Personnel Security Standing Order PDF

**PERSONNEL SECURITY STANDING ORDER** **TABLE OF DOCUMENT DETAILS** +-----------------------------------+-----------------------------------+ | Title | | +===================================+===================================+ | Reference No | | +-----------------------------------+-----------------------------------+ | Relevant Department or Group | | +-----------------------------------+-----------------------------------+ | Ownership | | +-----------------------------------+-----------------------------------+ | Document Author | | +-----------------------------------+-----------------------------------+ | Approved by | | +-----------------------------------+-----------------------------------+ | Approval Date | August 2020 | +-----------------------------------+-----------------------------------+ | Implementation Date | August 2020 | +-----------------------------------+-----------------------------------+ | To be Reviewed Date | December 2026 | +-----------------------------------+-----------------------------------+ | Last Revised Date by | | +-----------------------------------+-----------------------------------+ | Quality Assured by | | +-----------------------------------+-----------------------------------+ | Protective Marking | | +-----------------------------------+-----------------------------------+ | Linked to other | | | | | | Standing Order | | +-----------------------------------+-----------------------------------+ | Relevant Legislation | | +-----------------------------------+-----------------------------------+ | Pages | | +-----------------------------------+-----------------------------------+ **TABLE OF CONTENTS** [Introduction](#S1) [Pages 3](#S1) [Section 1](#S1) ------------------------------------------------------------------------------------- ------------------ -------------------- [General](#S2) [Pages 3](#S2) [Section 2](#S2) [Non-Compliance with the Process](#S3) [Pages 4](#S3) [Section 3](#S3) [Procedure](#S4) [Pages 4](#S4) [Section 4](#S4) [Role of Line Managers](#S5) [Pages 5](#S5) [Section 5](#S5) [Signs of Potential Personnel Security Problems](#S6) [Pages 5](#S6) [Section 6](#S6) [Individual Responsibilities](#S7) [Pages 7](#S7) [Section 7](#S7) [SBA Police Recruitment and Relevant Checks](#S8) [Pages 8](#S8) [Section 8](#S8) [Special Roles / Privileged Users](#S9) [Pages 9](#S9) [Section 9](#S9) [Decision Making & the Factors Considered / Security](#S10) [Clearance] [Pages 10](#S10) [Section 10](#S10) [General Records](#S11) [Pages 12](#S11) [Section 11](#S11) **INDEX OF APPENDICES** [Appendix A](#A1) [Security Questionnaire Form](#A1) [Page 13-27](#A1) ------------------- ------------------------------------------------ ------------------- [Appendix B](#Ab) [Changing of Personal Circumstances Form](#Ab) [Page 28](#Ab) [Appendix C](#Ac) [Security Appraisal Form](#Ac) [Page 29-35](#Ac) [Appendix D](#Ad) [Recruitment Declaration Form](#Ad) [Pages 36](#Ad) **1.** []{#S1.anchor} **Introduction** 1.1 This policy provides information and guidance to all police officers on 'Personnel Security' and describes the procedure to be followed in relation to the completion of the 'Security Questionnaire' process, which is the main 'Vetting' process applying for Locally Engaged Civilian (LEC) Police Officers in the Sovereign Base Areas (SBA's). Ex-patriate Officers (UK Based Police Officers) will be subject to vetting as specified in their job description. (Developed Vetting) 1.2 The purpose of the vetting process is to thoroughly investigate the individual before and during employment and provide a level of assurance as to their trustworthiness, integrity, and reliability. Security clearance for police officers is directly linked with the 'validity' of their warrant cards which is proof of identification and police authority, it is also used as a 'pass' which provides access to officers into military establishments across the SBA's and Troodos. 1.3 There will be an 'Enhanced Vetting' process which will be adopted for 'recruitment' and for officers holding higher ranks or special roles in the Force. (Privileged users) 1.4 Going through the Security Questionnaire (Vetting Process) can be an intrusive experience as the individual is required to share personal information (which is treated in the strictest confidence) to allow the checks required to be carried out. **2.** []{#S2.anchor}**General** 2.1. Our Personnel Security process will involve the following: - **The completion of the Security Questionnaire.** -- To be completed by All officers, every 3 years -- Appendix A. - **Change in Personal Circumstances Information Form** -- To be completed for the reporting of changes in personal circumstances, [at the time or soon after,] such circumstances requiring reporting, have taken place. Applies to **ALL** Appendix B. - **Security Appraisal Form (SAF)** -- To be completed by officers on Specialist roles and senior ranking officers, every 3 years, with the appropriate time for its completion to be 18 months upon the finalisation of the 'Security Questionnaire' of the officer concerned - Appendix C. - **Criminal Records - Inappropriate Associations & General Background Checks**. - Applicants for employment (recruitment) will produce a 'Criminal Record Certificate'. A review and verification of data procedure will be undertaken by the Police Training Unit (PTU) in liaison with the Professional Standards Department HQ (PSD) and the Cyprus Joint Security Unit -- (CJSU) - **Declarations / Permission Forms** -- (Part of the Application Form) - To be completed by applicants for employment. Through this 'Declaration', individuals provide access for Personal Data Protection rights for the purpose of vetting only, hence, allowing the SBA Police to carry out further particular checks on Criminal Records, Previous Employment -- Medical history, Inappropriate Associations, etc, Appendix D. - **Security Interviews with CJSU**. This is going to be: - a standard procedure which will be taking place once the Security Questionnaire has been completed / submitted and reviewed. (CJSU) - or when needed to cover for issues/incidents that could give rise to concerns as to an individual's association, reliability, or integrity at any time during an officers service. - **Registers** - General Record Monitoring and Registering will be kept by the Professional Standards Department Headquarters. (PSD HQ) 2.2. As part of the Security Questionnaire process, the individual will be required to provide detailed information that may take some time to compile; for example, the dates of birth and identity card numbers of close family -- such as parents/brothers etc. The individual should try, where possible, to prepare for this, by discussing the vetting requirement with their partner or family members to gather key information and documentation in advance of completing the form. 2.3. It must be remembered that vetting does not provide a cast iron guarantee of reliability and trustworthiness, since a security clearance is only as good as the background records and other investigations on which it is based at the time that the process is carried out. Once clearance is granted it is important that on-going personnel security management is overseen by line management. **3.