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CSO Training for Installation NAF

HR

JUNE 2016

OVERALL CLASSIFICATION: UNCLASSIFIED

THIS PAGE: UNCLASSIFIED

Agenda

• Agenda & Objectives – 10 Minutes

• Overview of Central Suitability Office (CSO) – 30 Minutes

CSO Purpose and Functions

Roles and Responsibilities

Background Check Process

• Forms & Additional Resources – 15 Minutes

• CSO Gateway 2.0 (G2) Site – 15 Minutes

• HRO (Human Resources Office) e-QIP Training – 30

Minutes

• Q&A – 20 Minutes

2 UNCLASSIFIED

Q&A Format

• Those logged into webinar can type questions as we

move through presentation

Questions will be addressed at the end during 20-minute Q&A

• Those logged in through audio only can email any

questions following the presentation to the CSO at:

[email protected]

• All questions will be compiled into a Q&A document and

loaded onto the e-Library

3

mailto:[email protected]

Resource Library

• All CSO resources, including checklists, sample

letters/emails, desk guides, and this slide deck are

available on the CSO G2 site:

https://g2.cnic.navy.mil/ca/cso/Documents/Forms/AllItems.aspx

• All definitions referenced in this training are available in

CNIC Notice 1700

4




5

Overview of Central Suitability

Office

UNCLASSIFIED

Objectives

• At the end of this training section, you will be able to:

Identify CSO purpose and functions

Understand how the CSO will support installation NAF HR

Perform HR roles and responsibilities to support the CSO,

including:

•Serve as installation touch point for background checks for

individuals working with children

•Understand documentation and retention procedures

• Initiate e-QIP Investigation Process

Understand the background check process for individuals

working with children

6 UNCLASSIFIED

CSO Purpose and Functions

• Begin background check processing for CYP personnel

(employees, contractors, volunteers, CDH providers and

family members) on 31 May

• CSO’s goal is clear communication between action

officers: HR, CYP, CSO, and Security personnel

7 UNCLASSIFIED

e-QIP Access

• Not all Installation NAF HR personnel have e-QIP access

(per DUSN, a secret clearance is required)

Two separate CSO process flows to accommodate

• NAF HR Director is working to obtain appropriate

clearance levels for e-QIP access at most installations

• Following training, a data call will be sent to identify

Installation NAF HR personnel who:

Currently have e-QIP access

Need access to e-QIP and/or CSO G2 site

• In the interim, those without e-QIP access will request

for the CSO to initiate the investigation

8

Reviewing

Requests UNCLASSIFIED

High-level CSO Process Map

9 CSO NAF HR

CYP

Director OPM

Key

Facilitate

Collection of

Forms and

Fingerprints

Create

Employee

CYMS Record

Complete

Installation

Records

Checks

Adjudicate T1

and enter

results into

CYMS

Validate

Employee

Information Investigation

Requirement

Identified

Release e-QIP

Package to

OPM

Blue Shirt Red Shirt

Initiate,

Facilitate and

Review e-QIP

Assumes Installation NAF HR access to e-QIP

Complete T1

Investigation

Enter results

into CYMS

High-level CSO Process Map

10 CSO NAF HR

CYP

Director OPM

Key

Facilitate

Collection of

Forms and

Fingerprints

Create

Employee

CYMS Record

Complete

Installation

Records

Checks

Adjudicate T1

and enter

results into

CYMS

Validate

Employee

Information Investigation

Requirement

Identified

Release e-QIP

Package to

OPM

Blue Shirt Red Shirt

Initiate,

Facilitate and

Review e-QIP

Complete T1

Investigation

Enter results

into CYMS

Assumes Installation NAF HR DOES NOT have e-e-QIP access

11

Responsibilities

CSO • Establishes and promulgates policy and procedures

• Executes child care criminal history background checks

• Monitors security systems/ makes Suitability recommendation

• Maintains documentation of background check information

• Assesses program performance and effectiveness

Installation

Commander

• Ensures appropriate personnel and resources

• Completes and maintains Background Check Responsibility Ledger

• Makes final suitability determination, or designates Action Officer

NAF HR • Primary touchpoint for individuals throughout background check

process

• Facilitates fingerprint collection and form submission

• Initiates and reviews e-QIP package; submits to CSO

• Facilitates any follow on questions from OPM, including collecting

any missing information

CYP Director • Identifies individuals requiring a background check

• Creates staff records in CYMS

• Ensures compliance with LOSS policy

Security Manager • Provides technical support, guidance, and resources as required

