Diocese of Leeds - Guide to completing the CRB Disclosure application form

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1 Diocese of Leeds - Guide to completing the CRB Disclosure application form The advice given here is correct as at 21 September Please note that there have been substantial changes from earlier advice on this matter. For a larger-print version of this guide, please contact the Safeguarding Office; if you have only a monochrome printer, just ask for a colour version. Introduction 1. Please read the instructions on the front of the CRB form - and this Guide - carefully before you begin. If you would like any help in completing the form, contact the Safeguarding Office. 2. Please consider completing the form for your applicants, and then ask them to check and sign it. The form can seem quite daunting to applicants when they meet it for the first time. If you complete it for them you will quickly become familiar - and confident - with it, and able to complete it without error. The applicant must then check it carefully before they sign it. 3. The boxes on the form are very small, and require very neat writing. If you can develop and keep to a style of writing (PRINTING) such as the capital letters at the foot of page 1 of the form it will save the form being returned to you - and will reduce the chances of an incorrect Disclosure being issued. This really does matter - please make every effort to complete the form in very clear PRINTING. 4. The CRB has published an Applicant s Guide to Completing the CRB form, which is available from their website at or on request from the Safeguarding Office. Routes to ID Verification The CRB has defined three Routes to ID Verification. Route 1 ID verification is the simplest, and is always to be preferred, where possible. The applicant will qualify under Route 1 if: they have at least one document from Group 1 they have two other documents from Group 1 or from Group 2a/2b at least one of the documents shows their current address at least one of the documents shows their date of birth there is documentary evidence of any change of surname - but see the guidance on page 3 on completing lines A20 A27 - and be aware that evidencing a change of surname may require the use of a Group 2 document (e.g. marriage certificate). Route 2 ID verification is available to applicants who do not have a Group 1 document. This Route should only be used when Route 1 is not available. The applicant will qualify under Route 2 if: they have at least one document from Group 2a they have two other documents from Group 2a or Group 2b at least one document shows their current address at least one of the documents shows their date of birth there is documentary evidence of any change of surname - but see the guidance on page 3 on completing lines A20 A27 - and be aware that the Safeguarding Office will validate their identity using an online ID validation service. There are further details of the online ID validation service at page 5 below. For a list of documents in their Groups see page 2. Route 3 ID verification is available to applicants who do not have sufficient documents to qualify for Route 1 or Route 2, and includes an interview with the Diocesan CRB Countersignatory in Leeds. For further details of Route 3, please contact the Safeguarding Office. The ID documents required for Routes 1 and 2 are shown on the Leeds Diocese ID form, and on page 2 below. Ask to see the applicant s ID documents before you put pen to paper. If all the documents are available, go ahead with completing the form. If they are not, arrange to see the applicant at another time. There are new rules on checking the small boxes to the right of lines A20 - A27, where questions are asked about national insurance number, driving licence and passport. Please take particular note of these new rules. Page 1 of 5

