DBS online applications - responsible manager and verifiers guidance

The applicant will complete the application form via the current online recruitment process. It is important that if the applicant is applying for a DBS check that is part of their application to a North Yorkshire Council vacancy, it is essential that they apply via the link that is detailed in correspondence sent to them by recruitment and selection services and not via the DBS web address below.

In the event that the applicant is applying for a DBS check, that is a re-check or a DBS for a position which is not directly employed by us, the applicant must apply for an employment check.

The applicant must produce sufficient evidence to enable you to confirm their identity. Only documentation detailed on the DBS identity check guidance which is available on the government’s website can officially be accepted. It is therefore essential that you familiarise yourself with the DBS identify check guidance. Failure to satisfy route one will delay the checking process significantly. Where at all possible you should encourage the applicant to follow route one as this is the quickest and most efficient route.

The DBS application will not progress until the verification of evidence is returned by you. It is therefore essential that you carry out the verification of evidence as quickly as possible to ensure there is no delay in completing the DBS check. Please complete the verification form which can be found on the disclosure and barring services information for managers page or for internal managers, the document will be available on the recruitment pages under ‘clearances’.

Things to note

Ensure that all middle names and previously known surnames are included. If they are not declared this could potentially delay the process if police forcers find information on their records that they believe might relate to the applicant in question and they haven’t been declared on the form. It is essential that you complete all questions on the verification form. You should then return the verification form by uploading it to the relevant eform.

You must also check that the applicant has already submitted their application form and if not urge them to do so urgently. We will not be able to progress the application until we have received both the applicant’s online DBS form and the responsible manager’s verification form.

The applicant will contact you to arrange a convenient time to meet and check their documents. If the DBS application is for a job applicant, the verification would usually take place at the interview and the applicant should come prepared with their documentary evidence. It is your responsibility to ensure that the verification is carried out in accordance with DBS requirements to ensure that the integrity of the check is not compromised.

You must only accept original evidence that is included in DBS identity check guidance. Evidence must be seen on a face-to-face basis. You must confirm your current legal name, current address and date of birth.

Record evidence on validation form

Once you have confirmed identity; please complete the verification form which can be found on the apply for an employment check page. 

It is essential that you complete all questions on the verification form. You should then return the verification form by uploading it to the relevant e-form.

You must also check that the applicant has already submitted their application form and if not urge them to do so urgently. We will not be able to progress the application until we have received both the applicant’s online DBS form and the responsible manager’s verification form.

You need to ensure that the applicant has printed out and correctly completed a passenger transport vetting procedures consent form and provided a passport-style photograph with their full name and date of birth printed on the reverse. The form and photograph should then be posted to integrated passenger transport.  Failure to submit the form and photograph will delay the application process and subsequently the notification of your disclosure result to your employer.

On receipt of the applicant’s online DBS form and the manager’s verification form the DBS team within employment support services will securely send the fully completed online form to the Disclosure and Barring Service to process. On completion of the DBS check, an email will be sent to confirm clearance. In circumstances where a certificate contains information that needs to be considered, you will be required to obtain the original certificate from the applicant, and authenticate it by checking for security features which include:

• a crown seal watermark repeated down the right hand side of the certificate, which is visible both on the surface and when holding the certificate up to a light source
• a background design incorporating the word disclosure which appears in a wave-like pattern across both sides of the document the colour of this pattern is uniform across the front of the certificate but alternates between pink and green on the reverse side - ink and paper will change in the presence of water or solvent-based liquid.

Please send it to the employment support service without delay (and no later than within seven days). Please send all pages, even if they are blank as the employment support service has to confirm they have seen them according to the number of pages stated on the certificate. The certificate will then be considered by a designated decision maker. Please note that the applicant must not be allowed to commence work prior to confirmation of the outcome.

Please note as part of safer recruitment, any foreign national or UK national who has lived outside of the UK in the past five years should provide a Certificate of Good Conduct from the country where they resided. The reason for this is the DBS check will only cover time spent in the UK.

You must therefore ask the applicant whether they have lived abroad at the point of verifying their evidence and advise them where appropriate to gain a certificate. Further information on how to obtain a certificate of good conduct can be found on the government’s website.

Important

The DBS check is only one part of recruiting and working within safe and robust operating systems. You are advised to complete both the recruitment and selection and the safer recruitment online learning packages that are available in the learning zone. It is also important that you have familiarised yourself with our DBS policy as detailed on staff information, recruitment, attracting and selection section.