| 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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New Reporting Requirements for NIH Personnel with Active National Security Clearance, Security Clearance Eligibility, and Individuals in Select Sensitive Positions
In December 2016, Security Executive Agent Directive 3 (SEAD 3) established new reporting requirements for individuals with active national security clearances, security clearance eligibility, and individuals in sensitive positions. The three broad categories for SEAD 3 consist of Foreign Travel, Foreign Contacts and Self and/or Peer reporting activities. The new directive took effect June 12, 2017.
The Department of Health and Human Services (HHS), Office of Security and Strategic Information (OSSI) worked with the Office of Director of National Intelligence (ODNI) to come up with four smaller target dates for individuals from HHS to be notified of their SEAD3 reporting requirement.
In response to the target dates set forth by HHS, NIH sent notification to any NIH individuals identified as belonging to one of the four groups on the dates indicated below.
- Individuals with active Top Secret (TS) and Sensitive Compartmented Information (SCI) security clearance
(NIH notification sent 6/8/2017)
- Individuals with active TS or Secret (S) security clearance
(NIH notification sent 7/11/2017)
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Individuals with security clearance eligibility
(NIH notification sent 8/10/2017)
4. Individuals in selected "Sensitive Positions"
(NIH notification sent 10/24/2017)
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NED Version 4.1 Activated on October 30, 2017
Please refer to the October 11, 2017 issue of DPSAC News for additional coverage of the changes found in NED v.4.1.
NED Version 4.1 went live on October 30, 2017 with revisions that support important badging policy changes and impact the following populations at NIH:
2. NIH FTE - Special Government Employees (SGEs)
3. Non-FDA Tenants and Volunteers (other than Special Volunteer)
4. FDA Tenants
The release includes changes to align with the following policy changes:
- Foreign nationals living in the U.S. for three or more years will
receive PIV badges with a blue stripe rather than RLA badges.
- NIH FTE - Special Government Employees (SGEs) who require
both logical and physical access will receive RLA badges rather
than NIH ID "legacy" badges.
- Non-FDA Tenants and Volunteers (other than Special Volunteer)
will receive RLA badges rather than NIH ID "legacy" badges.
- NIH will no longer issue ID badges to FDA tenants.
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All ALT Card Holders Will Be Alerted When Cards Are Expiring
The HHS Smart Card Management System (SCMS) successfully deployed an update that fixed a condition in which certain recipients were not alerted to an impending card expiration. The update remedies this condition, and all intended recipients should be receiving expiration notifications, if appropriate, as of November 6, 2017.
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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.
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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Correction:
In the article 'Getting a Social Security Number: Guidance from the Division of International Services (DIS)' that appeared in the October 25, 2017 DPSAC News, the answer to the question, "When should I apply for a Social Security Number?" should have stated:
"...the Division of International Services (DIS) recommends that you wait to apply until 3 days AFTER your initial check-in with DIS." (not 3 days AFTER your arrival to the United States as originally reported).
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 FAQs Re: SEAD 3 Reporting Requirements for Personnel with Access to Classified Information or Who Hold a Sensitive Position
Q. How do I know if I'm designated as holding a "sensitive position?"
A. All sensitive positions must be specifically designated by NIH as sensitive in accordance with Title 5 Code of Federal Regulations (CFR) Part 1400 (or previously under Title 5 CFR 732). Your Human Resource office will know if your position is designated as sensitive and to what level.
There are three levels of sensitive positions: Non-Critical, Critical, and Special. These levels are determined by the degree to which a compromise of accesses or information would cause a "material adverse effect on national security," based on the nature of the position.
Q. I don't have access to classified information, but I do occupy a sensitive position. Why must I comply with these reporting requirements?
A. As part of the position designation process under Title 5 CFR Part 1400, NIH must determine what positions are considered sensitive and to what level. There are three position sensitivity levels, Non-Critical, Critical, and Special.
While you may not have access to classified information in your sensitive position, sensitive positions can impact national security. There is a direct correlation between position sensitivity, the investigation requirements, and clearance levels for access to classified information.
Q. My job doesn't have a lot of official contact with foreign visitors, but I join a friend and his foreign business partners for lunch on occasion. Do I need to report this foreign contact?
A. If the contact is limited to one lunch, this occurrence is not considered continuing contact and the foreign national contact would not normally be reported. However, if you believe the foreign visitor is inappropriately trying to obtain sensitive or classified information from you, then that interaction should be reported. Your Department/Agency will provide additional guidance.
Q. I don't have a clear itinerary for my European summer trip. We just drive and stop at a hotel when we're ready. How do I comply with the itinerary requirement?
A. SEAD 3 recognizes itineraries may change and provides for post-travel reporting of changes. In your case, you should record your itinerary and submit any changes to your local security manager when you return.
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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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