ecrb Frequently Asked Questions 1. What is the ecrb system?

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1 ecrb Frequently Asked Questions Question 1. What is the ecrb system? 2. What is an ecrb application? 3. When will ecrb be available? Answer The ecrb system is ECC s online or web based Criminal Records Bureau (DBS) and Ministry of Justice approved system, to process and manage DBS check applications electronically using the CRBs ebulk system. An ecrb application is the online or electronic DBS check application form available in the ecrb system. The roll out of the ecrb system has been phased to manage new user set up and support. Teams will be informed when it is possible for them to start using the ecrb system. Roll out phases provide a time period to allow teams to transfer from using paper forms and the current process to using ecrb. 4. How do I access ecrb? ecrb is an online system and accessed via a web link. Once managers are informed to start using the ecrb system they need to complete and return ecrb user access forms for team members who manage DBS checks to get them set up as ecrb users. 5. When do I need to have started using ecrb by? 6. What training is available for ecrb? 7. How to get new users set up for the ecrb system? Teams will be informed when they can start to use ecrb and by which time they need to have switched from paper to ecrb application forms. ecrb includes a quick start guide as online training for new users. There is also a summary check list which users can print off for reference. Once managers are informed to start using the ecrb system they need to complete and return ecrb user access forms for team members who manage CRB checks to get them set up as ecrb users.

2 8. How is information kept secure and only available as appropriate? 9. How quickly are check results returned? 10. How is the ecrb process different to the paper form process? The system complies with CRB and the Ministry of Justice security requirements and, user access rights will be managed to ensure that users can only access the information they require. Once an ecrb application has been countersigned by the ecrb service (Disclosure Service) and submitted to the DBS for checking the result can be returned in a number of days. The average is 5 days. Support Officers will need to access ecrb to view check results. The key difference is that information is entered on an e-form using the ecrb system. The face to face identity check is still undertaken and is a critical part of the process so time and care must continue to be taken to ensure applicants provide the right documents to evidence their identity and, also that these are valid and original and, have not been tampered with. The requirements or guidelines for documents which applicants can use to confirm their identity. As the details from the ID evidence are entered direct into ecrb it is no longer necessary to send copies of the ID documents or a validation sheet to the ecrb service (Disclosure Service). ecrb is flexible and the applicant can either complete their section of the online form here and now or, later at their own convenience. The person managing the check must give their contact details to the applicant in case the applicant needs to be reissued with login details or, wishes to check on the progress of their ecrb check. For the applicant to log into ecrb to complete the personal detail section of the online form and review information entered for their ID check, they must: provide a personal address if they will be completing their part of the form later. answer and then remember the answer they provided to a straightforward security question have the documents they provided for their

3 face to face identity check to hand. Applicants must complete a legal declaration within the online form in respect of the information they have provided to be able to submit their ecrb application. As there is no longer a paper form applicants can print off their ecrb application when it has been completed. The ecrb service (Disclosure Service) will use the ecrb system to verify and countersign the ecrb application. It will then be electronically batched and transferred to the CRB s ebulk system for checking. Once the ecrb application has been submitted to CRB an e-reference number will be available on the ecrb system to the person managing the check which can be given to the applicant so that they can track the progress of their application on the DBS s website. Results can be viewed on the ecrb system so the ecrb service (Disclosure Service) will no longer be issuing confirmation slips in respect of check results. The ID checker or person managing the check will need to log into ecrb to view results. Applicants will continue to receive their paper Disclosure Certificate in the post. 11. Is a face to face identity check still required? The face to face identity check is still undertaken and is the first step in making an ecrb application. The ID checker or person managing the check must still check the documents the applicant has provided and then enter details into ecrb. This is a critical part of the process so time and care must continue to be taken to ensure applicants provide the right documents to evidence their identity and, also that these are valid and original and, have not been tampered with. 12. Do copies of ID documents still need to be provided to ecrb service For DBS applications processed through ecrb or ecrb applications it is not necessary to send copies of the documents used to confirm identity to the ecrb service (Disclosures Service).

