DPSAC News
A bi-weekly newsletter from the Division of Personnel Security and Access Control
Providing timely information to help keep NIH safe and secure
December 30, 2020 Issue of DPSAC News
 In this issue:
  • Year-End Message from the DPSAC Director 
  • News Briefs
  • FAQ: Accessing NIH Buildings and Facilities
  • 2020 DPSAC News Year in Review
  • AOs Who Wish to Obtain Sponsor Authority
Year-End Message from the DPSAC Director
Dear valued DPSAC News subscriber,

Early in 2020, the world became aware of COVID-19. Soon, the Division of Personnel Security and Access Control (DPSAC), along with the rest of the NIH had to deal with the COVID-19 pandemic that quickly brought about profound changes in how we conduct our daily business and interact with our coworkers, customers, vendors, clients and visitors.

While NIH has done well over these many months to limit the spread of the disease at its facilities, COVID-19 continues to be a significant threat. The disease has certainly forced us to change how we conduct our work, but it has not stopped the business of NIH and DPSAC.

Our dedicated DPSAC staff has continued to enroll new employees and contractors and issue and renew ID badges, albeit in safer, re-configured spaces. Case reviewers and adjudicators
also have worked to making sure that background investigations continue without interruption. Our customer service staff, also after some modifications to their physical work space, have
been able to assist customers, though now, appointments are required.

Throughout the year, DPSAC has remained busy, providing assistance and responding to over an estimated 90,000 inquiries at its customer service desks, e-mail and telephone help lines. For the year, DPSAC recorded 40,264 transactions involving enrollment, case review, adjudication and badge issuance Through the first week in December, DPSAC enrolled 12,687 individuals (identity verification, fingerprints, photographs), case-reviewed 7,502 sets of background investigation forms, issued 12,663 HHS ID and RLA badges, and adjudicated 7,412 background investigations.

DPSAC was also instrumental in helping protect the NIH workforce in other ways. In May, DPSAC’s Access Control Branch completed the installation of over 5,000 next-generation card readers on the NIH campuses. These faster, more secure devices now require users to touch and hold their PIV card to the reader rather than wave the badge in the vicinity of the reader.

In a 5-part series starting in January, DPSAC News introduced its readers to NED v 5.2. These articles spelled out how NED v5.2 requires the administrative community to begin utilizing the Position Designation Tool (PDT) for determining the appropriate background investigation required for a position. Leading up to the Release, DPSAC and the NED Team offered training to the administrative community to ensure AOs and ATs were prepared to implement these important new requirements.

There’s much reason to be optimistic as we get ready to welcome in the new year. Just as NIH will continue to turn discovery into health, DPSAC will continue to provide consistent, high-level customer service and support to protect our people and secure our science.

DPSAC will continue to reach out to its subscribers (including the NIH administrative community and other stakeholders) with articles in its bi-weekly DPSAC News newsletter to help readers minimize delays in the prescreening and badge issuance processes, avoid e-QIP errors, navigate DPSAC’s personnel security/badging processes, and more.

In 2021, as new policies, procedures and security measures affecting personnel security and access control at NIH are announced, DPSAC News will make sure that its subscribers are kept informed in a timely manner.

Best wishes for a happy, healthy, safe and productive New Year to you and your families.

Sincerely,

T’Nae Brown, Director
Division of Personnel Security and Access Control
News Briefs:
  • NIH Trainees and Fellows Now Eligible to Access the NIH Back-up Care Program
  • Inauguration a Holiday for D.C.-Area Feds, Even Those Teleworking Due to COVID-19
NIH Trainees and Fellows Now Eligible to Access the NIH Back-up Care Program
[from the ORS Information Line orsinfo@ors.od.nih.gov, dated December 17, 2020 to NIH-STAFF@LIST.NIH.GOV]

On January 4, 2021, NIH Trainees and Fellows will be able to access, for the first time, the NIH Back-up Care Program, which provides a variety of short-term care options to meet their child and/or elder care needs.
 
The Back-up care program includes: 
  • Center-based child care
  • In-home child care
  • In-home mildly ill child care
  • In-home adult/elder care
  • Self-care (when YOU need care)
 
Participants are eligible for up to 10 days of back-up care per calendar year anywhere in the United States, and reservations can be made up to 30 days in advance.

Please visit https://backupcare.ors.nih.gov to find out about the program and how to register. Registration is free and easy to do, and if you do it now, you will be ready when you need the services. Once registered, you just request your service, work with the consultants (as needed), and if you utilize one of their services, you pay directly our contractor, Bright Horizons, for any services rendered. They even have a mobile app which makes reserving care with Bright Horizons easy.  
 
The Office of Research Services (ORS) would like to recognize the NIH Child Care Board (https://www.ors.od.nih.gov/pes/dats/childcare/ccb/Pages/childcare_board.aspx) for their dedication, efforts and assistance in this expansion of these important services for the NIH Trainees and Fellows.  
 
If you have any questions about this program and other school-age resources, please contact the Child and Family Programs Team, Division of Amenities and Transportation Services, ORS, at 301-827-3250. For additional information about other NIH Child and Family Programs, including the NIH Child Care Subsidy Program, Lunch and Learn Webinars, NIH Parenting Coach, Legal and Financial Resource and Referral Services, and more, please visit https://www.childfamilycare.ors.nih.gov
 
###

Inauguration a Holiday for D.C.-Area Feds, Even Those Teleworking Due to COVID-19
Excerpted from ‘Government Executive,’ December 17, 2020, Eric Katz 

Most federal employees in the Washington region will get an extra day off next month, with the Trump administration clarifying Inauguration Day will constitute a holiday for capital area workers even despite the novel coronavirus pandemic. 

Under normal circumstances, only those federal workers who would normally report to their offices on Jan. 20 would get the day off. Federal statute gives federal employees in the Washington area the extra holiday due to increased road closures and security concerns. According to the Office of Personnel Management, even those working from home as a result of the pandemic will still receive the extra paid time off. 

Employees within 125 miles or a 2.5-hour commute of Washington would qualify for the day off, provided they would normally have been in their office for two days per pay period if not for COVID-19 fallout.

“In light of these special circumstances, OPM is modifying the normal rules to consider teleworking employees to be ‘employed in’ the Inauguration Day area even though they are scheduled to telework outside that area on Jan. 20” provided they meet the other conditions, acting OPM Director Michael Rigas said in his memorandum. 
###
FAQ: Accessing NIH Buildings and Facilities
Q. I’m hoping you can provide some clarification regarding the badge access process. Being up in Baltimore, we currently have DPSAC employees come to the BRC every Thursday. It was my understanding that if the new staff member picks up their badge at the BRC, then they will have building access to the BRC (and the Bethesda campus buildings if I’m not mistaken).
 
How is that access added to staff’s badges – is it based on their worksite location within NED? Recently we had a few new staff members who are working in the BRC drive to Bethesda to pick up their badges. Upon return to Baltimore they did not have access the BRC. I’m hoping to understand the process better so I can share with my colleagues in Baltimore.
 
A. Only perimeter access to campus is automatically given. All other access needs must be requested by an AO to our facilityaccesscontrol@nih.gov
Badging, Enrollment and Customer Services in Building 31, Room 1B03 to Close at 4 p.m. on January 2 and January 3 for Renovations
Please be advised that the Division of Personnel Security and Access Control (DPSAC) will be closing its main office in Building 31, Room 1B03 one hour early, at 4 P.M., on both Thursday, January 2 and Friday, January 3 to carry out renovations. DPSAC will resume regular office hours on Monday, January 6, 2020. 
 
Introduction to the Position Designation Tool (PDT)
NED Release v.5.2 is tentatively scheduled for February 2020. This version update will require the NIH administrative community to begin utilizing the Position Designation Tool (PDT) for determining the appropriate background investigation required for a position.
In order to ensure a systematic, dependable, and uniform method of determining position designations, the Defense Counterintelligence and Security Agency (DCSA) maintains the Position Designation Automated Tool (PDT). The PDT is an interactive tool that can be accessed at: https://www.opm.gov/suitability/suitability-executive-agent/position-designation-tool/.  For a quick video tutorial on the PDT, please click here .
 
DPSAC's New Kiosk Workstation Enables Users to Electronically Complete, Submit OF-306 Form for Background Investigations
DPSAC recently rolled out a pilot Kiosk station located in the DPSAC main office (Building 31, Room 1B03) that allows individuals to electronically complete and submit the required OF-306 form for their background investigation directly to the DPSAC office.
DPSAC has published a User Guide that includes a general description of the kiosk, as well as information about who can use it, where the station is located and hours of operation.

Avoiding Additional Delays in Processing New Hires
Processing times are often delayed due to reasons outside of DPSAC control, which include, but are not limited to:
  • Incomplete or not submitted OF-306
  • Candidate response time
  •  Issues requiring classification by the candidate
  • Untimely submission of initial e-QIP or corrected e-QIP
  • How the AO and HR communities can assist:
  • By ensuring all required documents have been uploaded into HR's 'Onboarding Manager' prior to establishing a NED account
  • By entering candidates as early as possible but no later than 8 weeks prior to their Entry on Duty(EOD) date
  • By working with DPSAC to ensure candidates respond in a timely manner to inquiries
 
Using the Position Designation Tool ( PDT): Step 1- Identifying Any National Security Duties
In Part I of this 5-part series on the updated PDT, the January 1, 2020 DPSAC News introduced readers to this tool. Part II through Part IV of this series guides the reader through the steps to successfully complete the PDT.
 
Part II: How to Use the PDT
Step 1 of the PDT Tool -- Identifying Any National Security Duties
Each position in the Federal service must be evaluated for a position sensitivity designation commensurate with the responsibilities and assignments of the position as they relate to national security.*
 
Step 1 of the PDT Tool asks the user to identify from a list of national security duties those duties performed in the position being evaluated. The PDT requires the user to identify the national security duties that apply for the position in question by checking the appropriate box(es) (see the “List of National Security Duties below). For contractor positions, it is important to assess the duties the position will be performing for the Federal Government and not for the individual’s contract employer. 
 
For these duties to be relevant to the position being designated, there has to be a potential impact to the national security. If the user selects one or more national security duties, the ‘No National Security Duties’ box will automatically get unchecked. 
 
