Office of Management
Office of Security, Facilities, and Logistics Services
The Office of Security, Facilities, and Logistics Services (SFLS) oversees the Department’s physical, personnel, classified information security programs as well as oversight of Departmental Continuity Program and Plans. SFLS works with other ED organizations, the Federal Protective Service, and other local and Federal law enforcement organizations to assure the security of the Department’s many buildings, its classified information, and its employees. SFLS establishes and implements policies, standards and procedures for the design, construction, furnishing, operation, maintenance and repair of all Department Headquarters and Regional office buildings and provides a wide variety of administrative services to the Department.
The Office structure is broken down into five distinct organizations that function as one cohesive team as follows:
- Regional Security and Law Enforcement Division
- Physical Security and Law Enforcement Division
- Personnel Security and Emergency Preparedness Division
- Facilities Services Division
- Logistics Services Division
The Office has a vast array of responsibilities within the Department, such as the conduct of background investigations, the development and enforcement of procedures to ensure the safety and security of Department of Education staff, contractors, and visitors entering ED facilities, and developing and maintaining the continuity of operations program of the Department.
The SFLS Director is a member of the Department’s Security Coordinating Committee, chaired by the Assistant Secretary for Management, which provides oversight and coordination for the Department’s various security and internal law enforcement activities. The SFLS Director also serves as the Secretary’s Senior Intelligence Official and the Department’s Continuity Coordinator.
Regional Security and Law Enforcement Division
The Regional Security and Law Enforcement Division develops and enforces procedures to ensure the safety and security of Department of Education staff, contractors, and visitors entering ED Regional facilities; coordinates with Regional Federal agencies, including Federal Protective Service, GSA and law enforcement agencies, in the development of a physical security program, which protects both the Department’s facilities and employees; conducts investigations into administrative and policy violations; and completes and coordinates investigations with local law enforcement, pertaining to threats specific to the Department, including, but not limited to, call centers operated by Federal Student Aid and the Office for Civil Rights.
Physical Security and Law Enforcement Division
The Physical and Law Enforcement Division develops and enforces procedures to ensure the safety and security of Department of Education staff, contractors, and visitors entering ED Headquarters and Regional facilities; coordinates with other Federal agencies, including Federal Protective Service, GSA, and law enforcement agencies in the development of a physical security program, which protects both the Department’s facilities and employees; provides oversight of the various facility guard services and, in coordination with the Office of the Secretary, protection of the agency’s executives and visiting dignitaries; conducts investigations into administrative and policy violations; and manages the building access control system including the employee identification card program and Homeland Security Presidential Directive 12 (HSPD-12) Personal Identity Verification (PIV) program.
Personnel Security and Emergency Preparedness Division
The Personnel Security and Emergency Preparedness Division develops policies, procedures, and guidelines for the personnel security functions in accordance with applicable federal laws, regulations, and Executive Orders and ensures each individual’s employment will promote the efficiency of the service and is consistent with the public trust and national security interest. The Division adjudicates initial derogatory information on federal forms (OF 612, OF 306, SF 171 or Resume, etc.) to determine if an applicant is suitable for federal employment in a position of trust before an investigation is initiated. It also adjudicates the results of background investigations on applicants, appointees, employees, and contractors for (1) security clearances or to occupy sensitive positions; and (2) suitability to occupy a position of trust not requiring a security clearance. The Division also initiates background investigations for applicants, appointees, employees, and contractors and coordinates the implementation of the personnel security portion of HSPD-12, which includes screening of current employees, applicants, and contractors for personal identity verification. The Division also conducts periodic internal reviews and evaluations as part of an ongoing departmental self-inspection program related to the handling and safeguarding of classified national security information and coordinates with the Chief Information Officer (including the Information Assurance Program) in assuring the security of ED’s information technology hardware and systems. The Division has oversight and responsibility for the management and planning efforts of the Department’s insider threat program and serves as the Department’s Federal Intelligence Coordination Office. The Division is also responsible for the procurement, maintenance, and oversight of the Department’s National Security Information Technology systems and manages the Department’s Communications Security (COMSEC) Program.
The Division develops and maintains the Department’s continuity program and plans. This includes executing various tests, training, and exercises of ED programs and ensuring the development and maintenance of all Principal Office’s Business Continuity plans. It also administers a broad range of activities relating to employees’ and facilities’ safety and emergency response.
