Be sure to follow our latest DPSAC Newsletter and see below for previous newsletters, articles and topics we have covered:
A Visit Authorization Request (VAR) letter is a form of background investigation or security clearance verification submitted between departments and agencies (D/As) when employees are required to attend a classified meeting, detail or visit at another agency. D/As respective Personnel Security Offices are required to submit these types of verifications so other agencies are able to accurately verify background/clearance information. Please read the full article in this newsletter to understand how to submit VARs..
Please read this article for full information on when new fingerprints are typically required and what badge renewals may require.
- April 16, 2025 - "REAL ID Enforcement in Effect May 7, 2025 for Access to NIH Facilities & DPSAC Appointments" and "Changes from NED Release 7.2"
Please read this newsletter to find information on the REAL ID Act and how an individual's entry to NIH facilities and ability to complete NIH badging appointments may be impacted if an individual does not have compliant and approved identification cards.
- April 2, 2025 - "Position Designation Tool (PDT) vs. Emergency Tier Designation (ETD)"
The Division of Personnel Security and Access Control (DPSAC) would like to clear up confusion between the Position Designation Tool (PDT) and Emergency Tier Designation (ETD). The PDT is not to be confused with the ETD at the NIH. Please read the full article to understand the differences between the PDT and ETD.
When an employee, contractor or affiliate plans on leaving the employ of NIH, understand the required process the departing staff member must go through and how to properly return his/her ID badge to DPSAC.
- March 5, 2025 - "All About Renewing Digital Certificates on Your PIV Card!"
All PIV card holders are required to renew digital certificates that are tied to their badge in order to continue logging in, using email encryption, and/or digitally signing documents. Renewing digital certificates should be done before their expiration date. HHS Identity will automatically contact any PIV card holder with an email alert requesting them to renew their digital certificates before their expiration date. Please read the full article in the newsletter to understand the three options that PIV card holders can choose from to renew their digital certificates!
- January 22, 2025 - "Responsibility to Submit Individual’s Position Designation and Tier Level Accurately in NED"
When entering individuals into NED, AOs must comply with all HSPD-12 guidelines and requests as an HSPD-12 Sponsor and remember the responsibilities and duties that come with being an AO. Therefore, AOs must enter individuals into NED with the correct tier level and proper position designation for DPSAC to conduct a proper investigation accordingly. AOs should not be entering individuals at a lower tier with the hopes of onboarding the individual quicker. When individuals are onboarded at a lower tier level (e.g., Tier 1) and then have their Position Sensitivity Level (PSL) upgraded once approved (e.g., Tier 3), the individual will be required to complete the background investigation process a second time. This leads to longer processing times and doubles the amount of time and effort, as our staff in DPSAC will have to process the same individual again. Additionally, upgrading an individual’s PSL after getting approved at a lower tier level will cost their ICO additional funds to go through the background investigation process again. Please read the full article in this newsletter issue.
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January 8, 2025 - "Importance of Following HSPD-12 Guidelines and Deactivating Unsuitable/Ineligible Individuals’ NED Records When Notified"
Each Institute, Center and Office (ICO) have Administrative Officers (AOs) who undergo specific training to serve as authorized HSPD-12 Sponsors. These AOs are required to complete training that includes signing a certificate submitted to the Homeland Security Presidential Directive (HSPD)-12 Program Office before any AO can have the authority to request a badge for an individual. It is with upmost importance to comply with all HSPD-12 guidelines and requests as an HSPD-12 Sponsor and to remember the responsibilities and duties that come with being an AO. AOs must remain aware of individuals’ statuses and the continuing need for holding an ID badge, as well as provide any updates to their information or status in the NIH Enterprise Directory (NED).
If the Division of Personnel Security and Access Control (DPSAC) office finds an individual to be unsuitable or ineligible for their position, DPSAC will immediately notify the AO, supervisor and the individual by email. When notifying AOs and supervisors, DPSAC instructs the AO to deactivate the unsuitable or ineligible individual’s NED record promptly. AOs must take prompt action to update the NED system and remove the unsuitable or ineligible individual immediately by deactivating the individual’s NED record to ensure access is no longer active. The individual must also turn in their badge the same day they are notified. For more information, please read the article in this newsletter issue.
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