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International Visits Control Office

Guidance Notes for MOD List X
Contractors
Version 2.0 October 2012
International Visits Control Office (IVCO)
Defence Equipment & Support
Poplar -1, #2004
MOD Abbey Wood
Bristol
UK
BS34 8JH

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International Visits Control Office Guidance Notes for MOD List X

Contractors
Contents

Page

Introduction

Services to Defence Industry

Governance Procedures

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3

Outward Visits

Principles
Procedures
Amendments
Emergency Visits
USA Visits General Advice
NATO Visits General Advice
Attachments or Extended Visits
General Points for Outward Visits
Personal Index Card
Lead Times
Points to Note

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Inward Visits

Principles
Procedures
RFVs from MISWG, LoI & NATO Members
RFVs from Nationals of all other Nations
Recurring Visitors
Attachments or Extended Visits
Emergency Visits
Uncleared Visitors Areas (UVA)
Points to Note

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Forms

Annex A - Letter of Intent RFV

Annex B - Request for Visit (RFV)
Annex C - NATO HQ Pass Application
Annex D - Personal Index Card

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Introduction
1.
The International Visits Control Office (IVCO) is a part of the United Kingdom Ministry
of Defence (MOD). Located within the Defence Equipment & Support (DE&S), Principal
Security Advisers Organisation it has two main functions:
a).

IVCO Outward: dealing with visits by UK MOD List X Industry representatives to

overseas locations where the discussion involves protectively marked information
relating to Defence Projects; Programmes or Contracts.

b).

IVCO Inward: dealing with visits by foreign nationals to UK MOD establishments and
MOD List X sites.

2.
IVCO is not responsible for processing requests for visits to Service establishments of the
UK Armed Forces. Such visits are the direct responsibility of the Service Security Authority
concerned. However, should a proposed visit include visits to both Service and Defence
Headquarter and MOD List X sites, IVCO is responsible for the coordination of the visit request and
where appropriate will liaise with the relevant Service/MOD Security Authorities. IVCO is also not
responsible for processing requests for visits to other government departments or non MOD List X
sites.

Services to Defence Industry

3.

IVCO provides a number of transactional services to Defence Industry:

a).

Assisting MOD List X Contractors in providing assurance and confirmation of clearance

status for visits overseas, which will allow them access to the facility to be visited and
to have access to protectively marked information.

b).

Establishing and maintaining records of the staff of MOD List X Contractors to meet
requests for security assurances from foreign governments or international defence
organisations.

c).

Acting as a focal point to liaise with the MOD Project Team to ascertain the permitted
levels of access to UK protectively marked information by foreign visitors to UK
Defence Establishments and MOD List X sites.

Governance Procedures
4.
IVCO services and processes are governed by a number of regulatory procedures and
international agreements, primarily:

The Cabinet Office Security Policy Framework;

The Letter of Intent (LOI) Framework Agreement;
Bi-lateral Security Agreements/Arrangements
The Declaration of Principles between the United Kingdom and the United States of
America;

The security policies and regulations required by International Organisations

such as the North Atlantic Treaty Organisation (NATO) and:

Procedures for countries acting under the auspices of the Multi-National Industrial
Security Working Group (MISWG).

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The Cabinet Office Security Policy Framework

5.
The Security Policy Framework (SPF) describes the security controls to be applied to UK
Government assets. It focuses on requirements that are necessary to achieve a proportionate and
risk managed approach to security that enables government business to function effectively, safely
and securely
Letter of Intent Framework Agreement (LoI)
6.
On 6 July 1998 the Defence Ministers of France, Germany, Italy, Spain, Sweden and the
UK signed a Letter of Intent (LoI) designed to facilitate defence industry restructuring in Europe.
The LoI set up six specialist Working Groups to examine the main areas where government was
committed to identifying concrete proposals to remove some of the barriers to restructuring. The
LoI Framework Agreement signed on 27 July 2000 at the Farnborough Air Show consolidates the
results of these Working Groups.
7.
Visits between the LoI Framework Agreement countries that involve access to shareable
national information classified up to SECRET are to be arranged between the Facility Security
Officers (FSO) of the facilities concerned using the LoI Request for Visit (RFV) form (Annex A) .
Visits or attachments to UK defence contractors of over 21 consecutive days duration require prior
approval from IVCO. This notification must be provided to IVCO by the FSO of the MOD List X
facility being visited at least 2 working days before the intended start of the visit. The LoI visit
Framework Agreement procedures do not apply to visits related to protectively marked information
belonging to any other UK Government department or to a third party e.g. NATO
Principles
8.
The LoI procedures apply to contractors and military or civilian representatives of the
Framework Agreement Party who need to undertake visits to the following facilities:
a).

