Help for DBS Checkers

If you are a new DBS Form checker

Thank you for agreeing to be a DBS Form checker.  If you are new to checking DBS forms for your organisation through Peters Research, you need to fill in this form before you can start checking forms:

Checkers Declaration Form

Once you have completed this form, please give it to the person at your organisation who invited you to be a DBS checker so that they can counter-sign it and forward it to our office. 

About our DBS process

We try to make the process as quick and easy as possible for everyone by using an on-line form to check the applicant's information for basic errors before we print the infomation onto the DBS form in our office. 

We then send the applicant all the necessary forms, a list of acceptable documentary evidence, and a list of authorised checkers for the relevant organisation. For each checker, we list a telephone number, email address and postcode.  The postcode helps the applicant find and contact a checker who lives nearby. It's then up to you and them to agree a time and place to meet up.

 If the DBS Form has been mislaid or spoilt, please email us and we will send a replacement to the applicant.

It is your responsibility to check the DBS Form, continuation sheets and identity documents fully.  Use the Documentary evidence sheet to record which identity documents you have seen.

Once you have completed the check, please return the DBS form, any continuation sheets and the documentary evidence sheet to Peters Research Ltd, Bridge House, Station Approach, Great Missenden,  Bucks HP16 9AZ.  Please do not hand the form back to the applicant once you have checked the identity documentation.

Checking the DBS form 

'Registered body use only' box

When checking the DBS Form you must ensure that the title, surname and forename (sections a1-a3) match those on the identity being checked. Once this has been carried out a cross should be marked in the corresponding box in the 'registered body use only' section.

The same process should be carried out when checking the date of birth (section a14). A cross should be marked in the corresponding box in the 'registered body use only' section.

Section a21 requires the applicant to record their National Insurance Number. They do not have to produce a document showing their national insurance number as part of their identity check. If the applicant does show documentary evidence of their NI number then the corresponding box in the 'registered body use only' section must be crossed.

If the applicant has a valid UK driving licence (or Isle of Man and Channel Isles) then they must record the number in section a23. They do not have to show their driving licence as part of their identity check, however, if they do, then the corresponding box in the 'registered body use only' section must be crossed.

If the applicant has a valid passport then they must record the number in section a25, along with their nationality and country of issue of the passport in the appropriate box. Again, they do not have to show the passport as part of their identity check, but if they do, the person checking the identity must complete the 'registered body use only' box (a25) to show the passport number has been verified.

There is a further 'registered body use only' box in section b. Again this box must be crossed to show that the current address has been verified.

Section d

THIS SECTION SHOULD BE LEFT BLANK along with a28 and a29. These are no longer mandatory fields required by the DBS.

Section e

Please ensure that the applicant's signature is within the box provided and BLACK ink has been used.  Anything other than back ink will be rejected by the DBS.  If another colour has been used, and the applicant can fully write over in black, this is normally accepted.

Ensure the form is dated.

Section w

Please enter your name, using black ink and block capitals in section w58. You will also need to put a cross in the box for w59 to say that you have confirmed the applicant's identity.

Section x

You will need to complete section x67 'application type'. Apart from this section x should already have been completed.

Please leave sections y and z blank.

Errors on Forms

The applicant may inform you if there are any errors on the form. Please correct these, if at all possible. If a box has been crossed 'no' instead of 'yes', then simply put a cross in the 'yes' box and circle it. You do not have to do anything to the 'no' box and vice versa. For other mistakes, put a line through it and correct it to the right.

