Check of criminal records for aviation security

A check of criminal records is part of the background check an employer (organisation) must carry out on personnel who hold or apply for a position found in chapter 4 section 4 of the Swedish Transport Agency's regulation (TSFS 2020:80) on aviaton security. A check of criminal records entails that the Swedish Security Service investigates if the person to be employed appears in the Suspicion Register, the police general surveillance register or if there is information processed pursuant to the Police Data Act.

The Swedish Transport Agency is responsible for petitions of criminal records checks to the Swedish Security Service. A criminal records check is not a one-time check but remains active until the employer notifies the termination of the records check to the Swedish Transport Agency. With that, the Swedish Transport Agency deregister the records chek to the Swedish Security Service.

Launch of a new e-service for criminal records checks for aviation security: REKON

During 2023, the Swedish Transport Agency is digitalising the process for criminal records checks for aviation security. This enables a simpler and faster application process for both internal and external users due to automated flows and registrations.

As the majority of all paper use and shipping of letters reduces the new e-service, REKON, also leads to less environmental impact.

Learn more about REKON: Digitalising the process for criminal records check for aviation security

Security classification 3 in Aviation Security

Pursuant to chapter 3 section 9 of the Security Protection Act (2018:585) employment or participation in security sensitive activities shall be placed in a security class level that corresponds with the requirements for security clearance compliant to the international agreements on security protection.

The duties and roles within the aviation security, which according to the Swedish Transport Agency's regulation (TSFS 2020:80) on aviation security have to undergo security clearance are:

A position that permits unescorted access to security authorised and restricted areas.
A position as certified security personnel.
A position that entails that the person has more than limited access to highly sensitive confidential information of importance for aviation security.
A position that entails that a person is issued a crew identity card.
A position as a security manager.
A position as an instructor carrying out courses for security personnel and EDD-teams.
A position as a validator of aviation security in the EU.
A position as a dog handler in an EDD-team.
A position that entails unescorted access to identifiable air cargo.
A position that entails unescorted access to necessities used onboard.
A position that entails unescorted access to necessities to the airport.
A position entailing a person to carry out security checks, access checks or other security measures outside an authorised area.
A position that permits administrator rights or unsupervised and unlimited access to critical information and communication technology systems and data used for civil aviation security purposes.
A position at a haulier that permits unescorted access to air cargo and mail, in-flight supplies or airport supplies to which the required security controls have been applied.

Multiple employers

Even if a person has an active criminal records check from a previous employer, a new application must be submitted from the new employer.

Authorisation to apply for a check of criminal records

In order to apply for a criminal records check, applicant companies must first register with the Swedish Transport Agency and announce their contact persons (reference persons) via the form Authorisation for check of criminal records for aviation security.

Only reference persons that have been registered with the Swedish Transport Agency according to the information above are authorised to apply for criminal records checks on behalf of the company/organisation.

Applying for criminal records checks for aviation security

To apply for a criminal records check use the form: Application for check of criminal records for aviation security.

It is important that the form is completed with all the relevant information. Incomplete information can lead to processing delays since the Swedish Transport Agency must request supplementary information. Make sure that all relevant fields are filled in before submitting the form.

Application

The application for a criminal records check must be signed by a reference person who has been announced in advance to the Swedish Transport Agency and assigned authority to apply for a records check as mentioned above.

Declaration in the application for a criminal records check

In the application for a criminal records check the reference person must be able to certify with certainty that a basic investigation, approved by the employer, has been carried out before the application for a criminal records check.

Time limitation

If an assignment related to a records check is limited in time, this must be stated in the application and the validity of the check will expire when the stated period ends.

Contractors and Sub-contractors

If a Contractor or Sub-contractor is present, this must be stated on the form and they must also sign the form.

Employment agencies

Information on procedures regarding applications for background checks for employment agencies.

Applications concerning foreign citizens

In connection with the application for a criminal records check a verification is made via the Swedish Tax Agency's population register if the applicant has a swedish or foreign citizenship.

