Frequently asked questions
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Frequently asked questions
Here are the questions we're asked most often. If your query is not listed here, please contact us.
Processing applications for ID passes
What are the drop zone collection days?
Why can't I automatically have access to Zone 3 (baggage make-up area)?
How can my company join the ID pass scheme?
Who is an authorised signatory?
What are the different types of pass that are available?
What is the role of the authorised signatory?
What documents are needed when our applicants apply for a pass?
How many references does an applicant for an airside pass require?
What about self-employment or periods of unemployment?
What information should gap references include?
What else will be required with the application?
How do I obtain criminal record checks for our employees and new applicants?
How and when do I present all of the required information to the ID Centre?
What happens when a pass-holder's details change?
Can a pass be used at more than one BAA airport?
How can I obtain a temporary pass for visitors or short-term assignment staff?
How can I apply for landside-only passes?
How can I obtain a vehicle pass to allow a vehicle 'airside'?
How can I obtain an Airside Driving Permit?
What happens if an ID Pass is lost or stolen?
How do pass-holders at Heathrow obtain gateroom access or gain entry to controlled offices?
How can I gain access for other areas such as offices that have controlled access readers?
Can I appeal against the ID Centre's decision not to issue a permanent ID pass?
Where can I get further information?
Processing applications for ID passes
Applications for permanent passes are processed at BAA's ID Security team in Scotland. Temporary applications are processed in the ID Centres at the airports. All companies and organisations should now be using the correct forms to apply for specific ID passes. Up-to-date application forms are contained on this website.
What are the drop zone collection days?
We have arranged for applications to be collected so they can be safely sent to our Business Support Centre in Scotland for processing.
- Heathrow: Daily pick up.
- Stansted: Monday, Wednesday and Friday.
- Glasgow, Aberdeen and Edinburgh: Tuesday and Friday.
- Southampton: Friday.
Why can't I have a red pass?
The colour codes of BAA ID are determined by the Department for Transport. BAA reserves red passes for a few selected occupations only – in some locations for the crisis management team only.
Why can't I automatically have access to Zone 3 (baggage make-up area)?
Access to the baggage make-up area (B) will only be given to those who have to carry out duties or visit that area. If access to the baggage make-up area has been requested, additional information must be provided before access can be allocated.
How can my company/organisation join the ID pass scheme?
Companies who have been awarded a contract to provide services or undertake works at a BAA Airport may be eligible to join the ID scheme. In the first instance you will need to complete an enquiry form (Form 14) which should then be sent to the department detailed on the form.
Once we receive your enquiry, you will be contacted and advised of the next step.
The following information will be needed as part of your application (this information will be required at the next stage when your enquiry has been approved):
- The name and address of each company that has awarded you a contract to undertake work at the airport
- Written confirmation of that contract from each of the awarding companies
- Which areas of the airport you will require access to
- The approximate number of ID passes you will need in the first instance and for each year of your contract or operations at the airport (please consider employee turnover within your answer).
If you currently have ID passes to work at the relevant airport you must provide details of the company that currently sponsors those passes.
You will need to nominate an authorised signatory to manage your applications made under the terms of the scheme.
Who is an authorised signatory?
An authorised signatory is an individual nominated by the company to manage the application for and manage ID Passes within an organisation under the terms of the ID scheme. To became an authorised signatory, your organisation must be a member of the ID scheme and you have to be nominated using the authorised signatory nomination form (Form 16).
What are the different types of pass available?
1-5 day temporary identity pass
These passes can be either photograpic or non-photographic depending on the airport the pass is issued at and time of issue.
Consecutive 1-5 day identity passes will not be issued. It is possible for a person to have more than one temporary identity pass if they visit the airport on an irregular basis, for example, once a month for essential maintence work, persons undertaking emergency ad hoc collections and deliveries; work experience placement; interviews or short-term pharmacy cover. Temporary pass-holders must be escorted by a permanent identity pass-holder at all times when in the Security Restricted area.
30-day temporary identity pass
30-day temporary ID passes bear a photograph of the holder and may only be extended for a second 30-day period in exceptional circumstances. These passes are intended for issue for those planning to work for a third party, for a limited duration or for visitors to a business whose attendance will be for over five days but less than 30 days.
