• Online registration
• Payment terms & Invoicing options
• Sample wording for policies and contracts of employment
• Online (paper-less) process
• Paper-form process
• Tracking outstanding forms
• Tracking applications at the CRB/SCRO
• Receiving Disclosures & notifying Recipients of content
• Storing and destroying Disclosure documents
• Tracking facilities for clients
• Re-check notifications
• DDC Standards
• Client-specific Variations

Tracking applications with applicant

Not all applicants give the priority to completing and returning their form that the requesting organisation (nor DDC) might like. Some forget, others are "form-phobic", yet others are concerned that some past misdemeanour will affect their prospects. Some may even feel that being asked to undergo the check at all is an intrusion into their privacy.

DDC tracks all applications from the point we receive the applicant's details and we offer clients the option of our issuing reminders if the applicant fails to respond to the request to complete the application in a timely manner. This process will also enlist the client's help if the applicant is being particularly unresponsive.

For paper form based applications the process consists of :-

• SMS Text message reminding the applicant that DDC have not received the completed application (10 days)
• Telephone reminder call to the applicant confirming that the application pack was received and there is no reason why they would not return it, e.g. since resigned. (10 days)
• 2nd telephone reminder call to applicant (10 days)
• E-mail to the Requester asking them to speak to the applicant to re-inforce that the Disclosure is required and tell us when they have done so (10 days)
• 3rd telephone reminder call to applicant (10 days - from Requester's response above)
• E-mail to the requester notifying them that the follow-up process is completed and asking them if they would like to withdraw the application. (10 days)

For online applications the reminder process is slightly different :-

• SMS Text message reminding the applicant that DDC have not received the completed application (7 days)
• Telephone reminder call to the applicant ensuring that the application pack was received and there is no reason why they would not return it e.g. since resigned. (7 days)
• E-mail reminder to applicant (7 days)
• E-mail to the Requester asking them to speak to the applicant to re-inforce that the Disclosure is required and tell us when they have done so (7 days)
• E-mail reminder to applicant (7 days from Requester's response above)
• E-mail to the Requester notifying them that the follow-up process is completed and asking them if they would like to withdraw the application. (10 days)

If the full reminder process is completed we consider that the applicant is not forgetting to return the form, but has an issue that DDC, as a supplier, is not in a position to resolve. The client then has the option of withdrawing the application or working with the applicant to resolve their issues, in which case we will be happy to process the application.

The process is fully automated (apart from the phone calls of course) and clients can specify the elapsed time between each stage. The defaults are shown in italics. Recognising the many legitimate reasons why an applicant may not have retuned the form we can suspend the process until a given date or even re-start it if necesseary e.g. the form was not received.

This process is part of DDC's end-to-end controls that ensure once an application is requested by a client there are no "cracks" for it to fall through.