National Security Vetting – FCO Services
Frequently Asked Questions
Contents
1.
General Queries ................................................................................................................................. 3
What security checks are carried out? ............................................................................................. 3
Do you have to be a British National to be security cleared? .......................................................... 3
Do I have to have lived in the UK for a set period of time? ............................................................ 3
How do you comply with equal opportunities and human rights? .................................................. 3
2. Confidentiality and Data Protection ................................................................................................ 4
a. Why is national security vetting so intrusive? ................................................................................. 4
b. Will the information obtained during the vetting process remain confidential? ............................. 4
c. How will you ensure my personal information is kept safely? ....................................................... 4
3. How long will my clearance take to complete? ............................................................................... 4
a. How long does an SC clearance take? ............................................................................................. 4
b. How long does a DV clearance take? .............................................................................................. 4
c. Why might my clearance take longer than average? ....................................................................... 5
d. What can I do to speed up the clearance process? ........................................................................... 5
e. How can I check on the progress of my clearance? ......................................................................... 5
4. Accessing the E-form......................................................................................................................... 5
a. How long do I have to access the form? .......................................................................................... 5
b. I keep receiving the message “User account is not recognised”. .................................................... 5
c. Who is my Sponsor? ........................................................................................................................ 5
d. What is my SAIN number (Sponsor Agreed Identification Number)? ........................................... 5
e. My link has been sent to my work address, can I log in at home? .................................................. 6
f. Can I change the email address that the log-in link has been sent to?............................................. 6
g. The system is not accepting the password that I am trying to create? ............................................. 6
h. I have tried to log in a number of times but keep receiving the message “unlock code has
expired”................................................................................................................................................... 6
5. Completing your E-form................................................................................................................... 6
a. How long do I have to complete the E-form?.................................................................................. 6
b. When I try to enter the E-form I receive an error message stating that “the user details have not
been found”? ........................................................................................................................................... 6
c. My E-form has timed out, what do I do? ......................................................................................... 6
d. Some of my details on the form are incorrect (eg name, DOB), how do I correct them? ............... 6
e. I think the level of security clearance is wrong, how do I check? ................................................... 7
f. I have completed the first section of the form but I am unable to move on to the next page. When
I select “next” there is an error message stating “Only Alphanumeric characters can be used in
forenames/surname field”. ...................................................................................................................... 7
g. My postcode is not listed in the address finder................................................................................ 7
h. I have more than one nationality, how do I enter this on the form? ................................................ 7
i. At what point in a relationship do I have to declare someone a partner? ........................................ 7
j. I do not know an ex-partners current address, what should I enter? ............................................... 7
a.
b.
c.
d.
k. I am currently going through a divorce, do you still require my ex-partners details? ..................... 7
l. I have a current partner with whom I co-habit and an ex partner to whom I was married or cohabited within the last three years. Do you require details of both?...................................................... 7
m. One of my parents is deceased, do you still require their details? ................................................... 8
n. I am not in contact with my mother/father, do I still need to provide details? ................................ 8
o. My parents have separated and my mother/father has taken a new partner. Do you require details
of the new partner? ................................................................................................................................. 8
p. I was adopted. Do you require details of my adoptive parents or natural parents? ........................ 8
q. I cannot fill in the parent section as I was raised by The State. What should I do? ....................... 8
r. I have previously been security cleared but I cannot remember details of when this was or who
issuing department was. .......................................................................................................................... 8
s. I am completing the Criminal Conviction Declaration. Do I need to enter details of spent
convictions/convictions from over 10 years ago? .................................................................................. 8
t. Under the Criminal Conviction Declaration do I need to provide details of speeding fines? ......... 8
u. I‟m tempted to keep quiet about something in my past and hope no-one finds out. ....................... 8
v. Do you require me to declare criminal convictions of my partner/parents? .................................... 9
w. If I declare criminal convictions will this affect my chances of being granted a security
clearance? .............................................................................................................................................. 9
6. Submitting and Printing my E-form ............................................................................................... 9
a. I cannot print a copy of my form as I am not connected to a printer. .............................................. 9
b. When I select PRINT the page opens but remains blank. ............................................................... 9
c. How do I know if my form has successfully submitted? ................................................................. 9
d. I have submitted my form without printing a copy. How can I obtain a copy? ............................. 9
7. Additional information for DV and DV Review clearance.......................................................... 10
a. I have previously held or currently hold a DV clearance; can you take details from my previous
security questionnaire? ......................................................................................................................... 10
b. Who should I nominate to be a referee? ........................................................................................ 10
c. Do my referees have to be British?................................................................................................ 10
d. Do I have to provide all of my relatives under the “wider family” section? ................................. 10
e. I live with my partner but we do not have shared finances. Do you still require their details in the
financial section? .................................................................................................................................. 10
f. I live with my parents, do you require their financial information? .............................................. 10
g. My spouse/partner‟s parents have passed away, do you still require their details? ...................... 10
h. My spouse/partner has not spoken to his/her mother/father for some time, do I still need to
provide details? ..................................................................................................................................... 10
i. My spouses/partner‟s parents have separated and his/her mother/father has taken a new partner.
Do you require details of their new partner? ........................................................................................ 11
j. My spouse/partner was adopted. Do you require details of his/her adoptive parents or natural
parents? ................................................................................................................................................. 11
1. General Queries
a. What security checks are carried out?
Individuals subject to national security vetting (including UK nationals taking up sensitive posts in
international organisations) will be asked to provide, via a questionnaire, personal information about
themselves, partners, family members and other associates.
It may be checked and retained for future checks against:
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Relevant personnel records held by the employing department or company
Criminal records (both spent and unspent as defined by the Rehabilitation of Offenders Act))
Information held by the Security Service.
Credit reference agency records
The process may also take account of:
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Financial circumstances generally
Third party character references
Any medical considerations that could give rise to security concerns
Interviews with the vetting subject and referees may be carried out to establish good character
and to verify information that has been provided.
b. Do you have to be a British National to be security cleared?
No, but to enable meaningful checks to be carried out you will need to have lived in the UK for a
sufficient period of time. Depending on the level of clearance being carried out this may range from
three to ten years out of the previous ten years.
c. Do I have to have lived in the UK for a set period of time?
To enable meaningful checks to be carried out you will need to have lived in the UK for a sufficient
period of time. Depending on the level of clearance being carried out this may range from three to ten
years out of the previous ten years.
d. How do you comply with equal opportunities and human rights?
All applicants for vetting are treated impartially, consistently and in a non-judgemental manner,
irrespective of their gender, marital status, age, race, ethnic origin, disability, religion or belief or sexual
orientation.
The European Convention on Human Rights and the Human Rights Act guarantee certain rights and
fundamental freedoms, including the right to privacy and freedom of expression. These rights are
subject to a number of exceptions; in particular they may be subjected to such interference as is in
accordance with the law and is necessary in a democratic society in the interests of national security.
2. Confidentiality and Data Protection
a. Why is national security vetting so intrusive?
The checks associated with vetting can be intrusive, particularly at the higher levels of national security
vetting. However, checks are only carried out to the level necessary to safeguard national security. You
are not obliged to go through the security vetting process but, if you choose not to, you will not then be
appointed to the post you applied for.
b. Will the information obtained during the vetting process remain confidential?
All information obtained will be treated in strict confidence and protected from unauthorised access.
There is an extremely remote possibility of disclosure of vetting information in connection with criminal
or civil proceedings.
c. How will you ensure my personal information is kept safely?
The Data Protection Act of 1998 came into force on 1st March 2000 and requires those who process
personal data to register that fact with the Information Commissioner, together with other information,
including a description of the data, the categories of person to which it relates, the purpose for which the
data is processed and the persons to whom it may be disclosed. Section 28 of the Act provides for
exemptions where this is necessary for the purpose of safeguarding national security. For more
information please see:https://www.gov.uk/government/publications/hmg-personnel-security-controls
The Vetting Team are required to hold your personal data lawfully, to ensure that the data is accurate
and kept up to date and is not used for any other purpose than national security vetting. Personal data
will not be passed outside the security community, (including to police authorities) except in exceptional
circumstances.
3. How long will my clearance take to complete?
a. How long does an SC clearance take?
The Vetting Team have a target to complete all SC clearances within 18 working days. Note that the
clock only starts on receipt of a fully completed and accurate Security Questionnaire (E-form). Once
completed, the clearance will be sent to your sponsor for a decision, and you should allow additional
days for your sponsor to administer the clearance and contact you with the outcome.
b. How long does a DV clearance take?
