Identity Checking Form (ICF)
Guidance notes for applicants
Before you can apply for a DBS disclosure, Security Watchdog, part of Capita plc must be satisfied
about your identity by requesting a Responsible Person to verify it using an ICF. You must also have
completed an online application form prior to submitting your ICF. A Responsible Person must be
someone who:
•
is professionally qualified. For a full list of acceptable professions please see the table
below
•
has credentials that can be checked
•
has personally known you for at least 12 months
•
is not related to you by birth or marriage, or in a personal relationship with you (this
includes partners, in-laws, and stepparents)
•
does not live at the same address as you
•
is a permanent resident of the UK
NOTE: A retired or unemployed person who has appropriate credentials may still be a Responsible
Person, they must state what profession from the list below they are retired from.
Acceptable professions for Responsible Persons:
1.
Accountant
2.
Airline pilot
3.
Articled clerk of a limited company
4.
Assurance agent of recognised company
5.
Bank/Building society official
6.
Barrister
7.
Chairman/Director of limited company
8.
Chiropodist
9.
Commissioner of oaths
10.
Councillor (local or county)
11.
Civil servant (permanent)
12.
Doctor or dentist
13.
Director/Manager of a VAT-registered
charity
14.
Director/Manager/Personnel officer of a
VAT-registered company
15.
Engineer (with professional qualifications)
16.
Financial services intermediary (eg a
Stockbroker or Insurance broker)
17.
Fire service official
18.
Funeral director
19.
Insurance agent (full time) of a recognised
company
20.
Journalist
21.
Justice of the Peace
22.
Legal secretary (fellow or associate
member of the Institute of Legal
Secretaries and PAs)
23.
Licensee of public house
24.
Local government officer
25.
Manager/Personnel officer (of a limited
company)
26.
Member, Associate or fellow of a
professional body
27.
Member of Parliament
28.
Merchant Navy officer
29.
Minister of a recognised religion (including
Christian Science)
30.
Nominated Person/Responsible Individual
for an Ofsted registered setting (currently
registered)
31.
Nurse (RGN and RMN)
32.
Officer of the armed services
33.
Optician
34.
Owner of a VAT registered business
35.
Paralegal (certified paralegal, qualified
paralegal or associate member of the
Institute of Paralegals)
36.
Person with honours (an OBE or MBE, for
example)
37.
Pharmacist
38.
Photographer (professional)
39.
Police officer
40.
President/secretary of a recognised
organisation
41.
Salvation Army officer
42.
Social worker
43.
Solicitor
44.
Surveyor
45.
Teacher, Lecturer
46.
Trade union officer
47.
Travel agent (qualified)
48.
Valuer or Auctioneer (fellows and
associate members of the incorporated
society)
49.
Warrant Officers and Chief Petty Officers
Identity Checking Form (ICF)
How to complete the ICF
1.
Please complete Section A of the ICF - please note that it is a criminal offence to impersonate
another person, assist in an impersonation of another person, or attempt to do so. This may
result in fines and/or imprisonment. If we suspect you are impersonating someone else, we
will report the matter to the police.
2.
Once you have completed Section A of the form, take it and your original identification
documents (following the guidance in page 1) to a Responsible Person and ask them to
complete Section B. They will then need to complete page 5 of the ICF with details of the ID
they have seen.
3.
Please fully complete this form. Failure to complete all required sections will mean that we
cannot accept the ICF, resulting in this being returned to you for full completion.
4.
Once you have completed the ICF, please send pages 3, 4 & 5 to our office using one of the
options listed below:
•
Scan and email your form and photocopies of your documents to:
[email protected] (Please note: You will receive an
automated email response confirming receipt of your ICF. If you do not
receive an automated response, please check the email address and re-
send.)
Please ensure:
1.
The applicants name is stated in the subject of the email
2.
If you are submitting more than one ICF, please send individual emails per applicant
3.
The file size is below 20MB. If the file size is over 20MB, your e-mail will be
automatically rejected.
If you are unable to email the documents to us please contact us on 01420557624
Please ensure:
1.
You do not include any original identity documents with your Identity Checking
Form (ICF). (Please note: Security Watchdog will not be held liable for the loss
of any original identity documents that we receive.)
2.
If you have been chased by Security Watchdog for your ICF and are sending this to
us by post, please contact us on 01420 557624 to advise that this is coming in the
post so that we can monitor this and we do not withdraw your application in the
meantime.
3.
We recommend the ICF is sent to us by Recorded Delivery as Security Watchdog will
not be held liable for any ICF forms that we do not receive.
Remember:
If you do not complete Step Two (Payment and online application) and Step Three (ID
check), we cannot process your DBS application.
Identity Checking Form (ICF)
IMPORTANT INFORMATION:
Any personal information provided on this form will be solely used by your chosen Responsible Person to verify your identity.