** []{#S3.anchor}**Non-Compliance with Process** 3.1 It is important to remember that the vetting process is an 'Employment Condition'. Individuals engaged in the Security Vetting process must always be open and honest and comply with requests for information and supporting documentation. 3.2 Failure to disclose relevant circumstances or information is likely to be regarded as evidence of unreliability and will be considered when assessing the individual's suitability for security clearance. It is therefore essential to be honest and open in the information provided during the vetting process. 3.3 Knowingly giving false information or rejecting or failing to give true information may lead to a discipline investigation based on the required 'Standards of Professional Behaviour' as per the Discipline Regulations of 2022.. 3.4 The PSD will be the sponsoring department which will be the focal point of contact and responsible for the general monitoring of the Vetting process, in liaison with Cyprus Joint Security Unit (CJSU) and will keep relevant Registers. **4.** []{#S4.anchor}**Procedure** 4.1 The current BFC [Security Questionnaire] will be completed by ALL LEC police officers, once every 3 years. 4.2 Officers serving in Specialist roles and higher ranks (see list below), apart from the afore mentioned BFC [Security Questionnaire], they will also be completing the [Security Appraisal Form], every three years, with the appropriate time for its completion to be 18 months upon the finalisation of the BFC Security Questionnaire of the officer concerned. 4.3 Personal [Address] information will have to be verified through a utility bill with a date of 3 months from the date the questionnaire was submitted. A verification of address can also be facilitated in that regard, with a ['Verification Declaration/Letter'] signed by the Divisional Chief Inspectors and the Chief Inspector Op's Support for Headquarters. A copy of the Cyprus identity card will also have to be copied and attached to the questionnaire, Turkish officers will also need to copy and attach their Turkish identity card as well. 4.4 Any personal circumstance changes will be reported through the 'Change of Personal Circumstance' form as soon as possible after such change occurs. It is important to remember that officers must ensure that their personal details / circumstances records, in the Human Resources Department HQ, are also updated accordingly. 4.5 All completed questionnaires, security appraisal forms, or change of circumstance forms will be available to officers and should be completed electronically. A hard copy should then be printed and submitted to PSD HQ, for review and onward submission to CJSU. 4.6 Officers completing their first electronic version of the security questionnaire, are advised to save it for data recollection, for when and if required. 4.7 Once the security questionnaires have been reviewed, an appointment will be arranged for the officer to be personally interviewed by a CJSU representative. Interviews, where required will be arranged in conjunction with departmental needs. Candidates for employment will also go through the questionnaire and interview process, prior enlistment. **5.** []{#S5.anchor}**Role of Line Managers** **5.1** Line Managers play an important role in supporting the process of vetting of their officers and have the responsibility to raise any issues of concern they may have about the association, reliability, or integrity of their officers. A Line Manager is likely to have more detailed knowledge of those working for them than others in the organisation. It is essential that Line Managers create a positive environment in which security is given an appropriate priority and individuals are encouraged to talk about concerns before they become vulnerable security issues. 5.2 It should also be noted that often in security breaches, Line Managers had been aware to some extent that issues had been identified but had failed to recognise its significance or had not realised their responsibility for reporting the matter, Line managers have a duty to report concerns and a failure to do so may lead to disciplinary action. **6.** []{#S6.anchor}**Signs of potential Personnel Security Issues** **6.1** Although it is difficult to identify if an individual poses a threat to security, previous data shows that certain warning signs can be detected. Line Managers should be aware of the circumstances and types of behaviour which could make staff vulnerable to pressure or improper influence or could otherwise show unreliability. Some of the obvious indications are: a. Financial problems or sudden unexplained wealth. b. Drugs, alcohol misuse or gambling abuse. c. Inappropriate sexual behaviour. d. Illegal or inappropriate behaviour particularly when travelling overseas. e. Any illness or mental condition which may cause significant defects in judgement, or which may make the officer, unintentionally, a security risk. f. Involvement -- relations with extreme religious, political, or single-issue protest groups, particularly those involved in or advocating espionage, terrorism, sabotage, or actions intended to overthrow or undermine democracy by political, industrial or violent means. g. Gross infringement of the Forces 'Standards of Professional Behaviour' or the Code of Ethics. h. Illegal or inappropriate use of official IT (particularly in relation to pornography and gambling). i. Criminal activity. j. Fraud. k. Change in personality, for example, from 'outgoing' to 'withdrawn' or vice versa. l. Worsening attendance record, for example, frequent self-certificated sick leave. m. A reduction in performance, for example, uncharacteristic tendency to make mistakes or commit security breaches. n. Minor acts of dishonesty. o. Unexplained change in pattern of working hours, particularly when this will mean that the individual will be able to spend significant periods of time alone in an area of a building or site where access to classified information/assets would be kept. p. There may be conflicts of interest if police personnel have been implicated as being involved with an organisation or belief, which is incompatible with the police service, or with access to classified information and assets of SBAA, MOD Establishments or sensitive sites. **7.