How to complete the personnel screening, consent and authorization form (TBS/SCT 330-23E)

The personnel screening, consent and authorization form (TBS/SCT 330-23E) is used to apply for a reliability status or a security clearance (Secret, Top Secret or other). It is also used to request an update, upgrade, transfer, supplemental, reactivation and duplicate. Learn how to access, complete and submit the form correctly to minimize delays.

On this page

Accessing the form

The form is available in 2 formats: an online version and a manual version.
The online version is the recommended choice. Forms submitted online can be processed more quickly than forms completed manually.

Online version

Log in to Public Services and Procurement Canada's online industrial security services (OLISS) portal. Complete and submit this form using the OLISS's personnel security screening service (PSSS).
Company security officers (CSOs) can register for OLISS by emailing tpsgc.ssisedsisensibilisation-issolissoutreach.tpsgc@tpsgc-pwgsc.gc.ca.

Manual version

Complete the personnel screening, consent and authorization form (TBS/SCT 330-23E).

Who needs to complete the form

This form needs to be completed by 2 people:

Completing the form

In this section, CSOs and applicants will learn how to properly complete the form. Please read the instructions carefully.

Public Services and Procurement Canada's Contract Security Program has produced 2 videos to help both CSOs and applicants while they are completing the form.

Videos on completing the form

Getting started

This information applies to those completing the form manually.

Make sure that the applicant prints their last name, first and middle names, and date of birth at the top of each page of the printed form. This will allow Public Services and Procurement Canada's Contract Security Program to link each page to the appropriate request, in case the pages get separated.

Ensure that the writing is neat and easy to read. If not, the form will be rejected and returned to your organization by mail.

Personnel security screening requests requiring electronic fingerprints

For OLISS requests, the CSO must enter the 20-digit document control number (DCN) into OLISS.

Note: For updates (renewals) and upgrades, you must enter the DCN even though the DCN field is not mandatory in OLISS.

For manual requests, Public Services and Procurement Canada's Contract Security Program recommends that the CSO:

For both request methods, the DCN is required as proof that electronic fingerprints were taken and to allow the Public Services and Procurement Canada's Contract Security Program to match the Royal Canadian Mounted Police (RCMP) criminal record check results to the applicant's request.

Providing additional details

This information applies to those completing the form using online industrial security services

When completing this form using the personnel security screening service (PSSS) in OLISS, users must include additional details in the electronic form. Previously, users had to submit these details separately (by mail, fax or email).

Sections where the applicant can provide additional details

Applicants can provide additional details at the bottom of the following sections:

Applicants must clearly identify for which residential address or conviction they are providing details.

Situations when the applicant must provide additional details

The applicant may:

Note

Hard copy documents that Public Services and Procurement Canada's Contract Security Program requires as proof that a person was born outside Canada or born in Canada but holding dual citizenship must continue to be sent to Public Services and Procurement Canada's Contract Security Program under separate cover via mail, fax or email.

Sections of the form

Section A—Administrative information

This section must be completed by the CSO or ACSO.

Type of request

New:
If the applicant has never been granted a personnel security screening, check "New." You should also check "New" if the applicant's previous security screening was terminated, closed-out or expired more than 2 years ago.
Update:
If the applicant's current reliability status or security clearance is due for renewal, check "Update."
Upgrade:
If the applicant needs to upgrade their security clearance to a higher level, check "Upgrade."

Note: This type of request only applies to security clearances. If the applicant needs to upgrade from a reliability status to a Secret or Top Secret security clearance, you must check "New."

Transfer:
If the applicant needs to have their personnel security screening transferred to your organization, check "Transfer."
Duplicate:
If the applicant is employed by multiple companies and needs to have their personnel security screening duplicated under your organization, write down "Duplicate" at the upper right hand corner of the form.

For both transfer and duplicate requests, complete the form as follows:

  • Section A: complete in full
  • Section B: in the residence portion, only the applicant's current address is required
  • Section C: only the applicant's signature and signature date are required. If the applicant's screening was terminated more than 1 year ago, they must also check and initial line 2
  • Section D: complete in full
Supplemental:
If an applicant with a security clearance has a change of name or marital status (marriage, remarriage or new common-law partner), check "Supplemental."

For supplemental requests, complete the form as directed above for transfer and duplicate requests and complete the security clearance form (TBS/SCT 330-60E) as follows:

  • Complete sections A, B, D and P in full
  • Section E: include new in-law information only

Note: If an applicant with a reliability status has a change of name or marital status, you do not have to complete a personnel security screening form. Report the change to Public Services and Procurement Canada's Contract Security Program by email ssidsfpformulaires-.isspssdforms@tpsgc-pwgsc.gc.ca or fax 613‑948‑1711. To prevent errors and avoid delays, we recommend that you include proof of the change.

