Countersignatory Training

1. Countersignatory Training Presented by: Training Team, Relationship Management

2. Domestics • Fire procedures • Mobile phones • Breaks • Facilities • Training material

3. Content and Aims & Objectives • Getting the Form Right! - to have a 0% error rate. • ID Checking – understanding the process. • Submitting the right level of checks? • Protection of Freedoms Act – how it affects you? • The Update Service and Single Certificate.

4. Who are you? • Which sector are you from? • Central/Local Government • Health/Care • Voluntary/Religious • Commercial • Education • Fostering • Sport/Leisure • New or existing signatory/ID checker? • Does anyone offer an Umbrella Service?

5. Registered Body Setup Lead Countersignatory Countersignatory Countersignatory Authorised Person or ID Checker

6. Importance of completing a form correctly • Your error rate matters. • Condition of your registration. • Causes delays! • Incorrect information provided on Certificates. • Causes an increase in Admin costs! • Poor performance may lead to sanctions!

7. Completing the form Turn to your activity book, and complete sections A – E based on the information provided. Take a moment to read the information before you make a start.

8. Identifying a DVLA number The example presented can also be followed in your activity

9. Conjoined Addresses 75UNDERLANDAVENUE 7 5UNDERLANDAVENUE 75 UNDERLANDAVENUE 75 UNDERLAND AVENUE

10. Completing the form Turn back to your activity book, and complete Sections W & X based on the information provided. Take a moment to read the information before you make a start.

11. Identity checking guidance • From 01 September 2012, DBS introduced enhancements to ID checking guidelines. • All Registered Bodies must now use the revised guidelines. • These guidelines were introduced to strengthen the process and ensure all applicants could provide a living history footprint.

12. Enhancing the ID checking processes. • 21 documents have been removed from the previous list of acceptable documents. • Rather than Groups 1 and 2, the acceptable documents list are categorised in Groups 1, 2a and 2b. • Group 1 Primary trusted ID credentials • Group 2a Government/State issued documents • Group 2b Financial/Social history documents

13. Applying the new guidelines. You or an ID verifier should complete this by a three route checking process which, when used successfully, will: • Establish the true ID of the applicant. • Ensure the applicant provides details of all names they have been known by. • Ensure the applicant provides their latest five year address history. • Ensure the application form is accurately completed in full.

14. Route One • Can the applicant produce a Group 1 document? • If yes, they will need to provide 3 documents in total: • 1 document from Group 1; • 2 further documents from either Groups 1, 2a or 2b. • NB – 1 of these documents must verify their current address. • Also note that >90% of applicants have a Group 1 document. • If satisfied, the document check is complete. • If no Group 1 document, proceed to Route Two.

15. Route Two • The applicant must produce 3 documents from Groups 2 comprising of: • 1 document from Group 2a; and • 2 further documents from Group 2a or 2b. • NB – 1 of these documents must verify their current address. • An external ID validation service will need to be used to check the applicant against records to establish their name and living history footprint.

16. Route Two – Route Three • If you have endeavoured to use Route Two, but have been unable to validate the applicant’s identity, you may proceed to Route Three. • Route Three should only be used: • Following a probing discussion with the applicant. • In circumstances where ID cannot be validated by using Routes One or Two. • NB – You must keep a record of any discussion.

17. Route Three • The applicant must produce a UK birth certificate (issued after the time of birth i.e. after 42 days); • 4 further documents from Groups 2 comprising of: • 1 further document from Group 2a; and • 3 further documents from Group 2a or 2b. • NB – 1 of these documents must verify their current address. • If the applicant is unable to be processed at Route Three, they will need to go for fingerprinting. This may delay the overall process.

18. EEA or Non EEA Nationals • Where an EEA National has been resident in the UK for < 5years, they should all be validated using Route One by supplying: • A current Passport; or • A current UK driving licence; and • 2 further documents from Groups 1, 2a or 2b, one of which must verify their current address. • If they have no Group 1 document, there must be a valid reason for using Route Two. • NB – All Non-EEA Nationals should be validated by Route One only.

