We do not automatically send out ID cards; these are sent upon request.
Once a clearance has been granted and appears on your portal, you can email the vetting unit, in the subject line please state “ID card required – applicants name”.
One email for each applicant individually, providing their full name, date of birth and a head and shoulders, Passport style jpeg (max. 11MB) photograph taken within the last three months.
The ID card will then be produced and despatched to you by Royal Mail recorded delivery to the organisations address we hold on our records. If you require the ID card to be sent to another address, please provide the address when requesting the ID card.
The cost of the initial ID card is included within the application fee, however, should the card become lost or stolen there is a £30 fee for a replacement card.
We are unable to provide progress updates if the application is within the service level agreements (SLA). We are currently working approximately 5 working days behind the SLA on most standard applications.
If the application is likely to go outside of the SLA the case officer will advise by email, please monitor your junk/spam folders.
We are unable to send emails advising when an application is cleared, we recommend you monitor your portal for applicants that have moved to the Clearances tab. For further guidance, please refer to the Self-Service Guide.
If this has exceeded the SLA and you wish to be updated, please contact us (Insert link to Contact Us).
Please refer to our advertised Vetting Rates – 1 August 2023, if a quote is still required, please complete a contact us form. (Insert link to Contact Us).
This is not currently available to request via the portal, please email the vetting unit providing the applicants full name and an identifier such as DOB and/or NI number along with a purchase order number or confirmation a PO is not required. We will update the portal with 'Pending SC or CTC' to reflect this update.
Renewing a clearance is actioned in the same manner as a new application, please generate a new application via the portal.
We recommend you submitting this 8-12 weeks ahead of their current clearance expiry date. For further guidance, please refer to the Self-Service Guide.
Please complete and submit the new SPOC maintenance form. Requests will only be actioned upon receipt from an existing authorised user.
We recommend a minimum of two people have access to the portal and a maximum of four people.
Upon an authorised portal user leaving, you are required to notify the vetting unit.
If still having difficulties, please contact us (Insert link to Contact Us).
DBS checks do not form part of the NPPV vetting process. If required, these checks must be completed by your organisation during your onboarding process.
If the employee is taking a sabbatical for up to 6 months, but not exceeding 12 months, clearance may be suspended, please contact us to request this (Insert link to Contact Us).
Please generate a Change of Circumstances form via your portal prior to and upon return of your applicant, we may be able to suspend the clearance, not exceeding 12 months. (Self-service guide to Core-Vet).
If you’ve not yet generated an application, this is available on the portal. When generating the application, there is a drop-down box for the application level, please select the desired NPPV level with the prefix of PREMIUM.
If you have generated an application and your applicant has not yet started the application, please delete this from the portal and follow the step above.
If the applicant has completed their application form and it is showing in your In Progress tab, please contact the vetting unit (Insert link to Contact Us). Please email the vetting unit providing the applicants full name and an identifier such as DOB and/or NI number.
Please contact the vetting unit (Insert link to Contact Us) providing the applicants full name and an identifier such as DOB and/or NI number and we will make an adjustment to the system.
If this is a bulk request for multiple applicants, please export a spreadsheet from your portal and submit this to us, where possible, add their DOB and/or NI number to the spreadsheet. Bulk request will have a longer response time than normal for completion.
We are unable to supply a copy of the application form to company sponsors as this contains personal information. We will only provide a copy if an applicant requests this directly from us, please refer them to the contact us page (Insert link to Contact Us). Applicants can download/print a copy of their application PRIOR to submitting this on the portal.
The College of Policing publish a Vetting Authorised Professional Practice (APP) which requires applicants to have lived in the UK for a minimum of 3 years prior to their vetting application.
You may appeal this decision to the Force Vetting Manager by email. When emailing us with an appeal, please provide full details include dates you were overseas, the location and the reason why you were there.
The grounds for appeal are:
You were living outside the UK while serving with the British Armed Forces
You employed on HM Government service
You have been on a Gap Year (not exceeding 12 months)
You have been employed by a UK registered Company and been on sabbatical (not exceeding 12 months)
Spent not more than 12 months outside of the UK caring for dependent family members
You did not sever UK links while you were working outside of the UK and you are no more than 9 months outside of the Residency Criteria
BPSS checks must be completed by your organisation during your onboarding process, these comprise of verifications of the applicants (i) Identity, (ii) Employment/Academic history for (as a minimum) 12 months, (iii) Nationality/Immigration status (including right to work in the UK), (iv) Criminal record check.
Warwickshire Police only complete the criminal record check as part of the vetting process.
A guide of what constitutes a Change of Circumstances and instructions on how you can generate this are found in the Self-Service Guide.
Please note, being a victim of a crime is not reportable, however, if they are a victim of blackmail and they pay a sum of money, this must be reported by a Change of Circumstance form. This applies to any family members, close associates, and co-residents, this must also be reported as above.
We will only transfer NPPV clearances that have been completed by Warwickshire as part of the Police National Vetting Service. Also subject to a request being received within 6 months (for NPPV) or 12 months (for SC) of their leaving date from their previous sponsor and more than 2 years remaining before the expiry date.
Our system imports names exactly as the applicant has completed this on their application, whether that be incorrectly spelt, missing any part of their name or input the incorrect way round. We do not request their ID and it is the responsibility of the applicant to double check their application before submitting this to us.
We would also encourage you to quality check your portal and should you notice any errors, please contact the vetting unit with their FULL name, correctly spelt and confirmation you have seen their ID documents.