If you haven’t already done so, it would be worth reading the government guidance on completing document checks. SignMeUp only allows DBS checks to proceed via route 1.
Credit spend
Document checks can be done before or after the credit spend has been approved. If the document check is completed before the credit spend has been approved then it will need to be saved and when the credit spend is approved the form will also need to be submitted for processing. As a document checker you will need to notify the admin that there are checks which require credit spend authorisation - they will not be automatically notified. If the check is completed after the credit spend has been approved then the form can be submitted at the end of the document check.
DBS Dashboard overview
This area can be found in the ‘DBS checks’ section of the navigation bar. Here you will be able to see all of the volunteers who have volunteered for a role which has been set to require a DBS check (and are old enough to be checked). Only admins with full system access, volunteer permissions or DBS permissions will be able to view this area. Remember the information in this area is especially sensitive and the details should only be exported is absolutely necessary. Any exported data should be stored and destroyed in accordance with your organisation’s privacy and GDPR policy.
From the dashboard area you will be able to view all the volunteers who have registered to help at the event who require a DBS check, or complete actions on their DBS check.
‘DBS check status’ statuses
Contacting volunteers who require a check
If a volunteer requires a check but has yet to complete their form their DBS status will be ‘awaiting volunteer information’. They will have been sent an email containing a link with their DBS form and will receive two reminder emails, a week apart, to prompt them to complete their form. If after a couple of weeks their status is still ‘awaiting volunteer information’ it might be wise for an admin to contact them to remind them again to complete their form.
After a volunteer has completed their DBS form they will be shown the details of the DBS document checkers for the organisation (it will also be emailed to them). They will then need to get in touch with you (or one of the other checkers if your organisation has multiple people doing document checks). They will be sent two reminder emails if their DBS status in SignMeUp remains as ‘awaiting document check’ (if their application has not yet had the credit spend approved their status will show as ‘awaiting admin approval’). If after this time they have failed to contact a document checker then someone from your organisation will need to contact them.
Arranging a check
When arranging a document check with a volunteer it would be helpful to remind them which documents they stated they would be providing to make sure they bring the required documents. Details of the documents they said they would provide can be found within the ID Verification tab within their individual DBS check area.
If one of the documents they have said they will provide is a bank statement, then it is worth alerting them to the fact that this needs to be a copy printed by the bank and not one they have printed at home, as per the government guidance.
Completing a document check
When completing a document check you must be in possession of the original documents for the volunteer and it is best to complete the check face-to-face, but it can be completed via a live video link. You will also need access to SignMeUp so you can check the information which has been provided by the volunteer.
If at any time during the check you need to amend the details in the form (maybe they have provided different documents or made an error when inputting a reference number) you must alert the volunteer to the changes you make to avoid invalidating their declaration. There is an edit button at the top of the information summary and the documents section.
All the documents they show you must be in their current name, as entered in the form.
Use the documents the volunteer has provided to check the details entered into their form and that the photograph in their photo ID is a clear match. Once you have checked all the details in the form you need to declare that you have verified their name, date of birth and current address. You must complete the check boxes. If you are unable to verify one, or more, of these details then you will need to postpone the check and arrange to complete it at another time when the volunteer is able to provide enough documentation.
You will then need to state which documents you have verified. You must only select the boxes for the information you have verified.
The final step is to confirm that you have established the applicant’s identity and either save the form (if the credit spend hasn’t been approved) or submit the form for processing.
Once you submit the form for processing you will see this message;
Update service
It is worth encouraging the volunteer to register with the update service as this means their certificate can be used year after year, even if it is older than would normally be accepted by your organisation. For volunteers it is free.
They can register for the update service as soon as their certificate has been issued - SignMeUp will automatically send them an email with details of how to register for the update service. The will have 30 days from the date their certificate was issued to register it on the update service.
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