, the Division of Personnel Security and Access Control (DPSAC) or the NIH Police.
The first installment reviews the e-mails initiated by NED; the second installment, (March 15, 2017) covers e-mails generated by other administrative entities (including DPSAC and the NIH Police) involved in the badging process.
'e-QIP Tips for New Federal Employees' Guide Now Available on the DPSAC Website
DPSAC recently prepared a slide presentation to help prospective employees, contractors and affiliates navigate, and accurately complete, the background investigation questionnaires required as part of their on-boarding and badging process.
DPSAC developed this guide to help reduce the high rejection rate of e-QIP submissions due to incomplete or inaccurate entries. Unfortunately, having to deal with returned e-QIP submissions can be time consuming for both the individual and the DPSAC case review team.
Users can find links to this helpful presentation on the main page of the DPSAC website under '
What's New' or by clicking on
Background Checks on the left navigation panel of the main page.
FAQs
Q. I missed my opportunity to take advantage of expedited fingerprinting on my Entry On Duty (EOD) day. What should I do now?
A. Since you missed your opportunity to get fingerprinted during your EOD, you will need to call DPSAC to arrange an appointment. You can reach them at 301-402-9755 (Hours: 8:00 a.m. - 5:00 p.m.)
Please remember to bring two forms of identification (driver's license, passport, etc.) to your enrollment appointment.
Badging Process E-mails to Applicants/Badge Holders Require Prompt Responses
- Part II
This is the second of a two-part series exploring the various e-mails generated during the badging process that require the recipient (either the applicant or badge holder) to take certain actions in a timely manner to enable the badging process to proceed to badge issuance.
This second installment describes e-mails generated by DPSAC, ORS e-QIP and the NIH Police.
These e-mails may notify the applicant to make (and keep) all necessary appointments or to complete (or correct and resubmit) their e-QIP background investigation questionnaires.
While there are several iterations of these e-mails, they typically can be grouped into notifications requesting the applicant to make, confirm or reschedule an enrollment or badging appointment or to complete or correct his or her background investigation forms (e-QIP).
If an individual ignores these requests and reminders to make the required appointment, s/he will not be issued an HHS ID Badge.
A comprehensive review of these emails is published here.
Safety Corner Special
Beware NIHers! Don't be the Victim of a Scam (Part I through IV)
In March and April DPSAC News ran a special four-part Safety Awareness Campaign to warn readers about ongoing scam attempts on NIH employees. The NIH ORS Division of Police prepared this campaign, describing how each con works and how to protect yourself from becoming a victim.
If you have any questions about scams please contact Mike McGraw, Intelligence Coordinator, NIH Police at 301-496-9862 or
[email protected]
NIH Badge Deactivation Policy
If you are in receipt of a deactivation e-mail, please note the following:
NIH has a badge deactivation policy for personnel who are not compliant with Executive Order 10450 and HSPD-12. Individuals receive numerous e-mail notifications to address their background investigation requirements. E-mails are escalated to the individual's servicing Administrative Officer (AO), supervisor for federal employees or project officers for contractors.
National Background Investigation Bureau (NBIB) Announces Adjustments for Background Investigations for Tiers 3 & 5
NBIB background investigations for Tier 3 and Tier 5 have been adjusted 'for reciprocity and re-investigations' until February 16, 2019.
The adjustments are as follows:
Tier 3 -- Non Critical Sensitive Positions (ANACI) (Secret) is now good for 10 years; re-investigations will be due at 10 years;
Tier 5 -- Critical Sensitive Positions (SSBI) (Top Secret) is good for seven (7) years; re-investigations will be due at 7 years.
These changes were made to help NBIB eliminate or decrease their considerable backlog as of March 28, 2017.
April 26, 2017
NBIB Publishes FY'18 Background Investigation Costs Early to Help Customer Agencies Plan their Annual Budgets
The National Background Investigations Bureau (NBIB) recently published billing rates for reimbursable background investigative services that become effective FY'18 (October 1, 2017).
These new rates, published in
Federal Investigation Notice (FIN) No. 17-04
, reflect NBIB's continued commitment to publish its investigative prices in time for (its) "customer agencies to best account for investigation costs in (their) annual budgets."
