SC clearance for employees must be sponsored by an approved business, so an employee cannot apply on their own. For MOD this requires a sponsor business to be Industry Personnel Security Assurance (IPSA) accredited.
The sponsor business’ Personnel Security Controller (PSC) usually initiates the process, provided there is a valid reason for the individual to become security cleared. Smaller defence contractors (SMEs) without sponsorship rights can have staff sponsored through their Ministry of Defence (MOD) Contracting Authority, provided the CA is in agreement or traditionally have used 3rd Party Sponsor organisations such as ADS Group (Home – ADS Group). The time required to attain a security clearance can vary significantly so it is recommended that clearance activities and requirements are planned early.
Winning an MOD contract feels like the hard part. Then the first new starter cannot begin work, because their security clearance has not come through. Projects can lose weeks this way. The process for vetting application and IPSA does present challenges, namely in so far as an organisation cannot apply for IPSA or employee security clearances until a contract has been awarded or a SAL issued – this often means that organisations are limited in their preparations, but there are proactive measures that can be taken and, considering the time constraints, it is often wise to do so.
This guide explains SC clearance for employees from the employer’s side, in the order you will need it.
What is SC clearance?
Security Check, or better known as SC clearance is the National Security Vetting (NSV) level for people who need long-term, frequent and unsupervised access to SECRET material. It also covers occasional, supervised access to TOP SECRET material, with the information owners permission. The GOV.UK guidance on national security vetting clearance levels places it above the Counter Terrorist Check (CTC) and below Developed Vetting (DV).
Before SC: the BPSS check
Before SC can start, the candidate must pass the Baseline Personnel Security Standard (BPSS). BPSS is the foundational pre-employment check of identity, right to work, employment history and unspent criminal records. SC then adds:
- a. Identity (ID);
- b. Right to work (RTW) in the UK;
- c. Employment history; and
- d. Criminal record – (unspent convictions).
Read more: Is BPSS the same as a Security Clearance?
To be clear – BPSS is not a security clearance, it is a pre-employment check
Knowing the eligibility criteria for SC clearance is where many employers get stuck.
Can employees apply for SC clearance themselves?
No. An employee cannot apply for SC clearance on their own, because every application needs a sponsor.
Security clearances are directly linked to a contract which requires the provision of cleared personnel to fulfil the contract requirements. Once the contract ends, the need to hold security clearance ends.
Not holding security clearance does not preclude you from bidding for Government work. The GOV.UK guidance for hiring managers, contractors and consultants also says candidates should not be expected to hold clearance already, except for urgent short-term posts.
Hiring tip: asking for “SC cleared candidates only” shrinks your talent pool. Recruit the right person, then sponsor them, but make it clear in the job specification that successful candidates will be expected to undergo UK security clearance procedures.
If the employee cannot apply, the next question is who does.
Who sponsors SC clearance for employees?
The organisation that owns the need for the clearance sponsors it. United Kingdom Security Vetting (UKSV) is the government body that carries out the vetting. UKSV’s guidance for applicants says the sponsor is usually your HR officer or company Security Controller. The sponsoring organisation, not the individual, owns the clearance.
Who has sponsorship rights?
In defence, the right to sponsor your own staff normally comes through Industry Personnel Security Assurance (IPSA). IPSA is the MOD framework that accredits companies to manage their own vetted staff.
| Your company | Who normally sponsors your staff |
|---|---|
| IPSA accredited | Your company, through its Security Controller or HR lead |
| Not IPSA accredited | Your MOD Contracting Authority, on your behalf |
To gain IPSA accreditation, a company normally needs at least 20 staff who hold national security vetting. A company with fewer can still qualify if it forecasts reaching 20 within three years. This rule is set out in the IPSA Policy (May 2021). The Contracting Authority is the part of the MOD that awards and manages your contract.
