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Maintaining Personnel Security Clearances


SF-312s

NISPOM Paragraph 3-106 requires that an individual issued an initial personnel security clearance (PCL) execute a Classified Information Nondisclosure Agreement (SF-312) prior to being granted access to classified information and that the completed form is forwarded to the Cognizant Security Agency for retention. The Facility Security Officer (FSO) is responsible for annotating the Joint Personnel Adjudication System (JPAS) with the date the SF-312 was executed and submitting the completed SF-312 to Vetting Risk Operations Center (VROC) for retention. The new, preferred method of transmission is via fax, this allows for a more expedient entry into our systems.

SF-312s should be faxed or emailed:
Fax Number: (443) 661-1140 ATTN: SF-312
If using the fax method, please include the following information on the cover letter:

  • FSO Name
  • FSO Phone Number
  • FSO Fax Number
  • FSO Email Address
  • Subject Name
  • Subject SSN

Email Address: DCSA.ncr.DCSA-isfo.mbx.psmo-i@mail.mil. When using the email option, password protect the file in the first email and send the actual password in a separate email.
FSOs will be notified to resubmit a new SF-312 if:

  • Employee Social Security Number is incomplete or omitted
  • Signature of employee is typed or omitted
  • Witness signature is typed or omitted
  • Employee and witness signature dates not the same

Incident Reports

FSOs should submit reports for personnel with a security clearance, in-process for a clearance, or a that have a clearance eligibility that could be reinstated, in accordance with the reporting requirements in paragraph 1-302 of the National Industrial Security Program Operating Manual (NISPOM). JPAS provides the incident report capability to facilitate this reporting. At this time, the FSO should mark report as "final" rather than "initial".

It is strongly recommended incident reports be submitted via JPAS. The system was designed to accommodate incident reporting. Submitting incidents via JPAS provides immediate assurance of receipt and eliminates the manual handling by multiple individuals when hard copy requests are received and entered into JPAS by adjudication staff.

To facilitate quicker processing of incident reports, the report must include the basic information covering "who" (who was involved; for example: subject, law enforcement agency, court name), "what" (what is/was the incident), "where" (where did the incident happen; for example: city, state), and "when" (when did the incident occur). When submitting an incident report, refer to the questions on the SF-86 relating to the incident and provide as much of the information as possible relative to those questions. An adjudicator will review the submitted report and determine if the item may be closed and a new eligibility adjudication entered, or if a partial investigation is required to provide the adjudicator sufficient information to make an adjudication. After the incident report is reviewed by the adjudicator, the FSO may receive a request for the person to submit a new SF 86, Questionnaire for National Security Positions; this does not happen in all cases. If such a request is made, the FSO should initiate the request to the employee using JPAS. If the request is not received by VROC within 30 days from the date of request, VROC will administratively withdraw the eligibility determination by changing the eligibility to Loss of Jurisdiction. At that time, all access must stop.
Sources from which an incident report may be received:

  • Facility Security Officers (FSO)
  • Other Government Agencies
  • Investigative process
  • Another CAF's decision to Deny, Revoke or Suspend a (Federal) security clearance
  • Anyone who knows the person

If there is a question on the ability for the person to have continued access when an incident report is reflected, contact the Knowledge Center for assistance.

Status Checks

JPAS should be used to check on the status of a pending investigation. If the FSO does not yet have access to JPAS, the status of an employee's investigation may be checked by calling the Knowledge Center.

Mass Personnel Changes

The Mass Personnel Change feature enables authorized users in one action to take mass actions. The types of mass actions include:

  1. separate (terminate) the association;
  2. separate and transfer personnel associations among multiple facility organizations (MFO);
  3. separate and transfer non-MFOs; or
  4. transfer to non-MFOs. Items 2 and 3 overlay the category and will create a history item for the action; item 4 adds an additional person category to the person's record, i.e. adds a new affiliation to the person.