Temporary pass-holders must be escorted by a nominated permanent identity pass holder at all times when in the Security Restricted area.
Permanent Restricted area identity pass
Permanent ID passes are valid for up to 5 years and permit access to the areas authorised by the card on an unescorted basis.
All permanent identity passes will become suspended (parked) after 60 days of non-use.
Landside-only passes
Landside-only passes are available for employees who never require access to the Security Restricted and airside areas but otherwise work in the airport campus. Landside-only passes may be programmed to grant access to certain car parks and controlled buildings access areas within landside offices or administration areas. The extensive referencing process and criminal records check is not required for landside pass applications.
What is the role of the authorised signatory?
Authorised signatories manage the ID pass scheme within their own company or section of the business. They are responsible for ensuring that the relevant information about ID pass-holders or applicants is passed to the ID Centre and is kept up to date.
- For new applications they have a responsibility for obtaining references and other documents (for example criminal record checks) relating to the applicant. They are also responsible for verifying aspects of each ID pass application.
- Authorised signatories do not necessarily have to carry out each and every task themselves. They may have help from those responsible for referencing and other processes within their company. Authorised signatories become a vital link in the communications between BAA ID Centres and their companies as stakeholders in our business. They should always ensure that relevant communications are passed to other appropriate people within their own businesses – for example HR departments, senior managers, etc.
What documents are needed when our applicants apply for a pass?
You will be required to complete an application form for each applicant. Forms may be downloaded from our ID forms page. You must also provide:
- Satisfactory references covering the last five years' employment history must accompany the application form for a full pass. Only original documents will be accepted.
- A valid and current criminal record check (basic disclosure certificate) will also be required (this should be submitted within 10 weeks of the issue date).
- Overseas Criminal Record Checks if applicable
- The applicant must also provide the appropriate proof of identity to the ID Centre at the time of pass issue.
- For British nationals this must be a current full passport or a British photographic driving licence with counterpart (both full and provisional acceptable).
- For EU nationals a current valid passport or national identity card is required.
- For other nationals, a full valid passport together with an original document confirming the individual's right to remain in the UK and evidence of the right to work in the UK will be required: in some cases a visa should be presented.
- Proof of identity will be required when applicants present themselves to the ID Centre for the final stage of application. Only original documents will be acceptable and these must be the same documents as those presented to the authorised signatory during the security interview.
| Requirements at a glance | ||||
|---|---|---|---|---|
|
| 1-5 day temporary pass | 30 day temporary pass | Full ID pass (all colours) | Landside-only pass |
| Basic Disclosure Certificate (CRC) |
|
| * |
|
| 5 years' references |
|
| * |
|
| Gap references |
|
| * Required for those applicants with gap periods in excess of 28 days. |
|
| Proof of identity – UK nationals | * Full UK passport or photographic driving licence | * As above | * As above | * As above |
| Proof of identity – EU nationals | * Full EU passport or national identity card | * As above | * As above | * As above |
| Proof of identity – other nationals | * Full passport | * As above | * As above (Visa) | * As above |
How many references does an applicant for an airside pass require?
One or more employment references must cover the previous full five years' employment or education history. Any gaps in employment must be verified by references from the appropriate agency (for example JobCentre Plus for periods of unemployment, or an accountant or the HM Revenue & Customs for periods of self-employment).
In cases where the applicant has neither worked, nor claimed benefit during the previous five years (for example, a carer or a previously non-working partner returning to employment), then a gap reference will be required.
What about self-employment or periods of unemployment?
Periods of self-employment must be validated by a confirmation from the applicant's accountant, solicitor or HMRC office. The JobCentre Plus or other appropriate government agency must verify periods of registered unemployment.
Any gaps of over 28 days must be covered by a reference from an individual (gap referee) who should be asked to confirm in writing how long they have known the applicant and, to the best of their knowledge, what the applicant was doing during the gap period in question. The recommended pro-forma reference request for employment should be used.
What information should gap references include?
A recommended pro-forma reference request for gap references is available. This letter/form should be used and should be generated on your own company's letterhead.
References will be checked and verified by BAA verification security staff, who may contact the referee who issued the reference. It is particularly important that all contact names, addresses and telephone numbers are clearly legible and accurate.
