ID Pass Application Guidance notes

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Introduction 3 About these guidance notes 3 ID pass types 4 1 – 5 day escorted pass 4 1 - 5 day escorted pass (continued) 5 1 - 60 day temporary escorted pass 6 Escort arrangements for temporary pass holders 7 Tools of the trade passes 8 Permanent critical part and controlled areas ID pass 9 Security interview 10 Permanent landside and cargo ID pass 11 Additional information 12 References (what a reference must cover) 13 How the reference should be obtained 13 Types of references 15 Employment references 15 Agencies references and education references 17 Job Centre Plus references 18 HMRC references 19 Personal references 20 Gap references 22 Voluntary sector references 24 Internal Transfer of Reference Form 24 Exceptions 25 Email references 25 Translations 27 Appendix 28

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Introduction

These guidance notes have been written for authorised signatories and should be used in conjunction with the ID Pass Regulation Document which is available on the ID Centre internet site www.gatwickairport.com/idcentre. Authorised signatories may choose to share these guidance notes with those responsible for referencing within their organization or with third party HR/Referencing suppliers. These guidance notes do not deal with the vehicle permits process.

About these Guidance notes . The purpose of these guidance notes is to help you, as an authorised signatory, understand key information relating to the ID Pass Regulation document and does not seek to replace or override the ID Pass Regulation document.

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ID Pass Types

There are 4 types of ID Passes issued to persons:

1 - 5 day temporary ID pass (Escorted)

1 - 60 day temporary ID pass (Escorted)

Permanent Critical Part and Controlled Area ID pass

Permanent Landside ID pass

1 – 5 Day Escorted Pass 1-5 day passes are valid for up to a maximum 5 days. Individuals requiring temporary access to the airport for a few hours to maximum of 5 days should be issued with a 1-5 day pass. Only one (1) pass will be permitted for an individual for this pass type. If visitors are required to return to the airport for regular maintenance /visits, they should be issued a full pass There are 2 types of 1-5 day passes;

photographic (issued in the ID Centre – Ashdown house)

handwritten (issued from the out of hours office – situated at the South Terminal Information Desk)

The type of ID pass issued will depend on the time of arrival to the airport.

1-5 day - Photographic – ID CENTRE ISSUED

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Any person requiring a 1-5 day temporary pass must go to the ID Centre with their proof of identity to process and collect their pass but do not have to be escorted by a full pass holder for this collection. A security Interview needs to be conducted face to face and signed and dated by both parties on the same day and uploaded on to the MTrust. 1-5 day - Out of Hours – handwritten – TERMINAL ISSUED

Every authorised signatory can request a supply of the out of hours pads from the ID Centre.

1-5 day escorted pass will only be issued for:

Visitors (includes interviewees) Contractors carrying out short-term essential work Emergency maintenance Drivers making impromptu collections and deliveries Work experience, familiarisation, training and interviews Short-term pharmacy cover.

The following will be required to issue a 1- 5 day pass

A fully completed application form on MTrust including Security Inerview

Acceptable proof of identification British Nationals

A valid full passport A valid UK photographic driving licence with counterpart document

A current valid UK Police, UKBA warrant card

Temporary Visitors Identity Pass

Number:

Valid

Fro

m

Vali

d

To

I The ID Pass Holder, agree to abide by the Rules and Regulations detailed on this pass, and contained in the Gatwick Airport

Managing Directors Instructions. Also see over.

Enter DOB

216014

Holder’s Full

Name Holder’s

Signature

Areas to be

Visited

Authorised signatory

Name Authorised

Signature

Sponsoring Company /

Prefix

Visiting

Company

Reason For

Access

Identification

Validation

Stamp

Issued

by:

01 04 10 04 04 10

BOTH TERMINALS & APRON

FULL NAME DITCHWATER

B.A PORTER & SONS

essential work

R. CLARK R . CLARK

GAL

SSEECCUURRIITTYY

SS

TT R C

SIGNATURE DITCHWATER

Passport number or DVLA

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EEA Nationals A valid full passport A valid national identity card Non EEA Nationals A valid full passport

1-60 day temporary escorted pass Individuals requiring access to the airport for periods likely to exceed 5 days or whilst awaiting a full pass application to be processed should be issued with a temporary 1 - 60 day pass up to a maximum period of 60 days per rolling year.

The following will be required to issue a 1 - 60 day pass:

Fully completed application form on MTrust including the Security Interview

Valid proof of Identity (as explained above)

Proof of right to work for non UK and out of EU nationals

An appointment is required No references are required for 1-60 day escorted ID pass A person can only hold a maximum of 60 days’ worth of escorted passes in a rolling year.

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Escort Arrangements for temporary pass holders. It is the responsibility of the escort (full ID pass holder) to ensure the escorted pass holder complies with all instructions (remains in line of sight at all times, ensure they do not enter any areas of the Critical Part that they are not authorised to enter). Companies are required to take disciplinary action against the pass holders for failure to comply with any requirements. The escort is accountable for controlling any temporary ID pass holder under their supervision. Escorts must be a full ID pass holder. Temporary pass holders are only allowed to be in Critical Parts and controlled areas when escorted by a full pass holder. Temporary pass holders will be searched on entry to the Critical Parts and controlled areas.

The escort must ensure that:

The temporary ID pass is used only by the person named on the ID pass. That no improper use is made of the ID pass. That the ID pass is not altered or defaced in any way. Presents their temporary ID pass and their identification document (e.g. passport) for inspection by a member of Gatwick Airport Security at all security staff routes. Presents all their bags and items for a compulsory hand search. Declare the quantity of bags or items carried to the security team at security staff routes. Present themselves for a compulsory body search at the staff search points. A temporary ID pass holder has access limited to the areas equal to the full ID pass holder (escort).

When leaving the Critical Part at a security post, the escort should swipe their pass to allow exit. All expired passes must be returned to the sponsoring company (authorised signatory) or directly to the Gatwick airport ID Centre.

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Reason for issue The reason for issue must be indicated by entering a tick in the appropriate box on the application form as outlined below (for passes issued at ID Centre) . Contractor carrying out short – term essential work Drivers making impromptu collections and deliveries Work Experience, familiarisation, training and interviews Visitor Emergency maintenance Short Term Pharmacy Cover Controlled Environment visit

Tools of the Trade Passes (T Pass)

• The authorised signatory must establish if the applicant is required to carry tools and mark the request on the form

• Failure to do so will result in the T pass not being issued. The applicant

will be refused access to the Critical Part with his tools without a T pass

• Gatwick Airport T passes are applicable to all pass holders requiring access to the Critical Part with tools

The T pass can be requested on the initial ID pass application or

additionally by using the Change of details form on MTrust

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Permanent Critical Part and Controlled Area ID Pass

Permanent Critical Part (CP passes) and controlled area passes are valid up to a maximum of 5 years. Full ID Pass holders will not require an escort. CP passes that are not used for 60 consecutive days, will be parked. A parked pass can be reinstated by completing a reinstatement form which can be find on MTrust, completed and submitted to the ID Centre. When on ID pass has been parked for more than 6 months, but less than 1 year, the sponsoring company must supply (download) a letter of continuous employment along with the reinstatement form on MTrust. When a pass has been parked for more than 1 year, a new application is required and this will be processed as a new application.

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The following will be required to issue a CP ID pass

Fully completed the application form on Mtrust Security interview Valid proof of identity Proof of right to work for non UK and out of EU nationals References covering the previous 5 year period Clearance (e.g. Criminal Record Check) General Security Awareness Training (GSAT)

An appointment is required

Security Interview

The security interview is an integral part of protecting the airport therefore it is important to ensure that all the questions are answered correctly. The security interview needs to be conducted on the same day. On a face to face basis by both the applicant and the trained interviewer, signed, dated and uploaded on to MTrust. It is the authorised signatory’s overall responsibility to ensure that the security interview has been correctly completed, signed and dated by both parties before submitting with the application.

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Permanent Landside and Cargo ID Pass

Permanent Landside and Cargo ID passes can be valid for up to a maximum 5 years.

The following will be required to issue a Landside and Cargo area ID pass Fully completed application form Proof of identity If applicable proof of right to work in the UK General Security Awareness Training (a declaration that the applicant

has been provided with the GSAT leaflet to read) An appointment is required

CARGO PASS HOLDERS ONLY: Full 5 years references to be held on the company file

NON-SECURITY RESTRICTED AREAS

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Additional information

Tupe transfer - ID pass transfer from company A to company B - please contact your account manager

Dual pass holder - an ID pass holder who has an operational airside ID pass and wants to work for another company as well is called Dual pass holder. The signatory for a Dual pass holder can use the Internal transfer of Data form and submit an application on Mtrust. However the Company must still obtain the full 5year references for that individual and hold them on file for audit purposes, but this can occur after the ID pass has been issued.

If the pass applicant had previously held a Landside ID pass, a reference from the landside sponsor company will be required (as paragraph above).

References requested and obtained by FAX are not acceptable for a full ID application

All ID pass charges will be made at the published rate.

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References

The authorised signatory must satisfy themselves on the authenticity of all references, by checking they meet the criteria required. All references must be applied for in the name that appears on the applicant’s proof of ID provided A minimum of 2 references must be submitted for a full Critical Part pass Pass applicants should not be involved in sourcing references except Job Centre and HMRC references All references should be requested on the Gatwick proformas available on the Gatwick website and your company logo should be scanned on each proforma. All references obtained must be accompanied by a company stamp, headed paper or a compliment slip, with the exception of Personal and Gap references If a small error has been made by the referee this should be countersigned, if the authorised signatory is satisfied with the reference a file note – comment on MTrust should be completed with an explanation that this error has been verified by them.

What a reference must cover This section provides advice on the various types of references and what they should include.

A history that accounts for all periods of employment, self-

employment and unemployment. If 2 or more references cover the same or similar periods, for

example if an applicant was working whilst in further education, a file note should be made to explain the duplication. We will always require the reference to cover a full time position rather than part time.

The Integrity question (Q6) on the reference proforma must be

completed. If Q6 has not been answered due to company policy, the authorised signatory has to contact the company to establish if it is their company policy to provide factual information only a file note – comment on MTrust should be submitted ensuring the reference

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request proforma is attached quoting the Aviation Security Act. We cannot accept any reference missing the Integrity question.

How a reference should be obtained When asking for references it must be made clear in writing, to all the

referees, that they are giving references for security purposes under the Aviation Security Act. To knowingly give false information could lead to prosecution under the terms of the Aviation Security Act 1982 as amended by the Aviation and Maritime Security Act 1990.

All references that the sponsoring company or their delegated agency

receive from the referees will need to be directly sent and addressed to the sponsoring company, who are the prospective employer. References addressed and returned to “To whom it may concern” or “Dear Sir/Madam” are only acceptable where all other information provided is correct (e.g. the reference request proforma letter).

The applicant should not be involved in the process for requesting,

obtaining, delivering or verifying the references. The only exception is Jobcentre and HMRC references.

If a sponsor company wishes to provide references previously obtained

that are held on file, in support of an application these will be accepted providing the references meet the current requirements for example the reference proforma must include the question on the integrity of the applicant and statement relating to the Aviation Security Act and relate to suitability of a UK Airport rather than a specified Airport.

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Types of references

Employment reference Agency reference Job Centre Plus reference HMRC reference Personal reference Education reference

Gap reference Voluntary sector reference

Employment references (including current employment, self employment and employment within a family business)

Employment references should only be provided by authorised persons e.g. H.R. department.

Self-employment references should be obtained from a business

accountant. If not available an HMRC letter with tax returns for each year must be used.

Family business references must be obtained from the company’s

accountant or solicitor assuming they are not related; if not available an HMRC reference should be obtained.

If a company has ceased trading, the employment reference should be

obtained from the Appointed Administrators or HMRC.

There is no facility on MTrust to put the start date with the sponsoring company (This used to be on Section 3) Please use a sponsoring company letter to confirm their start date with your company

Part-time employment or volunteering needs to be covered by an appropriate reference.

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If there is a gap in the applicants 5 year history in excess of 28 days, a gap reference must be provided confirming what the applicant was doing during that period and how they supported themselves

If the applicant was dismissed from a previous job, the signatory should

verify the reason for dismissal, confirming that this will not have an adverse affect on the security of the airport. A comment on Mtrust should be included with details of the verification undertaken.

Where an employment referee refuses to supply a reference the

sponsoring company must provide and confirm the reason why no reference have been supplied, and proof of how the sponsoring company have attempted to obtain the reference. This can then be covered using a HMRC reference.

Criteria to use when checking employment references

The applicant’s full name, date of birth and NI number used, must match

the documents presented. Headed paper, a company stamp, or compliment slip is provided or the

reference request letter. Original copies only must be provided

Full name of referee used.

Referee’s full details match correctly those on the ID pass application

form and the requesting letters. The employment reference must be sent to the company address (not

the referees home address) Original signature of referee or from a verified PP – this must not be

signed by an unauthorised person. Is the referee authorised to provide a reference on behalf of the

company/organisation? Unaltered original writing.

Landline telephone numbers. Exact dates of employment. Positive responses to all questions except Q6.

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Criteria to use when checking self-employment references

Use self-employment proforma and as per employment reference guidelines

Agencies references When employing or contracting a person who has been employed by an

agency, an employment agency reference should be obtained, detailing placement dates at a minimum.

Periods in excess of 28 days should be covered by the appropriate

reference.

Criteria to use when checking agency references

As per employment reference guidelines, plus placement details/dates. It

is not sufficient to confirm dates of registration only.

Education references When referencing applicants age 20 or under we will require the

references from last place of compulsory education establishment. During the summer holiday period when an educational reference cannot

be obtained we will accept a gap reference confirming placement however it is the authorised signatories responsibility to obtain the educational reference when term time begins, for audit purposes.

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Criteria to use when checking education/school/college references

As per employment reference guidelines Use correct Educational proforma

Course attended Course dates

Job Centre Plus references

If the applicant has been claiming unemployment (UK) benefit; a Job Centre Plus reference or reference from the benefit agency must be obtained.

For periods of non-UK unemployment an equivalent national government

tax office reference should be obtained. If a non-UK reference cannot be obtained a gap reference with a file note

must be supplied with the evidence of attempts made to obtain the original reference.

Criteria to use when checking Jobcentre Plus references

As per employment reference guidelines, plus supported by dates of

unemployment or dates when benefits were claimed. If a covering letter is provided, to accompany our reference request form,

it is acceptable for a reference reply to have a tick or the word ‘yes’ against the question “Are the dates on the covering letter correct?”

When obtaining a Jobcentre plus reference the applicant is able to

request this by themselves or authorise the sponsoring company to obtain the reference. This will need to be sent with a release of information form signed by the applicant.

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HMRC references

HMRC references may be used only if the company has ceased trading or the sponsoring company have been unable to obtain an employment reference.

Evidence that the company has ceased trading should be supplied on a

file note. This can be found on Companies House Website.

Criteria to use when checking Tax Office/HMRC references

Full name of applicant. Reference should contain the national insurance number.

Company headed paper or company stamp.

Name of previous employer.

Start and finish dates of employment.

Self-employment letter form HMRC with tax returns included for each

year This reference can be addressed to the applicant and requested by the

applicant

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Personal references

A personal reference should only be used when an application pack has one employment reference that covers 5 years or more.

A personal reference should be provided by someone who has known

the applicant continuously for a minimum of 2 years. The reference must show the referee’s full name and home address.

Referee has known the applicant outside of work on a personal/social

basis but it is not employed by the sponsoring company. Reference from professional bodies or individuals such as a doctor,

dentist, solicitor, priest, bank manager are not acceptable unless the applicant is known to them on a social basis

It is NOT acceptable if a reference appears to have two different

handwritings and different inks.

Personal references will not be accepted by

Blood relatives Current or ex relatives by marriage

Relatives by adoption, including cousins

Current or ex partners and their relatives

Persons living at the same address

Current employees of the sponsoring company or associated

subcontracting companies. Individuals under the age of 16 years

It is not acceptable if a reference appears to have two different

handwritings.

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Criteria to use when checking personal references

Full name of the applicant Full name and address of the referee provided.

Correct proforma used.

Original copy provided with the reference request letter.

Original signature of referee.

Reference request has been sent to referee’s home address or

acceptable email address with full email trail Unaltered original writing (one style only)

Referee has known the applicant for 2 years or more.

The integrity question answered in a negative manner.

Clear statement of what the applicant was or has been doing

Referee not related to the applicant, not a current work colleague or

residing at the same address.

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Gap references

A gap reference is used to cover a period between employment, education, Job Centre, etc. Therefore the gap referee needs to confirm exactly what the applicant was doing and how they supported themselves during the gap period in question. One gap referee can be used for multiple gaps. However the referee has to state what the applicant was doing during each gap and how they supported themselves. Use the multiple gap proforma. The referee must have known the applicant for a minimum of 2 years The referee must have known the applicant during the entire period in question. Please note the gap reference can be obtained via email but they have to include the full email trail including the reference request email. Full name of the applicant and full name of the referee, their home address and contact phone number (Landline when available). Email must contain the name of the individual providing the reference and must be from a personal email account not a company account .e.g. jack.jones@ntlworld.com is acceptable

Who should not provide a gap references

Blood relatives Current or ex relatives by marriage

Relatives by adoption, including cousins

Current or ex Partners and their relatives

Persons living at the same address Current employees of the sponsoring company or associated

subcontracting companies. Individuals under the age of 16 years If registered with Job Centre Plus, a reference from Job Centre Plus

would be required. It is not acceptable if a reference appears to have two different

handwritings.

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Criteria to use when checking Gap references

Full name of applicant is used. Correct proforma is used.

Original copy provided.

Full name and address of referee provided.

Original signature of referee.

Unaltered original writing (one style only)

Daytime phone number

Referee does not live at the same address as the applicant.

Reference request has been sent to referee’s home address or

acceptable email address. Referee is not related to the applicant and does not work for the

sponsoring company Referee has known the applicant for 2 years or more States clearly that the referee has known the applicant during the gap

period in question. Referee can confirm, in his or her own words, what the applicant was

doing and how they supported themselves. Provide any supporting evidence to back-up activities such as travel

period by providing travel itinerary or copies of stamps in their passport Note: Gap references are acceptable when confirming an applicant’s activities which cannot be confirmed by references from other establishments, for example, travel, unemployment, homemaking or retirement (not registered or claiming).

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Voluntary sector references

It is recognised that organisations that utilise applicants on a voluntary basis may not be in a position to submit employment references. In this case a Voluntary Sector reference may be obtained. Please use the Voluntary proforma available from our website.

Internal Transfer of Reference Form

Applicant holds Gatwick operational airside ID pass

The Form will need to be completed by the applicant; previous

employer and new employer, then submitted with the ID Pass application onto Mtrust

Company must still obtain the full 5yr reference for that individual, but this can occur after the ID pass has been issued.

This form can be used for dual pass holders

Company have the responsibility to obtain and keep background check information for the period the individual holds an operational Gatwick Airport ID Pass.

Where companies are audited by Gatwick Airport Ltd references, security interview, proof of ID, GSAT and Security Clearance must be made available for inspection if requested.

Failure to provide this information will result in the ID Pass being suspended until documents are made available for inspection. In some case Authorised Signatory status will be revoked.

Exceptions

If an applicant has been a member of the Forces, his/her discharge papers are acceptable as an employment reference. We will accept the original or an approved copy. If a company or organisation’s policy means that they will only supply a certificate of service, or similar, a file note – comment on MTrust should be included with details of how the sponsoring company has satisfied themselves of the authenticity of the certificate and the referee’s policy in this respect.

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Email references

Email references may be used for: Employment references Current Employment references Agency references Accountant or Self-employment references Employment in Family Business references Education references Voluntary Sector reference

Personal references

Gap references

To preserve the integrity of the reference and to allow the email address to be accepted the following rules have been set out:

If you request the reference via email it has to be received with the Company generic email address. If the company decide to return it as a hard copy, this is also acceptable but it still has to be requested via their company generic email address i.e. james.brown@gatwickairport.com, it is not acceptable to use @btconnect, @google, @yahoo unless its registered company email adress.

The full email trail must be started by the Sponsoring Company i.e. the

Company applying for the reference. This shows that the correspondence in the email chain refers back to the original request.

Many referee’s choose not to complete the proformas, however this is

usually when the reference is completed on their own company headed paper and state that it is their company policy to provide factual information only, if this is the when a Company completes an email reference, then we would except to see the same statement regarding factual information. Please can you ensure that a file note – comment on Mtrust is included when submitting email references of this nature,

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this will ensure that the application is not rejected as it is very unusual for referees not to complete an email proforma

For the avoidance of doubt, if a generic email address is accompanied

by the name of an individual (e.g. lgw@gatwickairport.com with “sent by James Brown” underneath) then this will be acceptable

The initial request must ask the receiving referee to respond by

completing the appropriate reference (which must be supplied as an attachment, for example in Microsoft Word, doc or Portable Document Format, PDF)

The reference that is returned to the sponsoring company, by email,

must contain complete responses to all of the questions as set out in the reference template. However the reference may still be acceptable if all of the questions posed within the reference request have been satisfied by other supporting text within the email.

To ensure a full audit trail paper copies of all email correspondence

should be supplied with the application pack:

Initiating email with attached reference template The email that returns the reference questionnaire

An acknowledgement of the email confirming that the sponsoring

company has received a reference for an individual

Authorised signatories and sponsoring companies must ensure that the email thread remains stored for audit purposes for the life of the ID pass.

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Translations

If references are not obtained in English the authorised signatory should supply the original reference along with a copy translated into English. The English translation must include all elements of the references (e.g. both the questions and responses). The translation will only be accepted if it is provided by a full airside ID pass holder who is a current employee of the sponsoring company as well as a professional translation company. On the bottom of the translated reference please provide the details of the translator: Full Name Prefix and number (e.g. LGW 15263) Signature Date

Reference verification guidelines

Verbal validation with referees (both company and personal) can be

used, including validation by telephone. Companies House can be used to validate some information about UK

companies. Use public domain sources such as web search engines to help with

unknown companies outside the UK. Education references can be checked by referring to certificates or

awards. Time spent overseas can be checked through visas, work permits

and/or passport stamps, bank statements. Email addresses used for validation must contain the name of the

individual. Challenge the applicant to provide further information or answer any

queries or discrepancies. This may be in addition to the Security interview requirements.

Mobile telephone numbers provide an uncertain point of reference so are not considered a suitable, single, method for verification.

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Appendix This non-exhaustive list of public domain sources may be valuable in validating information provided:

www.google.co.uk

www.companieshouse.gov.uk Before submitting the application form, the authorised signatory should check the following; Have all required areas of the application form been completed &

authorised? Has the declaration relating to GSAT training been adhered to? If applicable are the right to work in the UK documents in date and

compliant? Has the security interview been conducted correctly, completed &

authorised accordingly? Are all the references included, in date, compliant and entered on the

applicable form in chronological order? Is the CRC valid for 10 weeks from date of issue? Is the name &

address, DOB on CRC correct? Are there any disqualifying convictions listed?

Is the applicant aware of the documentation required at the time of the ID pass issue?