After performing a mass change, a check should be completed to ensure that all actions were accomplished. If an open incident report exists or the access is suspended, the person's record will not be modified. There are additional restrictions for Key Management Personnel (KMP) since the FCL may be affected. Verify from the Ineligible Personnel list the actions that the system did not complete. Other helpful processing hints include:

  • When using the mass action capability, access downgrades are based on the organization's eligibility and not the person's eligibility. This also applies when moving access to another organization.
  • Only United States (US) and North Atlantic Treaty Organization (NATO) accesses can be downgraded. For example, SCI access can not be downgraded in a mass action.
  • VROC receives notification when a mass personnel change is affected on an individual with an open investigation. Individuals will appear on the Ineligible Personnel List within the Mass Personnel Changes screen. Manual processing of these actions is required. No further notification to VROC is required for individuals with an open investigation.
  • Notify VROC when an action is pending on a person, e.g. pending incident report, pending adjudication and pending investigation request (not an open investigation). A Research request should be submitted on persons with pending actions to indicate the type of action that is required.
  • The Separation type "Facility Termination" should only be used when the organization's eligibility has been terminated.
  • When personnel appear on the Ineligible Personnel List and are identified as KMPs, you must complete the action by using the Add/Modify non-DoD Person screen. As a reminder, changes in the status of KMPs are still reportable to your Industrial Security Representative in accordance with the National Industrial Security Program Operating Manual (NISPOM), 1-302h item 3.
  • A history action is created for an organizational change.

Customer Services Requests

The Vetting Risk Operations Center (VROC) has overhauled the (Request for Research and Upgrade) process and is only accepting Custer Service Request (CSR) submissions via DISS.

Please check the DCSA Knowledge Center for additional questions. 

Defense Manpower Data Center’s (DMDC) Contact Center 
Customer Service Hours: 6:00 am – 8:00 pm ET, Monday - Friday (excluding federal holidays)
Toll-Free Telephone: (800) 467-5526
DSN Telephone: (312) 983-9580
Menu Options

  1. DISS
  2. JPAS
  3. EQIP
  4. SWFT
  5. DCII
  6. Personnel/General Inquiry
  7. STEPP/ISFD/FCL

NOTE: The Call Center is only able to 'unlock/reset' JPAS accounts for users needing to register PK log-in certificates. The Call Center cannot assist with unlocking PK log-in certificate PINs/Passwords. This assistance can be provided by your PK vendor help desk. Please see the JPAS PKI FAQs for more details. 

Email: dmdc.contactcenter@mail.mil (Please see NOTE below regarding sending PII) NOTE: If you are sending sensitive information via email: In order to protect Personal Identifiable Information (PII), please follow the instructions on the JPAS homepage to establish encryption capability with the DMDC Contact Center to ensure that your privacy is maintained: Contact Center Email Encryption.

Fax: (502) 613-1096
Please annotate “PSSAR Request” on your fax cover sheet to expedite processing
Website: https://psa.dmdc.osd.mil/psawebdocs

Company Separations

Upon separation from the organization, the FSO enters a separated date for the employee in the system. If an investigation is open for the employee, a notification will be forwarded to the appropriate CAF to determine whether the investigation needs to be cancelled. Notify VROC via Research request in JPAS or CSR in DISS when a separation occurs and either of the following two items exist. Notification will permit VROC to take appropriate actions on the record.

  • An action is pending on a person, e.g. pending incident report, pending adjudication and pending investigation request.
  • There is not an open investigation and an interim eligibility exists

SCI Access

Procedures have not yet been standardized across DoD on how to handle JPAS owning and servicing relationships when Sensitive Compartmented Information (SCI) access is involved.

The owning activity is responsible for maintaining the individual's clearance record.

If your organization provides the SCI indoctrination, then your organization should take the JPAS user level 2 or 3 owning relationship with the individual and the Government Activity may take a servicing relationship. This will permit both organizations to receive eligibility change notifications. If your organization does not provide the SCI indoctrination, then your organization should take a level 2 or 3 servicing relationship and the Government Activity will take the owning relationship. It is recommended that you discuss with your Government Activity the procedures they prefer.

When completing requests to initiate investigations, annotate the investigation request in one of the following areas to indicate the need for SCI (or SAP) adjudication. Identify the unclassified SCI/SAP name in the contract number section, or have the person identify the information in the remarks section of the Personnel Security Questionnaire.

For AF SCI eligibility determinations, an SCI SMO must be recorded on individual's clearance record that requires the SCI determination. Failure to reflect the SCI SMO will mean that the AF CAF will not process the request