Usually, a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. A refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders (Northern Ireland) Order 1978.

However, there are certain areas of employment (for example some professional occupations or working closely with children or adults in vulnerable situations) that are exempt from this legislation and for which employers may ask about spent convictions. This is known as asking an exempted question, which when answering, the applicant would have a legal obligation to reveal spent convictions.

Applicants must be over 16 years of age to apply for a standard or enhanced check. The only exceptions to this are for enhanced checks where the applicant is looking after children in their own home, eg child-minding, fostering or adopting. In these circumstances, members of the applicant's family over 10 years of age can apply for a check.

What checks are available?

Basic AccessNI check

Contains details of all convictions considered to be unspent, or states that no such convictions were found.

Standard AccessNI check

Contains details of all spent and unspent convictions and relevant cautions, diversionary youth conferences and informed warnings (non-court disposals) or states that no information was found.

Enhanced AccessNI check

This has the same criminal record information as the Standard check but also includes a check of police intelligence records and, for positions working with children and vulnerable adults (referred to as Regulated Activity), may include information held by the Disclosure and Barring Service (DBS).

Read more on employing someone with a criminal record.

Also see work involving children and adults - your obligations.

AccessNI: filtered checks

A filtered check means the applicant has a criminal record, but information about a minor or old conviction(s) or cautions etc is not disclosed. An employer cannot ask an applicant to disclose information that has been filtered in this way.

Serious crimes will always be disclosed in a check, such as violence, sexual offences or information relevant to safeguarding and child protection.

Filtered checks and when cautions and convictions will not be disclosed.

Which AccessNI check should my employees apply for?

Basic check

The basic check is available to anyone. It is open to any employer to seek a basic check or to require the employee to obtain a basic check as part of a successful recruitment application. Some employers will insist that a basic check is obtained, for example, the civil service or where a contractor is working for the government. Those working on the 'airside' of an airport must have a basic check under the Department of Transport Regulations. Taxi firm proprietors and bus operators require a basic check under Driver and Vehicle Agency (NI) regulations.

Standard check

The standard check is available for certain specified occupations, licences and entry into certain specified professions. A standard check would be required if applying for a licence with the Security Industry Authority (SIA). SIA arrange this as part of applying for licence with them. You should not seek a standard or any other check directly from AccessNI as part of your application for a licence.

Enhanced check

The enhanced check will be sought for those working closely with children or vulnerable adults (known as Regulated Activity). This will include a check of the DBS barred lists (those not permitted to work with children and vulnerable adults). The enhanced check is also available for other specific positions, but without a check of the barred lists, including those working with vulnerable people (but not in Regulated Activity), taxi driving licences, those seeking to retain a licence under regulation 5 of the Misuse of Drugs Regulations (NI) 2002, or judicial appointments.

The definition of Regulated Activity changed substantially on 10 September 2012. Central Government has published guidance to help employers better understand the impact of these changes. Safeguarding vulnerable groups: Disclosure & Barring Service.

How long is an AccessNI check valid?

There is no official expiry date for an AccessNI check. Any information revealed on a certificate reflects information held on criminal records and by police at the time the check was issued. In certain employment sectors, an AccessNI check may be required periodically.

You may be required by law to carry out a fresh check of the DBS Childrens' and/or Adults' list in accordance with sector-specific guidance.

Where you need to see a copy of the applicant's certificate before taking a recruitment decision, you should only retain this until such times as you make that decision. After this, you should return it to the applicant. If it is considered necessary to keep the certificate information for longer, you should consult AccessNI.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

Ultimately it is for the employer to determine whether to accept a previously-issued AccessNI check. However, you should consider the following before making a decision:

• You should ensure your employee is not on a list of barred persons held by the Disclosure and Barring Service (DBS) - see work involving children and adults - your obligations. A check issued at some time in the past might not have the most up-to-date position.
• The applicant's criminal record or other relevant information may have changed since its issue.
• The decision made by police to disclose information on an AccessNI check was made based on the position for which the AccessNI check was originally applied for. You cannot assume that no other intelligence would be disclosed for a different position.
• The position for which the previous check was sought may be different to the position you are recruiting for - this could include whether the appropriate barred list was searched previously.
• The information revealed was based on the identity of the applicant, which was validated by another Registered Body, at the time that the original check was requested. Therefore, you should ensure that the identity details on the certificate match those of the applicant.

