BPSS Guidance

A BPSS check consists of verification made up of the following 4 parts (RICE):

• Right to Work – Nationality and Immigration Status (including an entitlement to undertake the work in question).  For Doctoral Researchers the University will complete a Right to Study check. 
• Identity – ID Data check (electronic identity authentication- name, address, aliases, links, accounts, etc). This can be obtained by the production of a single document that must include a photo of the individual.
• Criminal Records – Basic DBS is required; this shows details of unspent convictions.
• Employment history check – Confirmation of past 3-years employment (minimum) history / activity. Any gaps of employment should be accounted for and verified,  for example for a Doctoral Researcher confirmation of education periods will be required over the past 3-years (minimum).  References can verify employment/education history but may also provide an additional means of verifying an individual’s identity and integrity.

The employee will be asked to complete a BPSS verification record along within any supporting documentation to complete the check.  A list of suitable documentation are listed in Documents for the identity check.

A BPSS will only be requested for roles where there is an explicit clause within the contract between the University and third-party that a BPSS is required for staff assigned to the work. 

The check must be completed in advance of the individual commencing work on the assignment where a BPSS is required.  In cases where an individual is moving internally to a department/specific project where a BPSS is required and was not completed as part of the pre-employment checks, the BPSS process must be completed before the individual transfers or carries out work for the department/project where the check is required. 

School Department:

• The named individual on the contract between the University and Funding body is responsible for ensuring that staff on the grant have met the required clearance.
• The School/Service is responsible for ensuring the requirement for a BPSS is included within any job advert and Job Description for all roles requiring the check.
• The School/Service is responsible for ensuring all pre-employment checks are completed before the individual starts work.

Human Resources:

• The HR Services team is responsible for processing the BPSS check for staff
• The HR Director is responsible for approving the BPSS checks for staff

Doctoral College Office, Academic Registry:

• The Doctoral College Office is responsible for processing the BPSS check for Doctoral Researchers.
• The Senior Assistant Registrar is responsible for approving the BPSS checks for Doctoral Researchers.

Step. 1:

The School/Service will:

• Send individual the BPSS verification form, to complete Part 1
• Notify HR (staff) or the Doctoral College Office (Students) to initiate the DBS process

Step 2:

Once section 1 of the form is complete the School/Service will complete Part 2 of the form this will include:

• • Briefing the employee/Doctoral Researcher  on the local security procedures and where appropriate the official secrets act
  • Complete the identification verification - including viewing appropriate identification documents. 
  • Analysis of employment history and obtaining appropriate reference period over a 3-year period ensuring any gaps in employment are explored with the individual

Step 3:

School/Service to forward the completed form to their HR Adviser (for staff) or to the Doctoral College Office (for Doctoral Researchers).

Step 4:

HR Adviser or Doctoral College Office reviews form and completes Part 3.

Step 5:

HR Director (or delegated person) will review and approve BPSS (see guidance regarding approval) for staff.

Senior Assistant Registrar (or delegated person) will review and approve BPSS (see guidance regarding approval) for Doctoral Researchers.

Step 6:

Following approval, a copy of the approved BPSS check will be shared with the School/Service and the original form will be saved on the employee/student digital file.

At Loughborough University the HR Director is the authorised person for staff,  with delegated responsibility to the Deputy Director of HR and HR Services Manager and for students, the Senior Assistant Registrar (or delegated person).  The authorised person may approve providing they are satisfied that:

• The necessary identity documents have been produced and verified.
• The appropriate references (where required) have been obtained and there is nothing to suggest reservations about the individual’s suitability for employment on sensitive government work.
• The individual’s nationality and immigration status allow them to undertake the employment in question.
• The individual has supplied an open criminal record declaration, showing convictions or pending prosecutions for minor offences.
• There is no other information that casts doubt on the individual’s suitability for access to sensitive government assets.

There are no expiry dates for BPSS checks or any requirement to renew the BPSS once completed. It is important to note however that the checks are a snapshot and ongoing security management is crucial in identifying any changes, the following must be adhered to:

• If an individual has time-limited Right to Work in the UK, the RTW must be renewed before it expires.
• If the individual has a break in services of 12 months or more a new BPSS should be completed.
• Managers should advise individual to declare any changes in their personal circumstances in accordance with the Employee Code of Conduct, which could affect the role, for example criminal conviction.

• Current signed full passport, travel document National ID Card and/or other documentation relating to immigration status and permission to work
• Current UK photocard driving licence
• Current full UK driving licence (old version)
• Current evidence of entitlement to DWP benefits (eg universal credit)
• Building industry sub-contractor’s certificate issued by HMRC
• Recent HMRC tax notification
• Current firearms certificate
• Birth certificate (long version only)
• Adoption certificate
• Marriage certificate
• Divorce, dissolution or annulment papers
• Civil partnership certificate
• Citizen card
• Gender recognition certificate
• Police registration document
• HM Forces identity card
• Proof of residence from a financial institution
• Record of an official home visit
• Confirmation from a electoral register search that a person of that name lives at that address
• Recent original utility bill or certificate from a utility company confirming the arrangement to pay for the services at a fixed address on prepayment terms
• Local authority tax bill (valid for current year)
• Bank, building society or credit union statement or passbook containing current address
• Recent original mortgage statement from a recognised lender
• Current local council tenancy agreement
• Court order

Documents in italics should be recent (at least one should be within the last six months unless there is good reason why not) and should contain the name and address of the applicant