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CMTEDD BASELINE SECURITY CLEARANCE
Security Clearance Overview
As an employee, including contractors of the ACT Government, you may hold a position which requires a security clearance. The requirement of a security clearance will be advised at the point of recruitment or of transfer to another position.
A Chief Minister, Treasury and Economic Development Directorate (CMTEDD) Baseline Security Clearance pack must be completed for assessment for the issuance of a CMTEDD Baseline Security Clearance. Being the holder of a security clearance will facilitate you being able to undertake work within assigned parameters and approved security areas of the Australian Capital Territory (ACT) Government.
You should complete this CMTEDD Baseline Security Clearance pack if you do not hold an existing Commonwealth Government security clearance issued by the Australian Government Security Vetting Agency (AGSVA).
Security Clearances within the ACT Government
Please note the ACT Government operates at the following two security clearance levels.
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CMTEDD’s Shared Services ICT Security branch conducts internal vetting processes to address the provision of an ACT Government identified baseline security clearance for employees who at this time, work within Shared Services.
The CMTEDD baseline has been developed to meet the specific needs and requirements only of the ACT Government it does not align with AGSVA baseline requirements. As such this baseline clearance is not transferable to an AGSVA security band, eg, it cannot be transferred to AGSVA systems or is recognised by the Commonwealth Govern-ment as an AGSVA Baseline Security Clearance.
Ne
gati
ve V
ett
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(NV
1)
– C
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Justice and Community Safety, Security and Emergency Management branch (JACS-SEMB) is the ACT Government’s directorate responsible for the final approval and sponsorship of higher level security clearances as issued by AGSVA. Before JACS-SEMB will address sponsorship of an AGSVA issued clearance the relevant directorate’s business unit and/or Executive Group must provide a supporting business case.
If, at the time of commencing employment with the ACT Government, you are an existing AGSVA security clearance holder and the position you hold does not require that level of clearance, your clearance may be suspended (temporarily held as “inactive” within the AGSVA system). An existing clearance can be held as “inactive” for the period of validity that remains on the full term of issuance prior to its expiry.
You may not be eligible for appointment to a position which requires a higher level security clearance if you are unable to obtain or otherwise a required AGSVA issued clearance.
Please note a security clearance fits a position, not an individual, eg, if the position you hold does not require a security clearance then you will not be sponsored or issued with one.
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Established Security Clearances Holders
If you have an existing security clearance issued whilst with another employer, and held with another agency such as AGSVA, you will need to ensure you keep your security information up-to-date. This is your responsibility.
AGSVA issued NV1 or existing AGSVA clearance holders: As a security clearance holder you are required to understand your responsibilities and be aware of the personal need to maintain a record of your current clearance information (we suggest you keep this record with your Curriculum Vitae data).
Please contact AGSVA direct if you require information regarding the status of your issued clearance.
AGSVA Link: http://www.defence.gov.au/AGSVA/maintaining-your-clearance.asp AGSVA Contacts: Email – [email protected] Telephone – 1800 640 450
If you have a higher level clearance (eg, NV2 or higher) please note that sponsorship by the ACT Government will be addressed by JACS-SEMB only if your position requires a security clearance and only to the level required for the ACT Government position held (eg, NV1 or Baseline).
A higher level clearance will become inactive and for the present period of employment will be handled at the lower clearance level within the validity period of the already issued higher level clearance.
All AGSVA clearance holders are required to complete AGSVA’s form SVA003 – Change of Circumstances. This form ensures that AGSVA is made aware of your change in personal details, occupation, etc and will ensure records regarding your security clearance are correct and up-to-date.
As JACS-SEMB is directly responsible for the sponsorship of all AGSVA clearances, please ensure you are aware of who your nominated Security Officer (SO) is and ensure you communicate directly with this person.
The AGSVA form SVA003 is located on the AGSVA website (refer link below). Please complete in full and return this form along with your CMTEDD Baseline Security Clearance pack, to the ACT Government Personnel vetting team (SS Protective Security):
Form: http://www.defence.gov.au/agsva/resources/SVA003%20-%20Apr%202015.pdf
If you have any questions please contact SSICT Physical and Personnel Security team on:
Email – [email protected] Telephone – 6207 5421
If a higher level of security clearance is required
Should your position require a security clearance higher than Baseline or NV1, please note this will be determined by your business unit management and/or Executive Group.
A higher level clearance above the CMTEDD Baseline Security Clearance will require a JACS-SEMB sponsored application to AGSVA and a business case is to be provided to JACS-SEMB.
Note: Australian citizenship is a mandatory requirement when applying for AGSVA issued Commonwealth Govern-ment clearances.
