GUIDANCE FOR CHECKING IDENTITY ON CRIMINAL RECORDS BUREAU DISCLOSURES

GUIDANCE FOR CHECKING IDENTITY ON CRIMINAL RECORDS BUREAU DISCLOSURES

Overview This document contains guidance on: Verifying the applicants identity/evidence needed. Checking the CRB disclosure has been completed correctly. Completion of CRB disclosure section X Evidence of identity seen by the employer/registered body. List of valid identity documents Tips for document checkers.

1. Introduction These guidance notes are to assist recruiting managers/headteachers in checking that an applicant s Criminal Record Bureau Disclosure is completed fully and correctly and in completing Section X of the form. It gives an overview of your responsibilities in the Disclosure process as well as giving you step by step instructions on dealing with the applicants documents. This guidance is relevant for both future paid employees and volunteers. Note SMBC only requests enhanced CRBs 2. Verifying applicants identity In order that the CRB disclosure service is run successfully, it is important that the applicants identity and current address are verified beyond doubt. Information provided by the applicant in Sections A-H of the CRB disclosure form and the SMBC application form is a good basis for establishing identity. However to verify this information there is a need to confirm these details with original documentation. 3. Evidence needed Documentary evidence which must be the original and not a photocopy. Acceptable evidence is at Appendix 1.. 4. Guidance for checking that a CRB disclosure is completed correctly. Process Check the form has been completed in black ink only. Check that Sections A, B, C, D and H of the disclosure application form are completed fully and correctly otherwise the forms will be returned by the CRB for completion and your recruitment will be delayed.

Confirm that the applicant has included previous continuous addresses for the past five years with exact dates. The information required is as follows: Section A. Line(s) Information required 1 to 6 Current title, full name (including middle names) and residential address. If Ms is used then the CRB ask for clarification of surname at Section C20. 8 The month and year at current address (e.g.xx/xxxx). If have this date was less than 5 years ago check that section D has been completed. 10/11 Date of birth (e.g.xx/xx/xxxx). 12 National insurance number. Section B. Line(s) Information required 13 The position applied for. 14 to 19 Solihull MBC and address in full. Section C. Line(s) Information required 20 If Mrs. or Ms in Section A, item 1, surname at birth must be entered. 28-32 Town and County of birth whether or not the country of birth is in the UK. 30/31 A cross should be inserted in the correct box. 32 Nationality. 33 Home telephone number with no spaces. 34 Work telephone number with no spaces.

Section D. Line(s) Information required 36 to 40/41 Five years continuous addresses need to be provided from the date the application form is signed. Overseas addresses should be included. There should be no gaps. If there are gaps the form will be returned by CRB and your recruitment could be delayed. 42/45 Dates should be included (xx/xxxx). The applicant should continue on a separate sheet of paper if necessary giving all the above details. White A4 paper should be used clearly marked continuation sheet. Block capitals should be used clearly listing the form reference number, the item numbers referred to name and address. If this is not completed correctly the form will be returned. Sections E, F and G should be left blank. Section H. Line(s) Information required 66 A cross should be placed in the appropriate box. 67 A cross should be put in this box if a continuation sheet has been used. 68 The declaration should be signed. 69 CRB no longer requires a signature in this box. 70 Date of signature.

5. Guidance for completion of the evidence of identity (section(x)) on the CRB disclosure application form. Process 1. Verify that the present name, address and date of birth provided in Section A correspond with the documentation shown as evidence of identity. 2. Ensure that the documentary evidence produced is on list 1 and /or 2 in Appendix 1. 3. Check that the documentation has not been tampered with, in particular in the name or photograph. 4. Complete section X. Reference Documentary evidence Information required in Section X 1. Passport Passport number. Enter the full passport number with no spaces between the digits. Check that the photograph is that of the individual completing the form. 2. Date of birth. Enter the date of birth as on the applicant s passport. 3. Nationality. Enter nationality as shown on the passport. 4. Issue date. Enter the date of issue as shown on the passport. 5. Driving licence Licence number. If there is a middle initial in the driver number then the middle name must be input on the front page in Section A3 Enter the driver number on the licence. If it is a UK licence, include the 2 digits that are shown separately on the left hand side of the driver number. 6. Date of birth. Enter the date of birth as shown on the driving licence. 7. Licence type. Specify whether the licence you have seen is an old style paper licence (without a photo), or a photocard. If it is

