At the National Institute of Health (NIH), each Institute, Center and Office (ICO) have Administrative Officers (AOs) who undergo specific training to serve as authorized HSPD-12 Sponsors. AOs acts on behalf of the NIH ICO to request an individual to be issued an ID badge. This act is called sponsorship.

AOs are required to complete training that includes signing a certificate submitted to the Homeland Security Presidential Directive (HSPD)– 12 Program Office before any AO can have the authority to request a badge for an individual. As part of the training, it is stated that: “Under Title 18 of the U.S. Code, it is a federal offense to counterfeit, alter or misuse the HHS ID Badge and system, and AOs have a responsibility to contribute to privacy, security and protection in the PIV system."

It is with utmost importance to comply with all HSPD-12 guidelines and requests as an HSPD-12 Sponsor and to remember the responsibilities and duties that come with being an AO. AOs must remain aware of individuals' statuses and the continuing need for holding an ID badge, as well as provide any updates to their information or status in the NIH Enterprise Directory (NED). 

If the Division of Personnel Security and Access Control (DPSAC) office finds an individual to be unsuitable or ineligible for their position, DPSAC will immediately notify the AO, supervisor and the individual by email. These determinations are made utilizing HSPD– 12 Credentialing Standards, Title 5 of the Code of Federal Regulations Part 731- Suitability, and guidance from the Office of Personnel Management (OPM) and Office of the Director of National Intelligence (ODNI) Suitability and Credentialing Executive Agents.

When notifying AOs and supervisors, DPSAC instructs the AO to immediately deactivate the unsuitable or ineligible individual's NED record. Therefore, AOs must take prompt action to update the NED system and remove the unsuitable or ineligible individual immediately by deactivating the individual's NED record to ensure access is no longer active. The individual must also turn in their badge the same day they are notified. AOs should keep an eye out for any unsuitability or ineligibility notices, as action must be taken immediately. After an individual's NED record is properly deactivated due to the individual's unsuitability or ineligibility, an AO should no longer make updates to or alter the individual's NED record.

For further information on Suitability Adjudication and Suitability Criteria, please visit our website.

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