To help guide employers through the Disclosure process we have compiled a list of frequently asked questions. If further information is required our administrators will be happy to help.
Q. What experience do Capita have?
A. Capita has been a Registered Body of the Criminal Records Bureau (CRB) since its inception and an Umbrella Body since 2004. The Umbrella Body service is provided to clients requiring administration service for processing CRB Disclosure applications. The Capita service has an established system in place to process CRB Disclosure applications and a dedicated, friendly team to coach applicants and employers through all aspects of the process.
Q. Who is eligible for a check through Disclosure Scotland (DS)?
A. All UK residents are eligible for a basic check. Applicants must have their primary workplace located in Scotland in order to be eligible for a standard or enhanced check, the position must also satisfy the criteria for positions that are exceptions to the Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions)(Scotland) Order 2003. For information and guidance regarding eligibility please contact Capita.
Q. What types of Disclosure are available?
A. See below.
Basic Disclosure
A Basic Disclosure (termed as a "criminal conviction certificate" in Part V of the Police Act 1997) is the lowest level of Disclosure and is available to anyone for any purpose. It contains details of convictions considered unspent under the Rehabilitation of Offenders Act 1974 or state that there are no such convictions. It is not job-specific or job related and may be used more than once.
Employers and volunteering organisations are entitled to ask prospective employees / volunteers to obtain a Basic Disclosure as pre-employment check.
Standard Disclosure
These are primarily for posts that involve working with children or vulnerable adults. Standard checks may also be issued for people entering certain professions, such as members of the legal and accountancy professions. The Standard check contains details of all convictions held on the PNC including current and 'spent' convictions as well as details of any cautions, reprimands or final warnings. If a position involves working with children, the criminal records check will indicate whether information is held on three government lists of those who are banned from working with children or the vulnerable.
Enhanced Disclosure
These are for posts that involve a far greater degree of contact with children or vulnerable adults. In general the type of work will involve regularly caring for, supervising, training or being in sole charge of such people. Examples include a Teacher, Scout or Guide leader. Enhanced checks are also issued for certain statutory purposes such as gaming and lottery licences.
The check will evidence current criminal record, unspent convictions, spent convictions, cautions, warnings, reprimands and any other information the Police may wish to disclose about the applicant. Open to people working with children and vulnerable adults.
Q. How will Capita support the application process?
A. Capita will provide help to both the applicant and employer in completing the CRB/DS Disclosure Application Form (DAF). All DAFs will be checked by Capita before submitting to the CRB. Capita will liaise with the CRB, and handle the process for returned Disclosures.
Q. If I have an issue with the process, what should I do?
A. Capita has a robust complaints procedure in place for this service and you should contact your Disclosure Service Administrator in the first instance who will advise you of the process to follow.
Q. How will the service start?
A. Capita will issue an information pack within 2 working days after initial contact. The information pack includes a step by step guide, Disclosure Application Forms and a Form of Agreement together with supporting CRB/DS information. Once the Form of Agreement has been signed and returned, the employer will be registered with Capita.
Q. How will the DAF process work?
A. Capita’s Disclosure Guide will assist the employer and the applicant in completing the form as accurately as possible. The Disclosure Service Administrators are available at any time from 9.00am to 5.30pm Monday to Friday to answer any additional queries.
Q. How will I know what is happening with my DAF?
A. Your Disclosure Service Administrator will be available for queries regarding the progress of your application and they will let you know when the Disclosure has been returned from the CRB/DS.
Q. What about the identity check?
A. Capita strongly recommend that employers and their Nominated Persons complete the required Face to Face identity check. This is good recruitment practice and should be a natural process to follow as you get to know your applicant. If however you opt to use Capita to deliver your Face to Face identity check (at a Capita office or on your site), a Capita Countersignatory will be made available. Please be aware that these service options attract separate charges from Capita (see Form of Agreement).
Q. As an employer, what support will I receive in delivering face to face identity checks?
A. Capita will provide guidance notes, FAQs and a confidential helpline to coach and help you through the process.
Q. As an employer, what do I do with my applicant’s CRB disclosure application form?
A. You need to verify the identity of the individual, and complete section 'X' of the Disclosure Application Form following the Capita guidance notes. Please take care as incorrectly completed forms may have to be returned to you before sending to the CRB, and this can mean delays. Once Capita has received the applicant’s form it will be checked and a countersignatory will complete and sign section ‘Y’ and then send the form to the CRB.
Q. As an employer, what do I do with my applicant’s DS disclosure application form?
A. You need to verify the identity of the individual, and enter the name of the person that sighted and checked the ID documents in Section E15 following the Capita guidance notes. Please take care as incorrectly completed forms may have to be returned to you before sending to DS, and this can mean delays. Once Capita has received the applicant’s form it will be checked and a countersignatory will complete and sign section ‘E’ and then send the form to DS.
Q. What types of proof of address and ID are acceptable?
A. Please refer to the Applicant’s Guide to Completing the Disclosure Application Form (purple booklet for CRB or Blue booklet for DS), the Capita’s CRB or DS Disclosure Guide or visit www.crb.gov.uk or www.disclosurescotland.co.uk for a list of group 1 & 2 documents and the breakdown of exactly what can be accepted
Q. Do you need to provide overseas address history?
A. All addresses must be provided regardless of geographical areas
Q. If somebody has been away travelling and doesn’t have any addresses to provide what should they do?
A. Applicants with addresses e.g. overseas but had no fixed abode should state as follows
(example):-
Q. What will Capita do once it receives the application form?
A. Your Disclosure Service Administrator will check the completed Disclosure Application Form comprehensively together with all the enclosed documents. Checks will be completed on the Disclosure Application Forms within 2 working days of receipt of documents. Checks will include as a minimum:
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Checking the applicants documentation carefully
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If the document is not presentable or clear, then where possible the Disclosure Service Administrator will amend or request amendment by the applicant within the Code guidelines
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Request re-submission if necessary
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Your Disclosure Service Administrator will then forward the Application Form to the CRB/DS, logging the date of dispatch.
Q. How long will it take the CRB to process the Disclosure Application Form?
A. Once checked and countersigned the application will be sent to the CRB for processing. Currently over 90% of Enhanced Disclosures are completed within 4 weeks (upon receipt of a fully completed and valid Disclosure application form - that is with all the information necessary to complete the application) however this time limit is never guaranteed.
Q. How long will it take the DS to process the Disclosure Application Form?
A. Once checked and countersigned the application will be sent to DS for processing. Currently over Disclosures are completed within 14 working days (upon receipt of a fully completed and valid Disclosure application form - that is with all the information necessary to complete the application) however this time limit is never guaranteed.
Q. Why do some CRB/DS Disclosure checks take longer than others?
A. There are various reasons:
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The CRB/DS may require further information to allow them to continue the check
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The Police may request further information to ensure the applicant is identified correctly
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The final stage of the check is completed by local police - some local police stations take longer than others.
Q. Who receives the CRB/DS Disclosure?
A. The CRB/DS will send two copies of the disclosure:
Q. What happens when the CRB/DS Disclosure is complete?
A. Capita will:
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Log receipt of Disclosure on the Disclosure Administration System.
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Forward the Disclosure to the Nominated PersonRemind you of your responsibility to store and destroy
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Disclosure within the Code of Practice Guidelines.
Q. Who receives the BASIC DS Disclosure?
A. When DS has completed the Disclosure checking process, the Basic Disclosure Certificate is issued to CRVS who will then forward this copy to the client to make a suitability decision.