Reactivation:
If the applicant is a former employee returning to work for your organization, and it has been less than 2 years since their clearance was terminated, check "Reactivation" and complete the form as directed above for "transfer and duplicate requests".
The requested level of reliability/security check(s):
Select the level of security screening you want to request. This level cannot be higher than the level of your organization clearance, except in cases where you are duplicating an active clearance which an individual already holds at a higher level. If your organization holds a Designated Organization Screening, you can only request reliability status. If your organization holds a Facility Security Clearance, you can only request a security clearance up to the level of your Facility Security Clearance.

Check "Other" and write down the level in the space given for NATO Secret, COSMIC Top SecretFootnote 1 and Top Secret SIGINT requests.

Particulars of appointment/assignment/contract:
Check "Industry." The other check boxes do not apply to private sector organizations.
Justification for security screening requirement:
Give your reasons for the application. You can enter "Employment" or "Government Contract."
Position/competition/contract number:
If the applicant will be performing work on a particular Government of Canada contract, enter the contract number if available. Otherwise, leave blank.
Title:
Enter the applicant's job title or job description (for example translator, janitor, carpenter, etc.).
Group/level (rank if applicable):
Leave blank. This field does not apply to private sector organizations.
Employee ID number/PRI/rank and service number:
Leave blank. This field does not apply to private sector organizations.
If term or contract, indicate duration period:
Leave blank. This field does not apply to private sector organizations.
Name and address of department/organization/agency, name of official, telephone number and facsimile number:
Enter the legal name and address of your organization, your name (CSO or ACSO), telephone number and fax number.

Section B—Biographical information

This section is completed by the applicant.

Surname, Full given names and Family name at birth:

Ensure the applicant enters their last name and given names in the appropriate boxes.

Initials or nicknames are not permitted; the applicant must spell all their given names in full and underline or circle the name they usually use.

The applicant must also enter their last name at birth, even if it is the same as their surname name.

By providing 2 pieces of official identification in the hard copy documentation, you can help prevent errors during data entry and avoid unnecessary delays.

All other names used:

The applicant must give all other names used. This includes any nicknames (for example Bob for Robert, Kate for Katherine). Initials are not accepted here.

Date of birth:

Ensure the date of birth entered matches the date of birth on the applicant's piece of identification.

Country of birth:

If the applicant was born abroad to Canadian parent(s), they must give a copy of their certificate of registration of birth abroad.

Date of entry into Canada if born outside Canada:

If the applicant arrived in Canada less than 5 years ago, they must give a copy of 1 of the following immigration documents (both sides):

  • immigration visa (work, study or refugee)
  • record of landing
  • permanent resident card
  • canadian passport
  • certificate of canadian citizenship

Note: If the applicant gives an immigration visa, their reliability status or security clearance will only be valid for the duration of the visa. To extend the expiry date of their screening, you will need to submit a reactivation request (see the "Reactivation" instructions above). In your reactivation request you must give a copy of the applicant's renewed visa. If you give a copy of the applicant's permanent resident card, Canadian passport or certificate of Canadian citizenship, their clearance will be extended to its full validity (10 years for reliability status and Secret, 5 years for Top Secret).

Daytime telephone number:

Required.

Residence:

For new and update requests, the applicant must give home addresses for the last 5 years (reliability status) or 10 years (secret, top secret), whether living in Canada or abroad. Post office (PO) boxes are not accepted and there cannot be any time gaps between residences. If there is not enough space on the form to include all addresses, the applicant must give the remaining addresses on a separate sheet of paper. If a full address cannot be given, the applicant must give an explanation on a separate sheet of paper.

For duplicate, transfer and reactivation requests, the applicant must provide only their current address (street number and name, city, province, country, postal code) and home telephone number.

If the applicant left the country to travel for more than 6 months (for example back-packing around Europe), they must enter "travel" in the space given for "Street name" and enter a city, province, country and dates associated to that period. On a separate sheet of paper, the applicant must give an explanation and specify all the cities and countries they visited and the dates associated with each visit.

If the applicant was homeless, they must enter "homeless" in the space called "Street name," and enter the city, province, country and dates associated to that period.

Have you ever previously completed a Government of Canada security screening form?

If the applicant checks "Yes," ensure that they give the correct name of their employer or government department, level and year of screening. This is particularly important for screenings held by other government departments. If Public Services and Procurement Canada's Contract Security Program has to investigate which government department holds the applicant's personnel security screening, it will cause significant delays.

Note: Screening requests that have been previously rejected by Public Services and Procurement Canada's Contract Security Program do not count as a previous screening.

Have you ever been convicted of a criminal offence for which you have not been granted a pardon (record suspension)?