NBIB traditionally publishes its revised Background Investigation pricing schedule closer to the beginning of the new fiscal year. However, in light of recent legislation, executive orders and policies that may impact funding, they have decided to publish next fiscal year's rates early.
The 'Not To Exceed (NTE)' Date and the 'ID Badge Expiration' Date - a Primer
The NTE Date
The NTE date is an expiration date within the NED record itself, denoting the date a person will be separating from the NIH.
NED displays the NTE field under "NIH Work Info," and can be viewed under "Legacy NED reports." Also, administrative staff can enter and change a person's NTE date in NED as an "Update" to the person's information.
Note: the NTE date is not a required field in NED and is completely unrelated to the ID badge expiration date. An NTE date may be the same as the ID badge expiration date, but only if the Administrative Officer/Administrative Technician (AO/AT) makes it the same in NED.
DPSAC cautions administrators to make sure the NTE date is entered accurately. If they are not certain of the date, they should not include it in NED.
Important: NED usually deactivates records containing an NTE date the day after the NTE date. NED deactivation results in loss of NIH services including the disabling of a person's ID badge for physical access and NIH network access/e-mail.
ID Badge Expiration Date
The ID Badge expiration date is the expiration date of a person's ID badge and can be found in NED under "NIH Services Info." The badge expiration date has no impact on the person's NIH network account access (e-mail, etc.).
Typically, an HHS ID badge (Personal Identity Verification or 'PIV' card) has a life cycle of five (5) years, after which the badge must be renewed. NED automatically generates a badge renewal notice 42 days prior to the badge expiration date.
When an Administrative Officer requests an ID badge in NED for individuals identified as short term staff (at NIH less than six [6] months), summer students or foreign nationals, NED will automatically generate the request for a Restricted Local Access (RLA) Badge.
RLA badges issued for these three classifications have their own life cycles: RLA badge issued to foreign nationals are valid for 3 years; RLA badges issued to short-term staff are valid for a maximum of 6 months; and, RLA badges issued to summer students are valid through September 30 of the year issued.
May 10, 2017
Students Begin Arriving for NIH's 2017
Summer Internship Program
From now through early June, approximately 1,200 individuals will arrive at NIH to begin their Summer internships under the NIH 2017 Summer Student program.
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.
Welcome to T'Nae Brown, New Director, Division of Personnel Security and Access Control
Mr. Bill Cullen, Chief Security Officer/Associate Director for Security and Emergency Response, Office of Research Services recently sent the following announcement to ORS and ORF staff welcoming Ms. T'Nae Brown as the new Director, Division of Personnel Security and Access Control.
I am pleased to announce that Ms. T'Nae Brown has been selected as the new Director of the Division of Personnel Security and Access Control. Ms. Brown began in her new position effective April 17, 2017.
Ms. Brown comes to the NIH from the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF), where she served as a Supervisory Personnel Security Specialist and Chief of the Adjudications Branch in the Office of Professional Responsibility and Security Operations, Security and Emergency Programs Division, Personnel Security Division.
While at the Bureau, she provided leadership and expert guidance to Personnel Security Employees and contractors relating to the federal background investigation, suitability and security clearance process. She was also responsible for interpreting and administering all personnel security regulations as prescribed and in accordance with Executive Orders and other external regulatory directives, as well as developing policies, procedures and guidelines for the ATF.
Prior to her position as Supervisory Personnel Security Specialist, Ms. Brown also was a Team Lead with the Bureau, and held other Personnel Security positions with the HHS Office of Commissioned Corps Operations, the Department of Homeland Security, the Executive Office of the President and the U.S. Department of State.
Ms. Brown earned a Bachelor of Arts in Sociology with a Criminal Justice concentration from George Washington University. She has also served as a Watch Officer during the United Nations General Assembly as part of the U.S. Department of State, DS Dignitary Protection. She has completed numerous suitability adjudication, personnel security and leadership training courses, along with receiving notable performance awards over the course of her career.
Please join me in welcoming Ms. Brown to the ORS and NIH.
Bill Cullen
Chief Security Officer/Associate Director for Security and Emergency Response
Office of Research Services
DPSAC News Revisits Position Classifications
DPSAC News
is reprising its 'Spotlight' series here in a format that lets readers quickly scan the position classifications and link to in-depth articles about each one.
