Club Safeguarding Officer/Club Verifier Guidance Notes

Club Safeguarding Officer/Verifier guidance notes for completion of the new (Purple) CRB Application Form

(w58)

This section must only be completed by the Club Safeguarding Officer or Club Verifier these are the only people who are authorised to carry out the identity check. The Club Safeguarding Officer/Verifier who has carried out the identity check should enter their full name to confirm that they have seen the documents presented to support the identity of the applicant. (The full list of accepted documents can be found on the page below)

To assist you with evidence checking, there are a number of verification boxes in section ‘a’ of the form and a further verification box in section ‘b’. These are labelled ‘registered body use only’.

The person named in w58 must place an X in the relevant verification boxes to indicate that they have seen an original ID document which matches exactly the information provided by the applicant, if the field relating to that document has been completed.

These verification boxes cover the applicant’s; Title, Full Name, Date of Birth, Driving Licence number, National Insurance number, Passport number and Current Address. If this information is not checked and verified it will affect the information released by the CRB and may result in the release of an inaccurate CRB certificate.

Verification Boxes Example;

(a1 –a3 verified)

The first set of checks refers to the applicant’s current name, including their title, surname and forenames. If the details provided in a1 to a3 are different to the applicant’s name at birth, ensure that you see the relevant documentation, for example a marriage certificate or deed poll, which validates their name change. You must check that if any documentation is given with an alternative surname or forename that their ‘other name’ combinations are provided in a4-13 (and if necessary on a continuation sheet)

Documents in a previous name may be accepted but only where the applicant can provide documentation supporting a name change.

(a14 verified)

The applicant must provide at least one document for you to be able to validate their date of birth. When checking this field ensure it has been completed using the correct format (DDMMYYYY)

(a21 verified)

If the applicant has crossed the ‘yes’ box at a20 to indicate they have a National Insurance number, you must ensure that the number supplied on the application form matches the NI number on the identification document supplied. If you are able to verify that the information supplied on the form is correct, place a cross in the relevant verification box. If the applicant does not have a National Insurance number please ensure the ‘no’ box has been crossed at a20.

(a23 – a25 verified)

If the applicant has indicated that they hold a valid UK driving licence by crossing the ‘yes’ box at 22, you must ensure the driving licence number on the original document matches the information the applicant has supplied on the form. Remember the photo card element of a UK driving licence is only valid with the counterpart – you must see both parts to be able to validate the applicant’s identity.

If the applicant has crossed the ‘yes’ box at a24 to indicate they hold a valid passport, you must ensure that the passport number supplied on the application form matches the number on the original passport. Although the verification check box only refers to this field, please check that the applicant has correctly filled in all the fields relating to their passport.

(b32-37 verified)

It is important to carefully check the current address supplied in Section b, as it is the address to which the certificate containing the outcomes of the CRB will be sent to the applicant. The county field is the only one that is not mandatory in this section. All other fields must be completed or the application will be delayed. If the applicant lives in the United Kingdom, please ensure they have written UNITED KINGDOM in b36 and also supplied their postcode in b35.

Finally, check if the applicant has filled in the date at b37 with the month followed by the year in full to indicate the date they first started living at their current address. Once you have verified the current address details from the original versions of acceptable documentation, cross through the ‘current address verified?’ box in section b.

(c38-49)

If the date at which the applicant began living at their current address is five years or more prior to the date on which the applicant completed the form then no further addresses are required. However, if they have been at the address for less than five years, you must ensure the applicant has filled in section c on the form with any other addresses they have lived at during those five years.

Please check the dates carefully to ensure that a continuous five-year address history has been supplied. The form only provides space for two additional addresses; please ensure that the continuation sheet has been used if further addresses need to be detailed to provide the full five year history.

Please refer to http://www.crbeguide.co.uk/eguidepage.html for further guidance for those applicants who do not have a straightforward address history because they are, or have been on the last five years;

a student working away from home a frequent traveller Living on a canal boat, cruise ship or merchant vessel No fixed abode A member of the HM Armed Forces Overseas Living in a refuge or sheltered accommodation

(w59)

Once all the identity checks have been completed, the person who carried them out must place an X in the relevant box to indicate whether they have established the applicant’s true identity by examining original and valid versions of documents and completing the verification check boxes.