Security Clearance Aftercare (refer to definition on page 3)
If you have an existing Commonwealth Government issued security clearance, this AGSVA clearance will require transfer to the relevant directorate of the ACT Government under the sponsorship of JACS-SEMB. If JACS-SEMB does not sponsor or identify a need to temporarily suspend a previously obtained AGSVA security clearance the “aftercare” program will not be maintained.
As part of the monitoring and review of a person’s clearance the aftercare program is adopted to ensure that the clearance holder is still a fit and proper person to hold that level of clearance. The transfer of the AGSVA issued clearance will be noted and added to any existing aftercare program arrangement.
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Access to Premises and the ICT Network
Access to some ACT Government premises and to privileged ICT network accounts may be withheld until the SSICT Physical and Personnel Security team (SS Protective Security) has received and assessed your completed CMTEDD Baseline Security Clearance pack and no residual security concerns are identified.
Information Privacy Act 2014
All personal information provided by you is treated in the strictest of confidence, is used only for security clearance assessment purposes and is handled in accordance with the provisions of the Information Privacy Act 2014 (IPA). In accordance with the IPA personal information collected and/or stored must be voluntarily provided by you.
If you choose not to provide personal information when completing the required documents this may prevent you from obtaining the required access to the ICT network and/or CMTEDD premises.
Your Personnel Security file remains the property of CMTEDD (ACT Government).
Position of Trust (POT): Definition
The position that you now occupy has been identified as a Position of Trust (POT). As such, it is a requirement of the ACT Government, that you under-go a security clearance assessment at the baseline level. The ACT Government undertakes internal security vetting in accordance with the ACT Government Protective Security Policy Framework (PSPF) and Commonwealth Government standards however the clearance granted is only applicable whilst employed by the ACT Government and at this stage is not transferable to further ACT Government directorates or Commonwealth Govern-ment.
Note: A POT is a position that has on-going access to information or resources deemed sensitive, or has control over business systems containing information that requires identification by sensitive dissemination limiting markers (DLM), eg, For Official Use Only; Sensitive; Sensitive: Cabinet; Sensitive: Personal; Sensitive: Legal; Sensitive: Auditor-General.
This may include other criteria where a directorate may determine it needs a high level of assurance of a person’s suitability to perform a particular role.
Aftercare Program: Definition
Although great emphasis is placed on the initial vetting assessment process, people’s circumstances change. This is why there is a requirement to ensure ongoing suitability of security cleared individuals.
Any significant change in personal circumstances that may impact on an individual’s suitability to access security classified resources must be reported to SSICT Physical and Personnel Security team on:
Email – [email protected] Telephone – 6207 5421
More information regarding aftercare may be provided once the CMTEDD Baseline Security Clearance assessment has been finalised. (A copy of the Change of Circumstance form is provided to individuals at the time of issue of a baseline security clearance confirmation letter.)
Required supporting identity documents
There is a requirement to provide evidence of your identity - 100 point identity check.
If you are unable to provide any of the supporting documentation please do not hesitate to contact the SSICT Physical and Personnel Security team on:
Email – [email protected] Telephone – 6207 5421
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About Certification of identify documents
Understanding who can correctly certify your personal documents will avoid significant issues during the security clearance process. Documents that are not correctly certified cannot be used in the security clearance verification process. Please ensure that the signature of the certifying person is clear and legible.
Who qualifies to certify documents are true copies of those they are sighting?
Verified Justice of the Peace
Australian Public Service Officer with five years and over current service
Australian Post Office
Australian Police
Example of how certification of documents should display:
“I certify this to be a true copy of the original which I have sighted.”
Name: ________ (name of person making the certification)___________
Date: _____ / _____ / _____ (Day) (Month) (Year)
Example of how certification of photographs should display:
“This is the likeness of ______(name of person in the photograph)_______ whom I have known for more than 12 months.”
Name: __________(name of person making the certification)___________ Date: _____ / _____ / _____ (Day) (Month) (Year)
If you require further information or assistance
Your complete understanding of and satisfaction with the standard clearance assessment process is important to us. Therefore should you require more information or have difficulties with any aspect of this process please do not hesitate to contact the SSICT Physical and Personnel Security team on:
Email – [email protected] Telephone – 6207 5421
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Security Clearance forms and your required compliance
Before completing the CMTEDD Baseline Security Clearance pack please read each of the forms carefully. There are repercussions if you breach any of these undertakings and it is important you provide full and correct information.
The SSICT Physical and Personnel Security team would strongly encourage the use of the provided checklist to ensure you have correctly completed and provided all requested information to avoid any delays in the processing of your CMTEDD Baseline Security Clearance pack.
Form Type Description
Form A
Personal Particulars
This form provides all personal information required to commence a security clearance process. This data is core of the security vetting process.
Form B
Supervisor/Personal Referee
This form requests the nomination of your recent supervisor, and one additional personal referee. Your personal referee cannot be a current or past family member. These nominated individuals may or may not be contacted by security personnel. This will be at the discretion of the assessing security personnel officer.
Form C
Security Questionnaire
The form seeks personal information. Please note that answering ‘yes’ to any of the questions does not necessarily preclude you from obtaining a security clearance.
Form D
General Consent
This form seeks your consent for the directorate or its outsourcers to make enquiries, undertake checks, collect or have access to relevant information from a variety of sources.
Form E
Official Secrecy
This form seeks an acknowledgement from you that you must not disclose, publish or in any way communicate, official information gained through the course of your employment with the ACT Government. It may be an offence to release without authorisation, any official ACT Government information. (Maximum penalty is up to two years imprisonment.)
Form F
Agreement to Comply
This form seeks your consent and relates to your compliance with regard to the use of Government resources and the directions given to you by authorised security personnel and Shared Services staff. This protects against the misuse of government resources and the misuse of information whilst undertaking duties within CMTEDD.
List
Proof of Identity
This table outlines acceptable types of identity documents that you can select to submit to ensure you meet the required 100 points of ID.
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APPLICANT’S CMTEDD BASELINE SECURITY CLEARANCE CHECKLIST (return only the completed Pack pages 6-16 to [email protected])
FULL NAME (indicate SURNAME in CAPITALS)
TITLE (Mr/Mrs/Ms/Miss) PHONE NUMBER
(business hours)
EMAIL (work or personal)
FORMS Forms A to F (x6) are located at the end of this pack. It is mandatory that these forms are completed in full and appropriately provided for security clearance processing.
(Tick Box)
Form A: Personal Particulars Attached and completed
Form B: Supervisor/Referee Nomination Attached and completed
Form C: Security Questionnaire (incl previous/current confirmed AGSVA clearance) Attached and completed
Form D: General Consent Attached, signed and completed
Form E: Official Secrecy Attached, signed and completed
Form F: Agreement to Comply Attached, signed and completed
PERSONAL DOCUMENTATION The personal documentation as noted below is to be certified for authenticity. The documents are to be provided as electronic scanned colour copies (refer to the Proof of Identify page re 100 points of identity). (The documents which may not apply to you should be identified in the Tick Box as not applicable - please indicate as N/A.)
(Tick Box)
or N/A
Current Resume/Curriculum Vitae (mandatory) Attached
Birth Certificate (and NAATI translation if required) Link: https://www.naati.com.au/
Attached and certified
Current Driver’s Licence (both front and back – colour copy only)
Attached and certified
Current Passport (Identification/Bio-data page – colour copy only)
Attached and certified
Naturalisation/Citizenship Certificate (if not an Australian citizen) (If applicable) – Attached and certified
Armed Services Discharge Certificate (of service in any country) (If applicable) – Attached and certified
Other form/s of identity as listed at Proof of Identity page (If applicable) – Attached and certified
Statutory Declaration (state all Given and/or Family names you are known by) Link: https://www.ag.gov.au/Publications/Documents/CommonwealthStatutorydeclarationform.PDF
(If applicable) – Attached and certified
DECLARATION
I, the above named, declare that all documents provided for my CMTEDD Baseline Security Clearance assessment are true and correct to me.
Signature and Date
/ /
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FORM A: PERSONAL PARTICULARS
Please ensure this form is competed in full. If a particular section of the form does not apply to you, please indicate in the relevant space it is not applicable - please indicate as N/A.
PERSONAL PARTICULARS
FAMILY/SURNAME
Current
DATE OF BIRTH
At birth
Any other family/surname(s)
PLACE OF BIRTH
Country
City
Other given name(s) NATIONALITY
Current
GENDER/IDENTITY
Female (F) CITIZENSHIP Date
Place
Male (M)
Indeterminate/Intersex/Unspecified (I)
ADDRESSES
Current
(include dates of occupancy)
Example Dates: 04/2016 to present Address: 24 Orange St, Melba, Brisbane, QLD 4680
Other (include dates covering
previous three years of occupancy)
If resident in a country other than Australia in the previous three years, provide full address details
Example Dates: 04/2012 to 03/2016 Address: 8/75 Poplar Grove Estate, Morton Cr, Hornsby, Brisbane, QLD 4960
PREVIOUS EMPLOYMENT
(include employers name,
address details and dates
covering the last three years
– list in date order with most
recent first)
Example Dates: 10/2014 to 11/2016 Employer: Bob’s Car Repairs Address: 26 Hill Lane, Curtin, Adelaide, STH AUS,2590
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NEW POSITION WITH
ACT GOVERNMENT
Position Title
Business Unit
Business Unit Contact Person
Business Unit Contact No
COMMENCEMENT DATE?
Please use this section to continue answers from above or to clarify information provided.
Question Continuation of Answer
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FORM B: Supervisor/Personal Referee Nomination
SUPERVISOR NOMINTATION FORM (must have worked with this supervisor for a minimum of 6months)
Name of Supervisor
Position of Supervisor (Business Unit)
Telephone No. (business hours)
Employer’s Address
Period known
PERSONAL NOMINTATION FORM
Name of Personal Referee (must not be a current or past family member)
Relationship Type
Address
Telephone No. (business hours)
Period known
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FORM C: Security Questionnaire
The following is a series of security based questions. Please answer the following questions by ticking the response that applies to your personal circumstances. If you answer ‘YES’ to any question, please provide full details in the spaces provided. Additional space is provided at the end of the questionnaire if you need to expand your responses. If you would like to discuss the matter personally, please don’t hesitate to contact the SSICT Physical and Personnel Security team on:
Email – [email protected] Telephone – 6207 5421
Q1. Do you currently hold an existing security clearance? YES NO If YES please provide: Details (is the clearance held with AGSVA or another agency? If so, which agency?)
What level of security clearance do you currently hold and for what period of validity?
If you hold an AGSVA clearance, please provide a copy of your confirmation clearance advice which includes the CIS/CS identification number.
Q2. Have you ever been formally charged or convicted of any offence? YES NO If YES please provide: Details (nature of offence/date of offence/outcome of offence, include traffic offences)
Q3. Do you have any pending civil or criminal court actions in Australia or internationally? YES NO If YES please provide: Details
Q4. Have you ever been dismissed from employment or left employment because of a YES NO discipline or misconduct issue? (include if applicable Armed Forces service) If YES please provide: Details
Q5. Have you ever been accused of, disciplined for, counselled or dismissed due to an YES NO inappropriate use of classified/sensitive information? If YES please provide: Details
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Q6. Have you ever been accused of, disciplined for, or as the subject of a security breach YES NO notified of inappropriate use of an Information Communication Technology (ICT
system)?
If YES please provide: Details
Q7. Have you ever been employed or acted as a consultant with a foreign government, firm YES NO or agency? If YES please provide: Details
Q8. Have you ever had contact with people who you or others believe are, or have been, YES NO involved in political or religious extremist activity? If YES please provide: Details
Q9. Has a credentialed mental health professional ever given an opinion that you may have a YES NO condition (behavioural or physical) that may affect your judgement, reliability or
stability to be exposed to, and handle classified/sensitive information?
If YES please provide: Details
Q10. Is there anything in your life that may reflect badly on your character, loyalty or YES NO trustworthiness? If YES please provide: Details
Q11. Do you take drugs of any kind, socially or recreationally? YES NO If YES please provide:
Details (what drugs, how much do you take and how often)
Q12. Do you drink alcohol? YES NO If YES please provide: Details (how often do you drink and how many standards drinks you would usually consume)
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Q13. Do you gamble? YES NO If YES please provide:
Details (how often and how much on average you spend in a fortnight)
Q14. Have you ever been declared bankrupt? YES NO If YES please provide: Details (date of when you became bankrupt and why you choose bankruptcy)
Q15. Do you hold any allegiance/s to a foreign country? YES NO If YES please provide: Details (what country/s and what is the nature of your support toward the foreign country)
Q16. Have you undergone a police check within the past 12 months? YES NO If YES please provide: Details (date of the requested check, what area of employment and position required this check,
or other reason/s for check to be conducted)
Q17. To the best of your knowledge, is there anything in your background, past or present, that YES NO may make you vulnerable to coercion, duress, exploitation or blackmail? If YES please provide: Details
Should background checking reveal that you have attempted to deliberately mislead the ACT Government and/or CMTEDD, it may cause delays to your commencement date or ultimately have a bearing on the granting of your security clearance.
Please note that answering ‘YES’ to any of these questions does not necessarily preclude you from obtaining a security clearance. Each issued clearance is assessed on its merits and is based on the circumstances, behaviour and community and directorate’s standards.
I declare that the information provided and my response to these security questions is true and correct in nature.
Full Name (PRINT IN CAPITALS)
Signature and Date
/ /
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Additional information
Please use this section to continue answers from above or to clarify information provided.
Question No. Continuation of Answer
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Form D: General Consent
Provision of consent
Please complete this form to acknowledge you have read and understand all the information contained within this pack and are consenting to undergo a CMTEDD Baseline Security Clearance assessment. (If under the age of 18 years please address required Parent/Guardian signature.)
Full Name I,
Full Residential Address
of,
PLE
ASE
PR
OV
IDE
DET
AIL
S IN
BLO
CK
LET
TER
S
Acknowledge that I have read the information contained in this CMTEDD Baseline Security Clearance pack, which explains the need for me to undergo the security assessment process in accordance with ACT Government policy. I acknowledge that this process requires the ACT Government, Chief Minister, Treasury and Economic Development Directorate (CMTEDD), to make various enquiries/checks about me (including Police). I consent to CMTEDD, having access to relevant information about me that will assist to make decisions about my suitability for an ACT Government security clearance.
Signature
Date / /
Witness Signature
Date
/ /
Witness Full Name
Witness Full Residential Address
Relationship to Witness
(if applicable)
Parent/Guardian Signature
Date
/ /
(if applicable)
Parent/Guardian Full Name
(if applicable)
Parent/Guardian Full Residential Address
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FORM E: Official Secrecy
Crimes Act 1900 (ACT)
Section 153 (1) and (2) Disclosure of information by public employees:
1. A person who, being an officer of the Territory, publishes or communicates, except to some person to whom he or she is authorised to publish or communicate it, any fact or document which comes to his or her knowledge, or into his or her possession, by virtue of him or her being an officer of the Territory and which it is his or her duty not to disclose, commits an offence.
2. A person who, having been an officer of the Territory, publishes or communicates, without lawful authority, any fact or document which came to his or her knowledge, or into his or her possession, by virtue of the person having been an officer of the Territory and which, at the time when he or she ceased to be an officer of the Territory, it was his or her duty not to disclose, commits an offence.
Penalty: Imprisonment of up to two years
Full Name I,
Full Residential Address
of,
PLE
ASE
PR
OV
IDE
DET
AIL
S IN
BLO
CK
LET
TER
S
Understand that all official information that will, or has been acquired by me in the course of my employment with the ACT Government, which it is my duty not to disclose, is not to be published or communicated to any unauthorised person in any form, either during or after my service in or with the ACT Government.
Signature
Date / /
Witness Signature
Date
/ /
Witness Full Name
Witness Full Residential Address
Relationship to Witness
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FORM F: Agreement to Comply
Complying with ACT Government security process, culture and protocols
This document formally indicates that as a staff member, the individual will ensure they follow all security practices and
protocols whilst working for the ACT Government. This also includes ensuring and minimising any disclosure of material,
and is not to be published or communicated to any unauthorised person in any form without formal delegate approval.
Full Name I,
Full Residential Address
of,
PLE
ASE
PR
OV
IDE
DET
AIL
S IN
BLO
CK
LET
TER
S
Understand that all official information that will, or has been acquired by me in the course of my employment with the ACT Government, which it is my duty not to disclose, is not to be published or communicated to any unauthorised person in any form, either during or after my service in or with the ACT Government.
Signature
Date / /
Witness Signature
Date
/ /
Witness Full Name
Witness Full Residential Address
Relationship to Witness
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Proof of Identify
The below table has been provided to assist you with meeting the 100 point identity (ID) check.
It is based on the “Gold Standard’ requirement from the Australian Federal Police Act.
The ‘Gold Standard’ requires one document from each of the three listed objectives below.
Note if two documents are produced from the list at Objective B, then a document from Objective C is not required.
If all required 100 points of identity are not able to be produced raise with [email protected] the completion of the Statutory Declaration.
Objective Item
Objective A
Evidence of commencement of identity in Australia
Birth Certificate
Passport
DIAC Citizenship Certificate
For a waived citizen requirement DIAC work agreement and visa
Objective B
Linkage between identity and person
*Must contain photo and signature
and be of Government Issue or approved by Government for its purpose and be current.
Australian Drivers Licence
Government issued or Government Approved Proof of Age card
Firearms Licence
Military Identification
Air Crew Identity
Objective C
Evidence of operating in the community
Australian Drivers Licence (if not used for objective B)
Australian Passport (if not used for objective B)
Australian State/Territory Rates notice
Credit or account card from a financial institution
Electoral Enrolment
Marriage Certificate
Medicare or correspondence from Medicare displaying name and address details
Rental Agreement (within 5 year period)
Student ID card
Taxation notice
Other Government issued correspondence (eg, Centrelink) displaying name and address details
