1. education

Employment Check System Manual
Employment Check
Training Manual
May 2014
Page 1 of 88
Employment Check System Manual
Introduction:
This manual outlines how to use the in-house employmentcheck.org.uk
system provided by Kent County Council.
3 ACCESSING THE EMPLOYMENT CHECK SYSTEM:
3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 4 DISCLOSURE APPLICATIONS:
4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4 4 5 7 8 9 10 11 11 The Home Page
User access levels
Logging onto the system
Forgotten passwords
Account activation / deactivation
Editing your account details
Logging out of the system
Guidance on symbols used
Adding an ID Verifier
Adding an Applicant
Completing the Application Form
ID Verification
Submitting completed applications to the DBS via secure e-Bulk
Automated reminders for incomplete applications
Putting applications on hold
Bulk Upload
5 TRACKING DISCLOSURE APPLICATIONS
5.1 Applications that have been with the DBS less than 8 weeks
5.2 Applications that have been with the DBS more than 8 weeks
6 DISCLOSURE RESULTS
6.1 Clear disclosures
6.2 Disclosures with additional information
6.3 Recruitment Decision
14 14 16 19 25 33 35 35 36 39 39 41 42 42 42 43 7 CERTIFICATES OF GOOD CONDUCT
46 8 OTHER ADMINISTRATIVE FUNCTIONALITY
47 8.1 8.2 8.3 8.4 Search
Listing applications by status
Requesting and recording standalone Barred List checks
Reports
9 SUPER ADMIN FUNCTIONALITY
9.1 Control Panel
9.2 Configure Emails
47 53 54 57
58 58 59 Page 2 of 88
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9.3 9.4 9.5 9.6 9.7 9.8 9.9 9.10 9.11 9.12 9.13 9.14 68 70 71 71 72 73 73 79 79 80 81 83 Add Business Unit
Search Business Unit
Add Admin
List Admins
Report Management
Locations
Report Builder
Positions
Terms & Conditions
Bulk Upload
Charging Profile
Search History
APPENDIX 1 – STANDARD REPORT SUITE
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86 Employment Check System Manual
3 Accessing the employment check system:
3.1
The Home Page
3.1.1 From the Home Page, you are able to:
•
•
•
Log onto the system
View information about your Registered Body’s Service
View the Statement of Fair Processing for using the system
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3.2 User access levels
3.2.1 There are seven user permission levels available within the in-house
employment check system, summarised in the table below:
User type
Applicant
ID Verifier
Admin
BU Admin
User able to…
•
Complete online application form
•
View Applicant guidance
•
Account access removed once application complete
•
Complete ID verification online for assigned applications,
including entering the results of external ID checks for
Route Two
•
Edit own account details (password and contact email)
•
View ID Verifier guidance
•
Once ID verification completed for an application, the
application is removed from their “pending applications”
and can no longer be viewed.
•
Edit own account details (password and contact email)
•
Search and edit applications, users and ID Verifiers for
all Business Units under their Registered Body
•
Enter receipt of a Certificate of Good Conduct
•
Add Applicants for all Business Units
•
Add ID Verifiers for all Business Units
•
Edit own account details (password and contact email)
•
Search and edit applications, users and ID Verifiers for
their own Business Unit
•
Limited ability to move applications to other statuses
•
Enter receipt of a Certificate of Good Conduct
•
Add Applicants for their own Business Unit
•
Add ID Verifiers for their own Business Unit
•
Access the e-Bulk menu, and view all applications for
their own Business Unit
•
View disclosure results for their own Business Unit,
including whether a disclosure has been returned with
content
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Admin+
Admincs
•
Run reports assigned to their Business Unit
•
Request standalone Barred List checks (should this
functionality be enabled for the Registered Body)
•
Edit own account details (password and contact email)
•
Search and edit applications, users and ID Verifiers for
all Business Units under their Registered Body
•
Edit the status of an application
•
Request and enter the outcome for standalone Barred
List checks (should this functionality be enabled for the
Registered Body)
•
Enter receipt of a Certificate of Good Conduct
•
Add Applicants for all Business Units
•
Add ID Verifiers for all Business Units
•
Access the e-Bulk menu, and view all applications under
their Registered Body
•
View disclosure results for their Registered Body,
including whether a disclosure has been returned with
content
•
Run the “Archive and Extract” report
•
Run reports assigned to their Registered Body
•
Edit own account details (password and contact email)
•
Search and edit applications, users and ID Verifiers for
all Business Units under their Registered Body
•
Edit the status of an application
•
Request and enter the outcome for standalone Barred
List checks (should this functionality be enabled for the
Registered Body)
•
Enter receipt of a Certificate of Good Conduct
•
Add Applicants for all Business Units
•
Add ID Verifiers for all Business Units
•
Access the e-Bulk menu, and view all applications under
their Registered Body
•
Countersign and e-Bulk disclosure applications
•
View disclosure results for their Registered Body,
including whether a disclosure has been returned with
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content
Sup
peradmin
•
un the “Arcchive and Extract”
E
rep
port
Ru
•
Ru
un reports assigned
a
to their Reg
gistered Bo
ody
•
Co
onfigure Re
egistered Body
B
detaills
•
Ma
anage Ema
ail Types, Business
B
U Types and Rech
Unit
heck
Re
easons
•
Ed
dit own acccount details (passwo
ord and con
ntact email)
•
Co
onfigure syystem-gene
erated ema
ail template
es
•
Ad
dd Business Units
•
Se
earch and edit
e Busine
ess Units
•
Ad
dd Admin/B
BU Admin/A
Admin+/Ad
dmincs use
ers
•
Se
earch and edit
e Admin/BU Admin
n/Admin+/A
Admincs
use
ers
•
Wrrite bespokke reports using the Report
R
Buiilder tool
•
Allocate repo
orts to Business Unitss
•
anage Positions, Loc
cations and
d Charging Profiles
Ma
•
Ed
dit the conte
ent of the login
l
Term
ms & Conditions for ea
ach
use
er level
3.3
3 Loggin
ng onto th
he system
m
3.3.1 To log on to the employme
e
nt check sy
ystem, clicck on “Login” on the
Home Page men
nu, and entter your username an
nd passwo
ord.
P
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3.3.2 If your Registered
d Body hass specified
d terms and
d condition
ns at Super
Admin level, you will additio
onally be re
equired to agree to th
hese in ord
der
to acce
ess your acccount.
3.4
4 Forgottten passw
words
3.4.1 If you have
h
forgotten your password,
p
you should
d click on tthe “Forgott
my passsword” lin
nk on the Login scree
en. You will then be p
prompted to
o
enter your
y
userna
ame, and click
c
on “R
Reset passw
word”. You
u will then
receive
e an email with a seccure link en
nabling you
u to accesss the syste
em
in orde
er to chang
ge your passsword.
e
inccorrectly th
hree times,, your acce
ess will be
3.4.2 If a passsword is entered
revoke
ed, and you
u will need to use the
e “Forgot my
m password” option to
t
genera
ate an ema
ail to your account
a
witth a secure
e link to acccess the
system
m to change
e your passsword.
atively, Adm
min/BU Ad
dmin/Admin
n+/Adminccs users ca
an also reset
3.4.3 Alterna
Applica
ant and ID Verifier pa
asswords manually
m
u
using
the “S
Search” me
enu
and cliccking on th
he “Applica
ant Name”.
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They should
s
then
n amend th
he details as
a required
d and click on “Save””.
Please
e note that if an Applicant has lo
ocked them
mselves ou
ut of their
accoun
nt, the adm
ministrator would
w
also
o need to uncheck
u
the
e “Access
revoke
ed” box at this
t
stage.
3.5
5 Accoun
nt activattion / deactivation
3.5.1 User accounts (b
below Supe
er Admin le
evel) are automaticallly deactiva
ated
after siix months of
o inactivityy. Once an
n ID Verifie
er account becomes
inactive
e it can only be reacttivated by an Admin/BU
Admin//Admin+/A
Admincs usser. Admin//BU Admin
n/Admin+/A
Admincs le
evel
and Su
uper Admin
n accountss can be re
eactivated by
b Super A
Admins. Us
sers
who ha
ave been deactivated
d
d who attem
mpt to access the sitte will see a
message promptting them to
o contact their
t
Regisstered Bodyy to reactiv
vate
it.
3.5.2 User accounts may
m also be
e manually activated / deactivatted by systtem
administrators, as summariised below
w.
ser type
Us
o can
User types who
ate these
activate / deactiva
accounts
o activate / deactivate
How to
accoun
nts
Ap
pplicant
Admin/Ad
dmin+/Adm
mincs (for From the
e “Search” menu, sellect
all ID Verifiers fo
or the
the “Searrch Applica
ation” optio
on to
identifyy the Appliccant account
Reg
gistered Bo
ody)
you wish to activate
e / deactiva
ate.
a
the
e applicatio
on
Then archive
BU Adm
min (for ID Verifiers
V
using th
he “Applica
ation status”
for the Business Unit to
drop
pdown on the “Edit
which the BU Ad
dmin is
Ap
pplication” screen.
attached)
ID
D Verifier
Admin/Ad
dmin+/Adm
mincs (for
all ID Verifiers fo
or the
From the
e “Search” menu, sellect
the “Search ID Verifier” option
n to
P
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Admin / BU
A
Admin
/
Admin+ /
Ad
dmincs /
Super
A
Admin
Reg
gistered Bo
ody)
identify the
t ID Verifier you wish
to activvate / deacctivate. The
en
BU Adm
min (for ID Verifiers
V
for the Business Unit to
which the BU Ad
dmin is
attached)
select th
he “Edit” op
ption (
) to
edit th
he user acccount and
select//deselect th
he Yes / No
againstt the “Activve” option to
t
activate / deactivate
e the account.
Super Admiin
From th
he “List Ad
dmin” menu
u,
select th
he “Edit” op
ption (
) to
edit th
he user acccount and
select//deselect th
he Yes / No
againstt the “Activve” option to
t
activate / deactivate
e the account.
3.6
6 Editing
g your acc
count dettails
3.6.1 All use
ers, with the
e exception of Applic
cants can edit
e their ow
wn passwo
ord
and co
ontact email address using the “Edit
“
Detaiils” menu.
3.6.2 Passwords shoulld be at lea
ast 8 chara
acters in length, conta
ain both
upp
per and low
wer case ch
haracters and
a contain at least one
o numbe
er. Selectin
ng
“Sh
how Passw
word” will diisplay the password entered.
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3.7
7 Loggin
ng out of the
t syste
em
3.7.1 To log out of the system, simply click on “Logou
ut” on the le
eft hand
menu.
3.8
8 Guidan
nce on sy
ymbols us
sed
3.8.1 The folllowing sym
mbols are used throu
ughout the system to denote the
e
variouss statuses application
ns go throu
ugh:
Sym
mbol
Status
De
escription of Status
Waiting for
W
Ap
pplicant to
Fill in Detailss
a Applican
nt account has been created the
Once an
applica
ation status
s changes to “Waiting
g for Applic
cant
to Fill in
n Details”. It remains in this status until th
he
Applica
ant submits
s their form
m or the ap
pplication is
s
manually moved by a BU Admin,
A
Adm
min+ or
Adminccs user.
