e-Form Portal – Sponsor User Guide
Contents
1. Sponsor User Guide v2 0 Update Sept 2011 Published Oct 2011 Please do not refresh this page Security Clearance Sponsor Questionnaire Welcome Helpful Pointers lf a field has a red asterisk then it is mandatory to complete it either by typing the information or making a selection as the case may be Ifa field does not have a red asterisk then it is not mandatory and should only be completed in certain cases e g Date of Death of a family member Once all mandatory fields in a section are complete a green tick will appear to show that no more information is required The hyphen symbol means that the section is not yet complete You will not be able to submit the form until all sections are complete If you hover your mouse pointer over a field for a second or so a tool tip will appear containing relevant instructions you can try this on the sample field below On the top right of the screen is the What s Missing button Click this at any time to be presented with a list of fields in the current section that still need to be completed or any formatting errors that may be preventing the section from registering as complete Sample Field Please note that you should only select the Submit button when all of the sections of the e Form are shown as Complete and you are happy with the information provided If you wish to come out of the e Form at any point before final completion and submission you should2. You can enquire as to whether a Subject already holds a valid security clearance with the Defence Business Services National Security Vetting by inputting three mandatory pieces of information which are 1 Surname 2 Forename 3 Date of birth If the Subject is serving in the military or is an MOD civil servant a service or staff number can be added to the query to narrow the search A response to this enquiry can either take a few seconds or a couple of hours depending on the number of requests being sent to Cerberus and other factors such as the time of day There are three possible responses to a VSI enquiry 1 lf there is no match to this basic information the response will come back as not found i e DBS NSV do not hold a record for this individual 2 If there are multiple matches this is because there are other individuals with the same mandatory pieces of information that hold a clearance In these cases you will have to contact DBS NSV for further information The response in this case will be contact DBS NSV You will need to provide further personal information to ascertain which record is for the individual you are enquiring about before any clearance details are provided 3 If there is one match with the mandatory information then you can check on the Details tab which will display the information DBS NSV has supplied for that Subject i e level of clearance when this was issued and when it is due to
3. Figure 17 3 Forgetting your Username You will also be locked out of your account after multiple attempts if you input the incorrect Username If you select the forgotten your username link as shown in Figure 15 this will take you to a recover username screen Figure 18 where you will be asked to enter 3 pieces of information to identify you and your account Your Username will be sent to the email address which you used to activate your account Figure 19 Again if you have locked your account you will not be able to use the Username reminder until your account is unlocked by the DBS NSV Helpdesk e Form Portal Sponsor User Guide v2 0 10 Update Sept 2011 Published Oct 2011 Recover username Please enter your email address Forenames Surname ons An email with your username has been sent to your Email C0 email address Go to login Figure 18 Figure 19 4 Subject s association with Defence Business Services National Security Vetting Under the General Information section there is a question which asks whether the Subject s post for which the clearance is required is within or closely associated with DBS NSV This should only be answered as yes where the Subject or a close relative of them if known is connected personally or professionally to DBS NSV This checkbox is intended to identify anyone who is has been or will be employed by DBS NSV or is an authorised administrator wit
4. secondary screen will appear which will ask you for confirmation that you wish to withdraw an application This is because an application cannot be reinstated once it has been withdrawn and a new account will have to be created d Unlock Subject s Account this option will only present itself if the Subject has locked their account Clicking on this link will unlock the Subject s e Form account 2 Waiting for Subject Actions this status will appear when the Subject has activated their account and is in the process of completing their application The Withdraw Application activity is also available at this time The Unlock Subject s Account option will also be available if the Subject locks their account whilst completing the application form 3 In Progress this status will appear when both sections of the e Form application Subject and Sponsor have been completed and submitted to DBS NSV and the application is being processed You will not be able to withdraw the application through the e Forms facility when the application has reached this state If you need to withdraw the application you will need to contact the DBS NSV Helpdesk You will also not be able to amend the Sponsor section of the application form Fisi John Sune Wosl E ull gt example dmail com Henle dele AeA AU ls se Adivulzd dole Apel culiun s urled dole las Inq dete Bears rr led fe sunjact cowslated dete AWAITIN
5. G subject FE t Al activation vetting serie SE Vetting Service ase D man Fer Subject related tomme nable sam at 50 Her shart a mm um i i m Om Sp we Figure 13 As per the hard copy NSV001 and NSV002 forms for the application of CTC SC and DV level security clearance respectively Sponsors need to complete their section of the application form Unlike with the hard copy forms Sponsors will only be able to access their section of the application form see Complete sponsor s part of SC hyperlink in Figure 13 above and view the progress that the Subject has made on their part of the application form The status of the Subject s progress towards completion of the application form can be seen in the line above the Sponsor s link There are three stages of progress e Form Portal Sponsor User Guide v2 0 8 Update Sept 2011 Published Oct 2011 1 Subject s Part of the SC DV Not Started this means that the Subject has not activated their e Form account and created a Username and Password 2 Subject s Part of the SC DV in Progress this is when the Subject has activated their account and is in the process of completing their section of the application form There is a maximum of 63 days in total for both the Subject and Sponsor parts of the application form to be completed If the application exceeds this timeframe it will be cancelled and a new application will need to be generat
6. ed After 42 days you will receive a hastener email explaining that there are 21 days remaining for you and the Subject to complete the e Form or it will be cancelled 3 Subject s Part of the SC DV Complete this means that the Subject has completed their section of the application form and they have submitted this to DBS NSV To complete the Sponsor s section of the application form you will need to click on the hyperlink complete sponsors part of SC DV This will load the Sponsor s section of the e Form which may take a couple of minutes depending on the version of Adobe that you are using and or the speed of the network If the e Form fails to load after a few minutes then please refer to the Cerberus amp e Forms Trouble Shooting Guide If you continue to experience problems then please contact the DBS NSV Helpdesk Once the e Form is open you will see a list of sections down the left hand side menu for you to complete Figure 14 The opening screen provides some instructions to help you complete the e Form and what to look out for Additional guidance is available to help you complete the specific fields This can be accessed by hovering your mouse over the right hand side of the field A comments box will appear providing guidance on how to complete a specific field It may take a while depending on your network connection speed Welcome aan Deals Censor Check For Errors Figure 14 e Form Portal
7. expire e Form Portal Sponsor User Guide v2 0 12 Update Sept 2011 Published Oct 2011
8. finitions that will be used for the applications you have in progress on the e Form 1 Awaiting Subject Activation as soon as you have created a new application for a Subject this is the first status at which the application will appear By clicking on the Details hyperlink against this application you will be able to access the Sponsor section of the e Form for this application and also be able to carry out the following actions while the account is in this state a Resend Activation email if the Subject fails to receive the email to activate their e Form account within 24 hours of you creating their account you can resend the activation email by clicking on this link b Modify Subject s Details if the personal mandatory information that you used to create the Subject s account is incorrect and needs amending i e the cause of the Subject not being able to activate their account then you can select this option to modify these details Following any amendments you will need to resend the activation email and inform the Subject that this has been done so that they activate the amended account N B Actions a and b are ONLY available until the Subject has successfully activated their account e Form Portal Sponsor User Guide v2 0 7 Update Sept 2011 Published Oct 2011 C Withdraw Application if a clearance is no longer required you have the opportunity to withdraw their application by clicking on this option A
