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STANDARD OPERATING PROCEDURE FOR INTERNAL STAFF / CONSULTANTS (AGENCY WORKERS)

Contents

|Section |Page |

|Introduction |3 |

|Compliance |3 |

|Verifying ID and Address |3 |

|Verifying Employment History |6 |

|Verifying Right to Work in the UK |8 |

|Criminal Records & Barring |13 |

|Verifying Professional Registrations |14 |

|Verifying Qualifications |15 |

|Work Health Assessments |16 |

|Reasonable Adjustments |17 |

|Verifying English Language Competence |18 |

|Verifying Statutory & Mandatory and Clinical/Care Core Training |19 |

|Appraisals |22 |

|Revalidation |22 |

|Interviews |23 |

|Induction |24 |

|Accurate Charging & Invoicing |24 |

|Manual Timesheets |25 |

|Record Keeping & Compliance with GDPR & The Conduct Regulations |26 |

|Appendix 1 – Process for Validating Documents |29 |

|Appendix 2 – Regulatory Body Language Requirements |32 |

Introduction

KMX Nursing Agency requires you to ensure that all candidates placed within NHS settings meet NHS Employment Standards, Care Inspectorate Safer Recruitment Standards and current legislation / best practice.

To ensure compliance, you must be fully conversant with the following company policies in addition to the instructions contained within this procedure:

1. Verification of Identity Policy

2. Verification of Employment History & Referencing Policy

3. Verification of Professional Registration and Qualifications Check Policy

4. Verification of Right to Work in the UK Policy

5. Verification of Work Health Assessment Check Policy

6. Verification of English Language Competency Check Policy

7. Verification of Criminal Record and Barring Check Policy

8. Verification of Statutory & Mandatory and Clinical/Care Core Training Policy

9. Verification of Appraisal & Revalidation Policy

10. Recruitment & Induction Policy

11. Verification of Accurate Charging, Invoicing & Timesheet Policy

12. GDPR Data Protection, Privacy & Record Keeping Policies

13. Agency Worker’s Handbook

Compliance

As part of registering a candidate, you must ensure that you obtain relevant documentation to check compliance. Such documentation must be retained in line with the procedures below to support quality and audit.

All checks must be done pre-placement and face-to-face.

Verifying Candidate Identity & Address

This must be the first check you undertake as all other checks rely on being certain of the candidate’s identity. You must follow this process:

|Step 1 |You must obtain one of these two combinations of original documentation from the candidate: |

| | |

| |Two forms of photographic ID from List 1 and one document confirming their address from List 2, or |

| |One form of photographic ID from List 1 and two documents confirming their address from List 2. |

| | |

| |If the candidate genuinely can’t provide any of the documents specified in List 1, the you must request the following:|

| | |

| |Two documents confirming their current address from List 2; and |

| |Two forms of non-photographic personal ID from List 3. |

| |A passport sized photograph endorsed on the back with the signature of a person of standing in their local community |

| |who has known them personally for at least 2 years. The photograph must be accompanied with a signed statement from |

| |that person specifying how they know the applicant, the period of time they have known them and must also contain |

| |their full name, address and telephone number to allow it to be verified. The signature on the statement must match |

| |the signature on the back of the photograph. |

| | |

| |Lists 1, 2 and 3 are provided below. |

|Step 2 |Check: |

| | |

| |The document must be original (not a copy of scan). |

| |The document must contain the candidate’s full legal name, photograph and signature. |

| |The document relates directly to the candidate (i.e. photographs are clear and look like them and the date of birth |

| |(and any other personal information) is consistent across all documentation. |

| |The document is in date and has not expired. |

| |The document has not been tampered with. |

| | |

| |If the candidate’s name has changed, you must also obtain documentary evidence of their change of name such as: |

| | |

| |A marriage or civil partnership certificate. |

| |A decree absolute or civil partnership dissolution certificate. |

| |A deed poll certificate. |

| |A recognition certificate. |

|Step 3 |Check validity of the document using the guidelines in Appendix 1 and use the document scanner to confirm validity of |

| |the document. |

|Step 4 |Take a colour copy of the document, and stamp it, sign it and date it to certify the above checks have been undertaken|

| |and the original documents was validated. |

|Step 5 |Scan and upload the document to the candidate’s file on our system and fill in our internal candidate checklist to |

| |show this check has been completed. |

List 1 – Personal Identity Documents

• Full, signed UK (Channel Islands, Isle of Man or Irish) passport or EU/other nationalities passport.

• Other nationalities photocard driving licence (valid up to 12 months from the date when the individual entered the UK. The person checking the document must be able to assure themselves that the licence is bona fide).

• UK Biometric Residence Permit (BMP) card.

• UK/EU full or provisional photocard driving licence (if issued in the UK by the DVLA we do not need to see the paper counterpart. Licences issued in Northern Ireland by the DVA must be presented with the paper counterpart).

• HM Armed Forces Identity card.

• Identity cards caring the PASS (Proof of Age Standards Scheme) accreditation logo (issued in the UK, Channel Islands and Isle of Man only).

• EEA/EU Government issued identity cards that comply with Council Regulation EC No 2252/2004 containing a biometric.

List 2 – Confirmation of Address Documents

When seeking more than one form of documentary evidence from this list, these should be from different sources. Acceptable confirmation of address documents include:

• Utility bill or letter from a utility supplier confirming the arrangement to pre-pay for services at a fixed address (e.g. gas, water, electricity or telephone landline). More than one utility bill can be provided as long as they are from different suppliers. Utility bills in joint names are also acceptable dated within the last 6 months.

• Bank or building society statement, credit card statement, or pension/endowment statement (UK & EAA only) dated within the last 6 months.

• Mortgage statement from a recognised lender dated within the last 12 months.

• Local authority tax statement (e.g. council tax statement – UK and Channel Islands only) dated within the last 12 months.

• UK full or provisional photocard driving licence, if not already presented as a form of personal identity. Full old-style paper driving licences (that were issued before the photocard was introduced in 1998 and where they remain current and in date). Old style paper provisional driving licences may not be accepted.

• HMRC tax notification such as a tax assessment statement of account or notice of coding but not a P45 or P60 dated within the last 12 months.

• Credit union statement (UK only) dated within the last 6 months.

• Local council rent card or tenancy agreement dated within the last 6 months.

• Benefits statement or original notification letter from DWP confirming rights to benefits (e.g. child allowance, pension etc) dated within the last 12 months.

If the applicant cannot provide proof of address from the above list in their own name (for example, because they are house sharing with family), confirmation from an electoral register search that a person of that name lives at the claimed address is acceptable.

List 3 – Acceptable Non-Photographic Proof of Personal Identification Documents

When seeking more than one form of documentary evidence from this list, these should be from different sources. Acceptable non-photographic proof of personal identification documents include:

• Full birth certificate (UK and Channel Islands) issued after the date of birth by the General Register Office or other relevant authority, for example registrars.

