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NIH Summer Student Policy
Summer Students will undergo a fingerprint check administered by the Division of Personnel Security and Access Control (DPSAC) in order to receive an NIH Restricted Local Access (RLA) ID Badge. Once the results of the fingerprint check have been successfully reviewed by DPSAC, an NIH RLA ID Badge will be issued to the Summer Student.
Any issues identified through the fingerprint check that might impact the suitability of the Summer Student to do the proposed work at NIH must be reviewed by the Personnel Security Office in DPSAC and the respective IC prior to issuance of an RLA Badge.
The RLA Badge will be valid for the duration of the Summer Student’s appointment, but will expire no later than September 30 of the year it is issued. The badge will provide perimeter physical areas to NIH as well as logical access to the NIH IT network. Summer Students must remain under escort in restricted areas.
Processing Summer Students
In accordance with the Summer Student policy, the following process has been approved:
Step 1. After applying, students are added to a pool and eventually selected by a laboratory or IC: 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).
Step 2. The AO/AT creates a record in the NIH Enterprise Directory (NED) and identifies the individual as a “Summer Student.”
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 1) 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.
Minors: 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.
Important new policy regarding
parental consent forms: Beginning in 2016, Program Offices will be responsible
for obtaining the required parental consent form prior to having an AO sponsor
a minor (anyone under the age of 18) in NED for an RLA badge.
Once the parental consent form has been authenticated (prior to entering the minor in NED), NED sponsorship shall serve as confirmation that the parental consent form has been authenticated.
Step 3. An AO Sponsor then sponsors the student in NED for an NIH RLA ID Badge.
NED sponsorship is the official notification to DPSAC that the student needs an RLA ID Badge.
Step 4. DPSAC will administer a fingerprint check. The Summer Student will receive an e-mail with instructions on how to schedule an appointment for fingerprinting/photograph (enrollment).
Step 5. Individuals with a successful fingerprint check will then be notified via e-mail that they have been authorized for an RLA ID badge along with instructions on how to schedule an appointment to pick up his/her badge.
Summer Student Badging Process Flow Chart:
To view a full-size image of the Student Flow Chart, click on: 2015 Student Badging process
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 fingerprint checks administered by appropriate local security staff. DPSAC will review the results of the fingerprint check and notify the students when they have been authorized for an RLA ID Badge. These remote locations will have local badging stations. Summer Students working at these locations should contact their local security office for information on where to obtain an RLA ID Badge and/or schedule an appointment. For contact information, click here
Foreign Summer Students
Foreign Summer Students will be processed through the Division of International Services (DIS); however, they too will undergo a fingerprint check. For more information, please see http://dis.ors.od.nih.gov
FDA Summer Students
FDA will conduct all required security checks for these students
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