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:
• All questions will be compiled into a Q&A document and
loaded onto the e-Library
3
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
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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
Duration: 3 business days
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
Duration: 2 business days
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
Duration: 3 business days
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
document library on G2
21
CDH providers and family members must favorably complete an IRC
and SAC annually
UNCLASSIFIED
Duration: 2 business days
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
Duration: 3 business days
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
document library on G2
23 UNCLASSIFIED
Duration: 2 business days
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
• Does not contain PII
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
• Does not contain PII
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
• Upon completion of this section you will be able to:
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
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
Useful Features: Alerts
41
5
6
7
8
9
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
Useful Features: Alerts
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
Useful Features: Alerts
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
• Upon completion of this section you will be able to:
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
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
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
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
Initiating a New Request
• 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
Initiating a New 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
Initiating a New Request
(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
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
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:
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)
Annual Requirements, Year 2 (Example: 2016)
Annual Requirements, Year 3 (Example: 2017)
Annual Requirements, Year 4 (Example: 2018)
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
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*
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
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*
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)*
Annual Requirements, Year 2 (Example: 2016)*
Annual Requirements, Year 3 (Example: 2017)*
Annual Requirements, Year 4 (Example: 2018)*
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
SAC initiated prior to 1-year anniversary of previous date SAC returned with no issues, 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
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
SAC initiated prior to 1-year anniversary of previous date SAC returned with no issues, 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*
Active Duty Military Family Member
JPAS verification, DD 2981, SAC, IRC
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
SAC initiated prior to 1-year anniversary of previous date SAC returned with no issues, DD 2981, IRC
SAC initiated prior to 1-year anniversary of previous date SAC returned with no issues, DD 2981, IRC
JPAS verification prior to 5-year anniversary of prior JPAS verification, DD 2981, SAC, IRC*
85
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
Specified Volunteers
Individual Type
Initial Certification (Ex: 2014)
Annual Requirements, Year 1 (Ex: 2015)*
Annual Requirements, Year 2 (Ex: 2016)*
Annual Requirements, Year 3 (Ex: 2017)*
Annual Requirements, Year 4 (Ex: 2018)*
Reinvestigation Requirements, Year 5 (Ex: 2019)
Specified Volunteer
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*
Specified Volunteer, 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 previous JPAS verification, DD 2981, SAC, IRC*
86
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 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)
Annual Requirements, Year 1 (Ex: 2015)*
Annual Requirements, Year 2 (Ex: 2016)*
Annual Requirements, Year 3 (Ex: 2017)*
Annual Requirements, Year 4 (Ex: 2018)*
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
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