The classifications listed below are presented in the order they were originally reported in DPSAC News, beginning in October 2015 and concluding in June 2016. Each article begins by identifying who qualifies for a particular position classification and the type of badge that will be issued for that person.
Readers will also find information about whether the position classification is entered into NED, who processes the badge requests (DPSAC or the NIH Police), the type of background investigation required, how long the badge is good for, and NIH requirements for the disposition of the ID badge.
Position Classification Publication Date
NIH Badging Authority by Classification Chart
NIH Fire Hazard Reporting Tool
The following fire safety article was prepared by the Division of the Fire Marshal, ORS
In January, the Division of the Fire Marshal (DFM), Office of Research Services kicked off the New Year with a fire safety campaign titled, "Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace." ( see
January 18, 2017 DPSAC News
).
NED Portal Users - Submit a NED Portal "Update" Task to Change an Individual's Classification
The NED support team reports that some NED portal users are unnecessarily choosing to deactivate a person's NED record and then submitting a new Register/Activate task to change a person's classification (e.g., from Contractor to NIH FTE).
DPSAC and the NED team want NED Portal users to know that it is NOT necessary to deactivate the person's NED record and submit a new Register/Activate task to reclassify him/her. Rather, submit a NED Portal 'Update' task to change the person's classification. This solution requires less data entry, won't affect the person's NIH network/e-mail access, and may allow them to keep the same ID badge.
As is the case for all NED Portal "Update" tasks, users can schedule classification updates to occur in the future by changing the "effective date" of the update from the default value ("today") to a future date.
Answers to common questions about the NED "Update" task
Q:
What happens to an individual's ID badge when updating his/her classification from NIH non-FTE (e.g., Special Volunteer, Guest Researcher or Contractor) to NIH FTE?
A:
On the effective date of the update (if today, immediately upon AO approval), NED will initiate a badge request for an NIH FTE badge. In most cases, the person's current badge will continue to work until they receive their new ID badge.
The exception is in the case of an NIH non-FTE with an NIH ID "legacy" badge. In this scenario, the NIH ID "legacy" badge will stop working almost immediately following the update effective date. Thus, Portal users may want to coordinate with the person regarding the timing of the update in this scenario. (Note: the NED Portal displays a warning to users whenever an update will result in badge revocation).
Q: What happens to an individual's ID badge when updating his/her classification from NIH FTE to NIH non-FTE (e.g., Special Volunteer, Guest Researcher or Contractor).
A: On the effective date of the update (if today, immediately upon AO approval), NED will initiate a badge request for an NIH non-FTE badge and immediately revoke the person's NIH FTE badge.
If you have questions or need additional information regarding NED classification changes, please contact the NIH IT Service Desk ( https://itservicedesk.nih.gov/).
Students will not be issued their NIH RLA ID badge and must enter campus as a visitor until the fingerprint check is completed.
DPSAC advises students to come in for fingerprinting before their first day.
June 21, 2017
Return Your Badge When Leaving NIH
If you plan to end your affiliation with NIH, whether you're an employee, contractor or affiliate, you will need to turn in your HHS ID Badge (PIV card) or RLA Badge to your Administrative Officer (AO) so that s/he can deactivate your badge in NED. Your AO will turn over the deactivated badge to the badging office.
When Summer Students end their 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 or to the local badge issuance office.
Checking Your Badge Status in the NED Portal
You don't have to ask your AO to check on your badge status. You can do it yourself. Simply use the link
https://nedportal.nih.gov
to access the NED Portal and click on the 'Track My Badge Status' button under 'Self Service' in the left navigation panel (Figure 1). Note: you may have to cut and paste this URL into your browser to access the NED portal.
e-QIP Tips for New Federal Employees' guide now available on the DPSAC website --
to help prospective employees, contractors and affiliates navigate the background investigation questionnaires (e-QIP) process. The site's
main page
contains two links (one under 'What's New' and one under 'Background Checks' on the left navigation panel) that connect to this useful slide presentation.
