Frequently asked questions

Vetting is vital to ensure that public confidence is not affected by an individual who is employed by or works on behalf of a police force. This is to prevent dishonest or corrupt practices and to maintain the integrity of the organisations involved. Any individual who has access to police sites, assets, data and/or systems must hold vetting clearance.

Before you begin completion of your vetting application you may need to gather some information to ensure you can provide full responses to the questions. You may not be able to save your application and return to it at a later stage, so you will need to be prepared to complete it in one sitting.

Please ensure you have your personal information to hand, including your last 5 years address history (including university and overseas addresses) and dates of residency. Financial information may also be required.

Dependant on the level of clearance you have been submitted for, you may also be asked for details of your family, partner & co-residents. This can include, full names, previous names, place of birth, date of birth, relationship status, partners, and address history. All efforts should be made to obtain all the information asked for on your application.

All efforts should be made to obtain all the information asked for on your application.

When completing your application form, please put as much information you know into the relevant sections (not free text box). The details need to be individually typed in each field. For the information you don’t know, please manually type ‘unknown’ or if it’s a date please manually type, 01/01/1926.

If you do not know the individual’s address, you will need to click ‘enter address manually’, this will reveal all mandatory address fields.  Please manually type ‘unknown’ into each required field and enter their start date of address as their DOB if this has been provided, otherwise, please use 01/1926.

You will then be required to provide an explanation or clarification on why you cannot provide the information, and this needs to be typed in the free text box.

Your organisation is the sponsor, so we are unable to provide progress updates directly to applicants. Emails received requesting a progress update will not be responded to. We kindly ask that you liaise with your company sponsor. 

Please ensure you monitor your junk/spam folder throughout the vetting process, as delays in responding to your vetting case officer may hinder the process. Please continue to check this until it has been confirmed to you by your company sponsor that clearance has been granted. 

If using a work email address, please check with your IT department to ensure that the emails have not been quarantined or held.

Most emails will come from either no-reply@corevet or Warwickshire Police, please use these key words when searching your folders. 

Yes, this is perfectly normal. Not every applicant receives a request for a telephone interview as these are on a case-by-case basis and are usually because the case officer requires further clarity on something.

Please respond to your case officer to arrange a suitable date and time and be as open and honest as possible with your case officer.

An applicant who is successful in their application for vetting clearance will be granted Non-Police Personnel Vetting (NPPV) at the level applied for. This is a nationally recognised certification and gives you access, through your contracted company, to Police premises, systems, and data. Your vetting case officer will not send you a confirmation of clearance notification. It is the responsibility of your company sponsor to notify you that your clearance has been granted.

If you have failed the vetting process, your vetting case officer will advise you of the reasons for your failure, via email, in the form of a letter. Your vetting case officer will advise you that you have a right to appeal this decision within 28 days of your decision letter.

Appeal panel hearings do not require the attendance of the applicant in person. We recommend completing your appeal form with as much information as possible, providing any supporting documents if necessary. The appeal is prepared by your case officer, then heard by the independent panel. You will be notified of the outcome by the case officer shortly after the hearing.

If your application has been quality checked and imported, you will be unable to alter any details on the application.  We would advise emailing the vetting unit with all of the relevant details, so that we can make a note on your record referring to the additional details via email.

Please quote your NI no and/or DOB in your email, this enables us to search faster for the correct applicant rather than by name.

Guidance on what constitutes a change in circumstances can be found here, Guidance Notes - Change of Circumstances. 

However, this is not an exhaustive list and if you query whether something should be declared, best practice would be to make us aware.

It is your responsibility to notify us of any changes in your personal circumstances throughout the lifetime of your vetting clearance. A guide on what constitutes a change of circumstances can be found in Guidance Notes - Change of Circumstances. 

If there are any changes in your personal circumstances, we would recommend that you complete a change of circumstances form. This can be generated by your company sponsor. The forms are then processed by a case officer and if necessary, the case officer would contact you. Please liaise with your company sponsor if this is required. 

Your clearance can be transferred to another company, subject to a request from your new employer/ sponsor being received within 6 months (for NPPV) and 12 months (for SC) of your leaving date from your previous employer/sponsor.

Your previous organisation must have terminated your clearance on the portal and your ID card and/or certificate must have been returned to them, if applicable. 

Please liaise with your company sponsor to begin this process. 

Please be assured that all the information you provide is treated confidentially and is not shared outside of the vetting unit. We never discuss the information you give us with your employer. We may share your personal data with other police vetting units if you make an application to them. You can read the Warwickshire Police privacy notice on the Warwickshire Police website.

Your company sponsor will receive a notification email, simply advising the vetting was declined; that an email was sent to you with the reason(s); and your right to appeal.

We do not disclose the reasons to your company sponsor. It is a private matter, and it is your decision if you wish to provide them with the details. We would expect you to engage with your company sponsor on your decision to appeal or not, then provide them with updates on the date you submitted the appeal form and the scheduled appeal panel hearing date.

Once an appeal decision has been reached, we again notify your company sponsor and if the decision to decline vetting was upheld, they are not provided with the details.

As you do not own the clearance, we are unable to provide applicants with certificates. Certificates are not recommended for applicants use, they are for the sponsor to submit as confirmation of clearance to third-parties.  Please liaise with your company sponsor if this is required for scheduling training courses and they can forward on your behalf.

If an ID card is required, this can be requested by your company sponsor once clearance has been granted. We cannot accept an ID card request from the applicant directly. Please liaise with your company sponsor. 

Please check your NI number with your company sponsor. If this is incorrect, you will be unable to login. Your company sponsor will need to request a refund for your application and generate a new application for you via their portal.

If you require a password reset, please liaise with your company sponsor as they can send this to you via their portal.

There are also a few tips for logging in:

• Click “Log in” rather than pressing “Enter” on the keyboard;
• Occasionally the system is not compatible with Apple products.  Try using another product;
• Try using a different browser such as Firefox;
• Please do not copy and paste your username and password as this can cause a white space at the end.
• Ensure Caps Lock is off when typing in your password.

You should have received two emails from no-reply@corevet, please check your junk/ spam folder as our emails frequently get caught in the filters.

If you are still unable to locate these, you will need to check your email address is correct, with your company sponsor. If this is incorrect, please email the vetting unit providing the correct email address so that we can amend this on our system for you.

The link to the applicant portal is warwickshire-webforms.corevetconnect.co.uk

If you are unable to access the link, perhaps try a different product or browser as occasionally the system is not compatible with Apple products. Please also liaise with your IT department to ensure they haven’t blocked anything and that licenses are up to date.