Clearance Processing

Clearance Processing
Back To The Basics
Presented By
Mallory Howard
December 12, 2013
Clearance Processing
SF-86 Review
Clearance Tracking and Record Keeping
Interim Determinations
Loss of Jurisdiction
Periodic Reinvestigation Processing
JPAS Notifications
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 2-200a
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
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
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 2-207
NISPOM 2-208
Each applicant must produce evidence of U.S. citizenship
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
Non-U.S. Citizens Eligible for a Limited Access
Clearance Processing
• Access Request Form is received
indicating that employee needs a
• 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
Clearance Processing
• Deadlines
o JPAS: 30 days to start, 90 days to
o ViaSat: 30 days to start, 15 days to
• 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 Processing
What if someone has current eligibility?
An individual should maintain clearance eligibility for 24
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
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
Clearance Processing
How do I pick up an Interim or Final clearance?
• 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
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
SF-312 should be faxed to the PSMO-I:
(443) 661-1140
ATTN: SF-312
Clearance Processing
• Common omissions/mistakes on the SF-312:
Employee SSN is incomplete or omitted
Signature of employee is typed or omitted
Witness signature is typed or omitted
Employee and witness signature dates are not the
• Debriefing signatures no longer required on SF-312
• Notification will be sent via CAF message if a new
SF-312 is needed
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
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
Missing education information
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
Interim Determinations
How is an interim clearance granted?
Granted based on the initial review of
the SF-86 prior to the investigation
An Interim Eligibility Pending
notification does not mean final
clearance eligibility will not be granted
Interim can be pulled upon further
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:
Restricted Data that requires final SECRET
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
JPAS Notifications
JPAS is a living a living and breathing database!
Check Notifications on a regular basis.
Eligibility Change
Message From CAF
Interim eligibility
Final eligibility granted or denied
Eligibility Pending
Loss of Jurisdiction
Communication from the
Invest Rqst Status
RRU Response
Initiated PSI
Ready for Review PSQ
Ready for Review/Approval
Approved PSQ
Receipt Acknowledged by ISP
(Investigation Service Provider)
Reactivate Rqst Stat
Status updates on reactivation
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
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
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
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
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
DMDC VS. DSS Call Center
Who do you call when you need assistance?
DSS Call Center
• Personnel Security
Clearance inquiries
• e-QIP
Contact Information
Mallory Howard
6155 El Camino Real
Carlsbad, CA 92009
(760) 930-2925
[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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