NIH Adopts OPM's 5-Tier Background Investigation Standards and Naming System
In October, 2014, (FY '15) the Office of Personnel Management (OPM) implemented the first 2 tiers of the new 5-tier background investigation process that was approved through collaboration between OPM and the Office of the Director of National Intelligence (ODNI).
- Tier 1 (uses the SF-85 form): Non-Sensitive Low Risk positions/Physical and/or Logical Access (HSPD-12)
- Tier 2 (uses the SF-85P form): Public Trust Moderate Risk positions, with an expanded background investigation
At the beginning of FY 2016, OPM implemented Tiers 3 and 3R (re-investigation) and incorporated them into the new billing standards. (Federal Investigations Notice No. 16-01 issued on October 2, 2015).
- Tier 3 (uses the SF-86 form): Non-Critical Sensitive positions requiring Confidential or Secret background investigations
Starting in FY 2017, OPM moved forward in implementing its Tier 4 and Tier 5 background investigation products. Tier 5 replaced the Single Scope Background Investigation (SSBI).
- Tier 4 (uses the SF-85P form): Public Trust High Risk positions
- Tier 5 (uses the SF-86 form): Critical Sensitive positions requiring Top Secret or Sensitive Compartmented Information (SCI)
Now that OPM has completed the transition to Tiers, DPSAC revised its web pages to reflect OPM's new 5-tier investigation process and revised naming convention.
Revised SF-86 Questionnaire for National Security Positions Debuts in e-QIP July 30, 2017
The Office of Personnel Management (OPM) recently announced that effective July 30, 2017, it will replace the existing Standard Form (SF)-86 Questionnaire for National Security Positions with a revised version that will be enabled in e-QIP on that date.
The SF-86 revisions will affect individuals who are applying for positions in Tier 3 (Non-Critical Sensitive positions requiring Confidential or Secret background investigations) and Tier 5 (Critical Sensitive positions requiring Top Secret or Sensitive Compartmented Information (SCI).
While the revised SF-86 questionnaire includes a number of minor changes, other changes are more substantive, including changes to questions regarding the applicant's mental health history and management and an expanded section that queries an applicant's illegal use of drugs and drug activity.
The SF-86 - an Overview
Over the next several weeks, DPSAC News will present a review of all 29 sections of the SF-86 questionnaire so that the administrative community and DPSAC staff can better advise applicants who need assistance completing this form.
DPSAC News will also share some of the more common errors and omissions DPSAC staff encounter during the e-QIP review process (prior to releasing it to OPM). The goal is to give AOs the information they need to properly advise applicants on how to fully and accurately complete this lengthy form.
The form begins with a description of the investigative process, which states, in part that:
In addition to the questions on this form, inquiry also is made about your adherence to security requirements, honesty and integrity, vulnerability to exploitation or coercion, falsification, misrepresentation, and any other behavior, activities, or associations that tend to demonstrate a person is not reliable, trustworthy, or loyal. Federal agency records checks may be conducted on your spouse, cohabitant(s), and immediate family members.
By completing all 29 sections of the SF-86 Questionnaire for National Security Positions, the applicant is giving reviewers an in-depth look at his/her history and background so that they can determine whether s/he is suitable for federal employment and, specifically, for positions of national security.
OPM's Quick Reference Guide to the SF-86
OPM has published a 44-page illustrated guide "
Completing Your Investigation Request in e-QIP: Guide for the Standard Form (SF)-86
" to help applicants navigate the process. The guide also offers a number of helpful pointers ranging from accessing the e-QIP login to releasing and transmitting the completed SF-86. To preview a draft of the revised SF-86, click
here
.
NBIB Publishes FY'19 Background Investigation Costs Early to Help Customer Agencies Plan their Annual Budgets
The National Background Investigations Bureau (NBIB) has once again published billing rates for reimbursable background investigative services ahead of schedule. This time the new billing rates are for FY 2019 (October 1, 2018).
These rates and the Federal Investigations Notices for FY'17, FY'18 and FY'19 are viewable on the DPSAC website at:
https://www.ors.od.nih.gov/ser/dpsac/bgchecks/Pages/pricing.aspx
FAQs
Q.
Can a Summer Student be issued an Alternative Logical Token (ALT)?
