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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 --
the Illustrated Version
DPSAC News responds to readers' requests
Since this article appeared in the March 29, 2017 DPSAC News, we have heard from the administrative community asking if we could rerun it with images to help less experienced administrators visualize the process of registering an individual in NED (step 1) and separately sponsoring an individual for an HHS ID Badge at a later date - i.e., as the applicant approaches his/her applicant's EOD date (step 2).
Below is the revised article with screen shots highlighting the relevant NED tasks.
Background
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).
DIS has received reports from the administrative community that badges for short-term staff were deactivating before the end of their six-month assignment. The Division of Personnel Security and Access Control (DPSAC) confirmed 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 happens
As reported in the March 29 article, some Administrative Officers (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. Thus, 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.
[A note about summer students: NIH issues RLA badges to summer students when they arrive at NIH, usually in May or later. Because summer student badges automatically expire September 30 of the year issued, the AO need not be concerned with 'premature' expirations.]
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 applicant can complete all the necessary online training.
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 - sponsor individuals for an RLA badge AFTER they have been registered in NED
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 (see Figures 1 and 2), and then WAIT until just before the applicant arrives on his/her EOD date to sponsor him/her in NED for a badge (see Figure 3 and 4).
What registering an Applicant in NED (without sponsoring the applicant for a badge) looks like
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.
To register an individual in NED:
- From the 'Welcome to the NED Portal' page, select 'Register/Activate' under 'Create/Modify Record' in the left navigation panel (see Figure 1):
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Figure 1. Welcome to the NED Portal
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2. NED advances to the next screen, 'Register - NED Record
Required?' where the AO/AT will input the the applicant's
pre-registration information (see Figure 2):
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Figure 2. Pre-Registration Information
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Step 2.1: Enter the applicant's classification: Volunteer (Clinical Rotator)
Step 2.2: Indicate 'No' to 'Will the applicant need an ID Badge?' if you are concerned that the applicant will need a full six months usage of his/her RLA badge.
Step 2.3: Indicate 'Yes' to 'Will the applicant need an NIH network account?' if the person will required access to NIH computer networks.
Step 2.3.a: Enter 'Yes' to the question 'Will the applicant need an Exchange Mailbox?' if the person requires an NIH e-mail account or 'No' if s/he does not need NIH e-mail.
Step 2.4: This step will default to 'Six months or less' since the applicant has been identified as a Volunteer (Clinical Rotator).
Note: in Step 2.2, the AO/Administrative Technician (AT) has indicated that the applicant will NOT need an ID Badge. This will allow the AO/AT to request a badge after the applicant has been registered in NED. If the applicant will be getting an ID badge, the AO/AT will want to return to NED to sponsor the applicant for a badge on a date that is closer to the applicant's EOD date.
Following step 2.4, the AO/AT will proceed to the next pages to complete the applicant's NED registration (including the applicant's position information, personal information, work information, services and registration.
When registration is completed, CIT can 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.
What sponsoring the Applicant for an HHS ID Badge looks like in NED after NED registration
1. To request an ID badge for an applicant who was previously registered in NED, the AO will select the "Manage Services/Modify" tool located in the left navigation panel of the NED portal. (Figure 3).
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Figure 3. Manage Services - Modify
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2. The following screen shows NIH Services that can be managed (see Figure 4). The first block in this section displays 'Physical Access/Badge Information.' There the AO/AT will select 'yes' to the query, 'Would you like to request an ID badge for this individual?' If the AO/AT wants to request additional services, s/he can do so on this page.
Once the AO/AT has marked his or her preferences, s/he will hit 'Submit' and the task of sponsoring the applicant for a badge is complete.
Note: Since the incoming applicant 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.
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| Figure 4. Physical Access / Badge Information |
Once an individual is registered in NED, DPSAC can issue him/her an ID badge on their 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 the Office of Personnel Management (OPM) within 24-48 hours.
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.
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National Background Investigation Bureau (NBIB) Announces Adjustments for Background Investigations for Tiers 3 & 5
According to a letter from the Office of the Director of National Intelligence (ODNI) dated February 16, 2017, 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.
According to the ODNI letter, these changes were made to help NBIB eliminate or decrease their considerable backlog as of March 28, 2017.
* Over 95% of the government's background investigations are provided by NBIB.
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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.
If necessary, 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 III - IRS Scams)
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 five scams that are currently making the news and in some instances, directly impacting NIH workers.
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.
IRS Scams
The following material is provided by the Internal Revenue Service (IRS) and is especially timely given that tax season is here!
The IRS continues to warn consumers to guard against scam phone calls from thieves intent on stealing their money or their identity. Criminals pose as the IRS to trick victims out of their money or personal information.
