3 April, 2025
From the 3 April, 2025, all applicants will be required to upload the relevant identity documents to the AccessNI e-application form before submitting it to ARC for approval. This will mean that organisations no longer need to email copies of ID documents they have checked as part of the recruitment process to ARC as has happened in the past.
A new PIN Notification and ID Documentation Form hass been emailed to all organisations registered with ARC. Please ensure that as of the 3 April, 2025, that the old PIN Notification and ID Validation Form is deleted from your system and only the New Form is used. We cannot process applications from the 3 April, 2025, unless the correct form is emailed to us.
The applicant should give the following details on the front page:
- Their full name
- Date of birth
- Address
- National Insurance Number
- Your organisation name
- 10 digit case reference number which will be shown on the screen when completing their application
The PIN Notification and ID Documentation Form should then be given to the organisation by the applicant, for them to complete the Positions applied for details. Please ensure that Forms are completed with all the information required, as we will be unable to process applications if any information is missing.
Once ARC have received the completed PIN Notification and ID Documentation Form ARC will then check that the information provided by the applicant when creating the NIDA LOA2. Any personal information that is incorrect or incomplete cannot be amended by ARC and therefore, the application will be returned back to the applicant and they will be asked to update their NIDA LOA2 account, so that the change will be made to their application.
This does not replace your organisation’s recruitment process and therefore, organisations still need to complete their checks by conducting face to face interviews and check a selection of original ID documents to ensure that the person who they wish to recruit has the right to work in the UK and is who they say they are.
March, 2025
Switch to NIDA LOA2 Accounts for AccessNI Applications – effective from 18 March, 2025
As from 18 March, 2025, all applicants seeking AccessNI Certificates are required to use a NIDA LOA2 account as these are also used for a number of other Government services.
A NIDA LOA2 account provides an added level of security by having the identity of the account holder verified ahead of interacting with AccessNI.
The creation of NIDA LOA2 accounts will facilitate future enhancements planned for the AccessNI disclosure service. These include:
- The facility for applicants to upload identity documents along with the AccessNI application form
- The provision of criminal history information on more secure digital certificates, which will eliminate the requirement to issue paper certificates
- Uploading of an applicant’s ‘selfie’ to be included on digital certificates
- Providing digital only certificates
With effect from 18 March, 2025, when an applicant applies for an AccessNI disclosure certificate they will require a NIDA LOA2 account. Anyone using the existing NIDA LOA1 account will be prompted to uplift the account to LOA2.
Creating/Uplifting to LOA2 accounts
Applicants who are required to complete an AccessNI application form should select the relevant application they require and follow the instructions to create a NISA LAO2 account.
Guidance for creating a NIDA LOA2 account is available for applicants by following this link: Guide to creating a NIDA LOA2 account
Accurate and complete information should be provided by the applicant when creating their NIDA LOA2 account, as this information will then pre-populate the relevant fields of the AccessNI application form.
How does the NIDA LOA2 account impact on the role of the organisation.
Organisations will still be required to do their ID checks in the normal way.
They will need to check that the applicant is who they say they are by conducting face-to-face interviews and check a selection of original ID documents, which are on the accepted list.
You will also need to ensure that for non-UK nationals, you have completed your right to work checks.
Clear and readable copies of all ID documents you have had sight of and that the applicant has produced to support their application will still need to be emailed to ARC in the normal manner.
ARC will then check that the information provided by the applicant when creating the NIDA LOA2. Any personal information that is incorrect or incomplete cannot be amended by ARC and therefore, the application will be returned back to the applicant and they will be asked to update their NIDA LOA2 account, so that the change will be made to their application.
November, 2023
Making Barring referrals
AccessNi are continuing to receive correspondence and queries from organisations where an employee or volunteer has done something untoward or has behaved in a way that was concerning, particularly in circumstances that give rise to an increased risk to the safeguarding of vulnerable groups. AccessNI would therefore, like to remind organisations that the Disclosure and Barring Service (DBS) is responsible for the maintenance of the list of those individuals who are barred from working with children and vulnerable adults in England, Wales and Northern Ireland, and any referrals for the consideration of an individual being barred from working with vulnerable groups should be referred to the DBS .
