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DPSAC > Administrators > Onboarding New Staff > Information for Fellows and Summer Interns > Clinical or Graduate Medical Education (GME) Fellowships
Onboarding New Staff
DPSAC Process Overview
Understanding DPSAC Services
Traning, Resources & Forms for Current Staff
Onboarding New Staff
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DPSAC Process Overview
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Unerstanding DPSAC Services
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Training, Resources & Forms for Current Staff

For Administrators - Onboarding New Staff

Clinical or Graduate Medical Education (GME) Fellowships
Information for Fellows and Summer Interns

All Clinical or Graduate Medical Education (GME) Fellows who are looking to complete their fellowship at the National Institutes of Health (NIH) should review this Clinical Fellows Screening Requirements PDF to understand how to get their NIH ID badge and access in a smooth and timely manner. 


Timeline for Clinical and GME Fellows – To avoid delays in processing of Clinical Fellow (CF) badge requests by the desired July 1 start date, please ensure:

  • Administrative Officers (AOs) must register and sponsor the CF in the NIH Enterprise Directory (NED) System no later than May 1, which is eight weeks prior to their July 1 start date. The Division of Personnel Security (DPS) will not be able to start the CF’s Prescreening without this, as the CF's sponsorship will kick off the DPS Prescreening process. Ensure the CF's email address in NED is listed correctly as well. 
  • Consider additional processing time for non-U.S. Person CFs, as they require pre-registration and approval by Visit NIH (VAMI), and must have their lawful employment status validated by the NIH Division of International Services (DIS) before DPS processes their badge. Note: DIS validation & a valid U.S. SSN is required for DPS Processing.
  • Have CFs actively check for emails from DPS after sponsorship in NED and/or validation by DIS. AOs and supervisors should also check on their CFs to ensure completion of DPS's Prescreening requirements. CFs must complete these requirements no later than June 1, which is four weeks prior to their July 1 start date. This includes the following:
    • Completion of eApp background investigation forms (if applicable), OF-306, resume, etc. 
    • Completion of Fingerprinting for Prescreening. If CFs are not currently located near an NIH PIV Card Issuing Facility (PCIF), AOs will need to contact DPS to allow fellows to use Fieldprint, which is a remote fingerprinting option, to submit their crossmatch fingerprints for prescreening. More information is shared under Fingerprinting Services.
      • It is important for fellows to get fingerprints in as soon as possible for Prescreening, even if fellows will not be onsite until June or July. If the fellow is local, they may go to the nearest NIH PCIF to get this completed. Otherwise, applicants who are more than 50 miles from an NIH PCIF that need to submit their fingerprints for their Prescreening should utilize Fieldprint, as it will mitigate any delays upon their arrival in June/July. DPS will not be able to go forth in enrollment for the fellow without going through the Prescreening first, which will delay the fellow's ability to pick up their PIV badge in a timely manner. Without a PIV badge, the fellow will not be able to receive access as needed. For more information on the DPS Process Overview, please read this article or our website here.​​


Factors to Consider into the Badging Timeline:

1. Consider any additional processing time for Foreign Nationals.

  • Institutes, Centers and Offices (ICOs) should submit a New FTE Case Request to DIS as early as possible. Administrative Officers (AOs) will receive communication on when the deadline is.
  • Division of International Services (DIS) validation and receipt of a social security number (SSN) are required for DSPAC processing. The person must be in the country for a minimum of 10 days before visiting the Social Security Administration (SSA) to request a SSN. Once the person has the SSN, they must immediately provide it to their AO for entry into NED, so DPS can initiate eApp. (Please note: The SSA has been experiencing delays due to COVID-19.)
  • Please note: Foreign Nationals who have been in the US for less than three years undergo a limited investigation called a National Agency Check (NAC). Once the person has resided in the US for three years, they are eligible for a full-scope background investigation, which is required to maintain their NIH badge. This second investigation will be initiated by the NED System which will prompt the AO to generate this transaction.

2. Consider any additional processing time that is required for coordination of rotational duties. 

  • ​This includes Walter Reed Rotations, which require a Tier 3 investigation before obtaining access to their facility. For more information, please look under the Walter Reed Fellowships page.


Please note: DPS Prescreening process will not start until the AO completes registration and badge sponsorship in NED. Prescreening must be completed in order for the fellow to be authorized for EOD. Please look at the DPS Process Overview on our website for more information.

DPS will be reaching out to the fellow or intern when it is time for them to come in to complete their Badge Enrollment, so they can get their ID badge.