DBS GUIDANCE NOTES - CBscreeningcbscreening.co.uk/.../11/CBS-DBS-Guidance-Notes.pdf · DBS GUIDANCE NOTES Wales Office: CBS House, 40-42 Robert Street, Pontypridd, CF37 3DY London

DBS GUIDANCE NOTES

Wales Office: CBS House, 40-42 Robert Street,

Pontypridd, CF37 3DY

London Office: 5 St John’s Lane, London, EC1M 4BH

T: 01443 799900E: [email protected]

Company Registration No. 5435348 VAT No. 860086430

DBS Guidance Notes

02.

Email log-in details

Following receipt of the required document for registration, you will receive an email providing your log-in details:

By following the link provided in theemail shown here, you will be directedto your log-in page

DBS Guidance Notes

2

Welcome to CBS

The following document is designed to help our customers better manage their processes relating to DBS Checks and the Updating Service

We aim to walk you through the process for submitting DBS applications and

help you understand the management tools we make available - providing you

with a central solution to manage all aspects of the criminal disclosure process.

Continued overleaf

Welcome to CBSThe following document is designed to help our customers better manage their processes relating to DBS Checks and the Updating Service

We aim to walk you through the process for submitting DBS applications and help you understand the management tools we make available - providing you with a central solution to manage all aspects of the criminal disclosure process.

DBS Guidance Notes

03.


Following receipt of the required document for registration, you will receive an email providing your log-in details:

By following the link provided in theemail shown here, you will be directedto your log-in page

DBS Guidance Notes

3


Following receipt of the required

document for registration, you

will receive an email providing your

log-in details:

By following the link provided in the

email shown here, you will be directed

to your log-in page

Following receipt of the required document for registration, you will receive an email providing your log in details:

By following the link provided in the email above, you will be directed to your log in page

Continued overleaf

DBS Guidance Notes

04.

Enter log-in details

Please ensure you copy and paste theusername and password provided.

DBS Guidance Notes

4

Please ensure you copy and paste the username and password provided

You will then enter the Disclosure Database/Applicant Search Screen – this page allows you to create, submitand monitor all applications.

To create a newcriminal check,select ‘Add new

DBS Application.’A new window will

appear.

Please ensure you change your password using the option above to something more memorable. Forsecurity reasons, your original password, is for initial use only.

Enter log-in details

Please ensure you copy and paste the

username and password provided.

Continued overleaf

DBS Guidance Notes

05.

Disclosure Search Screen

You will then enter the DisclosureDatabase/Applicant Search Screen –this page allows you to create, submitand monitor all applications. Please ensure you change your password using the option above to something more memorable. For security reasons, your original password, is for initial use only.

To create a new criminalcheck, select ‘Add newDBS Application.’ A newwindow will appear.

DBS Guidance Notes

06.

How to create an Application

This page MUST be completed in order to generate an application. This page must be completed in line with legislation as you are unable to request information on an individual’s criminal history unless you are legally entitled to do so.

You should only select access to the Barred Lists if the applicant meets theIf you would like CBS to register the applicant onto the update service please select the appropriate option. This service allows criteria defined as regulated activity.

If you would like CBS to register the applicant onto the update service please select the appropriate option. This service allows you or CBS to continually check the status of a persons criminal certificate and ensure there has been no change

DBS Guidance Notes

07.

Once an application has been created,return to the ‘Applicant Search Screenand locate the required application.There are two stages to every application.

Stage 1 – complete the application form

Stage 2 – complete ID validation

Stage 1 can be completed by the applicant or employer. Stage 2 can only be completed by the employer/appointed person

DBS Guidance Notes

9

Once an application has been created, return to the ‘Applicant Search Screen and locate the required application.

There are two stages toevery application.

Stage 1 – complete theapplication form

Stage 2 – complete IDvalidation

Stage 1 can be completed by the applicant or

employer. Stage 2 canonly be completed by the

employer/appointed person

Stage 2:Once the application form

has been completed, a date will appear under

‘Applicant submitted’. You are then able to complete

the final stage of theprocess and validate ID.

Please click on the IDpencil in order to do this.

Stage 1:If you would like to

complete the application on behalf of the applicant

please click theapplication form pencil

Once an application has been created,

return to the ‘Applicant Search Screen

and locate the required application.

There are two stages to every

application.

Stage 1 – complete the application

form

Stage 2 – complete ID validation

Stage 1 can be completed by the

applicant or employer. Stage 2 can

only be completed by the employer/

appointed person

Stage 1:

If you would like to

complete the application

on behalf of the applicant

please click the application

form pencil.

Stage 2:

Once the application form has

been completed, a date will appear

under ‘Applicant submitted’. You

are then able to complete the final

stage of the process and validate

ID. Please click on the ID pencil in

order to do this.