2 Group 1 Documents Primary Trusted Identity Credentials If you have one of these Group 1 documents, and two further documents from either Group 1 or Group 2a or 2b, then you qualify for Route 1 identity verification. 1 Passport - Current and valid 2 3 Driving licence Current and valid Birth Certificate Issued at time of birth Full or provisional Photocard version only Full or short form 4 Biometric Residence Permit UK UK and EEA Non-EEA UK, Isle of Man Channel Islands (EEA = EU + Norway, Iceland, Lichtenstein) If accompanied by Biometric Residence Permit or current Work Permit/Visa Must include paper counterpart except Jersey UK, Channel Islands, or UK authorities overseas (eg BFPO) Group 2a Documents Trusted Government/State Issued Documents If you have no Group 1 document, but you have one document from Group 2a and two further documents from either Group 2a or Group 2b, then you qualify for Route 2 identity verification - which includes ID validation by an external service. 1 Driving licence - Current and valid Old style paper version UK 2 Driving licence - Current and valid Photocard version - Full Non-UK 3 Birth Certificate - Issued after time of birth Full or short form UK, Channel Islands 4 Adoption Certificate UK, Channel Islands 5 Fire Arms Licence UK, Channel Islands Valid up to 12 months after arrival in UK, and for those residing outside UK at time of application 6 Marriage Certificate Civil Partnership Certificate UK, Channel Islands 7 HM Forces ID Card Current and valid UK Group 2b Documents Financial/Social History Documents 1 Mortgage Statement Issued within past 12 months UK, EEA 2 P45/P60 Statement Issued within past 12 months UK, Channel Islands 3 Financial Statement, eg pension, endowment, ISA Issued within past 12 months UK 4 Council Tax Statement Issued within past 12 months UK 5 Work Permit/Visa Valid up to expiry date UK 6 Credit Card Statement Issued within past 3 months UK 7 Bank/Building Society Statement or Account Opening Confirmation Letter Issued within past 3 months 8 Benefit Statement, eg Child Allowance, Pension Issued within past 3 months UK 9 10 Utility Bill - electricity, gas, water, phone - not mobile phone contract Issued within past 3 months Document from Central or Local Government or Government Agency or Local Authority giving entitlement eg Dept for Work& Pensions; Employment Service; Customs & Revenue; Job Centre/Plus; Social Security Issued within past 3 months 11 EU National Identity Card EU 12 Cards carrying the PASS accreditation logo UK UK UK UK, Channel Islands 13 Letter of Sponsorship from future employment provider Non-UK, non-eea only 1. Documents printed from the Internet are not acceptable. 2. Photocopies are only accepted when produced with the original. 14 Letter from Head Teacher or College Principal For year olds only, when no other documents are available; UK only. Show all documents used to establish identity on page 2 of an ID Verification Form dated AUG The applicant must complete and sign page 1 of that form; the parish rep signs page 2. Enclose photocopies of all ID documents used. In all cases: at least one document must evidence the date of birth at least one document must evidence the current address the current name must be confirmed there must be evidence of any previous change of surname. For Route 2 online identity verification checks: the applicant must supply either their bank sort code and account number or their electricity supply number. Page 2 of 5

3 Section A A1 - A4 A5 - A7 A8 - A10 A11 - A13 A14 - A17 A18 - A19 A20 - A21 A22 - A23 A24 - A27 Complete all lines. If any other names have ever been used, always complete both surname and forename, even if the forename is the same as A3. If no other names have ever been used, leave them blank. If you use lines A7, A10 or A13, note the style of date required, which is: MM YYYY. Complete all lines. Note that A17 asks for Country, not county. May be left blank. If the applicant has a national insurance (NI) number then they must answer Yes and provide the number. The NI number has a letter/number/letter format with two letters, then six numbers, then (usually) one letter: eg AA123987D If the applicant has a NI number, but despite their best efforts cannot produce it, then answer Yes to A20, leave A21 blank, and use the Additional Information section of the CRB s Continuation Sheet to explain why the number cannot be produced. If the applicant holds a valid driving licence they must answer Yes and provide the number. If the applicant does not have a valid driving licence, answer No and leave line 23 blank. The driving licence number asked for is actually the driver number which begins with the first five letters of the driver s surname. Complete every box on the line. If the applicant has a valid driving licence, but despite their best efforts cannot produce it, then answer Yes to A22, leave A23 blank and use the Additional Information section of the CRB s Continuation Sheet to explain why it cannot be produced. A driving licence can be used as evidence of address even when it is more than three months old. If the applicant holds a valid passport they must answer Yes and complete lines A25 - A27. If they do not have a valid passport, they must answer No and leave lines A25 - A27 blank. If the applicant has a valid passport, but despite their best efforts cannot produce it, then answer Yes to A24, leave A25 - A27 blank and use the Additional Information section of the CRB s Continuation Sheet to explain why it cannot be produced. When you have verified the information in lines A1 - A3, and A14, then cross the two small boxes (a1 - a3 verified, and a14 verified) under the heading registered body use only. Documentary evidence is required for all changes of surname. If the document containing the NI number, or the driving licence, or the passport, is not being used as part of the ID verification then leave blank the relevant small boxes (a21 - a25 verified) under the heading registered body use only. If the document containing the NI number, or the driving licence, or the passport, is being used as part of the ID verification, then cross the relevant small boxes (a21 - a25 verified) under the heading registered body use only. A28 - A31 Leave blank - even though two of them have the yellow shading of a Mandatory field. In the small box to the right headed registered body use only the parish rep marks with a cross those items which they are using as evidence of identity and which they have verified by sight of original documents. Section B B32-35 B36 B37 Complete all lines - except that B34 is optional. Complete this line with UNITED KINGDOM. Complete this line but note the date format required, which is MM YYYY. In the small box to the right headed registered body use only the parish rep marks a cross to show that they have verified the applicant s current address by sight of original documents. Page 3 of 5

