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January 17, 2018 issue of the DPSAC NEWS


In This Issue

Contact Us

 

Division of Personnel Security and Access Control (DPSAC),  

Office of Research Services  

 

Building 31, Room 1B03
Hours: 8:00 a.m. - 5:00 p.m. Monday - Friday 

 

Personnel Security 

Helpdesk: 301-402-9755

E-mail: orspersonnelsecurity@ 

mail.nih.gov

 

Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 

mail.nih.gov

 

       

        HHS logo small Logo Mark NIH Logo Mark    

In the Event of an Operating Status Change

DPSAC follows the Office of Personnel Management (OPM) operating status. In the event of any potential operating status change, individuals should consult OPM's website (http://www.opm.gov/status) for indications of whether the Division of Personal Security and Access Control (DPSAC) will be open for business.
PIV Card Visual Aids

On October 30, 2017, the NED team released version 4.1 that included support for changes to HHS and NIH badge policy affecting the following groups:

*  Foreign nationals living in the U.S. for three or more years now receive
    PIV badges with a blue stripe rather than RLA badges.

*  NIH FTE - Special Government Employees (SGEs) who require both
    logical and physical access 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.

Now that these revised policies have been in effect for several months, the number of ID badges with the new color codes (and combinations of color codes) are growing across NIH. DPSAC News has prepared the following visual aids to help NIH'ers recognize these new badges and better understand who qualifies for the different ID credentials and why. 

Note that the colored stripes and tabs on each badge help distinguish between employees, contractors, foreign nationals, short and long-term hires or combinations of these attributes.

The HHS ID Badge
All full time federal employees, contractors, and affiliates must complete the Personal Identity Verification (PIV) process and be issued a HHS ID Badge.

According to a recent Department census, there are approximately 17,200 Employees and 18,399 Contractors/Affiliates who have been issued HHS ID Badges at NIH. 


As  Figure 1  and  Figure 2  illustrate, NIH Employees are issued an HHS ID Badge with a white background and Contractors/Affiliates are issued an HHS ID Badge with a green stripe. A "G" is also printed on the green stripe to assist the visually impaired. 




As noted above, foreign nationals living in the U.S. for more than three years are now issued an HHS ID Badge with a blue stripe
( Figure 3).

Foreign National Contractors/ Affiliates living in the U.S. for more than three years are issued an HHS ID Badge with blue stripe and green tab ( Figure 4).

The NIH Restricted Local Access (RLA) Badge
Starting in July 2014, NIH began issuing a new type of personal identity verification (PIV) card, the Restricted Local Access (RLA) Badge. The RLA Badge serves the same purpose as the HHS ID Badge, providing both physical access to NIH facilities and logical access to NIH information systems.

The RLA Badge ( Figures 5, 6 ) looks similar to the HHS ID Badge and contains an embedded computer chip and an orange stripe. NIH worked with HHS to develop the RLA badge in order to meet HSPD-12 security guidelines for individuals who do not qualify for an HHS ID Badge. 

    


Individuals who qualify for the RLA badge
  • Foreign nationals who have lived in the US for less than 3 years 
  • Short-term staff (at NIH less than 6 months) 
  • Summer students
The life cycles of the RLA Badge
  •  An RLA badge issued to a foreign national is valid for 3 years.
  •  RLA Badges issued to short-term staff are valid for a maximum
     of 6 months
  •  RLA Badges issued to summer students are valid through
     September 30 of the year issued
Note: Prior to July 14, 2014, badge requests for foreign nationals defaulted to a 5-year HHS ID Badge. Since July 14, 2014, all badge requests for foreign nationals living in the US less than three years default to a 3-year RLA Badge.

What information is contained on the PIV Card/RLA Badge?
Each PIV Card or RLA Badge contains the necessary data for the cardholder to be granted access to federal facilities and information systems and assure appropriate levels of security for all applicable Federal applications.

The information on your ID badge will include:
     *    Your photograph
     *    Your full name
     *    Your Operating Division or OPDIV (NIH)
     *    Badge expiration date
     *    Badge serial number
     *    Federal agency smart credential number (which uniquely
           identifies your OPDIV and you)
     *    An authentication key
     *    Two electronic fingerprints

This information will NOT be on your ID badge:
     *    Social Security Number
     *    Address
     *    Phone number

Where to go for help with a badging-related issue
The Division of Personnel Security and Access Control (DPSAC) handles all badging related issues for NIH employees, contractors and affiliates and is the best resource for obtaining more information on the badging process. Visit the DPSAC website at:

            https://www.ors.od.nih.gov/ser/dpsac/Pages/Home.aspx  
           [or]
           
https://www.idbadge.nih.gov .

News Briefs 
This article first appeared in the January 3, 2018 DPSAC News.

DPSAC recently revised the Badging Authority by Classification Chart to reflect a policy change regarding the issuance of NIH Legacy badges to Extended Visitors.

Footnote 8 on the chart states that "To be eligible for an NIH Legacy badge, the individual must visit the NIH Campus three or more times a week, as attested by an Administrative Officer."

The Badging Authority chart can be viewed from the NIH network. On the DPSAC website ( www.idbadge.nih.gov), click on "Applying for a Badge" and then on the link: NIH Badging Authority by Classification Table (posted under the "Extended Visitor Badge Program at NIH").

