Section 3

Manual ID checking process

3. Entering the ID Documents (manual process)

Click on Complete ID check or Check ID. This will take you to the Identity Documents screen.

Select Complete the ID check manually using original documents provided by the applicant.

The system will automatically select the route that should (or must) be taken based on the current nationality stated by an applicant within their application form.

Guidance around which documents can be accepted from each group can be viewed by clicking Group 1 Documents, Group 2a Documents or Group 2b Documents at the top of the screen in green text.

If an applicant does not hold sufficient ID to be able to go through Route 1, you will need to click the Unable to verify ID via Route 1 – proceed to Route 2 button at the bottom of the screen.

Select the documents the applicant has provided for you from the drop-down boxes.

Confirm from the drop down boxes that you have verified a document showing the applicant’s address and also that you have verified their date of birth.

If you require a Cost Code or Personnel Number to be assigned to the specific application, this can be entered in the Cost Code / Personnel Number field - only usually needed for large organisations with different departments.

Click Save then click the Return to Application icon in the green box located at the top of the screen.

Additional Recruiter (if an ID Checker only): your part of the process is now complete. The application will disappear for you but is still awaiting action from the Lead Recruiter.

Lead Recruiter or Additional Recruiter with full access: you are ready to complete Section Y of the form (Enhanced Disclosures only) or for a Basic Disclosures only please now click on the approve button to transmit the form to the DBS.

Disclosure External ID validation check (Route Two enhanced applications only)

Part of the ID checking process for Route Two requires an External ID validation check in addition to the forms of identification that are witnessed. An external ID validation check is a way of verifying the identity of an applicant.

The result of the External ID validation check must be stated on the ID screen before the application can be approved. The result of the External ID validation check will simply be a PASS or FAIL. Dependent on the result of the external ID validation check, you will then either authenticate the applicant or consider moving to Route Three.

If the result of the External ID validation check is PASS, then this must be selected from the drop-down box on the identification screen. Once PASS is selected, this will open up two more fields that can be completed, one for Validation Notes of the External ID validation check result and one for an External Reference if a reference number is provided with the result.

Click Save to complete the identification verification process.

If the result of the External ID validation check is FAIL, then this must be selected from the drop-down box on the identification screen. Once FAIL is selected, a pop-up box will appear advising you that you may now consider proceeding to Route Three. To do this click the Proceed to Route 3 button in the bottom left hand corner of the pop up box.

If you are unable to proceed to Route Three, the applicant will be required to complete a paper application and give consent to have their fingerprints taken. If this is the case, you must click the OK – fingerprints required button in the bottom right-hand corner of the pop-up box. The application will then be archived from the system.

If the applicant cannot meet the requirements of Route One and Two, you should have had a probing discussion with them to establish why they could not meet these requirements and whether there has been a recent or previous change of name that has not been declared.

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