Aw
waiting ID
Verification
When the
t Applica
ant finishess their secttion of the
form an
n email getts sent to the
t assigne
ed ID Veriffier
asking them to ch
heck the ID
D for that A
Applicant. Until
U
this is completed
c
(or the reccord is man
nually mov
ved
by a BU
U Admin, Admin+
A
or Admincs u
user) the
applica
ation sits in Awaiting ID
I Verification status
s.
Ready for
R
eBulk
Processing
This sta
atus is use
ed for holdiing applica
ations ready
for countersigning
g, until the Counter S
Signatory
sends them
t
via se
ecure eBulk to the DBS.
Application
Submitted via
a
eBulk
Submittted applica
ations movve into this status unttil a
receipt confirming
g that the DBS
D
have the
applica
ation has be
een obtain
ned at whicch point the
e
status changes
c
to
o Received
d by DBS.
eceived byy
Re
DBS
This sta
atus confirrms that the
e DBS havve
successfully rece
eived an ap
pplication. T
The DBS
s in this status untiil the resultts are
check sits
returne
ed from DB
BS. Within this
t
status you can trrack
the progress of ch
hecks against the va
arious stage
es
of the DBS
D
proce
ess.
Result
Received
R
frrom DBS
Disclossure results
s are received electro
onically an
nd
displayy in this sta
atus. A pap
per copy off the
disclosure certific
cate is also
o sent to the individua
al
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applica
ant. If the disclosure is clear an email is
automa
atically gen
nerated to the
t manag
ger to notify
y
them th
hat the disc
closure hass been retu
urned.
Any dissclosure with addition
nal informa
ation will be
e
flagged
d with a “P”” and a notte to say “P
Please wait to
view ap
pplicant ce
ertificate”.
Application
A
Archived
Once a recruitme
ent decision
n has been
n made or a
check cancelled,
c
the applica
ation can b
be archived
d.
Once done,
d
the system
s
will automaticcally purge any
confide
ential inform
mation afte
er 6 monthss in line with
DBS re
equirementts.
Holding
This sta
atus is use
ed to pause
e applicatio
ons for
examplle in cases
s where an
n applicant is on long
term leave and th
he check sh
hould be re
equested
upon th
heir return. Applicatio
ons in this sstatus will no
longer receive an
ny automatted reminder emails.
Applica
ations can be moved here via th
he edit scre
een
and eB
Bulk menus
s by BU Ad
dmin, Admiin+ and
Adminccs users.
n Process
In
w DBS
with
This sta
atus is for hardcopy application
a
n forms where
Applica
ants canno
ot get accesss to a PC
C. Applicatio
ons
may be
e placed he
ere until the
e hardcopyy results are
returne
ed, to ensure these re
ecords are included in
reportin
ng.
Error
This sta
atus displa
ays applica
ations that have been
n
rejected
d by the DBS. The error code d
describes the
t
reason for rejectio
on. Applica
ations in th
his status
generally require action from
m an Admiincs user
before the check can be ressubmitted tto the DBS
S.
onally, the following
f
s
symbols
are used thro
oughout th
he system to
t
3.8.2 Additio
indicate
e common
n functions:
Symbol Descripttion
Add
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Applicatio
ons
Delete
Edit
Show / hide menu
Tool tip
Notes
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4
Disclo
osure applicatiions:
All administra
a
ative users (Admin/BU
U Admin/A
Admin+/Adm
mincs) can
n set up
discclosure applications on
o the system, howe
ever BU Ad
dmin userss are only able
a
to do
d so for Applicants
A
f
from
the Bu
usiness Un
nit to which
h the BU A
Admin is
asssigned. Only Admincss users are
e able to co
ountersign and eBulkk applicatio
ons.
Log
gging onto the system
m as an ad
dministrativ
ve user willl bring up tthe
Adm
ministration
n Panel, ass shown be
elow. Please note tha
at the men
nu options
visible will reflect the pe
ermissions associated
d with the type
t
of adm
ministrative
e
er account as detailed
d in section
n 3.2.1 abo
ove.
use
4.1 Adding
g an ID Ve
erifier
4.1.1 If the ID
D Verifier for
f a checkk is not alre
eady set up
p on the syystem they
y
will havve to be ad
dded as the
e first step
p. To checkk whether o
or not an ID
D
Verifierr has alrea
ady been set up on th
he employm
ment check system,
click on
n “Search” on the ma
ain menu screen,
s
clicck on “Search ID
Verifierr”, enter the first and / or secon
nd name off the individ
dual you are
searching for and
d click on “Search”.
“
Please
P
note
e that you can use th
he
wildcarrd “%” to search for all
a names following
f
an initial set of
characcters, and can
c specifyy whether you
y want the search to include
active / inactive accounts.
a
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4.1.2 To set up an ID Verifier,
V
clicck on the “Add
“
ID Ve
erifier” men
nu. You will
need to
o complete
e all of the fields marked as ma
andatory (d
denoted by
y an
asterisk) as a min
nimum. Cliicking on “Generate” will generrate a
satisfacctory password.
4.1.3 Once complete,
c
y should
you
d click on “A
Add” to cre
eate the ne
ew ID Veriffier
accoun
nt. This will generate an email from
f
the syystem to th
he ID Verifiier
(provid
ded an ema
ail addresss has been
n entered) notifying
n
th
hem of theiir
login details. A message
m
will also app
pear on-scrreen to ind
dicate that the
t
accoun
nt has been
n successffully set-up
p.
TOP TIP – Please note
n
that when
w
addi
ding an ID Verifier as
s an
Adm
min/Admin
in+/Admin
ncs user, you
y should
d select which
w
busiiness unitt
you
u would lik
ke the ID Verifier
V
to belong to
o. If an ID Verifier is
s set up by
ya
BU
U Admin us
ser they will
w only be
e able to verify
v
ID fo
or checks for that
spe
ecific Busiiness Unit.
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4.2 Adding
g an Applicant
4.2.1 To crea
ate a new DBS disclo
osure appllication, click on the ““Add
Applica
ant” menu and then select
s
“DBS
S Check”.
4.2.2 This will bring up a form as illustrated below. Yo
ou need to complete all
of the mandatory
m
y fields (denoted with an *) in orrder for the
e applicatio
on
to be created.
c
Note also th
hat if an Ap
pplicant hass previously completted
a checck, the systtem will notify you tha
at there is already a rrecord
alreadyy exists witth that use
ername. To
o create a new
n
record
d for the sa
ame
Applica
ant, search
h for the Ap
pplicant us
sing the “Se
earch User” function,
and the
en click on
n the “Add” ( ) icon to add a new
n
record for the
Applica
ant in quesstion. You should
s
nott have morre than one
e live
applica
ation for a user
u
at anyy one time.
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4.2.3 The ‘workforce’ iss a manda
atory pre po
opulated drop down m
menu with the
followin
ng options, Child Wo
orkforce, Ad
dult Workfo
orce, Child
d and Adultt
Workfo
orce, Otherr Workforce. This en
ntry will be added to tthat made in
the ‘po
osition’ field
d, describe
ed below, to
o make up
p the final p
position data
submittted. This ensures
e
th
he applicatiion is eligib
ble for subscription to
o
the DB
BS Update Service.
4.2.4 The “po
osition” can either be
e selected from a dro
op down menu (the
contents of which
h are set at Super Ad
dmin level) or can be manually
typed in.
Manager De
etails” secttion details
s the individ
dual who sshould be
4.2.5 The “M
notified
d of the dissclosure re
esult. If this
s is the sam
me person as the ID
Verifierr, you can check the box entitle
ed “Copy ID
D Verifier”.. Similarly if
the “Orrganisation
n” (as it sho
ould appea
ar on the disclosure
d
ccertificate) is
the sam
me as the Business Unit,
U
you can
c check the
t box entitled “Cop
py to
Organisation”.
e note that for checkss set up by
y BU Admin
n users, the
e Business
s
4.2.6 Please
Unit will be fixed to the Bussiness Unitt to which the
t BU Adm
min is
ed, and the
e Team an
nd Location
n fields willl not be vissible. The list
l
assigne
of ID Verifiers
V
willl also be limited to th
hose assigned to the same
Busine
ess Unit as the BU Ad
dmin.
TOP TIP – Please note
n
that DBS
D
valid
dation requ
uirements
s mean tha
at
cerrtain chara
acters e.g.. “&” and apostroph
hes shoulld not be u
used on
app
plication forms.
f
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Should you leave the Manager Email field blank, an notification will
appear to ask the administrator to confirm that this is correct since
leaving the field blank will result in the disclosure result email not being
sent.
4.2.7 If the registered body has set a requirement for a reason to be
specified against an application type, an additional, mandatory dropdown field will appear at the bottom of the application form.
4.2.8 The ‘working from home’ option is linked to the type of application. For
standard applications this will default to ‘No’, for enhanced you must
choose if the applicant is working from home.
4.2.9 If the check is subject to an administration fee, selecting “yes” will
prompt you to provide a Cost Code to be charged.
4.2.10 Once all fields have been completed, click on “Create account”. A
screen will appear to confirm that the Applicant has been successfully
set up. This process will also trigger an automated e-mail to the
Applicant in question, providing their log-in details.
4.3 Completing the Application Form
4.3.1 Once an application has been set-up, the Applicant will automatically
receive an automated email containing their login details and a link to
the employment check website to enable them to complete their online
application.
4.3.2 Logging in takes the Applicant directly to the online application form as
shown below. A Frequently Asked Questions (FAQ) guidance page is
also available via the menu on the left hand side of the window.
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4.3.3 The na
ame of the Applicant as well as their emplloyment de
etails will
alreadyy be entere
ed. If these
e details arre incorrecct, the Applicant shou
uld
contacct an admin
nistrator, ussing the lin
nk in the “D
Details of p
position for
which disclosure
d
is being re
equested” section.
4.3.4 The Ap
pplicant should then proceed with
w comple
eting the fie
elds on the
e
applica
ation. Mand
datory field
ds are deno
oted with an
a asteriskk. Holding
your mouse
m
overr the tool tip
p(
to the information
i
n required.
) ico
on will provvide additio
onal detail as
he key field
ds on the online
o
appllication forrm are valid
dated to
4.3.5 All of th
preven
nt invalid da
ata entry. Some com
mmon errorrs include selecting Mrs
M
as a tittle and not entering a previous surname or
o not inclu
uding the
town/city of birth.. The syste
em will not allow the candidate
c
to progres
ss
on to th
he next sta
age of the application
a
n form if the
ey have no
ot complete
ed
a comp
pulsory fielld on the fo
orm. Below
w are two examples
e
o
of error
message pop-ups to alert the Applica
ant of an errror.
pletion, the
e applicatio
on form is split
s
over fo
our pages.
