Pre-employment applicant identity and vetting processes
Freedom of information request reference no: 01.FOI.23.031232
I note you seek access to the following information:
Please provide the following information and provide copies of documents and/or forms where available:
1 When checking the identity of people applying to join the force:
1.1 What 'proof of identity' do you require?
1.2 Does identity checking always include an in-person interview (ie as opposed to an online interview)?
1.3 Do you always check an applicant's identity against their National Insurance number?
1.4 Do you always obtain a copy of an applicant's original birth certificate?
1.5 What identity document(s) do you maintain on the vetting file?
2 What is your process or procedure for vetting of transgender people? Please provide documentation setting out the process/procedure.
2.1 Do you have a separate and/or confidential vetting process or procedure available for transgender people?
2.2 Do you require a person's gender history to be disclosed as part of vetting?
2.3 Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their vetting file?
2.4 Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their employment file?
2.5 When you request a reference for a person who you know to be transgender, will you make the request using only the prospective colleague’s name and gender since transitioning, or will you also provide previous names and gender(s) that are known to you?
2.6 Where a reference request is received (from another force or employer) for an existing colleague who has transitioned their gender, will you provide their full gender and name history to the prospective employer?
2.7 Name and gender records are held on the Police Elimination Database (PED) with the content of these fields being that which was originally detailed by the person when they gave the DNA sample unless subsequently amended. Do you have a process for amending the details on the PED so that the name and gender records of an employee who transitions during your employment can be changed? Please provide documentation setting out the process.
Decision
I have today decided to disclose the located information to you in full.
Please find below information pursuant to your request above.
Please provide the following information and provide copies of documents and/or forms where available:
Q1 - When checking the identity of people applying to join the force:
Q1.1 - What 'proof of identity' do you require?
Proof of name
• In date current signed passport
• Original birth certificate (UK birth certificate issued within 12 months of the date of birth in full form including those issued by UK authorities overseas such as Embassies High Commissions and HM Forces)
• EEA member state identity card (which can also be used as evidence of address if it carries this)
• Current UK photocard driving licence
• Full old-style driving licence
• Photographic registration cards for self-employed individuals in the construction industry -CIS4
• Benefit book or original notification letter from Benefits Agency
• Firearms or shotgun certificate
• Residence permit issued by the Home Office to EEA nationals on sight of own country passport
• National identity card bearing a photograph of the applicant
Q1.2 - Does identity checking always include an in-person interview (ie as opposed to an online interview)?
All Identity checks are carried out face to face.
Q1.3 - Do you always check an applicant's identity against their National Insurance number?
National Insurance numbers are checked against the primary ID documents provided.
Q1.4 - Do you always obtain a copy of an applicant's original birth certificate?
A birth certificate can be provided/requested subject to what other forms of ID have been presented by a candidate.
Q1.5 - What identity document(s) do you maintain on the vetting file?
Vetting ID and Proof of Address as the vetting officer is required to check ID and Proof of Address when a vetting application is submitted.
Q2 - What is your process or procedure for vetting of transgender people? Please provide documentation setting out the process/procedure.
There is no specific process. MPS Vetting Unit follows the APP (Authorised Professional Practice).
Q2.1 - Do you have a separate and/or confidential vetting process or procedure available for transgender people?
There is no separate/ confidential process.
Q2.2 - Do you require a person's gender history to be disclosed as part of vetting?
As per APP:
4.2.2 For vetting purposes, all previous names must be disclosed by the vetting subject, including those that reveal they have been through transition. While there is nothing in the GRA that compels disclosure, there is no statutory protection for individuals who fail to disclose such information. Where vetting enquiries suggest that a previous identity may not have been disclosed, a subject interview should be conducted to ascertain the reasons for this.
Q2.3 - Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their vetting file?
No it is not recorded on the vetting file. Vetting Officers do not have access to it on the vetting file.
Q2.4 - Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their employment file?
All individuals have their sex (registered at birth) recorded. If an officer/staff member changes their gender, the electronic record is updated. The record of their previous service, including all documents submitted in their prior name, is printed out and is held in a secure cabinet in a secure wing where only NPPV1 vetting cleared staff are allowed.
Q2.5 - When you request a reference for a person who you know to be transgender, will you make the request using only the prospective colleague’s name and gender since transitioning, or will you also provide previous names and gender(s) that are known to you?
We would process in the name held on record at the time to the request, we would not refer to previous gender.
Q2.6 - Where a reference request is received (from another force or employer) for an existing colleague who has transitioned their gender, will you provide their full gender and name history to the prospective employer?
We would process in the name held on record at the time to the request, we would not refer to previous gender.
Q2.7 - Name and gender records are held on the Police Elimination Database (PED) with the content of these fields being that which was originally detailed by the person when they gave the DNA sample unless subsequently amended. Do you have a process for amending the details on the PED so that the name and gender records of an employee who transitions during your employment can be changed? Please provide documentation setting out the process.
The sex/gender is no longer recorded.