ID Guidelines

An applicant will need to provide a range of ID documents as part of a DBS check application process.

Trustpilot

ID Guidelines for your DBS Application

Free registration and organisation setup in as little as 15 minutes

An applicant will need to provide a range of ID documents as part of a DBS check application process.

Employers must ensure they follow the three-route ID checking process, validating all information provided by the applicant and confirming they have established the identity of the applicant. If there are any discrepancies in the information provided by the applicant, the employer must firstly check that fraud is not suspected.

As of the 3rd September, the ID guidelines have been updated for both Basic and Standard/ Enhanced DBS applications. These updates include:

  • A live video link which will be available to use as an alternative to the face-to-face ID verification. Please note that all original ID documents must be with the ID checker at the time of the live verification; one document must be a form of photographic ID so the ID checker can confirm the applicant’s identity.
  • The Irish Passport Card has been added to the Group 2b list of approved identity documents.

The updated guidelines will run in conjunction with the existing ID guidelines until the 3rd December when the existing guidelines will cease to apply.

 

 

DOs and DON’Ts

  • An applicant must provide all documentation in person. Information cannot be scanned and photocopies are not accepted. If an applicant cannot produce documents in person, they must visit their local post office and get the documents verified before sending them onto the employer. To locate your nearest Post Office branch, click here: http://www.postoffice.co.uk/branch-finder.
  • Only valid, current and original documentation will be accepted
  • Documentation printed off the internet cannot be accepted E.G internet bank statements
  • Documents with photographic identity (E.G passport or driving licence) must be sought in the first instance to compare the applicant’s likeness.
  • All documents should be in the applicant’s current name
  • One document must confirm the applicant’s date of birth
  • Applicants must declare all previous name changes and provide documentary proof to support the name change
  • One document must confirm the applicant’s current address
  • A full and continuous five-year address history must be provided
  • A document from each of the groups should be included only once in the document count E.G we cannot accept two bank statements.

ID Routes 

There are three possible ID routes that an individual can follow. However, an applicant should attempt to exhaust each route before moving onto the next option. The documents needed will depend largely on the route that the application takes with Route 1 being the first option.

DBS Identity Guidelines | Care Check | enhanced dbs checks

ROUTE 1

The applicant must be able to provide:
• One document from Group 1 (shown in table below)
• Two further documents from either Group 1 or Group 2a or 2b (table below)

At least one of the documents must show the applicant’s current address.

If the applicant is not a national of the UK or the EEA and is applying for voluntary work, they may need to be fingerprinted if they cannot produce these documents.

ROUTE 2

Route 2 can only be used if you cannot proceed via Route 1.
Please note: If an applicant is from outside the EEA and is applying for voluntary work, they will be unable to use Route 2.
If the applicant does not have any of the documents for Group 1, they must show the following:
• One document from Group 2a
•  2 further documents from either 2a or 2b
One of the documents should show the applicant’s current address.
If the applicant is going down this route, the employer will need to conduct an external ID verification to check the application. This verification is required if an applicant cannot produce documentation from Group 1 and will be performed by Care Check at an extra cost of £12.00. It is not too dissimilar to a credit referencing check. The validation is carried out by confirming name and address information linked to details such as the electoral roll, utilities and loan accounts.

ROUTE 3

Route 3 should only be used if it unfeasible to process the application through Route 1 or 2.

Please note: If an EEA national has resided in the UK for over five years, they cannot use Route 3.

The applicant must be able to produce:
• A birth certificate issued after the time of birth (UK, Isle of Man and Channel Islands)
• One further document from Group 2a
• Three further documents from Group 2a or 2b

One of the documents must show the applicant’s current address and if they cannot provide this, the applicant may need to be fingerprinted.

NON-EUROPEAN ECONOMIC AREA APPLICANTS

Any applicant who wants to do paid work and isn’t a national of the UK or European Economic Area (EEA ) must be able to provide the following:

  • One primary document
  • two supporting documents

If an applicant cannot provide this information they will be unable to submit a DBS check. This is because their right to work

in the UK cannot be established and they will not be able to proceed down an alternative route.

Non-EEA applicants who wish to do voluntary work MUST use Route 1.

Commencing 3rd September, there will be an ID document update concerning non-EEA applicants. This update will run in conjunction with the existing ID checking guidelines until 3rd December when the existing guidelines will cease to apply.

New documents available for Non- EEA applicants are:

  • A Permanent Residence Card issued by the Home Office to the family member of a national of a European Economic Area country or Switzerland.
  • A Positive Verification Notice that is issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to work in the UK.

