clearance processing

Clearance ProcessingBack To The Basics

Presented By Mallory Howard

December 12, 2013

Agenda• Clearance Processing • SF-86 Review• Clearance Tracking and Record Keeping• Interim Determinations• Loss of Jurisdiction• Periodic Reinvestigation Processing• JPAS Notifications• SWFT• RRU• Admin Downgrades and Terminations• DMDC vs. DSS Call Center

Clearance Processing• NISPOM 2-200c

o Within a Multiple-Facility Organization (MFO), the home office can centrally manage

• NISPOM 2-200ao Employee can be processed for a PCL when contractor determines

that access is essential in the performance of tasks or services related to the fulfillment of a classified contract

• NISPOM 2-200do Contractor will limit requests for PCLs to minimal number of

employees necessary for operational necessity o Don’t establish pools of cleared employeeso At ViaSat, we meet this by:

• Employee is briefed to notify Security when they no longer require a clearance

• Revalidating the need for a clearance at the time of their Periodic Reinvestigation

• Revalidating when notified that an employee changes programs

Clearance Processing• NISPOM 2-201

o Investigative Requirements Single Scope Background Investigation (SSBI)

Top Secret Q (Dept. of Energy TS Equivalent) SCI (Special Compartment Information)

National Agency Check with Local Agency Check and Credit Check (NACLC) Secret L (Dept. of Energy Secret Equivalent) Confidential

Periodic Reinvestigation Top Secret – 5 years Secret and Confidential – 10 years SAPS – Defined by customer

Clearance Processing

• NISPOM 2-207o Each applicant must produce evidence of U.S. citizenship

• NISPOM 2-208o Acceptable forms of US Citizenship

“Birth Certificate is the primary and preferred means of citizenship verification”

Naturalization Certificate US Passport or Passport Card – current or expired,

not canceled or void (Card addressed in ISL 2010-01) A Report of Birth Abroad A Record of Military Processing-Armed Forces of the

United States (DD Form 1966)

• NISPOM 2-209 and 2-210o Non-U.S. Citizens Eligible for a Limited Access

Authorization

Clearance Processing• Access Request Form is received

indicating that employee needs a clearance

• Start Clearance Processing Form

• Initiate the employee in JPAS

• Archived records need to be reactivated before an employee can be added in the system and initiated

• Email the employee clearance initiation instructionso Include the required Privacy Notice

regarding the review of their SF-86

Clearance Processing• Deadlines

o JPAS: 30 days to start, 90 days to complete

o ViaSat: 30 days to start, 15 days to complete

• FSO or designee reviews e-QIP for adequacy and completeness

• Obtain fingerprints via Electronic Fingerprint Capture or Fingerprint Card (FD-258) and transmit to OPM via SWFT

Clearance ProcessingWhat if someone has current eligibility?

• An individual should maintain clearance eligibility for 24 months

• If you are able to pick up their clearance in JPAS, then you can move forward in doing so as long as their record shows eligibility

What is best practice?• Check that most recent debriefing date is within 24 months

• Verify that the most recent investigation is in scope

• Confirm record separation from the previous employer


• Brief the employee and execute the Classified Information Nondisclosure Agreement, SF-312 o Agreement between United States and

an individual who is cleared for access to classified information

o Must be executed prior to picking up clearance in JPAS and obtaining access to classified information

• Indoctrinate Interim or Final clearance in JPAS

How do I pick up an Interim or Final clearance?


• A date in the NdA field in JPAS means no SF-312 is necessary

• The date entered in JPAS must be the date the employee signed their original NdA

• No NdA date shown in the JPAS record means it is your responsibility to add the information

SF-312 should be faxed to the PSMO-I:(443) 661-1140ATTN: SF-312


• Common omissions/mistakes on the SF-312: o Employee SSN is incomplete or omitted o Signature of employee is typed or omitted o Witness signature is typed or omitted o Employee and witness signature dates are not the

same • Debriefing signatures no longer required on SF-312

• Notification will be sent via CAF message if a new SF-312 is needed


• As required, maintain a copy of the SF-86 and original signed release forms for the life of the investigation

• The SF-86 and original release forms must be destroyed once the clearance is adjudicated and eligibility is determined (NISPOM 2-202b)o At ViaSat the SF-86 is returned to the

employee

SF-86 ReviewThe FSO or designee must review the SF-86 for adequacy and completeness.

