Online DBS Checks. A support service from Protocol Education

Transcription

1 Online DBS Checks A support service from Protocol Education

2 About Protocol Education Protocol Education is one of the UK s leading providers of staffing and supply for s and academies. We believe in providing staff and services that support your aims and aspirations, so we are constantly looking for ways to help you deliver the best possible results for your pupils. Undertaking DBS disclosures for new and existing staff can be a complex and timeconsuming process, especially when working with paper forms. Protocol Education undertakes thousands of DBS checks on our supply staff each year. Thanks to the volume of our requests, we are able to get quick and accurate results using the DBS online checking process, e-bulk. Now, as a registered e-rb, we can offer you access to this same streamlined process, meaning you can undertake and manage DBS checks online for anyone at your, quickly and efficiently. Find out more To learn more about using the online DBS system for staff at your, speak to your specialist consultant today, or onlinedbs@protocol-education.com. To find your local Protocol Education branch, visit our website at

3 Online DBS Checking About Disclosure and Barring Service Checks Schools and academies have to manage an increasingly complicated range of safeguarding checks for staff, volunteers and visitors to meet two main objectives: 1. To ensure the safety of pupils by preventing unsuitable people from working with children, young people and vulnerable adults 2. To ensure compliance with statutory and regulatory safeguarding standards and processes, as defined by the DfE and Ofsted Underpinning all safeguarding checks is the Disclosure and Barring Service (DBS). Schools are required to undertake the highest level of criminal record check for roles where workers have regular and unsupervised access to children and young people. The challenges for s Managing Risk As a result of changes to legislation in the Protection of Freedoms Act 2012, the DBS ended the practice of automatically sending copies of DBS certificates to Registered Bodies in June The onus is now on employers to check the applicant s version of the disclosure and ensure that it contains no relevant information. This presents a number of problems for s: Delays in confirming new teachers and classroom support staff in their positions Increased risk of staff working without a properly checked DBS disclosure No visibility of disclosure contents until the applicant physically provides their copy applicants. Simple mistakes in box completion, eligible workforce definitions, home-based worker rules and even the ink colour used on the form can delay applications by several days, sometimes weeks, causing re-work and additional cost for s. Administrative Burden This all puts pressure on busy offices to deliver crucial safeguarding checks through a complex and cumbersome paper process, while also trying to ensure compliance with data handling and personal information regulations. Online DBS Disclosures from Protocol Education As one of the UK s largest supply agencies, Protocol Education undertakes some 5,000 DBS checks every year through our dedicated online portal using the DBS e-bulk service. This allows us to submit multiple electronic applications and receive the results back electronically, usually within a few days. As a DBS Umbrella Body and e-rb, we are able to offer this online DBS service to s. Complex Paper Forms The complexity of the paper application form presents real challenges for s and

4 Benefits of online DBS checks Reduces risk Immediate visibility of disclosure result through an online results page Online tracking and visibility of disclosure status during processing Auditable records of all applications and disclosures, stored centrally Full compliance with all legislation and data handling regulations Saves time Reduces application processing times by days Mandatory applicant fields ensure data capture is 100% correct first time Eliminates postage costs, delays and losses Eliminates need for secure document storage and destruction Easy to implement Applicant-driven submission no data entry required from administration teams Secure web access no software or hardware required Intuitive and user-friendly Pay per transaction no set up fees; no minimum usage requirement Secure and safe Accredited by OCJR and MOJ and hosted in an ISO27001 data centre Authorised by the DBS, using a DBS-defined interface Fully encrypted data Physical ID check required for all applicants Tracking status available to view online Compliant with DBS data handling policies Applicant completes online form ID documents checked by Online form electronically countersigned by Protocol Education DBS electronically process application Disclosure result available to view online (hard copy to applicant) Result data automatically purged after six months Online process vs. paper process Mandatory applicant fields ensure 100% form accuracy Automatic workflow management of forms Immediate visibility of clear and not clear disclosures Form returned to applicant Errors identified School posts form to applicant Applicant completes form Form checked by ID documents checked by Form countersigned by Form posted to DBS Form checked by DBS DBS posts disclosure to applicant Form returned to applicant Errors identified Returned to countersignatory Errors identified Full audit trail of user activity Disclosure checked by Disclosure information recorded Documents stored securely Documents destroyed after 180 days

5 Getting started To undertake DBS applications for your staff online, we create an exclusive organisation reference code for your that can be used in conjunction with our DBS e-bulk portal. You will receive a full user guide with details for both applicants and administration at your, outlining the simple steps needed to complete a DBS check online with our system and manage the results as they return. We are always on hand throughout to provide assistance and guidance as you transition to the online process. To get started with online DBS checks at your, speak to your consultant today or onlinedbs@protocol-education.com. What does it cost? We charge the direct cost of the DBS application (as set by the DBS), plus a fixed processing fee per application. There are no set-up costs or hidden fees. Payment for each application is made by credit card, through a secure online portal, as part of the workflow process.

6