Kirklees council disclosure & barring service (dbs)



Download 47.41 Kb.
Date conversion31.05.2016
Size47.41 Kb.
KIRKLEES COUNCIL

DISCLOSURE & BARRING SERVICE (DBS)
NOTES ON THE COMPLETION OF A DBS DISCLOSURE APPLICATION
WHAT TO DO:
1. If you already have an Enhanced CRB/DBS disclosure certificate which was carried out less than 4 months ago, which is currently valid and appropriate to the post to which you have been appointed, you need to submit the original certificate to the Personnel and Payroll Unit at the address below. The disclosure certificate will be checked with the original Countersignatory and returned to you.
2. If you do not have a current disclosure or it is not of the right type you will be required as a condition of employment to complete a DBS Disclosure application.
3. If you are newly appointed you will receive a DBS application form with your letter of appointment or if you are a volunteer you will receive a form from your Head Teacher/Manager. The guidance for filling in the DBS disclosure is called “An Applicant’s Guide to Completing the DBS Application Form” and can be found at http://www.homeoffice.gov.uk/publications/agencies-public-bodies/dbs/dbs-checking-service-guidance/app-guide-dbs-form?view=Standard&pubID=1090849
4. You need to complete the form in BLACK INK using CAPITAL LETTERS up to and including Section C along with Section E. In light of the delayed implementation of ISA registrations, please leave Section D blank.
5. Please ensure that all mandatory fields (other than field 50)highlighted in yellow, are completed.
6. Section X, field 61 - enter the title of the position you are applying for e.g. Teacher, ETA, Lunchtime Supervisor. If you will be volunteering in school you also need to include what you will be doing such as Volunteer Classroom Assistant. Field 62 – enter the name of your establishment / school.
7. Sections B and C - Please provide your 5 year continuous address history. If your address history will not fit on the form please use a continuation sheet.


CONTINUATION SHEET
FORM REF: F12345678910

NAME: SUSAN BLOGGS

ADDRESS: 3 FLOWER ROAD,

HAMPFORD,

COUNTYSHIRE

C23 8TY
SURNAME USED: SMITH



FORENAME(S): SUSAN

USED FROM: 1998

USED TO: 2000

ADDRESS: 1 HIGH ST

TOWN/CITY: TOWNSVILLE

COUNTY: COUNTYSHIRE

POSTCODE: CO1 1Y2

COUNTRY: UK

FROM: 031995

TO: 041999



Use of a continuation sheet


  • Use a white A4 sheet of paper, clearly headed ‘Continuation sheet’.







  • Write your form reference number (located on the front of the form), current name and address clearly at the top of the sheet.




  • To supply additional information for Section A or C, please provide the information in the following format.

8. Once completed you should then submit the form in person to your Head Teacher/Manager who will complete Sections W and X – fields 60, 61 and 62 only (if not already completed). Alternatively, if it is more convenient, you could call in person to High Street Buildings (access via Albion Street), where you could present your documents for verification to enable Sections W and X to be completed and to hand in your completed form. You will need to be present for this process as we need to check your identity with the documents you have provided for Section W. Please do not send your identity documents through the post.


9. To enable the Head Teacher/Manager to complete Section W the DBS require a minimum of the following combination of documents (the categories of which are identified in the table overleaf):
9.1 All applicants must initially be considered for Route One.
Can the applicant produce a Group 1 document? If yes, then the applicant must produce 3 documents:


  • 1 document from Group 1 (refer to list of Valid Identity Documents); and

  • 2 further documents from Group 1, 2a or 2b; one of which must verify their current address.



If the applicant has satisfied this route, then the document check is complete. If the applicant cannot produce a Group 1 document then go to Route Two.
NOTE – EEA Nationals (Non-UK):

Where an EEA National has been resident in the UK for five years or less, the Registered Body should validate identity via Route One through the checking of a Current Passport or Current UK Driving Licence (photo card only) plus 2 further documents.


In the absence of a Group 1 document the Registered Body must satisfy themselves of a valid reason for using Route 2.
NOTE - Non-EEA Nationals:

All Non-EEA Nationals should be validated via Route One only.


If the applicant has satisfied this route, then the document check is complete. If the applicant cannot produce a Group 1 document then go to Route Two.
9.2 Route two - where you cannot provide any documents from Group 1:


  • The applicant must produce:

  • 3 documents from Group 2 comprising of;

    • 1 document from Group 2a; and

    • 2 further documents from Group 2a or 2b; one of which must verify their current address.

and


  • The organisation conducting the ID check will then need to ensure an external ID validation service is used to check the applicant against their records to establish the applicant’s name and living history footprint.

If you have endeavoured to use Route Two, but have been unable to validate the applicant’s identity successfully, you may consider proceeding to Route Three.



Please be advised that Route Three should only be used in circumstances once you have fully explored with the applicant why their identity has not been successfully validated via Routes One or Two. To do this, you should hold a probing discussion with the applicant about the likely reasons why their identity has not been validated before considering using Route Three. You should keep a record of this discussion for internal purposes as it is the Registered Body’s responsibility to establish the true identity of the applicant through the examination of a range of documents as set out in this guidance.
Should you still be unable to validate the applicant’s identity using Routes One, Two or Three, then you should indicate this on the application form at Box W59 and return the form to the DBS. The applicant will then need to be sent for fingerprinting by the Police, which you should be aware is likely to cause delay to the DBS application process and subsequently to your recruitment processes.
9.3 Route three - ALL Registered Bodies must have exhausted Route One and should have endeavoured to have accessed an external validation check (Route Two) before you consider processing them via Route Three.
If the applicant cannot meet the requirements of Route One and Two, you should have had a probing discussion with them to establish why they could not meet these requirements and whether there has been a recent or previous change of name that has not been declared.
For Route Three, the applicant must produce:


  • Birth certificate (UK and Channel Islands) – (issued after the time of birth by the General Register Office/relevant authority i.e. Registrars – Photocopies are not acceptable) and

  • 4 further documents from Group 2 comprising of:

  • 1 document from Group 2a; and

  • 3 further documents from Group 2a or 2b; one of which must verify their current address.


If the applicant fails to produce the required document set at Route Three, they will need to be sent for fingerprinting by the Police which you should be aware is likely to cause delay to the DBS application process and subsequently to your recruitment processes.
9.4 What if I cannot establish the applicant’s ID using one of the three routes?
If you or your ID checker cannot establish an applicant’s identity in accordance with DBS ID guidelines then you should mark W59 on the application form with a NO. Applicants who are unable to provide the required documents will then be asked to give their consent to have their fingerprints taken in line with the current procedure. Registered Bodies should be aware that this will require attendance by the applicant at a Police Station at an appointed time, and may add delay to the overall application process.
As well as completing Section W your Head Teacher/Manager should tick the ‘Identity Documents Tick List’ overleaf to state which documents have been seen and verified.
10. Please do not complete any part of Section Y. This is for Personnel and Payroll use only and should only be signed by a registered person within the Local Authority.
To track your DBS application progress log on to https://secure.crbonline.gov.uk/enquiry

you will need your Form Reference located on the front of the application form and will start with the letter F followed by 10 digits e.g. F123456790.



Or alternatively if you have any problems or queries you can contact the following:


Contacts
Teachers and Volunteers Support Staff
Hannah Halstead/ Tel: 01484 225199 Lucy Simpson /

Susan Good/ Dawn Chivers Tel: 01484 416557

Philip Cowley Tel: 01484 225200 Jayne Storr/

Tracy Maguire Tel: 01484 416555 Marie Woodhouse Tel: 01484 416558



When DBS checks have been satisfactorily completed you will be notified accordingly and you will receive confirmation of your appointment.

Headteacher/Manager please complete this form with the documents you have seen.

This needs to be detached and returned with the completed DBS form.
Identity Documents Tick List
Current Name:

Registered Body No: 20974600009

Form Reference No:





Group 1 Primary Identity Documents

Please tick identification seen in this group




Any current and valid Passport




Biometric Residence Permit (UK)




Current Driving Licence (Full or provisional) UK/ Isle of Man /Channel Islands;

  • Photo card only (a photo card is only valid if the individual presents it with the associated counterpart licence; except Jersey)




Birth Certificate (UK & Channel Islands) - issued at the time of birth;

  • Full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces. (Photocopies are not acceptable)



Group 2a Trusted Government Documents

Please tick identification seen in this group




Current UK Driving licence (old style paper version)




Current Non-UK Photo Driving Licence (valid for up to 12 months from the date the applicant entered the UK)




Birth Certificate (UK and Channel Islands) - (issued after the time of birth by the General Register Office/relevant authority i.e. Registrars – Photocopies are not acceptable)




Marriage/Civil Partnership Certificate (UK and Channel Islands)




Adoption Certificate (UK and Channel Islands)




HM Forces ID Card (UK)




Fire Arms Licence (UK and Channel Islands)



Group 2b Financial/Social History Documents

Please tick identification seen in this group




Mortgage Statement (UK or EEA)** (Non-EEA statements must not be accepted)




Bank/Building Society Statement (UK and Channel Islands or EEA)* (Non-EEA statements must not be accepted)




Bank/Building Society Account Opening Confirmation Letter (UK)




Credit Card Statement (UK or EEA)* (Non-EEA statements must not be accepted)




Financial Statement ** - e.g. pension, endowment, ISA (UK)




P45/P60 Statement **(UK & Channel Islands)




Council Tax Statement (UK & Channel Islands) **




Work Permit/Visa (UK) (UK Residence Permit) (valid up to expiry date) **`




Letter of Sponsorship from future employment provider (Non-UK/Non-EEA only – valid only for applicants residing outside of the UK at time of application)




Utility Bill (UK)* – Not Mobile Telephone




Benefit Statement* - e.g. Child Allowance, Pension




A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)*- e.g. from the Department for Work and Pensions, the Employment Service , Customs & Revenue, Job Centre, Job Centre Plus, Social Security




EU National ID Card




Cards carrying the PASS accreditation logo (UK and Channel Islands)




Letter from Head Teacher or College Principal (16/19 year olds in full time education – (only used in exceptional circumstances when all other documents have been exhausted) (UK)

Please note:

If a document in the List of Valid Identity Documents is:



  • Denoted with * - it should be less than three months old.

  • Denoted with ** - it should be issued within the past 12 months.

  • Not denoted – it can be more than 12 months old.


The completed form should be returned to:

Personnel & Payroll Unit, 2nd Floor High Street Buildings, High Street, Huddersfield, HD1 2NQ



The database is protected by copyright ©essaydocs.org 2016
send message

    Main page