A government department or establishment of another Framework Agreement Party

b).

The facilities of a trans-national or other defence company or their sub-contractors

located in one or more of the Framework Agreement Parties

9.
Visits where there is a need to access shareable protectively marked information graded
CONFIDENTIAL or above, are subject to the following conditions:
a).

The information is approved by the MOD as shareable. In cases of doubt advice should
be sought from the relevant Project Team.

b).

The visit has an official purpose related to defence activities of one or more of the
Parties and they both agree that there is a need for the visit.

c).

The facility to be visited has an appropriate Facility Security Clearance (FSC).

d).

Prior to arrival at the facility, the FSO of the requesting (sending) facility must provide
details of the visitors and confirmation of the visitors Personnel Security Clearance to
the receiving facility using the LoI RFV form.

e).

To confirm identity the visitor must be in possession of an ID card or passport for

presentation to the security authorities at the receiving facility.

10. The receiving FSO must ensure that accurate and full records are kept of all visitors,
including their name, the organisation they represent, date of expiry of the Personal Security
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Clearance, the date(s) of the visit(s) and the name(s) of the person(s) visited. Such records are to
be retained for a period no less than five years. UK MOD reserves the right to audit these records
to ensure compliance.
11. Visits between the LoI Framework Agreement countries that involve access to shareable
information classified RESTRICTED can also be arranged between the facilities concerned and
can take place without the submission of a LoI RFV form.
Bi-lateral Security Agreements/Arrangements
12. The UK has negotiated a number of bi-lateral Security Agreements/Arrangements with other
countries, a full list of which can be found at Annex B to the International Protective Security Policy
Chapter of the SPF. These Agreements/Arrangements place specific obligations on the
participants for the protection of protectively marked information and detail the requirements that
have to be followed for international visits to government and contractor facilities in the countries of
the participants which involve access to protectively marked information. The visit procedures
contained in these bi-lateral Security Agreements/Arrangements may vary depending upon the
other country concerned but in general, the UK does not require the submission of an RFV to be
submitted for inward visits by representatives from overseas governments and contractors from
MISWG nations where access is not higher than RESTRICTED. Other than the special
arrangements under the LoI Framework Agreement mentioned above all inward visits at the level
of CONFIDENTIAL and above require MOD approval and therefore the submission of an RFV
through the relevant London Embassy/High Commission or other mutually agreed alternative route
to IVCO.
The Declaration of Principles between the United Kingdom and the United States
13. The Declaration of Principles (DoP) is a UK/US Government initiative to improve the cooperative framework between the two countries with the aim of facilitating collaboration between
defence contractors in the two countries. The UK & US Governments recognise the need to
maintain adequate and appropriate security provisions for the protection of protectively marked
information in UK & US contractor facilities. For security, the UK MOD and the US Department of
Defence (DoD) agreed an Implementation Arrangement (IA) for Operations between the MOD and
DoD and their respective defence industries. The IA supplements the 1961 Security Agreement
between the two countries and was signed on the 27th January 2003.
Principles
14.

All outward RFVs to US DoD establishments must be submitted through IVCO.

15. Visits to or from the USA involving the access/exchange of information marked Confidential
or above will require the prior approval of both participants and the existing RFV form must
continue to be submitted.
16. Programmes that involve visits related to contracts conforming to a bilateral programme
conducted under a Memorandum of Understanding (MoU), or related to commercial contracts that
have been approved by governments, may be processed as a visitor block list.
a).

A Block List should be developed by each participating contractor facility of those