A. No. There are two reasons Summer Students are not eligible for an ALT: (1) their tenure at NIH is for a short duration, i.e., less than 6 months. (Summer Students are issued RLA badges that expire on September 30 of the year issued); (2) while Summer Students will be fingerprinted, they will not undergo a full background investigation.
August 2, 2017
OPM Deploys Revised SF-86 Questionnaire for National Security Positions in e-QIP
The July 19, 2017 DPSAC News kicked off a new mini-series featuring recent changes to the SF-86 Questionnaire for National Security Positions in e-QIP. The Office of Personnel Management (OPM) replaced the existing Standard Form (SF)-86 with a version that incorporates these changes.
In the following three issue of DPSAC News (August 2, 2017, August 16, 2017 and August 30, 2017) readers are presented with an in-depth examination of all 29 sections of the revised SF-86, focusing primarily on the new material to help the administrative community and DPSAC staff better assist applicants completing this form.
Q.
Our Institute needs to replace the existing Lifecycle Work Station (LWS) computer we have at one of our locations. The machine is old and failing. We have a new computer available to serve as a replacement, but are unsure of the steps needed for the LWS software reload and computer registration, or if we need to purchase a new computer from a required source already configured.
Would you be able to provide that guidance, or point me to the LWS computer contact?
A.
In order to replace your LWS machine, the HHS Identity Admini-stration Helpdesk requires you to send them the resource tag of the current LWS machine that will be replaced. This information should be sent to:
[email protected]
. The resource tag can be found in the LWS configuration by going to: Start, All Programs, Card Issuance Station or Lifecycle Workstation, Configuration. The registration tab will have the information requested.
Once you have done this, please e-mail us at
[email protected]
to release a new license for your IC.
At present, LWS v2.5.9.5 is only compatible with Windows 7, 32-bit and 64-bit. Once you have provided your resource tag, the HHS Identity Administrators will send the software to you via 'share file' through NIH and provide installation instructions at that time.
Changes to SF-86 Questionnaire for National Security Positions in e-QIP (Part IV)
This is the final installment of a 4-part series highlighting changes to the SF-86 Questionnaire for National Security Positions that the Office of Personnel Management (OPM) recently deployed for use with e-QIP.
Terminating the 2010 SF-86 and processing discontinued questionnaires still in the pipeline
When the National Background Investigations Bureau (NBIB) adopted the revised questionnaire on July 30, 2017, it simultaneously disabled the 2010 SF-86 to ensure that all new request initiations will be requested on the 2017 SF-86 only.
Requests that were initiated on the 2010 form prior to July 30, 2017 will continue to run their course and agencies will be able to release these requests to NBIB, which will be accepted and processed accordingly.
NBIB will continue to process 2010 SF-86 forms for 90 days thereafter, at which point it will terminate any remaining cases using the 2010 form.
OPM Deploys Revised 2017 SF-86
On July 30, 2017 the OPM replaced the 2010 SF-86 with the 2017 version that incorporates changes to many of the 29 sections of this background questionnaire.
DPSAC News
began this series ( August 2, 2017 DPSAC News) with a review of the changes to the first 18 sections of the SF-86. These changes involve minor expansions or modifications that allow applicants to give more complete responses to the questions.
The
August 16, 2017 DPSAC News
looked at two sections of the form that underwent more substantive revisions: Section 21 (S21) (Psychological and Emotional Health Questions); and Section 23 (Illegal Use of Drugs and Drug Activity). These important changes reflect shifts in societal attitudes and/or changes in the law or policy.
Changes to the remaining sections of the SF-86
In this final installment, DPSAC News reviews the remaining sections of the questionnaire that have been modified. These changes, much like the ones in Sections 1-18, offer minor expansions or modifications that allow applicants to give more complete responses to the questions.
OPM's revised "Completing your Investigation Request in e-QIP Guide to the Standard Form SF-86" (May 2017) is a 'must read' for applicants who plan to complete the SF-86. This guide explains in detail how to complete each of the sections and offers tips on how to save time filling out this lengthy questionnaire.
DPSAC Clarifies Policy for Issuing Extended Visitor Badges
Footnote 8 of the chart [for Extended Visitors] now states: "These individuals must visit the campus on a regular basis, which is defined as three (3) or more days a week, to be eligible for an Extended Visitor Badge."
