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Getting A Badge

Summer Students

Processing Summer Students

  1. NIH Summer Student Policy

    Background
    Government-wide personnel security regulations, part of Homeland Security Presidential Directive (HSPD)-12, have placed requirements on the security procedures that NIH must follow before issuing ID badges to personnel. This policy addresses the security guidelines for processing NIH Summer Students. This policy is applicable at all NIH locations.

    This policy applies to NIH Summer Students for calendar year 2009. Final policy for the processing of Summer Students for calendar year 2010 and beyond will be disseminated by the NIH HSPD-12 Program Office and DPSAC as part of its formal procedures for the implementation of HSPD-12 requirements.

    Policy:

    • Summer Students working in unrestricted areas with non-sensitive information will undergo a name check against the National Crime Information Center (NCIC) operated by the Federal Bureau of Investigation in order to receive an NIH ID Badge. The NCIC is a computerized index of criminal information (i.e., criminal record history, active warrants, etc.). This name check will be administered by the NIH Police (Building 31, Room B3B17). Once the results of the name check have been successfully adjudicated by the Division of Personnel Security and Access Control (DPSAC) an NIH ID Badge will be issued to the Summer Student. The badge will be valid for the duration of the Summer Student’s appointment, but will expire no later than September 30, 2009.

    • Summer Students working in restricted areas or with sensitive information must undergo a fingerprint check in order to receive an NIH ID Badge. Fingerprint check results are generally received within 3-5 business days. Upon successful adjudication of the fingerprint check by DPSAC, an NIH ID Badge will be issued to the Summer Student. The badge will be valid for the duration of the Summer Student’s appointment, but will expire no later than September 30, 2009. These students must remain under escort in restricted areas.

    Summer Students will be required to undergo a fingerprint check if they:

      • Work in labs with Select Agents, or in high-risk facility areas
      • Work in labs adjacent to Authorized Select Agent Users
      • Work with proprietary data in which there is limited direct monitoring
      • Conduct IT work with data systems in a way that would allow them to compromise the integrity of the system
      • Has unmonitored access to IT data systems that contain Personally Identifiable Information (PII) or to financial systems when their ability to obligate or disburse funds is not subject to higher level approvals
      • Other circumstances as determined by the Institute or Center (IC)

    Any issues identified through the NCIC check or fingerprint check that might impact the suitability of the Summer Student to do the proposed work at NIH will be adjudicated by the Personnel Security Office in DPSAC and the respective IC prior to issuance of an ID badge.

  2. Processing Summer Students

    In accordance with the Summer Student policy, the following process has been approved:

      1. After applying, incoming students are added to a pool and eventually selected by a laboratory or IC (https://www.training.nih.gov/apps/publicForms/sip/forms/sipApp.aspx).  The online application contains consent to release personal information to law enforcement agencies for the purpose of conducting background screenings (Appendix 1).
      2. IC Coordinators will be supplied with a “Security Checklist for Summer Student Appointments” (Appendix 2). The checklist can be used to determine if the Summer Student is subject to a fingerprint check. If the Summer Student is subject to a fingerprint check, the checklist must be faxed to DPSAC at (301) 480-0108.
        1. The Security Checklists are routed through the IC/lab for approval (if required by the IC/lab).
        2. If any of the boxes on the Security Checklist are checked indicating the student will require a fingerprint check, the Summer Student must be fingerprinted. These students will not receive an NCIC check.
        3. DPSAC requires a copy of the Security Checklist for all students who need to be fingerprinted. The form should be faxed to DPSAC at (301) 480-0108.
      3. The AO/AT creates a record in the NIH Enterprise Directory (NED) and identifies the individual as a “Summer Student.”
        1. Summer Students will have the option to provide their personal information via a secure online NED portal or by completing Form HHS 745, Part A, (Appendix 3) and returning it to their AO/AT.  If they elect to complete an HHS 745, the AO/AT should then use the completed form to create and/or update the student’s NED record.  Upon completion, the AO/AT should forward the HHS 745 to DPSAC for filing.

          Note: Summer students under the age of 18 must also provide parental / legal guardian consent to undergo the necessary security requirements. Parental / legal guardian consent is not available using the secure NED portal. These students must complete a paper copy of the HHS 745 found online by clicking here. The signed form must be received by Tae Chaney, NIH Police, via their secure/confidential fax machine (301) 480-7840 or by mail to Building 31, Room B3B18. Only a sealed envelope is acceptable if you are mailing the form. You should not use the standard brown interoffice message envelope. Parental / legal guardian consent must be received by the NIH Police prior to NIH ID Badge issuance.
      4. An AO Sponsor then sponsors the student in NED for an NIH ID Badge.
        1. NED sponsorship is the official notification to DPSAC that the student needs an ID badge. DPSAC will then ensure the necessary checks are completed prior to authorizing a badge.
        2. If the student requires a fingerprint check as defined by the Security Checklist, the student must schedule a fingerprinting appointment.
      5. The NIH Police will conduct the NCIC check and notify DPSAC of the results. Individuals with a successful check will then be notified via e-mail that they have been authorized for an ID badge. The student should then print this e-mail and take it to the Parking Office in Building 31, Room B3B04 to have their photograph taken and a badge issued. Summer Students at remote locations (e.g., Rocky Mountain Laboratories) should contact their local security office for information on where to obtain an ID badge. For contact information, click here.

  3. Summer Student Flowchart

    Click here to view the Summer Student Workflow .
  1. Summer Students Requiring Background Investigations

    Any Summer Student requiring a fingerprint check as identified by the Security Checklist for Summer Students must schedule a fingerprinting appointment with DPSAC. The student will not be authorized for an ID badge until the results of the fingerprint check have been successfully adjudicated by DPSAC.
  1. Summer Students at Remote Locations

    Summer Students who will be reporting to remote locations [Rocky Mountain Laboratories (RML), NIEHS-Research Triangle Park (RTP), etc] will receive NCIC checks administered by the NIH Police (Bethesda Campus). DPSAC will adjudicate the results of the NCIC check and notify the students when they have been authorized for an ID badge. These remote locations will have local badging stations and fingerprinting equipment. Summer Students at these locations should contact their local security office for information on where to obtain an ID badge and/or schedule a fingerprint appointment (if necessary). For contact information, click here.
  1. Foreign Summer Students

    Foreign Summer Students will be processed through the Division of International Services (DIS); however, they too will undergo an NCIC check. For more information, please see http://dis.ors.od.nih.gov.
  1. FDA Summer Students

    FDA will conduct all required security checks for these students.
    Click below to view Appendix 1-3.

 

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This Page Last Reviewed on July 9, 2009