The applicant must answer this question truthfully. If they check "Yes," they must complete the entire section declare all convictions in and outside of Canada. If they have been convicted of multiple crimes, they must give details on each additional conviction on a separate sheet of paper. If the applicant does not remember the exact date of a conviction, they need to enter the closest date possible and give justification on a separate piece of paper.

If Public Services and Procurement Canada's Contract Security Program finds that the applicant has not been honest, it will most likely need to meet with the applicant for a subject interview. This will cause significant delays and could lead to the denial of their reliability status or security clearance. Even convictions that happened 25 years ago must be disclosed.

Reassure the applicant. The presence of criminal conviction(s) will not necessarily prevent them from being granted a personnel security screening.

Checklist for completing section B

Applicants, please ensure that you:

Section C—Consent and verification

This section is completed by the applicant and the CSO or ACSO.

The applicant must check the appropriate box(es) as described below:

For transfers, duplicates, reactivations and supplemental (all levels), the applicant does not need to check any of the boxes (1 through 4). However, if the applicant is requesting to transfer, duplicate or re-activate a screening that was terminated more than 1 year ago, the applicant must check the box 2.

Note: When the form is completed using the personnel security screening service (PSSS) in OLISS, the box(es) to be checked by the applicant are identified as mandatory fields.

Why an applicant's initials are required

In this section, there is a space for the applicant to sign their initials.

Box 1: The applicant must consent to having their personal information verified, either by the CSO, ACSO or someone else in the organization. The CSO or ACSO are responsible for validating that this information has been verified

Box 2: The applicant must consent to having their criminal history verified by Public Services and Procurement Canada's Contract Security Program

Box 3: The applicant must consent to having their credit history verified by Public Services and Procurement Canada's Contract Security Program. Credit checks may need to be done for any level or type of request. If Public Services and Procurement Canada's Contract Security Program determines that they need to conduct a credit check, they will contact the CSO or ACSO to request the applicant's initials in line 3, under "Applicant's initials". To avoid delays, the applicant should consent to a credit check when completing the initial screening form

Box 4: The applicant must consent to having their loyalty to Canada verified by the Canadian Security Intelligence Service (CSIS)

Box 5: Public Services and Procurement Canada's Contract Security Program does not use the line "Other." Please leave it blank

Information when signing the form by hand

Follow these instructions to complete this section correctly when you are either:

If you are using the electronic signature option, consult information when electronically signing the form.

Initials

The CSO or ACSO must ensure that the applicant write their initials, where applicable, on the hard copy of the form to be submitted to Public Services and Procurement Canada's Contract Security Program for processing.

At line 1, the CSO or ACSO must:

The Privacy Act statement

Signature:

The CSO or ACSO must ensure that the applicant signs by hand under the Privacy Act statement. Electronic signatures are not accepted. If the applicant is a minor, their parent or guardian must sign on their behalf. Beside their signature, they must indicate their relationship to the applicant (mother, father or guardian).

Date:

The date must be the date of the applicant's signature and it cannot exceed 12 months.

Refer back to section B—Biographical information, and ensure that the applicant has given all home addresses for 5 years  (reliability status) or 10 years (secret, top secret) before the date of this signature in this section. For example, if the date of the signature is July 5, 2015, then the applicant's residence history must cover the period of July 2010 to July 2015 for a reliability status.

Checklist when signing the form by hand

Applicants and CSOs or ACSOs, please ensure that you:

Information when electronically signing the form

For electronically-signed requests, the applicant's and the CSO's or ACSO's initials and the date will be automatically completed when the form is submitted. The name and telephone number of the CSO or ACSO will automatically be filled.

However, the CSO or ACSO must ensure that the applicant:

When the request is electronically signed, it implies that:

Section D—Review

Information when signing the form by hand

The CSO or ACSO must complete this section in full. Print clearly. Signatures are not accepted here.

If you are the CSO and you are applying for your own screening, ask your ACSO to complete this section.

If you are a sole proprietor or an individual business entity, you can complete this section, but you must include 2 pieces of official identification in your hard copy documentation. Photocopies or electronic scans are accepted. Both sides of the identification must be submitted.

Information when electronically signing the form

When electronically signing the form, Section D will automatically be completed. The CSO's or ACSO's name and contact information will appear in this section.

If you are the CSO and you are applying for your own personnel security screening online, your ACSO has to create the request in OLISS and assign it to you to complete. It will be your ACSO's information that will appear in this section instead of yours.

If you are the sole proprietor or an individual business entity, you must send 2 pieces of official identification to Public Services and Procurement Canada's Contract Security Program. Photocopies are accepted. Both sides of the identification must be photocopied.

Section E—Approval

Leave this section blank. It will be completed by Public Services and Procurement Canada's Contract Security Program.

