Pre-employment checks for the public sector and government suppliers
Most public sector screening starts with the Baseline Personnel Security Standard (BPSS), the standard for anyone with access to government assets: civil servants, members of the armed forces, temporary staff in departments and government contractors. The employing organisation is responsible for completing it. Our BPSS page explains its four checks.
Anything above BPSS is national security vetting. The requirement for any clearance level is set by the departmental authority responsible for the post, and United Kingdom Security Vetting (UKSV), the main UK government provider of security clearances, carries it out. A supplier cannot decide on its own that staff need SC or DV, and you do not need clearance to bid for government work. Civil servants in the Home Civil Service and Diplomatic Service must also meet the Civil Service Nationality Rules, and police forces in England and Wales follow a statutory vetting code that reaches contractors and volunteers.
BPSS for staff and suppliers
BPSS gives access to UK OFFICIAL information and assets, and the standard is written for government organisations and for suppliers carrying out the checks. It is a pre-employment check and shall not be used to sift candidates. Organisations can add checks in line with their risk appetite; UKSV gives health or social media checks as examples. The Information Commission's (ICO) draft guidance on pre-employment vetting, under review following the Data (Use and Access) Act 2025, still sets the limit: vet only under a legal obligation or for significant and particular risks, with no less intrusive alternative.
National security vetting: who decides
UKSV is the single vetting service providing national security vetting for the whole of government. It will not accept applications without a valid sponsor account, which is requested through the Departmental Security Authority or, for staff of a Facility Security Clearance contractor, the Site Security Controller. UKSV says the clearance level should be decided by the head of establishment responsible for the post, based on the access required, and that vetting and employment are separate processes.
No central regulation prohibits employing someone awaiting clearance: whether to do so, limiting access as necessary, is a risk management judgement advised by security staff. Our BPSS screening page explains how BPSS differs from security clearance and what the higher levels involve. Our view: the checks done in vetting are not a reason for an employer to run its own credit or spent conviction checks.
Government suppliers and contractors
UKSV says you do not need clearance to bid for UK Government work, and requests for clearances must be raised during the contractual process. People should not be expected to hold existing clearance to apply for posts that require vetting, except short-term posts that need filling urgently. Advertising for staff who already hold clearance is, in UKSV's words, contrary to government policy, unnecessary and potentially discriminatory.
The contract sets what a supplier needs. DBS lists director-level individuals of organisations bidding for public contracts as eligible for a standard check when the contracting organisation requests it. The Government Digital Service's principles for securing personal data in government services include a control to require regular vetting and background checks, particularly for people with privileged access to personal data. Our technology page covers those roles.
Nationality rules for the Civil Service
The Civil Service Nationality Rules must be followed by departments and other bodies within the Home Civil Service and Diplomatic Service, and BPSS says they apply to civil servants only. In general, only UK, Irish and Commonwealth nationals are eligible, plus certain EEA, Swiss and Turkish nationals. The GOV.UK guidance was last updated on 8 August 2023.
A signed declaration can usually be accepted at application stage, and documents are only required if a candidate is recommended for appointment. The department must then also establish that the candidate can work legally in the UK. All posts in the Security Service, the Secret Intelligence Service and GCHQ are reserved for UK nationals, and some other sensitive posts can be. Paragraph 5 of Schedule 22 to the Equality Act 2010 allows these restrictions. Certain public bodies outside the Civil Service are entitled to apply the rules, but most other employers have no equivalent rule, and the Home Office says you must not discriminate against anyone because of where they are from.
Police forces in England and Wales
Police vetting follows the Vetting Code of Practice, developed by the College of Policing and presented to Parliament under section 39A of the Police Act 1996. It covers applicants, officers, staff and special constables, and people working under contract to, in partnership with or as volunteers with forces. Anyone not employed by a force who needs unsupervised access to police premises, systems or information must be vetted, and another regime's clearance cannot replace police vetting. If work has not started within six months of clearance, the person must be re-vetted.
Public roles with children or adults
DBS covers England and Wales; Disclosure Scotland and AccessNI cover Scotland and Northern Ireland. DBS warns that applying for a level a role is not eligible for would breach data protection legislation.
Ancillary staff in schools, pupil referral units, children's centres and other specified establishments are in regulated activity with children if they meet all 4 criteria, including working there on more than 3 days in a 30-day period or once overnight between 2am and 6am, and the work not being temporary or occasional. DBS's own example is a contractor maintaining electronic equipment on an ongoing basis for several schools in a local authority, whom the authority asks for an enhanced check with the children's barred list.
