Providing your ID documents

All DBS applicants must submit three valid identification documents for the DBS ID check*

You must provide original documents for verification: photocopies, scanned copies or internet print-outs (e.g. internet banking statements or online utility bills) are not acceptable. For more information, please see our ID document guidance below: please ensure that you select the correct version of the guidance for your nationality (not your country of birth or current residency).

Please note that your name must be spelled correctly on all documents for them to be acceptable for DBS ID-check purposes.

Acceptable ID Documents

- Check which nationality category you fall under, so that you know what ID documents you will need to provide: 

Nationality UK & EEA

Nationality non-EEA: Acceptable ID Documents

Unsure about whether your country of nationality classes as 'EEA' for DBS purposes?

 EEA countries for DBS ID Check purposes

NB: The ID check is not the actual DBS application: you have to complete the application online separately to the ID check.

How and when to provide your ID documents

There are different arrangements for applicants depending on where you live and the most suitable option for you. Please see the table below and then go to the relevant section for your category in the following guidance.

Category A Category B Category C
Mainland UK & Northern Ireland UK/Northern Ireland applicants who are in receipt of an official 'high-risk' letter in connection with COVID-19; who have a member of their household in this category; or who are unable to get to a participating Post Office  Everywhere else
ID check at the Post Office Initial ID check via 'WeTransfer'; second check later required for verification of the original documents ID check by an appropriate professional local to you

 

School Direct non-salaried route applicants:

Your recruiting school may have already checked some ID from you at your interview, but this is unlikely to be sufficient for the DBS check. If you think that you did provide a complete set of three valid, original documents to your recruiting school please contact the DBS Team.  

Click your category below

Category A: Mainland UK & Northern Ireland

The Post Office offers more than one type of ID-checking service, so please be careful to check the Post Office link below for a branch that offers the service required, and note that you should not be asked to pay anything at the Post Office.

The order of actions for you is: -

  1. Complete the online DBS application. You will receive the link to do this in a log-in email that you should receive from our DBS system: the email will say ‘University of Cumbria DBS Application: Post Office ID Check’ in the subject line.
  2. At the end of this, print out your ‘Referral Letter’ before you log-out of your account. If you forget to do so and do log-out or close the browser, you can log back in later with the username in your DBS email and the password you created and click Print referral letter.
  3. Within 28 days, take the same 3 original ID documents (that you selected in your application) plus your Post Office Referral Letter to your nearest participating Post Office to have them verified. If you take different documents to the ones selected, the Post Office will not be able to complete the ID check and you will have to go back a second time.
     

Participating Post Offices

Not all Post Offices offer the correct DBS ID-checking service for our system. If you go to a branch that does not, they may carry out the wrong type of check instead (not compatible with our DBS system) and will charge you for this. The correct type of check ‘CRB & ID Verification Service’ does not require you to pay anything at the Post Office.

Please check the list at http://www.postoffice.co.uk/branch-finder?intcampaignid=homebranch2

  • enter your postcode or town;
  • from the ‘Refine branch services’ drop-down box, select ‘CRB & ID Verification Service’;
  • do not select 'CQC CRB ID Verification Service' or 'DBS ID Validation Service': neither of these is compatible with our DBS application and these would not allow your application to be progressed. A Post Office branch may offer one of these services but not CRB & ID Verification Service, which you need;
  • do not leave the 'Refine branch services' box unselected - even though it says it is optional. You must select which specific service you require for the branch finder to look for one that offers this. If you don't select CRB & ID Verification Service, it will simply show you your nearest Post Office branches, regardless of what services they offer.

If you have any difficulties with your identity verification at a Post Office, please email the DBS Team

After the ID Check 

The Post Office will scan the Referral Letter into our DBS system and return it to you for your reference with your documents. You do not need to take any further action unless we or the DBS contacts you with a query.

Category B: UK/Northern Ireland applicants who are in receipt of an official 'high-risk' letter in connection with COVID-19; who have a member of their household in this category; or who are unable to get to a participating Post Office.

If you live in mainland UK or Northern Ireland but it is not possible for you to get to a participating branch of the Post Office, you must contact us before doing anything, explaining your reasons for not being able to use the Post Office's service, so that we can consider your circumstances. Please bear in mind that Post Office branches offering the required service tend to be the larger ones: these are often open all day Monday-Friday and at least part of Saturday.

Please do not complete the online DBS application from the email link you will initially receive (that includes ‘Post Office ID Check’ within its subject line): if we can offer you an alternative ID-checking method, we will have to amend your DBS record to give you access to a different application-type. If you have already completed the application before getting in touch with us, you would have to complete a second application, after having your ID verified by us.

Who can request an alternative ID-checking method?

  1. Those in receipt of the official letter from the government designating you or someone in your household as being in the 'high-risk' category in connection with COVID-19;
  2. Those who may struggle, due to travel distances or their personal/work circumstances, to access a participating Post Office branch within its opening hours. 

