DBS Checks for COBIS Schools Contents COBIS Policy on Disclosure & Barring Service Checks for Member Schools... 2 COBIS Policy on the Recruitment of Ex-Offenders... 3 COBIS Policy on the Secure Storage, Handling, Use, Retention & Disposal of Disclosures & Disclosure Information... 4 DBS Checks for COBIS Member Schools Guidelines and Training... 6 Sample Policy Statement: Secure Storage, Handling, Use, Retention & Disposal of Disclosures and Disclosure Information... 8 Sample Policy Statement: Recruitment of Ex-Offenders... 9 DBS On-line Applications Step by Step Instructions for COBIS Schools... 10 ID Checking Process... 12 DBS Checks User Agreement for COBIS Schools and Nominated Individuals... 19
COBIS Policy on Disclosure & Barring Service Checks for Member Schools COBIS recommendation: Member schools should ensure that all new staff have a valid DBS check or, where applicable, the local equivalent before taking up a post at the school. Each school must nominate up to two individuals to have responsibility for administering DBS checks. Nominated individuals should normally be members of the senior management or the HR manager. COBIS will keep a database of nominated individuals from each school. Guidance notes for nominated individuals will be provided by COBIS. Schools must notify COBIS if the nominated individual needs to be changed. Nominated individuals and the head teacher must sign the COBIS DBS check agreement before DBS checks can be processed. Nominated individuals are responsible for ID verification and validation in accordance with DBS guidelines and submitting certified copies to COBIS for checking and processing. On a monthly basis COBIS will invoice schools an agreed amount for each DBS check. This fee reflects the amount charged by the Disclosure & Barring Service and is subject to change. All material relating to DBS checks will be stored securely in the COBIS office and will be disposed of securely after 6 months. COBIS Member schools must have a policy on the secure storage, handling, use, retention & disposal of disclosures and disclosure information, in accordance with DBS guidelines. All recruitment decisions (including decisions about recruitment of ex-offenders) are at the discretion of the head or governing body or the school and will be made by schools in accordance with the school s recruitment policy and practice. Schools should have regard to the attached COBIS policy on the recruitment of exoffenders, and all schools must have their own policy on the recruitment of ex-offenders. 2
COBIS Policy on the Recruitment of Ex-Offenders As an organisation using the Disclosure & Barring Service (DBS) to assess applicants suitability for positions of trust, COBIS and its member schools comply fully with the DBS Code of Practice and undertake to treat all applicants for positions fairly. COBIS and its member schools undertake not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. COBIS and its member schools are committed to the fair treatment of staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. All recruitment decisions are at the discretion of the school head or governing body and all COBIS member schools must have a written policy on the recruitment of exoffenders, which is made available to all Disclosure applicants at the outset of the recruitment process. COBIS member schools should actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates. Candidates should be selected for interview based on their skills, qualifications and experience. A Disclosure should only be requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs should contain a statement that a Disclosure will be requested in the event of the individual being offered the position. Where a Disclosure is to form part of the recruitment process, all applicants called for interview should be encouraged to provide details of their criminal record at an early stage in the application process. This information should be sent under separate, confidential cover, to the nominated individual within a COBIS member school. Schools guarantee that this information will only be seen by those who need to see it as part of the recruitment process. Unless the nature of the position allows a COBIS member school to ask questions about your entire criminal record, we only ask about unspent convictions as defined in the Rehabilitation of Offenders Act 1974. We ensure that all those in COBIS member schools who are involved in the recruitment process have been given suitable guidance to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of exoffenders, e.g. the Rehabilitation of Offenders Act 1974. At interview, or in a separate discussion, COBIS member schools ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. COBIS member schools make every subject of a DBS check aware of the existence of the DBS Code of Practice and make a copy available on request. COBIS member schools should undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar you from working with a COBIS member school. This will depend on the nature of the position and the circumstances and background of your offences. 3
COBIS Policy on the Secure Storage, Handling, Use, Retention & Disposal of Disclosures & Disclosure Information General principles As an organisation using the DBS service to help assess the suitability of applicants for positions of trust, COBIS complies fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request. Storage and access Disclosure information is kept securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties. Handling In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it. Usage Disclosure information is only used for the specific purpose for which it was requested and for which the applicant s full consent has been given. Retention Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six months, we will consult the DBS about this and will give full consideration to the data protection and human rights of the individual before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail. Disposal Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken. 4
