Form

UKSV National Security Vetting Solutions: completing your e-form application hints and tips

Updated 16 August 2023

1. Introduction

This document will provide you with hints and tips on how you can complete difficult sections of the e-form. To navigate this document, select the link to the section you are having difficulty completing from the contents list on the left hand side. Please note that not all sections are covered in this document, only those with common causes of concern. Some sections may also be present in this document that do not appear on your security questionnaire. This is nothing to worry about as this document includes sections for all levels of national security vetting which may not be relevant to you.

We recognise that it may not always be possible to get certain details to allow full completion of the form. This is not necessarily a bar to getting security clearance, but you should make every effort to get the missing information where possible

If you cannot get the information required, this document will explain how you complete the relevant section without those details in order to submit your form. If you are unable to provide any details you should provide a reason why this information is not entered on the form in the appropriate field.

2. Your contact details

2.1 Choosing a location for your interview

Most interviews are conducted virtually through a video call. Some interviews are conducted face to face and if this applies to your interview then your vetting officer will let you know. Face to face interviews will be conducted at the most appropriate Cabinet Office location to you, which the vetting officer will discuss with you. If you need any special facilities or reasonable adjustments to enable the interview to take place, please tell our vetting officer when they contact you.

Contact from our vetting officers may show up as an unknown phone number or email address. Regularly check for any messages you have received to any phone numbers or email addresses you have supplied during your NSV application process.

3. Marital status

3.1 Definition of a partner

Details should be provided for any current partner and all previous partners within the last three years who fit within the following definition; your spouse (even if you are separated) or a cohabiting partner or someone with whom you are in an enduring sexual and/or romantic relationship or someone with whom you see a committed or enduring future.

3.2 What to enter if you are divorced or separated and living with a new partner

Select the ‘cohabiting/non cohabiting’ option’ where you can enter the details of your current partner. The details of your previous partner can be entered in the next section.

How to enter your partner’s county of birth if the county is not available on the drop down list

Unfortunately, not all counties may be available on the drop-down list. If this is the case please select the closest county available. We still need to know the correct county so please go to the ‘other information section’ which is a section on its own towards the end of the form. Answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?” A free text box will appear and you can enter the correct county in the free text box.

3.3 How to enter details of your partner’s naturalisation if they do not have the details

You can enter their passport number if you do not have the naturalisation certificate number, or you can enter 000000 into this section. You will then need to enter an approximate date of naturalisation. Please then go to the ‘other information section’ which is a section on its own towards the end of the form, answer yes to the last question which asks, “do you have any other information that you would like to add in relation to your vetting?” A free text box will appear, and you can provide a reason why you are unable to provide the naturalisation details in the free text box.

4. Partner’s parents

4.1 How to include your partner’s parents’ details if you are unable to get the information needed

You will need to create an entry for both your partner’s birth mother and father as a minimum then tick the box underneath the names field for ‘full details are not known’. You will then need to provide a brief explanation on the next page as to why the details are not known. This will allow you to complete each parent details section without entering information into the requested fields. If you do know some details, you should still enter these into the relevant fields where possible to minimise delays to your application for clearance.

5. Your parents’ details

5.1 How to enter details of your birth parents if you do not have all of the details needed

Create entries for both your birth mother and father and enter ‘unknown’ in the name fields. Then tick the box underneath the names field for ‘full details are not known’. You will then need to provide a brief explanation on the next page as to why the details are not known. This will allow you to complete each parent details section without entering information into the requested fields. If you do know some details, you should still enter these into the relevant fields where possible to  minimise delays to your clearance.

5.2 How to enter a parent’s country of birth if the name of the country has changed

You will need to select the most relevant option available for where your parents were born. This may be the current name of the country or the former name. Please check under both.

5.3 How to find out your parent’s nationality if you do not know and they were born in a British overseas territory

We are unable to advise what their nationality would be as this would differ depending on personal circumstances. There is helpful information available in Types of British nationality

5.4 How to complete the occupation and address fields for a deceased parent

Enter the last known occupation and address for this parent.

5.5 Why we request information for deceased parents

We ask about parents, even if they are deceased, because they are likely to have influenced the development of your views while you were growing up and because you may have inherited obligations from them that could create a security vulnerability. The questions we ask about their birthplace, nationality and current (or last) place of residence will tell us whether they have been connected with a country of security concern. If so, this in itself will not prevent you being granted clearance but we may need to discuss with you at interview whether you yourself have any ties to the country in question that could cause a conflict of interest or that might allow pressure to be put on you through surviving relatives who live there to act against UK interests.

6. Previous relationships

Please note: this section relates to previous partners from a significant relationship, not your sexual history which may include casual encounters. The definition of a previous partner for security vetting purposes is your spouse (even if you are separated) or a cohabiting partner or someone with whom you were in an enduring sexual and/or romantic relationship or someone with whom you saw a committed or enduring future.