UNCLASSIFIED

Roles and Responsibilities

Background Check Process:

Intake Procedures

12

HR Role in Background Check Processes

• For all CYP employees, contractors, volunteers, and

CDH Providers and family members HRO will:

Communicate background check requirements to individuals

Ensure adherence to established timelines

Validate required forms and documents and coordinate with

individual to complete missing or incorrect submissions

Upload and maintain forms on G2

Initiate and review investigation requests in e-QIP

13 UNCLASSIFIED

Notification of Background

Check Requirement

HRO will send an email (template provided by CSO) including required

forms and fingerprint capture information to notify the individual of

background check requirements.

14

DD 2981, Basic

Criminal History

and Statement of

Admission

IRC Release

Authorization

Resume

OF-306,

Declaration of

Federal

Employment

Employees,

Contractors, and CDH

Providers and Family

Members (over 18)

X X X X

CDH Family Members

(12-17) N/A X N/A N/A

Specified Volunteers X X X N/A

Non-Specified

Volunteers X X N/A N/A

Required CYP Background Check Forms

UNCLASSIFIED

Duration: 1 business day

If you do not have e-QIP access, a needs assessment form must be

submitted for all populations

Intake Documentation

• Review and Verify Forms before submission to CSO

If any of the forms are missing or unsigned, HRO will follow-up

with selectee to request completion of required forms

• Notify CYP Director to generate new CYMS record

HRO will notify CYP Director to create CYMS record once

background check forms have been verified

• Upload background check forms to G2

HRO will upload signed documents to the installation’s

document library on G2

15 UNCLASSIFIED

Duration: 2 business days

Duration: 1 business day

Collect Fingerprints

• HRO will facilitate the collection of fingerprints using

current local installation process.

Fingerprints are not collected from non-specified volunteers

16 UNCLASSIFIED


Needs Assessment/e-QIP Initiation

Request (HR with no e-QIP Access)

• HRO will:

Upload background check documents to G2

Complete the Background Check Needs

Assessment/Initiation Request and upload to G2

Be copied on e-QIP correspondence from CSO to

individual

17

Initiate e-QIP (HR Personnel w/e-QIP Access)

• HRO will:

Upload background check documents to G2

Initiates the individual’s e-QIP

Notifies the individual of e-QIP initiation, how to access the

system, and deadlines for completing e-QIP submissions

18 UNCLASSIFIED


Review e-QIP (HR Personnel w/e-QIP Access)

• HRO reviews e-QIP requests completed by individuals

and examines each request to determine if there are any

errors or omissions

• If there are errors or omissions, HRO must reject the

request and notify the individual to correct or complete

e-QIP

• If there are no errors or omissions, HRO will accept the

documents and forward the request to CSO for approval

19

HRO will also maintain documentation of all required background

checks in Official Personnel File (OPF) for employees, in

accordance with relevant policy

UNCLASSIFIED


Recertification & Reinvestigation

20

CDH Annual Recertification

• The CYP Director will contact HRO to notify individual of

annual recertification

• HRO will notify the individual that they are up for

recertification and supply an IRC Release Authorization

and e-QIP General Release Form

• The individual will sign forms and return them to HRO

• HRO will upload signed documents to the installation’s


21

CDH providers and family members must favorably complete an IRC

and SAC annually

UNCLASSIFIED


5-Year Reinvestigation Notification

• Every 5 years, the CYP Director will contact HRO within

6 months of the due date to notify individual and issue

reinvestigation forms package for a new IRC and Tier 1

Investigation.

