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We communicate latest DBS News and DBS Updates to our customers via a regular email newsletter.  Click here to access our previous newsletters. 

2014 DBS Updates/News:

 December 2014: Christmas and New Year Opening Times

The following arrangements have been put in place for this year's festive period when contacting the Mayflower Disclosure Services office.

Our office will be closed at certain times over Christmas and the New Year, but you can still access our online application system as normal. You can continue to submit online DBS and Basic Disclosure applications throughout this period, in effect it will be similar to a weekend where the applications will be held in a queue. 

  • Wednesday 24 December:  

The office will be closing at 12:30pm

  • Thursday 25 - Friday 26 December

The office will be closed.

  • Monday 29 December - Tuesday 30 December

Office open; limited service.

  • Wednesday 31 December 

The office will be closing at 12:30pm.

  • Thursday 1 January 2015 - Friday 2 January 2015

The office will be closed.

  • Monday 5 January 2015

The office will be fully operational.

We would like to take this opportunity to wish you, your colleagues and families a wonderful Christmas and best wishes for 2015, and we look forward to continuing our relationship in the coming year.

Best Wishes

Mayflower Disclosure Services Ltd

 15 December 2014: DBS Online Tracking errors

The DBS have reported that their online DBS tracking service is experiencing some problems with reporting what stage an application is at.

 You may find that the system is reporting that your certificate has been printed but the application could still be in progress.

The DBS working as quickly as possible to fix this problem and apologise for any inconvenience this may cause you.

 In the meantime, if you need to know what stage your application is at you can email the DBS customer service team or call them on 0870 909 0811.

Please refer to the DBS website for more information: https://www.gov.uk/government/news/dbs-online-tracking-service-errors

October 2014: List of DBS Acceptable ID Documents has changed

Here at Mayflower (dbsdirect.co.uk) we are constantly working on ways in which the DBS application process can be streamlined and the online DBS system can be updated to meet any changes in procedures and policies made by the DBS.   

You have been sent this newsletter because you are the Primary DBS Application Manager within your Organisation. Please forward this newsletter to any other DBS Application Managers / ID checkers within your organisation.

In order to comply with DBS identity checking rules, our online application system has been updated to reflect the recent changes made by the DBS to the identification rules.

These changes should help you complete the ID check, in particular, for applicants from the EU who do not have a current valid passport of UK driving licence.

A summary of the ID changes within the the online DBS application system are:
  1. Adoption Certificate (UK) – this is now a Group 1 form of ID
  2. EU photo Driving Licence (with Counterpart where available) – photo Driving Licences from EU countries are now classed as a Group 1 form of ID
  3. Photo Driving Licence (All Countries) where a Counterpart has been issued but not presented – a photo Driving Licence from any Country can now be used as a form of ID even though the Counterpart hasn’t also been presented. This is a Group 2a form of ID
  4. EU paper Driving Licence - paper Driving Licences from EU countries are now accepted and classed as a Group 2a form of ID
These enhancements will be implemented on Thursday 2nd October 2014.  

To view and download the current list of acceptable ID documents for DBS applications, please click here
 


 

Contact us

If you have any queries with the information detailed on these release notes please contact us

User Guides to reflect the changes due to made in this release of the system.   These provide step-by-step guidance and screenshots on using our online DBS Application system.  Please click the link below to visit the Customer Resources/Links section of our website and download the updated system User Guides.

Information about DBS Checks, Basic Disclosure Checks, PVG Checks and External ID Validation Checks is available on our website: www.dbsdirect.co.uk 

March 2014: Improvements successfully implemented to our online DBS application system

Here at Mayflower (dbsdirect.co.uk) we are constantly working on ways in which the DBS application process can be streamlined and the online DBS system can be updated to meet any changes in procedures and policies made by the DBS.  

Download a new user guide here

We have made a number of changes to the online DBS application system we offer in order to enhance and improve the system. These enhancements will be implemented on Tuesday 11th February 2014.  Please be advised that the system will be unavailable whilst the update takes place, we anticipate this to take approximately 1 hour. 

User Guides to reflect the changes due to made in this release of the system.   These provide step-by-step guidance and screenshots on using our online DBS Application system.  Please click the link below to visit the Customer Resources/Links section of our website and download the updated system User Guides.

The improvements are detailed below:
________________________________________________________________
 

Self-service password reset

A facility has been added to allow users to be reminded of their Organisation Reference and to reset their own password if this has been forgotten. This facility can be found once the green ‘Application  Management’ box has been selected (screenshot below). 

If a user has forgotten their Organisation Reference, they can use the ‘Forgotten your login details?’ section to retrieve this. Once this has been clicked, they will be taken to a new screen that requires them to enter their username and DOB, if their log-in credentials are recognised within the system they will receive an automated email reminding them of their Organisation Reference (screenshot below).

If a user has forgotten their password, they can use the ‘Forgotten your password?’ section to reset this. Once this has been clicked, they will be taken to a new screen that requires them to enter their username and DOB. If their log-in credentials are recognised within the system they will receive an automated email providing them with a new one-time password (screenshot below).


Please note as part of a security feature within the system, if a user enters a username and date of birth that is not recognised on the system, they will not receive a message onscreen advising them that their details have not been found. This is to prevent any unauthorised access to the system with intruders persistently trying to guess log-in credentials until they receive a successful message.


Result Snapshot available for ‘Clear’ DBS applications

Since the DBS Single Certificate changes introduced in July 2013 and following intensive consultation with the DBS, a result can be displayed as long as it is does not mirror a DBS certificate or use the DBS logo. To utilize this facility for clear applications, a ‘Result Snapshot’ will now be available to view online via your Application Manager section, in place of what used to be a DBS certificate. The ‘Result Snapshot’ will be accessible by clicking the ‘Certificate contains no information’ wording in the Status column from the Application Complete folder or from the Overview of a completed clear application (screenshot below).



