BS:7858 Security Screening and Vetting Certification

Security Screening Skills

Overview

Aim

Aim

To introduce the learners to the procedures for security screening as recommended by BS 7858:2012.

Outcomes

Outcomes

By the end of this session you will be able to: 

  • Explain the importance of security screening 
  • List the information which applicants must provide for screening purposes 
  • Identify information which must be verified to evidence a continuous record of career and history
  • Identify legislation which may affect the screening process
  • Explain how to keep records secure

Key Players

Key Players

  • SIA (Security Industry Authority)
  • BSIA (British Security Industry Asociation)
  • Skills For Security
  • NSI (National Security Inspectorate)
  • BSi (British Standards Institution)
  • Local Police

What is a British Standard?

What is a British Standard?

A ‘Standard’ is a document, established by consensus and approved by a recognised body, that provides rules, guidelines or characteristics for activities or their results for common and repeated use.

What does a British Standard represent?

The Standards produced are titled British Standard XXXX where the XXXX is the number of the Standard. Products which display the British Standard number show that they have met certain standards and specifications.

Objectives of BS:7858

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Objectives of BS 7858:2006

“This British Standard gives recommendations for the security screening of individuals to be employed in an environment where the security and safety of people, goods or property is a requirement of the employing organisation’s operations and/or where such security screening is in the public interest.”

(BS 7858:2012, Page 1)

NB: BS 7858:2012 came into effect on 31st  October 2012. The previous standard, BS 7858:2004 and BS 7858 2006  is now withdrawn.

Benefits of Screening

Benefits of Screening include:

  • Maintains the reputation of the security company
  • Is normally required by the customer in the tender document
  • It ensures security and viability of company and client
  • Maintains industry standards and complies with Codes of Practice
  • Complies with the requirements of insurance companies

Points to Note

Points to Note

The security screening process should be not less than 5 years, however organisations should lengthen the security screening period to cater for:

  i)  contractual or legislative considerations.

  ii)  specific industry standards.

All individuals already employed in relevant employment must be screened in accordance with BS 7858:2006 or the new BS 7858: 2012 all new screening for individuals must be done according to BS 7858: 2012 standard, since introduction on 31st  October 2012.

BS 7858:2012 should be applied equally to:

  i)  full and part time employees.

  ii)  temporary and permanent employees.

  iii)  to all levels of seniority, including Directors.

Writing Advertisements

Writing Advertisements

From 1 October 2006 Employment Equality (Age) Regulations make it unlawful to discriminate against workers, employees, job seekers and trainees because of their age.

When writing job advertisements, you must:

  • Advertise in a way that will be accessible to a large audience
  • Write the advert using information from the job description and person specification
  • Avoid using language that might imply you would prefer applicants of a certain age e.g. ‘mature’, ‘young’ or ‘energetic’
  • Avoid asking for ‘so many years experience’

(Age and the Workplace: A guide for employers, ACAS)

Application Information & Evidence

All applicants must provide the following information:

  • Proof of their identity and address of residence (these may be checked using an ultra violet scanner or other method to deter identity fraud).
  • Details of their education, employment, periods of self-employment, unemployment and gaps in employment.
  • Details of all cautions or convictions for criminal offences, including motoring offences and pending actions.
  • Details of bankruptcy proceedings and court judgements.
  • A statement authorising an approach to current and former employers, government departments etc.
  • The name of at least one person with personal knowledge of the individual being screened, from whom a written character reference can be requested.

(BS 7858:2012, Page 6)

References

References

  • The individual being screened must provide names of two individuals with personal knowledge of the individual, from whom a written character reference can be requested.
  • Referees should be asked to confirm the nature of their relationship with the individual.
  • Referees must have known the individual for a minimum of two years within the past 5 year screening period.
  • References from relatives, ex employers or people residing at the same address are not permitted.
  • All references must be confirmed in writing.

