Using the DBS system

Here is a another Powerpoint walkthrough with narration to help you use the secure DBS system

There are just 3 easy steps

Step One: As an administrator, you set your applicant up on your own portal.

You fill in the applicants job role and the name of your organisation,
Fill in their surname then first name
Create a user name for your applicant. However you do this is up to you suggestion - initials of church and applicants initials followed by year. (e.g applicant Sue Harrison from Grace Church Loughborough would be GCLSH2021)
Click the box to create a password
Add your applicants email address and re check email then press submit
The applicant is now notified via email that they are requested to fill in their application form. Ask the applicant to check their spam folder just incase the email link goes into junk

Step Two: The applicant fills in their form and submits the form, you are then notified of the completion via email

Step Three: You the log into your portal to do the ID check. The check can be done over zoom. You must see your applicant in possession of their original documents. Fill in the details of the ID and submit the form to the DBS.

You can then monitor the progress of your DBS for yourself on your portal - the different stages are as follows, this can take from anytime between 18 hours to 5 days dependant on a number of factors.

NEW APPLICATION - CUSTOMER SUBMITTED - BATCHED - OFFICE CHECKED -ACKNOWLEDGED - NO MATCH

A NO MATCH means that the individuals details can't be matched to criminal record. You will get an email to let you know that the process is complete

If you receive a notification of IN POST, this means that there is something on the certificate that the Safeguarding Coordinator needs to see. From there, a decision needs to be made as to whether the DBS Applicant is able to work in the post that they have applied for in the church or charity

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