ID Pass Applicatin Standard 2013 Date f Issue: 1 Octber 2013 Status: Unrestricted
Cntents Sectin 1: Jining the Aberdeen Internatinal Airprt ID Pass Scheme Page 3 Jining the Aberdeen Internatinal Airprt ID Pass Scheme Page 3 Applying t becme an Authrised Signatry Page 3 Sectin 2: Selecting the right Airprt ID pass Page 5 Sectin 3: Applying fr a Permanent ID pass Page 7 Overview f Requirements Page 7 Verificatin f Identity Page 8 Verificatin f Emplyment Page 9 Verificatin f Criminal Recrd Page 12 Security Awareness Training Page 15 Security Interview Page 16 Data Retentin Page 16 Sectin 4: Applying fr a Temprary ID pass Page 17 Verificatin f Identity Page 17 Supplementary Requirements Page 17 Sectin 5: Using an Airprt ID pass Page 18 Respnsibilities f an Airprt ID pass hlder Page 18 Sectin 6: On ging pass management Page 20 Renewing a pass Page 20 Emplyment with mre than ne emplyer Page 20 Changing emplyer Page 21 Changing a name Page 21 Returning passes Page 22 Suspensin and reactivatin f an Airprt ID pass Page 23 Lst r stlen passes Page 23 Misuse Page 24 Appendix 1 Appendix 2 Appendix 3 Disqualifying ffences Quick check guide fr Authrised Signatries Summary f Pass Suspensin and Reactivatin Requirements 2
Sectin 1: Jining the Aberdeen Internatinal Airprt ID Scheme 1.1 Jining the Aberdeen Internatinal Airprt ID Scheme 1.1.1 Cmpanies wishing t apply fr an Airprt ID pass must first register t jin the Aberdeen Internatinal Airprt ID Scheme. 1.1.2 All applicatins fr membership must be supprted by a written justificatin and either: A cpy f a cntract with Aberdeen Internatinal Airprt r anther cmpany perating at the airprt r Evidence that the cmpany is undertaking a regulated aviatin security r ther statutry activity. 1.1.3 Cmpanies must sign a legal Agreement cnfirming adherence t the ID Scheme cnditins. 1.1.4 Financial and ther checks will be carried ut n cmpanies applying t jin the ID Scheme. 1.1.5 Infrmatin n the cmpany registratin prcess and initial enquiry frms can be btained frm ur website www.aberdeenairprt.cm/idcentre. 1.2 Applying t becme an Authrised Signatry 1.2.1 Once yur cmpany has been registered n the Aberdeen Internatinal Airprt ID Scheme, yu must nminate at least ne direct emplyee t act as yur Authrised Signatry. 1.2.2 Yur Authrised Signatry may apply fr ID passes fr anyne: Emplyed by yur cmpany Sub-cntracted t wrk fr yur cmpany. 1.2.3 Yur Authrised Signatry has the respnsibility t ensure that: All ID pass applicatins cmply with the criteria detailed in this dcument; and All requirements relating t the use and management f ID passes are met, including thse issued t subcntractrs spnsred by yur cmpany; and All investigatins r audits undertaken by Aberdeen Internatinal Airprt receive full cperatin, and any identified deficiencies r need fr additinal cntrls are addressed. 3
1.2.4 The full respnsibilities f the Authrised Signatry rle are set ut in the Aberdeen Internatinal Airprt ID Scheme Agreement. 1.2.5 Yur Authrised Signatry must either: Hld a valid Airprt ID pass issued by ne f the ID Centres in the Aberdeen Internatinal Airprt grup, r Have successfully cmpleted a backgrund check that meets the requirements f Sectin 3. 1.2.6 Yur Authrised Signatry will be required t attend training prvided by Aberdeen Internatinal Airprt grup. 4
Sectin 2: Selecting the right Airprt ID pass 2.1 Aberdeen Internatinal Airprt issues tw types f Airprt ID passes: Permanent Airprt ID passes 2.1.1 Permanent Airprt ID passes allw unescrted access t: The Critical Part f the Security Restricted Area (CPSRA) Other airside areas such as carg and maintenance areas, and Landside areas in particular where electrnic access t ffices and staff car parks is required. 2.1.2 Yu will need t indicate n the applicatin frm which areas are required t be accessible t the applicant and if applicable prvide a justificatin as t why access t the CPSRA r airside is required. Aberdeen Internatinal Airprt may questin the applicant at the time f pass issue in rder t verify that the requested access levels are apprpriate t the rle being undertaken at the airprt. Applicants will be given access nly t thse areas f the airprt necessary t carry ut their fficial duties. 2.1.3 Passes are nrmally issued fr a perid f five years; hwever this will be shrtened where the applicant has temprary right t remain in the UK, where the cntract duratin is less than five years, r where the applicant r cmpany can n lnger meet any requirement placed upn them as detailed in this dcument. Aberdeen Internatinal Airprt may cancel passes which are nt being regularly used. 2.1.4 Yu may request that the Airprt ID pass is exprted t ther airprts in the Aberdeen Internatinal Airprt grup. This allws the pass hlder t use the same ID pass at different airprts. This will nly be granted where the relevant airprt ID Centre is satisfied that the pass hlder has a legitimate peratinal need fr access. Temprary ID passes 2.1.5 Temprary passes allw escrted shrt term access t: The CPSRA Other airside areas such as carg and maintenance areas, and Landside areas. 2.1.9 These temprary passes are issued fr 1-5 days r 1-30 days. Applicants may nly be granted a maximum f 60 days access n temprary passes in any rlling 12 mnths perid. Temprary passes are nly valid when the pass hlder is being escrted by a permanent ID pass hlder. 2.2 ID applicatin frms can be dwnladed frm www.aberdeenairprt.cm/idcentre 5
2.3 Aberdeen Internatinal Airprt will nly issue an Airprt ID pass where we are satisfied that the applicant meets the requirements fr issue and all applicatins will be subject t independent verificatin. 2.4 If yu wish t appeal any decisin nt t issue an Airprt ID pass, this can be made by writing t the Security Directr at Aberdeen Internatinal Airprt. 6
