1. Introduction

1.1. Many of Adcock’s clients are hospitals, schools, care homes and similar organisations that work with

1.2. children or vulnerable adults. These clients have safeguarding responsibilities and as such are legally obliged to ensure that people who work on their premises do not pose a threat to the people in their care.

1.3. Due to this obligation, many of our clients may require that our engineers or other staff who work on their premises have had criminal record checks.

1.4. Adcock therefore has a policy of automatically conducting Criminal Record Checks for all new employees who have access to client premises. Repeat checks are conducted every 4 years for existing employees.

1.5. Examples of roles to which this policy applies are as follows:

• Engineers (including trainees and assistants)

• Contracts Engineers / Managers

• Sales Engineers / Managers

• Service Managers

• Branch Managers

1.6. This list is not exhaustive and checks may need to be conducted on other roles due to customer need.

Adcock's Obligations

1.7. As an organisation using the Enhanced Disclosure and Barring Service (DBS) service to assess applicants' suitability to work with clients with safeguarding responsibilities, Adcock complies fully with the DBS Code of Practice and undertakes to treat all employees fairy.

1.8. We will not discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

1.9. A Disclosure will only be requested where one is both proportionate and relevant to the position concerned.

1.10. For those positions where a Disclosure is required, we encourage employees who have unspent criminal convictions to discuss these with the HR Manager confidentially. We guarantee that this information will only be seen by those who need to see it as part of their responsibilities. These need only be “unspent” convictions as defined in the Rehabilitation of Offenders Act 1974.

1.11. Having a criminal record will not necessarily bar an individual from working with us or impact their future opportunities with us. This will depend on the nature of the position and the circumstances and background of offences.

1.12. No documentation such as DBS Certificates, ID Documents or documents detailing criminal records will be kept unnecessarily. This applies to both electronic and paper based copies.

1.13. CAS (Community Action Suffolk) are an Umbrella Body who process DBS applications on behalf of Adcock through an online portal. CAS are also subject to the DBS Code of Practice.

1.14. A copy of the The DBS Code of Practice can be requested from HR. Alternatively it can be accessed at

1.15. https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/143662/cop.pdf.

OUR EMPLOYEES’ OBLIGATIONS

1.16. When our employees work on client premises they are representatives of Adcock. This makes them.

1.17. equally responsible for ensuring that clients with safeguarding responsibilities can trust that representatives from Adcock are authorised to work on their premises. So that we can reassure our clients that all relevant employees have DBS checks, we would ask our employees to comply with the following:

1.18. Complete the DBS application and provide full proof of ID as soon as possible after receiving the request to do so. This will avoid any unnecessary delays which can sometimes result in the company not being able to do work for a client due to a lack of staff with valid DBS checks.

1.19. If an employee notices that their DBS certificate is more than four years old, we request that they inform their manager as soon as possible so that a new check can be done.

1.20. Line managers are responsible for ensuring that their staff are suitable for the work that they are undertaking. This includes ensuring that staff attending customer premises comply with the requirements of that client in relation to criminal record checks. Managers should therefore ensure that they:

• Keep track of their staff DBS checks, ensuring that all staff have current and up to date checks in place. 
• Branch Managers are responsible for checking ID Documents as detailed below.
• Ensure that employees who have been asked to complete DBS checks do so without delay.

ID Checking

1.21. Once an employee has completed his / her DBS application online they will need to provide documents as proof of Identity. These can be provided to the branch manager who will check the documents and send copies to HR.

1.22. Restrictions:

• Documentation must be original and current. No photocopies will be accepted.
• No documentation printed from the internet will be accepted (eg. Internet bank statements)
• All documents must be in the employee’s current name.
• At least one document must confirm the employee’s date of birth.
• At least one document must contain the employee’s current address.

1.23. Use the diagram and document list below to determine which of the documents will need to be provided. All applicants must try to use Route 1 before resorting to Route 2. If an applicant can only use Route 2, Adcock must use an external ID validation service to check the applicant against their records to establish the applicant’s name and living history footprint. This will be conducted by HR.

Can you provide any documents from group 1?
Yes	No
Route 1 3 documents must be seen 1 document from group 1; and 2 further documents from group 1, 2a or 2b; one of which must verify your current address.	Route 2 3 documents from group 2 consisting of 1 document from group 2a; and    2 further documents from group 2a or 2b; one of which must verify your current address. External ID validation service applies.

GROUP 1: PRIMARY IDENTITY DOCUMENTS 

Document	Notes
Passport	Any current and valid passport
Biometric Residence Permit	UK
Current driving licence photocard – (full or provisional)	UK, Isle of Man, Channel Islands and EU
Birth Certificate – issued at the time of birth	UK and Channel Islands – including those issued by UK authorities overseas, e.g. embassies, High Commissions and HM Forces
Adoption Certificate	UK and Channel Islands

GROUP 2a: TRUSTED GOVERNMenT DOCUMENTS 

Document	Notes
Current driving licence photocard – (full or provisional)	All countries outside the EU (excluding Isle of Man and Channel Islands)
Current driving licence (full of provisional) – paper version (if issued before 1998)	UK, Isle of Man, Channel Islands and EU
Birth Certificate -issued after time of birth	UK and Channel Islands
Marriage/Civil partnership certificate	UK and Channel Islands
HM Forces ID Card	UK
Firearms licence	UK, Channel Islands and Isle of Man
All driving licences must be valid.

GROUP 2b: FINANCIAL AND SOCIAL HISTORY DOCUMENTS 

Document	Notes	Issue date
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 account opening confirmation letter	UK	Issued in last 3 months
Credit card statement	UK or EEA	Issued in last 3 months
Financial statement, eg pension or endowment	UK	Issued in last 12 months
P45 or P60 statement	UK and Channel Islands	Issued in last12 months
Council Tax statement	UK and Channel Islands	Issued in last12 months
Work permit or visa	UK	Valid up to expiry date
Letter of sponsorship from future employer 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, eg Child Benefit, Pension	UK	Issued in last 3 months
Central or local government, government agency, or local council document giving entitlement, eg from the Department for Work and Pensions, the Employment Service, HMRC	UK and Channel Islands	Issued in last 3 months
EU National ID card	-	Must still be valid
Cards carrying the PASS accreditation logo	UK 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

If applicants are unable to provide any of the documents listed above, please contact HR.