skip to navigation skip to content skip to footer

Australian Government Security Vetting Agency

FAQ

Security Officer


Security Clearance Requests

Q1. What is the Security Officer Dashboard?

The Security Officer Dashboard is a one-stop-vetting shop for security advisers/officers. It is a password-protected secure site which enables security officers to:

  • Request clearance actions:
    • upgrades, downgrades, reactivations and transfers
    • clearance subject searches and password resets
    • deactivation (ceassation) of clearances (ie. remove sponsorship)
    • cancellation of security clearance requests
    • submit change of circumstance reports
    • register an interest in an existing clearance subject
  • Request new (initial) security clearances
  • Reset Security Officer Dashboard passwords
  • Request priority processing
  • Access temporary access forms (short-term and provisional access)
  • Access eligibility waiver forms (background and citizenship)

Q2. How do I get access to the Security Officer Dashboard?

To request access please complete and submit the form SVA016 Request for Security Officer Dashboard Access, available from the Factsheets and Forms page of the AGSVA website. Please be advised that requests for access need the endorsement of a:

  • Commonwealth employee at the level of EL1 or above, or
  • member of the Australian Defence Force at the level of Commander, Lt Colonel, Wing Commander or above.

Prior to submitting a request for Dashboard access, newly appointed security staff are advised to contact their agency security advisor to confirm if access is required.

Q3. How do the 'old' level of security clearances equate to the current levels?

Old level Current level equivalent Comment
Restricted No equivalent Not a transferable security clearance
Protected Baseline Permits access to classified information and resources up to and including PROTECTED
Confidential, Highly Protected No equivalent Can be downgraded to Baseline or upgraded to NV1
Secret Negative Vetting 1 (NV1) Permits access to classified information and resources up to and including SECRET
Top Secret Negative Vetting 2 (NV2) Permits access to classified information and resources up to and including TOP SECRET
Top Secret Positive Vetting Positive Vetting (PV) Permits access to resources at all classification levels, including certain types of caveated and codeword information

Q4. How do I request a new (initial) security clearance?

To request a new (initial) security clearance click on the 'Request New (Initial) Clearance' button on the Security Officer Dashboard; this will link you to an online request form which you need to complete and submit.

Q5. How do we know if a request for a security clearance has been received by the AGSVA?

You will receive an email from the AGSVA confirming successful submission of your request.

Q6. How do I request an upgrade or downgrade to an existing security clearance?

To request upgrades or downgrades to existing security clearances click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Update Clearance' button; this will link you to an online request form which you need to complete and submit.

Q7. How do I request a reactivation of a security clearance?

Certain protocols apply to reactivations. Please refer to Clearance Subject FAQ 43 before submitting a request.

To request a reactivation of a security clearance click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject. Having found the clearance subject click on the 'Request Clearance' button; this will link you to an online request form which you need to complete and submit.

Please note: the Security Office Dashboard will identify the highest level clearance available for reinstatement for the clearance subject.

If you cannot find the clearance subject on the Security Officer Dashboard you will need to submit a request for a new (initial) security clearance. Before doing so it may be worthwhile checking to see if the clearance subject has been granted a security clearance under a previous name (eg. maiden name) by conducting a clearance subject search using any previous name.

Q8. How long do clearance subjects have to return their completed security clearance pack to the AGSVA?

Clearance subjects will have 28 days from the date they receive their ePack login details to submit a completed security clearance pack (both the ePack questionnaire and supporting documentation). However, the sooner the AGSVA receives the completed security clearance pack the sooner we can begin processing the security clearance.

For details on the supporting documents required for the different security clearance levels please see the Factsheets and Forms page.

Q9. What happens if a clearance subject doesn't submit their ePack questionnaire within 28 days?

The clearance subject will receive up to three email reminders for delays in submitting their ePack questionnaire.

The security adviser/officer will be notified at the same time of the individual's non-compliance. Continued non-compliance will result in cancellation of the security clearance process.

If there are extenuating circumstances, security advisers/officers can request an extension from the AGSVA. Please note only security advisers/officers are able to request extensions.

Q10. How can supporting documentation be submitted to the AGSVA?

The most efficient (and preferred) method of submitting documents to the AGSVA is to scan and email them to agsva.ncc@defence.gov.au

Clearance subjects should include their clearance subject ID number in the email subject line and ensure documents are scanned in Adobe PDF format.

