Guidance

DV - Guidance Pack for Applicants

Updated 23 September 2024

1. Introduction to National Security Vetting

We understand that this might be a completely new experience for you so we have created this guidance to help you to understand the process, and hope that it helps put you at ease and prepares you for the next steps.

2. What is Vetting?

The word ‘vetting’ simply means “to carefully examine” The process you are about to undertake involves a combination of background checks and information gathering. 

It allows us to understand your behaviour in a variety of circumstances, enabling us to make an objective risk assessment as to whether holding clearance is suitable. In undertaking these checks and gathering information from other sources this provides us with better insight into any risks and can allow us to mitigate against those risks or any potential conflicts of interest.

For more information visit Vetting Explained on gov.uk 

3. Why do I have to go through this process?

National Security Vetting is an integral part of protecting sensitive government material and supporting national security. It allows us to ensure that privileged information doesn’t fall into dangerous hands, better protecting our nation, allies and our people.

Whilst it is in place to protect Government assets, the process is also there to consider any potential vulnerabilities faced by you and understand whether these can be or how best to mitigate those vulnerabilities.

The role you have applied for requires you to have Developed Vetting (DV) clearance, this is because your role will include some or all of the following:

• Frequent and uncontrolled access to TOP SECRET assets or require any access to TOP SECRET codeword material. 

And for individuals who:

• While not in such posts, will be in a position to directly or indirectly bring about the same degree of damage.
• Require frequent, uncontrolled access to Category 1 nuclear material
• Requires access to certain levels of classified material originating from another country or international organisation.

4. What will the process involve?

In most instances, before the National Security Vetting process begins your employer will perform some pre-employment checks including a Baseline Personnel Security Standard (BPSS) check. The BPSS includes:

• Identity check
• Nationality and immigration status
• Employment history
• Unspent criminal records check

Once this stage is complete the National Security Vetting process will begin. The Developed Vetting (DV) includes :

• Checking departmental records
• A security questionnaire (providing personal data)
• Checking against criminal records
• Credit Reference check
• Security Service check
• Internet Questionnaire
• Financial Questionnaire
• Individual Interview with a Security Vetting Officer

We have compiled some hints and tips for completing your security questionnaire, here: Hints & Tips for completing your Security Questionnaire 

You can find more details about the Government’s personnel security and national security vetting policies and how the process works in the HMG Personnel Security Controls document.  

5. Who are Vetting Clearance Officers and what will they discuss with me at the interview?

Your Vetting Clearance Officer (VCO) is a UKSV employee who has undergone specialist training. The most important thing is that they are there to learn about you, the interview is not an interrogation or police interview under caution. They are human and approach the conversation with empathy and positive intent, so please do let them know if you feel uncomfortable or need clarity around why you are being asked particular questions. 

You will have contact with your VCO before the interview, this can be via phone or email. If you have a preferred way of communicating please do let them know.

Some interviews may take several hours, your Vetting Clearance Officer should offer a break or the option to notify them at any point if you need one. They may forget to mention this when they are informing you of other things, so just ask if you need a break, they might appreciate the chance to get a cup of tea too.

At the interview it is likely that you will discuss some or all of the following. What is discussed will depend on your clearance level and/or any areas that we need to explore further.

• Nationality/citizenship 

• Family 

• Employment history 

• Health & wellbeing 

• Friends & associations

• Alcohol & substance use

• Travel 

• Sexual history 

• Finance

• Internet usage

• Criminality 

• Lifestyle & beliefs

Due to the nature of the discussion, the interview can be intrusive and some individuals may find themselves distressed or triggered during or following the interview. Please see the list of organisations you can contact for support at any point.

Please note, this is a voluntary process, there is no obligation to do the interview. However, If you decide not to, you won’t be able to be granted clearance so would have to withdraw from the role or programme. This may impact on your ability to undertake the role or work requiring security clearance. 

6. How can I best prepare?

We have a series of short videos which help give insight into what detail is required during the process, including what we may ask you about and why. Select the following link to learn more: Demystifying Vetting Videos  

Consider whether you need any reasonable adjustments, you can find our guidance here: Request a reasonable adjustment as a Security Vetting Applicant 

Check out the NSVS Portal Guidance Notes for instructions on how to activate the NSVS Portal account and how to access, complete and submit your security questionnaire.

Here are some tips from other applicants to help you prepare:

“Don’t assume something will be a blocker”

“Answer the question exactly - don’t get yourself tied up in knots.”

7. How long will the process take?

The length of time it takes to complete the process will vary from person to person. We require multiple checks from different agencies and this can sometimes result in delays.

If you are currently employed, please don’t hand in your notice until you have been contacted with a decision. 

8. What happens next?

Your case will be sent to the relevant Decision Maker for your application. Once a decision has been made you will be informed of this. 

9. What are the possible outcomes?

• Clearance awarded 

• Clearance awarded with aftercare - Aftercare is the term used for the management of effective personnel security. If any potential risks are identified during the vetting process, this may be managed by scheduling an interim review. This review usually takes place around 18 months to 2 years after clearance has been awarded and will only review the risk area/s. To find out more visit our Guidance on Aftercare and existing clearances. 

• Clearance awarded with caveats and/or restrictions - There may be caveats and/or restrictions placed upon your clearance, these would be used to mitigate any risks and/or potential conflicts of interest. These will be discussed with you fully.

• Clearance refused

• Clearance refused resulting in a review to explore your suitability to continue with your current security clearance.

• Voluntary withdrawal - You are free to withdraw from the process at any time however, this may impact on your ability to undertake the role or work requiring security clearance. If this is the case please discuss this further with your sponsor. 

10. How will you handle my data?

The National Security Vetting privacy notice explains who we share your data with, who the data controllers are and how to go about raising a query or complaint. 

We will retain your data securely for as long as is necessary to safeguard National Security, normally this will be for 15 years from the date your clearance expires, lapses or is withdrawn. 

11. Things to remember

• If you’d prefer a call instead of emails - just ask

• You are the expert in your life and circumstances

• If you feel uncomfortable say so 

• Ask your VCO to explain why certain questions are being asked if you are unsure 

• Ask for a break if you need it 

• Correct your VCO if the terminology or language used feels offensive 

• Be prepared and organised with your documents and be ready to discuss the information you provide with your VCO.

• You can request a VCO of a specific Gender, this request can be made on the Security Questionnaire using the information spaces.

• You can bring someone to the interview with you (as long as they are over 18 and don’t influence the interview in any way). If you choose to do so, please let your VCO know ahead of time. 

• Remember nerves, shyness, embarrassment and/or feeling uncomfortable  are normal.

• If you feel nervous or anxious do some calming exercises, and try to take your mind off it for a while with an activity you enjoy

• Communication and honesty is key

• Give your feedback on your experience

• Engage with the process, be professional and open. 

Please see the Vetting Charter to learn more about what you can expect during the process.

12. Your responsibilities as a national security clearance holder

Further information about what is expected of you as an individual who holds national security clearance can be found in the HMG Personnel Security Controls and in Aftercare information for holders of national security clearance.