For the complete documentation index, see llms.txt
For the complete documentation index, see llms.txt
Reviewing Your Candidate's Name Changes for DBS Checks
We are required to ensure that the name that is submitted to the DBS is the candidate's current, full legal name.
Zinc has an automated name checking process so ordinarily you do not need to cross check name match identity documents - Zinc will do this for you.
However, in the case that the candidate's current name isn’t the name that’s shown on the identity document they submit to Zinc, you will need to manually check the name.
If the DBS digital identity check will not accept identity documents because the passport, driving licence, or other photo ID shows a different name from the candidate's current legal name, the candidate will need to use manual employer verification instead of trying to force the digital document route. In the identity checks section, they should select "I don't have a passport" or "I don't have a driving licence / second photo ID" as applicable. This triggers the manual route so you can verify the accepted DBS identity documents and any relevant name-change evidence.
## Your candidate's process
1. We will ask for your candidate's full name history at the start of the checking process.
2. Your candidate will then undergo an Identity & Address check.
3. In these processes, we will cross check that the name, date of birth, and address can be verified by their identity document.
4. When the candidate's current name doesn’t match their identity document we will flag this on your candidate's report.
## Your process
1. You’ll receive an email notification that the candidate’s checks are requiring your attention and your Recruit dashboard will display the **Attention Needed** status.
2. The candidate report will display the full name history in the criminal check box, including documented evidence.
3. You’ll need to download the stated name & name change evidence and cross check the document is acceptable evidence by the DBS: https://www.gov.uk/government/publications/names-evidence-to-change-a-name/names-evidence-to-change-a-name-accessible
4. If you are satisfied with the name change evidence, check the box on the report and click **Confirm and proceed**. This will then automatically submit the application to the DBS and the report will go into **In Progress** status.
5. If you are not happy with the evidence, please ask for further evidence from the candidate to verify their current name.
## Viewing full name history
Regardless if there is a name mismatch or not, you can now view the stated full name history at the top of all reports. If you are trying to resolve other matches, it is advisable to cross check against all previous names.
## Accepted name change documents by the DBS
- Marriage certificate
- Civil partnership certificate
- Post-Date form 2 (PD2)
- Gender recognition certificate (GRC)
- Enrolled deed poll
- Change of name deed
- Unenrolled deed poll
- Adoption order or certificate
**and more which can be found on the Government guidance linked above**
These documents are used to evidence a name change or connect two names, but they are not all treated the same for DBS identity-route counting. A marriage or civil partnership certificate is also a listed Group 2a document for a manual DBS identity check when issued in the UK or Channel Islands, so it can count where the selected manual route allows a Group 2a document. A deed poll or change of name deed is different: it can evidence the name change, but it must not be treated as one of the required DBS manual identity-route documents. The recruiter must still verify the candidate against the required DBS identity document route and documentation separately.
For manual Standard or Enhanced DBS identity verification, do not treat name-change evidence as completing the identity-document route. A passport plus a current driving licence is not enough on its own for Route 1 because Standard and Enhanced DBS Route 1 requires 1 Group 1 document plus 2 further listed documents. A deed poll can explain a name change but does not count as one of those route documents. A UK or Channel Islands marriage/civil partnership certificate is different because it is listed as a Group 2a document and can count where Group 2a is allowed.
## Important distinction: name-change evidence vs manual DBS route documents
The list above is about evidence that can explain a candidate's change of name. It is not the same as the DBS manual identity-route document list.
For manual Standard or Enhanced DBS identity verification, only documents explicitly listed in DBS Group 1, Group 2a, or Group 2b count toward the required route documents. Deed poll/change-of-name deed can evidence the name change, but it does not count as a route document. A UK or Channel Islands marriage/civil partnership certificate is different because it is listed as a Group 2a document and can count where Group 2a is allowed.
Example: passport + current driving licence + deed poll is not sufficient for Standard or Enhanced DBS Route 1, because only the passport and driving licence count as route documents. Passport + current driving licence + UK/Channel Islands marriage certificate may satisfy the document-counting part of Route 1 if all documents are valid and consistent.