Security Watchdog will not be using any of the personal information provided on this form to cross reference against
information provided by you on the eBulkPlus application. It is your responsibility to ensure that all information provided on
this form and the eBulkPlus application match and are accurate and concise.
Security Watchdog will not be held responsible for any incorrect information provided on either parts of the application. If
you complete a part of the application (ICF or eBulkPlus) incorrectly, you will be required to resubmit the application again
where full charges are applicable.
Section A – Applicant’s Details:
Please use BLOCK capitals
(e.g. 123SMIT123456)
Address:
Postcode:
Date of Birth:
D
D
M
M
Y
Y
Daytime contact No:
Email Address:
Application Ref:
First Name:
Middle Name(s):
Surname:
Volunteer Declaration – Only to be completed by applicants applying for a DBS check as a volunteer
Security Watchdog, part of Capita plc closely scrutinises each DBS application before it is processed by the DBS. If
an applicant falsely applies as a volunteer as part of their DBS check then the full application fee will be recovered
including any further administration costs. This may also delay and/or adversely affect your application with Ofsted.
I declare that as part of my DBS check with Ofsted:
▪
I am not being paid or receiving remuneration (apart from travel and other approved out of pocket expenses)
▪
I am not receiving benefit of any kind
▪
I am not working towards a qualification, or working as part of a placement
▪
I am not only looking after a close relative
I confirm that by signing below my role meets the DBS definition of a free of charge volunteer application and the
above statements are true. I understand it is a criminal offence to knowingly make a false statement when applying for
a DBS check.
Print Name: ………………………………………………………………………………………………………………………….
Signature: …………………………………………………………………………………………………………………………...
Identity Checking Form (ICF)
Position No. & Job Title:
(from those listed on Page 1)
Daytime contact No:
Address:
Postcode:
Date of Birth:
First Name(s):
Surname:
Application Ref:
(the application reference of the applicant you are verifying – as found on page 3)
Guidance notes for Responsible Persons/ID checkers
Please complete this form as fully as possible. Failure to complete all sections will mean that we cannot accept
the form.
Security Watchdog, part of Capita plc may retain your details until a decision on the applicant’s suitability to work
or be in regular contact with children has been made.
Section B: Responsible Person’s details / declaration
The Responsible Person (Verifier) must complete all boxes within Section B. It is important that we have your
full contact details as we may contact you to validate that you completed the ICF and that you meet the criteria
for a Responsible Person set out.
If you are retired or unemployed please include your former profession in your answer to the ‘position’ question,
for example ‘retired police officer’.
The Responsible Person’s signature is required to confirm that you have verified the applicant’s
details. A Responsible Person must be someone who:
•
is professionally qualified. For a full list of acceptable professions, please see
page 1 of the ICF document (please do not abbreviate your job role)
•
has credentials that can be checked
•
has personally known you for at least 12 months
•
is not related to you by birth or marriage, or in a personal relationship with
you (this includes partners, in-laws, and stepparents)
•
does not live at the same address as you
•
is a permanent resident of the UK
Section B – Verifier’s Details/Declaration:
Please use BLOCK capitals
D
D
M
M
Y
Y
Please sign to confirm that you have verified the relevant documentation as set out in Section B:
Signature: …………………………………………………………………………………………………………………………...
Identity Checking Form (ICF) - UK Nationals
Section B – Continued
Please use BLOCK capitals
Please refer to the ‘DBS list of Acceptable Identification’ on the following page. A minimum of 3
original documents must be seen, including 1 recent proof of address.
