eBULK-DBS CHECKS

FAQ’s MANAGER:

What is eBulk?

eBulk is a system which allows applicants to complete their DBS application online. Once the form is completed and checked it is submitted via a secure encrypted connection directly to the DBS. eBulk reduces errors by validating data as soon as it’s entered and speeds up the whole DBS process from start to end.

How secure is eBulk?

eBulk is extremely secure. The system had to pass strict testing phases conducted by the DBS and the Ministry of Justice before it was authorised to be used. All the data is firstly encrypted by eBulk and sent securely to the DBS’s server, and the results are received in the same manner.

What is the Difference Between Basic, Standard and Enhanced Checks?

Basic Disclosure

This is processed by Disclosure Scotland. Please do not be confused by their name, they process Basic Checks for all individuals living in the UK.

The Basic Disclosure shows any ‘unspent’ convictions and is the only level of check available which can be applied for by an individual rather than by an employer.

Standard DBS Check

This searches the PNC (Police National Computer) for any cautions, warnings reprimands and convictions considered ‘spent’ or ‘unspent’

The standard check is not available to individuals and must be applied for by an employer on an employee’s behalf.

Enhanced DBS Check

The Enhanced DBS Check is the most comprehensive level of DBS Check and just like the Standard Check searches for all cautions, warnings, reprimands and convictions considered ‘spent’ or ‘unspent’. In addition, where relevant, the Enhanced DBS Check also facilitates the search of the children and adults Barred Lists to check the applicant isn’t barred from working with these groups.

The applicant’s local police force also has the opportunity to add any other relevant information which they hold about the applicant.

What Identity documents need to be verified for each applicant?

The identity of DBS Applicants and Basic Disclosure applicants must be verified by managers/ID checkers.

In order for their Application to be submitted for processing, applicants must show their manager/ID Verifier original ID documents that meet the list of Acceptable ID.

Click here to see the http://dbsdirect.co.uk/resources/List Acceptable ID docs - DBS(CRB) Applications.pdf

I am trying to complete the ID Check for an application, but the system will not accept the Driving Licence Number, Why?

The driving licence number is coded so it matches the individuals' names and date of birth. The system cross-checks this against the information entered on the application form. If there is a mis-match the system will not accept it.

Please check the driving licence details against the information entered on the DBS application form. If the applicant’s name or date of birth is different please email the DBS team (DBS@derbyshire.gov.uk) to request that this is amended. Once the form is amended you will then be able to complete the ID check for this application.

What is the definition of a Volunteer for DBS purposes? What are the eligibility criteria for Volunteer DBS Applications?

The DBS defines a volunteer to be ‘a person who performs any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives’. Work experience, student trainee’s, student placements and student teachers do not fall within the DBS definition of “Volunteer”.

The applicant must not

• 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

Examples of eligible and ineligible volunteer roles:

What should I do when I see the applicant's DBS Disclosure certificate and what if the applicant has a criminal record?

If you check the applicant’s disclosure and there is no information on the disclosure nothing needs to be done as Shared Services Centre will be in receipt of this information. However, if there is Trace information (i.e. caution or conviction) on the disclosure then you will need to consult your Departmental HR team to seek advice. You will know if information is on the disclosure as on the actual disclosure there will be information held in any of the fields listed below:

‘DBS Children’s Barred List’

‘DBS Adults’ Barred List’

‘Other relevant information at Chief Police Officer(s) discretion’

Assistant Director level sign off is required to proceed with the recruitment process. You will then need to complete the Verification of Criminal Records form and return it to the Shared Services Centre as the DBS team will not be in receipt of this information. p>

What do I do if the applicant requires an External ID check?

If an applicant cannot proceed down route one for their ID verification and thus requires an external ID check via route two the relevant form will have to be requested from the DBS team. You can either email dbs@derbyshire.gov.uk or telephone 01629 535118 option 2 to request one. After completion please return the form to the

DBS Team,

Shared Services Centre,

John Hadfield House,

Dale Road,

Matlock,

Derbyshire,

DE4 3RD

The external ID check is used to establish the applicant’s identity and the result will be shared with the manager. If it’s a pass the process can continue. If it is a fail then the applicant will have to try route 3 and failing that the applicant will be required to go for finger printing.  

What happens if the applicant cannot produce documents for route 1, 2 or 3?

The applicant will have to go for fingerprinting. A paper application form will have to be requested from the DBS team either by email dbs@derbyshire.gov.uk or telephone 01629 535118 option 2 and filled in by the applicant. Once received by the ID checker/manager you will have to put a cross in the “No” box of section W59 and return the form to the Shared Services Centre.

What does "Waiting Countersignatory Auth" mean on the on-line application system for Enhanced and Standard DBS checks?

This means you have successfully submitted the application to us for processing. The Shared Services will then countersign the application and you will be able to track it through the different sections of the grey boxes on your Manager Dashboard as it progresses through the different stages of the checks.

When the checks are completed, the certificate will be issued, and an email notification will be sent to the Manager informing them of the outcome.

The applicant has not received their DBS Certificate, even though it has been issued what should I advise the applicant to do?

