Getting an HHS ID Badge


Getting a New HHS ID Badge

The instructions below describe the four steps each applicant must take to successfully complete the Personal Identity Verification (PIV) process and obtain a Health and Human Services (HHS) ID Badge (a.k.a., PIV Card). 

For applicants at NIEHS-RTP and RML: Special instructions for completing the PIV process at these facilities can be found at NIEHS-RTP (PDF, 4 Pages) and RML (PDF, 2 Pages) respectively. 

For Non-immigrants (Foreign Nationals): Special instructions for obtaining an ID Badge are posted on the ORS Division of International Services (DIS) website at:  https://www.ors.od.nih.gov/pes/dis/Pages/default.aspx

Step 1. Pre-Enrollment

The process of obtaining a new badge or renewing an expiring badge begins when the Sponsor -- usually an Administrative Officer (AO) -- enters your information into the NIH Enterprise Directory (NED) and initiates a request to issue you an HHS ID Badge (PIV Card).

Note: As part of this process, you may be asked to provide or verify your personal information.
 

You will be notified when it’s time for you to begin the PIV process.  

Step 2. Background Investigation 

As part of the PIV process, individuals who need to complete a background investigation will receive a separate e-mail from DPSAC instructing them to complete  ‘e-QIP’ (the Electronic Questionnaires for Investigations Processing) and any necessary forms. If you do not complete e-QIP and submit the required forms, DPSAC will not be able to issue you a new ID Badge. Watch for an e-mail alert with the subject line: 

           “****Mandatory**** RE: Background Investigation Forms.” 

This e-mail provides a secure link to e-QIP that allows you to complete your background investigation form online. Please note that you cannot access the e-QIP system prior to being sponsored for your new ID Badge in NED and then receiving your e-mail from DPSAC.  

Complete your e-QIP and any additional required forms as soon as possible, but no later than 7 business days. The sooner you complete your e-QIP, the sooner you can be issued your ID Badge. Print and submit your forms as directed

DPSAC strongly encourages individuals to upload all of their signature forms into e-QIP from their computer before releasing their questionnaire to the Agency. Individuals who are unable to upload all of their signature forms into e-QIP can still submit them manually to DPSAC after release of the questionnaire.   

DPSAC will advise you on which of the following forms you will need to complete and sign. At a minimum you must complete the following:  

  • Online e-QIP form (including SF85, SF85P or SF86 and signature page). Click here to compare these Investigation Forms.
  • OF 306
  • OF 612 (Employees and Affiliates)
  • Any other required forms as directed in the e-mail 

IMPORTANT: You must complete your e-QIP questionnaires before  proceeding to Step 4 -- Badge Issuance.  

Helpful Tip: Collect the required information in advance of logging on to e-QIP to avoid interruptions and to save time. A convenient checklist of information you’ll need as well as an explanation of how to complete each form can be viewed by clicking on the corresponding link below: 

You can save your work, close out of e-QIP, and return to the forms without having to start over. Once you are ready to submit your e-QIP request, you must hit the "Release Request/Transmit to agency" button to finalize the e-QIP process. 
 

DPSAC strongly encourages individuals to upload all of their signature forms into e-QIP from their computer before releasing their questionnaire to the Agency.  Individuals who are unable to upload all of their signature forms into e-QIP can deliver the signed forms to any Enrollment or Issuance location. DPSAC will forward your information to the Office of Personnel Management (OPM) to conduct your background investigation. DPSAC will notify you when your investigation is complete. 

Additional information:  

Step 3. Enrollment (new photo and fingerprints) 

Once you are sponsored for a new HHS ID Badge, you will receive an e-mail instructing you to schedule an Enrollment appointment with the Division of Personnel Security and Access Control (DPSAC).  
 
