Verifying the Applicant’s Identity

Once the applicant has completed the online application they must return the AccessNI Disclosure Validation Form to you and must show you their identity documentation for you to review. This should be original documents only (not copies) and in person (not via a video/conference call).

You will need to take a scan of these documents to be submitted to us with the AccessNI Disclosure Validation Form.

The list of acceptable documents can be viewed here.

When checking the applicant's documents you should have their AccessNI Disclosure Validation Form in front of you, so that you can compare the information from their documents against the information they have provided.

The accuracy of the ID checking and address validation process is crucial to the effectiveness of the disclosure process and directly impacts the integrity of the disclosure result. A poor or inaccurate ID check will result in a worthless disclosure being issued.

You MUST:

• Only accept valid original documentation.
• See at least one document in the applicant’s current name.
• See at least one document which confirms the applicant’s date of birth.
• See at least one document to confirm the applicant’s current address.
• Ask for photographic identity where possible (e.g. passport, photo driving licence, etc.)
• See relevant documentation to validate a name change (e.g. a marriage certificate/deed poll/civil partnership certificate/divorce decree absolute or civil partnership dissolution certificate).

You MUST NOT:

• Check the ID for yourself or an applicant related to you (ask another recruiter for your organisation to do this).
• Accept photocopies of any identification documents.
• Accept documents which don't meet the ID checking rules (e.g. a utility bill that is more than three months old, or an out-of-date passport).
• Accept documentation printed from the internet e.g. online bank statements.
• Accept the foreign equivalent of an identity document if that document is listed as ‘UK’ on the list of valid identity documents.

You should cross-match all identity and proof of address documents with the information provided on the AccessNI Disclosure Validation Form and any other information you have been provided with as part of the recruitment process such as their CV (name, previous names, date and place of birth, address etc.), and compare any photo ID against the applicant's likeness.

This can highlight if important information has not been given e.g. if the applicant’s CV shows that they have worked in Liverpool in the last five years but the application form only shows Belfast addresses, you may wish to question the applicant further about this.

If the applicant is unable to provide proof of a name change, then AccessNI states that you must have a probing discussion to ascertain why they are unable to show this evidence.

For any questions relating to ANI checks call our Disclosure Helpline, Mon-Fri, 9am-5pm on 0303 003 1111.