Sectin 3: Applying fr a Permanent Airprt ID pass 3.1 Overview f Requirements 3.1.1 All applicants fr a permanent Airprt ID pass must be subject t the fllwing checks: Identity Emplyment and / r educatin histry (5 years) Natinality and immigratin status Criminal Recrd (unspent cnvictins) 3.1.2 Befre yu can submit an applicatin, yu must ask applicants t supply yu with the fllwing: Cnfirmatin f name, date f birth, natinality and address; Full details f previus emplyers (name, address and dates), fr a minimum f 5 years; Cnfirmatin f any necessary qualificatins / licences; Educatinal details (establishment name, address and dates), within the 5 year perid; Cnfirmatin f permissin t wrk in the UK; A criminal recrd declaratin. 3.1.3 Having btained this infrmatin, yu must in all cases takes steps t verify the accuracy f the infrmatin prvided, ensure that there are n bvius gaps and that the infrmatin is cnsistent by crss-referencing the data prvided. This includes hlding a security interview with the applicant. 3.1.4 Once yu have verified all the infrmatin and cllected yur evidence in accrdance with the criteria set ut in the remainder f this sectin yu must arrange fr the applicant t underg general security awareness training. 3.1.5 On rganising this training, yu may submit yur applicatin, alng with yur verificatin evidence. Training must be cmpleted befre the ID pass appintment. 3.1.6 File-ntes are useful t supprt evidence prvided. These shuld be dated and signed r cuntersigned by yu. 7
3.1.7 Yu may ask r cntract a third party t cnduct the infrmatin gathering and verificatin activity required by this sectin hwever accuntability fr cmpliance rests with yu as the Authrised Signatry. Yu will need t verify the wrk f any cntractr and crrect any identified errrs r anmalies made. 3.1.8 It is imprtant that the checks n a pass applicant are cnducted rigrusly. As the Authrised Signatry yu will be required t sign a declaratin when yu submit the applicatin cnfirming that these checks have been dne. If yu make a false declaratin, yu will be cmmitting a criminal ffence under the Aviatin Security Act 1982, as amended by the Aviatin and Maritime Security Act 1990. 3.1.9 Once yu have been ntified that yur applicatin frm has been cleared, the pass applicant must attend the ID Centre t cllect the Airprt ID pass within 3 mnths. Failure t d s will result in a penalty charge. 3.2 Verificatin f Identity 3.2.1 Applicants must hld an acceptable frm f identificatin. 3.2.2 Only the fllwing dcuments are cnsidered acceptable frms f identificatin:- Fr British natinals: A valid full ten year passprt r British pht-card driving licence. Fr EU /EEA and Swiss natinals: A valid full passprt r Natinal Identity Card. Fr all ther natinalities: A full passprt PLUS riginal Hme Office dcument cnfirming right t wrk in the United Kingdm (such as visa / entry clearance) r an Identity Card fr Freign Natinals issued by the Hme Office r UK Brder Agency including UK travel dcuments issued by the UK Brder Agency t persns with asylum status, humanitarian prtectin status r discretinary leave t remain. 3.2.3 The fllwing techniques can be used t help cnfirm the authenticity f identity dcuments prvided by the individual: Examine the dcuments t make sure they are riginals and nt cpies; and Where pssible, cmpare with examples f knwn riginal dcuments (checking paper type, typeface, watermarks etc.); and Examine the dcuments fr alteratin r signs that the phtgraph has been tampered with r replaced; and Check that any signature n the dcument cmpares with ther examples and if practicable, ask the applicant t sign smething in yur presence; and Check that any details, e.g. visa stamps, crrespnd with what is already knwn abut the individual. 8
3.2.4 This website http://prad.cnsilium.eurpa.eu/en/hmeindex.html shws examples and describes the security features that may be examined fr passprts and identity dcuments. 3.2.5 A cpy f the identity dcument must be taken and this cpy is t be submitted with yur applicatin frm. The name n the applicatin frm must match exactly the name n the applicant s identity dcument. 3.2.6 The riginal identity dcument must be presented by the applicant n cllectin f their Airprt ID pass frm the ID Centre r pass issue ffice. The nly exceptin t this is where there is evidence that the riginal dcument has been lst, stlen r expired. In these cases, a new identity dcument cnfrming t the requirements f 3.2.2 can be presented at the ID Centre by the applicant, prviding yu have prvided them with a written file-nte cnfirming that yu have seen the new identity dcument. 3.2.7 Where an applicant has lawfully changed their name but has yet t update their identity dcuments an exceptin t this may be made prvided suitable evidence f this name change is submitted with the applicatin. Infrmatin n what cnstitutes suitable evidence can be fund in Sectin 6.4. 3.2.8 The first and last name f the applicant will be displayed n the Airprt ID pass. 3.3 Verificatin f Emplyment 3.3.1 Unless yur applicatin is fr landside access nly, yu will need t verify the applicant s emplyment histry and educatin by seeking suitable references cvering the 5 years preceding the date n which the applicatin frm is received by Aberdeen Internatinal Airprt. References shuld cntinue up until n earlier than 28 days prir t that date. 3.3.2 Appraches t previus and/r current emplyers shuld nt be made withut the applicant s prir written permissin. When requesting references frm referees, it must be made clear t them that they are giving references fr security purpses and that t knwingly give false infrmatin culd lead t prsecutin under the Aviatin Security Act 1982, as amended by the Aviatin and Maritime Security Act 1990. 3.3.3 Where a referee declines t prvide a reference, a reference can be btained frm HM Revenue and Custms (HMRC) t cnfirm the applicant s emplyment. Evidence f the refusal must be submitted with the applicatin. This may take the frm f a cpy f the refusal r a cpy f the request tgether with a file-nte cnfirming an absence f a respnse. If yu btain an HMRC reference and it des nt prvide the actual dates f emplyment, a persnal reference must additinally be btained. This reference must cnfirm the dates f emplyment and state what the persn was ding during this perid, the detail f which shuld crrelate with the infrmatin available frm the HMRC reference. 3.3.4 Fr perids f self-emplyment, the applicant shuld be asked t cperate in prviding evidence. References must be btained frm the relevant cmpany slicitr r accuntant. These references shuld cntain sufficient infrmatin t cnfirm the 9
