Contents · 2016. The CSO’s goal is to facilitate clear communication between NAF HR, CYP, CSO, and Security personnel action officers in the background check process. The below

CSO Standup Q&A (CYP, NAF HR, Security Managers), 27 September 2016

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The Central Suitability Office (CSO) will process background checks for all Child and Youth Programs (CYP) personnel – employees, contractors, volunteers, CDH providers and family members – on 31 May 2016. The CSO’s goal is to facilitate clear communication between NAF HR, CYP, CSO, and Security personnel action officers in the background check process. The below are compiled questions following CSO process training. Any follow-up questions may be sent to the CSO: [email protected].

Contents CYP Questions .............................................................................................................................. 2

General Policy ............................................................................................................................. 2

Roles and Responsibilities .......................................................................................................... 4

Background Check Process......................................................................................................... 5

CYMS ......................................................................................................................................... 6

Systems Access ........................................................................................................................... 7

Implementation Timeline ............................................................................................................ 8

HR Questions ................................................................................................................................ 8

General Policy/Process ............................................................................................................... 8

Fingerprints ............................................................................................................................... 11

Roles and Responsibilities ........................................................................................................ 13

Systems Access/G2 ................................................................................................................... 13

Installation Records Checks (IRCs) .......................................................................................... 14

Implementation Timeline .......................................................................................................... 16

Security Manager Questions ................................................................................................... 16

CDH Questions ........................................................................................................................... 17

CDH Requirements Outside of CSO Scope.............................................................................. 17

Paperwork/Documentation ....................................................................................................... 18

Working with NAF HR ............................................................................................................. 19

Installation Records Checks (IRCs) .......................................................................................... 20

General Process Questions ........................................................................................................ 21

mailto:[email protected]


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CYP Questions General Policy Q: Will the CSO be taking over ongoing investigations with pending adjudications for action? A: No, you will continue working with current action officers on any ongoing investigations. The CSO is only responsible for new investigations. Any backlog issues will be addressed through Command and Staff, and Installation/Region Security Manager. Q: Are SACs for CDH providers still done annually? How early does NAF HR need to be notified to initiate them? A: Yes, SACs are still done annually. We suggest tracking and initiating a few months before their due date (2-6 months). Q: What about APF employees? Do you they go through NAF HR too? A: There will be no new APF employees hired in CYP, so this population will remain very small. It will be covered in the CSO phased implementation as we work to process background checks for all personnel covered under DoDI 1402.05. However, right now the CSO has begun to process only CYP NAF employees, as well as CYP volunteers, contractors, CDH providers and family members. Reinvestigations for APF employees will continue to be handled by the installation Security Manager until further guidance from the CSO. Q: I have several 5-year reinvestigations due in August. Will the CSO process these? A: Yes, consider CYP reinvestigations as new investigations that the CSO will process. Again, provided they are not for APF employees. Q: Will the annual Statement of Admission be completed and sent to the CSO as well? A: The DD form 2981 will be one of the documents collected with the background check packet submitted to the CSO during initial investigation and reinvestigations only. CSO does not need the form annually. A copy of the form will be kept in the CYP folder. The CYP Director will continue to track annual signatures and update this information in CYMS. Q: Where can we get a copy of this training? A: The slide deck was sent out to all attendees immediately following the training. If you did not receive a copy, please email the CSO at [email protected]. Q: In the CYP Directors training, who do the action durations apply to? A: This training was specifically targeted for CYP, therefore any turnaround times listed in the slides apply to CYP.



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Q: If a volunteer such as a coach has not had a break in service more than 6 months, does she have to complete another IRC? A: No. If the volunteer came onboard, received a favorable IRC and/or CNACI, favorably completed the DD2981, and has had continual service, the individual does not need a new IRC until reinvestigation. However, if at any time there is a break in service of 6 months or more, IRCs will need to be re-run. Q: Even if there is no break in service, do IRCs have to be completed every 5 years? A: Yes, IRCs are required during reinvestigation for all populations. Q: We encourage parent participation through center parties or other one-time events. Would a parent who speaks about their job or reads a book once be considered a non-specified volunteer and therefore need an IRC? A: Parents of children who are receiving child care services are not required to have a background check when participating in one-time activities with their child. However, all such individuals must be kept in Line of Sight Supervision (LOSS) and escorted by a cleared staff member. Q: What is your guidance for a staff member who has been in red shirt for over 2 years, other staff red shirt for over a year? A: If a case is from 2014 or older, a new CNACI should be initiated with the CSO for that individual. If the case is from 2015 or newer, reach out to the Security Manager for a status. The Security Manager must access the case file in CATS (or request from Region Security, if no access at the installation) and locally adjudicate the file. All backlog cases are being handled by HQ Command & Staff, and Region/Installation Security. Q: Will CYP programs be required to have paper copies of background check clearances in employee files? A: Not for new CYP background checks processed by the CSO. However, historic background check data should be kept for the 2 years prescribed in the CNIC Notice, or until the following two items are completed: 1) background check data is determined audit ready and 2) a process for transfer of this data to CSO has been identified and completed. Q: Do non-DoD affiliated volunteers require an IRC as well? A: Yes, an IRC will now be completed for all personnel, regardless of DoD affiliation, before interaction with children under the age of 18. Q: There has been concern expressed about active duty CDH family members having too many background checks. Has this been resolved? A: Active duty CDH family members are required to complete the background checks as explained by DoDI 1402.05. Q: We have sports officials who are contracted through a company to officiate. Is it okay to only have


