What Documents are Required for a DBS Check?

What Documents are Required for a DBS Check? And what are the different route options?

Enhanced DBS identification checking process

 

The DBS's identity checking changes in 2012 made it more difficult for individuals to conceal previous criminal records by changing their name. These changes are part of an ongoing improvement process that will enable easier detection of undeclared changes of name in the future.

 

The guidelines offer three routes to follow to verify ID: Route 1, Route 2 and Route 3. You should be able to validate the identity of the vast majority of applicants using the new Route 1 process. In extreme cases where this has not been possible Route 2 and 3 should be used as detailed below.

 

Valid ID documents are redefined as Group 1, Group 2a and Group 2b.

 


 

Identification checking process

 

The applicant must provide a range of ID documents as part of the DBS application process. You must only accept valid, current and original documentation; you must not accept photocopies or documentation printed from the internet e.g. online bank statements.

 

The identity checking process must validate the applicant's name, date of birth and current address as recorded on the DBS application form.

 

The document confirming the applicant's address should preferably be a utility bill, bank statement or financial statement. The driving licence should not be used for this purpose.

 

Where the applicant declares a previous change of name they should endeavour to supply documentary proof to support the change of name e.g. marriage certificate or Deed Poll.

 

Non-UK versions of some forms of ID can be used, however, a non-UK driving licence is only valid if the applicant is residing outside of the UK at the time of application.

 

Route 1

ALL APPLICANTS MUST INITIALLY BE CONSIDERED FOR ROUTE 1

Can the applicant produce a Group 1 document?

If yes, then the applicant must produce three documents:

  • One document from Group 1 (refer to the list of Valid Identity Documents); and

  • ​Two further documents from Group 1, 2a or 2b, one of which must verify their current address,

If no, then the applicant must go to Route 2.

EEA Nationals (Non-UK):

Where an EEA National has been resident in the UK for five years or less, you should validate identity via Route 1 through the checking of a current passport or current UK photocard driving licence plus two further documents. In the absence of a Group 1 document, you must satisfy yourself with a valid reason for using Route 2.

Non-EEA Nationals

All non-EEA Nationals should be validated via Route 1. Routes 2 and 3 do not apply for non-EEA Nationals.

 

Route 2

The applicant must produce three documents from Group 2 comprising

  • One document from Group 2a; and

  • Two further documents from Group 2a or 2b, one of which must verify their current address

Verifile will conduct an appropriate external ID validation check using a variety of databases as defined by the DBS to establish the applicant's name and living history footprint in the UK. A nominal £4 charge will be added to the cost where this option was required.

The external ID validation check will provide a Pass / Fail answer. Pass means that the DBS will now accept the application and Fail means further documents must be obtained from the candidate. You should also conduct an interview to fully understand why the ID has not been confirmed so far and proceed with Route 3 only if you are satisfied with the reasons provided by the applicant.

 

Route 3


Route 3 is only permitted where applicants failed both Route 1 and Route 2 (the external ID check). If the applicant cannot meet the requirement of Route 1 or Route 2, you should have a discussion with them to establish why they could not meet these requirements and whether there has been a recent or previous change of name that has not been declared.

The applicant must produce:

  • Birth Certificate (UK and Channel Islands) issued after the time of birth by the General Register
    Office/relevant authority i.e. Registrars - Photocopies are not acceptable; and

  • Four further documents from Group 2 comprising:
    - One document from Group 2a; and - Three further documents from Group 2a or 2b, one of which must verify their current address

 


 

Summary

 

If the applicant cannot provide the three ID documents to satisfy Route 1, the application will guide them to provide a total of five documents; one document from Group 2a and a further four from 2a or 2b, one of which must verify their current address e.g. utility bill. Verifile will use these five ID choices to verify the application to follow Route 2 in conjunction with the external ID validation service. If Route 2 cannot be satisfied then Route 3 will be followed.



If the applicant's identity cannot be established in accordance with DBS ID guidelines then they will be asked to give their consent to have their fingerprints taken in line with the current procedure. You should be aware that this will require attendance by the applicant at a Police Station at an appointed time, and may add delay into the overall application process.

 

Group 1 - Primary Trusted Identity Credentials

  • Current valid passport

  • Biometric residence permit (UK)

  • Current photocard driving licence (UK) (full or provisional) Isle of Man /Channel Islands, with the associated counterpart licence

  • Birth Certificate (UK and Channel Islands) - issued at the time of birth; full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces

Group 2a - Trusted Government/State Issued Documents

  • Current UK driving licence (old style paper version)

  • Current non UK photo driving licence (valid only for applicants residing outside of the UK at the time of application)

  • Birth Certificate (UK and Channel Islands) - issued after the time of birth by the General Register Office/relevant authority i.e. Registrars - photocopies are not acceptable

  • Marriage/Civil Partnership Certificate (UK and Channel Islands)

  • Adoption Certificate (UK and Channel Islands)

  • HM Forces ID Card (UK)

  • Fire Arms Licence (UK and Channel Islands)

Group 2b - Financial/Social History Documents

Mortgage statement (UK or EEA)** (Non EEA statements must not be accepted)

  • Bank/Building Society statement (UK or EEA)* (Non EEA statements must not be accepted)

  • Bank/Building Society account opening confirmation letter (UK)

  • Credit card statement (UK or EEA)* (Non EEA statements must not be accepted)

  • Financial statement ** e.g. pension, endowment, ISA (UK)

  • P45/P60 (UK & Channel Islands)**

  • Council Tax statement (UK & Channel Islands) **

  • Work Permit/Visa (UK) (UK Residence Permit) **

  • Letter of sponsorship from future employment provider (non UK/Non EEA only - valid only for applicants residing outside of the UK at time of application)

  • Utility Bill (UK)* - not mobile telephone

  • Benefit Statement* e.g. Child Allowance, Pension

  • A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)* e.g. from the Department for Work and Pensions, the Employment Service, Customs & Revenue, Job Centre, Job Centre Plus, Social Security

  • EU National ID Card

  • Cards carrying the PASS accreditation logo (UK and Channel Islands)

  • Letter from Head Teacher or College Principal (16/17 year olds in full-time education) only used in exceptional circumstances when all other documents have been exhausted

Key

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

 


 

The following documents are no longer accepted by the DBS as a form of identification

 

  • NHS Card (UK)

  • National Insurance Card (UK)

  • Exam Certificates e.g. GCSE, NVQ, O Levels, Degree

  • TV Licence

  • Insurance Certificate

  • Disclosure Scotland Certificate

  • DBS Disclosure Certificate

  • Vehicle registration document

  • Addressed payslip

  • General Medical Council (GMC) Certificate

  • Connexions card

  • Mail order catalogue statement/card statement

  • Store card statement

  • Court claim form (UK)

  • Documentation issued by Court Services

  • Mobile phone bill

  • Convention Travel Document (CTD) Blue

  • Certificate of Identity (CID) Brown

  • Stateless Person's Document (SPD) Red

  • Application Registration Card (ARC)

  • Certificate of British Nationality (UK)

Source: Gov Website