When completing the PDT, if you are not sure if any of the national security duties are applicable or how  much damage could be caused, please contact the supervisor or project officer who will be overseeing the person filling the position.
 
DPSAC's Revised Website Offers Fast Search Capabilities to Find Personnel Security and Access Control Services
With DPSAC's launch of its new website on November 8, 2019, visitors can now navigate the site more easily to find the Personnel Security and Access Control information they need, whether to enroll as an NIH employee, contractor or affiliate, obtain access to NIH facilities or the NIH IT network or be issued their federal ID credentials (PIV Card or RLA Badge).
 
If you haven't visited the DPSAC website yet, we invite you to 'stop by' and look for yourself. To check it out, click on the link: www.idbadge.nih.gov.

While the URL for the website will remain https://www.ors.od.nih.gov/ser/dpsac/Pages/Home.aspx, many users will want to continue using the site’s easier-to-remember alias, https://www.idbadge.nih.gov .
 
Using the Position Designation Tool (PDT): Step 2- Identifying Any Public Trust Duties
 
Part III, Step 2 of the PDT Tool -- Identifying Public Trust Duties
Every covered position must be designated at the low, moderate, or high-risk level as determined by the position’s potential for adverse impact on the efficiency and integrity of the service. 5 CFR 731.106(b) sets forth general categories of public trust duties and responsibilities.
 
Step 2 of the PDT is used to identify any public trust duties. Public Trust duties are indicated by checking the appropriate box (see selections listed below). For contractor positions, it is important to assess the duties the position will be performing for the Federal Government and not for the individual’s contract employer.
 
If any public trust duties are indicated as applicable with the given position, the level of damage that may be caused by the position must also be indicated. The degrees of potential impact are broadly defined. It is necessary to look at each public trust duty and evaluate the entire list of example duties provided to establish context to determine the scope of potential impact to the public’s trust. This reveals the potential damage to the integrity and efficiency of the service and the public’s trust.
Be Sure to Respond to DCSA Request for an In-Person Interview if Contacted
Individuals hired at NIH for positions designated above Tier 1 should be aware that they may be contacted by a Defense Counterintelligence and Security Agency ( DCSA) investigator for an in-person interview. If you are contacted by a DCSA investigator, please make sure to respond to their call or email as soon as possible.
 
According to DPSAC, quite a few individuals being contacted by DCSA to participate in in-person interviews think these requests are a scam. Please be assured that these requests are a legitimate part of the investigative process.
 
Q . Whose responsibility is it to conduct a background check on a contractor who will be joining the NIH workforce?
A. As you know, there is a requirement for NIH FTE staff (employees) entering the NIH workforce to have their fingerprints and e-QIP fully completed before they can come on board at NIH.
 
For contractors, the NIH requirements for background checks extend over and above the contracting company’s responsibility to prescreen their hires. If NIH-conducted fingerprints or background check requirements are still pending when the contractor starts work for the contracting company, they are completed once the individual is on site, or earlier if the opportunity is available. In some cases, when contractors are far removed from an NIH campus, they can request fingerprint cards that can be completed at a local police station.
 
Please note that in these instances, the contracting company is at risk if the individual is not able to fully complete these requirements successfully.
 
Using the Position Designation Tool (PDT): Step 3-Completing the Point Adjustment Section
 
Part IV, Step 3 of the PDT Tool -- Completing the Point Adjustment Section
When completing the PDT, if any public trust duties are identified in Step 2, it is also required to complete the Point Adjustment section of the tool. In this section, it is necessary to indicate the scope of impact for any potential damage caused by the position and the level of supervision over the position. Step 3 of the PDT is used to identify any point adjustments.
 
Adjustment for Scope of Program and Correlation to Extent of Impact:
  • Worldwide or government-wide impact: Program operations have potential to affect the entire government or have global implications.
  • Multi-agency impact: Program operations affect more than one agency. Misconduct or damage would have potential to impact multiple government agencies, and/or the individuals or private entities affected by those agencies.
  • Agency impact: Program operations affect only one agency. Misconduct or damage would have potential for a local impact on the agency, and/or the individuals or private entities affected by those agencies.
 
Adjustment for Level of Supervision:
  • Limited or no supervision: ability to act independently in almost all areas almost all of the time
  • Periodic, ongoing review: ability to act independently a lot of the time
  • Close technical supervision: ability to act independently infrequently

Physical and Logical Security – KEEP IT LOCKED UP!
Best Practices – Physical and Logical Security
  • Protect Your PIV – Wear your PIV Card at all times when not in use; Never allow anyone else to use your PIV Card!
  • Use only NIH USBs
  • Report lost or stolen devices
 
Using the Position Designation Tool: Step 4 - Position Designation Completion and Investigation
In this final installment of the series (Part V, Step 4), DPSAC News describes how the Position Designation Tool calculates the required background investigation for the evaluated position. Step 4 also spells out the required tasks the administrator must complete in order to successfully conclude the process.
 
Position Designation Completion [STEP 4]
Upon completing Sections 1, 2 and 3 of the PDT, the tool will indicate the required background investigation for the evaluated position (see Figure 1 below). In addition, the tool provides the ability to download a PDF copy of the completed output. This PDF file must be uploaded to the NIH Enterprise Directory (NED) when entering a new person into the system or updating the position information section for existing NED records. The PDF copy of the PDT will then be transmitted to DPSAC to ensure the correct background is initiated for the position.
 
In addition to uploading the PDT file to NED, the AT/AO completing the position information section in NED must also select the indicated investigation (e.g., Tier 1) from a drop-down menu. NED will compare this selection to the value calculated in the position information section to ensure the values are consistent. If they are not, the AT/AO will be required to either update the position information section in NED to match the PDT designation or complete and upload a new PDT file that matches the NED position information designation.
 
DPSAC Guide to Common e-QIP Errors - A Valuable Reference for Applicants Preparing to Complete e-QIP
It is essential to complete e-QIP with 100% accurate and error free information. Failure to do so can lead to extended processing times and can delay NIH badge issuance and employment start dates. DPSAC has prepared a guide on how to successfully complete e-QIP entitled DPSAC Guide to Common e-QIP Errors.
 
DPSAC’s Case Review team carefully reviews each e-QIP questionnaire submitted by the applicant and works with the applicant to correct any errors before releasing the form to the Defense Counterintelligence and Security Agency (DCSA). Once the agency completes the investigation it reports its findings back to DPSAC for adjudication.
 
The Guide identifies common errors occurring in four major sections of the questionnaire:
1.      Identifying Information 
2.      Residence, Education, Employment, References, Selective Service 
3.      Additional Information (including Employment Information) 
4.      Applicant Responsibility (e.g., answering DPSAC correspondence for corrections or additional information in
a timely fashion)

To view the Guide, please click here .
 
Updating Your Information in NED -- a Primer
Employees and contractors who wish to update their information in NED may do so via the NED Portal. Users can access the NED portal using the direct link, https://nedportal.nih.gov , or via https://ned.nih.gov .
 
When logging on using the direct link, https://nedportal.nih.gov, you will see a dashboard with several options, including “Self-Service – Update My Record” (see Figure 1) 
 
If you choose to log on using https://ned.nih.gov , you’ll have to click on the link ‘Update your information’ at the top left of the screen (Figure 2) to bring up the NED portal dashboard. *

DPSAC Committed to Adhering to NIH and CDC Guidance to Safeguard Our Customers, Staff and the NIH Community
In light of recent events and concerns regarding COVID-19, the Division of Personnel Security and Access Control (DPSAC) would like to reiterate our commitment in following and abiding by the NIH and CDC guidance to prevent, deter, and mitigate any risk of infection to our customers, staff, and the NIH community. Therefore, please be assured that DPSAC has implemented mandatory, stringent safety precautions and procedures for protecting our customers and DPSAC staff members during public interactions and daily operations.
 
NIH Reduces Badging Services to Help Prevent the Spread of COVID-19
Some Local Services Relocated to Building 31
Due to the evolving COVID-19 situation, DPSAC has implemented measures to help prevent the spread of disease and reduce the risk of exposure to its staff members as well as individuals who need to visit a DPSAC office. 
 
Reduction of Badging Services:
All badging services in the South Lobby of Building 10 on the Bethesda campus have been relocated to the main DPSAC office in Building 31, Room 1B03. Badging services at Fisher's Lane and Medical Center Drive ('Shady Grove') have also been suspended and moved to Building 31.
 
In addition, all patient badging services are suspended indefinitely. Patients and authorized family and caregivers are encouraged to enter through the Cedar Lane patient entrance for processing and visitor ID issuance.
 
DPSAC will maintain normal operating hours in Building 31 from 8:00 AM – 5:00 PM, Monday through Friday. The DPSAC email is orspersonnelsecurity@mail.nih.gov and the help desk phone number is 301-402-9755.
 
Please review the CDC guidance about COVID-19 to prevent illness and recognize symptoms . If you feel the onset of flu-like symptoms, stay home – or go home immediately if you are at work – and call your healthcare provider for medical advice. As soon as you’re able, contact your supervisor and the NIH Occupational Medical Service, as noted in the NIH guidance
 
NED Release 5.2 Goes Live March 30, 2020
Includes Position Designation Tool (PDT) and New Badge Tracking Status Points
NED v5.2 is planned to go live on March 30, 2020. This release includes important changes as well as a redesign of NED Portal person search functionality.
 
What are the important functionality changes?
1. Position Designation Tool - Per the Defense Counterintelligence and Security Agency (DCSA), AOs/ATs are required to determine the correct background investigation for an individual using the Position Designation Tool (PDT) located at ( https://pdt.nbis.mil/ ). In addition to completing Form 2866, users must also enter the PDT background investigation tier and upload the completed PDT form in NED.
 
Note:  It is recommended that users who designate positions and/or enter position data in NED attend formal DCSA training. AOs are encouraged to rely on supervisors, project officers, etc. to assist in completing the PDT accurately. DCSA PDT Training Course: https://www.dcsa.mil/mc/tec/upcoming_courses/
 
2. Enhanced badge status tracking – Additional badge status messages are added to help the NIH community understand which actions are required to complete the background investigation process. Users no longer need to rely on DPSAC to obtain the most recent investigation form status information.
 
3. Opt-in” functionality – AOs have the ability to “opt-in” on behalf of individuals who want AlertNIH notifications sent to their personal contacts.
 