• HRO will notify the individual that they are up for

reinvestigation

• HR will supply the followed required background check

forms:

DD Form 2981

IRC Release Authorization

• The individual will sign and return to HRO

22 UNCLASSIFIED


5-year Reinvestigation Intake

• Review and Verify Forms [before submission to CSO]

If any of the forms are missing or unsigned, HRO will follow-up

with individual to request completion of required forms

• Upload background check forms to G2

HRO will upload signed documents to the installation’s


23 UNCLASSIFIED


24

Forms and Additional

Resources

UNCLASSIFIED

Objectives

• Upon completion of this section you will be able to:

Identify forms required by the CSO to initiate background

checks

Use checklists to standardize and complete the background

check process

Complete sample letter templates to standardize

communications and promote efficiency

25 UNCLASSIFIED

All forms packages must be submitted in accordance with required

background check forms table on slide 14

• Completed by all individuals involved in Navy child care

• Provides consent and authorization to complete the IRC

• Submitted to the HRO, and then uploaded to the CSO G2 site by

HRO

• Contains Personally Identifiable Information (PII)

26 UNCLASSIFIED

IRC Release Authorization

• Completed by all individuals involved in Navy CYP

• Requests applicants/employees to self-report criminal

history information

• Submitted to the HRO, and then uploaded to the CSO

G2 site by HRO

• Contains PII

27 UNCLASSIFIED

DD Form 2981, Basic Criminal History

and Statement of Admission

• Requests for CSO to conduct a background check

needs assessment and initiate the appropriate

background check in e-QIP, if applicable

• Should only be completed by Installation NAF HR

personnel who do not have e-QIP access

• Uploaded to G2 with the other background check

documents

• Does not contain PII

28 UNCLASSIFIED

Background Check Needs

Assessment/Initiation Request

• Notifies the installation CO that individual has an

automatic disqualifier

Per DoDI 1402.05, not suitable for childcare

• Completed by the CSO and uploaded to the CSO G2

site

• Upon receipt, HRO must coordinate with the CYP

Director to reassign or suspend individual from having

contact with children


29 UNCLASSIFIED

Notification of Automatic

Disqualification Memo

• Documents the adjudication determination for an

individual with a presumptive disqualifier from DoDI

1402.05

• The CSO will make a suitability recommendation

• The installation CO will make the final suitability

determination

If concurrence: CO will sign the memo and HRO will upload

to G2

In non-concurrence: Justification will be provided on the

memo, signed by the CO, and uploaded to G2


30 UNCLASSIFIED

Background Check Suitability

Determination Memo

Additional Resources: Checklists

• These checklists are optional tools to help ensure all

HR tasks are completed

31

Checklist

NAF HR Background Check Checklist (Employees and Contractors)

NAF HR Background Check Checklist (Volunteers)

NAF HR Background Check Checklist (CDH Providers and Family

Members)

UNCLASSIFIED

Additional Resources:

Sample Letters/Emails

• The below forms are to be used for communications

between HRO and the applicant/employee

32

Name of Sample Letters/Emails

Notification of Background Check Requirement

HR Notification of e-QIP Initiation

Notification of e-QIP Rejection

Notification of Reinvestigation

Notification of Specified Volunteer Background Check Requirement

Notification of Non-Specified Volunteer Background Check

Requirement

Standard Background Check Language for Job Announcements

UNCLASSIFIED

33

CSO Gateway 2.0 (G2) Site

UNCLASSIFIED

Objectives


Navigate the CSO G2 Site

Upload and View Documents

Useful Features

34 UNCLASSIFIED

CSO G2 Site Overview

• Controlled Access site approved for PII which will be

used to maintain all CSO documentation

• Each installation has its own document library

• HR User Roles

Region Users – Read/Write access to all installation libraries in a

region

Installation Users – Read/Write access to one installation library

35 UNCLASSIFIED

CSO G2 Site Access

• A data call will be sent immediately following this

training to identify those HR personnel who need e-QIP

and/or G2 access

These sites are restricted and available via invitation only

• For any access request after the data call, please email

[email protected]

36 UNCLASSIFIED


Navigation

37

1

2

Accessing Installation Libraries

Access the CSO G2 Site with the URL: https://g2.cnic.navy.mil/ca/cso/default.aspx

Under Background Check Documents, select the Region of the installation you need to access

Under the Documents navigation menu, select the Installation

1

2

3

UNCLASSIFIED

3

Upload a Document

38

There are two ways to upload a document. !

Click the Add ( ) New Document radio button

Browse for the document you want to upload and click the OK button

Your Document has been added to the library.

Click the Files tab

The Files Ribbon appears.

Click Upload Document

The case pending open appears.

Browse for the document you want to upload and click the OK button

Your Document has been added to the library.

