Completing a new CRB Form: Guidance notes for Safeguarding

Officers / CRB Verifiers

August 2012

Registering with the FAW

•In order to become part of the CRB programme, you firstly need to make sure you are registered with the FAW using the FAW Club Verifier Registration Form.• This form will have been emailed to you and must be signed by your Club Secretary.•You will also receive a Request form. This form must be used on each occasion you wish to request forms. •Please note that the FAW will not process completed CRB forms unless the individual has been detailed on a Request form.•The FAW Club Verifier must complete the identification checks.•You are strongly advised to read this booklet thoroughly. Forms that do not comply with the instructions cannot be submitted.

FAW Safeguarding Scheme CardsIn conjunction with the CRB programme is the FAW

Safeguarding Card scheme. What is an FAW Safeguarding Scheme Card?

• An FAW Safeguarding Scheme card is issued to you as a demonstration of your compliance with the FAW CRB programme.

How Do I apply for an FAW Safeguarding Scheme Card?

•Application forms for FAW Safeguarding Scheme Cards are distributed through the Safeguarding Department at the FAW. These forms will be issued at the same time as the FAW CRB forms. Further forms can be ordered by emailing safeguarding@faw.co.uk

What sections of the application form need to be completed?

•Sections 1-3 of the blue application form need to completed by the applicant. •Section 4 of the application form is completed by the Safeguarding Officer.

Guide to completing a CRB form

• This is a new CRB/ISA form. Applicants will only need to answer questions in relation to CRB. Questions relating to ISA should be ignored.

• All sections must be completed in black ink ONLY. If any other colour is used, the form will be invalid.

• No tippex. If a mistake is made then a line should be put through it and the applicant should continue to write next to it.

• In the sections that the applicant is not required to fill in, they should not cross through them. Instead, they should be left blank.

What Sections should be completed by the applicant?

• EVERYTHING marked in YELLOW (except Section A Q.28 & Section D, which both relate to ISA).

•Additional information where the applicant is required to do so.For Example:

Identification Requirements for Applicants

• The applicant must provide a range of ID documents.• Rules• Must only accept valid, current and original documentation• Must not accept photocopies• Must not accept documentation printed from the internet

e.g. internet bank statements• In first instance, you must seek documents with photographic

identity (e.g. passport, new style driving licence etc.) and for this to be compared against the applicant’s likeness

• All documents must be in the applicant’s current name as recorded in Section A of the CRB form

• One document must confirm applicant’s date of birth as recorded in Section A

• Must ensure the applicant declares all previous change of name, and provides documentary proof to support the change of name

• Must see at least one document to confirm the applicant’s current address as recorded in Section B (which is no older than 3 months)

• Must ensure the applicant provides a full and continuous address history covering the last five years

• Where possible, you should cross-match the applicant’s address history with any other information you have been provided as part of the recruitment, such as their CV

• A document from each group should only be included once in the document count e.g. do not accept two bank statements as two of the required documents if they are from the same bank

• You should not accept the foreign equivalent of an identity document if that document is listed as “(UK)” on the list of valid identity documents.

What can applicants provide?• New ID checking process will have three routes.

• >> ALL APPLICANTS MUST INITIALLY BE CONSIDERED FOR ROUTE ONE <<

Route OneIf the applicant can produce a GROUP 1 document, then the applicant must

produce 3 documents in total ; • 1 document from GROUP 1 (refer to list of Valid Identity Documents) and• 2 further documents from GROUP 1 and/or GROUP 2 (one of which must

verify applicant’s current address)

If the applicant has satisfied this route, then the document check is complete. If the applicant cannot produce a GROUP 1 document, then go to Route Two.

NOTE : EEA Nationals (Non-UK)•Where an EEA National has been resident in the UK for five years or less, the Registered Body should validate identity via Route One through the checking of a Current Passport or Current UK Driving Licence (photo card only) plus two further documents.

In the absence of GROUP 1 document, may proceed to Route two.

NOTE : Non-EEA Nationals•All Non-EEA Nationals should be validated via Route One only.

----If you are unable to ascertain an applicant's identity via Route One, please contact the FAW Safeguarding Team directly for

advice.

Current valid Passport

Biometric Residence Permit (UK)

Current Driving Licence* (UK) (Full or Provisional) Isle of Man / Channel Islands (* A photo card is only valid if presented with associated counterpart licence; except Jersey)

Birth Certificate (UK & Channel Islands) – issued at time of birth. Full or short form acceptable inc those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces

GROUP 1 (Primary Trusted Identity Credentials)

Current UK Driving Licence (Old style paper version

Current Non-UK Photo Driving Licence (valid only for applicants residing outside of the UK at time of application)

Birth Certificate (UK & Channel Islands) – issued after time of birth by the General Register Office / relevant authority – photocopies are not acceptable)

Marriage / Civil Partnership Certificate (UK and Channel Islands)

Adoption Certificate (UK and Channel Islands)

HM Forces ID card (UK)

Fire Arms Licence (UK and Channel Islands)

GROUP 2a (Trusted Government / State Issued Documents)

Should be issued within past 12 months Mortgage Statement (UK or EEA) (Non-EEA must not be accepted)

Council Tax Statement (UK & Channel Islands)

Work Permit / Visa (UK) (UK Residence Permit)

Financial Statement (e.g. pension, endowment, ISA (UK))

P45 / P60 Statement (UK & Channel Islands)

Should be less than 3 months old Bank / Building Society Statement (UK or EEA) (Non-EEA statements must not be accepted)

Credit Card Statement (UK or EEA) (Non-EEA statements must not be accepted)

Utility Bill (UK) – Not Mobile Telephone

Benefit Statement – e.g. Child Allowance, Pension

A document from Central / Local Government / Government Agency / Local Authority giving entitlement (UK & Channel Islands) e.g. from the Dept for Work & Pensions, Employment Service, Custom & Revenue, Job Centre, Social Security

Not denoted EU National ID Card

Cards carrying the PASS accreditation logo (UK)

Bank / Building Society Account Opening Confirmation Letter (UK)

Letter of Sponsorship from future employment provider (Non-UK/Non-EEA only)

Letter from Head Teacher or College Principal (16/17 year olds in full time education) (exceptional)

GROUP 2b (Financial / Social History Documents)

What sections should be completed by the Club Verifier?

•Sections W & X on the back page of the CRB application form are to be filled out by the Safeguarding Officer with the relevant information:

•Sections Y & Z are completed by a countersignatory upon your return of the CRB forms. DO NOT SIGN IN THE BOX

•As well as completing the relevant sections on the back page, the ‘registered body use only’ boxes also need to be completed by the Safeguarding Officer when checking the identification of the applicants.

These boxes must be crossed when the evidence is supplied. E.g. If the applicant has filled in their passport number and you have seen the documentation to confirm the passport information, then box a25 must be crossed.

Once you have seen evidence provided by the applicant confirming their current address (bank statement, utility bill etc.) you must then cross this box.

Checklist for Safeguarding Officers• Please ensure all fields in YELLOW are completed in black

ink.• Please ensure the applicant has supplied a complete

address history if they have not lived at their current address for more than 5 years.

• Please ensure the evidence provided is relevant and noted down on the ‘Identification Evidence Sheet’ and marked on the CRB application form.

• Please ensure that you and the applicant have fully completed & signed the Supplementary CRB Form / Identification Evidence sheet.