• Full birth certificate issued by UK authorities overseas, such as embassies, high commissions and HM Forces.

• UK full old-style paper driving licence. Old-style provisional driving licences are not acceptable.

• Most recent HM Revenue and Customs (HMRC) tax notification, such as an assessment, statement of account, P45, P60, or notice of coding (UK and Channel Islands) dated within the last 12 months.

• Work permit/residency permit (UK) valid up to the expiry date.

• Adoption certificate (UK and Channel Islands).

• Marriage or civil partnership certificate (UK and Channel Islands).

• Divorce, dissolution or annulment papers (UK and Channel Islands).

• Gender recognition certificate.

• Deed poll certificate.

• Firearms certificate/licence (UK, Channel Islands and Isle of Man).

• Police registration document.

• Certificate of employment in the HM Forces (UK).

• Evidence of entitlement to Department for Work and Pensions benefits, such as child allowance, pension etc (UK) dated within the last 12 months.

• A document from a local/central government authority or local authority giving entitlement, such as Employment Services, Job Centre, Social Security Services (UK and Channel Islands) dated within the last 6 months.

Verifying Employment History

You must ensure you verify the candidate’s employment history right back to leaving full time education. Dates of employment history, training, and gaps in employment must show both month and year.

|Step 1 |Ask the candidate to complete our application form, emphasising that the part relating to employment history must be |

| |completed to show a full reverse chronological list of employers, training and voluntary roles together with the start|

| |and end date of each in mm/yyyy format. |

|Step 2 |Check the application form to ensure it includes: |

| | |

| |Where the candidate has been employed / volunteered / studied. |

| |Dates of employment, volunteering, study or training in mm/yyyy format. |

| |Position held / course undertaken. |

| |Recent or ongoing disciplinary action or referrals. |

| |The reasons for leaving employment, training or study (where known). |

|Step 3 |If the candidate has gaps in employment, ensure they confirm where they were and what they were doing during this |

| |period during the interview. You must document and follow up details of all gaps in employment. |

|Step 4 |Upload all information and supporting documents to the candidate’s file on our system and fill in our internal |

| |candidate checklist to show this check has been completed. |

Referencing

All candidates must be fully referenced prior to starting work.

|Step 1 |When obtaining details for references you must: |

| | |

| |Ask the candidate to complete our application form, emphasising the part that them to provide referees. Where |

| |possible these referees should include all employers within the last 3 years including the current employer. Reassure|

| |the candidate that references will be taken up after interview and the current employer will not be approached without|

| |their express permission. |

| |If the candidate cannot provide 3 full years employment history referencing, you must obtain referee details for at |

| |least 1 character referee (a person of standing in the community who has known the candidate personally for at least 3|

| |years). |

| |Check that the referee’s business is a bona fide organisation by using the internet/other appropriate means |

| |Ensure employment referees are from the HR Department of previous employers and that contact details are company email|

| |addresses (you must not accept personal email addresses for referees such as Btinternet, gmail etc). |

| |References by post should be accompanied by some form of organisational identification (e.g. company letterhead or a |

| |compliment slip). |

| | |

| |You must not accept barer references. |

|Step 2 |Send off reference forms using the relevant NHS Employers Referencing template: |

| | |

| |For seeking verification of employment history for successful applicants post interview. |

| |For seeking verification of employment history from shortlisted applicants prior to interview. |

| |To seek further information to verify gaps in employment history or training. |

| |To seek verification of training history. |

| |Check the Employment History and Referencing Policy for details on obtaining references for: |

| |Self-employed candidates |

| |Doctors on rotational training |

| |Candidates from the armed forces |

| |If the candidate has spent a continuous period of 6 months or more overseas |

| | |

| |Ensure the forms are completed with all relevant information including the candidate’s date of birth, NI number, |

| |registration number (where applicable) and the job title/course title and dates of employment/training. These |

| |referencing forms can be obtained from the KMX Administration team. |

|Step 3 |When references are received back, you must: |

| | |

| |Scan the reference to ensure it has been fully completed and signed. |

| |Cross reference dates and information given with the application form and information gathered during the Employment |

| |History check. |

| |Proceed sensitively but clarify the situation with the candidate if you find negative information, discrepancies or |

| |contradictions. |

| |If you feel there has been serious misdirection, report this with relevant documentation to the Compliance Manager who|

| |may report concerns to the NHS Counter Fraud Authority. |

| |Ensure any reference in a foreign language is translated in line with SIA standards (ask the Compliance Manager for |

| |details). |

|Step 4 |Once references have been checked, upload them to the candidate’s file on our system and fill in our internal |

| |candidate checklist to show this check has been completed. |

Verifying Right to Work in the UK

All candidates must have a valid right to work in the UK. Candidates must not be placed without this and any candidates who has limited right to work in the UK must provide additional proof of their right to work prior to the expiry of their documentation. You must remove any candidate from assignment if they fail to provide such information.

|Step 1 |If it is possible to undertake an online check for some documentation, specifically: |

| | |

| |A biometric residence permit. |

| |A biometric residence card. |

| |Status under the EU Settlement Scheme (alternatively these individuals can continue to demonstrate their right to work|

| |by presenting their EU passport or ID card until the end of the implementation period for this scheme). |

| | |

| |For the above, ask the candidate to view their own Home Office right to work record online. This will generate a |

| |share code (valid for 30 days) which will enable you to confirm their right to work online when it is entered along |

| |with their date of birth. |

| | |

| |Log in to and follow the instructions by entering the share code and the |

| |individual’s date of birth to access the online documentation. |

| | |

| |Check that the photograph shown is a true likeness to the candidate. This must be undertaken face to face with the |

| |candidate. |

| |Save a clear copy of the profile page generated by the portal confirming their right to work as a PDF. This must |

| |include the candidate’s photograph, date when the check was carried out. |

| |Upload this to the candidate’s file on our system. |

| | |

| |If the candidate cannot provide the above documentation to facilitate an online check, then move to Step 2 and |

| |undertake a manual check. |

| | |

| |If the candidate’s name has changed, you must also obtain documentary evidence of their change of name such as: |

| | |

| |A marriage or civil partnership certificate. |

| |A decree absolute or civil partnership dissolution certificate. |

| |A deed poll certificate. |

| |A recognition certificate. |

|Step 2 |If undertaking a manual check, you must obtain one or a combination of original document(s) as specified in List A or |

| |List B below. Photocopies and documents downloaded from the internet must not be accepted. |

| | |

| |If the candidate’s name has changed, you must also obtain documentary evidence of their change of name such as: |

| |A marriage or civil partnership certificate. |

| |A decree absolute or civil partnership dissolution certificate. |

| |A deed poll certificate. |

| |A recognition certificate. |

| | |

| |Nationals from EAA countries can currently work freely in the UK. For details of settled and pre-settled status for |

| |such applicants, and candidates from outside of the EAA please check the full Right to work in the UK Policy for |

| |further details. |

|Step 3 |Verify the documents are genuine and that the applicant is the rightful owner of the document(s) by checking that |

| |photographs are clear and look like the holder, and the date of birth is consistent with their appearance and identity|

| |documentation. The name and date of birth must also be consistent across all documentation. Right to work |

| |documentation must always be checked in the presence of the holder. |

|Step 4 |Check the documents are in date and have not been tampered with. An indefinite leave to remain in the UK stamp in an |

| |expired passport is not acceptable. Then: |

| | |

| |Check validity of the document using the guidelines in Appendix 1… |

| |Check Government stamps and endorsements to ensure that the holder is allowed to do the type of work for which they |

| |are applying. Work permits must be confirmed by contacting the appropriate embassy or consulate. |

| |Don’t check documents in isolation. Cross reference details with other data supplied during the recruitment process |

| |(e.g. name, address, date of birth, place of birth etc). If it doesn’t match, politely ask for further evidence. |

| | |

| |If you identify that the candidate has applied to work illegally in the UK, keep copies of all documentation and |

| |advise the Compliance Manager immediately. |

|Step 4 |Make a clear copy of all documentary evidence, sign it and date it. A copy must be made of the relevant page or pages|

| |of the document in a format that cannot be subsequently altered (e.g. PDF). In the case of a passport, a copy must be|

| |made of any page which shows the expiry date, nationality, date of birth, signature, leave expiry date, biometric |

| |details and photograph as well as any page which indicates the holder has entitlement to enter or remain in the UK and|

| |undertake the work in question. All other documents must be copied in their entirety including both sides of a |

| |Biometric Residence Permit. |

|Step 5 |Once right to work documentation has been checked, signed and dated, upload it to the candidate’s file on our system |

| |and fill in our internal candidate checklist to show this check has been completed. |

|Step 6 |For documents that do not provide a “continuous excuse” (i.e. where there are restrictions on their right to work in |

| |the UK), schedule a follow up check on our system at least 2 months prior to the document’s expiry. |

Lists A & B

1. Continuous excuse – this is where an individual can provide one or a combination of documents from List A and there are no restrictions on their right to work in the UK. Once the checking process has been completed and a copy of the document(s) have been retained, the procedure is complete, and no further checks are required.

2. Time-limited excuse – this is where an individual can provide one or a combination of documents from List B and there are time limits and restrictions on their right to work in the UK. The individual’s right to work in the UK will end when their visa or other right to work documentation expires. Restrictions may relate to the type of work the individual can do and/or the number of hours they can work. In such cases a repeat check must be scheduled prior to the expiry date it the individual it to continue working. The frequency of the follow up depends which list the documents presented are from as shown below.

|Document Type |Excuse Type |Frequency of Checks |

|List A |Continuous |Before start of assignment or employment. No further right to work checks|

| | |are required. |

|List B Group 1 |Time-limited |Before start of assignment or employment and again when permission |

| | |expires. |

|List B Group 2 |Time-limited |Before employment starts and again after 6 months. |

List A

If the individual is not subject to immigration control, or has no restriction on their stay in the UK, they must produce a document or a specified combination of documents, from List A:

• A passport showing that the holder is a British Citizen, or has a right of abode in the United Kingdom

• A document showing that the holder is a national of a European Economic Area (EEA) country or Switzerland. This must be a national passport or a national identity card.

• A residence permit, registration certificate or document certifying or indicating permanent residence issued by the Home Office to a national from an EEA country or Switzerland.

• A permanent residence card issued by the Home Office to the family member of a national of an EEA country or Switzerland.

• A Biometric Immigration Document issued by the Home Office which indicates that the person named in it is allowed to stay indefinitely in the UK or has no time limit on their stay.

• A current passport endorsed to show that the holder is exempt from immigration control or is allowed to stay indefinitely in the UK or has the right of abode in the UK or has no time limit on their stay.

• A current Immigration Status Document issued by the Home Office with an endorsement indicating that the person named in it is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government Agency or a previous employer.

• A full birth or adoption certificate issued in the UK which includes the name(s) of a least one of the holder’s parents or adoptive parents, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government Agency or a previous employer.

• A birth or adoption certificate issued in the Channel Islands, Isle of Man or Ireland, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government Agency or a previous employer.

• A certificate of registration or naturalisation as a British citizen, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government Agency or a previous employer.

List B Group 1

Where the leave to enter or remain in the UK granted to an individual is time-limited, the document or documents provided will be specified in List B Group 1:

• A current passport or travel document endorsed to show that the holder is allowed to stay in the UK and is allowed to do the type of work in question.

• A current Biometric Immigration Document issued by the Home Office which indicates that the person named in it can stay in the UK and is allowed to do the work in question.

• A current Residence Card (including an Accession Residence Card or a derivative Residence Card) issued by the Home Office to a non-European Economic Area national who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence.

• A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

List B Group 2

Where the leave to enter or remain in the UK granted to an individual expires 6 months from the date specified in the Positive Verification Notice, the document or documents provided will be specified in List B Group 2:

• A Certificate of Application issued by the Home Office under regulation 17(3) or 18A (2) of the Immigration (European Economic Area) Regulations 2006, to a family member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment which is less than 6 months old together with a Positive Verification Notice from the Home Office Employer Checking Service.

• An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service.

• A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question.

The expiry dates of documents in List B Groups 1 and 2 must be diarised and repeat checks must take place prior to the expiry date. If the individual is unable to provide an updated document, then engagement will be terminated.

Criminal Records & Barring

For roles in England & Wales we obtain criminal record checks through the Disclosure & Barring Service.