The Vetting Team have a target to complete all DV clearance and DV Reviews within 60 working days.
Note that the clock only starts on receipt of a fully completed and accurate Security Questionnaire (Eform). Once completed, the clearance will be sent to your sponsor for a decision, and you should allow
additional days for your sponsor to administer the clearance and contact you with the outcome.
c. Why might my clearance take longer than average?
Security clearance involves a series of checks, some of which are provided by external parties. Third
party checks can be subject to delays that are outside the control of the Vetting Team, and which may
impact on the completion of your clearance.
d. What can I do to speed up the clearance process?
Make sure that you access your E-form promptly to avoid timeouts. Complete all of the questions
carefully and thoroughly – we cannot begin your clearance until we have full and accurate information.
For DV/DV Review clearances, ensure you are available for interview as arranged with your
investigating officer, and remember to take with you all of the requested information (eg bank
statements).
e. How can I check on the progress of my clearance?
Progress updates are only provided to clearance sponsors, not to individual subjects. Subjects should
approach their sponsor for any update on progress.
4. Accessing the E-form
a. How long do I have to access the form?
You have 24 hours to access the form via the email link. If you do not access the form within this 24
hours period you can generate yourself a new email to log in through by clicking on the “forgotten
password” link towards the bottom of the email. You have 14 days from receipt of the original email to
log into your account. If you do not log in within this 14 day period then your details will be deleted
from the system for security purposes. You will need to contact your sponsor to arrange a re-set.
b. I keep receiving the message “User account is not recognised”.
You only have 14 days from receipt of the original email to log into your account. After this date your
details are deleted from the system for security purposes. Please check the date of your original email, if
it has been more than 14 days you will need to contact your sponsor to arrange a reset. If it is less than
14 days please check that you are entering the correct email address, ie the one that the original log in
email was sent to.
c. Who is my Sponsor?
The vetting or security team at your current or prospective employer. If unsure, contact either your
recruiter or the line manager who initiated your security clearance.
d. What is my SAIN number (Sponsor Agreed Identification Number)?
An identifier personal to you. In most cases it will be your National Insurance number. It could also be
your passport number, driving licence number or staff number. Your sponsor will be able to confirm the
specific identifier used for your clearance.
e. My link has been sent to my work address, can I log in at home?
Yes. You must initially log into the E-form through the original email you received with the link. After
that, you can save the link and log in (using same log in credentials) from home or via any other web
connection. Please note that your E-form will always be linked to the original email address you
supplied and any correspondence (eg password resets) will be sent to that address.
f. Can I change the email address that the log-in link has been sent to?
Only with the intervention of your sponsor, please contact them for confirmation.
g. The system is not accepting the password that I am trying to create?
Your created password must meet the given security requirements: 9 characters in length, including one
upper case, one lower case and one numeric (eg Holidays1). For security purposes please do not use
your National Insurance Number as this may already by your SAIN. Security controls will also prevent
you from using the same password twice.
h. I have tried to log in a number of times but keep receiving the message “unlock code has
expired”.
Ensure that the email link you are using to log in is the latest email that you have received. Once you
have requested a new unlock code the old code expires. If you have received multiple unlock emails in
the last few hours please wait for at least an hour before you request a new unlock code. We
recommend that you delete the previous emails to avoid confusion.
5. Completing your E-form
a. How long do I have to complete the E-form?
From the date of your initial log in, you only have 30 days to complete and submit the E-form. If the Eform is not successfully submitted within 30 days it will expire and be deleted. In this case you must
contact your sponsor to arrange to be set back up again with a new form.
b. When I try to enter the E-form I receive an error message stating that “the user details
have not been found”?
Check that you are using the correct email address, password and SAIN number. If you are, it is likely
that your application has timed out. You only have 30 days to complete your form. Check the timed
countdown on the top right hand corner of the form. If you have not submitted the form within 30 days
it will be deleted and all of the information you have previously entered will be lost. For data protection
reasons this information is completed deleted and there is no way that it can be accessed again.
c. My E-form has timed out, what do I do?
Contact your sponsor who will arrange for you to be set back up again.
d. Some of my details on the form are incorrect (eg name, DOB), how do I correct them?
