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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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Squeezing the Most (Time) Out of a
Short Term (RLA) ID Badge
This article is based on a recent newsletter article to the
adminstrative community from the Division of
International Services (DIS)
NIH Institutes and Centers (ICs) often sponsor foreign nationals for assignments that only require a short-term badge (i.e., a badge that is good for less than 6 months).
Recently DIS has heard from the administrative community that badges for short-term staff are deactivating before the end of their six-month assignment. The Division of Personnel Security and Access Control (DPSAC) confirms that short-term RLA badges are only valid for six months from the date the request is made in NED. Once the expiration date of the badge is reached, the badge will be deactivated and can no longer be used for physical or logical access.
Why this is happening
Some AOs are unwittingly shortening the useful life of the RLA badge by sponsoring the individual for an ID badge at the same time they are registering the individual in NED. Some AOs apparently assume that the lifecycle of the ID badge starts at the time of the applicant's EOD.
In fact, when the AO sponsors the individual for an ID badge, (whether at the time of NED registration or later as a separate badge-sponsoring task), s/he is signaling NED to begin the badge's six month lifecycle from the date of registration. So when the applicant shows up for his/her EOD date, s/he will be issued an RLA badge that is valid for six months, minus the time between badge registration and EOD.
Using an example of a clinical rotator who is sponsored for a badge one month before his/her EOD, when s/he shows up for enrollment and badge issuance, s/he will be issued a badge that will expire in just five months. Remember, the expiration date of the RLA short-term (six-month) badge is established from the date the applicant is sponsored for a badge in NED.
Do not delay NED registration to 'extend' badge life for short term hires
DPSAC cautions AOs not to delay NED registration to a date closer to the applicant's EOD date just so the applicant can be issued a badge with a full six-month life cycle. In fact, AOs are encouraged to collect all required documents and create NED records for these individuals as far in advance of their arrival as possible.
One important reason for early NED registration is that only after all documentation has been collected and the individual is entered into NED can CIT provide the applicant with his/her NIH access accounts, including Outlook, computer accounts and data access. NED registration is also required before the awardee can complete all the necessary online training, including:
- Information Security Awareness
- Privacy Training
- Information Security and Privacy Awareness Refresher
- Securing Remote Computers
- Remote Access User Certification Agreement
- Contractors Only: Non-Disclosure Agreements
While early action to register an individual in NED allows the applicant to get a jump on the administrative tasks required during the badging process, the applicant will still need to be sponsored for a badge before s/he can proceed to enrollment and badge issuance.
The solution
To avoid delays in the on-boarding and badging process, DPSAC recommends that AOs register applicants in NED for a network account and NIH e-mail as soon as possible, and then WAIT until just before the applicant arrives on his/her EOD date to sponsor him/her in NED for a badge.
[As noted above, a NED record created at the last minute can cause serious delays in the badging process since PII can take time to collect. Also, the mandatory training is time consuming and many individuals are busy completing degrees, traveling, etc.].
How to sponsor individuals for an RLA badge AFTER they have been registered in NED
By first registering the applicant in NED as a Clinical Rotator who will be at NIH less than six months, the AO can later return to the person's NED file and sponsor the individual for a short term badge.
The AO will select the "Manage Services/Modify" tool located in the left navigation panel of the NED portal. The first block in this section displays 'Physical Access/Badge Information' under the NIH Services field. Here the AO will select the 'Yes' button to the query, "Would you like to request an ID badge for this individual?" and hit the submit button. At this point, the applicant has been sponsored for an RLA badge.
Note: Since the incoming applicant (awardee) was identified during the NED registration process as a short term clinical rotator, the life cycle of the badge will default to six months from the time s/he is sponsored for an ID badge in NED.
The bottom line
AOs are encouraged to complete NED registration for incoming short term hires as early as possible. Plan to sponsor the incoming hire for a badge in NED on a date as close to his/her EOD as possible to ensure that the individual's badge doesn't expire prematurely, if it is needed for the full six months.
Badge issuance that is well timed will minimize or avoid the inconvenience of having to pass through the NIH Gateway Center each day to pick up a temporary ID badge to access the NIH campus. Also, without an RLA badge, access to the NIH network will require a username and password.