How will the NED Portal re-design in NED 5.2 affect users?
NED “find person” functionality changes include:
  • “Find person” functionality is consolidated, and search capabilities are improved
  • Navigation to perform tasks on existing records is changed
  • Menu options are moved: Update, Deactivate, Modify Services, Transfer, Renew Badge, View Badge and Account History
 
Sincerely,
NED Team

Law Enforcement Agencies Discontinue Ink Fingerprinting Services in Response to COVID-19
DPSAC has learned that several local law enforcement agencies across the country have discontinued ink fingerprinting services out of abundance of caution due to COVID-19. This may affect individuals who are remote and rely on this type of service in order to complete the fingerprint cards required for their NIH prescreening.
 
This situation is out of DPSAC’s control and currently there are no alternative options for these individuals to complete their fingerprints remotely. These individuals will need to visit an NIH enrollment facility to complete fingerprinting and/or enrollment for prescreening purposes and for their PIV/RLA badge. 

Reminder: It’s Time to Begin Processing Fellows to Meet the May 4, 2020 Sponsorship Deadline
Fellows Must Complete All DPSAC Prescreening Requirements by June 1, 2020
With the July 1, 2020 start date for Clinical Fellows fast approaching, it is time for AOs to begin processing Fellows in NED for Badge Sponsorship. Badge sponsorship for these fellows needs to occur by May 4 at the latest to ensure enough time to complete DPSAC prescreening requirements by June 1. This will allow DPSAC enough time to process these candidates prior to July 1. DPSAC has prepared the following checklist to ensure Entry on Duty readiness for July 1, 2020 in order to avoid delays:
 
• Badge sponsorship completed for all Fellows in NED no later than May 4, 2020 
• Clinical Fellows must complete all DPSAC prescreening requirements no later than June 1, 2020** 
• AO/Supervisor actively checks on their fellows to ensure completion of DPSAC requirements
• Consider additional processing time for Foreign Nationals
• Consider additional processing time required for coordination of rotational duties
Walter Reed Rotations: Position Sensitivity Level (PSL) in NED must indicate “T3” for access to medical records
 
Heads up to AOs: Please remember that NED automatically flags the ‘works with children’, ‘childcare’ exception factor for Clinical Fellows. If the Fellow will not be working with children, the AO will need to send a note to DPSAC at ORSPersonnelSecurity@mail.nih.gov indicating that the individual does not work with children. NED will not currently allow you to remove that designation. 
 
* Failure to complete both the e-QIP submission and Fingerprinting within 120 days after badge sponsorship will result in e-QIP and Fingerprint submission expiring.
** If an individual is unable to travel to an Enrollment location to complete enrollment by the anticipated EOD, fingerprint cards can be mailed to be completed at local police station and returned to DPSAC. This option does not replace the Enrollment requirement. 
 
Emergency Designation Tier vs. Background Investigation Tier: What’s the Difference?
DPSAC has seen an increase in Tier II background investigation requests recently for NIH staff. After investigating, we have learned that several of these requests were inadvertent updates to the Background Investigation Tier indicated in NED as opposed to the person’s Emergency Designation Tier. This article is a short primer on the difference between these two “Tiers.”
 
Emergency Designation Tier Overview
The Emergency Designation Tier is a value entered in NED for NIH employees (FTE). This value is used to outline the working status of FTE staff in the event of an emergency impacting NIH operations. 
 
There are three values to select from:
·      Tier I – Emergency Employee
·      Tier II – Non-Emergency/Teleworker
·      Tier III – Non-Emergency/Non-Teleworker
 
When an FTE record is created in NED, the designation of an Emergency Tier is mandatory.. For assistance in updating someone’s Emergency Designation, NED has created a job aid available at: https://intranet.cit.nih.gov/DOtab/deca/CAB/NED/Help%20Documents/NED%20Portal%20Job%20Aids/ETD%20job%20aid%20for%20AOs-ATs%20v3.pdf .
 
Background Investigation Tier Overview
The Background Investigation Tier is a different designation in NED that is utilized by DPSAC to ensure the correct type of background investigation is completed for a given person. The Background Investigation Tier is required for all NIH staff (employees, contractors, fellows, etc.) who will be at NIH for more than six months. 
 
The different Background Investigation Tiers are as follows:
·      Tier 1 – Non-Sensitive [Low Risk]
·      Tier 2 – Non-Sensitive Public Trust [Moderate Risk]
·      Tier 3 – Noncritical-Sensitive [Moderate Risk]
·      Tier 4 – Non-Sensitive Public Trust [High Risk]
·      Tier 5 – Critical-Sensitive or Special-Sensitive [High Risk]
 
These different tiers direct the scope of an individual’s background investigation (e.g., 5 years vs. 10 years of historical data, need for a credit check, etc.). The Background Investigation Tier is a value stored in the “Position Information” section of an individual’s NED record. The correct Background Investigation Tier is determined using the Position Designation Tool located at: https://pdt.nbis.mil/.

NIH Reduces Badging Services to Help Prevent the Spread of COVID-19; Some Local Services Relocated to Building 31
Due to the evolving COVID-19 situation, DPSAC has implemented measures to help prevent the spread of disease and reduce the risk of exposure to its staff members as well as individuals who need to visit a DPSAC office. 
 
Reduction of Badging Services:
DPSAC has reduced its operations in Building 31. Operating hours will remain the same, from 8:00 AM – 5:00 PM. However, the offices will be open on Monday, Wednesday and Friday by appointment only. Staff will continue to respond to phone inquiries and email on Tuesday and Thursday.
 
All badging services in the South Lobby of Building 10 on the Bethesda campus have been relocated to the main DPSAC office in Building 31, Room 1B03.
 
In addition, all patient badging services are suspended indefinitely. Patients and authorized family and caregivers are encouraged to enter through the Cedar Lane patient entrance for processing and visitor ID issuance.
 
DPSAC Implementation of Mandatory Safety Precautions:
  • DPSAC urges visitors to be mindful of the guidance that has been posted on reducing the spread of COVID-19 and to kindly not visit a DPSAC office if they are sick, have a fever or are displaying any symptoms of a respiratory infection. DPSAC also urges visitors who are not displaying symptoms to use hand sanitizer.
  • DPSAC is also encouraging NIH staff to call (301-402-9755) or email DPSAC (orspersonnelsecurity@mail.nih.gov) for general inquiries or badge status requests as opposed to visiting a DPSAC office. DPSAC encourages the community to visit a DPSAC office only if they require an in-person service such as enrollment or badge issuance.
  • Individuals who are visiting DPSAC are required to sanitize their hands prior to entering the DPSAC office and prior to completing their enrollment, fingerprinting or badge issuance.
  •  Individuals entering the DPSAC office will be required to stagger themselves and maintain a distance from other individuals. DPSAC staff will be onsite to coordinate appropriate distancing between customers.
 
Please review the CDC guidance about COVID-19 to prevent illness and recognize symptoms . If you feel the onset of flu-like symptoms, stay home – or go home immediately if you are at work – and call your healthcare provider for medical advice. As soon as you’re able, contact your supervisor and the NIH Occupational Medical Service, as noted in the NIH guidance.
 
NED Release 5.2 Now Live
Includes Position Designation Tool (PDT) and New Badge Tracking Status Points
NED v5.2 includes important changes as well as a redesign of NED Portal person search functionality.
 
What are the important functionality changes?
1. Position Designation Tool - Per the Defense Counterintelligence and Security Agency (DCSA), AOs/ATs are required to determine the correct background investigation for an individual using the Position Designation Tool (PDT) located at ( https://pdt.nbis.mil/ ). In addition to completing Form 2866, users must also enter the PDT background investigation tier and upload the completed PDT form in NED.
 
Note:  It is recommended that users who designate positions and/or enter position data in NED attend formal DCSA training. AOs are encouraged to rely on supervisors, project officers, etc. to assist in completing the PDT accurately. DCSA PDT Training Course: https://www.dcsa.mil/mc/tec/upcoming_courses/
 
2. Enhanced badge status tracking – Additional badge status messages are added to help the NIH community understand which actions are required to complete the background investigation process. Users no longer need to rely on DPSAC to obtain the most recent investigation form status information.
 
3. “Opt-in” functionality – AOs have the ability to “opt-in” on behalf of individuals who want AlertNIH
notifications sent to their personal contacts.
 
Questions?
If you have questions or concerns about:

What is Being Done About Expiring ID Badges During the COVID-19 Pandemic?
A lot of people are wondering what is happening to individuals whose ID badges are expiring during the COVID-19 pandemic. DPSAC has been working alongside CIT and HHS staff to identify a variety of possible alternatives. The following message (indicated in italics) was sent to all NIH staff on Friday April 10, 2020. The key thing to remember is that DPSAC will be contacting individuals with expiring ID badges. Each person will have the option to complete the renewal process now or extend the certificates on their badge to June 30.
 
Please know that for some individuals who choose to extend their current badge, the existing badge renewal task in NED will need to be terminated. In those instances, DPSAC will contact the servicing AO for the individual to let them know how to complete a new badge renewal task.
 
NED 5.2 Release Incorporates Several New Badge Tracking Status Messages
Here is a quick overview of the new status messages. Because most of these messages may reveal the need for additional action on the part of the applicant for the process to move forward, they are particularly important:

  • Waiting for DSPAC to send background investigation paperwork: This message indicates that DPSAC has yet to email the individual notifying them to complete the necessary forms. In most instances, this will occur within 1-2 business days. Please note that DPSAC cannot send the forms unless the individual has a Social Security Number (SSN) in the NED system. 
  • Waiting for the individual to complete background investigation paperwork: At this point, DPSAC is waiting for the individual to submit the necessary forms for review. This step may still show for 1-2 business days after the person submits the forms as DPSAC must download them from the online e-QIP portal.
  • Waiting for DSPAC to review background investigation paperwork: Once the person submits the forms, DPSAC must complete a thorough line-by-line review of the forms to ensure completeness and accuracy. Approximately 70% of the forms submitted contain errors or omissions.
  • Waiting for individual to correct background investigation paperwork: When DPSAC finds errors or omissions in a person’s investigation paperwork, they will contact the individual via email outlining what corrections are required. Please know that in several instances DPSAC must ask for corrections multiple times as the person corrects some mistakes but not others. NED will continue to show this status message until all errors have been fixed. 
  • Waiting for DSPAC to finalize investigation paperwork and authorize ID badge issuance: This is the final step before the individual will be notified that their ID badge is ready to be issued.
 