applicant s self-emplyment dates. Where the applicant des nt engage the services f a cmpany slicitr r accuntant, yu may alternatively supply a reference frm HMRC and a persnal reference. 3.3.5 Where a cmpany has ceased trading, a reference must be btained frm HMRC that cnfirms the applicant was emplyed during the perid f time in questin. Evidence t supprt the fact that the cmpany has ceased trading shuld als be prvided, alng with the reference. If the HMRC reference des nt prvide the actual dates f emplyment, a persnal reference must additinally be btained. This reference must cnfirm the dates f emplyment and state what the persn was ding during this perid, the detail f which shuld crrelate with the infrmatin available frm the HMRC reference. 3.3.6 In the case f agency emplyment, the reference must riginate frm the agency. All perids f time between placements exceeding 28 days must be declared and cvered by an apprpriate reference. This reference must cnfirm what the persn was ding during the dates in questin. 3.3.7 References fr perids f registered unemplyment must be btained frm the Department fr Wrk and Pensins. 3.3.8 Where an applicant has nt been cntinuusly emplyed, in educatin r registered as unemplyed fr an uninterrupted perid f 28 days r mre, a persnal reference fr that perid shuld be btained stating what the individual was ding during the perid. This type f reference is cmmnly prvided t supprt applicatins but it can be used t mask actual activities such as emplyment. Where an emplyment reference is being avided, this avidance may be with malicius intent. Fr this reasn, befre yu submit the reference, yu shuld questin the applicant t verify that the reference is cnsistent with what yu are being tld directly and prvide a file-nte cnfirming that yu have dne this. Where yu have any cncerns with a reference - fr example it may cntain insufficient r incnsistent infrmatin r the referee may nt have had regular cntact fr the entire gap perid - yu shuld ask the applicant fr ther evidence t supprt it. Fr example, perids f extended travel culd be supprted by tickets, passprt stamps and htel bills. Perids f maternity leave culd be supprted by a child s birth certificate, a letter frm the emplyer r child benefit claims. Where such evidence is btained, cpies shuld be submitted with yur file-nte and the persnal reference. We undertake ur wn review f references and if we need t btain further evidence urselves, it will delay the applicatin. Please see sectin 3.6 fr further infrmatin n security interviews. 3.3.9 Persnal referees shuld have had regular cntact with the individual during the perid that the reference cvers and have either: Knwn the individual in a prfessinal capacity; r Knwn the individual in a persnal capacity fr a minimum f tw years. 3.3.10 Persnal referees must nt be: Family members f, r in a clse persnal relatinship with, the applicant; r Under the age f 16. 10
3.3.11 Nrmal academic hlidays during perids f time already cvered by an educatinal reference are nt subject t this requirement hwever ther perids f extended leave ver 28 days, such as sabbaticals and gap years are. 3.3.12 Reasnable steps shuld be taken t ensure that references are genuine, especially where they appear t be less than cnvincing (e.g. prvided n pr quality paper r cntain basic spelling r grammatical errrs). Such checks might include: Telephning the authr t cnfirm that they prvided the reference. In this case, the telephne number shuld be ascertained independently and a number supplied by the applicant shuld nt be relied upn; Checking the existence f the emplyer (e.g. that it appears in the phnebk r relevant business directries). 3.3.13 All the references yu have btained t cver the preceding 5 years must be submitted with the applicatin frm. They can be: Original handwritten r printed dcuments signed by the referee. These shuld be presented n cmpany headed paper r stamped with a cmpany stamp, r accmpanied by a cmpany cmpliments slip, where available; r Scanned clur versins f the abve. These shuld accmpanied by a file-nte frm yu t cnfirm that yu have received them frm the referee in a scanned frmat r that yu have the riginal dcuments and have retained them fr inspectin by Aberdeen Internatinal Airprt if required; r Emails. These are nly acceptable when riginating frm an fficial cmpany dmain email address, e.g. je_blggs@aiairprt.cm 3.3.14 References submitted with applicatins will be subject t independent verificatin by Aberdeen Internatinal Airprt. Verificatin may take lnger where riginal handwritten r printed dcuments are nt supplied. 3.3.15 Where references are nt written in English, the riginal un-translated reference shuld be supplied alng with a cpy translated int English. The translatr s name and cntact details shuld be prvided fr verificatin purpses. Free web based translatins are nt satisfactry. 3.3.16 All references must adhere t the fllwing standards: Cntain the first and last name f the applicant as it appears n their identity dcument * Cntain the full name, cntact telephne number, address and jb title f the authr if emplyed Clearly state the specific dates cvered by the reference Cnfirm the whereabuts r activities f the individual during this time (apprpriate fr persnal references) 11
Cntain the date f issue. * subject t prvisin 3.3.17 3.3.17 Where an applicant has lawfully changed their name but has yet t update their identity dcument an exceptin may be made prvided suitable evidence f this name change is submitted with any applicatin. Infrmatin n what cnstitutes suitable evidence can be fund in Sectin 6.4. 3.3.18 The use f crrecting fluid r any hand written amendment is nt prhibited but may cause a significant delay in the prcessing f any applicatin and may lead t refusal if used in a manner which may bring int questin the authenticity f the reference. Any crrectin r amendment made by the authr must be cuntersigned by the authr r a file-nte prvided by yu cnfirming that yu have checked with the authr that they made the amendment. 3.3.19 Any anmalies r errrs discvered during yur verificatin must be addressed. If just ne aspect f 3.3.16 is nn-cmpliant, yu may prvide a file-nte t explain the mistake r missin and the steps yu have taken t crrect it. If mre than ne aspect f the reference is nn-cmpliant with the requirements f 3.3.16, the referee shuld be requested t resupply the reference with the details crrected. 3.3.20 There is n requirement t submit references with applicatins fr individuals wh require access t landside areas nly. 3.4 Verificatin f Criminal Recrd 3.4.1 A criminal backgrund check must be undertaken fr all individuals applying fr an Airprt ID pass giving unescrted access t the CPSRA r t airside areas such as carg and maintenance areas. This is evidenced by btaining a criminal recrd certificate frm the applicant. 3.4.2 The first and last name and date f birth n a criminal recrd certificate must match exactly the name n the applicant s identity dcument. 3.4.3 Where an applicant has lawfully changed their name but has yet t update their identificatin dcuments an exceptin may be made prvided suitable evidence f this name change is submitted with any applicatin. Infrmatin n what cnstitutes suitable evidence can be fund in Sectin 6.4. 3.4.4 Applicatins will be refused where the criminal recrd certificate details a cnvictin fr a disqualifying r similar ffence. A list f the mst cmmn disqualifying ffences can be fund at Appendix 1. Guidance shuld be sught frm the ID Centre fr similar ffences r verseas cnvictins where it is nt immediately clear what the equivalent ffence under UK law is. 3.4.5 Where a criminal recrd certificate details a cnvictin fr a disqualifying ffence, the applicatin shuld nt be submitted. Applicants may apply t the Secretary f State fr Transprt fr a certificate f disregard. Where successful, the riginal r a 12
scanned clur cpy f the certificate f disregard and the criminal recrd certificate shuld be submitted as part f the applicatin pack. Aberdeen Internatinal Airprt plays n part in the applicatin prcess fr a certificate f disregard and are unable t answer any queries relating t individual applicatins. 3.4.6 If the ID Centre advises that yu shuld nt submit an applicatin where the criminal recrd certificate details an ffence similar t a disqualifying ffence and yu disagree with this psitin, yu may appeal by writing t the Security Directr at Aberdeen Internatinal Airprt. The Security Directr s determinatin will be final. 3.4.7 Valid criminal recrd certificates fr all cuntries in which the applicant has been cntinuusly resident in fr 6 mnths r mre during the past 5 years must be btained and submitted. Certificates that are nt in English must be accmpanied by a reliable translatin. The translatr s name and cntact details shuld be prvided fr verificatin purpses. Free web based translatins are nt satisfactry. 3.4.8 In the UK, criminal recrd certificates shuld be btained by applying t Disclsure Sctland fr a basic disclsure certificate r if resident in Nrthern Ireland t Access Nrthern Ireland. Enhanced disclsures are als acceptable frm cmpetent authrities such as the Disclsure and Barring Service (DBS). 3.4.9 The applicatin prcess fr verseas cuntry recrds varies. Cuntry specific advice including lcal applicatin prcedures and infrmatin n cmmnly encuntered difficulties is available frm the fllwing surces: http://www.cpni.gv.uk/advice/persnnel-security1/overseas-criminal-recrd-checks/ http://www.sia.hmeffice.gv.uk/pages/licensing-verseas-checks.aspx 3.4.10 If the cuntry in which the applicant was based is nt listed n either f the tw websites, yu shuld cntact that cuntry s Embassy, High Cmmissin r Cnsulate in the UK fr advice. Cntact details can be fund via the Freign and Cmmnwealth Office (FCO) website. 3.4.11 Even if an applicant hlds a UK natinal security vetting (CTC, SC, DV), an verseas r UK criminal recrd certificate must be btained. 3.4.12 The riginal criminal recrd certificate r a scanned clur cpy f the certificate must be submitted with the applicatin frm. If a scanned clur cpy is submitted, it shuld be accmpanied by a file-nte frm yu t cnfirm that yu have received the riginal certificate and retained it fr inspectin by Aberdeen Internatinal Airprt if required until the applicatin prcess has been successfully cmpleted. Criminal recrd certificates are valid fr a maximum f 10 weeks frm their date f issue subject t the exceptin detailed in 3.4.13 belw. All riginal certificates will be returned nce inspected. Nte that verificatin f cpies may take lnger than riginal dcuments and may result in a delay in clearing the applicatin. 3.4.13 An verseas criminal recrd certificate issued mre than 10 weeks befre the date f pass applicatin being received by Aberdeen Internatinal Airprt will still be cnsidered valid prvided that: The applicant has nt returned t that cuntry since the date f issue and 13
The certificate was issued after they had left the cuntry r n earlier than 10 weeks befre that time. A signed and dated file-nte shuld be prvided t cnfirm this. Exceptins 3.4.14 If the applicant was based abrad whilst serving in HM Armed Frces, we can accept an extract frm their service recrd in lieu f an verseas criminal recrd certificate prvided it explicitly states that they have n criminal cnvictins in that cuntry. 3.4.15 Where there are exceptinal reasns as t why an verseas criminal recrd certificate cannt be btained, the fllwing dcumentatin may be submitted as an alternative: A swrn ath by the applicant witnessed by a Cmmissiner fr Oaths; and A persnal reference frm a referee meeting the criteria in 3.3.09, 3.3.10 and 3.3.16, explicitly cvering the perid fr which n criminal recrd check can be btained; and Written cnfirmatin that the guidance fr btaining a criminal recrd certificate detailed in 3.4.9 has been fllwed; and Written explanatin, with supprting evidence, as t why it is nt pssible t btain the criminal recrd certificate. 3.4.16 The abve alternative will nly be accepted in cases where: A gvernment s administratin has cllapsed t a pint where n credible fficial surces f infrmatin exist; r There is a credible risk t the individual s persnal safety if they make cntact with that cuntry, fr example where an individual has asylum status in the United Kingdm; r Any requests fr such infrmatin need t be individually supprted by the UK gvernment; r A request is declined. 3.4.17 Applicants must be advised that making a false statement in cnnectin with an applicatin fr an Airprt ID pass is a criminal ffence under the Aviatin Security Act 1982, as amended by the Aviatin and Maritime Security Act 1990 and will lead t the autmatic refusal f the applicatin. 3.4.18 There is n requirement t submit a criminal recrd check certificate fr applicants wh nly require access t landside areas such as buildings, ffices and staff car parks. 14
