ccpas - recruitersguide

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CCPAS 2012

CCPASsetting standards in safeguarding

S

CCPAS, PO Box 133,

Swanley, Kent, BR8 7UQ.

Tel: 0845 120 45 50

Email: [email protected]

Web: www.ccpas.co.uk

Everything you need to know

to complete the CRB process

CCPAS

Recruiters

Guide


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Contents

Welcome page 2

Introduction page 2

Our Commitment to You page 3

Your Commitment to CCPAS page 3

Payments page 4

Why Carry Out a CRB Check page 5

Who Qualies for a CRB Check page 6

Getting Started page 8

Once an Applicant Has Completed Their Form page 8

Revised and Enhanced ID Checking Process page 10

What ID Documents Are Accepted? page 12

What Else Must the Recruiter Complete? page 16

On Receipt of the CRB Certicate page 18

Can I Accept a Disclosure from Another Organisation? page 18

Is it Possible to Check Workers from Overseas? page 19

And Finally page 20

Appendix 1: New Recruiter Appointment Form page 21

Appendix 2: Recruiter Validation Form page 23

Appendix 3: Position Applied For (Section x61) page 24

Appendix 4: External Validation Process page 25

Appendix 5: CRB Continuation Sheet page 25

CCPAS

Recruiters Guide

August 2012

Page 1

Welcome

Introduction


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Welcome

Welcome to the CCPAS Disclosure Service. Many thanks for agreeing to ll the

vital role of Recruiter for your organisation. By agreeing to become a Recruiter you

will be playing an important part in the safe recruitment of workers. The process of

safe recruitment is crucial in preventing unsuitable or dangerous individuals gaining

access to children and vulnerable adults. Operating a safe recruitment policy sends

a powerful message to parents, children, visitors as well as those intent on harm, thatsafeguarding children and vulnerable people is taken seriously in your organisation.

A CRB check is one part of a safe recruitment process. Taking up a criminal records

check is the last stage of an appointment process. You will already have followed the

safe recruitment process outlined in our Welcome to the CCPAS Disclosure Service

document and described in more detail in our Safe and Secure http://www.ccpas.

co.uk/Members/Safe-Secure/Home.html manual and our Help, I want to recruit

workers safely booklet http://www.ccpas.co.uk/Documents/Help%20-%20Recruit%20

Safely.pdf

CCPAS training and support to Recruiters and their church/organisation is second

to none. Child protection awareness programmes called Facing the Unthinkable,

are held nationwide throughout the year and, as you are members, free places are

available to the Lead Recruiter and named Senior Leader. Please visit our website

for more details http://www.ccpas.co.uk/training.html. A DVD distance learning

course of the same name is also available and can be purchased to provide in

house training for your workers.

Introduction

A CRB check is an important part of the recruitment process and this manual will help

guide you through the entire process. Keep it by you and familiarise yourself with

its contents as it provides full guidance on the correct completion and handling of

Disclosure Applications.

This Recruiters Guide has been fully updated to reect the changes brought

about by the Protection of Freedoms Act 2012 as of September 2012. Further

changes are in the pipeline for December 2012 and Spring 2013 and this

document will again be updated to reect these.

You have been sent, along with this guide, various additional training tools and help

is also available in the Recruiters Information section in the members area of our

website. We would strongly advise that you familiarise yourself with these training

documents to avoid forms being rejected. Please follow the link http://ccpas.co.uk/

members/recruiters.htm

CCPAS

Recruiters Guide

August 2012

Page 2

Welcome

Introduction
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Our Commitment to You

Our dedicated team are committed to assisting you in all areas of safeguarding.

The Disclosure Service Team are available during ofce hours to help and guide

you with the process of applying for CRB checks for you and your workers. There

is also a CCPAS 24 hour Helpline (0845 120 45 50) for urgent assistance.

We aim to deal with all requests for disclosures on the day of receipt. The CRBturnaround for paper checks is currently between 2 and 8 weeks. Online checks

are considerably quicker.

We are committed to working within the security procedures laid down in the

CRB Code of Practice and the Police Act 1997. Working within this framework

we will only disclose information received about an individual to named

Recruiters, or appropriate persons involved in the recruitment process within

your church/organisation.

We are available to provide impartial advice in individual circumstances,

although the decision on whether or not to appoint someone is a matter for your

church/organisation alone (unless the worker has been barred from working

with children and/or vulnerable adults). CCPAS is a professional Safeguarding

Agency and this advice will be provided by experienced child protection workers.

If concerns arise about our level of service, they should be discussed initially

with our Disclosure Unit staff. If the matter cannot be resolved, and you wish to

make a formal complaint, this should be made in writing to the CCPAS CEO PO

Box 133, Swanley, Kent BR8 7UQ. Complaints to the CRB should be addressed

to the Director of Operations, P O Box 110, Liverpool L3 6ZZ.

Your Commitment to CCPAS

In registering with the CCPAS Disclosure Service your church/organisation has

agreed to follow the procedures contained in the document Welcome to the CCPAS

Disclosure Service. This includes following safe recruitment policies and procedures

and complying with policies laid down by the Criminal Records Bureau, including their

Code of Practice, Equal Opportunities policies and those relating to the handling of

criminal records information. We cannot stress enough that the CRB expectations

have the force of law. If CRB policies are not complied with, applicants might have a

valid case for formal complaint.

As an organisation working to CCPAS requirements you are obliged to:

Provide information that is accurate and complete to the best of your knowledge,

and ensure that all applications satisfy the criteria laid down for Disclosures.

Take all reasonable steps to verify the identity of each applicant for Disclosure.

Work within the CRB Code of Practice and in particular the laid down policy in

relation to the rehabilitation of offenders and security of information.

