There are several reasons why an individual’s ID badge may have stopped working. While it is possible that the ID badge itself may be malfunctioning (perhaps a bad chip or a bad antenna), most of the time there is a corresponding event in the NIH Enterprise Directory (NED) that explains why an ID badge is no longer working. When a badge stops functioning, it can prevent the individual from opening doors or logging into their computer. This article provides an overview of the various reasons why an ID badge (PIV or RLA) might not be working correctly, and what is required to get the individual a new badge if necessary.
Manual ID Badge Deactivations
Manual deactivations are intentional actions completed and/or approved in NED by an NIH Administrative Officer (AO) to terminate an existing ID badge. These types of deactivations occur when the following NED tasks are completed:
NED Record Deactivation: If an AO runs or approves a NED record deactivation task, the individual’s entire NED record is deactivated. This not only revokes the ID badge, but also terminates the individual’s NIH network account. This task is routinely completed when an individual leaves NIH and no longer requires access to NIH facilities or IT networks. If the individual’s NED record is deactivated by accident, the individual must be re-entered into NED by their AO and a new ID badge request must be submitted to DPSAC.
ID Badge Revocation via a NED Modify Task: AOs can run or approve a NED Modify task that revokes an existing ID badge for one of the following reasons: (1) Lost badge, (2) Stolen badge, or (3) Revoke badge. As soon as an AO runs and/or approves this type of NED task, the current ID badge is revoked. If the reason selected is Lost or Stolen, a new ID badge is automatically requested for the individual. If the “revoke badge” option is selected, a new badge is not requested. In the event an AO accidentally runs or approves a revoke badge task, they will need to initiate a new NED Modify task to request another badge.
DPSAC Badge Ineligibility/Unfavorable Suitability Determinations: DPSAC will communicate with the AO and program office when an individual has been found ineligible for their NIH badge and/or unsuitable for their position at NIH. In these circumstances, the AO must ultimately deactivate the NED record to sever all services.
Automatic ID Badge Deactivations
Automatic deactivations of an ID badge are based on future termination dates associated with an individual’s NED record or NED tasks that impact the type of ID badge a person will possess. Below, we will expand on the Not-to-Exceed Date, ID Badge Expiration Date and DIS Validation End Date, and we also will provide more information on Date Entered US and Badge Card Type Changes.
Not-To-Exceed (NTE) Date: If a NED record has an NTE date assigned to it, then the record will be automatically deactivated when that date occurs. This will deactivate not only the ID badge, but also the person’s NED record, and NIH network account. Many AOs use the NTE date field as a way to automatically deactivate someone’s NED record if they know the person will only be at NIH for a pre-determined length of time. However, if the person will be staying at NIH beyond this date, the NTE date field must be updated or the NED record will be deactivated when the date occurs. It's important to know that the NTE Date field is an optional field in NED. If someone’s NED record is deactivated by an NTE date, the entire record will need to be re-established in the NED system and a new ID badge must then be requested.
ID Badge Expiration Date: ID badge renewal tasks are auto-generated by the NED system approximately six weeks prior to the badge expiration date. If the badge is not renewed before the expiration date printed on the badge, the badge will be automatically deactivated by the NED system. Badge renewal tasks appear in the AO’s NED Inbox 42 days before the badge expiration date. AOs also have the ability to “force renew” an ID badge that is within six months of expiration. To initiate an early renewal, the AO can simply select the “Renew Badge” task in NED. For more information on how ID Badge Expiration Dates differ from Not-To-Exceed (NTE) Dates, please see this chart.
DIS Validation End Date: DIS also enters a DIS Validation End Date (DVED) for Foreign Nationals working at NIH who are not permanent residents. This date indicates how long the person is authorized to work in the United States at NIH. When this date is reached, the Foreign National’s badge is automatically revoked. Unlike the NTE date, the DVED does not deactivate the entire NED record and will not impact the person’s NIH network account—It only deactivates the ID badge. If the person is still going to be at NIH beyond this date, they must obtain new employment authorization and/or visit authorization and coordinate with their AO and DIS. The AO can then sponsor them for a new badge. Once sponsored, the individual will need to bring their new paperwork to DIS for employment authorization validation, at which point DIS will enter the new DVED in NED.
Date Entered US (DEUS): Foreign Nationals (FNs) working at NIH who are not permanent residents must be processed and cleared by the NIH Division of International Services (DIS). DIS will enter a Date Entered US (DEUS) into the NED system which corresponds with the FNs arrival date on their customs documentation. There is no automatic deactivation of the badge based on this date; however, read below under “Badge Type Change” to see how the 3-year anniversary of this date affects the current RLA badge holders badge status.
Badge Type Change: This is probably the most confusing type of automatic badge deactivation. DPSAC issues several types of ID badges to individuals. Below we will discuss the various card type changes that may result in an automatic badge deactivation.
Card-type change from ‘FTE Badge' to ‘Non-FTE Badge’ (i.e. white stripe to green stripe badge) - An FTE badge will be revoked immediately upon sponsorship of a non-FTE badge type in the NED system. This will occur once the sponsorship task is completed by the AO, and usually occurs when the AO changes the employee classification from FTE to non-FTE in the NED system AOs should coordinate closely with the individual prior to sponsoring the transition to a non-FTE badge type to prevent sudden/unexpected loss of access.
Please note: While the automatic badge revocation will occur when changing the PIV card type from FTE to non-FTE, the same is not true when changing the card type from non-FTE to FTE. In this situation, the non-FTE PIV (Green Stripe) badge will remain active until the new FTE badge is issued.
RLA Badges and Transitions from RLA to a PIV Badge - The following categories of employee classifications will receive an RLA Badge:
Short Term Personnel (less than 6 months of NIH Physical and/or Logical access needed): This includes Summer Students.
Foreign Nationals: Non-Immigrant Foreign Nationals who have been in the US for less than three years are automatically sponsored for an RLA badge in NED.
If an individual is changing cards from RLA to PIV (i.e. going from short term status to long term, or when a Foreign National requires a badge transaction, such as a badge renewal or name change beyond the 3-year anniversary of their DEUS, this automatically prompts a card type change from RLA to a PIV Badge in the NED System. In these cases the RLA badges would immediately be revoked. U.S. Citizens would then receive the PIV badge with the white stripe or green stripe, while foreign nationals would then receive the blue stripe PIV card. Additionally, any NED action on an existing RLA badge that results in a new badge request for the person, will immediately revoke the current RLA badge.
Broken or Malfunctioning ID Badges
While rare, there are instances where none of the above NED actions occurred, and an individual’s ID badge is not working correctly. Typically, this is the result of a broken ID badge (i.e., a physical defect with the badge itself). In these instances, DPSAC encourages the badge holder to make an appointment to visit an NIH badging facility where the badge can be tested. If the badge is indeed broken, DPSAC can print a new badge for the individual. A new NED transaction is not required to address a broken badge.
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