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​​For Applicants & Employees

DPS Process Overview
DPS Process Overview​

Welcome!

The National Institutes of Health (NIH), a part of the U.S. Department of Health and Human Services, is the nation’s premier biomedical research agency — making important discoveries that improve health and save lives. 

For the next few days, you will be working closely with the Division of Personnel Security (DPS) to satisfy all of the federally mandated requirements, so you can:

  • ​obtain access to NIH facilities or NIH network, such as email or government information systems, 
  • obtain a Personal Identity Verification (PIV) or other NIH ID badge, and 
  • complete the background investigation required for your position with the U.S. Government. 

There are requirements that must be completed before you can start your new position or be granted access to NIH resources. In addition to the requirements that you will see listed throughout the DPS process, you are also required to bring two forms of valid government identification to all your appointments, one of which must contain a picture. Visit the FIPS 201-3 PDF​ to view a complete list of approved identification documents for your appointments. Please note: It is illegal to take a photograph of any government ID badge. Section 701 of Chapter 33 of Title 18 of the United States Code (USC) covers the unauthorized creation of engravings, photographs, prints, or impressions of official badges, identification cards, and other insignia.

Please watch the introductory video above and view each step of the DPS process listed on the left for more information, as these are shared to help you successfully complete the process.

Please note: To complete the DPS process, it takes on average 30 business days from administrative sponsorship in NED to badge issuance/authorization.​ However, this is subject to your timely response to DPS requests sent via email. Please see this PDF to see a list of emails you can expect to receive. 

dpsac process overview pic.png 

Quick Checklist for Navigating the Beginning of the DPS Process:

​1. Administrative/NED Sponsorship & DIS Validation

  • Your assigned Administrative Officer (AO) must register and sponsor you (the applicant) in the NIH Enterprise Directory (NED) no later than 6 to 8 weeks prior to Entry on Duty (EOD). NED sponsorship kicks off DPS prescreening! 
  • Actively check for emails from DPS after you are sponsored in NED and, if applicable, validated by the Division of International Services (DIS). DIS does not process Lawful Permanent Residents (LPR). ​
  • For Non-LPR Foreign Nationals: Please consider additional processing time. DIS validation for non-LPR Foreign Nationals and receipt of SSN are required for DPS Processing. Please provide proof of citizenship to your AO to avoid any errors that can cause significant delays. 

2. Prescreening: The process of collecting preliminary information so DPS can properly determine if you satisfy all federally mandated requirements

  • Complete all DPS prescreening requirements within 7 days of notice to avoid delays. This should be done no later than 4 weeks prior to EOD. The DPS Prescreening process includes the collection of the following:
    • OF-306 Declaration for Federal Employment (Federal applicants will complete this through the USA Staffing Onboarding system)
    • Fingerprint Submission for criminal history checks
    • Resume that you submitted for your NIH position 
    • eApp Background Investigation Electronic Questionnaire, if a new background investigation is required
    • Other sources of suitability information, such as court disposition documentation, may be requested if required
  • ​Additional Notes: 
    • For applicants who have a prior investigation on file that DPS is trying to use, DPS will send initial prescreening instructions to applicant via ORSPrescreening@mail.nih.gov. 
    • For applicants who need a new background investigation for their position at NIH, DPS will send eApp instructions via ORSeApp@mail.nih.gov.
    • All answers on these forms must be truthful and complete. Any false statement on these background investigation or prescreening forms may be grounds for not hiring you. Your application will not be processed if you do not complete your background investigation and associated forms. 

3. Enrollment: The process in tying the your biometrics, fingerprints and photo to your NIH badge.

  • You will automatically receive an email from DPS when it's time to come in for Enroll​ment. You must schedule an Enrollment appointment and travel in-person to an NIH PIV Card Issuance Facility (PCIF). You may find all PCIF locations under our Contact​ page. Please note that this Enrollment appointment is different than your Prescreening appointment.

4. Issuance: When the applicant is deemed ready to be issued his/her NIH badge.

1. Submitted Prescreening fingerprints in advance during the Prescreening phase (which is the phase you are currently in), 

2. Submitted all their case documents (which may include all the eApp, OF-306, and any other necessary requested case documents),

3. And completed any needed corrections and must have completed the DPS Prescreening requirements and is determined by DPS eligible to be issued a badge favorably at the NIH.

  • Individuals over 50 miles away from an NIH PCIF can get Prescreening fingerprints done early via Fieldprint, so DPS can process your entire Prescreening/background investigation case file in a timely manner. These fingerprints collected at Fieldprint are solely used for the criminal history check and are required for your Prescreening/background investigation. Individuals will still be required to go to an NIH PCIF to complete Badge Enrollment and Badge Issuance, but these two appointments may be done on the same day IF the three points above are completed in a timely manner to allow determination if you are eligible to be issued an NIH badge before your start date.
  • If you within 50 miles from an NIH PCIF or would like to come in early to complete the Badge Enrollment appointment at an NIH PCIF, then your fingerprints collected during the Badge Enrollment appointment can be used for both the criminal history check (which is for Prescreening) AND to be tied to your future badge. If this option is chosen, then you will need to wait a couple days for your criminal history results to come in. If your Prescreening/background investigation goes smoothly and is cleared, and if you’re found eligible, the you will be eligible to schedule a Badge Issuance appointment.