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Click on the field containing the incorrect information and delete or amend the field. It is extremely
important that your name and date of birth are correctly entered, if they are not then the clearance may
be void and you may have to start the process from the beginning.
e. I think the level of security clearance is wrong, how do I check?
The online form will state the level of clearance requested by your sponsor. If you believe that this is
incorrect please contact your sponsor as only they have authority to amend the clearance level.
f. I have completed the first section of the form but I am unable to move on to the next page.
When I select “next” there is an error message stating “Only Alphanumeric characters can
be used in forenames/surname field”.
This is most likely because you have added a space at the end of your name. Click on the stated field
(forenames or surname), scroll to the end of the name and delete all spaces until the cursor stops at the
end of your name. If the problem persists, try deleting and re-entering all forenames and surnames.
Note: spaces can be left between forenames.
g. My postcode is not listed in the address finder.
Manually input your address into the relevant fields, this must include a postcode if you live in the UK.
h. I have more than one nationality, how do I enter this on the form?
First select your current or most recent nationality. Second, select yes to the question „have you ever
had or do you have another nationality‟. You will initially be asked to enter start and end dates for your
current/recent nationality (enter current date if nationality is still held). Once you click next, you will be
asked for details relating to your other or previous nationality.
i. At what point in a relationship do I have to declare someone a partner?
The Cabinet Office guidelines state that you must provide full details for your spouse (whether or not
you are living together) or the partner that you are living with. You must also provide full details of any
ex-spouse or partner with whom you have lived with in the last three years. If you are not married
to/living with your partner you are not required to provide their details. Please note that if your
circumstances change in future and you decide to co-habit or marry, you must complete a Change of
Personal Circumstances Form.
j. I do not know an ex-partners current address, what should I enter?
Please enter their last known address and add a note in the Additional Information section of the form
confirming the date you were last aware that they lived at this address.
k. I am currently going through a divorce; do you still require my ex-partners details?
Yes, we require full details of your ex-spouse until three years after the Decree Nisi is issued.
l. I have a current partner with whom I co-habit and an ex partner to whom I was married
or co-habited within the last three years. Do you require details of both?
Yes. Once you have added your current, or most recent partner you will be able to add another partner.
You should provide details of all relevant parties.
m. One of my parents is deceased; do you still require their details?
Yes. We require full details for your parents whether or not they are alive or deceased. You should
enter full details, including full names, date of birth, place of birth, nationality, date of death and, if they
passed away within the last three years, their last address.
n. I am not in contact with my mother/father; do I still need to provide details?
Yes. We shall require as much information as you are able to provide, including a last known address.
If you are unsure of any information, i.e. date or place of birth, please enter your best guess or put NOT
KNOWN in the mandatory fields. If you do this you must enter a note in the Additional Information
section of the form detailing exactly what you have entered and why.
o. My parents have separated and my mother/father has taken a new partner. Do you
require details of the new partner?
Yes. We will require details of your parent‟s new spouse or partner that they are living with. Please add
these under the drop-down Step-Mother or Step-Father. You can then clarify their relationship in the
Additional Information box at the end of the form.
p. I was adopted. Do you require details of my adoptive parents or natural parents?
If you have details of both sets of parents please provide full details. The form will enable you to add all
of these individuals.
q. I cannot fill in the parent section as I was raised by The State. What should I do?
The E-form requires at least one parent‟s full details to be entered to enable submission. Please contact
your sponsor to explain that you require a paper form to complete in this instance.
r. I have previously been security cleared but I cannot remember details of when this was or
who issuing department was.
Please enter your best guess as to the approximate year the clearance was carried out. If you are unsure
of the issuing authority is please enter the name of the department or company for whom you were
working at the time.
s. I am completing the Criminal Conviction Declaration. Do I need to enter details of spent
convictions/convictions from over 10 years ago?
Yes. Please enter details of all convictions, cautions and warnings regardless of whether they are spent
or how long ago they occurred.
t. Under the Criminal Conviction Declaration do I need to provide details of speeding fines?
Yes, we require full disclosure of all convictions, warnings and cautions including motoring
convictions. The only exception to this is parking tickets.
u. I’m tempted to keep quiet about something in my past and hope no-one finds out.