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an IRC completed for them? A: No, contractors must have the same checks as employees, including a CNACI/Tier 1 Investigation. Q: I have a CYP transfer without a break in service who has a favorable ANACI, will she need to complete a CNACI with us? A: The individual will need to complete a fingerprint SAC to add the childcare portion of the background investigation, but not the full Tier 1 investigation (CNACI). Q: When I initiate a background in e-QIP, am I supposed to use CSO Tier 1 AUB template? A: Yes, that is correct. Q: When we have a CYP employee who is transferring from another CYP location do we need to do locals on them since they are already in the system? A: CSO doesn’t have access to older IRC data at this time. Assuming that the CNACI/Tier 1 investigation is less than 5 years old and there has been no break in service, new IRCs will be run if they were completed prior to 31 May. A new SOA will also be signed.

Roles and Responsibilities

Q: What forms and paperwork will NAF HR be responsible for sending to the CSO? A: Depending on the population, NAF HR will upload: IRC Release Authorization, OF-306 (Declaration of Federal Employment), Resume, DD 2981 (Statement of Admissions), and the Background Check Needs Assessment/Initiation Request (if HR does not have e-QIP access). When e-QIP is submitted to the CSO for review, it will include the completed SF-85, the OF-306, and a resume. Tables have been included in the attached training slides for your convenience. Q: What specific forms are being filled out for IRCs? A: CSO has created an IRC Release Authorization. NAF HR will be responsible for its collection and upload to the CSO. Q: NAF HR has not traditionally taken any action with CDH providers. Is this a role they now understand? Will NAF HR have responsibilities for CDH providers similar to their role for CYP staff? A: Yes, NAF HR has been trained on the new CSO process and will also be the touch point for CDH providers and family members. Q: Will the Background Check Action Officer Responsibility Ledger change now that CSO is doing the checks? Will it even be required anymore? A: We will be modifying it in next iteration of CNIC Notice 1700, as the CSO will become the action officer for the investigations. However, there is still a need for action officers for fingerprint collection and local adjudication, for example.


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Q: Is NAF HR initiating the local background checks and the Family Advocacy Program (FAP) checks? Or is this still a CYP responsibility? A: Those checks are a part of the IRC; once the IRC Release Authorization is signed and uploaded to G2 by NAF HR, the CSO will conduct the checks and record the results in CYMS. Q: How will the new CSO process change the inspection process? A: The CSO will be getting inspected for all new CYP checks it is processing. Installations will still be inspected for any previous checks until the following two items are completed: 1) background check data is determined audit ready and 2) a process for transfer of this data to CSO has been identified and completed. Q: Will CSO standardize the documentation regarding background checks? A: Yes, we have provided guidance to NAF HR on all forms needed for background check processing Q: Who is responsible for tracking annual recertification for CDH providers and family members? A: CYP Directors. Q: Will an active duty spouse's JPAS check be done automatically by CSO at the 5 year point or will NAF HR initiate a request? A: CYP is responsible for notifying NAF HR of the need for an investigation. NAF HR will be responsible for collecting and uploading the forms which are required for the CSO to process. Q: Will the CSO follow up with the NAF HR if they have not uploaded the required documentation to the G2? A: Yes and NAF HR will reach out to the individual to complete any missing forms. Q: What is LOSS policy for volunteers? A: Please refer to the LOSS Policy Letter signed out in March 2016. For specified volunteers: please refer to para. 1. a. for requirements that must be completed prior to an applicant being allowed to participate in the LOSS program. Essentially, all IRC must be completed and returned favorably, the e-QIP or OFI-86C must be initiated and released to OPM, and fingerprints must be submitted to OPM. For non-Specified volunteers: the requirement to participate in LOSS is the favorable completion of IRCs.

Background Check Process Q: You say you identified the timelines for the background check process per the flow chart, where, I don't see any timeframes on the flow chart?


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A: Timelines for CYP Directors are included in the presentation. Similarly, NAF HR received a training that included durations for the tasks for which they are responsible. Q: What is the turnaround expectation for IRCs? A: We do not expect IRCs to take longer than a week, but the goal is 2 business days. Q: It is taking 2 months to get a staff onboard after interviews due to IRCs and drug testing. Do you anticipate that this will shorten the timeframe? A: The CSO does not have a role in drug testing. However, IRCs will be turned around between 2 days and 1 week . Q: The new guidance says to notify NAF HR 6 months prior to a reinvestigation being due however security office says no more than 1 month early. Will this now change? A: Yes, 6 months prior is correct.

