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					          GUIDANCE FOR
           MANAGERS

                   PRE and POST
                   EMPLOYMENT
                     CHECKS



Recruitment Services
Issued: July 2008
Reviewed: September 2010
Contents

1.0 Introduction                                              2

2.0 Purpose of document                                       2

3.0 Purpose of pre-employment meeting                         2

4.0 Verification of identity checks                           3

   4.1 Acceptable documentation                               4

5.0 Right to work in the UK checks                            4

   5.1 Right to Work documentation                            5

   5.2 Validating and copying documentation                   5

   5.3 Individuals with Limited Leave to Remain in the UK     5

6.0 Registration and qualification checks                     6

7.0 Employment history and reference checks                   6

8.0 Criminal Records Bureau checks                            6

9.0 Occupational health checks                                7

Appendix 1 – Pre-employment Meeting Checklist                 9

Appendix 2 - Identity Checks/Acceptable Documents Checklist   10

Appendix 3 - Criminal Records Bureau Disclosure Checklist     11

Appendix 4 - Right to work in the UK/Acceptable Documents     12

Appendix 5 - Checking the Authenticity of Documentation       14




                                                                   2
Pre and post employment Checks

1.0    Introduction

It is the policy of South West Yorkshire Partnership NHS Foundation Trust to establish and
implement procedures which ensure the fair and effective recruitment and selection of staff. The
Trust will also ensure that all such procedures comply with relevant legislation and Health Service
guidance and that appropriate training in their operation will be available for all staff engaged in the
recruitment process.

The Recruitment and Selection Policy and Code of Practice (separate documents)
(www.southwestyorkshire.nhs.uk/about-us/policies/) describe the pre and post employment
checks which must be carried out for all persons applying for work in the Trust. This guidance
document for Trust managers details the procedures for carrying out these mandatory employment
checks.


2.0    Purpose of this document

This guidance reflects national NHS policy required of all NHS Employers by the Department of
Health (DoH) as amended in July 2010. It also reflects changes to legislation such as the
Immigration, Asylum and Nationality Act 2006 (amended February 2008), and the Equality Act
(2010).

NHS Employers have revised and re-issued the six documents which form the NHS Employment
Check Standards. These are outlined within this document with guidance on how to implement them.
The Trust will be assessed by the Healthcare Commission on these standards as part of their annual
checks.

The six standards are:
1.     Verification of identity
2.     Right to work in the UK
3.     Registration and qualification
4.     Employment history and reference
5.     Criminal Record Bureau
6.     Occupational Health

These checks apply to all persons applying for work in the Trust. Any reference within this document
to ‘applicant’ or ‘appointment’ means anyone wishing to apply for work within the Trust in whatever
capacity, i.e. prospective employee, volunteer, student, locum, agency (pool), honorary contract,
contractor, current employee applying for a different post etc.
Employers must check, through a face-to-face meeting (A ‘Pre-employment Meeting’, see
below), that the person in front of them is the same as the person detailed on official
photographic ID. Candidates must not commence in post until all pre-employments checks have
been undertaken through the pre-employment meeting.



3.0    Purpose of the Pre-employment meeting

Following the receipt of a conditional offer of employment, the Appointing Officer will make
arrangements to meet with the successful applicant no later than two weeks following the interview
date.

The purpose of the pre-employment meeting is to ensure all the required pre-employment checks
have been undertaken as per the national NHS Guidance. This includes checking the validity of all
documents to evidence the successful candidate is the rightful holder of any documents they present.
                                                                                                           3
The Pre-employment meeting will be used for the following purposes:

         -   to undertake verification of identity checks
         -   to process the Criminal Records Bureau application form and Trust Declaration Form (if
             applicable)
         -   to undertake checks to ensure that a candidate has the Right to Work in the UK
         -   for non-health professionals to check original qualification documents
         -   ensure that the Occupational Health questionnaire has been completed by the applicant
             and returned to Occupational Health

The appointing officer must carry out the following steps:

     Ensure that the original documents are seen. Photocopies must not be provided as evidence at
      the pre-employment meeting. Copies must be taken of the original documents and submitted to
      the Recruitment section of the Human Resources department with the checklists (appendix 1,2 &
      3)
     Check any photographs, where available, to ensure they are consistent with the appearance of
      the successful candidate
     Check the dates of birth listed so that they are consistent with the appearance of the successful
      candidate
     Check the expiry dates have not been passed, e.g. on passport stamps
     Check any UK Government stamps or endorsements to ensure your successful candidate is
      eligible to undertake the work offered
     Check that the documents are genuine and have not been tampered with and that they belong to
      the holder
     If the successful candidate provides two documents with different names, they must be asked for
      a further document to explain the reason for this (for example: marriage certificate).