Using the Library

1

2

3

4

5

Using the Tab Bar

1

2 5

3

4

UNCLASSIFIED

Upload a Document

39

Populating Document Fields

Name: Document Name will be automatically filled in based on the name of uploaded file

Title: Not required to be filled in and will not be displayed in the document library

Installation: Will be automatically filled in based on the document library

Document Type: Select type from drop-down list that best describes the file

Individual Last Name: Enter the Last Name of the individual that the file pertains to (if applicable)

Individual First Name: Enter the First Name of the individual that the file pertains to (if applicable)

11

6

7

8

9

10

6

7

8

9

10

11

UNCLASSIFIED

Useful Features: Alerts

40

1

2

3

4

Setting Up Alerts

Click to select the Item you wish to set an Alert on within a list

The Item highlights blue.

Click the Items Tab to see the ribbon A ribbon appears showing available actions

Click the Alert Me button A drop down menu appears showing you more options.

Select the Set Alert On This Item option

The process for setting an alert on a Document and an Item is the same but you would click the Files or Items tabs, respectively, to see the ribbon and access the Alert button.

!

1

2

3

4

UNCLASSIFIED

Alerts allow users to receive email notifications when a file has been added or updated


41

5

6

7

8

9

[email protected]

The option to have Alerts delivered via Text Message is not available in G2. !

The Alert Title populates automatically but you can edit to suit your needs. This will be in the title of the email alert that gets sent.

Choose whether your alerts will be sent via email using the Delivery Method section

Specify what kinds of changes you would like to receive alerts on using the Send Alerts for These Changes section

Decide how often you receive alerts using the When to Send Alerts section

Click OK

Your Alert has been created. 9

5

6

7

8

Creating a New Alert

UNCLASSIFIED


42

10

11

12

Managing Your Alerts

Click the Items Tab to see the ribbon

Click the Alert Me button

A drop down menu appears showing you more options.

Select the Manage My Alerts option

You are taken to the My Alerts On This Site page.

10

11

12

The process for setting an alert on a Document and an Item is the same but you would click the Files or Items tabs, respectively, to see the ribbon and access the Alert button.

!

UNCLASSIFIED


43

14

14

13

15

15

Managing Your Alerts

Edit Alert: Click the Title of the Alert you wish to edit (it is a link to the Edit Alert page.)

- Follow steps five through nine as outlined above.

Note: You also have the option to delete the Alert from this page.

- Click OK to confirm your changes.

Delete Selected Alerts: Click the box next to the Alert you want to delete in order to select it. A check mark will appear.

- Then click the Delete Selected Alerts button on the page. A pop up window will appear.

- Click OK to confirm your decision.

Add Alert: To add a new Alert on this page, click the Add Alert button on the page.

- To create your new Alert, choose one of the options from the My Alerts on this Site: New Alert Page.

- Click Next.

- Follow steps five through nine as outlined above.

13

14

15

Useful Features: Help Central

44

Help Central for G2 Technical Support

Help Central is a one stop shop for all support and training needs (https://g2.cnic.navy.mil/help/pages/helpcentral.aspx )

Click Job Aids for how-to guides on using the G2 platform

Click G2 Training to access interactive trainings of basic, intermediate, and advanced features

Contact CNIC Support Center for any technical support needs

1

2

3

4

1

2

3

4

4

UNCLASSIFIED

Help Central is intended to provide users with G2 – specific resources

45

HRO e-QIP Training

UNCLASSIFIED

Objectives


Register for and access OPM NP2 Portal and e-QIP

Navigate e-QIP system and use helpful features

Utilize e-QIP to complete your role(s) in the investigation request

process

46 UNCLASSIFIED

What is e-QIP?

• Electronic Questionnaires for Investigations Processing

(e-QIP):

Used to process investigations

Web-based system

• Allows the user to:

Electronically enter, update and transmit their personal

investigative data

Transmit data over secure internet connection

47

Reviewing

Requests UNCLASSIFIED

HRO Role

48

Per DUSN All Users Must Have Active Secret Clearance

UNCLASSIFIED

• HRO will support the Central Suitability Office (CSO) as

e-QIP Agency Users in the processing of CYP

background checks and investigations

• HRO will serve as the investigation request Initiators and

Reviewers

Training Overview

49

Reviewing

Requests

• Account Registration

• e-QIP User Overview

• Initiating Investigation Requests

• Reviewing Requests

• Useful Features

• Way Ahead

UNCLASSIFIED

Account Registration

50

OPM’s NEW NP2 Portal

• The old OPM portal has been upgraded to NP2

Implemented security requires Personal Identity Verification

(PIV) authentication for all users

Users must activate the PIV Authorization certificate on their

CAC to access the portal

All current e-QIP users should have received an e-mail to gather

the required information to transition to the new NP2 portal

If you have not received the request for information please

contact your installation/region security manager

51

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing Requests

Account

Registration

Useful

Features

Accessing the NP2 Portal

• NP2 Portal: https://apollo.opm.gov

• Click confirm button

• Select the PIV certificate

• Enter the PIV PIN in the PIN field*

52

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing Requests

Account

Registration

Useful

Features

https://apollo.opm.gov/

https://apollo.opm.gov/

Linking to e-QIP

• The NP2 Portal Homepage will

display

• Link to e-QIP from the NP2 Portal

by selecting the e-QIP tab

• Enter Social Security Number

(SSN)

• Submit Request

53

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing Requests

Account

Registration

Useful

Features

Users must have a valid SSN and an e-QIP Agency role

• For access issues:

Contact the the Defense Manpower Data Center

(DMDC) Help Desk by email at

[email protected] or;

Call 800-538-9522, select option #5, #4 and ask the

representative for assistance "Activating the PIV

Authorization certificate on their CAC“

NP2 Portal Resources

54

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing Requests

Account

Registration

Useful

Features


e-QIP User Overview

55

• Quick link tabs: My e-QIP - Main Navigation Screen

Request- Initiate a new request, Review a request, Cancel a

request/Uncancel a request

Preferences- Enables user to select personal preferences for

displaying and sorting lists on various e-QIP screens

56

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

e-QIP MAIN NAVIGATION SCREEN

e-QIP MAIN NAVIGATION SCREEN

57

Reviewing

Requests

• The system will notify users when any requests are

close to termination

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Initiating Investigation Requests

58

Initiator Roles & Responsibilities

Serves as the applicant’s main point of

contact Initiates the applicant Notifies the applicant Cancels investigation requests

(Applicant takes a job elsewhere)

59

All employee intake/background check documents must be

provided to CSO for processing

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

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Step 1: Obtain Applicant Information

• Full Name*

• Social Security Number (SSN)*

Verify the accuracy of the SSN before submitting the initiation in

e-QIP

• Date of Birth (DOB)*

• Place of Birth (POB)

*Required Fields

60 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Step 2: Initiate the Request

• Request Overview screen select:

Initiate

Initiate Request radio button

Type the applicant’s SSN into

the Social Security Number field

Select the Standard Form the

applicant must complete in the

ISP/Form drop-down box (SF 85)

Select a group in the Applicant

Group (HRO Office) drop-down

box

Select Continue

61 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Initiating a New Request

• If the applicant is already in the

system:

Initiate a Request screen is

displayed with the applicant’s

existing demographic

information

Validate the information is

correct

• If anything needs to be changed,

contact CSO

62 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features


• If the applicant is not currently in

the system:

Initiate a Request screen is

displayed with blank data fields

Enter the applicant’s information

Select Initiate Request

63 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Select the AUB Template

Click on ‘Initiate Request


(Selecting AUB Template)

64

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

• The request is now initiated and the Agency Use Block

(AUB) screen is displayed.

• Select:

Template for the required

investigation

Agency Use Block (AUB) will

auto-fill

Save AUB

Request is saved and initiated

Applicant may now log into

e-QIP and complete the form

Notify applicant of initiation

THE AUB SHOULD NOT BE ALTERED

65 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features


(Selecting AUB Template)

Step 3: Notify the Applicant

• Use CSO sample notification

email template which provides:

Information of where to access

the applicant e-QIP website:

www.opm.gov/e-qip

How to Log In

Completion timeframe

66 UNCLASSIFIED

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

http://www.opm.gov/e-qip



Reviewing Requests

67

Reviewer Roles & Responsibilities

Review the completed

Standard Form

Forward request to

Approver (CSO)

Locate the request Attach or review existing attachments to the request

Specify fingerprint submission method

Reject request, if necessary

68

Reviewing

Requests e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

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Step 1: Select The Request

• Select:

Request in top navigation

bar

Select “Awaiting Review”

drop-down box

Select Go

69

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Step 1: Select The Request

• Displays all requests

awaiting review

• Select:

Radio button next to the

request to review

Review Request

70

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Request Already Assigned to

Reviewer

• Select Request tab on

navigation bar:

Select “Assigned to Me” in

drop-down box

Select Go

• Displays all requests

assigned to reviewer

71

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Step 2: Review the Request

• Select:

Review in the sub-

navigation bar

Archival Copy

(Recommended)

• Archival Copy shows

date and time

applicant certified

and a data hash code

that protects the

integrity of the

document

72

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Step 2: Review the Request

• Review Request for:

Correct, complete, and current

information

Street addresses - No PO Boxes

Zip codes for each activity

No time gaps

Applicant’s signature

Appropriate documents

uploaded

“Yes” responses have

explanations /relevant details

• Remember! Validate responses

for accuracy

73

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Attachments/Fingerprint Submission

Method

74

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Step 3: Release or Reject Request

• If no errors, select Release to Approver (CSO)

• If minor errors, work with the applicant to correct:

Additional reference checks

Incorrect signature page

• If major errors are present, reject the investigation

request back to the applicant for corrections:

Lacks information

Contains discrepant or incorrect information

Otherwise does not meet the requirements of the questions on

the Standard Form

75

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

• Review Tab:

Use Reject to Applicant

Comments box

Type in the reason/s for rejection

Comments will display when the

applicant logs in to e-QIP

Select Save Changes

• Anytime a case is rejected:

Case is assigned new

investigation request ID number

New signature pages generate

Applicant must sign the new

signature pages

76

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Rejecting a Request Back to the

Applicant

• Notify the applicant of the

rejection and tell them what they

need to correct

• Use the CSO sample notification

e-mail template which provides:

Instructions for logging back into e-

QIP to make the required corrections

Instructions on what needs to be

corrected

Alert to re-answer Yes/No questions

A reminder to re-certify and sign new

release pages

Instructions for submitting the new

release pages to the agency

Your contact information

77

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Rejecting a Request Back to the

Applicant

Useful Features

78

Useful Features

79

Reviewing

Requests

e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

• Event History:

View the case's event history

Determine the case's current status /stages already passed through

Determine if any delay took place and where

• Type one of the following into the Find field:

Request ID number

Applicant's name (type "last name" or "last name, first name")

Applicant's SSN (with or without hyphens)

Applicant's last name and final four digits of the applicant's SSN (type

"last name XXXX")

Useful Features

80

Reviewing

Requests e-QIP User

Overview

Initiating

Investigation

Requests

Reviewing

Requests

Account

Registration

Useful

Features

Contact Information

• For questions and/or concerns please contact CSO:

[email protected]

Patty Lang, CSO Head

Jessica Simmons, CSO Policy Analyst

Nicole Reghuthaman, CSO Security Officer

Dave Speed, CSO Security Officer

Tamara Haire, CSO Security Officer

81


82

Q&A

UNCLASSIFIED

Backup: Background Check

Requirements

83

Employees and Contractors

Individual Type Initial Investigation (Example: 2014)

Annual Requirements, Year 1 (Example: 2015)




Reinvestigation Requirements, Year 5 (Example: 2019)

Employee Child Care T1, DD 2981, IRC,

DD 2981 DD 2981 DD 2981 DD 2981 Child Care T1 initiated before 5-year anniversary of previous Child Care T1 favorable adjudication date, DD 2981, IRC*

Contractors Child Care T1, DD 2981, IRC


Active Duty Military

JPAS verification, DD 2981, SAC, IRC

DD 2981 DD 2981 DD 2981 DD 2981 JPAS verification prior to 5-year anniversary of JPAS verification date, DD 2981, SAC, IRC*

Employee/ Contractor with a current T1 or higher Investigation


DD 2981 DD 2981 DD 2981 DD 2981 JPAS verification prior to 5-year anniversary of JPAS verification date, DD 2981, SAC, IRC*

84

Note: Table assumes JPAS verification shows active clearance, that IRCs and Child Care T1s

are favorable, that the SAC returned with no issues, and that the DD 2981 was favorably

completed.

*Favorable IRCs and DD 2981 must be received by the program prior to the 5-year anniversary

of the previous Child Care T1 favorable adjudication date/JPAS verification date.