Lying or concealing information on a security questionnaire or at interview is viewed very seriously
because it is taken as evidence of unreliability and/or dishonesty. Indeed, your security clearance could
be refused because you lied, even though what you were seeking to conceal would not in itself have
caused a problem. Furthermore, your security clearance could be removed at a later date if the lie
subsequently came to light.
v. Do you require me to declare criminal convictions of my partner/parents?
No, we only require details of your criminal convictions/cautions or warnings.
w. If I declare criminal convictions will this affect my chances of being granted a
security clearance?
Not necessarily. Each case will be judged on its merits and will take into account a number of things e.g.
the seriousness of the offence; the length of time since it was committed; your age at the time; and any
other special circumstances. It is important that you are completely honest about your criminal history,
including spent convictions (that is, older convictions that would not normally have to be disclosed to a
potential employer) and police cautions. Note that any attempt to conceal information could be taken as
evidence of unreliability or dishonesty and may affect the granting of security clearance.
6. Submitting and Printing my E-form
a. I cannot print a copy of my form as I am not connected to a printer.
Save a copy as a PDF document to print at a later date. We recommend that you do not submit your
form until you have successfully printed a copy for your records.
b. When I select PRINT the page opens but remains blank.
The browser that you are using is not compatible with the electronic form (this is the case with eg
Google Chrome). Try accessing the form via another browser e.g. Internet Explorer.
c. How do I know if my form has successfully submitted?
When you select SUBMIT you should be taken to a new screen which states “You have successfully
submitted and will no longer be able access your form”. If you do not see this message but instead
remain on the same page your form has not successfully submitted. In this case, scroll up this page and
you will see a message detailing which section requires further information or amendment. You can
return to the required part of the form by selecting the relevant section at the left hand side of the screen.
If you cannot see all of the section headings down the left hand side of the page simply select “ABOUT
YOU” and then all of the headings will reappear. You do not need to scroll all of the way through the
form. Once the relevant section has been amended you will be able to select the SUBMIT section to
return to the SUBMIT page.
d. I have submitted my form without printing a copy. How can I obtain a copy?
Once your form has been submitted you will not be able to obtain a hard copy.
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7. Additional information for DV and DV Review clearance
a. I have previously held or currently hold a DV clearance; can you take details from my
previous security questionnaire?
No. We are unable to pre-populate the form with details that have been provided in previous
questionnaires. Nor are we able to provide you with a copy of any Security Questionnaires you may
have completed in the past.
b. Who should I nominate to be a referee?
You must provide three referees who know you well. Ideally these should include one work referee (but
not your current line manager) and one personal referee. Examples of referees that you could use
include; a work colleague, a neighbour, your best friend. When providing referees you must ensure that
you cover the last 10 years, although not all of the referees are expected to have known you for this
period of time.
c. Do my referees have to be British?
Ideally yes, it would also be preferable that they are living in the UK. However, if you are unable to
provide anyone else then these may be acceptable. The investigating officer will discuss this with you
once your case has been allocated.
d. Do I have to provide all of my relatives under the “wider family” section?
We only require details for wider family (aunts, uncles, cousins etc…) that you have regular contact
with. We would define regular contact as 3 or 4 times a year.
e. I live with my partner but we do not have shared finances. Do you still require their details
in the financial section?
Yes, we will require full details of your partner if you are co-habiting.
f. I live with my parents; do you require their financial information?
No, but we will require details of any finances you share with them or payments that you make to them.
g. My spouse/partner’s parents have passed away; do you still require their details?
Yes. We require full details for your partner‟s parents whether or not they have passed away. You
should enter full details, including full names, date of birth, place of birth, nationality, date of death and
if they passed away within the last three years we will require their last address.
h. My spouse/partner has not spoken to his/her mother/father for some time, do I still need to
provide details?
Yes. We shall require as much information as you are able to provide, including a last known address.
If you are unsure of any information, i.e. date or place of birth, please enter your best guess. If you do
this you must enter a note in the “Additional Information” section of the form detailing exactly what you
have entered and why.
i. My spouses/partner’s parents have separated and his/her mother/father has taken a new
partner. Do you require details of their new partner?
Yes. We will require details of your parent‟s new spouse or partner that they are living with. Please add
these under the drop-down Step-Mother or Step-Father.
j. My spouse/partner was adopted. Do you require details of his/her adoptive parents or
natural parents?
If you have details of both sets of parents please provide full details. The form will enable you to add all
of these individuals.
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