**[]{#S7.anchor} **Individual Responsibilities** **7.1** All individuals have a responsibility to ensure that they maintain their reliability and integrity by not putting themselves at risk for security breaches through inappropriate or criminal behaviour. Individuals are responsible for: a. professionally complying with the vetting process which includes ensuring that their clearance is up to date. b. complying with the Police Service Security instructions. c. reporting any change to their personal circumstances by completing the relevant '[[Change of Personal Circumstances Form](http://defenceintranet.diif.r.mil.uk/libraries/2/Docs2/20140422.1/20140325-FormNSV004-U.pdf)']. Changes can include the following: i. marriage, civil partnership, divorce, or re-marriage. ii. change of name. iii. change of partner (setting up a stable unmarried relationship or living with someone as a couple). iv. change of co-residents. v. change in financial circumstances such as taking on a mortgage, bankruptcy, insolvency, a family inheritance, or a significant lottery win. vi. significant changes in health condition. vii. committing a criminal or serious traffic offence, receiving a police caution, being arrested, or being convicted by a court. viii. changes of nationality including naturalisation. ix. Change of address or telephone contact number **8.** []{#S8.anchor}**SBA Police Recruitment and Relevant Checks** - Whether the offence casts doubt on the individual's or the organisation's reputation. - Whether the offence would affect an individual's ability to do the job. - The length of time since the offence occurred. - The nature and background of the offence (i.e., violent crime or a history of violence which may impact on the organisation's duty of care to its staff). - The seriousness of the offence. - Whether there is a pattern/history of offences. **9.** []{#S9.anchor}**Special Roles / Privileged Users** **9.1** Certain posts have much greater access to material / information than would be the usual case, for example, the Intelligence Unit, Information and Communications Technology staff (particularly systems administrators, those responsible for system auditing and protective monitoring). This is termed 'privileged access'; and individuals in these roles are considered 'privileged users' and are subject to additional / different controls. The following roles will be considered as special roles or privileged users: - Superintendents - Chief Inspectors - Professional Standards Personnel HQ (PSD) -- Including Attachments - HQ & Divisional Intelligence Units -- Inspectors / Sergeants - CID Inspectors - Information Technology Staff HQ - System Administrators -Divisions - ANPR Manager 9.2 Their Vetting process will require the completion of the [BFC Security Questionnaire] every [three years] and the completion of the [Security Appraisal Form], again every [three years], with the appropriate time for its completion to be [18 months] upon the finalisation of the BFC Security Questionnaire of the officer concerned. This means that officers falling in this category, [every 18 months,] will have to complete either a [BFC Security Questionnaire] or a [Security Appraisal Form] (SAF provides for Line Management, detailed input). 9.3 This process will apply to officers currently holding a rank or post as described above. **10.** []{#S10.anchor}**Decision Making & the Factors Considered / Security Clearance** **10.1 Assessments against certain criteria, will be conducted by CJSU who will consider all relevant information obtained through the vetting process, including both positive and adverse information gathered in relation to the individual.** **10.2 The decision-making process is not about judging the individual's choices or behaviours but to determine the security risks arising from them and whether they can be accepted /managed.** **Non-Compliance**. The vetting process requires the individual to be open and honest and to participate fully throughout the process. A lack of co-operation with the security vetting process such as failing to complete forms, respond to requests for information or not being available for interview, could lead to the denial, withdrawal, or suspension of clearance. **Alcohol Consumption**. Misuse of alcohol often leads to the exercise of questionable judgement, unreliability, and failure to exercise appropriate self-control, potentially increasing the risks of security breaches both inside and outside the workplace (the 'conduct' of police officers may be subjected to disciplinary action). **11.** []{#S11.anchor}**General Records** **11.1** All Vetting related checks will be conducted in liaison with CJSU, and relevant registers will be kept. Information will be evaluated and shared accordingly, between Police and CJSU. 11.2 The outcome of Vetting checks carried out must be recorded on a Verification Record and retained on the individual's personal file (HR). The record should clearly state if the individual's status needs to be re-checked. The CJSU will liaise with SBA Police PSD HQ accordingly. **Abbreviations and Glossary** ***ANPR: Automatic Number Plate Recognition*** []{#A1.anchor}APPENDIX A **Security Questionnaire** **Security Questionnaire** **For Local Security Screening** **Read the following instructions carefully.