Background Checks & Security Clearances
Every so often, I come across a request for a freelancer who can pass a background check or has a security clearance. The background check is more common: especially with clients more used to working with full-time employees, it’s standard practice to ask a freelancer to submit to a background check. There are also situations in which a freelancer might be working in a sensitive situation where a background check isn’t just a matter of a client who just reused HR hiring procedures for full-time employees.
There are also occasions where clients might ask for a freelancer with a security clearance. The cases in which a freelancer actually might need a security clearance tend to be rare — long-term projects for government contractors are just about the only possibility. I have seen some occasions when clients who weren’t particularly familiar with the differences between clearances and background checks asked for a clearance but meant a background check.
Security Clearances
You can’t really get a security clearance without a client already lined up. Your client must sponsor you for the security clearance. Luckily, that also means that the client will typically cover the cost of the security clearance as well. Because it’s a lengthy and expensive process, however, most clients will typically only get a clearance for a freelancer that they plan to work with for years and on particularly large projects. It’s a long, drawn-out process.
Jo Murray worked as a consultant for two government agencies that required her to have a security clearance, including an airport that required an FAA security clearance. Her clients paid all the expenses, but it was a lengthy process, “involving an FBI background check and fingerprinting for access to the airfield, and Secret Service clearance to be in the vicinity of the president of the U.S.”
There are a variety of different types of clearances, with different costs and requirements.
Background Checks
In contrast to a security clearance, a background check is a relatively simple process. In most cases, it amounts to checking whether or not you have a criminal record. On rare occasions, a client might also ask to run a credit check as part of a larger background check — such a request is a sure-sign that the client hasn’t worked with freelancers on a regular basis. It’s your choice whether or not to agree. Most clients wouldn’t run such checks on other contractors, but a refusal may make the job disappear.
If you will be working in a sensitive area, you may be required to submit to a more in-depth background check. Murray, at one point, had to bring a freelance photographer into the vicinity of the President of the United States. That photographer had to pass a Secret Service background check.
Taking Care of Paperwork
In most cases, both background checks and security clearances look for any issues with your record. They typically focus on criminal records, submitting fingerprints to law enforcement agencies to check against records. That means that you have to provide your finger prints. For in-depth investigations that cover such records as your credit report, you also have to provide written permission to allow access to your information.
There are benefits and drawbacks for freelancers when it comes to submitting to a background check. Many of the requested background checks are simply not necessary when it comes to freelancers. After all, you aren’t going to be working in a client’s office, handling a client’s money or otherwise be adding to the client’s risk — all standard reasons why an employer might run a background check. But having a clear background check can reassure a client when you’re working in sensitive situations. It can even be necessary if you want to get anywhere near someone like the President. It’s up to you to decide if it’s worth your while.
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Have others encountered a third form of this that involves bonding or insurance coverage? In this scenario the client requires you to have a certain amount of business insurance for them to feel confident that you won’t go under due to some unforseen circumstance.
I was told at one job that I had to have insurance AND be incorporated as an LLC or something. When that wasn’t going to happen, I was put on an hourly wage instead of per-project wage and paid through a payroll agency (i.e., temp agency). But they paid me my hourly rate so I didn’t balk. I’m not sure if that’s what you were asking or not, Duane.
Bear with me as this is kind of a lengthy comment.
For a gig writing for a worldwide oil company in fall 2007, I had to submit not only to a background check but a drug screening as well. Forget the fact that I live in New York, the client is in Houston and I wouldn’t be in their offices ever. I agreed to both only because I knew the contact through a previous job and trusted her, though I definitely let her know where I stood on the issue. A background check was harmless enough, I suppose, though financial records are nobody’s business, especially with this particular job. As for the drug screening, I made sure they paid me for the cab to and from as well as my time. And the background check? They paid for me for the time to fill out those forms too. To make matters even more ridiculous, earlier this year I had to go through the whole process all over again when they wanted me to do another project. Apparently, “real” employees have to submit to this every six months!
Like I said, the only reason I submitted to this in the first place was because of my contact who I like and trust. It’s part of the endless paperwork that goes with being a contractor for this company. Basically, you’re treated like an employee…without the benefits. But they pay my hourly rate, which is good since the projects never end when they say they’re going to.
Would I do it again? I don’t know. But when you need to pay the rent, it’s amazing what you’ll agree to. Should other freelancers agree to this? Is it becoming more and more prominent? I don’t have an answer to either question.
Would be good to mention this is relevant to the USA? Interesting read nevertheless.
While reading this article, it struck me that they are asking for all this information, including a credit check. Is there a credit check or equivilant that a freelancer can run on a company?
Thanks for the information. It’s always good to know the difference in matters like these.
The nearest thing to a background check I’ve ever remembered was that they checked my sites and portfolio.
Interesting read. I’ve never come across anything like this from freelancing in Sydney or London. Like @Nina said, it must be more common in the States?
Good post but absolutely ridiculous requests.
Employers want you to believe that a security clearance cost money. Actually it doesn’t cost the employer anything but time. The government does not charge a fee.
Working in the background checks industry in the UK for over three years now has given me somei insight into the subject.
I would say to anyone, be it in the US or UK to be aware of your rights before agreeing to have any checks carried out on you. There are always different levels of check that can be carried out dependent entirely on the work that you are doing. In many cases employers are not aware of these levels of check and will always seek the highest to ensure their security.
You should always be aware that these levels are put in place also to protect you and releasing the information held on you is governed by legislation which has to be adhered to by the employer. Obtaining information they are not legally entitled to is a breach of data protection (UK) and also a breach of your personal right.
Most of the time these checks are in place for a reason and are perfectly reasonable so there’s no need to fear them but do protect yourself and don’t let people break the law and put you in a comprimised position just to secure a contract.
It’s going to be *quite* unusual that the graphic artists, writers and web designers who frequent this site have any contact at all with the military-industrial complex through a security clearance process.
One big issue is cost and time frame. The process is expensive (I heard $10K+ for a secret clearance in the early 1980s), it must be funded by your sponsor (the company that wants to hire you), and it takes several months.
Lastly, I’ve *only* heard of full time employees being cleared. It’s not something that normally comes up for any kind of contractor. I worked at a small DoD company a few years ago as a contract software developer and even though a project that would fit my skills would be 6 mos – 1 year in duration, they couldn’t justify spending the money and time to equip a freelancer.
And are you really a “freelancer” at the point that you can guarantee a client enough time out of your schedule to submit to this process and you make the kind of time commitment that a security clearance based job would demand? I say no, no way.You’re practically an employee.
Wow. I’ve been through just about every type of security check and background check, in my “previous life”, but the alarming part is that this appears to imply an emerging new trend on freelance “on boarding” requirements between service providers, and buyers.
I have personally not seen these requirements from buyers, yet…
I guess the courteous thing to do is to chime back in let everyone know.
- Ron
I see a lot of requests for security clearance around the DC/Quantico, VA area.