Fire and Rescue Authority employees, court security officers and anyone working on prison premises can have a standard check. DBS also lists people applying to be employed for the purpose of national security in the service of the Crown, the United Kingdom Atomic Energy Authority, the FCA or the PRA as eligible for an enhanced check without barred lists, and some Crown appointments can be eligible with a statement from a minister. Since 1 September 2026, in England, Wales and Northern Ireland, people who teach, train, instruct, care for or supervise children often enough or overnight can be in regulated activity even if someone else supervises them.
Role-based check matrix
A starting point. Contract terms and the department responsible for the post can add requirements.
| Role or activity | Check | Basis |
|---|---|---|
| Every new hire | Right to work check before employment starts | Home Office guidance on checking a job applicant's right to work |
| Civil servants, armed forces, temporary staff, government contractors | BPSS | BPSS Version 7.0; UKSV clearance levels guidance |
| Civil Service candidates recommended for appointment | Nationality evidence under the Civil Service Nationality Rules, then the right to work check | Civil Service Nationality Rules guidance (Cabinet Office) |
| Posts the department says need clearance | CTC, Level 1B, SC, eSC or DV through UKSV, with BPSS complete before clearance is granted | Requirement set by the departmental authority responsible for the post; BPSS Version 7.0 |
| Police officers, staff and specials; contractors and volunteers with unsupervised access (England and Wales) | Police vetting by the force | Vetting Code of Practice; section 39A Police Act 1996 |
| Director-level individuals of organisations bidding for public contracts | Standard DBS, if the contracting organisation requests it | DBS standard check eligibility guidance |
| Fire and Rescue Authority employees; court security officers; prison premises staff | Standard DBS | DBS standard check eligibility guidance |
| Staff and contractors meeting all 4 criteria in schools and other specified establishments | Enhanced DBS with children's barred list | DBS eligibility guidance for regulated activity with children |
| Office roles outside BPSS, for example in local authorities, with no eligible duties | Basic DBS at most, and only if the role justifies it | DBS: basic check for any position or purpose; ICO vetting guidance |
What to tell the candidate
- Tell candidates which checks you will run, why, who will see the results and how long you will keep them.
- For BPSS roles, tell candidates that refusing BPSS will lead to the offer being withdrawn.
- Civil Service candidates provide nationality documents only if recommended for appointment.
- Give candidates the chance to explain any discrepancy before you decide.
- Never make a candidate obtain their own criminal record through a subject access request.
Sources
- UK Government Baseline Personnel Security Standard, Version 7.0, June 2024 · GOV.UK (Cabinet Office)
- National security vetting: clearance levels · GOV.UK (United Kingdom Security Vetting)
- UKSV: Referee, Supervisor, Hiring Managers and Contractors · GOV.UK (United Kingdom Security Vetting)
- United Kingdom Security Vetting: Sponsor · GOV.UK (United Kingdom Security Vetting)
- Civil Service Nationality Rules (HTML) · GOV.UK (Civil Service)
- Civil Service recruitment: nationality rules · GOV.UK (Civil Service)
- Vetting Code of Practice · GOV.UK (Home Office)
- Principles for securing personal data in government services · GOV.UK (Government Digital Service)
- Eligibility for Standard DBS Checks · GOV.UK (Disclosure and Barring Service)
- Enhanced DBS checks in the 'Other' workforce · GOV.UK (Disclosure and Barring Service)
- Enhanced DBS checks in the 'Other' workforce: legislation · GOV.UK (Disclosure and Barring Service)
- Eligibility for Enhanced with Barred List DBS checks with children · GOV.UK (Disclosure and Barring Service)
- Eligibility for roles working with children · GOV.UK (Disclosure and Barring Service)
- DBS checks guidance for employers, voluntary organisations and third parties · GOV.UK (Disclosure and Barring Service)
- Change to the definition of regulated activity with children from 1 September 2026 · GOV.UK (Disclosure and Barring Service)
- Checking a job applicant's right to work · GOV.UK
- Pre-employment vetting of candidates · ICO
General information for employers in the UK, not legal advice. HRjoy advises on screening policy and fair process. We do not run checks ourselves; where you need checks run, we can introduce you to our screening partners. Check the official sources for your situation.
Checks by role
Required or expected
- Civil servants, armed forces, temporary staff and government contractors: BPSS.
