CRB Employers guide. (England and Wales residents only)

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1 CRB Employers guide (England and Wales residents only) Please read the following carefully before filling in the disclosure form. This information pack has been produced to aid recruiters during the disclosure process, if you have any concerns or queries about the CRB process please contact Ellie Vajčovec on Throughout this pack Employers are referred to, however, this pack is also for responsible persons within voluntary organisations. What do I need to know? Exempted Questions Your organisation must ensure that you are entitled to ask an exempted question. An exempted question is a valid request for a person to reveal their full criminal history (including spent convictions) and is made possible by virtue of the Exceptions Order to the Rehabilitation of Offenders Act (ROA) Self-employed people Disclosures are not currently available to self-employed people. It is against the law to do so. The only exceptions to this are; Joining the Register of Instructors a suitability check for promoting those on the Register to the general public. Recruitment decision where an organisation is employing a new member of staff Third party where a third party, such as a school has asked for a centre to have their instructors checked. Enhanced Vs Standard Standard CRB Check The Standard check contains details of all convictions held on the Police National Computer (PNC) including current and 'spent' convictions as well as details of any cautions, reprimands or final warnings. Enhanced CRB Check These are for posts that involve a far greater degree of contact with children or vulnerable adults. In general, the type of work will involve regularly caring for, supervising, training or being in sole charge of such people. Examples include a Teacher, Scout or Guide leader. If a position involves working with children unsupervised, the CRB check will indicate whether information is held on the government list of those who are banned from working with children. This level involves additional checks as it includes local police records. For further information and definitions please see the CRB website What do I do next? Before beginning to check your employee s identity and disclosure form please read through the guidance notes. Ensure you have safe recruitment practices Criminal Record Bureau disclosure checks are a small part of a safe recruitment process, please make sure you also include: o Referencing o Self disclosure forms (sample available) o Check previous employment history You must make job applicants aware that they will be required to obtain a disclosure certificate. You should also provide applicants with a copy of the CRB code of practice and recruitment of ex-offenders policy (both available on CRB & BHS websites).

2 Payment Please make all cheques payable to The British Horse Society. Paid employees Enhanced CRB disclosures 54 Standard CRB disclosures 36 Volunteers Applications for volunteers will cost 10 regardless of the type of disclosure Definition of volunteer (provided by CRB website) a person who is engaged in any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit some third party other than or in addition to a close relative. Checking the CRB Form As an employer you are responsible for checking the original identity documents of the applicant. You may like to familiarise yourself with the CRB Applicant Information Pack in order to make sure your applicants have completed the form in full. This information pack is available on the BHS website _and_volunteers.aspx General Information about the form The applicant must write clearly in capital letters using black ink and place only one letter or number in each box, leaving a blank box as a space between words. If any fields are not relevant to the application they should be left blank. The applicant must not strike through any of the sections or state that a field is not applicable or N/A. No writing should be outside of the boxes or on any part of the form, including the front page. No stickers or stamps should be placed on the form for example address labels, correction fluid should also not be used. If an applicant has made a mistake when choosing one of the X boxes, they should place a cross in the correct box and circle it. If a mistake has been made a line should be made through it and the correct information written next to it within the boxes. If there is no space a continuation sheet can be used. If continuation sheets are required please download them from the BHS website via the link listed above. The continuation sheet can be used to complete further names used and other addresses. The continuation sheet should be filled in with the same principles as listed above and below. The applicant s form reference number, name and date of birth should be included on the continuation sheet to make sure they can be matched up with their form. Please do not attach anything to the form with staples or paperclips. All applicants must complete all of the mandatory information i.e. all fields marked in yellow in sections a, b, c, e (d is not to be completed) and all other fields that are relevant to their application. If they have answered yes to any of the mandatory fields marked in yellow they must then go on to complete the rest of the details requested. Identity Documents When an individual is completing the CRB form, ORIGINAL documentation must be seen by the employer along with the completed cover sheet (included with each form). A list of valid documentation and guidelines for checking the documents is provided at the end of this information pack. Please read the following carefully: You must only accept valid, current and original documentation. You must not accept photocopies. You must not accept documentation printed from the internet e.g. internet bank statements. Identity information for the applicant s name, date of birth and address recorded in Section A and Section B on the CRB application form must be validated.

