What is my role as an ID checker?

As the ID checker, it is your responsibility to witness appropriate ID documents from the candidate before the U.K. Criminal Record check can be submitted to DBS (Disclosure & Barring Service).

The Disclosure and Barring Service (DBS) has introduced refreshed manual ID guidance for all DBS check services. 

There are three ways in which ID documents can be viewed and validated. You must use option one unless it is not practical to have a face-to-face appointment with the applicant. If you are unable to use option one, the reasons need to be recorded, and option two can be considered. If option two is not practical, the reasons must be recorded, and option three can be used. The rationale behind the use of options two or three must be kept. A record of the documents used to validate the identity must be kept for a minimum of 2 years, regardless of which option is used. 

All documents must be physical, unless you are viewing the applicant’s eVisa on the Home Office “View and Prove” site or a digital PASS card with QR code that has been checked. You cannot accept photocopies or scanned documents (with the exception of the initial Option three check as described below). Documents printed from the internet, for example, bank statements, are not acceptable for ID purposes. The applicant can ask their bank to print off a bank statement and endorse it with a stamp and signature if they do not have hard copy bank statements.

In all options, it is also your responsibility to ensure that all the details on the candidate's application on the Verifile client portal are correct and match the ID documents that you have witnessed.  

If there are any discrepancies, please call the Client Services Team immediately on +44 (0) 1234 339 350 to rectify this before submitting the check to DBS

 Option 1 

The ID check should be done in person, allowing the ID checker to view the physical documents, eVisa, or digital PASS card in the presence of the individual. 

You must keep a record of the documents used to validate the identity for a minimum of 2 years.

Option 2 

The ID checker can conduct the ID check via video link – for example, Google Meet or FaceTime. In these circumstances, the ID checker must be in possession of the physical documents. These can be posted to the ID checker in advance of the virtual call. Any risks identified when using live video must be assessed and mitigated by you. 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.

If option two is used, you must keep a record of why option one was not used, along with a record of the documents used to validate the identity, for a minimum of 2 years. The rationale must be specific to the individual ID verification, it is not acceptable to default to the use of options two or three.

Option 2 

The ID check can be completed via video link – for example, Google Meet or FaceTime – without the ID checker being in physical possession of the ID documents. Documents can either be held up to the camera during the video link or sent as a scanned image/photograph via email. The details of the documents, as set out above, must be recorded and stored at the time of the video link ID check. The documents must subsequently be presented to the ID checker prior to employment starting. In exceptional circumstances, this may be on the first day of employment.  

A fully compliant combination of documents must be presented to the ID checker – presentation of only one physical document is not acceptable. The ID checker must record the date the ID check was completed in person and cross-reference the details recorded from the video link ID check. If there are any discrepancies, the DBS check may be invalid. The applicant should not be allowed to commence employment until a full and satisfactory set of documents is examined.

If option three is used, you must keep a record of why options one and two were not used, along with a record of the documents used to validate the identity, for a minimum of 2 years. The rationale must be specific to the individual ID verification; it is not acceptable to default to using options two or three as part of your process. 

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