3.5 Security Awareness Training 3.5.1 Applicants fr an Airprt ID pass giving unescrted access t the CPSRA r airside areas such as carg and maintenance areas must hld a valid General Security Awareness Training (GSAT) certificate befre a pass is issued and must cntinue t hld a valid GSAT certificate fr the duratin f their pass. 3.5.2 GSAT certificates are valid fr a maximum perid f 5 years prviding the ID pass hlder uses their ID pass at least nce every 6 mnths. 3.5.3 New emplyees, nt hlding a valid GSAT certificate, may nly attend GSAT after they have successfully cmpleted their reference and criminal recrd checks. 3.5.4 The Department fr Transprt hld a list f all apprved GSAT training prviders. Details can be fund here by visiting www.dft.gv.uk. Exemptins 3.5.5 The fllwing categries f applicant are exempt frm the GSAT requirements: Persns wh have successfully cmpleted security training curses that meet the requirements f the DfT training syllabuses fr: Grund security staff and supervisrs Aviatin security managers Aircrew Air carg security In-flight supplies Airprt supplies. The fllwing persns wh are deemed t have received equivalent security awareness training Civil Aviatin Authrity inspectrs and peratinal persnnel Department fr Envirnment, Fd and Rural Affairs (DEFRA) (and its agencies) persnnel Officers f HM Revenue and Custms Members f the Ministry f Defence Prtcl Office Natinal Air Traffic Services (NATS) persnnel Plice fficers Members f the DfT bearing Transprt Security Inspectr (r equivalent) identity cards UK Brder Frce persnnel UK Brder Agency persnnel Department fr Transprt accredited security instructrs and independent validatrs. 15
3.6 Security Interview 3.6.1 Unless yur applicatin is fr landside access nly, yu will need t sign a declaratin n the applicatin frm cnfirming that a security interview with the applicant has taken place. 3.6.2 The security interview is the ideal pprtunity t review and crss reference the infrmatin that yu have been supplied with fr verificatin purpses. The purpse f a security interview is t ensure that: The applicant has a valid frm f identificatin. All perids ver the previus 5 years can be accunted fr, and references can be prvided/have been prvided and that they are free frm any signs f tampering. Persnal references in particular might be used by an applicant t mask actual activity undertaken, such as emplyment, and yu shuld satisfy yurself that the prvisin f a persnal reference is apprpriate t cver the perid in questin. The applicant has n disqualifying ffences and is able t meet the requirement fr a relevant criminal recrd check r declaratin. The applicant is a suitable persn t be given unescrted access t the airprt. 3.6.3 During the curse f the interview if yu believe an applicant has travelled t cuntries r parts f cuntries which the Freign and Cmmnwealth Office advises against all and all but essential travel t, advice shuld be sught frm the ID Centre prir t submitting the applicatin. Up t date infrmatin n travel advice can be fund here: http://www.fc.gv.uk/en/travel-and-living-abrad/travel-advice-by cuntry?actin=ntravelall#ntravelall 3.6.4 Where a security interview has been used in rder t btain additinal evidence t supprt a persnal reference under the prvisins f 3.3.8, a recrd f the interview questins and answers must als be kept lcally and a cpy submitted as part f the applicatin pack. 3.6.5 The security interview may be undertaken by yu as the Authrised Signatry r a persn wh has been suitably trained fr the purpse. Yu and the applicant must sign a declaratin n the applicatin frm that the interview has taken place. Bth signatures must be dated within 60 days f the interview taking place. 3.7 Data retentin 3.7.1 All infrmatin relating t the applicatin fr an Airprt ID pass including cpies f identity dcuments, references, evidence f a security interview, results f a criminal recrd check and security training recrds must be retained securely and made available fr inspectin by Aberdeen Internatinal Airprt fr a minimum perid f six years. 16
Sectin 4: Applying fr a Temprary ID pass 4.1 Verificatin f Identity 4.1.1 Applicants must hld an acceptable frm f identificatin that cnfirms with requirements set ut in sectin 3.2. 4.2 Supplementary Requirements 4.2.1 Applicants must meet the cnditins set ut in sectins 5.1.13, 5.1.14 and 5.1.15. 17
Sectin 5: Using an Airprt ID pass 5.1 Respnsibilities f an ID pass hlder 5.1.1 It is yur respnsibility as the Authrised Signatry t ensure all pass hlders are made aware f their persnal respnsibilities with regard t the prper use f an ID pass. The pass must nly be used fr yur cmpany s business. If the hlder wishes t wrk fr anther emplyer at Aberdeen Internatinal Airprt, a secnd pass must be btained. See 6.2. 5.1.2 Airprt ID passes must be wrn at chest height either with a lanyard r Aberdeen Internatinal Airprt apprved arm band. They must always be clearly visible when at wrk. All pass hlders are expected t challenge anyne else wh is nt displaying an ID pass in a nn-public area. 5.1.3 Whenever entering r leaving the CPSRA pass hlders must shw their pass t the airprt security fficer n duty. It will be checked visually and by electrnic verificatin system. If asked, secndary identificatin must be shwn. If the security fficer advises that there is a prblem with an ID pass, the hlder may be denied access and presented with a written cautin ntice advising what steps need t be taken. 5.1.4 Whilst n any airprt premises, hlders must shw their pass n demand t any law enfrcement fficer r any ther fficial f Aberdeen Internatinal Airprt wh may need it t check that the hlder is allwed t be within that area. 5.1.5 ID passes must nt be used t access r exit the CPSRA fr persnal reasns. The nly exceptin t this is fr emplyee discunt shpping, in which case pass hlders must be n duty and they must nly enter the CPSRA n a break frm duty n that day r immediately after finishing r befre starting wrk (an hur either side). 