CYMS Q: Will it be noted in CYMS that you entered the cleared background check? A: A favorable completion date will be recorded for all cleared background checks, in the same way that CYP Directors previously input the data. Unfortunately, CYMS does not have a function to alert you when new data has been added. You will have to run reports to check the records periodically for individuals with pending investigations. Q: How will CYP Directors know when CYMS is updated by CSO? For example, how will HR be notified that the CSO completed the IRC and a new hire can start? A: Please see answer above. CYP Directors will have to monitor CYMS regularly; the CSO will not be sending notifications. Q: Will IRCs be loaded by the CSO into CYMS as well as the Child Care Tier 1 Investigation? A: Yes, we will be recording those results using the current CYMS codes. Q: Will the CSO also be loading the Military Members background check for active duty spouses of CDH providers/applicants into CYMS? A: Yes, it will be the same process and CYMS code (MMSC) as is currently being used. CYP Directors are still responsible for creating the personnel record in CYMS. Q: What does it mean that there is no code in CYMS for secret clearances? Will this information be put in CYMS or not? A: No direct care positions within CYP require a secret clearance. For active duty Military Members with


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a clearance (whether volunteers or CDH family members), we will continue to use the code Military Members Security Check (MMSC). You will continue to use the following volunteer codes for non-active duty: VOL-NOSP (Volunteer, Non-Specified) and VOL-SP (Volunteer Specified). Q: Once a background check is complete, will CYP directors receive an adjudication form or will there only be a note in CYMS that the employee is cleared? A: If it is favorable, the information will flow through to CYMS. If there is an automatic disqualifier, the CSO will send a memo to NAF HR who will be responsible for notifying CYP. If there is a presumptive disqualifier, the CSO will make a recommendation to the adjudicator and upload that memo to G2. Then NAF HR will notify CYP and the designated adjudicator for a suitability determination. The decision memo will then be uploaded to G2 and CSO will record information in CYMS. Q: Will CYMS be updated to reflect an Open, Closed, and Adjudicated column instead of just an open and closed column like it has now? A: CYMS will continue to be populated as it is now. Open dates will reflect the date the check was initiated or the date the Tier 1 Investigation (CNACI) was submitted to OPM. Closed dates will be the favorable adjudication dates for the checks per guidance provided in CNICNOTE1700. Q: How often should we check CYMS for cleared backgrounds? A: We suggest running CYMS reports frequently, for pending investigations. Tier 1 investigations are expected to take 90-120 days from initiated to adjudication and estimated completion for SACs is 30 days. Q: Will there be a CYMS code for background check that easily identifies Camp A? We can toggle them at contractor on the Core info page, but I don't see anything else that would identify them as Camp A. Would the CNACI be the only piece of info we have in CYMS for Camp A? A: Camp A at the installations get IRCs and CNACIs, and fill out the SOA. They should be loaded as contractors in CYMS, with a note in the comments field as Camp A.

Systems Access Q: Is the G2 site up and running? When will NAF HR get access? A: The G2 site is up and running, and access has been granted for all requests sent to the CSO. If you or your staff require access, please send an email to [email protected]. Q: Who do we turn to for guidance if our security manager tells us he does not have access to JPAS or CATS and is not able to tell us if staff are adjudicated? A: The CSO will have access to all systems and will perform these functions for checks after 31 May. HQ Command & Staff and Region/Installation Security Managers are responsible for backlog prior to 31 May Q: Can IRCs be conducted locally until the installation NAF HR personnel get access to G2?



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A: The G2 site is up and running, and access has been granted for all requests sent to the CSO. IRCs must be conducted by the CSO at this time. Implementation Timeline Q: Is the CSO processing new checks starting now? A: Yes, the CSO is now responsible (as of 31 MAY) for new checks for CYP personnel. Q: When will we begin doing the fingerprint checks that are included in the Office of the Secretary of Defense (OSD) inspection criteria? A: There is no change to the fingerprint process until we establish an electronic fingerprinting solution across the enterprise.

HR Questions General Policy/Process Q: How will the transfer process be handled through the CSO? A: First, you will send the CSO an email alerting us to the transfer (at [email protected]). If the initial checks were run by the CSO, they can be transferred seamlessly. We will update the record in CYMS. If the checks were run prior to 31 May, the gaining installation HR will need to upload the IRC Release Authorization to G2 so that CSO can re-run the IRCs. The CSO will conduct a background check needs assessment in JPAS to validate any existing investigation. All results will be updated in CYMS. If any additional documentation is required, CSO will reach out to installation HR. Update, 12 August 2016: A transfer policy letter is currently being drafted by CYP. In the interim, please refer to the following notes:

• IRCs processed prior to 31 May 2016 (CSO standup date) do not transfer to the gaining installation. Please submit a reinvestigation package that includes the IRC Release Authorization form.

• IRCs processed after 31 May 2016 (CSO standup date) will transfer to the gaining installation,

assuming there is no break in service.

• Current, favorable Tier 1 investigations (previously CNACIs) will transfer to the gaining installation, assuming there is no break in service.

• If there is ANY break in service, new investigations must be completed in their entirety. This is

per DoDI 1400.25, Volume 731.

• New SOA forms must be completed and kept onfile at the gaining installation.