19. ID validation scenarios Let’s work through 10 scenarios to consolidate your understanding.

20. Other things to remember • Wrong colour ink (black only). • Staples /stickers /correction fluid. • Applicant returning form directly to DBS. • Online tracking. • DBS News online only! • Disputes • Use the Checklist!

21. Spot the Errors How good are you at spotting the errors that can easily slip through?

22. Subscribe to get the latest news We have developed an e-database to keep you up to date with all the latest news and changes. To subscribe, visit www.gov.uk/dbs (click on ‘subscribe to our e-database’)

23. Code of Practice • Rehabilitation of Offenders Act 1974 • Rehabilitation of Offenders Act (Exceptions Order) 1975 • Police Act 1997 • Registration • Identity Verification • Management & Use of Disclosure information • Suitability Policy • Payments & fees • Eligibility • Assurance & compliance • Offences Code of Practice • Data Protection Act 1998 • Safeguarding Vulnerable Groups Act 2006 • Protection of Freedoms Act 2012

24. What is an “Exempted” question? When the employer is asking an “exempted question” this means that because the position is exempt from the Rehabilitation of Offenders Act 1974 and the employer has the right to ask an individual to reveal the full details of their spent convictions Basically it is the right for an employer to submit a DBS check.

25. How legally minded are you? Something a little lighter! True or false?

26. Protection of Freedoms Act 2012 • Aim of the Government is to provide a proportionate balance between upholding civil liberties and safeguarding vulnerable groups. • Rebalancing the role of the employer and the state. • Trusting employers to make rounded decisions about who they employ.

27. What does this means to you? • Introduction of a minimum age (16) for a DBS check. • Change in the way Police release information. • Repeal of additional information. • New definitions of regulated activity: Children & Adults. • Provision of statutory guidance on supervision of children.

28. Police Force Information Approved Information • Printed on the Certificate. • Process will continue, even when Single Certificate begins. From 10 September 2012 • The police relevancy test amended from “might be relevant” to “reasonably believes to be relevant”. • The ability for Forces to release Additional Information to Countersignatories as part of the DBS process was removed. • Police Forces will now consider release of this information under their existing common law powers. • Independent Monitor will oversee the disclosure of police information.

29. Level of Checks • Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. • Professions, offices, employments, work and occupations. • e.g. solicitor, security guard.

30. Level of Checks • Police Act 1997 (Criminal Records) Regulations. • Available to those who met the old definition of Regulated Activity. • No entitlement to barred list checks. • Volunteer classroom assistant (supervised). • Gambling Commission

31. Level of Checks • Police Act 1997 (Criminal Records) Regulations. • Amendments made by statutory instrument/secondary legislation. • Licensing of a taxi driver (Children’s & Adult’s list). • Adult members of Fostering / Adoptive households (Children’s list only). • Not affected by change in definition of Regulated Activity.

32. Level of Checks • Regulated Activity post-September 2012. • Barring list checks dependant on the role. • Primary school teacher. • Domiciliary care worker. • Nurse.

33. Regulated Activity from 10 September Previous definition of Regulated Activity covered 9 million people. Regulated Activity before 10 September 2012 9 million • New scope of Regulated Activity will allow for approximately 5 million enhanced checks which include list checks. Regulated Activity from 10 September 2012 5 million • 9 million people will still be eligible for an Enhanced DBS check after 10 September 2012

34. Regulated Activity relating to children • Unsupervised Activities • Specified Establishments • Personal Care* / Health care* • Washing and dressing, eating, prompting, drinking and toileting. • Health care provided by any health care professional, or under the direction or supervision of one.

35. Regulated activity relating to children • Registered Childminding* and Foster-Carers*. • Day to day management on a regular basis of a person providing a regulated activity. • Welsh Office Holders. This does not include family or personal arrangements. * even if only done once.

36. Unsupervised Activities (children) • Teach, train, instruct or care for children. • Supervise children. • Provide advice/guidance on well-being to children. • Drive a vehicle only for children. • Moderating • Period Condition • Once a week or more • 4 or more days in a 30-day period • Overnight between 2am - 6am and the opportunity for face-to-face contact.

