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Clearance Processing Back To The Basics Presented By Mallory Howard December 12, 2013.

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Presentation on theme: "Clearance Processing Back To The Basics Presented By Mallory Howard December 12, 2013."— Presentation transcript:

1 Clearance Processing Back To The Basics Presented By Mallory Howard December 12, 2013

2 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

3 Clearance Processing NISPOM 2-200c o Within a Multiple-Facility Organization (MFO), the home office can centrally manage NISPOM 2-200a o 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 2-200d o Contractor will limit requests for PCLs to minimal number of employees necessary for operational necessity o Don’t establish pools of cleared employees o 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

4 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

5 Clearance Processing NISPOM 2-207 o Each applicant must produce evidence of U.S. citizenship NISPOM 2-208 o 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 2-210 o Non-U.S. Citizens Eligible for a Limited Access Authorization

6 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 instructions o Include the required Privacy Notice regarding the review of their SF-86

7 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

8 Clearance Processing What 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

9 Clearance Processing 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?

10 Clearance Processing 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) 661-1140 ATTN: SF-312

11 Clearance Processing 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

12 Clearance Processing 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

13 SF-86 Review The 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

14 Clearance Tracking and Record Keeping Track the clearance process from the request to final eligibility o Tracking Form  Cover sheet for SF-86 o Clearance Processing spreadsheet  Reference for all investigations in process  Broken down by stage o Personnel Database  Individual record of clearance status and briefings

15 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

16 Interim Determinations What’s the difference between an Interim and Final Secret Clearance? 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

17 Periodic Reinvestigation Processing Periodic Reinvestigation o Top Secret – 5 years o Secret and Confidential – 10 years o SAPS – Defined by customer Run the Personnel Report in JPAS monthly o 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

18 JPAS Notifications JPAS is a living a living and breathing database! Check Notifications on a regular basis. Eligibility Change Interim eligibility Final eligibility granted or denied Eligibility Pending Loss of Jurisdiction Revoked Invest Rqst Status Initiated PSI Ready for Review PSQ Ready for Review/Approval Approved PSQ Receipt Acknowledged by ISP (Investigation Service Provider) Revised Terminated Message From CAF Communication from the PSMO-I Reactivate Rqst Stat Status updates on reactivation RRU Response

19 SWFT Secure 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 Provider o ViaSat to provide fingerprinting service to local contractors starting early 2014 Fingerprints obtained in the following cases: o New Clearance Investigation o New Type of Clearance Investigation

20 RRU Request 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 SSN o 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

21 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 request o An incident report was submitted and the contents led to a loss of jurisdiction o 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

22 Admin Downgrades and Terminations Downgrade o Debrief current access in JPAS and indoctrinate lower level o Reissue visit requests Terminations o Debrief individual o Report adverse term condition to DoD CAF via JPAS (if applicable) o Cancel visit requests o Out-process the JPAS record  Separate  Debrief access  “Out” process from your SMO

23 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?

24 Contact Information Mallory Howard 6155 El Camino Real Carlsbad, CA 92009 (760) 930-2925 Interested in attending a more in depth seminar on JPAS and clearance processing? Let us know! Email:

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