A passport is no longer required as an accompaniment for the following documents:

  • A current Residence Card (including an Accession Residence Card or a Derivative Residence Card) issued by the Home Office to a non-European Economic Area national who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence.
  • A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the name person may stay in the UK and is allowed to do the type of work in question together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.
  • A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay in the UK indefinitely and or has no time limit in the UK and this would need to be paired with a document that details the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

DOCUMENTS FOR NON-EEA NATIONALS DOING PAID WORK

DOCUMENTS FOR NON-EEA NATIONALS DOING PAID WORK

PRIMARY IDENTITY DOCUMENTS
  • A CURRENT BIOMETRIC IMMIGRATION DOCUMENT (BIOMETRIC RESIDENCE PERMIT) ISSUED BY THE HOME OFFICE TO THE HOLDER INDICATING THAT THE PERSON NAMED IS ALLOWED TO STAY IN THE UK INDEFINITELY OR HAS NO TIME LIMIT ON THEIR STAY IN THE UK. UK
  • A CURRENT BIOMETRIC IMMIGRATION (BIOMETRIC RESIDENCE PERMIT) ISSUED BY THE HOME OFFICE TO THE HOLDER, WHICH INDICATES THAT THE NAMED PERSON CAN CURRENTLY STAY IN THE UK AND IS ALLOWED TO DO THE WORK IN QUESTION. UK
  • A CURRENT PASSPORT ENDORSED TO SHOW THAT THE HOLDER IS EXEMPT FROM IMMIGRATION CONTROL AND IS ALLOWED TO STAY INDEFINITELY IN THE UK, HAS THE RIGHT OF ABODE IN THE UK OR HAS NO TIME LIMIT ON THEIR STAY IN THE UK. UK
  • A CURRENT PASSPORT TO SHOW THE HOLDER IS ALLOWED TO STAY IN THE UK AND IS CURRENTLY ALLOWED TO DO THE TYPE OF WORK IN QUESTION. UK
  • A CERTIFICATE OF APPLICATION ISSUED BY THE HOME OFFICE UNDER REGULATION 17(3) OR 18A (2) OF THE IMMIGRATION REGULATIONS 2006 TO A FAMILY MEMBER OF A NATIONAL OF A EUROPEAN ECONOMIC AREA COUNTRY OR SWITZERLAND STATING THAT THE HOLDER IS PERMITTED TO TAKE EMPLOYMENT WHICH IS LESS THAN 6 MONTHS OLD TOGETHER WITH A POSITIVE VERIFICATION NOTICE FROM THE HOME OFFICE EMPLOYER CHECKING SERVICE. UK
  • AN APPLICATION REGISTRATION CARD ISSUED BY THE HOME OFFICE STATING THAT THE HOLDER IS PERMITTED TO TAKE EMPLOYMENT IN QUESTION, TOGETHER WITH A POSITIVE VERFICIATION NOTICE FROM THE HOME OFFICE EMPLOYER CHECKING SERVICE. UK

DOCUMENTS FOR NON-EEA NATIONALS DOING PAID WORK

APPLICANTS PROVIDING ONE OF THE FOLLOWING DOCUMENTS MUST ALSO PROVIDE A CURRENT VALID PASSPORT:
  • A CURRENT RESIDENCE CARD ISSUED BY THE HOME OFFICE TO A NON-EUROPEAN ECONOMINC AREA NATIONAL WHO IS A FAMILY MEMBER OF A NATIONAL OF A EUROPEAN ECONOMIC AREA COUNTRY, SWITZERLAND OR WHO HAS A DERIVITAIVE RIGHT OF RESIDENCE. UK
  • A CURRENT IMMIGRATION STATUS DOCUMENT CONTAINING A PHOTOGRAPH ISSUED BY THE HOME OFFICE TO THE HOLDER WITH A VALID ENDORSEMENT INDICATING THAT THE NAMED PERSON MAY STAY IN THE UK AND IS ALLOWED TO DO THE TYPE OF WORK IN QUESTION TOGETHER WITH AN OFFICIAL DOCUMENT GIVING THE PERSON’S PERMANENET NATIONAL INSURANCE NUMBER AND THEIR NAME ISSUED BY A GOVERNMENT AGENCY OR A PREVIOUS EMPLOYER. UK
  • A CURRENT IMMIGRATION STATUS DOCUMENT ISSUED BY THE HOME OFFICE TO THE HOLDER WITH AN ENDORSEMENT INDICATING THAT THE NAMED PERSON IS ALLOWED TO STAY INDEFINITELY IN THE UK OR HAS NO TIME LIMIT ON THEIR STAY IN THE UK TOGETHER WITH AN OFFICIAL DOCUMENT GIVING THE PERSON’S PERMANENT NATIONAL INSURANCE NUMBER AND THEIR NAME BY A GOVERNMENT AGENCY OR A PREVIOUS EMPLOYER. UK

SUPPORTING DOCUMENTS

GROUP 1

An applicant will also need to provide two further documents from the following groups:
  • PASSPORT. ANY CURRENT AND VALID PASSPORT
  • BIOMETRIC RESIDENCE PERMIT. UK
  • CURRENT AND VALID DRIVING LICENCE PHOTOCARD (FULL OR PROVISIONAL). UK, ISLE OF MAN, CHANNEL ISLANDS AND EEA
  • BIRTH CERTIFICATE ISSUED WITHIN 12 MONTHS OF BIRTH. UK, ISLE OF MAN AND CHANNEL ISLANDS, INCLUDING THOSE ISSUED BY UK AUTHORITIES OVERSEAS
  • ADOPTION CERTIFICATE. UK AND CHANNEL ISLANDS

  • PLEASE NOTE: A PASSPORT OR BIOMETRIC RESIDENCE PERMIT CAN ONLY BE USED AS A SUPPORTING DOCUMENT IF IT HAS NOT ALREADY BEEN USED AS A PRIMARY DOCUMENT.

