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DBS: ID Documentation

The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have 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) will not issue 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.

Route 1

The applicant must be able to show:

At least 1 of the documents must show the applicant’s current address. If the applicant isn’t a national of the UK or the EEA 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 or the EEA and is applying for voluntary work they can’t use Route 2.

If the applicant doesn't’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. EEA nationals who’ve been resident in the UK for 5 years or less may need to be fingerprinted if they can’t show these documents.

Route 3

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

EEA nationals who’ve been resident in the UK for 5 years or less can’t use Route 3.

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.

Continuation Sheets

The applicant can download a DBS continuation sheet for additional information they can’t fit on the DBS application form.

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 and EEA. 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 at time of birth

 UK and Channel Islands – including those issued by UK authorities overseas, eg 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 the EEA (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 and EEA

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

 HM Forces ID Card

 UK

 Firearms Licence 

 UK, Channel Islands and Isle of Man

 

Group 2b: Financial and Social History Documents

 Document

 Notes

 Issue Date & Validity

 Mortgage statement

 UK or EEA

 Issued in last 12 mths

 Bank or building society  statement

 UK and Channel Islands or
 EEA

 Issued in last 3 mths

 Bank or building society  account opening confirmation  letter

 UK

 Issued in last 3 mths

 Credit card statement 

 UK or EEA

 Issued in last 3 mths

 Financial statement, eg  pension or endowment

 UK

 Issued in last 12 mths

 P45 or P60 statement

 UK and Channel Islands

 Issued in last 12 mths

 Council Tax statement

 UK and Channel Islands

 Issued in last 12 mths

 Work permit or visa

 UK

 Valid up to expiry date

 Letter of sponsorship from  future employment provider

 Non-UK or non-EEA 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 mths

 Benefit statement, eg Child  Benefit, Pension

 UK 

 Issued in last 3 mths

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

 UK and Channel Islands

 Issued in last 3 mths

 EU National ID card

 -

 Must still be valid

 Cards carrying the PASS  accreditation logo

UK 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

Applicants who aren’t a national of the UK or the European Economic Area (EEA) An applicant who wants to do paid work and isn’t a national of the UK or European Economic Area (EEA) must be able to show:

Applicants for voluntary work who aren’t UK or EEA nationals must use Route 1.

For full guidance please click here: ID checking guidelines for DBS check applications

Click here to access the relevant section on the DBS website.

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Updated on 07 November 2017 7456 views