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Q: How will this new process be incorporated into the inspections? A: Once installations have their historical background check data verified as audit ready, CSO will become the audit point for all inspections. CSO will become the audit point for all new CYP investigations beginning 31 May. Q: Can we send the e-QIP package directly to OPM? A: You will send fingerprints to OPM directly following the current local procedure. However, e-QIP packages should be released to CSO for final review and release to OPM. Q: Should I delete old uploads for a selected CYP personnel who declined the position and will no longer be hired on as our staff? A: Please notify your CSO Security Officer POC when an individual declines a position. CSO will handle document deletion. Q: Once orientation has been completed and employee is sent to the CDC, are they (CDC Director) going to know that the employee has or has not been assigned a smock? Is this something that will be showed in CYMS so that they are aware? A: There is a date in CYMS for CNACI Initiated, that CSO will populate, when fingerprints and eQIP are confirmed sent to OPM. The CYP Director would know that the individual is red smock eligible when the dates for all IRCs and CNACI Initiated are populated. Q: Can HR give a formal job offer after all IRCs are cleared OR when they are assigned a smock color? A: The LOSS Policy letter that was signed out in March (attached) gives guidance on this at 1a. Provisional job offers can be made when IRCs are favorably completed, and that individual can be involved in orientation or trainings where they are not around children. Per the LOSS Policy letter, the same individuals are then red smock eligible when both their fingerprints and e-QIP investigations have been submitted to OPM. Q: Will we consider individuals ready for hire when a LOSS color has been assigned, or if all IRC columns are green without smock color assigned? A: Completed IRCs (favorably) = ready for provisional offer, as well as any orientation or training that is not around children. Red smock color= ready to work around children under LOSS. Q: Is there an OPM policy that indicates if an individual has had an investigation initiated within the past 5 years, a new investigation cannot be initiated? If so, how, in general, should we proceed for individuals who may fall within this category:

- A CNACI was initiated in 2014 or before, and is still pending (still open). - A CNACI was initiated in 2014, and is closed but not reflecting an adjudication status.


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A: There is no OPM policy that states that a new Tier 1 can't be initiated. We have received no push-back doing so. For both of the scenarios above, for investigations initiated in 2014 or older, we are recommending a new investigation be submitted through CSO. Q: Do you still want us to upload the OF306 and application/resume when we release EQIP to CSO? A: If you've uploaded it to the e-QIP application, then CSO does not need an additional copy. However, if CSO is initiating e-QIP for your Region/Installation, please upload all applicable documents. Q: I am told that an individual with an active CNACI needs a complete reinvestigation because there is a break in service. I thought the CNACI was good unless there was a 2 year break? A: We are working to comply with the suitability DoDI (excerpt below) that notes that new investigations must be completed when there is a break in service. DoDI 1400.25, volume 731, page 13-14, Enclosure 3, 9. Reciprocity: b. Reciprocal recognition of favorable suitability or fitness determinations should be applied when: (3) The individual has not had a break in employment since the favorable determination was made. CSO has asked for written guidance from Navy OCHR on this topic, but will continue to abide by the DoDI until that guidance is given. Q: How does the CDC Director know if the applicant/employee has completed eQIP? A: CDC Directors would know that e-QIP has been completed and submitted to OPM when CSO enters the CNACI opened date in CYMS. Q: Can you advise which forms we will need to upload for teens that are participating in the Teen Employment Program (all our participating teens are 14-17 years old)? A: Please use the IRC Release Authorization to initiate the IRCs, with the parent/legal guardian signing for the teen. Q: What is the basic process for submitting Special Agreement Checks (SACs) through the CSO? A: 1) HRO completes and uploads OFI86C to G2 2) CSO reviews and completes required info, e.g., block #9: change or add CSO SON; Block #8: Position Title; Block #7: Special Agreement Codes; and Block #14: Requesting Official info. 3) CSO releases by fax or email to OPM. 4) Coordinates with installation to ensure fingerprints have been submitted. Q: We have an individual who is a non-citizen. According the CYMS record, her CNACI can't be adjudicated because she only has a green card. How should we handle? A: 1) For non-US citizens with a Green Card or Alien Admissibility Submit an SF85 as you would for US Citizens *PLEASE NOTE:---> this is not the process for individuals that are spouses of service members in overseas locations


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2) The applicant would complete the form using their Non-us Citizens Federal Identification Number (similar to a SSN - for tax purposes) 3) All information is provided as for US citizens on SF85 Q: Previous guidance was for a parent/guardian to sign the SOA, DD Form 2981 on a teen’s behalf. Is this the case? A: Effective immediately (12 August 2016), no SOAs are required for teens (12-17 years of age): CSO has obtained guidance from OSD that teens (whether hires, volunteers or family members of CDH providers) are NOT required to complete the SOA/DD Form 2981, or to have a parent/guardian sign for them. CSO tracker documents and guidance will be updated.

Fingerprints Q: Our security manager currently requires cleared fingerprints prior to initiating a T1 (prior to entering information into e-QIP). My understanding of the new process is that we will no longer do that, and the finger print check will be a part of the T1 only. We previously rescinded job offers for anyone that comes back a Level 2 on the fingerprint check. Under the new process, employees will already be in the classrooms in a red shirt prior to fingerprint return. A: CSO is working on an electronic solution for Navy across all installations. However, for now, all fingerprint processes are staying the same. Though your Security Manager directed taking fingerprints before the T1 forms are submitted, fingerprints have always been matched up at OPM as part of the full T1 investigation package, so that process is unchanged. Q: Our Installation uses hard cards. Will the background check action officer continue to mail the fingerprints to OPM? A: Installations will continue to submit fingerprints based on the current local procedure. Q: What is the address for sending fingerprints to OPM for the OFI 86Cs? A: FIPC US Office of Personnel Management ATTN: Front End Scheduling P.O. Box 1618 Boyers, PA 16020-9901 Q: When completing the fingerprint card for electronic fingerprints, we enter the request ID from the initiation process. If the e-QIP initiation is after the fingerprints, will I leave this blank? A: Putting the initiation request ID is helpful; however, the subject's SSN on the hardcopy is sufficient to marry up the case at OPM.