3 You should, in the first instance, seek documents with photographic identity (e.g. passport, new style driving licence, etc.) and for this to be compared against the applicant. All documents must be in the applicant's current name as recorded in Section A (see below for guidance on recent changes of name). One document must confirm the applicant s date of birth as recorded in Section A. You must ensure that the applicant declares all previous changes of name, and provides documentary proof to support any changes of name. You must see at least one document to confirm the applicant's current address as recorded in Section B, which is no older than three months. You must provide a full and continuous address history covering the last five years. Where possible, you should seek documentation to confirm this address history. You should cross-match the applicant s address history with any other information you have been provided with as part of the recruitment, such as their CV. This can highlight if an address has not been given e.g. if the applicant s CV shows that they have worked in Liverpool in the last five years but the application form only shows London addresses, you may wish to question the applicant further about this. A document from each of the groups should be included only once in the document count e.g. do not accept two bank statements as two of the required documents, if they are from the same bank. You should not accept the foreign equivalent of an identity document if that document is listed as (UK) on the list of valid identity documents. Please make sure that a list of all documents is provided on the completed cover sheet included with each form. If this forms is not completed in full this could delay the application. Section w evidence of identity (w58) Name of ID Checker: Please enter the full name of the person who has seen the documents presented to support the identity of the applicant. This should be entered by the person who carried out the identity check. There are a number of verification boxes in section a and b to assist carrying out the ID checks, they are labelled registered body use only. The ID checker must place and 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 in section a. Each box checks different information: (a1-a3 verified): This refers to the applicant s current name, including their title, surname and forenames. If the details in this section are different to the relevant documentation, documents that validate their name change must be provided, for example marriage certificate. If the applicant has been known by any other names for any reason, whether in an official or unofficial capacity, all of their name combinations must be provided. You must ensure that the yes box in section a4 has been completed and then check each name combination supplied is in the correct format including dates. (a14 verified): At least one document must verify applicant s date of birth. (a21 verified): If the applicant has crossed the yes box at a20 to indicate they have a national insurance number you must ensure the number supplied on the form is correct. If you are able to verify this is correct, place a cross in the relevant box. (a23 verified): If the applicant had crossed yes to box a22 you must ensure that the driving licence number matches the original documentation provided. Please see below regarding driving licence numbers. If a photocard licence has been provided a paper counterpart MUST be seen. If you are able to verify this is correct, place a cross in the relevant box.

4 (a25 verified): If the yes box at a24 has been crossed by the applicant you must ensure that the passport number supplied on the application form matches the number on the original passport. If you are able to verify this is correct, place a cross in the relevant box. It is important to check through the applicant s address in section b as this will be the address their disclosure certificate is sent to. Please cross the relevant box to verify the applicant s current address. A full five year address history must be provided, please make sure all of the dates are completed in the correct format MMYYYY. Please see the address history factsheet for further information, available on the BHS website. (w59): If you have established the applicant s true identity by examining the relevant ID documents please cross the relevant box in this section. Section X & Y - Please leave blank. For BHS only. Once you have verified the Identity of each applicant please return all forms to the organisation who have requested you to check identity documents on their behalf for example the Pony Club. If you are the employer please return them to: Ellie Vajčovec, The British Horse Society, Abbey Park, Stareton, Kenilworth, Warwickshire. CV8 2XZ Please mark all correspondence Private and confidential

