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Overview of the vetting process for applicants

Guidance on completing the vetting questionnaire for applicants

Why do we vet applicants?

It is important that people who are employed to work within HMPPS reflect and uphold the core values of the organisation, are suitable for their roles and can effectively support HMPPS vision of working together to protect the public and help people lead law-abiding and positive lives.

Following a successful application or interview, directly employed (DE) candidates are given a conditional offer of employment. This is because a series of checks, called vetting, must take place before you are given a contract of employment.

If you are non-directly employed (NDE), vetting is required before being appointed to work for a contractor who provides services or goods to HMPPS.

Like other government agencies, we carry out pre-employment vetting and security checks to help us to maintain a safe working environment for everyone and prevent misconduct. Some checks we are obliged to undertake legally such as to ascertain an applicant’s identity and their right to work in the UK.

The vetting process may include the following checks:

  • Identification validation
  • Address history
  • Entitlement to work in the UK
  • Employment history and references
  • Criminal records check
  • Financial checks
  • Internal checks against HMPPS held data

For some roles, checks may also include:

  • Digital vetting checks which may include both internal systems and internet investigation checks on candidates
  • Internet investigation checks, where undertaken, check your digital footprint to ensure that online activity or information about you does not risk undermining the core values of HMPPS and/or public trust and confidence in the organisation

In summary all of the above checks come together to ensure that you are who you say you are, have sufficient right to work within our organisation, that your references support you as being of good character and there is nothing about your lifestyle or on-line presence (digital footprint) that puts you at risk of coercion or could risk undermining the core values of HMPPS and/or the public’s trust and confidence in the organisation.

It is important to ensure that you read and review every part of your vetting questionnaire, and that it is completed honestly and in full. For example, fully disclosing any previous criminal history, convictions and cautions and any impending prosecutions (please see 'Applicants with past criminal convictions' below).

It is important to be honest, having a conviction does not necessarily mean an applicant would fail vetting, but failing to declare a conviction or caution that is later discovered could lead to vetting not been passed. Indeed, once employed if a member of staff does not disclose a new conviction or caution whilst this may not automatically lead to dismissal, failing to declare this may well do.

When does vetting start?

HMPPS vetting is delivered through Shared Services Connected Limited (SSCL), an outsourced managed service who deliver a transactional case management service. Where a case requires evaluation and assessment, a team of directly employed HMPPS staff in the HMPPS Personnel Security Vetting Team act as the final decision-making authority for vetting decisions.
If successful at interview you will be sent a provisional offer of employment. Once you accept the provisional offer you will then be sent the vetting pack to complete.
As part of the interview/application stage, some operational roles within HMPPS such as Prison Officer require candidates to attend a Recruitment Assessment Day (RAD). You will be notified by SSCL whether attendance is required online or in person.
If successful at the RAD, you will receive the conditional offer. Upon acceptance you will then be sent the vetting pack.
Checks cannot start until your Pre-Appointment Form and Vetting Questionnaire have been returned to SSCL who will initiate all relevant checks. It is important that you return the forms, any required documents and respond quickly to any correspondence, as failure to do so will delay the vetting process, which in turn will delay your appointment.

How long does vetting take?

The overall timescale for vetting is dependent on your engagement with the process. The quicker applicants return required information that is complete and accurate to us, to sooner we can begin vetting.
Due to the extensive nature of security and pre-employment checks we need to undertake for someone to join HMPPS, vetting can take variable amounts of time depending on what is required. We always commit however to undertake these checks as quickly and efficiently as possible.
During times of high demand for vetting services, checks will be prioritised according to organisation need.

How can I avoid delays with vetting?

Incomplete or incorrect documentation and inaccurate information are the most common causes of delays in the vetting process, so please make sure you follow the instructions on the documents carefully.
Emails and/or requests for further information should be acted upon swiftly. Applicants should check their emails inboxes and junk folders (in case emails have been directed in there).

Interview Stage

  • Applicants applying for DE roles are required to upload Right to Work, ID & address documentation before you can book an interview. You are also required to bring this same documentation with you to interview/RAD for verification.
  • Once your interview/RAD is booked you will receive email confirmation which will also notify you of the location.
  • You'll receive email and text communications 48 hours prior to your RAD/Interview to remind you what documents you need to bring. You'll also be sent a copy of the pre-employment screening guidance.
  • You must bring the correct documents with you to your RAD or Interview. This is to verify that the person attending on the day is the applicant. (See link below for further guidance on acceptable forms of identification / proof of address / right to work).
  • Failing to provide documents at this stage may lead to your interview/RAD being delayed or cancelled. Your application will not progress onto the vetting stage, and you will be required to present your documents for validation at the prison you've applied to, which will delay your application.

Vetting Stage

  • Vetting only begins if you are successful at interview. If successful, you will receive an email advising you and initiating the pre-employment checks. There will be a link within the email, guiding you to the online Application Centre where you must complete the Pre-Appointment Forms.
  • As part of the pre-employment checks, if you haven't done so already, you will be asked to upload the same ID, proof of address and right to work documentation that you presented at your interview/RAD. For vetting to continue these must be electronically attached to your application.
  • Complete your vetting questionnaire, answering all questions in full, accurately, and honestly as soon as possible.
  • If your application is incomplete or incorrect, SSCL will reject it and return it to you. If this happens you must respond as quickly as possible to provide the information requested. The pre-employment checks will not progress until SSCL have completed the initial checks.
  • If you are unsure about what documents are acceptable or have any other questions, the Vetting Action Team are there to help – their details will be provided in an email to you. (See link below for further guidance on acceptable forms of identification / proof of address / right to work)
  • For all directly employed staff, pre-employment checks include a role specific Health Questionnaire which you must complete. You will receive the link directly from our health provider. If an appointment with a health practitioner is required, you will be notified by email of a time and date. If the allocated appointment is not suitable it is your responsibility to make contact via the provided contact details to rearrange.

What happens after vetting?

  • For DE applicants, SSCL will notify you of the decision by email once your pre-employment checks have been completed.
  • You will be able to review your vetting status by logging into your online application portal and seeing if your status has been updated.
  • Once your pre-employment checks have been completed, you'll be contacted by a member of the HMPPS recruitment team or the vacancy manager (depending on the role you have applied for) with an offer of employment which you'll need to either accept or decline. They'll agree your start date with you and a contract will be drawn up.
  • You'll then receive your formal written offer of employment, including your contract and terms and conditions, which you can then accept online.
  • In the case of NDE applicants, a vetting contact point (VCP) will notify you of the vetting decision, and your start date will be agreed between you and your employer.
  • If you are informed that you have failed your pre-employment checks, you can request the details and how to appeal the decision from SSCL on the contact details below.

Who can I speak to if I have concerns?

It’s important to note that you can only request an update on the progress of your application if it has been in the pre-employment checks stage for more than 6 weeks. If you phone earlier, SSCL will be unable to provide you with an update.
Contact Details:
Tel: 0345 241 5358
Email: vetting-general@gov.sscl.com

If after completion and submission of the vetting questionnaire your circumstances change in any way, you must notify the vetting team of this this immediately by emailing recruitment-decisions@justice.gov.uk Failure to do so could lead to an offer of employment being withdrawn or if you have already commenced employment, possible dismissal from the Service so it is really important that you always let us know if anything has changed.

Different levels of vetting

All jobs within HMPPS are subject to minimum mandatory security vetting. The level of vetting you require will be decided by HMPPS and determined by your job role and location. You will be provided with all the necessary forms to complete.
The higher the level of security clearance required, the more in depth the vetting process.
BPSS - Baseline Personnel Security Standard. The minimum level of security vetting required across all government agencies.
EL1 - Enhanced level 1. This is the minimum level of vetting required for all Non-Directly Employed (NDE) staff within HMPPS.
EL2 - Enhanced level 2. This is the minimum level of vetting required for all Directly Employed (DE) staff, and NDE staff whose role requires them to have NSV.
NSV - National Security Vetting may be required for posts in the high security estates and more sensitive posts. There are three levels, dependant on the nature of the job role - CTC, SC and DV as listed below.
CTC - Counter Terrorist Check. Required for all staff (DE & NDE) within the high security estate, and those carrying out specific roles in other prisons that require the higher level of clearance.
SC - Security Check - This level of clearance is required for staff employed in posts which require substantial access to secret assets and occasional controlled access to top secret assets.
DV - Developed Vetting. A requirement for DV clearance is rare in HMPPS. It is a highly comprehensive form of security clearance, required for people with substantial unsupervised access to top secret assets or those working in intelligence or security agencies.
If your role involves working with children under 18 or in a healthcare profession, you will also be subject to an enhanced Disclosure and Barring Service (DBS) check.

Top tips

Some important points regarding your vetting application:

Risks or issues identified during the vetting process will not necessarily preclude you from working for HMPPS, each case is assessed by a specialist team and judged on its own merits.

Being open and honest is of upmost importance - providing false information or omitting information may result in your vetting application being rejected. Integrity is a core value within HMPPS and the wider Civil Service and therefore an expectation of people working within the organisation. Even if the information that has been withheld would not have resulted in the application being rejected, withholding the information may result in vetting not been granted.

Double check that you have completed the form honestly and accurately.

Failure to do so will inevitably result in delays.

Where appropriate, and if helpful for you, you could consider asking a trusted friend or relative to review your application to check for any typing errors or for missing information.

If your circumstances change after you submit your Vetting Questionnaire (VQ)

If you think you have made a mistake, missed out information on your vetting questionnaire, or your circumstances change at any time during the vetting process you must notify the vetting team immediately.

Changes in circumstances include but are not restricted to, police involvement, receiving a caution/conviction, becoming aware of a prisoner relationship, moving house or changes in your financial status.

All correspondence must include your full name and application ID number and should in the first instance be emailed to vetting-general@gov.sscl.com.