Roles and Responsibilities - Application Process

New Regulatory Requirement

506. 2) An application for a security clearance shall include the following information and documentation, to be used only for the purposes of sections 508 and 509:

  1. the applicant's usual given name used, other given names, surname, all other names used and details of any name changes;
  2. the applicant's date of birth, gender, height, weight, and eye and hair colour;
  3. if the applicant was born in Canada, the number and province of issue of their birth certificate, as well as the original of that certificate;
  4. if the applicant was born outside Canada, their place of birth, the port and date of entry, and, in the case of a naturalized Canadian or permanent resident, the number and the original of the applicable certificate issued under the Citizenship Act or the Immigration and Refugee Protection Act;
  5. in the case of a foreign national, the original of any document that is evidence of their status;
  6. the applicant's passport number, including the country of issue and expiry date, or an indication that the applicant does not have a passport;
  7. the addresses of all locations at which the applicant resided during the five years preceding the application;
  8. an identification of the applicant's activities during the five years preceding the application, including the names and street addresses of the applicant's employers and any post-secondary educational institutions attended;
  9. the dates, destination and purpose of any travel of more than 90 days outside Canada or the United States, excluding travel for government business, during the five years preceding the application;
  10. the information referred to in subsection (3) respecting the applicant's spouse or common-law partner, any former spouses or common-law partners;
  11. the applicant's fingerprints, taken by or on behalf of the Minister;
  12. a facial image of the applicant for identification purposes, taken by or on behalf of the Minister;
  13. a statement signed by the marine facility operator or port administration certifying that the applicant requires or will require a security clearance and specifying the reasons for that requirement; and
  14. a statement signed by the person responsible for taking the fingerprints of the applicant certifying that they have confirmed the identity of the applicant in accordance with paragraph 384(3)(a) at the time of the taking of the fingerprints.

507. (1) Subject to subsection (2), every application for a security clearance shall be submitted on the form supplied by the Minister to the port administration at the port where the applicant works or is a candidate for work or to which the applicant otherwise requires access.

(2) If the port administration is not able to transmit the application in accordance with subsection (3), the application shall be submitted to an official of an office

  1. managed by or for an airport authority and that is responsible for the control of the airport’s passes, where the airport authority is able to transmit the application in accordance with a document that evidences the understanding to that effect with the Minister; or
  2.  operated by the Department of Transport.

(3) The port administration or official shall collect the applicant’s information on behalf of the Minister and shall transmit it to the Minister in accordance with the document that evidences the understanding to that effect with the Minister.

512.1. The Minister shall establish a period of validity for a security clearance in accordance with the level of risk posed by the applicant determined under section 509, but the period shall not exceed five years.

1.  Roles:

The Sponsor is the marine facility operator or port administration that certifies that an applicant requires or will require a security clearance and specifies the reasons for that requirement. (see below)

The Enrolment Officer is the person who represents the port administration at the transportation security clearance Enrolment Centre. (see below)

2.  Application process for new Transportation Security Clearances (TSC)

Applicant:
  • Fills out Application for Transportation Security Clearance form (25-0356) Part C and D.
  • Submits completed form to the Sponsor for signature.
  • Submits the completed form in person to the Enrolment Centre and provides originals of required supporting documents (see below)
Sponsor:
  • Confirms that security clearance is required
    • Should be against (facility / port security plan)
  • Fills out and signs the Application for Transportation Security Clearance form (25-0356), Part A.

Enrolment Centre Personnel:
  • Accepts the Application for Tansportation Security Clearance form (25-0356) and ensures that the form is complete and legible.
  • Verifies that form is signed by a “valid” sponsor
  • A “valid” sponsor means a designated person within a facility or the port administration.  (Note:  A best practice would be that the enrolment centre has a list of names of valid sponsors)
  • Verifies the applicant’s identity and citizenship through a review of the following documents:
  • If the applicant was born in Canada:
    • the number and province of issue of their birth certificate, as well as the original of that certificate. 
  • If the applicant was born outside Canada:
    • their place of birth, the port and date of entry, and, in the case of a naturalized Canadian or permanent resident, the number and the original of the applicable certificate issued under the Citizenship Act or the Immigration and Refugee Protection Act.
  • In the case of a foreign national:
    • the original of a document that is evidence of their status (e.g. passport, diplomatic accreditation, work permit, letter from company).
    • The applicant’s passport number, including the country of issue and expiry date, or an indication that the applicant does not have a passport.
  • Copies/scans the identity documents and then returns the originals to the applicant.
  • Signs the form, Part B.
  • Fingerprints the applicant (once proof of identity is established).
    • Using LiveScan if available.
    • Using RCMP form C-216C if LiveScan is not available.
  • Takes facial image of applicant.
    • Using LiveScan if available.
    • Using a digital camera if LiveScan is unavailable.
  • Sends the completed application along with supporting documents to Transport Canada using courier service or Canada Post to:

Transport Canada
Director, Intelligence Branch (ABB)
15th Floor, Tower C, 330 Sparks Street Place de Ville
Ottawa, Ontario K1A 0N5

  • Stores all completed transportation security clearance application documents in an approved secure manner should it not be possible to immediately transmit the documents to Intelligence Branch.
Transport Canada
  • Receives application, supporting documents, fingerprints and facial data and begins application processing

Missing Information


Sponsor:
  • Obtains information from the employee if TC advises the Enrolment Centre that the TSC form is incomplete.
Applicant:
  • Provides missing information (as required).
Enrolment Centre:
  • Receives missing information notices from Transport Canada and advises Sponsor.
Transport Canada:
  • Sends requests for missing information to Enrolment Centre (called an Amendment Request).

4. Granting/Refusal

Sponsor:
  • Receives approval or refusal notice from the Enrolment Centre.
  • Advises applicant as to next steps upon being notified of clearance status.
Applicant:
  • Considers advice.
Enrolment Centre:
  • Receives approval or refusal notice and advises Sponsor.
Transport Canada:
  • Sends approval or refusal notice to Enrolment Centre.
  • Advises applicant of redress mechanism if refused.

5. Renewal

The process is similar to the enrolment process for new applications.  The form for renewal is the same as that for a new application. The difference is that is that

  • Transport Canada issues a first notice to the Enrolment Centre requesting renewal documents to be issued (120 days prior to the expiry date; a second notice is sent 60 days prior to the expiry date). If the required form has not been received by Transport Canada by the security clearance expiry date, the Enrolment Centre will be notified that the person’s security clearance has expired.
  • The Enrolment Centre forwards the renewal request to the Sponsor, who forwards it to the applicant.

Alternate Formats:

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Roles and Responsibilities Application Process (PDF Version, 108 kb)


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