ARCHIVED – Chapter 6: Classified visit clearance protocol for Canadian-based industry

600. General

1. A request for visit (RFV) is required when a security-cleared individual has to visit a government or private sector organization in Canada or abroad, other than the site of the organization where he or she is employed, for the purpose of having access to classified information on an oral or visual basis or where access to installations is restricted in the interest of national security. The host private sector organization must deny access to classified information or access to a controlled site, unless the visitor's personnel security clearance level and their need-to-know has been verified through official visit protocol. Follow the procedures detailed in this chapter to prevent the unauthorized access to or disclosure of national or international classified information
2. Canada has adopted a new Request for visit form for both domestic and international requests for visits. The form is used by the members of the Multinational Industrial Security Working Group (MISWG) and by the North Atlantic Treaty Organization (NATO) for visits related to international contracts and programs.

   Note: Use the form when visits involve access to classified information. You may also use the form when visits involve protected information as required. Detailed instructions are included in the form.

3. In Canada, a RFV initiates a verification by the Contract Security Program (CSP) that:
   1. the private sector organization requesting the visit has a facility security clearance to the required level
   2. each of the proposed visitors has a personnel security clearance to the required level
   3. foreign disclosure limitations (refer to ARCHIVED - Chapter 11: International security issues), if any, are identified and strictly observed in accordance with international agreements and specific contracts
4. In Canada, a RFV is approved (visit authorized) when the requesting private sector organization is notified by the CSP. (The only exception is for certain visits between Canadian-based private sector organizations as detailed in section 604, type 1, article 1a of this chapter.) Visitors must receive authorized clearance before they can proceed with visits involving access to classified information and/or assets
5. It is important to note that an approved RFV authorizes access to classified information on an oral and visual basis only. It does not authorize the removal or hand carriage of classified materiel (refer to ARCHIVED - Chapter 5: Handling and safeguarding of classified and protected information and assets of this manual for advice on the removal or hand carriage of classified material). Any access or disclosure limitations prescribed in the visit clearance authorization must be strictly observed

601. Types of requests for visits

One-time visit

A one-time visit authorizes a single visit for a specified continuous period of time. It is not renewable.

Recurring visit

A recurring visit authorizes a series of visits over an extended period of time.

In addition, recurring visits:

• normally cover the duration of the project or contract
• may require renewal on a periodic basis
• are subject to an on-going requirement, for example, multi-year contracts or major Crown projects
• may last longer than a year but must not:
  • be longer than the validity of the personnel security clearance of the visitors
  • extend beyond the duration of the contract

602. Mandatory prerequisites

1. As a prerequisite, all private sector organizations requesting a visit for access to classified information, must hold a current facility security clearance at or above the classification level of the requested visit. In addition, each person involved must hold a personnel security clearance at or above the classification level of the requested visit, before the request will be actioned
2. Foreign nationals residing in Canada who work for a cleared Canadian private sector organization, must hold a Canadian personnel security clearance before the CSP will approve a visit to other countries or to other Canadian private sector organizations
3. Foreign nationals visiting a Canadian private sector organization on an approved international RFV are not eligible for inclusion in a Canadian request for visit to another Canadian private sector organization. The CSP will entertain exceptions, on a case-by-case basis, given proper justification and details. Under no circumstances may such visitors be included on Canadian request for visits to other countries

603. Categories of requests for visits

The following 6 categories of visits exist in Canada:

• Category I
• Category II
• Category III
• Category IV
• Category V
• Category VI

Category I

Visits by representatives of:

• Canadian private sector organizations to other Canadian private sector organizations, agencies or government departments
• Other agencies or government departments to Canadian private sector organizations

This category also covers project lists and Canadian Forces Technical Services Agency (CFTSA) lists.

Category II

Visits by representatives of (the):  

• Canadian private sector organizations to the United States (U.S.)
• Canadian government to U.S. private sector organizations

Category III

Visits by representatives of (the):

• Canadian private sector organizations to foreign countries, other than the U.S.
• Canadian government to foreign private sector organizations, other than the U.S.