UNCLASSIFIED

CDH Providers and Family Members

Individual Type

Initial Certification (Example: 2014)

Annual Requirements, Year 1 (Example: 2015)*




Re-certification Requirements, Year 5 (Example: 2019)

CDH Provider Child Care T1, DD 2981, IRC and Reference checks

SAC initiated prior to 1-year anniversary of Child Care T1 favorable adjudication date, DD 2981, IRC

SAC initiated prior to 1-year anniversary of previous date SAC returned with no issues, DD 2981, IRC



Child Care T1 initiated before 5-year anniversary of previous Child Care T1 favorable adjudication date, DD 2981, IRC*

Non-Military Family Member

Child Care T1, DD 2981, IRC





Child Care T1 initiated before 5-year anniversary of previous Child Care T1 favorable adjudication date, DD 2981, IRC*

Active Duty Military Family Member






JPAS verification prior to 5-year anniversary of prior JPAS verification, DD 2981, SAC, IRC*

85



completed.

*Favorable IRCs and DD 2981 must be received by the program prior to the 5-year anniversary

of the previous Child Care T1 favorable adjudication date/JPAS verification date.

UNCLASSIFIED

Specified Volunteers

Individual Type

Initial Certification (Ex: 2014)

Annual Requirements, Year 1 (Ex: 2015)*




Reinvestigation Requirements, Year 5 (Ex: 2019)

Specified Volunteer

Child Care T1, DD 2981, IRC


Specified Volunteer, Active Duty Military


DD 2981 DD 2981 DD 2981 DD 2981 JPAS verification prior to 5-year anniversary of previous JPAS verification, DD 2981, SAC, IRC*

86



completed.

*Favorable IRCs and DD 2981 must be received prior to the 5-year anniversary of the previous

Child Care T1 favorable adjudication date/JPAS verification date. If break in volunteer service

longer than 6 months during Year 1, 2, 3, or 4, IRCs must be re-run for all populations.

UNCLASSIFIED

Non-Specified Volunteers

Individual Type

Initial Certification (Ex: 2014)





Reinvestigation Requirements, Year 5 (Ex: 2019)

Non-Specified Volunteer

DD 2981, IRC DD 2981 DD 2981 DD 2981 DD 2981 DD 2981, IRC

87

Note: Non-specified volunteers must always be kept in Line of Sight Supervision

(LOSS) of a cleared employee or specified volunteer.

*If break in volunteer service longer than 6 months during Year 1, 2, 3, or 4, IRCs

must be re-run for all populations.

UNCLASSIFIED

CYP Volunteers

88 UNCLASSIFIED

Specified Volunteers Non-specified Volunteers

Individuals who could have extensive or

frequent contact with children over a

period of time. They include, but are not

limited to, positions involving extensive

interaction alone, extended travel, or overnight

activities with children or youth.

Individuals who provide services that are

shorter in duration than is required to perform

a criminal history background check (e.g., one-

day class trip, class party) and are never

expected to interact alone with children or

youth.

Can perform duties without line of sight

supervision (LOSS) pending favorable

completion of all background checks

Default type of volunteer for CYP

Designated by the region or installation

commander

Must always be in line of sight (LOSS) of a

cleared individual

Subject to the same level of background

checks as employees or contractors:

• IRC

• Child Care T1 or equivalent

Do not receive the same level of background

checks as employees or contractors:

• IRC

No volunteer is allowed to interact with children unless an IRC

has been completed

CSO Implementation

89

CSO Milestones Dates

• Published CNIC Notice 1700

• Established standard performance metrics & standard reporting

• Hired initial CSO personnel

• Conducted Installation Audit Readiness Assessments - physical

reviews and assist visits

Dec 2015-

Mar 2016

(COMPLETE)

• Hiring two additional Security Managers (COMPLETE)

• Acquiring access to all background check databases

• Continue Installation Audit Readiness Assessments

• Coordinating additional Navy policy

Apr 2016-

May 2016

• Begin processing CYP background checks

(Installation Records Checks and Background Investigations)

• Continue Installation Audit Readiness Assessments

• Support installation CYP backlog

Jun 2016-

Nov 2016

• Begin processing background checks for individuals working with

children in other N9 programs (MWR, FFR, etc)

Dec 2016-

Feb 2017

• Begin processing background checks for other CNIC Programs

working with children

TBD

UNCLASSIFIED