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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.
The majority of 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. This first installment covers those e-mails initiated by NED.
The NED-generated e-mail trail to badge issuance
NED generated e-mails signal badging points that require action by the applicant or badge holder, or provide a heads up that further e-mails will be coming that require additional action. These are:
1. Collecting Personally Identifiable Information (PII)
2. Sponsorship Notification
3. Scheduling enrollment and issuance appointments for RLA & HHS ID Badges
4. Legacy badge issuance authorization (NED)
5. Division of International Services (DIS) validation (if necessary)
Note: NED does not monitor the e-mails it generates and will not know if an e-mail bounces back to the sender due to an incorrect e-mail address. It is very important for the applicant to provide accurate e-mail addresses.
Below are brief synopses of the NED-generated e-mails:
E-mail #1: Collecting Personally Identifiable Information (PII)
The subject line on this e-mail reads:
Getting your ID badge at NIH: Please provide the information needed to start the identity verification process.
Where the e-mail is sent:
to the applicant's alternate e-mail address (not to an NIH work e-mail address)
Why the applicant is receiving this message:
The NED administrator will send this e-mail to the applicant after it has determined that the AT/AO has initiated the NED registration process for the applicant. PII is required to complete the NED registration process.
What the applicant needs to do:
The applicant is asked to provide his/her personal information in order to create a personnel record in the NIH Enterprise Directory NED).
Two options are available to the applicant:
- Option 1 (Online Form) The applicant can click on a link and follow the instructions to complete and submit his/her information using the provided secure online form
- Option 2 (Paper form) The applicant can download, print, complete, sign, date and mail the HHS 745 (HHS ID Badge Request Form) to the person who invited the applicant to receive this message at the mailing address provided.
What the applicant should expect next:
Once the applicant's personnel record has been created in NED, s/he will receive an e-mail indicating that the person responsible for substantiating the need for his/her badge has formally sponsored him or her. After that, DPSAC will check to see if the applicant needs a background investigation.
If the applicant does not receive a follow-up e-mail within two weeks after providing his or her PII that explains the next steps in the process, s/he should contact the person responsible for sponsoring him/her in NED or the person who requested an ID badge for the individual.
E-mail #2: Sponsorship in NED
The subject line in this e-mail reads
: Getting you ID badge at NIH: You have been sponsored for a badge
Where the e-mail is sent:
to the applicant's work e-mail address and alternate e-mail address
Why the applicant is receiving this message:
The applicant receives this message because an Administrative Officer (AO) in his/her IC sponsored (substantiated the need for) a new ID badge.
What the applicant needs to do:
The e-mail states that the individual does not need to do anything. It is for informational purposes only.
What the applicant should expect next:
The e-mail states that DPSAC is now verifying whether s/he has an investigation on file at the Office of Personnel Management (OPM), and if that investigation matches the level required for his/her current position. If not, DPSAC will initiate a new investigation for him/her, including a fingerprint check.
Based on what DPSAC finds, the next message the applicant will see includes instructions detailing what the applicant will need to do next.
Note: the amount of time it takes for DPSAC to complete its check varies, but if the applicant does not receive another e-mail regarding his/her new badge within five (5) business days, s/he should contact DPSAC at 301-402-9755 or
ORSPersonnelSecurity@mail.nih.gov
.
E-mail #3: Scheduling Enrollment and Issuance Appointments
3a: Schedule an enrollment appointment
The subject line in this e-mail reads:
Getting your ID badge at NIH: Make an enrollment appointment
Where the e-mail is sent:
This e-mail is sent to the applicant's alternate and work e-mail addresses.
Why the applicant is receiving this message:
The applicant receives this message because DPSAC has determined that a background investigation is required before the applicant receives a new ID badge. This also means that the applicant must be fingerprinted.
What the applicant needs to do: The applicant needs to schedule an appointment as soon as possible (at Rocky Mountain Labs, Montana, no appointment is necessary).
- Appointment scheduling information and contact information is provided for the Bethesda campus, the NIEHS (North Carolina) campus and the Rocky Mountain Laboratories (Montana) campus.
What the applicant should expect next:
After the applicant has been fingerprinted, DPSAC must review the results of the fingerprint check. In addition, the applicant must complete any forms required for his/her background investigation. DPSAC will send these to the applicant via e-mail. When both of these tasks are completed, the applicant will receive an e-mail notifying him/her to pick up his/her new badge.
#3b: Issuance appointments
The subject line in this e-mail reads:
Getting your ID badge at NIH: Please pick up your badge
Where the e-mail is sent:
This e-mail is sent to the applicant's work e-mail address only.
Importance: High
Why the applicant is receiving this message:
The applicant receives this message because his/her ID badge is ready for pick up.