Acting as an Umbrella Body Before acting as an Umbrella Body (one which countersigns applications and receives Disclosure information on behalf of other employers or recruiting organisations), we will take all reasonable steps to satisfy ourselves that they will handle, use, store, retain and dispose of Disclosure information in full compliance with the DBS Code and in full accordance with this policy. We will also ensure that any employer or individual, at whose request applications for Disclosure are countersigned, has such a written policy and, if necessary, will provide a model policy for that employer or individual to use or adapt for this purpose. 5
DBS Checks for COBIS Member Schools Guidelines and Training COBIS recommendation: COBIS recommend that Member schools ensure that all new staff have a valid DBS check or, where applicable, the local equivalent before taking up a post at the school. DBS checks will only provide information relating to an applicant s time in the UK. If a potential employee has been living or working abroad schools should consider equivalent checks from other countries. Overview DBS checks are designed to help organisations make safer recruitment decisions by identifying candidates who may be unsuitable for certain work, especially involving children or vulnerable adults. There are 3 types of check. The employer running the check should provide the applicant with more information about the level of check required. Any individual involved in regularly caring for, training, supervising or being in sole charge of children will require an enhanced with lists check - this is the highest level of check. An enhanced with lists disclosure shows current and spent convictions, cautions, reprimands and warnings held on the Police National Computer along with any relevant and proportionate information held by the local police forces. The following lists will also be searched: Protection of Children Act (POCA) List Information that is held under Section 142 of the Education Act 2002 (formerly known as List 99) COBIS Role COBIS will act as the main point of contact with the DBS. COBIS will maintain a database of member schools along with details of the nominated individual(s), for DBS purposes, at each school. Upon request, COBIS will provide schools with a unique web address (URL) and a unique reference number to access an on-line DBS application form including input guidelines for applicants. This can then be cascaded to prospective employees and applicants. COBIS will check completed DBS applications against certified ID documents received from member schools and will ensure that the identity has been verified and validated according to the DBS s guidance. COBIS will submit electronically completed DBS forms to the DBS for processing. COBIS will invoice schools 60 for each DBS check ( 75 for non-member schools). COBIS will store material relating to DBS checks securely, in a lockable, non-portable, storage container with access strictly controlled and limited to those who are entitled to see it as part of their duties. COBIS will store material relating to DBS checks for a period of no longer than 6 months and will then ensure that all disclosure material is destroyed by secure means (shredding). 6
The School s Role The School will contact COBIS to request a unique web address (URL) and reference number to access DBS on-line application forms. This can then be distributed to prospective employees and applicants. The School will also draw the applicant s attention to the DBS Code of Practice and the school s policy on recruitment of ex-offenders. The nominated individual will establish the true identity of the applicant through the examination of a range of documents as set out in the attached guidance and then send certified copies of these documents to COBIS. The School will have a policy on the secure storage, handling, use, retention & disposal of disclosures and disclosure information, in accordance with DBS guidelines, and will abide by this policy. A full step by step guide to the process is enclosed on pp. 10-11. Dealing with disclosure information The school must have a policy on the secure storage, handling, use, retention & disposal of disclosures and disclosure information. A sample policy is attached. The member school can use the DBS checks to help make recruitment decisions about the suitability of candidates. Schools must have a policy on the recruitment of exoffenders. A sample policy is attached. Further information is available at https://www.gov.uk/disclosure-barring-service-check 7
Sample Policy Statement: Secure Storage, Handling, Use, Retention & Disposal of Disclosures and Disclosure Information General principles As an organisation using the DBS service to help assess the suitability of applicants for positions of trust, [Organisation Name] complies fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request. Storage and access Disclosure information should be kept securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties. Handling In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it. Usage Disclosure information is only used for the specific purpose for which it was requested and for which the applicant s full consent has been given. Retention Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six months, we will consult the DBS about this and will give full consideration to the data protection and human rights of the individual before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail. Disposal Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken. 8