5.1.6 ID passes may be withdrawn if any cnditin f issue can n lnger be met. Pass hlders charged with, r cnvicted f, a criminal ffence must ntify their manager within 14 days. Failure t declare any such charge will be handled in accrdance with yur cmpany's disciplinary prcedures and may result in the withdrawal f the pass. 5.1.7 ID passes giving access t the CPSRA are issued t staff members wh require nging and regular access. If a pass is nt used at least nce every 60 days t access the CPSRA, the pass will be "parked" and will nt be valid t access airside again until such time that it has been un-parked. An ID pass may be withdrawn if nt used regularly. 5.1.8 Hlders must nt allw access t smene else unless that persn has been issued with a temprary ID pass and is under their escrt. Whilst cnducting escrt duties, the pass hlder must: Keep all temprary pass hlders in their line f sight at all times Take all reasnable steps t ensure that temprary pass hlders d nt breach any security requirements Ensure that all temprary passes are returned t the ID Centre upn expiry. 18
5.1.9 Hlders must tell the ID Centre if there are any changes t their persnal details including (but nt limited t) changes t jb title, name, address and appearance. 5.1.10 ID passes must nly be used t access areas t which the hlder has been authrised t enter. Access rights can be established by lking at the clur and numbering n the pass. Further details can be btained frm the ID Centre. 5.1.11 Lst r stlen passes must be reprted immediately upn discvery t the lcal plice and t airprt security. The lss must als be reprted as sn as pssible (subject t pening hurs) t the ld Centre. 5.1.12 ID passes that are subsequently recvered must be returned t the ld Centre. Supplementary requirements fr temprary ID pass hlders 5.1.13 Temprary ID pass hlders must abide by all the cnditins f use detailed abve plus the fllwing additinal requirements. 5.1.14 Anyne hlding a temprary ID pass must als carry ne f the fllwing frms f secndary identificatin and present this t the security fficer n entry t and at any time upn request whilst inside security restricted areas Fr British natinals, a valid full ten year passprt r British pht-card driving licence Fr EU/EEA r Swiss natinals, a valid full passprt r Natinal Identity Card Fr all ther natinalities, a valid full passprt r Identity Card fr Freign Natinals issued by the Hme Office r UK Brder Agency including UK travel dcuments issued by the UK Brder Agency t persns with asylum status, humanitarian prtectin status r discretinary leave t remain. 5.1.15 Temprary ID pass hlders will nly be permitted int the CPSRA when escrted by a persn hlding a Aberdeen Internatinal Airprt issued Airprt ID pass. Whilst airside, they must remain in line f sight f their escrt at all times. They will have the same access levels as their escrt. 19
Sectin 6: On ging pass management 6.1 Renewing a pass 6.1.1 An Airprt ID pass valid in the CPSRA r airside areas such as carg and maintenance areas may be renewed fr a further 5 years n expiry s lng as there is an peratinal need fr the pass. 6.1.2 Renewal applicatin frms can be dwnladed frm ur website www.aberdeenairprt.cm/idcentre. Appintments fr the ID Centre can als be made frm this website. 6.1.3 When the applicant attends the ID Centre the applicant will be required t present: The renewal applicatin frm that has been signed by yu as the Authrised Signatry; and A reference frm an authrised persn in yur rganisatin cnfirming the pass applicant has been in cntinuus emplyment with yu since the date f the riginal pass issue; and An identity dcument cnfrming t the requirements set ut in pint 3.2.2; and A criminal recrd certificate dated within the last 10 weeks; and A GSAT certificate dated within the last 5 years. 6.2 Emplyment with mre than ne emplyer 6.2.1 Where an existing pass hlder is subsequently emplyed by anther n-airprt cmpany, a secnd Airprt ID pass must be btained. 6.2.2 Befre making an applicatin, the secnd emplyer must cmply with all the requirements set ut in Sectin 3. This includes: Obtaining references cvering the preceding 5 years; and Checking that the applicant has an identity dcument cnfrming t the requirements set ut in pint 3.2.2; and Obtaining a criminal recrd certificate dated within the last 10 weeks; and Organising GSAT where the applicant des nt already hld a valid certificate (i.e. dated within the last 5 years). 6.2.3 When cmpleting the applicatin frm fr the secnd pass, the details f the existing pass shuld be prvided. 20
6.3 Changing emplyer 6.3.1 Where an existing pass hlder ceases t be emplyed by yu and takes up emplyment with anther cmpany at the airprt, yu must return the existing Airprt ID pass t us immediately. The new emplyer shuld make a new applicatin fr an Airprt ID pass. 6.3.2 Befre making an applicatin, the new emplyer must cmply with all the requirements set ut in Sectin 3. This includes: Obtaining references cvering the preceding 5 years; and Checking that the applicant has an identity dcument cnfrming t the requirements set ut in pint 3.2.2; and Obtaining a criminal recrd certificate dated within the last 10 weeks; and Organising GSAT where the applicant des nt already hld a valid certificate (i.e. dated within the last 5 years). 6.3.3 When cmpleting the applicatin frm, the details f the Airprt ID pass spnsred by the previus cmpany shuld be prvided if knwn. 6.3.4 Where the existing pass hlder is transferring cmpany under the Transfer f Undertakings Prtectin f Emplyment Regulatins 1981 (TUPE), there is n need fr a new Airprt ID pass applicatin t be submitted. The ID Centre will wrk with yu t replace existing passes fr all transferring emplyees. The replacement Airprt ID passes will be issued up t the expiry date f the riginal passes unless new criminal recrd checks are btained. 6.4 Changing a name 6.4.1 Where an applicant r existing pass hlder has changed name, a replacement Airprt ID pass must be btained and acceptable prf submitted with the applicatin. If a passprt in the new name is nt available, ne f the fllwing must be prvided (nly riginal dcuments will be accepted): 6.4.2 Fr married peple, we will need t see a marriage certificate. 6.4.3 Fr civil partners, we will need t see a civil partnership certificate. 6.4.4 If the persn has gne back t their maiden r unmarried name, we will need t see: A birth certificate; and A signed statement frm the persn saying that they have gne back t their maiden name fr all purpses; and A decree abslute shwing bth names if the persn has divrced, and A marriage certificate shwing bth names. 21