Continued overleaf

Stage 1:If you would like to complete the application on behalf of the applicant please click the application form pencil.

Stage 2:Once the application form hasbeen completed, a date will appear under ‘Applicant submitted’. You are then able to complete the final stage of the process and validate ID. Please click on the ID pencil in order to do this.

DBS Guidance Notes

08.

The Application form

The system is programmed to check that all required information is entered correctly.

Should the system detect an error or require further information an errormessage will appear advising you ofthe area requiring further attention.

DBS Guidance Notes

10

The Application

form

The system is programmed to check

that all required information is

entered correctly.

Should the system detect an error or

require further information an error

message will appear advising you of

the area requiring further attention.


The system is programmed to check that all required information is entered correctly Should the system detect anerror or require further information an error message will appear advising you of the area requiring further

ttention.



attention.



attention.



attention.



attention.

Continued overleafDBS Guidance Notes

10

The Application

form



entered correctly.







ttention.



attention.



attention.



attention.



attention.

Continued overleaf

DBS Guidance Notes

10

The Application

form



entered correctly.







ttention.



attention.



attention.



attention.



attention.

Continued overleaf

DBS Guidance Notes

10

The Application

form



entered correctly.







ttention.



attention.



attention.



attention.



attention.


10

The Application

form



entered correctly.







ttention.



attention.



attention.



attention.



attention.

Continued overleaf

DBS Guidance Notes

09.


Final Page of Stage 1

DBS Guidance Notes

11

Application form continued


Once all information isentered, click SUBMIT FORM.

You will then view thefollowing message

< Summary page 1Summary page 2 >

The Application

form


Once all information is

entered, click SUBMIT

FORM. You will then view

the following message











Summary

page 1

Summary

page 2

Continued overleaf

DBS Guidance Notes

11






The Application

form
















Summary

page 1

Summary

page 2

Continued overleaf

DBS Guidance Notes

11






The Application

form
















Summary

page 1

Summary

page 2

Continued overleaf

Summary Page 1 Summary Page 2

Once all information isentered, click SUBMITFORM. You will then viewthe following message

DBS Guidance Notes

10.

Stage 2

ID Validation

DBS Guidance Notes

12

Stage 2 – ID Validation

Select the ID pencil in order to complete the final stage and submit the application to the DBS for processing. A new page

will appear requesting further information.

Stage2

ID Validation

Select the ID pencil in order

to complete the final stage

and submit the application to

the DBS for processing. A new

page will appear requesting

further information.

Continued overleaf

Select the ID pencil in order to complete the final stage and submit the application to the DBS for processing. A new page will appear requesting further information.

DBS Guidance Notes

11.

ID Validation

Not all fields are required for completion.

However, you must ensure the individual is who they say they are, and follow the Home Office guidance notes provided in your original registration pack. If the system requires further information ordetects and error you will be alertedto this.

DBS Guidance Notes

13

ID Validation

Not all fields are required for completion.However, you must ensure the individual is who they say they are, and follow the Home Office guidance notes

provided in your original registration pack. If the system requires further information or detects and error you will be alerted to this.

A common error with ID validation is the driving licence. For example a driving licence details a person’s surname, gender, date of birth,initials, etc. In order to check the licence number is correct it will check it against the information entered into the earlier part of the

application. Therefore, it is strongly recommended that you check the first and middle names are entered into the correct section toensure the driving licence number matches the information provided.

ID Validation

Not all fields are required for

completion.

However, you must ensure the

individual is who they say they are,

and follow the Home Office guidance

notes provided in your original

registration pack. If the system

requires further information or

detects and error you will be alerted

to this.

A common error with ID validation is the driving licence. For example a driving licence details a person’s surname,

gender, date of birth, initials, etc. In order to check the licence number is correct it will check it against the information

entered into the earlier part of the application. Therefore, it is strongly recommended that you check the first and middle

names are entered into the correct section to ensure the driving licence number matches the information provided.

Continued overleaf

DBS Guidance Notes

13

ID Validation





ID Validation


completion.








to this.





Continued overleaf

DBS Guidance Notes

13

ID Validation





ID Validation


completion.








to this.





Continued overleaf

A common error with ID validation is the driving licence. For example a driving licence details a person’s surname, gender, date of birth, initials, etc. In order to check the licence number is correct it will check it against the information entered into the earlier part of the application. Therefore, it is strongly recommended that you check the first and middle names are entered into the correct section to ensure the driving licence number matches the information provided.

DBS Guidance Notes

12.

