CRIMINAL RECORDS DISCLOSURE The Criminal Records Bureau CRB exists to

							                             CRIMINAL RECORDS DISCLOSURE

The Criminal Records Bureau (CRB) exists to improve access to information on criminal records
held by the police and government departments. The CRB draws on four primary sources of
information to confirm the offence details of successful applicants: the Police National Computer,
local police force records, and records held by the Department of Health and the Department of
Education and Employment. Access to this information is by means of disclosure checks.

The primary purpose of the checks is to help organisations make safer, more informed recruitment
decisions. Disclosure helps the Hospice decide on the suitability of those seeking to work in
positions of trust for both paid staff and volunteers.

The CRB helps identify prospective candidates who may be unsuitable for certain work and
positions, especially those involved in contact with children or vulnerable adults

WHICH STAFF ARE CRB CHECKED?

Any staff and volunteers who have contact with children or vulnerable adults will need to have on
file an enhanced CRB check. Checks of a more standard nature may also be made of staff in
certain occupations that involve positions of trust. At the Hospice, this will include all staff with
patient contact, including volunteers.

Pilgrims Hospice will inform agencies that supply temporary staff of the level of disclosure
required. Agencies will be asked to provide a valid certificate of suitability for all workers who are
to be placed temporarily. The certificate of suitability should be renewed at least every 12 months.

THE CRB APPLICATION PROCESS

A successful job applicant who is identified as needing a CRB check will be sent a CRB form by
the Human Resources department. Once this is returned, HR send this onto the umbrella body for
processing after adding identification details and checking the forms completion.

All disclosure checks for paid staff attract a charge. The Hospice will meet the cost of disclosure
requests. Disclosure checks for volunteers are free of charge.

The CRB certificate is sent to the individual applicant to present to the Hospice. The umbrella body
advise the Hospice of specific details and the line manager reviews the certificate and completes
an HR authorisation form.

When all checks have been received and deemed satisfactory, the successful candidates will be
advised and a start date agreed.

Successful candidates will not commence work until the disclosure has been received by the
organisation and deemed suitable. Exceptions to this can be made only where the new employee
can be chaperoned at all times until disclosure is received and approved. The expected
turnaround times of disclosure applications are set out below.

USING A CRB DISCLOSURE ELSEWHERE

Disclosure is not usually portable other than for casual, temporary or locum staff. The individual
must supply the disclosure. In order to use an existing disclosure, the following should be taken
into account.

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     The date of the disclosure will be the date it was printed.
     The older the disclosure the less reliable it becomes.
     The level of the previous disclosure should be at least the same as the Hospice requirement,
     if not higher.
     The previous disclosure should be for a similar position – e.g.; working with vulnerable
     adults.

If an enhanced disclosure is required, the Hospice should ask the individual to complete a new
form. Portability of disclosures if appropraite will last for a maximum of one year after which time a
new disclosure must be obtained.

The normal turn around time for disclosures to be completed and received are as follows:

     Enhanced Disclosure 90% within 4 weeks of application
     Standard Disclosure    93% within 2 weeks of application
     Basic Disclosure 9% within 1 week of application

DISCLOSED INFORMATION

The umbrella body send the Hospices a letter stating a negative or positive disclosure. The
Hospice then inform the line manager who must investigate details if necessary and make a
decision regarding confirming the applicant in post.

Disclosures may contain information that is not connected to working with vulnerable adults and /
or children, or the nature of the job. Where this is the case, careful consideration needs to be
taken regarding offering employment in accordance with the Hospice Policy on the recruitment of
ex-offenders.

Where disclosures are made, it is important to check the original job application form to ensure
that declaration was made. Failure to declare criminal convictions on point of application may be
subject to disciplinary action.

All disclosure information will be securely locked in a filing cabinet accessed only by the
appropriate Senior Manager and will only be discussed with the manager recruiting to the new
post.

Disclosures will not be retained for more than six months after the date on which recruitment or
other relevant decisions have been taken. This period should only be exceeded in very exceptional
circumstances, which justify retention for a longer period.


RENEWAL OF DISCLOSURES

Approximately three years after each check, staff and volunteers will be asked to complete new
CRB forms to ensure that the Hospice continues to monitor any changes in people’s suitability for
employment.

DATA PROTECTION

Disclosure information is never kept on an applicant’s personnel file and is always kept separately
and securely, in lockable, non-portable, storage containers with access strictly controlled and
limited to those who are entitled to see it as part of their duties.

Disclosure information is only used for the specific purpose for which it was requested and for
which the applicant’s full consent has been given.

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Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure
information for any longer than is absolutely necessary. This is generally for a period of six
months, to allow for the consideration and resolution of any disputes or complaints. If, in very
exceptional circumstances, it is considered necessary to keep Disclosure information for longer
than six months, we will consult with the CRB about this and will give full consideration to the Data
Protection and Human Rights Act before doing so. Throughout this time, the usual conditions
regarding safe storage and strictly controlled access will prevail.

Once the retention period has elapsed, we will ensure that any Disclosure information is
immediately destroyed by secure means, i.e. by shredding.




                                                      Prepared by Human Resources          April 2008
                                                      Review Date                          April 2010




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