|Step 1 |Confirm that the role will involve the candidate undertaking “regulated activity”. All healthcare roles are included |

| |in this definition. For all patient-facing roles, you will require to obtain an enhanced DBS check with barred list |

| |information. |

|Step 2 |Check the candidate’s criminal records self-declaration on the application form to ensure they have declared any/all |

| |current or past convictions or disciplinary action. This will give you permission to obtain an appropriate DBS check.|

|Step 3 |Check if the candidate is registered with the DBS Update Service. If yes: |

| |Request their DBS original disclosure certificate and including clearances against the relevant barred lists. |

| |Obtain a signed and dated declaration confirming they have given authority for us to carry out an online status check.|

| |Maintain a record (including the date the online status check was conducted) confirming that it did not reveal any |

| |information and remains current. |

| |Upload this record to our system and set a recheck notification for every 12 months (unless concerns have been raised |

| |about the candidate’s behaviour, conduct or practice in which case it may be appropriate to conduct a recheck sooner) |

| |and fill in our internal candidate checklist to show this check has been completed. |

| |If there is a status change, inform the Contracting Authority immediately and where appropriate, remove the worker. |

| |If the DBS check reveals that the candidate has been barred, it is illegal to allow them to engage in “regulated |

| |activity”. |

|Step 4 |If the candidate is not registered with the DBS Update Service, you must apply for an enhanced DBS disclosure with |

| |barred list checks. |

| |Provide the candidate with the DBS application link to complete via the UCheck Website. |

| |Ensure it has been completed correctly and in full, checking all required documents are original, valid and |

| |appropriate according to the DBS checklist. |

| |Submit the completed application form to Ucheck. |

| |Upload the DBS certificate to Care Planner and set a recheck notification for every 12 months (unless concerns have |

| |been raised about the candidate’s behaviour, conduct or practice in which case it may be appropriate to conduct a |

| |recheck sooner) and fill in our internal candidate checklist to show this check has been completed. |

| |Recommend that the candidate registers with the DBS Update Service for future reference. |

| |If there is a status change, inform the Contracting Authority immediately and where appropriate, remove the worker. |

| |If the DBS check reveals that the candidate has been barred, it is illegal to allow them to engage in “regulated |

| |activity”. |

Placing Candidates with Disclosed Convictions

Having a criminal record does not necessarily mean a candidate cannot work in the healthcare sector. Refer any information to the Compliance Manager to make a fair assessment of the candidate’s suitability for the post including:

• The relevance of the offence to the role being recruited.

• Any legal or regulatory requirements (i.e. in relation to regulated activity).

• The nature and seriousness of the offence.

• The age of the applicant at the time the offence was committed.

• Whether the applicant has a pattern of offending behaviour.

• The circumstances surrounding the offending behaviour and the explanation offered by the individual.

• Any life experiences they may have had since the offending behaviour to evidence their rehabilitation (e.g. volunteering activities, work in the community, a change in the personal or home circumstances etc).

The Compliance Manager will meet the candidate to gather information and assess whether they may pose an ongoing risk. If we believe that the candidate meets all of the other employment criteria and compliance checks, but we have doubts regarding their disclosed convictions, you must always obtain written approval to hire from an authorised manager within the Contracting Authority / Client prior to placement. If such written approval cannot be obtained, the candidate must not be placed. All communication relating to such a situation, including written authority to hire, will be retained on the worker’s file for audit purposes in line with GDPR requirements.

Verifying Professional Registrations

Checks should only be done on professional registrations that are required for the position being applied for.

|Step 1 |Obtain written consent from the candidate for you to check their registration and confirm to them that if their |

| |professional registration is suspended, their engagement/employment will be terminated, and they will be excluded from|

| |work until their registration is reinstated. |

|Step 2 |Check registration with the relevant professional body online as detailed below and confirm: |

| | |

| |That the applicant is actually the person registered with that regulatory body and that they are actively registered |

| |to carry out the proposed role. |

| |That there are no restrictions on their registration that may affect their ability to undertake the duties of the |

| |proposed role. |

| |That there are no pending investigations on their fitness to practice by the regulatory body. |

|Step 3 |Download confirmation of the candidate’s professional registration from the relevant professional body, upload this to|

| |the candidate’s file on our system and fill in our internal candidate checklist to show this check has been completed.|

List of Professional Bodies

Nursing & Midwifery Council - The NMC provides registration information on registered nurses and midwives and will inform us if the applicant has been removed, suspended, restored, lapsed their registration, had conditions of practice imposed, effective or been cautioned. Nurses and midwives will be issued with a PIN and statement of entry which will confirm their fitness to practice. Registration will be rechecked on a monthly basis against NMC monthly fitness to practice circulars which will specify practitioners who have been struck off, suspended or cautioned during the previous month. Nurses and Midwives that are required to revalidate every 3 years to retain their fitness to practice status will also be checked. Registration and fitness to practice will be checked at nmc-.

Contact details for the NMC are:

• Tel: 0207 333 9333

• Email: UKenquiries@nmc.

• Address: NMC, 23 Portland Place, London, W1B 1PZ.

Verifying Qualifications

Checks should only be done on professional registrations that are required for the position being applied for.

|Step 1 |Request relevant original certificates for each qualification from the candidate. Please note you do not need to |

| |check qualifications for candidates who have had their qualifications checked by a professional regulatory body |

| |(e.g.The Nursing and Midwifery Council. |

|Step 2 |Check: |

| |The name on the certificate is the same as the candidate’s name on other documentation (e.g. application form, ID, |

| |right to work etc). If the candidate’s name has changed, you must also obtain documentary evidence of their change of|

| |name such as: |

| |A marriage or civil partnership certificate. |

| |A decree absolute or civil partnership dissolution certificate. |

| |A deed poll certificate. |

| |A recognition certificate. |

| |The course title, dates, grade etc also matches the application form. |

|Step 3 |Check basic security features on the certificate where appropriate. |

|Step 4 |Contact the awarding body / NARIC to confirm the candidate’s attendance, course title and grade awarded. If the |

| |qualifications check contradicts details previously provided, proceed sensitively but as the candidate to provide a |

| |reasonable explanation for the inconsistency. If the check reveals substantial misdirection, report this to the |

| |Compliance Manager. |

|Step 5 |If the qualification was obtained overseas, check it exists and that it is equivalent to the stated UK qualification |

| |with the awarding body / NARIC |

|Step 6 |Take a colour copy and sign and date it to confirm that the original certificate was seen and validated. |

|Step 7 |Once certificates have been validated, signed and dated, upload it/them to the candidate’s file on our system and fill|

| |in our internal candidate checklist to show this check has been completed. |

Work Health Assessments

You must undertake a work health assessment on all candidates who will be in a patient facing role within the NHS (and those where specific occupational health guidance is required) prior to the candidate:

• Starting their first position in the NHS.

• Moving to a new job within a different NHS organisation.

• Returning to work following a serious injury/illness.

• Moving to a different job in the same NHS organisation if the nature of the work changes significantly.