** - - - - - - - - **SPONSOR TO COMPLETE** +-----------------------------------------------------------------------+ | **Applicant is**: (Tick One box only) | | | | **LEC Trader Domestic Mess / Club Contractor Other** | +=======================================================================+ | **Routine level of access required:** | | | | **UNCLASSIFIED RESTRICTED / DII(F)** | +-----------------------------------------------------------------------+ | **Site where applicant is to be employed and / or requires access:** | | | | **AKROTIRI EPISKOPI TROODOS AYIA NIC STN MERCURY DHEKELIA** | +-----------------------------------------------------------------------+ | **Justification (Why do you need access to these locations?):** | +-----------------------------------------------------------------------+ **SECTION 1 -- DETAILS ABOUT YOU AND YOUR PARTNER** +-----------------------+-----------------------+-----------------------+ | **Applicant's | | **Partner's Details** | | Details** | | | +=======================+=======================+=======================+ | Surname: | | Surname: | | | | | | Title: | | Title: | +-----------------------+-----------------------+-----------------------+ | Surname at Birth: | | Surname at Birth: | | | | | | Other Surnames: | | Other Surnames: | +-----------------------+-----------------------+-----------------------+ | Full Forename(s) | | Full Forename(s) | +-----------------------+-----------------------+-----------------------+ | Date of Birth: | | Date of Birth: | +-----------------------+-----------------------+-----------------------+ | Town/Country of | | Town/Country of | | Birth: | | Birth: | +-----------------------+-----------------------+-----------------------+ | CIC No: | | CIC No: | | | | | | Passport No: | | Passport No: | | | | | | Date of Issue: | | Date of Issue: | | | | | | Place of Issue: | | Place of Issue: | +-----------------------+-----------------------+-----------------------+ | Nationality: | | Nationality: | | | | | | ARC Date: | | ARC Date: | | | | | | ARC No: | | ARC No: | +-----------------------+-----------------------+-----------------------+ | Permanent Address: | | Permanent Address: | | | | | | House Number: | | House Number: | | | | | | Street Name: | | Street Name: | | | | | | Town/Village: | | Town/Village: | | | | | | Postcode: | | Postcode: | | | | | | Since: | | Since: | | | | | | Home Tel: | | Home Tel: | | | | | | Mob Tel: | | Mob Tel: | | | | | | E-Mail: | | E-Mail: | +-----------------------+-----------------------+-----------------------+ | Occupation: | | Occupation: | +-----------------------+-----------------------+-----------------------+ | Within the Last 5 | | Within the Last 5 | | years have you: | | years have you: | | | | | | Lived at any other | | Lived at any other | | address in Cyprus? | | address in Cyprus? | | (Y/N) | | (Y/N) | | | | | | Lived outside of | | Lived outside of | | Cyprus for more than | | Cyprus for more than | | 12 months? (Y/N) | | 12 months? (Y/N) | | | | | | If YES, provide | | If YES, provide | | details to cover past | | details to cover past | | 5 years on | | 5 years on | | continuation sheet. | | continuation sheet. | +-----------------------+-----------------------+-----------------------+ **Registration Number** **Make** **Model** **Colour** ------------------------- ---------- ----------- ------------ +-----------------------------------------------------------------------+ | **Have you or your partner ever lived in the UK? If YES:** | | | | **Full address in UK:** | | | | **Date of departure:** | +-----------------------------------------------------------------------+ **Please enter details of any vehicles you may use to enter BFC establishments (maximum of 2 vehicles per applicant)** +-----------------------+-----------------------+-----------------------+ | **Father** | | **Mother** | +=======================+=======================+=======================+ | Relationship (if not | | Surname: | | natural parent): | | | | | | Title: | | Surname: | | | +-----------------------+-----------------------+-----------------------+ | Surname at Birth: | | Surname at Birth: | | | | | | Other Surnames: | | Other Surnames: | +-----------------------+-----------------------+-----------------------+ | Full Forename(s) | | Full Forename(s) | +-----------------------+-----------------------+-----------------------+ | Date of Birth: | | Date of Birth: | | | | | | Deceased (Y/N): Date: | | Deceased (Y/N): Date: | +-----------------------+-----------------------+-----------------------+ | Town/Country of | | Town/Country of | | Birth: | | Birth: | +-----------------------+-----------------------+-----------------------+ | CIC No: | | CIC No: | | | | | | Passport No: | | Passport No: | | | | | | Date of Issue: | | Date of Issue: | | | | | | Place of Issue: | | Place of Issue: | +-----------------------+-----------------------+-----------------------+ | Nationality: | | Nationality: | | | | | | ARC Date: | | ARC Date: | | | | | | ARC No: | | ARC No: | +-----------------------+-----------------------+-----------------------+ | Permanent Address: | | Permanent Address: | | | | | | Since: | | Since: | | | | | | Home Tel: | | Home Tel: | | | | | | Mob Tel: | | Mob Tel: | | | | | | E-Mail: | | E-Mail: | +-----------------------+-----------------------+-----------------------+ | Occupation: | | Occupation: | +-----------------------+-----------------------+-----------------------+ -------------------------------------------------- Please provide date of adoption (if applicable): -------------------------------------------------- **SECTION 3 -- ADDITIONAL FAMILY DETAILS** **In the table below, please provide the requested information for any brothers and/or sisters you have.** **In addition, please provide details of any other relatives, not previously mentioned, who currently have access to BFC/SBAA facilities. Please use the continuation sheets if required.