View Walsall Safeguarding Children Board Procedures

7.9.4 Disclosure and Barring Service Admin Process

Note: This chapter is under review


Contents

  1. Overview
  2. The Process
  3. Destroying Criminal Record Bureau Disclosures


1. Overview

This document gives a guide on how to manage the administration of the DBS application forms for Children’s Services for members of the public considering Fostering or Adoption with Walsall Council.


2. The Process

The following steps give a guide on the process to follow when receiving the ‘white’ application forms from Social Workers within Children services. Additionally it also covers step by step how to process the forms and how to address any queries with the Social Worker or with Liverpool.

Receipt of Application from Social Workers

On receiving an application form the following steps are to be followed;

  1. Check the relevant details against the Criminal Record Bureau guide
  2. If any of the sections from A to D have not been correctly completed in line with the guidelines then contact the Social Worker as named under Section X on the back of the application form. The telephone contact details for Social Workers can either be located under the ‘Who, What,Where’ or under the Children's Services Telephone directory located under Public Folders.
  3. On contacting the Social Worker explain to them the missing information and the format of the response you are after, for example if there is an insufficient amount of identity documentation then a covering memo from the Social Worker confirming what other information has been witnessed is required, this can either be emailed or sent via the internal mail. This is then enclosed in with the application form and the box inside the application form should be ticked to confirm that additional paperwork has been supplied.
  4. If the application satisfies all the required checks then the next requirement is ensuring that the following boxes are completed under these sections with an X

IMPORTANT – Please ensure that a Black pen is used when completing the following sections and also if you need to make any amendments to the application form.

  • Under section X 3/4 The position involves “working with children”
  • Also under section X section 6/7 that the Enhanced box is crossed with an X as well. This is important as this ensures that an Enhanced check is completed.
  • Once these above sections have been completed it is then important that the Counter signatory number is completed. 

This number is as follows:

                     

The administrator should ensure that these sections have been completed, before passing the form to the countersignatory, who will double check this.

Once all the relevant details have been entered and the important Counter signatory number has been completed the next step is then to get the Counter Signatory to sign and date the form. Once this has been done the DBS is ready to be entered onto the DBS tracking spreadsheet (File DBS Tracker.xls) before being posted.

Entry onto the DBS Tracker

Following is a list of the boxes and a definition of the actual information required when entering the application form on the DBS Tracker, before sending to Liverpool:-

Title Definition
Disc No This is the original application number as listed on the top of the form under ‘Form Ref’.
Name This is the forename of the person.
Middle Name This is the middle name of the person. If the person has two middle names then it is advised to enter them into this box.
Surname This is the surname of the person as noted under Section A part 2 on the front of the form.
Date of Birth This is taken from under section A 10/11 this is entered in the format as DD/MM/YYYY
Post Applied For This taken from Section B under part 13. If this box is not completed on the actual application form then the form cannot be sent off to Liverpool.
Originator This is the name of the person as listed under Section X under part 16 on the form.
Date Form Sent to DBS This is the date that the signed DBS is sent to Liverpool. The date format to use is DD/MM/YYYY.

Once all the required details have been entered then fill out an A4 envelope with the Criminal Record Bureau address on it, which is:-

IMPORTANT – Please ensure that only the Disclosure Application, and if applicable a Continuation Sheet is enclosed within the envelope. Any other personal documentation ie bank statements, utility bills, or birth certificates MUST not be sent to Liverpool.

Criminal Record Bureau
PO Box 110
Liverpool
L3 6ZZ

Then put this envelope in the RED bag located inside the YELLOW bag by the photocopier.

Receipt of Disclosure from Criminal Record Bureau

When a disclosure is received from Liverpool it is possible to fit it into one of the following two groups:

Group 1 – Shows no convictions on the file.

Group 2 – Shows convictions on the file.

Both groups need to be firstly entered onto the DBS tracking spreadsheet, with the following two boxes completed:

Title Definition
Date Disclosure Received This is the date that the disclosure is received back from Liverpool. The format to enter is DD/MM/YYYY.
Clear Yes/No IMPORTANT – This box is important in recording if the file had any convictions listed on it. Entering Y for Yes or N for No.

Once these two boxes have been completed then double check that all the boxes have been completed, except for the “vulnerable adults” list, which will usually say “NOT REQUESTED”. Once this has been done, the following processes have to be followed, based on which group the disclosure falls under.

Group 1 – Shows no convictions on the file

For a disclosure which shows no convictions then the following steps are to be followed:

Step 1

Open the Word template file called ‘no trace’ located in the folder called ‘DBS Pink Forms’. Complete the list of headings on the document with the information off the disclosure.

Step 2

Save the file by the applicant’s surname and disclosure number.

Step 3

Print the file onto PINK paper.

Step 4

Attach the disclosure and pink document together with a paperclip, pass to Counter signatory for signing.

Step5

The countersignatory will double check the details on the pink form against the disclosure and will double check that all the boxes on the disclosure have been completed. He/she will then sign and date the pink form and pass both documents back to the administrator.

