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 LETTERSup 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.
Use a white A4 sheet of paper, clearly headed ‘Continuation sheet’.
Use Black Ink and write clearly in BLOCK CAPITALS only.
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.
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:
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)
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