What Information Is Needed To Apply For A DBS Check?
Whether you happen to be an employer or a job applicant for a role that involves applying for a DBS check, you’ll need to know what information is required to make sure that the application runs smoothly.
If you submit the wrong information or omit certain things, then the application may be rejected or delayed. This article will inform and prepare you for the type of information you need to submit when applying for a DBS certificate.
Identification (ID) Verification
When it comes to applying for a DBS check, one of the most important things to get right is the identification documentation. Without the correct ID documents, the application won’t get past the initial processing stage.
The Disclosure and Barring Service (DBS) state that there are three acceptable identification processes (or as the DBS calls them, “routes”) that can be followed. Please note that all documents, certificates, and permits must be valid and in-date, i.e. expired documentation will not be accepted. Also, the documents must be originals and not copies.
Route 1
Route 1 is the most simple of the three ID checking routes. The guidance for Route 1 states that the individual must provide a primary ID document from Group 1 (see below), plus an additional confirming document from the same group.
Accepted Group 1 documents are as follows:
- UK-issued birth certificate
- A valid driving license (UK, Isle of Man, Channel Islands, or EEA)
- UK-issued certificate of adoption
- Biometric residence permit.
If Route 1 cannot be achieved, then individuals should use Route 2 (apart from non-EEA nationals who should use Route 1a)
Route 1a
If the applicant is a non-EEA national and will be resident for work purposes in the UK, they need to provide one of the following documents:
- Biometric immigration document
- Valid passport from their home country
- Proof of work – passport visa
- Immigration status document from the Home Office
- Valid Home Office-issued residence card
The applicant must also provide an additional confirming document from the same list.
Route 2
For applicants that are not able to provide the documents listed in Route 1, they should attempt to follow Route 2. Route 2 applications involve submitting one document from Group 2a, plus an additional two documents from either Group 2a or Groups 2b.
Accepted Group 2a documents are as follows:
- Non-EEA driving license photocard
- A valid driving license (UK, Isle of Man, Channel Islands, or EEA)
- Birth certificate issued in the UK, Isle of Man or Channel Islands
- Marriage or civil partnership certificate issued in the UK or Channel Islands
- Immigration document, visa or work permit, issued by the UK government
- UK firearms license
- HM Forces Identification card
Accepted Group 2b documents are as follows:
- Bank or building society statement from UK, the Channel Islands or the EEA
- Mortgage statement from the UK or EEA
- Non-EEA bank or building society statement
- Account opening verification letter from a bank or building society
- Credit card statement for EEA or UK
- P45 or P60 from the UK or Channel Islands
- Council tax statement – UK
- Confirmation letter from prospective employer
- UK utility bill with current address (mobile phone bills not accepted)
- Pension or child benefit statement
- Irish passport
- PASS-accredited card
- Headteacher or college director letter of enrolment
Responsibilities Of The Employer
For DBS application processing, there is a set list of responsibilities and guidelines when it comes to verifying identity and documentation. Employer responsibilities include:
- Verifying that provided documents and valid and original
- Ensuring that copies, scans, photographs, or other digital reproductions of documents are not accepted
- Checking that details on each document tally with the DBS application form – name, DOB, address, etc.
- Confirm that the ID photographs on any documents match the appearance of the individual
- Verifying any changes to personal details through supporting documents – e.g. change of name due to marriage
- Ensure that none of the provided documents are fraudulent in any way
- Hold off submission of the application if there is any suspicion of fraud
If the employer suspects that the individual has submitted fraudulent documents, they should contact the police to report their concerns, via the ActionFraud website. If the suspicions arise after the submission of the DBS application form, the employer should report the issue directly to the DBS on their hotline which is 03000 200190.
Choose The Correct Level Of DBS Check
It is very important that employers and organisations choose the correct level of DBS check for the role in question.
Basic DBS Check Criteria – If the job has no contact with children or vulnerable adults, and is relatively low responsibility, then it usually warrants a basic DBS check only.
Standard DBS Check Criteria – If there is some contact with children or vulnerable adults, but it is supervised and minimal, or the job requires financial responsibility, then a standard DBS check may be appropriate.
Enhanced DBS Check Criteria – If the role involves regular, unsupervised contact with children or vulnerable adults, then an enhanced DBS check is the most appropriate. The role needs to fit with the DBS definition of a regulated activity.
Summary
There are three main routes for DBS applicants to prove their identity, which are listed above.
Employers main responsibilities are to check that the documentation is correct, valid, and original. They also need to make sure that the correct level of DBS check is chosen.
Getting the information right for DBS checks can be a little bit complicated, especially when it isn’t clear what level of DBS check may be required for the role. If you need any help or guidance with all things related to DBS checks, then get in touch today.
