A NACI (National Agency Check with Inquiries) is a basic background check required for federal employees and contractors in low-risk positions. It evaluates your character and suitability for public service but does not grant access to classified information. The process usually takes 2-3 months and includes checks like employment history, criminal records, credit reports, and personal references. Here’s what you need to know:
- Who Needs It: Federal employees or contractors in low-risk roles, such as administrative or non-sensitive technical jobs.
- Process Overview:
- Investigation Areas: Employment history, education, financial habits, criminal records, and personal references.
- Red Flags: Financial issues, criminal history, substance use, or undisclosed foreign contacts.
- Tips for Success: Be honest, accurate, and thorough in your disclosures. Address any concerns upfront with explanations and supporting documents.
Once the investigation concludes, your suitability for federal employment is determined. If approved, you’ll receive credentials (like a PIV card) to begin work. Transparency and preparation are key to navigating this process smoothly.
What Is NACI Clearance? – SecurityFirstCorp.com
Document Preparation: What You Need to Get Started
To begin the NACI process, you’ll need to complete the required paperwork and gather essential documents. The centerpiece of this process is Standard Form (SF) 85, also known as the "Questionnaire for Non-Sensitive Positions." This form collects detailed information about your background, and the accuracy of your responses plays a key role in ensuring the investigation proceeds smoothly.
How to Complete Standard Form (SF) 85
The SF-85 is filled out electronically via the e-QIP (Electronic Questionnaires for Investigations Processing) system. Paper submissions or handwritten forms are not accepted [5]. The form requires you to provide detailed information about your life over the past five years, including:
- Employment history
- Residential addresses (with zip codes)
- Educational background
- Personal references and contact details [5]
Before starting, gather documents like your birth certificate, contact details for previous employers, and educational records [4]. Make sure to answer every question completely and accurately – mistakes, missing information, or inconsistencies can delay the process [4][1][6].
When listing references, let them know in advance that investigators may reach out to verify your information. Choose references who can provide credible and diverse insights, and ensure their contact details are up to date [4][6].
It’s also a good idea to review your credit report for any errors or unresolved issues, as financial concerns are common areas of scrutiny during background checks [1][6].
Be honest. If you have a history involving criminal charges, substance use, or financial difficulties, disclose these issues on the form. Attempting to hide past mistakes is far worse than addressing them openly with explanations and evidence of improvement.
Once you’ve completed the SF-85, gather all supporting documents to finalize your submission package.
Required Supporting Documents
In addition to the SF-85, your NACI submission package must include several other documents. These include:
- A cover sheet
- The completed SF-85
- PS Form 2181-A (Pre-Employment Screening – Authorization and Release), which must be dated within the past 12 months [5]
The PS Form 2181-A grants investigators permission to contact employers, schools, and other sources during the background check.
You’ll also need proof of citizenship and, if applicable, selective service registration. Male applicants born after December 31, 1959, must provide evidence of registration with the Selective Service System (unless exempt) for the period between ages 18 and 26. Keep employment verification records handy as investigators will confirm your work history.
If you’ve recently completed a SACI (Special Agency Check and Inquiries) within the last six months without a break in service, some requirements may be waived [5]. Similarly, if you’ve already undergone a NACI for an initial appointment and haven’t had a service gap exceeding 90 days, you may not need to repeat the process [5].
With your documents in order, you’ll be ready to move on to fingerprinting and final submission.
Fingerprinting and Submission Process
Fingerprinting is an essential step in the NACI investigation. The FBI uses your fingerprints and name to conduct a criminal history check [5]. You can fulfill this requirement in one of two ways:
- Provide two physical fingerprint cards on Standard Form (SF) 87, titled "Fingerprint Charts" [5].
- Use an electronic fingerprinting system, such as LiveScan, which captures fingerprints digitally. Even if you use an electronic system, printed hard copies must still be included in your submission package [5].
Once fingerprinting is done, the hiring official will compile your complete submission package. This includes:
- The cover sheet
- Your completed SF-85
- PS Form 2181-A
- Your fingerprint cards or electronic fingerprint records [5]
The entire package should then be mailed to:
USPIS-SISC
ATTN: HR-NACI SECURITY CLEARANCES
225 N. HUMPHREYS BLVD, 4TH FL SOUTH
MEMPHIS, TN 38161-0001 [5]
What to Expect During the NACI Investigation
Once your submission package is in, the investigation kicks off. This process takes a close look at your character and conduct to determine if you’re suitable for federal employment [1][2]. Here’s a breakdown of what happens and the methods used during this phase.
