Transcript Personnel Eligibility Tracking System [PETS]

Personnel Eligibility
Tracking System
[PETS]
Online Training Session for LTW & PSO Vendors April 16, 2008
Presented by NYC DOE
--Sunilda Nunez,
Office of Personnel Investigation
--Wanda Morales,
HR Connect- Walk-In Center/Fingerprint Unit
AGENDA
 Background Information
 Using PETS
 Fingerprint procedures
 Contact Information for assistance
 Q&A throughout session
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Background
 Why are you here?
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Vendor responsibility for security
clearance
 Examples
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of vendors:
After school programs
Weekend programs
College prep
Two agency representatives required
to manage employee rosters
DOE developed system to assist you
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Background:
Vendor Responsibility
 All staff of DOE vendors who
Have contact with NYCDOE students or
 Have access to information on NYCDOE students
Must have a background investigation and clearance before working in
any DOE program
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 Background investigation includes:
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Fingerprinting
Answer to set of moral questions
Additional information as necessary
 DOE vendor must receive written clearance on all staff by
requesting clearance status from DOE’s HR Connect by email to
Wanda Morales.
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Background:
What is PETS and what does it
do?
 PETS stands for Personnel Eligibility Tracking
System
 NYCDOE managed web based system
 Simple to use
 Allows vendors to receive background security
information to ensure compliance with
contractual obligations
 Simplifies process of receiving written
confirmation in electronic format
 Allows DOE to contact vendor when existing
vendor staff are arrested or other problems
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Background:
What is PETS and what does it
do? (cont.)
 PETS provides timely feedback on the security
status of staff you have entered on your rosters kept
in the PETS system
 Vendor representative enters name and
biographical information into system
 System will check whether fingerprints taken and
whether staff otherwise ineligible to work for
DOE or vendors
 PETS will also advise vendors of subsequent
employee arrest information and non-clearance
status.
 Vendor employees may NOT start working for the
DOE until their security clearance is
“SATISFACTORY AND ELIGIBLE” in PETS.
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Using PETS:
Flow of Tasks
 Vendors add new employees and verify their employee
rosters daily online.
 PETS checks whether DOE has fingerprints and if
fingerprints are clear
 Employees with UNSATISFACTORY fingerprint results will
be immediately tagged as INELIGIBLE.
 Email notifies you that employee:
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Does not have fingerprints or fingerprints have not
cleared because of investigation; or
Your prospective employee is ineligible to work for DOE or
its vendors for reasons other than fingerprint issues
 Email notification is also sent to your program manager
and OPI
 Email DOES NOT notify you when clearance is received
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You must regularly review your rosters
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Using PETS:
Vendor Roles & Responsibilities
 Review the rosters on a regular basis (daily if needed)
 Update as new staff is newly hired or let go
 Take the appropriate actions when instructed by the DOE
(i.e. remove from contact with students)
 OPI will be generating electronic notifications on ineligible
employees:
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It is very important to maintain your current email address
and contact information at all times
 Agency representatives can:
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Add a new employee to their organization’s roster
Update or change an existing employee’s information
such as biographical information
Search roster
Produce some pre-defined reports
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Using PETS:
How do I log in?
PETS is a secure site accessible only
with a DOE user name and password.
https://www.nycenet.edu/offices/dhr/pets
.
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Using PETS:
What are the fingerprint categories and
descriptions and what do they mean?
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FEDERAL CONDITIONAL CLEARANCE
(Full clearance by State, conditional clearance by (Fed.)
CLEAR STATE RESULT WITHOUT FEDERAL PRINT (FP)
(Full clearance by State, no fingerprint by Fed.)
EXPIRED OLD FINGERPRINT RESULT
(Fingerprint result older than July 1, 1990.)
UNSATISFACTORY
(Negative result by State, negative result by Fed, and/or negative PRP result by DOE.)
NO FINGERPRINT RECORDS IN DOE SYSTEM
(Fingerprint has been taken, but no fingerprint result in DOE system.)
PENDING FURTHER DATA/UNDER APPEAL
(Employee’s fingerprint result requires further information or under appeal.)
NEEDS REVIEW
(Employee’s fingerprint result requires further review.)
SATISFACTORY
(Full clearance by State, Fed and DOE.)
FINGERPRINT - STATE CONDITIONAL CLEAR
(Full cleared by Fed, conditional clearance by State.)
WAITING RESULTS FROM STATE/FEDERAL
(Fingerprint has been taken, but no fingerprint results from State or Fed.)
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Using PETS:
How do vendors create a
roster?
 Select ADD ROSTER from navigation bar
 Add a new employee using the ADD
ROSTER screen.
