How to register

The Registration Process

CRBS is always seeking improved methods for making sure that individuals who receive Disclosure information are suitable. The reason we do this is to ensure that those who potentially pose a threat to the vulnerable are not able to secure access to positions of trust as Collators or Lead Signatories within organisations. In addition, we now request the prospective Collator/Lead Signatory to complete a Disclosure Application Form together with the CRBS Form 1 (which is the application to become a signatory with CRBS) when their Collator/Lead Signatory role also involves them working in either a paid or unpaid position that involves working with children, young people or adults at risk ("childcare" or "adult at risk" positions). We also request that an agreement is signed by a Board/Management Committee Member or Office Bearer of your organisation to enable the organisation itself to make the decision about a prospective Collator/Lead Signatory's suitability to undertake the role of working with children, young people or adults at risk.

The registration process is composed of two stages:

  1. Checking the organisation and prospective Collator/Lead Signatory registration application (CRBS Form 1 and Disclosure Application Form) and associated documents and policies;
  2. Verification of identity of the prospective Collator/Lead Signatory

Verification of Identity 

Verification of identity of a prospective Collator/Lead Signatory is mandatory for registration. CRBS cannot be complacent about the possibility of identity theft/fraud. However, the process of identification is simple and straight forward. Verification of the identity of the prospective Collator/Lead Signatory can be carried out in a number of ways:

  1. Identification at CRBS's offices - drop in session in Stirling;
  2. By arrangement with CRBS staff at specified times and venues;
  3. By prior arrangement with locally based Trusted Partners;
  4. By the counter signing of your application by a Responsible Person (ie Board Member, Director, Chief Executive (CEO), Financial Director/Manager, Personnel Manager).

Identification and registration can be carried out simultaneously by CRBS staff in options 1 and 2 above, if the correct supporting documentation is made available by the prospective Collator/Lead Signatory. This would include the following completed forms:

  • CRBS Form 1
  • Disclosure Application Form (where appropriate)
  • Organisational Structure
  • Details of Management Committee
  • Funding details
  • Appropriate policies


Identification and Registration at CRBS offices

Where prospective Collators/Lead Signatories are able to travel to Stirling, CRBS staff are available to carry out visual identification of prospective Collators/Lead Signatories and registration of organisations at a weekly drop-in session on Wednesdays between 2 pm and 4 pm, at Unit 55, Stirling Enterprise Park, no appointment necessary.

If a Wednesday is not suitable for you to visit CRBS, appointments can also be arranged between 9 am and 9 pm Monday to Thursday, 9 am - 4 pm Friday, 10 am - 5 pm Saturday and 10 am - 4 pm Sunday.

Tel: 01786 849777 email: info@crbs.org.uk

Directions to Stirling Enterprise Park.

Documents Required

CRBS takes its responsibility extremely seriously of ensuring that only those persons suitable to work with children and adults at risk do so. An important aspect of this responsibility is to carry out effective ID checks that ensure no theft of identity has taken place. For a greater understanding of this highly publicised issue, please click on the following Home Office link.

www.identity-theft.org.uk/ (The CRBS is not responsible for the content of external internet sites)

We also recognise that when sending documents via Royal Mail documents may be misplaced, CRBS cannot be responsible for these documents and would recommend that recorded delivery is requested for these documents. However, if you do experience mislaid post you can contact the Royal Mail on the following link.

www.royalmail.com/portal/rm (The CRBS is not responsible for the content of external internet sites)

For visual identification of a potential Collator / Lead Signatory registering an organisation please refer to the following pdf document.

PDF fileIdentification Checklist (pdf document - 177kb)

Click here for further details of the Registration Application process.

Identification and Registration at Training Sessions

Times specified during the training programme will be allocated for visual identification and registration. These are also drop-in sessions when a member of CRBS staff will be on-hand to verify your details and are also available for advice and guidance.   

If the correct documentation is also provided, the registration checking can also be completed. 
Click here for further details of the Registration Application process and the documents required. 

If you wish to attend a registration session please contact us on 01786 849777 or by email info@crbs.org.uk

Open registrations will be available at specific times during the Training programme.

Identification Through Trusted Partners

For those prospective Collators/Lead Signatories who cannot travel to Stirling or access registration sessions incorporated into the CRBS Training Programme (as mentioned above), CRBS works in partnership with various network organisations to provide access for visual identification. The prospective Collator/Lead Signatory would make an appointment with their local Trusted Partner and take along with them at least one item of photographic identification, along with a passport size photograph. The Trusted Partner would carry out the following functions:

  • make visual identification of behalf of CRBS verifying the person in front of them is the same person that is pictured on the ID documentation
  • sign and date the passport sized photograph provided by the prospective Collator/Lead Signatory
  • complete the CRBS Trusted Partner Form
  • send the picture and form to CRBS

PLEASE NOTE: Organisations who become a Trusted Partner are not responsible for checking either the validity of documentation or whether the organisation is entitled to register for Disclosure checks. Where CRBS requires further clarification regarding the verification of identity of prospective Collators/Lead Signatories, further steps will be taken to validate the identity of the applicant.

Registration Application

Registration can only be carried out by CRBS staff. The application forms (CRBS Form 1 and Disclosure Application Form (only for childcare and / or adults at risk positions), must be completed in black or dark blue ink, and the following pieces of documentation need to be presented when visual identification is carried out by CRBS staff or sent to the CRBS once the visual identification has been carried out at a Trusted Partner Centre.

The documentations are:

  • Birth Certificate
  • Passport (UK or other country)
  • Driving licence 
  • Child Protection Policy and/or Vulnerable Adult Policy 
  • Policy on Rehabilitation of Ex Offenders
  • Policy on Secure Handling, Use, Storage and Retention of Disclosure Information
  • Leaflets, brochures etc. describing the purpose of the organisation
  • The structure of the organisation and details of the Management Committee
  • Funding details

Please note that the Application Form is scanned and therefore requires to be correctly completed with all information and no corrections.

Declaration

If you are applying to become a Collator / Lead Signatory or Additional Signatory the CRBS requires that you sign a declaration on your application form.

This declaration is shown twice on the same page and it must be signed and dated twice. One of the signed and dated declarations is forwarded to Disclosure Scotland and the other is kept by CRBS.

Not only is this copy held by CRBS for their own records it also acts as our master copy of your signature. Initially, both these signatures are checked against each other. We will then check our master copy of your original signature against any subsequent countersigned applications for Disclosure Checks, to help reduce opportunist fraudsters.

For this reason can you please ensure that your normal, everyday signature is used at all times, on both declarations.

If we consider there to be discrepancies between signatures i.e. that it differs from your original sample signature, to the extent that someone else could have signed one of the declarations or countersigned an application, CRBS staff will return the forms for signature again.