Reminder: AOs Must Sponsor Fellows for a Badge by May 4, 2020 Deadline
Fellows Must Complete All DPSAC Prescreening Requirements by June 1, 2020
With the July 1, 2020 start date for Clinical Fellows fast approaching, it is time for AOs to begin processing Fellows in NED for Badge Sponsorship. Badge sponsorship for these fellows needs to occur by May 4 at the latest
to ensure enough time to complete DPSAC prescreening requirements by June 1.
 
Staying Up to Date with the NIH Director’s Second Virtual Town Hall
NIH Director Francis Collins will host a second Virtual Town Hall to update the NIH Community on NIH’s activities in response to the COVID-19 pandemic and answer your questions. All NIH employees, contractors, fellows, and trainees are invited to join.
 
The event is on Friday, April 24, 2020, from 1:00 p.m. – 1:45 p.m. Eastern Time.
 
Fingerprint Requirement Delayed, But NOT Eliminated Due to COVID-19
DPSAC will contact individuals who must submit fingerprints for their background investigation once the deferral is no longer valid
 
The Defense Counterintelligence and Security Agency (DCSA) issued Federal Investigations Notice 20-03 on March 30, 2020 advising agencies of the temporary deferral of fingerprint requirements to submit background investigations effective April 6, 2020 due to the COVID-19 pandemic. This waiver applies to background investigation submission requirements only and does not apply to HSPD-12 PIV Badge/RLA Badge Credentialing requirements, which still require capturing biometric fingerprints. The key word in the notice is 'deferral' (as opposed to elimination) of the required fingerprints. Those individuals whose investigations were submitted without fingerprints as part of this waiver will still be required to provide fingerprints for their background investigation once the waiver is no longer valid (in accordance with federal guidelines).
 
While the background investigation can proceed without fingerprints, there is no ability to issue a PIV badge without fingerprints. Individuals who already possess an ID badge must still submit fingerprints for their investigation if contacted by DPSAC. Failure to do so will result in the ID badge being deactivated.  [PT([1]  

In addition to delaying fingerprints, DCSA has made operational changes to mitigate COVID-19 impacts to include conducting interviews via telephone for most investigations. If NIH staff have been contacted by a DCSA investigator and have concerns they can verify the investigator’s name by visiting: https://www.dcsa.mil/mc/pv/mbi/vi/ 
 
New Opt-In Form Enables NIH Contractors with No Logical Access to Get 'AlertNIH' Messages via Personal Email and Cell Phones
There are approximately 3,700 contractors/tenants across the NIH who have physical access to NIH campuses, but no logical access. Consequently, those individuals are unable to access NED in order to “opt in” to receive AlertNIH messages to their personal email and cell phones.

The Division of Emergency Management (DEM), ORS, recently announced a work-around that allows AOs/ATs to accept the “opt in” for these individuals to receive AlertNIH messages using the new Emergency Notification System Opt-In and Opt-Out Request Form https://oma.od.nih.gov/Lists/DMSFormsList/Attachments/678/NIH-3004.pdf .
 
In this issue: Fingerprint Requirement Delayed, But NOT Eliminated, Due to COVID-19 
DPSAC will contact individuals who must submit fingerprints for their background investigation once the deferral is no longer valid.

DPSAC is issuing a reprint of DPSAC News article originally published on May 6, 2020 in response to readers’ question regarding DCSA’s temporary guidance for submitting background investigation requests without fingerprints for those impacted by COVID-19. Clarifying information is provided in red text:
 
The Defense Counterintelligence and Security Agency (DCSA) issued Federal Investigations Notice 20-03 on March 30, 2020 advising agencies of the temporary deferral of fingerprint requirements to submit background investigations effective April 6, 2020 due to the COVID-19 pandemic. Normally, fingerprints are required in order to schedule a background investigation request with DCSA. This waiver applies to background investigation submission requirements only and does not apply to HSPD-12 PIV Badge/RLA Badge Credentialing requirements or DPSAC requirements for prescreening clearance, both of which still require capturing biometric fingerprints.  
NED Team Provides Guidance to NED Portal Users Experiencing Technical Issues When Accessing DCSA's Position Designation Tool
On May 15, 2020 the NED Team sent out the following notification to NED Portal Users regarding DCSA PDT Certificate Error Guidance:
 
Some NED Portal users are experiencing an issue when accessing the Defense Counterintelligence and Security Agency (DCSA) Position Designation Automated Tool (PDT) where they may get an error message that the website certificates are revoked.
 
If you encounter this error when accessing the PDT, please clear your browser’s cache, restart it, and try again. 
DCSA is aware of the technical issue and expects a fix to be completed by May 20, 2020. We will provide an update when it has been fixed. Please contact the NED Team at nedteam@mail.nih.gov if you have questions or concerns.

Thanks,
NED Team   
 
Guidance for Reclassifying a Non-FTE (Except Fellow) to FTE and Reclassifying a Fellow to FTE
AOs or ATs updating an individual’s classification from non-FTE to FTE in NED should first check whether the person’s Position Sensitivity Level (PSL) has been elevated to a higher Tier. Changes in classification should be entered into NED before the person is approved for EOD This will ensure that the individual will receive the appropriate background investigation for the new position.
 
Reclassifying a non-FTE (Except Fellow) to FTE
Update the person’s classification from non-NIH FTE to NIH FTE using the Update function in NED.
This step will notify DPSAC of the change so they can initiate a background investigation for the NIH FTE position if needed. Please do not modify the person’s EOD date during the reclassification process as NED will revoke the person’s current badge. The official FTE EOD will be provided by HR once DPSAC has approved badge issuance for the new FTE position.
 
Reclassifying a Fellow to FTE
When changing a Fellow’s classification from Fellow to NIH FTE, the Fellowship Payment System (FPS) will prevent the Fellow’s IC from creating, renewing, transferring, or activating any type of award, as the person is no longer identified as a Fellow. However, the person will continue to receive all their stipend payments for any awards activated prior to the change in classification.
 
ICs are encouraged to create and approve award renewals to extend a Fellow’s duration prior to changing the individual’s classification in NED. If the renewal is not needed, it can then be cancelled. Awards of any type will not activate automatically; nor can they be activated manually after the classification has changed.
 
If the classification has been changed to NIH FTE in NED, the IC needs to enter an NBS FPS help desk ticket to create, extend, or activate an award in FPS. 

Q. One of our new employees was advised that she could not schedule her badge pickup until after her EOD date. Is that accurate? We’re just working on our COVID-19 onboarding processes and I’m working out the details (e.g. computer installations). Thank you!
A. If a new employee is 'Ready for Badge Issuance' in NED, they can pick up their badge on, or after their EOD date. The NED system will not allow the badge to be issued prior to EOD. Our main office in Building 31, Room 1B03 on the NIH Main campus is open Monday, Wednesday and Friday and is by appointment only. If all appointments are booked on a particular day, the new employee would schedule badge pickup for the next available day. Remember, the appointment must be on or after their EOD date, but not before.  
                                                                       
Third NIH Virtual Town Hall Focuses on the NIH Framework for Returning to Physical Work Spaces 
On May 21, 2020, NIH Director Francis S. Collins, M.D., Ph.D., hosted the NIH Third Virtual Town Hall meeting which focused on the NIH Framework for Returning to Physical Work Spaces. More than 19,000 NIH staff tuned into the town hall, during which Dr. Collins and senior staff recapped Julie Berko’s  video presentation on the framework for returning to physical work space and responded to the most frequently asked questions.
 
Dr. Collins noted that the key takeaway from the town hall is that “all changes to bring staff back to their physical work spaces will be careful, gradual, and measured, with safety as our highest priority. NIH staff who have been teleworking will continue to do so until further notice as we assess local health and operational conditions.”
 
It's Important to Respond to DCSA Requests for In-Person Interviews If Contacted
Individuals hired at NIH for positions designated above Tier 1 should be aware that they may be contacted by a Defense Counterintelligence and Security Agency (DCSA) investigator for an in-person interview. If you are contacted by a DCSA investigator, please make sure to respond to their call or email as soon as possible.
According to DPSAC, quite a few individuals being contacted by DCSA to participate in in-person interviews think these requests are a scam. Please be assured that these requests are a legitimate part of the investigative process.
 
If you are contacted by an investigator who wants to arrange an in-person interview, but you are wary, you may ask the investigator for his/her badge number and confirm the person’s authenticity by calling DCSA at 1-888-795-5673 or emailing them at RMFSIMSST@nbib.gov. DCSA will be happy to confirm that the person is who s/he says
s/he is. 
 
NIH Completes Year-Long Project to Replace PIV Card Readers Across NIH Campuses
Starting in early April 2019 DPSAC began installing new PIV-card readers equipped to read the v.8 PIV cards that will become the new standard when the current cards are replaced beginning in July 2020. NIH is undertaking this project to meet HSPD-12 requirements
.
The NIH Bethesda campus has over 5,000 readers that operate with PIV cards to control access to doors at NIH buildings, offices and laboratories. There are an additional 1,000 readers at the other NIH campuses. This does not apply to leased buildings that use the Data Card or other fobs for door access.
 
HHS to Replace All PIV Cards with More Secure Model by 2024; NIH to Begin Migration from v.7 to v.8 PIV Cards in June 2020
Sometime in June 2020, NIH will begin issuing new PIV Cards that contain the more advanced ‘v.8’ chip. These new credentials, which will replace the v.7 cards currently in use, will be faster and more secure. The Department approved the new v.8 PIV card in February 2020. 
 
NIH must retire all v.7 PIV cards currently in use by NIH employees, contractors and affiliates by June 30, 2024 and will no longer be supported after that date. The National Institute of Standards and Technology (NIST) established this deadline to eliminate physical access using proximity or “prox” readers.
 