individuals who are participating in the programme or contract.
i). In some instances, it may be feasible for a group of companies working on the
same programme or contract to join together and submit a single list. Advice must
be sought in the first instance from IVCO.
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ii). Visit authorisations under this procedure will be valid for the duration of the
programme and there will be no limit on the number of visitors authorised.
iii). The list of visitors must be checked annually by the requesting facility to ensure
that there remains a requirement for all persons to continue to be included.
iv). The addition & deletion of names must be submitted on separate sheets, and
each must be clearly marked as Addition or Deletion. The reference number of the
original request must be provided.
v). Upon approval of the visit request by the UK and US Governments, direct
arrangements may be made for visits to the participating contractor facilities and
government organisations.
17. Visits to Contractor facilities that involve access to, or the exchange of information at the
UNCLASSIFIED or UK RESTRICTED levels do not require the approval of the Designated
Security Authorities (DSAs) and may be arranged directly between the security officials of the
sending and receiving facilities.
18. It is the responsibility of the host site to ensure that the visitor is escorted at all times and is
not allowed access to information or areas for which a need-to-know has not been established.
Multi-national Industrial Security Working Group (MISWG)
19. The Multi-national Industrial Security Working Group (MISWG) was created in 1985 as an
informal body to develop common measures for the protection of classified information with regard
to non-NATO Multi-national Defence Programs and international industrial security matters.
MISWG is composed of representatives of the security authorities of those departments of
participating countries that deal with international industrial security matters. The role of the
MISWG is to achieve commonality of security practices and procedures for the exchange of
classified and certain unclassified information. MISWG also provides a forum to discuss ways to
adapt security practices to continuing changes in the overall security environment, defence
industry trends and international industrial security.
20.

The following countries are currently MISWG participants:

Albania
Bulgaria
Denmark
Germany
Italy
Netherlands
Portugal
Spain
United Kingdom

Australia
Canada
Estonia
Greece
Latvia
New Zealand
Romania
Sweden
United States

Austria
Croatia
Finland
Hungary
Lithuania
Norway
Slovakia
Switzerland

Belgium
Czech Republic
France
Israel
Luxembourg
Poland
Slovenia
Turkey

North Atlantic Treaty Organisation (NATO) Members

21.

Current NATO Member Countries are:

Albania
Croatia
France
Iceland
Luxembourg
Portugal

Belgium
Czech Republic
Germany
Italy
Netherlands
Romania

Bulgaria
Canada
Denmark
Estonia
Greece
Hungary
Latvia
Lithuania
Norway
Poland
Slovakia
Slovenia
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Spain

Turkey

United Kingdom

United States

IVCO Visits Procedures

Outward Visits
Principles
22. It is the responsibility of IVCO to process visit requests (Annex B) by MOD List X contractor
staff that are required to undertake visits to overseas government or contractor establishments and
NATO HQ & NATO Agencies where the discussion will involve protectively marked information
relating to defence programmes or contracts.
Procedures
23.

Visits where access is required at CONFIDENTIAL or above:

a).

24.

Except for visits between the Parties to the LoI Framework Agreement relating to
shareable information or where exceptionally special arrangements are made, such as
those related to the Typhoon programme communicated in List X Notice 2012/07, all
RFVs must be submitted to IVCO where access is required to information marked
CONFIDENTIAL or above.

Visits where access does not exceed RESTRICTED:

a).

RFVs must be submitted to IVCO, for any visits to any country not listed at 23. a). even
though the level of access/discussions would not exceed RESTRICTED level and
where information related to Defence Projects; Programmes or Contracts information is
being discussed.

b).

IVCO no longer require RFVs to be submitted for visits to defence establishments or

defence contractor sites, located in Belgium, Czech Republic, Luxembourg,
Netherlands, Portugal, and any of the LoI Framework Agreement Countries or to
defence contractors located in the US.

c).

This ruling is applicable to one time and intermittent visits of less than 21 consecutive
days only. Attachments in excess of 21 consecutive days, regardless of the level of
information involved, will still require a RFV to be submitted to IVCO.

d).

UNCLASSIFIED or RESTRICTED visits undertaken without an RFV cannot be

converted to cover any information marked CONFIDENTIAL or above without the
visitor requesting that his NSA/DSA submits an RFV to IVCO in the normal manner.
IVCO will still require the normal working days notice period for the country concerned
to enable the RFV to be processed.

e).

One-time and recurring visits conducted without the submission of an RFV cannot be
converted to an attachment without an RFV being submitted to IVCO.

Amendments
25.

The following applies to amendments to visit requests :

a).

It is not permitted to extend the dates of a visit if the change will result in the visit being
valid for longer than 1 year. Likewise, dates cannot be amended to bring the start date
of a visit forward to an earlier date.
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b).

A visitor can be added to an RFV that originally requested visits to a number of sites,
even if they will be required to only visit one of the sites. There is a maximum of 10
amendments allowed per visit request and 100 people per amendment.

c).

Deletions of visitors from RFVs should be passed to IVCO as an amendment so that

they can be removed from any on-going visits.

d).

Termination of employment should be treated as a deletion and actioned as at 25). c).

