Definitions

Vetting, also known as background screening for staff or pre-engagement screening, defines a set of checks investigating the background of potential staff. Vetting is commonly used to verify the accuracy of a proposed external staff's claims as well as to discover any possible factors that might influence an engagement decision.

External staff

External staff stated in this context are individuals who have no employment contract with a UBS Group AG (inc. Credit Suisse) company but who provide a service or a predefined good to a UBS Group AG (inc. Credit Suisse) company under a contract between a UBS Group AG (inc. Credit Suisse) company and a supplier by whom they are assigned or as a self-employed worker who has a contractual relationship with a UBS Group AG (inc. Credit Suisse) company.

Supplier

Suppliers are providing services or resources to UBS under contractual agreement with individuals involved that are not part of the UBS staff population.

Clarification point: If an external staff member has no supplier/parent company due to individual contractor or consultant status, all the contract and aspects of the process were supplier is mentioned, is then applied to the individual contractor or consultant.

Vetting vendor

A vetting vendor is a service provider who offers background staff vetting as his core service. The main competency is to conduct and document background screenings in order to ensure that the engaging company has all relevant information for the engagement decision.

Vetting declaration

Level 2 suppliers are required to hand in a vetting declaration for each external staff member that is to be on boarded to UBS.

Level 2 suppliers will confirm that they have carried out ID and Right to Work checks as described in detail within the UBS specifications for external staff and that they have informed the candidate of the vetting accordingly.

UBS Business Contact

This is the person who raises the external staff request in the UBS HR ticketing system. It is typically the hiring manager, but it could be delegated internally.

Sub-contracting

UBS’s vetting policy and minimum standards clearly require that all external staff (inclusive of subcontractors / 4th party staff), who have access to UBS systems and premises, must be vetted to the same standard as UBS requires for internal staff performing similar roles. In order to demonstrate to examiners that this requirement is met, UBS is obliged to distinguish between 3rd party (e.g. your direct employees) and 4th party (subcontractor) staff and for subcontractor staff, to record the subcontractor company name. Please note - Staff augmentation (e.g. staffing agencies) for UBS third party suppliers are not considered subcontractors.