Work with CCPAS exclusively as an umbrella organisation for the CRB unless

required to use the services of a regulatory authority (for example OFSTED)

CCPAS

Recruiters Guide

August 2012

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Our commitment to

you

Your commitment to

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in relation to certain specic activities. Where this happens, CCPAS must be

informed and be given the necessary contact details of the other umbrella

organisation involved.

Inform CCPAS immediately of any breach of condentiality or other requirement

of the CRB. In such circumstances, the church/organisation understands that

the CCPAS would be required to inform the CRB of the situation.

Meet the agreed CCPAS charges for the service.

Cooperate with CCPAS enquiries, investigations or assurance visits which may

be required as an umbrella body.

Terminate these arrangements by giving notice in writing.

Notify CCPAS immediately in the event of changes that materially affect the

ability of your church/organisation to meet any of these requirements.

If the organisation is transferring to another umbrella body, a letter of resignation

should be sent to CCPAS giving details of the new umbrella body and proposed

date of transfer in order to meet CRB requirements.

Payments

The CRB charges will be met by CCPAS. We will then re-charge your church/

organisation in line with the scale of fees and charges contained in the current

Welcome to the CCPAS Disclosure Service document. These charges can also be

found on the CCPAS website: http://ccpas.co.uk/disclosure.html

CCPAS will charge your church/organisation on a monthly basis by direct debit.

Before making any deductions, our Finance Section will email you with details of the

charges to be levied. This will be done giving you 15 days notice and time to raise

any queries before the transaction takes place.

NB. The charges CCPAS makes may vary from time to time due to changes in

charges made by the CRB and other external factors. You will always be notied of

any changes well in advance.

CCPAS seeks only to cover the costs of running its Disclosure Service and

makes no additional charge for providing consultation on good working

practice or individual appointments. Research suggests CCPAS charges are

signicantly lower than the majority of other Registered Bodies and most of

these do not provide the additional support CCPAS offers.

CCPAS

Recruiters Guide

August 2012

Page 4

Payments
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Why Carry out a CRB Check?

Following the tragic murders in Soham the Bichard Inquiry questioned the way

employers recruit people to work with vulnerable groups, and particularly the way

background checks are carried out. Recommendation 19 of the Inquiry Report

highlighted the need for a single agency to vet all individuals who want to work or

volunteer with children or vulnerable adults and to bar unsuitable people from doing

so. The report led to the Safeguarding Vulnerable Groups Act (SVG Act) 2006.

The UK Government is committed to protecting vulnerable groups including children

and wants to see a focused and effective safeguarding system, where harm or risk of

harm is identied, acted upon effectively and ultimately prevented. The Government

asserts, however, that arrangements prior to The Protection of Freedoms Act 2012,

over-emphasised protection by the State and did not sufciently emphasise the

vital role played by organisations. The Government maintains that the State has

a key role to play in, for example, barring unsuitable individuals from working with

vulnerable groups including children, and in ensuring that organisations can access

criminal record information on individuals when the role justies it.

Under the Act, employers have certain responsibilities and the following regulations

apply:

Employers, social services and professional regulators have a duty to refer to

the ISA any information about individuals for whom they are responsible who are

believed to pose a risk to children or vulnerable adults.

If your organisation works with children or vulnerable adults and you dismiss a

member of staff or a volunteer because they have harmed a child or vulnerableadult, or you would have done so if they had not left prior to your intended

dismissal, you must tell the Independent Safeguarding Authority.

A person who is barred from working with children or vulnerable adults will be

breaking the law (and liable to prosecution incurring imprisonment and/or a

ne) if they work or volunteer, or try to work or volunteer with those groups. An

organisation which knowingly employs someone who is barred to work with

those groups will also be breaking the law (and liable to prosecution incurring

imprisonment and/or a ne).

At CCPAS we receive on a daily basis several certicates containing

information of serious concern which is often unknown to the person

responsible for the recruitment of that worker. We cant stress enough the

value of undergoing the correct recruitment process, which includes CRB

checks.

Full information on the procedure for referrals to the ISA can be found by following

the link http://www.isa-gov.org.uk/Default.aspx?page=379

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August 2012

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Why carry out a CRB

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Who Qualies for a CRB Check?

Always be sure the post qualies for a CRB check. Unless a job is exempt under

the provisions of the Rehabilitation of Offenders Act 1975 then a check is not legally

possible.

Any person who is working in Regulated Activity must by law, apply for an Enhanced

CRB in order to obtain a Barred Lists check.

Regulated Activity has been redened to focus on work which involves close and

unsupervised contact with vulnerable groups.

Being clear about the denition of Regulated Activity matters because:

Any individual working in Regulated Activity is legally obliged to undergo a CRB

& Barred Lists check.

An organisation which knowingly allows a barred person to work in Regulated

Activity will be breaking the law.

If you dismiss or remove someone from Regulated Activity (or you would have

done if they had not already left) because they harmed or posed a risk of harm

to vulnerable groups including children, you are legally required to forward

information about that person to the ISA. It is a criminal offence not to do so.

Denition of Regulated Activity

Anyone who qualied for a CRB check prior to September 2012 will still remain

eligible for an enhanced CRB check, even if they do not fall within the new

denition of Regulated Activity given below (but they will no longer be eligible

for barred list checks).

The full, legal denition of regulated activity is set out in Schedule 4 of the

Safeguarding Vulnerable Groups Act 2006, as amended (in particular; by the

Protection of Freedoms Act 2012).

Regulated activity still excludes family arrangements, and personal, non-commercial

arrangements.

