What Documents are Required for a DBS Check?
What Documents are Required for a DBS Check? And what are the different route options?
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Table of Contents
Enhanced DBS identification checking process
The DBS's identity-checking changes in 2012 made it more difficult for individuals to conceal previous criminal records by changing their name(s). These changes are part of an ongoing improvement process that will enable easier detection of undeclared changes of name in the future.
The guidelines offer three routes to follow to verify ID: Route 1, Route 2 and Route 3. You should be able to validate the identity of the vast majority of applicants using the new Route 1 process. In extreme cases where this has not been possible, Route 2 and 3 should be used as detailed below.
Valid ID documents are redefined as Group 1, Group 2a and Group 2b.
Identification checking process
The applicant must provide a range of ID documents as part of the DBS application process. You must only accept valid, current and original documentation; you must not accept photocopies or documentation printed from the internet e.g. online bank statements.
The identity-checking process must validate the applicant's name, date of birth and current address as recorded on the DBS application form.
The document confirming the applicant's address should preferably be a utility bill, bank statement or financial statement. The driving licence should not be used for this purpose.
Where the applicant declares a previous change of name they should endeavour to supply documentary proof to support the change of name e.g. marriage certificate or Deed Poll.
Non-UK versions of some forms of ID can be used, however, a non-UK driving licence is only valid if the applicant is residing outside of the UK at the time of application.
Route 1
ALL APPLICANTS MUST INITIALLY BE CONSIDERED FOR ROUTE 1
Can the applicant produce a Group 1 document?
If yes, then the applicant must produce three documents:
One document from Group 1 (refer to the list of Valid Identity Documents); and
Two further documents from Group 1, Group 2a or Group 2b, one of which must verify their current address,
If no, then the applicant must go to Route 2.
EEA Nationals (Non-UK):
Where an EEA National has been resident in the UK for five years or less, you should validate identity via Route 1 through the checking of a current passport or current UK photocard driving licence plus two further documents. In the absence of a Group 1 document, you must satisfy yourself with a valid reason for using Route 2.
Non-EEA Nationals
All non-EEA Nationals should be validated via Route 1. Routes 2 and 3 do not apply for non-EEA Nationals.
Route 2
The applicant must produce three documents from Group 2 comprising
One document from Group 2a; and
Two further documents from Group 2a or Group 2b, one of which must verify their current address
Verifile will conduct an appropriate external ID validation check using a variety of databases as defined by the DBS to establish the applicant's name and living history footprint in the UK. A nominal £4 charge will be added to the cost where this option was required.
The external ID validation check will provide a Pass / Fail answer. Pass means that the DBS will now accept the application and Fail means further documents must be obtained from the candidate. You should also conduct an interview to fully understand why the ID has not been confirmed so far and proceed with Route 3 only if you are satisfied with the reasons provided by the applicant.
Route 3
Route 3 is only permitted where applicants failed both Route 1 and Route 2 (the external ID check). If the applicant cannot meet the requirements of Route 1 or Route 2, you should have a 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.
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
Four further documents from Group 2 comprising:
- One document from Group 2a; and - Three further documents from Group 2a or Group 2b, one of which must verify their current address
Summary
If the applicant cannot provide the three ID documents to satisfy Route 1, the application will guide them to provide a total of five documents; one document from Group 2a and a further four from 2a or 2b, one of which must verify their current address e.g. utility bill. Verifile will use these five ID choices to verify the application to follow Route 2 in conjunction with the external ID validation service. If Route 2 cannot be satisfied then Route 3 will be followed.
If the applicant's identity cannot be established in accordance with DBS ID guidelines then they will be asked to give their consent to have their fingerprints taken in line with the current procedure. You should be aware that this will require attendance by the applicant at a Police Station at an appointed time, and may add delay into the overall application process.
Please see links below to the Government lists for acceptable documents:
Group 1 - Primary Trusted Identity Credentials
Group 2a - Trusted Government Documents
Group 2b - Financial and Social History Documents
The DBS no longer accepts the following documents as a form of identification
- NHS Card (UK)
- National Insurance Card (UK)
- Exam Certificates e.g. GCSE, NVQ, O Levels, Degree
- TV Licence
- Insurance Certificate
- Disclosure Scotland Certificate
- DBS Disclosure Certificate
- Vehicle registration document
- Addressed payslip
- General Medical Council (GMC) Certificate
- Connexions card
- Mail order catalogue statement/card statement
- Store card statement
- Court claim form (UK)
- Documentation issued by Court Services
- Mobile phone bill
- Convention Travel Document (CTD) Blue
- Certificate of Identity (CID) Brown
- Stateless Person's Document (SPD) Red
- Application Registration Card (ARC)
- Certificate of British Nationality (UK)
Source: Gov Website