Every effort must be made to establish the applicant’s true identity in line with the full list of acceptable ID as detailed on the pages below. In the exceptional circumstances that you are unable to do so, you must provide a full explanation of why that is the case.

It is good paractice to double check that the applicant has correctly completed all the fields that apply to them in section a,b,c and e so that any errors can be corrected at this point and uneccasary delays can be avoided at a later stage. You can use the the attached guidance titled ‘Applicants guidance for completing the new (Purple) CRB application form’ to help you with this.

Please now return;

applicants CRB application form any continuations forms used evidence of ID form – completed and signed by SO/Verifier CRB Declaration Form – completed by applicant

End

Applicant guidance notes for completion of the new (Purple) CRB Application Form

Please also ensure you read through the guidelines stipulated on the front page of the CRB application form under the following headings, before proceeding with completion;

You Must You Must Not Providing your identity Identity Documents Applicant’s Checklist

Remember, if you make a mistake when chosing one of the X boxes, place a cross in the correct box and circle it. DO NOT use correction fluid.

Title (a1)Place an X in the box against your title. If your title is not listed don’t cross any of the boxes but instead write your title in the space provided.

As crossing the Mrs box tells us that you are married, we will need to see your maiden name later on in the form as part of your ‘other name’ combinations. This, of course, is the case for anyone that is or has been married.

Full Name (a2-3)

Write your current name in full, including your surname and all of your forenames, even if you don’t use them regulary. Remember to write in capital letters and leave a blank box as a space between each name.

Other Names (a4-13)

Next, you must tell us if you have ever been known by any other names – this includes surnames and forenames. If you have used other names, you must cross the ‘yes’ box against a4 and then provide us with all the combinations of both your forenames and surnames that you have used.

As indicated by the lettering in the boxes MMYYYY, the dates in the section should be provided using the month and full year. If any of these pieces of information are missing, your form will be rejected and your application delayed.

Date of Birth (a14)

As with any date fields on the form, the date of birth box indicates the format that you need to use when supplying this information. In this case, begin with the first day, followed by the month and then the year in full.

Gender (a15)

Place an X against your gender.

Place of Birth- Town and Country (a16-17)

Provide both the town and the country in which you were born, these details must match those found on your birth or adoption certificate.

E-mail Address/Contact Number (a18-19)

Please provide your e-mail address if you have one. Although you don’t have to include this information, it is useful as the CRB office may email you if they need to contact you about your application. This must be written in capital letters.

You don’t have to provide a contact telephone number, but it is helpful if you do include either a mobile number or a landline, including the area code, as this may be used to contact you if necessary.

(a20-31)

The remaining fields relate to your personal documentation including your National Insurance Number, Driving Licence and Passport.

If you don’t have the document or number being requested, just put a cross in the respective ‘no’ box and move onto the next question. Likewise if you place a cross against one of the ‘yes’ boxes, for example, to indicate that you hold a valid passport, you must then also provide the details requested about that particular document. In this case your passport number, nationality and the country of issue.

If you have indicated that you hold a driving licence or a passport, you must produce the originals to the club verifier. The UK photocard driving licences are only valid with the counterpart, so both parts must be produced. Only tell us about a valid driving licence from England, Wales, Scotland, Northern Ireland, the Isle of Man or Jersey.

In line with up to date guidance from the CRB Office DO NOT COMPLETE BOXES a28 –a29

Current Address (b32-37)

Provide the address where you are currently living in section b. This will be where we will write to you and send the results of your CRB check. Remember to leave an empty box between each word.

Please also ensure that you provide a complete address. The only field that is not mandatory is the County (b34). The country field is mandatory. If you are a resident of the United Kingdom you must write the words UNITED KINGDOM in b36 and provide your postcode in b35.

In b37 put the month and the year that you moved into this address (MMYYYY).

Other Addresses (c38-49)

There is space on the form to record up to two additional addresses. The full address details should be completed as so in section b. Please start with your most recent address and work backwards from there.

