Basic Disclosure – DBS
If you are submitting your application for the purpose of a Basic Disclosure within your application you will be asked to provide the following information:- What is the purpose of this disclosure? (employment or personal interest). Is the place of employment in England or Wales? If the answer is Yes then see below. If the answer is no, please see section Basic Disclosure – Disclosure Scotland.
Information you enter through the online system for a Basic DBS Disclosure:- Date of birth, Title, forename, any middle names, surname, any previous names/surnames, gender, place of birth (town), birth county, birth nationality, email address, home landline number, mobile number, mothers’ maiden name, national insurance number, passport details, driving licence details, DO you have a DBS profile number? (please note you will have been given one of these if you have already undertaken a DBS Basic Disclosure check). 5 year address history. You must provide all other addresses where you have lived in the last 5 years. There must be no gaps in dates and no overlapping dates with the exception that the month that you left one property must be the same as the month that you started living in a new property. You will be asked the question ‘Can APCS view your certificate when issued’? which means ‘Do you wish to provide consent to lead contact of the Registered organisation (APCS) to view your online DBS certificate when it has been issued?’ If you select the ‘Yes’ option, the Accountable Officer of the RO (APCS) will be able to view an electronic image of your certificate and if applicable could make a recruitment decision based on that information. You can remove or amend consent once your Basic check has been completed from your DBS account which you will need to create. You will receive information from the Disclosure & Barring Service on how to do this once you have submitted your application. Do you want a paper copy of your certificate?
Also within your application you will be asked the question ‘Consented 3rd Party Email Address’ which means ‘Enter the third party email address to provide consent to view your DBS certificate once it is issued. This should match the email address registered for the recipients DBS online account’. Therefore if you enter an email address in response to this question the person that address belongs to will be able to view an electronic image of your certificate and if applicable could make a recruitment decision based on that information. You can remove or amend consent once your Basic check has been completed from your DBS account which you will need to create.
If you give consent on your application to an Accountable Officer and/or a 3rd Party and your DBS certificate contains conviction information, the consent to view an electronic image of your certificate will automatically be removed. You can reinstate this consent using your DBS online account.
Within your application for a Basic Disclosure you can choose to receive a paper certificate. This can be sent to your current address or you can send it to another address. This does not have to be your own address, you can send it to another recipient, for example your employer. If you choose to have your paper certificate sent to another person this person will be able to view your certificate before you have had an opportunity to check that your details on the certificate are correct.
Within your application we ask you for your email address in order to provide an update on the progress of your application and a way in which we can contact you should we need to contact you about your application.
Access Personal Checking Services Ltd will obtain an electronic result once your application is completed containing the following wording ‘Certificate contains no information’ or ‘Please wait to view applicant certificate.’ If you do not wish to consent to this result being received, you should not submit your application through Single Central Record Ltd.
We may also share information with organisations or individuals you have provided consent for. This will only occur where you choose to allow the sharing to take place.
Basic Disclosure – Disclosure Scotland
If you are submitting your application for the purpose of a Basic Disclosure within your application or for personal reasons you will be asked to provide the following information:- What is the purpose of this disclosure? (employment or personal interest). Is the place of employment in England or Wales? If the answer is No and you live in Scotland or have an overseas address then see below. If the answer is Yes, please see section Basic Disclosure – DBS.
Information you enter through the online system for a Basic DBS Disclosure:- Date of birth, Title, forename, any middle names, surname, any previous names/surnames, gender, place of birth (town), birth county, birth nationality, email address, home landline number, mobile number, mothers’ maiden name, national insurance number, passport details, driving licence details, 5 year address history. You must provide all other addresses where you have lived in the last 5 years. There must be no gaps in dates and no overlapping dates with the exception that the month that you left one property must be the same as the month that you started living in a new property. You will be asked whether you have any unspent criminal convictions? Please note convictions become spent and no longer have to be revealed after a period of time. Please note that whether Yes or No has been entered the results of the check will remain the same. Please note that if you are completing this form for employment purposes by not disclosing whether you have conviction history may be further explored by your employing organisation and could lead to disciplinary proceedings. Access Personal Checking Services Ltd will then ask for you consent for the following:-
Access Personal Checking Services Ltd (APCS) is intending to submit an application to Disclosure Scotland for a basic disclosure through Single Central Record Ltd on behalf of “name of your school”. The Basic Disclosure certificate will contain information about any unspent convictions held in your name, or confirm that no such convictions exist.
By ticking the box in the consent and writing your full name in the space provided you confirm you are giving my freely provided consent to:
a). APCS through Single Central Record portal submitting a single application to Disclosure Scotland on behalf of “Name of your school” for a basic disclosure certificate.
b). Disclosure Scotland advising APCS/Single Central Record by e-mail whether or not my basic disclosure contains information about unspent convictions, and posting the Disclosure Certificate to
Single Central Record Ltd.
c). APCS and/or Single Central Record Ltd sending the e-mail and certificate on to the organisation that requested for the application. The e-mail and certificate to be sent to a named individual at the organisation that asked you to complete the online form who has given consent to abide by Disclosure Scotland’s Code of Practice regarding security and confidentiality of disclosure information. This individual will receive and view my basic disclosure certificate prior to me seeing it.
Declaration by the applicant. You will be required to put a tick in the box, by doing so you confirm that the information that you provided in support of your application is complete and true and understand that knowingly to make a false statement for this purpose may be a criminal offence.
Within your application for a Basic Disclosure – Disclosure Scotland you will receive a paper certificate. This can be sent to your current address or you can send it to another address. This does not have to be your own address, you can send it to another recipient, for example your employer.
Standard & Enhanced Disclosure – DBS
If you are submitting your application for the purpose of a Standard or Enhanced DBS within your application you will be asked to provide the following information:-
Date of birth, Title, forename, any middle names, surname, any previous names/surnames, gender, place of birth (town), birth county, birth nationality, email address, home landline number, mobile number, mothers’ maiden name, national insurance number, passport details, driving licence details, 5 year address history. You must provide all other addresses where you have lived in the last 5 years. There must be no gaps in dates and no overlapping dates with the exception that the month that you left one property must be the same as the month that you started living in a new property. You will be asked whether you have any convictions, cautions, reprimands or final warnings, which would not be filtered in line with current guidance.
What is Filtering on DBS Disclosures?
Certain old and minor cautions and convictions may no longer appear on a disclosure. They are filtered out and an employer is no longer entitled to know about them.
What Conviction Information will not be filtered?
The following conviction information will continue to appear on a disclosure. If you have one of these you must answer YES to this question.
• All cautions and convictions for serious violent and sexual offences; and other specified offences of relevance for posts concerned with safeguarding children and vulnerable adults, will continue to appear on a disclosure. (A full list of such offences is available on the DBS website)
• Cautions given less than 2 years ago (where the individual was under 18 at the time of caution)
• Cautions given less than 6 years ago (where the individual was over 18 at the time of caution)
• Where the individual has more than one conviction offence, all convictions will appear. No offences will be filtered.
• Convictions that resulted in a custodial sentence (regardless of whether served)
• Convictions given less than 11 years ago (where individual was over 18 at the time of conviction)
• Convictions given less than 5.5 years ago (where individual was under 18 at the time of conviction)
These changes relate to what appears on a disclosure, and to what convictions an employer is legally allowed to ask about.
Please note that if you are completing this form for employment purposes by not disclosing whether you have conviction history may be further explored by your employing organisation and could lead to disciplinary proceedings. DBS Statement of Fair Processing – The Disclosure and Barring Service will refer the details provided on this application form to government and law enforcement bodies in accordance with any relevant legislation. The details provided to these bodies will be used for identifying possible matches to records held by them. Where such a match is established, data may be released to the DBS for inclusion on any certificate issued. The details provided on this form may be used to update the records held by the bodies specified above. The details provided on the application form may be used to verify your identity for authentication purposes. The DBS may use any information provided by the DBS on a certificate or otherwise held by the DBS to inform any of its barring decisions made under its powers within the Safeguarding Vulnerable Groups Act 2006.
Where is states “Declaration by the applicant” you will be required to place a tick in the box to confirm that the information that you have provided in support of your application is complete and true and understand that knowingly to make a false statement for this purpose may be a criminal offence. You will be required to enter your full name to confirm and confirm the date of declaration which is the date in which you entered the details.
Once you have submitted your application:-
Once you have completed your application. The next stage will be to get your application details checked against your ID documents. Your employer or organisation that requested you to get the check done will have arranged this, or may get in touch with you to do so. Once your application details have been verified, your application can be submitted for processing to the DBS or Disclosure Scotland.
If you have any queries regarding your application, please contact Single
Central Record Ltd on 0151 606 5101 or alternatively via email info@onlinescr.co.uk preferably quoting your reference number (found on your application).