** +-----------------------+-----------------------+-----------------------+ | **Relation 1** | | **Relation 2** | +=======================+=======================+=======================+ | Relationship to | | Relationship to | | applicant: | | applicant: | | | | | | Surname: | | Surname: | +-----------------------+-----------------------+-----------------------+ | Other Surnames used: | | Other Surnames used: | +-----------------------+-----------------------+-----------------------+ | Full Forename(s) | | Full Forename(s) | +-----------------------+-----------------------+-----------------------+ | Date of Birth: | | Date of Birth: | +-----------------------+-----------------------+-----------------------+ | CIC/ARC No: | | CIC/ARC No: | +-----------------------+-----------------------+-----------------------+ | Nationality: | | Nationality: | +-----------------------+-----------------------+-----------------------+ | Occupation: | | Occupation: | +-----------------------+-----------------------+-----------------------+ | Address: | | Address: | +-----------------------+-----------------------+-----------------------+ | Access to BFC/SBAA | | Access to BFC/SBAA | | facilities? (Y/N) | | facilities? (Y/N) | +-----------------------+-----------------------+-----------------------+ | **Relation 3** | | **Relation 4** | +-----------------------+-----------------------+-----------------------+ | Relationship to | | Relationship to | | applicant: | | applicant: | | | | | | Surname: | | Surname: | +-----------------------+-----------------------+-----------------------+ | Other Surnames used: | | Other Surnames used: | +-----------------------+-----------------------+-----------------------+ | Full Forename(s) | | Full Forename(s) | +-----------------------+-----------------------+-----------------------+ | Date of Birth: | | Date of Birth: | +-----------------------+-----------------------+-----------------------+ | CIC/ARC No: | | CIC/ARC No: | +-----------------------+-----------------------+-----------------------+ | Nationality: | | Nationality: | +-----------------------+-----------------------+-----------------------+ | Occupation: | | Occupation: | +-----------------------+-----------------------+-----------------------+ | Address: | | Address: | +-----------------------+-----------------------+-----------------------+ | Access to BFC/SBAA | | Access to BFC/SBAA | | facilities? (Y/N) | | facilities? (Y/N) | +-----------------------+-----------------------+-----------------------+ **SECTION 4 -- EMPLOYMENT** **CURRENT EMPLOYMENT** **MILITARY SERVICE** **If you have ever been a member of *[ANY]* armed forces/reserves or are you liable for any military service or 'call up' procedure, please complete the following details.** **EMPLOYMENT IN BRITISH GOVERNMENT DEPARTMENTS AND BFC ESTABLISHMENTS** **If you have ever been employed by a British Government department, BFC or SBA establishment, please provide details in the table below. Use the continuation sheets if necessary.** +-----------------------------------------------------------------------+ | **Name of Employer/Head Head of Household:** | +=======================================================================+ | | +-----------------------------------------------------------------------+ | **Company Name (if applicable):** | +-----------------------------------------------------------------------+ | | +-----------------------------------------------------------------------+ | **Company Address or Address of employment for Domestic Assistants:** | | | | **Tel No:** | +-----------------------------------------------------------------------+ | **Date employment commenced:** | +-----------------------------------------------------------------------+ | **List company names, employment dates and contact details for all | | employment in the last 12 months on continuation sheets.** | +-----------------------------------------------------------------------+ **Service Number:** **Service (Navy/Army/Air Force):** --------------------------- ------------------------------------ **Date of Enlistment:** **Date of Discharge:** **Rank on Discharge:** **Reason for Discharge:** +-------------+-------------+-------------+-------------+-------------+ | **Departmen | **Dates** | **Employed | **Reason | | | t/Establish | | As** | for | | | ment** | **From To** | | Leaving** | | +=============+=============+=============+=============+=============+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ **SECTION 5 -- CRIMINAL CONVICTIONS AND SECURITY INFORMATION** +-----------------------------------------------------------------------+ | Please answer YES or NO to the following questions; if you answer YES | | to any question, please provide dates | | | | and details on the continuation sheets. Any information provided will | | be treated in the strictest confidence. The relevance of particular | | criminal convictions to security clearance is a matter for HQ BFC. | | Although it may be | | | | taken into account, any such information will not necessarily prevent | | you from successfully completing the | | | | screening process. **However, failure to disclose relevant | | circumstances or information is likely, in itself,** | | | | **to be regarded as evidence of unreliability and will be taken into | | account when assessing your** | | | | **suitability to successfully complete the security screening | | process.** | +-----------------------------------------------------------------------+ +-----------------------------------+-----------------------------------+ | **CRIMINAL CONVICTIONS** | **Tick only** | | | | | | **ONE** Box | +===================================+===================================+ | Have you ever been convicted or | Yes | | found guilty by a court of any | | | offence in any country (excluding | No | | parking but including motoring | | | offences even where a spot fine | | | has been administered by the | | | police) or have you been | | | | | | put on probation, received a | | | formal caution or | | | absolutely/conditionally | | | discharged or bound over after | | | being charged with any offence | | | **or is there any action pending | | | against you**? | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | Have you ever been convicted by | Yes | | courts-martial or sentenced to | | | detention or dismissal whilst | No | | serving in the | | | | | | armed services of the UK, | | | Commonwealth or a foreign | | | country? | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | Have you had a close association | Yes | | with anyone (friend or family) | | | who has or has had any instances | No | | of the | | | | | | above (less traffic offences? | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | **SECURITY INFORMATION** | | +-----------------------------------+-----------------------------------+ | Have you ever been involved in | Yes | | espionage, terrorism, sabotage, | | | or any actions intended to | No | | overthrow or undermine | | | parliamentary democracy by | | | political or violent means? | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | Have you ever been a member of, | Yes | | or **ever had a close association | | | with anyone who, to your | No | | knowledge,** supported a group or | | | groups involved in any of the | | | above activities? | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | Are you aware of any other | Yes | | circumstances or characteristics | | | not covered by your previous | No | | answers which | | | | | | **may affect your suitability for | | | employment (eg serious medical or | | | psychological problems, | | | habitual** | | | | | | **use of addictive substances (eg | | | drugs, alcohol etc), significant | | | financial difficulties, conduct | | | liable** | | | | | | **to lead to susceptibility to | | | pressure or improper influence?** | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | Have you or any members of your | Yes | | family ever received education or | | | technical training in a foreign | No | | country? | | +-----------------------------------+-----------------------------------+ **IF YOU HAVE ANSWERED YES TO ANY OF THE QUESTIONS ABOVE, PLEASE PROVIDE DETAILS ON THE CONTINUATION SHEETS.** **SECTION 6 -- DECLARATIONS** +-----------------------------------------------------------------------+ | **AS THE APPLICANT:** | | | | **By signing this declaration, I (the applicant) declare that:** | | | | I have read and understood the statement of HM Government's vetting | | policy on page 12. | | | | I understand that this form may be submitted for checking against | | the records of police, security and credit agencies in accordance | | with that policy. | | | | The information that I have given is true and complete to the best | | of my knowledge and belief. | | | | I undertake to notify any material changes in the information I | | have given above to the Personnel or Security branch concerned. | | | | I understand that any false statement or deliberate omission in the | | information I have given in the questionnaire may disqualify me for | | employment (including employment in connection with Crown contracts | | if applicable) or make me liable to disciplinary action, which may | | include dismissal. | | | | I, being aware that I have rights to privacy under the Data | | Protection Legislation, agree to waive these so that the Sovereign | | Base Police may enquire from the relevant authorities in the Republic | | of Cyprus or United Kingdom whether I have a criminal record. | | | | **NAME:** | | | | **SIGNATURE: DATE:** | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | **SPONSOR DECLARATION:** | | | | I (the Sponsor) certify that I am entitled to sponsor the applicant | | in accordance with the criteria contained in BFC Standing Orders | | (Personnel Security). | | | | I (the Sponsor) confirm that I have checked the form for | | completeness. | | | | I (the sponsor) confirm that the details given by the applicant | | are, to the best of my knowledge, correct. | | | | I (the Sponsor) confirm that this form has been submitted in | | accordance with BFC Personnel Security policy and the stated policy | | of HM Government, and that I have seen original copies of the | | documentation provided in accordance with HQ BFC AIPS policy. | | | | **FULL NAME: APPOINTMENT:** | | | | **UNIT/DEPT: UIN:** | | | | **SIGNATURE: DATE:** | | | | **CONTACT NO:** | +-----------------------------------------------------------------------+ **ADDITIONAL SPONSORS** **Sponsors are required for each organisation to which the applicant requires access e.g. church, mess membership etc. Use these additional declarations where applicable.** **SPONSOR DECLARATION:** I (the Sponsor) certify that I am entitled to sponsor the applicant in accordance with the criteria contained in BFC Standing Orders (Personnel Security). I (the Sponsor) confirm that I have checked the form for completeness. I (the sponsor) confirm that the details given by the applicant are, to the best of my knowledge, correct. I (the Sponsor) confirm that this form has been submitted in accordance with BFC Personnel Security policy and the stated policy of HM Government, and that I have seen original copies of the documentation provided in accordance with HQ BFC AIPS policy. **FULL NAME: APPOINTMENT:** **UNIT/DEPT: UIN:** **SIGNATURE: DATE:** **CONTACT NO:** **SPONSOR DECLARATION:** I (the Sponsor) certify that I am entitled to sponsor the applicant in accordance with the criteria contained in BFC Standing Orders (Personnel Security). I (the Sponsor) confirm that I have checked the form for completeness. I (the sponsor) confirm that the details given by the applicant are, to the best of my knowledge, correct. I (the Sponsor) confirm that this form has been submitted in accordance with BFC Personnel Security policy and the stated policy of HM Government, and that I have seen original copies of the documentation provided in accordance with HQ BFC AIPS policy. **FULL NAME: APPOINTMENT:** **UNIT/DEPT: UIN:** **SIGNATURE: DATE:** **CONTACT NO:** +-----------------------------------+-----------------------------------+ | Page Number\ | ** ** | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | | | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | +-----------------------------------+-----------------------------------+ **CONTINUATION SHEETS** +-----------------------------------+-----------------------------------+ | Page Number\ | ** ** | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | | | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | +-----------------------------------+-----------------------------------+ +-----------------------------------+-----------------------------------+ | Page Number\ | ** ** | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | | | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | +-----------------------------------+-----------------------------------+ +-----------------------------------+-----------------------------------+ | Page Number\ | ** ** | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | | | | | \ | | | \ | | | \ | | | \ | | | \ | | | | | +-----------------------------------+-----------------------------------+ - - - - - - - - - - - It is also the Government's policy that departments and agencies will carry out Counter Terrorist Checks (CTC) in the interest of national security before anyone can be: - - The purpose of such checks is to prevent those who may have connections with terrorist organisations, or who may be vulnerable to pressure from such organisations, from gaining access to certain posts, and in some circumstances, premises, where there is a risk that they could exploit that position to further the aims of a terrorist organisation. A CTC will include a check against Security Service records. Criminal record information may also be taken into account. **Failure to disclose relevant circumstances or information is likely of itself to be regarded as evidence of unreliability and will be taken into account in assessing your suitability for security clearance. It is therefore in your interest to be honest and open in your replies to the questions. [ ]** **[CRIMINAL CONVICTIONS.] In accordance with HM Government\'s policy on Vetting, you must declare any matter, which may be of relevance. Spent convictions**[^1^](#fn1){#fnref1.footnote-ref} **may be taken into account where National Security is concerned. YOU MUST DISCLOSE ALL CONVICTIONS WHETHER OR NOT UNDER THESE ACTS OR ACTS OR SBA LEGISLATION.