9. g and Mandatory Akis marked win consist of a mix of upper and lowercase characters at Pisoni musl be ol lea cine charorkers kay ad least one number and at ast one special characte eo of ar ef pper and seere characters At t east one rumber and at least one spadal crarerter TE I Wester a Figure 5 Figure 6 e Form Portal Sponsor User Guide v2 0 4 Update Sept 2011 Published Oct 2011 The Activation Completed screen Figure 7 will appear once an acceptable Username and Password has been created The Subject will now have 30 days in which to activate their account Activation completed WOU Nive Guecessfuly activated your user account Piare wk g link Ikio fine YON hor pint You may with fo become ik link co you can atly acess th portal in future Figure 7 Clicking on the Home link Figure 7 will take you to the Soonsor Home Page Figure 8 ay race W 3 zy gor ref Ha ate ayia g Figure 8 The Sponsor Home Page will list all the NSV applications that you have initiated as a Sponsor If you have initiated numerous cases then you can search for them using either your Sponsor Reference page 7 Figure 10 or by the case ID which Cerberus will generate when a new application is created Figure 8 If you have a Super Sponsor account you will be able to click on All My Organisations on the Home Page and it will show all the applications that have been initiated by your organisation de
10. h system access A yes in this checkbox when not relevant will delay an application 5 Section completion Look out for Next at the top right of a page This indicates that there is more information to complete on another page within that section A section will not show as complete until all the pages contained within it have been completed When all the mandatory fields on each of the pages within a section have been completed the status at the top right hand corner of the form will change from Section not complete to complete and will show as a green tick this will also be the case next to the section heading on the left hand side menu 6 Checking for Errors If you are having problems completing a section or a page and it is not showing as complete with a green tick you can click on the Check for errors button towards the bottom left of the screen under the section menu Figure 14 This will detail what mandatory parts of the form are still to be completed for the section to show as complete and it will direct you to the respective questions within the form 7 Save and Return You can save the Sponsor section of the application form at any time and come back to it as long as the section of the form that you are working on has been completed in full Additionally tf you want to come out of the form before you have even started to complete it you will need to click on the save button In each case cl
11. icking on the save button will direct you to a confirmation screen This will confirm that the form has been saved in its current state and from this screen you can return to your Home Sponsor view screen which will show you the list of clearances that you have ongoing 8 Logging in and out of e Form Portals If you log out from the e Form the second time you login you will need to use the second link in the original DBS NSV Registration email to get to the e Form login screen i e htips Awww nsv mod uk This will bring up the Username and Password screen for you to login to your account taking you straight to your Home Page 9 Sponsor section form submission Once all parts of the Sponsor section of the application form have been completed and you are ready to submit it please make sure that you are happy with all the information you have provided as once the form is submitted it cannot be amended online and you will need to contact the DBS NSV Helpdesk Once both you and the Subject have submitted both sections of the e Form application the portal will accept the application in totality and this will be received by the Cerberus Case Management system which manages the onward processing of the application e Form Portal Sponsor User Guide v2 0 11 Update Sept 2011 Published Oct 2011 For those Sponsors that have requested the VSI facility this can be viewed by clicking on the VSI tab located at the top of the Home Page
12. ll only accept the exact information and will not recognise the links between England UK or United Kingdom If you are unsure of the exact details you provided please refer to the spreadsheet that you sent to DBS NSV if you pre registered before Go Live or the form which you completed post Go Live If you input these details incorrectly more than 5 times the account will lock and you will need to contact the DBS NSV Helpdesk to unlock your account If you are emailing DBS NSV to unlock your account please write Sponsor Account Unlock in the subject line of the email as this will help us to deal with your enquiry promptly We have a dedicated team dealing with our email and fax communications You will need to provide your Sponsor ID and personal details to unlock your account Once your details have successfully been confirmed following the guidance provided you will be prompted to create your own Username and Password for your Sponsor account Figure 5 Your Username can be anything easy for you to remember However you must follow the guidance provided to create your Password If this does not meet the criteria a red asterisk will appear to the right of the field Figure 6 and you will be prompted to re enter a Password e g VettingJune 11 Activate your user account Activate your user account Pease eale your mea arame and Dagta ord Mandatory Rekis marked with Peace eye yur EW Leet ark a Pas SeOrd must be aL St neve Chordcters lon