37. Specified Establishment (children)* • Period Condition • Once a week or more • 4 or more days in a 30-day period • Overnight between 2am - 6am and the opportunity for face-to-face contact. • Educational Institution exclusively or mainly for the provision of full-time education to children. • Alternative Provision Academy. • Pupil referral units. • Childcare premises (including • nurseries). • Residential children’s care • homes. • Children’s detention centres. • Children’s centres in England. The opportunity, in consequence of anything he/she is permitted or required to do in connection with the activity, to have contact with children. *not work by supervised volunteers or contractors

38. Statutory Guidance (children) DOES THE LEVEL OF SUPERVISION MEET STATUTORY GUIDANCE? REGULATED ACTIVITY No Unsupervised Yes IS THE ROLE IN A SPECIFIED ESTABLISHMENT? No NOT REGULATED ACTIVITY Yes No NOT REGULATED ACTIVITY IS IT PAID EMPLOYMENT? Volunteer Yes REGULATED ACTIVITY

39. Regulated Activity relating to adults • We are moving away from the term ‘Vulnerable’ adult. • The focus is now on the activities required by the adult. • There are no establishments (specified places) for adults. • There is no longer a requirement to do activities a certain number of times before a person is engaging in regulated activity relating to adults. This does not include family or personal arrangements.

40. Regulated Activity relating to adults There are six categories within the new definition of regulated activity for adults: 1. Health care Health care provided by any health care professional, or under the direction or supervision of one. 2. Personal care Washing and dressing, eating, drinking and toileting 3. Social work In relation to adults who are clients or potential clients, includes assessing or reviewing the need for health or social care services, and providing ongoing support to clients.

41. Regulated Activity relating to adults • Assistance with Household Affairs Anyone who provides day to day assistance to an adult because of their age, illness or disability, where it includes managing the person’s cash, paying the person’s bills, or shopping on their behalf. 5. Assistance with the Conduct of Affairs Power of attorney/Deputies appointed under the Mental Capacity Act. • Conveying an Adult for health, personal or social care due to age, illness or disability. Includes hospital porters, Patient Transport Service drivers assistants, Ambulance Technicians & Emergency Care Assistants This does not include taxi drivers.

42. Eligibility Case Studies Let us take a look at 10 scenarios.

43. The Update Service • Launch date 17 June 2013. • Applicant registers for a fee of £13. • Free online Employers check. • Conviction/Barring information regularly updated. • An applicant may only ever need one certificate. • Certificate can be re-useable within the same work force. • The service will be free to volunteers. • Please complete the questionnaire.

44. The Update Service How the service will work. RoleAccountant

45. How applicants can join • Option 1: • At the point of application, the individual can subscribe online. • Their certificate will automatically attach to their subscription. • We must receive the form within 28 days of subscribing. RoleAccountant

46. How applicants can join • Option 2: • Applicants have 14 days to join after their certificate is issued, if they: • did not join with their application, • applied via e-bulk; or, • submitted a Welsh application. RoleAccountant

47. Certain limitations apply • E-bulk applicants can only apply with their certificate. • Welsh applicants can only apply with their certificate. • Manual DBS certificates cannot be added to an Update Service subscription, for example, some transgender applications. • Applicants cannot join with a certificate issued before the service launch date.

48. Subscribing to the service Individuals can: • Add and remove applications and certificates which must be in the same name. • View the details of any organisations that have made a Status check on any of their certificates. • Cancel their subscription. • Renew their subscription 30 days prior to expiry. • Amend their contact details.

49. Re-using a certificate • Is the certificate the same level required - Standard or Enhanced? • If required, does the certificate contain a check of the relevant barred lists? • Is the certificate for the right workforce – Child, Adult, Both or Other – for example taxi drivers? • If it is the right level and type, the certificate can be re-used.

50. What causes a status change? The following will cause the status of a certificate to change therefore no longer being kept up to date by the DBS: • New convictions, cautions, reprimands or warnings • New relevant information held by the police • Being placed on one or both of the DBS’s Barred lists • Any amendment or change to a current conviction, caution, warning or reprimand