From 27th April 2018 our provider of online DBS applications changed to thirtyone:eight previously known as the Churches Child Protection Advisory Service (CCPAS).
thirtyone:eight has been working with churches since 1977 and is the only independent Christian charity providing professional advice, training, support and resources in all areas of safeguarding children and adults at risk of harm.
Register with thirtyone:eight
To be able to process online DBS applications your parish/benefice must be registered with our Ebulk provider, thirtyone:eight.
Each parish/benefice will need to ensure that they have someone ready to take on the role of ‘Lead Recruiter’. This role can be supported by an 'Additional Recruiter'.
To register your Parish and your Recruiter(s) with our Ebulk provider, thirtyone:eight, the Electronic DBS Recruiter Registration Form will need to be completed and returned to email@example.com (scanned copies) or Safeguarding Team, Diocesan Office, 53 New Street, Chelmsford, Essex CM1 1AT.
- It is a requirement of thirtyone:eight to appoint a person within the parish to organise and manage online DBS applications. thirtyone:eight call these people 'Recruiters'. The role of the Recruiter is one of trust and requires a high degree of honesty and integrity. The Recruiter will be privy to highly confidential and potentially sensitive information and we do therefore require that the role is filled by someone with the highest principles.
- The 'Lead Recruiter' will be the main point of contact between thirtyone:eight and the parish. Currently these people are often called ‘DBS Administrators’ or ‘DBS Clerk’. In many parishes this is part of their PSO's (Parish Safeguarding Officer's) role.
- In addition to the Lead Recruiter, it is advisable that there is at least one other Recruiter appointed within the parish to handle online DBS applications. This is so that thirtyone:eight always have a point of contact if the Lead Recruiter is unavailable; or if they, or a relative of theirs, needs an online DBS check. This person would be the 'Additional Recruiter'.
Each Recruiter will need to have a secure email address and be able to send and receive emails.
- As the email address forms part of the Recruiter's secure login details, it can only be used once. This means that, for security reasons, the Lead Recruiter and the Additional Recruiter are not able to use the same email address.
- This email address could be a church email address e.g. firstname.lastname@example.org but, for security reasons, it should NOT be a shared email address OR an email address which is associated with employment/voluntary work outside of their church role e.g. email@example.com
If you are going to be a Lead Recruiter covering this role for several parishes please contact the Safeguarding Team (firstname.lastname@example.org) prior to submitting your completed Electronic DBS Recruiter Registration Form as we may need to agree a joint ‘title’ to facilitate access via a single login in these circumstances.
The thirtyone:eight Statement of Fair Processing (which is read and agreed by all Recruiters that have completed the Electronic DBS Recruiter Registration Form) includes that you have agreed to:
- Follow the instructions contained within thirtyone:eight guidance
- Not proceed with any online DBS check until the applicants have completed and returned a confidential declaration to the Recruiter.
- Ensure that all User Accounts and other details are kept safe and secure.
- Not share User Account Details with any party not explicitly authorised by thirtyone:eight.
- Ensure that any DBS checks requested or carried out are justified and allowable as per the DBS Code of Practice and other relevant legislation
- Ensure identity verification is done with due diligence and in full compliance with the DBS Code of Practice, DBS guidance or any other applicable guidance or legislation.
Once your parish is registered login details, instructions and full guidance will be sent to your registered email address by thirtyone:eight to each Lead Recruiter and Additional Recruiter.
If you are no longer a Lead Recruiter or Additional Recruiter, please email the safeguarding team at: email@example.com. to make us aware of this change.
E-Bulk Guides for Recruiters and Applicants:
Once your parish is registered login details, instructions and full guidance will be sent by thirtyone:eight to the registered email address of each Lead Recruiter and Additional Recruiter.
Please click on the links below to see thirtyone:eight's short, easy to follow video tutorials.
These give instructions on how to complete different parts of the online DBS process:
- Procedure for an Applicant to Login
- Procedure for Recruiter Login
- Completing Section Y (Lead Recruiters Only)
- Reports (Lead Recruiters Only)
- Editing an Online Application Form (Lead Recruiters Only)
- Queried Online Applications (Lead Recruiters Only)
Initiating and processing online DBS Applications
- The registered Recruiter sends an invite email to the DBS applicant (the template for the invite is Appendix 3 in the Recruiter's Guide). The email should include:
The Applicant's Guide (either as a link or attachment)
Your Organisation Reference number and your Organisation Passcode
The Position Applied For. The Recruiter should provide them with this information and it must reflect their eligibility for the check. (i.e. How they are working with children and /or adults).
- Using the information in the email sent to them the applicant will now be able to login to thirtyone:eight and create their online DBS application.
- Once the applicant has completed their part of their online DBS application form they will need to arrange for the Recruiter to check their identity documents.
- The Recruiter will check the applicant's evidence of identity and add this information to the online DBS application.
- Only the Lead Recruiter can now amend any incorrect information on the online DBS Application form (with the applicant’s consent), complete section Y and click Approve to electronicaly send the application to thirtyone:eight .
- thirtyone:eight check the online DBS application before it is countersigned by them and forwarded to the DBS for processing.
ID checking for DBS Applications - COVID-19 Temporary Guidance
Due to current measures that have been put in place as a result of the coronavirus outbreak, we are aware that this will affect the DBS ID checking guidance. Currently, when validating ID documents, it is a requirement to carry the examination out face-to-face or via a live video link as an alternative method. Under the current guidance, the ID checker must be in physical possession of the original documents so they can be checked for indicators of fraud. As the public are being advised to work from home where possible, this is causing difficulties in receiving the physical documents, thereby delaying applications, and preventing applications from being submitted. To ensure that the necessary DBS checks can still be carried out, the DBS Enhanced ID checking guidance will be changed for a temporary period as from 19th March 2020. The change will enable:
- ID documents to be viewed over a video link or;
- scanned images being sent to the Lead Recruiter in advance of the DBS check being submitted.
The applicant will be required to present the original versions of these documents to be checked, when it is safe to do so and prior to commencing in their role. Please ensure that you still follow the advice on GOV.UK around checking identity documents for indicators of fraud. Please click on the following link for more information: DBS ID Checking Guidelines
We will advise you when this temporary measure has been removed by the DBS to allow face-to-face identification checks to be conducted.
In line with the DBS code of practice all applicants requiring a DBS check must have their identity verified. If you are unable to provide your ID in person ask your Recruiter about getting your identity document copies certified at the Post Office. Please note that not all Post Branches can provide this service. To find the nearest branch that offers the service, use the Branch Finder. There is a cash fee of £10.50 for this service which the DST cannot reimburse.
Contact details for thirtyone:eight
The guidance booklet contains all the information needed to start processing DBS checks electronically, however, should you need advice about any aspect of the electronic DBS application process the disclosures team at thirtyone:eight are available to help you.
They can be contacted by calling 0303 003 11 11 (option 1) or emailing firstname.lastname@example.org