New Zealand
Security Intelligence Service
Te Pa Whakamarumaru
An introduction to
Vetting for a
Security Clearance
Information for
candidates and referees
Vetting for security clearance
A New Zealand government security clearance is required when a person
needs access to classified government information. Once a government
agency decides an employee needs a security clearance, it requests the New
Zealand Security Intelligence Service (NZSIS) to undertake security vetting
enquiries and to make a recommendation as to an individual’s suitability to
hold a security clearance.
Government agencies need to ensure that employees are trustworthy and
suitable to work in an environment dealing with classified information. They
call upon NZSIS to help assess the reliability and trustworthiness of employees
and this is done through the vetting process.
A security vetting assessment attempts to understand an individual’s
character and behaviours to form a view about their trustworthiness or
vulnerability so government agencies can manage the risk around them
accessing classified information.
A security clearance is a privilege, not a right. The Chief Executive of the
government agency requesting the vetting decides whether or not to grant
a security clearance. Security clearances are not granted by NZSIS (unless the
individual is being employed by NZSIS).
People requiring a security clearance who are referred to NZSIS for vetting
are called candidates. Those who comment on a candidate’s suitability to
hold a security clearance are called referees.
The vetting process
Vetting for a security clearance is required for anybody in New Zealand
needing access to government information classified CONFIDENTIAL, SECRET
or TOP SECRET.
Once the vetting process begins, the
interaction between NZSIS and the
candidate is managed by a Departmental
Security Officer (DSO) who represents the
government agency requesting the vetting.
Information is gathered from candidates and
their selected referees through questionnaires
and interviews. Enquiries include, but are not
limited to, standard checks (in New Zealand
and/or overseas) such as credit and police histories, international travel and
any security relevant information.
If NZSIS makes a recommendation that a New Zealand candidate should not
be granted a security clearance, he or she has a statutory right to complain to
the Inspector-General of Intelligence and Security.
Security clearances are usually valid for five years,
although this may vary. If a clearance is still required
after that time, the vetting process is repeated as
security clearances are subject to on-going reviews and
renewals.
NZSIS has a dedicated team of Vetting Officers
whose sole job is to enquire into the background of
candidates. They come from varied backgrounds,
have particular skills in sociology and psychology relevant to conducting
assessments, and are knowledgeable about vetting processes.
leading edge intelligence for a safe and thriving new zealand
Candidate vetting online
Vetting is managed through the Online Vetting Requests (OVR) system. This is
a secure, automated web-based system.
Once the vetting process is initiated by a DSO, the candidate receives an email
with a web address, logon and password to the OVR system. This allows the
candidate to access and complete an online form requiring specific personal
information.
Candidates are strongly recommended to gather their information before
starting to enter it online. A document is attached to the original email with
the questions that need to be answered.
For a TOP SECRET clearance, it may take a candidate some time to gather the
information before they start to fill out the online form. The more prepared a
candidate is, the less time required to complete the process. Completing the
online candidate application may take up to two hours.
A candidate can stop and recommence the OVR process at any stage. Most
OVR fields are mandatory and the system will indicate when information has
not been completed.
Common problem
The most common problem encountered in the vetting process is non-
disclosure of information by the candidate. This includes a failure by
the candidate to disclose information such as Police Diversion, historic
convictions and traffic offences. The Criminal Records (Clean Slate) Act
2004 has exceptions for security vetting and national security purposes.
To comply with this requirement the candidate must disclose all historic
convictions.
Referee
For vetting at a SECRET level or higher, candidates are asked to give
four referees, each relevant to a specific aspect of their lives. These may
include a previous employer, workmate, social contact and non-immediate
family.
A referee will be sent a questionnaire or interviewed in person or by
telephone. NZSIS may approach other persons not nominated by the
candidate if it is believed they can provide relevant information. Referees
are asked to answer questions surrounding the candidate’s character and
behaviour.
All information provided by a referee is held in strict privacy. Neither the
employer nor the candidate will become privy to any of the information.
Responsibilities of a security clearance holder
It is the responsibility of both the security clearance holder and the employing
government agency to ensure that essential security clearance practices are
upheld and maintained. The holder of a security clearance accepts that this
privilege carries certain responsibilities. A security clearance holder must:
• Comply with the New Zealand Government’s rules for the protection of
classified information.
• Comply with the employer’s standards of conduct.
• Report any security breaches.
• Report changes in personal circumstances (e.g. divorce, a new partner,
bankruptcy, foreign citizenship, etc.).
• Report any suspicious contacts or enquiries.
• Be ‘security aware’.
For any further information, candidates should contact their
Departmental Security Officer in the first instance. For any other
vetting enquiries please contact ovr@nzsis.govt.nz or the Vetting
Helpline on 04 471 2087.
New Zealand Security Intelligence Service (NZSIS)
Free Phone: 0800 SIS 224 (0800 747 224)
Telephone: 64 4 472 6170
Facsimile: 64 4 472 8209
Website: www.nzsis.govt.nz
Postal Address: PO Box 900, Wellington 6140, New Zealand
Produced by the New Zealand Security Intelligence Service