Areas Covered in the Investigation
The NACI investigation digs deep into various aspects of your background to assess your overall suitability.
The National Agency Check lays the groundwork by reviewing federal records for any past interactions you’ve had with government agencies [1]. Investigators also conduct a Law Enforcement Check, combing through police records and criminal databases to identify any arrests, charges, or convictions [1][3].
Your financial habits come under scrutiny too, with a Credit Check. This involves reviewing credit reports for things like overdue debts, bankruptcies, or patterns of financial mismanagement. The goal is to determine whether you handle your financial responsibilities effectively [1][3].
Investigators also search specialized databases. For instance, the OPM Security/Suitability Investigations Index (SII) is checked to see if you’ve undergone any prior federal background investigations [3]. If you’ve served in the military or worked for the Department of Defense, the Defense Central Index of Investigations (DCII) is consulted for details from past DoD investigations [3].
Written Inquiries are another key part of the process. These are sent to your current and former employers, schools, and the personal references listed on your SF-85 form. They verify details like employment dates, job titles, educational history, where you’ve lived, and your overall character [1][3]. If applicable, your Military History is also reviewed [2].
The evaluation is tailored to each individual. Investigators weigh factors like the seriousness, frequency, and timing of any concerns, as well as any corrective actions you’ve taken [1]. Common red flags include past illegal drug use or failing to meet financial obligations [1].
Standards for certain issues are evolving. For example, the Department of Justice now considers the "totality of the circumstances" for past cannabis use. This includes whether it occurred in a state where it’s legal, how recent it was, and how often it happened – rather than outright disqualifying someone for use within the past year [1].
How Investigators Conduct Interviews
Beyond written checks, investigators conduct interviews to clear up any discrepancies. These interviews with employers, schools, and references go beyond verifying dates and titles – they aim to gather insights into your character, reliability, and work ethic. If there’s conflicting information between your disclosure and what they uncover, investigators may reach out to you directly for clarification. This is why being upfront and honest on your SF-85 is so important [1].
For sensitive topics like mental health treatment or substance abuse counseling, investigators might need records from your providers. If you’ve attended counseling, it’s a good idea to contact the provider ahead of time to confirm whether they accept the standard government release form or require a different authorization [1].
Investigation Timeline
The investigation phase usually takes two to three months, though it can take longer if your case is more complex or if responses are delayed [1].
Since 2019, the Defense Counterintelligence and Security Agency (DCSA) has handled most federal background investigations, taking over from the Office of Personnel Management (OPM) [1]. While this change aimed to speed up the process, timelines can still vary.
Some parts of the investigation, like fingerprint checks and database queries, are quick and may only take a few days. However, waiting for written responses can stretch into weeks. If your background is straightforward – stable employment, clear residential history – the process may move faster. On the other hand, a more complicated history could slow things down.
Keep in mind, the investigation phase is just one part of the process. After the investigators finish their work, it takes additional time to compile and evaluate the Report of Investigation (ROI) before a final suitability decision is made. Understanding these timelines can help you set realistic expectations as you wait to move forward in your federal employment journey.
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How to Address Red Flags and Suitability Concerns
Following the investigative steps previously discussed, handling red flags effectively can shape the outcome of your investigation. The way you approach issues says a lot about your judgment and sense of responsibility. Knowing what might raise concerns and how to address them can make all the difference. Below are some of the most common red flags and strategies for tackling them.
Common Red Flags in the NACI Process
Certain issues tend to stand out during the National Agency Check with Inquiries (NACI) process. Being prepared to address these can help you navigate the process smoothly.
Financial issues often raise alarms. These can include unpaid debts, accounts in collections, recent bankruptcies, or a pattern of late payments. Employment gaps are another area of concern, especially if they occur frequently or are left unexplained. Inconsistencies on your SF-85 form – even minor ones, like getting dates slightly wrong – can cast doubt on your attention to detail and honesty.
Criminal history is scrutinized as well, but not all offenses are disqualifying. Minor infractions from years ago, particularly those committed in your youth, may not be dealbreakers. What matters is whether you’ve demonstrated growth and maintained a clean record since then.
Substance abuse history, including past drug use or alcohol-related incidents, is evaluated based on how recent the behavior was and whether steps were taken to address it. Attitudes toward cannabis use are changing, with agencies now considering factors like state laws and specific circumstances. However, ongoing substance abuse or recent incidents remain serious issues.
Undisclosed foreign contacts or travel can complicate matters. Investigators are less concerned about the connections themselves and more about whether you’ve fully disclosed them. Close relationships with foreign nationals or frequent international travel should be included on your SF-85 form to avoid raising red flags.
