Disclosure and Barring Service Policy

1.      Policy Statement

Vision Training (North East) Limited is committed to safeguarding its employees, learners and any vulnerable young person or adult affected by our service provision.

Vision Training (North East) Limited will ensure, through the appropriate use of DBS checks, that it does not employ or make use of the services of any person who has a criminal conviction or record of conduct that could present a risk to the safety and well-being of our learners and employees.

Vision Training (North East) does not place learners with employers, we only provide vocational qualifications to those that are already in employment in an appropriate job role within the sector. Any learner therefore that has the potential to come into contact with vulnerable children, young people or adults in the course of their qualification will do so only as part of their job role and as such will have been subject to an appropriate level of DBS and Barring checks.

It is a condition of all offers of employment made by Vision Training (North East) Limited to potential employees that have applied for a assessor or signup officer role that a satisfactory DBS disclosure is obtained. Should any prospective employee or learner to whom this applies refuse to complete a DBS Disclosure Application form within a reasonable timescale this will result in the withdrawal of the provisional offer.

The policy is inclusive of and compliant with our obligations under the Rehabilitation of Offenders Act 1974.

 2.      Purpose

Vision Training (North East) Limited is committed to the fair treatment of its employees, potential employees, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background and to safeguarding its employees and any vulnerable child, young adult or vulnerable adult that could be affected by our service provision.

This policy is in place to ensure that DBS and Barring checks are carried out on employees and potential employees fairly and appropriately.

 3.      Scope

All employees that are involved in completing any part of the DBS checks for Vision Training (North East) Limited.

DBS checks will be carried out for any employee or potential employee that carries out assessment of learners or signup of learners.

4.      Roles and Responsibilities

Vision Training (North East) is responsible for ensuring that all employees and potential employees that are involved in activities that bring them into contact with vulnerable young people and adults are subject to DBS & Barring Service Checks.

Manager’s Responsibility The Managing Director is responsible for

  • Ensuring that a copy of this document is available to all employees and that the policy and procedures are reviewed annually.
  • Overseeing the DBS and Barring Checks process

The Directors are responsible for making appropriate decisions in the event of a disclosure of conviction or caution.

The Business Support Manager is responsible for the day to day implementation of DBS and Barring Service Checks and protection of records.

The Development Manager is responsible for ensuring the policy is available to learners and employers on the web site.

Individual’s Responsibility Individual employees are required to conform to any requests for proof of identity for DBS and Barring Service Checks and are required to inform the Managing Director of any cautions or convictions received when in the employment of Vision Training (North East) Limited.

 5.      Policy Implementation – Procedures

 Recruitment and Selection

Applicants are requested to provide information about their criminal background, so that any issues raised can be dealt with at the interview stage (or shortly after) and a decision can be made on that basis, subject to the Disclosure check.

Applicants should submit a disclosure under separate cover by writing to:

Liz Place

12 Yarm Road


TS18 3NA

Discussing Criminal Records

If a candidate has given details of their criminal record at the interview, it may be apt to discuss this at this time.

If an applicant disagrees with the information contained on a disclosure, they can appeal to the DBS.

If an error has been made a new disclosure will be issued to the applicant.

A final verdict about the applicant’s suitability for the post will not be made until the outcome of the appeal.

Vision Training North East cannot accept responsibility where a job offer has been withdrawn due to entry errors on the DBS return.

 Provisional Offer of Employment

In the offer letter candidates are informed that the appointment is subject to a satisfactory DBS and Barring check, and that a criminal record will not necessarily, but may, prevent the continued offer of employment.

Once a provisional offer of employment has been made, the Business Support Manager will issue the necessary disclosure paperwork and request for registering for an online registration and verify the applicant’s identification in line with Disclosure and Barring Service (DBS) guidance. Original documents are seen and checked, and the Disclosure application form is countersigned and sent to the DBS.

Receipt of Disclosure Certificate

On receipt of the disclosure certificate the applicant must bring the original certificate to the Business Support Manager to check for any recorded convictions, cautions, etc. If the certificate shows no recorded items, the issue date and certificate number are recorded.