All references should be requested so that they are addressed to and sent direct to the prospective employer at his or her company.
What else will be required with the application?
BAA requires all applicants for a permanent ID Pass to undergo a Criminal Record Check (CRC).
Criminal record checks, (basic disclosure certificates), are valid for a period of 10 weeks from the date of issue. These statements disclose any prior unspent convictions that may be held by the applicant. Certain convictions will disqualify the applicant from holding a permanent identity pass. It is the responsibility of the authorised signatory to ensure that the CRC is presented within its period of validity (currently 10 weeks) and is free of all disqualifying endorsements. A new CRC is required at each pass renewal date (normally every five years).
Applicants who have resided outside the UK for more than 6 months within the 5 year preceding the date of application will be required to obtain a criminal record check for the past 5 years in all the states they have resided in.
Some types of employment may require a counter terrorist check (CTC) which is a more detailed security screening. Further details can be obtained from your HR department. Full details are given in the application standard.
How do I obtain criminal record checks for our employees and new applicants?
Further information and the procedure for making applications can be obtained from Disclosure Scotland.
For guidance on obtaining overseas criminal record information is available on both the CPNI website www.cpni.gov.uk/ProtectingYourAssets/overseas.aspx and SIA website www.sia.homeoffice.gov.uk/Pages/licensing-overseas-checks.aspx .
It is recommended that employers adopt a procedure whereby the application form should be completed by the applicant and sent direct to Disclosure Scotland. On return of the basic disclosure certificate (which will be sent to the applicant direct), the applicant should give the original certificate to the authorised signatory. The basic disclosure certificate must be presented to the ID Centre within 10 weeks of the date of issue. Disclosure Scotland operate an online service for applications which may be used by participating companies. Companies that require a number of applications to be made should consider registering with Disclosure Scotland.
Arrangements can be made for presentation of the disclosure certificate direct to the ID Centre by the applicant if required.
The basic disclosure certificate always remains the property of the individual applicant.
How and when do I present all the required information to ID Security?
Information should be presented in one completed package. The completed form ("Application for a full or 30-day pass"), written references covering the previous five years, gap references if appropriate, and a valid basic disclosure certificate should all be available and included. The BAA ID Security team will notify you when your application has been verified and is ready for the next steps in the process. An appointment system is operated by the ID Security team on behalf of the local ID centre, which may operate specific service times for pass application and issue. This is to ensure that each applicant is given the optimal amount of time.
The applicant will be asked to provide their proof of identity and evidence of their right to work in the UK (if applicable) when they go to the ID Centre to collect their pass. Only original documents are acceptable.
| Key documents required | ||||
|---|---|---|---|---|
|
| 1-5 day temporary pass | 30 day temporary pass | Full ID pass (all colours) | Landside-only pass |
| Basic Disclosure Certificate (CRC/OCRC) |
|
| * |
|
| 5 years' references |
|
| * |
|
| Proof of identity – UK nationals | * Full UK passport or photographic driving licence | * As above | * As above | * As above |
| Proof of identity – EU nationals | * Full EU passport or national identity card | * As above | * As above | * As above |
| Proof of identity – other nationals | * Full passport | * As above | * As above (Visa) | * As above |
What happens when a pass-holder's details change?
The ID Centre must be informed of any changes to an individual's pass or ID record. A reissue or revalidation form should be completed for any of the following reasons – change of appearance; company name or logo change; change of company prefix (normally for internal company transfers); change of name or job title; change of home address or telephone number. Requests for changes of access requirements should also be submitted on Form 4.
The authorised signatory must sign a declaration confirming their agreement and consent to the changes to being made.
Can a pass be used at more than one BAA airport?
Access to other airports may be requested on the ID pass application form or at a later date by completing the other airports access form (Form 5). This form, properly completed and signed by the authorised signatory, should be sent to the BAA ID security department in Scotland (details contained in the form).
How can I obtain a temporary pass for visitors or short-term assignment staff?