If none of the above apply, a new work health assessment must be obtained every 12 months.

|Step 1 |Obtain written permission from the candidate to undertake a work health assessment. |

|Step 2 |Ascertain from the Contracting Authority what level of work health assessment (including vaccination requirements) is |

| |needed for the role including if the candidate will be undertaking exposure prone procedures. |

|Step 3 |Submit the candidate for a Work Health Assessment with Company Health Services chs. |

|Step 4 |Confirm with Company Health Services that the candidate is: |

| | |

| |Of good general health (i.e. physically and psychologically capable of doing the work proposed). |

| |Able to perform the specific duties required on the assignment, does not represent a risk to patients and is not |

| |likely to be at excess risk of developing any work-related diseases or illnesses from hazardous agents present at the |

| |premises and locations whilst on the assignment. |

| |Up to date with their routine and selected vaccinations in line with latest DoH guidelines and recommended levels of |

| |health clearance / immunisations / vaccinations for healthcare staff involved in direct patient / service user care. |

|Step 5 |Obtain the Certificate of Fitness for Placement and immunisation status of the candidate from Company Health Services.|

|Step 6 |Upload the Certificate of Fitness for Placement and dates of vaccinations to the candidate file on our system, |

| |schedule the date for the next WHA in advance of expiry and fill in our internal candidate checklist to show this |

| |check has been completed. |

Reasonable Adjustments

Candidates with a disability or health condition must be identified to enable us to arrange reasonable adjustments to support them through the recruitment process and in their assignment/job.

|Step 1 |Ask all candidates to indicate which of the following statements applies to them: |

| | |

| |Statement A - I am not aware that I have a health condition or disability that might impair my ability to undertake |

| |effectively the duties of the position that I am applying for; or |

| |Statement B - I do have a health condition of disability that might affect my work and may require special adjustments|

| |to support my work or place of work. |

|Step 2 |If they ticked statement A, upload this information to our system to confirm that no reasonable adjustments are |

| |required. |

| | |

| |If they ticked statement B, then refer them to Company Health Services for a risk assessment and to identify |

| |reasonable adjustments that need to be considered for the post and any restrictions that may be necessary. |

|Step 3 |Obtain a Clearance Certificate from Company Health Services. |

| | |

| |If the individual can start work. |

| |If the individual can start work with reasonable adjustments being made – this will also include recommendations |

| |outlining what adjustments need to be considered. |

| |Any immunisation and/or EPP clearance (where applicable to the role). |

|Step 4 |Liaise with the Contracting Authority to arrange implementation of reasonable adjustments as needed. |

|Step 5 |Upload all information relating to reasonable adjustments to our system and fill in our internal candidate checklist |

| |to confirm details of reasonable adjustments needed. If none, write N/A in this section. |

Verifying English Language Competency

All candidates must demonstrate competence in English, either by being exempt from English language testing or by providing an appropriate certificate to prove competence prior to assignment/job start.

|Step 1 |Check if the candidate is excluded from English language testing by: |

| | |

| |Being a national of a majority speaking English country. In addition to the UK, the Home Office has issued the |

| |following as majority English speaking countries: Antigua & Barbuda, Australia, The Bahamas, Barbados, Belize, |

| |Canada, Dominica, Grenada, Guyana, Irish Republic, Jamaica, New Zealand, St Kitts & Nevis, St Lucia, St Vincent & the |

| |Grenadines, Trinidad & Tobago and the United States of America. |

| |Having worked in an organisation where English was the primary language used. |

| |Having pursued part of their education in the UK. |

| |Holding a degree or relevant educational qualification that was taught in English by a recognised institution abroad. |

| |If the qualification has been obtained in one of the countries listed in point 1 above, ask the candidate to present |

| |their original qualification certificate and/or obtain a UK NARIC confirmation letter as evidence of their |

| |qualification being taught in English. The qualification should be verified by emailing verify@.uk and |

| |providing the UK NARIC reference number, full name, title of qualification, year of award, comparable UK qualification|

| |level and our company name. |

| |Having lived in a multi-lingual household in which a relative or carer used English as their primary form of |

| |communication. |

| | |

| |If none of the above apply, the candidate must demonstrate they have passed an English language competency test. |

|Step 2 |Assess and record the level of English language competence during the application and interview process. |

|Step 3 |If the candidate does not meet one of the exemption criteria specified in Step 1, you must validate original |

| |documentation to demonstrate their test results alongside the original certificate by cross referencing the name and |

| |other identifying details with the application to confirm the certificate relates to them. |

| | |

| |Regulatory bodies and minimum levels of attainment can be found in Appendix 2. |

|Step 4 |Take a colour copy, and sign and date it to confirm the original certificate was checked and upload this to our system|

| |and fill in our internal candidate checklist to show this check has been completed. |

Statutory & Mandatory and Clinical / Care Core Training

You must ensure that all healthcare professionals have completed the Skills for Health Statutory and Mandatory and Clinical/Care Core Skills Training prior to assignment and thereafter are given refresher training in alignment with the CSTF recommended refresher period.

|Step 1 |For candidates who have completed the requisite training via a third party, you must: |

| | |

| |Check the original training certificates to ensure they are in the name of the candidate. |

| |Check that the training provider issuing the certificate has delivered training that is aligned to the CSTF by |

| |checking the provider’s Declaration of Alignment or the Directory of Aligned Organisations on the Skills for Health |

| |website. |

| |Take a copy of each training certificate, and sign and date it to confirm the original was validated. |

| |Upload the documentation to the candidate’s file on our system including dates when the training is due to be |

| |refreshed (in line with refresher periods below) and fill in our internal candidate checklist to show this check has |

| |been completed. |

|Step 2 |For candidates who do not have the requisite training or whose training has elapsed (see refresher periods below), you|

| |must: |

| | |

| |Arrange for the candidate to undertake the requisite training KMX Nursing Agency Training. |

| |Obtain a copy of the training certificate and sign and date it to confirm the original was validated. |

| |Upload the documentation to the candidate’s file on our system including dates when the training is due to be |

| |refreshed (in line with refresher periods below) and fill in our internal candidate checklist to show this check has |

| |been completed. |

Statutory & Mandatory Subjects, Levels & Refresher Periods

|Subject |Audience |Frequency of Training / Refreshers |

|Equality, Diversity & Human Rights |All staff including unpaid & voluntary |3 Years |

|Equality, Diversity & Human Rights |All staff including unpaid & voluntary |3 Years |

|(Scotland) | | |

|Health, Safety & Welfare |All staff including unpaid & voluntary |Induction followed by every 3 years |

|NHS Conflict Resolution (England) |Frontline NHS staff and professionals who come into |3 Years |

| |direct contact with the public | |

|Fire Safety |All staff including unpaid & voluntary |Induction: site specific followed by |

| | |regular fire safety training. At least|

| | |every 2 years |

|Infection Prevention & Control |Level 1: All staff including unpaid & voluntary |3 Years |

| |Level 2: All healthcare staff involved in direct |1 Year |

| |patient care / services | |

|Moving and Handling |Level 1: All staff including unpaid & voluntary |Annual, although based on local risk |

| | |assessment |

| |Level 2: All staff including unpaid & voluntary staff |Annual, although based upon local risk |

| |who are involved in patient handling activities |assessment |

|Safeguarding Adults (Version 2) |Level 1: All staff working in health care settings |Induction followed by every 3 Years |