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Q: We have updated the CSO SON into the electronic fingerprint machine, but it requires an address. What address would you like us to put in? A: The SON currently used by the CSO is the HQ Security SON: 886G. It is attached to the following address: 716 Sicard St., SE Bldg. 111 Washington Navy Yard, DC 20374 Q: I just spoke to the Pass/ID and the computer that they are using to capture electronic finger prints cannot enter a new SON. How should we handle? A: It is ok if the SON can't be changed on the fingerprints. It is sometimes helpful, but they are ultimately married up at OPM with the investigation via the subject's SSN. Q: What are the state fingerprint requirements, and how do I handle?

• A: A Statewide Criminal History Record search is requested in all states where a subject has listed residency since the age of 16. Some of these states require hard card submission and/or release forms in addition to the fingerprints submitted for the SAC or CNACI/Tier1. o If you have access to e-QIP, you can find requirements by state, along with associated forms,

in the OPM portal: Public Library > Childcare Investigations Documents > State Forms. If you do not have access to e-QIP, contact your CSO Security Officer for process/form information

o For states that require additional hard card fingerprints submissions:

Some electronic fingerprint machines have card printing capabilities. If, for example, you will need two hard cards to state submissions for the subject, work with your fingerprint technician to print two copies for HR to manually submit to OPM in addition to the automatic electronic submission.

If your installation takes electronic fingerprints, but does NOT have printing capabilities from the machine: a separate inked hard card set of prints will need to be taken and submitted for EACH state requiring hard cards.

If your installation takes prints using ink and hard cards, enough cards will need

to be taken to: 1) submit to OPM for the SAC or NACI/Tier 1 and 2) submit to each state requiring hard cards for SCHRs.

FD-258 fingerprint cards are available for order, free of charge, at: https://www.fbi.gov/about-us/cjis/fingerprints_biometrics/ordering-fingerprint-cards

o Once you have a complete package for state requirements, please send it to:

OPM-FIS PO Box 618

https://www.fbi.gov/about-us/cjis/fingerprints_biometrics/ordering-fingerprint-cards

https://www.fbi.gov/about-us/cjis/fingerprints_biometrics/ordering-fingerprint-cards


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Boyers, PA 16018 ATTN: FILE TECHS - CHILD CARE TEAM

Roles and Responsibilities

Q: What role will the Region CYP play in this process? A: The Region CYP will provide general oversight of the process. The Installation CYP will be responsible for running CYMS reports to track recertification and reinvestigation due dates for individuals and notifying HR of those dates to begin the process 6 months prior to the due date in CYMS. Q: How will the CSO work with the QRB for providers? A: The CSO will not have an active role in the QRB process. The CSO support CDH provider and family member background check requirements. Q: Our Security Officer sat with me during the HR seminar. He asked who will be responsible for adding a person's record in JPAS? A: Our understanding of this process is that SAP HR feeds DEERS, which eventually feeds into JPAS. Sometimes there are issues where new files are not pushed through and need to be created. In that case, the installation may utilize the local Security Manager to create the JPAS record. Q: In the past, my Security Manager signed the OFI 86C document. Who signs now? A: CSO will sign the document once uploaded to the G2.

Systems Access/G2 Q: Who will ensure that CYP has access to G2? A: CYP directors will not have access to G2. HR is responsible for uploading all forms to G2 and communicating information from G2 to CYP directors as required. Q: Will the Region CYP require access to e-QIP to support the installations? A: No, the Region CYP will not need access to e-QIP. CYP will use CYMS—which will be populated by CSO—to track all results and due dates. Q: I sent the access spreadsheet CSO G2 access, but I was told that I could not be added until I had access to the main G2 site. Who do I contact?

A: Please contact CNIC Support. Email: [email protected]; Phone: 1.888.264.4255; DSN: 942-6597. Once access to the main G2 site has been established, email the CSO (at [email protected]) so we can add you to the CSO-specific site.

Q: I can't access the ITEMS Tab to set up my G2 alerts. What should I do?