Alternatively, documentation can be sent via post. The registered mail or express post option enables clearance subjects to track delivery of their documents.

Registered mail or Express Post Free post (eg. no stamp required)
Australian Government Security Vetting Agency
Locked Bag 2600
Spring Hill, QLD, 4004
Australian Government Security Vetting Agency
Reply Paid 84658
Spring Hill, QLD, 4004

Q11. How can I confirm the status of a security clearance request?

Security advisers/officers can confirm the status of a security clearance request by conducting a clearance subject search via the Security Officer Dashboard. The Dashboard will display the current case status, eg. awaiting pack, in analysis.

You can also contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au.

Q12. How do I know if a security clearance has been granted?

Once the security clearance process has been completed, you and the clearance subject will be notified of the outcome via email. You can also check the status of a security clearance on the Security Officer Dashboard.

Q13. How do I request priority processing for a security clearance?

Requests for priority processing are made by completing and submitting an SVA017 Request for Priority Processing for a Security Clearance, available from the Security Officer Dashboard. Requests for priority processing need to be endorsed by an SES Band 2 or equivalent (eg. 2-Star).

Before a request for priority processing can be submitted to the AGSVA the agency needs to ensure the following conditions have been met:

  • the clearance subject has completed and submitted their complete security pack to the AGSVA (eg. both ePack questionnaire and supporting documentation)
  • the completed security pack was submitted within 28 days of the clearance subject receiving their login details
  • the agency has given consideration to temporary access.

Q14. How do I notify the AGSVA about provisional access for a clearance subject?

Security officers/advisers can notify the AGSVA that provisional access/has been approved by completing and submitting an SVA043 Notification of Provisional Access to Classified Resources, available from the Security Officer Dashboard.

Notifications of provisional access need to be endorsed by an agency head or group head or delegated authority. Notifications will only be accepted after the clearance subject's completed security pack (eg. both ePack questionnaire and supporting documentation) has been received by the AGSVA; this enables the AGSVA to undertake the appropriate risk assessment of the security pack.

Please note: it is the agency, not the AGSVA, which grants provisional access and which bears the risks. Submission of a notification of provisional access is used to inform the AGSVA that provisional access has been granted by the agency.

Q15. How do I notify the AGSVA about short term access for a clearance subject?

Security officers/advisers can notify the AGSVA that short term access has been approved by completing and submitting an SVA042 Notification of Short Term Access to Classified Resources, available from the Security Officer Dashboard.

Prior to granting short term access, the sponsoring agency is to confirm with the AGSVA that there are no known concerns about the clearance subject who may be given short term access.

Notifications of short term access need to be endorsed by an agency head, group head or delegated authority.

Please note: it is the agency, not the AGSVA, which grants short term access and which bears the risks. Submission of a notification of short term access is used to inform the AGSVA that short term access has been granted by the agency.

Q16. Do I need to consider a clearance applicant's eligibility and suitability before requesting a security clearance?

Yes. Agencies should conduct employment and agency specific checks before security clearances are initiated.

If an individual is found to be unsuitable as part of pre-employment screening or agency specific checks, agencies are not to seek a security clearance for that individual. If a security clearance has already been sought, agencies are to advise the AGSVA of any adverse results of employment screening and agency checks.

More information on agency employment screening can be found in the Personnel security guidelines — Agency personnel security responsibilities.

Note: There is a known browser issue where older browsers don't open the Protective Security page links. If you are experiencing a problem, it is recommended you try to access the links in another browser.

Q17. When should my agency consider approving an eligibility waiver?

Waivers should only be considered in exceptional circumstances when clearance subjects do not meet mandatory requirements (eg. Australian citizenship, checkable backgrounds).

Exceptional circumstances will vary from agency to agency and may include:

  • the person is necessary to the agency meeting a critical objective
  • the role cannot be redesigned so that access to classified information or resources is restricted to existing personnel with the appropriate clearance
  • the role cannot be performed by an Australian citizen, and there is no conflict of interest in relation to the person's country of allegiance and the role being undertaken
  • the foreign national is a permanent resident, is actively seeking citizenship and the process will be concluded in a reasonable period.