1. Regulated Activity relating to children

The new denition of regulated activity relating to children comprises only:

(i) Unsupervised activities; teach, train, instruct, care for or supervise children, or

provide advice/guidance on well-being, or drive a vehicle only for children.

(ii) Work for a limited range of establishments (specied places), with opportunity

for contact; for example, schools, childrens homes, childcare premises. Not work by

supervised volunteers.

(iii) Relevant personal care, for example washing or dressing; or heath care by or

supervised by a professional.

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August 2012

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Who qualies for a

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(iv) Registered childminding; and foster-carers.

(v) Those supervising workers engaged in Regulated Activity e.g. managers, clergy

or Trustees.

Work under (i) and (ii) is regulated activity only if done regularly or intensively. Work

under (iii) is regulated activity even if only done on one occasion.

2. Regulated Activity relating to adults

The new denition of Regulated Activity relating to adults no longer labels adults as

vulnerable. Instead, the denition identies the activities which, if any adult requires

them, lead to that adult being considered vulnerable at that particular time. This

means that the focus is on the activities required by the adult and not on the setting

in which the activity is received, nor on the personal characteristics or circumstances

of the adult receiving the activities. There is also no longer a requirement for a person

to do the activities a certain number of times before they are engaging in regulated

activity.

There are six categories of people who will fall within the new denition of Regulated

Activity (and so will anyone who provides day to day management or supervision

of those people). A broad outline of these categories is set out here; but more

information is contained within the Safeguarding Vulnerable Groups Act 2006, as

amended by the Protection of Freedoms Act 2012.

(i) Providing Healthcare Any health care professional providing health care to

an adult, or anyone who provides health care to an adult under the direction or

supervision of a health care professional.

(ii) Providing Personal Care Anyone who:

Provides physical assistance with eating or drinking, going to the toilet, washing

or bathing, dressing, oral care or care of the skin, hair or nails because of an

adults age, illness or disability;

Prompts and then supervises an adult who, because of their age, illness or

disability, cannot make the decision to eat or drink, go to the toilet, wash or

bathe, get dressed or care for their mouth, skin, hair or nails without prompting

or supervision; or

Trains, instructs or offers advice or guidance which relates to eating or drinking,

going to the toilet, washing or bathing, dressing, oral care or care of the skin,

hair or nails to adults who need it because of their age, illness or disability.

(iii) Providing social work the provision by a social care worker of social work which

is required in connection with any health care or social services to an adult who is a

client or potential client.

(iv) Assistance with cash, bills and/or shopping the provision of assistance to an

adult because of their age, illness or disability if that includes managing the persons

cash, paying their bills or shopping on their behalf.

(v) Assistance in the conduct of a persons own affairs anyone who provides

various forms of assistance in the conduct of an adults own affairs, for example by

virtue of an enduring power of attorney.

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Denition of

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(vi) Conveying a person who transports an adult because of their age, illness

or disability either to or from their place of residence and a place where they have

received, or will be receiving, health care, personal care or social care; or between

places where they have received or will be receiving health care, personal care or

social. This will not include family and friends or taxi drivers.

Getting Started

There is important guidance for an applicant completing a CRB form within this guide

(Appendix 5) and on the rst page of the disclosure application.

For you, the Recruiter, there is a very helpful Recruiters training PowerPoint

presentation in the Recruiters Information section within the members area of our

website. This was also emailed to you with your clearance documents. Please

complete the training BEFORE processing any disclosure applications. The guidance

covers most eventualities and will save forms being delayed and returned to you. For

the sake of keeping our Recruiters Guide to a minimum we have not repeatedhere the information that you can nd on the application form and on our

website.

Appointing additional Recruiters

In addition to the Lead Recruiter, there should be at least one other Recruiter

appointed within the church/organisation to handle Disclosures. This is essential

so that we always have a point of contact if the Lead Recruiter is unavailable; or

if a relative of theirs needs checking. To do this you will need to complete a New

Recruiter Appointment Form (Appendix 2) . Please follow the instructions on the

form.

Obtaining Paper CRB Forms

Forms must be requested by an authorised Recruiter and will be posted to the Lead

Recruiter at the contact address we hold on le. To obtain a supply of paper CRB

application forms, simply phone or email us quoting your pin number (this is your

membership number followed by your date of birth) and state the number of forms

you require. The forms will be sent to you, free of charge, via second class post.

Once the applicant has completed their form

When you receive a completed Disclosure Application Form, the applicant must also

provide their original identication documents (not copies) and the Recruiter must

then complete the following process:

Verifying the applicants identity

The correct identication and verication of addresses is crucial to the effectiveness

of the disclosure process. When identity is veried beyond doubt, names can be

matched with criminal records and also checked against ISA barred lists.

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August 2012

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Getting started

Once the applicant

has completed their

form


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ID checking process:

The CRB have introduced new identity (ID) checking guidelines. These new

guidelines will apply to all applications for a CRB check from 1st September 2012.

The enhancement is being introduced so that the CRBs identity checking process is

strengthened to improve public protection. In particular, the changes will make it more

difcult for individuals to conceal previous criminal records by changing their name.

These changes are part of an on-going improvement process that will enable easierdetection of undeclared changes of name in the future.

Recruiters 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.

Establish the true identity of the applicant, through the examination of a range of

documents as set out in this guidance.

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.

Ensure the application form is fully and legibly completed in black ink and the

information it contains is accurate.

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 us.

You Must Not:

check ID for an applicant related to you you must ask another recruiter for your

organisation to process their form.

accept photocopies of any identication documents.

accept documentation printed from the internet e.g. internet bank statements.

accept the foreign equivalent of an identity document if that document is listed as

(UK) on the list of valid identity documents.