- Civil Service candidates: the Civil Service Nationality Rules, as well as the right to work check.
- Posts the responsible department says need clearance: national security vetting through UKSV.
- Police officers, staff and specials, and contractors or volunteers with unsupervised access to police premises or systems in England and Wales: police vetting.
- Ancillary staff and contractors working regularly in schools: an enhanced DBS check with the children's barred list check, where all 4 DBS criteria are met.
Depends on the role
- Directors of organisations bidding for public contracts: a standard DBS check, if the contracting organisation requests it.
- Fire and Rescue Authority employees, court security officers and prison staff: a standard DBS check.
- Checks beyond BPSS, where the organisation's risk appetite justifies them and they are proportionate.
Rarely justified
- Requiring applicants to hold existing clearance, except for short-term posts that must be filled urgently.
- A supplier seeking SC or DV for staff without a requirement from the department.
- Using BPSS to sift or shortlist candidates.
Questions
Something else? Ask us.
Can we advertise only for candidates who already hold SC clearance?
Generally not. UKSV says individuals should not be expected to hold an existing clearance to apply for posts that require vetting, except where the posts are short term and need to be filled urgently. Otherwise, advertising for staff who already hold clearance is contrary to government policy, unnecessary and potentially discriminatory.
Can someone start work while their security clearance is in progress?
UKSV says no central regulation prohibits employing someone awaiting clearance. Whether to do it, limiting access as necessary, is a risk management judgement for the business area, advised by security staff.
Does SC clearance cover a contractor working in a police station?
No. In England and Wales, the police Vetting Code of Practice says anyone not employed by the force who needs unsupervised access to police premises, systems or information must be vetted to the appropriate level, and that police vetting cannot be negated by a clearance under any other vetting regime.
Can a council ask for enhanced DBS checks on all its staff?
No. Eligibility depends on what each person does. Staff in regulated activity, and ancillary staff working regularly in schools, can have enhanced checks. DBS says applying for a level a role is not eligible for would breach data protection legislation.
Related checks
- BPSS checks: the Baseline Personnel Security Standard explained Who needs BPSS, the four checks in version 7.0, the three-year employment history and gaps rule, and why BPSS is not SC or DV security clearance.
- Identity and address verification for employers What an employee identity check proves, how it differs from right to work, certified digital ID services, false documents and when to verify an address.
- Right to work checks: who to check and how from October 2026 Who needs a right to work check from 1 October 2026, including workers and sub-contractors, how each of the three methods works and follow-ups.
- Criminal record checks for employers Which criminal record check a role can lawfully have in England, Wales, Scotland and Northern Ireland, and how to run it fairly.
- Employment references: what employers can ask and when When to ask for references, what to ask, the sector rules for care, schools, early years and FCA firms, and how to treat candidates fairly.
- International background checks for candidates who lived abroad Overseas criminal record certificates, references and qualifications for UK employers: when they are required, best practice, data transfers and fairness.
Sector guides
- Background checks for technology and cyber security roles Which checks developers, system administrators, security engineers, data and support staff justify, from identity checks to basic DBS, BPSS and credit.
- Background checks in security and facilities management SIA licensing under the Private Security Industry Act 2001, what the SIA checks, BS 7858 screening, and checks for facilities staff on sensitive sites.
- Pre-employment checks in schools and colleges KCSIE 2026 checks for schools and colleges in England, the single central record, supply staff and volunteers, and the rules in Wales, Scotland and NI.
- Pre-employment checks in health and social care in England What CQC regulation 19 and Schedule 3 require, which DBS check each care role can have, professional registers and agency staff checks in England.
Also covered in our guides for Construction and engineering and Logistics and transport.
Related answers
- How do employers carry out right to work checks? Before someone starts work, employers should carry out one of three prescribed checks: a manual check of original documents, a Home Office online check using a share code, or a check through a registered right to work digital verification service provider. Done correctly, it gives a statutory excuse against a civil penalty of up to £60,000 per illegal worker.
- What are the protected characteristics under the Equality Act 2010? The Equality Act 2010 lists nine protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. In Great Britain, employers must not discriminate against job applicants, workers or former workers because of any of them.
- How should employers handle an employee subject access request? Employers should recognise the request, which can be made verbally or in writing, confirm the person's identity if needed, make a reasonable and proportionate search and respond without undue delay and within one month. Complex requests can be extended by up to two months. A fee usually cannot be charged, and information about other people may need redacting.