6.1 How to create an entry for your previous partner if you no longer have all their details

Create an entry for your previous partner, then tick the box underneath the names field for ‘full details are not known’. You will then need to provide a brief explanation for why the details are not known on the next page. This will allow you to complete the previous partner details section without entering information into the requested fields. If you do know some details, you should still enter these into the relevant fields where possible to minimise delays to your clearance application.

6.2 How to complete the date of your marriage/civil partnership if you do not know it

Enter approximate dates into the field. This will allow you to continue with the application.

6.3 How to complete the details of your divorce/dissolution if you do not know the date or court where it was granted

Enter approximate dates in this field and type ‘unknown’ for the name of the court.

7. Details of brothers and sisters

7.1 How to enter the details of your siblings if you cannot get all of the details

Create an entry for each sibling then tick the box underneath the names field for ‘full details are not known’. You will then need to provide a brief explanation on the next page for why some or all of the details are not known. This will allow you to complete the sibling  details section without entering information into the requested fields. If you do know some details, you should still enter details you do know into the relevant fields where possible to minimise delays to your clearance.

If you have lost contact with your parents and do not know if you have any additional siblings, follow the guidance below

If you do not know whether you have any additional siblings and are unable to obtain these details, please enter ‘no’ for the question relating to if you have any more siblings. Then go to the ‘other information section’ which is a section on its own towards the end of the form, answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?” A free text box will appear and you can enter an explanation that this information is unknown as you are no longer in contact with your parent(s) in the free text box.

8. Co-residents

8.1 How to check if you need to provide co-residents’ details in a shared property

If you share a room other than a kitchen, such as a communal living room with the people you live with then we need their details. If you are not able to provide their details, then please provide an explanation as to why,  by going to the other information section which is a section on its own towards the end of the form. Answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?” A text box will appear, and you can enter an explanation in there.

9. Current employment

9.1 What job to enter in this section

Enter the job role you are currently doing, not a role you are due to move into. If you are unemployed you will need to select ‘unemployed’ from the drop down list.

9.2 What to enter if you are a full time student

Select ‘unemployed’ from the drop down list unless you were also in part time employment. If you were in part time employment enter the details of this employment.

9.3 How to enter self-employment

Select ‘other full or part time employment’ from the drop down list.

9.4 How to enter more than one job for your current employment

You can click the add employment button as many times as you need to, then enter the details of each employment.

9.5 How to check the employment section is fully complete

You can use the blue check for errors button at the bottom of the page. A red message will appear which tells you where the error is. If this error is because there are empty rows you may have pressed the ‘add previous employment’ button too many times. You can remove these empty rows by clicking the ‘remove’ button which is above the ‘type of employment’ box and on the right-hand side.

9.6 How to enter your employer’s address if it does not appear on the drop down list

Manually type in the address rather than using the find UK address option.

9.7 How to enter your employer’s county if it does not appear on the drop down list

Unfortunately, not all counties may be available on the drop-down list. If this is the case please select the closest county available. We still need to know the correct county so please go to the ‘other information section’ which is a section on its own towards the end of the form. Answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?” A free text box will appear and you can enter the correct county in the free text box.

10. Supervisor

10.1 What to enter if you work in a role without a supervisor

If the employer has a HR department you can enter the details of the HR department in this section. In the exceptional circumstances that you are a lone worker but not self-employed and there is  no supervisor, contracting authority or HR department that could verify your employment, then you can enter your own details to meet the requirements of the form. You will then need to go to the ‘other information section’ which is a section on its own towards the end of the form. Answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?” A free text box will appear and you can enter the reason why you are unable to provide supervisor details for this period of employment in the free text box.

10.2 What to do if the supervisor section will not complete due to the dates entered being incorrect

Check that all dates entered are covered without gaps. The date a supervisor period begins will need to correspond with the date the  previous supervisor period ended. Please only include dates for supervisors within the specific employment period entered in the employment section.

10.3 How to complete the section if you do not have a supervisor due to self-employment

You should enter the accountant for your company, an individual from a company that you have been contracted to or another director for your company, if applicable. If your situation means that there is no-one you can enter then you can put your own details in this section. When asked to explain how you know this person please explain the nature of your work and why it means that there is no-one you can give as a supervisor for this section.

10.4 How to complete your company address if you are self-employed

Enter the address where your company is registered or your home address.

