Vetting

Freedom of Information (FOI) Act request ref: 01/FIN/23/0663

Version Date: 02/04/2024

The Vetting & Resourcing Department have provided the following information.

I am also now providing supplementary questions which cannot be answered by reference to the Code of Practice nor the APP in respect of your force. These should be easy to answer:

Please provide the following information and provide copies of documents and/or forms where available:

1 When checking the identity of people applying to join the force:
1.1 What 'proof of identity' do you require?

The preferred candidate should supply their current passport* plus a second document, which shows their address (dated within last three months)**. If they cannot supply a passport, we will need two different documents from the following list (warrant cards will not be accepted).

• British Driving Licence (valid and up to date)
• Birth Certificate (full certificate, issued within 6 weeks of birth)
• Utility Bill (dated within last three months and showing current address)

If the two documents they supply do not show their current address, they must provide a third document that does, e.g., bank or credit card statement).

* While an expired UK/Irish passport is suitable proof of Right to Work, it is not suitable for vetting purposes. If the candidate provides an expired passport, they must also provide a driving licence PLUS one other proof of address document (bank statement/bill dated within the last 3 months). This way, the passport can be used for Right to Work, the driving licence for vetting’s proof of ID and the other document as vetting’s proof of address.

**If the preferred candidate is a student, they will need to provide proof of their permanent and term time residence.

1.2 Does identity checking always include an in-person interview (ie as opposed to an online interview)?

Identity checks are always undertaken face to face. If the interview is online we ask candidates to show proof of ID for verifying reasons but if successful they must bring in their original ID for identity check and Right to Work.

1.3 Do you always check an applicant's identity against their National Insurance number?

Only if they do not have a passport to prove their Right to Work, they must also produce a utility bill. Vetting will check this when they undertake checks.

1.4 Do you always obtain a copy of an applicant's original birth certificate?

Only if they do not have a passport to prove their Right to Work, they must also produce a utility bill.

1.5 What identity document(s) do you maintain on the vetting file?

All relevant Identification documents that are authenticated by the designated Force authenticator, ranging from Passport, Driving license, Birth Certificate and other forms of Proof of address. (Recruitment or internal Single Point of Contact for non-police personnel)

2 Please confirm whether all applicants are always subjected to biometric vetting (fingerprints and DNA).

Not all applicants to the Police Service have biometric vetting

3 The College of Policing APP on Vetting refers to 'checkable history': please specify the history of an applicant that is checked in vetting by your force.

This question appears to relate to the residency criteria of an applicant, therefore the purpose of the residency criteria is to ensure that applicants have a checkable history in the UK, so that meaningful vetting enquiries can be undertaken.

4 What is the vetting process that you operate for officers and staff transferring to your force from another police force? Please provide copy of documentation setting out the process. 

This is contained within section 7.13 - APP on Vetting (college.police.uk)

5 What is the vetting process for officers and staff transferring within your force to a different role? Please provide copy of documentation setting out the process. 

This is contained within section 8.52 - APP on Vetting (college.police.uk)

6 What is your process or procedure for vetting of transgender people? Please provide documentation setting out the process/procedure.

The process follows The Authorised Professional Practice for Vetting and the document can be found here: APP on Vetting (college.police.uk) at 4.2

6.1 Do you have a separate and/or confidential vetting process or procedure available for transgender people?

The process follows The Authorised Professional Practice for Vetting and the document can be found here: APP on Vetting (college.police.uk) at 4.2

6.2 Do you require a person's gender history to be disclosed as part of vetting?

The process follows The Authorised Professional Practice for Vetting and the document can be found here: APP on Vetting (college.police.uk) at 4.2

6.3 Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their vetting file?

The process follows The Authorised Professional Practice for Vetting and the document can be found here: APP on Vetting (college.police.uk) at 4.2

6.4 Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their employment file?

Yes

6.5 When you request a reference for a person who you know to be transgender, will you make the request using only the prospective colleague’s name and gender since transitioning, or will you also provide previous names and gender(s) that are known to you?

Only the name provided on the system when they/she/he/their applied.

6.6 Where a reference request is received (from another force or employer) for an existing colleague who has transitioned their gender, will you provide their full gender and name history to the prospective employer?

The Force have not come across this situation yet but would obtain the individual’s consent regarding the information released.

6.7 Name and gender records are held on the Police Elimination Database (PED) with the content of these fields being that which was originally detailed by the person when they gave the DNA sample unless subsequently amended. Do you have a process for amending the details on the PED so that the name and gender records of an employee who transitions during your employment can be changed? Please provide documentation setting out the process.

No documentation held

7 How often is vetting clearance reviewed/renewed in your force?

The process follows The Authorised Professional Practice for Vetting and the document can be found here: APP on Vetting (college.police.uk) at 8.48 and 8.49