For more information on using the paper process for your DBS applications please reas the below informaiton or download the Paper Quick Start Guide.
When can I use the paper application process?
The paper application process can be used if you are a Church Verifier who does not have access to the internet to log-in to the online Client Area.
Please note that if you have internet access but do not have an email address we can post you your log-in details so you can still complete the process online. We will also provide a tutorial on using the system, as well as on-going support at every stage of the process.
This is broken down into five keys steps as follows:
Step 1 – Give the applicant a paper application pack that DDC have provided. This pack will include a paper form, document guidance, an addressed envelope and a Verifier Identity Docucment Checksheet.
Step 2 – Ensure that the applicant completes the form and provides their original ID documents. Once the applicant has been provided with their pack please follow-up with them to ensure that they return the required information and original ID documents in a timeley fashion.
Step 3 – Primary checks on the identity documents. The Verifier should then review the original identity documents to ensure they accurately represent the person providing them (e.g. photos are a true likeness and signatures are consistent). Secondary checks should also be run to ensure that the applicant has provided documents that match the DBS requirements, and which match the form information submitted on the application form. A photocopy should be taken of the identity documents.
Step 4 – Send all documentation to DDC Ltd in the envelope provided. The form, copy ID documents and completed Verifer Identity Document Checksheet should be sent back to DDC for further processing and electronic submssion* to the DBS.
Step 5 – Contact DDC to confirm that the Certificate has been reviewed.** Once the checking process has been finished the DBS will issue the Certificate that will be reviewed by the National Safeguarding Team. In our experience this process takes on average 15 days to complete with the DDC however the DBS quote an average return time of 4 weeks for a Certificate.
Once the process is completed, as the Church Verifier you can:
- Contact DDC on 0845 644 3298 to confirm that the Certificate has been issued, evaluated and the applicant can start their role in the Church.
- Check your online Client Area to confirm the Certificate’s status
*Since 2012 the DBS have offered eBulk which is a service linked with the Ministry of Justice (MoJ) communications systems, to allow the secure submission of information directly to the DBS. When a paper application is sent to DDC we will transfer the information to eBulk to send it securely to the DBS. Click here if you would like to read more about the DBS eBulk system.
**Blemished disclosures will be risk assessed by the BUGB National Safeguarding Team and the Verifiers will be notified of the outcome.
What if the applicant does not have an email address?
If the applicant does not have an email address you can still complete the process online in one of the following ways:
- Print a paper form and guidance notes from the DDC website. Pass these documents to the applicant and ask them to complete the form and read the guidance notes, to ensure they present the correct original ID documents. You can then enter the information directly on to the DDC online application system on their behalf.
- Print the log-in email. If the applicant has access to a computer but no email address you can create their application on the system using the normal method, but enter your own email address in the required field. You can then print their log-in details from the system or from the email received. The applicant will only need a computer connected to the internet, and a web browser to access their form online.
- Complete the process online together. The DDC System allows the church Verifier to access the form straight from the request screen (Press ‘Submit – applicant present I will input data’). You can then complete the entire process together in only a few minutes!
What are the advantages of the online system?
We strongly recommend that all applications are submitted online as this is by far the quickest and most secure method of application. If the applicant does not have an email address or access to a computer they can still submit an online application if they provide their details to the Church Secretary/Verifier.