You Must:

Cross match the identity documents with the personal information provided on

the disclosure application form (name, previous names, date and place of birth,

address etc.).

only accept valid original documentation.

where possible, ask for photographic identity (e.g. passport, new style driving

licence, etc.) and compare this against the applicants likeness.

Ensure that you see the relevant documentation to validate a name change

(for example a marriage certicate/deed poll/civil partnership certicate/divorce

decree absolute or civil partnership dissolution certicate.

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Once the applicant

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form


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IMPORTANT NOTE: EEA Nationals (Non-UK):

Where an EEA National has been resident in the UK for ve years or less, the

Recruiter must validate identity via Route One through the checking of a Current

Passport or Current UK Driving Licence (photo card only) plus 2 further documents.

In the absence of a Group 1 document the Recruiter must inform CCPAS Disclosure

Service, in writing, of a valid reason for using Route 2.

IMPORTANT NOTE - Non-EEA Nationals:All Non-EEA Nationals should be validated via Route One only.

Route Two

The applicant must produce:

3 documents from Group 2 comprising of;

1 document from Group 2a; and

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 appropriate

external ID validation service is used to check the applicant against their records to

establish the applicants name and living history footprint.

Full details of how to obtain an external ID validation are given in Appendix 4

Route Three

If you have endeavoured to use Route Two, but have been unable to validate the

applicants identity successfully, you may consider proceeding to Route Three but .

Please be advised that Route Three should only be used in circumstances

once you have fully explored with the applicant why their identity has not been

successfully validated via Routes One or Two. To do this, the CRB require that

you hold a probing discussion with the applicant about the likely reasons why

their identity has not been validated before considering using Route Three.

You should keep a record of this discussion for internal purposes as it is the

Recruiters responsibility to establish the true identity of the applicant through

the examination of a range of documents as set out in this guidance.

ALL Recruiters must have exhausted Route One and should have endeavoured

to have accessed an external validation check (Route Two) before considering

processing them via Route Three.

If the applicant cannot meet the requirements of Route One and Two, you should

have had a probing discussion with them to establish why they could not meet these

requirements and whether there has been a recent or previous change of name thathas not been declared.

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Revised and

enhanced

identication

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For Route Three, the applicant must produce:

Birth certicate (UK and Channel Islands) (issued after the time of birth by the

General Register Ofce/relevant authority i.e. Registrars Photocopies are not

acceptable) and

4 further documents from Group 2 comprising of:

1 document from Group 2a; and

3 further documents from Group 2a or 2b; one of which must verify their

current address.

If the applicant cannot produce the required documents your must cross NO in

Section W, Line 59 .

If the applicant fails to produce the required document set at Route Three, they will

need to be sent for ngerprinting by the Police which you should be aware is likely

to cause delay to the CRB application process and subsequently to your recruitment

processes.

What if I cannot establish the applicants ID using one of the three routes?

In the unlikely event that you cannot validate the applicants identity using Routes

One, Two or Three, you should contact the Disclosure Service for further advice.

The applicant will need to be sent for ngerprinting by the Police. Recruiters should

be aware that this will require attendance by the applicant at a Police Station at an

appointed time.

What Identity Documents Are Accepted?

List of Valid Identity Documents

Group 1 Primary Trusted Identity Credentials

Current valid Passport.

Biometric Residence Permit (UK).

Current Photo Driving Licence (UK) (Full or provisional) Isle of Man /Channel

Islands; a photocard is only valid if the individual presents it with the associated

paper counterpart-licence (except Jersey).Birth Certicate (UK and Channel Islands) - issued at the time of birth; Full

or short form acceptable including those issued by UK authorities overseas,

such as Embassies, High Commissions and HM Forces. (Photocopies are not

acceptable).

Group 2a Trusted Government/State Issued Documents

Current UK Driving Licence (old style paper version).

Current Non-UK Photo Driving Licence (valid only for applicants residing outside

of the UK at time of application).

Birth Certicate (UK and Channel Islands) - (issued after the time of birth by the

General Register Ofce/relevant authority i.e. Registrars Photocopies are not

acceptable).

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Marriage/Civil Partnership Certicate (UK and Channel Islands).

Adoption Certicate (UK and Channel Islands).

HM Forces ID Card (UK).

Fire Arms Licence (UK and Channel Islands).

Group 2b Financial/Social History Documents

Mortgage Statement (UK or EEA)** (Non-EEA statements must not be

accepted).

Bank/Building Society Statement (UK or EEA)* (Non-EEA statements must not

be accepted).

Bank/Building Society Account Opening Conrmation Letter (UK).

Credit Card Statement (UK or EEA)* (Non-EEA statements must not be

accepted).

Financial Statement ** - e.g. pension, endowment, ISA (UK).

P45/P60 Statement **(UK & Channel Islands).

Council Tax Statement (UK & Channel Islands). **

Work Permit/Visa (UK) (UK Residence Permit). **

Letter of Sponsorship from future employment provider (Non-UK/Non-EEA only

valid only for applicants residing outside of the UK at time of application).

Utility Bill (UK)* Not Mobile Telephone.

Benet 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 (16/17 year olds in full time

education (only used in exceptional circumstances when all other documents

have been exhausted).

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.

How can I check driving licences?

Do not accept licences, other than those stated in the list of Valid Identity Documents.

English, Welsh and Scottish driving licence numbers contain information about theapplicants name, sex and date of birth. This information is written in a special format

but can be gleaned and matched against the information provided by the applicant in

Section A.

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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 can be deciphered from the driving licence number and checked against the

date of birth eld 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 ve 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 rst M

will have the value 5 added to the rst 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 rst two forenames - if only one, then 9 will replace the secondletter. 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; Isle of Man and Jersey 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.