Agencies are to notify the AGSVA of any waivers they have granted by completing and submitting and SVA013 Eligibility Waiver Notification, available from the Security Officer Dashboard.

The AGSVA may choose not to accept a waiver for a clearances subject if the risk is determined as being too high. More information on waivers can be found in the Personnel security guidelines — Agency personnel security responsibilities.

Please note: waivers associated with citizenship need to be submitted and accepted by the AGSVA before an agency is able to submit a security clearance request.

Note: There is a known browser issue where older browsers don't open the Protective Security page links. If you are experiencing a problem, it is recommended you try to access the links in another browser.

Q18. How do I request cancellation of an existing security clearance (ie. request a withdrawal of sponsorship)?

To remove sponsorship of an existing security clearance click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Deactivate / Cancel' button; this will link you to a short online request form which you need to complete and submit.

Q19. How do I cancel a security clearance request for a new / initial security clearance?

To cancel a request for a new (initial) security clearance click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Deactivate / Cancel' button; this will link you to a short online request form which you need to complete and submit.

Q20. How do I cancel a security clearance request for an upgrade to an existing security clearance?

To cancel a request for an upgrade to an existing security clearances click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Update Clearance' button; this will link you to a short online request form which you need to complete and submit.

Q21. How do I register an interest in an existing clearance subject?

To register an interest in an existing clearance subject click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Request Clearance Action' button; this will link you to an online request form which you need to complete and submit.

Q22. Who pays for security clearances?

The following are invoiced by the AGSVA for security clearance services:

  • Government agencies: federal, state and territory agencies to whom the AGSVA provides services (excluding the Department of Defence)
  • Defence industry providers: non-government organisations/contractors who require a security clearance for work they are undertaking with the Department of Defence [Refer to the Defence Industry Q&A on the AGSVA website for more information]

Non government organisations/contractors whose security clearance is sponsored by other government agencies (ie. agencies other than Defence) are not invoiced by the AGSVA. In these instances invoices are sent to the sponsoring agency. Security clearance arrangements between other government agencies and their industry providers need to be referred to the sponsoring agency.

Federal, state and territory government employees are not required to pay for security clearances. These costs are borne by their sponsoring agency.

Q23. How much do security clearances cost?

Information regarding fees and charges can be found on the Corporate / Defence Industry Information and Policy page of the AGSVA website.

Technical Issues (Passwords, Logging On, ePack)

Q24. I've forgotten my Security Officer Dashboard password, what should I do?

Security advisers/officers within the same agency can reset Security Officer Dashboard passwords for their colleagues.

Alternatively you can contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au to have your password reset.

Q25. I can't log on to the Security Officer Dashboard (eg. technical issue), what should I do?

Please contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au.

Q26. A clearance subject has forgotten their ePack password, how do they get a new one?

Security advisers/officers can reset ePack passwords from the Security Officer Dashboard.

Alternatively clearance subjects can get their password reset by contacting the AGSVA on telephone number 1800 640 450 or email SecurityClearances@defence.gov.au.

Q27. A clearance subject can't log in to their security clearance ePack and/or needs assistance with their ePack. What should they do?

For ePack assistance, clearance subjects can contact the AGSVA on telephone number 1800 640 450 or email SecurityClearances@defence.gov.au.

Q28. How can I get an extension to an ePack?

ePack extensions can be requested by contacting the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au. Please note that only security advisers/officers are able to request extensions for their clearance subjects.

Q29. How can I recall a security clearance ePack questionnaire if a clearance subject needs to amend or add information to the questionnaire?

To organise for an ePack questionnaire to be recalled please contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au.

Please be aware that an ePack questionnaire cannot be unsubmitted once we have started processing the security clearance.

If a clearance subject needs to amend or add information to their ePack questionnaire after processing has begun, they will need to submit a Change in Circumstances Notification. They can do this is online via the ePack system using the same login details they used when completing their last ePack. If they have forgotten their login details you, as their security officer/adviser, will be able to reset their password.

Alternatively, clearance subjects can download and complete an SVA003 Change of Circumstance Notification form, available from the Factsheets and Forms page of the AGSVA website.

Security Clearance Aftercare

Q30. Who notifies the AGSVA when a clearance subject changes employer?

Agencies need to advise the AGSVA when a clearance subject leaves their employ by requesting a removal of sponsorship. To do this click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Deactivate / Cancel' button; this will link you to an online request form which you need to complete and submit.

