Transcript Title Sub title

Countersignatory Training
Presented by: Training Team,
Relationship Management
Domestics
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Fire procedures
Mobile phones
Breaks
Facilities
Training material
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Content and Aims & Objectives
• Getting the Form Right! - to have a 0% error
rate.
• ID Checking – understanding the process.
• Submitting the right level of checks?
• Protection of Freedoms Act – how it affects you?
• The Update Service and Single Certificate.
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Who are you?
• Which sector are you from?
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Central/Local Government
Health/Care
Voluntary/Religious
Commercial
Education
Fostering
Sport/Leisure
• New or existing signatory/ID checker?
• Does anyone offer an Umbrella Service?
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Registered Body Setup
Lead
Countersignatory
Countersignatory
Countersignatory
Authorised
Person or
ID Checker
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Importance of completing a form
correctly
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Your error rate matters.
Condition of your registration.
Causes delays!
Incorrect information provided on Certificates.
Causes an increase in Admin costs!
Poor performance may lead to sanctions!
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Completing the form
Turn to your activity book, and complete sections A
– E based on the information provided. Take a
moment to read the information before you make a
start.
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Identifying a DVLA number
The example presented can also be followed in
your activity
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Conjoined Addresses
75UNDERLANDAVENUE
7 5UNDERLANDAVENUE
75 UNDERLANDAVENUE
75 UNDERLAND AVENUE
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Completing the form
Turn back to your activity book, and complete
Sections W & X based on the information provided.
Take a moment to read the information before you
make a start.
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Identity checking guidance
• From 01 September 2012, DBS introduced
enhancements to ID checking guidelines.
• All Registered Bodies must now use the revised
guidelines.
• These guidelines were introduced to strengthen
the process and ensure all applicants could
provide a living history footprint.
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Enhancing the ID checking processes.
• 21 documents have been removed from the
previous list of acceptable documents.
• Rather than Groups 1 and 2, the acceptable
documents list are categorised in Groups 1, 2a
and 2b.
– Group 1
– Group 2a
– Group 2b
Primary trusted ID credentials
Government/State issued documents
Financial/Social history documents
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Applying the new guidelines.
You or an ID verifier should complete this by a three
route checking process which, when used
successfully, will:
– Establish the true ID of the applicant.
– Ensure the applicant provides details of all names they
have been known by.
– Ensure the applicant provides their latest five year
address history.
– Ensure the application form is accurately completed in
full.
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Route One
• Can the applicant produce a Group 1 document?
– If yes, they will need to provide 3 documents in total:
• 1 document from Group 1;
• 2 further documents from either Groups 1, 2a or 2b.
• NB – 1 of these documents must verify their
current address.
• Also note that >90% of applicants have a Group 1
document.
• If satisfied, the document check is complete.
• If no Group 1 document, proceed to Route Two.
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Route Two
• The applicant must produce 3 documents from
Groups 2 comprising of:
– 1 document from Group 2a; and
– 2 further documents from Group 2a or 2b.
• NB – 1 of these documents must verify their
current address.
• An external ID validation service will need to be
used to check the applicant against records to
establish their name and living history footprint.
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Route Two – Route Three
• If you have endeavoured to use Route Two, but
have been unable to validate the applicant’s
identity, you may proceed to Route Three.
• Route Three should only be used:
– Following a probing discussion with the applicant.
– In circumstances where ID cannot be validated by
using Routes One or Two.
• NB – You must keep a record of any discussion.
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Route Three
• The applicant must produce a UK birth certificate
(issued after the time of birth i.e. after 42 days);
– 4 further documents from Groups 2 comprising of:
– 1 further document from Group 2a; and
– 3 further documents from Group 2a or 2b.
• NB – 1 of these documents must verify their
current address.
• If the applicant is unable to be processed at Route
Three, they will need to go for fingerprinting. This
may delay the overall process.
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EEA or Non EEA Nationals
• Where an EEA National has been resident in the
UK for < 5years, they should all be validated using
Route One by supplying:
– A current Passport; or
– A current UK driving licence; and
• 2 further documents from Groups 1, 2a or 2b, one of which
must verify their current address.
• If they have no Group 1 document, there must be
a valid reason for using Route Two.
• NB – All Non-EEA Nationals should be validated
by Route One only.
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ID validation scenarios
Let’s work through 10 scenarios to consolidate your
understanding.
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Other things to remember
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Wrong colour ink (black only).
Staples /stickers /correction fluid.
Applicant returning form directly to DBS.
Online tracking.
DBS News online only!
Disputes
Use the Checklist!
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Spot the Errors
How good are you at spotting the errors that can
easily slip through?
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Subscribe to get the latest news
We have developed an e-database to keep you up
to date with all the latest news and changes.