| |Level 2: All practitioners who have regular contact |3 Years |

| |with patients, families, carers or the public | |

| |Level 3: Registered healthcare staff who engage in |3 Years |

| |assessing, planning, intervening and evaluating the | |

| |needs of adults where there are safeguarding concerns | |

|8a. Preventing Radicalisation |Basic Prevent Awareness: All staff that have contact |3 Years |

| |with adults, children, young people and parents/carers | |

| |Prevent Awareness: All staff who could contribute to |3 Years (initial training within 12 |

| |assessing, planning, intervening and evaluating the |months of starting in relevant role |

| |needs of an adults or child where there are safeguarding|with appropriate updating / briefing at|

| |concerns |least annually |

|Safeguarding Children (Version 3) |Level 1: All staff working in care settings |3 Years |

| |Level 2: All non-clinical and clinical staff who have |3 Years |

| |contact with children, young people or parents/carers or| |

| |any adults who may pose a risk to children. | |

| |Level 3: Clinical staff (working with children, young |3 Years |

| |people or parents/carers or any adults who may pose a | |

| |risk to children) who could contribute to assessing, | |

| |planning, intervening and evaluating the needs of a | |

| |child or young person and/or parenting capacity | |

|Resuscitation |Level 1: Any clinical or non-clinical staff, dependent |Induction followed by local assessment |

| |on local risk assessment or work context | |

| |Level 2: Staff with direct clinical care |1 Year |

| |responsibilities including qualified healthcare | |

| |professionals | |

| |Level 3: Registered healthcare professionals with |1 Year |

| |responsibility to participate as part of a resuscitation| |

| |team | |

|Information Governance & Data Security |All staff involved in routine access to information |1 Year |

|Information Governance (Scotland) |Foundation: Support Staff roles |Required refresher periods based on |

| |Intermediate Level 1: Clinical, Administrators and |local assessment |

| |Managers | |

|Information Governance (Wales) |All staff including unpaid and voluntary staff |2 Years |

|Violence & Aggression (Wales) |Module A – Induction and Awareness Raising: All staff | |

| |including unpaid and voluntary staff. | |

| |Module B – Theory of Personal Safety and De-escalation: | |

| |Required staff based on local risk assessment and | |

| |training needs analysis. | |

| |Module C – Breakaway: Required staff based upon local | |

| |risk assessment and training needs analysis | |

Clinical / Care Subjects, Levels & Refresher Periods

|Subject |Level |Frequency of Training / Refreshers |

|Your healthcare career |N/A |Once on recruitment |

|Duty of care |N/A |Once on recruitment |

|Person-centred care |N/A |Once on recruitment |

|Communication |N/A |Once on recruitment |

|Consent |N/A |Once on recruitment |

|Privacy and dignity |N/A |Once on recruitment |

|Fluids and nutrition |N/A |Once on recruitment |

|Dementia Awareness |N/A |Once on recruitment |

|Blood component transfusion |Decision to Transfuse |Three (3) Years |

| |Administration of blood components |Three (3) Years |

| |Blood Sampling |Three (3) Years |

| |Collection of blood components from storage and |Three (3) Years |

| |delivery to the clinical area | |

Other Training

|Subject |Frequency of Training / Refreshers |

|Complaints |Annual |

|Lone worker training |Annual |

|Food hygiene & hygiene awareness |Annual |

|Mental Health Act |Annual |

|Mental Capacity Act |Annual |

|Physical restraint skills and techniques, including personal safety and control & |Annual |

|restraint | |

|Interpretation of cardiographs |Annual |

|Any additional clinical/care or other training that the Participating Authority |Annual |

|considers necessary and or as required by the relevant Professional Body relevant to| |

|the role required to be performed and identified in the individual Order and the | |

|Call-off Contract from time to time. | |

|Counter fraud training |Annual |

|Ionising certificate training |If new/different radiation work takes, place, if new |

| |legislation is introduced, after a period of |

| |inactivity and otherwise at least every 5 years. |

Appraisal

You must ensure that all healthcare professionals are appraised within 6 months of their start date and thereafter at least every 12 months. You will not be able to assign any worker that has not had the requisite appraisal in place.

|Step 1 |Establish when the candidate’s last appraisal took place by obtaining the following information: |

| | |

| |The Appraiser’s name, qualifications and relevant Professional Body status. |

| |Date of the last appraisal and the date scheduled for the next appraisal (with no more than 12 months between the |

| |two). |

| |Confirmation that the appraisal has been conducted in line with the latest relevant Professional body’s requirements. |

| |. |

| |Upload this information to the candidate’s file on the system and fill in our internal candidate checklist to show |

| |this check has been completed. |

|Step 2 |Ensure there is a reminder flag on the system to enable the Human Resources Team to schedule future appraisals. The |

| |Human Resources Team will be responsible for uploading details of future appraisals to the system together with the |

| |candidate’s appraisal documents. |

Revalidation

Doctors, nurses, midwives and pharmacy professionals must meet revalidation requirements set by their regulatory body. It is, however, their responsibility to revalidate with the relevant professional body within the set timescales:

• Nurses & midwives – every 3 years.

To retain their registration with the relevant professional body, candidates must revalidate.

|Step 1 |To check the revalidation status of candidates you must: |

| | |

| |Check the professional registration of the candidate is current (see Professional Registration Checks above). |

| |Obtain the date of the candidate’s last revalidation and upload this to their file on our system and fill in our |

| |internal candidate checklist to show this check has been completed. |

| | |

| |Check our Appraisal & Revalidation Policy for more details on revalidation requirements. |

Interviews

You must follow the following procedure for interviewing a candidate:

|Step 1 |All candidates must complete our application form. |

|Step 2 |Conduct an initial pre-screen to establish the candidate’s requirements including role, salary/pay rate, location, |

| |availability, shifts/hours of work, grade, skills, experience, professional registration and qualifications. For |

| |Doctors or Nurses, the Clinical Manager must review screening forms prior to interview. |

|Step 3 |Invite shortlisted candidates to attend a face-to-face interview with the relevant interviewer (aligned to the |

| |candidate’s specialist field and actively registered with the relevant professional body and of a more senior level |

| |than the candidate unless they are not required to be registered in which case the interviewer must have relevant |

| |experience and knowledge of the type of work being performed). |

|Step 4 |The interview must include biographical and competency-based questions to establish the candidate’s education, |

| |qualifications and work experience (full reverse chronological history) and establish their aspirations / reasons for |

| |applying for the specific role. An assessment must also be made of the candidate’s personality traits, communication |

| |skills, attitude, ethics, approach and general demeanour. |

|Step 5 |Scan the responses provided by the candidate for any missing information and where insufficient detail has been |

| |provided, ensure you probe more deeply to develop the candidate’s responses and fill in any gaps |

|Step 6 |Ensure the interview is fully documented on the Interview Worksheet. |

|Step 7 |Upload all interview documentation including the application form and the interview worksheet to the candidate’s file |

| |on our system and fill in our internal candidate checklist to show this process has been completed. |

