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Employee identity checking guidance for posts with DBS

1. Right to work in the UK

This section applies to all external applicants

Appointment to all posts within Dorset Council will be subject to an identity check to satisfy asylum and immigration requirements. Appointments cannot proceed until this requirement has been properly satisfied.

Therefore, please ensure that you bring with you, to your selection interview, the original of one document (or combination where specified as required) from List A below. If you do not have any of the documents in List A, please bring with you one document (or a combination where specified as required) from List B.

Please bring originals and a photocopy of each document required as evidence of identity, to the interview. The managers will retain a copy of all documents and return the original documents to you.

The copies you provide will be kept with your confidential records. These copies will be destroyed if you are not appointed, or, retained on your personal file if you accept an offer of employment.

If the post for which you are applying requires a DBS check, you will be required to produce further additional documents to verify your identity. 

List A (right to work in the UK)

At interview, you should produce any one of the documents listed below:

  • a passport showing that you are, or are named as the child of, a British citizen or a citizen of the United Kingdom and Colonies having the right of abode in the United Kingdom
  • a passport or national identity card showing that you are a national of a European Economic Area country or Switzerland
  • a registration certificate or document certifying permanent residence issued by the Home Office to you as a national of a European Economic Area country or Switzerland
  • a permanent residence card issued by the Home Office to you as a family member of a national of a European Economic Area country or Switzerland
  • a current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office which indicates that you are allowed to stay indefinitely in the United Kingdom or that there is no time limit on your stay in the United Kingdom (an expired Biometric Residence Permit will not be accepted)
  • a current passport endorsed to show that you are exempt from immigration control, and are allowed to stay indefinitely in the United Kingdom, have the right of abode in the United Kingdom, or have no time limit on your stay in the United Kingdom
  • a current Immigration Status Document issued by the Home Office to you with an endorsement indicating that you are allowed to stay indefinitely in the United Kingdom or have no time limit on your stay in the United Kingdom, in combination with an official document giving your permanent National Insurance number and name issued by a Government agency or a previous employer
  • a full birth or adoption certificate issued in the United Kingdom which includes the name(s) of at least one of your parents or adoptive parents, in combination with an official document giving your permanent National Insurance number and name issued by a Government agency or a previous employer
  • a birth or adoption certificate issued in the Channel Islands, Isle of Man or Ireland in combination with an official document giving your permanent National Insurance Number and name issued by a Government agency or a previous employer
  • a certificate of registration or naturalisation as a British citizen, in combination with an official document giving your permanent National Insurance number and name issued by a Government agency or a previous employer

Please note that if you have changed your name and the evidence you provide is in different names, you should provide evidence of your name change (eg marriage certificate, name change via deed poll etc) for each change of name and the reason for the name change. 

 List B - group 1 (right to work in the UK)

  • a current passport endorsed to show that you are allowed to stay in the United Kingdom and that you are currently allowed to do the type of work in question
  • a current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to you which indicates that you can stay in the United Kingdom and that you are allowed to do the work in question
  • a current Residence Card (including an Accession Residence Card or a Derivative Residence Card) issued by the Home Office to you as a non-European Economic Area national who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence
  • a current Immigration Status Document containing a photograph issued by the Home Office to you with a valid endorsement indicating that you may stay in the UK, and you are allowed to do the type of work in question, in combination with an official document giving your permanent National Insurance number and your name issued by a Government agency or a previous employer

List B - group 2 (right to work in the UK)

  • a Certificate of Application issued by the Home Office under regulation 17(3) or 18A(2) of the Immigration (European Economic Area) Regulations 2006, to you as a family member of a national of a European Economic Area country or Switzerland stating that you are permitted to take employment which is less than 6 months old together with a Positive Verification Notice from the Home Office Employer Checking Service
  • an Application Registration Card issued by the Home Office stating that you as the holder are permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service
  • a Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that you as the named person may stay in the UK and are permitted to do the work in question

2. DBS Disclosure

Appointment to this post will be subject to a satisfactory criminal records disclosure check through the Disclosure and Barring Service. Appointments cannot be proceeded with until this requirement has been properly satisfied.

What if I already have a DBS disclosure certificate?

The council does not currently accept portability of DBS checks undertaken by other organisations, therefore you will require a new check. If you have had a Dorset Council check within the last three years please bring this to interview and there will be an assessment made as to whether you require a new check.

If you have had a check since 17 June 2013 and you are registered with the DBS update service, providing the level of the check is appropriate and the check is for the correct workforce portability may be accepted, please bring your DBS certificate and your Update Service membership information with you to interview and an assessment will be made as to whether you require a new  check. For positions in a school the Update Service membership may not be accepted and you may require a new check.

