DBS Application Process Applicant Guidance Verification by Post Office
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DBS Application Process
Applicant Guidance
Verification by Post Office
Version 1 (14/01/14)
Contents
How to apply ........................................................................................................................................... 3
Completing the application form ............................................................................................................ 4
Name History .......................................................................................................................................... 5
Additional Information............................................................................................................................ 6
Address History ....................................................................................................................................... 7
Identity Document Selection .................................................................................................................. 8
Summary ................................................................................................................................................. 9
Confirmation ......................................................................................................................................... 10
Post Office Verification ......................................................................................................................... 10
Payment and submission to TMG CRB .................................................................................................. 11
Completion of your DBS Application .................................................................................................... 11
DBS Update Service............................................................................................................................... 11
APPENDIX 1- Applicant Position............................................................................................................ 12
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 2
The following guidelines are written for applicants who wish to use the Post Office service for ID
Verification.
To check if your local Post Office provides the ID Checking service use the link below. Select ‘ID
Checking Service’ from the service required box and then enter your postcode. You will then be
provided a list of your local post offices. www.postoffice.co.uk/branch-finder
How to apply
1. Contact Canoe England (Email: Helen.laywood@canoe-england.org.uk Tel: 0845 3709525)
2. Canoe England will confirm if you are eligible to apply for a DBS Check.
3. Canoe England will register your name and email address on the TMG CRB online system.
4. Once your details have been registered, you will receive an email from TMG CRB containing
your login information and a link to TMG CRB’s online service.
(Please note that this Canoe England guidance document is based on the TMG CRB guidance, but
made more specific to you and Canoe England. Therefore although it may be useful to refer to
both, we recommend following the Canoe England document as it will include additional
information you need to be aware of).
The email contains a unique PIN reference (Org PIN), which you will need to enter when
accessing the service.
Click on the link provided in the email. This will open up a web browser asking you to enter
and confirm a password.
Once your password has been confirmed, follow the onscreen guidance to reach the login
page and login using your PIN reference (Org PIN), your email address and password.
When logging in for the first time you will be asked to read and accept the Statement of Fair
Processing. In order to proceed you must tick to confirm you accept the terms in the
statement.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 3
Completing the application form
The online application is broken down into four steps:
1. Applicant Details
2. Identity Document Selection
3. Confirmation
4. Summary
1. Applicant Details
This screen allows you to fill in all the personal details required for a DBS application. Onscreen
guidance for each field will appear on the right hand side as you go down the form.
In the Ref Number box (not shown in the example above- but should be on the screen you see),
type in the name of your deployer/ employer e.g. Club/ Centre name.
You can save and return to your application at any point up to submitting it for verification.
Mandatory fields are marked with a *. Please note: if your title is Mrs or Ms the DBS require your
surname at birth even if it has not changed.
Middle names
If you have more than three middle names you will NOT be able to complete the Disclosure
application online. Please contact TMG CRB to complete a paper application.
To enter up to three middle names, enter each name separately in the box and click the + button.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 4
Name History
If you have ever been known by a name other than your birth or current name, you will need to add
them here.
Select YES when asked ‘Have you been known by any other names?’
Click ‘Add/Edit Names’
Select either ‘Forename’ or ‘Surname’
Enter the name(s) used, and the years used to and from
Click ‘Save Name’
Continue adding names until name history is complete. Click ‘Return’ to go back to the main
application form
Additional Details
If you have any of the following please enter the details when prompted. Please note, these details
are not required, however providing them may reduce the time taken by DBS to complete the
relevant checks.
National Insurance number (this can be found on your NI card, P45/P60 or any
correspondence from HM Revenue and Customs)
Valid UK Driving Licence
Valid Passport
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 5
Additional Information
Ensure your volunteer status is correct. If not, click ‘Change’ to amend and save the changes.
DBS defines a volunteer to be ‘a person who is engaged in any activity which involves spending
time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something
which aims to benefit some third party other than or in addition to a close relative.’
If ‘Volunteer’ is selected inappropriately, the DBS will require payment at a later date. This
could delay the application process.
Select a position that best describes your role for this DBS Disclosure application (see Appendix 1
for details).
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 6
Address History
DBS requires you to provide all the addresses you have lived at during the last five years, including all
university and overseas addresses.
Enter your current address and the month and year you moved to this address. If you have lived at
your current address for less than five years you will be prompted to enter additional addresses
when you click ‘Proceed to Step 2’.
Click ‘Add Additional Addresses’
To add a UK address, enter the postcode of the previous address and click ‘Search’. Select
your address from the list to populate address details. If you cannot find your address you
can enter the details manually in the boxes provided.
To add a non-UK address, select the country from the list and enter the details manually in
the boxes provided.
Enter the month and year you moved from and to each address and click ‘Save Address’.
Continue adding addresses until five year history is complete. The timeline will turn green
when sufficient address history has been entered.
Click ‘Return’ to go back to the main application form.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 7Identity Document Selection
In order to progress with your application you must have your identity documents validated by an
authorised document Verifier (you have chosen the Post Office to carry out the ID Verification). This
screen allows you to pre-select the documents you want to have verified.
You must supply at least three original documents, at least one of which must be from Group 1. If
you can only provide documents from the Group 2 list, five original documents must be supplied.