** **\ ** []{#Ab.anchor}APPENDIX B **Changing of Circumstances Information Form** **[SBA POLICE - Change of Personal Circumstances Form]** [Personal Circumstance Information ] - Change of Marital Status - Change in Co -- Residents details if you share accommodation - Change of a Partner - living with a new partner as a couple - Change of Forenames or Surnames - Criminal Conviction -- Arrest -- Caution - Change of Significant Financial circumstances -- (Special Roles) - Changes of Significant Health conditions -- (Special Roles) - Change of Address - Change of Telephone contact Number I the undersigned hereby inform that my personal Information have changed as follows:....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... and I confirm that the information I submit is true to the best of my knowledge and belief. Sgd:...................................................\.... Date:.................................................... Supervising Officer:.......................................Date.................................................. Copy to HR HQ, PSD []{#Ac.anchor}APPENDIX C **Security Appraisal Form** **JVS:** ** ** **Dispatch Date:** ** ** ***For review of local Security Screening*.** **[Please read the following instructions carefully. ]** - Please complete this questionnaire **on Dii RESTRICTED and e-mail the completed form back to the CJSU Joint Vetting Section at, [BFC-CJSU-Ops-Vetting-GpMailbox (MULTIUSER) ]** - - - - **Please check box if you have completed a BFC Local Security Screening Questionnaire before.\ ** **Yes** Date completed (dd-mmm-yy): **No** **Subject's Full Name:** ** ** **SECTION 1 - TO BE COMPLETED BY SUBJECT** **As you are aware your access to BFC establishments has been assessed as suitable. This suitability is continually monitored throughout your employment. To maintain currency of security clearance, you are required to complete Sections 1 and 2 of this form, before passing it to your immediate supervisor or BFC cleared person who has had the most professional contact with you over the period covered in the appraisal.** **Failure to complete this form and return it to the CJSU vetting office may have a detrimental impact on your continued suitability to access to BFC establishments.** **Any questions on completing the form or if there are circumstances that prevent you from doing so within 30 days of the dispatch date (on front page) , please contact the CJSU vetting office at the earliest opportunity.** **SURNAME:** ** ** --------------------------------------- -------------------------------------------------- **FORENAME (S):** ** ** **Title:** ** ** **Date of birth (day, month, year):** ** ** **Cyprus Identity Card Number:** ** ** **Passport number:** ** ** **Current Work Address:** ** ** **Current Home Address:** ** ** **Details of Any Other Employment:** ** Dates:** ** ** **Telephone:** **Work:** ** Home:** ** Mobile: ** +-----------------------------------+-----------------------------------+ | **Routine level of access** | **NO ACCESS TO CLASSIFIED | | | MATERIAL** | | **(Delete as applicable)** | | | | **OFFICIAL / UNCLASSIFIED** | | | | | | **OFFICIAL SENSITIVE / RESTRICTED | | | / Dii RESTRICTED** | | | | | | **HIGHER THAN OFFICIAL SENSITIVE | | | / RESTRICTED** | +===================================+===================================+ | **Site access (Delete as | **AKROTIRI EPISKOPI TROODOS AYIOS | | applicable)** | NIKOLAOS** | | | | | | **DHEKELIA ALL AREAS** | +-----------------------------------+-----------------------------------+ **SECTION 2 - TO BE COMPLETED BY SUBJECT** **Access to Classified Material** +-----------------------------------+-----------------------------------+ | **How often do you have access to | ***NEVER DAILY WEEKLY MONTHLY*** | | Classified Material,** | | | | | | **or access to areas that contain | | | it.** | | | | | | **(Delete as applicable)** | | +-----------------------------------+-----------------------------------+ **Foreign travel** **Please list any periods of travel since the completion of your last BFC SAF / vetting interview. Include country, region and city.** ** ** ---------------------------------------------------------------------------------------------------------------------------------------- ----------- **Please list any intended travel in the next 12 months. Include dates, locations and the details of people you are travelling with.** ** ** **Personal Circumstances** **To continually monitor your suitability for access to BFC establishments throughout your employment, you are required to declare any significant changes in your personal circumstances. This includes such things as:** - **Change in marital status or long term partner.** - **Change in step parents and step brothers or sisters.** - **Change in co-residents' details if you share accommodation with people other than family members.** - **A significant change in financial circumstances -- e.g. Bankruptcy, Court judgements.** **If any of the above categories apply, please give details on the continuation sheet provided.** **The information that I have provided in this form is true and accurate to the best of my knowledge and belief.** **I understand that failure to disclose relevant circumstances or information is likely to be regarded as evidence of unreliability and will be taken into account when assessing continued suitability for access to BFC establishments.** **Full Name:** ** Date:** ** ** **(Your typed name from a Dii system will be accepted as an electronic signature)** **Signature:** ** ** **SECTION 3 - TO BE COMPLETED BY SUPERVISOR** **The subject named in Section 1 of this form is now due a security review; you are understood to be the supervisor most suitable to complete it. Please complete Section 3 and return the *fully* completed form to the CJSU Joint Vetting Section within *30 days* of the dispatch date (on the front page). Failure to complete this form and return it to the Vetting Section may have a detrimental impact upon the subject's continued suitability to have access to BFC establishments.