Emergency Visits
26. IVCO are aware that urgencies to undertake a visit arise and in such circumstances a visitor
may not have the required number of days notice in which to submit an RFV. If this is the case
then an emergency visit can be requested. For an emergency visit the required lead-time can be
exceptionally cut to 10 full working days. However, the following should be noted.
a).

An emergency visit can only last for a maximum of 30 days.

b).

The visit must be related to an official government programme, request for tender offer
(e.g. submission of, or amendment to a bid or proposal or attendance at a pre-contract
negotiations or bidders conference).

c).

The visit must be in response to an invitation of a host government official and is in

connection with an official government project, programme or contract (see paragraph
27). below).

d).

A programme, project or contract opportunity will be placed in jeopardy if the RFV is

not submitted as an emergency.

27. IVCO require a letter from the host advising that an emergency RFV is to be submitted and
providing full justification for the request. This should then be attached to the RFV.
28. IVCO will always be prepared to consider a legitimate emergency visit application but such
requests will be stringently vetted by IVCO and the receiving Government security authority.
Accordingly they should only be submitted for the most genuine and pressing of reasons. The
following examples do not justify the use of the emergency visit procedure.
a).

Courtesy calls.

b).

Arriving at sites uninvited.

c).

Administrative oversights on the part of the requesting facility.

d).

Seniority or rank.

USA Visits General Advice

29.

For visitors to the US the following general points should be taken into account:
a).

The US minimum lead-time is 30 working days. This means that the RFV must be in
the US DoD visit system at least 30 working days prior to the requested start date of
the visit. To process the RFV via the British Embassy Washington this means that the
RFV must be submitted to IVCO at least 35 working days prior to the start date of the
visit.

b).

A fax number (and e-mail address if known) for the US Point of Contact (PoC) is
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essential and they must always be a US national. Failure to provide a fax number could
lead to immediate rejection of the visit by the US Authorities.
c).

The US PoC must be aware of the visit and must still be in post and working on the site
to be visited.

d).

There must be a DoD PoC if there is a requirement to see protectively marked

information. If there is no DoD PoC, the US Company must have either an Export
License or Technical Assistance Agreement or other relevant approvals in place. This
should be quoted in the subject field of the RFV.

e).

Zip codes (postcodes) must be supplied for all sites. Failure to provide them will result
in the immediate rejection of the RFV by the US Authorities.

NATO Visits General Advice

30.

For visitors to NATO the following general points should be taken into account:
a).

A separate visit request is required for each visit to NATO HQ or NATO Agencies.

b).

An annual pass (Annex C) will only be permitted if the visitor requires regular access at
least twice a month, each month.

Attachments or Extended Visits

31.

For attachments or extended visits the following applies:

a).

Visits where a visitor would remain resident within a country for 21 consecutive days or
longer are considered to be an attachment.

b).

Attachments should be applied for on the normal RFV forms.

c).

The lead-time for such requests will be the same as for other types of visit.

d).

Attachments can be valid for a period of up to one years duration. If the visit extends
beyond the one year period a new request should be submitted.

e).

Groups of visitors on attachment can be submitted as a block list, provided that all the
visitors will be resident at the same site for the same period of time.

f).

Visits to other sites must be submitted on a new RFV form as individuals may only be
attached to a single site.

General Points for Outward Visits

32.

The following general points should be considered for all outward visits:
a).

There is to be only one subject per visit request.

b).

If using any acronym, ensure that it is fully explained and that it is recognised in the
country being visited.

c).

The visitors security clearance level must be recorded as either TOP SECRET
(TS)/SECRET (S) or CONFIDENTIAL (C) and not DV or SC.
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d).

Norway - Recurring visits can only run to the 31 December of the year of submission.
If there is a requirement for the visit to continue past 31 December, then a new request
will need to be submitted.

e).

NATO Agencies (NETMA, NC3A etc) Each visit must be a separate request.

f).

The Maximum number of visitors per visit is 100 (amendments can be made as and
when necessary).

g).

Block lists containing the names of visitors that will have a requirement to undertake
recurring visits to a particular facility on a specific over a annual period may be
submitted on the standard RFV form.

Personal Index Card

33. An up to date Personal Index Card (Annex D) is required to be provided to IVCO to ensure
the accuracy of the details held on the IVCO database for each visitor, primarily National Security
Vetting details. This will help to facilitate future visit applications for the individual. Instructions for
the use of Index Cards are as follows:
a).

You should indicate if the card is a new record or if it is an amendment to a previously

issued card, and the change(s) should be highlighted.

b).

