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Items 1, 2 and 4, Document 1
Clearance Coordination Centre
CCC WI 002
Clearance Coordination Process
AUSTRALIAN GOVERNMENT SECURITY VETTING AGENCY
WORK INSTRUCTION
CLEARANCE COORDINATION CENTRE
CCC WI 002 CLEARANCE COORDINATION PROCESS
SPONSOR: DIRECTORATE OF VETTING CUSTOMER SERVICES
PURPOSE
1.
The  purpose  of  this  Australian  Government  Security  Vetting  Agency  (AGSVA)  Work
Instruction  is  to  outline  specific  actions  to  be  taken  by  staff  at  the  Clearance  Coordination
Centre  (CCC)  to  confirm  that  a  clearance  pack  is  complete  and  details  the  subsequent
actions to finalise the clearance coordination process.
s47E(d)
s33, s47E(d)
s33, s47E(d)
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Clearance Coordination Process
s33, s47E(d)
s33, s47E(d)
Actions
Non-Australian Citizen
 Check the clearance pack for evidence of
Australian citizenship.
s33, s47E(d)
 If Australian citizenship can be established,
continue the coordination process.
s33, s47E(d)
s33, s47E(d)
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CCC WI 002
Clearance Coordination Process
s33, s47E(d)
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Clearance Coordination Process
s33, s47E(d)
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CCC WI 002
Clearance Coordination Process

14.  The coordination officer is to confirm that the clearance subject is over 18 years of age.  If the
clearance  subject  was  under  18  years  of  age  at  the  time  the  signature  documents  were
signed,  parental  consent  is  required  on  all  signature  forms  except  the  SVA041  Statutory
Declaration.
Note: If a clearance subject was under 18 years of age at the time the signature documents were
signed with no parental/guardian consent but has now turned 18, the clearance subject is required
to recomplete and provide all signature forms except the SVA041 Statutory Declaration.

s33, s47E(d)
Document Requirement
Guidance to Determine Acceptance

For Baseline only: SVA084 National Police    Signature page only is acceptable. s33,

Checking Service
s33, s47E(d)
s47E(d)
(NPCS) Application Form – No-Exclusion

For NV, PV only: SVA084-1 National Police
Checking Service (NPCS) Application Form
– Complete Exclusion


SVA100
Security
Clearance
Informed
  If the signatures pre-date the print date, the
Consent
form is still valid.
s33, s47E(d)

OR
s33, s47E(d)
  This form can contain digital text however the
clearance subject and the witness signatures
cannot be digital.
  Note: The parental consent signature can be
digital.

SVA041 Statutory Declaration
  State and Territory Statutory Declarations can
be accepted in addition to the SVA041
Statutory Declaration, which must be provided
to declare that the documents the clearance
subject provided are complete and correct as
issued by the relevant authority without
alterations (self- certification).
  A Statutory Declaration signed in the Northern
Territory can be witnessed by any person over
the age of 18 (no qualification required).
  ADF personnel of the following ranks are not
authorised to witness Statutory Declarations,
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regardless of time served:
o  NAVY - Able Seaman (AB), Seaman
(SMN)
o  ARMY – Private (PTE), Sapper (SPR),
Craftsman (CFN)
o  RAAF – Leading Aircraftman/Woman
(LAC/W), Aircraftman/woman (AC/W),
Non-commissioned Officer Cadet
(NCOCDT)
  This form can contain digital text however a
digital signature cannot be accepted.
  An ADF witness can be accepted if they are of
appropriate rank. The rank of a witness can be
confirmed via the Defence Corporate Directory
(DCD). s33, s47E(d)



Table 2 – Further Guidance to Determine if Signature Forms can be Accepted
15.  The  coordination  officer  may  seek  further  guidance  for  personal  documentation  acceptance
in accordance with Table 3.
Note:  For  documents  in  a  language  other  than  English  both  the  original  untranslated
version  and  a  translation  must  be  provided.  Translations  must  be  completed  by  either  a
government  entity  or  a  translator  accredited  by  the  National  Accreditation  Authority  for
Translators and Interpreters (NAATI).
Note: Bilingual documents do not require a translation if one if the languages is English.
s33, s47E(d)
Document Requirement
Guidance to Determine Acceptance

Birth Certificate
  Birth extracts are not acceptable for
Australian born clearance subjects. A full
Birth Certificate issued by Births, Deaths and
Marriages must be provided.
  Clearance subjects born in India may supply
their  passport,  High  School  Certificate,
Certificate  of  Baptism  or  a  Consular  issued
‘Overseas  Citizenship  of  India’  document,  in
conjunction  with  a  Statutory  Declaration
explaining  why  they  are  unable  to  provide  a
Birth Certificate.

