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Personnel reporting · Adjudicatively ready reports

Adjudicatively ready incident reports

DCSA publishes a guide to what an incident report should contain so an adjudicator can act on it without coming back for more. This page points to that guide, sums up what it asks for, and offers a companion that shows where to get each record.

DCSA’s guide Where to obtain the documents (PDF) ↓

The two documents

DCSA’s guide: for the security officerDCSA’s own statement of what a complete report contains, followed by the records it expects under each adjudicative guideline. Read it on dcsa.mil. DCSA’s page shows no publication date or version, so check it each time you start a report.
Where to obtain the documents: for the employeeA companion published by FSOtools, not by DCSA. It repeats DCSA’s guide and adds clearly marked notes on who holds each record, then national sources and a table of the agencies that hold records in all 50 states and DC. Download the PDF.

What DCSA asks a report to contain

A summary. DCSA’s guide has the full text and governs.

  1. 1

    Report now, finish later

    DCSA’s guide says to report derogatory information immediately upon discovery, as SEAD 3 requires, and not to delay the initial report because documents are missing. Include everything known and available, and name each document still pending. Send those through a Supplemental Information CSR as soon as they arrive.

  2. 2

    Give the complete incident picture

    A factual, clear and chronological account: when it happened, with the incident date kept apart from the report date; where, and in what jurisdiction; who was involved; what happened; why; and how it was first handled and finally resolved. Leave out names or details of victims or minors as appropriate.

  3. 3

    Include a complete subject statement

    The circumstances, why the incident was or was not self-reported, and the context an adjudicator weighs: the nature, extent and seriousness of the conduct; knowledgeable participation; how often and how recently it happened; the person’s age and maturity at the time; whether participation was voluntary; rehabilitation or lasting behavior change; motivation; potential for pressure, coercion, exploitation or duress; and the likelihood it continues or recurs.

  4. 4

    Attach the records for each guideline involved

    DCSA’s guide lists records under Guidelines A through M, for example court dispositions for criminal conduct, creditor letters and credit bureau reports for financial concerns, and treatment records for alcohol or drug matters. If a concern falls under more than one guideline, apply the list for each.

Who gathers what

The employeeWrites and signs the personal statement and gathers the records only they can get: court and police records, medical and treatment records, financial records, and immigration or citizenship papers. A document that arrives after the report goes to the security officer the same day.
The security officeFiles the incident report and any Supplemental Information CSR in its system. It already holds its own records, such as preliminary inquiries, violation notices, user activity monitoring reports and access suspensions, so the employee does not retrieve those.
Keep sensitive records in authorized channelsMedical, financial and court records are case-specific and sensitive. Provide them through your security office. This website does not collect them.

Sources

Checked , against the text of DCSA’s page as read on November 9, 2026. The agency links in the companion go to each agency’s main site; if one has moved, search that agency’s site for how to request your own record. An independent guide, not a DCSA publication and not legal advice. Follow your security office’s and your agency’s current instructions.