DBS E-BULK
USER GUIDE
Updated July 2015
DBS E-BULK
USER GUIDE
CONTENTS
Introduction / Overview of Process
PAGE
3
Step 1 - Initiating a DBS application
5
Step 2 - Applicant applies for DBS check
7
Step 3 - Evidence checking
9
Step 4 - DBS Team / Countersigning
10
Step 5 - DBS H.Q.
13
Step 6 - DBS disclosure result
14
Reports
16
Useful contacts
18
Appendix 1
19
2
Introduction
E-bulk is an electronic interface which allows DBS forms to be completed and
submitted online; eliminating the need for paper DBS forms. The e-bulk
system is available to Registered Bodies who submit more than 3,000
applications a year.
The use of e-bulk brings a number of benefits, one of the biggest being the
reduction in time DBS applications will take to be processed. This is mostly
due to the fact that there will no longer be a need to use postal or courier
services. The post handling stage at the DBS will also be cut out completely
therefore the DBS will be able to begin their searches within 24 hours of
receiving the form.
Electronic application forms will mean fewer errors made compared to paper
forms, therefore reducing the number of delays caused by mistakes made on
the forms.
Overview of Process
Once an e-application is created the applicant will receive an email asking
them to complete the DBS form. The applicant then completes the form online
either at their workplace or at home. After they have provided sufficient
identity documentation to an evidence checker who can verify the individual's
identity, the DBS form will be submitted to the IBC Vetting Team for
countersigning.
Once the application has been countersigned the electronic form is sent
automatically to the DBS who will carry out their checks. When the process is
complete, the Manager/Head Teacher receives an automated email
notification informing them of the result.
The applicant receives a paper copy of the disclosure, which they should keep
for future records.
The e-Bulk system will automatically update an individuals SAP HR record
with the Disclosure number and date of issue.
If an applicant does not have access to the internet / an email address, then a
paper DBS form can still be completed.
3
Process Flow
Initiator
Applicant
DBS
CRB
HCC
IBC
Vetting
Team
Evidence
Checker
Applicant
CRB H.Q.
DBS
H.Q.
Headteacher /
Manager
Step
1
2
3
4
5
6
Activity
Initiator
The first stage of the process is to access the initiation module to
create an application form for the applicant to complete.
Applicant
The applicant will receive an email containing instructions for
completion along with a unique link to access their on-line
application form.
Evidence Checker
The evidence checker will view a number of documents to verify
the applicant’s identity (face-to-face).
IBC Vetting Team
The IBC’s Vetting Team (based in H.R.) will receive and check the
application on-line. If correct, they will forward it to the DBS H.Q.
for processing.
DBS H.Q.
The DBS H.Q. receives the application electronically for
processing. They will check the Police National Computer and any
other relevant lists (ie. Children's / Adults Barred List) before
issuing the disclosure certificate.
DBS Disclosure Result
A disclosure certificate is issued and sent to the applicant. The
Manager / Head Teacher receives an automatic e-mail notification
informing them that the either a positive or negative Disclosure has
been issued for the applicant.
4
Step 1 - Initiating a DBS application
Purpose of module
The first stage of the process is to create an application form for the applicant
to complete. The module captures key information about the applicant,
including:




Applicant's contact details
Job title and type of DBS check required
Contact details of the evidence checker and manager for automated
emails to be sent by the e-bulk system
A DFE number or cost centre number for invoicing purposes
Top Tips
 If you are unsure of a certain question, you will usually find a help
"button" which you can hover your cursor over to give you an
explanation of what is required. Help buttons look like this:
 Enter the applicant's first name and surname in full rather than
using abbreviations. E.g. If the person's name is "Stephen", do not
enter "Steve".
 Be careful when entering the applicant's email address. If it is
entered incorrectly, the initiator will receive a "Mail Undelivered"
message to their own email inbox and they will have to initiate a fresh
application form for the individual.
 The job title can only be 60 characters long (which includes the
Work Force, and spaces). The Work Force selected is automatically
populated as part of the job title, so you don’t need to add it again. The
job title should reflect what the person is doing, and where. e.g. If
someone is a Cleaner, then make it clear as to the setting /
environment where they will work. e.g. "School Cleaner".
The DBS carry out checks for many different organisations, so to
explain the setting helps the DBS determine what information to
disclose.
Applications for school’s
To enable a consistent approach across Schools, the most common
job titles to use can be found in Appendix 1. In the interest of keeping
the job title simple, it is not necessary to include the full detail of the
role (ie. it is not necessary to put 'Maths' or 'Key Stage 2' next to the
word 'Teacher').
 To allow the email trails to work, details of the evidence checker,
manager and initiator are required. Some staff will be able to input the
Hantsnet ID into the relevant box, select ‘complete details’ and the
contact information will populate automatically. If the information does
5
not populate automatically, or if the information that has been
populated is incorrect, then the user can enter the information
manually.
* For schools, the manager must be the Head Teacher
IMPORTANT: All contact details (including email addresses and
telephone numbers) must be entered; otherwise the system will not
work correctly.
 Welsh application forms - An employer is obliged to offer applicants
the opportunity to have a blank application form in the Welsh language.
If this is the case, please contact the IBC Vetting Team by raising an
enquiry form in ESS Lite who can request one for you.
What happens next?



Once the initiator completes the initiation module, the applicant will
receive an email containing instructions for completion along with a
unique link to access their on-line application form.
They have 14 days to access their unique link; otherwise a fresh
application form must be initiated. A reminder email is sent to the
applicant after 10 days if they have not completed the form.
The evidence checker receives an email alerting them that a DBS
application form has been sent to an applicant for completion, and that
they will contact the evidence checker upon completion of the form, to
arrange a convenient time to bring in their original I.D. documents for
face-to-face validation.
6
Step 2 - Applicant applies for DBS check
Purpose of module
The applicant will receive an email containing instructions for completion
along with a unique link to access their on-line application form. The
instructions will ask them to ensure they have certain information 'to hand'
before completing the form.
Applicants will not need to set up any kind of user-name or password to
complete their application form; they will just need to access their own inbox
from the e-mail address they provided.
Top Tips
 If the applicant is unsure of a certain question, they will usually find
a help "button" which they can hover their cursor over to give them an
explanation of what is required. Help buttons look like this:
 The DBS has a confidential process for Transgender Applicants
who do not wish to reveal details of their previous identity to the person
who asked them to complete a DBS form. Applicants are informed to
contact the DBS’s Sensitive Applications Team on 0151 676 1452 for
advice or e-mail them at sensitive@dbs.gsi.gov.uk.
 Applicants can only access the form once. They cannot save
any information and cannot come back to the form at a later stage.
They need to complete the form in one sitting.
 Applicants have a total of 14 calendar days to complete their form.
After 10 calendar days, they will be sent an automatic reminder to
complete. If they have not completed after 14 days, their link to the
application form becomes invalid and a new form must be initiated and
sent to them through the system.
 If the applicant is unable to complete the form themselves (e.g. due
to a disability), they are asked in their original email to contact the IBC
Vetting Team who are required by the DBS to record who has helped
the individual and why.
 It is recommended that applicants complete the form
themselves, however if you wish to help the applicant complete
the form, by entering their data for them, then you must follow the
same route of contacting the IBC Vetting Team in the first
instance.
 A pink error message will occur if the applicant does not submit all
of the required information. Due to the way the complex validations
work behind the form, error messages will not appear until the form has
7
been submitted. The applicant is then required to move through each
screen until they reach the relevant screen, and correct the error, which
will have a pink asterix and a reason for the error. Applicants have to
re-confirm the declaration screen on the final page, as new data will
have been added to the form at this point.
What happens next:


Once the applicant completes the application form, they will receive an
email confirming receipt of the information and asking them to make
contact with the named evidence checker to make an appointment to
view their ID documents face-to-face.
At the same time, the evidence checker receives an email alerting
them that a DBS application form has been completed, and that the
applicant has been asked to contact them to arrange for them to view
their original ID documents face-to-face.
8
Step 3 - Evidence checking
Purpose of module
The evidence checker will use this module to record they have viewed
sufficient original documentation to verify the applicant's true identity (face-toface).
Evidence checkers can access the individual's application in either of two
ways:
i) By selecting the “Evidence Checking Process" button on the
left-hand menu within the e-bulk system and subsequently
selecting the relevant application.
or
ii) using the link in the email which was sent to them once the
applicant had completed their form (please note that this link
may not work for certain users)
Top Tips
 If you are unsure of a certain question, you will usually find a help
"button" which you can hover your cursor over to give you an
explanation of what is required. Help buttons look like this:
 When the evidence checker has opened the application, they will
initially see the fully completed application form. When the evidence
checker continues past this initial screen, they cannot go back to
view the application form again.
This is an important stage in the process as the evidence checker must
compare the information on the completed form with the original ID
documents they have been handed - to ensure they match.
The evidence checker must check the Surname and Forenames
have been entered accurately, and in the correct fields (e.g. that
the applicant’s surname has not been entered into the Forename
field).
Specifically, ID documents must match the data entered in these main
areas:
 Current full name
 Current address
 Date of birth
as the module will ask the evidence checker to declare they have
established the true identity of the applicant.
9
 Driving Licence - if the applicant has supplied driving licence
details, the evidence checker must check:
i) the applicant's date of birth matches the date of birth within the
driving licence number.
ii) the applicant's first name(s) are represented by matching
initials within the driving licence number.
Example driving licence number for Christine Josephine
Robinson with a date of birth as 02/07/1975:
S
S
S
S
R O B I
S
Y
M
M
D
D
Y
I
I
C
C
C
C
C
N 7 5 7 0 2 5 C J
9
9
9
0
1
S = 1st five letters of the surname (if the surname begins MAC or MC it
is treated as MC for all). In this case 'ROBIN'
Y = YEAR of birth.
M = MONTH of birth.
In the case of a female, the number represented by the first M
will have the value 5 added to the first digit e.g. a female born in
November (i.e. 11) would display '61' in the MM boxes.
If born in February (i.e. 02) then the MM boxes would display
‘52’.
D = DAY of birth.
I = Initial letter of the first two forenames - if the applicant does not
have a middle name, a '9' will replace the second letter. If the licence
indicates that the applicant has a middle name, ensure that one
has been provided on the individual's application form.
C = Computer generated.
 If the ID documents do not match, then they cannot be accepted,
and another document which does match must be requested from the
applicant.
 The evidence checker cannot make changes to the individual's
application form. If the individual's application form is found to be
incorrect, then a new application form must be initiated and completed.
 If an application is found to be incorrect, then it should be deleted
and a fresh application initiated for the applicant to complete.
 The evidence checker is required to "Add" the ID they have viewed,
to a 'shopping cart', using pull-down menus on the screen. There are
three pull-down menus: one for Group 1 ID documents, one for Group
2a ID documents and one for Group 2b ID documents.
 ID documents must be selected from the pull-down menu, and
added individually to the shopping cart, by selecting the "Add" link.
As documents are added to the cart, they will appear in the
Identification Documents Basket.
10
 As well as adding ID documents to the basket, the evidence
checker can also select to remove them (e.g. if they have been added
in error). They can be removed by selecting the "Remove" link next to
the item. Items can only be removed at this stage, and not once the
evidence checking module has been completed.
What happens next:



The DBS application form will be automatically sent to the system's
Countersignatory Process module on E-Bulk.
The IBC Vetting Team monitor the Countersignatory Process module
throughout the day, and will carry out a final check on the application
form, before submitting it electronically to the DBS's headquarters.
If there is a problem with the application form, the IBC Vetting Team
will contact the named evidence checker in the first instance.
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Step 4 - Countersignatory Module
Purpose of module
This module is inaccessible to staff that are not countersignatories.
The IBC Vetting Team (based in H.R.) will receive and initiate a final check of
the application on-line. If correct, they will forward it to the DBS H.Q. for
processing. If errors are found, the team will contact the named evidence
checker directly.
Top Tips
 If you are unsure of a certain question, you will usually find a help
"button" which you can hover your cursor over to give you an
explanation of what is required. Help buttons look like this:
 This is a critical stage in the process as the Countersignatory
must ensure the form has been accurately completed and the correct
number of ID documents have been seen to verify identity.
 The Countersignatory must check the Surname and Forenames
have been entered accurately and in the correct fields
 The Countersignatory will be asked to enter an Administration Fee
where applicable.
 The Countersignatory's unique countersignatory number will be prepopulated for ease.
 The Countersignatory will be asked to declare the application is true
to the best of their knowledge, and that the DBS check is being
requested for a role which legally requires one.
What happens next:

The DBS application is sent electronically to the DBS for processing.
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DBS
Step 5 – DBS H.Q.
Purpose of module
The DBS H.Q. receives the application electronically for processing.
Process
 The DBS receive and validate the application, check the Police
National Computer, and where applicable, carry out a check of the
barred lists. The records held by the police are then searched. Once
the process is complete a disclosure certificate is issued and sent to
the applicant.
 For Enhanced Level checks, the DBS check against the following
databases:



The UK Police National Computer which holds records of
convictions, cautions, reprimands and warnings.
Information from the list held under Section 142 of the
Education Act 2002) - which contains a list of people who
have been barred from working with Children.
The national Children's Barred List held by the UK's
Independent Safeguarding Authority (if requested by the
Initiator at the start of the process).


The Adults’ Barred List held by the UK’s Independent
Safeguarding Authority (if requested by the Initiator at the start
of the process).
Local police force intelligence based on where the individual
has resided over the last 5 years.
What happens next:


When a positive or negative Disclosure is issued, the Disclosure
number and date of issue is automatically transferred electronically
from the DBS H.Q. to the E-Bulk system.
In both cases (clear or positive) the individual will always receive a
printed disclosure certificate. The DBS send this to their current home
address as given on their application form.
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Step 6 - Disclosure Result
Purpose of module
A disclosure certificate is issued and sent to the applicant.