 (BS 7858:2012, Page 7)

Effective Screening Process (From Setup)

Setting up an effective Screening Process

Setting up, maintaining and controlling an effective screening system involves ensuring that:

  • There is a separate personal file for each person being/having been screened.
  • A progress sheet for each applicant is maintained.
  • Provisional employment employees’ files are separated from those employees whose employment has been confirmed.
  • Provisional employment employees’ files should display the dates on which provisional employment commenced and when the probationary period ends (i.e. 12 - 16 weeks after the commencement of provisional employment – see BS 7858:2012 Section 9.1).

Verification of Information

Verification of Information

For security screening purposes, verification of the following should be sought and confirmation in writing and copies retained:

  • Date of leaving full time, secondary education
  • Periods and types of employment (e.g. full time, part time, casual/occasional)
  • Periods of registered unemployment
  • Periods of self-employment
  • Periods of residence abroad

Statutory Declaration

Should only be used to cover:

1. One incomplete period of no more than 6 months in the most recent 5 years of the security screening period 

and;

2. An incomplete period or periods not exceeding 6 months in total in any five-year period in the preceding years where screening is undertaken for a period longer than 5 years.

This procedure must be authorised by:

  • A partner in the organisation
  • The sole owner of the organisation
  • Director of the organisation
  • Senior Executive of the organisation duly authorised in writing by one of the above

Data Protection Act 1998

Data Protection Act 1998

Came into effect in March 2000 in UK and applies to the processing of personal information about individuals.

The principles of the Act require that data must be:

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate
  • Not kept for longer than is necessary
  • Processed in line with the rights of the individual
  • Secure
  • Not transferred to countries without adequate protection

NB: Subject Access Routes may be required

Rehabilitation of Offenders Act 1974

Rehabilitation of Offenders Act 1974

“The Rehabilitation of Offenders Act 1974 permits, with some exceptions, an individual who has been convicted of an offence and served a sentence of no more than 30 months to be deemed to have rehabilitated himself/herself after an appropriate period has passed without re-offending. Where rehabilitation has taken place, he/she must be treated as if the offence had never been committed”.

(BS 7858:2012, Page 7)

Immigration, Asylum and Nationality Act 2006

Immigration, Asylum and Nationality Act 2006

According to the Immigration, Asylum and Nationality Act 2006, all employers in the UK are required to make basic checks on everyone they intend to employ. Sections 15 to 26 of the Act should be noted in particular.

An employer may not employ an adult who is subject to immigration control if:

  • They have not been granted leave to enter or remain in the United Kingdom
  • Their leave to enter or remain in the United Kingdom is invalid, has ceased to have effect, or is subject to a condition preventing them from  accepting employment

An employer may be required to pay a penalty if they are found to be in breach of the conditions set out in the above Act.

Maintaining Files Securely

Maintaining Files Securely 

  1. Each individual being screened must have their own separate file.
  2. Individuals currently being employed on a provisional basis must have their own files, separated from other employee files.
  3. A separate file must be set up for occasions when:   i) An incomplete record of career and history has been evidenced through a Statutory Declaration or    ii)  An Executive Acceptance of Risk
  4. Verification progress sheets or equivalent must be present on every individuals file who is being screened.

Cessation of Employment

Cessation of Employment

The following records should be maintained for 7 years:

  1. Written provision of information
  2. A signed statement
  3. Proof of ID
  4. Character References
  5. Confirmation of continuous record of career and history including:
  • Periods of registered unemployment
  • Records of self-employment
  • Periods of residence abroad

6.   Verification Progress Sheet (or equivalent)

7.   Employment Verification Sheet (or equivalent)

8.   Statutory Declaration Form (if applicable)

9.   Executive Acceptance of Risk (if applicable)

Exam

Question 1: Referees must have known the applicant for a minimum of:

  • Three years within the past 5 year screening period
  • Four within the past 5 year screening period
  • Two years within the past 5 year screening period
  • One within the past 5 year screening period

Select one:

Question 2: What guidance does BS 7858 give on the storage of the files of all individuals currently employed on a provisional basis?