Facilities Services Division
The Facilities Services Division (FS) provides the highest quality physical work environment for all Department occupied space. FS partners with other Department offices and GSA to establish and implement policies, standards, and procedures for the design, construction, furnishing, operation, maintenance, and repair of all Department Headquarters and Regional office buildings. FS delivers project management to include space planning and facility management. FS advises senior level staff and serves as liaison with GSA on all building related matters. FS is divided into two (2) Customer Service components, consisting of two Customer Services Branches, A and B. Branches A and B perform similar functions and work closely together. Branch A is primarily focused on Government-owned facilities, and Branch B is primarily focused on leased facilities.
The FS Director’s Office is responsible for the management and oversight of the FS budget formulation and execution processes to include the review and processing of Reimbursable Work Authorizations (RWAs), Purchase Orders, and Interagency Agreements for FS functions.
The Division’s responsibilities include daily service to occupants of Department buildings in the metropolitan DC area, ensuring Department facilities are maintained and operated in accordance with agency and federal policy and procedures. The functions are performed, in coordination with GSA representatives, to ensure that efficient building operations are provided in Department buildings. In performing its responsibilities, routine building inspections are conducted to ensure the areas occupied are free of housekeeping and maintenance problems.
The Division provides a single point of contact, per facility/building, for requesting workplace services including, but not limited to, the following: Locks/Keys, Room Set-ups, Plumbing, Cleaning, Delivery of Copy Paper, Office Moves, Lights, Trash, Asset Management, Hot/Cold Calls, Furniture, Ceiling Tiles, and Restroom Supplies. Other responsibilities include: space inspections/assessments; the acquisition, disposal and accountability of space; development of space criteria; space planning; space design; recommendations/approvals of designs; furniture reconfigurations; construction and final acceptance of space; renovations; relocations; program of requirement development; design intent drawing reviews (space standards); construction drawing reviews; scope of work development/review; cost estimating; develop and communicate project plans/schedules; contracting officer representative duties; preparation of procurement requests and reimbursable work authorizations; budget requests and tracking; and customer communications.
Specific instructions for both Headquarters and Regional employees as to what procedures to follow to obtain services are contained in Administrative Communications System (ACS) Directive OM 4-116, Facilities Services, in part VII.C.
Space is assigned in accordance with the ACS Directive OM 4-103, Space Management, and in accordance with current Architectural Barriers Act Accessibility Standards.
In addition, FS is responsible for establishing and maintaining a compliant and effective asset management control system, which includes performing physical inventory surveys. It also manages the Department’s Surplus Property and Disposal Programs. FS is responsible for safety, environmental response, Automated External Defibrillators, environmental testing (indoor air quality), safety and health committees, safety inspections, and environmental health issues.
FS works closely with Principal Offices, GSA, and external contractors to perform the below tasks:
- Develops housing plans for all components within the Department;
- Negotiates the terms, conditions, and cost of occupancy agreements with GSA and manages the Department’s rent budget;
- Monitors and manages the assignment of space throughout the Department;
- Executes policies, procedures, and standards for space management for headquarters and the regions;
- Conducts space utilization reviews and surveys to develop requirements for general and special purpose office layouts;
- Manages, monitors, and tracks all Federal and commercial leases for Department occupied space;
- Maintains computer aided design drawings (CADD) for all buildings;
- Provides furniture design, acquisition, delivery and installation services;
- Provides space designs and coordinates renovations or relocations to support the goals and objectives of the Department’s mission;
- Provides expert solutions and advice to Department officials of space management and planning matters;
- Provides expert solutions for accessibility issues (to include disabilities) related to fire safety, motor pool, and vehicle safety;
- Plans, develops and implements an occupational health program consisting of consultative, technical, training, and evaluation services for Department work locations, employees, and other Federal agencies;
- Conducts investigations of health complaints, occupational accidents, injuries, and illnesses. Reviews findings of unhealthy working conditions (including employee requests for medically-related accommodations) with Department officials, employee groups, representatives of the disabled, Union officials, and individual employees;
- Develops and administers comprehensive physical programs with attention to the ergonomic aspects of employees’ relationship to their working environment to promote and maintain employee health, including the arrangement of appropriate training through Training and Development Center;
- Performs Occupational Safety and Health functions as they relate to implementation of Occupational Safety and Health Administration (OSHA) standards;
- Maintains an on-going effort to assess employee safety-related needs and develops corrective action plans, in conjunction with other OM offices and Principal Offices throughout Department to enhance overall employee safety;
- Establishes and maintains a facility inspection process and conducts investigations of safety complaints, occupational accidents, and injuries; and
- Reviews findings of unsafe working conditions with Department officials, employee groups, representatives of the disabled, Union officials, and individual employees.