Induction

You must take all candidates through a thorough induction prior to starting an assignment:

|Step 1 |Give the candidate their Contract of Employment/Engagement and ensure that they complete and sign it, retaining a copy|

| |for themselves and retaining a copy for our records. |

|Step 2 |Provide the candidate with full instructions about the role including the pay rate, model of engagement (PAYE, PSC, |

| |Limited Company etc), holiday pay (where appropriate), AWR (where appropriate), reporting procedures, timesheet |

| |process, and complaints procedure. |

|Step 3 |Provide the candidate with a copy of our Agency Worker’s Handbook which includes information regarding our code of |

| |conduct, policies and instructions relating to timesheets, AWR, holiday pay, and other contractual obligations. |

| |Ensure they sign the declaration to state that they have received the handbook and will abide by the guidance and |

| |instructions contained within it. |

|Step 4 |Upload our copy of the Contract of Employment and Agency Worker’s Handbook Declaration to the candidate’s file on our |

| |system. |

|Step 5 |Prepare an ID badge displaying the candidate’s name, photograph, professional registration number, our name and expiry|

| |date. All ID badges will be valid for 12 months. Upload confirmation that this has been provided to our system and |

| |fill in our internal candidate checklist to show this process has been completed. |

Accurate Charging & Invoicing

You must ensure that all vacancies and bookings are loaded accurately onto our system to enable the correct pay and charge rates to be applied.

|Step 1 |When adding a new Contracting Authority to the system, ensure that it is registered under the relevant framework to |

| |enable the agreed rules and rates to automatically populate the pay and charge fields on the booking. For permanent |

| |roles this will populate with the agreed fees. |

|Step 2 |Confirm the pay and charge rate / fees with the Contracting Authority on the booking confirmation. |

|Step 3 |Confirm with the Contracting Authority if the role is in or out of scope of IR35 and load this information onto the |

| |booking. |

|Step 4 |If the role is with a new Contracting Authority, establish how they wish the invoice to be submitted (in terms of |

| |format and frequency). Consider single invoices for each authorised timesheet or consolidated invoicing for all |

| |authorised timesheets during a specified period. Update the system accordingly. |

|Step 5 |Ensure the accounts team have set up the back-office software to supply a full breakdown of each element of the pay |

| |rate and fees on the invoice (pay, statutory costs and supplier fee as separate line items). Ensure that they are |

| |aware that copy timesheets are to be sent out with each invoice. |

Manual Timesheets

To ensure the timesheet process is compliant you must follow this process:

|Step 1 |Obtain a list of people authorised to sign timesheets from the Contracting Authority (if not already in place) and |

| |ensure this is loaded onto the system. |

|Step 2 |Confirm who is authorised to sign the timesheet for the specific role and load this onto the system. |

|Step 3 |Ensure the candidate is assigned to the role on the system to enable a timesheet to be produced. |

|Step 4 |Ensure the candidate has received full instructions on how to complete the timesheet (including the requirement to |

| |submit them by 12 noon each Monday to ensure timely payment) and is in possession of the Agency Worker’s Handbook. |

| |Check that all timesheets show details of the shift start, end and break times as well as the total number of hours |

|Step 5 |worked and have been signed by both the worker and the authorising manager. |

|Step 6 |Ensure the timesheet correlates with the original booking. |

|Step 7 |Pass timesheet to payroll department and ensure pay and charge rates are double checked before payroll is run. |

Record Keeping & Compliance with GDPR & The Conduct Regulations

You must ensure that you obtain the necessary information for us to provide the service, however, it is also critical that personal data provided by candidates is used solely for the purposes that it was given and that processing of candidate data is adequate, relevant and limited to what is necessary in relation to the service being provided.

You must:

• Comply with our GDPR Data Protection and Privacy Policies.

• Retain documentation securely in line with our procedure and only for as long as it is needed.

• Dispose of personal data securely in line with our policy.

To comply with the Conduct Regulations, you must obtain and store the following information from all candidates:

• Date the application was received.

• The work seeker’s name, address and, if under 22 years of age, their date of birth.

• Any terms which apply or will apply between KMX Nursing Agency and the work seeker, and any document recording any variation thereto.

• Details of the work seeker’s training, experience, qualifications, and any authorisation to undertake particular work (and copies of any documentary evidence of the same).

• The names of any clients to whom the work-seeker is introduced or supplied.

• Details of any resulting engagement and the date from which it takes effect (including all assignment start and end dates).

• Details of any requirements specified by the work seeker in relation to taking up employment.

• Names of hirers to whom the work seeker is introduced or supplied.

• Details of any resulting engagement and date from which it takes effect.

• A copy of any contract between the work seeker and any hirer entered into by the agency on the work seeker’s behalf.

• Dates of requests of fees from work-seekers and receipts for such fees with copy statements or invoices, numbers and amounts (please note we do not charge fees to work-seekers for our services).

• Details about the work seeker and the position concerned with copies of all relevant documents and dates they were received or sent as the case may be. These include:

o The ID of the work seeker.

o The experience, training, qualifications and professional registrations.

o References.

o Confirmation that the work seeker is willing to work in the position that they are being submitted for.

o All relevant pre-employment checks.

o Health & safety risks.

o Any information received by the agency to indicate that the work seeker is unsuitable for the work being provided.

We are not required to retain details of any candidate that we do not provide services to.

You must also obtain and store the following information about Contracting Authorities / Clients (including all relevant documents and dates of receipt) as a minimum:

• The date that the vacancy was submitted.

• Client’s name, address and location of employment.

• Position(s) to be filled.

• Duration of assignment.

• Experience, training, ability, qualifications, professional memberships etc required in respect of the position(s) to be filled.

• Terms & conditions between the Contracting Authority / Client and us, and any documents that detail variations to these.

• Name of candidates supplied or introduced.

• Details of the engagement and assignment dates.

• Details of fees, pricing and payment including copies of statements and invoices and the date these were requested.

Data Subjects have rights when it comes to how we handle their Personal Data. These include rights to:

• Withdraw Consent to Processing at any time (where the Company is relying on Consent);

• Receive certain information about our Processing activities;

• Request access to their Personal Data that we hold;

• Prevent our use of their Personal Data for direct marketing purposes;

• Ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or Processed or to rectify inaccurate data or to complete incomplete data;

• Restrict Processing in specific circumstances;

• Challenge Processing which has been justified on the basis of our legitimate interests or in the public interest;

• Request a copy of an agreement under which Personal Data is transferred outside of the EEA;

• Prevent Processing that is likely to cause damage or distress to the Data Subject or anyone else;

• Be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms;

• Make a complaint to the supervisory authority; and

• In limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used and machine-readable format.

You must verify the identity of an individual requesting data under any of the rights listed above and not allow third parties to persuade you to disclose personal data without proper authorisation.