Group 1 – Primary Identity Documents
D
D
M
M
Y
Y
Expiry Date:
D
D
M
M
Y
Y
Group 2a – Trusted Government Documents
Current Driving Licence (All countries
except Group 1, Full or Provisional)
(old-style paper version, not counterpart)
(Can only be used as a proof of address if
current and confirms current address)
Issue Date:
D
D
M
M
Y
Y
Current Photo Driving Licence
(All countries other than those in Group 1)
(Can only be used as a proof of address if
current and confirms current address)
D/L No:
Issue Date:
Country:
Marriage/Civil Partnership Cert UK/CHI
Issue Date:
Birth Certificate (issued longer than 12 months from birth) (UK/CHI)
Issue Date:
Firearms Licence (UK / CHI / Isle of Man)
UK HM Forces ID Card
Group 2b – Financial/Social History Documents
Mortgage Statement (UK/CHI)
(Issued in last 12 months)
Bank or Building Society Statement
(Issued in last 3 months) (UK/CHI)
Credit Card Statement (UK/CHI)
(Issued in last 3 months)
Financial Statement (UK/CHI) e.g. pension or endowment
(Issued in last 12 months)
P45 or P60 Statement (UK/CHI)
(Issued in last 12 months)
Council Tax Statement (UK/CHI)
(Issued in last 12 months)
Bank or Building Society Opening
Confirmation Letter (UK/CHI)
(Issued in last 3 months)
Utility Bill (UK/CHI) (Mobile Phone Bill not accepted)
(Issued in last 3 months)
EEA National ID Card (Must still be
valid) (Not EHIC or National Insurance
Card)
Benefit Statement (UK/CHI) e.g. Job Seeker’s Allowance, Pension
(Issued in last 3 months)
Letter from Head Teacher/College
(16-19 year olds in full time education
in the UK)
Central or Local Government/Council Document (UK/CHI)
e.g. DWP, HMRC, Employment Service (Issued in last 3 months)
Application Ref:
(e.g. 123SMIT123456)
Passport (current and valid)
PP No:
Issue Date:
Nationality:
Current Photo Driving Licence
UK / Mann / CHI
(Can only be used as a proof of address
if current and confirms current address)
D/L No:
Issue Date:
Country:
D
D
M
M
Y
Y
(Section 4a on photocard)
Adoption Certificate (UK/CHI)
Issue Date:
D
D
M
M
Y
Y
Birth Certificate (UK/CHI)
(issued within 12 months of birth)
Issue Date:
D
D
M
M
Y
Y
D
D
M
M
Y
Y
D
D
M
M
Y
Y
D
D
M
M
Y
Y
Identity Checking Form (ICF) - UK Nationals
Cards carrying PASS logo (UK/CHI)
(Not NUS or College Card)
National insurance Letter (Issued in last 3 months)
Identity Checking Form (ICF) - Non UK Nationals
D D M M
D D M M Y
Y
M
M
M
Section B – Continued
Please use BLOCK capitals
Please refer to the ‘DBS list of Acceptable Identification’ on the following page. A minimum of 3
original documents must be seen, including 1 recent proof of address.
Group 1 – Primary Identity Documents
D
D
Y
Y
Expiry Date:
D
D
M
M
Y
Y
D
D
Y
Y
Expiry Date:
D
D
M
M
Y
Y
Group 2a – Trusted Government Documents
Current Driving Licence (UK/CHI)
(old-style paper version, not counterpart)
Issue Date:
Current Photo Driving Licence
(Can only be used as a proof of address if
current and confirms current address)
D/L No:
Issue Date:
Country:
Marriage/Civil Partnership Cert (UK/CHI)
Issue Date:
Birth Certificate (issued longer than 12 months from birth) (UK/CHI)
Issue Date:
Firearms Licence (UK / CHI / Isle of Man)
UK HM Forces ID Card
Group 2b – Financial/Social History Documents
Mortgage Statement (UK/CHI)
(Issued in last 12 months)
Bank or Building Society Statement (UK/CHI)
(Issued in last 3 months)
Credit Card Statement (UK/CHI)
(Issued in last 3 months)
Financial Statement (UK) e.g. pension or endowment
(Issued in last 12 months)
P45 or P60 Statement (UK/CHI)
(Issued in last 12 months)
Council Tax Statement (UK/CHI)
(Issued in last 12 months)
Bank or Building Society Opening
Confirmation Letter (UK/CHI)
(Issued in last 3 months)
Utility Bill (UK/CHI) (Mobile Phone Bill not accepted)
(Issued in last 3 months)
EEA National ID Card (Must still be
valid) (Not EHIC or National Insurance
Card)
Benefit Statement (UK/CHI)e.g. Job Seeker’s Allowance, Pension
(Issued in last 3 months)
Letter from Head Teacher/College
(16-19 year olds in full time education
in the UK)
Central or Local Government/Council Document (UK/CHI)
e.g. DWP, HMRC, Employment Service, National Insurance Letter
(Issued in last 3 months)
Cards carrying PASS logo
(Not NUS or College Card)
National insurance Letter (Issued in last 3 months)
Application Ref:
(e.g. 123SMIT123456)
Passport (current and valid)
PP No:
Issue Date:
Nationality:
Home Office Document or Online
Proof to Work
Restricted leave to remain
Indefinite leave to remain
Issue Date:
Nationality:
Biometric Residence Permit Document
Restricted leave to remain Indefinite leave to remain
Issue Date:
Nationality:
D
D
Y
Y
Expiry Date:
D
D
M
M
Y
Y
D
D
M
M
Y
Y
Y
Y
D
D
M
M
Y
Y
DBS List of Acceptable Identification
However, Route 1 can be used by adult household members:
•
in a fostering household
•
in a child-minding household
•
in a host family
•
living where ‘work with children’ takes place, for example, living in a boarding school
Group 1
Primary Identity Documents
Current valid Passport
Biometric Residence Permit (UK)
Current Driving Licence – photo card (UK / Isle of Man / Channel Islands) (Full or Provisional)
Birth Certificate (UK / Isle of Man / Channel Islands) (Issued within 12 months of birth)
Full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions & HM Forces. (Photocopies are not acceptable)
Adoption Certificate (UK / Channel Islands)
Route 1 – For all applicants except
paid non-UK nationals
(3 documents to be seen)
1
document from Group 1.