To subscribe, visit
www.gov.uk/dbs
(click on ‘subscribe to our e-database’)
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Code of Practice
• Rehabilitation of Offenders Act 1974
• Rehabilitation of Offenders Act (Exceptions
Order) 1975
• Police Act 1997
• Registration
• Identity Verification
• Management & Use
of Disclosure
information
• Suitability Policy
Code of
Practice
• Payments & fees
• Eligibility
• Assurance &
compliance
• Offences
• Data Protection Act 1998
• Safeguarding Vulnerable Groups Act 2006
• Protection of Freedoms Act 2012
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What is an “Exempted” question?
When the employer is asking an “exempted
question” this means that because the position is
exempt from the Rehabilitation of Offenders Act
1974 and the employer has the right to ask an
individual to reveal the full details of their spent
convictions
Basically it is the right for an employer to submit a
DBS check.
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How legally minded are you?
Something a little lighter!
True or false?
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Protection of Freedoms Act 2012
• Aim of the Government is to provide a
proportionate balance between upholding civil
liberties and safeguarding vulnerable groups.
• Rebalancing the role of the employer and the state.
• Trusting employers to make rounded decisions
about who they employ.
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What does this means to you?
• Introduction of a minimum age (16) for a DBS
check.
• Change in the way Police release information.
• Repeal of additional information.
• New definitions of regulated activity: Children &
Adults.
• Provision of statutory guidance on supervision of
children.
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Police Force Information
Approved Information
• Printed on the Certificate.
• Process will continue, even when Single Certificate begins.
From 10 September 2012
• The police relevancy test amended from “might be relevant” to
“reasonably believes to be relevant”.
• The ability for Forces to release Additional Information to
Countersignatories as part of the DBS process was removed.
• Police Forces will now consider release of this information
under their existing common law powers.
• Independent Monitor will oversee the disclosure of police
information.
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Level of Checks
Standard
• Rehabilitation of Offenders Act 1974
(Exceptions) Order 1975.
PNC
• Professions, offices, employments, work
and occupations.
• e.g. solicitor, security guard.
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Level of Checks
Enhanced
PNC
• Police Act 1997 (Criminal Records)
Regulations.
• Available to those who met the old definition
of Regulated Activity.
• No entitlement to barred list checks.
Police
Information
• Volunteer classroom assistant (supervised).
• Gambling Commission
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Level of Checks
Enhanced
+ Barred
List Check
PNC
Police
Information
DBS
(Child)
DBS
(Adult)
• Police Act 1997 (Criminal Records) Regulations.
• Amendments made by statutory instrument/secondary
legislation.
• Licensing of a taxi driver (Children’s & Adult’s list).
• Adult members of Fostering / Adoptive households
(Children’s list only).
• Not affected by change in definition of Regulated Activity.
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Level of Checks
Enhanced
+ Barred
List
Check
PNC
Police
Information
Enhanced
+ Barred
List
Check
PNC
Police
Information
Enhanced
+ Barred
List
Check
PNC
Police
Information
DBS Child
• Regulated Activity postSeptember 2012.
• Barring list checks dependant on
the role.
• Primary school teacher.
• Domiciliary care worker.
DBS
(Child)
DBS
(Adult)
DBS Adult
• Nurse.
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Regulated Activity from 10 September
Regulated Activity before
10 September 2012
9 million
Regulated Activity
from 10
September 2012
5 million
Previous definition of
Regulated Activity covered 9
million people.
New scope of Regulated
Activity will allow for
approximately 5 million
enhanced checks which
include list checks.
9 million people will still be eligible for an Enhanced
DBS check after 10 September 2012
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Regulated Activity relating to children
1. Unsupervised Activities
2. Specified Establishments
3. Personal Care* / Health care*
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Washing and dressing, eating, prompting, drinking and toileting.
Health care provided by any health care professional, or under
the direction or supervision of one.
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Regulated activity relating to children
4. Registered Childminding* and Foster-Carers*.
5. Day to day management on a regular basis of a person
providing a regulated activity.
6. Welsh Office Holders.
This does not include family or personal arrangements.
* even if only done once.
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Unsupervised Activities (children)
• Teach, train, instruct or
care for children.
• Supervise children.
• Provide advice/guidance
on well-being to children.
• Drive a vehicle only for
children.
• Moderating
Period Condition
• Once a week or
more
• 4 or more days in a
30-day period
• Overnight between
2am - 6am and the
opportunity for faceto-face contact.
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Specified Establishment (children)*
• Educational Institution
exclusively or mainly for the
provision of full-time education to
children.
• Alternative Provision Academy.
• Pupil referral units.
• Childcare premises (including
nurseries).
• Residential children’s care
homes.
• Children’s detention centres.
• Children’s centres in England.
Period Condition
• Once a week or more
• 4 or more days in a 30day period
• Overnight between 2am 6am and the opportunity
for face-to-face contact.
The opportunity, in
consequence of anything
he/she is permitted or
required to do in
connection with the
activity, to have contact
with children.
*not work by supervised volunteers or contractors
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Statutory Guidance (children)
DOES THE LEVEL OF
SUPERVISION MEET
STATUTORY GUIDANCE?
Yes
IS THE ROLE IN A
SPECIFIED
ESTABLISHMENT?
Yes
IS IT PAID EMPLOYMENT?
No
Unsupervised
REGULATED
ACTIVITY
No
NOT REGULATED
ACTIVITY
No
NOT REGULATED
ACTIVITY
Volunteer
Yes
REGULATED ACTIVITY
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Regulated Activity relating to adults
• We are moving away from the term ‘Vulnerable’
adult.
• The focus is now on the activities required by the
adult.
• There are no establishments (specified places) for
adults.
• There is no longer a requirement to do activities a
certain number of times before a person is
engaging in regulated activity relating to adults.
This does not include family or personal arrangements.
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Regulated Activity relating to adults
There are six categories within the new definition of regulated
activity for adults:
1.
Health care
Health care provided by any health care professional, or
under the direction or supervision of one.
2. Personal care
Washing and dressing, eating, drinking and toileting
3. Social work
In relation to adults who are clients or potential clients, includes
assessing or reviewing the need for health or social care
services, and providing ongoing support to clients.
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Regulated Activity relating to adults
4. Assistance with Household Affairs
Anyone who provides day to day assistance to an adult because of
their age, illness or disability, where it includes managing the
person’s cash, paying the person’s bills, or shopping on their behalf.
5.
Assistance with the Conduct of Affairs
Power of attorney/Deputies appointed under the Mental Capacity
Act.
6. Conveying an Adult
for health, personal or social care due to age, illness or disability.
Includes hospital porters, Patient Transport Service drivers
assistants, Ambulance Technicians & Emergency Care Assistants
This does not include taxi drivers.
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Eligibility Case Studies
Let us take a look at 10 scenarios.
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The Update Service
• Launch date 17 June 2013.
• Applicant registers for a fee of £13.
• Free online Employers check.
• Conviction/Barring information regularly updated.
• An applicant may only ever need one certificate.
• Certificate can be re-useable within the same work force.
• The service will be free to volunteers.
• Please complete the questionnaire.
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The Update Service
How the service will work.
Role
Accountant
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How applicants can join
Options for joining the
Update Service
Apply for a DBS
check
Subscribe online
using the
application form
number
Role
Accountant
Option 1:
• At the point of
application, the
individual can
subscribe online.
• Their certificate will
automatically attach to
their subscription.
• We must receive the
form within 28 days of
subscribing.
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How applicants can join
Options for joining the
Update Service
Apply for a DBS
check
Subscribe online
using the
application form
number
Role
Accountant
Apply for a DBS
check
Receive the
Certificate
Subscribe online
using the
certificate number
Option 2:
Applicants have 14
days to join after their
certificate is issued, if
they:
• did not join with their
application,
• applied via e-bulk; or,
• submitted a Welsh
application.
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Certain limitations apply
• E-bulk applicants can only apply with their certificate.
• Welsh applicants can only apply with their certificate.
• Manual DBS certificates cannot be added to an Update
Service subscription, for example, some transgender
applications.
• Applicants cannot join with a certificate issued before the
service launch date.
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Subscribing to the service
Individuals can:
• Add and remove applications and certificates which must
be in the same name.
• View the details of any organisations that have made a
Status check on any of their certificates.
• Cancel their subscription.
• Renew their subscription 30 days prior to expiry.
• Amend their contact details.
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Re-using a certificate
• Is the certificate the same level required - Standard or
Enhanced?
• If required, does the certificate contain a check of the
relevant barred lists?
• Is the certificate for the right workforce – Child, Adult,
Both or Other – for example taxi drivers?
• If it is the right level and type, the certificate can be reused.
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What causes a status change?
The following will cause the status of a certificate to change
therefore no longer being kept up to date by the DBS:
• New convictions, cautions, reprimands or warnings
• New relevant information held by the police
• Being placed on one or both of the DBS’s Barred lists
• Any amendment or change to a current conviction,
caution, warning or reprimand
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Status check possible results
1. This certificate did not reveal any information and remains
current as no further information has been identified since its
issue.
2. This certificate remains current as no further information has
been identified since its issue.
3. This certificate is no longer current. Please apply for a new
DBS check to get the most up to date information.
4. The details entered do not match those held on our system.
Please check and try again.
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Single certificate
Applicant-only certificates
The DBS will issue certificates to the applicant only, putting
them in control of their own data.
Certificate reprints
If the Registered Body requested a new certificate as a result
of a status check which showed a change in status, and the
individual has not produced the new certificate 28 days after
its issue, the Registered Body can request a copy.
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Aims & Objectives – Achieved?
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To have a 0% error rate.
To understand the ID checking guidelines.
To understand your roles and responsibilities.
Understand the impact of the Protection of
Freedoms Act.
• Have you got what you wanted from today?
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Feedback and Farewell
The DBS values your opinion and any feedback is
greatly appreciated.
Thank you for attending and have a safe onward
journey.
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