CSO Training for CYP Directors - Amazon S3 · JPAS verification, DD 2981, SAC, IRC DD 2981 DD 2981...

CSO Training for CYP Directors

MAY 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

• 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 of the presentation

• Those not logged into the webinar 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]

4

Overview of Central Suitability

Office

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Objectives

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

Identify CSO purpose and functions

Understand how the CSO and NAF HR will support installation

CYP

Perform CYP Director roles and responsibilities to support the

CSO

Understand the background check process for individuals

working with children

5 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

6 UNCLASSIFIED

High-level CSO Process Map

7 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

8

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 • 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 and notifies NAF

HR to initiate

• Creates staff records in CYMS

• Ensures compliance with LOSS policy

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

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Roles and Responsibilities


9

CYP Director Role in


• For all CYP employees, contractors, volunteers, and

CDH Providers and family members CYP Directors will:

Identify those that require a child care criminal history

background check

Notify NAF HR to initiate background check investigations,

annual certifications, and 5-year reinvestigation

Create CYMS record for all individuals

Take appropriate action on any automatic or presumptive

disqualifiers identified by CSO or NAF HR

10 UNCLASSIFIED

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*

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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.

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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*

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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.

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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*

13



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.

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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

14

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

15 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

CYMS Record Creation

• Generate new CYMS record

NAF HR will notify CYP Director to create CYMS record once

background check forms have been verified for completeness

In CYMS, code each position description according to the

correct corresponding classification as shown in the CYMS

Operating Manual: Staff Records Standards

• CSO will validate that a CYMS record exists for the

individual; if no record exists, CSO will contact the CYP

Director and request creation of record

16 UNCLASSIFIED

CYP Directors must ensure that volunteers are coded in CYMS correctly:

Volunteer Non-Specified: VOL- NOSP

Volunteer Specified: VOL-SP

Duration: 1 business day

Investigation Suitability Results

• Favorable:

CSO records favorable results and completion dates in CYMS

• Automatic Disqualifier:

CSO records unfavorable results and completion dates in CYMS

and provides Automatic Disqualification Memo to NAF HR via

CSO G2 site

NAF HR notifies and coordinates with the CYP Director to

reassign or suspend individual from having contact with children

• Presumptive Disqualifier:

CSO makes a suitability recommendation and provides

Background Check Suitability Determination Memo to NAF HR

and the installation CO or designated adjudicator

CSO records adjudicator’s final determination and completion

dates in CYMS

17 UNCLASSIFIED

Recertification & Reinvestigation

18

CDH Annual Recertification

• The CYP Director will track annual recertification

requirements for all individuals and notify NAF HR prior

to the due date

• NAF HR will notify the individual that they are up for

recertification and facilitates forms collection required

for the CSO to execute background checks

19

CDH providers and family members must favorably complete an IRC

and SAC annually

UNCLASSIFIED


5-Year Reinvestigation Notification

• The CYP Director will track 5-year reinvestigation

requirements for all individuals and notify NAF HR 6

months prior to the due date

• NAF HR will notify the individual that they are up for

recertification and facilitates forms collection required

for the CSO to execute background checks

20 UNCLASSIFIED


21

Q&A

UNCLASSIFIED

Backup

22

CSO Implementation

23

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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