4.3.6 For easse of comp
Each completed
c
page is sa
aved, allow
wing the Ap
pplicant to ccomplete the
t
form in
n stages if required.
r
as not subm
mitted the required five-year co
ontinuous
4.3.7 If an Applicant ha
addresss history th
hey will no
ot be able to
t proceed through th
he applicattion
until they have ad
dded this. Overlaps are
a permittted, howevver the system
will pick up any gaps
g
in add
dress histo
ory, as illusstrated belo
ow:
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4.3.8 Once five
f
years continuous
c
s address history
h
hass been provvided the
Applica
ant has the
e option to add additional addre
esses used
d in this pe
eriod
(e.g. sttudent add
dresses) orr to progres
ss onto the
e next stag
ge of the
applica
ation.
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4.3.9 If the Applicant
A
has made a mistake they
t
are ab
ble to edit a
and delete
addressses as we
ell as navigate to prev
vious page
e(s) of the a
application
n
form.
4.3.10 After entering the
eir addresss history, th
he Applican
nt is then p
prompted to
t
d
of any previou
us surname
es or forenames as sshown belo
ow:
enter details
4.3.11 Once the Applica
ant has en
ntered theirr previous names thiss will preview
t entry fiields. If an Applicant does not have
h
any p
previous
below the
namess they will be
b able to progress
p
th
hrough to the
t last sta
age of the
applica
ation.
4.3.12 Once this
t
has be
een comple
eted, the fin
nal page of
o the appliccation form
m
allows the Appliccant to prevview all of the
t informa
ation they have entered.
If they notice therre is an errror on theirr form theyy can navig
gate back to
t
the scrreen with th
he incorrecct informattion and am
mend it.
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4.3.13 The Ap
pplicant mu
ust then ind
dicate whe
ether they have
h
had a
any
convicttions, cautions or wa
arnings which would not
n be filtered and
confirm
m their acquiescence of the “De
eclaration by
b Applican
nt” otherwiise
they will not be able to subm
mit the app
plication.
4.3.14 Once submitted
s
t Applica
the
ant will rec
ceive an on
nscreen confirmation
(see be
elow) and email.
A
fa
ails to subm
mit their form an auto
omated rem
minder email
4.3.15 If the Applicant
will be sent to the
em at the frequency
f
specified
s
b the Registered Body
by
p
the system is built, with a notification also sen
nt to the ID
at the point
Verifierr.
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4.4
4 ID Veriffication
4.4.1 After th
he Applican
nt submits their appliication the ID Verifierr will receiv
ve
an ema
ail asking them
t
to log
g on to the system an
nd enter th
he ID detaills
for the Applicant which theyy will either have che
ecked and copied at
intervie
ew stage or
o have ava
ailable by completing
c
g this proce
ess with the
e
Applica
ant present.
4.4.2 The link on the email will ta
ake them to
o the login screen wh
here they will
w
need to
o enter the
eir usernam
me and pas
ssword to access
a
the
e system.
Logging in will dissplay the “ID
“ Verifierr Control Panel” (see below).
Options available
e include th
he facility to
t edit theirr account d
details (via
a the
“Edit Details”
D
menu), and ID
D Verifier guidance.
g
T view the
To
e list of
applica
ations requ
uiring ID Ve
erification, the ID Verrifier should
d select the
“Pending Applica
ations” men
nu.
ose Applica
ants for wh
hom ID verrification is
4.4.3 This will display a list of tho
outstan
nding. They will then need to cllick on “app
prove” (denoted by a
green tick).
t
This will
w then ta
ake them to
o the next screen to ccomplete the
t
ID veriffication.
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ystem Manual
ext screen provides a preview of
o the detaiils the App
plicant has
4.4.4 The ne
alreadyy entered to
t allow the
e ID Verifie
er to verify the ID aga
ainst this
informa
ation.
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4.4.5 In the first
f
instancce the ID Verifier
V
will be promp
pted to sele
ect ID to meet
Route One from the
t approp
priate groups. Note th
hat holding
g the curso
or
over th
he tool tip (
) symb
bol next to certain fie
eld providess additiona
al
informa
ation e.g. how
h
old a particular
p
document
d
c be in o
can
order to be
e
conside
ered valid for ID veriffication purposes.
4.4.6 Note th
hat for som
me types off ID e.g. pa
assport, driver’s licen
nce and birrth
certifica
ates, the fiield will expand prom
mpting the verifier
v
to p
provide
additional informa
ation e.g. date
d
of issu
ue, as shown below. Please no
ote
that wh
hen prompted to sele
ect a date a calendar will appea
ar.
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TOP TIP – By click
king on the
e name off the montth and the
e year at th
he
top
p of the calendar, a dropdown
d
n menu wiill appear allowing y
you to sellect
the
e relevant dates morre quickly
y than by scrolling
s
b month.
by
4.4.7 Once sufficient
s
ID
D has been
n provided, the syste
em will greyy out otherr
optionss, preventin
ng you from
m selecting
g additiona
al ID as shown below
w.
4.4.8 2.4.8 In the event that the ID Verifierr attempts to submit insufficientt ID
or an in
nvalid com
mbination of ID, an ale
ert will app
pear as sho
own below.
If the verifier
v
rece
eives this message
m
they should
d select okk, and enter
the add
ditional info
ormation re
equired or select the next Routte.
4.4.9 Upon submission
s
n, the syste
em also va
alidates keyy fields, an
nd notifies the
user if data enterred does not meet the requirem
ments of or format
require
ed by the DBS
D
(e.g. Letter
L
from a Head Te
eacher beiing selecte
ed
for som
meone who
o is not 16--19). In the
e event tha
at invalid in
nformation is
provide
ed, a notificcation will appear ale
erting the user
u
to the nature of the
item re
equiring correction.
Pa
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4.4.10 If the applicant
a
ca
annot provvide sufficie
ent ID to meet
m
Route
e One, the ID
Verifierr should se
elect “Show
w Route Tw
wo” from th
he “Route Selector”
menu at
a the botto
om of the screen.
s
4.4.11 Upon selecting
s
“S
Show Routte Two”, th
he ID Verifiier is remin
nded that an
a
externa
al ID valida
ation checkk will need to be endeavoured tto be carrie
ed
out for Route Two, and anyy data ente
ered for Ro
oute One w
will not be
ed, the ID Verifier
V
sho
ould click on
o “OK”.
saved. To procee
4.4.12 This will display the
t relevan
nt ID group
ps for Routte Two. As with Route
he system validates information
i
n input. If in
nsufficient or invalid ID
One, th
is provided, the system
s
will prevent th
he ID Verifiier from prroceeding and
a
ear as show
wn below.
an alerrt will appe
Pa
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4.4.13 Route Two additiionally required that the
t ID Verifier endea
avours to
comple
ete an exte
ernal ID verification check,
c
the result
r
of which should
d
be ente
ered on the
e system. To
T enter th
he result off this check, the ID
Verifierr should se
elect the ou
utcome fro
om the “Extternal ID V
Verification
Result”” dropdown
n menu.
TOP TIP – We stro
ongly advis
se that yo
ou check th
hat the ap
pplicant is
s
ablle to proviide sufficie
ent ID for Route Tw
wo before undertakin
u
ng an
extternal ID check.
c
4.4.14 In the event
e
that the external ID check fails to ve
erify the identity of th
he
applica
ant and / orr the appliccant canno
ot provide enough
e
ID for Route
Two, th
he result sh
hould be entered
e
as a “Fail”, an
nd the ID V
Verifier will be
promptted to movve onto Route Three. To do thiss, the ID Ve
erifier shou
uld
select “Show
“
Rou
ute Three” from the “Route
“
Selector”.
4.4.15 Upon selecting
s
“S
Show Routte Three”, the ID Verrifier is rem
minded thatt
failure to complette the checck via Route Three will
w result in
n the applic
cant
Pa
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ystem Manual
needing to go forr fingerprinting by the
e Police an
nd completing a pape
er
form. To
T proceed
d, the ID Ve
erifier shou
uld click on
n “OK”.
4.4.16 As with
h previous routes, atttempting to
o submit in
nsufficient o
or invalid ID
will be prevented
d by the sysstem and an
a alert dissplayed.
4.4.17 Should
d the ID Ve
erifier wish to return to a previou
us route, th
hey can do
o so
by sele
ecting the route
r
from the “Route
e Selector”” at the botttom of the
e
screen. Please note that moving to a different ro
oute will re
emove data
a
d for the prrevious rou
ute.
entered
t requirements for a particula
ar route havve been m
met, the ID
4.4.18 Once the
Verifierr needs to confirm that they hav
ve checked the curre
ent address of
the app
plicant and
d tick the declaration to confirm that the in
nformation
provide
ed in suppo
ort of the application
a
e before be
eing
is complette and true
able to
o submit the
e applicatio
on.
Pa
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4.4.19 Clicking on the “P
Print” butto
on will allow
w the ID Ve
erifier to prrint a
summa
ary of the application
a
form, with
h space forr the Appliccant and ID
D
Verifierr to sign a declaration that the information
i
n provided in supportt of
the app
plication is correct sh
hould they also wish to retain a paper aud
dit
trail.
t ID veriffication hass been com
mpleted, th
he ID Verifiier should
4.4.20 Once the
click on
n “Submit”. This will send
s
the completed
c
f
form
to
counte
ersignatorie
es for secu
ure submiss
sion via e--bulk to the
e DBS. A
message will app
pear onscre
een to con
nfirm this has been su
uccessful.
a
to co
omplete the
e ID verificcation within a specified
4.4.21 ID Veriifiers are asked
period.. In the eve
ent that thiss is not completed within
w
the sttated
timesca
ales, autom
mated rem
minder e-ma
ails are sen
nt by the ssystem to th
he
ID Veriifier at a fre
equency specified by
y the Regisstered Bod
dy at the tim
me
the sysstem is sett up.
4.5
5 Submittting com
mpleted ap
pplication
ns to the DBS via secure e-Bulk
4.5.1 Note th
hat to electtronically countersign
c
n and subm
mit completed
applica
ations to th
he DBS for processing via secure e-Bulk yyou will need
to be an
a authorised countersignatory for your re
egistered b
body and an
Adminccs user.
4.5.2 To elecctronically submit com
mpleted ap
pplications to the DBS for
processsing via se
ecure e-bulk, click on
n the “e-Bu
ulk” menu, and selectt
“Readyy for e-Bulkk Processing”, as sho
own below
w:
Pa
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4.5.3 This will display all
a applicattions that are
a ready to
o be counttersigned. Key
informa
ation about the checkk is also diisplayed in
ncluding:
Org
ganisation
T applica
The
ant’s organisation
P
Position
The appliicant’s possition
BL
Whether an additio
onal standalone Barrred List che
eck has be
een
requestted (provid
ded this fun
nctionality is
i enabled for your RB)
R
A
Whethe
er the adultts barred list is being checked a
as part of the
t
plication
app
C
Whethe
er the children’s barre
ed list is be
eing checkked as partt of
the application
a
V
Wheth
her the app
plication is for a volun
nteer (acco
ording to th
he
DBS definition))
T
Whetther the check level is
s standard
d (S) or enh
hanced (E))
ID
The ID Route
R
via which
w
the application was comp
pleted (1,2,3 or
blank)
b
H
Whethe
er the application has
s indicated
d they are w
working fro
om
home
The fulll applicatio
on can be viewed by clicking on
n the Appliicant’s
userna
ame.
