Here we'll provide regular updates on how to process AccessNI applications and the latest guidance received from AccessNI; we hope you find this information useful.

Digital Certificates –

As from 1 September 2025, AccessNI are no longer issuing paper certificates.  If an applicant provides you with a paper certificate that was issued on or after 1 September 2025, this should not be accepted.

Once the digital certificate is issued, the applicant’s account will record ‘View Share’ on the ‘My applications’ screen.  The applicant can click on the link to view their certificate.  The applicant can also click the link to ‘Share’ a copy of the digital certificate by entering an email address for the intended recipient.  This function is only available for 3 days once the recipient has received the email.  The applicant will be able to ‘re-share’ their certificate (if required) after the 3 days have expired.  If the disclosure certificate is not issued electronically by AccessNI (either because information is disclosed or because a paper certificate has been requested), the ‘Share’ link will not be displayed on the applicant’s case tracking.

The ARC Disclosure Service will continue to notify the results of all applications to the respective organisations.  We will still advise organisations to view the applicant's certificate even if the certificate is clear.

AccessNI has now published its Privacy Notice in line with the new General Data Protection Regulations. You can find this at: https://www.justice-ni.gov.uk/publications/accessni-privacy-notice.  This notice contains information not only about how we use and process the personal information provided by applicants but also in relation to how AccessNI processes and stores the personal information of Lead and Countersignatories.

AccessNI is regularly contacting Countersignatories in respect of additional information which is required in respect of Spanish, Portuguese and French nationals.

You can help us by including on your applications to us, the following:-

  • Spanish nationals – their name should comprise of two family (surname) names and may have two forenames.
  • Portuguese nationals – their full name should comprise of two forenames and two family (surname) names.
  • French nationals – if their place of birth is Paris, Lyon or Marseille then a district code is also required and should be added to the town of birth field on the application. The district is displayed on a passport or identity document in the following format “Paris 1er”, “Lyon 2eme” – this reads as either “Paris 1st”, “Lyon 2nd”. It is only the number that requires to be recorded on the application.

In addition, the parent’s forename and surname are also required for French nationals. We recommend that the application is processed as normal, but that this information, using the case reference number and name of applicant, is separately emailed to the ARC Disclosure Service (disclosureservice@arcuk.org.uk).
Providing this information will prevent any unnecessary delay with the issue of the Enhanced Disclosure certificate.

ACCESSNI CHECKS WITH EU MEMBER STATES

AccessNI currently processes AccessNI disclosure checks, to obtain any relevant information on EU nationals who originate from 15 countries.

These AccessNI checks are restricted to positions where the applicant is seeking to work with children in regulated activity in Northern Ireland.

From 1st July 2026, AccessNI has extended these checks to all EU countries. The full list of countries has been provided below:-

Albania*

Austria*

Belgium*

Bulgaria

Croatia*

Cyprus*

Czech Republic

Denmark*

Estonia*

Finland*

France

Germany

Greece

Hungary

 Italy

Latvia

Lithuania

Luxembourg*

Malta*

Netherlands

Poland

Portugal

Romania

Slovakia

Slovenia*

Spain

Sweden*

*Additional countries

AccessNI will not only check UK criminal records, but also make a request for the applicant’s criminal record to be checked in their home country.  If there is any additional information available, this will be disclosed in the AccessNI certificate.

Organisations registered and listed as an Umbrella Body with AccessNI should always clarify with client organisations how a “position applied for” is eligible for an Enhanced Disclosure certificate.
It is not sufficient for an organisation to state that an Enhanced Disclosure check is required.

You must confirm to us how the position is eligible under AccessNI Regulations.

You can find the level of checks and criteria that must be met for each level of check on the AccessNI website by following the link below:

https://www.nidirect.gov.uk/articles/types-accessni-checks

Regulated Activity information can be seen on the Justice NI website here: https://www.justice-ni.gov.uk/articles/regulated-activity-and-enhanced-checks

  • The list of acceptable ID documents that the applicant will need to upload to their online application can be downloaded here: https://www.nidirect.gov.uk/publications/acceptable-forms-id-criminal-record-checks
  • Although applicant's are only required to upload two identity documents to their online application, you must check a range of documents as part of your usual HR processes to establish the identity of the applicant, including the applicant's Right to Work.

If you are submitting an application for a volunteer in a role which requires a standard or enhanced check, AccessNI will provide the check free to a volunteer, who:

“…gives their time in a position in a non-profit organisation, free of charge, doing something for the good of the community or a voluntary group, for which they may get travelling and other out-of-pocket expenses, and which is not for their own benefit or for the benefit of a close relative.”

AccessNI charges for a standard or enhanced check if:

  • an applicant is volunteering directly for a statutory organisation
  • an applicant is volunteering for a non-profit organisation in a position which delivers statutory services under contract or in a specific project, where that organisation receives government funding to pay for volunteers’ checks

A statutory organisation is an agency established by government. A not-for-profit organisation is a non-governmental body which does not distribute its surplus funds to owners or shareholders.

To find out more about information disclosed at different levels of AccessNI checks, including why some offences may not appear on Disclosure Certificates, please see full guidance on the AccessNI website.

Unless there is a bar, a conviction should not automatically disqualify an individual. An employer should consider if a conviction is relevant to the post.

Sometimes the applicant is committing an offence by applying for the post. An individual on one or both of the Disclosure and Barring Service’s barred lists is breaking the law if they apply to work in regulated activity.

For more information on employing someone with a conviction and the Disclosure and Barring Service visit the following NIdirect page.