In the Event of Disclosure of Conviction or Caution

If the disclosure certificate shows recorded items such as convictions or cautions, the

Business Support Manager will pass the certificate together with the relevant paperwork to the Managing Director for consideration. In all situations, where there are any offences relating to children or vulnerable adults, the Managing Director will consult with the Operations and Financial Directors. Under no circumstances will an appointment be made if a person is on the Barred List (an enhanced check for Regulated Activity) for the area of work which has been checked.

The following will be taken into account when reaching a decision about employing an individual with a criminal conviction or caution.

  • If it is considered the conviction or other matter is relevant to the position applied for
  • The seriousness of the transgression or other matter
  • The length of time since the transgression or other matter occurred
  • Whether the applicant has a recurrence of offending or other relevant behaviour
  • Whether the applicant’s conditions have changed since the offending behaviour or the other pertinent matter

No appointment of an individual with criminal convictions or cautions relating to children or vulnerable adults can be made,

Where the decision is taken to employ an individual with a criminal conviction or caution, the Director will place a record of the risk assessment using the above criteria on the employee’s personnel file.

Storage, Use and Disposal of DBS Information

Disclosure information is kept securely in a lockable, non-portable, storage container with access strictly controlled and limited to those who are permitted to see it as part of their job role.

In accordance with section 124 of the Police Act 1997, Disclosure information is only handed to those who are sanctioned to receive them in the course of their responsibilities. The company maintains a record of all those to whom disclosures or disclosure information has been revealed. It is a criminal offence to permit this information to be seen by anyone who is not entitled to as a part of their job role.

Disclosure information is only used for the sole purpose for which it was requested and for which the applicant’s full agreement has been given. Once an employment (or other relevant) decision has been made, disclosure information is not kept for longer than is required.

During this time, the standard conditions regarding the safe storage of data protected documents strictly adhered to. Once the retention period has passed, the company will ensure that any disclosure information is directly destroyed by secure methods, for example by confidential shredding. While pending destruction disclosure information is stored in the lockable container as previously described.

The company will not keep any photocopy or other duplicate of the disclosure document or any copy or illustration of the contents of a disclosure. Vision Training (North East) Limited keeps a record of the date of issue of a disclosure and the name of the subject, the level of disclosure requested, the post for which the disclosure was requested, the exclusive reference number of the disclosure and the details of the employment decision made on a password protected electronic system.

Monitoring and Review of the Policy

The efficiency of this policy is monitored annually and appraised every three years in light of experience and best practice. This method recognises that moderations as a result of experience and/or to employment legislation may prompt an appraisal of the policy before the end of the three-year period.




Appendix 1                           Applying for a DBS Check

ID Required

Route 1

The applicant must be able to show:

  • one document from Group 1, below
  • 2 further documents from either Group 1, or Group 2a or 2b, below
  • At least one of the documents must show the applicant’s current address.

Route 2

If the applicant doesn’t have any of the documents in Group 1, then they must be able to show:

  • one document from Group 2a
  • 2 further documents from either Group 2a or 2b

At least one of the documents must show the applicant’s current address.  The organisation conducting their ID check must then also use an appropriate external ID validation service to check the application.

Route 3

Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.  For Route 3, the applicant must be able to show:

  • a birth certificate issued after the time of birth (UK and Channel Islands)
  • one document from Group 2a
  • 3 further documents from Group 2a or 2b

At least one of the documents must show the applicant’s current address. If the applicant can’t provide these documents, they may need to be fingerprinted.

The applicant needs to provide a full five-year address history, including dates to and from at each address and full details of any name changes including dates to and from each name was used



Residence Permit

Driving Licence

Birth Certificate issued at birth

Adoption Certificate


Current driving licence photo card

Current driving licence paper version (prior to 1998)

Birth Certificate issued after birth

Marriage / Civil Partnership Certificate

HM Forces ID Card

Firearms Licence

Mortgage statement dated within 12 months

Bank or building society statement dated within 3 months

Bank or building society account opening dated within 3 months

Credit card statement dated within 3 months

Financial Statement e.g. pension dated within 12 months

P45 or P60 dated within 12 months

Council tax statement dated within 12 months

Utility Bill dated within 3 months

Benefit statement dated within 3 months



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