Category IV

Visits by representatives of:

• U.S. agencies or government departments to Canadian private sector organizations
• U.S. private sector organizations to Canada

Category V

Visits by representatives of:

• foreign agencies or government departments, other than the U.S., to Canadian private sector organizations
• foreign private organizations, other than the U.S., to Canada

Category VI

Visits authorized under:

• specific project or program security instructions
• multi-national cooperative program agreements
• any other special circumstances

604. Information requirements for requests for visits (by category)

Category I

There are 3 types of category I RFVs within Canada (domestic):

• Type 1: Canadian private sector organization-to-private sector organization visits
• Type 2: Canadian private sector organizations to Canadian government visits
• Type 3: Canadian government-to-Canadian private sector organization visits

Type 1: Canadian private sector organization-to-private sector organization visits

1. Company security officers of registered Canadian private sector organizations are authorized to submit RFVs directly to other Canadian private sector organizations for their employees who hold a Canadian personnel security clearance at the required level. However, the CSP must process requests for visits involving:
   1. foreign nationals, even though they may hold Canadian personnel security clearances with limitations
   2. access to, or disclosure of, classified information requiring special access authorization, for example:
      • communications security (COMSEC)
      • extremely sensitive information security (INFOSEC)
      • NATO
      • other special-access or limited-access programs
2. Procedures for processing type 1 request for visits:
   1. requests must be submitted in writing, and include all of the information that appears on the Request for visit form, plus confirmation from the requesting company security officer, that their organization holds a valid facility security clearance. Company security officers are encouraged to make use of the request form for this purpose. Each visit must have a unique identification or serial number
   2. the request for visit may be submitted by email, mail, fax or courier. Learn how to submit requests, forms and other documents for contract security
   3. the request for visit must reach the host private sector organization at least 10 days in advance of the intended visit:
      • in exceptional or emergency cases, visit arrangements may be made by telephone, provided all details are confirmed in writing
      • under no circumstances may employees hand carry their own visit requests to the place being visited
   4. verification must be obtained from the CSP, if either the originating or host private sector organization's company security officer is uncertain about the nature of the visit or the facility security clearance of the other private sector organization
   5. any loss or lowering of facility security clearance by either private sector organization must immediately be made known to the company security officer of the other private sector organization
   6. the company security officer initiating the request must immediately notify the host private sector organization of any change in a visitor's status, such as termination of employment, suspension, leave of absence, and the revocation or termination of clearance, which will require the visit authorization to be terminated prior to its normal termination date
   7. the company security officer of the host private sector organization is authorized to approve the request provided all necessary conditions are met. The officer is encouraged to confirm approval of the visit to the requesting company security officer, either orally or in writing. If the visit is not approved (denied), the company security officer who made the decision must promptly notify the requesting company security officer

Type 2: Canadian private sector organizations to Canadian government visits

The Request for visit form must be completed and submitted to the CSP.

Type 3: Canadian government-to-Canadian private sector organization visits

1. Company security officers of registered Canadian private sector organizations are authorized to process requests directly from departmental security officers of government departments and agencies, to visit Canadian private sector organizations by their employees who hold Canadian personnel security clearances at the required level and have a legitimate need to discuss their classified contracts
2. Procedures for processing type 3 request for visits:
   1. requests must be submitted in writing, and include all of the information that appears on the Request for visit form. Company security officers are encouraged to request departmental security officers to make use of the request form for this purpose. Each visit must have a unique identification or serial number
   2. the Request for visit form may be submitted by email, mail, fax or courier. Learn how to submit requests, forms and other documents for contract security
   3. requests must reach the host private sector organization at least 10 days in advance of the intended visit:
      • in exceptional or emergency cases, visit arrangements may be made by telephone provided all details are confirmed in writing
      • under no circumstances may employees hand carry their own visit requests to the place being visited
   4. verification must be obtained from the CSP if the host private sector organization's company security officer is uncertain about the nature of the visit or the personnel security clearances of the proposed visitors
   5. the company security officer of the host private sector organization must advise the departmental security officer initiating the request that the officer must immediately notify the host private sector organization of any change in a visitor's status, such as termination of employment, suspension, leave of absence, and the revocation or termination of clearance, which will require the visit authorization to be terminated prior to its normal termination date
   6. the company security officer of the host private sector organization is authorized to approve the request provided all necessary conditions are met. The officer is encouraged to confirm approval of the visit to the requesting department security officer, either orally or in writing; if the visit is disapproved (denied), the company security officer who made the decision must promptly notify the requesting departmental security officer and inform the CSP