8. Licence valid from. 9. Country of issue. 10. Birth Certificate Date of birth. a photocard check that the photo on the card is that of the individual making the application. Enter the date when the licence was issued. If the applicant holds a UK driving licence, put a cross in the UK box. If it is not a UK licence write the name of the country of issue in the boxes labeled other. Enter the date of birth as shown on the birth certificate. 11. Issue date. 12. Country of issue. 13. Marriage Certificate Issue date. 14.P45 or P60 P45 or P60 National Insurance Number. 15. Current address checked against documentation. Enter the date on which the birth certificate was issued. If the applicant has a UK birth certificate, put on a cross in the UK box. If it is not a UK certificate, write the name of the country of issue in the boxes marked other. State the date that the marriage certificate was issued. Enter the National Insurance Number shown on the applicants P45 or P60. If the applicant is under 16 and has Child Benefit documentation, please put the Child Reference number in the same boxes. This box must be crossed if you have confirmed the applicant s current address from at least two of the following documents. Recent bank statement less than 3 months old. Recent mortgage or insurance statement issued within the last 12

months. Recent credit card statement less than 3 months old. Current Council Tax bill issued within 12 months. Recent utility bill less than 3 months old. The documents presented must be from different sources e.g. a bank statement and credit card statement cannot be form the same provider. If you do not cross this box and the above applies the disclosure will be returned by CRB and will delay your recruitment. If the applicant has moved recently and does not have statements etc..showing their current address, correspondence from the solicitor handling the purchase of their property. This correspondence must be on the solicitor s headed paper and mention the current address. If the applicant is in rented accommodation, their rent book or a letter from the landlord may be considered as evidence. 16. Enter the name of the person who has seen the applicant s evidence of identity and completed the details of this section. Now please send the completed CRB disclosure to the HR Shared Services Team who will process the application.

If you have any queries regarding checking the CRB disclosure form and/ or identity please contact: The HR Shared Services Team 0121 704 6276. (for volunteers) 0121 704 8730 (for new employees) The HR Shared Service Team (Schools)- 0121 704 8726/8729 Team A. 0121 704 8727/8728 Team B. Jackie Berry, HR Safeguarding Advisor- 0121 704 6135. Appendix 1 List of Valid Identity Documents Which documents does an applicant need to provide? If possible an applicant needs to provide at least one document from Group 1 plus any two from Group 2. If the applicant cannot produce any documents from group 1, they must produce 5 documents from group 2. Group 1 Passport any nationality UK Birth Certificate issued within 12 months of date of birth full or short form acceptable UK issued Driving Licence England/Wales/Scotland/Northern Ireland; either photocard or paper. A photocard is only valid if the individual presents it with the counterpart licence EU Photo Identity Card EU countries only HM Forces ID Card UK Firearms Licence Group 2 Marriage Certificate Financial Statement** e.g. pension, endowment, ISA Birth Certificate Vehicle Registration Document UK P45/P60 Statement** Mail Order Catalogue Statement* Bank/Building Society Statement* Court Claim Form** documentation issued by Court Services Utility Bill* electricity, gas, water, telephone inc. mobile phone contract/bill Exam Certificate e.g. GCSE, NVQ

TV Licence** Addressed Payslip* Credit Card Statement* National Insurance Card Store Card Statement* UK NHS Card Mortgage Statement** Benefit Book Child Allowance or Pension Insurance Certificate** Certificate of British Nationality Council Tax Statement** Work Permit/Visa** A document from UK Central/Local Government/Government Agency/Local Authority giving entitlement* for example, from the Benefits Agency, the Employment Service or the Inland Revenue Connexions Card *documentation should be less than three months old *Documentation should be less than 3 months old * ** Issued within the last 12 months # If more than one type of document of this type ensure that it is from a different organization. Internet documents are not acceptable.) Appendix 2. Tips for document checkers When verifying documentation, you should always check for signs of tampering. You should also query any documentation which shows any sign of damage, especially in the areas of name and photograph. The following guidelines should help you identify 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 switching. 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.

Foreign passports Photo driving licence Old style driving licence (no photograph) Birth Certificates Further information can be found at: http://www.crb.gov.uk/pdf/basic%20passport%20checking.pdf If the passport is from a foreign national, you can still follow the same general procedures as above. Examine the licence for evidence of photo tampering or any amendment of the printed details. Further information can be found at: http://www.crb.gov.uk/pdf/uk%20driving%20licence%20- %20Level%201%20Security%20Features.pdf 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 detailed in section A, line 10. 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 the 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 may have been washed or rubbed away. There should be no signs of tampering, changes using liquid paper, overwriting or spelling mistakes.