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. What types of Disclosure are available?
A. There are currently two levels of Disclosure - Standard and Enhanced:
Standard – Standard Disclosures are primarily for posts that involve working with children or vulnerable adults. Standard Disclosures may also be issued for people entering certain professions, such as members of the legal and accountancy professions.
Enhanced – Enhanced Disclosures are for posts involving 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, Social Worker or Guide leader.
Q. How will Capita support the application process?
A. Capita will provide help to both the applicant and employer in completing the CRB 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 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.
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. 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), the Capita’s CRB Disclosure Guide or visit www.crb.gov.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):-
Travelling North America
No Fixed Abode
Date from 02/2002 Date to 08/2002
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:
Checking the applicants documentation carefully
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
Request re-submission if necessary Your Disclosure Service Administrator will then forward the Application Form to the CRB, 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. Why do some CRB Disclosure checks take longer than others?
A. There are various reasons:
The CRB may require further information to allow them to continue the check
The Police may request further information to ensure the applicant is identified correctly
The final stage of the check is completed by local police - some local police stations take longer than others. Q. Who receives the CRB Disclosure?
A. The CRB will send two copies of the disclosure:
The applicant’s copy is sent to the subject of the Disclosure at their home address.
The registered body copy is sent to Capita. Q. What will happen to the Disclosure when Capita receives it from the CRB?
A. When Capita receives the Disclosure from the CRB they will hold the Disclosure for the employer unless you specifically request that you wish to hold the Disclosure yourself. Your Disclosure Service Administrator (DSA) will also share the Disclosure outcome with the employer’s nominated person.
Q. What happens if Capita holds the Disclosure?
A. Capita will:
Log receipt of the Disclosure on the Disclosure Administration System.
‘Share’, within two days, the Disclosure outcome with the employer nominees
Indicate that clearance has been affected or the Disclosure is clear on Disclosure Administration System.
Store the Disclosure certificate in the designated locked cabinet in date order and destroy within six months. Q. What happens if the employer holds the Disclosure?
A. CER will:
Log receipt of Disclosure on the Disclosure Administration System.
Forward the Disclosure to the Nominated Person only if requested
Remind you of your responsibility to store and destroy Disclosure within the Code of Practice Guidelines.
Q. Who is allowed to view Disclosures and what happens to them?
A. Capita will hold Disclosures for up to six months in a locked cabinet. Access to the information contained in each Disclosure will be controlled and restricted to those individuals employed by Capita who are required to see it as part of their duties. The cabinet will be checked weekly by the Unit Manager and Disclosures destroyed (by secure shredding) that have reached the six months storage limit. Capita will not keep photocopies or any other images of Disclosure but will keep a record of the reference number, issue date etc. Storage and destruction of Disclosure will comply with CRB Codes of Practice in all aspects.
Q. What support will I receive with an affected Disclosure?
A. Capita will share the Disclosure with Nominated Persons of the employer. It is the employer’s responsibility to make a recruitment decision given the information on the Disclosure. Capita will provide further support with interpreting Disclosure information on request and will refer you to the CRB if you need further support.
Q. What if an applicant wants to dispute a disclosure?
A. The applicant should contact their Disclosure Service Administrator who will refer disputes to the CRB Dispute team. Disputed disclosures will be tracked using the Disclosure Administration System.
Q. How long is a CRB Disclosure valid for?
A. Each Disclosure will contain the date the Disclosure was printed. Disclosures do not carry a pre-determined period of validity because a conviction or other matter could be recorded against the subject of the Disclosure at any time after it is issued.
Q. Where can I get information on the CRB service and the application process for Disclosure? A. Capita will provide you with information for all stages of the process. We recommend strongly that you understand the CRB Code of Practice and Explanatory Guide for Registered Persons and other recipients of Disclosure Information, available from Capita or view on the CRB website at www.crb.gov.uk/.
Q. Who is the Capita Group?
A. The Capita Group Plc is the UK’s leading provider of integrated professional support service solutions. The Group’s service capabilities encompass customer services, financial services, human resource services, software services, systems and strategic support and property services delivered to both public sector and private organisations. With over 23,000 employees at more than 200 offices across the UK and Ireland, Capita is quoted on the London Stock Exchange (CPI.L), and is a constituent of the FTSE100 with revenues for 2004 of £1,285 million.
Capita has secured a number of awards including Best BPO Outsourcing Services Provider 2004.
Further information on the Capita Group Plc can be found at www.capita.co.uk/
For more information about Capita Recruitment Vetting Service please contact us
Useful links:
www.crb.gov.uk Criminal Records Bureau
www.ofsted.gov.uk/ Office for Standards in Education
www.dcsf.gov.uk Department for Children, Schools and families
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