A 1-5 day identity pass is available. Consecutive 1-5 day identity passes will not be issued. It is possible for a person to have more than one temporary identity pass if they visit the airport on an irregular basis, for example once a month to carry out essential maintence work; persons undertaking emergency ad hoc collections and deliveries; work experience placements; employment interviews; or short-term pharmacy cover. Pass-holders must be escorted by a permanent identity pass holder at all times when in the Security Restricted area.
Currently Heathrow produce a photographic 1-to-5 day pass and you will be required to complete Form 8. Southampton, Stansted and Scottish airports issue non photographic 1-to-5 day passes. For Stansted, Southampton and Scottish airports you will not be required to complete Form 8; a forms booklet will be issued to authorised signatories on request at the ID Centre. An appointment is required for issue of 1-to-5 day passes at Scottish airports.
Heathrow Airport issues temporary 1-5 day passes at the terminals (see temporary issuing station locations). To obtain temporary 1-5 day passes from the Heathrow ID Centre, an appointment is required.
Proof of identity (as per that required for permanent ID pass-holders) will be required for the issue of a 1-5 day identity pass. Temporary pass-holders must be escorted at all times when in the Security Restricted area.
A 30-day temporary ID pass is available. Thirty-day temporary ID passes bear a photograph of the holder and may only be extended for a second 30-day period in exceptional circumstances. These cards are intended for issue to those planning to work for a third party, for a limited duration, or for visitors to a business when attendance will be for over five days but for less than 30 days.
Temporary pass holders must be escorted by a nominated permanent identity pass holder at all times when in the Security Restricted area.
| Key documents required | ||||
|---|---|---|---|---|
|
| 1-5 day temporary pass | 30 day temporary pass | Full ID pass (all colours) | Landside-only pass |
| Basic Disclosure Certificate (CRC/OCRC) |
|
| * |
|
| 5 years' references |
|
| * |
|
| Proof of identity – UK nationals | * Full UK passport or photographic driving licence | * As above | * As above | * As above |
| Proof of identity – EU nationals | * Full EU passport or national identity card | * As above | * As above | * As above |
| Proof of identity – other nationals | * Full passport | * As above | * As above (Visa) | * As above |
| General Security Awareness Training (GSAT) |
| GSAT leaflet only | * |
|
How can I apply for landside-only passes?
'Landside' covers non-sensitive areas of the airport. Landside-only ID passes will not permit access to the security Restricted area. The application process is the same as that for full ID application and the same proof of identity requirements exist. References and criminal record check are not mandatory. Landside applications are issued at the ID Centre and you are not required to send application forms in advance. Applicants are required to take the application forms when attending the appointment at the ID Centre. Landside ID passes may be required where access is required to landside buildings or car parking where the relevant access control system is in place.
All staff working at the terminal landside areas at Stansted are required to hold an ID pass.
How can I obtain a vehicle pass to allow a vehicle 'airside'?
Companies that need access for their vehicles must first obtain a licence to operate vehicles at the relevant airport. Please contact your relevant licence manager.
Permanent vehicle passes are issued for a duration of one year. All vehicles entering the Security Restricted areas must have aviation insurance cover of not less than £50 million.
Limited duration vehicle passes carry the same insurance requirements and are only applicable for vehicles that require occasional or very irregular airside access.
All vehicles must be identifiable either by means of company livery or by removeable transfers/signage on the side of the vehicle.
Detailed vehicle emission standards are operated at BAA airports and stringent MOT or safety inspection certificates are enforced. All drivers will require an airside driving permit or be accompanied at all times in the vehicle by an airside driving permit holder.
| Contacts for airside driving permits or licence applications | ||
|---|---|---|
| Airport | Licence applications / information | Airside driving permits |
| Aberdeen | Darren Williams, Airfield Manager 01224 725016 | Darren Williams, Airfield Manager 01224 725016 |
| Edinburgh | Contact Edinburgh ID centre | Contact Edinburgh ID centre |
| Glasgow | Contact Glasgow ID centre | Contact Glasgow ID centre |
| Heathrow | Airside Operations Airside Suite, Building 820 London Heathrow Airport UB3 5AP Prefixes AA to KZZ: Telephone 0208 745 7810 Prefixes LA to ZZZ: Telephone 0208 745 2129 | Heathrow Airside Driving Unit Airside Suite, Building 820 London Heathrow Airport UB3 5AP Telephone:0208 757 3075 or email: caroline_lloyd@baa.com or jo_morley@baa.com |
| Southampton | Contact Southampton ID centre | Contact Southampton ID centre |
| Stansted | Stephen Graham, Operations Manager Enterprise House London Stansted Airport Essex CM24 1QW 01279 662464 | Stephen Graham, Operations Manager Enterprise House London Stansted Airport Essex CM24 1QW 01279 662464 |
How can I obtain an airside driving permit?
