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Verifying Applications

'Correct identification of applicants is the cornerstone of the Disclosure service'

In order for the Disclosure service to operate successfully it is essential that the identity and current address of each Disclosure applicant is verified beyond doubt.

You, the verifier, play a vital part in this process. Your role is:

1. To meet with the applicant

It is important that you arrange to meet with the applicant in person. This enables you to check the likeness of any photographs included in the identity documentation and to raise any questions you have. You will need time to check the application form and identity documents and to complete section X of the CRB Disclosure Application Form and also complete the CAS form and the Documentary Evidence Sheet. The process should usually take around 10 to 15 minutes to complete. Please note that you are not permitted to verify applications for yourself, your partner or your family members.

2. To establish the true identity of the applicant through the examination of a range of documents approved by the Criminal Records Bureau (CRB)

This is the cornerstone of the Disclosure process and it is essential that the examination of the documents and the completion of the relevant forms is done correctly.The CRB has provided a list of acceptable identity documents and divided them into Group One and Group Two documents. The list of acceptable documents and which group they fall into can be seen on the Documentary Evidence Sheet.  Detailed guidance  on the documents you may see can be be found here: www.churchsafe.org.uk/resources.  On this page you can also find a useful checklist that explains how to treat each type of document.

3. To complete section X of the CRB form and also to complete the Churches' Agency for Safeguarding (CAS) form and the Documentary Evidence Sheet

  • You can go to this link if you need to print a copy of either of the forms referred to here: www.churchsafe.org.uk/resources
  • You are required to enter the details of the documents which you have checked in Section X of the CRB Disclosure Application Form (where required) and also on the Documentary Evidence Sheet.
  • Section X of the CRB Disclosure Application Form must be completed in black ink. Forms are electronically scanned by the CRB and any colour other than black ink will be rejected.
  • Please enter the relevant details of the identity documents which you have seen. If the applicant has completed any of Section X you must cross out any information which you have not checked.
  • Line 15: Although line 15 says 'current address details checked against documentation' the CRB state that a cross should only be placed in this box if you have seen two documents from Group 2 showing evidence of the applicant's current address (although you should not place a cross at line 15 if one of the documents is a marriage certificate, P45 or P60 as these can be recorded elsewhere in Section X).

If you make a mistake when completing Section X

  • If you make a mistake in Section X please cross it out neatly, write the amended information close by and sign or initial next to it to confirm that the amendment has been made by yourself. This way we will know that the amendment is genuine and that the form has not been tampered with by the applicant or anyone else.

Please do not complete section Y. This section will be completed by a Registered Countersignatory at the CAS

 CAS form

  • Please complete the CAS form as directed. It is essential that all sections of the form are completed (with the exception of the alternative contact details unless required by your organisation). Your name, address, denomination and date of birth are all required in order for your identity and status as an authorised verifier to be confirmed. Your telephone number is required in order that you can be contacted, if required, in relation to the application.
  • Please note that the information you provide will be used for the purpose of confirming your identity and contacting you in relation to the application and not for any other purposes.
  • Read the Declaration at the end of the form before signing your confirmation in the signature box.

Documentary Evidence Sheet

Please complete this form carefully ensuring that the applicant's name and application form reference number are entered.  Ensure that you have seen and recorded sufficient documents and that the documents have met all the listed requirements. Print your name then sign and date the completed Documentary Evidence Sheet.

4. To check that the CRB Disclosure Application Form has been correctly completed and the details provided by the applicant match those shown on the identity documents

It will significantly reduce the error rate (and ultimately therefore cost and processing time) if you as the verifier can spot any problems with the application before it is submitted. Please check the following points in particular:

  • Ensure that the applicant has entered any middle names in Line 3 of the CRB form.
  • Ensure that the application is completed in black ink throughout. If any other coloured ink is used the form will be rejected by the CRB (this is because forms are scanned electronically and any colour other than black will not scan correctly). Correction fluid must not be used as the scanners cannot process this.
  • Ensure that the applicant's name and the form reference number are clearly marked on any continuation sheets.
  • Ensure that the applicant has provided a full five year address history with no gaps.
  • Where possible you should cross match the applicant's address history with any information known to you and / or any other information provided as part of the recruitment process (e.g. reference, CV) for example if you are aware that the applicant lived abroad for a year within the past 5 years but has not stated this on the application you should ask them to declare this on the form or on an additional sheet.
  • Ensure that the name, address and date of birth details provided by the applicant in Section A match with those shown on the identity documents they have provided.

5. To send the forms (the CRB form, CAS form and Documentary Evidence Sheet) to the Churches' Agency for Safeguarding

  • Please send the completed forms (the CRB Disclosure Application Form, the CAS form and the Documentary Evidence Sheet) to the Churches' Agency for Safeguarding, 25 Marylebone Road, London. NW1 5JR (NOT to the CRB)
  • Prior to making a recruitment decision or confirming an existing position, ensure that you have received a letter from the CAS stating that there is no information on the Disclosure to prevent the applicant working in the role applied for.
  • Once the application has been received at the CAS it will be logged and processed. Due to the large volume of applications received it may take up to three months for the application to be processed and either returned to the applicant / verifier for amendment in the case of errors, or forwarded to the CRB.
  • Once the CRB has received the application they will arrange for the relevant checks to be done by the Police, the Department of Education and Skills and the Department of Health.
  • A Disclosure will then be printed showing convictions, cautions and other relevant information if applicable.
  • One copy of the Disclosure will be sent to the applicant and another to the CAS.
  • Once the CAS has received the Disclosure it will be carefully checked to ensure that the details are correct and to establish whether the Disclosure is 'clear' or 'unclear'.

'Clear' Disclosures

  • If the Disclosure is clear (i.e. no recorded information has been detected in the checks) then a letter will be sent to you the verifier stating that there is no information to prevent the applicant serving in the chosen role (although other recruitment checks such as interview, references and supervision are still required). The applicant may also choose to show you a copy of their Disclosure. It is essential that you do not rely on the applicant's Disclosure alone but wait for the CAS letter. This is due to the fact that in a small number of cases the police may reveal information of a sensitive nature to the Registered Body (the Churches' Agency for Safeguarding) which does not appear on the applicant's Disclosure.

'Unclear' Disclosures

  • If the Disclosure is unclear (i.e. if it contains information detected in one of the checks) it will be referred to the Chief Executive of the CAS / Lead Countersignatory who will then notify the denominational representative and, if applicable, a panel of experienced people. If the denomination approves the applicant after full consideration of the information revealed on the Disclosure then a standard Disclosure letter will be issued. In some cases conditions may be applied and these will be stated in the letter (for example 'the applicant should not be permitted to drive anyone in the Church minibus').
  • If the applicant is legally prohibited from working with children / young people / vulnerable adults or if the denomination takes the decision that the applicant cannot be recruited (this includes voluntary workers) then you as the verifier will be notified.
  • Each denomination has its own Recruitment of Offenders Policy and will be able to provide you with a copy on request.

The CRB Code of Practice which sets out the obligations that must be met by Registered Persons and other recipients of Standard and Enhanced Disclosure information is available on the CRB website at www.crb.homeoffice.gov.uk