Born in Australia on or after 20 August 1986
  If using the clearance subject’s passport it
must be issued on or after 1st January 2000
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Document Requirement
Guidance to Determine Acceptance
for a period of at least two years.
 If using a parent’s Australian Passport as
evidence, it must have been issued after 20
Aug 1986 and prior to the clearance subject’s
birth.
 Parents  Australian  Birth  extracts  are  not
acceptable.  A  full  Birth  Certificate  issued  by
Births,  Deaths  and  Marriages  must  be
provided.
Marriage Certificate
 Only required for the current marriage.
 If a clearance subject was married overseas
and is unable to provide a copy of the
Marriage Certificate, a Statutory Declaration
can be accepted.
 If a clearance subject is widowed, a copy of
the  Marriage  Certificate  is  only  required  for
evidence of a change of name (if applicable).
Divorce Certificate / Decree Nisi
 Required for all finalised divorces.
 If  a clearance  subject  was  divorced  overseas
and  is  unable  to  provide  a  copy  of  the
Divorce  Certificate,  a  Statutory  Declaration
can be accepted.
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Clearance Coordination Process

Change of Name Certificate
  If a clearance subject changed their name
overseas and is unable to provide a copy of
the Change of Name Certificate, a Statutory
Declaration can be accepted.
s33, s47E(d)
Certificate of Service
  If a clearance subject served overseas and is
unable to provide a copy of their Discharge
Certificate, a Statutory Declaration can be
accepted.
Photo Identification
  Photo Identification must:
o  be issued by the Australian Government
o  be current (not expired)
o  contain a signature and a clear
photograph
o  be complete and show all of the required
details
  Expired photo identification can be accepted
if it was current when the pack was
receipted.
  Note: Driver licences issued in the Northern
Territory contain the signature on the back
of the card. A copy of both the front and
back of the drivers licence is acceptable in
this circumstance.
Category C Document
  Must be current/not expired (if applicable)
  If a second photo identification document is
provided, this can be used to fulfil the
category C requirement.
s33, s47E(d)
  If the document shows the name of the
clearance subject and their address details;
payslips, utility bills, financial institution
statements and Australian government
issued correspondence can also be
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accepted.

Proof of address
  Acceptable evidence must include the name

of the clearance subject and their address
details.
  Examples of acceptable evidence include,
but are not limited to, Driver Licence, phone
bill, utilities bill, Australian Taxation Office
(ATO) Notice of Assessment, Official
documents issued by Births, Deaths and
Marriages, payslips, complete Electoral
Enrolment letter, bank statements, etc.
s33, s47E(d)
  s33, s47E(d)

In the first
instance, clearance subjects must make
every attempt to supply evidence for their
current address.

Proof of employment / education
  Acceptable evidence must include the name

of the clearance subject and the name of the
employer.
s33, s47E(d)
  State or Territory Certificates of Education
detailing the clearance subject’s name can
be accepted in lieu of a document from the
specific school.
  Examples of acceptable evidence include,
but are not limited to, payslips, letter of
service, Payment Summary (Group
Certificate), PMKeyS report (Defence
personnel only), photo identification card,
business cards, bank statements containing
employer information such as a direct
deposit transaction from the employer,
Letters of Offer (signed), etc.
s33, s47E(d)
  Self-employed – acceptable evidence for a
self-employed clearance subject is a
Business Activity Statement with an
Australian Business Number or by
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conducting a search via the Australian
Securities and Investments Commission, a
letter from an Accountant, etc.
  A Statutory Declaration detailing a current
employment as evidence s33,

s47E(d)

In
the first instance, clearance subjects must
make every attempt to supply evidence for
their current employment.
Table 3 – Further Guidance to Determine if Documents can be Accepted

16.  If the clearance subject submitted original primary identification documents or school reports,
the  coordination  officer  must  copy  the  documents  and  return  the  originals  to  the  clearance
subject via registered mail s33, s47E(d)

s33, s47E(d)
18.  The coordination officer may seek further guidance for information acceptance in accordance
with Table 4.
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Information Requirement
Guidance to Determine Acceptance