A valid Proof of Vetting (POV) number and date must be quoted. It is important to
remember that the clearance must be equal to, or greater than, the classification of the
subject to be discussed.

c).

A NATO certificate (attached to the clearance) will be required for access to NATO
information. This should be requested from Defence Business Services National
Security Vetting (DBS NSV).

d).

If the person for whom the card is being completed is acting as a consultant to your
company, this should be clearly identified on the card.

e).

The Personal Index Card information will be retained until the company notifies IVCO
that the security clearance(s) is/are no longer required.

Lead Times
34.

Leads times (in weeks) for visits to MISWG member countries are:
Australia
Austria
Belgium
Canada
Czech Republic
Denmark
Finland
France
Germany
Greece
Hungary
Iceland
United States

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5
5
6
4
4
4
5
4
5
4
4
6

Italy
Luxembourg
Netherlands
New Zealand
Norway
Poland
Portugal
Spain
Sweden
Switzerland
Turkey
United Kingdom

5
4
4
4
5
4
5
6
4
5
4
3

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35.

Lead times (in weeks) for visits to other countries/international organisations are:
Bahrain
Brazil
Brunei
Bulgaria
Croatia
India
Israel
Japan
Kuwait
South Korea

4
5
4
5
6
4
4
5
4
5

Oman
Qatar
Russia
Saudi Arabia
Singapore
Slovakia
South Africa
UAE
NATO Agencies
NATO HQ

4
4
4
4
5
4
5
4
4
1

Points to Note: Outward

36. Sections 1 - 10 of the RFV must be fully completed prior to submission to IVCO, if this is not
the case the form will be rejected by IVCO and a new application will be required to be submitted.
37. Always ensure that Section 3 has the full contact details of the host site inc telephone, fax
and e-mail. If this information is not provided, the request will be rejected.
38. If this visit is an amendment, in Section 1 please state what IVCO reference number you are
amending. Also state which amendment number you are submitting (e.g. Amendment 1,
Amendment 2)
39. For all emergency visit requests, 10 full working days must be provided, along with a letter of
justification.
40.

Visits can be submitted by e-mail desinfra-ivco@mod.uk or by fax (01179134924)

Inward Visits
Principles
41. IVCO process requests for foreign nationals to visit UK MOD establishments and MOD List X
Contractors sites.
Procedures
42. Foreign nationals who wish to undertake a visit requiring access to protectively marked
information, and/or access to a RESTRICTED area, within a UK MOD establishment or MOD List
X Contractor site must provide official confirmation of their security clearance in the form of an
RFV. This RFV must arrive in IVCO at least 20 working days before the intended start of the visit.
43. It is the responsibility of the visitors to initiate the visit request and to ensure that it is
approved by and transmitted through their own National Security Authorities/Designated Security
Authorities (NSAs/DSAs) who should then send the RFV to their Embassy/High Commission in the
UK. The Embassy/High Commission should process the RFV to IVCO. It is not the responsibility of
the host MOD establishment or contractor to initiate the visit, only to inform the visitors of the
agreed rules and regulations.
44. When an Embassy has received an RFV via its own National/Designated Security Authority
and, due to the purely commercial nature of the proposed visit declines to endorse it; then it is
acceptable for the FSO of the MOD List X Contractor site being visited to submit the RFV direct to
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IVCO. However, it should be made clear that the intent and subject of the visit must be wholly
commercial, and that no access or discussions are planned that will involve any aspect of Defence
information, even if Unclassified. Also all practicable attempts must have been made to secure
Embassy endorsement before taking the action described in this paragraph.
45. Inward Visit requests to MOD List X Contractor Facilities that require access to / release of
protectively marked information must identify the MOD Project / MOD Sponsor. Where insufficient
information is provided on the RFV or more detail is required IVCO may contact the FSO of the
MOD List X Contractor site to be visited to establish further information on the proposed visit. If the
information required cannot be provided the RFV may be denied or access permitted during the
visit downgraded to UNCLASSIFIED.
46. Once an RFV has been received by IVCO it will be forwarded to the relevant MOD Project
Authority/Sponsor. They then consider the acceptability of the proposed visit including the
clearance level required, and advise on any information that can/cannot be seen or areas that
can/cannot be accessed by the visitor. IVCO will then inform the FSO of the decision.
RFVs from MISWG, LoI and NATO Member Nations Countries
47. For visits by foreign nationals of MISWG, LoI Framework Agreement, NATO member
nations, where access does not exceed RESTRICTED:
a).