Organisations can find guidance about making barring referral to the DBS by clicking the following link:
Making barring referrals to the DBS
Online Guidance Documents for Identity Checking
It is the role of an organisation’s registered ID checker to ensure accurate ID checking processes are conducted for all applicants to allow AccessNI to provide full and accurate information on a Disclosure Certificate. As well as the list on the PIN Notification and ID Validation Form, there are several online documents which may assist organisation’s in checking an applicant’s identity documentation.
A guide to identity checking for AccessNI applications
Guidance on examining identity documents – GOV UK
Public Registet of Authentic identity and travel Documents Online – Council of European Union – PRADO
October, 2022
REGULATED ACTIVITY WITH CHILDREN AND ADULT GROUPS
Following recent contact with Department of Health, it has been clarified, where employees or volunteers teach, train, supervise, and/or coach children on frequent basis they are in a position of Regulated Activity and should apply for an Enhanced Disclosure Certificate with a check of the children’s barred list. This activity DOES NOT have to take place with the SAME CHILD OR GROUP OF CHILDREN on a frequent basis.
Where employees or volunteers teach, train, supervise and/or coach vulnerable adult groups on a frequent basis the role would be considered to meet the previous definition of Regulated Activity, meaning there is eligibility for an Enhanced Disclosure Certificate with NO barred list checks. This activity DOES NOT have to take place with the SAME VULNERABLE ADULT OR GROUP OF ADULTS on a frequent basis.
Under the previous definition of Regulated Activity, where an employee or volunteer is required, as part of their job to provide advice, guidance and support to vulnerable adults to enable them to live independently on a frequent basis they are eligible for an Enhanced only disclosure check. Again this activity DOES NOT have to take place with the SAME VULNERABLE ADULT OR GROUP OF ADULTS on a frequent basis.
SPEAR PHISHING
Spear Phishing is an increasing fraudulent practice of sending malicious emails, these emails appear to be from a trusted source to request targeted individuals to reveal confidential information.
The practice of Spear Phishing can be used by fraudsters to corrupt accounts, which will allow them to have access to confidential information such as bank accounts, etc or it may direct the recipient to a bogus website.
Genuine correspondence from AccessNI will always be sent from an email address which ends with .gov.uk
SPECIFIED LIST
The Specified List has been updated on the NIDirect website as detailed at link below:-
https://www.nidirect.gov.uk/publications/accessni-list-specified-offences
to include the offence – DOMESTIC ABUSE AND CIVIL PROCEEDING ACT (NI) 2021 S.1 – Domestic Abuse.
August 2021
AccessNI has recently updated the Identity Checking guidance documentation available on the NI Direct website. These new arrangements come into effect immediately.
The purpose of these changes is to ensure that the details on the application forms match the documents provided by the applicant. It is one of the key safeguards to enable AccessNI to reconcile individual applicants to criminal record information or to identify if the Police may have information about that individual, or in the case of those working most closely with vulnerable groups, whether they are barred for such work.
The requirement to check than an individual has the right to work in the UK is still in place. Where individuals have no right to work in the UK, it is not only a breach of law but, could lead to vulnerable groups in the community being put at risk.
In light of Brexit, AccessNI has updated the identity checking guidance and list of acceptable documents which are now available to use. Details of these changes can be found by following the link below:
The specific key changes are as follows:
- The removal of EEA from the list of acceptable documents
- A link to the Right to Work has been provided in the list of acceptable documents
- An update to review identification documents using live video link as detailed in the guidance document
- The removal of the Annex providing a list of EEA countries
- Added additional details on the Primary Documents for applicants who are not UK or Irish Nationals
July 2020
ACCESSNI ADVICE – TEACHING, TRAINING, INSTRUCTING CHILDREN ON-LINE
Working practices arising from the impact of the Covid-19 pandemic have been far reaching, and AccessNI have had to introduce many changes in double quick time in order to ensure continuity of many services.
One such change is the use of on-line streaming to deliver teaching, training, instruction, etc to children.
Please note: that this type of on-line activity with children is regarded as Regulated Activity if it is carried out frequently (once per week or 4+ times in a 30 day period) and, as such, an Enhanced disclosure with a check of the children’s barred list should be sought.