How to Disclose Issues and Provide Explanations
The most important rule for addressing red flags is straightforward: disclose everything honestly and completely. Attempting to hide or downplay issues almost always backfires. Investigators are skilled at uncovering information, and failing to disclose something is often viewed as worse than the issue itself.
When filling out your SF-85, be as thorough and accurate as possible. If you’re unsure whether something should be included, it’s better to err on the side of disclosure. Use the comments section of the form or your interview to provide context for any concerns.
For each red flag, explain the situation and highlight steps you’ve taken to address it:
- Financial problems: If you’ve faced financial difficulties, explain the circumstances – whether due to job loss, medical bills, or other challenges – and detail the actions you’re taking to resolve them. Provide documentation, such as payment plans, proof of on-time payments, or certificates from financial counseling programs.
- Employment gaps: Briefly outline what you were doing during these periods. For example, if you were dealing with a personal health issue, you don’t need to share specifics but can state that you were addressing a health matter and are now fully able to work. If you were caring for a family member, simply state that.
- Criminal history: Acknowledge the incident, take responsibility, and explain what you’ve learned. Share evidence of rehabilitation, such as proof of completed probation, paid fines, or participation in diversion programs. Show that it was an isolated event and that your behavior has changed.
- Substance abuse: Be honest about past use and provide evidence of recovery. This might include treatment records, support group participation, or personal statements about your sobriety journey. Letters from counselors or certificates of completion can also help.
- Foreign contacts or travel: Fully disclose all connections and trips, even if they seem minor. Investigators are more concerned about omissions than the relationships or travel themselves.
Prepare supporting documents ahead of time, such as court records, financial agreements, or treatment certificates. Being organized allows you to respond quickly to any requests for additional information, demonstrating your cooperation and willingness to address concerns.
If an investigator reaches out for clarification, respond promptly and professionally. Answer questions directly and provide any requested documentation without delay.
What Interim Determinations Mean
After addressing potential red flags, you may receive an interim determination, which provides an early indication of your suitability. This preliminary decision allows you to begin work while the full investigation continues, but it’s not a final verdict. An interim favorable determination means no immediate red flags have been identified so far. However, it doesn’t guarantee a favorable final determination.
Not all agencies issue interim determinations, and some reserve them for cases where initial checks are clear, and the applicant needs to start work quickly. If you don’t receive one, it doesn’t necessarily mean there’s a problem.
On the other hand, an unfavorable interim determination signals that initial findings raised concerns. This doesn’t mean you’ll receive an unfavorable final determination. The full investigation will provide a more complete picture, and you’ll have opportunities to submit additional information or context. While an unfavorable interim determination might delay your start date, it’s not the end of the road.
If the final determination is unfavorable, you have the right to appeal. Agencies will typically provide written notice explaining the reasons for their decision and outlining your appeal rights. You’ll usually have a set timeframe – often 30 days – to submit a written response addressing the concerns. You can include additional documentation, letters of support, or explanations that weren’t available during the initial investigation. Some agencies also allow for a personal appearance to present your case directly.
While there’s no guarantee an appeal will overturn the decision, it ensures that all relevant information is considered before a final ruling is made.
The bottom line? Transparency is your strongest asset. Investigators aren’t looking for perfection – they’re looking for honesty, accountability, and evidence of good judgment. By disclosing issues upfront, providing context, and showing that you’ve taken steps to address any concerns, you position yourself for the best possible outcome.
After the NACI Investigation: What Happens Next?
Moving from a background check to being fully prepared for federal employment is a crucial step in the hiring process. Once the investigation wraps up, your case enters the decision-making phase. Understanding what happens next can help you feel more prepared.
Report of Investigation (ROI) Submission
When investigators finish their work, they compile their findings into a Report of Investigation (ROI). This report includes details from your background check, such as employment history, reference interviews, financial records, criminal history, and other relevant information.
The ROI is sent to your sponsoring agency, which is the federal department or organization that initiated your background check. Adjudicators at the agency carefully review the report, taking into account your work history, financial status, personal conduct, and any concerns raised during the investigation. The ROI remains confidential, and you typically won’t have access to it. However, it serves as the foundation for the final decision on your suitability for employment.
Final Suitability Decision
After reviewing the ROI, the sponsoring agency makes a final determination about your suitability for federal employment. This decision is based on your character and conduct, assessing whether you’re likely to perform your duties with integrity and efficiency in a federal role [1].
