AccessNI Guidance and Documentation

This page of our website will provide regular updates on how to process AccessNI applications and the latest guidance received from AccessNI; we hope you find this information useful.

For Documentation please click here

Disclosure Applications for Contractors/Workers in Schools

When requesting a check, please consider; if the work will be conducted during the school day whilst children are present; will the contractor/worker be working in the same school on a frequent basis (once a week on a weekly basis or 4 times a month).  If the worker meets both criteria the worker is eligible for an enhanced disclosure with a check of the children’s barred list.  This is because school establishments are designated as ‘specified places’ within the new definitions of Regulated Activity with children.  The ‘Position Applied’ for section should record – Contractor/Electrician/Engineer working in the same school on a frequent basis.

Working in premises/establishments regulated by RQIA
The main purpose of Reg 9(1) is to enable RQIA to check senior managers in and owners of, care homes as “suitable people”.  In summary:-

  • Staff employed to provide health care or personal care within an adult care home are in regulated activity and should seek an enhanced check with an adults barred list check.
  • Others employed in a adult care home would be eligible for an enhanced check without barred list, on the basis this was previously a specified establishment provided they have opportunity for contact with vulnerable adults and can meet the frequency/intensity test.
  • Those temporarily working in a care home, such as maintenance staff are only eligible for an enhanced check, no barred list, where they meet the frequency/intensity test for the same home.  That’s more likely to arise where the person is employed directly by the care home, eg. a gardener rather than, for example, a life engineer under contract to a number of homes – but each individual case needs to be considered on its merits.

Duty to Refer Employees to the Disclosure & Barring Service
Employers must refer an individual to the DBS if they;

  • dismiss them from working in regulated activity because they have harmed someone while at work
  • dismissed or removed them from working in regulated activity because they might have harmed someone while at work
  • were planning to dismiss them for either of these reasons, but the individual resigned first

It is a legal requirement that you refer an individual to the DBS if any of the above circumstances apply.

A downloadable leaflet sets out clearly when you must refer someone to the DBS and how you should do this. Please refer specifically to pages 6 and 7 of the booklet.  DBS Barring – Making a refferal

Digital Certificates
Eligibility for Digital Certificates – From the implementation of 17th July 2018 the default position is that all certificates, for all levels of disclosure, will be issued electronically provided the following fundamental requirements are met:-

  • The disclosure application must have been submitted via the on-line portal, using an applicant’s NIDA (Northern Ireland Data Account) account. This is because Digital Certificates are issued to the specific NIDA account. It is imperative therefore that applicants wishing to receive Digital Certificates create a personal NIDA account before they commence their online application.  These guidelines are detailed on the PIN Notification & ID Validation forms.
  • A new field has been incorporated into the application process, which, if selected by the applicant, will result in a paper certificate. Step 8 ‘Delivery Details’, the default position is to issue certificates electronically, unless a paper certificate is requested, the applicant can choose the address for certificate delivery.
  • Some organisations may input applicant’s details onto the online application, on the applicant’s behalf. The process requires an applicant to complete a paper form, which is then transcribed onto the online application by the employer. With the introduction of Digital Certificates, it is advised that organisations who are using this practice cease completing online applications on behalf of applicants and instead encourage applicants to create their own NIDA account.
  • The Disclosure certificate must have no criminal history information present to be made available digitally; at present some 95% of all certificates have no information on them. Certificates that contain criminal history information will continue to be issued through the postal service.
  • If an application has been submitted on paper, a Digital Certificate cannot be issued, as no NIDA account has been created for the applicant.

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 email the results of all applications to the respective organisations.  We will still advise organisations to request applicants provide a copy of their certificate, either digitally or on paper.

AccessNI Privacy Notice – GDPR
AccessNI has now published its Privacy Notice in line with the new General Data Protection Regulations. You can find this at:  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.

Spanish, Portuguese and French nationals
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 names.
  • Portuguese nationals – their full name should comprise of two forenames and two family 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 (
Providing this information will prevent any unnecessary delay with the issue of the Enhanced Disclosure certificate.

EU citizen checks – from 3rd June 2019 AccessNI will recommence making referrals to Poland and Romania
AccessNI will also check criminal records of some EU citizens in their home countries.  This will happen where the applicant:

  • holds French, German, Italian, Lithuanian, Polish, Portuguese, Romanian, Slovakian or Spanish nationality
  • Bulgaria, Hungary and Latvia and
  • is seeking to work with children in Northern Ireland; and
  • a check needs to be made of the list of those not allowed to work with children.

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.

New ID checking guidelines
The new identity checking procedures came into force on 1st May 2018. The following link provides details of all information previously issued in relation to the new process that all RB’s should be following.

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.

Spent and Unspent Convictions
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.

Documentation, Information and Guidance

ARC Documentation

Access NI Documentation

If you are unable to find the information you are looking for on our website, the AccessNI website provides comprehensive guidance to assist you further.

The information provided on this website is for information purposes only. This information is only valid on the day of publication and does not constitute legal, professional, or commercial advice. Whilst every care has been taken to ensure that the content is up to date, useful and accurate, Association for Real Change gives no guarantees, undertakings, or warranties in this regard, or, for any loss or damage caused arising directly or indirectly in connection with reliance on the use of such information.