DBS Checking Service

Client Information Pack

This pack contains important information which you must read and requires a signature before an application can be processed

Introduction

Voluntary Action Rotherham would like to thank you for your interest in using our DBS service.

This information pack includes the following information. Please read it carefully.

  • Service Level Agreement (including charges)
  • How the Service works
  • VAR’s Recruitment of Ex-offenders
  • VAR’s Handling Policy
  • DBS Code of Practice
  • Top tips on completing the application form

DBS Service Agreement

Between Voluntary Action Rotherham & Unregistered Body

When acting as an Umbrella Body we have to take all reasonable steps to satisfy ourselves that each unregistered organisation, we provide the service to, will handle, use, store, retain and dispose of Disclosure information in full compliance with the DBS Code of Practice.

In order to do this a person responsible for Disclosures within your organisation / company must read the following statements and code of practice and sign the declaration below.

We will be unable to process any checks for you until this declaration has been returned due to our obligations as an Umbrella Body.

Service User Statements:

 We agree to comply with the enclosed DBS Code of Practice and will make all applicants aware of this document

 We agree to adopt and comply with VAR’s Policy for the correct handling, usage, storage, retention and disposal of Disclosures and Disclosure information

 We will adopt VAR’s Recruitment of Ex-offenders policy, and will supply a copy of this to all applicants and make potential applicants aware of the requirement for a DBS check

 We will ensure that all information supplied to the Umbrella Body which is VAR to allow them to countersign the application will be completed in line with the DBS guide to completing the Application Form.

 We will be responsible for completing the required Identity checks and completion of Section X of the application form, following the DBS ID Checking Process guidance, to verify the applicant’s identity.

 We will send with completed DBS forms photocopies of the documents we have used to check the individual’s identity and information.

 We will only ask for DBS checks to be done on eligible roles. (VAR Eligibility Guidance document will help. )

 We understand that the recruitment decision and responsibilities of that decision rests with us and not with VAR, the Umbrella Body.

(VAR cannot be held liable for any loss or costs if the unregistered organisation body does not undertake sufficient steps to verify the form and the individual identities thereby invalidating the DBS checking process)

Equally, VAR agrees to:

 Endeavor to process all applications in a timely manner

 Provide a confidential service

 Destroy copies of applicants identification documents immediately after they are no longer needed in line with our Handling policy and DBS Code of Practice.

How we will process your applications

Upon receipt of a completed application, this will be checked for any errors or missing information. If there is further information needed, the application will be processed as follows:

  • We will contact you by email to confirm details of the additional information required. A read receipt will be requested to ensure you have received the information. The application will then be held for three months.
  • A monthly email reminder will be sent until we receive the necessary information to be able to process the application.
  • If we do not receive the necessary information to be able to process the application within three months from the date the form is received, a new form with an up to date applicant signature will be requested and the original form will be destroyed.

Cost of Disclosure:

For acting on behalf of an unregistered body VAR will charge an administration fee in addition to the disclosure fee payable to the DBS per application. We also offer external ID validation checks for Route 2 where necessary. (Please see the Identity Checking Guidance document for details of when Route 2 checking would be needed).

The current costs are;

  • Employee Standard DBS check = £26
  • Employee Enhanced DBS check = £44
  • Volunteer Enhanced DBS check = £0
  • Route 2 External ID check = £6
  • VAR’s processing charge = £12
  • VAR’s processing charge (Private sector) = £15
  • VAR’s processing charge (Route 2 ID check) = £4
  • VAR’s Training charge = £10 if requested*

VAR reserves the right to increase this administration fee at any time and without prior notice, although every reasonable effort will be made to notify unregistered bodies at an appropriate time. VAT Is not currently charged but this will be reviewed regularly.

*Training

VAR can meet with a group who has never or who is not confident in the DBS completion/Identity checking process and can support them in the following;

How to correctly complete the form

What documents you’ll need to confirm identity and how to complete this section

Payment

VAR will provide you with an invoice for this service once the application has been checked, countersigned and submitted to the DBS. Payment is due upon receipt of the invoice and overdue payments may result in services being withheld.

We can only accept payment in advance by prior arrangement so please do not send payment when submitting the application forms. When you have received the invoice, payment can be made by cheque. Your invoice will indicate where cheques should be made payable to.

Termination of this agreement

Termination of this agreement must be made in writing to DBS Service, Reception, Voluntary Action Rotherham, The Spectrum, Coke Hill, Rotherham S60 2HX. This can be made at anytime without notice.

How the service will work

You as the service user must comply with the section marked UB client

Declaration

I confirm that I have read and understood all of the above and I am aware of the relevant Policies and Acts to which the below named organisation, I am signing for, must adhere.

Full Organisation Name (do not use abbreviations):

Organisation Address:

Company / Charity No:

Telephone No:

Fax No:

Email:

Signed:

Date:

Printed Name:

Position:

Name of dedicated identity checker:

Contact details:

Please return to Voluntary Action Rotherham, The Spectrum, Coke Hill, Rotherham, S60 2HX

Once you have submitted the form, your information will be added to a central database. Under the Data Protection Act 1998, we have a legal duty to protect any information we collect from you.

  • We will only use information you supply to us for the reason that you provided it for.
  • We will only hold your information for as long as necessary to fulfil that purpose.
  • We will not pass your information to any other parties.
  • All employees and contractors who have access to your personal data or are associated with the handling of that data are obliged to respect your confidentiality.

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