Basic Disclosure ScotlandQuestions
B1. What are the current Basic Disclosure Scotlandcheck processing times?
The average processing time-frame for a Basic Disclosure Scotland application is 2 weeks.
Please note this is an average and cannot be guaranteed.
Some Basic Disclosure Scotlandchecks are completed within a couple of days whilst others may take the full 2 weeks, and the occasional application may take longer (although this is unusual).
B2. What ID documents do I need to see for a Basic Disclosure application?
You (the employer) needs to verify your applicants ID.
To view or download the list of ID Documents that a Basic Disclosure Scotlandapplicant can show, please click on the button below:
B3. Your system won’t accept the applicant's Driving Licence Number?
The UK driving licence number is a 16 digit number starting with the first 5 letters of the applicant's surname.
The driving licence number is also coded so it matches the individuals names, gender and DOB.
The system cross-checks this against the information entered on the application form. If there is a mismatch the system will not accept it.
Please cross-check the driving licence details (names and DOB) against the information entered on the Basic Disclosure Scotland Application form (you can view the details entered on the form by clicking on the “Application” tab”).
The most common issue is if the applicant has a middle name on their driving licence but they have not entered this on their Basic Disclosure Scotland application form. They must provide any middle names that they have in the "Forename/s" field on the Basic Disclosure Scotland application for.
The Disclosure Scotland application form is a legal document that the applicant has declared is correct, and it cannot be amended.
If you find that the information entered on their Basic Disclosure Scotlandapplication is not correct (i.e: a middle name is missing, or their DOB is incorrect), please withdraw the inaccurate application from your account (by clicking on the withdraw button in the application), and arrange for the applicant to create a new Disclosure application form, ensuring they provide full and accurate information on their application form.
Please emphasize the importance to applicants that they must provide full, accurate and up to date information on their application form.
B4. Your online application system won’t accept the applicants addresses?
The applicant must enter their full 5 year address history (including any overseas addresses) onto their online Basic Disclosure Scotlandapplication form.
If they have not completed a full 5 year history they will not get a ‘Next’ button to click on. They will see an on-screen message prompting them to ‘add address’
They must enter the addresses in chronological order starting with the most recent. If they are entering a UK address, they must provide a valid postcode. The dates provided must also be continuous and not contain any gaps.
If there is a gap between addresses they will get a red warning message.
B5. How do we add a middle name onto a Basic Disclosure Scotland application? Can we amend a Basic Disclosure Scotlandapplication?
The Basic Disclosure Scotland application form is a legal document that the applicant has declared is correct. We are not permitted to amend details that the applicant has entered.
If you find that the information entered on their application is not correct, please withdraw the inaccurate application from your account (by clicking on the withdraw button in the application), and arrange for the applicant to create a new Basic Disclosure Scotland application form.
Please emphasise the importance to applicants that they must provide full, accurate and up to date information on their Basic Disclosure Scotlandapplication form.
B6. Our applications have been created on a Scottish system (Disclosure Scotland); does this matter?
Basic Disclosure Scotland Checks are processed by a government agency called Disclosure Scotland. We (Mayflower Disclosure Services Ltd) are a registered Umbrella Body with Disclosure Scotland.
They are for people who live/work in Scotland or for people who have previously lived or worked in Scotland. For someone who lives/works in England or Wales, you will need a Basic DBS check instead.
B7. How do I become an Application Manager?
To set you up as a user (Application Manager) and to nominate additional users (if required), please complete and return a Customer Changes form with your details.
If there is no change to the current Primary Application Manager, please leave this field on the form blank.
Please note, each application manager will need their own dedicated email address as the system will not accept duplicate emails for different users.
On receipt of your form, we will create a user account for you and send you instructions and log-in details for creating and submitting Basic Disclosure ScotlandApplications.
B8. How can I set-up additional Application Managers?
To set up another user (Application Manager), please complete and return a Customer Changes form with their details. If there is no change to the current Primary Application Manager, please leave this field on the form blank.
Please note, each application manager will need their own dedicated email address as the system will not accept duplicate emails for different users.
On receipt of their form, we will create a user account for them and send them instructions and log-in details for submitting Basic Disclosure ScotlandApplications for processing .
B9. I am the Primary Manager, can I check my own ID?
You cannot check your own ID, so please ask a colleague to check your original ID documents. Please complete the manager's section of your application with your colleague and submit your DBS application as normal.
Please then email us the name of the person who checked your ID so we can amend the ID checker name.
Alternatively, you can set up another user (Application Manager). To do this please complete and return a Customer Changes form with their details. If there is no change to the current Primary Application Manager, leave this field on the form blank.
Please note, each application manager will need their own dedicated email address as the system will not accept duplicate emails for different users.
On receipt of their form, we will create a user account for them and send them instructions and log-in details for submitting Basic Disclosure ScotlandApplications for processing.
B10. What should we (the employer) do with the Basic Disclosure Scotlandcertificates?
We (Mayflower Disclosure Services Ltd) send you (the account holder) the hard-copy Basic Disclosure Scotland so you can make a suitability decision regarding the applicant (staff member).
The applicant provided their permission for the Basic Disclosure Scotland certificate to be sent to you when they created their online Basic Disclosure application form.
Once you have made your suitability decision, you must store the Basic Disclosure Scotlandcertificates sent to,in line with paragraph 88 of the Disclosure Scotland Code of Practice:
“88. Disclosure information must be stored in secure conditions. Documents should be kept in lockable and non-portable storage units. Keys or combinations for such storage units should not be freely available within an organisation and access to storage units and rooms containing storage units should be restricted to named individuals. The disclosure information should not be retained in an employee’s personnel file. Care must also be taken, once electronic disclosure information is available, that unauthorised viewing, transmission, storage or printing does not take place.”
B11. Can we transfer or upgrade a Basic Disclosure Scotlandcheck to a DBS check?
Unfortunately, this is not possible.
A Basic Disclosure Scotland check is not the same as a DBS check. It is processed by a different government agency. A Basic Disclosure Scotlandcheck cannot be transferred or upgraded to a DBS check.
B12. What is the Basic Disclosure Scotlandcheck renewal process?
For Companies (account holders):
There is no specific Basic Disclosure Scotland “renewal” process. To renew a Basic Disclosure Scotland certificate you will need to arrange for a new Basic Disclosure Scotland application to be created and submitted via your online account, for each person you require a renewal for.
For individuals:
There is no specific Basic Disclosure Scotland “renewal” process.
To renew a Basic Disclosure Scotlandcertificate you will need to apply for a new DBS check again.
You can do this through your employer or alternatively you can arrange this yourself via our our sister website: www.basicpolicecheck.co.uk.
B13. How long are Basic Disclosure Scotlandcertificates valid for?
Each certificate will display an issue date, so the older it is, the less reliable it is. However, there is no expiry date.
Organisations should re-new checks for their staff in a “reasonable” time-frame (every 1-3 years recommended) based on your own risk assessments.
You may find that a renewal time-frame is stipulated by your contract provider/regulating authority (if you have one).
