Online DBS Checks A support service from Protocol Education
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Online DBS Checks A support service from Protocol Education
About Protocol Education Protocol Education is one of the UK’s leading providers of staffing and supply for schools and academies. We believe in providing staff and services that support your aims and aspirations, so we are constantly looking for ways to help you deliver the best possible results for your pupils. Undertaking DBS disclosures for new and existing staff can be a complex and time- consuming process, especially when working with paper forms. Protocol Education undertakes thousands of DBS checks on our supply staff each year. Thanks to the volume of our requests, we are able to get quick and accurate results using the DBS online checking process, e-Bulk. Now, as a registered e-RB, we can offer you access to this same streamlined process, meaning you can undertake and manage DBS checks online for anyone at your school, quickly and efficiently. Find out more To learn more about using the online DBS system for staff at your school, speak to your specialist consultant today, or email onlineDBS@protocol-education.com. To find your local Protocol Education branch, visit our website at www.protocol-education.com
Online DBS Checking
applicants. Simple mistakes in box completion,
About Disclosure and Barring eligible workforce definitions, home-based
Service Checks worker rules and even the ink colour used
on the form can delay applications by several
Schools and academies have to manage an
days, sometimes weeks, causing re-work and
increasingly complicated range of safeguarding
additional cost for schools.
checks for staff, volunteers and visitors to meet
two main objectives:
Administrative Burden
1. To ensure the safety of pupils by preventing
unsuitable people from working with This all puts pressure on busy school offices to
children, young people and vulnerable deliver crucial safeguarding checks through a
adults complex and cumbersome paper process, while
also trying to ensure compliance with data
2. To ensure compliance with statutory and
handling and personal information regulations.
regulatory safeguarding standards and
processes, as defined by the DfE and Ofsted
Underpinning all safeguarding checks is the
Disclosure and Barring Service (DBS).
Online DBS Disclosures from
Schools are required to undertake the highest
Protocol Education
level of criminal record check for roles where As one of the UK’s largest supply agencies,
workers have regular and unsupervised access Protocol Education undertakes some 5,000 DBS
to children and young people. checks every year through our dedicated online
portal using the DBS e-Bulk service. This allows
us to submit multiple electronic applications and
The challenges for schools receive the results back electronically, usually
within a few days.
Managing Risk
As a DBS Umbrella Body and e-RB, we are able
As a result of changes to legislation in the
to offer this online DBS service to schools.
Protection of Freedoms Act 2012, the DBS
ended the practice of automatically sending
copies of DBS certificates to Registered Bodies in
June 2013.
The onus is now on employers to check the
applicant’s version of the disclosure and ensure
that it contains no relevant information.
This presents a number of problems for schools:
• Delays in confirming new teachers and
classroom support staff in their positions
• Increased risk of staff working without a
properly checked DBS disclosure
• No visibility of disclosure contents until the
applicant physically provides their copy
Complex Paper Forms
The complexity of the paper application form
presents real challenges for schools and
Benefits of online DBS checks
Reduces risk
• Immediate visibility of disclosure result
through an online ‘results’ page
• Online tracking and visibility of disclosure
status during processing
• Auditable records of all applications and
disclosures, stored centrally
• Full compliance with all legislation and data
handling regulations
Saves time
• Reduces application processing times by
10-20 days
• Mandatory applicant fields ensure data
capture is 100% correct first time
• Eliminates postage costs, delays and losses
• Eliminates need for secure document
storage and destruction
Online process
Easy to implement
vs. paper process
• Applicant-driven submission – no data entry
required from administration teams Mandatory
applicant
Applicant fields ensure School posts form
• Secure web access – no software or Physical
completes online
form
100% form
accuracy
to applicant
hardware required ID check
required ID documents Form returned
Applicant
Form returned
for all checked by to applicant to applicant
completes form
• Intuitive and user-friendly applicants school
Automatic
Online form Errors
workflow Form checked by
• Pay per transaction – no set up fees; no electronically
countersigned by
management
of forms
school
identified
minimum usage requirement Tracking
Protocol Education
ID documents
status DBS electronically checked by
available to process school
view online application Returned
Errors to counter-
Form counter-
Secure and safe Disclosure result
Immediate
visibility of
identified
signed by school signatory
available to view ‘clear’ and
• Accredited by OCJR and MOJ and hosted in online (hard copy ‘not clear’
to applicant) disclosures Form posted
Compliant
an ISO27001 data centre with DBS
Result data
to DBS
data
handling automatically
Errors
• Authorised by the DBS, using a DBS-defined policies purged after six
months
Form checked
by DBS
identified
interface
DBS posts
• Fully encrypted data
disclosure to
applicant
• Full audit trail of user activity Disclosure
checked by
school
Disclosure
information
recorded
Documents stored
securely
Documents
destroyed after
180 daysGetting started What does it cost?
To undertake DBS applications for your staff We charge the direct cost of the DBS
online, we create an exclusive organisation application (as set by the DBS), plus a fixed
reference code for your school that can be used processing fee per application. There are no
in conjunction with our DBS e-Bulk portal. set-up costs or hidden fees.
You will receive a full user guide with details
Payment for each application is made by credit
for both applicants and administration at your
card, through a secure online portal, as part of
school, outlining the simple steps needed to
the workflow process.
complete a DBS check online with our system
and manage the results as they return.
We are always on hand throughout to provide
assistance and guidance as you transition to the
online process.
To get started with online DBS checks at your
school, speak to your consultant today or email
onlineDBS@protocol-education.com.www.protocol-education.com
You can also read
