For employers carrying out DBS checks on their employees, the ID check is an essential part of the process. Completing a DBS ID check is a crucial step in ensuring accurate results.
However, employers may find themselves confused by the different ID document options available to them. To try and resolve this issue, we’ve created this simple guide to ID checking, with the aim of helping employers feel better informed about completing a DBS ID check.
A vital step in ensuring a quick and easy DBS application is for employers to confirm which ID documents they need to see with applicants in advance.
Once they’ve confirmed this, they should obtain and check these documents before or during the DBS check application process to try and avoid delays.
What ID documents does an employer need to see?
When completing a DBS ID check, an employer will need to see three documents. The options available are designed to confirm an applicant’s identity and address details using official documents. These documents can be split into three groups:
- Group 1
- Group 2a
- Group 2b
Each group is a list of potential documents that can be used to complete an ID check. A full list of the documents for each group can be found here.
Firstly, employers should try and obtain one document from Group 1, and a further two documents from either Group 2a or Group 2b. This is known as route one.
Employers should aim to follow route one first, as outlined above. It’s also important to remember that at least one document should confirm the applicant’s current address.
But what should employers do if an applicant can’t provide the documents for route one?
Other route options
When completing a DBS ID check, if the applicant can’t provide any of the documents in the combination required for route one, then an employer can follow alternative routes to confirm their identity.
These are known as routes, two, three and four. Employers must attempt to complete the ID check by following each route in turn.
Route two involves seeing one document from Group 2a and two documents from Group 2b.
This route also involves an additional check known as an external ID check. This can be requested through the CRB Check Online system, and supports the confirmation of an applicant’s identity by checking their details against external databases.
If the external ID check fails, or an employer can’t obtain documents for route two, they can follow route three.
Route three involves obtaining and checking an applicant’s birth certificate from after the time of their birth (UK and Channel Islands), as well as another document from Group 2a and a further three from Group 2b.
If an employer can’t confirm an applicant’s identity using any of these three routes, then they must follow route four, which involves a fingerprinting process.
If an employer is using this route it means the applicant has failed to provide enough documentation to prove their identity, so the police will invite them to attend a fingerprinting session at their local police station.
Although this route is less commonly used, CRB Check Online customer support can help employers through the process so they can be sure they’ve correctly completed the DBS ID check.
Completing a DBS ID check: key points
Completing a DBS ID check may appear confusing, but employers should remember that if they’ve obtained and checked the validity of the documents in the correct combination for one of the routes, they will have successfully completed the DBS ID check.
Using the CRB Check Online system will ensure that an employer cannot submit a DBS check until they’ve selected the correct combination of documents.
When using the system, all employers need to focus on is ensuring the documents are valid and belong to the applicant.
In order to help the process run smoothly, we advise that companies obtain and check the required documents beforehand, with the applicant’s permission, so that there are no delays in the application process.