Here are several tips to help you avoid being a victim of these scams:
* Scammers make unsolicited calls
Thieves call taxpayers claiming to be IRS officials. They demand that the victim pay a bogus tax bill. The thieves con the victim into sending cash, usually through a prepaid debit card or wire transfer. The scammers may also leave "urgent" callback requests through phone "robo-calls," or via 'phishing' e-mail.
* Callers try to scare their victims
Many phone scams use threats to intimidate and bully a victim into paying. The callers may even threaten to arrest, deport or revoke the license of their victim if they don't get the money.
* Scams use caller ID 'spoofing'
Scammers often alter caller ID to make it look like the IRS or another agency is calling. The callers use IRS titles and fake badge numbers to appear legitimate. They may use the victim's name, address and other personal information to make the call sound official.
* Cons try new tricks all the time
Some schemes provide an actual IRS address where they tell the victim to mail a receipt for the payment they make. Others use e-mails that contain a fake IRS document with a phone number or an e-mail address for a reply.
These scams often use official IRS letterhead in e-mails or regular mail that they send to their victims. They try these ploys to make the ruse look official.
The IRS will NOT:
- Call you to demand immediate payment. The IRS will not call you if you owe taxes without first sending you a bill in the mail.
- Demand that you pay taxes and not allow you to question or appeal the amount you owe.
- Require that you pay your taxes a certain way. For instance, require that you pay with a prepaid debit card.
- Ask for your credit or debit card numbers over the phone.
- Threaten to bring in police or other agencies to arrest you for not paying.
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 call.
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. I'm a member of the PHS Commissioned Corps working at NIH. Are there any established background investigation requirements for appointment and/or continued service as an officer in the Commissioned Corps of the U.S. Public Health Service (Corps)?
A. As with the civilian workforce at NIH, PHS Commissioned Corps Officers have established background investigation requirements for appointment and/or continued service as an officer in the Commissioned Corps of the U.S. Public Health Service (Corps). The investigation requirements are posted as a pdf under the Policies and Procedures section of the DPSAC website: Commissioned Corps Policy Guidance: https://www.ors.od.nih.gov/ser/dpsac/Documents/CommissionCorpsBIRequirements.pdf.
Once you are registered in NED, if a background investigation is required, you will receive instructions via e-mail to complete the SF-86 Questionnaire for National Security Positions using the e-QIP System.
Note: Personnel Security, ORS will initiate an ANACI background investigation to a new PHS officer hired directly by the NIH; Personnel Security, ORS will initialize the ANACI Periodic Re-investigation for existing NIH PHS officers.
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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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Safety Corner
Help Keep NIH Public Assembly Events Safe 
The following fire safety awareness article was prepared by the Division of the Fire Marshal, ORS.
A "Public Assembly Event" is defined by the National Fire Codes as a gathering of 50 or more people for purposes such as lectures, plays, concerts, sporting events, amusements, entertainment, eating, drinking, banquets and worship services.
Public assembly events are typically held in structures that are classified as "Assembly Occupancies." (Examples include: auditoriums with fixed or loose chair seating, large conference rooms, multipurpose rooms, exhibition halls, libraries and cafeterias.)
With this type of occupancy, the fire codes are concerned with safety and hazards associated with large numbers of people gathered in one place at one time. Therefore, NIH public assembly events are required to comply with specific life safety requirements.
In order to assist the NIH community in meeting these requirements, the Division of the Fire Marshal, Office of Research Services provides: life safety consultations; pre-event planning; open flame permits; approvals for interior finishes and decorative materials; fire protection surveys; and, occupant load monitoring (e.g., crowd control).
The life safety of employees and visitors who attend NIH public assembly events is of paramount importance. If you are responsible for a public assembly event, it is recommended that you and your staff devise an emergency plan to help ensure that all are trained in safe emergency procedures.
The infamous 1977 Beverly Hills Supper Club fire in Southgate, KY demonstrated the importance of staff emergency preparedness and assistance in fire survival. Although the building lacked proper exits, staff members were able to save hundreds of lives by leading patrons to means of escape otherwise unknown to the guests.
Public assembly events at the NIH can be safely attended by employees and visitors by supporting the personnel who oversee the various public assembly requirements in order to avoid the following problem conditions:
- Overcrowding
- Blocked or impaired exits or means of exit access such as aisles
- Chained or locked exits
- Storage of combustible materials in non-approved locations
- Improper use or control of smoking materials and open flames
- Disregard for the fire characteristics of non-approved interior finish and decorative materials
If you have any questions concerning safe occupancy during an NIH public assembly event, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487. |
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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NIH badging statistics from HHS as of March 31, 2017
Sponsored: 37,973 Enrolled: 36,886 Issued: 35,541*
*This figure represents 94.0% 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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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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