Captured source text (L5)
What if there are discrepancies?
If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied, and fraud is not suspected, you must ask the applicant to clarify. You must be satisfied that the discrepancies are legitimate, and all name and address information is captured on the form in the current or previous name/address section. If you do not do this, it may compromise the integrity of the DBS service and introduce risk to your recruitment or licensing arrangements and may cause delays in processing checks. Discrepancies in information can include:
- discrepancies between address history and references or employment history. For example, if the applicant was employed in Scotland 2 years ago but no Scottish addresses have been declared, a conversation should be had. It may have been a remote working position, but this should be checked.
- Applicant is not currently living at their primary address – junior doctors or students for example. These applicants may have a driving licence or letters in an address in a different part of the country. Students who live on campus during term time but still reside at their parents address or junior doctors who are on a placement in a different county but retain a permanent address in the city they are usually employed in. Both their permanent address and their term-time or temporary address must be included on the application form. The current address should be the address to which the applicant wishes to have their DBS certificate issued.
**Example:**
Alice is a student nurse living on campus during term-time. She will be working in a hospital as part of her course and needs a DBS check. She has a driving licence with her parents’ address on it, a birth certificate and a proof of age card with the PASS logo. She can validate her identity using route one. Her driving licence is still valid as her parents’ address is her permanent address. She must include both addresses on the application form.
If Alice did not have a driving licence, she could still validate her identity using route one if she went to a branch of her bank and requested a print out of a bank statement that had been endorsed in branch with a stamp and signature and included her name and address.
- long names and/or initials on passports – UK passports have an ‘observations’ section that should contain the full name. ID checkers should check examples of documents presented on the [public register of authentic identity and travel documents online](http://www.consilium.europa.eu/prado/EN/prado-start-page.html) (PRADO) to establish if non-UK issued documents presented should have a similar section.
- different spelling of a name, for example an umlaut over the letter ‘U’, a common alternative spelling of a name (Katherine instead of Kathryn) or a hyphenated name. In these circumstances, the correct spelling as identified by the applicant should be used as the current name. Common alternative spellings (where they appear on identity documents) and materially different names should be entered as previous/other names on the application form. Missing umlauts or hyphens do not need to be entered as previous names.
- missing or additional names on identity documents, for example a driving licence with a missing middle name. This should only be the case where an individual has changed their paper driving licence to a photocard driving licence. To apply for a photocard licence for the first time a passport, EEA identity card or birth certificate need to be presented to DVLA so any middle names would be recorded. If a document with a missing or additional name is accepted the current name on the application form should be the applicant’s full name, including the missing or additional name.
**Example:**
Derek has presented his driving licence, marriage certificate and mortgage statement. His driving licence shows his first name and surname, and his marriage certificate shows his first name, middle name and surname. He has never changed his name. Derek correctly completed his application form by entering all three names in the current name field and leaving the previous names section blank. All names have been entered on to the form so all combinations of those names can be searched.
- recent change of name for legitimate reasons, that can be evidenced. For example, by presenting a marriage certificate or deed poll. Additional names should be entered with to and from dates in ascending order. The change needs to be recent enough.
**Example:**
Alex has recently married and changed his surname to that of his wife. He has not yet updated his passport, but his bank accounts are all in his married name. Alex presents a marriage certificate alongside his passport showing the connection between the names and confirming his right to use both. The ID checker has assessed the passport and marriage certificate and spoken to Alex. Alex has also included his previous name on his application form. The ID checker is satisfied that the documents are genuine and that Alex’s responses to questions do not cause concern. Even though there is a name discrepancy between the current name on the application form and the ID documents the ID checker is satisfied there are no concerns that the ID is fraudulent and both names have been captured on the form.
Full captured verbatim text
If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied, and fraud is not suspected, you must ask the applicant to clarify. You must be satisfied that the discrepancies are legitimate, and all name and address information is captured on the form in the current or previous name/address section. If you do not do this, it may compromise the integrity of the DBS service and introduce risk to your recruitment or licensing arrangements and may cause delays in processing checks. Discrepancies in information can include: - discrepancies between address history and references or employment history. For example, if the applicant was employed in Scotland 2 years ago but no Scottish addresses have been declared, a conversation should be had. It may have been a remote working position, but this should be checked. - Applicant is not currently living at their primary address – junior doctors or students for example. These applicants may have a driving licence or letters in an address in a different part of the country. Students who live on campus during term time but still reside at their parents address or junior doctors who are on a placement in a different county but retain a permanent address in the city they are usually employed in. Both their permanent address and their term-time or temporary address must be included on the application form. The current address should be the address to which the applicant wishes to have their DBS certificate issued. **Example:** Alice is a student nurse living on campus during term-time. She will be working in a hospital as part of her course and needs a DBS check. She has a driving licence with her parents’ address on it, a birth certificate and a proof of age card with the PASS logo. She can validate her identity using route one. Her driving licence is still valid as her parents’ address is her permanent address. She must include both addresses on the application form. If Alice did not have a driving licence, she could still validate her identity using route one if she went to a branch of her bank and requested a print out of a bank statement that had been endorsed in branch with a stamp and signature and included her name and address. - long names and/or initials on passports – UK passports have an ‘observations’ section that should contain the full name. ID checkers should check examples of documents presented on the [public register of authentic identity and travel documents online](http://www.consilium.europa.eu/prado/EN/prado-start-page.html) (PRADO) to establish if non-UK issued documents presented should have a similar section. - different spelling of a name, for example an umlaut over the letter ‘U’, a common alternative spelling of a name (Katherine instead of Kathryn) or a hyphenated name. In these circumstances, the correct spelling as identified by the applicant should be used as the current name. Common alternative spellings (where they appear on identity documents) and materially different names should be entered as previous/other names on the application form. Missing umlauts or hyphens do not need to be entered as previous names. - missing or additional names on identity documents, for example a driving licence with a missing middle name. This should only be the case where an individual has changed their paper driving licence to a photocard driving licence. To apply for a photocard licence for the first time a passport, EEA identity card or birth certificate need to be presented to DVLA so any middle names would be recorded. If a document with a missing or additional name is accepted the current name on the application form should be the applicant’s full name, including the missing or additional name. **Example:** Derek has presented his driving licence, marriage certificate and mortgage statement. His driving licence shows his first name and surname, and his marriage certificate shows his first name, middle name and surname. He has never changed his name. Derek correctly completed his application form by entering all three names in the current name field and leaving the previous names section blank. All names have been entered on to the form so all combinations of those names can be searched. - recent change of name for legitimate reasons, that can be evidenced. For example, by presenting a marriage certificate or deed poll. Additional names should be entered with to and from dates in ascending order. The change needs to be recent enough. **Example:** Alex has recently married and changed his surname to that of his wife. He has not yet updated his passport, but his bank accounts are all in his married name. Alex presents a marriage certificate alongside his passport showing the connection between the names and confirming his right to use both. The ID checker has assessed the passport and marriage certificate and spoken to Alex. Alex has also included his previous name on his application form. The ID checker is satisfied that the documents are genuine and that Alex’s responses to questions do not cause concern. Even though there is a name discrepancy between the current name on the application form and the ID documents the ID checker is satisfied there are no concerns that the ID is fraudulent and both names have been captured on the form.