GROUP 2A

An applicant will also need to provide two further documents from the following groups:
  • CURRENT DRIVING LICENCE PHOTOCARD – FULL OR PROVISIONAL. ALL COUNTRIES OUTSIDE THE EEA (EXCLUDING ISLE OF MAN AND CHANNEL ISLANDS)
  • CURRENT DRIVING LICENCE – FULL OR PROVISIONAL – PAPER VERSION (IF ISSUED BEFORE 1998). UK, ISLE OF MAN, CHANNEL ISLANDS AND EEA
  • BIRTH CERTIFICATE – ISSUED AFTER TIME OF BIRTH. UK, ISLE OF MAN AND CHANNEL ISLANDS
  • MARRIAGE/CIVIL PARTNERSHIP. UK AND CHANNEL ISLANDS
  • IMMIGRATION DOCUMENT, VISA OR WORK PERMIT (FOR APPLICANTS LIVING AND WORKING OUTSIDE THE UK). ISSUED BY THE COUNTRY WHERE THE ROLE IS BASED
  • HM FORCES ID CARD. UK
  • FIREARMS LICENCE. UK, CHANNEL ISLANDS AND ISLE OF MAN

GROUP 2B

An applicant will also need to provide two further documents from the following groups:
  • MORTGAGE STATEMENT. UK OR EEA | ISSUED IN LAST 12 MONTHS
  • BANK OR BUILDING SOCIETY STATEMENT. UK/CHANNEL ISLANDS/EEA | ISSUED IN LAST 3 MONTHS
  • BANK OR BUILDING SOCIETY STATEMENT (FOR APPLICANTS LIVING AND WORKING OUTSIDE THE UK). COUNTRIES OUTSIDE THE UK | ISSUED IN LAST 3 MONTHS- BRANCH MUST BE LOCATED IN THE COUNTRY IN WHICH THE APPLICANT LIVES AND WORKS
  • BANK OR BUILDING SOCIETY ACCOUNT OPENING CONFIRMATION LETTER. UK | ISSUED IN LAST 3 MONTHS
  • CREDIT CARD STATEMENT. UK OR EEA | ISSUED IN LAST 3 MONTHS
  • FINANCIAL STATEMENT. UK | ISSUED IN LAST 12 MONTHS
  • P45 OR P60. UK/CHANNEL ISLANDS | ISSUED IN LAST 12 MONTHS
  • COUNCIL TAX STATEMENT. UK/CHANNEL ISLANDS | ISSUED IN LAST 12 MONTHS
  • LETTER OF SPONSORSHIP FROM FUTURE EMPLOYMENT PROVIDER. NON-UK OR NON-EEA – VALID ONLY FOR APPLICANTS RESIDING OUTSIDE THE UK AT TIME OF APPLICATION | MUST STILL BE VALID
  • UTILITY BILL. UK-NOT MOBILE PHONE BILL | ISSUED IN LAST 3 MONTHS
  • BENEFIT STATEMENT. UK | ISSUED IN LAST 3 MONTHS
  • CENTRAL OR LOCAL GOVERNMENT, GOVERNMENT AGENCY OR LOCAL COUNCIL DOCUMENT GIVING ENTITLEMENT. UK AND CHANNEL ISLANDS | ISSUED IN LAST 3 MONTHS
  • EEA NATIONAL ID CARD. MUST STILL BE VALID
  • CARDS CARRYING THE ‘PASS’ACCREDITATION LOGO. UK, ISLE OF MAN AND CHANNEL ISLANDS | MUST STILL BE VALID
  • LETTER FROM HEAD TEACHER OR COLLEGE PRINCIPAL. UK- 16-19 YEAR OLDS IN FULL TIME EDUCATION (ONLY TO BE USED IN EXCEPTIONAL CIRCUMSTANCES) | MUST STILL BE VALID
Care Check Logo

From small care homes and independent schools through to large NHS primary care trusts, we are adept at obtaining Enhanced DBS Checks (formerly known as CRB) for people working and volunteering within regulated industries.

CONTACT

info@carecheck.co.uk

0333 777 8575

LinkedIn

Twitter

PAGES

  • Home
  • About
  • Support
  • Products
  • Policies
  • Contact

Care Check Ltd, Suite 1 Basepoint Business Centre, Crab Apple Way, Vale Park, Evesham, Worcestershire, WR11 1GP

Limited company number: 08076261 | Privacy Policy

trustwave     Cyber Essentials     Cyber Essential Plus


Trustpilot