Individuals who are normally classified as Extended Visitors, including service providers, alumni/retirees, transportation visitors, construction workers and ground maintenance, must meet this requirement to be issued an extended visitor legacy badge.
Visitors who do not meet this requirement must enter the NIH campus through the
NIH Gateway Center - Building 66
(for pedestrians entering campus) or the
Gateway Inspection Station - Building 66A
(for vehicles entering campus). There they will undergo security screening and be issued a daily visitor pass.
Note: the Legacy Badge issued to construction workers is a non-technology badge that is for purposes of identification only.
Please refer to the
Badging Authority by Classification Chart
for descriptions of all extended visitor categories and additional badging policies.
September 13, 2017
U.S. Citizenship and Immigration Services
(USCIS) Revises
Form I-9
On July 17, 2017, U.S. Citizenship and Immigration Services (USCIS) issued a revised Form I-9. This form is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and non-citizens.
The new form must be used by September 18, 2017. Also, the employer must have an I-9 on file for all employees hired after November 6, 1986. Employees who were hired on or before that date are exempt from the I-9 requirements.
Change to the list of acceptable I-9 documents
The revised form has only one substantive change. A new 'List C' document (FS-240), a Consular Report of Birth for a U.S. citizen who was born abroad, was added as an acceptable document
[Click
here
to view this list]
A child born abroad to a U.S. citizen parent or parents may acquire U.S. citizenship at birth if certain statutory requirements are met. The child's parents should contact the nearest U.S. embassy or consulate to apply for a Consular Report of Birth Abroad of the United States of America (CRBA) to document that the child is a U.S. citizen.
If the U.S. embassy or consulate determines that the child acquired U.S. citizenship at birth, a consular officer will approve the CRBA application and the Department of State will issue a CRBA, also called a form FS-240, in the child's name.
As of December 31, 2010, the Department of State no longer issues Certifications of Reports of Births (DS-1350). All previously issued DS-1350s are still valid for proof of identity, citizenship and other legal purposes.
The FS-545 form is a Certification of Birth previously issued by U.S. Department of State consulates. It is often submitted together with the prior version of the FS-240 form or a Consular Report of Birth Abroad.
The FS-545 is often submitted to establish U.S. citizenship and the identity of any U.S. citizens born abroad. Any U.S. citizen who has given birth in another country before November 1, 1990 can also use the FS-545 to report the birth of the child to any U.S. Embassy or consulate.
According to U.S. law, a CRBA is proof of U.S. citizenship and may be used to obtain a U.S. passport and register for school, among other purposes.
National Security Background Investigation Required for NIH Staff Working at Walter Reed
NIH Administrative Officers (AOs) and Administrative Technicians (ATs) need to plan ahead for individuals who expect to rotate through or work at Walter Reed National Military Medical Center (WRNMMC) since they will require a higher level (National Security) background investigation in order to work at that facility.
NIH staff applying for positions of national security must complete the Questionnaire for National Security Positions [SF86] and undergo the appropriate background investigation. DPSAC strongly suggests that individuals print an Archival Copy of the completed SF86 for their records.
DPSAC is advising AOs and ATs to initiate the process as soon as the candidates know that they will be rotating through or working at WRNMMC.
NOT IN NED = NOT ENTERING ON DUTY
DPSAC News publishes a version of this article periodically to remind the administrative community of the importance of entering new hires into NED early to help expedite the badging process and avoid unnecessary delays.
Unfortunately, too many 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.
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 it 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.
September 27, 2017
Discover the "nVision-NED Repository" - a Powerful, Time-Saving Tool for AOs & ATs
Most AOs and ATs and other administrative staff are likely familiar with nVision as an enterprise reporting system at NIH. But many nVision and NED users may not be aware of the specialized tool -- the 'nVision-NED Repository' -- that resides within nVision.
This tool, which is also accessible via a link in NED, will let users query NED directly to obtain customized, actionable reports.
The power of the nVision-NED Repository
As one example of the nVision-NED Repository's utility, users can quickly screen for individuals in their IC who should be removed from NED. There's no need to ask the NED team to create a targeted search for you. Simply running the report in its standard form will quickly provide you a list of all active NED records in your IC. Click
here to read more.
