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DDC Guidance Notes for Completing the CRB Disclosure Application Form

Please complete sections A, B, C, D and H

(Sections E & F are no longer required. PLEASE LEAVE THESE SECTIONS BLANK)



General Instructions

The forms are machine-read and the scanner can only recognise BLOCK CAPITALS and BLACK INK so these must be used throughout. Also try not to write over the edges of the boxes. If you make a mistake, cross out the error with a single line and write the correct information to the right on the same line; if there is insufficient room please write the correct information as close as possible to the error.

Section A


Line Number Information Required Guidance Notes
1 Title Place "X" in relevant box or write title in "Other". If Mrs, Ms or "Other" is selected, the Surname at Birth question in Section C must be answered.
2 Surname Insert current surname
3 Forenames As they appear on your birth certificate (no abbreviations or "nicknames") leaving a space between them
4-7 Current Address This is the address to which the Disclosure will be sent and which should appear on the proof of address documentation that you provide. Please leave a space between words/numbers and keep to the separate lines provided for Town, City & County.
8 Postcode Do NOT leave any spaces between letters or numbers
9 At current address since Month & year only (MMYYYY)
10 Date of birth As on your birth certificate but using the format (DDMMYY)
11 Male/Female Place "X" in relevant box
12 National Who Must Request Disclosures number This will have two letters, six digits and a final letter. It can be found on your payslip, on personalised documents from the Inland Revenue (like forms P60 & P45) or on corrspondence from the DWP (formerly DSS). If you are under 16 you should enter your Child Reference number which can be found on Child Benefit documentation

Section B


Line Number Information Required Guidance Notes
13 Position applied for Please enter the title of the job for which a Disclosure is required, for example Youth Worker or Teacher. If the title doesn't make the nature of the work clear, please be more specific e.g. not simply Therapist , but Complimentary Medical Therapist or not simply Manager, but Manager - Childcare Services. If you are a volunteer the job title should say so.
14 Organisation name This is the name of the organisation who has asked you to obtain a Disclosure.
15-19 Organisation address Please leave a space between words/numbers and keep to the separate lines provided for Town, City, County & Postcode. Do NOT leave any spaces in the middle of the Postcode. Please check that you put their correct address which may not be the place where you actually work.

Section C


Line Number Information Required Guidance Notes
20 Surname at birth If your surname at birth was differenet from your present name (e.g. Your maiden name or if you were adopted as a child) please enter it here – exactly as it appears on your birth certificate. If you have ticked Mrs, Ms or "Other" on line 1 this question must be answered even if your name has never changed.
21 Used until If you enetered a previous surname on line 20, enter the year (in full e.g. 1989) that you stopped using it.
22-24 Any other surname used If you have ever used a surname different to your current surname and to that above (e.g. from a previous marriage that ended in divorce) please enter the most recently used here along with the years (in full) that you started and stopped using it. Use the contunuation sheet provided to add further surnames used along with the years that you started and stopped using them.
25-27 Any other forename(s) used If you have ever used any forenames different to those in section A please enter the most recent here along with the years (in full) that you started and stopped using it. Use the contunuation sheet provided to add further forenames used along with the years that you started and stopped using them.
28 Place of birth - Town/City This is where your birth was registered as per your birth certificate.
28 Place of birth - County/District If you were born in the UK, please enter the County/District where your birth was registered as per your birth certificate.
If you were not born in the UK, please enter the Provincce or State to which the Town/City of your birth belongs.
30/31 Born in the UK If you were born in the UK, place an "X" in the "yes" box.
If you were born outside the UK place an "X" in the "no" box and write the name of the country where your birth was first registered
32 Nationality Irrespective of where you were born, please enter your current official nationality.
33 Home telephone number Please use full area code and do not leave any spaces between any numbers e.g 08456443298
34 Preferred contact number and time Please use full area code and do not leave any spaces between any numbers e.g 08456443298
35 Work telephone number This can be one of the above numbers or a different number (e.g. a mobile number). If you have a preferred time when you are able to take calls on this number please indicate here. DDC generally operate between 8.00am and 6.00 pm Monday to Friday which would be entered as :
8-6 MON-FRI

Section D


Line Number Information Required Guidance Notes
36-41 Previous Addresses The CRB require your complete residential history for the past 5 years. This does present some issues with regards to what constitutes "residence" and what can be regarded as an "excursion" or holiday. For the purposes of Disclosures we suggest that you count being in "residence" as contributing financially to the operation of the dwelling e.g. rent, utility services and/or have notified at least two official bodies (DSS, bank, credit card company etc) that they should correspond with you at this address.
Since there is only enough space for one previous address on the form, please use this for the most recent previous address and use the continuation sheet for earlier previous addresses. When using the continuation sheet, please follow the same format as the application form and remember to include the line reference numbers for each address. e.g.
36-37 10 TULIP PLACE

38 TOWNSVILLE
39 YORKHAMSHIRE
40 TY36JR
41 UK
  Period at previous address Please enter the month and year (MMYYYY) when you started living at each previous address and (MMYYYY) when you moved. It is important that there are no unaccounted for gaps (or overlaps) so include any periods of overseas residency as per the previous definition.

Section H


Line Number Information Required Guidance Notes
66 Do you have any unspent criminal convictions? Unspent criminal convictions are those for which the rehabilitation period has not expired. If you are unsure how to answer this question, advice can be sought from NACRO Tel: 0207 840 6464 or Email:helpline@nacro.org.uk.
67 Have you used the continuation sheet? Place a cross here if you have used the continuation sheet.
68 Declaration by Applicant THIS MUST BE SIGNED for your application form to be submitted to the CRB.
68 Consent of Applicant NO LONGER REQUIRED
68 Date of Application Please enter the date of this application


Frequently Asked Questions


Question

I am a recently separated woman who has reverted to my maiden name. Whilst I have had my name amended for most of my documents, my Passport and Drivers Licence are still in my married name. Which name should I put in this section?

Answer

The name you put in section A will be the name that the Disclosure is issued in.

Assuming that you wish to have the Disclosure issued in the name you are currently using, it becomes an issue of documentation. If you have your original Birth Certificate (i.e. issued within 6 months of your birth) then we can accept this as a "List A" document and you can complete the form in your current name.

If you cannot produce a current Birth Certificate, you will need to provide 7 documents from "List B" (or 5 Documents from "List B" if you complete section E) in your current name.

Documents in your married name cannot be used for identity purposes for a Disclosure.

Question

I am working for a contractor in a school or hospital who are asking that I be checked. Who should I put in the Organisation Name?

Answer

Whilst the school or hospital is asking for you to be checked, they are actually asking your employer to have you checked and it is your employer's details that go on lines 14-19

More information is shown in the Documentation pages