Sample Policy Statement: Recruitment of Ex-Offenders As an organisation using the DBS service to assess applicants suitability for positions of trust, [Organisation Name] complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. [Organisation Name] is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. We have a written policy on the recruitment of ex-offenders, which is made available to all Disclosure applicants at the outset of the recruitment process. We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience. A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position. Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within [Organisation Name] and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process. Unless the nature of the position allows [Organisation Name] to ask questions about your entire criminal record, we only ask about unspent convictions as defined in the Rehabilitation of Offenders Act 1974. We ensure that all those in [Organisation Name] who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of exoffenders, e.g. the Rehabilitation of Offenders Act 1974. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We make every subject of a DBS check aware of the existence of the DBS Code of Practice and make a copy available on request. We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. 9
DBS Applications Step by Step Instructions for COBIS Schools 1. Contact COBIS to request the unique web address (URL) and the unique reference number for the school to access the on-line application form. 2. Forward the unique web address (URL) and unique reference number to prospective employees and applicants while also drawing their attention to the DBS Code of Practice (direct them to https://www.gov.uk/disclosure-barringservice-check) and your school s policy on the recruitment of ex-offenders. 3. Request that the applicant completes the on-line application in full. Help and input guidance is available on the right-hand side of the screen. Please remind applicants that the current address must be a UK address and is usually the address where the candidate is living at time of completing the form. The single DBS certificate produced will be sent via UK 1st class post to this address. NOTE: If the applicant does not have a current UK address the DBS recommend that a care of UK address should be used. If the applicant agrees, the care of address could be a family address or that of the Registered Body i.e., COBIS. For care of addresses the current address field should be completed as follows: Address History Address Line 1: Should have care of in front of the first line of the address Residence since: should be the date the form is completed New address fields will be offered until a full and continuous 5 year address history has been provided. The application form cannot be completed without a full address history. Both UK and non-uk addresses can be included within the address history. Employment Details The workforce type is a mandatory field and the application form cannot be completed without the inclusion of the relevant workforce. Child Workforce should be used for any position that involves working / volunteering with children. Position applied for is also a mandatory field and should clearly describe the actual role e.g., School Receptionist not just Receptionist. The accurate completion of the employment details is critical because they are needed for the consideration of relevance by the police, and will allow the applicant to utilise the Update Service if they choose to do so (https://www.gov.uk/dbs-update-service). They are referenced in the declaration which COBIS as the Counter-signatory signs before submitting the application to the DBS. 4. On completion, the applicant will receive a reference number. Once input applications cannot be viewed or amended by the school or the applicant. The applicant should make a note of this reference and arrange to visit the nominated school official to have their identification verified. A full list of acceptable documents to provide evidence of identity can be found on the DBS website https://www.gov.uk/disclosure-barring-service-check/documents-the-applicantmust-provide-. 5. Certified photocopies (signed, stamped with the school stamp and dated) of at least 3 valid identity documents should be sent along with the reference number to 10
the COBIS office (COBIS, 55-56 Russell Square, Bloomsbury, London, WC1B 4HP, UK). Alternatively these certified copies can be sent via email from the school s nominated official email address only. Certified copies will not be accepted from the applicant or any unknown email addresses. 6. COBIS will check the on-line form against the ID documents, countersign, and submit it electronically to the DBS. COBIS will invoice the school on a monthly basis for completed checks at 60.00 per check ( 75.00 for non-member schools) (subject to change). 7. The single certificate will be sent by the DBS direct to the applicant at their current UK address via UK 1st class post. It is then for the applicant to present this to their employer for inspection. The school will receive an email once the application is complete with confirmation of the result i.e., clear and the certificate number. If the certificate contains conviction and / or caution information then the result will state - see disclosure. The school should then wait to see the certificate before making any recruitment decisions. 8. The nominated official is responsible for the storage and destruction of DBS material in accordance with the school s policy on secure storage, handling, use, retention & disposal of disclosures & disclosure information. 11
ID Checking Process (from www.homeoffice.gov.uk/dbs ) Registered Bodies play an important role in the provision of the Disclosure service, in particular they must: Check and validate the information provided by the applicant on the application form; and Establish the true identity of the applicant, through the examination of a range of documents as set out in this guidance; and Ensure that the applicant provides details of all names by which they have been known and all addresses where they have lived in the last 5 years Failure to do this may compromise the integrity of the Disclosure service. If you are unsure about any part of the ID checking process, please contact the DBS or COBIS. Please note that: You must only accept valid, current and original documentation. You must not accept photocopies. You must not accept documentation printed from the internet e.g. internet bank statements. Identity information for the applicant s name, date of birth