Coming NED Version 4.1 Supports Changes to
HHS and NIH Badge Policy
In a September 29, 2017 e-mail to NED Portal users, the NED Team announced that it will release NED version 4.1 over the weekend of October 27 with an October 30 "go-live' date.
This revision supports important badging policy changes that impact the following populations at NIH:
1. Foreign Nationals
2. NIH FTE - Special Government Employees (SGEs)
3. Non-FDA Tenants and Volunteers (other than Special Volunteer)
4. FDA Tenants.
The e-mail, reproduced
below
, summarizes these changes in NED. It also lists several 'back end' system portal changes "that will be transparent to NED Portal users, but AOs/ATs should be aware of," said the NED team.
The NED team also released a 15-page "
NED v4.1 Release Customer Guide
" that details these changes, along with step-by-step instructions and supporting NED screen shots of sample revised tasks in NED to assist NED portal users.
How will the v4.1 release affect NED Portal users?
Overall NED Portal functionality and look/feel will remain the same, but the release includes changes to align with the following policy changes:
- Foreign nationals living in the U.S. for three or more years will
receive PIV badges with a blue stripe rather than RLA badges.
- NIH FTE - Special Government Employees (SGEs) who require
both logical and physical access will receive RLA badges rather
than NIH ID "legacy" badges.
- Non-FDA Tenants and Volunteers (other than Special Volunteer)
will receive RLA badges rather than NIH ID "legacy" badges.
- NIH will no longer issue ID badges to FDA tenants.
NED v4.1 includes many "back end" system changes that will be transparent to NED Portal users, but AOs/ATs should be aware of the
following Portal changes:
- Position information will be required for NIH FTE - SGEs, non-
FDA Tenants, and Volunteers (other than Special Volunteer).
- There will be a new required field ("NIH Facilities/IT Systems
Access") for non-FDA Tenants and Volunteers (other than
Special Volunteer).
- The existing duration field ("short-term/long-term") will be
removed for NIH FTE - SGEs.
- The Portal will prevent AOs/ATs from requesting an ID badge
when one is already pending for a person unless they choose to
terminate the pending request.
For additional details, please refer to the
NED v4.1 Release Customer Guide
. The guide is also available on the NED SharePoint site.
AO's Coordination of Badge Renewals for Foreign Nationals Can Help Ensure Uninterrupted Access to NIH Resources
When the NED team releases NED v.4.1 on October 30, 2017, foreign nationals who have lived in the U.S. for three years or longer will begin receiving a PIV card with a blue stripe instead of an RLA badge. DPSAC is advising all servicing AOs to coordinate with their foreign nationals when renewing their current RLA badges.
Why? When an AO submits a NED badge renewal task for a foreign national whose RLA badge is expiring, the individual's RLA badge will be revoked immediately after the AO approves/submits the badge renewal task. Once the RLA badge has been revoked, the individual is unable to use his/her badge to access any NIH facilities or the NIH network.
It will be important for AOs to coordinate the badge renewal process with the individual prior to submitting his/her badge renewal to ensure uninterrupted access to NIH campus facilities and the NIH IT Network.
DPSAC advises AOs to plan on scheduling badge renewals for a time when the badge holder is on one of the NIH campuses.
Once the AO has submitted the NED badge renewal task, the applicant can immediately visit DPSAC to enroll and be issued his or her new PIV card (with blue stripe). With the new badge in hand, the applicant will be able to enter NIH facilities and access the NIH IT network without any interruption of service.
Getting a Social Security Number: Guidance from the Division of International Services (DIS)
The following information is excerpted from a
fact sheet
prepared by DIS for its customers (Flyer Rev. 10/2017). DIS provides immigration-related services to the NIH for visiting foreign scientists and the NIH research community. Important information about getting a Social Security number as it relates to applying for an ID Badge and badge issuance in included.
A Social Security Number (SSN) is a U.S. Federal Government number issued by the Social Security Administration (SSA). The number is used to keep a record of an individual's earnings for the purpose of government retirement and disability programs.
It is also used for tax reporting purposes. All non-immigrants who will earn income in the United States must obtain a number for the employer to properly report earnings and tax withholdings. Visit
http://www.ssa.gov/
for additional information.