6.4.5 Fr name changes due t a change in gender we need t see ne f the fllwing: A letter frm a dctr r chartered psychlgist wh practises in gender dysphria stating that the persn has a need t live in a different gender, and evidence f the persn s change f name (e.g. deed pll); r A gender recgnitin certificate; r A new birth certificate. 6.4.6 In all ther cases, we need t see a change f name deed. 6.4 Returning passes 6.5.1 An Airprt ID pass must be returned t the ID Centre: If we request it If emplyment is terminated If the pass hlder changes emplyer If a pass hlder n lnger requires access t the areas fr which authrisatin has been given* If the ID pass expires If we withdraw r cancel the ID pass. *subject t the exceptins in 6.5.4 6.5.2 Airprt ID passes must be returned t the ID Centre within 60 days. Failure t d s will result in a penalty charge t the cmpany. 6.5.3 Yu must ensure that temprary ID passes are returned by the pass hlder r escrt when n lnger required. 6.5.4 There may be cases when a pass hlder emplyed by yu, r under cntract t yu, may nt have an peratinal need t access the CPSRA fr a temprary perid. Frm example, a perid f extended unpaid leave, maternity leave, a career break, a sabbatical, r seasnal wrker r agency staff withut an airprt assignment. In these cases, yu must: Ntify the ID Centre t put a stp n the pass when the wrk break cmmences giving yur reasn; and Withdraw the pass frm the hlder and stre it securely until next required; and Apply t the ID Centre fr the pass t be reinstated when the persn returns t the airprt. Reinstatement will be subject t the cnditins in 6.6.4 and 6.6.5. 22
6.6 Suspensin and reinstatement f an Airprt ID pass 6.6.1 Airprt ID passes that are valid but nt used fr 60 days r mre t access the CPSRA will be suspended ( parked ) frm the electrnic verificatin system. This means access thrugh electrnically cntrlled drs including access t the CPSRA will be denied until such time that the pass is reinstated ( un-parked ). 6.6.2 On a mnthly basis, we will write t yu cnfirming all the passes that have been parked fr yur cmpany. As the Authrised Signatry, it is yur respnsibility t assess whether the relevant pass hlders require n ging access t the CPSRA. If n lnger required, yu shuld return the relevant passes fr cancellatin r apply fr an Airprt ID pass with a different access level, e.g. landside pass. If access is required, yu will need t apply fr the passes t be un-parked. 6.6.3 Airprt ID passes will nly be un-parked when we have received a written explanatin as t why the airprt ID pass has nt been used t access t the CPSRA and an assurance that there is an n-ging peratinal requirement fr the pass. This is als subject t yur written cnfirmatin that: The pass hlder has been cntinually emplyed by yu during the perid f pass suspensin, r There has been a break in cntinuus emplyment and yu have verified what the persn was ding during the break in emplyment. 6.6.4 Where the Airprt ID pass has been parked fr 6 mnths r mre, the pass hlder will need t btain a new GSAT certificate and cnfirm the date f training t us befre the pass will be un-parked. 6.6.5 Where there has been a break in cntinuus emplyment, yu will need t btain and supply us with a reference cvering the perid f absence cnfirming the dates and what the persn was ding during the dates in questin. 6.6.6 An Airprt ID pass that has been parked fr 12 mnths r mre will nt be reactivated. In this case, the parked pass must be returned t the ID Centre fr cancellatin. A new Airprt ID pass applicatin will need t be submitted if the persn subsequently requires n-ging peratinal access t the CPSRA. 6.6.7 Once un-parked, the pass will park again after 60 if nt used. We reserve the right t cancel and withdraw a pass where there is an indicatin that the pass hlder is nt using their pass t access the CPSRA n a regular basis. 6.6.8 A summary f the pass suspensin and reinstatement requirements are shwn the table at Appendix 3. 6.7 Lst r stlen passes 6.7.1 Lst r stlen passes must be reprted immediately upn discvery t the lcal plice and t airprt security. The ID Centre shuld be ntified as sn as pssible (subject t perating hurs). 6.7.2 Passes that are subsequently recvered must be returned t the ID Centre. 6.7.3 An riginal identity dcument, cnfrming t the requirements f 3.2.2 must be presented t the ID Centre in rder t btain a replacement pass. 23
6.8 Misuse 6.8.1 All ID pass hlders are required t adhere t security regulatins in frce. We reserve the right t suspend r withdraw any ID pass as a result f r in rder t investigate incidents f misuse. In accrdance with ur terms and cnditins, we reserve the right fr Aberdeen Internatinal Airprt t withdraw r refuse t issue an ID pass n the grunds that we believe the pass hlder nt t be a suitable persn. 24
Appendix 1: Disqualifying ffences A persn shall fail the criminal recrds check where it reveals a cnvictin fr a disqualifying ffence which has been received within: The last five years where the dispsal was ther than a term f imprisnment. The last seven years where the dispsal was a prisn term f six mnths r less. The last ten years where the dispsal was a prisn term f between six mnths and tw and a half years. Within any time perid where the dispsal was a prisn term f mre than tw and a half years. Disqualifying cnvictins shall include but shall nt be limited t cnvictins fr the type f ffences listed belw. Categry Terrrism Offences against the persn Theft & Dishnesty Offences Assisting terrrism Cmmitting terrrism Directing terrrist acts Failing t disclse infrmatin f material assistance in preventing terrrism Pssessing articles r infrmatin likely t be useful t terrrism Using mney r prperty fr the purpses f terrrism Administering pisn Assault ccasining actual bdily harm Assault with intent t resist arrest Assaulting a plice fficer Attempted murder Attempting t chke Causing bdily injury by explsives Child abductin Cruelty t a child Endangering safety f railway passengers Endangering the safety f an aircraft False Imprisnment Grievus bdily harm Ill treatment f a mental patient Kidnapping Manslaughter Murder Sending explsive substances Threats t kill Unlawful wunding Aggravated burglary Aggravated vehicle taking Assault with intent t rb Blackmail Burglary Dishnest representatin fr btaining a benefit r advantage Dishnestly retaining a wrngful credit Evasin f liability by deceptin 25
