Joint Communiqué from HR and the Personnel Security (PERSEC) Program - FAQ

For all new employees to ESDC, managers must provide an email confirmation from the Regional Security Office (RSO) as evidence that the candidate meets the level of security required for the position that is being offered.

For current ESDC employees, a chart highlighting security confirmation requirements can be found in the Manager's corner: Validation of Security for Staffing Requests.

Important: A letter of offer can only be issued when the Human Resources Services Branch has confirmed that the employee/candidate meets the security requirement of the position being staffed, as this is a condition of employment.

No matter what type of security screening process is required, whether it be a confirmation with another federal organization or a new security request, it should be initiated only once the selection process (formal or informal) is completed and the candidate is deemed qualified. Security screening should be requested only for candidates that have been selected and are being offered employment with ESDC. Once selection is completed, the security screening request should be initiated as soon as possible to avoid unnecessary delays and ensure the PERSEC Program has sufficient time to proceed with the verifications.

A letter of offer can only be issued when the candidate meets all the conditions of employment, which includes security.

Note: It is inappropriate to ask candidates to complete security forms before the selection process is complete. In accordance with collection and retention standards, any security form filled out and given to an ESDC representative becomes an official document to be kept in the security file by the PERSEC Program. Any completed form, even if not used, should be forwarded to the PERSEC Program for retention.

When adverse information is uncovered during the credit check, an interview will be conducted to address the negative credit report. The individual will be given the opportunity to explain the circumstances surrounding the adverse information before a decision is made to approve or deny the credit portion of the security screening. The credit approval is one of the mandatory requirements for obtaining a security status/clearance at any level.

Should the credit portion of the security screening be denied, the basic security level, reliability status, cannot be granted and therefore the individual may not be hired since a valid security status/clearance is a condition of employment to occupy a position within the Government of Canada.

Note that adverse information on a credit report may cause significant delays in the security screening process.

The law enforcement inquiry is a mandatory requirement in the security screening process and fingerprinting is the method by which this verification is performed. The RSO will invite individuals to have their fingerprints taken once the security screening forms are received and the security screening process is initiated.

The security screening forms must be submitted by email to the RSO where the employee is located. When the request is for an external candidate, please submit according to the hiring manager's location.

The hiring manager is to contact the RSO by e-mail to receive confirmation of the security status/clearance. When requesting a security confirmation, the hiring manager must provide:

1. Name of the federal organization where the security file is held;
2. Full name of the candidate; and
3. Date of birth of the candidate.

The confirmation can take from 1 to 5 business days depending on the service standards of the other federal organization that is being contacted.

A chart highlighting the security requirements can be found in the Manager's corner: Validation of Security for Staffing Requests. In most cases, HRSB will confirm the security status/clearance through PeopleSoft or with the previous e-mail confirmation from the RSO that is on file.

When the information is not available to HRSB, the hiring manager must request a confirmation from the RSO, by providing the individual's full name and date of birth (if this is not available, the PRI/National ID is acceptable).

Note: If the HR request is for staffing a position that requires a higher level of security than the employee currently has, submit a Request for change of Security level to your RSO as early as possible.

Security screening upgrade requests must be submitted to the RSO using the Request for change of Security level.

The request form must include an appropriate justification and must be submitted with the duly completed security screening forms.

When the candidate is new to the Public Service, the appropriate security screening form(s) must be filled out according to the security level required for the position or the duties that will be assigned.

All levels of security screening require the following:

• Personnel screening Consent and Authorization Form (TBS33023)

In addition to the above form, Secret and Top Secret Clearances require the following:

• Security Clearance Form (TBS33060)

Once completed, security screening forms must be sent by email to the RSO according to the hiring manager's location. The forms will be verified and if deemed complete, the security screening process will be initiated at which point the candidate will receive instructions for fingerprinting.

• A Reliability Status can take up to 2 weeks if there are no issues or adverse information uncovered. Complex files that require further analysis or have adverse information can take up to 6 months.
• A Secret Clearance can take up to 120 days. Complex files that require further analysis or have adverse information can take up to 1 year.

All information received by the PERSEC Program is retained for a minimum of two years after the last administrative action on the file. Should the candidate be given another employment opportunity, the security status/clearance may be reactivated. Contact the RSO to learn more about the reactivation process and what is needed in order to request it.

When a candidate receives a security status/clearance and is hired, a security briefing is required to inform them of their security responsibilities and of the access permissions attached to their screening level. A security briefing for the reliability status will be conducted by the hiring manager with the help of tools and documentation provided by the RSO. For secret/top secret clearances, the security briefing will be conducted through sessions organized by the RSO. After the security briefing is completed, the individual is required to acknowledge their security responsibilities by signing the Security Screening Certificate and Briefing Form (TBS 330-47) which is placed on file.

The Out-of-country Verifications (PDF, 101 KB) are required if the individual has been out of the country for 6 consecutive months or more within the last 5 years for a reliability status and within 10 years for a secret/top secret clearance.

Candidates who are not employees of the Federal Public Service will not be compensated for their time or travel time to attend fingerprinting services for the purpose of prospective employment. The cost for the fingerprinting itself may be reimbursed in some circumstances. For further details, please contact the RSO.

As mandatory fingerprinting is required for all employees for security screening purposes, every effort should be made to allow employees to do so during their regular hours of work and by scheduling at such a time as to minimize operational impacts. Therefore, during such time and while travelling thereto, employees would be considered to be on duty. As employees who access fingerprinting services during work time are considered to be working, they are not required to request leave for this purpose.

As employees are permitted time during their regular scheduled hours of work to obtain mandatory fingerprinting for security screening, employees electing to attend a fingerprinting service outside of their respective hours of work are not considered to be working for the purposes of overtime and as such are not to be compensated for travel, travel time or time to attend fingerprinting services. (Managerial authority and discretion may be exercised on a case-by-case basis in exceptional circumstances and in keeping with the Collective Agreement, Travel Directive and the Table of HR Authorities.)

Individuals who are not employees of the Federal Public Service are not compensated for their time or travel time to attend fingerprinting services for the purpose of prospective employment.

As per the Travel Directive, employees who must travel to access mandatory fingerprinting services, may be reimbursed for any "additional" travel expenses (i.e. parking and mileage) in keeping with section 3.1.11 Transportation (travel within headquarters area) or section 3.2.11 Transportation (travel outside headquarters area, no overnight stay).