Completing your HMPPS vetting application

(Vetting form support, myths and FAQs)

What happens first?

You will receive an email from our Shared Service provider (SSCL) which will contain an encrypted link inviting you to complete a vetting questionnaire and upload your ID documents, Right to Work and Proof of Address (ID/POA/RTW) documents.

Sections 1 & 2: Personal Details - ID and Right to Work

Section 3: Previous MOJ Employment

This question relates to any period of working within HMPPS/NPS/MOJ/HMCTS, either directly or non-directly (DE or NDE) in any capacity. If you have worked as a contractor, volunteer, agency staff or sessional worker you must provide these details here.
If at any time your service (DE or NDE) has been terminated or if you have ever been excluded from HMPPS/NPS/MOJ/HMCTS this must be fully disclosed in this section.
Checks are carried out against internal records held along with internal references, which are requested in relation to any previous employment within HMPPS.

Section 4: Occupation History

All employment covering the last 5 years is required, including any periods of unemployment and/or voluntary work. Even if you were only employed temporarily, or for a few weeks, it must be included. There must not be any gaps.
You must also declare within this section any previous dismissals. If you have been dismissed from employment prior to the last 5 years this must also be disclosed.

Section 5: Counter Signatory

You are required to provide details of someone who can act as a counter signatory for you.
This is a personal reference so this person cannot be related to you in any way by either birth or marriage (including therefore your partner and their family).
An acceptable counter signatory is a professional person, including those retired from their profession, or a person of standing within the community who must have known you for at least 12 months. Employers and agencies can act as your counter signatory, providing you have been employed/worked for them for more than 12 months.
You will need to advise the person you select, that when they agree to act as your counter signatory, they may be required to provide a personal reference if requested. This may be required to confirm your identity or personal reference of your character. They will be required to complete a form which will be sent to them via the email address that you provide in this section. If they fail to respond they may be contacted by phone and asked to return the completed form.
Please be aware that delays in their response will also result in delays for you in the vetting process, so its beneficial to you that you select someone who you know will act swiftly on your behalf. We recommend ensuring your counter signatory is aware of the importance to the timely progression of your vetting application of returning this promptly and suggest it might be helpful to follow up with them to ensure they have returned everything required.

Section 6: Conduct

Within this section you are asked about any police investigations, charges or convictions you have been subject to.
HMPPS roles are exempt from the Rehabilitation of Offenders Act 1974 under the Exceptions Order, you are therefore required to disclose all convictions, including any which are now considered spent under this act.
This also includes bind overs, cautions and fixed penalties including speeding offences. You do not need to declare parking and congestion penalty charges.
It is important to declare ALL investigations and formal charges/convictions/cautions/reprimands and warnings.
As part of your vetting, you will be subject to criminal records checks via the Police National Computer (PNC).

It is important to note that having a criminal record does not automatically prevent you from employment within HMPPS, but failure to declare or dishonesty about offences could result in your vetting being rejected. Some offences would be deemed so serious that they would prevent employment within HMPPS.

Section 7: Financial history

This section requires you to provide information about your financial history so that we can risk assess the possibility of vulnerability or financial inducement whilst working within HMPPS.
If you have financial issues that are being managed through a debt management agency or a payment plan or IVA, it is useful to submit any documentation to support and evidence these plans.
You may also be subject to checks against the Individual Insolvency Register (IIR) and Equifax which will enable us to make a fully informed decision.

Most people have financial commitments in the form of mortgages, car loans and credit cards - we will be making an assessment about your ability to manage those commitments.
Having financial commitments does not mean that vetting won't be granted, especially if there is evidence of subsequent and consistent responsible management of any debt.

Section 8: Offender Connections

It is important to make clear that that having a connection with a person in prison or person on probation (either previous or current) does not necessarily mean that you cannot be employed by HMPPS. We will always consider each case individually. It is very important that you are completely honest about any connections as if you have an undeclared connection this will almost certainly lead to your vetting application being denied.
It is important to be aware that there is an expectation that you must declare any connections with serving or former people in prison or people on probation. This includes:

• any individual who is currently or has previously been in prison.
• any individual who is currently or has previously been under any Probation Supervision to include Suspended Sentence Orders, Community Orders and Licence Supervision that include all requirements and conditions (for example Unpaid Work, HDC, drug and alcohol treatment and testing requirements, Rehabilitative Activity Requirements)

Connections include in a personal and professional capacity and include family relations, partners, friends, and work colleagues. If you know people from your school days that you know have previously been or are currently in prison, but you have not had contact with them since school, this should also be disclosed.
Also you will be asked to tell us if you have ever visited anyone in prison or have ever received phone calls from people in prison or sent them money whilst they have been in custody, regardless of how long ago, this must be disclosed.
Don't worry if you are unsure of exact details. You will be asked to provide as much information as you can about those individuals to enable us to identify them however for example, you don't have a date of birth, but you know part of the information such as the date and/or month or even just the year of birth, then this should still be provided. If for example, the person is a family member you may be able to ask for these details from the person or another member of your family who might know that information.
We will need to have ensured that we have conducted adequate checks, therefore we may request that you provide us with further information if we require this. If we need to request more information this could result in some time delays to your vetting being progressed therefore it is important you provide us with as much detailed information as you can from the start of the process.
Finally, if you have ever been inside a prison in any capacity, being in custody yourself, visiting an offender or in a work capacity, you must ensure that you also declare this within this section.
Please be assured that any information you provide to us within this section is always reviewed and assessed on an individual basis and verified through the series of vetting checks that we undertake.

Section 9: Membership of Groups

Before considering your application, you must provide confirmation that you are not a member of any groups or organisations that are considered to be racist.
This is in support of MOJ declared principles and policy for promoting and sustaining racial equality and harmony.

Checks will be made in consultation with police and counter corruption colleagues.
Historic membership of a group will not automatically disbar you from gaining vetting clearance, it will however be factored into the decision-making process as part of the considerations made.

Section 10: Additional Information

This section is for any other information you have been unable to include elsewhere in the application but wish to disclose or give further detail or explanation about.
You can add free text here and attach addition documents.

Section 11: Pension Questionnaire

Whilst this is not part of the vetting process, this information is required for SSCL to assess which Civil Service Pension schemes you are eligible to join.

Section 13: Declaration

It is important before submitting your application that you review each section of your pre-appointment form in full.
By finalising and submitting your vetting questionnaire you are declaring that all the information you have provided is true and accurate.
Failure to provide accurate information may result in your offer of employment within HMPPS being withdrawn.