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.

August 15, 2018 Issue of DPSAC News
Creating a NED Record: The Need to Provide Accurate and Complete Information    
Before an individual accepts a position to work with, for, or on behalf of NIH, personal, work and position information must be entered in the NIH Enterprise Directory (NED) as part of the Personal Identity Verification (PIV) process.
 
DPSAC often finds personal, work or position information in NED to be incorrect or outdated midway through the PIV process. When this occurs, individuals are often met with quadrupled wait times and delays during the PIV process. ICs are also incurring duplicative costs associated with having to pay for multiple background investigations for the same position.   
 
In order to promote fiscal responsibility and efficiency of service, the information in NED needs to be complete and accurate at the onset of the record creation.  
 
 Position Information - Collecting Supplementary Data
Prior to an AO creating the position information for an individual in NED along with the corresponding background investigation required, DPSAC would encourage the AO to first gather any necessary supplementary information (e.g. Position Descriptions, Work Statements) along with any inputs from those most knowledgeable on what duties will be performed in the position (e.g. HR, Supervisors, Project Officers).
 
Upcoming Articles
In the coming editions of DPSAC News, we will be highlighting the most common errors we see and what must be done to correct these errors once they occur. For example, what happens if a foreign national is incorrectly listed as a Lawful Permanent Resident in NED? How does this impact the badging process and background investigation?

Stay tuned to DPSAC News to find out!
Return Your Government-Issued
ID B adge When Leaving NIH

 From time to time DPSAC News runs an article reminding NIHers that if they plan to end their affiliation with NIH, whether as an employee, contractor or affiliate, they must turn in their HHS ID Badge or RLA Badge to their Administrative Officer (AO).

The AO can then deactivate the badge in NED and turn in the deactivated badge to the badging office.

NOT returning your ID badge can have security and financial consequences
If a worker ends his or her affiliation with NIH and fails to return his/her ID badge, the AO may not know to deactivate the person in NED, leaving NIH and its workforce vulnerable.

An individual who leaves NIH with an active badge is free to enter the NIH campus and facilities (and perhaps retain use of the NIH IT network) unchecked.

While it is unlikely that a former employee or contractor would want to cause harm or mischief, collecting the person’s badge when they end their service with NIH is the best way to ensure the safety of the workforce and NIH facilities.

A former employee or contractor who loses his/her active ID badge also leaves the NIH vulnerable should someone find the badge and use it to enter an NIH campus.

NIH assesses each IC a certain dollar amount per outstanding badge, so if the person leaving NIH does not return his/her badge, the IC will be assessed approximately $5.00 every month until the badge is deactivated.  
Do NOT lend your ID badge to anyone! Lending your ID badge is prohibited. The issuance of ID badges is based on strict identity proofing and the determination of one's suitability for a specific position classification. To do so is a criminal offense!

Where to find information about your ID Badge. You can find helpful information about your HHS ID Badge, including how to use your badge to login, send/receive encrypted e-mail and digitally sign documents at:  http://smartcard.nih.gov
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 e-mail 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.  
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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Division of Personnel Security and Access Control
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