| 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   |
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"Waiting for the individual to pick up new ID badge"
This is the sixth and final article 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 helpful 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
A review of the first five "Waiting for" status messages:
1. 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."
2. The second installment "Waiting for Sponsor to substantiate the need for the ID badge" was featured in the
August 17, 2016 DPSAC News
.
3. 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." This third status message was
featured in the
August 31, 2016 DPSAC News
.
4. Once the Sponsor of a U.S. Citizen (or LPR) applicant has substantiated
the need for the ID Badge, or the Division of International Services (DIS)
has validated the work status of a non-immigrant, foreign national, 'View Badge History' displays the following sequential status messages: "NED sent position information to DPSAC" and "Waiting for DPSAC to Determine Investigation Requirements." This message was featured in the
September 14, 2016 DPSAC News
.
5. The
September 28, 2016 DPSAC News
featured the "Waiting for DPSAC to authorize ID badge issuance"
status message.
Once the applicant has successfully completed his/her required fingerprinting and e-QIP submission, DPSAC manually updates the Background Information Tracking System (BITS) which in turn notifies NED to authorize the ID badge for issuance.
Waiting for the individual to pick up new ID badge
When NED authorizes the ID badge for issuance, the sixth message, "Waiting for the individual to pick up new ID badge," will appear under the NED Portal's "View Badge History."
At this point, NED will send the applicant an e-mail to schedule a badge issuance appointment. The applicant can use the online calendar (a link to the calendar is provided in the e-mail
), or s/he may contact the
DPSAC Access Control
office (or the appropriate security office at one of NIH's remote sites) to schedule an appointment.
Note: NIAID's Rocky Mountain Laboratories (RML) (MT) does not offer an online scheduling calendar. The applicant will need to visit or contact the RML security office to schedule a badge issuance appointment.
Additional Badging Services at Remote Locations
From time to time, remote NIH employees, contractors and affiliates will require assistance with identity proofing, enrollment, certificate renewal and ID badge issuance.
If an individual is unable to visit an NIH badging facility due to lack of proximity, please reach out to the NIH Division of Personnel Security and Access Control (DPSAC) to request scheduling an appointment at a non-NIH Health and Human Services (HHS) badging facility.
Remote Processing in Arizona
DPSAC encourages Administrative Officers (AOs) to contact ORS Personnel Security at
[email protected]
or 301-402-9755 to make arrangements with the appropriate parties.
Remote Processing at PSC Locations
NIH-DPSAC has made arrangements with the Program Support Center (PSC) in the Department's 10 regional offices to assist with Identity Proofing, Enrollment and Badge Issuance.
The 10 PSC offices are located in the following cities: Boston, New York City, Philadelphia, Atlanta, Chicago, Dallas, Kansas City (MO), Denver, San Francisco and Seattle. DPSAC will coordinate the appointments at these 10 locations.
Please DO NOT reach out directly to non-NIH HHS badging offices for badging assistance. AOs should contact ORS Personnel Security regarding remote badging services.
Points to remember:
- Applicants must bring two forms of acceptable identification when they show up at their badge issuance appointment. (One must be a federal or state-issued photo ID and both must not be expired.
- Both forms of ID must show the applicant's 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.
- Applicants who wish to check the status of his/her HHS ID Badge can log into NED (s/he must already be logged into the NIH network to access NED). After logging in, the applicant can click on the "Track My Badge Status" button to view most up-to-date information on his/her new HHS ID Badge.
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FAQs
Q. I am an AO working with a badge applicant living in Arizona who will need to be enrolled and issued a badge. Is there somewhere nearby that she can go for these services?
A. Yes. You should contact ORS Personnel Security at 301-402-9755
Q. I am an AO working with a badge applicant living in Chicago who will need to be enrolled and issued a badge. Is there a local badging office he can go to get help?
