Documents Required for a Successful BPSS Check

When you are hiring for a role in the public sector in the UK, which gives access to government assets or any sensitive data, one thing is non-negotiable: “BPSS clearance”. Baseline Personnel Security Standard plays an integral role in the government contract, national security or public sector work. It ensures that the hired candidate is not just qualified but also trustworthy, legally allowed to work in the UK, and transparent about their background.

It is a set of pre-employment screening measures used to verify the right to work, identity, criminal record and employment history and any unspent criminal convictions.

In this blog, we shall break down the documents required for each check (R.I.C.E) under the BPSS, why it is important and how to get it right.

Who Needs a BPSS Clearance?

BPSS check is often the starting point for anyone needing access to government assets, secure systems, or sensitive data.

Although it is not a formal security clearance, but it is a mandatory requirement for:

• Civil servants
• Contractors and suppliers
• Armed forces personnel
• Temporary employees in government-linked roles

BPSS clearance acts as a firewall to prevent any risk to national safety when hiring a new candidate.

Documents You’ll Need for a BPSS Check

The BPSS checks consist of 4 main elements, also known as R.I.C.E framework. This consists of:

1. Right to Work Check
2. Identity Check
3. Criminal Record Check (Basic DBS)
4. Employment History Check

There are several acceptable documents for conducting each of the above checks. Let’s break it down for you:

1. Acceptable Documents for Right to Work Check

   Right to work check verifies if the person you’re hiring is eligible and has the right to work in the UK . It is a legal obligation under UK employment law, and if not done right, it can lead to serious penalties.

   RTW checks can be conducted through any of the following ways:

   • Manual Right to work check
   • Digital Right to work check using IDVT
   • Online Home Office right to work check
   • Employer Checking Service

   Here’s a list of documents accepted as proof of right to work:

   • UK or Irish passport
   • Biometric Residence Permit (BRP)
   • Share code and date of birth (for non-UK nationals)
   • Home Office immigration status documents

   For those who’ve lived overseas in the last 3 years, you may also need:

   • Evidence of overseas residency
   • International references or overseas police certificates

2. Acceptable Documents for Identity Verification

   This verifies the identity of the person you’re hiring. It ensures that the person is who they say they are.

   Acceptable documents:

   Group A: Original Documents:

   • Valid UK passport
   • UK driving licence
   • Birth/adoption/marriage/civil partnership certificates
   • Recent HMRC tax notifications or DWP correspondence
   • Divorce or annulment documents
   • Recent council tax bill

   Group B: Proof of Address (physical or digital, dated within 6 months):

   • Mortgage or bank statements
   • Utility bills (excluding mobile phone)
   • Financial statements

   In exceptional cases, a countersignatory statement may be used to verify identity, especially when documents are missing due to socioeconomic factors or overseas residence.

3. Acceptable Documents for Criminal Record Check (Basic DBS)

   A criminal record check helps you understand if the candidate has any previous convictions that may affect their role. In the UK, employers can request details of unspent convictions relevant to the role under the Rehabilitation of Offenders Act 1974.

   Criminal record checks are conducted by the following in the UK:

   • DBS (England & Wales)
   • Disclosure Scotland
   • AccessNI (Northern Ireland)

   Here is the list of documents required to conduct a criminal record check:

   • Any one of the following identity documents: Passport, BRP, Driving licence (full or provisional), Birth or adoption certificate.
   • Any one of the following documents as proof of address: Utility bill, bank statement, or a council tax statement.

   If you’re hiring a non-UK candidate, you will have to conduct an overseas criminal record check.

4. Acceptable Documents for Employment History Check

   Employment history check is used to verify the last three employers of the candidate and any gaps.

   This includes the following:

   • Employer references
   • HMRC employment history reports (PDFs are fine)
   • Academic certificates
   • Self-employment records (invoices, accountant letters, tax returns)

   Addressing gaps:

   If there’s a break of six months or more, ask for:

   • Explanation letters
   • Evidence of travel, study, or caregiving
   • References from known contacts or professionals

5. Additional Checks

   If your candidate lived abroad for more than 6 months in the past 3 years, you may need:

   • Overseas police clearance certificates
   • References from overseas employers or academic institutions.
   • Passport stamps or visas showing travel history.

   This adds an extra layer of background screening, but it’s critical when ensuring your checks are thorough and compliant.

What If the Documents Are Missing?

There might be times when the candidate will not be able to present the required documents. In such cases, you can do the following:

• Make a risk-based decision based on what they can provide.
• Accept countersigned identity confirmation from a trusted professional.
• Request supplementary documents to close gaps.

The objective is to maintain flexibility without compromising security.

Common Red Flags in the BPSS Process

Employers can spot the following red flags during the BPSS process:

• Undeclared or falsified qualifications or work history
• Gaps in employment with no explanation
• Conflicts of interest from secondary employment
• Questionable documents or evasiveness
• Negative or unresponsive referees
• Unreported criminal history
• Dismissals in prior roles

If any of these red flags appear during the process, you can conduct a thorough review and document your decision-making process.

The Role of HR and Employers in the BPSS Process

HRs and employers have an important role to play during the BPSS check process. This includes the following:

• Collecting and verifying documents.
• Consulting with legal or data protection teams when needed.
• Storing all documentation securely and in line with GDPR.

It's also crucial to explain the BPSS check process clearly to candidates and let them know how their information will be used.

Frequently Asked Questions (FAQs)

1. What if the candidate does not possess a passport?
   If the candidate doesn’t have a passport, they can provide other documents such as a birth certificate, a photo driving licence, and a combination of proof of address documents. A risk-based decision may be made if documentation is limited.
2. Is there any expiry for the DBS check certificate for BPSS clearance?
   While there’s no official expiry, you should typically prefer DBS checks that are less than 3 months old at the time of hiring.
3. What if the candidate has an employment gap?
   Any employment gap of six months or more should be explained with supporting evidence, such as references, travel records, or a personal statement.
4. Is BPSS clearance the same as security clearance?
   No, BPSS is a baseline screening. Security clearance (like SC or DV) is a separate and more in-depth process that may follow once BPSS is complete.

Conclusion

You cannot afford to ignore BPSS checks if you are in charge of hiring for contracts with the government. The good news? The process is simple once you know what you need to collect and verify.

Do you want to streamline, accelerate, and reduce the stress associated with your background checks? We can assist.

To find out how our BPSS screening service makes employment screening simple, compliant, and completely safe, contact us today.