Headquarters Information Security Program

Office of Headquarters Security Operations

HSO SPOTLIGHT No. 004-2008 Revised Procedures for e-QIP Processing

With the implementation of the Intelligence Reform and Terrorism Prevention Act of 2004 (IRTPA), all government agencies are being held to stringent timeliness standards for processing security clearances. The Office of Personnel Management (OPM) reports all agencies' performance to the Office of Management and Budget (OMB) on a quarterly basis. A major timeliness goal established by IRTPA requires agencies to release the e-QIP form to OPM within 14 days from the date the individual electronically certifies (or signs) the form. In order for the Office of Headquarters Personnel Security Operations (HS-1.32) to meet this goal, procedures have been revised for processing e-QIP applications. This will enable HS-1.32 to meet the IRTPA requirements and will lessen the burden of responsibility for the Headquarters Security Officers (HSOs). HS-1.32 is also committed to improving timeframes associated with cases being processed for HSPD-12, even though processing statistics for SF-85s are not currently being reported to OMB.

To make this effort a success, the following changes will be made.

• All forms associated with either a security clearance or HSPD-12 personal identity verification (PIV) processing must be received by HS-1.32 prior to initiating the individual in e-QIP.
  
  As a reminder, the forms required are listed below:
  
  To begin a clearance or PIV action, the following security paperwork is provided to HS-1.32:




Initial Clearance Application Packages

• F-5631.2 - "Headquarters Clearance Request and Notification"
• F-472.1 - Credit Release
• F-5631.18 - "Security Acknowledgement"
• OF-306 - Declaration for Federal Employment (Federals only)
• Copy of resume, OF-612, or equivalent (Federals only)
• DOE F 206.3 - "Personal Identity Verification (PIV) Request for DOE Security Badge" (new-hires only)
• F-473.2 - "Security Badge Request" (contractors only)

Reinvestigation or Clearance Upgrade (L to Q) Packages

• F-5631.2 - "Headquarters Clearance Request and Notification"
• F-472.1 - Credit Release
• F-5631.18 - "Security Acknowledgement"

Building Access Only (PIV) Packages

• DOE F 206.3 - "Personal Identity Verification (PIV) Request for DOE Security Badge"
• OF-306 - Declaration for Federal Employment (Federals and contractors)
• Copy of resume, OF-612, or equivalent (Federals only)

NOTE: Fingerprints are required for initial clearance applications, clearance upgrades (L to Q), and new PIV/BAO badge requests. They are not required for reinvestigations.

New-Hires and PIV/BAO Badge Requests

• The PIV Team will forward the PIV form (DOE F 206.3) to either the Forrestal or Germantown Badge Office.
• Individuals should be directed to take their I-9 documents to the Badge Office between the hours of 1:30 and 3:30 p.m. to be fingerprinted. HSOs should allow one day for the PIV form to reach the Badge Office before sending the individual to be printed.
• Badge Office personnel will verify the I-9 documents, complete section B of the PIV form, fingerprint the individual, and return the PIV form to HS-1.32.

Reinvestigation or Other Clearance Actions for Badged Personnel

• Individuals should be directed to go to the Badge Office with at least one form of identification (their current DOE badge will suffice) between the hours of 1:30 and 3:30 p.m. to be fingerprinted.
• All clearance and PIV packages must be sent or delivered to HS-1.32, E-322/
  GTN (the Personnel Security vault). PIV (BAO) packages may be hand-carried to 4A-116/FORS (the HSS Communications Center), but only PIV packages will be accepted at this location.
• No paperwork should be provided directly to the Badge Office. The PIV Team will be responsible for sending the Badge Office a copy of the PIV form (DOE F 206.3). [If a security representative has requested specific additional information from the HSO, then it may be provided directly to that person.]
• HSOs are encouraged to retain a copy of the PIV form or the 5631.2 for their records, as the data contained therein will be required in the next step.
• When all necessary paperwork has been received, HS-1.32 will notify the HSO via e-mail. At that time, e-QIP can be initiated, if necessary. Only after the required paperwork has been received by HS-1.32 should the HSO initiate the applicant into e-QIP.
• If no e-QIP application is required, the HSO will be so advised.
• After completing the e-QIP form online, the individual will release the form directly to HS-1.32, thereby eliminating the need for the HSO to conduct a review of the completed form.
• Because the signature pages print upon certification of the e-QIP form, it will be the responsibility of the individual to sign and return them directly to HS-1.32.
• These signature pages must be received by HS-1.32 within one-day of the applicant's electronic certification of the e-QIP application. Any delay of this one-day turnaround will result in the e-QIP application being rejected and the applicant requiring re-initiation in e-QIP.
• To facilitate this quick turnaround, copies of the signature pages may be faxed to HS-1.32 at (301) 903-4816. The originals must still be sent or delivered to HS-1.32.
• Although the HSO will no longer be required to review the completed e-QIP forms, he or she is still an important partner in the clearance process.
• Specifically, the HSO will be required to (1) inform the individual of the importance of the 24-hour requirement to return the signed signature pages and (2) monitor the individual's progress to ensure that the e-QIP form is completed in a timely fashion once the individual has been initiated.
• If the e-QIP form requires corrections, HS-1.32 will reject the form directly back to the applicant.
• As a courtesy, the HSO will be notified of this rejection. If HS-1.32 must reject the application for corrections or because the applicant failed to submit the signature pages on time, the HSO will be required to reinitiate the applicant in e-QIP.

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We will begin implementing this new procedure immediately and expect full compliance by March 31, 2008. Questions may be directed to Stephanie Scott Grimes at (301) 903-4175.