Identity Checks

  • 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.
  • A document from each of the groups should be included only once, for example, only one bank statement.
  • 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.
  • Identity information for the applicants name, date of birth and address recorded in Section A and Section B on the DBS application form must be validated.
  • You should where possible, ask for photographic identity (e.g. passport, new style driving licence, etc. and for this to be compared against the applicant’s likeness).
  • All documents must be in the applicant's current name as recorded in Section A, unless the applicant has recently changed name (see below)
  • You must ensure that the applicant declares all previous change of name and provides documentary proof to support the change of name.  If the applicant cannot provide such evidence you must discuss the reasons why with them before considering validating their identity.
  • Children adopted before the age of 10 are not required to declare their birth name in Section A.
  • One document must confirm the applicant’s date of birth as recorded in Section A.
  • You must see at least one document to confirm the applicant's current address as recorded in Section B.  Where possible you should seek documentation to confirm the 5 year address history

If the applicant has recently changed name

Documents in a previous name can be accepted ONLY where the applicant can provide documentation supporting a recent change because of:

  • Marriage/civil partnership (marriage/civil partnership certificate)
  • divorce/civil partnership dissolution (decree absolute/civil partnership dissolution certificate)
  • deed poll (Deed Poll certificate)

In these instances, you must:

Return a Continuation Sheet with the application form clearly stating

  • current and previous names
  • date of the change
  • reason for the change
  • the document you have seen to support this change

Documentary Evidence

Route 1

Can the applicant produce a Group 1 document? If yes, then the applicant must produce 3 documents: 1 document from Group 1 and 2 further documents from Group 1, 2a or 2b; one of which must verify their current address.

If they cannot provide a document from Group 1 then please contact DBS@peters-research.com.  

ONLY DOCUMENTS ON THE LIST BELOW WILL BE ACCEPTED

Group 1: Primary Identity Documents 

• Passport 
• Biometric Residence Permit (UK)
• Current driving licence (Full or provisional).  (UK/Isle of Man/Channel Islands and EEA) 
• Birth Certificate issued at the time of birth – (UK & Channel Islands) - full or short form acceptable including those issued by UK authorities overseas, such as    Embassies, High Commissions and HM Forces
• Adoption Certificate – (UK and Channel Islands) 

Group 2a: Trusted Government Documents 

• Current driving licence – photo card (full or provisional). (All countries outside EEA) 
• Current Driving Licence (paper version)  (UK/Isle of Man/Channel Islands and EEA) (full or provisional)
• Birth Certificate - issued after the time of birth (UK, Isle of Man and Channel Islands)
• Marriage/Civil Partnership Certificate (UK and Channel Islands) 
• HM Forces ID Card (UK)
• Fire Arms Licence (UK, Channel Islands and Isle of Man) 

Group 2b: Financial and Social History Documents

• Mortgage Statement**  (UK or EEA) 
• Bank/Building Society Statement* (UK and Channel Islands or EEA only),
• Bank or building society statement* (Countries outside the EEA – branch must be in the country where the applicant lives and works)
• Bank/Building Society Account Opening Confirmation Letter* (UK) 
• Credit Card Statement *(UK or EEA only) ,
• Financial Statement ** - e.g. pension, endowment, ISA (UK)
• P45/P60 Statement **(UK & Channel Islands)  ,,,,,,

• If possible photo identification (from the approved list) should be produced
• Evidence of a change of name must be provided e.g. marriage certificate  ,

All non EEA nationals must use Route One.

Route Two

The applicant must produce: 

3 documents from Group 2 comprising of 

  • 1 document from Group 2a 
  • 2 further documents from Group 2a or 2b; one of which must verify their current address.

The organisation conducting the ID check will then need to ensure an appropriate external ID validation service is used to check the applicant against their records to establish the applicant’s name and living history footprint. If the applicant's identity cannot be verified in this way then Route Three must be used.

Route Three

If your ID checker cannot establish an applicant’s identity in accordance with DBS ID guidelines then you should mark W59 on the application form with a NO.

Applicants who are unable to provide the required documents will then be asked to give their consent to have their fingerprints taken in line with the current procedure. Employers should note this will require attendance by the applicant at a police station at an appointed time, and may add delay to the overall application process.

External Validation

The organisation we are registered with for any external validation (Route Two) is Veri-fy.

 

More help

The DBS have issued an e-guide with information on how to check a DBS form.

More detailed guidance documents are available at the Home Office DBS web site.