2
further documents from Group 1, 2a or 2b
Combination of documents must confirm
name, DOB & current address.
If unable to satisfy Route 1, proceed to
Route 2/Fingerprints.
Route 2 – UK applicants only
(3 documents to be seen plus an External ID
Check)
1
document from Group 2a.
2
further documents from Group 2a or 2b.
Combination of documents must confirm
name, DOB & current address.
If unable to satisfy Route 2, proceed to
Route 3/Fingerprints.
For paid non-UK nationals only
(3 documents to be seen)
1
Primary Document
2
Supporting Documents from Group 1, 2a or 2b.
Combination of documents must confirm name, DOB
& current address.
If unable to satisfy this route, DBS check
cannot be submitted.
Fingerprints
Paper application form required (unable to
process online).
Attendance at a local Police Station for
fingerprints to be taken.
Route 3 – For UK applicants only
(5 documents to be seen)
A UK Birth Certificate issued after birth.
4 further documents, 1 from Group 2a, 3 from
2a or 2b.
At least one of the documents must show the
applicant’s current address.
If unable to satisfy Route 3, proceed to
Fingerprints.
Paid Non-UK Nationals
Primary Documents
A current passport or passport card showing that the holder is a national of the Republic of Ireland.
A current document issued by the Home Office to a family member of an EEA or Swiss citizen, and which indicates that the holder is permitted
to stay in the United Kingdom indefinitely.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder indicating that the person
named is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK.
Online evidence of immigration status. Either via the View and Prove service or using the BRP or BRC online service. Issued by the Home Office
to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in
question. Must be valid. Note: this includes the EUSS digital status confirmation.
A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right
of abode in the UK, or has no time limit on their stay in the UK.
A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is
allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s
permanent National Insurance number and their name issued by a government agency or a previous employer.
A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder which indicates that the
named person can currently stay in the UK and is allowed to do the work in question.
A current document issued by the Home Office to a family member of an EEA or Swiss citizen, and which indicates that the holder is permitted
to stay in the United Kingdom for a time limited period and to do the type of work in question.
A frontier worker permit issued under regulation 8 of the Citizens’ Rights (Frontier Workers) (EU Exit) Regulations 2020.
A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating
that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the
person’s permanent National Insurance number and their name issued by a government agency or a previous employer.
A document issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the
immigration rules on or before 30 June 2021 together with a Positive Verification Notice from the Home Office Employer Checking Service.
An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together
with a Positive Verification Notice from the Home Office Employer Checking Service.
A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates
that the named person may stay in the UK and is permitted to do the work in question.
Group 2a
Trusted Government Documents
Group 2b
Financial & Social History Documents
Current Driving Licence – photo card only
(All Countries except Group 1) (Full or
Provisional)
Current Driving Licence – paper version
(UK / Isle of Man / Channel Islands) (Full
or Provisional)
Birth Certificate (UK / Isle of Man /
Channel Islands) (Issued after the time of
birth)
Marriage / Civil Partnership Certificate
(UK / Channel Islands)
HM Forces ID Card (UK)
Fire Arms Licence (UK / Isle of Man /
Channel Islands)
Immigration document, work permit or
VISA (Issued outside of UK) (Valid only for
roles whereby applicant is living and
working outside of UK.)
Mortgage Statement (UK) **
Bank/Building Society Statement (UK / Channel Islands) *
Monzo statements or statements printed from the internet are not acceptable
Bank/Building Society Account Opening Confirmation Letter (UK) *
Credit Card Statement (UK) *
Financial Statement e.g. pension, endowment, ISA (UK) **
P45/P60 Statement (UK / Channel Islands) **
Council Tax Statement (UK / Channel Islands) **
Utility Bill (UK) - Not Mobile Phone *
Benefit Statement (UK) e.g. Child Allowance, Pension *
Document from Central/ Local Government/ Government Agency/ Local Authority (UK /
Channel Islands) *
e.g. DWP, Employment Service, HMRC, Job Centre, Social Security
EEA National ID Card – must be valid
Cards carrying the PASS accreditation logo (UK / Isle of Man / Channel Islands) – must be valid
Irish Passport Card – must be valid (Cannot be used with an Irish Passport)
Letter from Head Teacher or College Principal (16-19 year olds in full time education in the UK)
Non-UK Bank/Building Society Statement *
Branch must be located in the country in which the applicant lives and works
Letter of Sponsorship from future employer
Non-UK only – valid only for applicants residing outside UK at time of application
Please note if a document in the List of Valid Identity Documents is:
Denoted with * - issued in the last 3 months
Denoted with ** - issued in the last 12 months