5 Identification Requirements for CRB check You will need to submit a minimum of 3 documents from the lists and routes below Current valid Passport UK or EEA (or Non-EEA in combination with a Biometric Residence Permit or current Work Permit/Visa) Current Driving Licence (UK) (Full or provisional) Isle of Man /Channel Islands; Aphoto card is only valid if the individual presents it with the associated counterpart licence; except Jersey Group 1 Documents Primary Trusted Credentials Biometric Residence Permit (UK) Birth Certificate (UK & Channel Islands) - 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 Can the applicant provide a group 1 document? Yes No Route 1 Route 2 3 documents must be seen 3 documents must be seen One document from Group 1 plus two from Group 1 or 2 1 document from Group 2a and 2 documents from 2a or (see below). One of which must confirm your current 2b. (see below) address AND complete an external validation check Current valid Passport (UK, EEA or Non-EEA) Birth Certificate (UK & Channel Islands) - issued within 12 months of date of birth Group 2a Trusted Government/State Issued Documents Current UK Driving licence (Photo card or old style paper version) Certified copy of Birth Certificate (UK and Channel Islands) issued after 12 months of date of birth Biometric Residence Permit (UK) Marriage/Civil Partnership Certificate (UK) Adoption Certificate (UK) HM Forces ID Card (UK) Fire Arms Licence (UK) Group 2b Financial/Social History Documents Utility Bill (UK)* Not Mobile Telephone Mortgage Statement (UK)** Credit Card Statement (UK)* Bank/Building Society Statement (UK)* Financial Statement ** - e.g. pension, endowment, ISA (UK) P45/P60 Statement **(UK & Channel Islands) Council Tax Statement (UK & Channel Islands) ** A document from Central/ Local Government/ Government Agency/ Local Authority giving Benefit Statement* - e.g. Child Allowance, Pension entitlement (UK & Channel Islands)*- e.g. from the Department for Work and Pensions, the Employment Cards carrying the PASS accreditation logo (UK) Service, Customs & Revenue, Job Centre, Job Work Permit/Visa (UK) (UK Residence Permit) ** Centre Plus, Social Security EU National ID Card 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. Route 3 This route is a final resort; please contact the BHS CRB Team if you or the organisation that asked you to complete a check if you cannot satisfy route 1 or route 2. If you fail the external validation check or cannot produce documents for either route, they will need to go for fingerprinting. This may add delay into the overall application process.

6 Contract with The British Horse Society in connection with criminal records checks. This written agreement must be signed by the organisation to whom the service is being provided. You must: Provide a designated individual who will act as your contact point for all CRB matters. Ensure complete confidentiality Observe and fully comply with the CRB code of practice please see CRB website Ensure that you are genuinely entitled to ask an exempted question. Ensure all volunteer applications are true volunteers inline with the definition in this information pack Make applicants aware of the existence of the code of practice at the start of the recruitment process and make copies available to all disclosure applicants on request Have a written Policy Statement on the recruitment of ex-offenders. A copy must be given to each applicant for positions where disclosures are requested. (please see CRB website) Include a statement on your position application forms, or accompanying documentation, that a disclosure will be requested in the event of an applicant being offered a position and also that a criminal record will not necessarily be a bar to obtaining a position Have a written policy on the secure storage, handling, retention and disposal of disclosure information. There must be secure storage in place for any disclosure documentation being kept i.e. recorded application numbers, confirmation s or other information Ensure that identity validation should be on a face to face basis and using only original documentation Ensure that under no circumstances is additional information divulged to the applicant as to do so would constitute a criminal offence The BHS will inform whether a CRB check has been received and the status on the form, clear will be interpreted as no conviction, warnings etc. Any convictions that we feel will affect your recruitment decision will be discussed with the designated individual only, this will include any additional information The BHS reserves the right to carry out audits on your organisation to ensure that you are fully compliant with your terms of contract and CRB code of practice

7 Contract with The British Horse Society in connection with The Criminal Records Bureau. I, the undersigned, agree to abide by the guidelines and recommendations as set down by The British Horse Society and The Criminal Records Bureau. I understand that the information supplied on the application form will be used and dealt with in the strictest confidence, used only for the purpose of Criminal Records Bureau disclosure. I understand that identified mistakes on application forms will make this application invalid and may incur further processing charges. Name Address Daytime Contact Number Confidential Address Organisation Position within organisation Signed Date Please return this form along with application forms, payment and any other relevant paperwork to Ellie Vajčovec, The British Horse Society, Abbey Park, Stareton, Kenilworth, Warwickshire. CV8 2XZ Please mark all correspondence Private and confidential Please take a copy of this contract for your records