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A: If you are following the instructions in the HR training on setting alerts, but are still having issues, please contact the G2 Help Desk so that they can create a ticket for you: [email protected]. Q: I uploaded many documents to G2. I can see them in my Installation Library, but CSO can’t. What’s the problem? A: Each file requires “Document Type” to be selected in order to do so. When doing a batch upload, the documents will stay checked out until a document type is selected for each. 1) Go to main CSO page: https://g2.cnic.navy.mil/ca/cso/default.aspx . Click on Region you wish to select on the left. Region Library will display. 2) Click on the associated Installation library on the left. 3) Hit FILES at top to view ribbon. Highlight all files that you wish to check in by clicking on them. Make sure they are highlighted blue with a check to the left of the file, as below. Click Check In. 4) If Document Type is not selected on the document, you will get an error message when you try to check in. 5) Click on document so that it is highlighted blue and a check appears to the left of the title. Click on Edit properties. 6) Populate Document Type by selecting from drop-down, as well and any other information available. Click Save. 7) Click on document to highlight blue so that a check appears to the left of the titled. Click Check In. Check with your Security Officer POC to see if they can now see your documents. If they can’t, please contact the G2 Help Desk so that they can create a ticket for you: [email protected]. Installation Records Checks (IRCs) Q: Can you provide clear guidance on NCIC in this process? A: CSO originally planned to run the NCIC checks centrally. However, we received guidance from DOJ that we can no longer run the check for suitability to work with children. For now, NCIC is not being populated in CYMS, and individuals are being cleared for provisional hire with FAP, SARP, and CLEOC. The assumption is that NCIC will be run for base access, and again as part of the CNACI/Tier 1. CSO has been working with a vendor (GIS) on a replacement “Public Records Check” at the time of IRCs. This check will replace the NCIC check in CYMS, and will be run retroactively for all individuals missing the check since 31 May. The vendor is currently creating our database for this check, and we expect to roll out the check no later than November 2016. Further guidance will be promulgated at that time. Q: CSO will complete all components of the IRC, correct?


https://g2.cnic.navy.mil/ca/cso/default.aspx



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A: Yes. With the NCIC caveat listed above, the CSO will have access to all IRC databases, including FAP, SARP, and CLEOC. We will complete these checks and upload the results in CYMS. Q: The formal job offer cannot be made till the IRC is completed. However, you want the CYP manager to enter the staff into CYMS before a favorable IRC is completed to allow you to enter record, correct? A: Correct. Once the necessary paperwork has been uploaded to CSO via G2, CSO will complete the IRC checks and enter the results into CYMS. CYP Directors will monitor the CYMS records for updates, and will communicate them to HR so that a formal job offer can be extended. If the individual receives an unfavorable IRC, CYP Directors will archive the record in CYMS. Q: Will the LEAC be conducted at the installation level for Non-DOD affiliated personnel? A: No. Under the CSO, each individual will now receive a “Public Records Check” through our vendor, GIS. This check is currently being created, and will be rolled out in November 2016. Further guidance will be promulgated at that time. Until the new check is released, provisional hire is granted through favorable FAP, SARP, and CLEOC only. Public Records Checks will be run retroactively and populated in CYMS for all individuals with checks after 31 May. Q: What form is required for the IRCs to be run? A: The IRC Release Authorization is required to be uploaded to G2 with the background check package. Q: Is an IRC performed on teen hires? A: IRCs should be performed on teen hires that are working with Children. If they are in positions outside of the scope of DoDI1402.05 (i.e. HR, Business office, non-Childcare services MWR programs, etc.), an IRC would not be required. Q: I know that CNACIs for GS staff must go through the installation Security Managers, but will CSO process their IRCs for 5-year rechecks? A: At this time we are not handling GS employees at all, even the IRCs. Q: When "no determination made" is sent back as a result of and IRC, what happens? A: "No Determination Made" means that an IRC is completed, but with a potential flag. It could be an issue, but not necessarily, and there is not enough data present in the file to definitively clear them. In this case, the job offer can be extended. However, the employee cannot be placed in LOSS until the Advanced Fingerprint results are favorably returned. They can perform other job functions (orientation, training) not working with children pending those results. Q: Do new IRCs have to be run on a CYP rehire with less than a 6 month break in service? A: Yes, new IRCs must be run whenever an employee has a break in service. Q: Will you accept an IRC release authorization that was signed by computer, not by hand?


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A: We can accept a CAC signature, but otherwise, it must be actually signed by the individual. Implementation Timeline Q: Will additional staff be authorized to meet the established deadlines on documentation? A: We have been in coordination with HQ NAF HR to review resources necessary to support this effort. The timelines were established to track as performance metrics. If there are challenges with meeting these timelines, those challenges will be addressed with the appropriate HR office and with HQ NAF HR. Q: There has been some recent staff turnover. Will the timeline be adjusted to meet these deadlines? A: The timelines were established because of the commander's intent to reduce the processing time to complete CYP background checks. We are diligently working to identify areas where we can continue to streamline the process. All established timelines will be reviewed weekly, monthly, and quarterly for the first year to assess metrics.

Security Manager Questions Q: When will the Child Care Central Suitability Office (CSO) stand up, and what background checks will they be responsible for processing? A: The CSO stood up on 31 May within N926, Child and Youth Program (CYP) to begin processing checks for new CYP employees, contractors, and volunteers, as well as CDH providers and family members. You will no longer be responsible for initiating new checks for this population. Q: I currently process fingerprints for CYP. Will I continue to do so? A: Yes. Until there is an electronic fingerprinting solution for the enterprise, the current fingerprinting process in place at the Installation/Region remains unchanged. Though NAF HR or CSO will be initiating e-QIP investigations for CYP, please be advised that any fingerprinting process in place at the installation will remain the same. Security Managers currently supporting CYP fingerprinting should continue to do so. Q: Will CSO eventually process background checks for all individuals working with children on a Navy installation? A: Yes, but CSO is implementing a phased approach and will begin processing checks for CYP only on 31 May. We will distribute guidance when the scope is broadened to include other populations. Q: Will Installation Security Managers still be part of local adjudications for CYP? A: When a CYP case is referred for local adjudication, the CSO will send a recommendation to the Installation. The Installation Commander (CO) or his designee (in writing) is responsible for making the final determination. In some cases, the CO may designate the Installation Security Manager. However, if you are not the designated Action Officer for local adjudication, you may still be called upon by the Adjudication Action Officer to provide technical expertise for such determinations.


