Enhanced Security Screening Q's and A's

It is a component of the Treasury Board Secretariat (TBS) Standard on Security Screening, which came into effect on October 20, 2014. The enhanced security screening is a higher degree of verification that is added to the standard screening.

Enhanced security will translate into a new stream of security screening featuring three new security levels:

The enhanced security screening includes additional checks that are added to those of the standard security screening:

The enhanced security screening will be phased in, that is when a security screening is at the time of the update (according to the renewal cycle), is being upgraded or is being reviewed for cause.

Within ESDC, the enhanced screening applies to positions that involve the production of national identity documents.

It also applies to positions that require a high degree of public trust where the incumbent is susceptible to influence or coercion.

Finally, the enhanced screening likely applies to managers or supervisors of positions that require enhanced screening.

Employees that are in these types of positions will be required to undergo the enhanced security screening upon request from the Personnel Security (PERSEC) Program when security screening is being updated (according to the renewal cycle), upgraded or reviewed for cause.

All positions within ESDC will be reviewed through an evaluation exercise using the Position Analysis Tool (PAT). This tool, designed by TBS, consists of a series of questions in regards to the duties being performed within a position. The outcome of the PAT will provide security requirements of positions in an objective and consistent way.

Positions are being reviewed one program at a time and where changes are required, the positions and incumbents will be adjusted progressively.

If the PAT determines that a lower level of security is required for the duties being performed within your position, the security level of your position will be downgraded and your security level will remain untouched. However, when your security clearance expires, the update will be performed at the level required by your position, which is at the lower level.

If a higher level of security is required for acting purposes, please see the Change of Security Screening Level Process.

A LERC is a more in depth examination of an individual’s background which will provide context and details around criminal convictions, non-conviction records and charges that were withdrawn. A LERC will also help determine if an individual is known or suspected to be involved in criminal activities or criminal organization.

No, although it is new to a majority of Departments, enhanced screening including the LERC, has been a common practice for some specific central agencies such as the Royal Canadian Mounted Police (RCMP), the Communications Security Establishment (CSE) and the Canadian Security Intelligence Service (CSIS).

The RCMP is responsible for conducting LERCs and providing a report based on a search in a variety of law enforcement databanks (including local police offices), as well as criminal/national intelligence sources.

The PERSEC Program is responsible for the analysis of the adverse information received in the LERC report. Such information may be used as the basis for further investigation, including a security interview to give the individual the opportunity to explain the circumstances before a decision is rendered.

An open source verification is a search of the information that is publicly available to identify behaviour that may be inconsistent with security responsibilities and may be of concern. Sources verified may include but are not limited to web-based communities, social networking sites, video-sharing sites, blogs, media and public data.

The PERSEC Program is responsible for conducting the open source verification and analysing the findings that may be of concern towards the individual’s reliability, trustworthiness and/or loyalty to Canada.

The enhanced security questionnaire is completed to determine whether an individual may pose a security risk on the basis of ideology, conduct, associations or features of character. The questions will cover a range of topics related to personal activities, including finances, involvement with illegal drugs, alcohol use, associations, use of computers and technology, online presence, and, when applicable, loyalty to Canada.

Not all individuals applying for enhanced security will be asked to participate in a security interview. A security interview is required to resolve a doubt that may have surfaced during the other checks performed or to address adverse information. The interview will provide an opportunity to explain the circumstances and context surrounding the adverse information or to clarify inconsistencies that may have been detected.

A security interview is performed by the PERSEC Program or the Regional Security Office (RSO) and is normally conducted in person but in some circumstances may be conducted by phone.

The LERC, the open source verification and the enhanced security questionnaire all form part of the enhanced security screening and are required based on the Standard on Security Screening.

For new hires to ESDC:

If you are not a current ESDC employee, refusing to provide consent or the required information will result in screening activities being ceased followed by an administrative cancellation of the process. This does not mean that your application has been denied however you do not meet the security requirements therefore you will no longer be considered for the position.

For existing ESDC employees:

When your security screening is being updated according to the renewal cycle or upgraded to a higher level, refusing to provide consent or the required information will result in the suspension of the existing security status or clearance pending a review for cause. The employee may be suspended until the review process is completed.

A review for cause is a reassessment of an employee’s eligibility to hold a security status or clearance. It will require that an investigation and a security interview be conducted. A review for cause is an administrative action that could result in the termination of employment, contract or assignment because a security status or clearance is a condition of employment.

The results will remain within the Departmental Security office, in your personnel security screening file. They are protected and properly safeguarded in accordance with the Policy on Government Security, the Standard on Security Screening and the Privacy Act. The only information you will be receiving is a confirmation that a security screening has been granted, denied or revoked.

If you wish to access your security screening file, you must submit a formal request to the Access to Information and Privacy Division.

Same as when an employee’s security screening is being updated (according to the renewal cycle) or upgraded to a higher level, there is a possibility that adverse information comes to light which may raise concern on the ability of an employee to maintain a security status/clearance.

If the findings include elements that may pose a security risk to the duties being performed within the position, the employee may be temporarily reassigned to different duties until a decision concerning the security screening is being rendered. There may be cases where the employee will not meet the enhanced security screening level required for their substantive position.

In cases where a lower level of security can be maintained (standard security screening level), a case-by-case assessment will take place and the employee’s manager in collaboration with Human Resources and Labour Relations will need to find an appropriate alternative that meets the approved level of security screening.

In cases where the minimal security level (standard reliability status) cannot be maintained due to adverse information uncovered that provides reasonable doubt as to the individual’s reliability and trustworthiness, security screening may be revoked.

In all cases, prior to any decision being made, individuals will be informed and given an opportunity to explain/respond to the information.

The additional checks required for the enhanced security screening will necessarily lengthen the processing time. The enhanced screening activities will be initiated once the standard reliability status verifications are completed.

Upon receipt of the fully completed enhanced security questionnaire, the PERSEC Program will submit the LERC request to the RCMP.The RCMP will provide a completed LERC report for 75% of the applications within 15 business days.

As for the remaining 25%, the RCMP is unable to provide a definite timeframe since they depend on their partners to collect the required information. Delays should not be interpreted as being due to unfavorable information.

While the LERC is being processed by the RCMP, the open source verification and the assessment of the security questionnaire will take place and this will also require additional time, up to 15 business days.

Also of note: when results of checks containing adverse information, delays may be incurred if a more in-depth assessment is required (e.g. a security interview).

No, the enhanced screening encompasses additional checks that are not covered by the standard security levels. The below table shows the different security levels and the acceptable incumbent level: