Guide to completing the CRB Disclosure application form ...

2012 September- Guide to completing the CRB Disclosure application formDiocese of Leeds - Guide to completing the CRB Disclosure application formThe advice given here is correct as at 21 September 2012. Please note that there have been substantialchanges from earlier advice on this matter. For a larger-print version of this guide, please contact theSafeguarding Office; if you have only a monochrome printer, just ask for a ‘colour’ version.Introduction1. Please read the instructions on the front of the CRB form - and this Guide - carefully before you begin. Ifyou would like any help in completing the form, contact the Safeguarding Office.2. Please consider completing the form for your applicants, and then ask them to check and sign it. The formcan seem quite daunting to applicants when they meet it for the first time. If you complete it for them you willquickly become familiar - and confident - with it, and able to complete it without error. The applicant mustthen check it carefully before they sign it.3. The boxes on the form are very small, and require very neat writing. If you can develop and keep to a styleof writing (PRINTING) such as the capital letters at the foot of page 1 of the form it will save the form beingreturned to you - and will reduce the chances of an incorrect Disclosure being issued. This really doesmatter - please make every effort to complete the form in very clear PRINTING.4. The CRB has published an Applicant’s Guide to Completing the CRB form, which is available from theirwebsite at http://www.homeoffice.gov.uk/publications/agencies-public-bodies/CRB/crb-application-formguidance/applicant-guidance?view=Binaryor on request from the Safeguarding Office.Routes to ID VerificationThe CRB has defined three Routes to ID Verification.Route 1 ID verification is the simplest, and is always to be preferred, where possible. The applicant will qualifyunder Route 1 if:they have at least one document from Group 1they have two other documents from Group 1 or from Group 2a/2bat least one of the documents shows their current addressat least one of the documents shows their date of birththere is documentary evidence of any change of surname- but see the guidance on page 3 on completing lines A20 – A27- and be aware that evidencing a change of surname may require the use of a Group 2 document(e.g. marriage certificate).Route 2 ID verification is available to applicants who do not have a Group 1 document. This Route should onlybe used when Route 1 is not available. The applicant will qualify under Route 2 if:they have at least one document from Group 2athey have two other documents from Group 2a or Group 2bat least one document shows their current addressat least one of the documents shows their date of birththere is documentary evidence of any change of surname- but see the guidance on page 3 on completing lines A20 – A27- and be aware that the Safeguarding Office will validate their identity using an online ID validation service.There are further details of the online ID validation service at page 5 below.For a list of documentsin their Groups – seepage 2.Route 3 ID verification is available to applicants who do not have sufficient documents to qualify for Route 1 orRoute 2, and includes an interview with the Diocesan CRB Countersignatory in Leeds. For further details ofRoute 3, please contact the Safeguarding Office.The ID documents required for Routes 1 and 2 are shown on the Leeds Diocese ID form, and on page 2 below.Ask to see the applicant’s ID documents before you put pen to paper. If all the documents are available, goahead with completing the form. If they are not, arrange to see the applicant at another time.There are new rules on checking the small boxes to the right of lines A20 - A27, where questions are askedabout national insurance number, driving licence and passport. Please take particular note of these new rules.Page 1 of 5

