DBS ID Checkers Checklist plus annotated guidance V 4

Checking Identification for DBS purposes – TO BE COMPLETED BY THE ID CHECKER
The DBS requires the appointing officer to verify someone's identity by seeing them in person with certain
documents – you should ensure that the documents are originals and not copies and that you are happy that
they have not been tampered with. Please tick below to show which identification you have seen and
then sign to confirm that you are satisfied that the ID documents are original, they have not been
tampered with, and confirm the true identity of the applicant.
Route One:
All applicants must initially be considered for Route One.
The applicant must produce 3 documents, 1 of which must be from group 1.
Can the applicant produce a Group 1 document? If yes then continue, if no then go to Route Two.
1 document from Group 1 and
2 further documents from Group 1 or 2a/b; one of which must verify their current address.
NOTE: EEA Nationals (non-uk)
Where an EEA National has been a resident in the UK for five years or less, then you should validated identity
via Route One through the checking of a Current Passport or Current UK Driving Licence (Photo card &
Counterpart only) plus 2 further documents. In the absence of a group 1 document you must contact the DBS
NOTE: Non-EEA Nationals
All Non-EEA Nationals should be validated via Route One only.
Route Two:
The applicant must produce:
 3 documents from Group 2a/b comprising of;
 1 document from Group 2a; and
 2 further documents from Group 2a or 2b; one of which must verify their current address.
 Use an external ID Validation Service – Please contact the DBS Team & they will complete this for
Route Three:
You must have exhausted Route one and should have contacted the DBS team to obtain an external
validation check (Route Two) before you consider processing them via Route Three.
The applicant must produce:
 A UK birth certificate (Issued after time of birth only); and
 4 further documents from Group 2a/b comprising of:
 1 document from Group 2a; and
 3 further documents from Group 2a or 2b; one of which must verify their current address.
If the applicant fails to produce the required document set at Route Three, they will need to go for
fingerprinting. This may add delay into the overall application process.
For this process you will need to put NO into Section W, question 59 on the DBS application form.
Please note that DBS will reject the form as you have put NO into this box, but if you return it again to
them they will not reject it a second time (This is due to the amount that DBS receive with NO marked
in error).
V.4 17/05/2013 DBS Team
Applicants Name:
List of Valid Identity Documents
Group 1 – Primary Trusted Identity Credentials
 Current valid Passport
 Biometric Residence Permit (UK) (Formerly known as ID card for foreign nationals).
 Current Driving Licence (UK) (Full or provisional) Isle of Man /Channel Islands; Photo card with
Counterpart ONLY; except Jersey.
 Birth Certificate (UK & Channel Islands) - issued at time of birth; Full or short form acceptable. (Not a copy
of the birth certificate).
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 time of
 Birth Certificate (UK & Channel Islands) - issued after time of birth.
 Marriage/Civil Partnership Certificate (UK & Channel Islands)
 Adoption Certificate (UK & Channel Islands)
 HM Forces ID Card (UK)
 Fire Arms Licence (UK & 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 Statement **(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 & Channel Islands)
 Letter from Head Teacher or College Principal (16/17 year olds in full time educations (Only used in
exceptional circumstances when all other documents have been exhausted.
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.
Please note that print-offs of 'online statements' are not acceptable.
Address ID must be from a document that is less than three months old, and cannot be the driving
Identification documents seen by:
Job Title
Contact Number
Cost Centre (if WCC)
V.4 17/05/2013 DBS Team
Counter-Sig/ID Checkers - Example of completed DBS application form
Check any middle
names against driving
licence if provided.
Month and
year only
Forenames must be
completed for each
previous surname.
(& vice-versa)
Check and cross a1-a3
& a14, against ID. Check
& cross a21, a23 & a25 if
ID given.
Month and
year only
Make sure
gaps are in
the correct
Check & Cross
against address ID
No Gaps in address
history but they can
Please see driving
licence guidance.
Check full
details are
inputted if
answered yes
A30 – Very Unlikely
they will have this.
V.4 17/05/2013 DBS Team
to Sign
X61: Line 1: please tell us which workforce
they will be working with:
 Child Workforce
 Adult Workforce
 Child and Adult Workforce
Please remember to complete the two
'Registered Body use only' boxes in
sections A and B when the Identity documents
are checked.
Please make sure the correct ID has been seen
– see separate ID guidance. If they have put
yes to Passport or Driving licence but can't give
document details then they need to obtain this
before we can send the DBS application off.
Please complete part W & X
PART Y – counter-sig to complete
Please complete in BLACK ink & BLOCK
If a mistake has been made when entering
details you may put a line through the error and
enter the correct information if there are
enough empty boxes (or use an additional
information sheet.) Same with Dates – put it to
the right of the boxes (in the correct date
If a mistake as been made when placing a
cross in a box, you must place a cross in the
correct box and circle the correct box. DO NOT
Strike through the incorrect box.
Please return completed forms to Counter-sig
DO NOT send them straight to DBS.
58 & 59 to be
completed by
ID Checker
X61. First line please tell us which workforce they
will be working with (See guidance top right)
Second line is the Position title, which can be a max
of 30 characters including Spaces.
Please make
sure all details
are completed
to the
specifications of
the candidates'
Part Y –
part ONLY
V.4 17/05/2013 DBS Team