What if the applicant has been adopted?

Registered Bodies should inform applicants that if they were adopted before the ageof 10, they do not need to provide their surname at birth in Section A of the CRB

application form, they should give their adoptive name in this section.

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.

Recruiters must not attempt to amend the application form without the

applicants knowledge and agreement, as it will invalidate the declaration bythe applicant and may breach data protection legislation.

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 table of

guidelines should help you look out for any suspicious signs when authenticating

documents.

PassportCheck 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

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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.

In all cases of document fraud involving a UK passport, you should report the matterto the Identity and Passport Service. This includes altered or counterfeited UK

passports and instances in which it is suspected that a person might not be entitled to

the UK passport they have presented.

Photo driving licence

Examine the licence for evidence of photo tampering or any amendment of the

printed details. Remember, you must see both the photo card and its paper

counterpart.

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 bearers 70th birthday (unless the bearer is already over

70). The Valid To date can therefore be cross-referenced with the applicants date of

birth detailed in Section a.

Birth certicate

Birth certicates are not wholly reliable for conrming identity, since copies are easily

obtained. However, certicates issued at the time of birth are more reliable thanrecently issued duplicates.

Check the quality of paper used; genuine certicates 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. If an applicant submits a birth certicate that is

not in their current name they should also produce a marriage/civil partnership

certicate to verify the name change. We would advise that wherever possible

you ask an applicant to produce their birth certicate in order that you can

tell whether they have changed their name at birth. Otherwise you may not beinformed of important information about the applicant held in a previous name.

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 Ofce. Examine the licence for evidence of

CCPAS

Recruiters Guide

August 2012

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What identity

documents are

accepted?


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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 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.

What Else Must the Recruiter Complete before sending the

form to CCPAS

As a Recruiter you are acting as an agent for CCPAS (your registered body). As such

you must complete the following areas of the application form:

The Recruiter must complete:

1. The registered body use only box in section a. This is for verifying the personal

information the applicant has entered in section a. As you cross each box you must

ensure that you have checked the personal information they have entered against

the identication you have been shown. For example by crossing the box to conrm

that you have veried a1 a3 you are conrming that you have checked their title,

surname, forenames and any previous names against their ID. This would also apply

for the verication box for a14 you should check their date of birth against the ID

shown. Failure to cross these boxes will result in the form being returned. If you verify

the box for a23 you are conrming that you have checked their driving licence no.

entered against their original driving licence document (the same applies for verifying

the passport in a25 and National Insurance no in a21). Only original documents (not

photocopies) must be seen and veried by you as a Recruiter.

2. The registered body use only box in section b. This conrms that you have

checked the current address against the ID the applicant has shown you.

3. Section w evidence of identity. Simply complete your full name here and conrm

that you have established the true identity of the applicant by examining the required

documents (as detailed in the chart in this guidance) and have completed the

verication boxes.

4. Section x :

Line 60 always enter yes.

Line 61 position applied for. Please see and carefully read Appendix 3.

Line 62 organisation name this should be exactly as recorded on our records and

will be shown on your Recruiters Validation Form.

Line 63 level of check. Always cross enhanced as standard checks dont apply for

those working with children or vulnerable adults.

Lines 64 & 65 you can ask for a check against either one or both of these lists

but it is important that you only request these checks if the applicant is working in

Regulated Activity. For example, you couldnt request a check against the vulnerable

adults list for a worker in your crche team. See the denition of Regulated Activity

on page 6 of this Guide. If the applicant is eligible for a CRB check but does not work

within Regulated Activity, then please do not cross either of these boxes as you are

not entitled to ask for a barred list check. If you are in any doubt then please contact

us rst.

Line 66 enter yes or no

CCPAS

Recruiters Guide

August 2012

Page 16

What else must the

Recruiter complete

before sending the

form to CCPAS


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Line 67 cross one of the three boxes

Line 68 enter yes or no. Please note that this relates to the CRB charge. We do

make an administration charge for processing checks in order to cover our costs full

details of which can be found in ourWelcome to the CCPAS Disclosure Service

document. Regulation 2 of the Police Act 1997 (Criminal Records) Regulations 2002

denes a volunteer as:

A person engaged in an activity which involves spending time, unpaid (exceptfor travel and other approved out-of-pocket expenses) doing something that

aims to benet some third party other than in addition to a close relative.

For the purposes of this denition, applicants claiming volunteer status must be

unpaid. The CRB advise that the applicant must not be in receipt of any form of

payment, be it remuneration, an allowance, benet, payment in kind, or other means

of support in relation to the activity (except where they are considered by the CRB to

constitute travel and other agreed out-of-pocket expenses). Students on placement

or individuals working towards ordination or accreditation (for example in counselling)

are not regarded as volunteers as they will personally benet from the work they aredoing by means of accreditation or a qualication.

If you have any doubts about a particular situation in terms of whether a check

can be legally carried out or if an individual qualies as a volunteer, then contact

CCPAS further preferably by emailing [email protected]. CCPAS will seek

clarication from the CRB where necessary.

Section y of the CRB Application Form

Leave Section Y blank. There should be no entries made in section y as this has to

be completed by the CCPAS Disclosure Unit. If a Recruiter completes any of it, thewhole form is likely to be rejected by the CRB and in these circumstances a new form

would need to be completed.

The completed form(s) should be photocopied and stored in a secure place to be

checked against the CRB certicate for accuracy. The original form(s) should then be

sent to CCPAS with a completed Recruiters Validation Form Appendix 1.