When should I apply for a Social Security Number?
Because the SSA must verify your non-immigrant status with the Department of Homeland Security (DHS), the Division of International Services (DIS) recommends that you wait to apply until 3 days AFTER
your initial check-in with DIS."
Click
here
to view the complete DIS fact sheet.
New Reporting Requirements for NIH Personnel with Active National Security Clearance, Security Clearance Eligibility, and Individuals in Select Sensitive Positions
In December 2016, Security Executive Agent Directive 3 (SEAD 3) established new reporting requirements for individuals with active national security clearances, security clearance eligibility, and individuals in sensitive positions. The three broad categories for SEAD 3 consist of Foreign Travel, Foreign Contacts and Self and/or Peer reporting activities. The new directive took effect June 12, 2017.
The Department of Health and Human Services (HHS), Office of Security and Strategic Information (OSSI) worked with the Office of Director of National Intelligence (ODNI) to come up with four smaller target dates for individuals from HHS to be notified of their SEAD3 reporting requirement.
In response to the target dates set forth by HHS, NIH sent notification to any NIH individuals identified as belonging to one of the following four groups:
- Individuals with active Top Secret (TS) and Sensitive Compartmented Information (SCI) security clearance
- Individuals with active TS or Secret (S) security clearance
- Individuals with security clearance eligibility
4. Individuals in selected "Sensitive Positions"
FAQs Re: SEAD 3 Reporting Requirements for Personnel with Access to Classified Information or Who Hold a Sensitive Position
Q.
How do I know if I'm designated as holding a "sensitive position?"
A.
All sensitive positions must be specifically designated by NIH as sensitive in accordance with Title 5 Code of Federal Regulations (CFR) Part 1400 (or previously under Title 5 CFR 732). Your Human Resource office will know if your position is designated as sensitive and to what level.
There are three levels of sensitive positions: Non-Critical, Critical, and Special. These levels are determined by the degree to which a compromise of accesses or information would cause a "material adverse effect on national security," based on the nature of the position.
Reminder to AOs: Coordinate RLA Badge Renewals with Foreign National Customers to Ensure Continuous Access to NIH Resources
DPSAC is advising NED Portal users to coordinate with foreign nationals when renewing RLA badges if the foreign national has been living in the U.S. for three or more years. Per a recent NIH badge policy change, foreign nationals who entered the U.S. three or more years ago now receive PIV badges with a blue stripe instead of RLA.
Other circumstances in which RLA badge revocation occurs
Badge revocation is not limited to badge renewal tasks, as there may be other adjustments made to the NED record which initiate the RLA to PIV process. For example, updates to a foreign national's Alien Authorized Work Until Date (AAWUD) by the Division of International Services (DIS) can also result in badge revocation.
The most common example of the badge revocation occurs when the DIS Immigration Specialist updates the AAWUD in NED, in connection with a renewal request from the Institute/Center.
If the scientist has a "Date Entered U.S." of more than 3 years prior, the DIS AAWUD update request will prompt the disabling of the RLA and initiate the request for the PIV badge. The foreign national scientist will immediately receive an email from DPSAC with guidance towards obtaining the PIV.
FAQs
Q.
Can expired PIV Card Certificates be renewed at a Lifecycle Work Stations (LWS)? I recently heard that if a certificate is expired, only the DPSAC Badging Office can renew the certificates.
A.
If a certificate has expired, the user will have to return to an Issuance Work Station (IWS) machine (located in DPSAC or at a security office that provides badge issuance at a remote facility) for the renewal. Lifecycle Work Station (LWS) machines [and the Access Card Utility (ACU)] can only support updating certificates that have not yet expired.
NIH badging statistics from HHS as of December 1, 2017
Sponsored: 38,053 Enrolled: 36,960 Issued: 35,508*
*This figure represents 93.0% of individuals who have been sponsored.
Percentages may not add up to 100%, as they are rounded to the nearest percent.
Note: the Department reports weekly on the number of individuals who have been sponsored, enrolled and issued new HHS ID Badges for each OPDIV. DPSAC News
reports the latest Departmental figures for NIH in the first issue published for that month.
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