Please note: For identity cards, passports and travel documents: the front cover and all of the pages
which give the successful candidate’s personal details including nationality, photograph, date of birth
and signature, any biometric details, the date of expiry and any relevant UK Government stamps or
endorsements, for example, permitting the successful candidate to undertake the work offered, must
be photocopied.


4.0      Verification of Identity

The purpose of this check is to verify that the person applying for the post is who they say they are.
It is also essential to check the authenticity of the documents (see appendix 2).

Verification of identity checks are designed to:
 Determine the identity is genuine and relates to a real person
 Establish that the individual owns and is rightfully using that identity

Original documents can only be used to check an individual’s personal details. These documents will
enable you to check an employee’s:
 Full name
 Signature
 Date of birth
 Full permanent address




                                                                                                         4
4.1      Acceptable documentation

Prospective employees will need to provide either of these two combinations:

     Two forms of photographic identification, such as a passport or UK driving license, and one
      document confirming their address.
     One form of photographic identification and two documents confirming their address.

At the pre-employment meeting, the Trust manager must photocopy and return all documents to the
Human Resources department for storage on the employees personnel file. The person taking the
copy must sign and date the copy to show it has been verified. A face to face meeting is also an
essential part of the verification process. The Human Resources department will record the outcome
of these checks using the Electronic Staff Record (ESR).

What if no acceptable photographic documentation is available?

If no acceptable photographic identification is available then the applicant must provide two forms of
non-photographic personal identification and two documents confirming their address. All four
documents must be from a different source.

In addition, a passport-sized photograph of the successful candidate is required, endorsed on the
back with the signature of a ‘person of standing’ in their community who has known them for at least
three years.

The photograph should be accompanied by a signed statement from that person, indicating the
period of time that the person has been known to them. Trust managers must always check that the
signature on the statement matches with the one on the back of the photograph and that it contains a
legible name, address and telephone number.

These documents should be returned to the Human Resources department for retention on the
employees personal file. It is good practice to contact the signatory to authenticate the details on the
statement.

All copies should be signed, dated and certified by the person taking the copy.

If appointing someone who has recently left school or further education, in addition to photographic
person identification, the following three documents must be requested as sufficient proof of their
identity:

     Full birth certificate – issued within six weeks of birth
     National Insurance (NI) Number card of proof of an NI Number
     Original certificates of educational qualifications


5.0      Right to Work in the UK (Preventing illegal working)

This section is intended to help appointing officers understand their obligation with regard to
preventing illegal working in the UK, and to provide guidance on how to do this.

Under Section 15 of the Immigration, Asylum and Nationality Act 2006, the Trust can be a subject to
a civil penalty of up to £10,000 if it employs a worker who does not have permission to work in the
UK. Managers must ensure that they carry out the relevant checks to confirm that all new employees
are entitled to work in the UK and must seek advice from their Human Resources Manager should
they have any concerns. Candidates who are not British Citizens or EEA nationals, and who have not
been granted permanent status in the UK, must have the necessary Home Office permission to work,
relevant to the particular post. In order to avoid race discrimination claims, all candidates should be
treated the same.
                                                                                                        5
Assumptions about a candidate’s immigration status should not be made on the basis of colour, race,
nationality or ethnic or national origins. A photocopy should be kept on the individual’s personnel file
of any documentary proof of immigration status e.g. passport, birth certificate issued in the UK, work
permit/Tier 2 Certificate of Sponsorship with accompanying visa etc.

