(DBS) Disclosure and Barring Service Guidance Notes - November 2012
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Disclosure and Barring Service
(DBS)
Guidance Notes
November 2012Disclosure and Barring Service Guidance
As you may be aware, the CRB and the ISA have merged to become the Disclosure and
Barring Service (DBS) as of 1st December 2012.
Here are some guidelines for completing your DBS forms correctly.
You must
• Use black ink throughout.
• Use capital letters when completing the form.
• Complete all sections marked in yellow – if you do not, your form will be returned
unprocessed and this will delay your application.
• Write clearly and insert only one character in each box.
• Put a line through a mistake, and correct it to the right.
• Mark choices in the box with a (X).
• Keep your signature(s) within the box provided.
• Provide all addresses where you have lived in the last 5 years. If you have lived
overseas within this period please include these addresses.
You must not
• Write over the edges of the box.
• Place stamps or stickers on the form.
• Staple anything to the form.
• Use correction fluid.
• Strike out a section that is not applicable. Please leave it blank.
Proving your identity
After you have completed sections a, b, c, d and e please return the form to the person who
provided you with the form. They will then ask you to provide a range of documents to confirm
your identity. A list of acceptable documents can be found on
customerservices@dbs.gsi.gov.uk
Page | 2List of Valid identity Documents
What identity documents can be used?
The DBS has produced guidance on the type and range of identity documents that must be
used by the Counter signatory or approved person, to validate the applicant’s identity. These
documents are divided into three groups: Group 1, Group 2a and Group 2b. The number of
documents from each group the Counter Signatory or approved Evidence Checker(s) needs to
see are detailed below.
(If you have insufficient identity documents, please contact the DBS Information Line on 0870
90 90 811 for further guidance).
Group 1 – Primary Trusted Documents:
• Current Valid Passport.
• Biometric Residence Permit (UK).
• Current Driving Licence (UK) (Full or Provisional) Isle of Man/Channel Islands;
- Photo Card only (a photo card is only valid if the individual presents it with the
associated counterpart license: except Jersey).
• Birth Certificate (UK and Channel islands) – Issued at 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 Governments / State Issued Documents
• Current UK Driving License (old style paper version).
• Current Non-UK Photo Driving License (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).
Page | 3Group 2b – Financial / Social History Documents
• 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).
• 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 and Channel Islands).
• Council Tax Statement ** (UK and 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
for applicants residing outside of the UK at the 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 and 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 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.
Page | 4What process should I follow to check an applicant’s ID?
You should follow the three routes as outlines below.
Route One
All applicants must 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 the list of valid 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.
Route Two
The applicant must produce:
o 3 documents from Group 2 consisting of:
• 1 document from Group 2a; and
• 2 further documents from Group 2a or 2b; one of which must verify their current
address.
and
o The organisation conducting the ID check will then need to ensure an appropriate
external ID validation service is used to check the applicant against their records to
establish the applicant’s name and living history footprint.
Page | 5If you have endeavoured to use Route Two, but have been unable to validate the applicant’s
identity successful, 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 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 it to the DBS. The
applicant will then need to be sent for fingerprinting by the Police, which you should be
aware is the likely to cause delay to the DBS application process and subsequently to
your recruitment process.
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 Routes 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:
o 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
o 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.
Page | 6Please note:
• You must only accept valid, current and original documentation.
• You must not accept photocopies.
• You must not accept documentation printed from the internet e.g. internet bank
statements.
• Identity information for the applicant’s name, date of birth and address recorded in
Section A and Section B on the DBS application form must be validated.
• You should in the first instance, seek documents with photographic identity (e.g.
passport, new style driving licence, etc.) and for this to compared against the
applicant’s likeness.
• All documents must be in the applicant’s current name as recorded in the Section A
(see below for guidance on recent name changes).
• One document must confirm the applicant’s date of birth as recorded in Section A.
• You must ensure that the applicant declares all previous change of name and
provides documentary proof to support the change of name. If the applicant is
unable to provide proof to support the change of name, you should hold a
probing discussion with the applicant about the reasons why before
considering validating their identity.
• You must see at least one document to confirm the applicant’s current address as
recorded in Section B, in accordance with the guidance.
• You must provide a full and continuous address history covering the last five years.
Where possible you should seek documentation to confirm this address history.
• You should cross-match the applicant’s address history with any other information
you have been provided with as part of their recruitment, such as their CV. This can
highlight if an address has not been given e.g. if the applicants CV shows that they
have worked in Liverpool in the last five years, but the application form only shows
London addresses, you may wish to question the applicant further about this.
• A document from each of the groups should be included only once in the document
count, e.g. do not accept two bank statements as two of the required documents, if
they are from the same bank.
• You should not accept the foreign equivalent of an identity document if that
document is listed as “(UK)” on the list of valid identity documents.
Page | 7DBS Application form check list for the applicant
Section A Are you using a black pen?
A1 - A3 Are these completed in full?
A4 Is the tick box completed?
If yes, the following fields A5 - A7 must be completed.
A5 – A6 Are these completed in full? Forenames must be re-entered.
A7 Is the correct format used MM/YYYY (No Gaps).
A8 – A13 Repeat if necessary.
Is a continuation sheet required?
A14 Is the correct format used DD/MM/YYYY
A15 Is the tick box completed?
A16 – A17 Are these fields completed?
A20 Is the tick box completed?
A21 If Yes is ticked, this must be completed.
A22 Is the tick box completed?
A23 If yes is ticked, this must be completed or an explanation provided on a
continuation sheet.
Is there another name indicated and not recorded at A3?
A24 Is the tick box completed?
If yes is ticked, A25-A27 must be completed or an explanation provided on a
continuation sheet.
A28 Do not complete.
A30 Is this completed – If appropriate.
Section B
B32 – B37 Has the full address and postcode been provided.
Is the correct format used MM/YYYY – Does the address cover a five year
period? If no or if additional addresses are provided then has section C
been completed?
Section C
C38 – C43 Repeat if necessary – Are there any gaps?
C44 – C49 Repeat if necessary – Are there any gaps?
Is a continuation sheet required? Is it completed correctly?
Section D Leave this section Blank.
Section E
E55 Has the applicant completed the tick box?
E56 Is the signature inside the box?
E57 Is the form dated – correct format used - DD/MM/YYYY
Page | 8Checklist for Evidence Checkers / Counter Signatories.
Section W Are you using a black pen?
W58 Has the name of the evidence checker been entered?
W59 Is the tick box completed? Do you really mean NO?
Section X Are you using a black pen?
X60 Is the tick box completed?
X61 Have you been specific with the position applied for?
Use only the top line - 30 characters
X62 Has the organisation name been entered?
X63 Is the tick box completed? Standard or Enhanced?
If standard – go to X67
ONLY if Enhanced can you complete the next 3 fields!
X64 Is the applicant working with Children?
Are you entitled to know if the individual is barred from working with Children?
Is the tick box completed?
X65 Is the applicant working with Vulnerable Adults?
Are you entitled to know if the individual is barred from working with Vulnerable
Adults?
Is the tick box completed?
X66 Is the applicant working in their own home with Children or Vulnerable Adults
(is the position home based)?
Is the tick box completed?
X67 Is a tick box completed?
X68 Is the application for a volunteer (free of charge)?
Does it meet the DBS definition and criteria?
Is the tick box completed?
Section Y
To be completed by Registered Bodies.
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