Once the ‘Certificate contains no information’ icon has been clicked, this will open the Result Snapshot onscreen. This snapshot will only be available on applications that are still in the Application Complete folder and haven’t been archived due to being over 180 days old. The Result Snapshot will contain the following information and will only be available for clear applications.



Please note that the Result Snapshot is for information purposes only, it does not represent a DBS certificate or act as a DBS certificate alternative. We always recommend you check the official hard-copy DBS certificate that is posted to the applicant.  The information contained within the snapshot is not to be viewed by or passed to any individual who does not have the appropriate authority to view it.



Preset/configurable job roles available

To help reduce the number of applicants entering an incorrect job role in the ‘Position Applied For’ section of the DBS application, we have introduced a new feature allowing you to pre-set the job roles available for on the online system. If job roles have been pre-set by you, when the applicant reaches the ‘Position Applied For’ question on the application they will have to choose their job role from a drop-down list rather than keying this in manually (see screenshot below).



If you would like to utilize this facility to preset job roles, please contact us



‘Certificate Chase Letter’ available to download for DBS applications with ‘Content’

Another addition to the system to accommodate the Single Certificate changes brought in by the DBS is the facility to download a ‘Certificate Chase Letter’ on applications with content.

This letter can be used to send to applicants that you are still waiting on them to present their DBS certificate to you for the recruitment decision to be made. This letter will open in Microsoft Word and therefore can be edited before printing.





‘See Paper Disclosure’ folder on Dashboard replaced with ‘Awaiting Applicant Certificate’

Now that a you no longer receive hard-a copy of a completed DBS certificate, the ‘See Paper Disclosure’ folder on the Application Manager Dashboard has become redundant.

However this will now be renamed ‘Awaiting Applicant Certificate’ and will make better use of the folder. Completed applications with content will now move from the ‘Processing’ folder in to both the ‘Application Complete’ folder and the ‘Awaiting Applicant Certificate’ folders. This will now give you a clear list of which completed applications have content and require sight of the applicant’s certificate to view the content (see screenshot below).






Warning message displayed when YES selected for volunteer and working at home questions in Section Y

To help reduce the number of incorrect DBS applications submitted,the online system will now flag a warning message when YES is selected to either the ‘Is Volunteer’ or ‘Working with vulnerable groups at home address’ questions at Section Y.

We hope that these additional flags will help in reducing the number of applications incorrectly marked as a volunteer or incorrectly stated as working at home, which should in turn reduce the number of queries received from the DBS, reducing processing delays.

 

Running custom reports; specifically to find "Applications Complete"

Aside from the email notifications your Primary Application Manager receives when each check is completed, you can run a report from the online application system which will detail all the applications (and their details) that have been completed between 2 specified dates.

To do this:
1.  log-in to Application Manager section of the system
2.  Select “Reports” link in top-right hand side of page
3.  A selection of pre-loaded reports will appear on your screen.
4.  Ignore these and click on the button ”Customer Reports”
5.  Select the criteria you require (including date ranges) and Select the fields you require on the report.  Suggested fields are:  Application Type, Certificate No, Cert Result, Cert Issue Date

You can then download the report into pdf or excel.


‘Find Application’ tool available for ID Checker user privilege

An enhancement has been made to the ‘ID Checker’ level of access to provide these users with the ‘Find Application’ tool that is currently available to higher levels of access. This facility should greatly improve the user experience for an ID Checker if they have a particularly large list of applications to work through and want to search for a particular application without having to scroll through pages of applications (see screenshot below).




Contact us

If you have any queries with the information detailed on these release notes please contact us

User Guides to reflect the changes due to made in this release of the system.   These provide step-by-step guidance and screenshots on using our online DBS Application system.  Please click the link below to visit the Customer Resources/Links section of our website and download the updated system User Guides.

Information about DBS Checks, Basic Disclosure Checks, PVG Checks and External ID Validation Checks is available on our website: www.dbsdirect.co.uk
March 2014: Disclosure and Barring Service; limited availability
The DBS will be suspending some of their services from Thursday 6th March to Wednesday 12th March 2014.

You have been sent this newsletter because you are the Primary Contact according to our customer database.  Please forward this email to any work colleagues that are involved in the DBS Application process within your Organisation.
 
  • From 6th-7th March DBS staff will be taking Industrial Action
  • From 7th-12th March the DBS are suspending some services because they are making changes to their IT systems.

The following services provided by The Disclosure and Barring Service will be unavailable during this period:
  1. DBS tracking service will be unavailable - DBS applications will be processed but you will not be able to track them via the DBS tracking website.  Any links to the DBS tracking website from our website will not work
  2. DBS Adult First checks will be unavailable - DBS Adult First (previously called ISA Adult First or PoVA First) requests cannot be made and results will not be issued. Please do not request DBS Adult First checks during this time period as they will not be processed.
  3. DBS Call Centre will provide a very limited service
Whilst the DBS only envisage the above services to be affected until 12th March, the above services may well be unavailable after after this date.

We envisage that this disruption is likely to cause a knock-on effect to DBS application processing times (Standard and Enhanced level).  Please prepare for DBS applications that you submit during March, to take longer than current processing times.  We will do everything we can to ensure your applications are processed as quickly as possible

Please note, the Disclosure and Barring Service provide the above services.  These disruptions are out of our control.  If you have any questions, or would like to discuss this matter further, please contact the Disclosure and Barring Service directly on 0870 90 90 811.