Category II, III, IV and V

Category II, III, IV and V requests for visits must be submitted to the CSP using the Request for visit form (refer to instructions which accompany the form).

Category VI

The requirements for processing this category of visits vary according to the specific case. The CSP will notify Canadian private sector organizations of applicable procedures, if and when required.

The Contract Security Program representatives

Notwithstanding the above procedures, industrial security representatives of the CSP who hold the appropriate level of personnel security clearance may visit private sector organizations in an official capacity without having notified, in advance, their intention to visit. The private sector organization must grant the CSP personnel reasonable access to classified information upon presentation of valid Government of Canada credentials. If in doubt as to the identity of the individual or level of access authorized, the company security officer may verify such credentials and level of clearance with the CSP.

605. Lead-time requirements

In most cases, strict lead-times are imposed by clearance-granting authorities. Every effort must be made to ensure that lead-times are observed (refer to ARCHIVED - Annex 6-B: Lead-time requirements in this chapter), as failure to do so will likely result in rejection of the RFV.

606. Procedures for urgent visits as a result of an invitation

1. Special procedures exist for processing urgent RFVs through official CSP channels as a result of an invitation from a host private sector organization. Responsibility rests with the requesting organization's company security officer to adequately justify the urgent requirement and to provide all details which will allow the request for visit to be fast-tracked through clearance channels. An example would be an urgent need for field service representatives to repair equipment whose non-serviceability is preventing the continuation of test trials, and thereby affecting the overall progress of a program or contract
2. Fast-tracking a RFV through the CSP channels requires the following additional information:
   1. written reason (justification) for the urgency
   2. name and telephone number of point-of-contact at the host private sector organization who has requested or invited individuals to visit under the lead-time
   3. statement that the point-of-contact, where appropriate, will approach the clearance-granting authorities of their own country to request that the established lead-time be waived

607. Amendments

1. When submitting additions or deletions of visitors to approved RFVs, you must include the CSP visit identification number assigned to the original approval
2. Normally, the purpose or period of a visit cannot be changed by amendment submission, and a new RFV may be required. The company security officer is encouraged to contact CSP's visit clearance unit, prior to submitting these types of amendments

608. Obligation to notify host organization

1. A request for visit approval constitutes an authority, from a security point of view, for a classified visit to take place. It does not remove the requirement for the private sector organization to seek, as required, visas for the visitors to the appropriate government agency. All administrative arrangements for the visit, including the date and time, must be agreed upon between the two organizations. Notwithstanding formal request for visit authorization, it is essential that the visitor(s) contact the host organization prior to departure to reconfirm the visit arrangements
2. Visits to foreign countries: There is no fixed requirement for the amount of advance notification of a visit to establishments of foreign organizations, however, a prudent consideration of the distance and cost involved would indicate a minimum of 10 days' notice

