When requesting a new screening case which contains a DBS check, it is important that the candidate’s identity documents have been verified, as required by the DBS (Disclosure and Barring Service). Either you or Certn can verify the candidate’s ID for this step. If you have opted into the ‘Digital ID Verification’ that Certn offer, the process is very simple and is as follows:
1. You will need to select the relevant option for how the Identity Verification is going to be carried out. If Certn is conducting the Identity Verification on your behalf, this must have been pre agreed with your Certn contact.
If Certn is not conducting the Digital ID Verification on your behalf, the onus is with you, the candidate’s employer, to view the original ID documents.
For the full information on the ID guidance and a list of acceptable documentation for each level of DBS, please see below:
Please refer to the government DBS guidance for the most up to date information on ID verification and acceptable documentation list.
In most cases, you will verify the documents prior to the candidate’s completion of their screening form. It is therefore paramount you upload copies of the candidate’s documents to the Certn system as soon as you are able to cross reference the information.
For Standard and Enhanced DBS Checks, an additional document will be required.
1. You will need to tick the relevant checkbox depending on who is carrying out the verification.
2. You will then need to select either “Myself” or the name of the verifier within your organisation from the drop-down window after selecting ‘Colleague’:
3. The drop-down window will only display the names of individuals that we have added as users onto the system for you. If the verifier is not displayed on the drop-down, you can just type their name into the text field.
4. You will then need to upload the files that you have seen and provide a file description as shown below:
5. Once this step has been completed, you can then save the case.
Once the candidate has completed their form and before the application has been submitted to the DBS, Certn will compare the information provided by the candidate and the ID documents provided by you. If there are any discrepancies, these will need to be resolved prior to submission.
Please note, where the candidate has changed their name, documentation to support this, such as a deed poll document or marriage certificate must be verified, and copies retained in case there is an audit.
Once the ID has been verified you will need to input this information into the Certn online system.
6a. DBS Identity Tab (Basic DBS)
If adding the DBS documentation after the case has been created, you will need to refer to the DBS Identity section:
You will need to either select ‘Myself’ or ‘Colleague’ and enter the name of the ID verifier. Once you have uploaded the documents using the ‘File Upload’ section, you will then need to select the ‘Identity Verified’ box. By clicking this, you are confirming that you have verified the candidate’s identity in accordance with the DBS Identity verification guidelines.
6b. DBS Identity Tab (Standard/Enhanced DBS)
If adding the DBS documentation after the case has been created, you will need to refer to the DBS Identity section:
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*?
The DBS has a specific definition of a ‘true’ volunteer, information is available here.
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 Certifi cate, Adoption Certifi cate).
Selecting the ID document will expand the form and allow you to enter further details. For example, selecting Passport will expand to provide fi elds 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 and uploaded. 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.
If you need any further help, please contact uk-support@certn.co
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