ID Validation Page

Final Check before Submission

At the bottom of the ID page you are required to confirm the level of criminal check required as well as provide further information regarding the role:

DBS Guidance Notes

14

ID Validation Page – Final Check before Submission


Once satisfied you are requesting the correct information, please SUBMIT APPLICATION. The status of theapplication will change to ‘Customer Submitted’ on the main screen and you will see the following message:

ID Validation

Page


At the bottom of the ID page you

are required to confirm the level of

criminal check required as well as

provide further information regarding

the role:


At the bottom of the ID page you are required to confirm the level of criminal check requiredas well as provide further information regarding the role:


Once satisfied

you are requesting the correct

information, please SUBMIT

APPLICATION. The status of

the application will change to

‘Customer Submitted’ on the

main screen and you will see the

following message:


14




ID Validation

Page


At the bottom of the ID page you

are required to confirm the level of

criminal check required as well as

provide further information regarding

the role:


At the bottom of the ID page you are required to confirm the level of criminal check requiredas well as provide further information regarding the role:


Once satisfied

you are requesting the correct

information, please SUBMIT

APPLICATION. The status of

the application will change to

‘Customer Submitted’ on the

main screen and you will see the

following message:

Continued overleaf

Once satisfied you are requesting the correctinformation, please SUBMIT APPLICATION. The status of the application will change to ‘Customer Submitted’ on the main screen and you will see the following message

DBS Guidance Notes

13.

Additional Options

List 99 checks & DBS Adult First Checks.

Some organisations require access to these checks in advance of receiving the completed criminal disclosure. In order to access this service, please select the appropriate pencil.

DBS Guidance Notes

15

Additional Options - List 99 checks & DBS Adult First ChecksSome organisations require access to these checks in advance of receiving the completed criminal disclosure. In order to

access this service, please select the appropriate pencil

Comments-This box will retain

a running audittrail of the events

of every application

submitted. Oncethe disclosure is

completed this box will hold the

disclosureinformation,

reference number,status, etc.

Additional Options

List 99 checks &

DBS Adult First Checks.

Some organisations require access to

these checks in advance of receiving

the completed criminal disclosure. In

order to access this service, please

select the appropriate pencil.



















COMMENTS

This box will retain a running

audit trail of the events of every

application submitted. Once

the disclosure is completed this

box will hold the disclosure

information, reference number,

status, etc.

Continued overleaf

DBS Guidance Notes

15










Additional Options

List 99 checks &

























COMMENTS







status, etc.

Continued overleaf

DBS Guidance Notes

15










Additional Options

List 99 checks &

























COMMENTS







status, etc.

Continued overleaf

COMMENTSThis box will retain a running audit trail of the events of every application submitted. Once the disclosure is completed this box will hold the disclosure information, reference number, status, etc.

DBS Guidance Notes

14.

Disclosure completed

On completion of the disclosure process, the system will automate an email to the employer advising the status of an application. This will include, the disclosure number, date of issue and whether any criminal information is held on the applicant.

You will receive one of the emails shown on the left.

DBS Guidance Notes

16


On completion of the disclosure

process, the system will automate

an email to the employer advising

the status of an application. This will

include, the disclosure number, date

of issue and whether any criminal

information is held on the applicant.

You will receive one of the emails

shown on the left.


On completion of the disclosure process, the system will automate an email to the employer advising the status of an application. This will include, the disclosure number, date of issue and whether any criminal information is held on the

applicant. You will receive one of the following emails:

The applicant will receive a copy of their criminal certificate. The DBS will send it to their home address up to ten daysafter you receive one of the above emails.

You (the employer) may wish to consider adding this person to the Updating Service in order to receive updates of anychange to the applicant’s criminal information.






You (the employer) may

wish to consider adding

this person to the Updating

Service in order to receive

updates of any change to

the applicant’s criminal

information.

The applicant will receive

a copy of their criminal

certificate. The DBS will

send it to their home

address up to ten days

after you receive one of the

above emails.

Continued overleaf

DBS Guidance Notes

16


On completion of the disclosure

process, the system will automate

an email to the employer advising

the status of an application. This will

include, the disclosure number, date

of issue and whether any criminal

information is held on the applicant.

You will receive one of the emails

shown on the left.











You (the employer) may

wish to consider adding

this person to the Updating

Service in order to receive

updates of any change to

the applicant’s criminal

information.

The applicant will receive

a copy of their criminal

certificate. The DBS will

send it to their home

address up to ten days

after you receive one of the

above emails.

Continued overleaf

The applicant will receive a copy of their criminalcertificate. The DBS will send it to their homeaddress up to ten days after you receive one of the above emails.

You (the employer) may wish to consider addingthis person to the Updating Service in order to receive updates of any change to the applicant’s criminal information.

DBS Guidance Notes

15.