If printing an electronically-signed copy of this form from OLISS, make note that:

Submitting the form

Refer to the instructions on submitting personnel security screening forms (TBS/SCT 330-23E and TBS/SCT 330-60E).

Videos on completing the form

Public Services and Procurement Canada's Contract Security Program has produced 2 videos to help CSOs and applicants. We recommend watching the video before you submit the form. You can also follow along with the video while you are completing the form.

Video for company security officers

Transcript of company security officers video

Start of video.

(A photo of the Parliament Buildings in Ottawa and the words "Public Services and Procurement Canada" appear.)

(A new screen showing a person spray-painting graffiti on a brick wall with the words "Contract Security Program (CSP) Treasury Board of Canada Secretariat (TBS) 330-23" appears.)

(A new screen titled "Company Security Officers and Alternate Company Security Officers" appears. The words "Save time: send a correct form," "Avoid delays: send a signed form" and "Save money: send a complete form" appear. The words "Section A," "Section C," "Section D" and "Section E" appear.)

(The narrator speaks.)

This video is for company security officers and alternate company security officers who need help completing sections A, C, D and E of the Personnel Screening, Consent and Authorization Form.

(A new screen titled "Treasury Board of Canada Secretariat" appears.)

In accordance with the Treasury Board Secretariat of Canada Standard on Security Screening, the Treasury Board of Canada Secretariat (TBS) 330-23 form must be completed for all Government of Canada security screening requests, including reliability status screenings. By completing this form, you provide your consent and authorize government institutions to collect critical information needed to do background checks.

Please note that Treasury Board of Canada Secretariat is revising this form and when the new form is available for use, we will update this video.

(A new screen titled "Online Industrial Security Services:  (OLISS)" appears.)

The easiest way to fill out the Personnel Screening, Consent and Authorization Form is by using the online Industrial Security Services, commonly referred to as (OLISS).

(A new screen depicting the signature section in the online industrial security services (OLISS) appears. The image shows that the online industrial security services (OLISS) users need to choose between e-signature and original signature before submitting the form electronically to Personnel Security Screening.)

In the online industrial security services (OLISS), you can e-sign your form which means the original signature paper copies of the form(s) are not required. Using this option, both you and the individual applicant must agree to e-sign for the e-signature to be considered a valid signature.

(A new screen depicting the additional information field in the online industrial security services (OLISS) appears. The image shows that the online industrial security services (OLISS) users may enter up to 500 characters of additional information.)

Also in the online industrial security services (OLISS), if information is unavailable or unknown to you, you may add an explanation as to why the information is unavailable or unknown using the additional information field now available.

(A new screen titled "Choose only one of the following request types" appears. An image of Section A of the form appears, which includes check boxes for new, update, upgrade, transfer, supplemental and re-activation requests.)

You must choose only one of the following request types: 

(A new screen titled "New Request" appears.)

A new request is needed for applicants who have never undergone a personnel screening before. It is used for applicants who already hold a reliability status and need a Secret or Top Secret security clearance. It is also used if the applicant's previous security screening was terminated, closed-out or expired for more than 2 years.

(A new screen titled "Update" appears.)

The update box is checked when an applicant's reliability status or security clearance is up for renewal. If the update is for a Secret or Top Secret clearance, the Treasury Board of Canada Secretariat (TBS) 330-60 form must also be completed.

(A new screen titled "Upgrade" appears.)

The upgrade box should only be checked when an applicant needs to upgrade their security clearance to a higher level. It does not apply to reliability status screening requests. In the case of an upgrade, the Treasury Board of Canada Secretariat (TBS) 330-60 form must also be completed.

(A new screen titled "Transfer" appears.)

The transfer box is checked when your organization needs to hire an employee who already holds a screening with another government department or private sector company. It allows you to transfer the screening over to your organization.

(A definition of "duplication" appears as follows: Duplication of a valid reliability status or security clearance maintained by another organization. Used in situations of dual employment.)

In the online industrial security services (OLISS) portal, you can also request a copy of the applicant's existing screening by selecting "Duplicate" as the request type. A clearance may be duplicated if a contractor needs to work for more than one company whose contract has a security requirement.

(A new screen titled "Supplemental" appears.)

The Supplemental box is checked when an applicant needs to report a name change or marital status change. It only applies to applicants who already hold a security clearance at the Confidential, Secret or Top Secret level. For name changes, only the Treasury Board of Canada Secretariat (TBS) 330-23 needs to be completed but if there is a change in your marital status you will need to complete both the Treasury Board of Canada Secretariat (TBS) 330-23 and Treasury Board of Canada Secretariat (TBS) 330-60. 

(A new screen titled "Re-activation" appears.)

The re-activation box is checked for applicants who return to work for your organization within 2 years of the date that their screening was terminated. In this case, only the Treasury Board of Canada Secretariat (TBS) 330-23 needs to be completed.

