Presentation on theme: "Personnel Security Investigation Portal (PSIP): Update and Discussion"— Presentation transcript:
1 Personnel Security Investigation Portal (PSIP): Update and Discussion Civilian Human Resources Agency (CHRA)Dated: August 2014
2 What are Personnel Security Investigations (PSI)? An investigation required for the purpose of:determining suitability for Federal employmentdetermining eligibility for access to classified information or assignment to sensitive dutiesobtaining a security clearanceIT accessAll permanent Army civilian positions require some level of investigation based on the position sensitivity designation (and risk level)SF85 (Questionnaire for Non-Sensitive Positions)SF-85P (Questionnaire for Public Trust Positions)SF-86 (Questionnaire for National Security Positions)What are Personnel Security Investigations (PSI)?All DoD civilian employees are required to undergo some sort of background check. There are different levels of investigations. The type of investigation required depends on the position sensitivity. Positions that require handling or viewing of secret documents would require a different level of investigation then a position that only handles routine information.For us in the HR world, we tend to be familiar and make reference to the SF-85, SF-85P and SF-86. These are the forms used to request investigations and which the tentative selectee completes. The SF-85 is the Questionnaire for Non-Sensitive Positions, the SF-85P is the Questionnaire for Public Trust Positions and the SF-86 is the Questionnaire for National Security Positions. Generally speaking, if the position does not require a security clearance then the SF-85 is used. If the position does require a security clearance, the SF-86 is used. Child care positions require the SF-85P.Position Sensitivity:Code 1 – Non-sensitive – Investigation required (NACI)Code 2 – Noncriticial-sensitive - Investigation required (ANACI/NACLC)Code 3 – Critical-sensitive - Investigation required (SSBI/SSBI-PR)Code 4 – Special-sensitive- Investigation required (SSBI/SSBI-PR)
3 What is PSIP? Personnel Security Investigation Portal (PSIP) The automated starting point for requesting personnel security investigations (PSI)Work order for requesting an investigationNote: PSIP Requestor Guide at:
5 PSI Requests: Before PSIP Processes differ CPAC by CPACAt some locations, the security office (SO) processes all personnel security investigations with little CPAC involvementAt other locations, the CPACs process the SF-85/85P and Security Office (SO) processed the SF-86In some cases, the CPAC processes all personnel security investigations, the SF-85, SF-85P and SF-86
6 Command Security Office Center of Excellence (CoE) Main PlayersManager/CommanderLocal Security OfficeCommand Security OfficeCPACCenter of Excellence (CoE)
7 PSIP: Role of the Local Security Office PSIP does not change the authority of the local or command security officesLocal SO still responsible for waiver and interim security approval processThe only change is that the CoE now processes the PSI requestCoE will provide the CPAC/SO (requester/alternate requester) with a copy of the completed SF-8X (usually within 9 days of PSIP submission)
8 Role of the Center of Excellence (CoE) Process all PSI requests submitted by CPACs and SOsWorks directly with the tentative selectee (subject):Contacts the tentative selectee to start the SF-8X processReviews the selectee’s SF-8X for errors and completenessProvides guidance to the selectee on any matter pertaining to the SF-8XEstablishes a deadline for employees with escalations that include supervisor and Requester/Alternate Requester)calendar day escalation notices
9 Role of the Center of Excellence (CoE) Cont. Provides assistance to the CPAC and SOAnswers and resolves PSIP login problemsPSIP Case ManagementProvides the CPAC/SO with a copy of the completed SF-8X (usually within 9 days of PSIP submission)Submits the completed SF-8X and fingerprints to OPMContact the CoE directly with any PSIP related issue to include:--PSIP login problems--PSIP user id and/or password not working (or forgot)--Check the status of your PSIP request--Problem with your PSIP request?CoE Telephone number: , DSN 298
10 Role of the CPAC Submit PSIP requests for new hire Assist the CoE in escalation situationsSuitability processing and adjudication where applicableCreate and maintain suitability filesSuitability applies to the SF-85/85P only – not the SF-86 (security clearances)At some locations the local or command SOs make suitability determinations. Examples are USACE, Depots, and MTFs.
11 Sensitive (SF-86) vs. Non-Sensitive Positions (SF-85/85P) Important differences:Non-sensitive positions do not require a security clearanceNon-sensitive positions generally only require a NACI and a suitability determinationNon-sensitive positions generally do not require an interim from your local SONote: Practices and/or guidance on this topic may differ at the installation level. If there is a conflict or disagreement, local security office guidance appliesCPACs make the interim suitability determinations based on OF 306, FBI finger print check, and completed SF 8X form. If the local or command SO makes suitability determinations, then it depends on the local agreement on who makes the interim determination. The interim MUST be made prior to EOD per DoDI , Volume 731, Encl 3, para 4b-c.