IVCO no longer require RFVs to be submitted for visits to MOD establishments or MOD
List X Contractor sites, where the level of access/discussions would not exceed
RESTRICTED. However the prior arrangement and agreement of such visits must be
made between the visitor and the MOD establishment or MOD List X Contractor site to
be visited and the MOD List X Contractor must obtain prior approval from the relevant
MOD Project Authority/Sponsor to release any information to the visitors.

b).

MOD List X Contractor FSOs will remain responsible for ensuring that such visitors
are escorted where appropriate.

c).

Attachments in excess of 21 consecutive days, regardless of the level of information

involved, will still require a RFV to be submitted to IVCO by the visitors NSA/DSA.
However, in respect of visits to MOD List X Contractors by individuals from the LoI
Framework Agreement Parties, the FSO must inform IVCO should a proposed visit
exceed 21 days duration.

d).

Unclassified or RESTRICTED visits undertaken without an RFV cannot be converted to

cover any information marked CONFIDENTIAL or above without the visitor requesting
that their NSA/DSA submits an RFV to IVCO in the normal manner. IVCO will still
require 20 working days notice.

e).

One-time and recurring visits conducted without the submission of a RFV cannot be
converted to an attachment without the submission of an RFV from the visitors
NSA/DSA.

RFVs from Foreign Nationals of all other Nations

48. For visits by foreign nationals of all other nations, where access does not exceed
RESTRICTED level:

a).

49.

RFVs must be submitted to IVCO for any visits to a MOD establishment or MOD List X
Contractor sites, by all other countries, even though the level of access/discussions
would not exceed RESTRICTED level.

For visits by foreign nationals of all nations, where access is required at CONFIDENTIAL or
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above:
a).

RFVs must be submitted to IVCO by foreign nationals from all nations except in the
case of visitors from the Parties to the LoI Framework Agreement and where the
information has been pre-determined as shareable.

Recurring Visitors
50.

For recurring visitors:

a).

If a foreign national is required to make regular visits to a MOD establishment or MOD

List X Contractor site IVCO requires that the visitor submit an RFV for Recurring Visits.
This avoids a duplication of effort for both the requesting organisation and IVCO.

b).

If the visitor is required to spend longer than 21 consecutive days on a site at any one
time an attachment to that site should be applied for.

c).

A visitor can have more than one recurring visit running concurrently, for different
projects, and different sites but a separate RFV must be submitted for each project.

d).

A recurring RFV can be valid for a period of one year. There is no limit to the number of
personnel, or sites which can be included upon it

e).

Whilst on site visitors will be expected to comply with the security regulations of the
host and or any other instructions that may be given to them by the Facility Security
Officer or other representative of the site being visited.

Attachments or Extended Visits

51.

For attachments or extended visits:

a).

Except in the case of a visit under the LOI Framework Agreement (see paragraph 47
c). above), if a foreign national is required to be resident at a site for a period of
greater than 21 consecutive days at any one time, they must apply for an RFV
Attachment, regardless of any UK protectively marked information involved.

b).

Personnel who are seconded to the UK on an attachment for a specific project activity
can apply for attachment authorisation for a period of up to 3 years. However
restrictions may apply to the work that can be carried out.

c).

Once attached a visitor can only visit other sites or be involved in other projects with
the submission of a new RFV.

d).

The issuing of passes at contractor sites is a matter for the FSO.

e).

No attachment should proceed without the prior submission of an RFV from the visitors
NSA/DSA and approval from IVCO.

f).

You are not allowed to extend the dates of a visit if this change will result in the visit
being valid for longer than one year. Also, dates cannot be amended to bring the start
date of a visit forward to an earlier date.

g).

A visitor can be added to an RFV that originally requested visits to a number of sites,
even if they will be required to only visit one of the sites. The amendment should
clearly show which site they are required to visit.
14
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52.

h).

Deletions of visitors from RFVs should be passed to IVCO as soon as any changes are
identified.

i).

There is a maximum of ten amendments per visit request.

For the visitor list:

a).

The maximum number of visitors per visit is one hundred.

Emergency Visits
53.

For emergency visits:

a).

In certain urgent circumstances a visitor will not have the required 20 working days
notice in which to submit a RFV. In these circumstances an emergency visit may be
requested.

b).