Please keep a copy of the Recruiters Validation Form for your own records

(remember to send us the original, not the copy). You can use it to check against our

direct debit notication and the details also enable you to track the progress of thedisclosure application online at

https://secure.crbonline.gov.uk/enquiry/enquirySearch.do.

When you are happy that the forms have been fully and correctly completed, place

them and their corresponding Validation Forms into an envelope and send them to:

CCPAS Disclosure Service

PO BOX 133

SWANLEY

KentBR8 7UQCCPAS

Recruiters Guide

August 2012

Page 17

What else must the

Recruiter complete

before sending the

form to CCPAS
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On Receipt of the CRB Certicate

Upon receipt of the certicate from the CRB, CCPAS will send it with a covering letter

to the Recruiter (except if the applicant is applying for the role of Recruiter as we will

retain and destroy the certicate within six months). It is a vital part of the process

for the Recruiter to check the certicate for accuracy. In CCPAS experience, even

an error of a single letter in a name has meant the wrong person being checked and

conviction information not contained in the certicate sent out by the CRB.

Once this process has been completed we would ask you to record the certicate

number and date of issue on the photocopy of the application and ensure that this

information is kept in a secure place. Alternatively you could keep this information

on a spreadsheet and database. You may not keep a record of the result of the

disclosure but could keep a note of the date they were appointed. In the unlikely

event of a future enquiry, it may be necessary for you to provide this information to

CCPAS or the CRB direct. The Disclosure Certicate can be destroyed as soon

as the recruitment decision has been taken and denately within six months

unless special arrangements have been specied by the CRB (eg fosteringagencies / care homes/ OFSTED inspected schools).

Can I Accept a Disclosure from Another Organisation?

The CRB is currently working to develop and deliver a new Update Service. The

Update Service will allow individuals (if they choose to subscribe and pay a small

fee) to apply for a criminal records check once, and then, if they need a similar sort

of check again, to reuse their existing certicate, with their organisation checking

online to see if it is still up to date. More information will be made available about thisnew service over the coming months but in the meantime the CRB currently does

not endorse the practice known as portability. Portability refers to the re-use of a

CRB check (disclosure) obtained for a position in one organisation and later used for

another position in another organisation. There are inherent dangers to this practice

and it might be helpful rst to consider a common situation. Someone cleared as

a teacher is applying to be a Sunday school teacher. Additional non-conviction

information is issued at the discretion of the Chief Ofcer of Police. In this example it

might mean that there is no additional information when someone applies to be a day

school teacher. When they want to be a Sunday school teacher, however, this might

trigger additional information relating to someone in the same household (because a

Sunday school teacher might take someone into their own home). There are many

other factors too, and if you are considering using rechecks then please take into

account the following limitations and risks as advised by the CRB.

Limitations

The CRB check may not be at the level you require in the past there were two

different levels of check: Standard and Enhanced. If an Enhanced check is

needed do not accept a ported Standard check.

The CRB check may not have included a check against the correct ISA lists for

those barred from working with children or vulnerable adults

A CRB check carries no formal period of validity and the older a check the less

CCPAS

Recruiters Guide

August 2012

Page 18

On receipt of the

CRB certicate

Can I accept a

Disclosure from

another organisation?


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reliable the information, as the information the check contains may not be up to

date. The date of the issue (on the individuals copy) should be used as a guide

as to when to request a new CRB check.

Information revealed through a CRB check always and only reects the

information that was available at the time of its issue.

You may be required by law to carry out a fresh check against the ISA barred

lists. In certain circumstances, portability cannot be used, eg care workers needa new ISA adult check each time they change employment.

An original CRB check, not a photocopy, contains a number of security features

to prevent tampering or forgery.

You need to understand the meaning of the wording that appears in the

information boxes on the disclosure. None recorded means no information was

found, Not requested means that check was not done.

Risks

Using a previously issued CRB check does not constitute a fresh CRB check

the persons criminal record or other relevant information may have changed

since its issue.

Registered Bodies are responsible for the accuracy of the information provided

to the CRB and on which it carries out its checks. By accepting a previously

issued CRB check you are accepting the risk that the previous Registered Body

provided the CRB with a fully validated applicants identity on which to carry out

its checks.

Is it Possible to Check Workers from Overseas?

If you are recruiting people from overseas and wish to check their overseas criminal

record, a Criminal Records Bureau (CRB) check may not provide a complete picture

of their criminal record. This is because the CRB cannot currently access criminal

records held overseas.

In order to check an overseas applicants criminal record and for up-to-date

information on the costs involved, you should contact the embassy or High

Commission of the country in question.

The CRB is not involved in the processing of applications made by individuals to

overseas authorities and therefore will not be responsible for the contents or the

length of time taken for information to be returned.

However, in a small number of cases overseas criminal records are held on the

Police National Computer and these would be revealed as part of a CRB check. It is

possible to submit an application while the applicant is still overseas but you must still

verify the applicants identity.

Find contact details for embassies and High Commissions in the UK on the Foreign

& Commonwealth Ofce (FCO) website: http://www.fco.gov.uk/en/travel-and-living-

abroad/foreign-embassies-in-uk/. You can also contact the FCO Response Centre

Helpline on Tel 020 7008 1500.

CCPAS

Recruiters Guide

August 2012

Page 19

Is it possible to

check workers from

overseas?
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If the foreign check needs translating, the embassy of the country concerned may be

able to help.

Certicates of good conduct

You should try to obtain a certicate of good conduct and any other references from

potential overseas employees. The standard of foreign police checks vary. To nd out

the standard, you should contact either the authorities in a particular country, or their

embassy.

Either you or the employee should obtain a certied translation. The CRB does not

offer a translation service.

