AccessNI checks

What are the different types of AccessNI check available?

AccessNI criminal record checks are for people living or working in Northern Ireland.

There are three types of AccessNI Check available:

1. Basic AccessNI checks

2. Standard AccessNI checks
3. Enhanced AccessNI checks

An AccessNI check can only be undertaken on people aged 16 years old or over.  The only exception is for family members of an applicant, under 16, where the applicant is registering as a childminder or wants to adopt or foster a child.

If an employer uses AccessNI checks in the recruitment process, they must have a written policy on the recruitment of ex-offenders. Job applicants and volunteers can ask for a copy of the policy.  To read a sample policy for employing someone with a criminal record, go to:  Sample policy on recruitment of ex-offenders

Mayflower Disclosure Services Ltd is an approved provider (known as a Registered Umbrella Body) for Standard or Enhanced level AccessNI checks.  We provide these online Access NI checks to companies/organisations.  You can view our AccessNI Compliance certificate here.

Basic AccessNi checks can be obtained directly through AccessNi.

To use our online AccessNI to obtain Standard or Enhanced AccessNI checks, please create an account.  It is free and under no obligation. 

More information about our online AccessNI checking service is provided below

Each type of AccessNI check consists of the following criminal record searches:

Information about each Type of AccessNI check in more detail:

Basic AccessNI checks: 

A Basic AccessNI check is a check for Unspent Convictions and can be obtained for anyone for any reason.  Note we don't offer these; you can obtain these directly through AccessNI.

Standard AccessNI checks:

A Standard AccessNI check is a check for:

• spent and unspent convictions

• informed warnings and other non-court disposals from the Police National Computer

• Some old and minor convictions and non-court disposals on a criminal record may not be disclosed. Fixed penalty tickets and parking fines aren't included in a standard check.

The Standard AccessNI check is restricted by law and only available where the position or role in question is exempt from the Rehabilitation of Offenders (NI) Order 1978.

A Standard AccessNI check is required for the following roles:

• Barrister
• Solicitor
• Veterinary Surgeon
• Actuary
• Pharmaceutical chemist
• Director, controller or manager of an insurance company
• FCA regulated roles:
  • Accountant
  • Director or Manager carrying out an FCA controlled function, ie:
    • responsible for the management of an authorised payment institution
    • responsible for a small payment institution
    • responsible for the electronic money or payment services business of an electronic money institution.
  • An FCA Approved Person application: for individuals within firms who carry out a controlled function requiring FCA authorisation to offer loans, car financing deals or other consumer credit.

Enhanced AccessNI checks:

An Enhanced AccessNI check discloses an individual’s full criminal record, and checks:

• spent and unspent convictions from the Police National Computer
• cautions, informed warnings and other non-court disposals from the Police National Computer
• information held by the police that is relevant to the role applied for
• information held by the Disclosure and Barring Service (the children’s and/or adults’ barred list checks). Note:  only for positions considered as regulated activity.

Note: Some old and minor convictions and non-court disposals on a criminal record may be filtered. Fixed penalty tickets or parking fines aren't included in an enhanced check.

Enhanced AccessNI checks are restricted by law and can only be obtained for roles which meet the "Prescribed Purpose" as set out in paragraph 9 of The Police Act 997 (Criminal Records) (Disclosure) Regulations (Northern Ireland) 2008.

The role typically involves working closely with children or vulnerable adults.

Controlled Activity: Enhanced Disclosure with NO Barred List check.

A role which meets the old definition of Regulated Activity, ie, activity undertaken within specified settings where there is the opportunity for contact with children or vulnerable adults.

Specified settings are limited to

• schools (educational institutions exclusively or mainly for the provision of full-time education to under-18s)
• pupil referral units *also known as Short Stay Schools
• childcare premises (including nurseries)
• children’s homes
• children’s hospitals (hospitals exclusively or mainly for the reception and treatment of children)
• institutions exclusively or mainly for the detention of children
• residential care or nursing homes in Northern Ireland.

The old definition of Regulated Activity is available in the 2010 Vetting and Barring Scheme Guidance(page 13 paragraph 2.7)

Regulated Activity:  Enhanced Disclosure including Barred List checks.

An Enhanced AccessNI check for a role that involves “regulated activity” will include a check with the Disclosure and Barring Service (DBS).

They maintain lists of individuals who are unsuitable for working with children and vulnerable adults. 

These are known as the children’s and adults' barred list checks.

An employer must:

1. know if a position is regulated activity
2. know the level of check required and when to search the barred lists
3. not employ an individual or engage a volunteer in regulated activity who is on a barred list

If you are not sure, please contact us.

Regulated Activity with Children:

This is a role where an individual works unsupervised with children:

1. once a week or more or intensively (four days in a row or overnight), and
2. in a specific role or a specific place.

For example, a role which:

• teach, train, instruct, care for or supervise children
• provide advice/guidance on well-being to children
• drive a vehicle only for children
• work in a school, children’s home or achildcare premises with the opportunity for contact with children
• provide personal care, for example washing, dressing or healthcare to children
• are a registered childminder
• are a foster-carer

The full criteria for Regulated Activity in relation to Children is available here.

Regulated Activity with Vulnerable Adults:

For the purposes of an AccessNI check, Vulnerable Adults are people who are 18 years or over who are receiving treatment or care. 

Roles considered as Regulated Activity with Vulnerable Adults are roles that:

• give healthcare as a GP, pharmacist, nurse, dentist, surgeon or specialist
• give personal care such as dressing or washing
• provide social work
• help with general household work such as handling cash, shopping or paying bills
• help manage personal affairs such as legal papers
• bring an adult in a vehicle to receive personal care, healthcare or social care

The full criteria for Regulated Activity in relation to Adults is available here.

Examples of roles needing AccessNI checks:

Below are some examples of roles that need AccessNI checks.

Please note:  This is for guidance only and should not be considered a substitute for legal advice. It is the responsibility of the employer/recruiting organisation to determine if eligibility exists in line with the current legislation.

Our online AccessNI application process:

Our online AccessNI application system is secure, quick and straightforward to use.

The AccessNI application process is as follows:

1. The applicant:
   • creates an AccessNI application through their nidirect account using a PIN number which we provide
   • uploads 2 x ID documents from this Acceptable ID List when they create their AccessNI application
   • confirms to you once they have done this and gives you their 10-digit AccessNI Case Reference Number
2. You (the employer):
   • Submits our secure online "AccessNI Approval Form", quoting the 10-digit AccessNI Case Reference Number and arranges payment
3. Mayflower:
   • Checks the applicants' details entered on their application matches their uploaded ID documents
   • Checks eligibility for the type of check being requested
   • Countersigns the application and sends it to AccessNI for processing
   • sends you a processing confirmation email
4. AccessNI:
   • Carries out the criminal record checks
   • Issues the result to the applicant and to Mayflower
5. Mayflower:
   • Sends you the result by email.  If the result is:
     • “certificate issued with no trace,” ie: applicant has no criminal record: the applicant shares their digital AccessNI certificate with you via their nidirect account 
     • “certificate issued with trace” ie, a criminal record exists: A hardcopy AccessNI certificate is posted to the applicant.  It can't be shared online.  They show you their hardcopy AccessNI certificate so you can make a suitability assessment.

Note: Our AccessNI checking service is available to organisations that need two or more AccessNI checks.  To use our service, you need to create an account with us, which is free and under no obligation.

Our AccessNI Prices:

Click to view our AccessNI Price List

We believe in an open pricing policy and do not have any hidden/other costs. There are NO other charges.  You will only be charged for the applications you submit for processing.  We do NOT charge a setup fee, registration fee, yearly fee, error rates, or any other charges not stated, without prior agreement.

Please note, we offer discounts for companies that expect to submit 50 or more online applications per year.  If this applies to you, please provide your Company name and expected annual volume via our Contact Us form, and we will send you a quote.

Volunteers

Standard and Enhanced checks for volunteers are eligible to be processed at a reduced fee.  See AccessNI Prices.

For the purposes of AccessNI checks, a Volunteer is defined as follows:-

“A person engaged, or to be engaged, in an activity for a non-profit organisation or person, which involves spending time unpaid (except for travel and other out-of-pocket expenses) doing something which amounts to a benefit to some third party other than, or in addition to, a close relative”

Under the relevant legislation, a non-profit organisation or person is one which does not distribute its surplus funds to owners or shareholders.

Volunteers within the two specific and narrowly defined categories set out below, are not eligible for reduced fee Volunteer AccessNI checks:

1. the delivery of statutory services: where a volunteer is engaged, or is to be engaged, directly for a Statutory Body
2. funding supplied for defined projects: in circumstances where a sum to include the cost of a disclosure fee in connection with the activity which the volunteer is engaged, or to be engaged, in has been provided out of public funds.

Additional Information relating to AccessNI checks

Checking an Applicant's ID

Note: ID checking is currently under transition:

The government will verify the applicant's identity when they create their AccessNI application by requiring applicants to create their application through an “LAO2” nidirect account.

Applicants will upload 2 x ID documents from this Acceptable ID List when they create their AccessNI application.

Protecting sensitive information

When an employer/Organisation receives an AccessNI certificate disclosing an individual’s criminal record, they are responsible for protecting this sensitive information.

Employers/Organisations must follow AccessNI’s Code of Practice and handle disclosure information safely and securely.

AccessNI checks and job offers

If an AccessNI certificate shows results that make an applicant unsuitable for the post, an employer can withdraw a job offer.

An employment contract exists when:

• the applicant has accepted a job offer
• all conditions under which the offer was made have been satisfied

If they start work before the AccessNI check has been received, the employer should tell them the offer is dependent on satisfactory checks.

Employing someone with a criminal record

Employers should treat fairly job applicants and volunteers who have criminal convictions.

If an employer uses AccessNI checks in the recruitment process, they must have a written policy on the recruitment of ex-offenders. Job applicants and volunteers can ask for a copy of the policy.

To read a sample policy for employing someone with a criminal record, go to: Sample policy on recruitment of ex-offenders

If a job applicant’s criminal conviction is disclosed, an employer should consider its relevance to the job. A conviction should not automatically disqualify someone.

If the applicant is on a barred list, they are breaking the law if they apply to work or volunteer with vulnerable groups in regulated activity.

Employing someone who is on a barred list

It is unlawful and a criminal offence for an individual who is on the barred lists to work with children or vulnerable adults, or to apply to work/volunteer in regulated activity with those groups.

If an employer knows the individual is barred and employs them in regulated activity, the employer is also breaking the law and committing a criminal offence.

Employing people with conflict-related convictions

There is guidance for employers on recruiting people with convictions which occurred during Northern Ireland’s troubles:

Employers' guidance on recruiting people with conflict-related convictions (external link opens in a new window / tab)

How long an AccessNI check is valid

If criminal convictions are revealed on an AccessNI certificate, the information is valid on the date the certificate is issued.

An employer should verify the date the certificate was issued to determine whether to obtain a new one.

In certain employment sectors, a new AccessNI check might be needed at different times. For example, to renew a taxi driver’s licence or to get a licence to work in the security industry.

Employers shouldn't take or keep photocopies of an applicant’s certificate.

If there is a reason for keeping a copy, for example there is a dispute or complaint, the employer must explain the reason and get the applicant’s permission. 

Employers should not keep an AccessNI certificate for longer than six months.

Disputing an AccessNI certificate

If an individual thinks the information is inaccurate on their AccessNI certificate, they can raise a dispute:

Disputing an AccessNI certificate (external link opens in a new window / tab)

AccessNI  Processing Times / Turnaround Times

Our online AccessNI application system is secure, simple and quick to use.

On average the time taken to complete an AccessNI application using our online service is as follows:

• Standard/Enhanced AccessNI applications:  5 days

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