(A new screen titled "For reactivation, transfer or duplicate screening requests, the 330-23 must be completed in full except for the following:" appears.)

For reactivation, transfer or duplicate screening requests, the 330-23 must be completed in full except for the following: In Section B, only the applicant's current residence is required in the "Residence" portion.

(A new screen titled "Section C" appears.)

For Section C, the applicant must only sign and date under the Privacy Act Statement. No initials are required. If you and the applicant e-sign the form, the online industrial security services (OLISS) portal will automatically sign and date under the Privacy Act Statement.

(A new screen entitled "Check Level of Security Required" appears. An image of Section A appears, with "The requested level of reliability/security check(s)" section is highlighted.)

Next, you need to check the level of security required. For demonstrative purposes we chose "Reliability Status."

(In the image of Section A, the "Particulars of appointment/assignment/contract" section is now highlighted.)

Under "Particulars of appointment/assignment/contract," company security officer's (CSO) need to check "Industry."

(In the image of Section A, the "Justification for security screening requirement" section is now highlighted. This section includes the "Position/Competition/Contract number," "Title," "Group/Level," "Employee ID number/PRI/Rank and Service number" and duration period fields.)

Justification for security screening requirement: Give your reasons for the application. Company security officer's (CSO) can enter "Employment" or "Government Contract."

(In the image of Section A, the section with "Name and address of department/organization agency," "Name of official," "Telephone number" [with area code] and "Facsimile number" [with area code] fields is now highlighted.)

Lastly, you must input your department, agency or organization name and address. Under name of official, you must put your name, followed by your telephone number and fax number.

(A new screen titled "Here is an example of Section A properly completed" appears.)

Here is an example of Section A properly completed.

(A full image of Section A of the form appears. The "New" box is checked, indicating the form is for a new request. The "Reliability Status" box is checked, indicating the requested level of reliability/security check. The "Industry" box is checked, indicating the particulars of appointment/assignment/contract. In the "Justification for security screening requirement" section, the words "Condition of Contract" appear. The "Position/Competition/Contract number," "Title," "Group/Level," "Employee ID number/ personal record identifier (PRI)/Rank and Service number" and duration period fields are filled in. For information that is not known or not required, "not applicable (N/A)" appears. Finally, the "Name and address of department/organization agency," "Name of official," "Telephone number" [with area code] and "Facsimile number" [with area code] fields are filled in.)

(A new screen titled "Section C" appears)

In Section C, once the applicant has checked the appropriate boxes and initialed their consent, you must print your name on the first line only, followed by your initials and telephone number. If you and the applicant e-sign the form, the online industrial security services (OLISS) will automatically input the initials, name and telephone number.

If you are completing this form and you are both an applicant and a company security officer of your organization, your alternate company security officer should complete this part for you. If you do not have an alternate company security officer, you can complete line 1 as long as you include a copy of 2 pieces of government issued identification in your hard copy documentation. For more details on acceptable government issued identification, please visit our website.

(An image of Section C of the form appears. On line 1, the "Date of birth, address, education, professional qualifications, employment history, personal character references" box has been checked. In the "Applicant's initials" box, the applicant has provided their initials. In the "Name of official" box, the owner or company security officer (CSO)/alternate company security officer (ACSO) has printed their full name. In the "Official's initials" box, the owner or company security officer (CSO)/alternate company security officer (ACSO) has provided their initials. In the "Official's Telephone number" box, the owner or company security officer (CSO)/alternate company security officer (ACSO) has provided their telephone number with area code.)

(A new screen titled "Section D" appears.)

You must also complete Section D. This section states that you have verified the information on this form. You must enter your name, title, address, phone number and fax number.

(An image of both Section D and Section E of the form appears. In Section D, under "Name and title," the owner or company security officer (CSO)/alternate company security officer (ACSO) has provided their full name and title. They have also provided their business address, telephone number with area code and facsimile number with area code.)

(The title of the page changes from "Section D" to "Section E.")

Section E must be left blank because it is for Public Services and Procurement Canada use.

(In the image of Section E, the words "Do not complete!" appear.)

If you are applying for a new Top Secret clearance, this is where you would place one of your employee's 3 passport photos.

(In the image of Section D and E, there is a space on the right side where a photograph of the government issued identification is placed.)

(A new screen appears.)

We would like to remind you that the criminal record check process, which requires electronic fingerprinting is required for all new personnel security screening (reliability status, Secret or Top Secret) requests. They are also required when applying for an upgrade, update and signal intelligence [SIGINT] request. More information on the criminal record check process can be found on our website or by watching our video on changes to the criminal record check.

(The web address for Mandatory electronic fingerprints  is displayed.)