If churches/organisations are considering an applicant with substantial overseas

residence, a Disclosure application may have limited value because the Police

National Computer contains only a limited number of overseas convictions. However,

if someone with a substantial record of overseas residence applies to work in the

regulated childcare sector, employers must still check the Protection of Children Act

list, even though there will be little if any criminal record information revealed.

The substantial period of overseas residency should not preclude organisations

from considering applicants with such backgrounds. The criminal records check

should only be part of the overall recruitment process and in this situation, as for

all appointments, churches/organisations should engage in a full range of pre-

appointment checks beyond the simple reference to Disclosures.

And Finally

Please do not forget there is more help and information for Recruiters available in the

members area of our website www.ccpas.co.uk

CCPAS

Recruiters Guide

August 2012

Page 20

And nally
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New Recruiter Appointment Form

PLEASE NOTE: THERE ARE TWO PAGES TO THIS FORM (SECTIONS A-D)

IMPORTANT INFORMATION PLEASE READ

When we receive the correct information or clearance from the CRB we will email you your Recruiters acceptance

and guide. Until this conrmation has been received the new proposed Recruiter must not process any CRB checks.

SECTION A: ORGANISATION DETAILS

Membership No: __________

Church/Organisation Name: ____________________________________________________

Contact Address (this must be the address of the church or organisation where contact can be made with the

Lead Recruiter from now onwards and where copies of disclosures can be securely received. Please enter even if

unchanged):___________________________________________________________________________

___________________________________________________________________________

SECTION B: NEW RECRUITER DETAILS

Please tick one box : Lead Recruiter Recruiter

Please tick one box: Paid Worker Volunteer

Mr/Mrs/Miss/Ms/Other: ____________ Surname: ___________________________________

Forenames: _______________________________________ D.O.B: _________________

Email: ___________________________________________(An email address is essential)

Day-time tel no: ________________________ Mobile No: ___________________________

What role do you have with children and/or vulnerable adults?

___________________________________________________________________________

I conrm that we will continue to follow the correct recruitment procedure (as detailed on page 7 of the Recruiters

Guide) and we will comply with the CRB Code of Practice.

Signed: __________________________________ Date: _____________________

CONTINUED ON THE NEXT PAGE...

APPENDIX 1

Page 21


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SECTION C: ENCLOSURE DETAILS - Please tick one of the following:

I enclose an existing original (not a photocopy) paper Enhanced Disclosure Certicate for the new Recruiter

issued within the last 12 months.

I enclose a completed disclosure application form for the new Recruiter. I conrm that as an existing Recruiter

I have seen and validated the new Recruiters ID, in accordance with CRB requirements. (If the Lead Recruiter

is no longer in contact with your organisation and this form has been signed by the Senior Leader then original

identication documents must be enclosed as detailed on page 10 of the Recruiters Guide.)

A CRB check for the new Recruiter has been completed through the CCPAS online system within the last 6

months (no need to enclose online certicate).

Certicate No: ______________________________ Date: ________________

The new Recruiter named in Section B is already a CCPAS approved Recruiter and their full pin number is:

____________________________

The new Recruiter does not work with children or vulnerable adults for our organisation and does not qualify for

a CRB check. We have therefore enclosed two references recommending them for the role of Recruiter and

photocopies of their ID (as detailed on Page 10 of the Recruiters Guide). These photocopies are signed by eitherthe current Lead Recruiter or Senior Leader conrming they have seen the original ID.

SECTION D: EBULK USERS ONLY - Request for Access by New Recruiter to EBulk

This organisation is registered with the EBulk system and we request that the new Recruiter is cleared for

access. The new Recruiter has read the CCPAS Statement of Fair Processing and the EBulk Recruiter

Agreement www.ccpas.co.uk/Disclosure/FairProcessing.pd fand we understand that by signing in Section B the

new Recruiter agrees to abide by the terms and conditions therein.

This organisation is registered with the EBulk system but we do not wish the new Recruiter to have access tothis system.

(NB if neither box is ticked we will assume you do not wish the New Recruiter to have access to EBulk)

SECTION E: CURRENT LEAD RECRUITER DECLARATION OR SENIOR LEADER DECLARATION (IF YOU ARE

NO LONGER IN CONTACT WITH THE LEAD RECRUITER)

Please sign ONE of the following:

1. Signed: _______________________________________ Date: ________________

Print name: _____________________________________ Pin No: ________ / ____________

(Org Membership No/Date of Birth)

Position: LEAD RECRUITER

If this form is for a new Lead Recruiter will you still remain as a Deputy Recruiter? Yes /No

If answered No please conrm your email to be deleted from our records: __________________________________

2. Signed: _______________________________________ Date: _____________________

(Senior Leader)

Print name: _____________________________________ Position: ___________________

CCPAS reserves the right to contact the Senior Leader or the previous Recruiter of your organisation to conrm the changes.

Page 22
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APPENDIX 2

Page 23

Recruiters Validation Form

Please return this form to: CCPAS Disclosure Service, PO BOX 133, SWANLEY, Kent, BR8 7UQ

To be completed for each disclosure application form -please keep a copy for you own records, as the information

detailed here can be used to track the application online athttps://secure.crbonline.gov.uk/enquiry/enquirySearch.do

Applicants Name: _______________________ DOB: ___________ Form Reference: ________________________

Section A

You must answer the following questions (yes or no):

Is the applicant in receipt of any payment (except for travel and other approved out-of-pocket expenses)?1. YES/NO

Is the applicant on a work placement which is a requirement of a qualication?2. YES/NOIs the applicant on a course that requires them to do this job role?3. YES/NOIs the applicant in a trainee position that will lead to a full-time role / qualication?4. YES/NO

Please note: If the answer to any of the above questions is yes there will be an additional CRB fee levied, as the applicant will not

qualify for a volunteer check. Fees will be taken by CCPAS and paid direct to the CRB on your behalf.