Section 15 of the 2006 Act may enable employers to provide an ‘excuse’ against liability for payment
of a civil penalty for employing an illegal migrant. This excuse will be established by checking,
copying and signing certain original documents as listed in Appendix 4. Proof of limited leave to
remain in the UK must be retained on personal file.

5.1      Right to Work Documents

To confirm that an applicant has the legal right to work in the UK, appointing officers must see the
original document/s specified in either List A or List B (See Appendix 4). If the applicant is unable to
provide a document from List A appointing officers must contact the Human Resources Department
as this indicates the applicant has a limited entitlement to work in the UK.

Photocopies of documents are not acceptable. The documents must show that the holder is entitled
to do the work being offered.

5.2      Validating and copying documents

Appointing officers must validate the original documents by carrying out the checks outlined in
Section 3 above. All documents must then be photocopied and returned to the Recruitment section of
the Human Resources department to provide an ongoing defence against prosecution for illegal
working.

In the case of a passport or other travel documents, the following parts must be photocopied or
scanned:

     For passports and travel documents, a copy should be taken of the document’s front cover and
      any page containing the holder’s personal details. In particular, a copy must be taken of any page
      that contains details of nationality, his/her photograph, date of birth, signature, date of expiry or
      biometric details
     Any page containing Government endorsements, noting the date of expiry and any relevant UK
      immigration endorsements which allows the prospective or current employee to do the work being
      offered
     Other documents should be copied in their entirety

5.3      Individuals with Limited Leave to Remain in the UK

Where an individual has been granted limited approval to work in the UK (this could be due to the
employee holding a current Work Permit / Tier 2 Certificate of Sponsorship, or possessing another
‘List B’ right to work document) there are a number of legal conditions placed on the Trust by the
Home Office that we must adhere to. Failure to adhere to these conditions may result in legal action
and a financial civil penalty. These conditions are as follows:

     Document checks must be carried out at least once every 12 months. Copies of these
      documents should then be forwarded to Recruitment Services having been verified, photocopied,
      signed and dated for recording purposes. Should the individual’s circumstances have changed
      during that 12 month period for example now being able to produce a document from List A, again
      these should be verified, copied, signed and dated and sent to Human Resources for retaining on
      their personal file. No further checks would be required during their employment if they are able
      to produce a List A document.
     A Further Leave to Remain Form (FLR(IED)) to continue being able to work must be completed
      by the individual before their current leave to remain in the UK expires or within 6 months of the
                                                                                                         6
      date of the approval letter, which ever is sooner. Original documents should then be verified by
      their manager, copied and forwarded to Human Resources for retaining on their personal file.

Additional Conditions for Tier 2 sponsorship / Work Permit holders

     If the individual’s employment with the Trust ends before the expiry date of their permit/Certificate
      of Sponsorship, the Home Office must be notified within 10 working days. It is therefore essential
      that if this individual leaves the Trust the manager must contact Human Resources to arrange for
      the completion of a Premature End of Employment (NPEE) Form.
     If a member of staff is off work for more than 10 working days without management permission
      (unauthorised absence), the Trust has an obligation to notify the Home Office within 10 working
      days of the 10th day of absence.
     If there are any significant changes to the job / salary, these details must be forwarded to the
      Home Office.


6.0      Registration and qualification checks

Qualification checks verify the information about educational or professional qualifications that a
prospective employee provides on their application form. For non-health professionals, qualifications
that form part of the requirements for a position must be checked. All essential qualifications required
for the post must be verified by sight of the original certificates, before making an appointment. The
appointment letter must state that the post is subject to the verification of original documents, where
these are a requirement of the post. All copies must be signed, dated and certified by the person
taking the copy at the pre-employment meeting.


7.0      Employment history and reference checks

All checks in relation to employment history and references should be completed prior to the pre-
employment meeting. No offer of employment can be made without having seen references which
should preferably cover five years of previous employment or training. As a minimum, references
must be obtained from the two most recent employers covering three years of employment.

Once references have been received and a conditional offer of employment has been made the
Appointing Officer must contact the referees to discuss any absences. Any indication of significant
sickness must be communicated to the Occupational Health Department to assist them in assessing
the individual’s suitability for employment.