Logistics Services Division
The Logistics Services Division (LS) provides a wide variety of administrative services to the Department. LS is responsible for planning, establishing, directing, controlling, and implementing policy, standards, and procedures governing all aspects of the following functions: motor vehicle and transportation operations, shuttle services, parking services, notary public administration, photocopy services, and the transit benefits program. The Logistics Services Division also manages for the Department the storage and delivery of publications through its EDPUBS program; and the management of mail services and programs for the Department. LS also oversees the Federal Real Property Program.
The Logistics Services Division has three Branches:
- Support Services Branch
- Transportation Services Branch
- Federal Real Property Branch
Support Services Branch
The Support Services Branch is responsible for the Department’s mail services, EDPUBS, Federal Occupation and Health services, child care and fitness center subsidy programs, blood drive coordination, and printing and copying. In addition, the Support Services Branch is responsible for the management and oversight of the LS budget formulation and execution processes to include the review and processing of Reimbursable Work Authorizations (RWAs), Purchase Orders, and Interagency Agreements.
In performing its responsibilities, the Branch
- Administers the EDPUBS interagency agreement servicing the Department’s storage and delivery of publications. This contract is the primary contract with the public nationwide in issuing Department publications;
- Manages the centralized mail management programs of the Department; provides guidance for package delivery and overnight delivery services;
- Manages the relationships with Department regional coordinators to ensure compliance with Department policy on mail services;
- Serves as liaison to mail service providers to troubleshoot any problems and coordinate the provision of services to ensure high levels of customer service;
- Serves as subject matter experts on the Department mailroom and mailroom services, and provides accurate and timely information to all users of these services;
- Provides monthly expenditure reporting to the LS Director, which outlines current allocation, total spent against allocation, allocation balance, percent of allocation spent, and amount obligated and committed;
- Conducts weekly reviews, processing, and reporting of RWAs, purchase orders, and requisitions to include contract renewals, new procurements, travel, training, etc.;
- Develops and maintains Standard Operating Procedures, training plans, check lists, and performance measurements;
- Establishes and maintains partnership with the Executive Office for processing of financial documentation;
- Performs quality review and assurance of invoices and expenditures;
- Coordinates and manages fitness center subsidy agreements;
- Develop and maintain LS Acquisition Plan; and
- Manages the Department’s printing and copying program.
Transportation Services Branch
The Transportation Services Branch is responsible for the management and oversight of the Department’s transportation services to include transit benefits distribution and oversight; and manages vehicle contracts and interagency agreements.
In performing its responsibilities, the Transportation Services Branch:
- Develops and oversees shuttle services between and among the Department’s Headquarters operating locations;
- Oversees parking resources in the Headquarters region and monitors contract parking services;
- Establishes and maintains a motor vehicle management and operations program to provide for Headquarters transportation requirements;
- Develops and manages various vehicle contracts and fleet operations;
- Allocates and dispatches motor vehicle resources to meet daily requirements;
- Manages the Department’s employee transportation program including the shuttle services, motor pool vehicle program, transit benefits and parking;
- Manages a Fleet Management Program of the Department’s Headquarters vehicles, and provides government reporting of the Department’s motor vehicle fleet nationwide; and
- Administers the national transit benefits program and assures that all transit distributions are within the allowable benefit for individual employees.
Federal Real Property Branch
The Federal Real Property Branch oversees and administers the Federal Real Property Assistance Program, a statutorily mandated program described more particularly as Program No. 84.145 in the Catalog of Federal Domestic Assistance and regulated under the Department’s federal regulations set forth at 34 CFR 12. The Federal Real Property Assistance Program assists eligible education organizations in the acquisition, development, and management of former federal surplus real property under the Public Benefit Conveyance authority of the Federal Property and Administrative Services Act of 1949, as amended (40 U.S.C. 550).
In performing their responsibilities, program staff:
- Screen available and potentially suitable surplus federal real property with local education organizations;
- Provide guidance and direction to eligible education organizations on the policies, procedures, and regulations which govern the acquisition, development, and disposal of former federal real property;
- Evaluate applications for the acquisition of available surplus federal real property and determine the Public Benefit Allowance that each application qualifies for under federal regulations;
- Approve and/or disapprove applications for the acquisition of available surplus federal real property;
- Develop and execute deeds and other instruments of conveyance as well as corollary agreements including abrogation and release agreements, consent instruments, cooperative Memorandums of Understanding (MoUs), mortgage financing authorizations, escrow agreements and documents to revert property title; and
- Enforce compliance with the terms and conditions of conveyance instruments.