As NIH migrates to the v.8 cards, badge users with the new cards will no longer be able to unlock a door or open a gate just by waving their badge NEAR (in proximity of) the new reader. Card users will need to remove their credential from the electromagnetically opaque card holder sleeve and ‘touch and hold’ their cards IN CONTACT WITH the reader. A video showing how to properly use the PIV card with the card reader is posted on the DPSAC website at: https://www.youtube.com/watch?v=nFt0hPnNv3I
 
The life cycle of the v.7 chip cards issued after June 30, 2019 was shortened to 4 years. This will ensure that cards issued after that date expire before June 30, 2024. Once the v.7 chip card supply is exhausted NIH will begin using the v.8 card and will revert back to issuing a 5-year badge.
 
Q. What is the prescreening process?
A. Once the AO sponsors the candidate's PIV/RLA badge request for access to NIH facilities and information systems, the NED system sends a web service call to the Division of Personnel Security and Access Control (DPSAC) Background Investigations Tracking System (BITS) to open a case to process the candidate. At this point, DPSAC begins the prescreening process. 
 
Prescreening includes the collection and review of the following :
  • Fingerprints
  • OF-306 Declaration for Federal Employment
  • A copy of the resume used during the application process
  • Submission of, or completed background investigation at the Tier designated by the duties/responsibilities of the individual’s position
  • For federal employee candidates, DPSAC will first verify that the Office of Human Resources (OHR) package is complete by checking the following: 
  • OF-306 is complete in "Onboarding Manager"
  • Ensure the individual has disclosed Selective Service Registration (SSR) if required. If the individual has not disclosed SSR as required, the case will be rejected and sent back to HR. (Note: Individuals who did not register for Selective Service as required may be found ineligible for employment in the federal service). 
  • DPSAC is in possession of the candidate's Resume, OF-8 (Official Position
  • Description) and Position Description Document.

Q. How does DPSAC determine whether a background investigation is required?
A. Once the HR 'package' is collected, DPSAC will validate the individual's need for a new background investigation. Federal investigation repositories are searched for an investigation that would meet or exceed the requirements of the current Position Designation Sensitivity and Risk Level.
 
  • Candidates with a favorably adjudicated Background Investigation on file
DPSAC will order the prior investigation, collect and review the results of prescreening to determine if the candidate's prior investigation can be reciprocally accepted for their position at NIH. Non-FTEs (i.e., Contractors, Affiliates) will be required to submit 2 years' worth of employment history to determine if a break in service exists since the investigation was completed. Federal Employees (FTEs) will submit their resume. 
 
If there are any issues with the prescreening results, or if the issues in the previous investigation are incompatible with the duties of the candidate's new position, DPSAC will attempt to mitigate these issues as part of the reciprocal acceptance review.
 
  • Candidates without a Background Investigation on file
These individuals will be initiated into the electronic Questionnaires for Investigations Processing (e-QIP) to complete a new background investigation at the level determined by the duties and responsibilities of their current position at NIH. DPSAC will send the candidate instructions on completing e-QIP and other background forms.
 
HHS/ONS Issues New Prescreening Document Requirements for Sensitive Positions at NIH (Tier 3 & Tier 5)
Per updated security guidance from the HHS Office of National Security (ONS), the NIH Division of Personnel Security and Access Control (DPSAC) is now required to collect official position documentation from individuals in non-Critical Sensitive and Critical Sensitive Positions at NIH (Tier 3 and Tier 5 respectively) during the Personnel Security prescreening process.
 
ONS requires the collection of these documents prior to allowing individuals in Tier 3 and Tier 5 positions to Enter on Duty or receive prescreening clearance authorization, and before requesting a background investigation or accepting a prior background investigation from another agency. Therefore, DPSAC cannot initiate for a background investigation, provide Prescreening Clearance for Entry on Duty or Authorize Badge Issuance for individuals in Tier 3 or Tier 5 Positions until these documents are collected.
 
DPSAC asks that administrators ensure these position documents are combined into one file along with the Position Designation Tool (PDT) file and uploaded using the NED file path created for uploading the PDT during the NED registration process (or during an Update task if a position tier is being elevated to
Tier 3 or Tier 5). This will ensure the required files are automatically uploaded to DPSAC systems.
Effective immediately, DPSAC would request that NIH Institutes and Centers provide DPSAC with the appropriate documentation (see the full article to view these documents) for individuals in Tier 3 and Tier 5 positions via the method described above during the NED Activate/Register process or upon request.
 
Fourth NIH Virtual Town Hall Addresses Safety at NIH as NIH Begins to Return Staff in Group ‘A’ to Some NIH Locations
On June 19, 2020 NIH Director Francis Collins, MD, PhD hosted the 4th NIH Virtual Town Hall  during which he and members of his leadership team addressed safety at NIH and the support of science as NIH begins to return staff in Group A to some NIH locations beginning June 22
.
Prior to the Town Hall, on June 17, 2020, Dr. Collins posted a ‘Message from the Director’ on the NIH employee intranet detailing Group A Return to Work information. He noted that the NIH Coronavirus Response Team determined that Group A staff whose worksites are located in Montgomery County, MD, Frederick County, MD and Ravalli County, MT would begin returning beginning the week of June 22. These locations have met the criteria for the first phase of return.
 
In a message to the NIH community following the Town Hall and posted on the NIH Employee intranet, Dr. Collins emphasized that all staff returning to their physical worksites are expected to wear a face covering when they arrive at work. NIH will provide a new face covering to staff once onsite. He added that NIH is exploring systems that allow staff approved to work onsite to provide affirmation to their supervisors that they are symptom free. Please watch for an email from AlertNIH with more details.
 
COVID-19 Self-Assessment Reporting Requirement for All NIH Staff Returning to Work
The following AlertNIH announcement was sent to all NIH staff on June 25, 2020:
To promote a culture of safety as we return to the physical workspace, HHS has instructed all employees, including contractors, to continuously self-monitor and self-assess for COVID-19 symptoms before entering their place of work.
 
The NIH is launching a pilot self-assessment reporting tool utilizing the existing notification system, AlertNIH.
An employee will receive emails and text messages daily at approximately 9pm ET, including on weekends, starting this evening, Thursday, June 25, from "NIH COVID Self-Check ( AlertNIH@athoc.nih.gov )" to all work and personal email and phone numbers on file. Employees should respond for the next day, no matter what time their shift begins and whether they are scheduled to work. Employees are asked to self-assess for COVID-19 symptoms and reply with one of 3 responses:
 
1 – I do not have symptoms and will report to work tomorrow
2 – I have symptoms or recent exposure and will submit an OMS form
3 – I will not be onsite tomorrow
 
If an employee answers yes to 'having symptoms' or 'recent exposure' with someone known or suspected of having COVID-19, they should not report to work, should notify their supervisor, and fill out an Occupational Medical Service (OMS) screening form: https://go.usa.gov/xvDRR . 
[Emergency] coordinators can also help answer questions. A list of emergency coordinators can be found at: https://www.ors.od.nih.gov/ser/alert/Pages/Emergency-Coordinators-by-InstituteCenter.aspx .   
 
DCSA Publishes Background Investigation Product Pricing for FY'21 & FY'22                                       
The Defense Counterintelligence and Security Agency (DCSA) has released revised background investigation product pricing for FY 2021 as well as pricing for FY 2022 per Federal Investigation Notice (FIN) No.20-04 .  Also, starting in FY 2021, DCSA will be implementing a new Trusted Workforce (TW) 1.25 Service, which will be DCSA’s first continuous vetting program designed to meet the future TW 2.0 policy available to all federal agencies.
 
To read the full Notice, including comprehensive FY 2021 and FY 2022 pricing information for the DCSA background investigation products, including the new TW 1.25 service, please click on the following link: Federal Investigation Notice (FIN) No.20-04.
 
Marijuana Still Considered a Controlled Substance Under Schedule I of the Controlled Substance Act
With summer here, DPSAC reports seeing an influx of new Fellows, Contractors, FTEs, etc. who have been found ineligible for federal employment due to drug use, mainly marijuana. DPSAC News regularly runs a version of this article to remind the administrative community that marijuana is still considered a Controlled Substance and to counsel their customers about the consequences of having a history of illicit drug use when applying for a federal position. 
 
In recent years, several states and the District of Columbia have decriminalized the use of marijuana, allowing the use of marijuana for medicinal purposes and/or for limited recreational use.
These changes to state law have raised questions about whether federal employees in these jurisdictions may use marijuana as provided for in state law. 
 
Federal law on marijuana remains unchanged. Marijuana is categorized as a controlled substance under Schedule I of the Controlled Substance Act. The use of marijuana can still impact the ability for someone to be found suitable for federal employment. 
 
Update on NIH Shuttle, Parking and Transhare Services as NIH Begins to Return Group A to their Physical Work Spaces
In a June 19, 2020 email to NIH staff in the DC area via the ORS Information Line, ORS provided the following update on NIH Shuttle, Parking and Transhare services: 
 
With the return of Group A (which began on June 22), it is important to note that some of our normal parking and shuttle operations still remain closed. Restoration of services will continue to be reassessed with each returning group based on safety and need. The Office of Research Services (ORS) will alert staff to any return of service in advance. 
 
Here is the current state of some transportation services:
  • On-campus shuttle continue to operate as normal, but face coverings are required at all times
  • Off-campus shuttles are not operating except for NCI-Shady Grove (managed by NCI) and Fishers Lane.  
  • No stack parking will be available in any garages or parking lots on the main campus
  • Staff should strive to spread out parking around campus to assist in maintaining physical
distancing (to view parking on the main campus, please visit: https://www.ors.od.nih.gov/maps/Pages/Employee-Access-Map.aspx)
  
Q. What has changed in the prescreening process for Tier 3 and Tier 5 positions?
A. DSPAC) is now required to collect official position documentation from individuals in non-Critical Sensitive and Critical Sensitive Positions at NIH (Tier 3 and Tier 5) during the Personnel Security prescreening process.
ONS requires the collection of these documents prior to allowing individuals in Tier 3 and Tier 5 positions to Enter on Duty or receive prescreening clearance authorization, and before requesting a background investigation or accepting a prior background investigation from another agency. Therefore, DPSAC cannot initiate for a background investigation, provide Prescreening Clearance for Entry on Duty or Authorize Badge Issuance for individuals in Tier 3 or Tier 5 Positions until these documents are collected.
 