Any gaps in employment history must be explored carefully with the candidate at interview.


8.0      Criminal Records Bureau checks/Trust Declaration Form

Where the post involves regular contact with children and/or vulnerable adults and is exempt from the
Rehabilitation of Offenders Act 1974 (refer to Recruitment and Selection Code of Practice Appendix
1), the successful candidate will be required to undergo police screening by completing the CRB
Disclosure Form. In addition, they will also be required to complete and sign the Trust Declaration
Form (refer to Recruitment and Selection Code of Practice Appendices 11 and 12).

The job offer letter (refer to Recruitment and Selection Code of Practice Appendix 10), must include
as appropriate, the Trust’s Declaration Form and guidance on its completion (see refer to
Recruitment and Selection Code of Practice Appendix 11), and inform the candidate how to arrange
an appointment for health assessment.

The Recruitment and Selection Code of Practice Appendix 12 gives full details of how the candidate
and the appointing manager should complete the relevant sections of the CRB Disclosure Form.
                                                                                                 7
At the ‘Pre-employment meeting’ the appointing manager will check that the CRB and Declaration
forms have been properly completed and signed. In particular, the manager should complete section
X on the CRB Disclosure Form and check the details recorded by the candidate in comparison with
original supporting documents (Appendix 3 will support this procedure). Both forms should then be
sent to the Human Resources Department who will forward the CRB Form to the CRB for processing.
The CRB take approximately 6-8 weeks to undertake a Disclosure.

Normally, the candidate should not commence work until a satisfactory CRB check has been
received. Where a long notice period has to be given before the individual commences with the Trust,
this may not be a problem. If however, in exceptional circumstances, the appointing manager, wishes
the candidate to commence work before a satisfactory disclosure has been received, they must
undertake a risk assessment and seek advice from a Human Resources Manager. Adequate
supervision should also be put in place.

At this point, the conditional nature of the job offer should be reconfirmed, in writing to the candidate.
As a result, if he/she commences work before any of the set conditions have been met to the Trust's
satisfaction it may lead to disciplinary action, including dismissal being taken against them. Failure to
fairly and accurately declare criminal offences prior to commencement of employment, (which are
subsequently confirmed by the CRB – if applicable) may lead to summary dismissal (i.e. dismissal
without notice).

Any matters of concern subsequently arising from the CRB Disclosure or Trust Declaration Form
should be discussed immediately with the individual, and their representative, with guidance from a
Human Resources Manager. This is to ensure that these matters are dealt with quickly, confidentially
and fairly before any decision is made regarding the individual’s future employment. The individual
should cease working immediately the concerns come to light, until the matter is resolved. In
circumstances where concerns arise regarding staff who have applied for an internal vacancy, such
concerns will be considered in accordance with the Trust’s Disciplinary Procedure.

It is important to take a balanced view when considering previous convictions or issues of misconduct
when appointing a candidate to post. Ultimately, it is the responsibility of the appointing manager to
decide whether to offer a post. However, where there is doubt this should be discussed with a
Human Resources Manager or Director.


9.0    Occupational Health checks

All NHS staff must have a pre-employment health check, which adheres to equal opportunities
legislation and good occupational health practice.


Individuals recruited to non clinical roles will be required to complete a shortened occupational health
questionnaire which should be returned to the Human Resources Department for consideration. The
outcome of which will be the individual is cleared or a full pre employment health questionnaire is
required for assessment by the occupational health team.

Individuals recruited to clinical roles will complete the full pre employment health questionnaire which
will be assessed by the occupational health team.

The appointing officer should ensure this has been done at the pre-employment meeting.

If the Appointing Officer has any concerns regarding the sickness levels of a successful candidate,
these must be communicated to the Occupational Health Department to assist them in assessing the
individual’s suitability for employment.


                                                                                                        8
If it is considered necessary, the Occupational Health department will contact by telephone or
arrange to see the successful candidate to assess their fitness for the post if the occupational health
questionnaire requires further clarification.

If the Occupational Health Department requests for the successful candidate to be seen as part of
the process for vaccination updates, you will be notified by the Recruitment team. In these cases the
appointing manager must ensure arrangements are made within the first week of employment for
them to be seen.