Applicants in group 1: you will need to give us sight of the government 'high-risk' letter please via the secure 'WeTransfer' web platform. To do this, please go to https://wetransfer.com and follow the on-screen instructions: 

  • Upload your letter using the 'Add your files' link (the blue '+' sign button);
  • In the 'email to' field, please enter dbsapply@cumbria.ac.uk 
  • Enter your email address below;
  • In the 'Message' field, type 'COVID-19 letter';
  • Click the 'Transfer' button: unless you have an account, the site will email you a verification code to enter on-screen; 
  • Pick-up this verification code from your email; enter it where indicated; and click 'Verify';
  • Your file will be securely transferred to us and will be auto-deleted after one week. 
  • Scans or photos must be clear; legible; and we must be able to see the whole document clearly.

Applicants in groups 1 and 2: what ID documents do you need to provide? If we have responded to you informing you that we can use this ID-checking method, please now check the list of acceptable documents via the orange boxed links 'Acceptable ID Documents' towards the top of this page: you must choose the relevant guidance (UK & EEA or non-EEA) for your nationality. You then need to upload images of three original documents from this list. Please go to https://wetransfer.com and follow the on-screen instructions: 

  • Upload your files using the 'Add your files' link (the blue '+' sign button);
  • In the 'email to' field, please enter dbsapply@cumbria.ac.uk 
  • Enter your email address below;
  • In the 'Message' field, type 'DBS ID';
  • Click the 'Transfer' button: unless you have an account, the site will email you a verification code to enter on-screen; 
  • Pick-up this verification code from your email; enter it where indicated; and click 'Verify';
  • Your files will be securely transferred to us and will be auto-deleted after one week. 

Please also note the following: - 

  • Scans or photos must be clear; legible; and we must be able to see the whole document, including all text, clearly;
  • If providing your passport, we just need an image of the personal details (photo) page;
  • If providing your driving licence, we need an image of both the front and back of your photo card;
  • If providing a bank statement, utility bill or government letter, we just need the first page showing your name, address and the date that the document was issued.
  • If you have a government letter addressed to you indicating that you are in the 'high-risk' category in connection with COVID-19, you can use this as one of your pieces of ID, as long as it shows your current address and is dated within the last three months. 

In summary:

 The order of actions for any applicant whom we agree to switch into the 'WeTransfer' category is: -

  1. Contact the DBS Team to explain your circumstances and reasons for wishing to use this option; 
  2. If you have had a reply and we have agreed this switch, you must now provide sight of 3 original ID documents to the University via 'WeTransfer';
  3. Complete the online DBS application once you receive the email to do so: the email will say ‘University of Cumbria DBS Application-Part 2’ in the subject line. Please note that this email can only be sent after you have provided your ID documents.
  4. Once on-campus attendance becomes possible, we will contact you to arrange for you to bring your original 3 ID documents to us so that we can verify them. This can be done once you commence your course if it is not possible to do so before. 

Can I send my documents by post instead?

No: we are not able to offer this option, even under normal circumstances. In addition, University campuses are currently closed and staff are working from home. If you post ID documents to one of our campuses, it may be some considerable time before they can be returned to you. 

Category C: Applicants living in the Isle of Man/other British Isles; Republic of Ireland; all other countries

You can have your ID documents verified by an appropriate professional person local to you. This must not be a member of your family or other relative.

Examples of acceptable people are:-

  • Republic of Ireland: your local Garda office will normally do this
  • Teacher or lecturer (e.g. a member of teaching or academic staff at your school, college or university)
  • Medical professional
  • Solicitor or accountant
  • Police officer
  • If in France, your local Town Hall may do this

Other countries may offer other suitable alternatives. 

The order of actions for you is:-

  1. Complete the online DBS application from the link provided in the log-in email: the email will say ‘University of Cumbria DBS Application: Non-UK ID Check’ in the subject line.
  2. At the end of this, print out your ‘Referral Letter’ before you log-out of your account. If you forget to do so and do log-out or close the browser, you can log back in later with the username in your DBS email and the password you created and click Print referral letter.
  3. Take the same 3 original ID documents (that you selected in your application) plus your ‘Applicant Identity Verification Form’ to your chosen professional verifier to have your ID documents verified. If you take different documents to the ones selected, the person checking your ID will not be able to complete the ID check and you will have to go back a second time.

Please contact the DBS Team if you have any questions about this process. 

After the ID Check 

You must scan and email your ‘Applicant Identity Verification Form’ to dbsapply@cumbria.ac.uk for us to update your application. If the ID check meets the DBS’s requirements, you do not need to take any further action unless we or the DBS contacts you with a query. 

If you are unable to have your identity documents verified using the above method

We appreciate that the current situation around the coronavirus may make this process difficult for you. If you are in any doubt; you are not able to find someone to verify your identity; or you are not able to travel for this purpose, please contact us for further advice before doing anything. Please explain the reasons for your difficulties, so that we can consider your circumstances. 

If this applies to you, please do not complete the online DBS application from the email link you will initially receive (that includes ‘Non-UK ID Check’ within its subject line): if we can offer you an alternative ID-checking method, we will have to amend your DBS record to give you access to a different application-type. If you have already completed the application before getting in touch with us, you would have to complete a second application.

 

Edit Page