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Q: The CNIC Notice 1700 says that local adjudicators need training. What training is required if I’m designated? A: The CSO will be trained at OPM’s Essentials of Suitability Adjudication Program (ESAP) 2 week course and will be making the suitability recommendation to the Installation. CSO has discussed with HQ C&S and the way ahead is for local adjudicators complete one of the following trainings:

1) Graduate School USA, Suitability Adjudication Course: Learn how to perform suitability screening and adjudication for Federal employment. Understand the statutory and regulatory requirements of Title 5 CFR, Part 731, and the criteria used to make suitability determinations. Apply the Office of Personnel Management's (OPM) methodology for designating position risk and model for making suitability determinations. Length: 3-days. Information available at: http://www.graduateschool.edu/courses/STAF8101D

2) Center for Development of Security Excellence (CDSE), Introduction to Suitability Adjudications for the DoD PS010.16: This course provides introductory training for individuals responsible for carrying out suitability adjudications within the DoD. The course introduces the purpose of suitability adjudications and outlines the regulations, processes, and guidelines that apply. It provides instruction on the basic phases of suitability and the responsibilities of OPM and the agency or component during each of these phases. Length: 2.5 hours. Information available at: http://www.cdse.edu/catalog/elearning/PS010.html

Q: Will Installation Security Managers still establish an “owning/servicing” relationship for CYP individuals in the Joint Personnel Adjudication System (JPAS) during check-in? A: Yes. Though the CSO will process background checks for individuals working with children, employees will still be responsible for checking in with the Installation Security Manager to establish the owning/servicing relationship in JPAS. Q: Some installations have a significant backlog of child care cases over 120 days. Will CSO support clearing this backlog? A: Unfortunately, CSO does not currently have the manpower to support cases initiated before 31 May. Command & Staff at HQ has visibility of this issue and is working with individual Installation Security Managers.

CDH Questions CDH Requirements Outside of CSO Scope

http://www.graduateschool.edu/courses/STAF8101D

http://www.cdse.edu/catalog/elearning/PS010.html


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Q: CDH applicants/providers also require a “housing check”. This check is not on the responsibility ledger. Is this check going to be completed by the CSO? A: There are some program-specific checks that the CSO will not process, and this includes the housing check. Requirements outside the scope of CSO should be continued in the way they are currently processed. Q: A “Division Officer check” is required for all active duty spouses of CDH applicants/providers. The Division Officer is an active duty supervisor who has access to the military members file. This check is not on the responsibility ledger. Will this background check be completed by the CSO? A: CSO will not process the division officer check. Requirements outside the scope of CSO should be continued in the way they are currently processed. Checks completed on active duty spouses by the CSO will be 1) an assessment of their background check/clearance level in JPAS, 2) if applicable, a SAC to add the childcare-specific portion of the background check to OPM, and 3) Installation Records Checks. Q: The CDH considers IRCs to include a housing/landlord check, and a Division Officer check. After CSO process training, there may be confusion that IRCs only refer to FAP, ADMITS and Base Security. It may warrant mentioning that CDH program requirements exist, even if not completed by the CSO. A: Thank you. We have noted this, and will work with CDH to make sure that it is clear that checks not covered by the CSO are still required by the program. Q: Three references are required of each applicant and recertifying provider. Will CSO now be conducting the references? A: CSO is not involved with reference checks. Reference checks will continue to be conducted via current processes in place. Paperwork/Documentation Q: Will CDH applications now be distributed and collected via the HR Office? Or will CDH staff continue to distribute and collect applications, then provide the necessary documents to the HR Office? Some of the application documents are part of the required CDH files. A: CDH should still keep whatever forms are required in the paper file. We suggest you reach out to HR to establish the paperwork hand-off points that work for your installation. HR will, however, be the entity to upload documents to CSO and work with the CDH applicant or family member on missing and/or incomplete documentation. Q: For the next of annual IRC and SACs, NAF HR will not have any existing paperwork on the individual. How will they initiate the required checks? A: You will have to provide HR with the individual’s name and contact information. HR has been trained on the required forms to initiate the annual IRC and SAC, and will upload those forms to the CSO.