A. Yes. NIH-DPSAC has made arrangements with the Program Support Center (PSC) in the Department's 10 regional offices to assist with Identity Proofing, Enrollment and Badge Issuance. The 10 PSC offices are located in the following cities: Boston, New York City, Philadelphia, Atlanta, Chicago, Dallas, Kansas City (MO), Denver, San Francisco and Seattle. DPSAC will coordinate the appointments at these 10 locations.
Please DO NOT reach out directly to non-NIH HHS badging offices for badging assistance.
AOs should contact ORS Personnel Security regarding remote badging services.
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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.
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.
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Safety Corner
 Fire Prevention Week 2016 (October 9 - 15, 2016)
*********************
"Don't Wait - Check the Date! Replace Smoke Alarms Every 10 Years"
This fire safety awareness article, prepared by the Division of the Fire Marshal, ORS, NIH, first appeared in the September 28, 2016 DPSAC News.
This year the Fire Prevention Week campaign "Don't Wait - Check the Date! Replace Smoke Alarms Every 10 Years" takes aim at ensuring every room used for sleeping in your home has a working smoke alarm. In fact, working smoke alarms cut the risk of dying in home fires in half!
Home fires in the United States continue to claim many lives each year. In fact, 85 percent of all fire deaths occur in the home, and the majority happen at night when most people are sleeping. Most people think they have at least 6 minutes before a fire in their home would become life threatening. The time available is often less. Data indicates that a typical living room fire can become deadly in only 2 minutes or less.
Smoke alarms are an important first line of defense against fire. But if they don't work, they can't protect you. It is essential for every household to have working smoke alarms. Data indicates that 40 percent of home fire deaths happen in homes with no smoke alarms and another 23 percent happen in homes with smoke alarms that don't work. When smoke alarms fail to sound (beep), it's usually because they have missing, dead or disconnected batteries.
Smoke alarms generally have a useful life expectancy of 10 years. It is wise to check the date of manufacture for your smoke alarms and replace them as you deem appropriate.
The Division of the Fire Marshal, Office of Research Services is strongly urging the NIH community to ensure their homes, sleeping rooms, and loved ones are adequately protected by using battery operated smoke alarms in their residences.
Most fatal home fires begin in one room and then kill people elsewhere in the house. This occurs after the fire has reached extremely high temperatures in the room where it began and then smoke and toxic gases migrate to other areas. These fires are readily detected by all common types of smoke detectors in time for sleeping occupants to awaken and safely escape.
Smoke alarms are not created equally. Hard-wired smoke alarms will not work during a power outage, unless they are equipped with a battery back-up and many are not so equipped. Homeowners are strongly urged to install battery operated smoke alarms in order to provide maximum protection when power is interrupted, a common occurrence during thunderstorms and heavy snow storms.
Smoke alarms must be properly located, installed and maintained in order to be effective.
To afford adequate protection, smoke alarms must be: (1) located on each level of the dwelling unit, including basements; (2) located in all sleeping rooms and outside of each separate sleeping area, in the immediate vicinity of the sleeping rooms; (3) installed properly and in working condition; and (4) tested at least once a month by pushing the "test button." Batteries should be routinely replaced twice a year.
Remember, at the first sound of the alarm, all occupants should evacuate, call the fire department from a phone away from the house and remain out of the house until the responding firefighters allow reentry.
If you experience a fire in your home, and your house contains properly installed and maintained smoke alarms, the chances of serious injury or death are significantly reduced.
Working smoke alarms save lives! Test yours every month!
If you have any questions regarding residential smoke alarms, including detailed advice on their proper placement in your home, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487.
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NED Training Schedule 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.
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NIH badging statistics from HHS as of September 30, 2016
Sponsored: 37,732 Enrolled: 36,841 Issued: 35,592*
*This figure represents 94.0% of individuals who have been sponsored.
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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A biweekly e-newsletter from the Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep you informed as NIH rolls out "Homeland Security Presidential Directive 12" (HSPD-12) establishing a common identification standard to better safeguard NIH and its workforce.
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