  • a. Kept out of the filing sytem altogether
  • b. Filed with all other employee files
  • c. Should be identified seperately from other employee files
  • d. In alphabetical order at the front of the Employee Filing

Select one:

Question 3: According to BS 7858 the Screening Officer is required to obtain written character references about the person being screened. What is the minimum number of Character References that are required?

  • a. 4
  • b. 3
  • c. 2
  • d. 1

Select one:

Question 4: Which of the following British Standards should be used by Screening Controllers?

  • a. BS 7321
  • b. BS 7858
  • c. BS 1234
  • d. BS 5584

Select one:

Question 5: What does the letters 'BSIA' stand for?

  • a. British Security Independant Association
  • b. British Security Industry Association
  • c. British Security Institute Association
  • d. British Security Industry Authority

Select one:

Question 6: According to BS 7499, what is the minimum age requirement for a company to employ a Security Officer (not CiT)?

  • a. 17 years old
  • b. 16 years old
  • c. 19 years old
  • d. 18 years old

Select one:

Question 7: Which one of the following can authorise Statutory Declarations?

  • a. Any Supervisor
  • b. Any Security Officer
  • c. The applicant
  • d. A Director

Select one:

Question 8: What does BS7858 state in reation to the length of time that details relating to employees can be maintained, even after cessation of employment?

  • a. 7 years
  • b. 12 years
  • c. 3 years
  • d. No set time period

Select one:

Question 9: If an applicant leaves school before the end of the Summer Term, what period of grace is allowed and can be considered as part of the final term?

  • a. 2 weeks
  • b. 2 months
  • c. 1 week
  • d. 1 month

Select one:

Question 10: What period of time should the security screening process cover?

  • a. 2 years
  • b. 3 years
  • c. 4 years
  • d. 5 Years

Select one:

Question 11a: What is the correct format for the relevant Military service numbers? Please find the correct answers.

  • a.
  • b.

Select one:

Question 11b:

  • a.
  • b.

Select one:

Question 12: When can the Statutory Declaration be used by the Screening Controller?

  • a. Whenever they want to use it
  • b. In exceptional circumstances as a last resort
  • c. When time allows for them to use it
  • d. If they can't be bothered to do the paper work

Select one:

Question 14: In the event of acquisitions and transfers, if it cannot be established from records that security screening in accordance with BS 7858 has already taken place, within what period of time must security screening be completed?

  • a. There is no time limit
  • b. Within 12 weeks of the acquistion or transfer
  • c. Before the end of the 1st year
  • d. Prior to acquisition taking place

Select one:

Question 15: The issue of an SIA licence is dependent upon three critera. What are these criteria?

  • a. Age; criminality; lenght of service
  • b. Identity; salary; clean driving licence
  • c. Identity; criminality; competency
  • d. Competency; length of service; salary

Select one:

Question 16: For what period of time can a Statutory Declaration be used to cover?

  • a. The whole of the most recent 5 year period
  • b. Any number of gaps in the most recent 5 years
  • c. A single incomplete period of 6 months in the most recent 5 years
  • d. Any gaps in the applicant's history

Select one:

Question 17: Which of the following can be used to check the status of the individual's file being screened?

  • a. Statutory Declaration Form
  • b. Verification Progress Sheet
  • c. A signed statement
  • d. Employment Verification Sheet

Select one:

Question 18: The Rehabilitation of Offenders Act Permits, with some exceptions, that certain convictions can become spent. This does apply if the imprisonment exceeded a term over?

  • a. 2.5 years
  • b. 18 months
  • c. 3 months
  • d. 1 year

Select one:

Question 19: Under BS7858, When does the probationary period end for employees employed on a standard provisional basis?

  • a. 32 weeks
  • b. 6 weeks
  • c. 10 weeks
  • d. 12 weeks

Select one:

Question 20: To whom does BS 7858 apply?

  • a. Directors only
  • b. All persons at all levels
  • c. Temporary and peranent staff only
  • d. Full and Part time staff only

Select one: