DBS Instructions for Students
When studying a Childcare or Early Years qualification at Level 2 or 3, you will complete work experience hours in an early years setting. To do this you must have a DBS certificate. The process can take a long time and it is important to submit your DBS application as soon as possible. The longer it takes to receive your DBS Certificate, the more pressure there will be on your ability to complete the mandatory placement hours which could affect you completing the qualification. The information below shows the documentation that is needed to complete the DBS form. You can also visit the DBS website to view their guidelines.
Routes to gain a DBS Certificate
There are three routes available for DBS applications. The below gives details of each route. Route 2 is only available to people who cannot use Route 1. Route 3 is only available to people who cannot use Route 1 or Route 2.
Route 1
The applicant must be able to show:
- One document from Group 1
- 2 further documents from either Group 1, or Group 2a or 2b.
Refer to list below for valid identity documents.
At least one of the documents must show the applicant’s current address.
If the applicant isn’t a national of the UK or the EEA and is applying for voluntary work they may need to be fingerprinted if they can’t show these documents.
Route 2
Route 2 can only be used if it’s impossible to process the application through Route 1.
If the applicant isn’t a national of the UK or the EEA and is applying for voluntary work, they can’t use 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.
EEA nationals who’ve been resident in the UK for 5 years or less may need to be fingerprinted if they can’t show these documents.
Route 3
Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.
EEA nationals who’ve been resident in the UK for 5 years or less can’t use Route 3.
For Route 3, the applicant must be able to show:
- A birth certificate issued after the time of birth (UK, Isle of Man and Channel Islands) and
- One document from Group 2a and
- 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.
Valid ID documents
If there has been a change of name, please provide all legal documents, relating to the change of name. Visit the DBS website to view their guidelines.
Group 1: Primary identity documents
Passport: Any current and valid passport
Biometric residence permit: UK
Current driving licence photocard – (full or provisional): UK, Isle of Man, Channel Islands and EEA. From 8 June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by DVLA.
Birth certificate – issued within 12 months of birth: UK, Isle of Man and Channel Islands – including those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces.
Adoption certificate: UK and Channel Islands
Group 2a: Trusted Government Documents
Current driving licence photocard – (full or provisional): All countries outside the EEA (excluding Isle of Man and Channel Islands).
Current driving licence (full or provisional) – paper version (if issued before 1998): UK, Isle of Man, Channel Islands and EEA.
Birth certificate – issued after time of birth: UK, Isle of Man and Channel Islands.
Marriage/civil partnership certificate: UK and Channel Islands.
Immigration document, visa or work permit: Issued by a country outside the EEA. Valid only for roles whereby the applicant is living and working outside of the UK. Visa/permit must relate to the non EEA country in which the role is based.
HM Forces ID card: UK.
Firearms licence: UK, Channel Islands and Isle of Man.
Group 2b: Financial and social history documents
Mortgage statement: UK or EEA. Issued in last 12 months.
Bank or building society statement: UK and Channel Islands or EEA. Issued in last 3 months.
Bank or building society statement: Countries outside the EEA. Issued in last 3 months – branch must be in the country where the applicant lives and works.
Bank or building society account opening confirmation letter: UK. Issued in last 3 months.
Credit card statement: UK or EEA. Issued in last 3 months.
Financial statement, for example pension or endowment: UK. Issued in last 12 months.
P45 or P60 statement: UK and Channel Islands. Issued in last 12 months.
Council tax statement: UK and Channel Islands. Issued in last 12 months.
Letter of sponsorship from future employment provider: Non-UK or non-EEA only – valid only for applicants residing outside of the UK at time of application. Must still be valid.
Utility bill: UK – not mobile telephone bill. Issued in last 3 months.
Benefit statement, for example Child Benefit, Pension: UK. Issued in last 3 months.
Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, HMRC: UK and Channel Islands. Issued in last 3 months.
EEA National ID card: Must still be valid.
Cards carrying the PASS accreditation logo: UK, Isle of Man and Channel Islands. Must still be valid.
Letter from head teacher or college principal: UK – for 16 to 19 year olds in full time education – only used in exceptional circumstances if other documents cannot be provided. Must still be valid.
What if the applicant’s identity cannot be established using one of the three routes?
Applicants who are unable to provide the required documents will then be asked to give their consent to have their fingerprints taken in line with the current procedure. Employers should note this will require attendance by the applicant at a police station at an appointed time, and may add delay to the overall application process.
It is also vital that you have your National Insurance number. This is needed to complete the form. If you do not have this, the number can be obtained from the https://www.gov.uk/ website by creating a gateway account.