Negative (clear) Disclosures
o If the resulting DBS disclosure carries no information regarding
convictions etc. then the IBC Vetting Team will receive the
disclosure certificate information electronically. An automated
email will be sent to the Manager / Head Teacher.
o Where the individual is paid through HCC's SAP Payroll system,
the Disclosure number and date of issue will be uploaded
automatically to the individual's SAP record.

Positive Disclosures
o If the resulting DBS is positive an automatic email will be sent to
the Manager / Head Teacher notifying them. The Manager /
Head Teacher will need to view the Disclosure and complete a
risk assessment.
o As a positive disclosure should not be accepted until a risk
assessment is carried out, the e-bulk system does not
automatically update the Disclosure number and date of issue
onto the individual’s SAP record.

In both cases (clear or positive) the DBS send a Disclosure certificate
to the applicant's current home address as given on their application
form.
What happens next:



If the individual informs you that they have not received their copy of
the Disclosure certificate, they can request a reprint of the certificate by
going to the DBS website www.gov.uk/DBS
It is the manager / Head Teacher’s responsibility to view the individual's
Disclosure to check the details contained on their certificate are
accurate. If personal details contained on a Disclosure certificate are
inaccurate, this will invalidate the Disclosure.
Mistakes will only be rectified by the DBS within three months of the
Disclosure being issued. After this time the DBS will not rectify
mistakes, and a fresh application will need to be made, with any cost
being incurred by the department / school.
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
To dispute any inaccurate information contained on their Disclosure
certificate, the applicant can contact the DBS on 03000 200 190
Alternatively this can be done electronically on the DBS’ website:
http://www.direct.gov.uk/en/Employment/Startinganewjob/DG_195821

Schools will be required to add the disclosure number and date of
issue to their ‘Single Central Record’.
15
Reports
Purpose of module
Reports are available to help you monitor your DBS applications. The reports
will be specific to your school. The reports module can be selected from the
left-hand menu - "eCRB Application Reports".
Top Tips
 Reporting for a specific period can be carried out by selecting "Date From"
and "Date To" at the top of the screen. Reports are generated according to
the date the application was originally initiated
 In addition to viewing the report on screen, all reports can be exported to:

Excel (to allow users to manipulate or filter certain columns if they
wish).

Acrobat PDF file (to allow users to send the report to others
electronically, but prohibit the recipient to edit the data in the report).
There are 3 reports you can us:
1) Applications Outstanding


This report will give you a snapshot of which DBS applications are
outstanding for your department / school.
The report carries several headings which include :
 Applicant Name
 Stage (Application / Evidence Checking /
Countersignatory)
 Since Date (to indicate how long the application has been
sitting at that stage
 DBS Reference Number (starting with ‘E’)
2) Track Specific Application


This report allows you to track a specific application in the system.
The report carries several headings which include :
 Applicant Name
 Stage (Application / Evidence Checking /
Countersignatory)
 Applicant's date of birth
16


 DBS Reference number (starting with ‘E’)
Users must input the applicant's first name and surname in order to run
the report
If an application has been sent to the DBS H.Q. for processing, then
you can use the DBS’ on-line tracking service to check its progress :
https://secure.crbonline.gov.uk/enquiry/enquirySearch.do
To use the DBS’ on-line tracking service, you will need the following:


The applicant's date of birth
DBS Reference number (starting with ‘E’)
Both of these can be found on the report itself.
3) Time Scale Report


This report allows you to identify how long specific stages are taking,
and to measure the total time taken from an application being initiated
to the receipt of the disclosure.
The report carries several headings which include :
 Applicant Name
 Date Initiated
 Disclosure Issue Date
 Total Days
17
Useful contacts
IBC Vetting Team
If you have a query, you should raise an ‘enquiry’ in ESS lite.
Website information: http://www3.hants.gov.uk/checks-vetting.htm
DBS
Telephone:
03000 200 190
Website information:
www.direct.gov.uk/crb (Applicants)
www.homeoffice.gov.uk/crb (Corporate Information)
www.businesslink.gov.uk/crb (Registered Bodies)
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APPENDIX 1
JOB TITLES – Examples that School’s can use
The key is to show what the applicant will be doing and where they will be
carrying out the role, to give a clear indication of why the applicant is eligible
for a DBS check.
Employees
Primary School Head Teacher
Secondary School Head Teacher
Primary School Deputy Head Teacher
Secondary School Deputy Head Teacher
Primary School Teacher
Secondary School Teacher
School Sports Coach
School Supply Teacher
School Learning Support Assistant
School Admin Officer
School Admin Assistant
School Supervisory Assistant
School Site Manager
School Caretaker
School Cleaner
School Clerk to Governors
School Play worker
School Adult Education Tutor
School Technician
School IT Apprentice
School Exam Invigilator
One to One Tutor in School
Volunteers
Classroom Volunteer or Classroom Helper
Volunteer on School Trips
School Governor
School Swimming Helper
School Club Helper
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