The Office structure is broken down into four distinct organizations that function as one cohesive team as follows:
- Facilities Services Division
- Personnel Security and Disaster Preparedness Division
- Physical Security and Emergency Preparedness
- Logistics Services Division
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.
Facilities Services DivisionThe Facilities Services Division (FS) provides high quality and safe work environments for all Department personnel. FS partners with other Department offices and the General Services Administration (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 performs project management, lease management, space planning, facility management, safety, and environmental services to support the Department’s mission. FS advises senior level staff and serves as liaison with GSA on all building related matters.
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.Facilities Services has two teams
- Space Modernization
- Building Management, Safety, and Administrative Services
The ED Space Modernization team provides the vision and project management oversite in executing the ED Space Modernization Program (ESMP) for all ED facilities.In performing its responsibilities, the team:
- Plans, designs and executes the Department’s vision of the ESMP for all ED facilities. This entails keeping abreast of space trends in both commercial and government sectors and ensuring the Department’s spaces are modern, functional, efficient, and aesthetically pleasing;
- Develops long term budgets, participates in the budget formulation process, and oversees the execution of those budgets to support the ESMP; Works in conjunction with internal and external partners to develop Programs of Requirements for the ESMP;
- Develops briefs, schedules, and business plans to support the ESMP, and provides regular updates to Department leadership on the progress of the program;
- Conducts space utilization reviews and surveys to develop requirements for general and special purpose office layouts;
- Develops space housing plans for all components within the Department;
- Provides space standards and 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;
- Monitors and manages the assignment of space throughout the Department;
- Executes policies, procedures, and standards for space management;
- Maintains computer aided design drawings (CADD) for all facilities;
- Is responsible for the acquisition, disposal and accountability of space; development of space criteria; space planning; space policy and design;
- Approves designs; furniture reconfigurations; construction and final acceptance of space; oversees renovations; relocations; program of requirement development; design intent drawing reviews (space standards); and construction drawing reviews;
- Negotiates the terms, conditions, and cost of occupancy agreements with GSA and manages the Department’s rent budget;
- Manages, monitors, and tracks all Federal and commercial leases for Department occupied space;
- Performs contracting officer representative duties for facility related actions for furniture procurement, and provides furniture design, acquisition, delivery and installation services.
Building Management, Safety, and Administrative Services
The Building Management, Safety, and Administrative Services team provides facilities, project, and space management functions for ED customers in all Department buildings.
The team ensures facilities are maintained and operated in accordance with agency and federal policy and procedures by conducting routine building inspections to ensure occupied areas are free of housekeeping and maintenance problems. Additionally, the team provides space management and construction management operations for all non-ESMP projects. The team also manages the Department’s personal property program, performs budget activities including the facilities budget formulation, oversees the ED safety and occupational health program, manages all environmental and sustainability activities designated by the Department’s Chief Sustainability Officer, manages the Facilities Information Technology portfolio, and manages all administrative services internal to the Division.In performing its responsibilities, the team:
- Develops scopes of work; performs cost estimating; develops and communicates project plans/schedules; Performs contracting officer representative duties for facility related actions including, elevator maintenance, custodial services, service desk and other IT related contracts, and other services;
- Provides a single point of contact per facility/building, for requesting workplace services including, but not limited to: renovations, locks/keys, room set-ups, plumbing, cleaning, office moves, lights, trash, asset management, hot/cold calls, furniture, ceiling tiles, and restroom supplies;
- Establishes and maintains a compliant and effective asset management control system including performing physical inventory surveys; Manages the Department’s Surplus Property and Disposal Program;
- Develops and oversees the Department’s safety, environmental and occupational health programs including environmental response, Automated External Defibrillators management, environmental testing (indoor air quality), safety and health committee, safety inspections, and environmental health issues;
- 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;
- Provides solutions for accessibility issues (to include disabilities) related to fire safety, motor pool, and vehicle safety; 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 the Department to enhance overall employee safety;
- Establishes and maintains a facility inspection process and conducts investigations of safety complaints, occupational accidents, and injuries;
- Tracks and reports energy management activities, greenhouse gas emissions, utilities savings and other performance measures required through Executive order “Efficient Federal Operations” dated May 17, 2018;
- Prepares procurement requests and reimbursable work authorizations, performs budget requests and tracking; Is responsible for customer communications, Division Metrics, and reporting;
- Manages all personnel related matters including PARS, awards, and timekeeping;
- 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;
- Establishes, maintains and tracks the Division employee training program;
- Manages the Facilities Information Technology portfolio, providing IT solutions for Facilities related issues and policy;
- Oversees all FS activities related to Continuity of Operations plan
Personnel Security and Disaster Preparedness DivisionThe 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. Additionally the office works with the Office of the Chief Information Officer regarding Cyber threats and organization HVA systems required to support the Department mission.The Personnel Security and Disaster Preparedness Division has two branches:
- Personnel Security -- Intake Branch
- Personnel Security -- Adjudication Branch
Personnel Security Intake Branch
The Personnel Security Intake Branch is responsible for assuring that employees and contractors with access to Department-controlled facilities, systems and/or unclassified and classified information are suitable for the level of access granted to them. The type of background investigation is based on job assignment and duties.The Office of Personnel Security Intake Branch processes background investigations of Federal employees and Contractors who would occupy positions where a determination of suitability/fitness for employment or access to classified information is required.
The Branch's responsibilities include (but are not limited to):
- Initiating background investigations for applicants, appointees, employees, and contractors and coordinating the implementation of the personnel security portion of HSPD-12, which includes screening of current employees, applicants, and contractors for personal identity verification.
- Reviewing Personnel Security Questionnaires (SF-86, SF-85P and SF85) - verifying information submitted on applications contacting subjects via approved methods to complete information on background investigation forms, retrieving data from credit bureaus, requesting Local Agency Checks, reviewing reports to determine criminal record, etc.
- Processing Entry on Duty (EOD) employees - onboarding new employees, interns, politicals, and fellows;
- Collecting security paperwork, forms, cyber security training certificates, initiating individual in eQip and assisting with the entire EOD process from a security perspective;
- Conducting New Employee Orientation; Performing eQip HelpDesk assistance/requesting NP2 access;
- 6C Contractor Processing - working with COR’s and PO to process all High Risk Contractors working on ED accounts - (Document collection and tracking required);
- 5C Contractor Processing - working with COR’s and PO to process all Moderate Risk Contractors working on ED accounts - (Document collection and tracking required);
- PIV Processing (HSPD12)-Credentialing;
- Processing reciprocity requests;
- Initiating Reinvestigations – 5 year reinvestigations for ED Employees and Contractors and collecting and tracking process; Processing exit clearances.
Personnel Security Adjudication Branch
The Personnel Security Adjudication Branch 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.
Physical Security and Emergency Preparedness DivisionThe 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.
Logistics Services DivisionThe 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 oversee 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, 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