E-Bulk Training for Beginners Diocese of Sheffield First follow safer recruitment process interview, job application, references then Self-declaration Form This asks: About criminal convictions If subject police investigation Allegations to Social Services Cause for concern Why use a Self-declaration form? Part of a robust recruitment process required by the DBS Helps to be open and honest Helps applicant to understand the information that may be revealed Helps you make the recruitment decision BEFORE you process the disclosure Helps deter unsuitable workers Why is this important? Applicant very angry with organisation threatening legal action as didn t know that this sort of information would be revealed on a certificate If no self-dec completed no opportunity to assess applicant s honesty! Phishing for information Applicants (How to make an application form) The Applicant will need to click on the orange box to complete an application form details in the Ebulk Guide for Applicants 1
You as the Recruiter should provide the applicant with the Ebulk Guide for Applicants, Organisation Reference number and a Password, which will be emailed to you. The applicant will now be able to start their application form by entering in their personal details. If the applicant has lived at their current address for less than 5 years then they must give their previous address details until they have covered the past 5 years. The applicant will now need to provide their place of birth and nationality at birth. If they have been known by any other names, they must provide these details and the dates to and from. The Applicant now needs to enter their role in the Position Applied For. 2
The applicant should now review their application details amending if and where necessary. Form complete now arrange the I.D check Recruiters (Checking the Applicants I.D) Recruiters have your Recruiters Guide for Ebulk ready & login via the green box Enter your login details. For First time users only Enter your password. Set your own password and save your date of birth. 3
For first time users only Click on Dashboard in the task bar. Click on Waiting ID Check and Section Y. Check everything! Click on the reference number Check ID Log ID 4
Check all ID against personal details on form Enter Yes for Current Address Checked and Date of Birth Checked before you are able to click Save. Please leave Cost Code / Personnel Number blank. Completing Section Y Lead Recruiter Only ID check complete Click on Approve 5
Flagged Applications Click on the Notes tab to view the query. Tracking an Application Lead Recruiters Only Click on Track Viewing the Results See Awaiting Applicant Certificate and Application Complete Certificate contains no information 6
Please wait to view applicant certificate - see before they take up their post. Special arrangements for scheme members Standard reports available Disclosure Application final part of the process! Remember final stage of the recruitment process What level of check do you need enhanced or enhanced with barred lists? Custom reports Barred Lists Can only be checked for those working in Regulated Activity (RA) Maintained by the DBS. If they have been barred they MUST NOT work with the relevant group/s; it is an offence to knowingly allow them to do so. It is also an offence for them to apply to work with those group/s If working in RA it will soon become law that they MUST have a check of the barred lists Done via Enhanced Disclosure by selecting the appropriate box In some circles this is called an Enhanced Plus check (not a DBS term) What is Regulated Activity? Regulated activity is work that a barred person must not do Someone who works in RA needs to have a check against the appropriate barred list/s It is against the law for organisations to allow someone to work (volunteer or paid) in RA if they know they are on the barred lists It is also an offence for a barred person to apply to work in RA 7
DBS Checks for those not in Regulated Activities If an applicant is not in RA but works with children and/or vulnerable adults then it is possible they are still eligible for an enhanced DBS check but without a check of the barred lists. It is the expectation of the Charity Commission, church denominations and most insurance companies that you apply for a DBS check where the applicant s role is legally eligible for one. DBS Checks for those not in Regulated Activities children If the worker is not in regulated activity, as long as they are a Trustee of a charity that works with children or the applicant works with children more than occasionally e.g. on a rota or intensively (over-night or 4 or more days in a 30 day period e.g. a holiday club) then they would still be eligible for an enhanced disclosure but without a check of the barred list. DBS Checks for those not in Regulated Activities adults at risk If a worker is not in regulated activity with adults they may still be able to have an enhanced check (without a check of the barred list). This would be applicable if they are a Trustee of a charity that works with adults at risk; or are working frequently or intensively with someone who is receiving health or social care services AND they are giving teaching, advice guidance, assistance etc to someone who needs help because of their age, illness or disability or live in certain types of accommodation such as a prison, remand centre, or residential care Always remember - supervision is On-site, physical supervision of a team member by a leader at all times Frequent & intensive is Working weekly; or 4 or more days in a 30 day period; or overnight (between the hours of 2am and 6 am) Over to you! On the following slides you will see some case studies for you to assess whether the workers will be in regulated activity. After deciding then think of your own organisation and what level of disclosure your workers need 8
Eligibility Case Study 1 John has volunteered with your organisation to become a youth worker. He will be part of the youth team each week, occasionally transporting children and helping out at weekends away Eligibility Case Study 2 The church is setting up a parent and toddler group. This takes part in the main hall with craft and singing activities in a separate room. The parents mainly supervise their own children but not at all times, particularly during the activities. Eligibility Case Study 3 Susan has volunteered with your organisation to visit housebound adults to assist with cleaning, shopping and driving. So will be working with adults at risk (as they need help due to either age, illness or disability) Examples of Job Roles Not Usually Eligible for a DBS Check Church Administrator IT Administrator (even if maintaining children s records) Treasurer / Finance Worker Church Flower Arranger Foodbank Worker Church Welcomer / Sides Person Choir Member Refreshment Server What if I still want to check a worker and they aren t eligible? You CANNOT request a DBS check if they are not legally eligible You could ask the applicant to apply for a Basic Disclosure (via Disclosure Scotland) You cannot ask the applicant to do the standard self-declaration form You can ask about unspent convictions Still confused? Speak to us at the end of this session Remember you can always check with your Diocese and us! 9