Maintaining the Personnel Security Clearance record in JPAS is the responsibility of the industrial contractor.
Identifying Consultant, Contractor and Key Management Personnel (KMP) in JPAS
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:
Email Address: firstname.lastname@example.org. 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:
Changing PID information when industry employees have DoD Categories
Industry is unable to modify a record in JPAS to correct Personally Identifiable Information (PII) such as name or date of birth if the record has one or more active DoD categories.
Please Note: The Defense Eligibility Enrollment Reporting System (DEERS) is not a personnel center and cannot make PII-related JPAS modifications. The JPAS Help Desk cannot assist in the correction of PID.
FSOs can make changes to personal identification data with the exception of the SSN. When an SSN change is required, the request must be submitted to VROC using the Research request. Do not build the new SSN into the JPAS prior to requesting the change. The SMO should pull the person into their Personnel Security Management (PSM) Net and update the Person Category with the Industry Category, Classification and Cage Code.
Alias – Add, Modify or Delete
An authorized JPAS user can add, modify, and delete an alias for a person. The following guidance should be used when entering or modifying the alias for a person:
The FSO should notify VROC when an employee changes marital or cohabitation status in the following situations:
The FSO should submit a Recertify request to provide the notification, to include the date of the change and reason for the change, e.g., marriage. This will minimize any disruption to the investigative process.
No update is required if an employee marries a foreign national when there is no open investigation unless it pertains to an SCI clearance. That change of marital or cohabitation update will occur during the next periodic reinvestigation.
The FSO 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 SF86 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:
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.
This feature enables authorized users in one action to take mass actions. The types of mass actions include:
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:
The Vetting Risk Operations Center (VROC) is overhauling the RRU process and is now accepting RRU submissions via JPAS under the following three classifications:
All other personnel security related questions and concerns should be directed to the DSS Knowledge Center at (888) 282-7682.
Other Customer Service Needs
The DSS Knowledge Center
The DSS Knowledge Center assists customers with usage of DSS-managed industrial/personnel security-related systems/applications Industrial Security Facilities Database (ISFD), National Industrial Security Program (NISP) Central Access Information Security System (NCAISS), Office of Designated Approving Authority (ODAA) Business Management System (OBMS), (system access inquiries only) and Security Training, Education and Professionalization Portal (STEPP). The Knowledge Center also provides Electronic Questionnaires for Investigations Processing (e-QIP) user support (for Industry e-QIP initiated via Vetting Risk Operations Center (VROC) and responds to inquiries regarding personnel or facility security clearances.
The Knowledge Center is closed on weekends and all federal holidays.
When calling (888) 282-7682, customers will hear the following menu options:
OCIO - Knowledge Center
27130 Telegraph Road
Quantico, Virginia 22134
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
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: email@example.com (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
Vetting Risk Operations Center (VROC)
Phone: (888) 282-7682, Option 2
Fax: (443) 661-1140
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.