13. partment The default view is Mine Only and shows only those cases that have been initiated by you as a Sponsor To create a new NSV application click on the New Subject tab at the top of the Home Sponsor View screen This will take you to the Create New user Account page Figure 9 Create new user account Peat amp sarip be Tid fie BE Ee fav w EV PS ES Ae It app a e SF Sh Aaa ihe a paaaport Mandatory 4k JE meod with Foraramos Tres Enid Aches i Pate o Rich reno hith Colatry oF beth VoL i eyo amp Leis i m kl Sas rer 5 Figure 9 e Form Portal Sponsor User Guide v2 0 5 Update Sept 2011 Published Oct 2011 You will then be prompted to enter seven mandatory pieces of personal information relevant to the subject for whom the new NSV application is for These are Forenames enter all names for the Subject including any middle names if applicable Email address Make sure you use an email address on the appropriate network The network on which the applicant wishes to complete their e Form either the Internet or the RLI GSi will determine which email address the activation email should be sent to If you are a Sponsor on the internet e Form portal the Subject will not be able to complete their e Form application on the restricted RLI GSi e Form portal They will need to provide you with a unclassified email address e g hotmail com Date of Birth Thi
14. pear Figure 11 A new NSV application will have been created for the Subject and an automated email will be sent to them to enable them to activate their account and access the e Form to complete their section of the application form This new NSV request can be viewed by following the Back to main menu hyperlink which takes you back to the Home Sponsor View page On there the new application will be listed and will show a status of Awaiting subject activation Figure 12 It also shows the basic details for e Form Portal Sponsor User Guide v2 0 6 Update Sept 2011 Published Oct 2011 that application i e Sponsor reference forenames surname vetting service and date the application was created The Details hyperlink will take you to a further screen which is where you can access the Sponsor section of the NSV application Figure 13 Please note Sponsors will not be able to see the contents of the Subjects section of the application form through the e Forms system User account created Kew iter Ant has been Created mou weaticr are Containing further meiruciions has Seen cent to me new Ler a Eyr ARN i i Ey gue aM rel Status Case ID EPEN O Ret Forename SUT M E Wema Bervit Created Gate Awa ot a ie d 8521807 345 a nth E eIn ZESZLI Detalls wel valiori hr 1e uier F Ars pee ee ee a SR ee SRG aaa T Bil fi Pi f ERR Teie ya Pekali Th al oe There are three status de
15. pleted you will receive a standard registration email from CSD DBS NSV This email contains a link that will direct you to one of the e Form portals RLI GSi or internet If you have applied to use both the RLI GSi portal and internet portal then separate activation emails will be sent to you and you will have to complete the activation process for each Each email will clearly specify which account the activation link relates to Your unique Sponsor ID which you will have been given upon registration as a Sponsor with DBS NSV will be included in the email and this field will automatically be completed on the Sponsor section of all e Form applications you create If both secure and internet portal accounts have been requested the Sponsor ID will be the same for both The activation emails will read as follows Dear Xxxx An account has been created for you on the Defence Business Services National Security Vetting DBS NSV portal to allow you to submit and track online applications for security vetting Please click on the link below or copy it to your browser to use this service https link details populated here After you have successfully registered please use the following URL to access the DBS NSV Portal https www nsv mod uk Figure 1 The first link in the email is the activation link which will take you to the relevant e Form portal and the Confirm user details screen Figure 2 This will verify you as a registered Spon