Looking for the Status of a Badge Request? Don’t Forget to Check NED’s View Badge History!
In March 2020, the NIH Enterprise Directory (NED) deployed NED Release 5.2 that added several new badge tracking messages to the NED Badge Tracking History. The goal of this was to help the NIH community have a better understanding of where exactly an individual is in the DPSAC badging and background investigation process. The failure to fully and accurately complete these items is often the reason for delays in the overall badging and background investigation process.
 
Now, the NED system provides more accurate status messages that show what the individual has completed so far, and what steps are still needed to complete the badging/background investigation process.
Follow these steps to use NED Badge Tracking History to check on an individual’s badge status:
 
Step 1. Log into the NED system at https://nedportal.nih.gov/
Step 2. Click on the “Find Person – Perform Task” link on the left navigation panel
Step 3. Search for the person by typing their name or HHSID in the search box and click on the
              magnifying glass
Step 4.  Click on the result the person you are searching for and then click on the “View Badge
               and Account History” button on the bottom of the page.
 
Q. Am I allowed to come onto campus for my fingerprint appointment even though I am not part of Group A or B? My supervisor told me I am not able to get fingerprinted because I am in Group C, which hasn’t been given the OK to return to our duty stations yet. I’m afraid to disobey my boss.
A. Your supervisor is mistaken. Employees have been assigned to different groups as a result of the pandemic to indicate when each group will be allowed to return to their workstation on campus. Being placed in a particular group has nothing to do with your background paperwork. Please feel free to make an appointment to get fingerprinted.
 
Homeland Security Extends REAL ID Act Enforcement Deadline to October 1, 2021
Due to the COVID-19 pandemic and the national emergency declaration, the Department of Homeland Security is extending the REAL ID Act enforcement deadline for state-issued driver's licenses by one year. The new deadline for REAL ID enforcement is October 1, 2021.
Once enforcement is in effect, access to federal facilities (including NIH) will be strictly limited to individuals who are able to present a REAL ID compliant identification (For more information, visit: https://www.tsa.gov/real-id).  
 
NIH Enforcement of the REAL ID Act
Starting October 1, 2021, visitors to the NIH must present an approved form of ID to enter NIH facilities. The REAL ID Act of 2005 established minimum security standards for state-issued driver’s licenses and identification cards and prohibits federal agencies, such as NIH, from accepting for official purposes licenses and identification cards that do not meet these standards as of October 1, 2021.
 
As of that date, NIH will only accept REAL ID-compliant driver’s licenses and identification cards from anyone planning to access NIH facilities.
 
  • Children under the age of 17 do not need ID if accompanied by a guardian with a valid ID
  • Patients, regardless of identification, will continue to be allowed on campus upon verification of their status on a protocol with the Admissions Office at the Clinical Center.
  • Patient Caregivers will need to have valid identification

DPSAC Resumes 5-Day-a-Week Enrollment and Badge Issuance
Due to a recent increase in requests for enrollment and badge issuance appointments, the Division of Personnel Security and Access Control (DPSAC) will open daily via appointment scheduling, Monday through Friday from 8:00 AM to 5:00 PM in Building 31, Room 1B03 starting August 3, 2020. 
 
The Clinical Center South Lobby location (Room 1C52) will be open daily via appointment for high risk customers, Monday through Friday from 8:00 AM to 5:00 PM.
 
Walk-ins will not be allowed as DPSAC continues to take steps to increase capacity to minimize wait times and to help prevent the spread of COVID-19 and reduce the risk of exposure to its staff members as well as individuals who need to visit a DPSAC office.
 
Availability of daily appointments will begin August 3 at these two locations. Also, staff will be available to respond to phone inquiries and email during work hours. 
 
AOs & ATs: Anticipate Badge Revocations to Help Individuals Transition to a New Badge Without Service Interruptions

Situations When NED Revokes Current Badges - An Overview:
Classification Change from FTE to something else (typically contractor): If an NIH employee (FTE) has a PIV badge and their NED record is updated to another classification (e.g., contractor), NED will immediately revoke the current badge. This prevents non-FTE staff from possessing an FTE badge. Since FTEs can complete inherently governmental functions, it is important that non-FTE staff do not possess an FTE badge, even for short periods of time.
 
Badge Type Changes (typically RLA TO PIV): If someone will receive a different type of ID badge (e.g., RLA to PIV), the current badge will be revoked immediately. The HHS Smart Card Management System (SCMS), which manages RLA and PIV badges for all HHS agencies, does not allow someone to possess one badge type (RLA) and request a different badge type (PIV). There are two scenarios where this happens regularly:
 
1. Foreign Nationals: Foreign nationals who have not resided in the US for at least three years cannot undergo a full-scope background investigation. While they complete e-QIP and get fingerprinted, the investigation completed by DCSA is limited in scope. 
This disqualifies them from receiving a PIV card and instead are issued an RLA badge that is valid for three years. When their badge comes up for renewal three years later, they have now been in the US long enough to complete a full-scope investigation and receive a PIV badge. As such, when the AO runs the badge task in NED, the current RLA badge is revoked so the PIV can be requested per the HHS SCMS rules. In this scenario, the individual will also be required to complete e-QIP and fingerprinting again so that DCSA can run the full-scope investigation.
 
AOs will frequently see this scenario play out with their foreign national staff since the date to renew the individual’s ID badge often coincides with the date to change his/her badge type.”*

AOs can help their customers avoid the inconvenience of losing their access to the NIH campus (physical access) or to the NIH network (logical access) during the badge renewal process by coordinating the renewal process with the individual badge holder. 
 
If possible, the AO should plan on submitting the renewal request when the individual is on campus to limit any interruption to his/her physical access.
 
2.  Short-Term Staff: Individuals who are initially entered into NED as short-term (less than six months) will receive an RLA badge and a fingerprint check. The badge is valid for six months. At the end of the six months, a badge renewal task will appear in NED for the person. This badge renewal will convert the NED record to long-term (more than six months) and generate a request for a PIV badge. Per the HHS SCMS rules, this requires the current RLA badge to be revoked. These individuals must also complete e-QIP and fingerprinting since they did not undergo a full-scope background investigation to receive the short-term RLA badge. 
 
Validating These Two Actions Vital When Completing Position Designation Tool (PDT) File in NED
When completing a Position Designation Tool (PDT) file as part of the “Activate-Register Person” process in NED, it is imperative that Administrative Officers validate the following prior to proceeding to the next steps in NED:
 
The Position Designation Tool (PDT) PDF file was populated using https://pdt.nbis.mil and uploaded to NED; The investigative tier value within the PDT file matches the Final Tier value in NED 
 
DPSAC has seen an increase in PDT/NED Tier value discrepancies which can significantly delay the prescreening process for the applicant, resulting in prolonged delays to the applicants onboarding.

DPSAC has also seen cases where a file was uploaded as the PDT but was not an actual Position Designation Tool file. DPSAC cannot prescreen applicants when the PDT and NED Tier Value do not match, or when a PDT file was not uploaded.
 
NIH Begins Issuing New v.8 PIV Cards; v.7 Cards to be Phased Out by June 30, 2024
On July 27, 2020, NIH began issuing new PIV Cards that contain a more advanced v.8 chip. These new credentials, which are replacing the v.7 cards currently in use, are faster and more secure and have a 5-year life cycle.
 
 As reported in the June 17, 2020 DPSAC News, NIH must retire all v.7 PIV cards currently in use by NIH employees, contractors and affiliates by June 30, 2024 and will no longer be supported after that date. The National Institute of Standards and Technology (NIST) established this deadline to eliminate physical access using proximity or “prox” readers.*
 
As NIH migrates to the v.8 cards, badge users with the new cards will no longer be able to unlock a door or open a gate just by waving their badge NEAR (in proximity of) the new reader. Card users will need to remove their credential from the electromagnetically opaque card holder sleeve and ‘touch and hold’ their cards IN CONTACT WITH the reader. A video showing how to properly use the PIV card with the card reader is posted on the DPSAC website at: https://www.youtube.com/watch?v=nFt0hPnNv3I
 
Where to get help with your new PIV card
As expected, some recipients of the new badges are experiencing issues when they try to use their badge to open a door or gate (physical access) or when they try to access the NIH network (logical access). DPSAC and CIT have been working together to iron out the bugs.
 
Some issues users are reporting:
Scenario 1: The card does not allow me access to a door I previously had access to. 
Where to go for help: Card holders should always contact the Facility Access Control help desk if they are having issues accessing doors. They will help determine the next steps.
Possible remedies:
  • Even though the card is brand new, the antenna inside the card may be damaged. You will need to go back to the badging office to have them reprint a new ID.
  • The card reader may need to be reprogrammed (flashed) to accept the new type of cards DPSAC is now issuing.

Scenario 2. The card reader for accessing my NIH computer/laptop is not recognizing that my new card has been inserted. 
  • This is likely an IT issue. [e.g., the problem may lie with the firmware version on your hardware that reads the chip on your card’]
 
Where to go for help:
Contact your local IT department and/or the NIH IT Service Desk at: 301-496-4357
 
Scenario 3. I’m having trouble logging into the NIH network.
Remedy: You should contact your IC’s IT department or the NIH IT Service Desk at 301-496-4357 
 
DPSAC main offices located in Bldg 31, Rm 1B03 will be closed daily from noon – 1:00 p.m.
Beginning Monday, October 5, 2020, the Division of Personnel Security and Access Control (DPSAC) main offices located in Building 31, Room 1B03 will be closed daily from noon. – 1:00 p.m. to give staff time for lunch. Operating hours at Building 10, Room 1C52 (South Lobby) remain unchanged. 
 
NED Portal Users: (AOs and ATs): Moratorium on New NED Registrations from October 7 – 16, 2020; No New Registrations May Be Entered into NED Between October 7 and October 16, 2020
The NED Team recently announced that NED v5.3 is scheduled to go live on Monday October 19, 2020. This release introduces a redesign of the NED Portal Activate/Register functionality. The NED team plans to share more details about the new NED release later this month.
In preparation for the NED v. 5.3 deployment:
 
Beginning October 7 – October 16, no new individuals may be entered into NED. This functionality will be disabled. If you have already started a NED registration, you have until October 16 to sponsor the individual. If you do not, you will need to resubmit the registration after the moratorium has ended. 
 
