Captured source text (L5)
Option three
The ID check can be completed via video link – for example Google Meet or FaceTime – without the ID checker being in physical possession of the ID documents. Documents can either be held up to the camera during the video link or sent as a scanned image/photograph via email. The details of the documents, as set out above, must be recorded and stored at the time of the video link ID check. The documents must subsequently be presented to the ID checker prior to employment starting. In exceptional circumstances this may be on the first day of employment.
A fully compliant combination of documents must be presented to the ID checker – presentation of only one physical document is not acceptable. The ID checker must record the date the ID check was completed in person and cross reference the details recorded from the video link ID check. If there are any discrepancies the DBS check may be invalid. The applicant should not be allowed to commence employment until a full and satisfactory set of documents is examined.
**If option three is used you must keep a record of why options one and option two were not used, along with a record of the documents used to validate the identity, for a minimum of 2 years. The rationale must be specific to the individual ID verification, it is not acceptable to default to the use of options two or three as part of your process.**
**Example:**
Shauna has applied for a teaching job in Cumbria, but she currently lives in California USA. She is unable to attend for a physical interview and will therefore not be able to present her documents in a face-to-face ID check. She is in the process of applying for a visa and needs her documents for travel so cannot post them to the recruiter. The recruiter conducts the interview and ID check over live video link. Shauna shows the recruiter her documents over video link and the recruiter records the details as well as notes confirming that the physical documents have not yet been seen. Upon Shauna’s arrival in Cumbria, she brings the documents to the ID checker which are then checked against the details recorded at the interview. A note is added confirming that the physical documents have been seen.
**Example:**
Erik has applied for a Care Worker role in Norfolk, but he currently lives in Gwynedd. He is unable to attend for a physical interview due to the cost of travel and will therefore not be able to present his documents in a face-to-face ID check. He is moving house within the next week so cannot post them to the recruiter. The recruiter conducts the interview and ID check over live video link. Erik shows the recruiter his documents over video link and the recruiter records the details as well as notes confirming that the physical documents have not yet been seen. On Erik’s first day of employment, he brings his passport to the ID checker. The ID checker notes that Erik has not brought a complete set of documents. Erik should not commence work until a full set of documents is examined.
Full captured verbatim text
The ID check can be completed via video link – for example Google Meet or FaceTime – without the ID checker being in physical possession of the ID documents. Documents can either be held up to the camera during the video link or sent as a scanned image/photograph via email. The details of the documents, as set out above, must be recorded and stored at the time of the video link ID check. The documents must subsequently be presented to the ID checker prior to employment starting. In exceptional circumstances this may be on the first day of employment. A fully compliant combination of documents must be presented to the ID checker – presentation of only one physical document is not acceptable. The ID checker must record the date the ID check was completed in person and cross reference the details recorded from the video link ID check. If there are any discrepancies the DBS check may be invalid. The applicant should not be allowed to commence employment until a full and satisfactory set of documents is examined. **If option three is used you must keep a record of why options one and option two were not used, along with a record of the documents used to validate the identity, for a minimum of 2 years. The rationale must be specific to the individual ID verification, it is not acceptable to default to the use of options two or three as part of your process.** **Example:** Shauna has applied for a teaching job in Cumbria, but she currently lives in California USA. She is unable to attend for a physical interview and will therefore not be able to present her documents in a face-to-face ID check. She is in the process of applying for a visa and needs her documents for travel so cannot post them to the recruiter. The recruiter conducts the interview and ID check over live video link. Shauna shows the recruiter her documents over video link and the recruiter records the details as well as notes confirming that the physical documents have not yet been seen. Upon Shauna’s arrival in Cumbria, she brings the documents to the ID checker which are then checked against the details recorded at the interview. A note is added confirming that the physical documents have been seen. **Example:** Erik has applied for a Care Worker role in Norfolk, but he currently lives in Gwynedd. He is unable to attend for a physical interview due to the cost of travel and will therefore not be able to present his documents in a face-to-face ID check. He is moving house within the next week so cannot post them to the recruiter. The recruiter conducts the interview and ID check over live video link. Erik shows the recruiter his documents over video link and the recruiter records the details as well as notes confirming that the physical documents have not yet been seen. On Erik’s first day of employment, he brings his passport to the ID checker. The ID checker notes that Erik has not brought a complete set of documents. Erik should not commence work until a full set of documents is examined.