12 PSIP Overview: Process Flow Requester (CPAC or SO) submits PSIP RequestCenter of Excellence (CoE)Tentative Selectee (also known as the Subject)OPM*Who is requester?Center of Excellence (CoE)RequesterAlternate Requester* The CoE cannot submit to OPM until fingerprints are received
13 Investigative Results OPMSuitability (SF-85/85P)SecurityClearances (SF-86)OPM conducts an investigation and sends the results to:OPM conducts an investigation and sends the results to:DoD CAF or CPAC or SOWhere the investigations end up for adjudication depends on the following:If CPAC or SO has access to CATS and the required BIThe all the conditions are met in #1, then the investigations go to the DoD CAF, who makes only favorable determinations. Those cases the CAF cannot favorably adjudicate are sent back to the component for adjudication (CPAC or SO). The component adjudicator depends on who currently makes suitability determinations at that location.If the CPAC or SO does not meet the requirements in #1, then they cases go back to the CPAC or SO for adjudication and not the CAF.Access to CATS is the key to be able to receive the cases the CAF cannot favorable adjudicate and to view the information on the cases the CAF has adjudicated. Without that access the CPAC cannot do its job. The SOI used in this situation for PSIP requests should be the SOI of the CPAC or SO, whichever is applicable for the location.The CPACs also need to meet the training requirements of the on line and classroom training.Central Clearance Facility (CCF)Security Office
14 PSIP Overview for SF-85 or SF-85P CPAC receives tentative selectionCPAC makes tentative offer and requests selectee to complete OF 306 and finger printsIf derogatory information on 306 and/or FBI finger print check, pass to MER for reviewIf no derogatory extend firm job offer; otherwise wait for MEROF 306 must and finger prints MUST be completed by the tentative selectee before making a firm job offer and submitting the PSIP request. Once the selectee has completed the appropriate form and it has been reviewed and compared to the OF 306, then the EOD can be set.Submit PSIP Request (see next slide)
15 PSIP Overview for SF-85 or 85P (cont) CPAC (and alternate req) receives copy of completed SF-85/85P from the CoECPAC Complete and Submit PSIP requestSelectee completes appropriate form (SF8X)CPAC reviews for derog info,The PSIP request should be submitted at least 14 days before the EOD, HOWEVER:● The PSIP request should be submitted no earlier then 18 calendar days from the date fingerprints will be completed (if more than 18 days, must notify CoE of status and when fingerprints will be completed) – may result in termination of your PSIP requestIf no derog set EOD. If derog send to MER for review
16 PSIP Overview: SF-86 CPAC receives tentative selection CPAC works with tentative selectee to complete OF 306 and finger printsSubmit PSIP requestCoE s CPAC/alt req a copy of the employee completed SF-86● OPTIONAL STEP: Check with your local security office to determine if the selectee already has a PSI. Coordinate this step with your local security office.● OF 306 and finger prints must be completed by the tentative selectee before submitting the PSIP request.● CoE will provide the requester and alternate a copy of the completed SF-86 usually within 9 calendar days of PSIP request submission.Local/Command security office provides CPAC with waiver to allow EOD to be set
17 Impact of PSIPDoes not change CPAC procedure or guidance on establishing effective datesCPAC still determines when effective date is established based on CHRA, Regional or local requirementsDoes require OF 306 and finger prints to be completed by the selectee before firm job offer is extendedOF 306 is required in order to submit the PSIP request and to make an initial suitability determinationFinger prints are required for the FBI finger print checkFBI finger print results MUST be back and reviewed prior to firm job offer being issued.
18 PSIP Account Registration and Approval Procedures To register go to the PSIP web site:https://www.psip.army.milPSIP Requestor Guide for registration procedures is on the CHRA GPS at:New users must first register and build their profile at the PSIP web site before requesting account approvalNote: If you forget your password or have login problems (once your account is approved), please contact the Center of Excellence call center at (410) /DSN for assistance.
19 PSIP Account Registration and Approval Procedures Cont. Disabled accountsExisting PSIP account but have not used it within the past 30 daysLog in at least once every 30 days even if you do not need to use it orContact one of the CHRA HQ POCs to have them re-approve your account.
20 PSIP Logon Procedures (continued) After initial registration, additional screens will not be available until registration is approved by the PSI-CoEOnce approval is requested to the POCs below, account approval takes about 1-2 work daysAPF:NAF:The PSI-CoE verifies the individual requesting access has the appropriate investigation completed in CATS/JPAS.
