Guest Posted October 23, 2013 Share Posted October 23, 2013 Can someone tell me please what your setting does regarding keeping details about dbs info... do you keep the original, a copy or just the number? I have heard lots of conflicting advice - Thanks Quote Link to comment Share on other sites More sharing options...
Fredbear Posted October 23, 2013 Share Posted October 23, 2013 We have been told they remain the property of the applicant. We take the DBS number from the original document and note it on their personal details file, then return them to the applicant. 1 Quote Link to comment Share on other sites More sharing options...
sunnyday Posted October 23, 2013 Share Posted October 23, 2013 We haven't 'done' any DBS yet :blink: goodness hope I'm not making a huge mistake here - my thinking is that I would only 'do' if we had a change of staff??? I do know, however, that original CRB record should not be on site (blowed if I know why ) but you need to have the number to hand....... Please, please, pretty please someone else tell me that they are still working on their original 'Police Checks'......... 1 Quote Link to comment Share on other sites More sharing options...
Fredbear Posted October 23, 2013 Share Posted October 23, 2013 (edited) Hi Sunnyday have only done two recently under the new system, one for a member of staff, one for a student. Did them online and was quite straightforward once you have registered and are the verifier. Edited October 23, 2013 by Fredbear 1 Quote Link to comment Share on other sites More sharing options...
Rea Posted October 23, 2013 Share Posted October 23, 2013 You're ok sunnyday, no need to do them unless new staff or have a concern. We're about to do one for the new manager so hopefully it all goes to plan. 1 Quote Link to comment Share on other sites More sharing options...
Stargrower Posted October 23, 2013 Share Posted October 23, 2013 We record the number and give the disclosure certificate back to the owner. Same as CRB's. Quote Link to comment Share on other sites More sharing options...
Cait Posted October 23, 2013 Share Posted October 23, 2013 I'm still on my old 'police check'!! 3 Quote Link to comment Share on other sites More sharing options...
Guest SamG Posted October 23, 2013 Share Posted October 23, 2013 When OFSTED came out to see us in April, she asked to see my business partners and my CRB disclosures and told us they should be onsite. We didn't think they needed to be as OFSTED did the checks in the first place. We have been told it is an offense to photocopy a CRB disclosure (unfortunately our previous setting did this) and that we should just keep a record of the number and date of the disclosure. Hope this helps Quote Link to comment Share on other sites More sharing options...
sunnyday Posted October 23, 2013 Share Posted October 23, 2013 I'm still on my old 'police check'!! Yay! :1b 1 Quote Link to comment Share on other sites More sharing options...
Fredbear Posted October 23, 2013 Share Posted October 23, 2013 Me too Cait. 2 Quote Link to comment Share on other sites More sharing options...
sunnyday Posted October 23, 2013 Share Posted October 23, 2013 Me too Cait. Double yay! :1b 1 Quote Link to comment Share on other sites More sharing options...
Rea Posted October 23, 2013 Share Posted October 23, 2013 I've 4 tucked away from various places, could even be 5! 2 Quote Link to comment Share on other sites More sharing options...
Greenfinch Posted October 23, 2013 Share Posted October 23, 2013 You should have the number and date of the check only, not the certificate or copy of. 1 Quote Link to comment Share on other sites More sharing options...
Pimms o'clock? Posted October 23, 2013 Share Posted October 23, 2013 Its in the Statutory Framework p15 paragraph 3.12 "...must record information,,,(including the criminal records disclosure, reference number, the date a disclosure was obtained and details of who obtained it)." Quote Link to comment Share on other sites More sharing options...
SueJ Posted October 23, 2013 Share Posted October 23, 2013 We use TMG and their policy (which you had to adopt to use them) stated that CRB was to be recorded and then CRB itself destroyed after 6 months. They used to provide a record sheet so that you could record the number on it and the date destroyed too. Haven't used DBS yet - managed to squeeze two apprentice CRB clearances through just before the deadline date in June after which time the issue of £s would have come into play! Quote Link to comment Share on other sites More sharing options...
lynned55 Posted October 24, 2013 Share Posted October 24, 2013 I'm still on my old 'police check'!! Me too!! ...........and my deputy and four others of my 8 staff are as well! 1 Quote Link to comment Share on other sites More sharing options...
lynned55 Posted October 24, 2013 Share Posted October 24, 2013 Actually I'm lying, I have a 'fit' person letter issued many, many moons ago by SS after they interviewed me Quote Link to comment Share on other sites More sharing options...
Guest Priory Posted November 11, 2013 Share Posted November 11, 2013 We have had an inspection today and the inspector was happy with the following: I have one A4 sheet with the staff listed, alongside their address, D.O.B, CRB/DBS number, date obtained and the company it was done through e.g. TMGCRB :-) Quote Link to comment Share on other sites More sharing options...
Wildflowers Posted November 11, 2013 Share Posted November 11, 2013 I have one A4 sheet with the staff listed, alongside their address, D.O.B, CRB/DBS number, date obtained and the company it was done through e.g. TMGCRB :-) I also record who made the DBS check, assuming that meant me, the manager, not the company I did it through! What about name of references and dates they was taken - do you put that on your sheet? I have a list like yours, but don't know what how much detail is needed regarding references. Quote Link to comment Share on other sites More sharing options...
lynned55 Posted November 12, 2013 Share Posted November 12, 2013 I just keep references within my staff files. Quote Link to comment Share on other sites More sharing options...
Wildflowers Posted November 12, 2013 Share Posted November 12, 2013 I wonder what those do who don't have an office on site - who keep files at home (as agreed with Ofsted). How much evidence is needed that references are done? Quote Link to comment Share on other sites More sharing options...
Guest Posted November 13, 2013 Share Posted November 13, 2013 We had agreement from Ofsted to keep staff files off site for a while, but when the inspector came we had to send for the files so she could look through them and she wanted to see the references we had taken up, etc. This was quite a few years ago and fortunately in the days of the two day visit so we got the files for the second day, but one of the requirements of keeping the files off site was that we would access them for an inspector on the day requested if s/he wanted. On the DBS aspect, we used to have a simple sheet of paper on which each person's name was recorded, alongside their role, certificate number and the date it was issued. Three separate Ofsted inspectors were happy with that as was TMG who had been our umbrella company and who at one point wanted to know how we kept the info they gave us. Quote Link to comment Share on other sites More sharing options...
Cait Posted November 13, 2013 Share Posted November 13, 2013 Mine is kept as part of the register. It's an excel file and so just another page within that. Has all staff contact details and dates of training etc too Quote Link to comment Share on other sites More sharing options...
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