16. s should be in dd mm yyyy format Vetting Service The vetting services listed in the drop down menu are the services which are available to you as a DBS NSV customer These will be specific to your requirements as previously agreed with DBS NSV Please note that if a Subject already holds or has held a security clearance and you are applying for a clearance of the same level then you should select the review option against that clearance level Sponsor s reference This is a reference that you as a Sponsor can select Figure 10 As this reference is chosen by you it could be something that links to your internal business practice If this reference is unique to each application you can use this to search for a Subject Create new user account Picea Garo le Ue Tei Deke wlll mila eee awe i opp en Ue ow ae B Y Darras i et lcd y ees ke onli 4 Sponsor s Reference Create Figure 10 Before selecting the Create button Sponsors are advised to take a screen print of this page by selecting the fn and print screen key and pasting in a word document so that a copy of this information can be made available to the Subject if required This is because the data in all these fields is case sensitive and the Subject will need to input the information in exactly the same way as the Sponsor inputs the information to create their account Once the Subject s account has been created a confirmation screen will ap
17. select the Save button 1 Subject s non receipt of e Form account activation email if your vetting Subject contacts you because they have not received their account activation email please allow up to 24 hours there is a facility in the Details screen against that application for you to resend the activation email If the Subject still fails to receive the activation email then please contact the DBS NSV Helpdesk 2 Forgetting your password Please be advised that if you forget your password you will be locked out of your account after 5 attempts If you cannot remember your password then please use the forgotten your password link Figure 15 This will take you to the Recover password screen Figure 16 where you will be asked to enter your username to identify you Your password will be sent to the email address which you used to activate your account Figure 17 If you do lock your account you will not be able to use the password reminder until your account is unlocked You will need to contact DBS NSV to unlock your account Login To use this service please login Username Password Recover password Please enter your username Username Forgotten your username Forgotten your password Need help Security Operating Procedures document Figure 15 Figure 16 An email with instructions has been sent to you Please check your email and follow instructions Go to login
18. sor with DBS NSV The second link in the email is the link to be used for all subsequent access to your e Form portal account This can be saved to your favourites Confirm user details Pase confirm your dennis os They appear in pour p T a Ee Cm F i Marcatory felis marked with Figure 2 You will need to input all information in the mandatory fields which are highlighted by an asterisk Figure 3 This will verify your information against the information that was provided to DBS NSV to create your Sponsor account Please note Only your first name and no subsequent forenames must be input in the Forenames field e Form Portal Sponsor User Guide v2 0 3 Update Sept 2011 Published Oct 2011 Confirm user details Please cor your details o Whey aoe i pour sess sort Confirm user details Manc toy fe ds rated witi The setalls fo wcy dec co motra the whim Fase confine your datalls as they sopear in your payed hy the Tue adviremasr Make sure i H i THESE proide your setalls as staten n your pasaport i Mancdatery fields marked emh ES oa ed ia Eril ie i Te i Al hh oi rh il Bre crer ares Pas est Sune te es 15 10 80 Cele uw Birth lov of Alda eer iarl of Billi Away Figure 3 Figure 4 Please note that if you provided your country of birth as England to DBS NSV rather than UK or United Kingdom then you will need to input England in this field The e Form wi
19. we DEFENCE SEA BUSINESS IA SERVICES National Security Vetting e Form Portal Sponsor User Guide Form Portal Sponsor User Guide v2 0 Update Sept 2011 Published Oct 2011 Contents A Introduction Sponsor e Form Account Activation B C Creating a new NSV application D Application Status Information m Completion of the Sponsor section of the NSV application form F Helpful Hints ik 2 Subject s non receipt of e Form account activation email Forgetting your password Forgetting your username Subject s association with the Defence Business Services National Security Vetting DBS NSV 8 9 Section completion Checking for errors Logging in and out of e Forms portal Save and Return Section form submission G Sponsor s with the Vetting Status Information VSI request facility e Form Portal Sponsor User Guide v2 0 2 Update Sept 2011 Published Oct 2011 This user guide provides instructions for you as the Sponsor on how to activate your e Form account on either the secure RLI GSi portal or on the internet portal when registration has been completed by the Customer Services Division CSD in the Defence Business Services National Security Vetting DBS NSV This guide also provides information on how to use the RLI GSi and Internet e Form portals from a Sponsor perspective e g creating new NSV applications Once the registration process has been com
Download Pdf Manuals
Related Search