Masterlink Security - Staff Recruitment Check

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  Masterlink Solutions Limited

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• This checklist is designed to provide detailed requirements for Known Suppliers to follow, when a person is being recruited to apply a security control to airport supplies.
  The process of recruitment from an AVSEC perspective involves an evidence-based approach to constantly verify information provided by the applicant.
  In an organization which comprises of personnel who do not have any engagement with the Known Supplier process, this means that the ‘normal’ recruitment checks must be enhanced for those individuals who do, and in accordance with what is set out in legislation (NCASP). The NCASP takes the national threat level into account when designing these checks, so as to reasonably ensure persons recruited have passed a rigorous assurance process, to determine their suitability and character.
  By following these guideline requirements, a Known Supplier can be assured that all AVSEC requirements are adhered to, in addition to any internal company elements. Table A below sets out the requirement as it is in the NCASP with an explanation of the specific nature of the requirement-what has to be done, and Table B is a template checklist for use, covering each element as a ‘tick-box’ set of steps to follow, in order to ensure full compliance.
  Table A:
  RECRUITMENT REQUIREMENT GUIDANCE
  ESTABLISHMENT OF IDENTIFICATION:
  A person’s identity shall, for the purposes of a background check, be established on production of one of the following original documents:
  
  i. in the case of Irish nationals, either a full ten-year passport or an Irish driving licence;
  ii. in the case of EU nationals, a full EU Member State passport or National Identity Card;
  iii. in the case of all other nationals, a valid passport together with an original Department of Justice and Equality document confirming the individual’s right to work in Ireland or
  iv. National Identity Card, Identification Card or Identity Card for Foreign Nationals issued by the Department of Justice and Equality or their agencies. These are the documents required to establish a persons’ identity.
  EXCEPTIONAL CIRCUMSTANCES:
  Where an interviewer is satisfied the person’ whose identity is to be established cannot reasonably provide the documentation required under paragraphs (i) –(iv) above, the person shall be required to supply the following original documents:
  a. birth or adoption certificate; or
  b. registration or naturalisation document; and
  c. evidence of residence in Ireland;
  d. a passport-sized photograph endorsed on the back with the signature of a Peace Commissioner, medical practitioner, officer of the armed forces, clergyman, teacher, lecturer, lawyer, bank manager, or civil servant who has known the person, either personally or professionally, for a minimum of three years. The photograph shall be accompanied by a signed statement from the signatory, in an original letter headed document, giving their full name, position address and telephone number and confirming the period that they have known the person In certain, exceptional circumstances, where the documents required are not available due to circumstances beyond the applicants’ control, these are an alternative set of documents which will suffice.
  INFORMATION VERIFICATION:
  Written confirmation shall be obtained from employers, education establishments or other sources capable of verifying the information provided by the person for the purpose of the background check When conducting a reference-check or reviewing the employment history provided by the applicant, every effort must be made to ask for written confirmation from each establishment (workplace/school/college etc.), which becomes the documented ‘evidence’ for information originated from the applicant.
  Where a background check reveals that the person was self-employed, either wholly or in part, during any part of the period covered by the check, written confirmation of the dates of the periods of self-employment shall be obtained from independent accountants, solicitors or from a relevant Government department or agency In this situation, an applicant cannot provide a referral of verification source, so corroborative documents must be obtained from relevant sources.
  Where a background check reveals that the person was registered as unemployed at any time during the period covered by the check, verification of such periods of registered unemployment shall be obtained from the Department of Social Protection. Again, here the applicant cannot provide a referral of verification source, so corroborative documentation can be alternatively provided from the department to support the claim made by the applicant.
  Verification of a persons’ state of residence and activities at periods in excess of 28 days during the preceding 5 years. When reviewing the history provided by the applicant, there may be certain gaps between the end of one employment and commencement of the next one. Regulation has set a period of 28 days as an acceptable timeframe for no further check. However, where the gap is over this timeframe, the requirement to verify an account for applicants whereabouts/activity are necessary.
  EMPLOYMENT APPLICATION FORM REQUIREMENTS
  Persons being recruited under Article A. 11.1.2 (persons responsible for screening and controls elsewhere than an SRA) will be required to complete a job application form providing full details of their education, training and employment during the preceding five years or since they reached the age of 16, whichever is the shorter period. The job application shall incorporate:
  i. a declaration that the information given is complete and accurate;
  ii. a declaration that the person being recruited has no criminal convictions other than those disclosed in the form;
  iii. a declaration of acceptance that any misrepresentation of the facts constitutes grounds for refusal of employment or disciplinary proceedings (and, in appropriate cases, criminal charges);
  iv. an authorisation for approaches to be made to former employers, educational establishments, government agencies and personal referees for verification of the information;
  v. The completed form shall be signed and dated by the person being recruited The regulatory requirement for persons involved with airport supplies in a Known Supplier is that they complete an application form in the recruitment process.
  The information provided on this in relation to previous employment/education must covet at least the preceding 5 years.
  The application form must at least include the 5 elements as listed.
  RECORDING/RETENTION OF RECRUITMENT INFORMATION
  Recruitment records shall include:
  a) records in relation to any criminal records check carried out;
  b) where a background check or pre-employment check was required:
  i. an indication that the requirements at Articles A. 11.1.3 (Background Check) or 11.1.4 (Pre-Employment Check) and Articles A 11.1.3 (a)-(c) or Articles A 11.1.4 (a)-(b), whichever is appropriate, were correctly followed; and
  ii. the results of those procedures including the conclusions reached about any periods for which it was not possible to obtain written confirmation;
  c) where a background check was required, an indication of the process used to cover criminal records in all states of residence during at least the preceding five years, and copies of all criminal background certificates obtained; and
  d) the name of the person who took the decisions on the suitability of the person being recruited.
  The recruitment process can include a number of elements e.g. interviews, document completion (application form etc.), identification, reference checks etc.
  From a regulatory perspective, all this information needs to be recorded and retained for the duration of the persons contract with the company.
  This recorded information must include items a) to d).
  
