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Onboarding

Welcome aboard, we are excited that you have chosen to pursue your career at the National Institutes of Health!

Learn about NIH

Before Your First Day

  1. Complete USA Staffing Employment Forms

    You will receive a login link in your offer letter e-mail. Use the link to log in to the USA Staffing site and follow directions there to submit all required forms electronically.

    The forms you are required to complete in USA Staffing will depend on your appointment type (e.g., permanent, temporary, etc.) and other factors. Some of these forms include:

    • Declaration for Federal Employment Form (OF-306)

    If you encounter any issues logging in, review the USA Staffing support resources.

    Note: It is generally recommended that the following benefits-related forms are not submitted until after you have attended the Benefits Orientation and have reviewed your benefits information. Some of these forms include:

    • Health Benefits Election Form (SF-2809)
    • Life Insurance Election (FEGLI) (SF-2817)
    • Thrift Savings Plan Enrollment (TSP-1)

  2. Enter NED Information

    You will receive an e-mail from the NIH Enterprise Directory (NED) system to the e-mail address you used to apply for the job. Use the link to login to NED and enter any required information.

  3. Apply for HHS badge

    To work at NIH, you need an HHS identification badge. Here's how to get it:

    1. Pre-Enrollment: Your Administrative Officer (AO) will start the process by entering your details into the NIH system and requesting a badge for you. You'll receive an e-mail to submit any additional personal details.
    2. Enrollment: After pre-enrollment, you'll be notified to schedule an appointment to get your fingerprints and photo taken. Visit Division of Personnel Security (DPS) for more information.
    3. Background Check: NIH will run a background check to make sure you're eligible to work. If you've had a background check before, you might not need a new one. Otherwise, you'll get instructions on what to do next.
    4. Badge Issuance: Once everything is done, you'll get an e-mail to schedule a time to pick up your badge. NOTE: Be sure your badging appointment is scheduled for after New Employee Orientation.

    Remember, if you don't cooperate with the background check process, you may fail to receive your badge. If you have questions about the process or status of your badge, contact the Division of Personnel Security (DPS).

  4. Review Transportation Options/Benefits

    All onsite staff must obtain a permit to park at their designated NIH location.

    How to Apply for a Parking Permit

    You can apply for a parking permit using one of the following methods:

    Once your application is processed, you will receive a parking permit to display on your rearview mirror.

    Important Note: Contractors transitioning to full-time employees should notify the Parking Office to update their permit and verify their work location in the NIH Enterprise Directory (NED) system.

    Bethesda Campus Parking

    • If you are a contractor without access to NIH computers, please submit the completed Bethesda Campus parking application via e-mail.
    • For staff working at off-campus locations, remember that any visits to the main Bethesda campus require parking in designated visitor areas.

    Parking at Satellite Locations

    • Parking at NIH satellite locations, such as Rockledge, also requires a permit.
    • Staff visiting satellite locations can either apply for a temporary parking permit, utilize designated visitor parking areas, or use nearby parking garages.

    Transhare Program (Transportation Subsidies)

    As an alternative to parking, you can receive assistance with public transportation costs (such as buses or trains) through the Transhare program. To sign up:

    For more information on other parking and transportation services, please visit the CAPS and Transportation Services Branch websites.

  5. Complete Initial Mandatory Trainings

    You will likely receive your HHS ID number before your physical badge. Once you have your ID, you must complete the following mandatory trainings for onboarding, which you can do on a personal computer:

    Note: You must complete these trainings before you can be cleared for NIH network access.

    There will be additional mandatory trainings you will be required to complete based on your position, but some cannot be completed until you have been granted NIH network access.

Your First Day

  1. Attend Virtual Orientation

    The New Employee Orientation presentation will be held virtually via Microsoft Teams. There is currently no in-person requirement for NIH Orientation.

    Attendance is mandatory, so avoid scheduling your badge appointments during this time.

    Orientation Details

    • When: First Monday of each pay period at 9:00 am–12:00 pm
      • In case of a Monday holiday, the Orientation will be conducted on Tuesday.
    • Where: Virtually via Microsoft Teams
    • How:
      • You will receive an invitation with the meeting details sent to the e-mail address you provided in your application to NIH by 3:00pm (EST) on the Friday before the Orientation.
      • If you do not receive the invitation by that time, please e-mail [email protected].
      • Be sure to check your spam folder for the invitation.

  2. Pick up HHS Badge

    In most cases, you will have received an e-mail confirmation that your HHS badge is ready and you can schedule a pickup time.

Your Second Day

  1. Attend Benefits Orientation

    The New Employee Benefits Orientation presentation provides an overview of the various federal benefits programs. It is held virtually via Microsoft Teams.

    There are separate orientations for new employees and employees transferring from another Federal agency. Attendance is mandatory, but you only need to attend your applicable Benefits Orientation. Please avoid scheduling your badge appointments during this time.

    Orientation Details

  2. Contact supervisor

    If you haven't already, reach out to your supervisor to to connect and confirm that you completed New Employee Orientation. Your supervisor's contact information can be found in your final offer letter e-mail.

Next Steps

  1. Complete Remaining Mandatory Trainings

    After you have been granted NIH network access, review and complete your remaining mandatory trainings by their due dates.

  2. Confirm ITAS Access

    If you cannot login, contact your Administrative Officer (AO) to resolve access issues.

  3. Apply for Benefits

    After reviewing your benefits information, you have up to 60 days to make your benefit choices.

    If prior to your Entrance on Duty date, refer to OPM’s New Federal Employee Enrollment webpage to learn about your benefits.

    Once you are onboard with NIH, refer to the NIH IntraHR New Hire & Transfers webpage for details on submitting your benefits.

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