21 PSIP Users Each CPAC must identify their PSIP users No limit to number of usersCPAC PSIP users must have at least a NACIFor local nationals, since they do not undergo the same background checks that US employees do, the CPAC Chief can recommend approvalInclude a statement in the request for account approval that the CPAC Chief recommends approval
22 Who Submits the PSIP Request – CPAC or SO? CPAC has primary responsibility for submitting new hire PSIP requestsEither the CPAC or SO has the capability to submit PSIP RequestsMust register in PSIP and have PSIP accounts approved by the PSI-CoESO may submit PSIP requests as coordinated with the CPACSO submits PSIP requests for periodic reinvestigations for clearances.CPAC submits period reinvestigations for CYSS and SHARP positions.
23 When Does a PSIP Request Have to be Initiated? When there is a personnel action and the selectee needs a personnel security investigationNew hire actionPromotion or reassignment to a position that requires a higher PSIA personnel action moving the employee into a different position that requires a higher PSICase situation: Simon applies for a promotion and is selected. The new job requires a security clearance. Simon only has a NACI and no security clearance. Since the position requires a secret clearance, Simon must complete the SF-86. The CPAC should initiate a PSIP request for a SF-86 (secret clearance).
24 When a PSIP Request Does NOT Have to be Initiated Not all recruit actions require a PSIP requestIf the selectee already has the required personnel security investigation or if for non-sensitive or public trust, a favorable suitability adjudication, there is no need to submit a PSIP requestHow do you know if the tentative selectee already has the appropriate PSI?Answer 1: Contact your local security office and they can check JPAS for you. JPAS is a security system that maintains security data for all active military, reservists, civilian employees and contractors.Answer 2: Submit the PSIP request and the CoE will let you know by if a PSI is not required.Answer 3: This answer only applies to a favorable suitability adjudication - if not documented in JPAS, certificate of investigation should be in OPF. This generally applies to NACIs processed over or more years ago.
25 Setting the EOD for Non-sensitive Positions Non-Sensitive Positions - minimum standard:OF 306 completed by the tentative selectee and reviewed for derogatory information;FBI finger print check returned and reviewed for derogatory information; andCompleted SF-85X, reviewed before setting EODCompare to OF 306 for discrepanciesFirm offer made prior to PSIP request
26 Setting the EOD for Sensitive Positions OF 306 completed by the tentative selectee and reviewed for derogatory information; andPSIP submitted; andInterim from local security office; andFollow any local policies, regional and CHRA guidance in effect
27 FingerprintsA Personnel Security Investigation cannot be submitted to OPM without fingerprintsNo Fingerprints, No InvestigationUse digital fingerprints when possibleFedex’ing not requiredWhen do fingerprints have to be submitted?
28 Fingerprints: Mailing Address When only hardcopy fingerprints are possible, send them to PSI-CoE at:Mailing fingerprints to the PSI-CoE:ATTN: Fingerprint TeamDEPARTMENT OF THE ARMYPSI Center of ExcellenceBldg 3240 Raritan AveAberdeen Proving Ground MD
29 PSIP: SOI Block Non-sensitive positions (SF-85/85P): Use CPAC or SO SOI if they do not have access to the CATS portalSOIs for DoD CAF are below if the CPAC/SO has access to CATS portalDODS for suitabilityDODH for HSPD-12 determinationsSensitive positions (SF-86):For positions that require a security clearance, the CoE will ensure that the correct SOI (A334-CCF) is submitted to OPM.Access to the CATS portal is vital in order to view, receive, and input adjudications into CATS. CATS is the DoD portal used to track investigations, send and receive information form the DoD CAF, and to retrieve and input data for adjudications.DoD CAF send those suitability investigations back to the component adjudicators (CPACs or SOs) if they cannot make a favorable determination. Therefore, if the CPAC does not have the required BI or a TS and does not have access to CATS, then the investigations need to be sent back to the CPAC or SO for adjudication.If the DoD CAF is used the CPAC MUST make sure the CPAC UIC is on the PSIP request in order to receive information from the CAF in CATS.
30 Final Results from OPM: SF-85/85P SF-85/85P Final Results from OPMResults are documented in the CATS portal if CPAC has that accessIf still receiving hard copy investigations from OPMINV 79 A is completed and sent back to OPMCOI is signed and filed in the eOPF recordOnly if favorable suitability determination is made
31 Final Results from OPM: SF-86 SF-86 Results:CPAC only involved if the employee was not able to obtain a security clearance
32 PSIP ReferencesCHRA GPS web site at:Important References:DoDI , Volume 731PSI-CoE Requestor Guide