To find an Enrollment Center near you, click on: EWS/IWS Locations and Scheduling InformationNEW Federal employees are encouraged to schedule their enrollment appointment before their Entry-on-Duty (EOD) date; DPSAC has also reserved time to complete enrollment in the afternoon following new employee orientation. No appointment is necessary during this reserved time.
 
You must bring two forms of acceptable identification. (One must be a Federal or State-issued photo ID and both must be unexpired.) View the table of acceptable identification documents as provided on the Federal I-9 form (PDF, 1 Page). Please be aware that both forms of ID must show your Full Legal Name. Full Legal Name consists of Full First Name, Full Last Name; Middle Name or Initial is preferred but not required. IMPORTANT: The names on the two IDs MUST MATCH. 
 
At your Enrollment appointment, DPSAC will scan your fingerprints and take your photograph. Everyone will be required to provide at least two fingerprints. These fingerprints will be programmed onto your new smart card. If DPSAC has determined that you need to complete a background investigation, ALL of your fingerprints will be scanned.  

Step 4. Getting Your New HHS ID Badge (Badge Issuance)  

Once DPSAC receives the results of your fingerprint check from OPM (usually 3-5 business days) and you complete e-QIP (if required), you will then receive an e-mail instructing you to schedule an appointment with DPSAC to pick up your HHS ID badge.
 
To schedule an appointment and find a Badging Center near you, click on: EWS/IWS Locations and Scheduling Information
  
When you come to your Badge Issuance appointment, please be sure to bring the photo ID you used at your Enrollment appointment. If you have a current HHS/NIH ID Badge, you will be required to turn it in as well.
  

To check on the status of your HHS ID Badge at any time, log into NED (you must already be logged into the NIH network to access NED). Once you are logged in, simply click on the button labeled “Track My Badge Status” and you will be provided with the most up-to-date information on your new HHS ID Badge.
 


Renewing an Existing HHS ID Badge 

Before Renewing Your Existing HHS ID Badge

The HHS ID Badge renewal process begins 42 days before your existing badge expires. In special cases you will be required to renew your HHS ID Badge ahead of schedule.  At that time your Administrative Officer (AO) will receive a task in NED to renew your HHS ID Badge. As part of this process your AO will review your personal, position and duty station information and may ask you to verify or submit any updates.  Please respond promptly to these requests to avoid delays in renewing your HHS ID Badge. Your AO will then sponsor you in NED for your renewal HHS ID Badge.  

Renewal
Once your AO has sponsored you for your renewal HHS ID Badge, you will be sent an e-mail from DPSACScheduler@mail.nih.gov asking you to log on to the appointment scheduling system via the provided link.  Please do so as soon as possible to allow yourself time to complete all the steps in the renewal process before your HHS ID Badge expires.

In most cases you will only be asked to schedule an HHS ID Badge issuance appointment;  in some cases you will be asked to schedule both an enrollment and HHS ID Badge issuance appointment so that DPSAC can complete your background investigation.*  

If you are within 42 days of your expiration date and have not received the link, you may contact your AO about the status of your badge renewal task. If you need additional assistance finding a badging center or scheduling an appointment, please click on: EWS/IWS Locations and Scheduling Information 

When you come to your Badge Issuance appointment, please be sure to bring a Federal or State issued photo ID with you. Your ID must be current (i.e., not expired). You will be required to turn in your existing HHS ID Badge.  

To check on the status of your HHS ID Badge at any time, log into NED (you must already be logged into the NIH network to access NED). Once you are logged in, simply click on the button labeled “Track My Badge Status” and you will be provided with the most up-to-date information on your new HHS ID Badge.

*  At the enrollment appointment you will be identity-proofed and fingerprinted and have a new photograph taken. You must also bring two forms of acceptable identification. (One must be a Federal or State-issued photo ID and both must be unexpired.) View the table of acceptable identification documents as provided on the Federal I-9 form (PDF, 1 Page).  See Step 2 (Enrollment) under ‘Getting a New HHS ID Badge' for a fuller explanation of this process.   

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