If your application has been submitted to Disclosure Scotland their privacy policy can be found here:- https://www.mygov.scot/privacy/
If your application has been submitted to Disclosure & Barring Service for Standard/Enhanced DBS check their privacy policy can be found here:- https://www.gov.uk/government/publications/dbs-privacy-policy/dbs-privacy-policy
If your application has been submitted to Disclosure & Barring Service for Basic DBS Disclosure their privacy policy can be found here:- https://www.gov.uk/government/publications/dbs-privacy-policies-for-basic-checks
National College for Teaching and Leadership (NCTL)
If you are submitting your application for the purpose of a Prohibition Check, Section 128 Check, EEA Check, QTS Check you will be asked to provide the following information:-
TRN Number (if you have one), Full name and Date of birth and National Insurance Number.
Once the above information has been submitted through the www.onlinescr.co.uk portal Single Central Record we will check the information against the NCTL portal. We will then enter your personal details into the portal to view the record of:
Single Central Record Ltd then provides a certificate to indicate the check has been completed with the information of the above which is emailed to the employer. This is to enable them to check whether individuals they employ, or are considering employing, are suitably qualified and do not have any restrictions against them in relation to teaching in England. The following information is uploaded into the SCR portal:- Date the check was completed, the individual at the employing organisation evidenced it and the check result.
The National College for Teaching and Leadership (NCTL) portal provides teachers with access to their own records held on the database of qualified teachers in England (DQT). The database of qualified teachers (DQT) is maintained by the National College for Teaching and Leadership (NCTL) which is an executive agency of the Department for Education (DfE). For the purposes of the Data Protection Act 2018, this makes DfE the data controller for personal data held on the DQT. Their website can be found here: https://teacherservices.education.gov.uk/SelfService/Login . Please email NCTL’s Teacher Qualification Unit at qts.enquiries@education.gov.uk or call 0207 593 5394 if you have any questions about the DQT or your record.
If you have any queries regarding your application, please contact Single
Central Record ltd on 0151 606 5101 or alternatively via email info@onlinescr.co.uk.
Children’s Barred List Check (List 99)
The Children’s Barred List, contains details of people whose employment has been barred or restricted by the Secretary of State for Education under the terms of the Education (Restriction of Employment) Regulations 2000, and previous regulations. It also contains details of people who have been barred from teaching in Northern Ireland and removed from the Register of Teachers by the General Teaching Council for Scotland. People in these categories are not barred from employment in England and Wales.
Local authorities, schools, and further education institutions must check the List before confirming a person’s appointment in order to ensure that they do not appoint someone whose employment by them is prohibited. The Barred List is a sensitive and confidential document and access to it is strictly limited to individuals responsible for checking the suitability of applicants. It should be emphasised that not all those on the list are perceived to be a danger to children. This service is used to check whether an individual is restricted from working in regulated activity within the education sector. The check is carried out so that an individual can commence work pending the issue of their enhanced Disclosure and Barring Service (DBS) certificate. The barred list is held with the Disclosure and Barring Service (DBS) to keep a record of people who are not permitted to work in a regulated activity with children. It’s a criminal offence for a person to work with a group from which they have been barred from working. It’s also an offence for an employer to hire a person to work in a regulated activity with children if they have been barred from doing so.
If you are submitting your application for the purpose of a Children’s barred list check you will be asked for the following information:-
Full Name, Date of birth and any previous names.
If the information is “Clear” then we will provide a certificate to your employer or educational establishment informing them that the information is clear. The following information is uploaded into the Single Central Record Portal: Issue Date, check result and who the certificate was evidenced by.
If there is a possible match we contact your employer/educational establishment for further information as requested by The Disclosure & Barring Service (DBS). This includes: NI number, Current address, Job title, Place of employment, Paid role or voluntary, Supervised or unsupervised, Hours of employment/work pattern (e.g. Mon-Fri, 2pm-4pm) and how is the role a regulated activity with children. Single Central Record Ltd would then submit this information to the Disclosure & Barring Service for review.
If you are submitting your application for the purpose of an update service check (a status check) you will be asked to provide the following information:- Certificate Number, Applicant’s surname on the original DBS certificate, Date of birth on the original DBS certificate
A Status check allows organisations to see if any relevant information has been identified about you since their Certificate was last issued.
The outcome of a valid Status check will be one of the following:
Single Central Record limited applies through the Disclosure & Barring Service with your personal information and puts the status of the check onto a certificate which is then emailed to the employer/organisation. Status checks can be performed as regularly as weekly.
Single Central Record limited applies through the Disclosure & Barring Service with your personal details, we then provide a certificate to indicate the check has been completed with the information of the above which is emailed to the employer. The following information is uploaded into the SCR portal:- Date the check was completed, the individual at the employing organisation evidenced it and the check result. Existing subscription type, update service payment reference number, date update service must be registered.