For candidates who have declared a mental health issue, they are contacted at the pre-employment
assessment stage by the RMN to discuss their issue / symptoms and to identify any support that may
be needed in the workplace including any reasonable adjustments required. Risk assessments are
undertaken to ensure that the proposed job role will not have an adverse effect on a person’s mental
health and that any identified support is implemented. The RMN takes this opportunity to reassure
the individual that the Trust offers a non-judgemental, supported environment in which to work.




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Appendix 1 - Pre-employment Meeting Checklist
Please submit this form to Recruitment Services, Ward 2, CNDH, Lumley Street, Castleford, WF10
5LT after your pre-employment meeting with the successful candidate. Please attach copy
documents/forms.

Applicant name
Job Title
Date of meeting
Manager
Signed (Manager)

Please tick as applicable
Completed and signed verification of original identity documents. Normally two forms   Yes
of photographic identification plus one document to confirm address, or one form of
photographic identification and two forms of address confirmation.

If no photographic identity documents 2 documents confirming identity and two
documents to confirm address (all 4 documents from a different source) and passport
sized photograph signed and dated (supplemented with an addressed statement)
from a person of standing in the community.
Right to work in the UK confirmed, original document from List A validated and         Yes
copied or original document from List B validated and copied (with involvement of
HR).
Copies of educational certificates and or professional registration signed and dated   Yes   N/A
CRB form completed correctly and verified identity documents for Section X             Yes   N/A
Signed and dated Trust declaration form                                                Yes   N/A
Staff appointment form (HRS 1) / Staff changes form (HRS 3)                            Yes
P45/6                                                                                  Yes   N/A
Use of private vehicle registration form                                               Yes   N/A
All of the above should be attached to this form and returned to: Recruitment Services, Ward
2, CNDH, Lumley Street, Castleford, WF10 5LT

Occupational Health questionnaire completed                                            Yes   N/A
To be sent to: Occupational Health, CNDH, Lumley Street, Castleford, WF10 5LT

Network services form                                                                  Yes   N/A
To be sent to: HIS Service Desk, Calderdale Royal Hospital, Salterhebble, Halifax, HX3 0PW

Rio registration form                                                                  Yes   N/A
To be sent to: P & I, Ward 4, CNDH, Lumley Street, Castleford, WF10 5LT

Name badge request form                                                                Yes   N/A
To be taken by the successful applicant to General Office, Fieldhead to have a photograph
taken (Tel: 01924 327464) to arrange a suitable appointment time

Would like to join the Trust’s Casual Worker Register (Bank)?                   Yes    No    N/A


                                                                                                 10
Appendix 2 - Identity Checks/Acceptable Documents Checklist
Requirements are:
2 x photographic ID (list 1) plus 1 x address confirmation (list 2)
OR
1 x photographic ID (list 1) plus 2 x address confirmations (list 2)
OR
1 x passport sized photo with accompanying authenticity statement (list 1) plus 2 x address
confirmations (list 2) plus 2 x non photographic ID (list 3)

Copies must be taken, signed, dated and forwarded to Recruitment Services with any starter
documentation.


List 1 – Acceptable Personal photographic identification                                      

          Current UK / EU national passport
          Current Non EU passport (with evidence of immigration status)
          Current UK/EU/non EU photocard driving licence
          National ID Card
          Passport sized photograph and accompanying authenticity statement


List 2 – Address confirmations                      List 3 – Non photographic ID             

           * Utility bill                                   Birth certificate
           * Council tax bill                               Paper style driving licence
           * Paper style driving licence                    Residence permit for EU
                                                              nationals from Home Office
           * Bank / building society                        Adoption certificate
              statement
           * Mortgage statement                             Marriage/civil partnership
                                                              certificate
           * Council rent card or                           Divorce or annulment papers
              tenancy agreement
           * DWP benefit book or card                       Police registration document
           * Court order                                    Certificate of employment in
                                                              HM Forces
           * Electoral register search                      DWP benefit book or card
                                                             Tax notification letter
                                                             Application registration card
* The date on the documents above should be                   (Asylum seekers)
within the last 6 months and they must contain               Building industry sub
the name and address of the applicant.                        contractor’s certificate (HM
                                                              Revenue & Customs)
                                                             Home Office letter (IS KOS EX
                                                              or KOS EX2)