609. Host organization responsibilities

1. Private sector organizations that host classified visits are responsible for ensuring that no unauthorized disclosure occurs during the visit. Access to information classified higher than the level in the visit authorization must not be granted, regardless of the level of the visitor's personnel security clearance. Company security officers must ensure that the procedures detailed in this section are observed
2. Identification and control of visitors:
   1. private sector organizations being visited must ensure that they are in possession of a RFV, covering the specific purpose of the visit, either from the CSP, or approved by the host company security officer in the case of Canadian private sector organization-to-private sector organization visits. In the case of Canadian private sector organization-to-private sector organization visits, the host company security officer must ensure that the private sector organization requesting the visit has a facility security clearance at the required level. This verification may be based upon an existing contractual relationship involving classified information of the same or higher level, or by reference to the CSP. Once the requesting organization's facility security clearance status has been determined, certification by that private sector organization's company security officer as to the proposed visitor(s)'s personnel security clearance may be accepted
   2. the visitor's identity must be positively verified prior to any disclosure of classified information. If there is any question as to the validity of a visit request or identity of the visitor, confirmation shall be obtained from the CSP
   3. host private sector organizations must ensure that visitors are only afforded access to classified information consistent with the authorized purpose of the visit. Particular care must be taken to ensure that foreign national visitors, whether from abroad or from Canadian private sector organizations, may not have access except as provided for by the terms of the visit authorization. Foreign nationals must be escorted when being afforded access to classified information in accordance with the terms of the visit authorization, and when in areas where classified information may be accessible. The escort must be a responsible, appropriately cleared employee who has been briefed regarding the visitor's access limitations or restrictions on the visitor's movements
   4. classified material must not be released to the visitor for removal from the host private sector organization, except as provided for in this manual
3. Visitor record:
   1. private sector organizations must maintain a record of all individuals who visit their facility for the purpose of having access to classified information. This record must be separate from the record of unclassified visits, and must indicate the:
      1. visitor's full name
      2. name of the private sector organization, agency or government department that he or she represents
      3. date(s) of their arrival and departure from the facility
      4. approved visit identification number(s)
   2. the visitor record does not need to indicate whether the visitor actually did or did not gain access to classified information. Records of authorized visit requests that have actually taken place must be retained by the host private sector organization for a minimum of 2 years, and are subject to random inspection by the CSP during that period
   3. a separate set of visitor records must be kept for NATO visits. A NATO visit is a visit:
      1. by a person from a foreign country to a Canadian private sector organization in connection with pre-contract negotiations or contract performance on a contract involving NATO classified information
      2. by a person from a NATO agency or NATO command to a Canadian private sector organization in connection with pre-contract negotiations or contract performance on a contract involving NATO classified information
      3. between a Canadian prime contracting private sector organization and a subcontracting private sector organization involving NATO classified information
      4. in which access to NATO classified information has been specifically authorized
   4. the CSP and NATO security office representatives whose requirement for access to NATO classified information is only incidental to the accomplishment of security inspections at the organization's facility, must not be considered to be NATO visitors nor be required to enter their names on NATO visit records

610. Visiting organization responsibilities

Visiting private sector organizations are responsible to ensure that (the):

1. host private sector organization is given adequate notification of, and has approved the visit
2. host private sector organization is aware of the purpose and classification level of the visit
3. visitors are fully briefed on the specific classified information and classification level authorized for disclosure during the visit; this is especially important during foreign visits
4. visitors only disclose classified information to host organizations that have the applicable level of clearance, and a need-to-know
5. if visitors are transporting classified material, the procedures detailed in ARCHIVED - Chapter 5: Handling and safeguarding of classified and protected information and assets of this manual are fully observed
6. classified material is not left at the host organization except as specifically authorized in accordance with ARCHIVED - Chapter 5: Handling and safeguarding of classified and protected information and assets of this manual

611. Project lists

1. The CSP will address when a classified contract or project requires the creation of continuing visitor lists, instead of individual RFVs, on a case-by-case basis, communicating arrangements and authorization to all concerned
2. Where establishments to be visited under project lists are situated in remote locations requiring special transportation and/or accommodation, care must be taken to ensure that visit approval has been obtained before personnel proceed to the establishment

612. Unclassified visits

1. For unclassified visits to United States Department of Defence facilities, a visit approval using the Canada and United States Joint Certification Program directly arrangement visit (DAV) process may be required by Canadian private sector organizations for access to certain establishments (refer to ARCHIVED - Chapter 10: Joint Certification Program of this manual)

Annexes

• Annex 6-A: Request for visit form
  • Used by private sector organizations in Canada or abroad to request a visit to a Government of Canada site
• ARCHIVED - Annex 6-B: Lead-time requirements