After logging in to your DBS application online, you will be required to answer a simple questionnaire regarding your current address and ID documents. This will determine how your ID check will be carried out.
Please note: The ID check is not the actual DBS application. You have to complete the DBS application online separately to the ID check.
Acceptable ID Documents
Check which nationality category you fall under so that you know what ID documents you will need to provide:
Please note that your full legal name must be spelled correctly on all documents for them to be acceptable for DBS ID-check purposes.
How and when to provide your ID documents
There are different arrangements for applicants depending on where you live and the ID documents you have available. Please see below for further details.
Digital ID Check
To be eligible to carry out a Digital ID check you must have a current UK address and one form of photo ID such as a Passport (any nationality). All ID documents must be in-date and valid and be in your full current legal name (see above 'Accepted ID Documents' lists). Please Note: If you are currently living outside of the UK then you may not be able to complete a Digital ID check and will have to complete a Manual ID check.
We recommend logging into your DBS application portal on a laptop/computer, however please be aware that you will need a smartphone to complete the Digital ID check. If you require any assistance, please contact the DBS Team by email: dbsapply@cumbria.ac.uk or by phone: 01228 242914 or 01228 242928.
Please Note: We are not able to submit your DBS application until both the DBS and Right to Work ID check have been completed. Please be aware that your Right to Work Clearance Check will remain outstanding on your student record until you have completed your registration.
Please see the steps below for how to complete a Digital ID check as part of your DBS application:
1. Answer the eligibility questions
When you initiate your DBS application online, you will be asked the following questions:
Do you have a current UK address?
Do you have a UK or Irish Passport?
Do you have a View and Prove share code?
If you answer ‘YES’ to ‘Do you have a current UK address?’ the system will advise that you may be able to achieve a Digital ID check for your DBS application.
Please Note: If you indicate that you do not have a British or Irish Passport, or a View and Prove Share Code, you will not be able to achieve a Digital Right to Work check and you will need to contact the DBS Team to complete an in-person Right to Work ID check.
2. Download the Atlantic Data Digital ID app.
If you are eligible for a Digital ID a QR code will be displayed. Scan this screen using the camera on your mobile phone. This will take you to your Apple App Store/Google Play Store and you can download the Atlantic Data Digital ID App. If you are using the app for the first time you will need to complete the registration process to make an account.
3. Select what Photo ID document you want to use.
Once you have completed the registration process. In the app select ‘create Digital ID’ and here you will be asked to select your ID document(s).
To be eligible for a combined Digital DBS and Right to Work ID check, you must have an in-date and valid UK Passport or Irish Passport or be able to provide a valid View and Prove Share Code.
You may still be able complete a Digital DBS ID check using alternative Photo ID (see list above), but you will also be required to provide further proof of address e.g. UK Council tax statement, utility bill, or bank statement.
All ID documents must be in-date and must be in your full current legal name (this must match the name listed on your DBS application. If any of the details on your DBS application are incorrect, please contact the DBS Team before completing your Digital ID check.
4. Scan your ID document(s).
Using your phone camera, you will take a picture of your Photo ID e.g. your Passport. Make sure the photograph is clear and that all the information on your ID can be easily read. The Atlantic Data Digital ID app will ask you to confirm that the details it has captured from your ID are correct e.g. correct name, date of birth, Passport number etc.
The Atlantic Data Digital ID app will then need to scan the chip in your ID document. On your phone screen, it will show you where to lay your phone on top of the ID. For example, if using a UK Passport, you will need to close your passport and the phone screen will show where to lay the phone so that it can scan the chip. You may need to move your phone slowly over the ID until it finds the chip, and a pop up will appear telling you once it has started its scan.
5. Complete the Liveness check.
A liveness check is required to confirm your ID. You will need to take a photograph of yourself which the Atlantic Data Digital ID app will use to confirm you match the photograph on your ID. You will then need to confirm your current UK address. Type in your Post Code and then select your address from the drop-down list.
Once your ID and address have been checked, you must read and accept the declaration to submit your Digital ID. Please Note: Where you have used a UK Passport or Irish Passport the Atlantic Digital ID App will check your ID for both the DBS application and for your Right to Work in the UK.
6. Digital ID Result.
There are four possible results that you may see appear on your screen:
Digital DBS ID Issued: You have successfully achieved a Digital ID result for only the DBS ID Check. You now need to move to step 6. Please note: the Digital ID app will advise that your Right to Work ID was unsuccessful, please contact the DBS Team to complete an in-person Right to Work ID check.
Digital DBS & Right to Work ID issued: You have successfully achieved a Digital ID result for both the DBS and Right to Work ID Check. You now need to move to step 6.