This will not affect the Basic Disclosure application service or processing times-frames for Basic Disclosure applications, submitted via the government agency Disclosure Scotland.

Sincerely,

Mayflower Disclosure Services
www.dbsdirect.co.uk

 2013 DBS Updates/News:

24 October 2013:  Volunteer, Home Based and Workforce Type: How to get it right ...

There has been a number of changes to completing the Application Manager section of the DBS Application form.  This newsletter  summarizes these changes and highlights common errors.  

Getting these thing rights is key to preventing delays in the processing of DBS Application:

1.  What roles are eligible to be submitted as Volunteer DBS Application
2.  Is the Applicant working at their home address (home based)
3.  What is the Workforce type and how do I complete it
4.  Choosing the correct barred list
5.  Overview - Completing Section Y correctly
6.  AOB: Current DBS processing time-frames




1.  What roles are eligible to be submitted as Volunteer DBS Application

What is a Volunteer?
 
Volunteer applications are eligible to receive a reduced fee.  Inappropriate use of volunteer application creates a financial burden on other fee-paying applicants and is in contravention of the DBS Code of Practice.  The DBS will take action if they believe that inappropriate volunteer applications are being submitted knowingly.
 
DBS defines a ‘volunteer’, as:
 
‘A person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party other than or in addition to a close relative.’
 
To qualify for a volunteer check, the applicant must not:
 
• Benefit directly from the position for which the DBS application is being submitted.
• Receive any payment (except for travel and other approved out-of-pocket
  expenses).
• Be on a work placement.
• Be on a course that requires them to do this job role.
• Be in a trainee position that will lead to a full time role/qualification.
 
By indicating that a post is a volunteer on the DBS Application form you confirm that the post meets the DBS definition for a free-of-charge volunteer application. Please note that DBS will recover the full application processing fee if this is marked in error.
 
Please read carefully through the case studies in the following table based on common volunteer errors. Any of the following will not be submitted as volunteer applications and will be charged the full price.
 
 
Examples of eligible and ineligible volunteer roles
 

Position applied forVolunteer eligibilityDBS Reasoning
Parent helpers in schoolsEligibleThis activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party
 
Scout/GuideEligibleThis activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party
 
Adoptive parents and other household members over 18 years oldEligibleThis activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party
 
Foster carers and members of the same household over 18 years oldIneligibleFoster carers usually receive payments for these activities therefore the DBS deem that neither foster carers nor other members of the household over 18 years old are entitled for Volunteer DBS Checks
 
Individuals working abroad on volunteering projectsIneligibleThese persons usually receive payment of a local salary, and lump sum payments, above and beyond what could be described as “travel and other approved out-of-pocket expenses”. Therefore the DBS deem that these roles are not entitled for Volunteer DBS Checks
 
Medical/teaching/social work student on work placement, as part of trainingIneligibleThis activity is a mandatory course requirement, is usually paid and is primarily undertaken to benefit the student
 

2.  Is the Applicant working at their home address (home based)

How to get Home Based Question right:  
Is the applicant working with vulnerable groups at the applicant's home address?

This question is commonly completed incorrectly, and causes significant delays in the processing of applications when completed incorrectly.


What you need to consider before completing the application:
  • Where does the applicant (whether in voluntary or paid employment) carry out the main duties of the job?
  • Does the work take place at the applicant's own home address, or does it take place in somebody else's home?
If the applicant is working from their own home address, providing a service or care from the place where they live - then answer 'yes'.

If the applicant is providing a service or care outside the place where they themselves live, and going to somebody else's home - then answer 'no'.

To help you understand more about how to correctly answer, we have reviewed a sample of incorrectly completed forms and highlighted common errors for you:

  • Medical professions - Student Nurse /medical student/doctor/practice nurse/psychologist/physiotherapist.
We understand some medical professionals are asked to administer health care to people who cannot visit a surgery or health care centre; however, they are carrying out their work in thepatient's own home. Therefore, this is not a home based occupation.

There may be times when a medical professional has their surgery in a part of their own home. You need to determine whether this should be classed as a home based occupation. Overall, the majority of applications for medical positions are not home based occupation.




3.  What is the Workforce type and how do I complete it

Workforce Type explained
 
You must now include the relevant workforce(s) on your application.  The accurate completion of both of these fields is critical because they are needed for the consideration of relevance by the police. Choose from the following:
 
• 'Child Workforce': Use this for any position that involves working/volunteering with children: e.g.: regulated activity (caring/teaching) or if the role is in a specified place i.e.: school, crèche etc.
 
• 'Adult Workforce': Use this for any position that involves working/volunteering with adults. e.g.: caring or if in a place i.e.: care home, social housing.
 
• 'Child and Adult Workforce': Use this for any position that involves working/volunteering with both children and adults. Both scenarios/groups detailed above.
 
• 'Other Workforce': Use this for any position that does not involve working/volunteering with children or adults e.g. security guard / financial / legal services.

 


 

4.  Choosing the correct Barred list

- Adults Barring list:  This checks if the applicant is barred form working with vulnerable adults.  A job role can only have the barred lists checked for vulnerable adults if they are doing certain roles for example;providing care or healthcare to an adult (full details of eligibility criteria can be referred to here)

Working with Adults in Regulated Activity:  Select "Yes" only if the role is eligible for the adults barred list check

- Children's Barring list:  This checks if the applicant is barred form working with children.  A job role can only have the barred lists checked for children if they are doing a specific role for example;providing care, teaching, supervising or if the a working in a childcare premises on a frequent basis such as a school, nursery, children's care home (full details of eligibility criteria can be referred to here )  . 

Working with Children in Regulated Activity:  Select "Yes" only if the role is eligible for the children's barred list check

 



5.  Overview - Completing Section Y Correctly
For future reference, when completing section Y of DBS Applications please select the following:

-Level:  Standard or Enhanced (whichever is applicable) - refer to eligibility criteria

-Workforce:
    - Adult workforce (if they are dealing with adults or adult information).
    - Child Workforce (if they are dealing with children).
 
-Working with Adults in Regulated Activity :  "Yes" if the role is eligible for the adults barred list check.

-Working with Children in Regulated Activity :  "Yes" if the role is eligible for the children's barred list check.

-Working with vulnerable groups at the applicant's home address: "Yes" if the applicant working with vulnerable people in their own home e.g.: Foster Carers.

-Is Volunteer: "Yes" if the role meets the DBS definition of a volunteer

-DBS Adult First Check Required:  This is only available for care home staff
 
It is important the categories in section Y are correct as it affects what the DBS certificates can be used for when they are issued.

 



6.  AOB:  Current Processing time-frames

- Are your applications affected by police force delays?

The DBS are currently experiencing delays in the processing of DBS Applications.
Please try to factor this in when planning on submitting applications.   We recommend you submit applications for processing at the earliest opportunity to ensure you receive the result in time.

Factors currently resulting in processing delays:

  1. The provisions of the Protection of Freedoms Act introduced on 17 June created a lot of changes for the police forces
  2. This also coincided with the DBS busiest time of the year when incoming volumes are at their peak.
The DBS have apologized if current delays in processing has caused a direct impact and are working hard to bring their service back to normal levels.

We are doing everything we can to ensure your applications are processed as quickly as possible.  We automatically "chase" the DBS and police on your behalf if they do not meet their service level agreement regarding processing times.



Questions?
Our FAQ documents can also be view by clicking on the links below:

If your question is not answered by our FAQ's, please don't hesitate to contact us.

DBS (CRB) Changes - 17 June 2013: are you ready? 

The DBS are introducing the following changes effective from 17th June 2013:

1. Applicant-only certificates 

2. Changes to completing the "Position Applied For" field on DBS application form 

3. DBS Update System 

4. Conviction History question on DBS application form 

We have tried to anticipate questions you may have regarding these changes so there is also a list of FAQs included at the end of this article.


1.  Applicant-only certificates 

------------------------------------------------------------

Effective from 17th June 2013, the DBS will stop issuing two DBS certificates.  A DBS certificate will only be sent to the applicant.  You (the employer) will NOT be sent a DBS certificate; even if it contains any criminal record information.

I use Mayflower's On-line DBS Application system, how does this affect me?

* The big change is the PDF result for clear applications will no longer be available on-line, and you will not be sent a certificate in the post if it is not clear.

* However, you will continue be notified by email when each DBS check is completed.  This email will tell you if a DBS result is clear or if you need to to see the Disclosure.  If you need to see the Disclosure you should ask the applicant to show you their DBS certificate.

* You will also be able to track the processing of your applications via the Application Manager log-in (as you can now).


I use the Paper DBS Application system, how does this affect me?

* You will not receive any notifications that checks have been completed.

* You will not be sent a DBS certificate.

* To track the progress of DBS Applications, you will need to make a note of each Application Form Reference number (10 digit number starting with F00) and the applicant's DOB , before you submit them for processing and then track them via: https://secure.crbonline.gov.uk/enquiry/enquirySearch.do.

* You will need to ask the applicant to show you their DBS certificate when it arrives.

* We strongly  recommend that organisations switch to our on-line application system.  You will then receive automatic emails providing status updates and result notifications.


On-line set-up is free and there is no price difference between the paper and on-line system.  Applications are being completed on average in 8 days from the receipt of a correctly completed application form with no further queries.  If your applicants do not have access to computers, you can enter their details onto an on-line application yourself, as long as you have their permission (we can provide you with a form to obtain their permission).

Please email us if you would like to start using our on-line DBS Application system.  Set up is simple and you can get started straight away.

2.  Changes to completing the "Position Applied For" field on DBS application form 

------------------------------------------------------------

Due to a change in legislation, you now need to complete the Position Applied For (job title) field differently.

I use the On-line system:  You don't need to do anything - the system is being re-designed to accommodate this, and you will be prompted to answer a new question relating to the type of workforce the applicant works with.

I use the Paper system:  You now need to complete field x61 on the back page on the application form differently to show the type of workforce the applicant will be working with:


Action Required - paper users (not applicable for On-line users). Please complete the field as follows:

x61 line 1: You must now include the relevant workforce(s). Choose the appropriate:

•    'Child Workforce': Use this for any position that involves working/volunteering with children: e.g.: regulated activity (caring/teaching) or if the role is in a specified place i.e.: school, crèche etc.

•    'Adult Workforce': Use this for any position that involves working/volunteering with adults. e.g.: caring or if in a place i.e.: care home, social housing.

•    'Child and Adult Workforce': Use this for any position that involves working/volunteering with both children and adults. Both scenarios/groups detailed above.

•    'Other Workforce': Use this for any position that does not involve working/volunteering with children or adults e.g. security guard / financial / legal services.

x61 line 2: Enter a description of the ‘position applied for’ up to 30 characters.


3.  DBS Update System 

------------------------------------------------------------

From 17th June 2013 applicants can subscribe to an update service so they can use their DBS certificate with another employer when they change jobs.  This will be Applicant-led; they can subscribe themselves when their new certificate arrives and will pay a subscription fee directly to the DBS.

If a new employee/volunteer shows you a DBS certificate they already have, check the certificate details carefully and that it meets your requirements, i.e.: name, address, DOB, level of disclosure, workforce and that the correct barred list(s) have been searched.  Ask the applicant if they are subscribed to the Updating Service.  The applicant will then give you their update details so you can check if their certificate is valid via the DBS website.

For further information on the Update Service please contact the DBS on 0870 90 90 811.


4.  Conviction History question on DBS application form 

------------------------------------------------------------

From 29 May 2013, the DBS will be removing certain specified old and minor offences from criminal record certificates issued from this date.

On-line users:  This question will be updated accordingly, so applicants simply need to answer the question asked on the on-line form.

Paper users:  The question on the paper application form (e55) asks:  'have you ever been convicted of a criminal offence or received a caution, reprimand or warning?'

Applicants should now ignore this question and instead treat this question as if they were being asked:  'do you have any unspent convictions, cautions, reprimands or warnings?'


FAQ'S - 17th June 2013 Changes

------------------------------------------------------------

Certificates:  What will I (the Organisation) receive? 

If you use our on-line application system, you can track the progress of applications and you will be notified by email when checks are completed.  These emails will tell you if a DBS certificate is clear or if you need to see the Disclosure.


Why Applicant-only certificates? 

The government have introduced applicant only certificates so individuals are in more control over their personal information.


Will a check submitted for processing before the 17 June be processed under the current rules in regards to the Registered Body/Employer receiving a copy of the DBS certificate?

No, if an application is submitted to the DBS prior to the 17 June but is still in progress after this launch date it will be issued as a single certificate that will be sent to the individual.

Can we get the applicant to pay for their DBS check? 

Yes, you can ask applicants to pay.  You still need to manage the application process and check the ID of applicants, however if you use our on-line application system, we can arrange it so the applicant pays for their own DBS check when they complete their part of the on-line form.


Why Change the Position Applied for field?  

Due to a change in legislation, the Police will now use this broader definition of 'workforce' to assess the relevance of any information that they may consider for release, in place of 'position applied for'.


Will this change mean less information is released by the police? 

This change should not reduce the information and will enhance the relevancy of their  decision making.


What if the Applicant doesn't receive their certificate? If the applicant did not receive their DBS certificate they need to contact the DBS by calling 0870 90 90 811.


What if the Applicant has lost their DBS certificate? The applicant should call the DBS on 0870 90 90 811.


Applicant has lost their certificate but can provide me with their certificate number, is this OK? 

No, this is of no use to you.  You must insist on seeing the original DBS certificate and that it meets your requirements, or they must apply for a new one.


As an employer do I have to wait a set length of time before I can request to see an employee’s certificate?

No, an employer can request to view an employee’s certificate as soon as they know it has been completed and issued to them by the DBS.

Applicant won't show me their certificate: 

You need to see their certificate to ensure they do not have a criminal record that may affect their job.  If an applicant refuses to show you their certificate we may be able to obtain a copy for you 28 days after the issue date; however this will only be available under very strict criteria (yet to be defined by the DBS);  This will also incur an additional charge.


Do we (the organisation) have to pay for DBS checks or can we ask applicants to pay?  

Yes, you can ask applicants to pay.  You still need to manage the application process and check the ID of applicants, however if you use our on-line application system, we can arrange it so the applicant pays for their own DBS check when they complete their part of the on-line form.


Can I get a copy of the DBS certificate?  

No, you need to see the applicant's certificate.


Can I (the Organisation) subscribe the applicant to the Update service? 

No, this is applicant-led and the choice of the applicant.


Do I have to use the Update Service or can I just carry on with obtaining DBS Checks according to my recruitment and DBS renewal policy? 

Yes you can continue with your existing process.  The update service is an optional service offered to applicants; you can carry on obtaining DBS checks in the usual manner.


When the applicant shows me their DBS certificate can I keep it or make a copy to keep in our files? 

You can only retain a copy of the DBS Certificate with the applicant’s permission. If you do, you must store this copy in line with the DBS policy on Storage and Retention of Disclosure information and the Data Protection Act. See the sample policy on the storage of Disclosures in the Customer Resources/Links section of our website:  www.dbsdirect.co.uk.


If the applicant is subscribed to the Update system and I get a status update on an applicant's DBS certificate can I pass this on to other people/employers/organisations? 

No, this information is confidential to the applicant.  You cannot pass status updates to other employers or organisations or other people.  The applicant must give other employers/organisations direct approval, and give them the information they need so they can get their own status update from the DBS website.  Please contact the DBS on 0870 90 90 811 for more information. 


Can we as an employer pay extra to still receive a copy of the certificate?

No, regardless of paying extra, the DBS will only issue a copy of the certificate to the employee. 


Will we still receive an e-mail notification from the online system upon completion of a check?

Yes, the system will still be able to send e-mail notifications advising of a completed DBS result. You will still be able to log into the system any time to see if any applications have moved into the ‘Application Complete’ folder, so you still can find out when an application has been completed.


How will the online system change for us as the employer?

The main functionality of the system will not change and you will still continue to check ID/complete Section Y and track applications as normal – the main changes will be in the ‘Application Complete’ section. Within this section, you will no longer be able to click on the ‘Clear’ icon in the status column to view an on-screen certificate, you will also no longer be able to download the certificate in a PDF document. You will however, still be able to see the certificate data online (i.e. employee’s name, DOB, certificate number, issue date) and for clear applications, the system will display a Certificate contains no information message.

 

What if the certificate has content? Will we receive a copy then?

No, you will still not receive a copy if the certificate contains content. You will still need to view the employee’s copy to see the content. The online system will however display a Please wait to view applicant certificate message for applications that have been completed and have content on them.


Will the online system inform the employee that they must produce their certificate to their employer?

Yes, if the employee enters an email address on their application they will be asked to show you their DBS certificate when they receive it in the post.


Can we as an employer chase Mayflower Disclosure Services to see if a certificate has been completed if we still process our applications on paper?

No, the employee can chase the DBS directly for an update on the status of their application. Mayflower Disclosure Services will receive no communication through the post upon completion of a paper application – for this main reason alone, we strongly recommend the switch to online processing.


Have the recent changes regarding Workforce and the conviction wording been added to e-Bulk?

Yes, both of these recent announcements will be incorporated into e-Bulk from 17 June. The new Workforce category will become a mandatory question within Section Y and the conviction wording has been amended on the application form to ‘Do you have any unspent convictions, cautions, reprimands or warnings?’.

 

27th March 2013: Single DBS Certificate - change due Spring 2013 (date to be confirmed by DBS)

The DBS will be issuing a single Certificate from Spring 2013 (official date to be confirmed by the DBS).  At the moment, 2 x certificates are issued per application.

  • Upon completion of a DBS Check, only one certificate will be produced by the DBS.  This will go directly to the applicant, no certificate will be issued to the employer.  
  • Organisations will be reliant on applicants to show them their DBS Certificate.
  • Organisations will still be able to track and view completed applications through our online DBS Application system, but will no longer be able to view/print/download a certificate.
  • Click here to view and download a document outlining these changes and FAQs.
Do you use the paper DBS Application method?

Once this change has been implemented, organisations who submit paper DBS Applications will not receive any notifications that checks have been completed.  We therefore strongly  recommend that organisations switch to our online application system.   

Online set-up is free and there is no price difference between the paper and online system.  Please Contact Us if you would like to start using our online DBS Application system.  

26th March 2013Filtering of old and minor convictions and cautions

The Home Office has started the legislative process (subject to agreement by Parliament) so that certain old and minor cautions and convictions will no longer be disclosed on a DBS certificate.
 
This action is in response to the Court of Appeal judgement in January this year which stated that the disclosure of all cautions and convictions on a DBS Certificate was incompatible with Article 8 of the Convention for Human Rights.
 
Since the judgement, the DBS have been working very closely with the Home Office to develop a set of filtering rules that would remove certain old and minor convictions and cautions from a DBS certificate. The filtering rules which are now before parliament for consideration are:
 
An adult conviction will be removed from a criminal record certificate if:
 
(i) 11 years have elapsed since the date of conviction
(ii) it is the person's only offence and
(iii) it did not result in a custodial sentence.
 
Even then, it will only be removed if it does not appear on the list of specified offences. If a person has more than one offence, then details of all their convictions will always be included.
  • An adult caution will be removed after 6 years have elapsed since the date of the caution - and if it does not appear on the list of specified offences.
  • For those under 18 at the time of the offence:
  • A conviction received as a young person would become eligible for filtering after 5.5 years - unless it is on the list of specified offences, a custodial sentence was received or the individual has more than one conviction.
  • A caution administered to a young person will not be disclosed if 2 years have elapsed since the date of issue - but only if it does not appear on the list of specified offences.
 The changes will not come into force until after the legislation has completed its passage through Parliament. Until then, it's business as usual.

We will keep you informed of this process and provide more information to you as soon as it is available.
1st February 2013: New DBS Paper Application Forms introduced
The DBS has introduced new paper application forms.  The old CRB paper application forms can no longer be used.  If you use our paper-based application process and need some of the new DBS Application forms please order some by contacting us.

Please destroy your old CRB Application forms as they are not valid and can no longer be used.
30th January 2013: Disclosure & Barring Service - Court Ruling.

The recent court ruling does not affect roles that are eligible for DBS (CRB) Checks.

 
Under law, once the DBS receives an application from the employer or registered body, they must divulge all convictions (subject to the level of check and the rules that apply). Critically, it is always up to the employer to evaluate the relevance of the convictions or reprimands in relation to the role for the purposes of safeguarding.
 
If an employer is using a long and distant conviction that is not at all relevant to the role as a means to decline the candidate, then this is a discrimination case against the employer, not against the Home Office and the concept of the DBS.
 
Nowhere in the legislation does it stipulate that any conviction is an automatic bar to employment in a regulated role. It is up to the employer to assess the relevance and risk to the organisation and then decide accordingly.
 
While Criminality Disclosures will, until further notice, remain a significant aspect of Pre-Employment Screening, it is important to note that best-practice background screening relates to a much wider variety of research, including verifying the candidate’s employment history and academic qualifications, confirming the identity documents provided and, where appropriate, checking visa and work permit information.

 If you are concerned about the implications of the ruling on best-practice Employment Screening or have any questions about this, please contact us.
 

Bacground Information regarding the recent ruling: 

The Court of Appeal has ruled that blanket Criminal Records Checks are ‘not compatible’ with sections of the Human Rights Act. 

 
The draft ruling came after a decision was made that Criminality Checks, such as those provided by the Disclosure and Barring Service (formerly the CRB) may prevent a person’s right to a private or family life, and was originally made on 21 December 2012 but was not revealed at the time, amid concerns as to the implications for the future of background checks and the DBS.
 
The draft ruling came to light after the case of 21-year-old ‘T’, who had failed at a job application due to a criminal records check, which had disclosed conviction from ten years previous, when he was just 11. Corinna Ferguson, legal officer for human rights group Liberty, said:
 
 "The overzealous CRB system has allowed old, minor and unreliable information to wreck the lives of too many hardworking people in the UK.
 
The government can't put off dealing with this any longer. We look forward to seeing urgent proposals for a proportionate system that properly balances the aim of public protection with privacy rights."
 
Ms Ferguson’s views are apparently supported by Lord Dyson, who, according to reports by the BBC, insisted that the Government “pull its finger out” over the issue, and claimed that it was something the government had known about “for some time”.
 
The success of DBS (formerly CRB) checks in preventing unsuitable people from entering the workplace are undeniable by employers across the country – the BBC report that figures from the Criminal Records Bureau in March revealed that the Standard and Enhanced Disclosures had prevented ‘over 130,000 unsuitable people, including rapists, pedophiles, from working with children or vulnerable groups’. A spokesperson for the Home Office announced:
 
‘The protection of children and vulnerable groups must not be compromised’. and stated that the Home Office is seeking to appeal the judgement.
 
 If you are concerned about the implications of the ruling on best-practice Employment Screening or have any questions about this, please contact us.

2012 DBS Updates/News:

 12th December 2012: Our email/website address has changed.

As a result of the recent change in name from CRB to DBS, we are changing our email and website address to:

dbsdirect.co.uk

Please update your details with this change and forward this email on to your colleagues.

To ensure a smooth transition, our old email addresses and website address are still active and will be re-directed to dbsdirect.co.uk

For more information on the change from CRB to DBS and how this will impact you, please refer to our newsletter introducing this change, that was sent out on 20th November: 

If you have any problems or queries, please don't hesitate to contact us.
Best regards,
Mayflower Disclosure Services
website:  dbsdirect.co.uk
 

1st December 2012: CRB is changing it's name to: The DBS (Disclosure and Barring Service)

On 1st December 2012, the CRB will merge with the ISA (Independent Safeguarding Authority) to become the DBS (Disclosure and Barring Service).  The DBS will be an Executive Non-Departmental Public Body sponsored by the Home Office.

The Criminal Record Checking service and Application process will remain the same; however from 1st December 2012 CRB Checks will be known as DBS checks.  CRB Certificates will be known as DBS certificates.

FAQ's regarding DBS Checks:

1.  My staff / volunteers have CRB Checks - will these become out-of-date on 1st December 2012? 
No, you will not need to obtain new certificates just because of the name change.  The CRB certificates will remain valid until their routine renewal date, when you will then obtain a DBS Check for them.

2.  Do I need to get new DBS Certificates for my existing staff / volunteers?

You can obtain DBS certificates when the CRB certificates for your existing staff / volunteers reach their routine renewal dates. 

3.  Will the application process change?

- Online / eBulk applications:  there is no change to the online application process.  You will just notice references to the DBS where it previously referred the CRB.

- Paper applications:  the paper application forms have been re-designed.  They are now titled "DBS Application forms".  You can use the exiting CRB Application forms until February 2013, but they cannot be processed after this date.  If you would like us to send you some DBS forms to replace your current stock of CRB forms, please contact us.

4.  Is the eligibility Criteria Changing?

No the eligibility criteria for DBS checks is the same as it was for CRB Checks.

5. Can I still obtain ISA Adult First Checks (previously called PoVA 1st)?

Yes, but they will now be known as DBS Adult First Check.  You can still request these checks in the same way you do now.

6.  What does DBS stand for? 

DBS stands for Disclosure and Barring Service.

7.  Where can I find more information about the DBS?

Further information about this change can be found by going to www.homeoffice.gov.uk/crbischanging



CRB Eligibility Criteria will change from 10th September 2012

The Government has reviewed the eligibility criteria for CRB Checks and is introducing changes to the eligibility of CRB Checks from 10th September.

We do not envisage that this will result in too much change for our customers.  If your staff/volunteers are in roles that are eligible for CRB Checks before 10th September 2012, their roles will still be eligible after September 10th.

The Main Points regarding the changes are:

- Three levels of CRB Check will be available (instead of 2) :

    1. Standard level CRB Check
    2. Enhanced level CRB excluding the barred list check
    3. Enhanced level CRB including the barred list check ie: it will check if the applicant is barred from working with children or vulnerable adults).
- There are NO changes to eligibility criteria for Standard CRB Checks.

- If you currently obtain Enhanced CRB Checks for your staff/volunteers; you need to review the criteria to determine which level of Enhanced CRB you can obtain for them from 10th September ie: whether you can request a barred list check or not.

- The minimum age for a person that you can obtain a CRB Check on will be increased to 16 years old.


Questions?
  • Q1. What if my applicant is barred from working with children or vulnerable adults, but I am not able to request a check on the barred list?
If you are not able to request a barred list check, but the applicant is barred, it is likely the police will include it on the CRB; under "the other relevant police info" section of the CRB certificate.
  • Q2. Does this mean my existing CRB Checks are now out of date? Do I now have to get new CRB Checks for all my staff or volunteers?
No. This change does not affect CRB checks you already have. You do not need to renew exisitng CRB checks until they reach their normal renewal date
If your question/s have not answered, please don't hesitate to contact us.

Further Information:

Download the documents below for further information on the changes, which have been issued by the Government and Government departments:



 August 2012: We now offer online Basic Disclosure applications!

Basic Disclosure checks can be obtained for ANYONE that lives in the UK.  They check if the applicant has any unspent convictions and you receive a hard copy certificate for your records.

We are pleased to announce that we can now offer Basic Disclosure Applications online! No Fuss, no paper work and a fast service!

Please contact us for more information.

July 2012:New CRB Identity Checking Guidelines Introduced

The CRB Identity checking guidelines have changed. 

The new criteria and process was implemented from the 28 May 2012, with a phasing-in period of three months. This is to allow organisations time to bring existing processes in to line with the new requirements. From 1st September 2012, all ID checks should be carried out in line with the new guidance.

Our online CRB application system will be updated with the new process on 20th August 2012.  From this date onwards, all online CRB Applications will need to follow the new Identity Checking guidelines.

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** Click here if you are a CRB Registered / Umbrella Body or
an organisation that does not submit CRB Applications through  Mayflower;
requiring External ID Validation checks for CRB Applications
. **

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7th June 2012: Update on forthcoming changes to ID checking

The Home Office and the CRB are changing the ID checking process for CRB Applications.  This will become compulsory on 1st September 2012. 

Prior to this date, the existing ID checking process will continue.  Our online CRB Application system will incorporate the new ID checking requirements from 1st September 2012.  The CRB are still finalizing some details regarding the new procedure. 

Please click on the following link for the latest information issued by the CRB:  CRB - New ID Checking Guidelines (info. issued 7th June 2012)

25th May 2012: Information regarding the new identity checking guidelines

To help you comply with the new ID Checking guidelines and to provide enough time to introduce them into your identity (ID) verification procedures, the CRB will run both the new and existing guidelines in parallel from 28 May until the 31 August 2012, when the existing guidelines will cease to apply.

Important – Please be aware:

If you are using the new guidelines from 28 May:-

· You will be unable to use Route Two in the new guidelines as we are currently in the process of finalising details of the external ID validation check that will form part of Route Two.

· If the applicant cannot be processed by Route One, then you should go to Route Three, or consider checking identity using the existing guidelines.

· As a result of feedback from our customers; for all non-UK residents, we advise you to follow the existing guidelines as the new guidelines are presently being reviewed for applicants from overseas.

The CRB website is also being updated to reflect any changes, including frequently asked questions (FAQ’s) at www.homeoffice.gov.uk/crb. We recommend you check the website on a regular basis to keep abreast of any updates.

Kind regards,

Steve Long

CRB Chief Executive

17th May 2012: IMPORTANT - IDENTITY CHECKING GUIDANCE IS CHANGING

From 28 May 2012, the CRB will be introducing enhancements to identity checking guidelines. These new guidelines will apply to all applications for a CRB check.

To help you comply with the new guidelines and to provide enough time to introduce them into your identity (ID) verification procedures, we will run both the new and existing guidelines in parallel from 28 May until the 31 August, when the existing guidelines will cease to apply.

This enhancement to the CRB’s ID verification guidelines is being introduced to strengthen the process used by Registered Bodies for validating applicants in order to improve public protection. In particular, the changes, which are a government priority, will make it more difficult for individuals to conceal previous criminal records by changing their identity. Therefore, the focus will be on requiring applicants, in the first instance, to produce documents that they would have acquired through undergoing stringent identity verification with the document issuer, such as the Identity and Passport Service or the Driver and Vehicle Licensing Agency.

The changes to the identity checking process are designed to enhance the good working practices adopted by many organisations when verifying and validating the identity of those that they intend to recruit, appoint or licence.

The new ID checking process will have three routes, and incorporates the ability to use a new external ID validation check, which can be used by Registered Bodies for applicants who cannot provide the required documentation. Details of the new external ID validation services have yet to be finalised and I will write to you again as soon as more information becomes available.

The most frequently asked questions and the revised guidance are included within the content of this email. The revised ID Checking Guidance, effective from 28 May 2012 is also on the CRB website at www.homeoffice.gov.uk/crb

2011 CRB Updates/News:

News item: Ebulk is live!

25 July 2011

After many months of planning and testing, Mayflower are pleased to announce that their online CRB application process is live. "We believe that our customers will find the new system innovative, user friendly and provide a fast and efficient way of providing CRB checks for their staff.  There is NO additional charge for this service, and it is available for all organisations registered with us, that require CRB Checks."

Registration with Mayflower is quick and free and puts you under no obligation. Register here!

News item: Ebulk in final stages of testing

25 May 2011

Mayflower will soon be offering their customers an eBulk facility so application will be done online. This will offer many benefits. The system is at the final stages of testing and is expected to go live soon.

Registration with Mayflower is quick and free and puts you under no obligation. Register here!

News item: CRB Fee increase announcement


14 March 2011

As a result of recent Government changes, the cost of an Enhanced CRB check will increase by £8 from 6 April 2011. This is the first time that CRB fees have increased since 2006. All other fees will remain unchanged.

The increase in the cost of an Enhanced CRB check is directly linked to the Government’s decision to scale back the VBS to more common sense levels, which has resulted in the cancellation of the requirement to register with the VBS. This fee increase will directly fund the administration costs of the retained elements of the Scheme, and is significantly lower than the intended registration fee of £64.

From 6 April 2011, the following fee levels will apply throughout the remainder of 2011/12.

  • Enhanced CRB check £44.00
  • Standard CRB check £26.00
  • ISA Adult First check £6.00

News Item: VBS Announcement

Today the Government has announced their intention to remodel the Vetting and Barring Scheme (VBS) back to proportionate, commonsense levels. As a result, the ISA-registration stage of the scheme has been stopped and therefore will not launch on 26 July 2010 as planned.


News item: Identity documents guidance

On the front of the new application form, the ‘identity documents’ guidance states that

‘At least one document must confirm your current address, as recorded in section b, and be no older than 3 months.’

Please note that this guidance is factually incorrect and should be disregarded. The CRB would like to apologize for any inconvenience caused in issuing this guidance as part of the new application form.

The correct guidance on identity documents is provided in the ID Checking Process section of the website. Please ensure that you refer to the online guidance regularly for the latest information and updated ID documents that can be accepted as part of the CRB process.

 

2010 CRB Updates/News:


23 August 2010

News item: VBS Guidance

The Home Office has today published comprehensive VBS guidance which is broken down into sections providing background and scope of the scheme, barring arrangements and the effect on employees, volunteers and regulated activity providers. It also provides useful examples that will help you to understand your duties under the new arrangements and helpful timescales and transition arrangements that you should be aware of.


Registration with Mayflower is quick and free and puts you under no obligation. Register here!

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