If an applicant has nominated you to verify their ID documents, here’s what to do and a few of things to look out for.
Firstly, thank you for doing this!
- Your responsibility is to certify that you have seen the original copies of the three ID documents the applicant has chosen to submit in line with the DBS guidelines.
- You must be a leader in the Church/Staff team and not a relative of the applicant.
It’s important that the ID Verification process is done correctly otherwise it could result in delays to the application and lots of to-ing and fro-ing!
Do:
- Only accept valid, current and original documentation from the list of approved documents. At least 1 of the documents must be from Group 1. (*see below)
- The applicant must present their three ID documents to you in person and must not be accepted by email, fax or text message.
- A document from each of the groups should be included only once in the document count e.g. don’t accept two bank statements as two of the required documents if they are from the same bank
- Check that any home addresses shown match the applicant's current address.
- Make sure the applicant has provided evidence where a surname(s) has changed eg, birth/marriage certificate(s)
- If in doubt, don’t accept it.
- Send large/clear images of the documents to dbs@new-wine.org.
Don’t:
- Rush - this is a very important part of the DBS application process and it’s an opportunity to ensure the right documents have been selected before sending copies to the New Wine Office.
- Accept photocopies of ID or documents that have been printed from the Internet e.g. bank statements. If the applicant does not receive bank statements through the post, they can visit their local bank branch and request that they print an official statement stamped by the bank.
- Ask the applicant to send the verified documents to us. These must come direct from you (the verifier).
* Commonly used documents that are acceptable forms of ID:
• Passport (Both UK and International)
• Birth certificate (UK only)
• Driving license or provisional license - (must be registered to the applicants current address)
• Marriage Certificate
• Utility bill (Issued in last 3 months and cannot be for a mobile phone/broadband)
• Bank statement (Issued in last 3 months and cannot be an online statement)
• Council tax statement (Issued in last 12 months)
• P45 or P60 statement (Issued in last 12 months)
• Letter from school or college confirming the applicant is in full time education and includes their home address signed by Head Teacher or Principle
Commonly used documents that cannot be used as a valid form of ID:
Online bank statements | National Insurance letters/cards | Pay slips | Mobile phone statements | DBS certificates | Tenancy Agreements | Counterpart Driving License | NUS card | Broadband statement | TV license | Student Finance Letter
Verification Process:
1. The applicant will present you with their original documents. Once you have checked these are valid forms of ID in accordance with the DBS guidelines, please take a photocopy, sign and date them using the words “I have seen this original document and certify it to be a true copy.”
2. You will then need to email the verified documents to dbs@new-wine.org (alternatively, a letter can be posted to FAO New Wine - Events Team FORA 21-33 Great Eastern St, London, EC2A 3EJ)
The email or letter must show your full name, your role in the church, the church postal address and church phone number. The body of the email or letter should read as follows;
Dear New Wine,
I write to confirm that to the best of my knowledge the information provided by xxxxx in their DBS application is correct.
In addition, I attach to this email a certified copy of the ID documentation signed and dated with the words "I have seen this original document and certify it to be a true copy"
Your Sincerely,
If you have any questions when verifying the ID of an applicant please don’t hesitate to get in touch at dbs@new-wine.org. Thank you for your help!
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