The DBS will only issue certificates to the individual applicants and so will only accept requests for re-prints from the applicants themselves. This is due to a change in the law which took place in 2013 is part of the Government’s commitment to put the individual in greater control of their own information

The applicant can contact the DBS to request a re-print. The DBS will only issue re-prints if the applicant has not received their certificate. DBS will not issue a re-print if the certificate has been received but has been lost. Please note that a re-print can only be requested within 3 months of the original issue date. The applicant can request a re-print by calling the DBS on 0870 90 90 811. Even if they don't have their form reference number the DBS will still be able to find their details using their personal information.
The DBS will only issue certificates to the individual applicants and so will only accept requests for re-prints from the applicants.

How do I set-up another Manager (ID Checker)?

To set up another user, please ask them to complete and return the DCC online criminal records check changes form, available to download. On receipt of the form, a user account will be created for them. The new user will be provided with log-in details and instructions on submitting DBS applications for processing.

What is the filtering of convictions?  

Please see link to filtering guidelines for DBS.

https://www.gov.uk/government/collections/dbs-filtering-guidance

What are the recent changes to the DBS ID verification?  

As of the 8th June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by the DVLA. Paper driving licences issued before the photocard was introduced in 1998 will remain valid and should not be destroyed. As a result of this change the following mandatory amendments will be made to ID Verification on Employmentcheck.

As previously, only one valid driving license may be selected at any time out of the three above options. Selecting one of the above options will grey out the other two.

How will this change effect the ID verification process?  

For the DBS ID checking process this means that just the driving licence photocard needs to be produced by the applicant, unless an old style paper driving licence is produced (pre-1998).

A photocard driving licence issued by the DVLA without the paper counterpart will be classed as a group 1 and group 2a identity document for DBS identity checking purposes.

An Old Style Paper Driving Licence will continue to be classed as a group 2a identity document for DBS identity checking purposes.

How Can a Photo Card Driving Licence be used twice for ID checking purposes?  

No – as per the previous guidance the driving licence can only be used as a form of ID once at any one time and can’t be used as a document in both Group 1 and Group 2a at the same time.

Can the driving licence counterpart be used as a valid form of ID for group 2a?  

No – only the old style paper driving licence can be used as a valid form of ID for group 2a or the Photo Card Driving licence with or without the counterpart.

What are the recent changes to Disclosure Certificates?  

From 31 May 2015 all standard and enhanced DBS certificates will show if a fee has been charged by the DBS.

Applicants do not pay the DBS a fee for volunteer positions; however these checks are processed in exactly the same way as a paid position.

This change will let applicants see whether the DBS certificate was issued for a paid role or a volunteer role.

The new text will show at the top left-hand side of the certificate stating either ‘No DBS fee charged’ or ‘DBS fee charged’.

‘An administration fee may be charged by the organisation that submits your DBS check application. This is separate to the DBS fee.'

If you think that the fee charged text is wrong on your DBS certificate you need to speak to a member of the DBS Team on 01629 535118 option 2.

After this if the fee text on your certificate needs further investigation you can contact the DBS Liverpool on 03000 200 190.

Why has DBS made this change?  

a. The change makes Employers, Recruiters, RBs and Applicants aware of the fee paid for a DBS check.

b. The change to the certificates will include the ‘fee paid’ status from the 31 May 2015. This will help DBS identify fraudulent applications and improve compliance activity and scrutiny around portable DBS (Disclosures) from the Update Service. The current DBS (Disclosure) Certificate does not indicate whether the application submitted was a voluntary position or whether the DBS fee was charged.

I am a volunteer, but I have paid a DBS fee. What should I do next?  

c.  If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged. Some organisations charge a fee for the service they provide.

I am not a volunteer and have not paid a DBS fee. What should I do next?  

d.  If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have spoken to the person who submitted my application to discuss what has been charged; they have confirmed the wrong fee has been applied. What do I do next?  

Contact DBS at customerservices@dbs.gsi.gov.uk detailing your full name, address, postcode and certificate number and they will investigate this matter. If necessary they will contact the Registered Body who processed your application.

Will the e-bulk electronic result change when this comes in?  

No, this will remain the same.

I paid more than the DBS fee, why is this?  

An administration fee may be charged by the organisation that submits your DBS check application to DBS. This is separate to the DBS fee.

Why does my certificate not tell me whether a fee has been charged?  

Only certificates with a date of issue from 31 May 2015 will show what fee has been charged.

Can I request a duplicate/new certificate that shows this information?  

No, only certificates with a date of issue from 31 May will show what fee has been charged. If you would like a new certificate containing this information you will need to make a new application.

Can I request a reprint of my certificate that shows this information?  

No, only certificates with a date of issue from 31 May will show what fee has been charged. If you would like a new certificate containing this information you will need to make a new application.

I have disputed my certificate, will the new certificate contain this information?  

Yes, if the DBS uphold your dispute they will provide you with a new certificate that will contain this information.

Can I dispute this information if I think it is wrong?  

No, if you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have received a reprint/reissue and the new certificate says a fee was not charged but I paid. What should I do next?  

If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have a certificate issued before 31 May do I need to reapply, so it contains the wording about the fee charged? 

No, certificates issued before 31 May are still valid. If your certificate is linked to the Update Service, you can continue to use it for new employment which requires the same type and level of check.