(A new screen depicting the signature section in the online industrial security services (OLISS) appears. The image shows that the online industrial security services (OLISS) users need to choose between e-signature and original signature before submitting the form electronically to Personnel Security Screening.)

Remember: if filling out your form by hand or when choosing the original signature option in the online industrial security services (OLISS), you still need to send your signed and initialed hard copy form by fax, mail or email. All contact information can be found on our website. For manual duplicate submissions, you have to write "Duplicate" by hand on the hard copy form beside the transfer box in section A.

(A new screen titled "Website" appears.)

To help you review the form or for further application guides and checklists, visit our website.

(The web address for the Security requirements for contracting with the Government of Canada is displayed.)

(A screen titled "Copyright" appears, with the copyright symbol displayed. The subtitle, "Minister of Public Services and Procurement, 1999" is also displayed.)

(The following copyright text is displayed: "All rights reserved. Permission is granted to electronically copy and to print in hard copy for internal use only. No part of this information may be reproduced, modified, or redistributed in any form or by any means, for any purposes other than those noted above (including sales), without the prior written permission of the Minister of Public Services and Procurement, Ottawa, Ontario, Canada K1A 0S5.")

(A screen displaying the Canada word mark appears.)

End of video.

Video for applicants

Transcript of applicants video

Start of video.

(A photo of the Parliament Buildings in Ottawa and the words "Public Services and Procurement Canada" appear.)

(A new screen showing a person painting on a white wall with the words "Contract Security Program" appears.)

(A new screen titled "For Applicants, Company Security Officers, Alternate Company Security Officers" appears.)

(The narrator speaks.)

This video is for applicants, company security officers and alternate company security officers who need help completing the Personnel Screening, Consent and Authorization Form, also known as the [Treasury Board of Canada Secretariat] TBS 330-23.

(A new screen titled "Treasury Board of Canada Secretariat TBS 330-23" appears.)

It was also created to help you avoid mistakes that can lead to delays in the processing of your security screening. It will help you complete your forms correctly, avoid common errors that result in unnecessary delays, and get your screening requests processed faster.

(A new screen titled "Treasury Board of Canada Secretariat" appears.)

In accordance with the Treasury Board of Canada Secretariat Standard on Security Screening, the TBS 330-23 form must be completed for all Government of Canada security screening requests, including reliability status screenings. By completing this form, you provide your consent and authorize government institutions to collect critical information needed to do background checks.

Treasury Board of Canada Secretariat is revising this form and, when the new form is available for use, we will update this video.

(A new screen reminding viewers about the criminal record check appears.)

Please note that the criminal record check process, which requires electronic fingerprints, is required for all new personnel security screening (reliability status, Secret or Top Secret) requests. They are also required when applying for an upgrade, update and signals intelligence request. More information on the criminal record check process can be found on our website.

(The web address for Mandatory electronic fingerprintsis displayed.)

(A new screen appears.)

Now, watch carefully as we walk you through the form to ensure that it has the correct and complete information and includes all required supporting documentation.

(A new screen titled "Website" appears.)

The Personnel Screening, Consent and Authorization Form and other useful tools are located on our website. Be sure to look at these tools as they can further help you complete your screening forms.

(The web address for Security requirements for contracting with the Government of Canada is displayed.)

(A new screen titled "Online Industrial Security Services: OLISS" appears.)

The easiest way to fill out your form is by using the Online Industrial Security Services portal, commonly referred to as OLISS. This online tool can also be accessed through our website and makes your screening requests easier to process while reducing the chance of errors. In order to use this service, your organization must be registered in our program and have an online industrial security services portal (OLISS) account. If you are a company security officer and don't have an account, please contact the Contract Security Program and our Client Service Centre will help you set one up.

(The web address for the Online industrial security services is displayed.)

(A new screen depicting the signature section in online industrial security services portal (OLISS) appears. The image shows that online industrial security services portal (OLISS) users need to choose between e-signature and original signature before submitting the form electronically to Personnel Security Screening.)

In the online industrial security services portal (OLISS), you can e-sign your form which means paper copies of the form(s) do not need to be submitted. Please note that both you, the applicant, and your responsible security official must agree to e-sign for the e-signature to be considered a valid signature.

(A new screen depicting the additional information field in the online industrial security services portal (OLISS) appears. The image shows that online industrial security services portal (OLISS) users may enter up to 500 characters of additional information.)

Also in the online industrial security services portal (OLISS), if information is unavailable or unknown to you, you can add an explanation as to why the information is unavailable or unknown using the additional information field.

(A new screen titled "Online Industrial Security Services [OLISS]" appears and depicting the Form Treasury Board of Canada Secretariat TBS 330-23 navigation menu in online industrial security services portal (OLISS) appears. In the image, the menu item "Form Completeness Check and Submission" is circled.)