** **Contact with the subject** +-----------------------------------+-----------------------------------+ | **What period has the subject | **From** ** To** ** ** | | been under your** | | | | | | **supervision:** | | +===================================+===================================+ | **How much contact do you have | **DAILY** | | with the subject** | | | | **WEEKLY** | | **at work (delete as | | | applicable):** | **LESS THAN WEEKLY** | +-----------------------------------+-----------------------------------+ | **How well do you know the | **WELL** | | subject socially** | | | | **TO SOME EXTENT** | | **(delete as applicable):** | | | | **NOT AT ALL** | +-----------------------------------+-----------------------------------+ | **Comments on personal traits:** | ** ** | | | | | **e.g. Honest, Reliable, Calm, | | | Inquisitive?** | | +-----------------------------------+-----------------------------------+ | **Attitude towards security:** | ** ** | | | | | **e.g. Positive, Negative, | | | involved in any security | | | breaches?** | | +-----------------------------------+-----------------------------------+ | **Have you noticed any changes in | **YES NO** | | the subject's behaviour (delete | | | as applicable):** | **If yes please give details** | | | ** ** | +-----------------------------------+-----------------------------------+ | **Has the subject been involved | **YES NO** | | in any security** | | | | **If yes please give details** | | **Incidents (delete as | ** ** | | applicable):** | | +-----------------------------------+-----------------------------------+ **Behaviour** **To the best your knowledge has the subject shown any evidence of:** **(Delete as applicable)** +-----------------------------------+-----------------------------------+ | **Associations or contact with | **YES NO** | | subversive organisations** | | +===================================+===================================+ | **Misuse of drugs** | **YES NO** | +-----------------------------------+-----------------------------------+ | **Misuse of Alcohol** | **YES NO** | +-----------------------------------+-----------------------------------+ | **Unreliability / dishonesty / | **YES NO** | | untrustworthiness** | | +-----------------------------------+-----------------------------------+ | **Significant financial | **YES NO** | | difficulties or unexplained | | | wealth** | | +-----------------------------------+-----------------------------------+ | **Conduct liable to lead to | **YES NO** | | vulnerability to blackmail** | | +-----------------------------------+-----------------------------------+ | **Illness, including mental | **YES NO** | | illness which might affect | | | judgement** | | +-----------------------------------+-----------------------------------+ | **Are you aware of any grounds | **YES NO** | | that might cause doubts over | | | the** | | | | | | **Subject's continued suitability | | | for access to BFC | | | establishments** | | +-----------------------------------+-----------------------------------+ | **Regular contact with nationals | **YES NO** | | from the following countries: | | | Russia, Ukraine, Syria, Egypt, | | | Libya, Belarus, Iran, Vietnam, | | | North Korea and China.** | | +-----------------------------------+-----------------------------------+ | **If yes please give details.** | | | | | | ** ** | | +-----------------------------------+-----------------------------------+ +-----------------------------------+-----------------------------------+ | **What level of access does the | **NO ACCESS TO CLASSIFIED | | subject require to carry out | MATERIAL** | | their duties (delete as | | | applicable):** | **OFFICIAL / UNCLASSIFIED** | | | | | | **OFFICIAL SENSITIVE / RESTRICTED | | | / Dii(F)** | | | | | | **HIGHER THAN OFFICIAL SENSITIVE | | | / RESTRICTED** | +-----------------------------------+-----------------------------------+ **Is there a matter which you would like to discuss personally with a CJSU or a Station Sy Flt representative? (Delete as applicable)** **If yes please give details on the continuation sheet or call 2527 6245** **Name:** ** Date:** ** ** **(Your typed name will count an electronic signature)** **Signature:** ** ** **Continuation Sheet** -------------- ----------- Page Number\ ** ** \ -------------- ----------- **Declaration / Permission Form (Recruitment)** ![](media/image5.png) [Declaration] **AS THE APPLICANT** By signing this declaration, I........................................................................... declare that: - I understand that this form may be submitted for checking against the records of Police or Security Agencies, or Medical Institutions or Private Doctor(s), or Previous Employers, in accordance with the Personnel Security Policy of the SBA Police. - That the information I have given is true and complete to the best of my knowledge and belief. - I will fully reveal to the Chief Medical Officer anything I know about my physical and mental health and fitness. - I commit myself to notify any material changes in the information I have given so far. - I understand that any false statement or deliberate omission in the information I have given may disqualify me from the Recruitment process. - I understand that I have rights to privacy under the Data Protection Legislation. - I knowingly and freely waive these rights and willingly give my permission to the SBA Police as my potentially future employer, to carry out any further relevant checks in relation to my Criminal Records, any possible Inappropriate Associations, my previous employment/business interest, and medical records. Sgd:....................................................... Date:................................. ::: {.section.footnotes} ------------------------------------------------------------------------ 1. ::: {#fn1} **In accordance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, The Rehabilitation of Offenders (Northern Ireland) order 1978 (Exceptions) Order 1979, or any relevant SBA Legislation.**[↩](#fnref1){.footnote-back} ::: :::

Personnel Security Standing Order PDF

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