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
January 27, 2021 Issue of DPSAC News
 In this issue:
  • DPSAC Guide to Common e-QIP Errors
  • Don’t Confuse Emergency Designation Tier vs. Background Investigation Tier
  • It's Important to Respond to DCSA Requests for In-Person Interviews if Contacted
  • FAQs: Guidance on Returning ID Badges
  • AOs Who Wish to Obtain Sponsor Authority
DPSAC Guide to Common e-QIP Errors: A Valuable Reference for Applicants
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 encourages individuals to review its “Guide to Common e-QIP Errors” before completing their e-QIP questionnaire so that they can avoid such delays. The administrative community can also use the 'Guide' to help applicants navigate the e-QIP process.
 
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.
 
Don’t Confuse Emergency Designation Tier vs. Background Investigation Tier
DPSAC wants to remind the AO community about the difference between the Background Investigation Tier indicated in NED as opposed to a person’s Emergency Designation Tier. This article is a short primer on distinguishing between these two categories of “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. This value is contained in the “Work Information” section of an individual’s NED record. The Emergency Designation Tier can be updated at any time.
 
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/.
 
For more information on position designation at the NIH, please visit: https://go.usa.gov/x7kYE.
 
Isn’t a Tier a Tier? What Difference Does It Matter?
As you can see, there is a big difference between the Emergency Designation Tier and the Background Investigation Tier. Updating the wrong one could subject someone to an unnecessary background check or show that someone is no longer eligible for telework. 

If you have any questions about Emergency Designation Tiers, please contact the NIH Office of Human Resources. They have published additional guidance about Emergency Designation Tiers at: https://hr.nih.gov/sites/default/files/public/documents/2019-12/ETDGuidelines.pdf.
 
For any questions about Background Investigation Tiers, please contact DPSAC at: ORSPersonnelSecurity@mail.nih.gov.                                                   
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.
 
DPSAC understands that 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. It is important that applicants respond to these requests. Not responding will result in an incomplete investigation and possibly having one’s physical and logical access to NIH deactivated until the requirement has been completed.
 
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. Here is a link to the DCSA website with further instructions: https://www.dcsa.mil/mc/pv/mbi/vi/.
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.

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 coordinator - NOT 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: Daniel.Shumate@nih.gov. Your input is greatly appreciated.

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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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