 Enter/ Select required fields in the Personal
Information section
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Using PETS:
How do I search through my
staff roster?
 Click SEARCH ROSTER from the
navigation menu.
 Enter any filter criteria you would like
to narrow your search results on,
such as employee name, social
security number, title and/or
fingerprint result, then click the
SEARCH button.
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Using PETS:
What does the vendor do if a staff member is no
longer active?
 Update the individual’s roster status from
ACTIVE to INACTIVE.
 To change an individual’s roster status:
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Click SEARCH ROSTER from the navigation
menu
Enter employee’s name or social security
number in the filter criteria
Click the SEARCH button
Click the checkbox next to the person you
would like to change status of
Click the CHANGE ROSTER STATUS button
On the confirmation pop-up window, click OK
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Using PETS:
What is the difference between
“INACTIVE” and “INELIGIBLE”?
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Inactive
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Indicates that an individual is no longer part of a vendor’s current
roster list
Most likely because the person no longer works for the vendor
This is managed by the vendor.
Ineligible
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Indicates that an individual is not allowed to provide DOE services
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Usually due to negative fingerprint results or recent arrest but also
other background reasons
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This is managed by DOE staff.
As vendor representative, you are responsible for:
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Ensuring that ineligible staff have no contact with DOE students
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If not already done so, ineligible staff member needs to be removed
from student setting or access to student information.
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Following up on all arrests by filling out the ACTION TAKEN form that
is attached to the Arrest Notification and return it to OPI.
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If appropriate action is not taken after 5 days, a payment deduction
will be levied on the vendor.
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You have a continuing obligation to:
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Add new staff to PETS when hired,
Send staff for fingerprinting at the DOE HR
Connect Fingerprinting Unit and confirm
clearance prior to working with students
Review and update your PETS rosters.
Failure to have all staff members cleared
prior to any contact with students will result
in the withholding of payment and/or
termination of contract.
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Using PETS:
Why am I required to give my
e-mail?
The DOE will contact vendors via
email, including changes in employee
eligibility. It is important that vendors
maintain current e-mail information.
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Using PETS:
Can an individual be employed
by multiple vendors?
Yes, an individual can be employed by
multiple vendors.
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Using PETS:
Q & A’s on staff working for
multiple vendors:
1.
How does the vendor handle staff employed by multiple
agencies?
-There is only one profile per employee. If the employee
works for multiple agencies, any of the vendors can
modify any of the fields in the employee’s profile.
2.
If an individual employed by multiple vendors is found
Ineligible, is he/she barred from working for any vendor?
-Yes, an Ineligible employee cannot work for any vendor.
3.
An individual is currently inactive with one or more
vendors. Can I hire him/her to work under my
organization?
- An employee no longer working for one vendor can be
hired to work for other vendors as long as their security
clearance is ELIGIBLE.
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Using PETS:
How does the vendor handle
staff previously fingerprinted?
 Once an employee name is entered on the roster
and the search is initiated, the system will identify
whether or not an individual was previously
fingerprinted by the DOE.
 If a clearance is posted, there is nothing else that
he/she needs to do.
 If the individual was previously fingerprinted by the
DOE and currently has a non-clearance status, it is
most likely because:
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Office of Personnel Investigation (OPI) is waiting for
additional court documents, or
That this person was investigated and was denied.
For additional information the Program
Manager/Vendor can call OPI at 718-935-2665.
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Fingerprint Procedures:
Getting fingerprinted in order to receive DOE
security clearance
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Fingerprinting services are provided at the NYCDOE- HR Connect Walk-In
Center (Fingerprinting Unit).
For those who come to 65 Court Street, Room 102, the fingerprinting fee is
$115.
Fees payment options are: Money Order, Personal Check, VISA,
MasterCard & Discover credit cards. No cash or American Express
accepted.
Individuals must present
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One form of picture ID (government issued)
A referral letter (DOE or Vendor letterhead) which must outline
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the employee's name
Social Security number
position/title
name with phone number or email address.
Since the electronic system will receive information from the DOE Human
Resource (HR) System, the fingerprint result/status will be posted on the
roster.
Only individuals on the roster with fingerprint security clearance may
proceed to work with DOE students.
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Who do I contact for assistance?
 For technical questions, please contact
[email protected].
 For questions related to fingerprinting,
please contact Wanda Morales at
[email protected]
 For questions concerning DOE policy and
your contract please contact your Program
Manager (Tom Pendleton for LTW and
William Melendez for PSO’s)
 For questions concerning an employee’s
negative fingerprint results or Ineligibility
status, please contact Sunilda Nunez at
[email protected]
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Thank you for coming!
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