Clearance subject name
  All iterations of the clearance subject’s
names on Australian identity documents
must be included in the ePack. This does
not include the omission of a middle name.
For example, if one identity document listed
‘John Robert Smith’, and one identity
document listed ‘John Smith’, one entry of
‘John Robert Smith’ in the ePack would be
acceptable.
s33, s47E(d)
  There is no requirement for shortened
versions of names to be included in the
ePack unless they are listed on identity
documents e.g. identity documents show
‘Robert’ and other supporting documents
indicate the use of ‘Rob’.
  Only the first middle name is required to be
included in the ePack e.g. if the clearance
subject’s name is ‘John Robert Paul Smith’
on the identity documents, ‘John Robert
Smith’ is acceptable in the ePack.
  Note: Identity documents are any birth
certificate, citizenship certificate, marriage
certificate, divorce certificate, change of
name certificate and photo identification
documents.
Clearance subject place of birth
The clearance subject’s date of birth must
contain the correct town, city and country of
birth as per the supporting documentation. This
is with the exception of foreign born clearance
subjects.

Marital status
  If the marital status is ‘single’ however
partner details have been provided, there is
no requirement for the marital status to be
updated.
  If the marital status is ‘widower’ there is no
requirement for partner details.
  For Baseline, NV1 and NV2 only, if the
marital status is ‘separated’ there is no
requirement for partner details however
further investigation is necessary to
determine if a marriage or divorced certificate
is required.
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Information Requirement
Guidance to Determine Acceptance

s33, s47E(d)
Address and/or Employment
Table 4 – Further Guidance to Determine if Information can be Accepted
s33, s47E(d)
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s33, s47E(d)
23.
If a SVA100 Informed Consent and Official Secrecy Acknowledgement was completed, the
coordination officer is required to evaluate both the ‘Official Secrecy Acknowledgement’ and
the ‘General Consent’.
24.
If an SVA013 Eligibility Waiver Notification has been provided, the coordination officer is to
record this s33, s47E(d)
s33, s47E(d)
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s33, s47E(d)
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s33, s47E(d)
s47E(d)
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ATTACHMENT A
CCC WI 002
HAVE YOU DONE?
s33, s47E(d)
 Identity check (name, DOB, place of birth)
 Address history  (checkable period)
 Employment history (checkable period)
BDR checks:
 Partner’s employment details
 Parent’s name
 Check handwritten info
 Translations (if applicable)
 Blackout TFN/credit card details
Evaluate Pack:
 Under 18 parental consent
 If complete, submit Evaluate Pack
 Check police check initiated
External Checks:
PV only (if applicable)
Entry/Exit
DFAT
Defence Ethics
MilPol
 Signature documents
 Personal documents
 Pack receipt emails
 Non-compliance corro
Uploading:
 BDR pages (with H/W info)
PV only
 Financial Documents
 Entry/Exit Request email
 SVA100 with photo
s33, s47E(d)
 Coord complete note
Coord Complete:
 Remove docs received flag
 Allocate to relevant queue
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Items 1, 2 and 4, Document 2
AUSTRALIAN GOVERNMENT SECURITY VETTING AGENCY
WORK INSTRUCTION
CLEARANCE COORDINATION CENTRE
CCC WI 004 POSITIVE VETTING COORDINATION SUPPLEMENT
SPONSOR: DIRECTORATE OF VETTING CUSTOMER SERVICES
PURPOSE
1.
The  purpose  of  this  Australian  Government  Security  Vetting  Agency  (AGSVA)  Work
Instruction  is  to  outline  the  additional  actions  to  be  taken  by  staff  at  the  Clearance
Coordination Centre (CCC) when processing a Positive Vetting (PV) clearance pack.
s33, s47E(d)
Entry/Exit Checks (Movement Records)
s33, s47E(d)
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CCC WI 004
s33, s47E(d)
Military Police and Defence Ethics Checks
s33, s47E(d)
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DFAT Ethics Checks
s33, s47E(d)

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Australian Government Security
Vetting Agency
Policy & Procedure Document
2:2 Clearance Pre-assessment
Coordination
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2:2 Clearance Pre-assessment Coordination
Table of Contents

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s33, s47E(d)



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2:2 Clearance Pre-assessment Coordination
About this document
About this Document
References
1.
A reference list is provided at Annex A.
s33, s47E(d)
Overview
3.
Clearance pre-assessment coordination involves:
a.
checking to determine if a submitted security clearance request pack is complete;
s33, s47E(d)
c.
requesting additional information from the clearance subject if required.
4.
During the clearance pre-assessment coordination phase, the coordination officer
gathers the documentary evidence required to corroborate the clearance subject’s
identity and to enable the Assessing Officer (AO) to conduct their assessment of
the clearance subject’s suitability.
s33, s47E(d)



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About this Document

s33, s47E(d)