Verified by:_____________________________________________________________________

Signed: ____________________________________ Date: ______________________________


                                                                                                  11
Appendix 3 - Criminal Records Bureau Disclosure Checklist
(Verification of Evidence of Identity)
For the purposes of completing CRB Disclosure application form you must examine and copies must also be
submitted to HR with the disclosure application:
 One document from group 1 plus any two others from either group, OR
 Five documents from group 2
                                                 Form Reference Number:__________________________

                                                          Applicant Name: _________________________________
Please () to evidence documents seen.
Group 1 Document Types
( ) Passport                                                  ( )     EU National Identity card
( ) UK Issued Driving Licence (Full / Provisional);           ( )     UK Birth Certificate (issued within 12 months
        either photocard or paper. A photocard is                     of birth) (full or short form acceptable)
        only valid if presented with the counterpart
        licence
( )     HM Forces ID Card (UK)                                ( )     UK Firearms Licence (UK)
( )     Adoption Certificate (UK)
Group 2 Document Types
( ) Marriage Certificate/Civil Partnership                    ( )     Financial Statement **
        Certificate                                                   (e.g. Pension, endowment, ISA)
( )     Birth Certificate                                     ( )     Vehicle Registration Document
        (issued more than 12 months after date of                     (Document V5 old style and V5C new style)
        birth)
( )     P45/P60 Statement (UK) **                             ( )     Mail Order Catalogue Statement *#
( )     Bank/Building Society Statement*#                     ( )     UK Court Claim Form **
                                                                      (documentation issued by Court Services)
( )     Utility Bill *#                                       ( )     Exam Certificate
        (electricity, gas, water, telephone - incl. mobile            (eg. GCSE, NVQ, O’Level, Degree)
        phone contract/bill)
(   )   TV Licence **                                         (   )   Addressed Payslip *
(   )   Credit Card Statement *#                              (   )   UK National Insurance Card (UK)
(   )   Store Card Statement *#                               (   )   NHS Card (UK)
(   )   Mortgage Statement **#                                (   )   Benefit Statement
                                                                      (eg. Child Allowance, Pension)
( )     Insurance Certificate **                              ( )     Certificate of British Nationality (UK) *
( )     Council Tax Statement (UK) **                         ( )     UK Work Permit/Visa (UK) **
( )     A document from a UK central/Local                    ( )     One of the following documents from the
        Government/Government Agency/Local                            Borders & Immigration Agency (BIA) formerly
        Authority giving entitlement, benefits or                     the Immigration & Nationality Directorate
        services *                                                    (IND) UK
        (eg. Job seekers allowance, disability living                 Do not use more than 1 of the following:
        allowance)                                                     Convention Travel Document (CTD)
                                                                       Stateless Person’s Document (SPD)
                                                                       Certificate of Identity (CID)
                                                                       Asylum Registration Card (ARC)
( )     CRB Disclosure **                                     ( )     Letter from a Head Teacher *
( )     Connections Card (UK)
* Documentation should be less than three months old, ** issued with past 12 months.
# If you intend to use more than one document of this type please ensure that it is from a different organisation.
  Internet documents are not acceptable.

Verified by:_____________________________________________________________________

Signed: ____________________________________ Date: ______________________________



                                                                                                                      12
Appendix 4 - Right to work in the UK/Acceptable Documents

List A, this indicates an ongoing entitlement to work in the UK, original documents
must be seen

