Security screening
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Purpose of security screening
The purpose of security screening is to provide reasonable assurance that individuals can be trusted to safeguard government information and assets in the performance of their duties.
Prior to gaining access to sensitive Government of Canada information and assets, an individual must undergo security screening and be granted a security status or clearance. Having a valid security status or clearance is a condition of employment with the Government of Canada.
Applying for a security status or clearance
Individuals seeking employment in the Government of Canada
When applying for a job with the federal public service, the hiring department will explain the security screening process.
At a minimum for all applications, individuals will be required to provide their informed consent and share the personal information required to be security screened. Once the personal information and consent is obtained by the department, the department will send further instructions, such as the procedure to undergo fingerprinting for a criminal record check.
Resources
Contractors
The Contract Security Program at Public Services and Procurement Canada conducts security screenings for approximately 90% of Government of Canada contracts with the private sector, which includes most foreign contracts. It also provides leadership, advice and guidance for contract security to other departments engaged in the security screening of contractors. For more information, refer to Public Services and Procurement Canada’s Contract Security Program.
If a department itself is completing the security screening of a contractor, the department may have different procedures for conducting the security screening of contractors. Contact the contracting authority for more information.
Other individuals
Departments may be required to provide access to sensitive Government of Canada information or assets (including information technology systems or facilities) to other individuals who are neither employees of the Government of Canada or contractors. These individuals could be working or partnering with the Government of Canada on various initiatives. Common examples include provincial or municipal governments, colleges, universities, appointees and foreign partners for these individuals.
Security screening process
Security screening consists of collecting personal information, conducting screening activities, and collectively evaluating the results of those activities to determine whether an individual is likely to be honest, trustworthy and loyal to Canada.
The security screening process can take anywhere from a few days to several months. Processing times vary depending on the level of security screening required and a range of other factors.
There are three standard levels of security screening. Each has an enhanced option to allow for greater access to systems and information:
- Reliability Status
- Secret Clearance
- Top Secret Clearance
Departments decide which level of security screening is required based on the duties of the position, the contract or other arrangement. They also ensure the process is transparent, fair, inclusive and unbiased.
Collecting information
The department will be required to collect personal information from individuals applying for a security status or clearance. This information will be used to conduct security screening activities. The higher the level of security screening that is required, the more information that will be collected.
The process to collect information may vary across departments. The department will provide applicants with more information on how to submit their personal information.
Consent and privacy
The department must obtain consent from the individual to collect, use or disclose their personal information. Consent is obtained when the individual submits their personal information to the department. Once consent is obtained, the department can begin security screening activities.
If an individual withdraws their consent, the security screening activities cannot continue. Unless consent is provided, the application will be paused. This means that the individual may no longer be considered for the position to which they applied.
Information used for security screening purposes is considered private and is collected, used and disclosed in accordance with the Directive on Privacy Practices and the Privacy Act. Consistent uses of personal information for security screening can be found in the standard personal information bank Security Screening – PSU 917.
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Security screening activities
Once the required information is collected, departments will conduct security screening activities. At a minimum, all levels of security screening include the following:
- identity and background verifications
- a criminal record check
- a financial inquiry (credit check)
Higher levels of security screening include more screening activities, such as the following:
- security interviews or questionnaires
- Internet enquiries
- law enforcement record checks
- polygraph examinations (at the highest level of screening)
The details for each level of security screening and associated activities can be found in Appendix A of the Directive on Security Screening.
Resources
Decision-making
The decision to grant or deny a security status or clearance rests with departments. The decision may be based on but not limited to the following:
- the collective evaluation of all factors given the context of the position
- whether the information obtained is sufficient to render a decision based on its quality, quantity, relevance and credibility
- the presence of unverifiable, missing or adverse information and whether it can be addressed to resolve doubt
Adverse information is:
- information that may call into question an individual’s honesty, trustworthiness or loyalty to Canada
- information that may call into question whether an individual can be trusted to safeguard government information and assets or can reliably conduct their work duties
The department will notify the individual as to whether their security status or clearance is granted, granted with conditions, or denied.
Resolution of doubt
Prior to rendering a decision, if a department discovers unverifiable, missing or adverse information, it may initiate a resolution of doubt. As part of this process, the department will provide the applicant with a summary of the unverifiable, missing or adverse information. The applicant will have the opportunity to provide more information or an explanation that the department will take into consideration.
Reasons for denial
An application may be denied if there is credible evidence that casts doubt on an individual’s:
- honesty, trustworthiness or loyalty to Canada
- ability to be trusted to safeguard sensitive Government of Canada information and assets
Note: Only a small fraction of applicants are denied a security status or clearance. The Government of Canada encourages all individuals, regardless of their socio-economic background or history, to apply for positions for which they meet the essential qualifications.
Notification of decision and rights of review and redress
Recourse options are available to applicants who believe they have been unfairly denied a security status or clearance. If an application is denied, departments will inform the applicant in writing of their rights of review and redress.
Resources
- Directive on Security Screening: Appendix D – Mandatory Procedures for the Collective Evaluation of Security Screening
- Directive on Security Screening: Appendix E – Mandatory Procedures for Resolution of Doubt and Review for Cause
- Directive on Security Screening: Appendix F – Mandatory Procedures for Security Screening Decisions and Notifications
Responsibilities of security status or clearance holders
Individuals who have a security status or clearance must comply with Government of Canada security requirements and meet security responsibilities. These requirements and responsibilities are included in the Security Screening Certificate and Briefing Form and in the Security Awareness Course (COR310). During the course, individuals are informed of their security responsibilities and obtain the necessary knowledge and skills to effectively carry out their functions. Ensuring that this security awareness training is completed provides departments with reasonable assurance that individuals understand their security responsibilities and Government of Canada security requirements.
Individuals who do not comply with these security requirements or who do not meet their security responsibilities could see their security status or clearance suspended pending a review for cause.
Reporting a change in personal circumstances
Individuals are required to notify their manager or chief security officer of changes in personal circumstances. At a minimum, such changes include any of the following:
- change in criminal record status
- involvement with law enforcement
- association with criminals
- a significant change in financial situation
Updates to a security status or clearance
It is the responsibility of the department to ensure that employees have their security status or clearance updated according to the frequency set out in the Directive on Security Screening. Individuals will be required to submit personal information when an update occurs. An update may also occur when information is uncovered that could put the individual’s security status or clearance into question.
Recurring security screening activities happen between updates to ensure that individuals continue to remain eligible to maintain their current level of security screening. The frequency of these recurring updates varies based on the security screening level.
Resources
Post-employment responsibilities
When an individual decides to leave their employment with the Government of Canada, the department must advise them of their continued responsibilities to maintain the confidentiality of the sensitive information to which they had access.
The Treasury Board of Canada Secretariat encourages employees to retain the contact information of the department’s security management group in the event that a security event in relation to their prior employment occurs (for example, being approached by individuals or foreign authorities who ask about sensitive Government of Canada information).
Contact us
Individuals applying for a security status or clearance with a department should contact the department’s security management group or the hiring manager if they have any questions.
Members of the public can contact Treasury Board of Canada Secretariat Public Enquiries for information about the Directive on Security Screening.
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