False accunting Frgery Handling stlen gds Making ff withut payment Obtaining pecuniary advantage by deceptin Obtaining prperty r services by deceptin Rbbery Theft Sexual ffences Cntrlled r illegal drugs Criminal damage Firearms Immigratin Bmb and threat haxes Offensive weapns Abuse f children thrugh prstitutin r prngraphy Attempted rape Explitatin f prstitutin Indecency with a child Indecent assault Living n the earnings f prstitutin Prcuratin f a wman t becme a prstitute Rape Taking r making indecent phtgraphs r pseud phtgraphs f children Trafficking fr sexual explitatin Sexual activity, assault r rape f a child Unlawful sexual intercurse Assisting the prductin, supply, imprt r exprt f cntrlled r illegal drugs Imprt r exprt f cntrlled r illegal drugs Prductin r supply f cntrlled r illegal drugs Arsn Attempt t cause explsin Causing an explsin likely t endanger life r prperty Cnspiracy t cause explsin Destrying r damaging prperty Making r pssessin f explsive Threats t destry r damage Carrying any laded firearm in a public place Nn-cmpliance with cnditins f firearm certificate r licence Pssessin f a firearm withut a certificate r licence Selling firearm t persn withut a certificate r licence Shrtening a shtgun r ther smth bre gun Trading in firearms withut being registered as a firearms dealer Assisting unlawful immigratin Unlawful immigratin Cmmunicating false infrmatin alleging the presence f bmbs r threats Placing r dispatching articles t cause bmb r threat hax Manufacture r distributin f ffensive weapns Pssessin f an ffensive weapn 26
Permanent Airprt ID Pass Appendix 2: Quick Check Guide fr Authrised Signatries ID type Access Required Validity ID requirements Criminal recrd checks References Security Interview Security Training Critical Part f the Maximum f 5 years. Yu will send us this Yu will send us these Yu will recrd the Security Restricted with yur applicatin with yur applicatin details n the Area (CPSRA) frm: frm: applicatin frm: This will be shrtened where the applicant has temprary right t remain in the UK, where the cmpany cntract is less than 5 years, r where applicant r cmpany can n lnger meet any requirement placed upn. Yu will recrd the details n the applicatin frm and we will inspect the dcument when issuing the pass: Fr British natinals: A valid full ten year passprt r valid British pht-card driving licence. Fr EU natinals: A valid full EU Member State passprt r valid Natinal Identity Card. Fr all ther natinalities: A valid full passprt PLUS riginal Hme Office dcument cnfirming right t wrk* in the United Kingdm r valid Identity Card fr Freign Natinals issued by the Hme Office r UK Brder Agency. A valid criminal recrd certificate fr all cuntries in which the applicant has been cntinuusly resident in fr 6 mnths r mre during the past 5 years. Written references fr the applicant cvering all perids f time f ver 28 days within the preceding 5 years including emplyment, educatin, and persnal referees as apprpriate. Where apprpriate, yu will als prvide cpies f ther evidence btained in the security interview t supprt what the persn was ding. Yu will cnfirm n yur applicatin frm that a security Interview has taken place with the applicant t ensure that there is a valid frm f identificatin, all references cmply with requirements and are free frm any signs f tampering and criminal recrd checks are cmplete. Applicants must hld a general security awareness training (GSAT) certificate befre an applicatin is submitted and must cntinue t hld a valid certificate fr the duratin f their pass. Where a pass has nt been used fr 6 mnths r mre, a new GSAT certificate will be required. Temprary Airprt ID Pass Other Airside As abve As abve As abve. As abve As abve As abve Areas nly Landside Areas As abve As abve Nt required Nt required Nt required Applicants must have read and understd a GSAT leaflet befre an applicatin is submitted. Cpies f this leaflet are available frm Airprt ID centres. Critical Part f the Either 1-5 days r 1-30 As abve hwever right t wrk Nt required Nt required Nt required Nt required Security Restricted days. dcumentatin is nt required Area (CPSRA) A maximum f 60 days fr 1-5 day temprary passes. access available in any 1 year perid. 27
Appendix 3: Summary f Pass Suspensin and Reinstatement Requirements Pass suspended fr 1-6 mnths Reinstatement is subject t yu submitting an applicatin frm fr un-parking the pass. Unless yu have previusly ntified the ID centre, yu will need t explain n the frm why the pass hlder has nt used their pass and sign a declaratin cnfirming the need fr n-ging access. Yu will als need t cnfirm if the pass hlder has been cntinuusly emplyed by yu. If there has been a break in cntinuus emplyment, yu will need t verify what the persn was ding by btaining a reference cnfirming the dates f the break in emplyment and what the persn was ding during the dates in questin. This reference shuld be submitted with the frm. Yur applicatin fr un-parking the pass may be refused where there is an indicatin that the pass hlder is nt using their pass t access the CPSRA n a regular basis. Pass suspended fr 6 12 mnths Pass suspended fr 12 mnths r mre In additin t the abve, the pass hlder must cmplete a new GSAT certificate and yu will need t cnfirm the training date n the frm. The pass will be cancelled and yu must return it t us. A new ID Pass applicatin will need t be submitted. This will include the requirement t check identity dcuments, btain references, cmplete a criminal recrds check and cmplete GSAT training. Nte: this des nt apply in cases where yu have ntified the ID Centre in advance f a wrk break and a stp has been put n the pass. In these cases, the pass will be reactivated n return f the individual. 28