      -   A passport showing that the holder, or a person named in the passport as the
          child of the holder, is a British citizen or a citizen of the United Kingdom and
          Colonies having the right of abode in the UK
      -   A passport or national identity card showing that the holder, or a person named
          in the passport as the child of the holder, is national of the EEA or Switzerland
      -   A residence permit, registration certificate or document certifying or indicating
          permanent residence, issued by the Home Office or the BIA to a national of a
          EEA country or Switzerland
      -   A permanent residence card issued by the Home Office or the BIA to the family
          member of a national of an EEA country or Switzerland
      -   A Biometric Immigration Document issued by the BIA to the holder which
          indicates that the person named in it is allowed to stay indefinitely in the UK or
          has no time limit on their stay in the UK
      -   A passport or other travel document endorsed to show that the holder is exempt
          from immigration control, is allowed to stay indefinitely in the UK, has the right of
          abode in the UK or has no time limit on their stay in the UK
      -   An Immigration Status Document issued by the Home Office or the BIA to the
          holder with an endorsement indicating that the person named in it is allowed to
          stay indefinitely in the UK or has no time limit to stay in the UK, when produced
          in combination with an official document giving the person’s permanent national
          Insurance number and their name issued by a Government agency or a
          previous employer.
      -   A full birth certificate issued in the UK which includes the name(s) of at least
          one of the holder’s parents when produced in combination with an official
          document, issued by a Government agency or previous employer, giving the
          person’s permanent National Insurance Number and their name
      -   A full adoption certificate issued in the UK which includes the name(s) of at least
          one of the holder’s adoptive parents when produced in combination with an
          official document, issued by a Government agency or a previous employer,
          giving the person’s permanent National insurance Document and their name
      -   A birth certificate issued in the Channel islands, the Isle of Man or Ireland when
          produced in combination with an official document, issued by a Government
          Agency or a previous employer, giving the person’s permanent National
          Insurance number and their name
      -   An adoption certificate issued in the Channel islands, the Isle of Man or Ireland
          when produced in combination with an official document, issued by a
          Government Agency or a previous employer, giving the person’s permanent
          National Insurance number and their name
      -   A certificate of registration or naturalisation as a British Citizen when produced
          in combination with an official document, issued by a Government Agency or a
          previous employer, giving the person’s permanent National Insurance number
          and their name
      -   A letter issued to the holder by the Home Office or the BIA indicating that the
          person named in it is allowed to stay indefinitely in the UK when produced in
          combination with an official document, issued by a Government Agency or a
          previous employer, giving the person’s permanent National Insurance number
          and their name


                                                                                            13
Appendix 4 - Right to work in the UK/Acceptable Documents
(continued)

List B, only to be used if the candidate cannot produce an original List A document.
This indicates a limited entitlement to work in the UK, original documents must be
seen. Trust managers must contact the Human Resources if using List B
documents

      -   A passport or travel document endorsed to show that the holder is allowed to
          stay in the UK or is allowed to do the type of work in question, provided that it
          does not require the issue of a work permit
      -   A Biometric Immigration Document issued by the BIA to the holder which
          indicates that the person named in it can stay in the UK and is allowed to do the
          work in question.
      -   A work permit or other approval to take employment issued by the Home Office
          or the BIA when produced in conjunction with either a passport or another travel
          document endorsed to show the holder is allowed to stay in the UK and is
          allowed to do the work in question, or a letter issued by the Home Office or the
          BIA to the holder or the employer or prospective employer confirming the same
      -   A certificate of application that is less than six months old issued by the Home
          Office or the BIA to, or for, a family member of a national of an EEA country or
          Switzerland stating that the holder is permitted to take employment, when
          produced in combination with evidence of verification by the BIA Employer
          Checking Service.
      -    A residence card or document issued by the Home Office or the BIA to a family
          member of a national of an EEA country or Switzerland
      -   An Application Registration Card issued by the Home Office or BIA stating that
          the holder is permitted to take employment, when produced in combination with
          evidence of verification by the BIA Employer Checking Service
      -   An Immigration Status Document issued to the holder by the Home Office or
          the BIA with an endorsement indicating that the person named in it can stay in
          the UK and is allowed to do the work in question when produced in combination
          with an official document, issued by a Government agency or previous
          employer, giving the person’s permanent national Insurance number and their
          name
      -   A letter issued to the holder or the employer or the prospective employer by the
          Home Office or the BIA indicating that the person named in it can stay in the UK
          and is allowed to do the work in question when produced in combination with an
          official document, issued by a Government agency or previous employer, giving
          the person’s permanent national Insurance number and their name




                                                                                         14
Appendix 5 - Checking the Authenticity of Documentation
Checking document authenticity is an integral part of the verification of checks. You must
make it clear to the successful applicant that any relevant documents will be checked for
authenticity at the pre-employment meeting.