Digital ID Under Review: This means that your ID documents need further review before a Digital ID result can be issued. Please keep an eye out on your emails, as our Digital ID support team may be in touch with you if they need further information (such as further evidence of your UK address) before your Digital ID can be completed.
Digital ID Failed: This means that your ID has not met the requirements for the Digital ID check, and you now need to log back into your DBS application portal to complete a ‘manual’ ID check. For students living in the UK, please see ‘Post Office ID checks’ below. For students living for applicants living in the Isle of Man; Channel Islands; Isles of Scilly and all overseas countries, including Republic of Ireland see ‘Overseas Professional Verifier ID Checks’ below.
7. Share your Digital ID result with your online DBS application.
If your Digital ID has been issued, you now need to go back into your online DBS application portal. A QR Code will be displayed on-screen which you need to scan using the camera on your mobile phone to share your Digital ID. You will need to complete a second liveness check to verify that you match the Digital ID being shared.
The system will then bring up your Digital ID result, and you will be asked to confirm that the name from your Digital ID profile matches the name your DBS application was initiated under.
8. Complete the rest of the online DBS application.
Once your Digital ID has been shared, you should then read through the consent statements and will be asked to complete the remainder of your DBS application. This includes providing your full name history (where relevant) and 5-year address history.
Information and support on completing the Digital ID check are available via the DBS application system when you log in. This will be displayed within your disclosure application website portal, to view the step-by-step guide click on ‘Your Account’ button which displays your name on the right-hand side and then select ‘Information’. The Digital ID guide can be found under ‘Account Information’.
If you have any queries, please contact the DBS Team by email: dbsapply@cumbria.ac.uk or by phone: 01228 242914 or 01228 242928.
Post Office ID Check – For applicants currently living in mainland UK or 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 need to select a minimum of 3 original ID documents (please see 'Acceptable ID documents' lists above) which will be used to verify your identity. Please ensure you check all of your information in the DBS application, as this cannot be edited once you have submitted the online application form.
2. Receive your Post Office Referral letter.
At the end of the online DBS application, you will be asked to input your post code. The system will use this to pull up a list of Post Offices near you which offer the correct DBS ID checking service. You will need to select from the drop-down which of the Post Offices you would like to go to for the ID check.
The DBS application system will then generate your Post Office Referral letter and you will recieve this in an email. Alternatively, you can also download your Post Office Referral letter from the DBS application system.
3. Take your original ID Documents to the Post Office
You must now take the same original ID documents that you selected in your DBS application to the Post Office to have them verified (these documents will be listed on the Post Office Referral Letter). 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.
The Post Office will scan the QR code on your Post Office Referal Letter and will carry out the ID check. If your ID check is successfull, this will be updated into our DBS system automatically. If you have any difficulties with your identity verification at a Post Office, please email the DBS Team
4. Complete your Right to Work ID check.
Before your DBS application can be submitted to the DBS for processing, we will need to confirm your Right to Work in the UK. For students who have been unable to complete a Digital ID check, or who have chosen not to complete a Digital ID check, please contact the DBS Team to complete an in-person Right to Work ID check.
Overseas Professional Verifier – for applicants living in the Isle of Man; Channel Islands; Isles of Scilly and all overseas countries, including Republic of Ireland
You can have your ID documents verified by an appropriate professional person local to you (a list of accepted professionals is provided on the 'Applicant Identity Verification Form). This must not be a member of your family or other relative. Please contact the DBS Team if you need any assistance with this process.
The order of actions for you is:
1. Complete the online DBS application.
You will need to select a minimum of 3 original ID documents (please see 'Acceptable ID documents' lists above) which will be used to verify your identity. Please ensure you check all of your information in the DBS application, as this cannot be edited once you have submitted the online application form.
2. Receive your Applicant Identity Verification form.
At the end of the DBS application you will need to download and print out your ‘Applicant Identity Verification Form’ 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 your original ID documents to a Professional Verifier
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. The ID documents will be listed on the ‘Applicant Identity Verification Form’, along with a list of accepted professionals. 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.
The professional completing your ID check needs to fill in their details on the 2nd page of the ‘Applicant Identity Verification Form’.
4. Return your completed Applicant Identity Verification Form.
Once you have had your ID verified, you must scan and email both pages of your Applicant Identity Verification Form to dbsapply@cumbria.ac.uk so that we can update your DBS application.
5. Complete your Right to Work ID check.
Before your DBS application can be submitted to the DBS for processing, we will need to confirm your Right to Work in the UK. For students who have been unable to complete a Digital ID check, or who have chosen not to complete a Digital ID check, please contact the DBS Team to complete an in-person Right to Work ID check.
