Understanding the RICE Framework in BPSS Checks
When you’re hiring for roles involving accessibility to government assets, sensitive data or any other security-sensitive information, trust isn't just a nice-to-have; it's a must. This is where you need a thorough screening process in place, which is where BPSS check, often called BPSS security clearance, comes in. BPSS helps ensure that new hires are who they say they are, have the right to work, and don’t pose any security risks.
In this blog, we will walk you through the RICE Framework in Baseline Personnel Security Standard (BPSS) Checks, crafted especially for HR professionals, recruiters, and business owners who want to get compliance right and stay out of legal hot water.
Firstly, You Need to Know What BPSS checks Are
BPSS stands for Baseline Personnel Security Screening, which is a government-mandated pre-employment screening process for individuals working with or for the UK government. This includes civil servants, contractors, suppliers, armed forces etc.
It’s not a full-blown security clearance like NSV (National Security Vetting), but it’s a crucial step to:
- Ensure the person is entitled to work in the UK.
- Protect government systems and data.
- Serve as a foundation for future vetting, if required.
In simple terms? BPSS is your most reliable way of confirming, “Yep, this person is who they say they are and can legally work here.”
If you have been searching for BPSS checks across the internet, you must have probably come across its RICE framework. We’re here breaking it all down into bite-sized, jargon-free nuggets.
Think of it as a four-step safety net packed into an easy-to-remember acronym: R-I-C-E:
- Right to work
- Identity
- Criminal record
- Employment history
Let’s walk you through each of these with clarity and practicality.
R: Right to Work Checks (RTW Check)
Checking someone's right to work in the UK is not only essential for employment, but it's a legal obligation.
You can do this in three ways:
- Physical Document Check: This is used to verify the original documents, including passport, visa, or biometric residence permit, in person.
- Online Home Office RTW Check: You need a right to work sharecode to confirm the right to work status through this method. This is especially useful for non-British citizens.
- Digital Identity Verification Service: Partner with a government-approved ID verification service provider who uses IDVT tech.
If there are concerns or missing data, you can use the Employer Checking Service. But always remember, without a successful RTW check, employment can't go ahead, as you may get into legal troubles.
I: Identity Verification
A strong identity check protects your organisation from fraud and ensures you're hiring the right and real person.
There are two key ways to check identity:
- Physical ID Verification: This method is used to verify the original documents, like passports or photo IDs in person.
- Digital ID Check: This is done through an IDVT provider.
Struggling to verify someone's ID due to a lack of documents (e.g., for socioeconomic reasons)? You may get a countersignatory. This is someone reputable who can vouch for them. This keeps the process inclusive while managing risks.
C: Criminal Record Check (Unspent Convictions)
A criminal record check, commonly known as crb check, helps identify unspent convictions and manage risk.
Here's how it works:
- Use services like DBS (England & Wales), Disclosure Scotland or AccessNI (Northern Ireland).
- Look out for any unspent convictions relevant to the role.
- Use a Basic Disclosure Certificate, ideally issued within the last 90 days. If older, assess it against your risk appetite.
Employers should always give candidates a fair chance to explain any past convictions and provide context. Because let’s be honest, people make mistakes. What matters is how relevant those mistakes are today and for the specific job role.
You may need to conduct an overseas police check for further assurance if the candidate has lived abroad recently.
E: Employment History Verification
This step is used to confirm the employment history of the person and verify if they have really worked where they said they did.
Here’s what you need to do:
- Verify at least 3 years of employment or academic background
- Check References from previous employers or HMRC PAYE records
- If self-employed: proof from accountants, bankers, or HMRC
- Clarify any gaps of 6 months+, but don’t assume the worst, sometimes, there's a good story behind them.
This is where you can catch embellished CVs, suspicious gaps or unverifiable claims. A coherent employment history often signals reliability and honesty. But the opposite? A red flag on possible fraud or CV padding.
Why the RICE Framework Matters
When you follow the RICE framework as part of BPSS, you:
- Meet legal obligations around right to work
- Prevent identity fraud and insider threats
- Safeguard your contracts, reputation, and sensitive assets
The RICE framework is not just a formality; it shields your business from identity fraud, unlawful hiring, and reputational risks. Whether you’re onboarding civil servants, defence contractors, or IT suppliers, a proper BPSS security clearance sets the foundation for trust.
What About Outsourcing BPSS?
You can outsource BPSS to a verified third-party provider, like Complygate, especially if you’re hiring more people simultaneously.
But keep this in mind:
- You own the risk if anything goes wrong.
- Make sure your provider uses government-approved tools for ID checks, criminal history, and employment verification.
Making BPSS Inclusive & Fair
BPSS checks are designed to be fair and inclusive, leaving behind the chances of discrimination. If someone is unable to provide conventional documents due to neurodiversity, economic hardship, or refugee status, the organisation should make case-by-case decisions, and conduct risk-managed onboarding instead of simply rejecting them right there.
FAQs Corner
- What’s the difference between BPSS and NSV?
BPSS is a basic level of security check whereas NSV is next level. BPSS checks includes identity, right to work, criminal, and employment history; whereas NSV dives deeper into vetting. - Can someone with a criminal history still pass?
Yes. If it’s spent, or context is minor and unrelated to the role he/she can pass the criminal record checks. It's judged case-by-case. - How long is a CRB/DBS certificate valid?
There’s no formal expiry, but consider a 90-day window for reliability. - What if someone lacks documents?
Use countersignatory letters, risk-managed onboarding, and get permission for extra identity evidence. - Where can I get more information about BPSS check and its framework?
You can click here or visit the official GOV.UK. website for more information.
Your BPSS Compliance Checklist
| Step | What to Check | Documentation or Service | Notes |
|---|---|---|---|
| R | Right to work | Passport, visa, sharecode, IDVT | Use Employer Checking Service if unclear |
| I | Identity | Physical or digital ID check | Photo, name, DOB, address |
| C | Criminal record | DBS, Disclosure Scotland, AccessNI | Assess unspent convictions |
| E | Employment history | References, HMRC, academic records | Explain gaps ≥ 6 months |
Final Thoughts
The RICE Framework may seem like basic checks, but it has a huge impact on your hiring quality and security standards. This helps in ensuring trust on your new hires, when it comes to security-sensitive roles.
If you are an HR professional, recruiter or business owner, using this framework correctly and effectively can help:
- Stay compliant
- Protect sensitive information
- Build a trustworthy team
Need help with your BPSS process? Complygate, is here to help you out with the RICE (Right to work, identity check, criminal record checks and employment history check) framework. We are specialised in conducting BPSS checks and follow all government measures effectively. We’ve got the tools and expertise to help you stay compliant and efficient. Click here, to contact us today or learn more about BPSS checks and its framework.
