DER User Guide NATA Compliance Services July 16, 2012

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1 NATA Compliance Services July 16, NATA Compliance Services, LLC

2 This manual will provide you with a general overview on how to use the NATACS.aero website to process and manage TSA Fingerprinting services. Note that there are other services available (such as Criminal History Record Checks) but they won t be covered in this manual. Designated Employer Representative (DER) Your company must have a Designated Employer Representative (DER). This person will serve as the Primary Company Contact and is ultimately responsible for maintaining the list of current fingerprinted Employees and for the management of the Employee fingerprint status. The DER will: Receive Administrative Rights to your company s fingerprinting information. Be responsible for entering those persons who require fingerprints. Have access to the results. Registering Your Company We recommend that this registration process be carried out by your company s DER. 1. To register your company to have regulated employees fingerprinted, go to the NATA Compliance Services website at 2. Click on the Register link on the upper right hand side of the Menu bar. (See Figure 1.) Figure 1 3. This will take you to the Company Registration web page. (See figure 2.) Fill out the information. All the fields with red asterisks must be completed. Note: You MUST check the box next to Per TSA regulations I am requesting criminal history record checks for the personnel I submit. I am the authorized Designated Employer Representative (DER) for my company. if you are registering your company for fingerprinting. Click the Submit button. 2

3 Figure 2 4. This will take you to the second page of the Company Registration process. (See figure 3.) Enter your company s FAA Certificate Number and check all boxes that apply. You can change this information at a later time by calling NATA Compliance Services at 1 (800) Click the Submit button. 5. You should see a Registration Confirmation page. (See figure 4.) You will receive an with your new user ID and Password. This ID and Password is for your company s DER to use and should be appropriately safeguarded. 3

4 Figure 3 Figure 4 Logging In 1. To log in, go to the NATA Compliance Services website at 2. Click on the Login link on the upper right hand side of the Menu bar. (See Figure 5.) 4

5 Figure 5 3. At the Member Login Page, enter your User ID and Password exactly as you received it. (See figure 6.) Note that your User ID and Password are both case- sensitive. Fill in the CAPTCHA code and click the Submit button. Figure 6 4. When you log in, you will be taken to a DER Acknowledgement page. (See Figure 7.) Please review the information given and print out a copy for yourself. After you agree to the Terms and Conditions of Use, click the Agree button. Figure 7 5

6 DER View/Edit Employees The View/Edit Employees page is the main page for the DER. (See figure 8.) From this page, you can: Figure 8 Order and pay for services. Add Employees to be fingerprinted or submitted for our other services. View and edit your Employees. Manage your list of Employees who are currently in a Fingerprinting program. Generate a spreadsheet listing of your Employee s status and results. View Your Fingerprint Orders The Fingerprint Orders tab allows you to quickly view the status of the fingerprint orders you submitted. (See Figure 9.) The EMPLOYEE column gives the name of the employee that has been or is being fingerprinted. Note that the employee must be entered into the system before that are visible here. (See Add a New Employee section below.) The SSN column provides the last 4 digits of the Employee s social Security number, if available. 6

7 Figure 9 Each Fingerprint Check service is associated with one or both of the following Fingerprinting Programs: 125 Twelve Five Standard Security Program (TFSSP) DASSP DCA Standard Security Program PCSSP Private Charter Standard Security Program The STATUS column can have one of the following status codes: Unpaid Paid Prior Transferred Payment for the Fingerprint Check is still pending. Payment for the Fingerprint Check has been received by NATA Compliance Services. Another Fingerprint Collection Service previously did a Fingerprint Check and the results were transferred into the NATACS system. The Fingerprint Check results were transferred in from the ROBOTS system. The EMPLOYEE FORM COMPLETED column indicates whether or not the Employee being fingerprinted has logged into the system and provided his/her demographic data and if they have printed/downloaded the Fingerprint Control Form. The RECEIVED AT NFCC column gives the date the Employee s fingerprints and Fingerprint Control Form was received by NATACS for processing. The RESULTS column gives the current results status of the fingerprint process using one of the following codes: Not Initiated In Process Pending In QA The CHRC has been ordered but the employee has not logged on and entered his/her demographic data. The employee has logged on and entered his/her demographic data. (DASSP only.) After ordering a DASSP, the employee must log on, read and agree to the Disclaimer, enter or verify his/her current demographic data, which is required to initiate the Threat Assessment process to access Washington Reagan National Airport. The CHRC and Threat Assessment Name Check have been submitted to TSA for approval or disapproval. NATACS has received the paperwork and/or fingerprints and is reviewing to ensure completeness. (If there are any deficiencies in this area the DER will be contacted and must take corrective action before the fingerprints are submitted 7