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hat within this
t
screen
n a tick box
x is availab
ble (with an
n “All” or
4.5.4 Note th
“None”” option) to
o select parrticular app
plications on
o the page, and you
u
can additionally Roll
R Back, Archive orr put on Ho
old the app
plications
ed.
selecte
4.5.5 Before e-Bulking, a counterrsignatory should enssure that th
he check
applied
d for is app
propriate fo
or the posittion in question. Oncce assured of
this facct, selected
d applicatio
ons can be
e e-Bulked, by clicking on “Send
d”.
t
has be
een done an
a on-scree
en confirma
ation will b
be displaye
ed.
4.5.6 Once this
4.6
6 Automa
ated reminders fo
or incomp
plete applications
4.6.1 Applica
ants and ID
D Verifiers are asked to comple
ete their resspective
elemen
nts of the DBS
D
appliccation proc
cess within a specified period.
4.6.2 For online Appliccants, an automated reminder
r
e
e-mail
is se
ent to the
Applica
ant at regu
ular intervals (as spec
cified by th
he Registerred Body
when setting
s
up the
t system
m) remindin
ng them to complete the online
form, with
w a notifiication sim
multaneously sent to the
t ID Veriifier. ID
Verifierrs are similarly issued automated reminde
ers.
TOP TIP – You can
n use the “Three
“
We
eek Applic
cant’s Cha
ase with
Nottes” and “7
“ Day ID Verifier Ch
hase with Notes” re
eports to iidentify
whe
ere an app
plication has
h not be
een complleted / id has
h not be
een check
ked
afte
er three weeks
w
/ one
e week res
spectively
y. This can
n also be u
useful in
identifying where
w
userrs have prrovided invalid ema
ail address
ses and
hen
nce have not
n receiv
ved automated remiinders.
4.7
7 Putting
g applicattions on hold
h
4.7.1 In case
es where th
he completion of an application
a
n may be le
egitimately
y
delayed (or wherre an off-syystem proc
cess is requ
uired), it iss possible to
t
change
e the status of an app
plication to
o ‘Holding’ via the ‘Ap
pplication
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Status’’ dropdown
n on the ‘Edit Applica
ation’ scree
en. This will pause th
he
applica
ation proce
ess and the
e automate
ed reminde
er e-mails.
4.7.2 To view
w a list of application
a
s in holding, select ‘e
eBulk’ from
m the
Adminiistrator pan
nel, then select “
Holding”.
4.8
8 Bulk Upload
4.8.1 The Bu
ulk Upload facility ena
ables DBS
S applicatio
ons to be sset up on th
he
system
m en-masse
e saving tim
me and im
mproving da
ata quality by reducin
ng
the nee
ed to manu
ually key in
n data.
4.8.2 To use
e the bulk upload
u
facility, select the ‘Add Applicant’
A
m
menu from
m
the Administration Panel an
nd click on ‘Bulk Uplo
oad’.
Fro
om this scre
een CSV fiiles can be
e uploaded
d using the File Uploa
ad option. A
Tem
mplate File
e indicating
g the requirred column
n headingss and forma
ats can be
dow
wnloaded by
b clicking on ‘Download Temp
plate File’
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The fields which can be loaded in order to set up applications are as follows
(mandatory fields asterisked):
Field
*Username
*Forename
*Surname
*Email
*Organisation
*Workforce
*Position
*ID Verifier Email
Address
ID Verifier Username
*Volunteer
Manager First Name
Manager Last Name
Manager Email
Address
*Business Unit
Team
Location
*Email Type
*Working at Home
Address
*Standard/Enhanced
*Adults Check
*Childrens Check
Barred List Check
Admin Fee
*Language Preference
DBS Form Reference
Employee Number
Recheck Reason
Charge?
Guidance
Applicant username
Applicant forename
Applicant surname
Applicant email address
Applicant organisation
In format y/n
Formerly ‘Application Type’
In format s/e
Whether a check of the vulnerable adults
barred list should be included as part of a
check. In format y/n.
Whether a check of the children’s barred
list should be included as part of a check.
In format y/n.
Whether a separate check of the children’s
barred list should be included as part of a
check. In format y/n.
Cost Code
English/Welsh
In format y/n
Page 37 of 88
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Where applications have been set up en-masse using the Bulk Upload
applicants will be emailed by the system as per applications set up
individually, with the template matching the Application Type specified.
If the upload is unsuccessful for any / all records on the file a message will
display on screen indicating the fields which are causing the load to fail,
enabling invalid records to be identified and corrected.
Page 38 of 88
Em
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ystem Manual
5
Tracking disc
closure
e applica
ations
or applicatiions submitted by e-b
bulk are tyypically recceived within
Disclosures fo
1-7 days of su
ubmission.. The proccess may be
b lengthen
ned if an A
Applicant ha
as
al areas an
nd informa
ation is requ
uired from multiple police force
es.
lived in severa
5.1 Applica
ations tha
at have been
b
with the DBS less than
n 8 weeks
s
5.1.1 You ca
an track the
e progresss of applica
ations whicch have bee
en submittted
to the DBS
D
via th
he eBulk menu. Clicking on the “+” option next to the
e
‘Receivved by DBS’ status will
w provide
e a breakdo
own of app
plications
currenttly with the
e DBS by th
heir status (see below
w).
e the addittional statu
uses, simplly click on “-“.
5.1.2 To hide
5.1.3 Whilst an applica
ation is bein
ng process
sed by the DBS the R
Received by
b
DBS sccreen will also
a
displa
ay the timestamp at which
w
each
h stage was
s
comple
eted in the ‘Tracking’ section. You
Y can vie
ew this by cclicking on
n
the
symbol ne
ext to the appropriate
a
e record in the “Received by DB
BS”
status on the eBu
ulk menu.
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5.1.4 Alterna
atively you can track the progre
ess of appliications ma
anually via
a:
https:///secure.DB
BSonline.go
ov.uk/hom
me/home.do
o .This servvice is ope
en
to Applicants, em
mployers an
nd Registe
ered / Umb
brella bodie
es.
5.1.5 To tracck an indiviidual appliccation you will need to provide::
• The Ap
pplicant’s date
d
of birth
• The dissclosure ap
pplication form
f
refere
ence numb
ber – this ccan be foun
nd
by clickking on the
e
symbo
ol next to the
t approp
priate recorrd in the
“Receivved by DB
BS” status on
o the eBu
ulk menu.
5.1.6 To tracck multiple applications, you willl need to be
b a Counttersignatorry,
and pro
ovide:
• The Re
egistered Body
B
numb
ber
• The Co
ountersignatory number
• The Co
ountersignatory’s datte of birth
5.1.7 The fivve stages of
o the DBS check pro
ocess are:
i)
Application
n Form recceived and
d validated
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ii)
iii)
iv)
v)
Police Nattional Com
mputer searrched
ISA Childrren, ISA Ad
dults and List99
L
searrched, whe
ere applicable
Records held
h
by the Police sea
arch
Disclosure
e Printed
5.2 Applica
ations tha
at have been
b
with the DBS more tha
an 8 week
ks
5.2.1 To gen
nerate a report listing all applica
ations that have been
n with the
DBS fo
or this perio
od, you ne
eed to selec
ct the ‘Rep
ports’ menu
u. Once in this
screen you shoulld select ‘F
Forms that have been
n with DBS
S for over 8
weeks’’.
5.2.2 This will open the
e report in Employme
ent Check. In order to
o export th
he
o MS Excell, click on “Download
“
d as an Exccel spreadssheet”.
data to
Pa
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ystem Manual
6
Disclo
osure re
esults
Oncce checks have been
n complete
ed, a disclo
osure numb
ber is issue
ed by the
DBS
S. Disclosu
ures for on
nline appliccations are
e received electronica
e
ally and can
be accessed
a
by selectin
ng
“Ressult Receiv
ved from DBS”
D
from the e-bulk
menu. Further information can be accessed by clicking
g on the en
nvelope
sym
mbol next to
o the appropriate Ap
pplicant rec
cord. Hardccopy disclo
osure
certtificates arre received
d by post.
6.1 Clear disclosure
d
es
6.1.1 Any cle
ear online disclosure will be denoted with a
sym
mbol, and a
confirm
mation that “Certificatte contains
s no inform
mation”. A ssystemgenera
ated email is also auttomatically
y sent to the
e nominate
ed
manag
ger(s) inform
ming them
m that the DBS
D
check has been completed
d for
their em
mployee, providing
p
th
he disclosu
ure numbe
er for that ccheck. A
hardco
opy certifica
ate is poste
ed to the Applicant.
A
6.2 Disclos
sures with additional inform
mation
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6.2.1 Any on
nline disclo
osure with additional
a
information
n will be re
eturned witth a
“P” and
d a note to say “Please wait to view appliccant certificate”. In
addition a ‘Notificcation of Result with Content’ email will be
e sent to th
he
nomina
ated manager(s) (sett on the ad
dd applicatiion screen) informing
g
them th
hat they ha
ave receive
ed a resultt which will require them see the
applica
ants certificcate.
es with add
ditional info
ormation, th
he DBS records can be
6.2.2 For all disclosure
moved to the ‘holding’ statu
us whilst a decision iss made reg
garding the
e
continu
uity of the Applicant’s
A
s employm
ment.
6.2.3 Once an
a employe
ee has bee
en cleared to continu
ue working,, the DBS
record can be arcchived and
d the mana
ager notifie
ed of the disclosure
numbe
er and issue date. Pe
ersonal data is purged
d in line with DBS
require
ements 6 months
m
afte
er being moved to Arrchive statu
us.
TOP TIP – You can
n archive records
r
en
n-masse via
v the Alll / None
che
eckbox an
nd “Archiv
ve” option
n on the eB
Bulk menu
us. Alterna
atively
che
ecks can be
b archive
ed individu
ually via th
he “Edit Application
A
n” menu.
6.3
Recruitment Decision
The
e Recruitm
ment Decision function
n (which ca
an be enab
bled or disa
abled as
required for each Registtered Bodyy) enables you to reccord the reccruitment
deccision taken
n following
g receipt off a disclosu
ure result in
n line with the DBS’s
s
guid
dance on ‘Handling of
o DBS Certificate Infformation’.
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A re
ecruitmentt decision can
c be ente
ered for ch
hecks in eitther ‘Result Received
d
from
m DBS’ or ‘Holding’ status
s
via a dropdown
n menu on
n both the ‘‘eBulk’ and
d
‘Edit Application’ screen
ns.