You must also include the dates that you lived at each address. Please ensure that there are no gaps in your address history when you are supplying these dates. This means that the month and year that you left one address will match the month and year that you moved into the next address. Please use the following format (MMYYYY). Please use the enclosed continuation sheet for further addresses and ensure that you provide details for the last 5 years.

If you have been any of the following, in the last five years and are having difficulties completing this section of the application form, please contact the CRB on 0870 90 90 811 for further advice. Alternatively go to the following webpage for guidance http://www.crbeguide.co.uk/eguidepage.html

a student working away from home a frequent traveller Living on a canal boat, cruise ship or merchant vessel No fixed abode A member of the HM Armed Forces Overseas Living in a refuge or sheltered accommodation

Apply for Registration with ISA (d50-54)

As ISA Registration is currently on hold please do not complete this section

Declaration by the Applicant (e55-57)e55 – Place an X in the relevant box to indicate if you have ever been convicted of a criminal offence or received a caution, reprimand or warning.

e56-57 – Before signing the form, you must read the declaration. If you agree that the information you have provided in the application is complete and true, sign the form. Please ensure that your signature is contained within the box provided and then date the form.

End

ACCEPTABLE FORMS OF ID FOR USE WITH CRB APPLICATION

1. Applicants must provide a minimum of three forms of ID o One document from Group 1 o A further two documents form Group 1 or 2

2. If the applicant cannot provide a document from Group 1 then they must provide FIVE documents from Group 2.

3. At least one document must confirm the applicant’s current address and at least one document must confirm the applicant’s date of birth.

List of Valid Identity Documents

*documentation should be less than three months old

**issued within past 12 months

List of CRB Acceptable Identity Documents

Group 1

Passport UK or EU National Identity Card Identity Card for Foreign Nationals (ICFN) Driving Licence (UK) (Full or provisional)

-England/ Wales/ Scotland/Northern Ireland/Isle of Man /Jersey; either photocard or paper (a photo card is only valid if the individual presents it with the counterpart licence; except Jersey)

Birth Certificate (UK and Jersey) - issued within 12 months of date of birth – full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces

HM Forces ID Card (UK) Firearms Licence (UK) Adoption Certificate (UK and Jersey)

Group 2

Marriage/Civil Partnership Certificate Financial Statement ** - e.g. pension, endowment, ISA Birth Certificate Vehicle Registration Document (Document V5 old style and V5C new style only) P45/P60 Statement **(UK) Mail Order Catalogue Statement* Bank/Building Society Statement* Court Claim Form** (UK) Documentation issued by Court Services* Utility Bill* - electricity, gas, water, telephone – including mobile phone contract/bill Exam Certificate e.g. GCSE,

NVQ, O Levels, Degree TV Licence** Addressed Payslip * Credit Card Statement * National Insurance Card (UK) Store Card Statement * NHS Card (UK) Mortgage Statement ** Benefit Statement* - e.g. Child Allowance, Pension

Insurance Certificate ** Certificate of British Nationality (UK) Council Tax Statement (UK) ** Work Permit/Visa (UK) ** A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK)*:

e.g. from the Department for Work and Pensions, the Employment Service , Customs & Revenue, Job Centre, Job Centre Plus, Social Security

One of the following documents from the United Kingdom Borders Agency (UKBA) (formerly the Immigration and Nationality Directorate – IND) (UK):

Do not use more than one of the following documents

Convention Travel Document (CTD) - Blue Stateless Person’s Document (SPD) - Red Certificate of Identity (CID) - Brown Application Registration Card (ARC) Immigration Status Document (ISD) CRB, Disclosure Scotland and ISA Certificate (UK) ** Letter from a Head Teacher * Connexions Card; including those cards carrying the PASS accreditation logo (UK) General Medical Council (GMC) Certificate

GMC Registration Certificates now form part of the Group 2 authentication documentation accepted by the CRB. It should be noted that information on these certificates becomes outdated rapidly. Up to date information about a doctor’s registration status can be obtained by checking the List of Registered Medical Practitioners at http://www.gmc-uk.org/