4 (Disclosure Service) for checking? 13. What if I forget my login and password details? ecrb users should contact if they have not received, lost or, forgotten their login and password details. Passwords are case sensitive and users need to remember that once they change their password when they first log into ecrb the original password provided is no longer valid and should not be used. 14. I have not received an with a system link and, login and password details, what should I do? If a new user has not received an with their log in and password details before contacting the Disclosure Service on they should check their trash or spam folders as dependent on security settings their could have been delivered to these folders. The new user should check with their manager to make sure an ecrb user access form has been completed and returned. 15. Should I change my password? When a new user first logs into ecrb as part of the 3 step start up process to access their live account new users must change their password and, from this point use their new password to access ecrb. Click on the following link to view ECC guidance for passwords I-Net > > How to...choose a secure password 16. Do I need a specific version of internet browser? 17. I don t think the system is being fully displayed some tabs or buttons are not available, is there a ecrb is compatible with Internet Explorer 8.0, and Firefox 3.0 and later versions. Before accessing ecrb new users should check their internet browser version by opening their browser and selecting the help tab from the menu and selecting the About option to view the name and version of their Internet browser. To upgrade to a more recent browser version ECC managers should the Essex Service Desk providing the names of staff who require the upgrade to use ecrb with the asset numbers of their computers. The recommended setting for screen resolution is no greater than 1024 x 768 pixels. If certain tabs or buttons do not appear as expected please check your screen resolution by clicking on

5 specific screen resolution setting? 18. I have shut down ecrb but appear to have been locked out? 19. How do I submit a job centre voucher? 20. How do applicants complete their part of the form? the start button on the bottom left hand corner of the screen then clicking on Settings and then Control Panel. Then double click on Display and select the Settings tab where the screen resolution can be adjusted by dragging the arrow across to reduce or decrease the resolution setting. To exit ecrb users should close down from the menu not by using the X button on their browser as this will effectively log the user out of ecrb for a 10 minute period. If an applicant presents a job centre voucher, complete the details when carrying out the ID check. Send the voucher to ecrb service DEG012 County Hall, Chelmsford. You have 5 days from completing the ID check to the voucher being received by the ecrb service at County Hall. The ecrb service (Disclosure Service) will verify and forward to the DBS. It s possible for the applicant to complete their section of the form straight after the ID check and completion of the first section of the online form here and now or, at a later stage at their own convenience. To generate the applicant s login details for the ecrb system the applicant needs to answer a security question. The applicant needs to remember the question and the answer they provided as they will need this to log into the ecrb system. If the applicant is completing their form later they must provide a personal address, a link and login details are then ed to them. Applicants will need the documents they provided to confirm their identity to hand to complete their part of the ecrb application form. If accessing the ecrb system later, the applicant clicks on the link provided by , if they are completing their part of the form here and now the officer will simply hand over to the applicant. The applicant then enters their login details, answers the security question and, enters some key information from the documents they used to confirm their identity. The applicant can then enter personal information

6 required such as address history, review the information entered for their identity check and complete a legal declaration in respect of the information they have provided. The applicant can then submit their ecrb application and if required print out their application. 21. How can applicants track the progress of their application? 22. How does the applicant get the result of their check? 23. What if the applicant does not receive their with login details and the ecrb link? 24. Can the link and login details be reissued to applicants? 25. How do I generate a record of the check for personnel files? 26. How do I extract Single Central record information? Once the ecrb application has been submitted to DBS an e-reference number will be available on the ecrb system to the person managing the check which can be given to the applicant. The applicant can use the e-reference number to track the progress of their application on the DBS s website. The applicant will receive their paper Disclosure Certificate in the post. If the applicant does not receive an to their personal address including a link to ecrb and their login and password details they should either contact the person who completed their ID check or the person managing their check. The link and login details can be reissued to applicants. If the applicant does not receive the link they will need to check their spam folder first, as different providers filter s differently. Once the address is confirmed then the can be resent to the applicant. You will be able to do this in two ways: When a Disclosure outcome is received you will be able to able to print a summery sheet to keep on the personnel file or, through the Management Information for your organisation. Within the system you will have access to Management Information for your organisation, where you will be able to extract data in different combinations to suit your requirements.