The Information Needed To Complete A DBS Check
Knowing the information needed to complete a DBS check is crucial whether you are an employer or applicant. Failing to submit the proper documentation will grind the certification process to a halt at best and could disqualify the applicant at worst. While one might reasonably think that proving their identity is a simple endeavour the DBS identification process can be somewhat Byzantine. Therefore, care must be taken to ensure you have all your information in order before initiating the process.
ID Requirements for DBS Checks
There are three potential checking routes to consider when applying for DBS checks. They are:
Route 1 – This is by far the most straightforward of the three potential checking routes. Route 1 requires a primary form of identification from recognized Group 1 documents, as well as one confirming document. The primary Group 1 documents include:
- Valid passport
- Biometric residence permit
- A current driving license for the UK, Isle of Man, Channel Islands or EEA
- A birth certificate
- A certificate of adoption
Should the applicant be unable to fulfil the requirements of Route 1 they will need to opt for Route 2. Should the applicant be a non-EEA national they will need to use what is commonly referred to as Route 1a.
Route 1a – A non-EEA applicant applying for a Basic DBS Check in order to perform paid work in the UK will need to supply one of the following documents:
- A valid biometric immigration document
- A valid passport from their country of origin
- Proof that the holder is allowed to perform the work in question (typically determined by the type of visa in their passport)
- An immigration status document that indicates the person is eligible to perform the work
- A valid residence card issued by the Home Office
The non-EEA applicant must also produce 1 confirming document from any document group before the DBS checking process can go forward. All documents must be current and valid. Providing expired documents will result in the application being rejected.
Route 2 – If the applicant was unable to satisfy the documentation requirements of Route 1 they will need to use application Route 2. For Route 2 applications the individual must submit a document from Group 2a plus two confirming documents from Groups 2a and 2b.
Group 2a documents consist of:
- A current driving license photocard for countries outside the EEA
- A current driving license for the UK, Isle of Man, Channel Islands or EEA
- A valid birth certificate from the UK, Isle of Man or the Channel Islands
- Marriage or civil partnership certificate from the UK or the Channel Islands
- A relevant immigration document, visa or work permit
- HM Forces ID card
- UK Firearms license
Group 2b are financial and social history documents. These may be:
- A UK or EEA Mortgage statement
- A Bank or building society statement from the UK, Channel Islands, or EEA
- Same from a country outside the EEA where the applicant lives and works
- An account opening statement from a bank or building society
- A recent credit card statement from a UK or EEA financial institution
- A pension or endowment statement from the UK or EEA
- A P45 or P60 statement from the UK or the Channel Islands
- A council tax statement from the UK or the Channel Islands
- A sponsorship letter from one’s future employer
- A recent UK utility bill (mobile phone bill does not qualify)
- Child or pension benefit statement
- A national ID card issued by an EEA country
- An Irish passport card
- Cards carrying PASS accreditation logo
- A letter from a headteacher or college director
All documents must be valid at the time they are submitted with the DBS check application form. In addition, only original documents will be accepted. Copies will be rejected and the application along with them.
Documents for DBS Check: Employer Responsibilities
When it comes to the DBS application process and related documents employers have very specific responsibilities. These include:
- Accepting only valid, original documents. Any copies, scans, digital reproductions or photographs of documents are invalid.
- Verifying that all pertinent information on each document – name, DOB, address etc – matches that on the DBS application form.
- Confirm that any photos present a genuine likeness of the applicant.
- If the applicant’s name has changed for any reason (for instance, marriage) the employer must verify that the applicant declares the change and provides ample supporting documentation.
- Ensure that any and all documents provided for the purposes of the DBS application are not fraudulent.
- If the potential employer suspects the documents may be fraudulent they must not proceed with the DBS application form until those suspicions are either verified or debunked.
If the employer is unable to confirm the validity of certain documents they can report them to the police via the ActionFraud website. If those suspicions only came to light after the DBS application was already submitted they can and should call the DBS on 03000 200 190 to report their suspicions.
Employers should also be mindful of applying for the correct DBS check. If a position calls for a Standard DBS Check they should not apply for an Enhanced Check. Likewise, if the position calls for an Enhanced Check with Barred List they should not be applying for a Basic DBS check.
Conclusion
In order to get a DBS check it is vital that both the applicant and the employer are aware of their responsibilities and that only valid, original documents are submitted. Those documents must come from the appropriate lists outlined above. If you are an individual or employer with questions regarding the DBS application process call The Check People today.
