Company security officer's guide to completing and submitting personnel security screening forms

As a company security officer (CSO) or alternate company security officer (ACSO), you will find out how to complete and submit online personnel security screening forms to Public Services and Procurement Canada's Contract Security Program. Learn how to handle situations such as when an applicant doesn't sign their form electronically.

Completing personnel security screening forms

This guide provides detailed information to help you, and the applicant, complete personnel security screening forms.

Submitting personnel security screening forms (TBS/SCT 330-23E and TBS/SCT 330-60E)

In this section, you will learn how to submit the forms to Public Services and Procurement Canada's Contract Security Program, completed either by using the online industrial security services (OLISS) portal or by hand.

In this section

Before submitting forms

Before submitting the personnel security screening form(s) and as part of the personnel security screening process, the applicant is required to consent to having their personal information verified. The company security officer (CSO) or alternate company security officer (ACSO) and the applicant must also sign the relevant personnel security screening form(s) to confirm the accuracy of the information provided.

Submitting forms completed online (recommended)

Submitting applications electronically is a convenient and effective service that increases the accuracy of the applications and allows the program to initiate the process more quickly.

Follow these steps to electronically submit a form that was completed using the online industrial security services (OLISS) portal:

  1. The applicant and the CSO or ACSO select the Form Completeness Check and Submission menu option, which will:
    1. electronically verify that all the required sections of the form are complete
    2. prompt the user to select either the electronic signature option (recommended) or the original signature option, once all sections of the form pass the completeness check
    3. prompt the user to submit the form, once the signature option is selected
  2. The applicant submits the completed form(s) to the CSO or ACSO for review
  3. The CSO or ACSO submits the completed form(s) to Public Services and Procurement Canada's Contract Security Program for processing

Electronic signature option (recommended option)

By selecting this option, all the required signatures and initials will be electronically submitted with the online application. The CSO or ACSO doesn't have to submit a hard copy of the form(s).

To take advantage of this option, both the applicant and the CSO or ACSO must select the electronic signature option when submitting the form(s).

This option can be selected only if:

  • the CSO or ACSO assigns the form to the applicant to complete through the online industrial security services (OLISS) portal
  • the applicant has reached the age of majority

Original signature option

If this option is selected when submitting the form, the CSO or ACSO must also submit a hard copy of the form(s) to the Contract Security Program. The form(s) must be signed and initialed by both the applicant and CSO or ACSO.

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

Completing forms on behalf of the applicant

When the CSO or ACSO assigns the application to themselves to complete on behalf of the applicant, the CSO or ACSO can select either the original signature option or the electronic signature option.

If the original signature option is selected, the CSO or ACSO will have to submit a hard copy of the form(s) signed and initialed by both the applicant and the CSO or ACSO.

If the electronic signature option is selected, the CSO or ACSO can only electronically sign their portion of the form. They cannot electronically sign on behalf of the applicant, and will have to submit a hard copy of the form(s) signed and initialed by the applicant.

When the applicant has electronically signed only one of the 2 forms (TBS/SCT 330-23E or TBS/SCT 330-60E)

When the applicant submits only one of the forms with the electronic signature, the CSO or ACSO must either:

  • reassign the request to the applicant through the personnel security screening service (PSSS) in OLISS and ask the applicant to resubmit the form using the same signature option for both forms
  • ask the applicant to sign and initial the form by hand, and the CSO or ACSO must then submit a hard copy of both forms to Public Services and Procurement Canada's Contract Security Program

When either the applicant or the company security officer/alternate company security officer has not electronically signed the form(s)

The CSO or ACSO will have to submit a hard copy of the form(s) to the Contract Security Program. The form(s) must be signed and initialed by both the applicant and the CSO or ACSO.

Whenever a form is missing, Public Services and Procurement Canada's Contract Security Program will contact the CSO or ACSO and request that they submit a hard copy of the signed form.

Submitting forms completed by hand

Please note that manual requests may be subject to processing delays.

  1. The applicant and the CSO or ACSO sign the form(s)
  2. The CSO or ACSO submits the respective screening form(s) to the Contract Security Program by fax, mail, courier or email:
    • TBS 330-23E for a reliability status or
    • TBS 330-23E and 330-60E for Secret or Top Secret clearance

Providing personal information to Public Services and Procurement Canada

Public Services and Procurement Canada is committed to ensure the privacy and security of personal information. However, applicants remain responsible for the security and confidentiality of any personal information provided to Public Services and Procurement Canada, until it is received. Applicants may choose to transmit personal or sensitive information by regular mail, by email or by fax at their discretion, but should consider using registered mail or priority courier as these are more secure delivery methods.

Note

Please note that manual requests may be subject to processing delays.

Additional documents must be submitted for personnel security screening request requiring electronic fingerprints.

How to submit a personnel security screening request requiring electronic fingerprints.

Submitting a TBS/SCT 330-47 form to terminate an employee's security screening

When submitting a form completed online, the CSO or ACSO does not have to submit a hard copy of the form to Public Services and Procurement Canada's Contract Security Program.

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