  For the purposes of Part A 11.1, airport operators shall administer the vetting applications to An Garda Síochána, for criminal history records with regard to periods of time where they were resident in Ireland.
  Airport operators, air carriers and entities subject to regulation as defined in Article 4 of the Introduction of the NCASP shall be permitted to submit the Garda vetting applications for those persons that come within the remit of their approved security programme and are required to have a criminal history check in accordance with the NCASP.
  
  Those persons eligible to seek this service from airport operators shall already be in an application process concerning Part A 11.1, including with the Appropriate Authority or Irish AOC Holders. This can be verified by the airport operator with the Appropriate Authority or Irish AOC Holder as relevant.
  Additionally, the criminal history records received from An Garda Síochána shall be returned by the airport operator to the regulated entity that applied for the criminal record check. For the purposes of this paragraph, the regulated entity shall designate in its approved security programme, a person(s) authorised to evaluate the report received.
  For those entities and individuals applying for a regulated status in accordance with the NCASP, the appropriate authority shall verify that the entity is in the regulatory application process Where a person requires Garda vetting to establish an applicants criminal history
  
  

ESTABLISHMENT OF IDENTIFICATION:

• FOR IRISH NATIONALS:

  Ful Irish Passport

  Irish Driving Licence

• Insert Passport Number

  Yes

  No

  N/A

• Date of Expiry

  Yes

  No

  N/A

• Valid Irish Driving Licence

  Yes

  No

  N/A

• Insert Licence Number

  Yes

  No

  N/A

• FOR EU NATIONALS:

  Select Full Valid EU State Membership Passport Valid NAtional Identity Card

  • Full Valid EU State Membership Passport
  • Valid NAtional Identity Card

• Insert Card number

  Yes

  No

  N/A

• Insert Passport number

  Yes

  No

  N/A

• FOR ALL OTHER NATIONALITIES:

  Select Passport from Country of Origin Original DOJ document for right ot work in Ireland National Identity Card, Identification Card or Identity Card for Foreign Nationals

  • Passport from Country of Origin
  • Original DOJ document for right ot work in Ireland
  • National Identity Card, Identification Card or Identity Card for Foreign Nationals

• Insert Card number

  Select Yes No N/A

  • Yes
  • No
  • N/A

• Insert Passport Number

  Yes

  No

  N/A

• Insert Identity Card Number

  Yes

  No

  N/A

IN EXCEPTIONAL CIRCUMSTANCES; ID CAN BE A BIRTH CERTIFICATE

• Their birth certificate

  Yes

  No

  N/A

• Certificate reference number

  Yes

  No

  N/A

• Country of Issue

  Yes

  No

  N/A

• registration or naturalisation document; and

  Yes

  No

  N/A

• evidence of residence in Ireland and

  Yes

  No

  N/A

• a passport-sized photograph endorsed on the back with the signature of a Peace Commissioner, medical practitioner, officer of the armed forces, clergyman, teacher, lecturer, lawyer, bank manager, or civil servant who has known the person, either personally or professionally, for a minimum of three years

  Yes

  No

  N/A

• With a signed statement from the signatory, in an original letter headed document, giving their full name, position address and telephone number and confirming the period that they have known the person

  Yes

  No

  N/A

• Registration/naturalisation reference number:

• Insert residence evidence type:

• Name of signatory:

• Insert details:

INFORMATION VERIFICATION:

• Photocopy documents received & retain on file

  Yes

  No

  N/A

• Written confirmation from provided sources:

  Yes

  No

  N/A

Previous employers

• Education establishments

  Yes

  No

  N/A

• Other

  Yes

  No

  N/A

Self Employed

• If self-employed; written confirmation received from:

  Yes

  No

  N/A

• Independent accountants, solicitors or from a relevant Government department or agency

• Solicitors

  Yes

  No

  N/A

• A relevant Government department or agency

  Yes

  No

  N/A

• Other

  Yes

  No

  N/A

• Periods of unemployment, how many?

• Letter from dept for period 1:

  Yes

  No

  N/A

• Letter from dept for period 2:

  Yes

  No

  N/A

• Letter from dept for period 3:

  Yes

  No

  N/A

• Gaps > 28 days, how many?

• Gap1: Evidence

  Yes

  No

  N/A

• Insert evidence type:

• Gap2: Evidence

  Yes

  No

  N/A

• Insert evidence type:

• Gap3: Evidence

  Yes

  No

  N/A

• Insert evidence type:

JOB APPLICATION FORM

• A declaration that the information given is complete and accurate

  Yes

  No

  N/A

• a declaration that the person being recruited has no criminal convictions other than those disclosed in the form;

  Yes

  No

  N/A

• a declaration of acceptance that any misrepresentation of the facts constitutes grounds for refusal of employment or disciplinary proceedings (and, in appropriate cases, criminal charges);

  Yes

  No

  N/A

• an authorisation for approaches to be made to former employers, educational establishments, government agencies and personal referees for verification of the information

  Yes

  No

  N/A

• The completed form shall be signed and dated by the person being recruited

  Yes

  No

  N/A

RECRUITMENT RECORDING:

• Records in relation to any criminal records check carried out, where a background check was required

• List all records by type:

• (i) An indication of the process used to cover criminal records in all states of residence during at least the preceding five years

  Yes

  No

  N/A

• And (ii) copies of all criminal background certificates obtained

  Yes

  No

  N/A

• And the name of the person who took the decisions on the suitability of the person being recruited

• Where a background check or pre-employment check was required:

  Yes

  No

  N/A

• An indication that the requirements were correctly followed

  Yes

  No

  N/A

• And the results of those procedures including the conclusions reached about any periods for which it was not possible to obtain written confirmation;

  Yes

  No

  N/A