The Interviewing Officer is required to verify your identity as part of the interview process. It would be helpful if you could bring all of the following to the interview:

  • current valid passport

  • biometric Residence Permit (UK) if applicable
  • current photocard driving licence (full or provisional) – UK/Isle of Man/Channel Islands or EU
  • your birth certificate (UK or Channel Islands issued within 12 months of birth)
  • proof of address (such as recent utility bill, credit card statement, mortgage or insurance statement)

Please note that documents should be originals, not photocopies. Information printed from the internet, i.e. internet bank statements are not acceptable.

These documents should be in your name at your declared address. Documents in a previous name can be accepted ONLY where you can provide official documentation supporting a recent change. The documents will be checked and returned. They will not be retained.

If you do not have all of the documents listed above, you should provide one document from Group 1 (below) plus any other two documents from Groups 2a or 2b.

If you are an EEA national and can't produce these documents, then you must instead provide at least one document from Group 2a and two further documents from Group 2a or 2b, one of which must confirm your current address. Using this route to evidence your identity will mean that you will be subject to an external ID validation checking process via a commercial company.

If you cannot produce the documents required using any of the routes detailed above then there will need to be further discussion and consideration of how your identity can be checked and verified. As part of this you will be asked to provide a UK or channel islands birth certificate issued more than 12 months after birth (photocopies not acceptable), plus one document from group 2a and three further documents from Group 2a or 2b, one of which must confirm your current address.

The Disclosure and Barring Service may require you to be fingerprinted if your identity cannot be adequately verified.

No offer of employment will be made without satisfactory documentary evidence of identity. If you are unable to produce the required documents, please contact the appointing officer or Human Resources as soon as possible.

Group 1

  • current valid passport
  • biometric residence permit (UK)
  • current photocard driving licence - (UK/Isle of Man/Channel Islands and EEA (full or provisional)

  • adoption certificate (UK and Channel Islands)

  • birth certificate (UK, Isle of Man and Channel Islands) – issued within 12 months of birth; full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces

Group 2a

  • birth certificate (UK, Isle of Man and Channel Islands) – issued after time of birth
  • marriage/civil partnership certificate (UK/Channel Islands)
  • current valid paper driving licence (full or provisional) (If issued before 1998) - UK/Isle of Man/Channel Islands and EEA
  • current valid photocard driving licence (full or provisional) All countries outside of EEA (excluding Isle of Man and Channel Islands)
  • firearms Licence (UK, Channel Islands & Isle of Man)
  • HM Forces ID card (UK)

Group 2b

  • mortgage statement ** (UK or EEA)
  • benefit statement * (UK) eg child benefit, pension
  • credit card statement * (UK or EEA)
  • financial statement ** (UK) eg pension or endowment
  • P45/P60 statement ** (UK and Channel Islands)
  • council tax statement ** (UK and Channel Islands)
  • bank/building society account opening confirmation letter * (UK)
  • utility bill (UK) * not mobile telephone
  • Irish Passport Card *** Can’t be used with an Irish Passport

  • EEA national ID card ***
  • bank/building society statement * (UK, Channel Islands or EEA)
  • cards carrying the PASS accreditation logo *** (UK, Isle of Man and Channel Islands)
  • letter from headteacher or college principal *** (UK 16 to 19 year olds in full time education) (only in exceptional circumstances when no other documents can be used)
  • letter of sponsorship from future employment provider *** (non UK) Non EEA only – if residing outside of the UK at time of application
  • a document from central/local government/government agency/local authority giving entitlement (UK and Channel Islands)*- eg from the Department for Work and Pensions, the Employment Service, HMRC

Documentation should:

* be less than 3 months old / ** issued within past 12 months / *** must be still valid. If not denoted - it can be more than 12 months old

Declaration of criminal record form (to be returned with the reply form)

The post for which you are applying is exempt from the provisions of the Rehabilitation of Offenders Act 1974. This means that the council can require you to declare all convictions whether spent or unspent so that these can be properly considered. In addition, the interviewing officer must verify your identity as part of the interviewing process.

The council has a policy on the employment of ex-offenders and declaration of such information will be handled sensitively and properly. Consideration will be given as to whether any conviction will affect your suitability for employment in any particular post.

If you have any criminal convictions you must record the details on the form provided and return this in the enclosed envelope along with your reply form. This information will be treated confidentially and will be fully discussed with you by the chairman of the panel at interview so that the circumstances can be fully considered as part of the decision making process.

Disclosure of convictions need not necessarily be a bar to obtaining this position. However, if the post is offered to you on the basis of a satisfactory criminal records check via the Disclosure and Barring Service and information is received which you have not disclosed, this may lead to a withdrawal of any offer of employment.

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