| 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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 Discover the "nVision-NED
Repository" -- a Powerful, Time-
Saving Tool for AOs & ATs
Most AOs and ATs and other administrative staff are likely familiar with nVision as an enterprise reporting system at NIH. But many nVision and NED users may not be aware of the specialized tool -- the 'nVision-NED Repository'-- that resides within nVision. This tool, which is also accessible via a link in NED, will let users query NED directly to obtain customized, actionable reports.
The power of the nVision-NED Repository
As one example of the nVision-NED Repository's utility, users can quickly screen for individuals in their IC who should be removed from NED. There's no need to ask the NED team to create a targeted search for you. Simply running the report in its standard form will quickly provide you a list of all active NED records in your IC.
Users can also customize the nVision-NED repository to uncover a wide range of useful details about the NED records beyond just providing a list of active NED records in his or her IC. For example, an AO may want to find out whose ID badges will be expiring by a certain date. Or s/he may want to create a list of all Fellows in a specific SAC, or find out which building and room everyone works in. All of these tasks are possible using the nVision-NED Repository.
Data discrepancy reports available to registered nVision HR or nVision-NED Repository users
There are occasions when data discrepancies occur between NED and nVision and/or nVision HR and NED and the Fellowship Payment System (FPS). To support the NED reporting community, the nVision-NED repository can generate data discrepancy reports that identify these issues.
Below is a list of six discrepancy reports along with a brief explanation of the content provided with each one.
- In NED-not in nVision HR (NED-01): This report identifies active NIH FTE (employee) records in NED without a corresponding active record in nVision HR (Civilian/Commissioned Officers).
- In nVision HR-not in NED (NED-02): This report identifies NIH employees who are active in nVision HR(Civilian/Commissioned Officers), without a corresponding active NIH FTE (employee) record in NED.
- NED-nVision HR comparison (NED-03): This report identifies discrepancies in data values for people who are active in both NED and nVision HR (Civilian/Commissioned Officers) with at least one mismatched data value among common fields in the respective systems.
- In NED-not in FPS (NED-04): This report identifies active NED fellow records without a corresponding active record in FPS.
- In FPS-not in NED (NED-05): This report identifies fellows who are active in FPS without a corresponding active fellow record in NED.
- NED-FPS comparison (NED-06): This report identifies discrepancies in data values for people who are active in both NED and FPS with at least one mismatched data value among common fields in the respective systems.
How to register for nVision NED Repository reports
Users registered for nVision HR or the nVision-NED Repository can access these reports. To register for access to these reports and other nVision NED Repository reporting, follow these steps:
- Link to the nVision HR Community Page: https://nvision.nih.gov/nvision_hr_portal/welcome.cfm.
- On the right side of the screen, scroll down to the Useful Information section and click nVision Registration System.
- Click the Custom Registration box.
- Scroll down to nVision NED Repository and check Global.
- Click Continue
- Review your submission and click Continue again.
- At the confirmation screen, enter brief text describing why you need access, then click Submit.
Your request is automatically forwarded to the appropriate person(s) in your IC for approval. You will receive an e-mail when approved.
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Return Summer Student RLA Badges to DPSAC
DPSAC would like to remind AOs that Summer student RLA Badges must be returned to the DPSAC Office, Attention, Alex Salah, Building 31, Room 1B03,
no later than October 2, 2017. All Summer student badges expire on September 30, 2017.
These badges are federal property and need to be collected and returned immediately to DPSAC once the Summer student has completed his/her time at NIH.
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U.S. Citizenship and Immigration Services (USCIS) Revises Form I-9
On July 17, 2017, U.S. Citizenship and Immigration Services (USCIS) issued a revised Form I-9. This form
is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
All U.S. employers must ensure proper completion of Form I-9
for each individual they hire for employment in the United States. This includes citizens and non-citizens. Accordi
ng to USCIS, the new form must be used by September 18, 2017.
Change to the list of acceptable I-9 documents
The revised form has only one substantive change. A new 'List C' document (FS-240), a Consular Report of Birth for a U.S. citizen who was born abroad, was added as an acceptable document. This addition is highlighted in
Figure 1
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Figure 1. List of Acceptable Documents for
ID Enrollment and Badge Issuance
[Click here for an enlarged view of this list] |
A child born abroad to a U.S. citizen parent or parents may acquire U.S. citizenship at birth if certain statutory requirements are met. The child's parents should contact the nearest U.S. embassy or consulate to apply for a Consular Report of Birth Abroad of the United States of America (CRBA) to document that the child is a U.S. citizen.
