A Guide for Clients with Full User or Request Only Access
For Candidates
The Screening Form will ask for the following information and consent:
● Passport details, if applicable.
● UK Driving Licence details, if applicable.
● Opportunity to declare criminal convictions.
● DBS Consent:
➔ Privacy Policy
➔ Declaration of accurate information
➔ Consent for the DBS to provide an eResult (clear, not clear) to Certn.
For Clients
New Client User – Identity Verifier Role
Previously, users could be set up to have:
● Full Access (able to add cases, interact with cases and view results)
● Request Only (only able to add cases)
● View Only (only able to view results)
A new role has been created called Identity Verifier, to allow Client Users to be set up to verify candidates’ identity without access to the full screening.
What will the Identity Verifier role have access to?
● Assigned cases only
● DBS Identity tab of assigned case
● Candidate Name
● Requestor Name
● Status
● Requested Date
● Due Date
Please note, if you need to select a colleague for ID Verification who is not currently a Certn Portal user, you will need to contact uk-support@certn.co to request this be set up. Identity Verifiers are unable to view the Case Details, Findings, or Attachments. They can only access the DBS Identity tab.
Case Initiation for Basic and Standard DBS Checks
When you create a case, you will now be presented with options for identity verification. The options they see will differ depending on the DBS level selected in the SLA. You can select these during or after case initiation.
For Basic and Standard DBS checks the options will be:
Myself – By selecting this option, your name will automatically be entered as the Identity Verifier and you will have the opportunity to upload the verified documents to the case at this stage, or after case initiation.
Certn – This option should only be used if an agreement is in place for Certn to perform identity verification on behalf of you, the client. If you select this option, ‘Certn’ will automatically be entered as the Identity Verifier. Certn will then conduct a digital (IDSP) verification to confirm the candidate’s identity and current address.
Colleague – When selecting this option, you will need to select the name of the Client User who will be carrying out the identity verification from the dropdown.
If you do not know who will be verifying the candidate’s identity, you can leave this blank and come back to it at a later time.
Case Initiation for Enhanced DBS Checks
When adding a case to an SLA which includes an Enhanced DBS check, you are required to provide additional information, including the workforce the candidate will be entering, their position and whether they are entering a volunteer role.
As with Basic and Standard DBS checks, the below verification options will be available for Enhanced DBS checks:
Myself – By selecting this option, your name will automatically be entered as the Identity Verifier, and you will be able to enter the identity details post-case creation.
Certn – This option should only be used if an agreement is in place for Certn to perform identity verification on behalf of you, the client. If you select this option, ‘Certn’ will automatically be entered as the Identity Verifier. Certn will then conduct a digital (IDSP) verification to confirm the candidate’s identity and current address.
Colleague – When selecting this option, you will need to select the name of the Client User who will be carrying out the identity verification from the dropdown.
For Enhanced checks, you must also indicate Yes or No to the below questions:
● DBS Adults Barred List
● DBS Children's Barred List
● Does the position involve working with children or adults at the applicant's home address?
How do I track the criminal checks that require verification?
Certn have added a new filtering option to the Client Portal called Awaiting ID Verification. This will appear alongside the current options (from Awaiting Data Entry to All Completed).
Below is an example of the view once ‘Awaiting ID Verification’ is selected for Full Access users:
To assist with the tracking of cases that require ID verification, an ID icon has been added to the cases summary view. The ID icon will be colour-coded to indicate the stage of the ID verification:
Red – ID verification is incomplete.
Grey – ID verification complete.
Submitting ID Verification via the Client Portal
For Standard and Enhanced cases, the DBS requires details of the verified documents. This verification process will be documented by Client Users on the Client Portal.
What information needs to be completed?
When selecting the ‘Identity Verified’ tick-box under the DBS Identity tab, you will be provided with the first two questions for Identity Verification:
● Is the candidate a UK National?
● Is the candidate applying for a volunteer role?
Once you have provided this information, you will be given the opportunity to enter details of the candidate’s identity, using Group 1 documents (i.e., Passport, BRP, Driving Licence, Birth Certificate, Adoption Certificate).
Selecting the ID document will expand the form and allow you to enter further details. For example, selecting Passport will expand to provide fields to enter the Passport Number and Issue Date, as well as the candidate’s Date of Birth and Nationality as stated on the passport.
If you have additional documents, select the button: To view Group 2 documents, click here… to view further options from Group 2a.
Again, if you have additional documents, select the button: Click here to view Group 2b documents to view further options from Group 2b.
In total, three documents must be provided. The system will let you know what is outstanding at the bottom of the DBS Identity page.
You are welcome to enter partial details and return at a later time. You will be able to pick up from where you left off, as the form saves your progress.
Once you have entered all the details, tick the Identity check completed? box to confirm and select which route was conducted for the identity verification:
If selecting either Video link (with physical documents) or Video link (no physical documents) then a further box will appear to enter the reasoning for why an in person ID verification was not possible. The rationale must be specific to the individual ID verification, it is not acceptable to default to the use of options two or three. (Please refer to the DBS guidelines for more information.)
Once the above has been completed, click Save to complete the DBS Identity Verification step. Do I need to upload the verified documents?
Yes, we request you to upload a copy of the 3 documents that have been verified. This allows us to cross-reference the documents prior to submission and reduces the likelihood of any criminal checks being submitted with inaccurate information.
ID Verification Notifications
Email notifications will be sent when an ID verification is outstanding on a case.
Case Notification settings will be observed, along with Unit and Sub-Unit permissions.
Client Users with the Identity Verifier Only role will receive an automated email reminding them to complete identity verification for their allocated candidate(s) only. An example email is below:
When Certn is the ID Verifier (Digital DBS ID Verification via IDSP/IDVT)
If you select ‘Certn’ as the ID Verifier, the analyst looking after the case will contact the candidate with a link to our verification partner, Yoti. Yoti is a certified IDSP (Identity Service Provider) for verifying identity and right to work in the UK. To view more about Yoti, please visit their website here: https://yoti.world/yoti-idv/
Once they have followed the link, the candidate will be invited to upload their identity documents as well as a selfie, which enables their likeness to be checked against the provided documents. Once submitted, the case analyst is notified and they submit the criminal check.
If the digital ID check is aborted or the candidate does not meet the requirements for digital verification, the case analyst will reach out to inform you that a manual verification will need to take place.
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