What the applicant needs to do:
The applicant is advised to schedule an appointment to pick up his/her badge as soon as possible (except at Rocky Mountain Labs where no appointment is necessary).
This e-mail also provides instructions on how to schedule an appointment.
This is the last step in the process of getting an ID badge. The applicant is informed that this is the last message s/he will receive on this subject.
3c: Combined Enrollment and Issuance Appointments
The subject line in this e-mail reads:
Action Required: Appointment Needed to Obtain ID Badge
Where the e-mail is sent:
This e-mail is sent to the applicant's work and alternate e-mail addresses.
Importance: High
The e-mail states in bold print: "ID Badge Notice for (applicant name)
"You received this message because NIH Personnel Security has authorized you to receive an ID Badge."
What the applicant needs to do:
The e-mail states the following:
As soon as possible, follow the instructions below to schedule two appointments:
- An enrollment appointment to have your photograph and fingerprints taken
- An issuance appointment to get your badge (this appointment may immediately follow your enrollment appointment).
On the day of your appointments, take two forms of identification, one of which must be a government-issued photo ID. The names on both of your ID documents must match.
How to Schedule an Appointment:
Instructions on how to schedule an appointment are provided for applicants in Maryland, the NIEHS campus in North Carolina and the Rocky Mountain Laboratories campus in Montana.
This e-mail states that this is the last system-generated message the applicant will receive about obtaining his/her ID badge.
E-mail #4: Badge Renewal
The subject line in this e-mail reads:
Begin the process to receive a new ID Badge
Where the e-mail is sent:
This e-mail is sent to the applicant's work e-mail addresses only.
Purpose of the e-mail:
This e-mail notifies the individual that s/he is beginning the process to receive a new ID badge. It notes that regardless of when the individual's current badge expires, s/he must complete the process to receive a new badge.
What the applicant should expect: The applicant is told that s/he will be provided instructions on how to complete the process to receive a new ID badge. [It is important that applicant not disregard these e-mails.]
E-mail #5: Badge Renewal - Notification that Your Badge will Expire
The subject line in this e-mail reads:
Your badge is set to expire.
Where the e-mail is sent:
This e-mail is sent to the applicant's work e-mail address only.
Why the applicant is receiving this message:
This e-mail informs the applicant that his/her badge is set to expire on [date] and is not being renewed.
The applicant does not need to do anything. This message is for the applicant's information only.
E-mail #6: Badge Renewal - PII Verification
The subject line in this e-mail reads: Getting an ID badge at NIH:
Please verify that your personal information in NED is correct and complete.
Where the e-mail is sent: This e-mail is sent to the applicant's work e-mail address only
Why the applicant is receiving this message: The applicant is receiving this message as part of the badge renewal process. His/her current badge expires on xxxx).
What the applicant needs to do: The applicant is told to verify that his/her personal information in NED is correct and complete. The e-mail provides a link to access NED that will be good for only seven days. If the link expires, the applicant must contact the person listed in the e-mail to continue the badge renewal process.
Once the applicant logs onto the system, s/he will be presented with instructions on how to verify or change the PII on record. Once s/he completes this task s/he will be asked to click on the 'I Agree' checkbox to certify that the information is correct. Once this is complete, click on the 'Submit' button. This will close the browser.
What the applicant should expect next: Once the applicant has submitted his/her information, an AO in the IC must sponsor (substantiate the need for) the applicant to receive a new badge. The applicant will receive an e-mail when Sponsorship occurs. The applicant is urged to contact the person who initiated the badge renewal if s/he does not receive notification of sponsorship within 10 business days.
E-mail #7: DIS Information (NIH ORS Division of International Services)
The subject line in this e-mail reads: DIS Information
Where this e-mail is sent: This e-mail is sent to the applicant's alternate and NIH work e-mail addresses.
Why the applicant receives this message: When the applicant was registered in NED, s/he was identified as a non-immigrant (an individual who is NOT a U.S. citizen or U.S. lawful permanent resident, also known as a "green card holder").
If the applicant is a U.S. citizen or U.S. lawful permanent resident, s/he is advised to ask the Administrative Official to update his/her record.
If the applicant is a non-immigrant, the NIH Division of International Services (DIS) must verify his/her non-immigrant status in NED BEFORE s/he can enroll for a badge.
The applicant is directed to the DIS website for more information about the process and required documents.
The e-mail reads: 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, 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 ORS Division of International Services (DIS) must verify your non-immigrant status in NED BEFORE you can enroll for a badge. For more information about the process and required documents, please see the DIS website "ID Badge for Foreign Nationals."
Please note: if you receive an invitation letter and/or immigration documents directly from the DIS/NIH, please refer to the "DIS check-in procedures." If you have already checked in with DIS, please forward this email to
DIS@mail.nih.gov so the DIS can verify your non-immigrant status in NED.
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