If the U.S. embassy or consulate determines that the child acquired U.S. citizenship at birth, a consular officer will approve the CRBA application and the Department of State will issue a CRBA, also called form FS-240, in the child's name.
According to U.S. law, a CRBA is proof of U.S. citizenship and may be used to obtain a U.S. passport and register for school, among other purposes.
DPSAC recently installed an updated poster of the I-9 list of acceptable documents in its badging and enrollment offices in Building 31 Room 1B03 and Building 10, Room 1C52 (South lobby). The revised list is also posted as Acceptable (I-9) Identification Documents under the 'Quick Links' section of the DPSAC website main page.
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FAQs
Q. I have customers asking what they need to do if they forget their PIV card but need to use their card to access "sensitive applications" on their computers. How does NIH handle this?
A. According to the NIH Office of the Chief Information Officer, the short answer is "do not forget your PIV card."
Most users will need to learn how important it is to *always* have their PIV card with them if they need to access 'sensitive' applications. The U.S. Military as well as many public and private organizations have adopted this policy for their workforces.
Those who forget their PIV Card can contact CIT to request an exception in order to use their user name and password for that day.
Q. We have a disabled staff member who has a PIV card but cannot make it into the office to have her PIN reset for her PIV Card (HHS ID Badge). What are the options for her and other staff like her?
A. One possibility is to issue her a "token" that would be used to log into the IT system. The "token" may be issued by your IC's Information System Security Officer (ISSO). The Office of the Chief Information Officer (OCIO) has posted ISSOs for all ICs at:
http://ocio.nih.gov/nihsecurity/scroster.html.
Q.
Our IC needs to order USB SmartCard Readers quickly as we are nearing the end of the fiscal year. Does the DPSAC website provide a link to NITAAC?
A. Yes. For instructions on how to purchase USB SmartCard Readers, please visit: https://www.ors.od.nih.gov/ser/dpsac/resources/Pages/purchasing.aspx. There you will find a link to the
In addition to the SmartCard Reader, each computer must also be configured with the ActivClient PIV
middleware
(which has already been licensed for NIH use by HHS). Information about obtaining this software and installation instructions are posted at: https://ocio.nih.gov/Smartcard/Pages/PIV_activclient.aspx.
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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!
ALT cards -- should be returned to the
IC ALT card coordinator
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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
[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 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: [email protected]. 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
[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 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,
[email protected], and ask to be put on the mailing list.
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Safety Corner
Fire Prevention Week 2017 (October 8 - 14, 2017)
"Every Second Counts - Plan 2 Ways Out!"
The following article was prepared by the Division of the Fire Marshal, Security and Emergency Response, National Institutes of Health.
This year the Fire Prevention Week campaign "Every Second Counts - Plan 2 Ways Out!" takes aim at home fire escape planning, practicing Exit Drills In The Home (E.D.I.T.H.) and having working smoke alarms.
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. This is why you need a home fire escape plan and working smoke alarms!
MAKE A HOME FIRE ESCAPE PLAN!
- A home fire escape plan is a plan to get out of your home quickly.
- Get everyone in your home together. Find all doors and windows that lead directly outside. Make sure they open easily. Windows or doors with security bars or window guards should have emergency release devices so they can be used for escape.
- Know at least two ways out of every room, if possible. One way out will be the door and the second way out may be a window or another door.
- Have a plan for anyone in your home who may need assistance to escape, such as young children, older adults, or people with disabilities.
- Choose an outside meeting place a safe distance in front of your home where everyone should meet once they have escaped.
PRACTICE EXIT DRILLS IN THE HOME (E.D.I.T.H.)
- At least twice a year practice exit drills and your fire escape plan at night and during the day with everyone living in your home.
- Push a smoke alarm test button to start the drill.
- Get out fast and close doors behind you as you leave.
- Go to your outside meeting place.
- Practice E.D.I.T.H. using different ways out of your home.
- Make sure everyone knows how to call 911 or the emergency phone number for your local fire department.
- Make sure your house number can be seen from the street both during the day and at night.
HAVE WORKING SMOKE ALARMS!
- 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."
Smoke alarm batteries should be routinely replaced twice a
year.
- Make sure everyone in your home knows the sound of your smoke alarms and knows how to respond.
Practicing E.D.I.T.H. and having working smoke alarms save lives! 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, and you have practiced E.D.I.T.H., the chances of serious injury or death are significantly reduced.
If you have any questions regarding Exit Drills In The Home (E.D.I.T.H.) or residential smoke alarms, please contact the Division of the Fire Marshal, Office of Research Services at 301-496-0487.
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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 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 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.
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