Adjudicators take a comprehensive approach, considering both negative and positive factors. For instance, if you’ve faced financial challenges in the past but have since improved your situation, this can reflect personal growth. They evaluate your entire history, not just isolated incidents. For positions requiring access to classified information, the agency will also make a security clearance decision, using the 13 adjudicative guidelines outlined in 5 CFR 731.202(b) [1].
Onboarding and Credentialing
If you receive a favorable suitability decision, the next step is credentialing – getting the identification you’ll need to access federal facilities and systems [2].
"Credentialing: This process determines if the Federal Government may issue you an identity card that allows access to federal facilities and information systems." – USAJOBS [2]
The most common ID issued is the Personal Identity Verification (PIV) card, a smart card that acts as your official federal identification. It’s required for entering government buildings, accessing secure areas, and logging into federal computer systems.
The credentialing process includes:
- Identity verification: You’ll visit a designated office in person to confirm your identity. Be sure to bring multiple forms of ID, such as a driver’s license, passport, or birth certificate, as specific requirements vary by agency.
- Biometric collection: Your fingerprints and photograph will be taken for the PIV card. This data is securely stored and used for identity verification when accessing federal resources.
- Card issuance: Once your identity is confirmed and biometrics are collected, your PIV card will be issued. In many cases, you’ll receive it on the spot, though some agencies may mail it to you.
Your PIV card serves as both an ID badge and a secure access tool. You’ll need it to enter federal facilities, log into computer systems, and verify your identity. It’s also required to be worn while on federal property.
After receiving your PIV card, you’ll typically go through an orientation or onboarding process specific to your agency. This may include security briefings, training on handling sensitive information, and an introduction to agency protocols.
While the transition from investigation to employment can take time, every step is designed to safeguard federal operations, facilities, and information. By knowing what to expect, you can approach these final stages with confidence as you step into your new federal role.
Conclusion
The journey from submitting your SF-85 to receiving a final suitability determination is designed to assess your integrity and readiness for federal service. It’s a thorough process that rewards preparation and honesty.
A solid start begins with gathering all necessary documentation and ensuring accuracy. As Yale Law School advises, "Inconsistencies and omissions on the SF and other forms are a common problem. As in all your activities seeking employment and your activities as a lawyer, you must answer all questionnaires honestly." [1] Before filling out your SF-85, take time to compile accurate details about your employment history, past residences, references, and financial records. Checking your credit report early, verifying dates and addresses, and double-checking every entry on your form can save you from unnecessary delays.
If there are potential red flags in your history – like financial challenges or past substance use – address them openly. Adjudicators consider your entire history, not just isolated incidents. They’ll weigh factors like how recent or severe the issues were and the steps you’ve taken to resolve them.
Submitting complete and precise paperwork is key to keeping the process on track. And if you’re ever unsure about something, don’t hesitate to reach out to your hiring agency or other trusted resources for guidance.
FAQs
What should I do if I have a criminal record or financial issues during a NACI background check?
Having a criminal record or financial challenges, like poor credit, doesn’t automatically mean you’ll fail a NACI background check. However, these factors will be closely examined. The goal of the investigation is to evaluate your reliability and trustworthiness, so it’s essential to address any potential red flags head-on.
Be upfront and honest when filling out your forms – hiding information can create bigger problems. If you have a criminal record, explain the circumstances and highlight any steps you’ve taken to improve or rehabilitate since then. For financial struggles, show that you’re actively working to resolve them, whether that’s through a repayment plan or other efforts to manage your debts. Taking responsibility and demonstrating progress can go a long way in easing concerns during the review.
What should I expect if I’m interviewed by an investigator during the NACI process?
During the NACI process, an investigator might contact you to confirm or clarify the information you provided in your background questionnaire. These conversations are usually simple and center on verifying details about your personal history, employment, education, and other relevant facts.
To get ready, take some time to review your submitted questionnaire so you can confidently discuss its contents. Be truthful, precise, and prepared to offer additional context if necessary. If there are any areas that could prompt questions – like gaps in employment or legal matters – be ready to explain them clearly and professionally.
What are the possible outcomes of a NACI background check, and how can I challenge an unfavorable result?
The NACI background check will conclude with either a favorable determination, granting your security clearance, or an unfavorable determination, which could block your clearance approval.
If you receive an unfavorable outcome, you’re entitled to appeal the decision. This process usually requires submitting extra information or documentation to address any issues identified during the investigation. Make sure to closely follow the instructions outlined in your determination notice to ensure your appeal is thoroughly considered.