If the clearance subject is transferring to a new agency and still requires a security clearance, the new agency needs to request a transfer of sponsorship. To do this click on the 'Request Clearance Action' button on the Security Officer Dashboard and then search for the relevant clearance subject.

Having found the clearance subject click on the 'Update Clearance' button; this will link you to an online request form which you need to complete and submit.

Q31. How can I confirm the current security clearance status of a potential employee or incoming contractor?

Security advisers/officers are able to check a security clearance status by undertaking a clearance subject search on the Security Officer Dashboard.

Alternatively you can also contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au, particularly if you need to discuss the clearance history of the employee.

Q32. What change of circumstances need to be reported to the AGSVA?

Agencies are to advise all clearance holders to report significant changes in their personal circumstances.

Security advisers/officers should also advise the AGSVA of any significant changes reported to them by third parties. Third parties can also report significant changes in personal circumstances directly to the AGSVA by emailing agsva.vsc@defence.gov.au.

For information on what to report, please refer to the Personnel security guidelines — Agency personnel security responsibilities.

Note: There is a known browser issue where older browsers don't open the Protective Security page links. If you are experiencing a problem, it is recommended you try to access the links in another browser.

Q33. Does overseas travel need to be reported to the AGSVA?

All overseas travel undertaken by a clearance subject should be reported to their security officer/adviser or agency's security section on their return. Agency security personnel should then assess the information and decide if the travel needs to be reported to the AGSVA. If it does, the agency is responsible for notifying the AGSVA by submitting a SVA004 Change of Circumstance Report available on the Security Officer Dashboard.

The referral of this information will depend on which country was visited, and if there were any significant security concerns that are relevant to the clearance subject's continuing suitability to hold a security clearance. Further guidance can be found in the Personnel security guidelines — Agency personnel security responsibilities.

Note: There is a known browser issue where older browsers don't open the Protective Security page links. If you are experiencing a problem, it is recommended you try to access the links in another browser.

Q34. How do individuals or security advisers/officers report changes in circumstances on behalf of an employee or contractor?

The preferred method is to use an SVA004 Change of Circumstances Report available from the Security Officer Dashboard. To access the report click on the 'Request Clearance Action' button and then search for the relevant clearance subject. Having found the clearance subject click on the 'Change of Circumstance' button.

Individuals and security advisers / officers that do not have access to the Security Officer Dashboard can also report changes of circumstances by letter, email or fax:

If you are using one of these methods, please include the full name and date of birth of the clearance subject, to ensure the AGSVA can identify them.

Q35. How does a security clearance subject report changes in circumstances?

The preferred method is to do this online via the ePack system using the same login details they used when completing their last ePack. If they have forgotten their login details you, as their security officer/adviser, will be able to reset their password.

Alternatively, clearance subjects can report changes in their personal circumstances by completing and submitting an SVA003 Change of Circumstance Notification, available from the Factsheets and Forms page of the AGSVA website.

Q36. Who is responsible for initiating security clearance reviews?

The AGSVA is responsible for initiating and managing security clearance revalidations and annual security appraisals. All security officers who have registered an interest in a clearance subject on the Security Officer Dashboard will be contacted when that clearance subject is due for a revalidation to confirm if there is an ongoing requirement.

However, if you are aware that a clearance subject will be unavailable at the time they are due for revalidation or annual security appraisal, for example if they are being posted overseas or will be travelling overseas, please contact the AGSVA on telephone number 1800 640 450 or email agsva.crm@defence.gov.au to arrange an earlier review.

Q37. How can I provide feedback on the AGSVA?

The AGSVA values and welcomes feedback as a means of helping us enhance our service delivery. Feedback can be emailed to agsva.customerfeedback@defence.gov.au.


DOSD

Log on to DOSD >

Click on the above link to access:

  • Security Clearance ePack
  • Security Officer Dashboard
  • Referee report

Contact Us

Security clearance/vetting enquiries
1800 640 450
SecurityClearances@defence.gov.au

Open:
  • Monday - Friday 8:30am - 5:00pm (AEST/AEDT)
Closed:
  • National public holidays
  • Canberra Day
  • Adelaide Cup Day
  • Labour Day (SA/ACT)