If you are contacted by another organisation about a previously issued AccessNI check, you should not disclose any information in that check without the express permission of the applicant. To do so may be in breach of the Data Protection Act.

AccessNI certificate

The default position for online applications is that a disclosure certificate will be issued digitally to the applicant if there is no criminal history information to be disclosed - if information is being disclosed, a paper certificate will be issued by first-class mail.

Digital certificates

The applicant can view and share this digital certificate from their nidirect account. Digital certificates include a watermark that reads 'valid certificate - unless printed'.

Paper certificates

Applicants can request a paper AccessNI certificate by checking the appropriate box when completing the online application. An AccessNI paper certificate contains a number of security features that can be used to verify whether it has been counterfeited or altered in any way.

The latest AccessNI certificates have the word 'DOCUCHECK' watermarked into the paper on which they are printed.

The cost of an AccessNI check and the time it takes to search criminal records and give disclosure certificates varies depending on the level of AccessNI check requested.

AccessNI fees

AccessNI charges a fee to process criminal records checks:

• Basic AccessNI check - £16
• Standard AccessNI check - £16
• Enhanced AccessNI check - £32

The individual being checked is responsible for the cost, but an employer can offer to pay this fee on behalf of an applicant. Payment must be made to AccessNI by a Registered or Responsible Body on account (monthly invoice).

An individual can be asked to seek their own disclosure (basics only) by making an online application and paying the relevant fee by credit or debit card.

Apply for an AccessNI check.

AccessNI checks for volunteers

Volunteers, within the AccessNI definition, will receive a Standard/Enhanced AccessNI check free of charge. All Basic checks must be paid for.

AccessNI defines a volunteer as:

'A person engaged or to be engaged in an activity for a non-profit organisation or person which involves spending time unpaid (except for travel and other approved out-of-pocket expenses) doing something which amounts to a benefit to some third party other than, or in addition to a close relative.'

All the criteria above must be met before AccessNI will process a check free of charge. There are a few exemptions to this definition, including if you are volunteering for a public sector organisation.

How long does an AccessNI check take?

For all applications made online, AccessNI aims to issue:

• 99% of Basic (countersigned by a responsible body) and Standard checks within 7 calendar days
• 95% of Basic checks (made directly by a member of the public) within 14 calendar days
• 70% of Enhanced checks within 10 calendar days, 95% within 21 days, and 98% within 28 calendar days

Find the latest average processing times for disclosures.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected, and how this is used by AccessNI.

All applications for standard and enhanced checks must be countersigned by an organisation that is registered with AccessNI.

To submit an AccessNI check an organisation must either:

• use the services of an AccessNI registered umbrella organisation, or
• register with AccessNI

Using an umbrella body

An umbrella body is a registered body that gives other non-registered organisations access to AccessNI services. If your organisation has a requirement for fewer than 20 checks per year you should use the services of an umbrella body.

AccessNI has developed a database listing details of umbrella bodies and the types of services they provide.

Search for an AccessNI umbrella body.

If you are already a registered body and would like to offer an additional umbrella service, you should contact the AccessNI Helpline on Tel 0300 200 7888 to speak to an adviser about your eligibility.