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  2:2 Clearance Pre-assessment Coordination
Determining if a Clearance Pack is Complete
Determining if a Clearance Pack is Complete
Forms
7.
The following forms are associated with this procedure:
a.
SVA100 – Security Clearance Informed Consent
b.
SVA041 – Statutory Declaration.
c.
SVA084 or SVA084-1 – National Police Checking Service (NPCS)
Application Form(s).
d.
SVA082 – Consent for Release of Personal Security File or Grant
Notification.
s33, s47E(d)
Documentary and Information Requirements
8.
When the AGSVA receives a clearance pack, the coordination officer must check
the clearance pack to assess whether it is complete.
s33, s47E(d)
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  2:2 Clearance Pre-assessment Coordination
Determining if a Clearance Pack is Complete
s33, s47E(d)
Documentary Requirements
s33, s47E(d)
s33, s47E(d)
Further documentary requirements depend upon whether the
clearance level being assessed is Baseline, Negative Vetting Level 1 (NV1), Negative
Vetting Level 2 or Positive Vetting (PV). Documentary requirements specific to the
clearance levels are shown in Table 3 and Table 4.
15.
If a clearance subject is unable to meet the documentary requirements, the
coordination officer is to seek alternative proof-of-identity documents from the clearance
subject, s33, s47E(d)

Refer to the section Request Missing Information from a Clearance Subject within
this document.
Documentary requirement  Baseline, NV1, NV2 and PV
SVA084 or
•  Confirm that the National Police Checking Service
SVA084-1
(NPCS) Application Form (either SVA084 or SVA084-1) is
National Police Checking
correctly signed and dated.
Service (NPCS) Application
•  If the clearance subject is under 18, ensure a parent or
Form
legal guardian has also signed the form.

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Documentary requirement  Baseline, NV1, NV2 and PV
•  SVA100 – Security
•  Confirm that the SVA100 has been submitted.
Clearance Informed
Consent
•  Confirm the form is correctly signed, dated and witnessed
and that the form was signed and witnessed on the same
date.
s33, s47E(d)
•  If the clearance subject is under 18, ensure a parent or
legal guardian has also signed the form.
s33, s47E(d)
SVA041 – Statutory
An SVA041 – Statutory Declaration is mandatory for al
Declaration
clearance levels.
•  Confirm the SVA041 is correctly signed, dated and
witnessed on the same date.
s33, s47E(d)


•  There is no requirement to assess a blank SVA041.
Birth certificate
 Confirm evidence of birth certificate.
s33, s47E(d)

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Documentary requirement  Baseline, NV1, NV2 and PV
Recognition of gender
•  Required if a clearance subject has legally changed their
gender or identifies as a gender that is different to their
sex at birth.
•  The Australian Government Guideline on the Recognition
of Sex and Gender approves recognition of the following
evidentiary documents:
-  Statement from a Registered Medical Practitioner or a
Registered Psychologist which specifies gender.
-  Current Australian Government travel document,
such as a passport, which specifies gender.
-  Australian birth certificate which specifies gender.
-  Document issued by the Registrar of Births, Deaths
and Marriages recognising a change of sex or
gender.
Naturalisation certificate
Confirm evidence of naturalisation certificate.
s33, s47E(d)
Australian born on or after 20
August 1986
Marriage certificate
•  Confirm evidence for the current marriage.
•  Marriage certificate issued by the Registrar of Births,
Deaths and Marriages is acceptable.
s33, s47E(d)
Divorce certificate (i.e. decree
•  Confirm evidence for all divorces.
nisi or decree absolute)
•  Confirm all pages referred to on page 1 of the divorce
certificate have been provided.
•  An email divorce certificate is acceptable where:
-  it is emailed officially from a court; and
-  a copy of both the email and certificate are provided.

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Documentary requirement  Baseline, NV1, NV2 and PV
Change of name certificate
•  Check for official or legal name change documentation
(i.e. deed pol  or history of name change on a birth
certificate).
•  Confirm all pages of the document have been provided.
Discharge certificate or military  Confirm evidence of military service or discharge for any
service record
exserving Army, Navy, Air Force or Reservists of any
country (including Australia) if service occurred during the
checking period.
s33, s47E(d)
Table 2 - Documentary Requirements for Al  Clearances
16.
For Baseline, NV1 and NV2 clearances, the documents described in Table 2 are
required in addition to those in Table 3.
Documentary
Baseline, NV1 and NV2 only
requirement
Proof of current address
s33, s47E(d)
Proof of a previous address
Proof of current employment
Proof of a previous
employment (NV1 and NV2
only)
Table 3 - Additional Documentary Requirements for Baseline and NV Clearances