4 C38 - C43 C44 - C49 Section C Complete these lines if the date shown at line B37 does not go back a full five years from the date of the application. If these lines are needed, complete all six (C38 - C43, and if necessary, C44 - C49) for each address (County optional). For further addresses, use the CRB s Continuation Sheet. Students may use home address rather than college address(es). For applicants who have lived abroad, write ABROAD in lines C38 and/or C44, show the country in line C42 and/or C48, and the dates in lines C43 and/or C49. Where possible, seek evidence of previous addresses. Section D D50 - D54 Leave blank, even though one of them has the yellow shading of a Mandatory field. Section E E55 - E57 Complete all lines. (Applicants have answered a similar question on their SSD.) W58 - W59 Section W If the applicant has qualified under Route 1, then the Parish Safeguarding Representative (ID Verifier) completes both lines. If the applicant has qualified under Route 2, then the Parish Safeguarding Representative (ID Verifier) must leave both lines blank. The Countersignatory will then complete these two lines once he has verified the applicant s identity using the online ID check. X60 X61 X62 X63 X64 X65 X66 X67 X68 Always answer Yes. Section X For volunteers, always write CHURCH MINISTRY. For employees, write their job title. Write the name of your parish (and, if there is room, the name of your town). Always answer Enhanced. If the role involves working with children, answer Yes. Otherwise, answer No. If the role involves working with adults, answer Yes. Otherwise, answer No. For Eucharistic Ministers and SVP, cross both boxes. For other roles, please refer to your parish s role description. Always answer No. (Only adoptive parents should answer Yes here; clergy answer No.) Answer as appropriate to the application. If the applicant is a volunteer, answer Yes. Otherwise, answer No. Y69 - Y73 Section Y Leave this section blank. If you write in this section it invalidates the whole form. Z74 - Z75 Section Z Leave this section blank. If you write in this section it invalidates the whole form. Page 4 of 5

5 Online ID Validation service The Home Office has stipulated that in those circumstances where an applicant does not have a primary (=Group 1) document, then their identity must be verified through a company that specialises in data matching and has access to numerous data sources for that purpose. Should an applicant s identity need to be checked via an online check, the Church will be using the services of GB Group Limited. This is a specialist identity management company who enable the authorised CSAS Counter-Signatories to do a simple online check to validate an identity so we can quickly progress a CRB application. GB Group Limited is NOT a credit referencing agency; the Church will not be privy to nor will be able to access information concerning an applicant s credit rating or credit history. The check obtained via GB Group Limited will merely validate details the applicant supplies - for example their name; date of birth; current and previous addresses; EU National ID card etc, but as part of the check the applicant must supply either their bank sort code and account number or their electricity supply number. The check is carried out at the Diocesan Safeguarding Office in Leeds, and its contents will not be shared at a parish level. The result of the online check will merely confirm if sufficient data matches have been made to confirm an identity or not. The Office is happy to confirm to the applicant the types of information against which their identity is checked, and to supply to the applicant a copy of the completed check report. An identity check does not impact on a credit file in any way as the Church is not accessing any financial data, nor is this check related to any financial product (even though the applicant is asked for details of their bank account). However, if an applicant then obtains a report from a credit reference agency they will be able to see a record of any identity checks that have been carried out on them, and which organisation sought the identity check. This identity check record is called a soft footprint on a credit record. The Office cannot carry out an online identity check without specific written consent from the applicant. The consent is contained within the Declaration at the foot of the ID Verification Form. And even with that consent, the Office cannot do the check without details of the applicant s bank account or electricity supply. If an applicant cannot provide sufficient documents to qualify for Route 1 identification, and is unwilling to let the Church carry out an online identity check, then their identity must be validated via Route 3, which involves both making an arrangement with the CRB to have their fingerprints taken and having a meeting with the Diocesan Countersignatory in Leeds. Unless an applicant has their identity successfully verified by one of the three prescribed routes it is not possible to submit their CRB application for processing and therefore it would not be possible to proceed with their application to work with vulnerable groups. If you have any further questions.. The National Safer Recruitment policies and procedures of the Catholic Church at contain more detail about the ID verification aspect of CRB applications. Contact the Diocesan Safeguarding Office Contact the Catholic Safeguarding Advisory Service Refer to the Criminal Records Bureau either online (via the Home Office website) or alternatively by phone Page 5 of 5