criminal records status check (crsc) - web viewrecommendations 2 and 3 of ... the police have common...

Briefing Pack for CSG membersCRB Online Update ServiceLiverpool - January 2012

Agenda item 2

What is this engagement exercise about?

Scaling back to common sense levels What this will mean to the organisation and applicant?

Overview of the new online Update Service

Questions and answers session

The next stage for you – Completing an online questionnaire

Purpose of this customer engagement

We are conducting a programme of customer engagement with our stakeholders to:

To give you a clear understanding about how the new Update Service will work – we have an early prototype of how the new service may work once it is implemented. We would like to share this with you in advance of development of the process;

To give you the opportunity to ask questions about this new service - This is your opportunity to ask any questions about how the new service will operate;

To give you enough information to assess how you are likely to use this service and understand how it may impact on future volumes - we need to establish if our customers are likely to use the service, based on the prototype service. This will help the CRB to identify and plan for any changes in future volumes of CRB checks.

BackgroundThe Government has been looking to address the issue of multiple CRB checks required by a large number of individuals. In addition, Registered Bodies have long-called for a solution that will allow the

CRB check to become a portable document, removing an element of the bureaucracy involved, whilst still maintaining a robust vetting service.In February 2011, the Government’s remodelling review of the Criminal Records Regime (CRR) and the Vetting and Barring Scheme (VBS) review delivered a series of recommendations aimed at improving arrangements for the disclosure of criminal records.Recommendations 2 and 3 of the CRR review and recommendation (h) of the VBS remodelling review stated that there should be an online update service. You may have heard this referred to as ‘Criminal Record Status Check’ (CRSC);1 the final title will be subject to change before the service is launched. The new service will allow the organisation, with the individual’s consent, to carry out an online status check to establish if further relevant criminal information has been identified since a CRB check was last carried out.The provision of an online update service is something that our customers have expressed an interest in, even prior to the reviews, and it is a key priority for the Government. The principle of the update service is to provide a proportionate and fair system that provides information where appropriate, and balances the need to protect and respect individuals’ privacy.The Government is also committed to reducing the barriers to volunteering and regular Criminal Records Bureau checks will remain free of charge for volunteers. The opportunity to opt into the new online update service is voluntary and the decision on whether volunteers will have to pay for the new service is still under consideration.The CRB is now working with the Home Office; the Independent Safeguarding Authority and other government departments to develop and deliver this new service with a proposed implementation date of early 2013. In advance of this, in January 2012, the CRB is conducting a programme of customer engagement events to establish potential volumes, customer behaviour and utilisation of the service and provide information on the details of the new online service.

Previous customer engagement

Extensive feedback from customers, confirmed by comments made to the Your Freedom website, has demonstrated that the current service can be inefficient and frustrating for the customer. Individuals must complete the entire application process every time they need a disclosure certificate. They must wait for the new certificate to arrive – which often takes a few weeks. And, if it is for a paid position, they must pay a full application fee every time. This is particularly frustrating for these people who need multiple disclosures – perhaps because they are both working and 1 For the purposes of this briefing pack, CRSC and online update service are the same, and subject to change.

volunteering with children or because they move from employer to employer regularly.

As a result, there has been sustained call for a new service which will make it possible for individuals to only apply once and then to reuse their certificate – wherever possible, avoiding unnecessary repeat applications. We believe this will deliver a range of benefits:

For individuals – it will allow them to reuse their CRB check, taking it from employer to employer; in the vast majority of cases they will avoid the need to apply repeatedly for new CRB checks, meaning they don’t now need to keep filling out the application form and then waiting for their new certificate to arrive.

For employers and those responsible for taking on volunteers – they will be able to carry out a free and instant check of an existing disclosure certificate, which will confirm if the check in front of them is up to date. If it is – no need to apply for a new CRB check. They can proceed with all the other pre-employment checks they carry out. And this will work equally as well with existing employees – no need to request new CRB checks periodically – they can simply check the existing certificate.

As a result, we believe the new service will transform the current disclosure service and implementation of the new service is a key element of the Government’s plans for implementing both reviews.

Product information

This commences on page 3 with the Disclosure workflow.

How the process will work – organisation/employer

The individual will present their CRB certificate to the prospective employer and the employer will log on to the update service and will be required to enter some details about themselves and the individual.

The employer will then be presented with a status update in relation to that individual’s criminal record. The status update will state one of four options:

o Blank certificate and no new information - This certificate did not reveal any information and remains current as no further information has been identified since its issue.

o Non-blank certificate and no new information – This certificate remains current as no further information has been identified since its issue.

o Blank or non-blank certificate and new information – This certificate is no longer current. Please apply for a new CRB check to get the most up to date information.

o No match found – The details entered do not match those held on our system. Please check and try again.

If new information is available, the employer will be advised to apply for a new CRB check to obtain the latest information.

It is the employer’s decision to do this; the CRB can only provide guidance. If the employer decides not to ask the individual to apply for a new CRB check, they must accept the associated risks in doing so.

How the process will work – application form:

An applicant will apply for a Standard or Enhanced CRB check as normal. They should keep a record of the form reference number (the number on the front of the application form).

The individual can join the online update service before the application form has been received by the CRB. However, the form must be uploaded to the CRB’s systems within 28 days of subscription. The applicant should log on to the updating service and will be able to enter the form reference number, together with some other personal details, to apply to join. Payment will be required at this point and they will be given the opportunity to opt for auto annual renewal. The fee is yet to be confirmed.

The applicant will receive a unique ID number, which should be retained at this point as they will not receive any further communication from the CRB detailing this number. Important: This number should not be shared with anyone. This number will be used by the individual to access their online account.

The applicant will receive an email confirming their subscription when the certificate has been dispatched by the CRB.

Once the individual receives their certificate they will be able to present this to their prospective employer. The employer will be able to log on to the update service and check if any new information has come to light since the certificate was issued.

The applicant will be notified by email that their annual subscription to the service is up for renewal 30 days prior to expiry.

If the applicant opted for auto renewals, they will be informed of when the payment will be taken automatically from the credit or debit card details used when joining the scheme. The applicant can change their credit or a debit card details by accessing their online account.

If the applicant did not opt for auto renewals they must access their online account prior to the expiry date and renew their annual subscription,

Failing to renew means – o The individual’s subscription will be cancelled

automatically. o The employer will be unable to make further status

checks on the Certificates associated to the subscription.

o The individual will be required to submit a new application and apply to join the update service if they wish to rejoin.

Once subscribed, the individual will be able to Maintain their Subscription Details:

o Update Contact Details allows the individual to amend their current address, mobile telephone number and email address.

o Subscription Management allows the individual to change payment details, cancel subscriptions or view/remove applications.

o Add Disclosure allows the individual to add a new application to their update subscription.

o Audit View allows the individual to view the most recent employer activity, listing the ten most recent employers making a check of their update status.

How the process will work – applicant (using the certificate number):

The applicant can apply to join the update service once they have received their certificate. The applicant will have 14 calendar days from the date of certificate issue to do this. Once they have received their certificate, within 14 calendar days, the applicant should log on to the update service and enter the certificate number, together with some other personal details, to apply to join the update service.Online payment via a credit or debit card will be required at this point. The applicant can opt for an auto annual renewal at this stage. The fee is yet to be confirmed.

The applicant will receive a unique ID number, which should be retained and kept safe at all times. Important: This number should not be shared with anyone. This number will be used by the individual to access their online account.

The employer will be able to log on to the update service and check if any new information has come to light since the certificate was issued.

The applicant will be notified by email that their annual subscription to the service is up for renewal 30 days prior to expiry.

If the applicant opted for auto renewals, they will be informed of when the payment will be taken automatically from the credit or debit card details used when joining the scheme. The applicant can change their credit or a debit card details by accessing their online account.

If the applicant did not opt for auto renewals they must access their online account prior to the expiry date and renew their annual subscription,

Failing to renew means –

o The individual’s subscription will be cancelled automatically.

o The employer will be unable to make further status checks on the Certificates associated to the subscription.

o The individual will be required to submit a new application and apply to join the update service if they wish to rejoin.

Once subscribed, the individual will be able to Maintain their Subscription Details:

o Update Contact Details allows the individual to amend their current address, mobile telephone number and email address.

o Subscription Management allows the individual to change payment details, cancel subscriptions or view/remove applications.

o Add Disclosure allows the individual to add a new application to their update subscription.

o Audit View allows the individual to view the most recent employer activity, listing the ten most recent employers making a check of their update status.

Customer engagement Q&A

When will the new online update service launch?The proposed implementation date is early 2013.

When will you be engaging with customers?The CRB is conducting a programme of customer engagement, targeted at key stakeholders. The first stage of this engagement will take place in January 2012 and invitations have been issued in December 2011.

How do you plan to do this?The CRB will conduct a programme of customer engagement, using various channels to:

• Provide an update on progress and background information to the service;

• Provide an outline of the new service;• Establish potential up-take of the new service; and

provide an opportunity for you to understand the process and ask questions/raise concerns.

Why aren’t all customers invited to provide input?This is a targeted exercise to establish what customer behaviour may be in using the update service and is not a consultation exercise. The CRB is therefore involving an appropriate sample of Registered Bodies and applicants to represent the views of the CRB customer base.

Who will you be asking for input? The established Consultative Group networkTop 200 Registered BodiesOther Registered BodiesDepartment of Education Department of HealthRegulator and Keeper of RegistersA sample of CRB applicants

What will you do with findings?We will be able to establish customer usage of the service which will help the CRB to plan for any changes in future volumes for CRB checks.

Will we be able to influence the new system?It is a customer engagement and you will not be able to influence how the update service will operate. Your customer feedback will assist with messaging, guidance development and the customer interaction with the product.

If the process is already agreed, what is the point of engaging with us?This customer engagement will help us to forecast demand and establish potential up-take of this new service.

Will we have a chance to test the service before it goes live? As the process develops over the next year, we plan to include an opportunity that will allow key stakeholders to test the product before it is finalised. There will be further opportunities for engagement as we work to develop and deliver the new service.

How many people are likely to use the service?We anticipate that demand for the new service will reach five million over a five year period. This customer engagement will help us validate those assumptions, to forecast demand and establish potential up-take of the new service.

Until this new service is introduced, is it business as usual for the CRB? Yes, in the meantime it is business as usual for the CRB. Please continue to make your applications for CRB checks via the usual channels.

Where can I find out more information?As soon as more information is available the CRB will let our customers know through the website and CRB News, our Customer Newsletter, in the meantime it is business as usual.

Will the move to the new Disclosure and Barring Service have any effect on this new service?No, the timeline for transition to the new Disclosure and Barring Service (DBS) is November 2012. This new update service will be developed in parallel with the move to the new organisation.

Process Q&A – Applicants

Why am I expected to pay an annual subscription in addition to the cost of my CRB check? Should you choose to subscribe to the service (or are advised to do so); an annual fee will be required. The level of fee has not yet been agreed but will be lower than the fee for a CRB check. The update service will reduce bureaucracy (without diminishing public protection) and will make it easier for people to change roles and employers within the same sector for which the check was issued, without automatically needing a new check. This will ensure that CRB checks are, in effect, portable and so reduce the need for multiple checks. The subscription fee will be more cost effective than applying for multiple CRB checks.

What will I have to do to be part of the update service and how do I apply?You must keep a note of your application reference number. Once you have submitted your application for a CRB check, for a modest additional annual fee, you will be able to go online to join the new update service. You will be provided with a unique ID reference. This ID reference is to manage your account and should not be given to any other individual/organisation.You can then consent to allow organisations to carry out an online check to see if any new information is available. This will be possible only if you provide a certificate, associated reference details and your personal data to the organisation.

Can I apply once I have received my completed certificate?Yes, but there is a time limit in which you can do this. Using your certificate number, you will have 14 calendar days, from the date of issue, to go online and join the new update service. You will be provided with a unique ID reference that you will be able to provide to organisations together with your completed certificate.

Does this mean that I may only ever need one CRB check?Yes – You may only require one if you are continuing to work in the appropriate sector for which the check was issued, and no new information comes to light. If you are working with children, you may use it to apply for another job working with children. Similarly, if you are working with vulnerable adults, you may apply for another job working with vulnerable adults using the same certificate. The organisation can carry out a status check to establish if any new information has come to light since your last certificate was issued. If you are moving

to a workforce not covered by your current certificate or a different level of check is required, a new certificate will need to be sought.

What information will my employer be able to see if new information is known?When your employer logs onto the online update service to request a status check, the check will highlight that ‘new information’ is known. It will not detail what it is, but the employer will be able to request a new CRB check to obtain full details.

Who will be able to view my information?You will have to provide your consent, which in the majority of cases will be to the employer or organisation, to carry out an online status check. To see if any new information is available, you will need to provide them with a completed certificate. You will be able to view which organisations have performed an online status check on your certificate via your online account.

Will the update service notify my employer if I commit an offence or become barred? No. The update service will not notify the employer. The next time your employer logs onto the system to request a status check, the check will highlight that ‘new information’ is known. It will not detail what it is, but the employer will be able to request a new CRB check to obtain full details. The onus is on the employer to adopt appropriate HR/vetting processes and periodically to conduct status checks in line with the organisation’s re-checking policy. However, the police have common law powers enabling them to inform an employer where they suspect the commission of a crime or need to protect the public. The purpose of the update service is to provide a proportionate and fair system that provides information where appropriate, and balances the need to protect and respect individuals’ privacy.

If a conviction is removed from my criminal record, will a Status Check reveal this?No. If a conviction is removed from the Police National Computer this will not be revealed on a status check.

Can I refuse to join the service?The CRB will not mandate anyone to join the scheme.

What if I lose my unique ID reference number, what shall I do?You should contact the CRB on 0870 90 90 811 to request a new ID reference number.

How secure is this process and will my details be safe?The online update service will be deployed onto the secure accredited CRB e-platform and will therefore inherit the security qualities it provides.

Is anybody allowed to apply to subscribe?

An individual can only join if they are applying for a CRB check, or are in receipt of a CRB certificate that has been issued in the last 14 days. There are some limited instances where the subscription will not be available for example, if you require a manual Disclosure.

I already have several convictions; will I be able to join the scheme?Yes.

Where can I find out more information? The CRB will be providing regular updates via the Website and other appropriate channels when there is further information to convey to our customers.

Process Q&A – Registered Bodies

As an organisation/employer, what will I have to do?The applicant will present an existing CRB certificate and a unique ID reference number, allowing the organisation to check online to see if the applicant’s status has changed since the certificate was issued. It is the responsibility of the organisation to undertake the online status check to establish if any new information is known. If, as a result of the check, the response advises that ‘new information’ is known, the organisation can request that the applicant applies for a new CRB check in order to obtain the full details. If there is no new information known, the organisation will not need to incur the expense of a further CRB check.The online status check can be used as frequently as the organisation wishes.

What information will I be able to see if I do an online status check?When you log onto the online system, if the applicant’s status has changed the check will highlight that ‘new information’ is known. It will not detail what it is, but you can request a new CRB check from your employee to obtain full details.

How often should I carry out an online status check?It is the responsibility of the employer to adopt appropriate HR/vetting processes and periodically to conduct status checks to establish if any new information is known. The online status check can be used as frequently as the employer wishes but must obtain the consent of the individual to do so. Consent should be obtained when the individual originally presents their certificate.

Does this mean that I only need to ask the applicant for a CRB check once?Yes – you may only require one check provided the work is in the appropriate sector for which the certificate was issued. If

the applicant is working with children, the certificate can only be used to apply for another job working with children. Similarly, if the applicant is working with vulnerable adults, the certificate can only be used for another job working with vulnerable adults. If the status check reveals that ‘new information’ is known, you may wish to ask the applicant to apply for a new CRB check to obtain the full details. If the individual is moving to a workforce (children or vulnerable adults) not covered by their current certificate, or if a different level of CRB check is required (moving from Standard to Enhanced), then a new certificate will be required.

Will I be alerted automatically if an individual’s criminal record changes?No, the next time you log onto the online update service to conduct a status check, the check will highlight that ‘new information’ is known. It will not detail what it is, but you can request a new CRB check from your employee to obtain full details. The onus is on the employer to adopt appropriate HR/vetting processes and periodically to conduct status checks in line with the organisation’s agreed re-checking policy. However, the police have common law powers enabling them to inform an employer where they suspect the commission of a crime or need to protect the public. The principle of the update service is to provide a proportionate and fair system that provides information where appropriate, and balances the need to protect and respect individuals’ privacy.

What should I do if a status update highlights that new information is available?If ‘new information’ is known, you may wish to ask the employee to apply for a new CRB check to obtain full details, and/or first ask them to explain what has changed.

Should I take immediate action if I know that new information has come to light?It is the organisations’ decision whether to take any action if new information is known. The purpose of the introduction of the new service is to provide a proportionate and fair system that provides information where appropriate but allows organisations to make decisions about how they manage their own employment processes. Within this context it is the organisations’ decision as to how they manage any perceived risks.

How secure is the new updating system?The online update service will be deployed onto the secure accredited CRB e-platform and will therefore inherit the security qualities it provides.

Where can employers find more information?

As soon as more information is available the CRB will let our customers know via the website and CRB News. In the meantime, it is business as usual.

Does the new online update service have any impact on the existing Notifiable Occupations Scheme?No – the new service has no impact on the existing Notifiable Occupations Scheme.

What consultation has there been about the new online update service?There has been extensive engagement with CRB customers and others about the benefits of introducing a portable disclosure service. There has been a consistent call for it from CRB customers and over the past few years, it was one of the most popular items on the Cabinet Office ‘Your Freedom website’ last summer. It was also requested by many of those contributing to the VBS and Criminal Record reviews.

Will you consult on the fee for the new online update service?We have still to decide. We will of course abide by the Government guidance on the steps which should be followed when introducing a new fee.

Will volunteers be required to pay to join the update service?The Government is also committed to reducing the barriers to volunteering and regular Criminal Records Bureau checks will remain free of charge for volunteers. The opportunity to opt into the new online update service is voluntary and the decision on whether volunteers will have to pay for the new service is still under consideration.

Questionnaire – Make sure you have your say!

Following your attendance at the engagement event, it is very important to the CRB that you let us know your opinion of the new online update service. In particular, we need to know future usage and uptake of the service to help us plan ahead.

For this purpose, we need you to complete an online questionnaire.

The details below are what you will be provided with when logging on to the online questionnaire after your attendance at the chosen event.

Important – This site is being hosted by the Home Office and full details of how to access will be provided on the day of the event.

Questions for Organisations

The Criminal Records Bureau (CRB), working with the Home Office (HO) and the Independent Safeguarding Authority (ISA) is developing an update service which will make CRB checks more portable by providing organisations with the ability to check whether there has been a change to the information which appears on an individual’s current check. You will have received a communications pack from the CRB and an invitation to attend a briefing session on the new service. Now that you have had the opportunity to read the briefing pack and attend the briefing session we would like you to complete the questionnaire below. Your responses will help the CRB to determine initial usage of the service which will in turn help them to set the appropriate level of fee. Any responses provided will be used to determine the usage and potential impact of the new and future service.Please note:

For the purposes of these questions we have referred to the update service by the acronym CRSC (Criminal Record Status Check) which is the current working title. This title may be subject to change before the service is launched.

Where references are made to employment this includes those in volunteer roles unless otherwise stated.

CRB Checks mean Standard Criminal Record Checks and Enhanced Criminal Record Checks issued by the CRB but do not include Basic Checks issued by Disclosure Scotland

The following questions will help us to understand how you use our current service and the sector you represent. We will use this information for administrative purposes only and may use the volumes you provide to cross reference with your answers in other sections to enable us to analyse potential behaviour across sectors and workforces.

A. ABOUT YOU/YOUR ORGANISATION 1. Please choose which description best describes your

organisation: A Registered Body who submits CRB checks for your own

organisation A Registered Body who performs an umbrella service for

clients A client organisation who submits applications to CRB

through an umbrella service

2. What is your Registered Body number or the number of the Registered Body that you submit your checks through?

RB Number

3. How many people do you employ who are eligible for a CRB Check?

Current number of employees who are eligible

4. How many CRB checks do you undertake annually? Number of checks

4.1. Do you currently submit applications for free CRB checks for voluntary positions? YES NO

4.1.1. If yes, what proportion of the checks you submit are for voluntary roles?

Percentage of checks

5. What workforce(s) do you or will you process applications on behalf of?

Children Vulnerable Adults Children and Vulnerable Adults Other

6. What sector do you or will you primarily process applications on behalf of?

Care Charity/Voluntary Childcare Commercial Drivers Education Foster Leisure Medical Religion Security Social

7. How often do you undertake re checks on employee criminal record checks?

Never Every year Every two years Every three years Other – please specify

8. Approximately how long does it take you to complete a single CRB application form? (this should be the average total working time in hours/minutes by the applicant, evidence checker and counter signatory) Hours/minutes

The following questions will help us to understand how you are likely to use the new service once it has been launched. You can find more information on this service in the communications pack we sent to you in January.

B. HOW YOU WILL USE CRSC

9. How likely, if at all, will your organisation be to use CRSC? Very Likely Fairly Likely Not Very Likely Not at All Likely Don’t know

10. Will you strongly encourage new employees (who are not yet registered for the service) to register for CRSC upon appointment? YES NO

11. Will you strongly encourage existing employees (who are not yet registered for the service) to register for CRSC? YES NO

11.1. If YES, will you encourage this As soon as CRSC is available Within the first 6 months Within the first 12 months When the re-check period (if you have one) for a

certificate is reached Other - please state

12. If CRSC was provided free of charge to volunteers, would you encourage its use? YES NO

13. If there was a charge for CRSC for volunteers, would you encourage its use? YES NO

14. Will you accept a previous CRB check with an online check of CRSC for new employees? YES NO Don’t know

14.1. If your response is NO, will you always insist on having a new CRB check?

YES NO

14.1.1. If your response is YES is this because: I want to know that the CRB check is genuine I don’t need to do re-checks so a one-off CRB

check is fine I don’t want to use a new service, I am happy with

the current one Other please specify

14.2. If your response is ‘Don’t Know’' is this because: I don’t know enough about the service to decide at

the moment I need to understand the cost implications to

decide Other please specify

15. How often will you check to see if new information is available? Daily/Weekly Every 3 months Every 6 months Every 12 months Other – please specify

16. If there is an indication that new information exists will you always request a new CRB check? YES NO

The following questions are about how you currently pay for CRB checks for your employees and whether you intend to take a different approach with payment for the new service. We will use this information to help us to understand your tolerances with regard to any fee set and whether or not this will influence the number of people using the new service.

C. FEES

17. Do you currently pay for employee CRB checks? YES NO

18. If YES, would you also pay for employee subscriptions for the CRSC? YES NO

19. If NO, would you consider paying for employee subscriptions for the CRSC? YES NO

20. If the subscription charge for the CRSC is less than or equal to the amount that you currently pay as part of your usual re check cycle for CRB checks would you be willing to use this service? YES NO

The following questions are about the potential benefits that the new service may bring to your organisation. Your responses will help us to understand what is important to you and how you are likely to use the service in the future. They will also help us to identify any potential barriers to you using the service which will help us to address any concerns.

D. BENEFITS

21. The following areas have been identified as potential benefits of the new updating service. Which do you think will benefit your organisation? Please tick all that apply. Reducing the requirement for an individual who works for

more than one organisation to apply for multiple CRB checks Reducing the requirement for repeat applications for CRB

checks for existing employees Reducing the time spent completing application forms Reducing the costs of completing application forms Reducing the costs of submitting re check applications Reducing bureaucracy Increase in safeguarding by increasing speed of status checks Increasing safeguarding by increasing frequency of status

checks Increasing flexibility of the workforce Faster staff engagement None of the above Other please specify

22. If you use the CRSC would you change your re-check policy to include CRSC as a preferred option? (if you have one) YES NO Don’t know Don’t have a re-check policy

23. Do you have any further comments about the CRSC which could lead to you choosing not to implement it within your organisation? Please comment below.

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

24. Do you have any further comments about the CRSC which could lead to you choosing not to promote it within your organisation and across your client base? Please comment below.

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Your historical volumes of CRB checks: In order for you to provide the CRB with the most accurate information about your possible usage of the new update service and projected volumes, the CRB have provided you with details of how many CRB checks you have submitted over the past three years. This also includes the number of volunteer applications submitted.

Please note: the document containing your historical volumes of CRB checks has been sent as an attachment with the email containing this briefing pack.

The CRB hopes you enjoy the engagement event and we look forward to welcoming you.

criminal records status check (crsc) - web viewrecommendations 2 and 3 of ... the police have common...

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