Any Data Subject request must be forwarded to the KMX GDPR Officer.

Appendix 1

Process for Validating Documents

Passports (UK and Overseas)

• Check the overall quality and condition of the passport. Look out for page substitution, incorrect numbering of pages, damage to the cover or spine of the document, and poor paper or print quality.

• Check that print is clear and even print processes are deliberately complex on genuine documents.

• Check wording, issue and expiry dates spelling mistakes are common in forged or counterfeit documents, especially on stamps and visas. Forgers often only alter the expiry date, so ensure this corresponds with the issue date.

• Check for damage accidental damage is often used to conceal tampering, so treat any excessive damage with caution.

• Check photographs for signs of damage or for excessive glue this could indicate photo substitution. An excessively large photograph may be hiding another photograph underneath. There should be an embossed strip embedded into the laminate, which will catch a portion of the photograph.

• Check watermarks can be clearly seen when holding the document up to the light.

• Check the name of the country of origin. Unofficial travel documents in the name of non-existent countries, or countries no longer known by their original name, are in circulation.

Biometric Residence Permits

• Refer to general guidance available on the UK Visa and Immigration (UK VI) section of the gov.uk website. UK Visas and Immigration (UK VI) also provides a useful online tool for checking.

Photocard Driving Licences

Photocard driving licences contain similar security features to those present in passports.

• Examine the licence carefully, looking for any damage or adjustments.

• Ensure the printed details have not been changed.

• Check watermarks and security features are intact.

• Photographs will always be in greyscale, check this matches the applicant.

• Check the biographical details (for example, name, and date of birth) match the details of the applicant.

• Ensure the “valid to” date is the day before the owner’s 70th birthday (if the owner is over 70 this does not apply). Cross reference the valid to date with the owner’s date of birth which appears in Section A of the counterpart document.

Old-style Paper Driving Licences

• Remove the document from the plastic wallet and check it is printed on both sides. It should have a watermark visible by holding the licence up to the light and there should be no punctuation marks in the name or address.

• Ensure the “valid to” date is the day before the owner’s 70th birthday (unless the owner is already over 70). The valid to date can be cross-referenced with their date of birth, which appears on other verification ID.

UK Firearms Licences

• Check the licence is printed on blue security paper with a Royal crest watermark and a faint pattern stating the words “Home Office”.

• Examine the licence for evidence of photo tampering or any amendment of the printed details, which should include home address and date of birth. The licence should be signed by the holder and bear the authorising signature of the chief of police for the area in which they live, or normally a person to whom his authority has been delegated.

HM Armed Forces Identity Cards

• Check the card for any tampering or alteration of the printed details.

• HM Armed Forces identity cards must be surrendered upon leaving the Armed Forces, therefore only those individuals who are currently serving in the Armed Forces will hold a card.

UK Citizen Photocard

• Check the card has the PASS (Proof of Age Standards Scheme) hologram. This signifies the card is genuine and is recognised as valid ID under the law.

• The colour photo confirms the person presenting the card is the lawful holder.

• Every photocard card displays ultra-violet markings in the form of two “100% proof” logos.

Birth Certificates

• Birth certificates are not wholly reliable for the purpose of verifying a person’s identity, as copies may be easily obtained. Certificates that are issued shortly after the time of birth are more reliable than recently issued duplicates, as these will not show if any information has been corrected or superseded by a new registration.

• Duplicate copies issued by the General Register Office will state “certified copy” on the birth certificate.

o Check the quality of the paper used. Genuine certificates use a high grade.

o If the document is held up to the light, there should be a visible watermark.

o Check the certificate format used is in the format for the year of registration.

o Check the surname only is entered in upper case and not the forename(s).

o Any signs of smoothness on the surface may indicate that original text has been washed or rubbed away.

o There should be no signs of tampering, changes using liquid paper, overwriting or spelling mistakes.

o Ensure the date of birth and registration/issue dates are provided. The date of birth should be shown with the day and month in words and the year in figures.

o Check the name and date of birth given in the application for match those given in the birth certificate.

Other Supporting Documents

Documents such as utility bills and bank statements support an individual’s identity and proof of address, but they are not identity documents in themselves. Modern IT and the internet mean that these documents can be easily obtained or forged, and they do not have many security features that can be easily checked. The following checks will help to identify any inconsistencies or anomalies:

• Check the document is on original, quality, headed paper. Pay particular attention to the company logo, as logos lose their quality when photocopied or scanned.

• Check for even folds on original documents, the vast majority of bills are machine folded before being sent to customers.

Appendix 2 – Regulatory Body Language Requirements

|Regulatory Body |Language Requirements |

| |IELTS |OET |TOEFL |CEFR |Other |

General Medical Council |IELTS overall score of minimum 7.5 |Level B | | |Qualifications – accepted where course and activities taught in English and 75% clinical interaction.

• References – original references from employers over the last 2 years where English is the first and native language.

• Registration – a pass in a language test for registration with a medical regulator in a country where English is the first and native language. If the test was completed more than 2 years ago, evidence of practise in an English speaking country will also be required. | |Nursing & Midwifery Council |IELTS overall score minimum 7.0 |Level B | | |Practise – at least 1 years’ practise where English is the first and native language and English language assessment needed for registration.

• Qualifications – accepted where course and activities taught in English and 50% clinical interaction.

• Registration – a pass in a language test for registration with a medical regulator in a country where English is the first and native language | |General Dental Council |IELTS overall score of min 7.0 with no less than 6.5 in any section | | | |Qualifications – dental professional qualifying in a country where English is the first and native language do not routinely need to provide additional evidence. | |General Optical Council |IELTS score of at least 7.0 with no less than 6.0 on any individual section except for “speaking” where a minimum score of 7.0 is required. | | | |The GoC is currently reviewing the assessment of non-EEA applicants. | |

General Osteopathic Council |IELTS overall score of 7.0 with no element scoring less than 7.0. |C1 equivalent |C1 equivalent |C1 | | |Health and Care Professionals Council |IELTS score of 7.0 with no single score less than 6.5. For language therapy an IELTS score of 8.0 is required with no single score less than 7.5. | | | |Other tests are generally accepted but applicants must demonstrate their competence is equivalent to the IELTS standards that have been set. See Appendix 2. | |General Pharmaceutical Council |IELTS score of 7.0 in every category | | | |Practise – at least 2 years’ practise in an English-speaking country.

• Qualifications – accepted if taught and examined in a country where English is the first and native language and 85% clinical interaction. | |General Chiropractic Council |IELTS score of minimum 7.0 | | | |The GCC will seek additional evidence of English competence on a case by case basis.

Practise – at least 2 years’ practise in and English-speaking country.

Qualifications – accepted if taught and examined in a country where English is the first and native language and 75% clinical interaction. | |

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