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Q: The CDH office has responsibility to (1) Create the CYMS record for all individuals; (2) Identify those that require a child care criminal history background check; and (3) Notify HR of annual re-certifications and 5 year reinvestigations. How will HR complete these without any records for the individual? A: You would monitor CYMS in the same way you are now to track annual/5-year reinvestigation requirements. If NAF HR did not initially process the individual, you would contact them with the individual’s name and contact information. They will work with them to complete/upload the required forms based on the investigation you indicated was due. Q: At our local level, a Privacy Act release document is needed before SARP or FAR will complete a background check. Do you still need that submitted? A: We have created an IRC Release Authorization (available in the G2 document library) for this purpose. This release will be completed for all individuals needing an IRC. NAF HR will upload this signed release to the CSO. Working with NAF HR Q: There are installations where HR was already processing the background process for CDH, but there are many that do not. Are they aware of this new role? NAF HR has been briefed and is aware that they will now be involved in the background check process for CDH, even if they have not been previously. Q: How do we get our NAF HR contact? A: Your contact will be the same person who conducts investigations for CYP. Your CYP Director can let you know who that individual is. If you need further help, contact the CSO: [email protected]. Q: Will CDH applications now be distributed and collected via the HR Office? Or will CDH staff continue to distribute and collect applications, then provide the necessary documents to the HR Office? Some of the application documents are part of the required CDH files. A: CDH should still keep whatever forms are required in the paper file. We suggest you reach out to HR to establish the paperwork hand-off points that work for your installation. HR will, however, be the entity to upload documents to CSO and work with the CDH applicant or family member on missing and/or incomplete documentation. Q: A prospective provider contacts the CDH office showing interest in the program. We discuss, and send them the application. How does the background check process kickoff from there? A: NAF HR has been trained on the CDH requirements for background check submission. Once you alert your HR POC of the background investigation needed for the CDH Provider/family member, they will work with them to complete the appropriate documents to satisfy those requirements and upload documentation to the CSO.



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Q: For the next of annual IRC and SACs, NAF HR will not have any existing paperwork on the individual. How will they initiate the required checks? A: You will have to provide HR with the individual’s name and contact information. HR has been trained on the required forms to initiate the annual IRC and SAC, and will upload those forms to the CSO. Q: The CDH office has responsibility to (1) Create the CYMS record for all individuals; (2) Identify those that require a child care criminal history background check; and (3) Notify HR of annual re-certifications and 5 year reinvestigations. How will HR complete these without any records for the individual? A: You would monitor CYMS in the same way you are now to track annual/5-year reinvestigation requirements. If NAF HR did not initially process the individual, you would contact them with the individual’s name and contact information. They will work with them to complete/upload the required forms based on the investigation you indicated was due. Q: CDH has up to 6 different background check due dates to track each year. Now we notify HR when certain checks are due? A: We hope that this process will streamline the checks that you are tracking. You will track your due dates in CYMS for annual and 5-year reinvestigations (IRCs, SACs, and CNACIs), and alert NAF HR that there is an investigation deadline. They will work with the individual to complete the forms and upload to the CSO. You would monitor CYMS for the updated dates input by the CSO. Q: Is CSO handling all CDH, including annual re-investigations? Or are the annuals still being handled through our local security managers? And will regular CYP staff 5yr re-investigations go through CSO or local security managers? Karrie Davis A: We are taking over all new CYP investigations, which includes new employees, annual reverifications, and 5-year reinvestigations. Installation Records Checks (IRCs) Q: CDH's IRCs are due on an annual basis and the due date is based on the date of the previous years completed date for each IRC. These are not always (signed off) on the same date. How many months prior we should be notifying NAF HR that the IRCs are due? (Please keep in mind that COs and QRBs do not like to sign off on checks considered to be out-of-date. An IRC that was completed in June for a December re-certification would be an example.) A: CSO will have access to all IRC databases, and can complete them promptly. The CSO will not receive one IRC release form, and thus will complete all IRCs at one time. We suggest you alert NAF HR a month before the first IRC due date. That way we can sync up their completion dates, and the IRC will be less than a month old at recertification. If for some reason there are issues or delays that make the checks out-of-date, alert HR, and CSO can run the IRCs again with the release form on-file.


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Keep in mind that HR should be alerted 2 months prior to SAC due dates and 6 months prior to CNACI due dates. General Process Questions Q: Is there an operating manual (OM) coming out on this? A: Any operating manual would come from the CDH program. However, the CSO is in the process of creating a comprehensive CNIC Instruction 1402.05 which will replace the CNIC Notice 1700. Q: What should CDH do when an active duty family member is deployed when we a prospective provider wants to start up a CDH, or if it is time for the annual IRC and SAC or the 5-year mark for CNACI? A: We can work these situations on a case-by-case basis. For these scenarios, we would complete the JPAS check, and if possible, work with the member to fulfill any other requirements at their location. If it is not logistically possible while the individual is deployed, the IRC/SAC will be completed as soon as the military member returns home. Q: Annual IRCs must be completed before a provider re-certifies each year, while the SAC and/or CNACI needs only to be initiated prior to their due date. What is the process if any part of this annual reinvestigation process isn't completed prior to the provider’s annual re-certification date? A: Since CSO is conducting the IRCs, SAC, and CNACIs, they will be completed prior to recertification, assuming that you have alerted HR in enough time to initiate the checks. We recommend you alert HR: 1 month in advance for IRCs, 2 months in advance for SACs, and 6 months in advance for CNACI re-investigations. Keep in mind that CSO is streamlining the background check process only. The current programmatic process for dealing with missing/incomplete background checks for individuals remains the same. Q: Will there be Q&A that is CDH-specific? For example, CDH providers are not kept in LOSS, do not use CC TV, and there are family members in the home. A: The questions asked and answered were a result of training for CYP Directors, and as such, were focused on CYP. We will compile a similar list of questions that are CDH-specific and distribute them as well. Again, CSO is streamlining the process for the actual background check (tracking in CYMS, IRCs run through various databases, e-QIP initiation and completion, and adjudication). We are not changing any processes the program has in place for missing/incomplete background checks for individuals.