At least one form of ID must confirm your current address and one must confirm your date of birth.
In order to pre-select your identity documents follow the instructions below:
Choose ID documents that you intend to have verified by ticking the appropriate boxes. The
system will tell you when you have sufficient documents.
Tick to confirm that at least one document shows your current address and at least one
document shows your date of birth.
Click ‘Proceed to Step 3’ to confirm your choices.
Please note your ID selection is just for guidance to ensure you have sufficient documents to
proceed with your application. You do not have to provide the exact documents you choose at this
stage provided you have sufficient alternative documents for verification.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 8Summary
State whether you have ever had any criminal convictions, cautions, reprimands or final
warnings.
Read the declaration and tick the ‘Declaration by Applicant’ box to confirm that the
information you have provided is complete and true to the best of your knowledge.
If you wish to receive email or text updates on the status of your application tick the relevant
box(es)
Click ‘Submit Application’ to submit your application for verification.
NB – If any of your documents are due to expire in less than 28 days, after clicking ‘Submit
Application’ you will be given a warning to this effect. If you wish to change your ID selection,
select ‘Back to Step 2’. Otherwise, please select ‘Submit Application’ once more.
In completing the declaration and submitting the application you are giving consent for TMG CRB to
forward your details to the Disclosure and Barring Service (DBS) for the purpose of a Disclosure. Your
data will be used for no other purpose.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 9Confirmation
In order to use the Post Office ID Checking Service, you will need to print off the Post Office ID
Checking Service Form. This form must be taken with you to the Post Office to use their service.
Click on ‘Print Details’
This brings up the form in a new window, which has been pre-populated
Either print the form or save the form to your computer for printing at a later stage
NB- Post office ID Checking Service form MUST be printed in black and white, not colour!
Post Office Verification
In order to use the Post Office ID Checking Service, you will need to print off the Post Office ID
Checking Service form. This form must be taken with you to the Post Office to use their service.
The Post Office verifier will check your application for accuracy and validate your identity documents
against the information you have provided.
The Post Office will submit your verified application to TMG CRB.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 10Payment and submission to TMG CRB
Payment for your DBS application will be made in one payment at the Post Office after your
application has been verified, and will include the cost of the application administration fee, Post
Office ID Checking Service fee and any relevant DBS fees for non-volunteers (volunteers will not have
to pay the DBS Application fee, but will have to pay the additional fees listed above).
You can check on the progress of your application at any time by logging into your account. If you
have opted to receive email updates you will be notified at each stage of the application process.
Completion of your DBS Application
Once the DBS checks are complete you will receive your Disclosure Certificate directly from DBS. No
one else will receive a copy of your certificate.
If requested, you must send your DBS Certificate to TMG CRB or BCU within the specified deadline.
DBS Update Service
The DBS Update Service is an online service which, once subscribed to, allows your DBS Certificate to
be kept up to date; enabling portability (when certain criteria is met).
Once you have received your DBS Certificate you have 14 days to subscribe to the DBS Update
Service. Canoe England recommends all Canoe England DBS Applicants subscribe to the Update
Service.
Further information about the Update Service and its benefits can be found on the DBS Update
Service pages of the Canoe England website.
To subscribe to the DBS Update Service click here.
If you choose to subscribe to the DBS Update Service and would like to use the service to replace the
need to complete additional DBS applications for Canoe England in the future* you will need to
inform Canoe England by completing a DBS Status Check Authorisation Form (this form can also be
found on the Canoe England DBS Update Service webpage).
(*This will be dependent upon your continual subscription to the Update Service, your certificate
remaining current and your role and workforce remaining the same)
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 11APPENDIX 1- Applicant Position
Use the table below to help decide which position best describes the applicant’s role for which the
DBS Check is being carried out for. Selecting the wrong role could result in the application being
returned from DBS or TMG CRB.
All roles listed below are in relation to carrying out the role for children under the age of 18 (with the
exception of Supervisor of Regulated Activity and Professional Health Care Provider) and which meet
the eligibility requirements for a DBS Check in terms of their frequency, venue and supervision.
Role Description
Coach/ Instructor A qualified or unqualified individual providing unsupervised
coaching, teaching or instruction.
Leader/ Assistant A qualified or unqualified Leader who is unsupervised or a
qualified or unqualified individual providing unsupervised
assistance or help to a leader, coach or instructor.
Club Welfare Officer This will include deputy Club Welfare Officers and will be
classed as someone who manages those in Regulated
Activity.
Supervisor of Regulated Activity A person responsible for managing or supervising (within
sight or hearing at all times) an individual who, without the
supervision, would otherwise be classed as being in
Regulated Activity themselves.
Team Manager An individual responsible for managing a squad/ team where
all or some of the members are Under 18.
Professional Health Care An individual providing health care as a qualified health care
Provider professional (or under the direction or supervision of a
qualified health care professional).
Driver An individual who is providing transport solely for children.
Carer/ Chaperone An individual who is providing care or acting as chaperone.
Host Family Parent* An individual who is providing care and supervision for the
child they are hosting in their home.
*You must also select ‘Work from
Home’ when selecting this option NB - if this is a private arrangement between parents a DBS
for applicant position. check will not be required.
Please contact TMG CRB if you require any further assistance at online@tmgcrb.co.uk or call 0845 2515000 12You can also read