2012 September- Guide to completing the CRB Disclosure application formGroup 1 Documents – Primary Trusted Identity CredentialsIf you have one of these Group 1 documents, and two further documents from either Group 1 or Group 2a or 2b,then you qualify for Route 1 identity verification.1 Passport - Current and valid23Driving licence –Current and validBirth Certificate –Issued at time of birthFull or provisionalPhotocard version onlyFull or short form4 Biometric Residence Permit UKUK and EEANon-EEAUK, Isle of ManChannel Islands(EEA = EU + Norway, Iceland, Lichtenstein)If accompanied by Biometric Residence Permitor current Work Permit/VisaMust include paper counterpart – except JerseyUK, Channel Islands, or UK authorities overseas (eg BFPO)Group 2a Documents – Trusted Government/State Issued DocumentsIf you have no Group 1 document, but you have one document from Group 2a and two further documents from eitherGroup 2a or Group 2b, then you qualify for Route 2 identity verification - which includes ID validation by an external service.1 Driving licence - Current and valid Old style paper version UK2 Driving licence - Current and valid Photocard version - Full Non-UK3 Birth Certificate - Issued after time of birth Full or short form UK, Channel Islands4 Adoption Certificate UK, Channel Islands5 Fire Arms Licence UK, Channel IslandsValid up to 12 months after arrivalin UK, and for those residingoutside UK at time of application6Marriage CertificateCivil Partnership CertificateUK, Channel Islands7 HM Forces ID Card – Current and valid UKGroup 2b Documents – Financial/Social History Documents1 Mortgage Statement Issued within past 12 months UK, EEA2 P45/P60 Statement Issued within past 12 months UK, Channel Islands3 Financial Statement, eg pension, endowment, ISA Issued within past 12 months UK4 Council Tax Statement Issued within past 12 months UK5 Work Permit/Visa Valid up to expiry date UK6 Credit Card Statement Issued within past 3 months UK7Bank/Building Society Statement orAccount Opening Confirmation LetterIssued within past 3 months8 Benefit Statement, eg Child Allowance, Pension Issued within past 3 months UK910Utility Bill - electricity, gas, water, phone -not mobile phone contractIssued within past 3 monthsDocument from Central or Local Government or Government Agency orLocal Authority giving entitlement eg Dept for Work& Pensions;Employment Service; Customs & Revenue; Job Centre/Plus; SocialSecurityIssued withinpast 3 months11 EU National Identity Card EU12 Cards carrying the PASS accreditation logo UKUKUKUK, Channel Islands13 Letter of Sponsorship from future employment provider Non-UK, non-EEA only1. Documents printed from the Internet are not acceptable.2. Photocopies are only accepted when producedwith the original.14 Letter from Head Teacher or College Principal For 16-19 year olds only, when no other documents are available; UK only.Show all documents used to establish identity on page 2 of an ID Verification Form dated AUG 2012. The applicant mustcomplete and sign page 1 of that form; the parish rep signs page 2. Enclose photocopies of all ID documents used.In all cases:♦ at least one document must evidence the date of birth♦ at least one document must evidence the current address♦ the current name must be confirmed♦ there must be evidence of any previous change of surname.For Route 2 online identity verification checks:the applicant must supply either♦ their bank sort code and account numberor♦ their electricity supply number.Page 2 of 5

2012 September- Guide to completing the CRB Disclosure application formSection AA1 - A4A5 - A7A8 - A10A11 - A13A14 - A17A18 - A19A20 - A21A22 - A23A24 - A27Complete all lines.If any other names have ever been used, always complete bothsurname and forename, even if the forename is the same as A3.If no other names have ever been used, leave them blank.If you use lines A7, A10 or A13, note the style of date required,which is: MM YYYY.Complete all lines. Note that A17 asks for Country, not county.May be left blank.If the applicant has a national insurance (NI) number then theymust answer Yes and provide the number.The NI number has a letter/number/letter format with two letters,then six numbers, then (usually) one letter: eg AA123987DIf the applicant has a NI number, but despite their best effortscannot produce it, then answer Yes to A20, leave A21 blank, anduse the Additional Information section of the CRB’s ContinuationSheet to explain why the number cannot be produced.If the applicant holds a valid driving licence they must answer Yesand provide the number. If the applicant does not have a validdriving licence, answer No and leave line 23 blank. The ‘drivinglicence number’ asked for is actually the ‘driver number’ whichbegins with the first five letters of the driver’s surname. Completeevery box on the line.If the applicant has a valid driving licence, but despite their bestefforts cannot produce it, then answer Yes to A22, leave A23 blankand use the Additional Information section of the CRB’sContinuation Sheet to explain why it cannot be produced.A driving licence can be used as evidence of address even when itis more than three months old.If the applicant holds a valid passport they must answer Yes andcomplete lines A25 - A27. If they do not have a valid passport,they must answer No and leave lines A25 - A27 blank.If the applicant has a valid passport, but despite their best effortscannot produce it, then answer Yes to A24, leave A25 - A27 blankand use the Additional Information section of the CRB’sContinuation Sheet to explain why it cannot be produced.When you have verified the informationin lines A1 - A3, and A14, then crossthe two small boxes (a1 - a3 verified,and a14 verified) under the headingregistered body use only.Documentary evidence is required forall changes of surname.If the document containing the NInumber, or the driving licence, or thepassport, is not being used as part ofthe ID verification then leave blank therelevant small boxes (a21 - a25verified) under the heading registeredbody use only.If the document containing the NInumber, or the driving licence, or thepassport, is being used as part of theID verification, then cross the relevantsmall boxes (a21 - a25 verified) underthe heading registered body use only.A28 - A31Leave blank - even though two of them have the yellow shading of a Mandatory field.In the small box to the right headed registered body use only the parish rep marks with a cross those items which theyare using as evidence of identity and which they have verified by sight of original documents.Section BB32 - 35B36B37Complete all lines - except that B34 is optional.Complete this line with UNITED KINGDOM.Complete this line – but note the date format required, which is MM YYYY.In the small box to the right headed registered body use only the parish rep marks a cross to show that they have verifiedthe applicant’s current address by sight of original documents.Page 3 of 5

