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DBS: ID Documentation

The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks.

The person going through a DBS check (the applicant) must give their employer original documents to prove their identity (not copies). The documents needed will depend on the route the application takes. The applicant must try to provide documents from Route 1 first.

From 8 June 2015 the Driver and Vehicle Licensing Agency (DVLA) ceased issuing the paper counterpart to the photo-card driving licence.

A photo-card driving licence issued by the DVLA without the paper counterpart will be classed as a group 1 primary identity document.

There will be no need to view the paper counterpart for driving licences issued before 8th June 2015. These are minimum ID requirements and will not impact how you validate an applicants identity.

You can read the DVLA driving licensing changes news story to find out more

ID checking guidelines for DBS check applications

The applicant must provide a range of ID documents as part of the DBS check application process. As an employer you must:

If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied, and fraud is not suspected, please ask the applicant to clarify. If you don’t do this it may compromise the integrity of the DBS service and introduce risk to your recruitment or licensing arrangements.

As an employer you must not attempt to amend the application form without the applicant’s knowledge and agreement. Doing this will invalidate the declaration by the applicant and may breach data protection legislation.

What you must do as part of the ID checking process

It’s important to note that a DBS check does not provide evidence of a person’s right to work in the UK. You must do a separate check to make sure a job applicant is allowed to work in the UK which also includes roles for voluntary work.
If the applicant isn’t a national of the UK or the European Economic Area (EEA) they must use a different route to apply for paid work in the UK. They can use Route 1 for voluntary work.

Wherever possible, where you hold a document containing a photograph from the approved identity document list, this should be submitted

Route 1

The applicant must be able to show:

At least one of the documents must show the applicant’s current address. 

If the applicant isn’t a national of the UK and is applying for voluntary work they may need to be fingerprinted if they can’t show these documents.

Route 2

Route 2 can only be used if it’s impossible to process the application through Route 1.

If the applicant isn’t a national of the UK and is applying for voluntary work they can’t use Route 2.

If the applicant doesn't have any of the documents in Group 1, then they must be able to show:

At least one of the documents must show the applicant’s current address. The organisation conducting their ID check must then also use an appropriate external ID validation service to check the application. 

Route 3

Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.

For Route 3, the applicant must be able to show:

At least one of the documents must show the applicant’s current address. If the applicant can’t provide these documents they may need to be fingerprinted.

Unusual addresses

The applicant must make sure they fill in the address part of the form correctly if they have an unusual address, for example if they live abroad, in student accommodation or a hostel.

Group 1: Primary Identity Documents

Document

Notes

Passport

Any current and valid passport

Biometric residence permit

UK

Current driving licence photocard - (full or provisional)

UK, Isle of Man, Channel Islands. From 8 June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by DVLA

Birth Certificate  – issued within 12 month of birth

UK, Isle of Man, and Channel Islands - including those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces

Adoption certificate

UK and Channel Islands

Group 2a: Trusted Government Documents

Document

Notes

Current driving licence photocard -  (full or provisional)

All countries outside UK (excluding Isle of Man and  Channel Islands)

Current driving licence (full or  provisional) - paper version (if issued   before 1998)

UK, Isle of Man, Channel Islands

Birth certificate - issued after time of  birth

UK, Isle of Man and Channel Islands

Marriage/Civil Partnership

Certificate

UK and Channel Islands

Immigration document, visa or work  permit

Issued by a country outside the UK. Valid only for roles whereby the applicant is living and working outside of the UK. Visa/permit must relate to the non-UK country in which the role is based

HM Forces ID Card

UK

Firearms Licence 

UK, Channel Islands and Isle of Man

All driving licences must be valid

Group 2b: Financial and Social History Documents

Document

Notes

Issue Date & Validity

Mortgage statement

UK

Issued in last 12 months

Bank or building society statement

UK and Channel Islands

Issued in last 3 months

Bank or building society statement Countries outside the UK Issued in last 3 months - branch must be in the country where the applicant lives and works

Bank or building society account opening confirmation letter

UK

Issued in last 3 months

Credit card statement 

UK

Issued in last 3 months

Financial statement, for example pension or endowment

UK

Issued in last 12 months

P45 or P60 statement

UK and Channel Islands

Issued in last 12 months

Council Tax statement

UK and Channel Islands

Issued in last 12 months

Letter of sponsorship from future employment provider

Non-UK only - valid only for applicants residing outside of the UK at time of application

Must still be valid

Utility bill

UK – not mobile telephone bill

Issued in last 3 months

Benefit statement, for example Child Benefit, Pension

UK 

Issued in last 3 months

Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, HMRC

UK and Channel Islands

Issued in last 3 months

EEA National ID card

-

Must still be valid

Irish Passport Card Cannot be used with an Irish passport Must still be valid

Cards carrying the PASS accreditation logo

UK, Isle of Man and Channel Islands

Must still be valid

Letter from head teacher or college principal

UK - for 16 to 19 year olds in full time education - only used in exceptional circumstances if  other documents cannot be provided

Must still be valid

ID requirements for applicants who aren’t a national of the UK - please click here

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Updated on Wednesday, 22 June 2022 13025 views