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Authorised Officers play an important role in the processing of CRB applications. Due to the fact we are a small centralised team we rely on our Authorised Officers to conduct the face-to-face identity checks and to ensure the application form is correctly completed before it reaches us which avoids unnecessary delays.

Who can be an Authorised Officer?

Anyone can be nominated as an Authorised Officer providing they can meet the following criteria:

• They need to be in a role which requires an enhanced CRB check
• They must hold a current enhanced CRB which is clear and less then 3 year old. We will require a copy if the check was not processed by Devon County Council.
• They will need to have the authority to authorise the payment for the check
• Typically they should be in a more senior role than those being checked, or work in Human Resources

Authorised Officers are required to ensure they are fully aware of the application process and have read and understood the Records Disclosure Service Agreement and the CRB Code of Practice. (370KB - pdf help)

The key responsibilities for Authorised Officers are:

Completing the Disclosure Application Form

It is the responsibility of the Authorising Officer to ensure that the form is completed fully and correctly otherwise this can result in delays in the process. You must ensure that you check the form through thoroughly and look out for the following common errors:

• Forms being defaced – i.e. photocopied, hole-punched, stapled, stamped or use of correction fluid
• Form not in black ink or capitals (writing over not accepted)
• Section Y has been completed by the AO (this is for Records Disclosure only to sign)
• No National Insurance number completed (even though guidance says optional this is required if the person has one)
• Not all previous names or middle names declared
• Gaps in the 5 years continuous address history or not the full 5 years evidenced
• Gender box must always be crossed
• If using title of Ms, Mrs, or Dr section C point 20 (surname at birth) must be completed

CRB1 Form

Each CRB Application Form must be accompanied by a CRB1 form (22KB - pdf help) which needs to be completed by the Authorised Officer. This form contains the basic details of the person, tells us who the Authorised Officer is and gives the information needed on the job role and if the check is to be at an enhanced or Standard level. The form is double sided with the Evidence sheet.

ID Checking

The most important feature for Authorised Officers is conducting the identity check required with CRB checks. You must ensure that you see all the appropriate original documents and evidence what you have seen in section X on the Disclosure Application Form. You are also required to complete an Identity sheet on the back of the CRB1 form  with all the documents you have seen.

Further guidance on ID checking and the list of defined documents, along with useful hints and tips on how to identify fraudulent ID documents can be found on the CRB website  

Receiving the Results

The Authorised Officer on the CRB1 form will receive the results of the CRB check. If the disclosure comes back with no information on, then an email will be sent direct to the Authorised Officer giving the basic details. Should however the disclosure be returned with information on, then in most cases the actual disclosure certificate will be posted recorded delivery* to the address supplied. Once an employment decision has been made we ask the Authorised Officer to inform us of the outcome to ensure a complete audit trail is in place.

*Within Devon County Council certificates are not always posted but are passed through to the nominated representative.

Payment

Authorised Officers must ensure that it is made clear who is to be invoiced, that the budget is in place and the appropriate order number or internal charge code is stated on the CRB1 form.

For further advice, training or general questions and queries, please email us or Telephone 01392 383266 / 382206.