10.5 Details of previous employment. Checklist when the employment section will not complete

• Make sure the dates entered cover 5 years of employment for CTC, Level 1B and SC applications and 10 years for DV
• If there is a gap of over 3 months, then please create an entry for unemployment to cover those dates
• If there is an entry of under 3 months please remove this, only employments of over 3 months should be included
• If you have included a start date for the 1st of the month the form may need to be rolled back to the previous month to cover the full 5 years. For example, if the start date for the period of employment entered is 1 November 2019 you will need to enter dates of employment back to October 2014, this should resolve the issue
• If you have had a period of full-time education and were not employed during this time you will need to enter this period as ‘unemployment’ on the form.

10.6 How to list your employment details if you have changed contract or unit

If your unit or contract has changed, but you have remained with the same employer, then you should list this as one period of employment.

11. Previous supervisors

11.1 What to enter if you do not have the details of your previous supervisor

You can add a HR department or use the tick box to advise that details of this person are not known.

11.2 What to enter if you did not have a supervisor due to self-employment

If your employer has a HR department you can enter the details of the HR department in this section. In the exceptional circumstances that you were a lone worker but not self-employed and there was no supervisor, contracting authority or HR department that could verify your employment, then you can enter your own details to meet the requirements of the form. You will then need to go to the ‘other information section’ which is a section on its own towards the end of the form. Answer yes to the last question which asks “do you have any other information that you would like to add in relation to your vetting?”. A free text box will appear and you can enter the reason why you are unable to provide a supervisor’s details for this period of employment in the free text box.

11.3 What to do if the supervisor section will not complete due to the dates entered being incorrect

Check that all dates entered are covered without gaps. The date a supervisor period begins will need to correspond with the date the  previous supervisor period ended. Please only include dates for supervisors within the specific employment period entered in the corresponding employment section.

11.4 What to enter if you did not have a supervisor due to self-employment

You should enter an accountant for your company, an individual from a company that you have been contracted to or another director for your company if applicable. If your situation means that there is no-one you can enter then you can put your own details in this section. When asked to explain how you know this person, please explain the nature of your work and why it means that there is no-one you can give as a supervisor for this section.

12. Education

12.1 How to request a new education consent statement

You will need to email the UKSV Helpdesk in order to request a new one be sent to you. Please include your full name and date of birth in the email and we will send you a new one to complete and return to UKSV.

13. Character Referees

13.1 How to choose a referee

You will need to provide details of a minimum of three character referees that have known you for at least 10 years.

• They should not be relatives or partners, or related to you through a partner.
• At least one of the referees should be someone in your own age group who you regularly communicate with at least once per month and socialise with outside the workplace.
• They  should preferably be British citizens (but this is not obligatory).
• Do not nominate someone you know officially or professionally, such as a Doctor, unless you know them socially as well.
• Staff members of a school, college or university should not be chosen unless they are close personal friends.
• Referees should include a person (not a partner), who knows you well in your home environment and ideally someone (other than a supervisor or employer) who knows you well in the work environment.
• You should tell your referees that you wish to put their names forward.
• Please ensure that the contact details you provide for your referees are up to date.
• Please endeavour to obtain direct contact details (e.g. NOT switchboard phone numbers or multiuser/group email addresses). A direct email address for each referee must be provided where possible and a mobile number would be also preferable.

14. Health declaration

14.1 How to get a new health declaration form

You will need to email the UKSV Helpdesk in order to request a new one be sent to you. Please include your full name and date of birth in the email and we will send you a new one for you to complete and return.

14.2 Details about your health

Tell us if you are living with any health conditions asked about in this section, so we can understand how you would manage them as a security clearance holder. If we need more information from your doctor, we will ask for your consent before we contact them. Most health conditions will not stop you from getting security clearance and are reviewed on a case by case basis. You only need to tell us about health conditions we specifically ask about in this section.

15. Criminal convictions

15.1 Why you need to include spent convictions

In line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, the Rehabilitation of Offenders (Exclusions and Exceptions) (Scotland) Order 2003 and the Rehabilitation of Offenders (Exceptions) Order (Northern Ireland) 1979, spent convictions may also be taken into account where protecting public safety or public order is involved.

This means that under this legislation, you must reveal all convictions, whether they are spent or unspent, including weeded convictions from the Scottish criminal history system. You do not need to tell us about speeding or parking fines, but do tell us about any other motoring offences.

If you are not sure about any of the details, you can get a copy of the record that the Police hold on you, listing all criminal convictions, by making a Subject Access Request to your local force or to the ACRO Criminal Records Office at https://ico.org.uk/your-data-matters/crime/

15.2 How to include an offence you were found not guilty of

Even if you were found not guilty of an offence this should still be included on your declaration. You should include this in the section that asks if you have ever been charged with an offence.