When a recruitment deccision (‘App
point’ / ‘De
ecline’) is entered a p
pop-up will
app
pear on scrreen promp
pting you to
t enter the
e name of the individual who to
ook
the recruitmen
nt decision
n. By defau
ult this will initially dissplay the ‘M
Manager’ fo
or
the check and
d their ema
ail addresss.
point’ / ‘De
ecline’) is entered a p
pop-up will
When a recruitment deccision (‘App
app
pear on scrreen promp
pting you to
t enter the
e name of the individual who to
ook
the recruitmen
nt decision
n. By defau
ult this will initially dissplay the ‘M
Manager’ fo
or
the check and
d their ema
ail addresss.
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Dettails of the recruitmen
nt decision
n are saved
d in the Ap
pplication H
History as
sho
own below::
TOP TIP – You can
n specify whether
w
th
he ‘Recruiitment Dec
cision’ fie
elds
are
e hidden, read-only
r
or editablle for BU Admin
A
use
ers for a B
Business Unit
U
via the ‘Field
ds Settings
s’ option on
o the Ad
dd/Edit Bus
siness Un
nit menu at
Sup
per Admin
n level.
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7
Certifficates of
o Good
d Condu
uct
Forr Applicantss whose fivve-year ad
ddress histo
ory indicattes that the
ey have live
ed
abrroad for at least one period
p
of six
s or more consecutive monthss, an
auto
omated em
mail will be generated
d upon com
mpletion off ID Verifica
ation to the
e
App
plicant (cop
pying in the
e managerr) indicating that a Ce
ertificate of Good
Con
nduct (CGC
C) is required.
Adm
ministrative
e users can
n report on
n outstandiing CGC’s via the “C
CGC Reporrt”.
An administra
ative user can
c indicatte the prov
vision of a CGC
C
via th
he “Edit
App
plication” screen.
s
Ple
ease note that the dis
sclosure / CGC
C
cleara
ance email
will not be sen
nt until both the disclosure and CGC have
e been recceived.
If an applicatio
on is return
ned and a CGC has not been received,
r
itt will
auto
omatically be moved
d to the Holding status.
Oncce in ‘Holding’ if the CGC
C
has is logged as
a received
d in the edit applicatio
on
pag
ge, the app
plication will then auto
omatically move into the Results Receive
ed
stattus and the
e ‘Notification of Result with Co
ontent CGC
C Received
d’ Email wiill
be sent
s
to the
e registered
d managerr.
TOP TIP – This fun
nctionality
y can be tu
urned off by
b leaving
g the CGC
C
email templa
ates blank
k on the “C
Configure Emails” menu
m
at Su
uper Adm
min
leve
el.
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8
Otherr Administrative
e functiionality
8.1 Search
h
8.1.1 To use
e the searcch function on the sys
stem, selecct the “Sea
arch” menu
u
from th
he Adminisstration Pan
nel. This will
w give you
u three opttions to:
•
•
•
Sea
arch ID Verifier
Sea
arch User
Sea
arch Appliccation
Please
e note that for BU Adm
min users, the only search
s
resu
ults that arre
brough
ht up are fo
or accountss from the same Business Unit to which the
BU Adm
min is assiigned.
8.1.2 To Sea
arch for an ID Verifier click on “Search ID Verifier”. T
This will brring
up the Search ID
D Verifier window
w
(see
e below). You
Y can se
earch by firrst
name and
a surnam
me (using the % wildcard if required) and by whethe
er
the use
er is active
e.
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8.1.3 This will bring up all matching records
s, as illustrrated in the
e example
below.
erifier’s acccount details, click on
n Edit (
8.1.4 To editt the ID Ve
)).
w the histo
ory of appliccations to which the ID Verifierr has been
8.1.5 To view
assigne
ed, click on
n the “App
plications” button
b
(
).
arch for a user,
u
click on
o “Search
h User”. Th
his will bring up the
8.1.6 To sea
Search
h User wind
dow (see below).
b
You can searrch by firstt name and
d
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surnam
me (using the
t % wildccard if requ
uired) and by whethe
er the user is
active.
8.1.7 This will bring up all matching records
s. From this screen itt is possible to
add a new
n
appliccation for th
he user (
details (
) or edit the
t user’s a
account
).
TOP TIP – We stro
ongly advis
se that wh
hen remov
ving a use
er, you
dea
activate th
heir accou
unt rather than deletting it so as
a to retaiin a full au
udit
traiil in the sy
ystem.
8.1.8 To sea
arch for an application
n, click on “Search Application”
A
”. This will
bring up
u the “Sea
arch Appliccation” wind
dow. You can
c search
h by any
combin
nation of a number off key fields
s (see belo
ow). Please
e note that
you can use the wildcard
w
“%
%” to searc
ch for all re
ecords with
h details
ng an initia
al set of characters.
followin
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8.1.9 This will bring up all matching records
s, as illustrrated in the
e example
below:
8.1.10 From this screen it is possible to find out / do the following
g:
• To edit the
e Applicantt’s user ac
ccount deta
ails click on
n the
“Applicantt Name”
TOP TIP – When am
mending an
a applica
ant’s name
e, you willl need to do
d
this
s on both the applic
cant’s acc
count deta
ails screen
n (by click
king on the
e
“Ap
pplicant Name”
N
abo
ove) and on
o the disc
closure ap
pplication itself (via
the
e “Edit App
plication”” screen.
TOP TIP – If an app
plicant ha
as not rece
eived theirr invitation
n to
com
mplete the
eir applica
ation / log in details due to prroviding an
n incorrec
ct
email addres
ss, you willl need to resend th
his manually at the s
same time
e as
amending the email ad
ddress on
n the syste
em.
•
The “ID Ve
erifier” field
d indicates
s the ID Verifier (as presently
assigned) for the application.
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•
•
•
•
•
•
The “Statu
us” symbol indicates the curren
nt stage the
e applicatio
on
is at.
The “Discllosure Num
mber” indic
cates the disclosure n
number of the
application
n if a resultt has been
n received.
The “Discllosure Issu
ue Date” indicates the
e issue datte of the
disclosure
e if a result has been received.
The “A?” and
a “C?” boxes indica
ate whethe
er the application cov
vers
working with
w vulnera
able adults or children
n or both a
and the
appropriatte barred lists will be checked as
a part of the
application
n.
The “T” co
olumn indiccates the le
evel of the disclosure
e applicatio
on
(standard / enhanced).
Clicking on
n the notep
pad icon under “Actio
ons” openss up the no
otes
page for th
he applicattion in question. Thiss provides a time and
d
author stamped reco
ord of each
h time an application
a
moves sta
age,
a system-g
generated reminder email is se
ent out or a
an
administra
ator has ad
dded a note
e (see belo
ow).
Adm
ministrators can add notes against an app
plication ussing the “A
Add”
buttton. This can
c be a usseful tool fo
or assisting
g in the ma
anagement of
an application
a
n e.g. expla
aining why
y a check was
w delaye
ed or
can
ncelled.
Cliccking on “S
Show Syste
em Notes” within thiss screen allows the
adm
ministrator to see which parts of
o the appliccation have been
ente
ered and completed
c
and any other chang
ges on the record (se
ee
belo
ow). This can
c be parrticularly us
seful when looking into user
issu
ues.
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•
Cliccking on th
he pencil iccon (
) under “Actio
ons” allowss the
adm
ministrator to open an
nd edit the application in questiion. BU
Adm
min/Admin+ and Adm
mincs users
s are also able to edit the statu
us of
the application via a dro
opdown me
enu as sho
own below::
Please note th
hat whilst Admin+
A
an
nd Admincss users are
e able to
movve checks into all oth
her statuse
es, BU adm
mins can on
nly move
che
ecks into a limited selection of statuses
s
de
epending o
on the currrent
stattus of the application
a
n. The optio
ons availab
ble are sum
mmarised in
i
the matrix bellow:
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Oncce changes have bee
en made th
he adminisstrator should click on
n
“Up
pdate Appliication” at the bottom
m of the scrreen to savve these.
TOP TIP – Please note
n
that changes
c
will
w only be
b effective
e before a
che
eck has be
een submitted to th
he DBS via
a e-Bulk.
TOP TIP – Please note
n
ID sh
hould not be
b verified
d via the ““Edit
App
plication”” screen. Iff you have
e Adminis
strative us
sers who a
are also ID
D
Verrifiers they
y must us
se their ID Verifier ac
ccount wh
hen verify
ying ID.
Sho
ould they fail to do so the sys
stem will prevent
p
th
he check ffrom being
g
sub
bmitted att the pointt of e-Bulk
k, as show
wn below:
8.2 Listing applications by status
s
8.2.1 To a brreakdown of all ongo
oing and co
omplete ap
pplications in the
system
m, select “e
eBulk” from
m the admin
nistration panel.
p
Thiss will bring up
the following scre
een, which lists the number
n
of application
a
ns at each
stage:
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w a list of all
a applications curren
ntly at a pa
articular sta
age, click on
o
8.2.2 To view
the app
propriate status.
s
Plea
ase note th
hat for App
plication Arrchived Sta
atus
you willl be promp
pted to entter a date range.
r
With
hin the sub
bsequent
screen a tick boxx is availab
ble (with an
n “All” or “N
None” optio
on) to selec
ct
particular applica
ations on th
he page.
8.2.3 For tho
ose applica
ations selected, a num
mber of functions are
e available
e:
• Roll back (thiss moves th
he status of
o an appliccation backk to “Ready
y
for eBulk proccessing”)
• Arcchive
• Putt on Hold
TOP TIP – Rolling back appllications will
w move them into
o “Ready for
f
eBu
ulk proces
ssing” sta
atus regarrdless of th
he status they are c
currently in.
i
We
e would strrongly adv
vise that this
t
option
n is only used
u
wherre checks
whiich have gone
g
into error status or not been rece
eived need
d to be
res
sent.
8.3
3 Reques
sting and
d recordin
ng standa
alone Barrred List c
checks
8.3.1 For ind
dividuals working
w
in a regulated
d activity with children
n, a check of
the DB
BS Children
n’s Barred List is included as pa
art of an en
nhanced DBS
D
check provided th
he Admin/B
BU Admin//Admin+/A
Admincs usser setting up
the che
eck selectss “Yes” for the “DBS Children’s Barred Lisst” option on
o
the “Ad
dd Applican
nt” form.
parate, add
ditional barrred list check is requ
uired beforre
8.3.2 Howevver, if a sep
the full DBS discllosure hass been rece
eived this can
c be requested by
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selectin
ng “Yes” on the “Sep
parate Barrred List Ch
heck Requiired” option
n
when adding
a
an application
a
n. Please note
n
that th
his option w
will only be
e
availab
ble should the separa
ate barred list check functionali
f
ty be enab
bled
for you
ur Registered Body.