In the online industrial security services portal (OLISS), the Personnel Screening, Consent and Authorization form includes a form completeness check and submission menu option at the right side of the page. If you click this button after completing the form, it will tell you if all sections are correctly filled out or it will highlight in red incomplete or incorrect sections.

(A new screen titled "Form Completeness Check Submission" appears. An image of the online industrial security services portal (OLISS) shows by whom and when the form was e-signed, and that the form is now ready to be submitted to Personnel Security Screening.)

If no errors were found, you need to e-sign the form. Once you click submit, a system-generated email will be sent to the security official to verify the form, e-sign it and submit it to Public Services and Procurement Canada.

(A new screen appears.)

Remember: Whether you use the online industrial security services portal (OLISS) or not, all supporting documents such as a copy of your Canadian citizenship certificate, Canadian passport, permanent resident status, work visa, record of landing and/or passport photos must be sent to Public Services and Procurement Canada by regular mail or courier.

(A new screen appears. An image of Section B and Section C of the form appears.)

As an applicant, you are responsible for filling out Sections B and C only.

(A new screen appears.)

As a company security officer, you are responsible for filling out Sections A, C and D.

If you are a company security officer looking for guidance on these sections, please refer to the portion on Section A in our video titled Completing the personnel screening, consent and authorization form (TBS/SCT 330-23E) for company security officers.

(A new screen titled "Section B: Biographical Information" appears. An image of Section B appears. The user, William John Doe, filled in most of the fields, but left blank the following fields: "Surname [last name]," "Country of birth," "Street name" and "Country.")

This section is often filled out incorrectly. Please do not leave blank fields or boxes unchecked.

(A new screen with the previous title appears.)

After entering your surname, it is important that you use your full name, including first name and all middle names when filing out the "Full given name" field. We do not accept initials or nicknames as the full given name. Don't forget to circle or underline your "usual name used." Also, make sure to provide your "Family name at birth" even if it is the same as your current surname. If you use a nickname, for example Bob for Robert or Cindy for Cynthia, add these under "all other names used."

(A new screen titled "Residence Section" appears. The image displays the Residence section of Section B.)

For the "Residence" section, you must provide a comprehensive list of complete addresses you have held for the last 5 years, including the apartment number or civic number, if applicable, and the telephone number. It is very important that no field is left blank.

If you do not have an apartment number or civic number input "n/a" [not applicable]. If your request is for a reactivation, transfer or duplicate of your existing security screening, you must provide your current address and any address changes that you may have had since your last submission.

There must not be any time gaps or overlapping addresses. If you were homeless, "homeless" should be inserted in the space provided for "Street name" and the dates associated should be entered.

(A new screen appears. A map of the world is displayed, with houses displayed on different continents.)

If you were born abroad and entered Canada within the last 5 years, you still need to provide your residence history for the last 5 years and you will also need to provide the date you entered into Canada along with your signed immigration papers such as a copy of your Canadian citizenship certificate, Canadian passport, permanent resident status, work visa or record of landing.

(A new screen appears. The image displays the Section B field titled "Have you ever been convicted of a criminal offence for which you have not been granted a pardon?")

In the field "Have you ever previously completed a Government of Canada security screening form?" check the "Yes" box if you have already applied for a reliability status or security clearance with any government department or agency. Please provide the name of the employer who requested the security screening request, as well as the level and year of the request. This is particularly important for security transfers, duplicates and reactivations. If you are looking to have your reliability status or security clearance transferred from another government department, please specify which one. If this is your first security screening application, check the "No" box and leave this section blank.

(A new screen titled "Section B: Biographical Information" appears. The image displays the "Criminal convictions in and outside of Canada" section. The "Yes" box in the "Have you ever been convicted of a criminal offence for which you have not been granted a pardon?" field has been checked. Because "yes" has been checked, the "Charge(s)," "Name of police force," "City," "Province/State," "Country," and "Date of conviction" fields have all been completed.)

Lastly for Section B, if you have been convicted of one or more criminal offences for which you have not been granted a pardon (now referred to as a record suspension), you must complete all fields.

(A new screen appears.)

If you have criminal convictions outside of Canada or offences under the National Defence Act, you must list those as well.

(A new screen titled "Multiple Convictions" appears.)

If you have more than one criminal conviction, you can enter them one by one in the online industrial security services portal (OLISS), starting with your most recent one. And if you do not remember the exact date of your conviction, you must provide the most accurate date as possible and include an explanation in the additional information field indicating that you do not remember the exact date.  

(A new screen titled "Here is an example of Section B properly completed" appears.)

Here is an example of a Section B properly completed.