15.3 What to enter if you do not know the dates of your convictions

You can provide estimated dates, or you can obtain a subject access request of your record from the police. This can be obtained from the ACRO Criminal Records Office at https://ico.org.uk/your-data-matters/crime/

If you have selected the answer to your first question, but are experiencing difficulties selecting the rest of your answers, please follow the advice below

Each question within this section generates a ‘pop-up box’ after each answer is selected to confirm that you have selected the correct answer. If you have clicked ‘don’t show me this again’ when the box has appeared, then you will not be able to successfully complete this section. Should this happen, the quickest way to complete the section is to save and exit the form on your current web browser and log in again on a different browser, for example Internet Explorer or Google Chrome. If you are still unable to complete the section you will need to click on ‘settings’ for your web browser and delete all temporary internet files and cookies, then click to enable pop-ups. You can then log back into the form and answer the remaining questions.

16. Security Information

If you have selected the answer to your first question, but are experiencing difficulties selecting the rest of your answers, please follow the advice below

Each question within this section generates a ‘pop-up box’ after each answer is selected to confirm that you have selected the correct answer. If you have clicked ‘don’t show me this again’ when the box has appeared, then you will not be able to successfully complete this section. Should this happen, the quickest way to complete the section is to save and exit the form on your current web browser and log in again on a different browser, for example Internet Explorer or Google Chrome. If you are still unable to complete the section you will need to  click on ‘settings’ for your web browser and delete all temporary internet files and cookies, then click to enable pop-ups. You can then log back into the form and answer the remaining questions.

17. Previous security clearances

17.1 How to obtain your previous clearance details

In the first instance you should approach the vetting department for the organisation who processed your clearance, who should be able to provide you with the details. If you are unable to obtain the clearance details, the UKSV Helpdesk may be able to provide the information if the clearance is held on its  system.

Please note that you do not need to include details of a Disclosure & Barring Service check as this is not a level of national security vetting.

In the exceptional circumstances that you cannot obtain details of your previous clearance, you should enter approximate dates of the clearance and as much supporting information as possible so we know where the record can be found.

17.2 How to record a cancelled clearance

You only need to make a declaration of a clearance that was withdrawn, suspended or refused. You do not need to record an application for clearance that was cancelled prior to completion, for example, if the clearance was no longer needed.

18. Financial history

18.1 How to record shared financial responsibility

If you are married or linked to someone through joint loans, accounts or mortgages etc. they share financial responsibility with you. If you are cohabiting and are jointly responsible for bills, then you have shared financial responsibility and would need to include their financial information on the application form as well as yours.

If you are living with your parents you do not need to include their details unless you are named on the mortgage or share financial responsibility of the household with them.

18.2 Why we need your partner’s financial information

If someone who you are living with is contributing to your financial situation, we ask you to provide their details even if you manage your finances separately. It is likely that they will be sharing the responsibility for household expenses such as the mortgage or rent, utility bills, council tax or food shopping. Perhaps they contribute in other ways, for example by helping to meet the cost of running a car or paying towards a holiday. When we look at your finances, our aim is to build up assurance that your situation is manageable and does not present a vulnerability that could be exploited by a threat actor. In order to do this, we need to understand both the total monthly outgoings that you have as a couple and the total amount of money coming into your household.

18.3 How to record declined credit applications if you do not have the details

You will need to provide as much information as possible including an approximate number and dates. If you cannot recall this information, you can find out by using a credit reference agency which will be able to provide you with a report of any finance applications you have submitted and the dates of the applications.

18.4 How to identify if you have had a default notice

A default notice is normally sent when you have missed or paid less than the full amount payable for 3 to 6 months. Default notices only apply to debts which are regulated by the Consumer Credit Act, such as credit and store cards, payday loans, personal loans and hire purchase.

18.5 How to obtain information of your CCJ

This information can be found on your credit file. You can request a statutory credit report which will list the information on it.

18.6 How to record financial information when you live in shared accommodation

This would depend on how the lease and bills are split. If one person was to leave the household and you would be responsible for their share of the bills, then you would need to declare their details as you share financial responsibility.

19. Multiple properties

You will need to include all properties that you own within the financial section to provide us with an accurate view of your liabilities and assets.

20. How to complete your student loan details

You will need to choose a date in the future to estimate the end of your student loan. If you are not currently paying this back then you can enter zero in the monthly repayment section. The balance outstanding can be provided by the student loans company.

21. Declaration

21.1 How to make sure your form is ready to be submitted

If you do not have a green tick next to all of the sections listed down the left-hand side of the page you will not be able to submit the form. You will need to go back to the sections with a red dot and fully complete this page before making the declaration. If you think the section has been completed but a green tick is still not displayed, please click ‘check for errors’ which will explain why the page is not complete.

If you are not using Google Chrome or Internet Explorer or are using a mobile browser then this may explain why this is not working. Please try this on a compatible browser and this should work. To check if this has been successful please sign in again and if a message is displayed confirming the form has been completed and submitted then the submission has been successful. The portal will display a message about the status of your application at the top of the page.