DBS Results

DBS Guidance Notes

17

DBSResults

Click Audit Trail & Results

You are then able to view a summary page of the

disclosure results in a printerfriendly format

DBS Results

DBSResults




Click

Audit Trail

& Results

You are then able

to view a summary

page of the disclosure

results in a printer

friendly format

Continued overleaf

DBS Guidance Notes

17

DBSResults




DBS Results

DBSResults




Click

Audit Trail

& Results

You are then able

to view a summary

page of the disclosure

results in a printer

friendly format

Continued overleaf

Click Audit Trail& Results

You are then able to view a summary page of the disclosure results in a printer friendly format

DBS Guidance Notes

16.

Criminal Information

We can help you manage this.

We appreciate that as the applicantonly receives a hard copy of the criminal certificate it is difficult for employers to manage this and ensure sight of the criminal information while also retaining an audit trail of the events – We will help you manage this entire process!

DBS Guidance Notes

18

Step 2Dear Joe Tester

Please be advised your criminal certificate has been completed by the Disclosure and Barring Service and will be sent to your home address shortly.

Your employer has been informed the disclosure process is complete and information is contained on your criminal record.

Your employer requires a copy of your certificate in order to assist in determining your suitability for the role applied.

Please provide your disclosure certificate to your employer promptly to avoid delay and begin your employment at the earliest opportunity.

Regards,

Disclosure & Barring Team

Step 3

Please be advised our records indicate the following individual(s) are in receipt of their criminal disclosure certificate:

Surname: TESTER Forename: JOE

As previously advised the disclosure certificate details information provided by the DBS regarding the applicant’s criminal history.

As the employer, it is recommended you contact the applicant to request a copy of their criminal disclosure certificate in order to determine their suitability for post. An email has also been sent to the applicant requesting they contact you to provide a copy of the criminal information.

We have introduced a process within the system to help you manage this process. Therefore, you will continueto receive this email until you notify us of receipt of the disclosure certificate.

Once you have seen/received the certificate please advise the us accordingly:• Log into the DBS Database• Search for the applicant• Click on the status lists under ‘Updating Service’, eg, Inactive, Registered, etc• Scroll to the bottom of the page and select ‘Stop Reminder’

The audit trail within the system will record this action and stop further emails being generated.

Regards,CBS Disclosure & Barring Team

Criminal Information – We can help you manage this

We appreciate that as the applicant only receives a hard copy of the criminal certificate it is difficult for employers to manage this and ensure sight of the criminal information while also retaining an audit trail of the events – We will help you manage this entire process!

If a person has a criminal history the following five steps will take place:• Employer receives an email notifying them criminal information is held (as displayed on previous page)

• Applicant receives an email advising them to provide certificate to employer urgently (see below)• Employer will continue to receive alerts to view criminal certificate

• On receipt of criminal certificate employer notifies the system and also adds a comment (if required)• The audit trail is updated and process completed

Step 4

Step 5



We appreciate that as the applicant

only receives a hard copy of the

criminal certificate it is difficult for

employers to manage this and ensure

sight of the criminal information while

also retaining an audit trail of the

events – We will help you manage this

entire process!

Stage 2

Stage 4

Stage 3Step 2

Dear Joe Tester




Please provide your disclosure certificate to your employer promptly to avoiddelay and begin your employment at the earliest opportunity.

Regards,


Step 3





We have introduced a process within the system to help you manage this process. Therefore, you will continue to receive this email until you notify us of receipt of the disclosure certificate.









Step 4

Step 5






Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5

If a person has a criminal history the following five steps will take place:

• Employer receives an email notifying them criminal information is held (as displayed on previous page)

• Applicant receives an email advising them to provide certificate to employer urgently (see below)

• Employer will continue to receive alerts to view criminal certificate

• On receipt of criminal certificate employer notifies the system and also adds a comment (if required)

• The audit trail is updated and process completed


18






Regards,


Step 3














Step 4

Step 5










entire process!

Stage 2

Stage 4

Stage 3Step 2

Dear Joe Tester





Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5







Continued overleaf

DBS Guidance Notes

18






Regards,


Step 3














Step 4

Step 5










entire process!

Stage 2

Stage 4

Stage 3Step 2

Dear Joe Tester





Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5







Continued overleaf

DBS Guidance Notes

18






Regards,


Step 3














Step 4

Step 5










entire process!

Stage 2

Stage 4

Stage 3Step 2

Dear Joe Tester





Regards,


Step 3














Step 4

Step 5






Regards,


Step 3














Step 4

Step 5






Regards,


Step 3

Please be advised our records indicate the following individual(s) are in receipt of their crimina

Documents

DBS GUIDANCE NOTES - CBscreeningcbscreening.co.uk/.../11/CBS-DBS-Guidance-Notes.pdf · DBS GUIDANCE NOTES Wales Office: CBS House, 40-42 Robert Street, Pontypridd, CF37 3DY London