2012 September- Guide to completing the CRB Disclosure application formC38 - C43C44 - C49Section CComplete these lines if the date shown at line B37 does not goback a full five years from the date of the application.If these lines are needed, complete all six (C38 - C43, and ifnecessary, C44 - C49) for each address (County optional).For further addresses, use the CRB’s Continuation Sheet.Students may use home addressrather than college address(es).For applicants who have livedabroad, write ABROAD in lines C38and/or C44, show the country in lineC42 and/or C48, and the dates inlines C43 and/or C49.Where possible, seek evidence ofprevious addresses.Section DD50 - D54Leave blank, even though one of them has the yellow shading of a Mandatory field.Section EE55 - E57Complete all lines. (Applicants have answered a similar question on their SSD.)W58 - W59Section WIf the applicant has qualified under Route 1, then the Parish Safeguarding Representative(ID Verifier) completes both lines.If the applicant has qualified under Route 2, then the Parish Safeguarding Representative(ID Verifier) must leave both lines blank. The Countersignatory will then complete these twolines once he has verified the applicant’s identity using the online ID check.X60X61X62X63X64X65X66X67X68Always answer Yes.Section XFor volunteers, always write CHURCH MINISTRY. For employees, write their job title.Write the name of your parish (and, if there is room, the name of your town).Always answer Enhanced.If the role involves working with children,answer Yes. Otherwise, answer No.If the role involves working with adults,answer Yes. Otherwise, answer No.For Eucharistic Ministers and SVP, crossboth boxes. For other roles, please refer toyour parish’s role description.Always answer No. (Only adoptive parents should answer Yes here; clergy answer No.)Answer as appropriate to the application.If the applicant is a volunteer, answer Yes. Otherwise, answer No.Y69 - Y73Section YLeave this section blank. If you write in this section it invalidates the whole form.Z74 - Z75Section ZLeave this section blank. If you write in this section it invalidates the whole form.Page 4 of 5

2012 September- Guide to completing the CRB Disclosure application formOnline ID Validation serviceThe Home Office has stipulated that in those circumstances where an applicant does not have aprimary (=Group 1) document, then their identity must be verified through a company that specialisesin data matching and has access to numerous data sources for that purpose.Should an applicant’s identity need to be checked via an online check, the Church will be using theservices of GB Group Limited. This is a specialist identity management company who enable theauthorised CSAS Counter-Signatories to do a simple online check to validate an identity so we canquickly progress a CRB application. GB Group Limited is NOT a credit referencing agency; theChurch will not be privy to nor will be able to access information concerning an applicant’s creditrating or credit history. The check obtained via GB Group Limited will merely validate details theapplicant supplies - for example their name; date of birth; current and previous addresses; EUNational ID card etc, but as part of the check the applicant must supply either their bank sort codeand account number or their electricity supply number.The check is carried out at the Diocesan Safeguarding Office in Leeds, and its contents will not beshared at a parish level. The result of the online check will merely confirm if sufficient data matcheshave been made to confirm an identity or not. The Office is happy to confirm to the applicant thetypes of information against which their identity is checked, and to supply to the applicant a copy ofthe completed check report.An identity check does not impact on a credit file in any way as the Church is not accessing anyfinancial data, nor is this check related to any financial product (even though the applicant is askedfor details of their bank account). However, if an applicant then obtains a report from a creditreference agency they will be able to see a record of any identity checks that have been carried outon them, and which organisation sought the identity check. This identity check record is called a ‘softfootprint’ on a credit record.The Office cannot carry out an online identity check without specific written consent from theapplicant. The consent is contained within the Declaration at the foot of the ID VerificationForm. And even with that consent, the Office cannot do the check without details of theapplicant’s bank account or electricity supply.If an applicant cannot provide sufficient documents to qualify for Route 1 identification, and isunwilling to let the Church carry out an online identity check, then their identity must be validated viaRoute 3, which involves both making an arrangement with the CRB to have their fingerprints takenand having a meeting with the Diocesan Countersignatory in Leeds.Unless an applicant has their identity successfully verified by one of the three prescribedroutes it is not possible to submit their CRB application for processing and therefore it wouldnot be possible to proceed with their application to work with vulnerable groups.If you have any further questions…..• The National Safer Recruitment policies and procedures of the Catholic Church atwww.csasprocedures.uk.net contain more detail about the ID verification aspect of CRBapplications.• Contact the Diocesan Safeguarding Office – 0113 2618 046• Contact the Catholic Safeguarding Advisory Service – 0121 237 3740• Refer to the Criminal Records Bureau either online (via the Home Office website) oralternatively by phone – 0870 909 0844.Page 5 of 5