Filtering Guidance and Manual Certificates: What you need to know
As anyone who carries out Standard or Enhanced DBS checks will know, each individual is issued with a paper DBS certificate containing their criminal record history. Normally, the Disclosure and Barring Service’s (DBS) systems can automatically generate a printable version of the certificate. Notification of this certificate being produced would then be sent through to our system, updating us with the confirmed result.
Due to recent filtering changes, this is no longer possible for some candidates. The new guidance basically makes it illegal for the DBS to disclose certain convictions on a certificate. The current system for generating the certificates cannot yet account for this.
If all certificates were produced in an auto-generated way, some would be in breach of the new filtering rules, displaying criminal offences which should not be there and may unfairly hinder the opportunity for the applicant’s employment.
To prevent this, a small number of individuals (around 1%) DBS certificates are now needed to be produced manually. This will mean any convictions that shouldn’t be showing on a certificate won’t be shown.
What does this mean?
In terms of the DBS certificate, not much has changed. Applicants are still posted their DBS certificate once the check has been completed. This contains evidence of any criminal record information appropriate to be disclosed, based on the level of check applied for.
For manually produced certificates, notifications are not sent directly through to our system automatically when the check is complete. The Disclosure and Barring Service contact us with the necessary certificate information. This information is then added to our system manually.
Once the information has been added and verified, we will issue an amended version of our completion confirmation email to the manager associated with the application. This email will confirm that the certificate is on its way and whether ‘the certificate contains no information’ or ‘wait to view the applicant's certificate’.
This does mean there is a distinct possibility that the applicant in question may receive their DBS certificate before we have notified you that it is complete. However, as this only affects 1% of all electronic submissions it is not likely to be a common issue.
When tracking applications of this type they may appear as withdrawn by the DBS on their tracking website. If this is the case, please don’t worry! This is because the DBS system cannot provide the correct info regarding manual certificates straightaway. The DBS currently must update this information manually so there can be delays.
If you aren’t sure whether your applicant is expecting a manually issued DBS certificate, get in touch and we can investigate this in more detail.
The other issue with manually issued DBS certificates is that applicants cannot use them to sign up for the DBS Update Service. The DBS are currently working on a process for roles where a subscription to the Update Service is mandatory.
How long will this last?
The DBS are working on a technical solution to avoid issuing manual certificates but are not able to supply a timescale. This issue has arisen because legislation is changing faster than the technology supporting it. The DBS have expressed their desire to rectify the situation as soon as possible and we will endeavour to keep our customers updated as well. They have confirmed that they are working overtime to try and get this issue resolved but it will likely continue throughout September.
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For more information about how Personnel Checks background screening solutions can aid your organisation, get in touch! You can give us a call on 01254 355688 or drop us an email at letstalk@personnelchecks.co.uk