Passports (UK or overseas)

   Check the general quality and condition of the passport, look out for page substitution,
    incorrect page numbering, damage to the cover or spine of the document, poor paper
    and print quality.
   Check that the print is clear and even – print processes are deliberately complex on
    genuine documents.
   Check wording, issue and expiry dates – spelling mistakes are common in forged or
    counterfeit documents, especially on stamps and visa. Forgers often only alter the
    expiry date so ensure that this corresponds with the issue date.
   Check for damage – ‘accidental’ damage is often used to conceal tampering so treat
    any excessive damage with caution.
   Check photographs for size, signs of damage or for excessive glue – this could
    indicate photo substitution. An excessively large photograph may be hiding another
    photograph underneath. There should also be an embossed strip embedded into the
    laminate, which will catch a portion of the photograph.
   Check that watermarks can be clearly seen when holding the document up to the light.
   Check the name of the country of origin – unofficial travel documents in the name of
    non-existent countries, or countries no longer know by their original name are in
    circulation.

Visas

   Check for signs of alteration to the passport number or personal and issue details –
    make sure details correspond with information in the passport.
   Check that security features, such as watermarks, are in tact.
   Check image on the visa for signs of substitution.
   Check wording for evidence of alteration or spelling mistakes.

Photo driving licences and photo identity cards

New driving licence and photo identity cards now contain similar security features to those
present in passports.

   Examine the licence carefully looking for any damage or adjustments
   Ensure that the printed details have not been changed
   In the case of a UK driving licence – remove from the plastic wallet and check it is
    printed on both side, check that the details on the counterpart document correspond
    with those on the photo-card and compare signatures.
   Check that watermarks and security features are in tact.
   Ensure the valid-to date is the day before the owner’s 70th birthday (if the owner is over
    70 this does not apply). Cross reference the valid-to date with the candidate’s date of
    birth that appears on other ID.




                                                                                           15
Birth certificates

Certificates issued at the time of birth are more reliable than recently issued duplicates.
 Check the quality of the paper used; genuine certificates use a high grade.
 When the document is held up to the light there should be a visible watermark.
 Any signs of smoothness on the surface might indicate that original text has been
   washed or rubbed away.
 There should be no signs of tampering, changes using liquid paper, overwriting or
   spelling mistakes.

Supporting documentation

Documents such as utility bills and bank statements support an individual’s identity and
proof of address but are not identity documents themselves. Modern IT and the internet
mean that supporting documents can be easily obtained or forged and, unlike identity
documents, do not have many security features that you can easily check. The following
checks will help to identify any inconsistencies or anomalies.

   Check that documents have not been printed off from online bills or statements – most
    companies will provide hard copies to customers on request.
   Check that the document is on original quality letterhead paper. Pay particular
    attention to the company logo – logos lose their quality when photocopied or scanned.
   Checks for even fold on original documents – the vast majority of bills are machine
    folded before being sent to customers.

Don’t take documents at face value; ensure they are checked thoroughly. Tax
documents, payslips, degree certificates and fake documentation are all available online.

Don’t check documents in isolation – cross reference with other data supplied. If the data
doesn’t match, ask for further evidence.

If in doubt that the documentation being presented is genuine ask the individual to come
back for a second pre-employment meeting to give you time to follow up with human
resources.

Doubts on authenticity of information

Your checks may return information that contradicts the details provided by the candidate
and raises concerns. In this situation you should:
 Proceed in a sensitive manner – there is often a reasonable explanation for apparent
   inconsistencies.
 Attempt to address your concerns directly with the individual – you may wish to call
   them back for a second pre-employment meeting so you can follow up with human
   resources.

In exceptional circumstances, where your checks reveal substantial misdirection, you
must inform Human Resources immediately as it may be appropriate to report the
concerns under the Trust’s Fraud policies and to the local police.

In all cases you should contact HR for advice.




                                                                                              16

				
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