How does this affect NED Portal users during this period?
AOs/ATs will not be able to access the Activate/Register option from the NED Portal menu bar. However, users can still perform other actions on initiated registrations:
  • AOs/ATs can access the Activate/Register tasks on which they are working by selecting them from the Inbox.
  • AOs can approve submitted registrations.
  • Sponsors can sponsor approved registrations.
  • DPSAC will receive sponsored registrations.
 
In order to minimize the impact of this temporary moratorium, AOs/ATs may want to start new registrations before October 7 and make sure individuals are sponsored no later than October 16.
 
Nearly 19,000 NIH Staff On Hand to Watch NIH's 5th Virtual Town Hall Hosted by Dr. Collins
Over 19,000 NIH staff members logged in to watch in real time the 5th Virtual Town Hall hosted by NIH Director Dr. Francis Collins. Dr. Collins was joined by NIAID Director Dr Anthony Fauci, who answered many of the questions about COVID-19, vaccines and therapeutics. Also on hand to answer questions about Groups C and D return, workplace flexibilities, safety and other topics on the minds of NIH'ers were Chief People Officer Julie Berko and Director of the Division of Occupational Health and Safety (DOHS) Dr. Jessica McCormick-Ell.
 
For those of you who may have missed Dr. Collins’s September 19 email, we have provided a link to this important message: From the NIH Director: CORONAVIRUS UPDATE – Town Hall, Safety, Survey, Testing, Flu, Research 
Among the topics covered in his email, Dr. Collins reported that Asymptomatic COVID-19 testing is available to all staff. He also announced that “flu shots will be offered to all federal employees and contractors with a valid NIH ID badge. 
 
Importantly, this year you will need to schedule an appointment (no walk-ins) so that we can ensure we’re complying with the NIH COVID-19 Safety Guidance. DOHS is currently testing the registration system used to schedule individual appointments and anticipates sending a message to all NIH staff next week opening registration for a flu shot appointment.
 
Enhanced Badge Tracking Status Messages in NED Help Administrators Pinpoint Where Applicants are in the Badging Process
Here is a quick overview of these status messages. Because most of these messages may reveal the need for additional action on the part of the applicant for the process to move forward, they are particularly important:

  • Waiting for DSPAC to send background investigation paperwork: 
  • Waiting for the individual to complete background investigation paperwork: 
  • Waiting for DSPAC to review background investigation paperwork: 
  • Waiting for individual to correct background investigation paperwork:
  • Waiting for DSPAC to finalize investigation paperwork and authorize ID badge issuance: 
  • Waiting for individual to complete enrollment: 
 
Q. I’ll be leaving FDA soon to take a job at NIH. Will I need a new ID badge or can I use the Personal Identity Verification (PIV) Card issued by FDA when I begin working at NIH?
A. Since you will be moving from one HHS operating division or OPDIV (FDA) to take a position at another OPDIV (NIH), you will need to be sponsored for a new badge by the Administrative Officer (AO) in the NIH Institute/Center you are assigned to.
 
Once your AO sponsors you, you will need to be enrolled and issued a new HHS ID Badge (PIV Card). Your new badge will contain digital certificates that will need to be updated periodically. 
 
DPSAC Main Bethesda Badging Office Will Close from Noon to 1:00 PM Starting October 5, 2020
Beginning Monday, October 5, 2020, the Division of Personnel Security and Access Control (DPSAC) main offices located in Building 31, Room 1B03 will be closed daily from noon – 1:00 p.m. to give staff time for lunch. Operating hours at Building 10, Room 1C52 (South Lobby) remain unchanged.
 
NED Portal Users: (AOs and ATs): Moratorium on New NED Registrations from October 7 – 16, 2020
No New Registrations May Be Entered into NED Between October 7 and October 16, 2020
The NED Team recently announced that NED v5.3 is scheduled to go live on Monday October 19, 2020. This release introduces a redesign of the NED Portal Activate/Register functionality. The NED team plans to share more details about the new NED release later this month.
 
In preparation for the NED v. 5.3 deployment:
Beginning October 7 – October 16, no new individuals may be entered into NED. This functionality will be disabled.
 
If you have already started a NED registration, you have until October 16 to sponsor the individual. If you do not, you will need to resubmit the registration after the moratorium has ended
 
All Staff Eligible for Asymptomatic COVID-19 Testing
The NIH Clinical Center recently announced that it is offering asymptomatic testing to all staff for SARS-CoV-2. While this program was launched with the focus on those already working on site, the Clinical Center has sufficient capacity to provide testing for those who have not returned yet. The program is voluntary but strongly encouraged for those working onsite. Staff must complete the safety video and guidance prior to coming on campus for asymptomatic testing.
 
Contractors are eligible if they have completed the safety video and guidance and if the prime contract has been modified to support asymptomatic testing at NIH. If you are a contractor interested in participating, please check with your supervisor.
 
Staff are required to notify their supervisor if they want to get a test at NIH during work time. Staff who come to NIH for testing are not authorized to enter their workspace or any other locations within NIH facilities. Entering your workspace or any other locations within NIH facilities continues to require advance approval from your supervisor.
 
If, after receiving approval from your supervisor, you want to participate, follow the steps to register. You will need to know your NED ID (it’s the same as the 10-digit Personal Identifier on the back of your PIV card) to enroll. (NOTE: Please use either Chrome, Firefox, IE Edge, or Safari web browsers. To access the site you need to be on NIH VPN, NIH IC CITRIX or an NIH Workstation.)
 
Please review the asymptomatic testing information on the NIH Intranet and the Frequently Asked Questions page of the NIH Guidance for Staff on Coronavirus intranet site before registering.
 
Revised Visitor Access Procedures for NIH Facilities
The following message was sent to all NIH staff in the DC area via the ORS Information Line on September 25, 2020. DPSAC News is re-printing this notification to help ensure that NIH staff and visitors are aware of these new visitor access procedures.
 
The National Institutes of Health (NIH) strives to maintain a safe, open and collegial atmosphere throughout our owned and leased facilities. Recent events have led to the community's concern for the safety of the people working in offices and labs, often by themselves. To address this concern, the NIH has decided to modify its visitor procedures to increase safety and promote security awareness for the entire community. Reasonable steps will soon be taken at the Gateway Visitor Center and Commercial Vehicle Inspection Facility (CVIF) by limiting visits to the campus to only those persons having a legitimate purpose or sanctioned business reason.
 
Perimeter Security Access Changes
Beginning Monday, September 28, NIH security personnel will ask all daily visitors the reason for their visit, the location they intend to visit, and if applicable, who they are visiting. The intent of the change is to ensure individuals entering our facilities have a legitimate purpose and where applicable are expected by an NIH employee, contractor or affiliate. It is incumbent on the visitor and the NIH host to coordinate arrival times to ensure when security calls the NIH host is available to confirm the visit. This change does not apply to individuals in possession of an NIH-issued ID badge. The security staff will still conduct their screening activities in the same professional and respectful manner to ensure our visitors have a positive first impression of the NIH. Patient and patient visitor procedures at the West Drive entrance (7 days a week, 6AM – 10PM ) and CVIF (all other hours) will remain unchanged.
 
Building Access Control Changes
A second initiative will also go into effect on September 28 to enhance the safety and security of the interior of campus. The NIH will convert the following administrative buildings to a "weekend access control" schedule. Buildings 1, 2, 3, 12A, 15K, 16, 30T, 38, 45, 61, T40B and 82RA will transition to this new access control schedule. In order to enter from the exterior of a building, employees will need to use their NIH-issued identification badge with a card reader, 24 hours a day, 7 days a week. This is the same procedure used to enter the main campus at any of our employee entrances.
 
Facility Access Control, part of the Office of Research Services, Division of Personnel Security and Access Control, assures employees that any known occupant with a duty station in a building should already have this access. DPSAC uses the information contained in your NED record to make the proper adjustments for access. If you want to confirm existing building access for your badge, contact Facility Access Control at facilityaccesscontrol@mail.nih.gov or 301-451-4766.
 
Facility Access Control will only confirm existing privileges. They will not modify your badge without an official request from an approved Administrative Officer.
 
Additional details on the revised visitor procedures and building access can be found at: https://security.nih.gov/ .  
These new procedures will be applied to all NIH-owned and leased facilities to ensure the safety of our personnel.
 
REAL ID Enforcement Deadline Extended One Year to October 1, 2021; Commercial Vehicle Operators Entering NIH Must Have REAL ID Compliant IDs as of October 1, 2020
Acting Secretary of the Department of Homeland Security Chad Wolf issued the following statement on the REAL ID Enforcement Deadline: "Due to circumstances resulting from the COVID-19 pandemic and the national emergency declaration, the Department of Homeland Security, as directed by President Donald J.Trump, is extending the REAL ID enforcement deadline beyond the current October 1, 2020 deadline. I have determined that states require a twelve-month delay and that the new deadline for REAL ID enforcement is October 1, 2021." (Press Release and Federal Register Notice)
 
Commercial Vehicle Operators
The REAL ID Extension DOES NOT apply to Commercial Vehicle Operators entering the NIH Main Campus. For Commercial Vehicle Operators, as of October 1, 2020, the National Institutes of Health (NIH) will no longer accept identification credentials that fail to meet the minimum requirements and issuance standards for federal recognition per the REAL ID Act of 2005.
 
Also, for Commercial Vehicle Operators, under the REAL ID Act, NIH may only accept state-issued driver's licenses and identification cards that meet the standards required by the Act to access our facilities. Enhanced Driver's Licenses (EDL) issued by Michigan, Minnesota, New York, Vermont, and Washington are considered acceptable alternatives to REAL ID-compliant cards and will also be accepted for official REAL ID purposes. Most EDLs do not contain the star marking and this is acceptable. The EDLs do however state they are enhanced driver's licenses and have an American flag either overlapping the picture or at the bottom right hand corner.
 
Exemptions to the REAL ID Act at NIH
Individuals who come to the NIH's Clinical Center for inpatient or outpatient services are not subject to the REAL ID Act of 2005.
 
Revised Operating Hours for DPSAC Main Office in Building 31, Rm 1B03: Closed from 12 PM to 1 PM Daily
The Division of Personnel Security and Access Control (DPSAC) main offices located in Building 31, Room 1B03 is closed daily from 12:00 p.m. – 1:00 p.m. to allow staff time for lunch. Operating hours at Building 10, Room 1C52 (South Lobby) remain unchanged.   
 
