Recruitment Service

Managers Guidance - CRB Forms

The aim of this guidance is to provide managers with the information they need to enable them to check that CRB Forms are completed correctly and that all relevant documentation is collected from applicants at the interview stage of the recruitment process.

Failure to follow the guidance could result in delays to the process which can affect the time to recruit, resulting in problems for service provision and for the preferred applicant.

The CRB form consists of sections A to Y.

The form must be completed in black ink. If any other colour ink is used the form will be returned by the Criminal Records Bureau and the applicant will be required to complete another form.

Section A - Applicant's Details

The whole of this section is compulsory and must be completed

Section B - Details of Position

The applicant needs to complete the job title (in full) and the organisation name.

Section C - Additional Personal Details

If the applicant has put their title as Mrs or Ms in Section A, you need to make sure they have placed a surname in Section C, even if it is the same surname. The applicant must also complete the place of birth as CRB will not process the application if this is incomplete.

Section D - Previous Addresses

Five year continuous address history must be provided from the date the CRB form is signed. Please ensure there are no gaps in the addresses and no overlaps of addresses. Include any overseas addresses where necessary. For example if the applicant is at university they can not put their home address in Section A and then write in section D their term time address. The addresses must be written down in full with dates from and to and not overlapped.

Please note if the applicant uses a continuation sheet make sure they have included the CRB Form Reference Number (located on the front of the form F00000000) and their current name and address. This must be completed in black ink and in BLOCK CAPITALS.

Section E, F and G - These sections do not need completing.

Section H - Declaration and Consent

This section must be completed by the applicant. They must then sign in the “Declaration by Applicant” box and enter the date they completed the Form. A consent signature (box 69) is no longer required.

Section X - Evidence of Identity Seen By the Employer

This section is completed by the recruiting manager once they have seen the identification from the applicant. Please see Appendix A for guidance notes for valid identity documents. A few points to note are:

Copies of identification seen must be signed and dated at the time of the interview by the recipient and sent with the CRB Form to the BSC at Belgrave House with the preferred applicant paperwork. The wording to be used should be as follows:

I confirm that this is a copy of a genuine document provided by the applicant on dd/mm/yyyy.

Followed by the recipient's signature and printed name.

Section Y - For BSC Completion Only

Once the CRB check has been completed a disclosure certificate is sent to the BSC by the Criminal Records Bureau. Your recruitment co-ordinator will inform you when they have received this.

Please be aware that although the applicant will also receive a copy of the disclosure certificate, you must not allow the applicant to commence employment until notified by your recruitment co-ordinator. This is because occasionally additional information is made available to the BSC which may affect the decision to employ the individual.

An online facility is available to track exactly where a CRB is in the processing cycle once it has arrived at the Criminal Records Bureau. You will need the applicant's CRB Form Reference number (located on the front of the form e.g. F000123456) and their date of birth. You can then go online to the web address below and check where the form is in the process with the Criminal Records Bureau.

Please note that your recruitment co-ordinator will check progress if nothing has been received in the BSC at 5 weeks from the date of the original request and will let you know the outcome.

www.crbonline.gov.uk/enquiry/

Appendix A

CRB List of Valid Identity Documents

If your documents do not all bear the same name, or if you have ever been known by any other forename or surname please produce documentary evidence of the change in name e.g. Marriage Certificate, Deed Poll, Decree Nisi etc

4.