To register your organisation with AccessNI, you must be able to satisfy the conditions of registration. You must:

• Submit more than 20 eligible AccessNI check applications per year;
• Be entitled to ask exempted questions under the Rehabilitation of Offenders (Exceptions) Order (Northern Ireland) 1979;
• For enhanced checks, be able to confirm that applications will be made for positions that are prescribed in AccessNI regulations. Regulated activity is prescribed;
• Agree to comply with the AccessNI Code of Practice and;
• Be over 18 years of age.

The conditions of registration are set out in The Police Act 1997 (Criminal Records) (Registration) Regulations (Northern Ireland) 2007. Read more information on the conditions of AccessNI registration.

You must also provide specific and up-to-date information to AccessNI for registration to be granted. This includes:

• organisation status
• proposed counter signatories and lead signatory
• the nature of your business
• the positions of employment you intend to submit the checks for
• how you intend to meet the threshold of 20 applications per year

Applications to register with AccessNI

Applications to register must be made online. To start the process you must create an account on nidirect and submit your details to AccessNI. AccessNI will process the request and if registration is accepted you will be considered as the lead signatory (LS) for that organisation. You will receive:

• a 10 digit organisational number;
• a 10 digit personal signatory number and;
• a 6 digit PIN number.

Once you have this information you can log into your account on nidirect, This enables you to conduct various transactions, including registering other people in your organisation as counter signatories (CS). When you begin to receive applications you will access them through the nidirect account.

AccessNI may refuse to register an organisation or individual that it has previously removed from the register.

Further amendments can also be made online, such as adding a new signatory.

How much does it cost to register?

Registration costs £195 and includes the approval of a Lead Signatory within the organisation. Additional counter signatories can be registered at a cost of £13 each.

Your registration fee will be charged after AccessNI has assessed your registration documentation, carried out pre-registration checks, and invited you to register.

For further information on the registration process, you can contact the AccessNI Helpline on Tel 0300 200 7888 and speak to an adviser.

What is a counter signatory?

A counter signatory (CS) is a person within a registered body who is registered with AccessNI to countersign (or verify) applications before they are submitted to AccessNI.

A lead signatory (LS) is a figure within a registered body who will oversee the AccessNI process within their organisation and manage their account on nidirect. The lead signatory is also responsible for ensuring that AccessNI invoices are paid in a timely manner.

The minimum age at which someone can apply to become a counter signatory is 18 years old.

Changing your registration details

It is your responsibility as a registered body to keep AccessNI informed about any changes to your registration. You must do so online.

AccessNI Code of Practice

Organisations using the AccessNI service must comply with the AccessNI Code of Practice. The code is there to ensure organisations are aware of their obligations that the information released will be used fairly.

The code also ensures that sensitive personal information, disclosed by AccessNI is handled and stored appropriately and is kept for only as long as necessary.

Read more on the AccessNI Code of Practice.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

There are key points to consider when submitting AccessNI checks for potential employees.

You should:

• Consider if the applicant has the right to work in the UK.
• Let the applicant know why an AccessNI check is required, what type of check is being sought, and how they will be carried out.
• If the work is in regulated activity with either children or adults at risk, you should advise the applicant that you will seek an AccessNI enhanced disclosure check. The applicant is required to create a Northern Ireland Identity Assurance (NIDA) account and complete the AccessNI e-application. If they are not content to proceed with the application, they cannot be considered for the role.
• Give the applicant a chance to explain if a check reveals a criminal record or other information about them - read more about employing someone with a criminal record.
• Tell the applicant if an AccessNI check is no longer required and a completed application form will not be progressed.
• Think carefully about the best point in the recruitment process to carry out an AccessNI check.
• Only check the successful job applicant.

Transgender applicants

For transgender application enquiries, you can contact the AccessNI Operations Manager on Tel 0300 200 7888.

The steps to making and countersigning an application are as follows.