For applications concerning foreign citizens, copies of a valid national passport or a national ID-card must be attached to the application. The copies must be in colour and include relevant pages showing passport number, photograph, social security number, full name, signature, country of birth, gender, validity period and MRZ-code. The passport's hardcover is also regarded as relevant pages. The copies must be certified by a person known at the Swedish Transport Agency. The certification must be written on each copy of the identity documents, but not so that information on the copies is hidden or becomes more difficult to interpret. The certificate must contain following information:

This copy matches the original
Signature and name clarification
Phone number

The Swedish Transport Agency has produced a guideline for establishing identity when applying for records checks. The guideline means, among other things, that if other authorities have taken a position on, or recommend not accepting national passports or national identity cards from certain countries, the same applies to us in our review. This means that there are corresponding restrictions regarding documents used by the employer during ID checks in connection with the security control. In practice, this will mean an impediment to holding a position that requires placement in security class 3, as the security control and records check requires that the identity can be established.

This currently applies to passports and ID documents from Afghanistan, Somalia and certain series of passports from Iraq. There may also be restrictions on documents from Eritrea, Palestine and on applicants who are stateless.

More information on the various countries and identity documents can be found on the Swedish Migration agency´s website.

Country of residence other than Sweden during the last five years

When an operator employs a person who has had a country of residence* other than Sweden during the past five years, the person must be able to present extracts from criminal records or equivalent from the authorities in the respective country/countries of residence showing that no crimes have been committed.

The extract must be in English or Swedish or translated into one of these languages and come from an authority or an official source. Extracts from the criminal records registry from other EU-countries meet the language requirement and a translation is not necessary, providing that the extract follow the template used by the police.

The extract must be attached to the application for a criminal records check. If an extract is not attached, the application is not complete.

At the Swedish police authority, it is possible to apply for an extract from the criminal records registry from another EU-country. For more information, see the homepage of the Swedish police authority:

Utdrag från ett annat EU-lands kriminalregister (the Swedish police authority, page in Swedish)

*Country of residence refers to any country in which a person has been resident continuously for six months or more; an interruption means unreported time for more than 28 days in the employment or training list.

Reason for check

Enter the position found in chapter 4 section 4 of the Swedish Transport Agency's regulation (TSFS 2020:80) on aviaton security, that corresponds to the employment held by the person the criminal records check refers to.

Describe the intended duties

Describe the intended duties to clarify what the position entails.

Consent from the person the criminal records check concerns

The person the criminal records check concerns must give their consent before the check is carried out. The consent must be documented on the application form by signing the box for consent.

Consent from a guardian for persons under the age of 18

For applicants under the age of 18, concent from a guardian is required for a criminal records check to be carried out. In these cases, the form Appendix to the application for register control for aviation security, for persons under 18 must be attached to the application.

Where should the application for a criminal records check be sent?

If the person the criminal records check concerns seeks access to a security restricted area at an airport, the applying company must send the application to the airport concerned for signing (approval). The Airport will then send the application to the Swedish Transport Agency. In other cases, the applying company must send the application directly to the Swedish Transport Agency.

How long does a check of criminal records take?

The processing time is approximately 3-4 weeks. Please note that the time may vary periodically due to high workload. The processing time cannot be affected or accelerated.

Fee

The Swedish Transport Agency charges an administrative fee for a check of criminal records which occurs as a result of placement in security classification. You will find the current fees here (information in Swedish).

Deregistering records checked personnel for aviation security

A criminal records checked person is continuously monitored against the criminal records mentioned above. It is therefore important that the applicant of a check of criminal records informs the Swedish Transport Agency when the person ends their employment or changes duties not covered by the requirements.

Deregistering must be done by an authorised reference person by using the form: Deregistering records check personnel for aviation security.

The Swedish Transport Agency's processing of personal data according to GDPR

Here you can read about how the Swedish Transport Agency processes personal data for reference persons as well as for persons subject to a criminal records check.

Contact

For general enquiries regarding the administration of criminal records checks please use the information below to contact us.

Please note that if your questions refer to a specific case, it's only the authorised contact/reference person registered with the Swedish Transport Agency who will be notified of the answers. For such queries, we kindly advise you to contact us via telephone.

Cancellation of phone hours

Currently the phone hours are cancelled due to a high workload.

Phone:
+46 10 495 37 65

Telephone hours:
mon-fri 10:00-11.30

E-mail address:
registerkontroll@transportstyrelsen.se

Postal address:
Transportstyrelsen
Sjö- och luftfartsavdelningen
Sektionen för säkerhetsskydd,
Registerkontroll
SE-601 73 Norrköping
Sweden