8 Submitted Reprint Resubmitted Unprintable Pass Fail Cleared to the TSA.) The prints have been submitted to TSA in order to obtain CHRC results. The fingerprint result returned as "Unclassifiable" from the TSA, which would require a second set of fingerprints to be submitted to TSA. Only Page 1 of the Fingerprint Control Form (FCF) has to be returned with the reprint to the fingerprint processing center if two sets of fingerprints were not originally submitted. The "Reprint" has been resubmitted. The second set of fingerprints are also returned as "Unclassifiable" from TSA. Click on the Unprintable link to be taken to a web page that will give further instructions on how to proceed. TSA has adjudicated the employee's CHRC and issued a "Pass" which permits the flight crewmember to proceed to fly in the Program he/she applied under (one or combination of TFSSP, PCSSP, DASSP). TSA has adjudicated the employee's CHRC and issued a "Fail" which disallows that flight crewmember to proceed to fly in the Program he/she applied under. IMPORTANT: The Correction of Record Process document provides specific instructions to be followed by the person who received a "Fail" and believes the criminal history record obtained is inaccurate and wishes to correct the record. A "Fail" may also be displayed if TSA performed a non- fingerprint- based criminal history records check and TSA "Disapproves" that flight crewmember to proceed to fly in the Program he/she applied under. TSA has performed a non- fingerprint- based CHRC on the person subsequent to having an "Unprintable" status. TSA has "Approved" that person to fly a commercial aircraft with a maximum takeoff weight of greater than 12,500 pounds. Add a New Employee Before you can order any services, you must enter your employee(s) using the Add a New Employee page. (See Figure 10.) Note: If you do not have access to the Employee s Social Security Number, then please enter into the SSN field. Note: If you click the radio button that says, Fingerprints are to be collected and processed for this employee then a Fingerprint Order will automatically be entered into your Shopping Cart. If you click the radio button that says, We will not be using this employee then the Employee can be entered without ordering any services. You can always order services for this Employee later using the Order Services page. For each Employee that is registered, an will go out to the address you entered into the E- Mail field giving a User ID and Password for the Employee. The Employee should then log into the website (using the same login method as the DER) and update and complete their profile. The Employee can also print out any required paperwork they need to complete (such as the Custody and Control Form and the CHRC Release form.) The Employee must take this required paperwork to the appropriate fingerprint collector and complete the paperwork in the presence of the collector. 8

9 Figure 10 Order Services The Order Services page is where you can order Fingerprinting, Background Checks, Drug Program Items, and Badges. (See Figure 11.) 9

10 The ordered items that are currently in your shopping cart are listed at the bottom of the page. Note that if you registered a new Employee on the Add a New Employee page and if you checked the Fingerprints are to be collected radio button, a new fingerprint order for that Employee will have been automatically entered into your shopping cart. Note: Some services (such as PRIA related services) cannot be ordered online because they require additional paperwork to be submitted. For these services, please go to the Download Order Forms link on the top menu to download the necessary paperwork. These forms must be completed and either mailed, faxed, or ed to NATA Compliance Services. When you are ready to pay for your order, please click the Complete Order button located at the bottom of the page. Figure 11 10

11 Shopping Cart You can view your Shopping Cart by either clicking the Complete Order button located at the bottom of the Order Services page or by clicking the View Cart link on the vertical menu on the left side of the webpage. (See figure 12.) Pay for your current order(s) by completing the secure online form. After you submit the order, you will receive an confirmation of the order. Figure 12 11

12 View/Edit Fingerprint List The View/Edit Fingerprint List page allows you to manage list of Employees who are actively enrolled in a fingerprinting program. (See Figure 13.) Figure 13 You can deactivate an Employee by clicking on the radio button next to the Employee s name and entering in the date the Employee was deactivated. After you ve made changes, click on the My List is Complete button at the top to save changes. Find a Collector If you need to find a NATA Certified Fingerprint Collector, click on the Find a Collector link in the menu on the left side of the web page to go to the Find a Collector page. (See Figure 14.) Figure 14 Choose whether the collector should be Domestic or International and follow through the steps, providing information as needed. You will be given a list of fingerprint collectors that match your search criteria. (See Figure 15.) 12

13 Figure 15 If you click on the link in the City column, you can get detailed information on the fingerprint collector. (See Figure 16.) Figure 16 Administrative Roles The Administrative Roles tab allows you to assign DER and other responsibilities to other Employees. (See Figure 17.) Note that the other employees must be enrolled into the system using the Add a New Employee page. 13

14 Figure 17 Acronyms CHRC Criminal History Records Check DASSP DCA Standard Security Program DER Designated Employer Representative FAA Federal Aviation Administration FCF Fingerprint Control Form NATA National Air Transportation Association NATACS National Air Transportation Association Compliance Services NFCC National Fingerprint Collection Clearinghouse PCSSP Private Charter Standard Security Program TAFS Trusted Agent Fingerprint Services TFSSP Twelve-Five Standard Security Program TSA Transportation Security Administration TSC Transportation Security Clearinghouse 14

15 Further Assistance If you have any questions or need assistance, please call the Help Desk at NATA Compliance Services at (800) The Help Desk is staffed Monday Friday, 7am 8pm EDT, except for Holidays. You can also NATA Compliance Services at 15