Do I need a range of ID documents for a DBS check?

Modified on Tue, 23 Jan, 2024 at 1:21 PM

Whether employer or applicant, it’s important to know ID requirements for DBS checks.

As an employer you must be able to clearly explain to applicants which ID types are necessary.

If you’re an applicant, failing to sufficiently prove your identity can delay the DBS checking process – or even make you ineligible.

In this article, we discuss ID requirements for DBS checks and provide more detail as to the responsibility of employers when processing an application.

ID checking routes during standard/enhanced DBS checks

For ID checks, the DBS outlines various routes that applicants and employers must follow when completing the ID check.

When applying for a standard/enhanced DBS check, the DBS offer three potential routes to proving identity, with each requiring a different selection of ID documents.

The preferred option is route one as it requires only a single primary identity document alongside two further documents.

Route one also provides the most straightforward route when checking ID requirements for DBS checks.

Indeed, route two may only be used if an applicant cannot provide the necessary documents for route one. Likewise, route three may only be used if route two is impossible.

While the routes differ in terms of required documents, in all routes at least one of the documents must show the applicant’s current address.

ID checking routes during basic DBS checks

The person (applicant) must provide original documents (not copies) to prove their identity.

The applicant must provide a range of ID documents as part of the basic check application process. The documents needed depend on the route the application takes.

As a Responsible Organisation you must:

follow the ID checking process, as outlined in our guidance, using the lists of documents in groups 1, 1a, 2a and 2b.
check and validate the information provided by the applicant on the application form.

establish the true identity of the applicant through the face-to-face examination of a range of documents as set out in this guidance.
make sure the applicant provides details of all names by which they have been known.
make sure the applicant provides details of all addresses where they have lived in the last 5 years.
check that the application form is fully completed and the information it contains is accurate - failing to do this can result in delays.

When you are checking the validity of the documents, you must ensure that you do this in the presence of the holder. This can be a physical presence in person or via a live video link for example Skype and FaceTime. In both cases you must be in physical possession of the original documents. You must not rely on the inspection of the documents via a live video link or by checking a faxed or scanned copy of the document. Any risks identified when using live video must be assessed and mitigated by you if implementing this practice.

If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied, and fraud is not suspected, please ask the applicant to clarify before the application is submitted.

Types of ID used for DBS checks

As mentioned, each route requires a different combination of documents. These are defined as:

Group 1: Primary identity documents
Group 1a: Primary identity documents for non-EEA nationals needing a basic DBS check for paid work
Group 2a: Trusted government documents
Group 2b: Financial and social history documents

The primary identity documents found in Group 1 provide the applicant with the possibility to satisfy the identity requirements for a DBS check through route one.

These documents include:

Passport (any current or valid passport)
Biometric residence permit
Current driving licence photocard (UK, Isle of Man, Channel Islands or EEA)
Birth certificate
Adoption certificate

The primary documents in Group 1a are required exclusively by non-EEA nationals with a permanent or temporary right to work in the UK. A non-EEA applicant must show one of these documents.

Some of the documents in this group include:

A current Biometric Immigration Document
A current passport showing the holder is exempt from immigration control or allowed to stay temporarily and undergo the work in question
A current Immigration Status Document indicating the individual is allowed to either stay in the UK indefinitely or stay temporarily and undergo the work in question
A current Residence Card issued by the Home Office to a family member of a national of the EEA or Switzerland

Should an applicant be unable to provide a Group 1 document they will need to provide multiple documents from Groups 2a and 2b, following the appropriate route.

Some of the documents in these groups include:

Current driving licence photocard (All countries outside the UK excluding Isle of Man and Channel Islands)
P45 or P60 statement
Marriage/civil partnership certificate (UK, Channel Islands)
HM Forces ID card
Mortgage Statement (UK)
Benefit Statement
Utility bill
Visa/work permit

Non-UK Nationals

An applicant who wants to do paid work and is not a national of the UK must be able to show:

one primary document
two supporting documents

If an applicant is unable to provide this documentation, they can’t submit a DBS check. This is because the right to work in the UK can’t be established. They can’t use any other route.

Applicants for voluntary work who aren’t UK nationals must use Route 1.

Non-UK nationals who are eligible for a DBS check and receiving payment for work, even if it is an allowance, for example a foster carer, must use the paid work route.

However, Route 1 can be used by adult household members:

in a fostering household
in a child-minding household
in a host family
living where ‘work with children’ takes place, for example, living in a boarding school

Employers' Responsibilities

As an employer, you must:

Only accept valid and original documents – scans or photocopies aren’t sufficient
Ensure that across all documents, the name, date of birth and current address match those on the DBS application
Check that any photos on documents are a true likeness of the applicant
Be sure the applicant declares any change in name, and that as far as is reasonably possible documentation is provided to support the change – for example, a marriage certificate.

You’re also required to check identity documents are not fraudulent. If you think you have been given false documents when checking ID requirements for DBS checks, do not proceed with the application process. You can report suspected identity fraud through the Action Fraud website. If you’ve already submitted the DBS check, call 03000 200 190.