and address must be validated. You should in the first instance, seek documents with photographic identity (e.g. passport, new style driving licence, etc. and for this to be compared against the applicant s likeness). You must ensure that the applicant declares all previous change of name, and provides documentary proof to support the change of name One document must confirm the applicant s date of birth. You must see at least one document to confirm the applicant's current address which is no older than three months. You should cross match the applicant s address history with any other information you have been provided with as part of the recruitment, such as their CV. This can highlight if an address has not been given e.g. if the applicant s CV shows that they have worked in Liverpool in the last 5 years but the application form only shows London addresses, you may wish to question the applicant further about this. A document from each of the groups should be included only once in the document count, e.g. do not accept two bank statements as two of the required documents, if they are from the same bank. You cannot accept the foreign equivalent of an identity document if that document is listed as (UK) on the list of valid identity documents. If an identity document is provided in a foreign language, you must obtain a translation of that document, certified by a Notary Public. 12
Frequently Asked Questions.. 1. What process should I follow to check an applicant s ID? The DBS has produced guidance on the type and range of identity documents that must be used by the Counter-signatory or approved person, to validate the applicant s identity. These documents are divided into two groups: Group 1 and Group 2. The number of documents from each group the Counter-signatory or approved person needs to see is as follows: (If you have insufficient identity documents, please contact the DBS Information Line on 0870 90 90 811 for further guidance). ROUTE ONE Can the applicant produce any documents from Group 1? If yes, then the applicant must produce 3 documents: 1 document from Group 1; and 2 further documents from Groups 1 or 2; one of which must verify their current address. NOTE - Non-UK / Non-EEA Nationals: All Non-UK / Non-EEA Nationals should be validated via Route One by supplying the following combination of documents: Current Passport; and Biometric Residence Permit OR Work Permit / Visa (UK); and 1 further document from Group 2a or 2b which verifies their current address. If the applicant has satisfied this route, then the document check is complete. If the applicant cannot produce a Group 1 document then go to Route Two. ROUTE TWO The applicant must produce: 3 documents from Group 2 to be seen comprising of: o 1 document from Group 2a; and o 2 further documents from Group 2a or 2b; one of which must verify their current address, and The organisation conducting the ID check will then need to ensure an external ID validation service is used to check the applicant against their records to establish the applicant s name and living history footprint If the applicant fails the external validation check, they will need to go for fingerprinting. This may add delay to the overall application process. 13
List of Valid Identity Documents Group 1 - Primary Trusted Identity Credentials Current valid Passport - Any current and valid passport Biometric Residence Permit - UK Current Driving Licence, photo-card - UK, Isle of Man, Channel Islands and EU (Full or provisional) Birth Certificate (UK & Channel Islands) - issued at time of birth (including those issued by UK authorities overseas e.g., embassies, High Commissions and HM Forces. Adoption Certificates - UK and Channel Islands Group 2a - Trusted Government / State Issued Documents Current Driving Licence (photo-card) - All countries, full or provisional Birth Certificate - issued after time of birth, UK and Channel Islands Marriage/Civil Partnership Certificate - UK and Channel Islands HM Forces ID Card - UK Fire Arms Licence - UK, Channel Islands and Isle of Mann. Group 2b - Financial / Social History Documents Mortgage Statement - UK or EEA** Bank/Building Society Statement - UK and Channel Islands or EEA * Credit Card Statement - UK or EEA* Financial Statement - e.g. pension, endowment, ISA - UK** P45/P60 Statement - UK and Channel Islands ** Council Tax Statement - UK and Channel Islands ** Work Permit/Visa (UK) (UK Residence Permit)** 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 Utility Bill - UK * (Not Mobile Telephone) Benefit Statement*- e.g. Child Allowance, Pension A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK& Channel Islands)* e.g. from the Department for Work and Pensions, the Employment Service, Customs & Revenue, Job Centre, Job Centre Plus, Social Security EU National ID Card Cards carrying the PASS accreditation logo - UK and Channel Islands 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 14
Please note: If a document in the List of Valid Identity Documents is: denoted with* - it should be less than three months old denoted with ** - it should be issued within the past 12 months not denoted - it can be more than 12 months old 15
2. How can I check Driving Licences? Do not accept licenses, other than those stated in the list of valid identity documents. English, Welsh and Scottish driving licence numbers contain information about the applicant's name, sex and date of birth. Please note that the date of birth on English, Welsh and Scottish driving licences, issued before 1977, is not recorded as a separate entry on the licence. The date of birth must be deciphered from the driving licence number and entered in the relevant field on the application form. For example the format of the number for Christine Josephine Robinson, born 2 July 1975 R O B I N 7 5 7 0 2 5 C J 9 9 9 0 1 N N N N N Y M M D D Y I I C C C C C N = 1st five letters of the surname (if the surname begins MAC or MC it is treated as MC for all). Y = YEAR of birth. M = MONTH of birth (In the case of a female, the number represented by the first M will have the value 5 added to the first digit e.g. a female born in November (i.e. 11) would display '61' in the MM boxes) or if born in February (i.e. 02) would display 52 ). D = DAY of month of birth. I = Initial letter of the first two forenames - if only one, then 9 will replace the second letter. If the licence indicates that the applicant has a middle name, ensure that one has been provided in Section A. C = Computer generated. Please note, for Northern Ireland driving licences the licence number is in a different format. The licence number is unique to the driver and the name or date of birth validation, as shown above, cannot be used. Do not accept licences from British dependencies (e.g. Gibraltar, Channel Islands and Falkland Islands). 