Read more: IPSA Requirements Explained: What MOD Contractors Must Demonstrate
Sponsorship can be a challenging process, it often represents a “chicken and egg” scenario when new contracts are being competed for and awarded and you may find that Contracting Authorities can be reluctant to sponsor extra clearances. These obstacles are usually overcome by dialogue but it is worth noting the challenges the process represents. Once a Sponsor has been identified, IPSA accreditation and the individual general clearance process takes additional time which cannot be influenced directly by the applying organisation or individual.
How long does SC clearance take?
SC clearance takes a different length of time for each person and UKSV does not give exact timescales. Its’ applicant guidance warns that late submission of documents are likely to cause delays.
The latest published target that can be pointed to is in the Public Accounts Committee report of 12 May 2023: 85% of routine CTC and SC clearances within 25 days. Treat that as a planning guide, not a promise.
Can an employee start work while SC is pending?
Often, yes. There is no central rule against employing someone while their clearance is pending, according to the hiring managers guidance. It is a risk decision for your business. My advice is to have useful work ready that does not need SECRET access until the clearance is granted.
The process itself is simple once you know the order.
How to get an employee SC cleared: 6 steps
- Confirm the post needs SC. Check the contract’s security conditions with your Contracting Authority.
- Complete BPSS. The employer carries out these pre-employment checks first.
- Start the application. The sponsor raises the request with UKSV.
- The employee completes the security questionnaire. It must be returned within the time UKSV sets.
- UKSV carries out the checks. Occasionally this includes an interview.
- Decision and aftercare. Once cleared, the employee reports relevant changes in their personal circumstances.
Who does what?
| Party | Main job |
|---|---|
| The employer, as sponsor | Confirms the need, completes BPSS, starts and manages the application |
| The employee | Fills in the questionnaire honestly and replies to UKSV promptly |
| UKSV | Carries out the checks and decides whether to grant clearance |
| The Contracting Authority | Sets the security requirement and sponsors staff where the company cannot |
Read more: Role of a Fractional Security Manager in the UK Defence Supply Chain
Can SC clearance transfer to a new employer?
Yes, SC clearance can often transfer to a new employer. Under UKSV guidance for existing clearance holders, the new sponsor asks UKSV to transfer it and UKSV decides whether it is eligible.
Before you ask for a transfer, the hiring managers guidance advises running a Vetting Status Information (VSI) check. This confirms what clearance the person already holds.
SC is formally reviewed after 10 years, or after 7 years for contractors without Facility Security Clearance (FSC), under the clearance levels guidance. FSC is the MOD’s assurance that a company’s site can hold classified material.
Read more: Facility Security Clearance: What It Is and When Your Organisation Needs It
A clearance is only as good as the information behind it, which is why reporting matters.
Conclusion
SC clearance for employees is something the employer must plan and own, even when the Contracting Authority acts as the Sponsor. Build vetting into your bid plan, not your first week on contract and clearance stops being the thing that holds up delivery.
Ready to Take the Next Step?
The effort and planning required of the vetting system is easy to underestimate. If you would like help planning sponsorship, IPSA or aftercare for your team, get in touch with Pera Prometheus.
Frequently Asked Questions
Q: Can my company sponsor SC clearance for an employee?
A: Yes, your company can sponsor SC clearance if it has sponsorship rights, usually gained through IPSA accreditation. If not, your MOD Contracting Authority may sponsor the employee instead.
Q: How long does SC clearance take?
A: SC clearance takes a different length of time for each person and the last published UKSV target was 85% of routine CTC and SC clearances within 25 days. Start early and send any documents UKSV asks for quickly.
Q: How long does SC clearance last?
A: SC clearance is formally reviewed after 10 years, or after 7 years for contractors without Facility Security Clearance (FSC).
Q: Can a new employee bring their SC clearance with them?
A: Often, yes, a new employee’s SC clearance can be transferred when your company, as the new sponsor, asks UKSV. Run a Vetting Status Information (VSI) check first to confirm what they hold.
Q: Do we need SC clearance before we bid for an MOD contract?
A: No, you do not need SC clearance to bid for an MOD contract. Clearance is requested during the contract process, once a post is confirmed as needing it.
Stay Safe, Stay Secure