TOP TIP – Please note
n
that it
i is not po
ossible to process s
standalon
ne
Barrred List checks
c
thrrough the system. These
T
che
ecks need to be
pro
ocessed by
y an autho
orised ind
dividual fo
or your reg
gistered body,
8.3.3 Where an adminiistrator hass requeste
ed an additional, sepa
arate barre
ed
list che
eck alongsiide an enh
hanced DBS check, this will be denoted on
the “Re
eady for eB
Bulk Proce
essing” menu in the BL
B column.. Please no
ote
that thiis column will
w only dissplay if the
e separate barred listt check
functionality has been enab
bled for you
ur Registered Body.
er the resu
ult of an ad
dditional, se
eparate ba
arred list ch
heck, the
8.3.4 To ente
authoriised user should
s
use
e the Barred List Status on the ““Edit
Applica
ation” screen. Selecting “No ma
atch” will trrigger an a
automated
email to
t the nominated Man
nager to co
onfirm clea
arance and
d the
timesta
amp of the check. On
nly authoris
sed Admin
n+ and Adm
mincs userrs
can up
pdate the Barred
B
List Check Sta
atus. Pleasse option w
will only
appearr where such a checkk has been
n requested
d alongside an
applica
ation.
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andalone barred list check
c
is req
quired, thiss can be re
equested by
b
8.3.5 If a sta
selectin
ng “Barred
d List Only Check” on
n the “Add Applicant” menu.
8.3.6 The ad
dministrator is then prompted to
o enter the Applicant’’s details in
n
order to
o enable th
he authorissed admin+/admincss user at the registere
ed
body to
o complete
e the checkk, as well as
a the deta
ails of the M
Manager to
o be
notified
d of clearan
nce. Mand
datory fields
s are asterrisked, and
d additiona
al
namess must be added
a
usin
ng the “Add
d Additiona
al Names” button.
8.3.7 Where an adminiistrator hass requeste
ed a standa
alone barre
ed list chec
ck
plication will
w display in
i the “Rea
ady for Barrred List Check” statu
us
the app
on the eBulk men
nu. To reco
ord the outtcome of th
he check, tthe authoriised
Admin+
+/Admincss user shou
uld select the
t Applica
ant’s name
e.
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8.3.8 Selecting “No ma
atch” from the “Barred
d List Statu
us” will trig
gger an
automa
ated email to the nom
minated Ma
anager to confirm
c
cle
earance an
nd
the tim
mestamp off the checkk. Once the
e outcome has been entered the
check can
c be arcchived. Oncce archived it will mo
ove into the
e “Completted
Barred List” statu
us.
8.4
4 Reports
8.4.1 To run reports fro
om the sysstem selectt “Reports”” from the A
Administra
ation
Panel. This will list the repo
orts availab
ble to your Registered Body.
8.4.2 To run a report, click
c
on the
e relevant option.
o
Thiis will open
n the reporrt in
Employyment Che
eck. For so
ome reports you will additionally
a
y be promp
pted
to select a date range. To export
e
the data
d
to MS
S Excel, click on
“Download as an
n Excel Sprreadsheet””.
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9
Superr Admin
n functio
onality
The
e Super Ad
dmin log-in
n allows forr the config
guration of certain asspects of th
he
set up of the system.
s
Lo
ogging in as
a a Super Admin willl open the Registered
d
Bod
dy Admin Panel:
P
9.1 Contro
ol Panel
9.1.1 The Co
ontrol Pane
el allows a Super Admin to:
•
Entter and am
mend their Registered
R
d Body Dettails, includ
ding the title
and
d subtitles for
f the site
e pages, an
nd the ema
ail signaturre for syste
em
gen
nerated em
mails.
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•
Cre
eate DBS Email
E
Type
es – agains
st which syystem-gene
erated ema
ails
are specified.
By using the Edit
E (
) function,
f
it is possible
e to specifyy the reaso
ons
to appear
a
in th
he “Reaso
ons” dropdo
own for administratorrs setting up
u
che
ecks.
•
Sett up and ed
dit Businesss Unit Typ
pe dropdow
wn options.
TOP TIP – Deleting
g Applicattion Type, Location and Busin
ness Unitt
Typ
pe options
s will delete this infformation from reco
ords previo
ously
con
ntaining itt. We woulld thereforre advise that wherre possible
e you reta
ain
the
ese options to ensurre retentio
on of a fulll audit tra
ail.
9.2 Configure Emails
9.2.1 The Co
onfigure Em
mails menu allows th
he Super Admin
A
to am
mend
automa
ated e-maiils generated by the system.
s
Th
he types off emails se
ent
are desscribed below and ca
an be set up
u for differrent Email Types e.g
g.
New, Renewal,
R
V
Volunteer,
External. Any
A additio
onal Email Type can be
added via the Co
ontrol Pane
el, and the associated
d template
e can then be
equired texxt.
set up with the re
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TOP TIP – If you do
o not wish
h to use a particularr email tem
mplate forr a
parrticular ap
pplication type, simp
ply leave the
t templa
ate blank a
and no em
mail
willl send.
TOP TIP – As the ‘User
‘
pass
sword restore’, ‘Adm
min accou
unt creatio
on’
and
d ‘ID Verifi
fier Account Creatio
on’ templa
ates are no
ot linked tto specific
c
app
plication types,
ty
the text of the
e email wiill pull thro
ough from
m the conttent
sett up for the
e top appllication typ
ype in the dropdown
d
n menu.
Please
e note that the freque
ency of automated ch
hase up em
mails can be
b
configu
ured for the
e Registere
ed Body when
w
setting
g up the siite. An
examp
ple of 5 dayys has bee
en included
d below.
Emaail D
Description
Frequency Recipientt(s) Applicant ‐ First Rem
minder (X Dayys) nt has not Iff the applican
co
ompleted the online fo
orm within a specified timescale a reeminder email is sent tto them assking them tto do so. nt has not Iff the applican
co
ompleted the online fo
orm after a further sp
pecified num
mber of days a reminder em
mail is sent to
o them askin
ng them to do so. This em
mail will co
ontinue to be sent everyy X days until th
he form is co
ompleted, pllaced on hold or archivved. O
Once the app
licant has finished their part of the fo
orm an email gets sent to
o the ID Veriffier to co
omplete the ID Verification.
X days fro
om account creation iif the form has not been completeed by the applicant. Applicant,, with optio
on to copy in Manager Every X days from the last chase up email unttil the form has been completed. Applicant,, with optio
on to copy in Manager Upon com
mpletion of the form by the applicant. ID Verifierr Applicant ‐ Second Rem
minder (X Dayys) ID V
Verification R
Request Pa
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ID Verification Reminder (X Days) Applicant account creation ID Verifier Account Creation ID Verifier notified that Applicant section outstanding ‐ First Reminder (X Days) ID Verifier notified that Applicant section outstanding ‐ Second Reminder (X Days) If the ID Verifier has not completed the ID Verification within a specified timescale a reminder email is sent to them asking them to do so and continues every X days until completion. When an applicant’s account is created an email is triggered informing them of their username and password as well as a link to the site. When an ID Verifier’s account is created an email is triggered informing them of their username and password as well as a link to the site. If the applicant has not completed the online form within a specified period an email is sent to the ID Verifier asking them to prompt the applicant. If the applicant has not completed the online form after a further specified period an email is sent to the ID Verifier asking them to prompt the applicant. This email will continue to be sent every X days until the form is completed, put on hold or archived. Page 61 of 88
Every X days from the last chase up email until the form has been completed. ID Verifier, with option to copy in Manager Upon account creation. Applicant Upon account creation. ID Verifier X days from account creation if the form has not been completed by the applicant. ID Verifier, with option to copy in Manager Every X days from the last chase up email until the form has been completed. ID Verifier, with option to copy in Manager Employment Check System Manual
Upon completion of their part of the form a confirmation email gets sent to the applicant thanking them for completing the form and reminding them to get their ID verified if they haven't done this yet. Disclosure Confirmation When the DBS disclosure to Manager has been returned from the DBS an email gets sent to the manager informing them of the DBS disclosure number and issue date for the applicant. User password restore This email resets the desired user’s password and is triggered through the login screen after selecting “Forgot my password” Barred List Result (If this functionality is Confirmation to turned on). This email Manager notifies the manager that separate barred list clearance has been received Admin account creation When an Admin/BU Admin/Admin+/Admincs account is created an email is triggered informing them of their username and password as well as a link to the site. CGC Required This email notifies the applicant and manager that a Certificate of Good Conduct is required from the applicant. CGC Received This email notifies the manager that CGC and disclosure clearance have been received Confirmation to applicant that their section is complete Page 62 of 88
Upon completion of the form by the applicant. Applicant Upon the result Manager returned by the DBS. Upon password reset request. User Once authorised Admin+/Admincs indicates separate barred list check clearance received Manager Upon account creation Administrative User Upon completion of ID Verification Applicant and Manager Once both disclosure and CGC received Manager Employment Check System Manual
Applicant Details Updated Other User Details Updated Notification Of Result With Content Notification of Result with Content CGC Received Notification of eForm Reference Notification of Result with Content CGC Pending This email gets sent to the applicant when any of their user details are changed. If a password is not reset and another detail changed a new randomly generated password will be set and sent out in this email. This email gets sent to all users of the system (except the applicant) when any of their user details are changed. If a password is not reset and another detail changed a new randomly generated password will be set and sent out in this email. This email notifies the manager (set in the add applicant menu) if an result is received containing content This email notifies the manager (set in the add applicant menu) if a result that has been awaiting the receipt of a CGC has been received containing content This email notifies the applicant of the eForm number for the purposes of registering for the update service This email notifies the manager (set in the add applicant menu) if an result is received containing content and a CGC is still pending On update of applicant user’s details. Applicant On update of applicant user’s details. All users except Applicant On receiving a result Manager containing content On CGC Received Manager being set to “Yes” on an application which has already been received with content and placed in holding pending a CGC Applicant On application received receipt (OK) from the DBS On receiving a result Manager containing content and CGC pending 9.2.2 These types of email can be seen in the screen shot below. The
content of each email template can be configured for each application
type set up on the Control Panel. Please note that if an email template
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is left blank,
b
no email
e
will se
end. For each email there is an
n edit butto
on
wh
here the em
mail can be
e edited an
nd also a preview buttton
showin
ng what it will
w look like
e once sen
nt.
9.2.3 The ed
dit screen is shown below. Here
e the conte
ent, layout and subjec
ct
of the email
e
can be
b seen. Also
A
shown
n here are the tags th
hat can be
Pa
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ystem Manual
placed into the em
mails to pu
ull through key inform
mation relatting to the
user / application
a
n. These arre outlined in the sub
bsequent ta
able. For th
he
remind
der emails there
t
is alsso an optio
on to copy in the man
nager (if
differen
nt to the ID
D Verifier).
Tag
Descriptio
D
n
[Firrstname]
App
plicant Firstt Name
[Lasstname]
App
plicant Surn
name
[Titlle]
App
plicant Title
e
[ID Verifier]
ID Verifier
V
nam
me.
[Ussername]
Use
ername
[Pa
assword]
Use
er’s Passwo
ord
[Team]
App
plicant’s Te
eam
[Org
ganisation]
App
plicant’s Orrganisation
n
[Job
b Title]
App
plicant’s Po
osition
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Employment Check System Manual
[Disclosure
Number]
The DBS disclosure number.