3. What if the applicant has been adopted? Registered Bodies should inform applicants that if they were adopted before the age of 10, they do not need to provide their surname at birth on the Disclosure application form. This is because the age of criminal responsibility is deemed to be 10 years, under the Children and Young Persons Act 1933, Chapter 12, Section 50. This means that there is no possibility that an individual could have a criminal record in a name that was used until the age of 10. 16
4. What if the applicant has changed their name recently and cannot provide ID documents in this new name? Documents in a previous name can be accepted ONLY where the applicant can provide documentation supporting a recent change because of: Marriage/civil partnership {marriage/civil partnership certificate divorce/civil partnership dissolution {decree absolute/civil partnership dissolution certificate} deed poll {Deed Poll certificate} 5. How do I check for indicators of fraud? Always check for signs of tampering when checking identity documents. Documents should be queried if they display any signs of damage, especially in the areas of personal details such as the name and the photograph. The following guidelines should help you look out for any suspicious signs when authenticating documents. Passport: Check the general quality and condition of the passport. Treat it with suspicion if it is excessively damaged; accidental damage is often used to conceal tampering. Photographs should be examined closely for signs of damage to the laminate or for excessive glue or slitting of the laminate; these signs would indicate photo substitution. If the photograph appears excessively large, this might indicate an attempt to hide another photograph underneath. There should also be an embossed strip embedded into the laminate, which will catch a portion of the photograph. Check there is no damage to this area. If the passport is from a foreign national, you can still follow the same general procedures as above. Photo driving licence: Examine the licence for evidence of photo tampering or any amendment of the printed details. Old style driving licence (no photograph): Remove the document from the plastic wallet and check that it is printed on both sides. It should have a watermark visible by holding the licence up to the light and there should be no punctuation marks in the name or address. The Valid To date should be the day before the bearer s 70 th birthday (unless the bearer is already over 70). The Valid To date can therefore be cross-referenced with the applicant s date of birth. Birth certificate: Birth certificates are not wholly reliable for confirming identity, since copies are easily obtained. However, certificates issued at the time of birth are more reliable than recently issued duplicates. Check the quality of paper used; genuine certificates use a high grade. There should be a watermark visible when the document is held up to the light. Any signs of smoothness on the surface would indicate that original text might have been washed or rubbed away. There should be no signs of tampering, changes using liquid paper, overwriting or spelling mistakes. EU Photo Identity Card: Examine the card for evidence of photo tampering or any amendment of the printed details. HM Forces ID Card: Examine the card for evidence of photo tampering or any amendment of the printed details. Firearms Licence: Check the licence is printed on blue security paper with a Royal crest watermark and a feint pattern stating the words Home Office. Examine the licence for evidence of photo tampering or any amendment of the printed details, which should include home address and date of birth. The licence should be signed by the holder and 17
bear the authorising signature of the chief of police for the area in which they live, or normally a person to whom his authority has been delegated. Other forms of identification: Ensure all letters and statements are recent, i.e. within a 3 month period. Do not accept documentation printed from the internet. Check letter headed paper is used, bank headers are correct and all documentation looks genuine. 18
DBS Checks User Agreement for COBIS Schools and Nominated Individuals School name: Address: Head teacher s name: Email address: By signing this form the school indicates that they are familiar and happy with the process of applying for DBS checks through COBIS including all of the information included in the Guidelines and Training Pack and the associated policies. Head-teacher s signature / Date The school must nominate up to two individuals to have responsibility for administering DBS checks. Please list the names and contact details of these individuals below. Nominated individual number 1 Name: Position at school: Email: Phone number: Nominated individual number 2 Name: Position at school: Email: Phone number: Each nominated individual must sign below to indicate that they are familiar and happy with the process of applying for DBS checks through COBIS including all of the information included in the Guidelines and Training Pack and the associated policies. Nominated individual number 1 Nominated individual number 2 This form must be returned along with copies of your school s policy on recruitment of ex-offenders and a policy on secure storage, handling, use, retention & disposal of disclosures and disclosure information. 19