Step 6

On receiving the document back from the counter signatory complete the following box on the DBS tracking spreadsheet

Title Definition
Date approved by BW This date has the date of when the PINK was signed and returned to the Social Worker. The format is DD/MM/YYYY

Step 7

Taking the name of the Social Worker off the DBS tracking spreadsheet, locate this person under the telephone directory under Public Folders. Write out an envelope with the details of where the person is located. Detach the disclosure and insert the pink in the envelope, file the Disclosure in alphabetical order in the filing system. The brown envelope can then be enclosed in the YELLLOW internal mail bag.

Group 2 – Shows convictions on the file.

For a disclosure which shows either one conviction or more, then the following steps need to be followed before a PINK can be issued:

Step 1

Check the conviction against file records to establish, if this conviction is already known and has been previously cleared. If this is the case, then attach the previous record to the disclosure form and go straight to step 2 of the next section (receipt of a memo from the social worker). If the disclosure has not been dealt with previously, then move on to step 2.

Step 2

Locate the name of the Social Worker off the DBS tracking spreadsheet, then obtain their telephone number off the Social Care telephone directory located under Public Folders, and give them a call.

Step 3

On contact with the Social Worker on the telephone, explain the nature of your call in regards to a Disclosure received from Liverpool which is showing convictions on it. Detail over the telephone in date order the convictions, whether it involved a jail sentence, fine, and also the court which served judgement on the applicant.

Important – Sometimes Social Workers leave Walsall Council and the files they were accountable for are assigned to a different social worker. If this is the case then speak to the relevant Team Manager for that team.

Step 5

The next step of action following disclosing the information to the Social Worker is to advise them that they need to speak to the client and discuss the issues listed on the applicants’ disclosure. From this a memo needs to be produced by the Social Worker confirming that the applicant has been spoken to and has learnt from their actions. The social worker must obtain their team manager’s comments, which should be added to the memo, and a joint recommendation should be made to the countersignatory as to whether the information should disqualify the person from carrying out the duties they have applied for. Reasons for the recommendation must be given.

Step 6

Following holding the conversation with the Social Worker it is advised to complete the box below on the DBS tracking spreadsheet with a few notes detailing the date of when you spoke to the Social Worker and when they hope to get the relevant paperwork back into you.

Title Definition
Issue with Application sent back to Originator Details of any telephone calls or dates of when documents will be coming in.

Step 7

File the disclosure in a poly pocket with a note attached of who you spoke to and when. This then is filed in your TO DO folder so that you are aware of what outstanding Disclosures you have.

Receipt of a memo from the Social Worker

Memos can take between a week to a few weeks to be returned back to you.

Once you have received it back then the following steps need to be taken:-

Step 1

Locate the relevant Disclosure in your ‘To Do’ folder and attach the memo to it.

Step 2

Open the template called ‘Trace’ located in the folder called ‘DBS Pink Forms’. Complete the relevant headings on the document.

Step 3

Save the PINK using the surname and disclosure number as the file name.

Step 4

Print the document off onto PINK paper.

Step 5

Attach the PINK, also the Disclosure and the memo/previous record and hand into the signatory for signing. If there are any queries over the detail in the memo then the signatory will ask for further information to be obtained.

Step 6

If all of step 5 is satisfied then the disclosure, memo and pink will be handed back to you for the next step. Enter under the heading the date that the Counter signatory signed the form and then take the memo and the disclosure and file them together under ‘Memos Trace DBS’, the pink is sent back to the relevant Social Worker, following the above steps to locate the person.

Based on the information supplied, the countersignatory may find that the person is not fit to undertake the duties, which he or she has applied to undertake. In this case, the countersignatory will request an altered pink form, which will give specific reasons.


3. Destroying Criminal Record Bureau Disclosures

6 months from the date of receipt of the disclosure the DBS is to be destroyed.

To assist in knowing which DBS' are to be destroyed the spreadsheet has been designed to give a predicted date of when they should be destroyed by.

Review Status - SHREDDED

Status Due Shredded
     

The above three boxes are shown on the far right side of the spreadsheet. They work as follows; the Due box works out a date 180 days in the future when the disclosure should be destroyed. The status box looks at the date in the Due box and compares it to the current date. The status box indicates in a green if the disclosure is within the 180 day window but changes to a red once it has reached or expired. 

The box will remain yellow with the text ‘not returned’ if the box dating when the DBS has been received back from Liverpool hasn’t been completed.

The ‘shredded’ box is where a date is entered to confirm that the document has been removed from the filing system and has been shredded, following the ‘Status’ box going red. This box is also handy as a reference to know when the relevant DBS has been removed as the spreadsheet is not designed currently to erase records off its list once the date of shredding has been entered.

DBS’ with memos.

Where a DBS has a memo attached then the memo is kept but the DBS is destroyed following the above process.

Destroying DBS’

The process to destroy them is to shred them first and then dispose of the shredded paperwork in the Confidential waste bag.

End