Section B

For full details on the I.D checking prodecure please follow section beginning on page nine of this guide.

Routes 1 & 2

What identity documents have you seen for this applicant (please list)

1. _________________________________________________________________________

2. _________________________________________________________________________

3. _________________________________________________________________________

Route 2 only:

Please provide the reference number of your ID verication check Ref:____________________

Route 3

Please give the Birth Certicate date of issue: _________________________________________

Please state other ID documents seen. 1 document from group 2a and 3 further documents from group 2a or 2b (address must be

veried)

1. ___________________________________________ 2. __________________________________________

3. ___________________________________________ 4. __________________________________________

If the applicant could not produce the required documents, please cross NO in W59 of the disclosure application form and the CRB

will contact the applicant to arrange for them to have their ngerprints taken.

Section C

Are you entitled to request a check on the Barred List (see pages 6-7 of this guide)YES/NO

FOR RECRUITERS WHEN COMPLETING CRB FORMS FOR ENGLAND & WALES

As our agent please ensure you have completed the registered body use only sections:

(1) Have you crossed the verication boxes in Sections a and b? YES/NO

(2) Have you (as our agent) completed Sections w and x? YES/NO

Section DI conrm that the documentation and information for the above applicant listed complies with the CRB Code of Practice and the applicant is legally eligible

for a check. I have personally inspected the identity documents listed above. The applicant is not related to me and I understand that the Criminal Records

check is the last stage of the safer recruitment procedure which we have completed. I declare that the information I have provided in support of this applica-

tion is complete and true and understand that to knowingly make a false statement for this purpose may be a criminal offence.

Signed: _______________________ Print Name: ______________________________________________

Date: ___________ Full Pin No: ___________/__________________

(Membership No/ your date of birth)
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Position Applied For Advice

In communication and meetings the CRB have asked us to pass onto you the importance of entering on the

Disclosure application Form as descriptive a job title as possible. We realise that this can be very difcult with the

space limitations on the form. Please remember that some abbreviations are perfectly acceptable, for example

Child (children), VA (Vulnerable Adult), HB (Home Based) etc. The police ask for as much information as possible

because they have to make a decision on what information to release and that can depend on the level of child/

vulnerable adult contact. We realise that there are literally hundreds of jobs you are involved in but below are someacceptable versions of the more common ones:

Befriender va/children

Carer with vuln adults

Child Protection Ofcer

Childrens camp leader

Childrens events leader

Church childrens club worker

Church childrens worker

Church Leader child/va

Classroom Assistant in School (only to be used if the applicant is a paid worker)

Contact centre with children

Counsellor vuln adults/children

Elder/Leader with children

Elder/Leader with children/v adults

Elder/Leader with v adults

Foster Carer

Foster Carer Family Member

Home-help visitor with children

Mentor with children

Overseas Team Worker With Children

Pastor with children & v adults

Parent helper in a school

Safeguarding Co-ordinator child/va

School caretaker-child contact

School Cook

School InvigilatorSchool secretary

School Teacher

Street Pastor-child & v adult

Sunday school teacher

Supervising Workers in Regulated Activity

Supervising Children on Church Premises

Trustee of Childrens Charity

Vulnerable adult helpline

Youth club worker

Please call us on 0845 120 45 49 if you are in any doubt.

APPENDIX 3


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APPENDIX 4

Page 25

External Validation Process

If you are unable to verify an applicants ID using Route 1 you will need to follow the process for Route 2. Under these

circumstances you will need to carry out an External Validation Process. Please be aware that there is a fee of 5.00

+ VAT per check.

ID Verication how does the process work?

The Recruiter obtains consent from the applicant to undergo an ID Verication Check.

The Recruiter follows the link given below to an online form in a secure area of our website.

The Recruiter enters their name, organisation name and reference number along with the applicants full name,

previous name (if applicable), title, address (including postcode), date of birth and email address all of this

information is essential and you will be unable to progress without it.

The applicant will be sent an email from us conrming that the Recruiter from your organisation has requested a

check. The check will appear on the applicants credit le as an ID check but will not affect their ability to obtain

credit in any way.

Once the result is received we will email the Lead Recruiter with either a pass or fail result for the applicant.

If a pass is received you can then enter the reference number of the check - which will be given in the result

email onto the validation form.

If a fail is received you will need to follow Route 3.

To action an external validation check please follow this link: https://services.ccpas.co.uk/Forms/IDVerication
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continuation sheet

form reference

Keep a record of your Form Reference number to track your CRB application online at www.crb.homeoffice.gov.uk/tracking

If you require more copies of this continuation sheet, they can be found at www.crb.homeoffice.gov.uk/continuation

version 1.0 July 2010

You must provide all other addresses where you have lived in the last 5years. There must be no gaps in dates, however, overlapping dates areacceptable. All fields must be completed for each address.

address

town/city

county

postcode country

dates from and to

address

town/city

county

postcode country

dates from and to

I confirm that the requisite documentation and informationhas been supplied and checked in accordance with CRBguidance. I declare that the information I have provided insupport of the application is complete and true andunderstand that knowingly to make a false statement forthis purpose may be a criminal offence. I certify that,where requested, an application for a CRB check isrequired for the purpose of asking an exempted questionunder the Rehabilitation of Offenders Act 1974(Exceptions) Order 1975; or for a prescribed purpose asdefined in the Police Act 1997 (Criminal Records)Regulations 2002.

signature of registered person(please sign within the box provided)

other addresses

additional information

statement by registered person