All members of staff undertaking driving duties in the Security Restricted areas will require an airside driving permit. Further details can be obtained from the airside driving unit of the relevant airport.
Authorised signatories are responsible for ensuring that all staff that are required to drive a vehicle in the Security Restricted areas are aware of the security and safety requirements when leaving vehicles unattended at any time for any reason.
Contact details:
| Contacts for airside driving permits or licence applications | ||
|---|---|---|
| Airport | Licence applications / information | Airside driving permits |
| Aberdeen | Darren Williams, Airfield Manager 01224 725016 | Darren Williams, Airfield Manager 01224 725016 |
| Edinburgh | Contact Edinburgh ID centre | Contact Edinburgh ID centre |
| Glasgow | Contact Glasgow ID centre | Contact Glasgow ID centre |
| Heathrow | Airside Operations Airside Suite, Building 820 London Heathrow Airport UB3 5AP Companies with prefixes AA to KZZ Telephone: 0208 745 7810 Companies with prefixes LA to ZZZ Telephone: 0208 745 2129 | Driving Unit contacts Information on airside driving at Heathrow airport contact: Telephone: 0208 757 3075
|
| Southampton | Contact Southampton ID centre | Contact Southampton ID centre |
| Stansted | Stephen Graham, Operations Manager Enterprise House London Stansted Airport Essex CM24 1QW 01279 662464 | Stephen Graham, Operations Manager Enterprise House London Stansted Airport Essex CM24 1QW 01279 662464 |
What happens if an ID pass is lost or stolen?
The loss of an ID pass is a serious matter and must be reported immediately to your ID Centre, or control centre if out of hours (see contacts pages). To obtain a replacement card the lost/stolen ID pass replacement form must be completed and signed by the authorised signatory (Form 6).
Reporting lost ID passes: phone numbers
| Airport | Office Hours | Out of office hours |
|---|---|---|
| Aberdeen | 01224 725780 | 0122 434 8477 |
| Edinburgh | 0131 344 3322 | 0131 344 3870 |
| Glasgow | 0141 848 4364 | 0141 848 4059 |
| Heathrow | 020 87457408 | 020 8745 7216 |
| Southampton | 02380 627 194 | 02380 627 111 |
| Stansted | 01279 663667 | 01279 662500 |
How do pass-holders at Heathrow obtain gateroom access or gain entry to controlled offices?
Where access is required to the terminal gate rooms or offices where card reader access is fitted, the pass-holder will need to visit the relevant terminal to have access rights added to the pass.
Terminal 1: Telephone, 0208 745 6003
Terminal 2: Email, t3_gateroom_access@baa.com
Terminal 4: Telephone, 0208 745 7918
Terminal 5: Telephone, 0208 757 2039
How can I gain access for other areas such as offices that have controlled access readers?
Your authorised signatory will be able to give you the relevant information. For some off-campus locations the relevant access can be granted by the building or facilities manager. The procedure will vary at each location.
Can I appeal against the ID Centre's decision not to issue a permanent ID pass?
Appeals may be made in certain circumstances.
- To Disclosure Scotland where you or the applicant believe that the information on the CRC is incorrect or inaccurate – for example, when an offence should be "spent". Your appeal must be made direct to Disclosure Scotland.
- To the BAA ID Centre where the decision to issue a pass is disputed for some other reason (eg references where the applicant claims it is not practical to obtain a reference and has submitted other evidence to substantiate what he or she was doing at that time). Appeals must be in writing – original documents should be submitted.
- To Transec (DfT): In certain circumstances, appeal can be made to the Department for Transport against a failed criminal record check on the basis of the recency and seriousness of the conviction. A special form is available.
Details of the appeals process can be found in the application standard.