(A full image of Section B of the form appears. An applicant with the name William "Bill" John Doe has filled in the "Surname (Last name)" field with Doe, and the "Full names given" field with William John. Because he goes by the name William, the applicant has underlined "William." The applicant has filled in the "Family name at birth" field with Doe. The applicant filled in the "All other names used" with Bill, as he also goes by that name. The applicant has checked the "Sex" box and has filled in the "Date of birth," "Country of birth," "Date of entry into Canada if born outside Canada," "Daytime telephone number" [with area code] and "Email address" fields. The applicant has filled in the information of his current Metcalfe Street residence in the first section of the "Residence" section. The applicant has filled in the "Apartment number," "Street number," "Street name," "From" date field, "City," "Province or state," "Postal code," "Country," and "Telephone number" [with area code]. The applicant has also filled in all the fields in the second section of the "Residence section," except that he has also included the last day he resided at that location in the "To" field. The applicant has checked "Yes" in the "Have you previously completed a Government of Canada security screening form?" box and filled in the "If yes, give name of employer, level and year of screening" field. The applicant has checked "Yes" in the "Have you Have you ever been convicted of a criminal offence for which you have not been granted a pardon?" box, and has therefore filled in the "Charge(s)," "Name of police force," "City," "Province/State," "Country," and "Date of conviction" fields.)

(A new screen titled "Section C: Consent and Verification" appears.)

This brings us to Section C. This section is completed by you and your company security officer.

(A new screen appears. An image of Section C is displayed.)

By checking off the proper boxes and initialing them, you (the applicant) are authorizing checks to your identity, employment history, education, professional qualifications, criminal, credit history and/or loyalty to Canada.

(A new screen titled "Section C: Consent and Verification" appears. The image shows boxes C1, C2 and C3 checked. The applicant has provided their initials in each of the "applicant's initials" fields for C1, C2 and C3. The fields for C4 and C5 are left blank.)

If the request is for a new or update screening at the reliability status level, you must check and initial C1, C2 and C3.

(A new screen with the previous title appears. The image shows boxes C1, C2, C3 and C4 checked. The applicant has provided their initials in each of the "applicant's initials" fields for C1, C2, C3 and C4. Only the fields for C5 is left blank.)

When applying for a new or update clearance at the Secret or Top Secret level, you must check and initial C1, C2, C3 and C4.

(A new screen titled "Section C" appears.)

Finally, for section C, you must read, sign and date the Privacy Act Statement. If you and your company security officer e-sign the form, the online industrial security services portal (OLISS) will automatically sign and date under the Privacy Act Statement. If you are under 18 years of age, a parent or guardian must sign the Privacy Act Statement on your behalf, which means you cannot use the e-signature option.

(A new screen titled "Here is an example of Section C properly completed" appears.)

Here is an example of a Section C properly completed.

(A full image of Section C appears. It shows an applicant requesting a screening at the reliability status level because only the fields for C1, C2 and C3 have been completed. The applicant has checked boxes C1, C2 and C3. The applicant has filled in their initials in the "Applicant's initials" fields of C1, C2 and C3. The owner, company security officer or alternate company security officer has filled in the "Name of official," "Official's initials" and "Official's telephone number" [with area code] fields. The applicant has signed and dated the Privacy Act Statement, indicating that they consent to the information provided in that statement.)

(A new screen titled "Section C: Consent and Verification" appears.)

If you are using the online industrial security services portal (OLISS) and decide to click the original signature option, your company security officer will need to print out the form and have you fill this section by hand.

(A new screen titled "Treasury Board of Canada Secretariat TBS 330-23" appears.)

You have now successfully filled out the Personnel Screening, Consent and Authorization Form.

(A new screen titled "Client Service Centre" appears)

If you have any questions related to this form you can contact us or visit our website.

(The web address to contact the Contract Security Program is displayed.)

You can email us at ssi-iss@tpsgc-pwgsc.gc.ca.

If you are calling from the National Capital Region, the number is 613-948-4176.

Our toll free number is 1-866-368-4646.

(A screen titled "Copyright" appears, with the copyright symbol displayed. The subtitle, "Minister of Public Services and Procurement, Canada 1999" is also displayed.)

(The following copyright text is displayed: "All rights reserved. Permission is granted to electronically copy and to print in hard copy for internal use only. No part of this information may be reproduced, modified, or redistributed in any form or by any means, for any purposes other than those noted above (including sales), without the prior written permission of the Minister of Public Services and Procurement, Ottawa, Ontario, Canada K1A 0S5.")

(A screen displaying the Canada word mark appears.)

End of video.

More information

For more help completing the personnel screening, consent and authorization form:

  1. refer to the instructions found on each form or within OLISS
  2. consult Chapter 2: Security screening, Part I: Reliability status of the Industrial Security Manual
  3. contact the Contract Security Program
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