For an emergency visit the required lead-time can be cut to 5 working days. However,
the following should be noted:
i). An emergency visit can only last for 30 days.
ii). The visit must be related to an official government request for proposal, request
for tender offer (e.g. submission of, or amendment to, a bid or proposal;
attendance at pre-contract negotiations or bidders conference).
iii). The visit must be in response to the invitation of a host Government official.
iv). A programme, project or contract opportunity will be placed in jeopardy if the
RFV is submitted in the required lead-time.
v). The visit is in support to operations.

54. IVCO require a letter from the UK host advising us that an emergency RFV will be submitted
and providing full justification for the request. This should be forwarded to IVCO immediately so
that it can be attached to the RFV when it is dispatched to the MOD Project Authority.
55. FSO are reminded that they have the power to prevent or refuse any visit, including those
identified as emergencies to their site which they do not feel is fully justified or warranted and
refuse access to their site by any visitor who has demonstrated either directly or indirectly that they
will not be compliant with either UK national regulations or measures required locally by the
Contractor. Should such circumstances arise IVCO must be informed immediately
56. Whilst IVCO will always be prepared to consider an emergency visit request, the following
examples do not justify the use of the emergency visit procedure.
a).

Courtesy calls by foreign nationals.

b).

Foreign nationals who arrive uninvited at sites.

c).

Administrative oversights on the part of the requesting facility.

d).

Rank or seniority of the visitor.

57. Any cases of a foreign defence contractor, or Government, placing undue or unwarranted
pressure on a UK defence contractor to accept an emergency visit request should be reported to
15
NOT PROTECTIVELY MARKED

NOT PROTECTIVELY MARKED

IVCO immediately.
Un-cleared Visitors Areas (UVA)
58. To facilitate the efficient conduct of business and to ease the administrative burden on MOD
List X Contractors, FSOs can ask their Security Adviser for agreement that areas of their site are
suitable for the use of overseas visitors who have not been cleared through the DE&S DHSy/PSyA
IVCO process. These areas are designated as Uncleared Visitor Areas (UVAs). See List X Notice
2011/05.
59.

For visits that will only have access to an UVA:

a).

Hosting facilities do not need to inform IVCO via an RFV if a visitor is only accessing a
designated and approved UVA. The visitor may deal direct with the hosting facility.
However, visits by Chinese or Russian nationals, must be notified to IVCO by the FSO
of the MOD List X Contractor at least 5 working days prior to the proposed visit. Such
notification must include at least the following information:
Full Name
Passport details
Date of Birth
Visit Dates

This information can be sent either by fax (01179 134924) or by e-mail (desinfraivco@mod.uk)
Points to Note: Inward
60. If a foreign national is expected at a facility and they are not part of MISWG, NATO or LOI
and confirmation of the visit has not been received from IVCO, contact IVCO immediately for
advice.
61. Please submit all queries on current visits or requests for further information by either e-mail
via desinfra-ivco@mod.uk or phone 030679 33840.

16
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Annex A

LOI REQUEST FOR VISIT

[
[
[

]
]
]

One Time
Recurring
More than 21 days

1. REQUESTING ESTABLISHMENT/COMPANY/AGENCY
Name:
Address:

Security Officer:
Email:

Tel No:

Fax No:

Point of Contact:

2. ESTABLISHMENT/COMPANY/AGENCY TO BE VISITED
Name:
Address:

Security Officer:
Email:

Tel No:

Fax No:

Point of Contact:
Please use Continuation Sheet 1 for any additional Sites to be visited
3. DATE OF VISIT
From:

To:

4. SUBJECT TO BE DISCUSSED:
Project/ Contract/ Programme:

5. ANTICIPATED LEVEL OF DISCUSSION:

CONFIDENTIAL [

SECRET [

6. VISITOR DETAILS
Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position

/
:

Please use Continuation Sheet 2 for additional Visitors

SIGNATURE:

DATE:

Rank/Grade:

Continuation of Section 6 VISITOR DETAILS

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Name:

Passport Number:

Date of Birth:

Nationality:

Security Clearance Level:

Expiry Date:

Company/Agency:

Position:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Rank/Grade:

Annex B

REQUEST FOR VISIT

[
[
[
[
[

]
]
]
]
]

Annex(es)

One Time
Recurring
Extended
Emergency
Amendment

Yes
No

1. ADMINISTRATIVE DATA
REQUESTOR:
DATE:

TO:

VISIT ID:

2. REQUESTING GOVERNMENT AGENCY OR INDUSTRIAL FACILITY

NAME:

Email:

POSTAL ADDRESS:

TELEX/FAX NO:

TEL NO:

3. GOVERNMENT AGENCY OR INDUSTRIAL FACILITY TO BE VISITED

NAME:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

TEL NO:

If more than one site is to be visited please use the continuation sheet (Annex 2)
4. DATES OF VISIT:
/

TO

TO

5. TYPES OF VISIT (SELECT ONE FROM EACH COLUMN):

[

GOVERNMENT INITIATIVE

] INITIATED BY REQUESTING AGENCY OR

] BY INVITATION OF THE FACILITY TO BE VISITED

FACILITY
[

] COMMERCIAL INITIATIVE

6. SUBJECT TO BE DISCUSSED/JUSTIFICATION

Is this a UK MoD Project: Yes

Is this a Non UK MoD Project: Yes

If a UK MoD Project visit please provide a UK MoD POC:

Tel:

7. ANTICIPATED LEVEL OF CLASSIFIED INFORMATION TO BE INVOLVED:

8. IS THE VISIT PERTINENT TO:

SPECIFY:

A SPECIFIC EQUIPMENT OR WEAPON SYSTEM

FOREIGN MILITARY SALES OR EXPORT LICENSE

A PROGRAMME OR AGREEMENT

A DEFENCE ACQUISITION PROCESS

OTHER

REQUEST FOR VISIT (CONTINUED)

9. PARTICULAR OF VISITORS
NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:
SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY
If needed please use the continuation sheet (Annex 2)
10. THE SECURITY OFFICER OF THE REQUESTING FACILITY OR AGENCY
NAME:

Email:

TEL NO:

Fax:

SIGNATURE:
11. CERTIFICATION OF SECURITY CLEARANCE (Completed by Government Certifying Authority)
NAME:
STAMP

ADDRESS:

TEL NO:
SIGNATURE:
12. REQUESTING SECURITY AUTHORITY (Requesting NSA/DSA)
NAME:
STAMP

ADDRESS:

TEL NO:
SIGNATURE:

DATE:

13. REMARKS

Continuation of Section - 3. GOVERNMENT AGENCY OR INDUSTRIAL FACILITY TO BE VISITED

NAME:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

NAME:

TEL NO:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

NAME:

TEL NO:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

NAME:

TEL NO:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

NAME:

TEL NO:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

NAME:

TEL NO:

Email:

ADDRESS:

TELEX/FAX NO:
POINT OF CONTACT

TEL NO:

Continuation of Section - 9. PARTICULAR OF VISITORS

NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:

SECURITY CLEARANCE:

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

POSITION:
COMPANY/AGENCY

NAME:
DATE OF BIRTH:
SECURITY CLEARANCE:
POSITION:
COMPANY/AGENCY

PLACE OF BIRTH:
PASSPORT NO:

NATIONALITY:

Annex C

NATO HQ Pass Application

[

] Temporary

] Annual

(Must be attended at least twice a month for this type of pass)

(Annual Passes expire on 31 October)

1. Administrative Data (For IVCO use only)

To:

Date:
/

From:

IVCO (Fax: 0044 (0)117 91 34924)

Visit ID:

2. Requesting Government Agency or Industrial Facility

Name:
Postal Address:
Tel No:

Fax No:

3. Visitor Details
Full Name:

Date of Birth:

Nationality:

Passport No:

Security Clearance:

Rank/Grade:

Clearance review date (expiry date):

Full Name:

Date of Birth:

Nationality:

Passport No:

Security Clearance:

Rank/Grade:

Clearance review date (expiry date):

Full Name:

Date of Birth:

Nationality:

Passport No:

Security Clearance:

Rank/Grade:

Clearance review date (expiry date):

4. Date of Visit:

to

5. Meeting Attending: (Full name of meeting)

6. Facility Security Officer of requesting Government Agency or Industrial Facility

Name:
Tel No:

Email:

Signature:

Date:

Stamp

7. IVCO Authorisation

Stamp

Name:
Signature:
Date:

8. NATO HQ Approval (NATO Personnel use only)

Name:
Signature:

Date:

Annex D
New Card

Amendment to previous card

Surname:

Nationality:

Forename(s):

Nationality other:

Country of birth:
Place of birth:

Date of Birth:

Clearance level:
POV* Reference:

POV* Date:

Passport Number:

Passport Country:

Passport issue:

Passport Expiry date:

POV Expiry Date:

Company Name:
Position in firm:

Date left:

* POV Proof of Vetting Reference number (obtained from DBS NSV)