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17.
For PV clearances, the documents described in Table 2 are required in addition
to those listed in Table 4.
Documentary
PV only
requirement
Proof of current address
•  s33, s47E(d)

•  Where a clearance subject has both a current and
temporary residence, confirm evidence of one, not both.
Proof of all previous
s33, s47E(d)
addresses for last ten years
Proof of all previous
s33, s47E(d)

employments for the past ten
years
Payslip
Most recent payslip for all current employment.
Photographs
Two passport-style photographs.
Documentary
PV only
requirement
Passports
For each passport held, including official passports, copies
of the identification page and all pages containing
information.
s33, s47E(d)
Table 4 - Additional Documentary Requirements for PV Clearances
Information Requirements
18. For all clearance levels, the coordination of icer should ascertain if the mandatory
information has been provided in the BDR in accordance with Table 5.
Information requirement
Baseline, NV1, NV2 and PV
Clearance Subject details
s33, s47E(d)

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Determining if a Clearance Pack is Complete

Information requirement
Baseline, NV1, NV2 and PV
Marital Status
s33, s47E(d)
Employment
Parents
Missing Documents or Information
19.
If the coordination officer identifies that the clearance pack is missing
documentation or information they are to request it from the clearance subject. Refer to
the section Requesting Missing Documentation or Information from a Clearance Subject
in this document.
20.
If a clearance subject is unable to meet the documentary requirements, the
coordination officer is to request them to provide alternative documents that provide an
equivalent level of information. s33, s47E(d)

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Document Certification
In March 2013, the At orney-General’s Department changed the requirement for the
certification of documents. Certification is no longer required on an individual basis for
each document submitted by a clearance subject. Instead, certification is now achieved
by the clearance subject completing and submitting a revised SVA041  –  Statutory
Declaration that states that all documents they provide to the AGSVA are complete and
correct as issued by the relevant authority without alterations. This applies to all
clearance levels.
Original Documents
21. If the clearance subject has submitted original documents to support the clearance
process, the coordination officer must:
a.  copy the original documents; and
b.  return the original documents to the clearance subject by registered mail.
Recognition of Sex and Gender
22.
The Australian Government recognises that individuals may identify and be
recognised within the community as a gender other than the sex they were assigned at
birth and stated on their original birth certificate. An individual may also choose to identify
as a gender which is not exclusively male or female.
s33, s47E(d)
Name Variations
Change of Name upon Separation or Divorce
24. If a clearance subject is separated or divorced, they may legally resume their
premarriage name (if applicable) without undertaking a formal process to change their
name, s33, s47E(d)

Hyphenated or Double Surnames
25.
No formal process, in addition to the issuance of a marriage certificate, is required
for persons who change their name following marriage, s33, s47E(d)
The
most common situation is a female adopting  her husband’s last name. A marriage
certificate is acceptable as evidence of the hyphenation or use of both last names.
s33, s47E(d)

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2:2 Clearance Pre-assessment Coordination
Determining if a Clearance Pack is Complete
27.
The name(s) used by the clearance subject must align with their official identity
documents including, but not limited to: birth certificate, marriage certificate(s), divorce
document(s), and change of name certificate.
s33, s47E(d)
Non-English Documents
31.
A document provided in a language other than English must be accompanied by
a copy of a full translation of the original document. The following are acceptable:
a.  Bilingual certificates and translations issued by a foreign government agency.
b.  Translations provided by translators accredited by the National Accreditation
Authority for Translators and Interpreters (NAATI). Documents provided by
the Department of Immigration and Border Protection (DIBP) are also
acceptable.
Note: Translations from foreign non-government sources must not be accepted.
s33, s47E(d)

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New Zealand Passport Holders – Special Category Visa
33.
New Zealand citizens who enter Australia under the Trans-Tasman Travel
Arrangement (1973) between the Australian and New Zealand Governments are not
required to apply for a visa before travelling.
34.
New Zealand citizens are granted a Special Category Visa (subclass 444) (SCV)
on arrival to Australia subject, upon them presenting a valid New Zealand passport and
incoming passenger card for immigration clearance. The visa is recorded electronically
by DIBP. Information regarding New Zealanders in Australian is available on the DIBP
website s33, s47E(d)

s33, s47E(d)

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Requesting Missing Documentation or Information from
a Clearance Subject
s33, s47E(d)
49.  To enable AGSVA to provide timely vetting services, s33, s47E(d)

when requesting any required documentation and / or information from the
clearance subject.
50.  Upon receipt of the requested information and / or documentation, the coordination
officer is to re-commence the clearance process.
s33, s47E(d)

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Document Outline