Common Reasons for Rejection

• Missing employment information

• Missing SSN for spouse or cohabitant

• Missing relatives information

• Missing Selective Service registration information

• Missing education information

Clearance Tracking and Record Keeping

• Track the clearance process from the request to final eligibilityo Tracking Form

Cover sheet for SF-86o Clearance Processing spreadsheet

Reference for all investigations in process Broken down by stage

o Personnel Database Individual record of clearance status and

briefings

Interim Determinations

How is an interim clearance granted?

• Granted based on the initial review of the SF-86 prior to the investigation opening

• An Interim Eligibility Pending notification does not mean final clearance eligibility will not be granted

• Interim can be pulled upon further investigation

Interim DeterminationsWhat’s the difference between an Interim and Final Secret Clearance?

Interim Secret

Can view:(U) COMSEC material

Can view:(S) with no COMSEC or NATO associated with it

Cannot view: SECRET//COMSEC or SECRET//NATO or

Restricted Data that requires final SECRET clearance

Periodic Reinvestigation Processing• Periodic Reinvestigation

o Top Secret – 5 yearso Secret and Confidential – 10 yearso SAPS – Defined by customer

• Run the Personnel Report in JPAS monthlyo Use the Previous Investigation Close Date

to determine if a reinvestigation is needed

• Revalidate the clearance need

• Initiate the investigation or proceed with a downgrade or debriefing

JPAS NotificationsJPAS is a living a living and breathing database!

Check Notifications on a regular basis.

Eligibility ChangeInterim eligibilityFinal eligibility granted or deniedEligibility PendingLoss of JurisdictionRevoked

Invest Rqst StatusInitiated PSIReady for Review PSQReady for Review/ApprovalApproved PSQReceipt Acknowledged by ISP (Investigation Service Provider)RevisedTerminated

Message From CAFCommunication from the PSMO-I

Reactivate Rqst StatStatus updates on reactivation

RRU Response

SWFTSecure Web Fingerprint Transmission (SWFT) mandatory as of

December 31, 2013

• Options for creating electronic fingerprint files (.eft):o Live Scan o Card Scan

• Fingerprinting Service Providero ViaSat to provide fingerprinting service to local contractors starting early 2014

• Fingerprints obtained in the following cases:o New Clearance Investigationo New Type of Clearance Investigation

RRURequest to Research/Upgrade Eligibility

When would I submit an RRU?

• An investigation has been closed for 30+ days and eligibility has not posted

• Change to SSNo If you mistakenly enter an incorrect SSN while

initiating an investigation, submit an RRU before any action is taken on the record

Notes to remember when submitting RRUs:• You can only have one pending RRU for a subject

at a time• You must pick the DoD CAF Industry• The RRU will remain until it is addressed and you

receive an RRU response in the notifications

Loss of Jurisdiction• Loss of jurisdiction = no clearance eligibility

o The subject must be debriefed and no access should be granted

• LOJ usually occurs for one of the following reasons:o The SF-86 was not received following an official

CAF requesto An incident report was submitted and the contents

led to a loss of jurisdictiono A CAF, other than DOHA, determines there is no

longer a need for SCI Debrief and remove from SCI The FSO must send an RRU to DoD CAF Industry if

Top Secret access is still required

Admin Downgrades and Terminations

• Downgradeo Debrief current access in JPAS and

indoctrinate lower levelo Reissue visit requests

• Terminationso Debrief individualo Report adverse term condition to DoD CAF via

JPAS (if applicable)o Cancel visit requestso Out-process the JPAS record

Separate Debrief access “Out” process from your SMO

DMDC VS. DSS Call Center

DMDC• JPAS• SWFT

DSS Call Center• Personnel Security

Clearance inquiries• e-QIP• STEPP• ISFD

Who do you call when you need assistance?

Contact InformationMallory Howard6155 El Camino RealCarlsbad, CA 92009

(760) [email protected]

Interested in attending a more in depth seminar on JPAS and clearance processing? Let us know!

Email: [email protected]

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