[Disclosure Issue
Date]
The DBS disclosure issue date.
[RB Name]
The Registered Body’s name.
[Signature]
The email signature that will be used in emails set by the
Super Admin user.
[Website]
The Registered Body’s website.
[Business Unit]
The Applicant’s Business Unit
[Business Unit
Website]
The Business Unit’s individual URL (if set up, if not this will
default to the standard site URL).
[Manager
Firstname]
The Manager’s first name
[Manager
Lastname]
The Manager’s last name
[Children’s
Barred List
Check]
Whether the disclosure included a check of the Children’s
Barred List
[Vulnerable
Adults Barred
List Check]
Whether the disclosure included a check of the Vulnerable
Adults Barred List
[Disclosure Type] Whether the application is for a standard or enhanced
disclosure.
Please note that tags can only pull through information at stages where this
information has already been input into the system. The table below
summarises the stages the various tags can be used.
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Employment Check System Manual
Tag
[[firstname]]
[[lastname]]
[[title]]
[[id_verifier]]
[[username]]
[[passw ord]]
[[team]]
[[organisation]]
[[position]]
[[refnum]]
[[jobtitle]]
[[disclosure_number]]
[[disclosure_issue_date]]
[[rbname]]
[[signature]]
[[w ebsite]]
[[buWebsite]]
[[business_unit]]
[[managerfirstname]]
[[managerlastname]]
[[Children's Barred List Check]]
[[Vulnerable Adults List Check]]
[[Disclosure Type]]
[[eform_reference]]
Confirmati
on to
applicant
that their User
Applicant ID Verifier ID
account Account Verificatio section is password
creation Creation n Request complete restore
Barred
List
Result
Confirmati Admin
on to
account
Manager creation
ID Verifier
notified
that
Applicant
Disclosur
section
Applicant - Applicant - outstandi
e
Confirmati First
ng - First
Second
on to
Reminder Reminder Reminder
Manager (X Days) (Y Days) (X Days)
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
N/A
N/A
N/A
Yes
Yes
Yes
N/A
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
N/A
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
N/A
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
N/A
N/A
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
ID Verifier
notified
that
Applicant
section
outstandi
ng Second
Reminder
(Y Days)
ID
Verificatio
n
Reminder CGC
(Z Days) required
Other
Applicant User
Details
CGC
Details
Received Updated Updated
Yes
Yes
N/A
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
N/A
N/A
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
N/A
N/A
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Page 67 of 88
Notificatio
n of
Notificatio Result
with
n of
Content
Result
CGC
with
Content Received
Notificatio
n of
Result
with
Content
CGC
Pending
Notificatio
n of
eForm
Reference
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
N/A
N/A
N/A
N/A
Yes
N/A
Yes
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Employment Check System Manual
9.3 Add Business Unit
To add a new business unit under which checks can be set up, select the
“Add Business Unit” menu. This will bring up the Add Business Unit form.
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ystem Manual
To activate the businesss unit, the “Active?” check
c
box should be selected. To
T
ons visible
e to BU Admin users for that Bu
usiness Un
nit,
makke reports and positio
sele
ect the che
eckbox for the approp
priate repo
orts/position
ns.
From this scre
een you ca
an also select whethe
er certain fields
f
are e
editable,
hidd
den or ‘rea
ad only’ and whether functionality (e.g. the
e bulk uplo
oad) is
ava
ailable for BU
B Admin users. N.B
B. selecting
g ‘Edit appllication pag
ge read on
nly?’
will prevent BU admins from editin
ng any field
ds on the Edit
E Applica
ation scree
en
with
h the excep
ption of the
e ‘Application Status’’, ‘ID Verifier’ and ‘Ma
anager
Dettails’.
ete, press “Save”
“
to add
a the Business Unit.
Oncce, comple
TOP TIP – To alloc
cate or rem
move all positions
p
o reports for a
or
Bus
siness Un
nit, simply
y click on “All”
“
or “N
None”.
9.4
4 Search
h Busines
ss Unit
To search for and mana
age Busine
ess Units, select
s
the “Search
“
Bu
usiness Un
nit”
men
nu. You ca
an search Business
B
U
Units
by na
ame, type and
a organiisation
num
mber, and wildcard
w
se
earches ca
an be used
d using the
e % symbol.
g up all mattching reco
ords as illu
ustrated be
elow. Within
n the searc
ch
Thiss will bring
resu
ults, you ca
an edit (
) and delete (
) the Businesss Unit.
TOP TIP – We stro
ongly advis
se that wh
hen remov
ving a Bus
siness Unit
you
u deactiva
ate both alll user acc
counts forr that Busiiness Unitt and
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mploymentt Check Sy
ystem Manual
dea
activate th
he Busines
ss Unit rather than simply de
eleting the
e Business
s
Uniit so as to
o retain a full
f audit trail
t
in the system.
9.5
5 Add Ad
dmin
To create a ne
ew administrative usser, select the
t “Add Admin”
A
men
nu, comple
ete
the required fields and click
c
on “Ad
dd”. Please
e note thatt for BU Ad
dmin accou
unts
you
u are requirred to speccify the Business Unit to which they are a
assigned.
When creating
g an Admin Counter Signatory account, a mandatory Counterr
Signatory num
mber field will
w appearr.
9.6
6 List Ad
dmins
ive accoun
To search for and edit administrat
a
nts, select the “List A
Admins” me
enu.
u can searcch using a combinatiion of key fields
f
and use the % wildcard.
You
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mploymentt Check Sy
ystem Manual
g up all mattching reco
ords, within
n which yo
ou can edit (
Thiss will bring
dele
ete (
) and
) th
he adminisstrative use
er accounts
s.
TOP TIP – We stro
ongly advis
se that wh
hen remov
ving a use
er, you
dea
activate th
heir accou
unt rather than deletting it so as
a to retaiin a full au
udit
traiil in the sy
ystem.
9.7 Report Managem
ment
e “Report Manageme
M
ent” menu can
c be use
ed to assig
gn specific reports to
The
Bussiness Unitts using the (
) sym
mbol so tha
at they can
n be run byy BU Admin
use
ers. It is po
ossible to select
s
a rep
port and as
ssign to alll BU’s or in
ndividually by
BU. See Appe
endix 1 forr standard Report suite.
TOP TIP – Please note
n
that unless
u
a report
r
has
s been spe
ecifically
wriitten to filtter records
s for the Business
B
Unit
U assoc
ciated witth the
adm
ministrativ
ve user ru
unning the
e report, th
he report will
w displa
ay all recorrds
for the Regis
stered Bod
dy.
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ystem Manual
9.8 Locatio
ons
The
e “Location
ns” menu can
c be used to create
e, edit and delete opttions to
app
pear in the “Locationss” dropdow
wn menu viisible to ad
dministrato
ors setting up
u
app
plications.
9.9 Report Builder
To build a rep
port, you firrst need to
o select the
e fields you
u wish to in
nclude. The
ese
b the area
a of the sysstem to wh
hich they re
elate: Applicant Details,
are grouped by
App
plication De
etails, App
plication Tim
mings and Business Unit. Once
e these have
bee
en selected
d, click on ‘Page 2 off 3’ to proce
eed. Pleasse note tha
at you can
retu
urn to amend your se
elections att any pointt until the report has been save
ed.
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ystem Manual
Em
Oncce the field
ds to displa
ay have be
een selecte
ed, you willl be promp
pted to sele
ect
the filters you would like
e to apply to
t the repo
ort. These are
a groupe
ed into
App
plication an
nd User Co
onditions. These
T
conditions tha
at are set o
on the repo
orts
will remain wh
henever the report is run (they are fixed once
o
the re
eport is
crea
ated).
Forr example, if you wan
nt to create
e a report fo
or counter signatorie
es to run th
hat
con
ntains just one
o condittion that ha
as just one business unit (Busin
ness Unit A)
A
whe
enever thiss report is run
r it will only
o
return results forr that one b
business unit.
If th
his report iss then devo
olved to Bu
usiness Un
nit B they will
w see a b
blank reporrt
as the
t report conditions
c
stipulate it can only be run for accounts tthat have
permission to see Busin
ness Unit A informatio
on.
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ystem Manual
Selecting a fie
eld to filter by will pro
ompt you to
o select the
e value or range for the
t
filte
er. You can
n add multiple filters to
t each rep
port.
Oncce all filterss have bee
en selected
d, click on ‘Page 3 off 3’ to proceed. This will
w
prompt you to
o select the
e date time
estamp you
u wish to filter by whe
en running the
atively, to run
r a reporrt without a date para
ameter, se
elect ‘None’.
report. Alterna
e date rang
ge will alwa
ays be presented to the
t person
n running th
he report to
o
The
allo
ow them to alter the date
d
param
meter when
n they run it.
The datte ranges are
a thus:
D
Date
range
D
Descriptio
n
None
All
A checks in their currrent state at
a
to
oday’s date
Da
ate Barred
d List Checck Email Se
ent
Th
he date tha
at the barre
ed list chec
ck
em
mail was em
mailed to tthe custom
mer
W
Waiting
for applicant
a
to
o fill in deta
ails
The
e date thatt the checkk was created
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mploymentt Check Sy
ystem Manual
timestamp
p
and
d sent to th
he applican
nt to complete
the form
A
Awaiting
ID Verificatio
on timestam
mp
The
e date the check
c
was completed
d by
the applican
nt and passsed to the ID
Verifie
er to check the ID
Ready fo
or eBulk prrocessing
timestamp
p
Th
he date the
e check wa
as moved in
nto
ready for eBulk pro
ocessing
Application
A
n submitted
d via e-Bullk
timestamp
p.
Th
he date the
e check wa
as sent to the
t
DBS
Received
d by DBS timestamp
t
The date the DBS received the DBS
a
application
n
Disclo
osure Issue
e Date
The
e date the check resu
ult was issu
ued
b the DBS
by
S
Oncce the date
e range ha
as been sellected, clic
ck on ‘Prevview’ to gen
nerate a
prevview of your report. Please
P
notte that if yo
ou include a date parrameter, yo
ou
will be promptted to sele
ect a date range
r
before the repo
ort can be run.
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mploymentt Check Sy
ystem Manual
Oncce you havve your rep
port, you ca
an:
•
•
•
Export to MS Exccel by clickking on ‘Do
ownload ass an Excel spreadshe
eet’
Edit the
e report fie
elds and filtters by clic
cking on ‘E
Edit’
Save th
he report by
b clicking on ‘Save’
y will be prompted to provide a name fo
or the repo
ort.
When saving a report, you
At this
t
stage you
y can alsso elect to rename fie
eld namess via the ‘Frriendly field
d
nam
mes’ option
n. This is particularly
p
useful if yo
ou require column he
eadings in a
partticular form
mat for data
a loads into other sys
stems.
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ystem Manual
Oncce saved, a confirma
ation messa
age will dis
splay on sccreen to co
onfirm the
succcessful cre
eation of th
he report.