Visitors Arriving at NIH Bethesda Campus for Credentialing Appointments Asked to Present DPSAC Confirmation Email at Gateway Center or CVIF
When an applicant schedules a credentialing appointment with DPSAC (e.g. Enrollment/Badge Issuance/ Prescreening/Certificate Renewals), s/he receives immediate confirmation of the appointment in the form of an email. Recently, DPSAC has added verbiage to this email asking applicants to present a copy of the confirmation appointment email to security screeners upon arrival at the Gateway Center (or CVIF). This new requirement is intended to simplify and expedite the security screening process for these individuals and for the screeners on duty.
  
The revised appointment confirmation email now contains the following notice:
For customers obtaining credentialing (i.e., Enrollment or Badge Issuance) services at the NIH Main Campus, Bethesda, Maryland:
 
***Prior to your arrival to the NIH, please print a copy of this email or have it ready to be presented
on your smart phone. Once you have arrived, present this message to the Security Guard or Police Officer at the NIH’s Gateway Center or Commercial Vehicle Inspection Facility (CVIF) to ensure you are expedited through the security screening process. Failure to do so may result in delays or possible denial of entry to the NIH. ***

Note: Applicants/Customers who already have access to campus can ignore the new message.
 
Q. One of our new employees was advised that she could not schedule her badge pickup until her EOD date. Is that accurate?
A.  NED will not allow an ID badge to be issued prior to the EOD date provided in the system. If the person has completed the requirements to receive an ID badge, NED will state “Waiting for EOD date: [date inserted here].” If they choose to pick up the badge a day later, or a week later, that’s fine.  
 
The DPSAC main office in Building 31, Room 1B03 on the Bethesda campus is open daily and is by appointment only. If all appointments are booked on a particular day, the new employee would schedule badge pickup for the next available day, once again, on or after their EOD date, but not before. 
 
The employee can call DPSAC Access Control at 301-451-4766 to schedule an appointment, assuming s/he is ready for issuance in NED, or, “Awaiting EOD Date” in NED. If it’s the latter, DPSAC can force the appointment scheduler software to create an appointment. 
 
Q: Can you provide guidance regarding the return of badges while many of us are teleworking during the COVID-19 epidemic?
A. Badges are accountable property and NIH uses software to track every badge from ‘cradle to grave.’ Badges are supposed to be returned to Access Control, DPSAC, Building 31, Room 1B03, within 24 hours of a person’s departure. DPSAC has a process to document the return and properly destroy the badges. 
 
Badges should be mailed back to the address printed on the back of each badge. In the event a badge is not returned, and an HHS audit reveals that DPSAC cannot account for the badges, NIH could lose its ability to print badges locally. The result would be that HHS would have to print and issue badges from one of its PSC locations. This would result in long delays to the badging process. 
 
Q. How do I go about renewing my PIV Card (HHS ID Badge) during the COVID-19 pandemic? 
A. DPSAC offers badging services Monday through Friday. Please note: DPSAC will continue to require appointments, with availability between the hours of 8 a.m. and 5 p.m. DPSAC closes its doors in Building 31/Room 1B03 between 12 p.m. and 1 p.m. for lunch. 
 
If you need to contact DPSAC to schedule an appointment, please email ORSPersonnelSecurity@mail.nih.gov or call 301-402-9755. DPSAC staff is available to answer email and phone inquiries Monday – Friday between the hours of 8 a.m. and 5 p.m.
 
DPSAC Passes OPM Audit with Flying Colors
The Office of Personnel Management (OPM) recently completed a comprehensive audit of DPSAC operations to ensure compliance with federal guidance related to personnel security and Homeland Security Presidential Directive 12 (HSPD-12). OPM initiated this review to determine if the NIH has effectively met the performance goals and measures governing the completion of background investigations and issuing PIV cards to NIH staff during the evaluation period of May 1, 2018 to April 30, 2020.
 
The audit highlighted several areas where NIH was not only meeting, but exceeding relevant regulations and guidance, including but not limited to the following:
 
  • NIH properly pre-screens applicants
  • NIH refers cases to OPM where there is evidence of potential, material intentional falsification
  • NIH appropriately applies reciprocity
  • NIH initiates the fastest 90% of investigation requests with 14 days or less (8.5 days on average)
  • NIH ensures investigation requests are reviewed for accuracy and completeness prior to releasing it to the Defense Counterintelligence and Security Agency (DCSA)
  • NIH complies with HSPD-12 and does not issue a final Personal Identity Verification (PIV) credential before the required investigation is initiated
  • NIH adjudicates all closed investigations for suitability using Title 5, Code of Federal Regulations, part 731 (5 CFR 731)
The report also provided three recommendations to improve overall compliance with applicable performance standards: 
  • ·   NIH Human Resources:  Ensure all agency positions are re-designated in accordance with Title 5, Code of Federal Regulations, part 1400 (5 CFR 1400)
  • ·   ORS DPSAC: Ensure HSPD-12 credentialing determinations are reported into the Central Verification System (CVS), as required
  • ·   ORS DPSAC: Ensure all suitability determinations are reported to OPM no later than 90 days after the receipt of the final report of investigation, as required

ORS DPSAC is appreciative of this thorough review and is proactively taking steps to implement the recommendations outlined in the report provided by OPM. These recommendations will help strengthen our overall program with no impact to our ability to service NIH staff.
 
ORS considers the results of this audit a success for NIH. It demonstrates NIH's commitment to meeting applicable federal regulations and protecting personal information in a customer friendly manner.
 
Using the Position Designation Tool - Properly - to Help Safeguard the Federal Workforce, Enhance National Security
The release of NED v.5.2, in the first quarter of 2020 required the NIH administrative community to begin using the Position Designation Tool (PDT) for determining the appropriate background investigation required for a position and recording the results in NED. The PDT assesses the duties and responsibilities of a position to determine the degree of potential damage to the efficiency or integrity of the service from misconduct of an incumbent of a position. 
 
The Need to Accurately Enter Data into the PDT
Recently DPSAC has seen an increase in positions being categorized and entered into NED with an incorrect Tier. As a result DPSAC must contact the administrative officers for correction resulting in delays in badge issuance and background investigations.
 
DPSAC wants to remind PDT users that parts 1400 and 731 of Title 5, Code of Federal Regulations establishes the risk level of a given position. This assessment also determines if a position’s duties and responsibilities present the potential for position incumbents to bring about a material adverse effect on the national security, and the degree of that potential effect, which establishes the sensitivity level of a position.
 
The results of this assessment determine what level of investigation should be conducted for a position. As an AO, if you are unsure what risk factors listed in the PDT apply to a given position, DPSAC recommends contacting the supervisor, Project Officer or any other person who will oversee the position.
 
Available PDT Resources
PDT users have a number of resources available to them to help guide them through the PDT process. One very helpful resource resides on the DPSAC website at: https://www.ors.od.nih.gov/ser/dpsac/resources/Pages/investigation-requirements-for-your-position.aspx .
 
For the definitive PDT resource, users should refer the Position Designation System and Glossary published by the Office of Personnel Management (OPM) and posted on the OPM website at: https://www.opm.gov/suitability/suitability-executive-agent/position-designation-tool/. This PDF ‘Position Designation-System-with-Glossary’ can also be accessed by clicking on the link: PDS).
 
5-Part DPSAC News series
In January 2020, DPSAC News ran a five-part series on the PDT to help the administrative staff and DPSAC News subscribers understand how this updated tool works.

Below is a summary of each of the 5 series parts and links to the DPSAC News issue in which it appeared. 

  • In Part I of this 5-part series on the updated PDT, the January 1, 2020 DPSAC News introduced readers to this tool.  
  • Part II, Step 1, January 15, 2020 DPSAC News showed readers how to use the tool to determine whether the position being evaluated had any national security duties associated with it.  
  • Part III, Step 2, January 29, 2020 DPSAC News reviewed how to use the PDT tool to identify public trust duties.  
  • Part IV, Step 3, February 12, 2020 DPSAC News reviewed how to use the PDT tool to complete the Point Adjustment section.  
  • In this final installment of the series, February 26, 2020 DPSAC News (Part V, Step 4), DPSAC News described how the Position Designation Tool calculates the required background investigation for the evaluated position. Step 4 also spells out the required tasks the administrator must complete in order to successfully conclude the process.

Position Designation Completion [STEP 4]
Upon completing Sections 1, 2 and 3 of the PDT, the tool will indicate the required background investigation for the evaluated position. This PDF file must be uploaded to the NIH Enterprise Directory (NED) when entering a new person into the system or updating the position information section for existing NED records. The PDF copy of the PDT will then be transmitted to DPSAC to ensure the correct background is initiated for the position.
Avoiding Additional
Delays in Processing
New Hires

Processing times are often delayed due to reasons outside of DPSAC control, which include, but are not limited to:

  • Incomplete or not submitted OF-306
  • Candidate response time
  • Issues requiring clarification by the candidate
  • Untimely submission of initial e-QIP or corrected e-QIP

How the AO and HR communities can assist:
  • By ensuring all required documents have been uploaded into HR's 'Onboarding Manager' prior to establishing a NED account
  • By entering candidates as early as possible but no later than 8 weeks prior to their Entry on Duty (EOD) date
  • By working with DPSAC to ensure candidates respond in a timely manner to inquiries

ALT cards -- should be returned to the IC ALT card coordinatorNOT to DPSAC.
Administrative Officers (AOs) who wish to obtain sponsor authority must complete the sponsor training. To access the training module, click on: Sponsor.

Upon completion, the AO should sign and email a copy of the certificate found at the end of the training module to Alex Salah at: salaha@ors.od.nih.gov. Upon receipt of the certificate, Mr. Salah 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. 
Are there topics you would like to read more about in future issues of DPSAC News?
Please send your suggestions to: Lanny.Newman@nih.gov. Your input is greatly appreciated.
A biweekly e-newsletter from the National Institutes of Health, Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep its readers informed of personnel security and access control policies and practices designed to safeguard the NIH and its workforce. DPSAC is responsible for verifying personal identity, validating suitability, reviewing background checks, authorizing facility access and issuing ID badges for NIH personnel. 

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