Administrative delays in the badging process can result in a frustrating experience for any new hire who wants to begin working as soon as he/she arrives at NIH. Such delays experienced by short term hires can be especially frustrating since their time to collaborate, present research and work with their host lab is limited.
Once an individual is registered in NED, DPSAC can issue him/her an ID badge on the EOD date as long as the AO has completed badge sponsorship in NED, and the person's fingerprints are cleared, which usually can be completed by OPM within 24-48 hours.
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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.
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Safety Corner Special
Beware NIHers! Don't be the Victim of a Scam
(Part II)
Special Safety Awareness Campaign Warns the NIH Workforce About Ongoing Scams
In light of recent scam attempts on NIH employees, the ORS Division of Police prepared a safety awareness campaign to alert the NIH workforce to four scams that are currently making the news.
After this series began (March 15, 2017 DPSAC News), the NIH Police were alerted to a new scam that could affect NIH employees and/or current or potential grantees. DPSAC News will add this new scam to the series that describes how each con works and how you can protect yourself from becoming a victim.
These articles were prepared by the Division of Police, ORS, NIH.
Scams are as old as mankind and they continue to thrive and evolve. The Internet age has enabled scammers to operate without coming face to face with potential victims.
The 'Grants Award' Scam
A person receives an unsolicited call from someone identifying themselves as being from the "NIH Grants Department." The call recipient is told they have been awarded a government grant (usually for 10 to 15 thousand dollars).
In order to activate the grant, the recipient must send an amount of money, usually three to four hundred dollars. The recipient is told the money is needed for pre-paid taxes or the cost of moving money interstate.
The recipient will be told to buy iTunes cards or Greendot money cards. At this point the recipient's suspicions should be raised, but unfortunately several people have fallen for this scam.
Once the individual purchases the money cards, the scammers will have the recipient give them the serial number of the card. That's all the scammers need to empty the money off the cards and of course, the grant never appears.
Unfortunately, when the victims contact the NIH they are told they are the victim of a scam.
What else to look out for
A recent victim provided the following numbers used by the scammers: 469-565-0412 and 202-780-9441. When the police called the '469' number, the phone was answered 'grants department' by a male with a heavy accent; the '202' number was answered "Federal Reserve," also by a male with a heavy accent.
When the scammers call the victims, they identify themselves with typical "American" names. In some instances they have researched the NIH website for the names of NIH employees involved in the grant process.
This description fits the pattern of several complaints reported to law enforcement. They surmise that the scammers are likely located 'off shore' using Voice over Internet Protocol (VoIP) technology. When the police have called these numbers, they report hearing voices in the background, which is typical of a "boiler room" operation.
The telltale sign that this was a scam
No government agency will request payment of fees via iTunes cards, money cards or by money transfers.
Stay alert!
If you believe you are being targeted by a scam, don't give out any personal identifying information. Contact the organization the caller is allegedly representing and verify the authenticity of the award.
If you have any questions about scams, please contact Mike McGraw, Intelligence Coordinator, NIH Police at 301-496-9862 or mcgraw@mail.nih.gov.
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FAQs
Q. When I recently went to have my HHS ID Badge certificates renewed, my fingerprints could not be verified. Do I need to re-enroll?
A. Yes. If DPSAC determines that your fingerprints cannot be verified, a new attempt to capture fingerprints will be required. This is done during re-enrollment, at which time you will be photographed and fingerprinted again.
During the process, DPSAC will need to 'identity proof' you using two forms of original source identification documents. One must be a federal, state or local government issued photo ID. This can include the HHS ID Badge (PIV card) itself, but DPSAC must have a second document to verify identity.
Click on the link http://www.idbadge.nih.gov/badge/docs/Table.pdf to see a list of acceptable identification documents as provided on the Federal I-9 form. All documents must be unexpired.
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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!
'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.
ALT cards -- need to 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 -- 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 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 the NIH HSPD-12 Program Office at
hspd12@od.nih.gov. Upon receipt of the certificate, the Program Office will authorize the AO as a Sponsor.
Please 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 Richie Taffet at: taffetr@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 Mr. Taffet has approved the request, he 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 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 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.
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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 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 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 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 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 Center for Information Technology (CIT) Training courses should let CIT Training know at least 5 days prior to the class.
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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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