Savved reportss will be avvailable to run from th
he ‘Reportss’ menu in the
Adm
ministration
n Panel.
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ystem Manual
9.10 Positio
ons
The
e “Positionss” menu ca
an be used
d to create, edit and delete
d
options to app
pear
in th
he “Positio
on” dropdow
wn menu visible
v
to administrato
ors setting up
app
plications. To
T select which
w
posittions should be visible to Busin
ness Unit
adm
ministratorss when settting up checks, or to
o turn on / off
o free texxt entry for
possitions, sele
ect the app
propriate checkboxes
s on the Ad
dd / Edit Business Un
nit
scre
een.
The
e positions field inform
mation tha
at is send to
o the DBS can hold u
upto a
maxximum of 60
6 characters, which will include the seleccted workfforce.
The
erefore, ple
ease be aw
ware when setting up
p a new position that could be
use
ed with the workforce
e “Child and
d Adult Wo
orkforce”, the
t position
n should no
ot
be longer
l
than
n 34 chara
acters to en
nable this to
t be fully included
i
w
within the field.
TOP TIP – Deleting
g Position
ns will dele
ete this infformation
n from
rec
cords prev
viously containing it. We wou
uld therefo
ore advise
e that wherre
pos
ssible you
u retain the
ese option
ns to ensu
ure retentiion of a fu
ull audit tra
ail.
9.11 Terms & Condittions
The
e “Terms & Condition
ns” menu can
c be used to edit th
he text thatt appears in
the terms and
d conditionss box that appears fo
or each user level at log-in.
Alte
ernatively, if this is lefft blank, no
o Terms an
nd Conditio
ons box wiill appear at
a
log--in.
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ystem Manual
TOP TIP – If you do
o not wish
h to use th
he Terms & Conditio
ons
fun
nctionality
y for a partticular use
er level, siimply leav
ve the app
propriate box
b
blank and it will
w not ap
ppear to users
u
at log
gin.
9.12 Bulk Up
pload
e Bulk Uplo
oad option can be turrned on or off for eacch Registered Body.
The
Add
ditional RB
B’s using th
he functionality can choose whe
ether to ma
ake it
ava
ailable at a Business Unit level by selectin
ng the ‘Bulkk Upload?’’ checkbox
x on
the Add / Editt Business Unit scree
en.
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Employment Check System Manual
9.13 Charging Profile
The Charging Profile functionality enables a Registered Body to record
charging profiles and their associated fees against Business Units as well as a
new report, available in a PDF to devolve down to Business Units.
Set Up
Under the charging menu there are now two sets of options. The first is to
create a new charging profile. The second is for adding, amending and
deleting Payment Types. Previously the Payment Types were a set list that
couldn’t be changed. From customer feedback we have now made this so that
Registered Bodies can amend these.
Upon selecting ‘Add New’ for a new profile you will be presented with the
fields required for a charging profile. These include the DBS Fee for checks,
and also your own Admin fees broken down by the type of check. There is
also a further fee called ‘Other’ which can be used for any other charges that
are incurred by that Business Unit.
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Em
mploymentt Check Sy
ystem Manual
ocated to a Businesss unit via th
he
Oncce the proffile is creatted it can then be allo
normal edit bu
usiness un
nit page. If the RB wa
ants to change the ch
harge then the
exa
act date/tim
me that the profile is updated
u
wiill then be used for ch
hecks crea
ated
und
der that cha
arging proffile from th
hat point on
n. Old checcks will still show up in
the report und
der the cha
arges that applied
a
to them at that point in time.
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Em
mploymentt Check Sy
ystem Manual
The
e new repo
ort- ‘Billing Statementt Report’ is
s designed to give Re
egistered
Bod
dies and Business Un
nits the ab
bility to repo
ort on checcks (and th
heir charge
es)
thatt have bee
en successsfully receivved by the DBS. Thiss report can be exporrted
in th
he usual excel file ve
ersion but also
a
in a PDF. The ch
harge assigned to the
che
eck is the charge
c
assigned against the Bu
usiness Un
nit at the tim
me the che
eck
is created.
c
9.14 Search
h History
To look up the
e history off a chargin
ng profile click the ‘Se
earch Histo
ory’ link at the
ging profile page.
botttom of the edit charg
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Em
mploymentt Check Sy
ystem Manual
The
e system will
w then dissplay the fo
ollowing bo
ox where you
y can select a date
e
range.
uired datess; the syste
em will the
en display the
t chargin
ng profile
Entter the requ
histtory.
Page 84 of 88
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Em
mploymentt Check Sy
ystem Manual
Troubleshoo
oting
Thiss training manual
m
outtlines how to use the
e in-house
emp
ploymentcheck.org.u
uk system and
a should
d be a help
pful point o
of call in the
e
eve
ent that use
ers experie
ence any difficulties.
d
How
wever, sho
ould your users
u
ever experience
e any issue
es with the
e system fo
or
which the cau
use is not im
mmediately identifiab
ble, the “Sh
how System Notes” tool
t
on the
t “Appliccation Histo
ory” (see section
s
8.1.10) is a pa
articularly helpful
starrting point for identifyying the roo
ot cause of a problem
m as this p
provides an
n
aud
dit trail of any
a change
es made to
o an applica
ation.
When experie
encing issu
ues with an
n applicatio
on which ca
annot imm
mediately be
e
reso
olved, we would
w
strongly recom
mmend tha
at you make other administrative
use
ers aware – this will ju
ust ensure
e that the application is not subm
mitted or
cha
anges made in the ap
pplication in the interiim.
ms issues with the Systems
S
De
evelopmen
nt Team, we
w
When raising any system
uld be gratteful if you could plea
ase provide
e as much of the follo
owing
wou
info
ormation ass possible, since thiss will greatly assist ou
ur ability to
o replicate and
a
reso
olve the isssue:
•
•
•
•
•
•
•
Use
er level(s) and screen
n(s) affecte
ed
A screen shott (if applica
able)
App
plication re
eference nu
umber
Use
ername
The
e steps you
u took whicch resulted
d in the pro
oblem
What did you expect to happen?
What actuallyy happened
d?
Page 85 of 88
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Employment Check System Manual
Appendix 1 – Standard Report Suite
Name
Description
Fields
Field description
7 Day ID Verifier Chase with Notes
Displays all applications
which have been in the
“Awaiting ID Verification”
stage for 7 or more days
id
Unique system application reference
Employee Number
Free text field on application set-up
ForeName
Applicant forename
Surname
Applicant surname
Position Title
Organisation
Business unit
Team
Volunteer
Yes/no
Form Reference
Type of Check
Enhanced/Standard
ApplicationType
Manager
Id Verifer
Log Date
Notes
Applicants on Hold with notes
Displays all applications in Id
“Holding” status
Employee Number
Date and time-stamp for each entry in
application history
Notes from application history
Unique system application reference
Free text field on application set-up
ForeName
Applicant forename
Surname
Applicant surname
Position Title
Business unit
Team
Volunteer
Yes/no
Type of Check
Enhanced/Standard
Application Type
Manager
Id_Verifer
Log Date
Notes
Applications sent to DBS group by
Business Unit
Applications sent to DBS group by Team
DBS Admin Fee
Displays the total number RBName
of applications e-Bulked
BusinessUnit
for each Business Unit for
Application_Count
a specified date range
Displays the total number RBName
of applications e-Bulked
BusinessUnit
for each Team for a
Team
specified date range
Application_Count
Displays all applications
RBName
received by the CRB for a BusinessUnit
specified date range
ApplicationId
EmployeeNo
Date and time-stamp for each entry in
application history
Notes from application history
Registered body name
Total number of applications e-Bulked
for each Business Unit for the specified
date range
Registered body name
Total number of applications e-Bulked
for each Team for the specified date
range
Registered body name
Unique system application reference
Free text field on application set-up
FirstName
LastName
Position
Organisation
Team
Volunteer
Yes/no
ApplicationType
Manager
IdVerifier
Timestamp
AdminFee
CostCode
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Date and time stamp for submission of
application via eBulk
Yes/no
Employment Check System Manual
Disclosures issued by DBS group by
Business Unit
Displays the total number RBName
of e-disclosures received BusinessUnit
for each Business Unit for
Application_Count
a specified date range
Disclosures issued by DBS group by Team Displays the total number RBName
of e-disclosures received BusinessUnit
for each Team for a
Team
specified date range
Application_Count
Forms that have been with DBS for over 8 Displays all applications
which are in “Received by
weeks (new)
CRB” or “In Process with
CRB” status and have
been in this status for 60
days or more
Registered body name
Total number of e-disclosures received
for each Business Unit for the specified
date range
Registered body name
Application_id
Total number of e-disclosures received
for each Team for the specified date
range
Unique system application reference
Employee Number
Free text field on application set-up
ForeName
Applicant forename
Surname
Applicant surname
Position Title
Organisation
Business unit
Team
Volunteer
Yes/no
Form Reference
date of birth
Applicant date of birth
Type of Check
Enhanced/Standard
Application Type
Manager
Id Verifer
Invoice Report
Displays all applications
received by the CRB for a
specified date range (for
matching against each
invoice from the CRB)
RBName
Registered body name
BusinessUnit
ApplicationId
Unique system application reference
FirstName
Applicant forename
LastName
Applicant surname
Volunteer
Yes/no
FormReference
Timestamp
Status
Date and time stamp for submission of
application via eBulk
Received by CRB
Link Sent to Applicants group by Business Displays the total number
of applications set up for
Unit
each Business Unit for a
specified date range
Displays the total number
Link Sent to Applicants group by Team
of applications set up for
each Team for a specified
date range
RBName
Registered body name
Three Week Applicant’s Chase with Notes Displays all applications
which have been in the
“Waiting for Applicant to
fill in details” stage for 21
or more days
id
BusinessUnit
Application_Count
RBName
Registered body name
BusinessUnit
Team
Application_Count
Employee Number
Total number of applications set up for
each Business Unit for the specified
date range
Free text field on application set-up
ForeName
Applicant forename
Surname
Applicant surname
Position Title
Organisation
Business unit
Team
Volunteer
Yes/no
Form Reference
Type of Check
Enhanced/Standard
Application Type
Manager
Id Verifer
Log Date
Notes
Page 87 of 88
Date and time-stamp for each entry in
application history
Notes from application history
Employment Check System Manual
Archive and Extract Report
Run from the "Result
Received from CRB" eBulk
status. Archives all clear
disclosures (without
content) in this status and
extracts certain
information in csv format
for these archived records.
first_name
last_name
name
type
business_unit
team
org
employee_number
ni_number
disclosure_type
date_of_birth
works_with_vulnerable_adults
works_with_children
disclosure_number
disclosure_issue_date
volunteer
MIT Report
BusinessUnit
ApplicationID
FirstName
LastName
Email
ManagerFirstName
ManagerLastName
ManagerEmail
Applicant_Setup
Applicant_Submitted
Applicant_days_passed
Id_Verification_Completed
Id_verification_day_passed
Application_Submitted_to_CR
B
Result_received_from_CRB
CRB_days_passed
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