Helpful Tips

Do not lend your ID badge to anyone!
--
lending out your ID badge is prohibited. The issuance of ID badges is based on strict identity proofing and the determination of one's suitability for a specific position classification. To do so is a criminal offense!

You can find helpful  information about your HHS ID Badge, including how to use your badge to login, send/receive encrypted e-mail and digitally sign documents at: http://smartcard.nih.gov 

ALT cards -- should be returned to the IC ALT card coordinator
- NOT to the Division of Personnel Security and Access Control (DPSAC).

All Building 31 badging services -- Enrollment, Badge Issuance and Customer Service -- 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 also offers Enrollment and Badging services in the South Lobby of the Clinical Center from 7:30 a.m. to 4:30 p.m. on weekdays.

Administrative Officers (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 Alex Salah at salaha@ors.od.nih.gov. Upon receipt of the certificate, Mr. Salah will authorize the AO as a Sponsor.

Note: ONLY individuals with an Administrative Officer role in NED 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 ORSPersonnelSecurity@mail.nih.gov. Your request should include:  
  • the new operator's name
  • his/her Institute or Center (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 ORS Personnel Security has approved the request, it will forward the name(s) to HHSIdentityAdmins@deloitte.com to complete the approval process, add the name(s) to the LWS operator roster, and inform the IC that the individual is now approved to operate the LWS.

Need to make changes to the LWS operator directories? -- drop an e-mail to Lanny Newman, newmanl@mail.nih.gov, and let him know what needs changing (e.g., adding new operators or LWS locations, removing operators, etc.). Remember, before a new operator can be added to the LWS directory, s/he must first be approved (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 DPSAC, 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, newmanl@mail.nih.gov, and ask to be put on the mailing list.   

Safety Corner 
 
Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace
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 so that they are readily obvious in the event of an emergency. In addition, exits doors are required to be unlocked and readily available any time the building is occupied.
 
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. The objective is to not use the stairwell for any purpose that has the potential to interfere with its use as an exit.
 
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. Fire codes prohibit the blocking or wedging of fire doors in the open position so that fire doors are always ready to serve their intended purpose -- to prevent the spread of fire, smoke and hot gases.
 
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.
 
Do not "daisy chain" power strips with extension cords. In other words, do not hook several extension cords together to energize a power strip located far away from an electrical outlet. Electrical resistance increases with cord length and can cause overheating, leading to a fire or equipment failure. In addition, hooking several power strips together can result in an overload, which can cause a fire, trip a circuit breaker, or cause a loss of power to the electrical equipment plugged into the power strips.
 
Do not use power strips or extension cords for high power loads such as microwave ovens, refrigerators or space heaters. Power strips and extension cords are for use with low power loads such as computers and audio or visual equipment according to the Occupational Safety and Health Administration.  
 
In addition, inspect the wattage of everything plugged into a power strip. Add up the total wattage of all items plugged into the power strip. Do not exceed the total electrical wattage the power strip or extension cord is rated to handle to avoid the hazards of a fire or damage to the electrical equipment plugged into the strip.
 
5. Material/equipment in corridors that impede egress  
A proper means of egress allows unobstructed travel at all times. Fire codes require means of egress to be continuously maintained free of all obstructions or impediments for full instant use in the case of a fire or other emergency.
 
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.

The restriction on the storage of flammable or combustible liquids in corridors is intended to eliminate significant fuel sources for a fire. Cylinders containing compressed gases present a particular hazard because of their high pressure and can act as a missile by reaching a high speed in an extremely short period of time if the valve mechanism breaks.

For additional information, please use the following link to NIH Policy Manual 1361 (Corridor Utilization): http://oma.od.nih.gov/manualchapters/management/1361/.
    
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. This effect can severely delay the activation time of automatic fire sprinklers that have been installed at the ceiling level. If you see ceiling tiles being removed by workers in your workplace, please remind the workers to have the ceiling tiles reinstalled in their exact location.
 
10. Use of equipment with damaged or exposed electrical wiring  
Do not use equipment with wiring that is damaged, including cuts or exposed wires. In addition, do not place power cords where they can incur damage during use. Damaged wiring on extension cords or power strips can cause fires and touching a single exposed wire can cause an electrical shock or burn.
 
The Division of the Fire Marshal (DFM), Office of Research Services, greatly appreciates the ongoing assistance and support of the NIH community as our advocates for keeping NIH facilities fire safe.

To report a fire safety issue or concern directly to the DFM online, please use the following link: http://www.ors.od.nih.gov/ser/dfm/Pages/Community-Complaint-Report.aspx.

For questions or assistance regarding any workplace fire safety matter, please contact the DFM at 301-496-0487.
 
NED Training--FY 2018 Schedule 
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 Administrative Officer (AO) or Administrative Technician (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 administrative coverage (SAC) 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 AO or 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 want to make a request, or have any questions regarding this service, you may contact the Office of Research Services, Division of Amenities and Transportation Services, Interpreting Team at (301-402-8180). Individuals who need other reasonable accommodations to participate in any of the Center for Information Technology (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 National Institutes of Health, Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep its readers informed of personnel security and access control policies and practices designed to safeguard the NIH and its workforce. DPSAC is responsible for verifying personal identity, validating suitability, reviewing background checks, authorizing facility access and issuing ID badges for NIH personnel. 

Department of Health and Human Services
National Institutes of Health
Office of Management
Office of Research Services
Division of Personnel Security and Access Control