Applicant role

• Lead signatory (LS) or counter signatory (CS) advise the applicant which type of check to apply for and directs the applicant to the relevant web page on nidirect. LS or CS will also provide the applicant with their 6-digit PIN number;
• Applicant clicks the application button and creates an account on nidirect and clicks the link in the confirmation email to activate the account;
• Applicant again clicks the relevant button on nidirect to make an application;
• Applicant logs into their account and enters in PIN number into the application;
• Applicant completes personal details on the form, confirms declaration and clicks 'submit' to transfer the application electronically to the LS or CS;

CS/LS role

• LS or CS picks up the application having logged on to their nidirect account;
• LS or CS checks the summary of the information provided by the applicant to ensure that all middle names/previous surnames and date of birth have been recorded accurately and completes the form, including, for standard and enhanced checks, the position for which the application is being made;
• LS or CS confirms declaration form. The LS or CS must have previously checked a set of identification documents provided by the applicant to ensure that the details provided on the application form match the information in those documents;
• LS or CS clicks submit button and the completed application is transferred to AccessNI for processing.

AccessNI will process the application. The LS/CS and the applicant can track the progress of any case by logging into their account.

Disputing incorrect information

The content of an AccessNI check can be challenged or disputed if it contains an error or inaccurate or irrelevant information. Challenges and disputes should be made immediately by contacting AccessNI and must be raised within three months of the date of issue on the certificate. AccessNI certificate dispute form.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

AccessNI updates details of the current delivery times for certificates on a weekly basis.

Find current delivery times for AccessNI certificates.

If you don't receive a certificate within five working days of the timescales which are published at this link, you can call the AccessNI Helpline on Tel 0300 200 7888, or email them at ani@accessni.gov.uk.

AccessNI cannot normally access criminal records held in other countries (with the exception of 15 EU countries), but it is possible to submit an application while the applicant is overseas. In a small number of cases overseas criminal records are held on the Police National Computer and these would be revealed as part of an AccessNI check. You must still verify the identity of an overseas applicant.

As AccessNI cannot access criminal records from other countries, an AccessNI check may not provide a complete picture of an individual's criminal record.

How to check overseas applicants

If you are recruiting people from overseas and wish to check their overseas criminal record, you should contact the embassy or High Commission of the country in question.

You can also contact the FCO Response Centre Helpline on Tel 020 7008 1500.

If the foreign check needs translating, the embassy of the country concerned may be able to help.

AccessNI is not involved in the processing of applications made by individuals to overseas authorities and will not be responsible for the contents or the length of time taken for information to be returned.

Criminal records checks for overseas applicants.

Certificates of good conduct

You can try to obtain a certificate of good conduct and any other references from potential overseas employees. The standard of foreign police checks varies. To find out the standard, you should contact either the authorities in a particular country, or their embassy.

Either you or the employee should obtain a certified translation of the certificate of good conduct. AccessNI does not offer a translation service.

Checking an applicant's right to work in the UK

AccessNI does not check whether an applicant is permitted to work in the UK. The employer is responsible for ensuring employees have the right to work within the UK.

The Centre for the Protection of National Infrastructure

The Centre for the Protection of National Infrastructure (CPNI) provides protective security advice. This is for companies and organisations that deliver the UK's essential services.

How to obtain an overseas criminal records checks (PDF, 16.1MB).

Basic AccessNI checks will disclose details of an individual's unspent convictions.

The Standard and Enhanced AccessNI checks will reveal details of an applicant's spent and unspent convictions, cautions, and other non-court disposals from the Police National Computer (PNC).

In addition, an Enhanced check may contain approved and/or additional information.

Approved information is non-conviction information provided by the police from their local records. The Chief Police Officer from each force will decide what, if any, information is relevant and ought to be included on the disclosure certificate.

Recruiting ex-offenders

You should not discount someone from a job just because they have a criminal conviction.

If your business uses AccessNI checks in the recruitment process, you must, under AccessNI's Code of Practice, have a policy on the recruitment of ex-offenders. This policy must be available if requested as part of the recruitment process.

An important factor in reducing the rates of re-offending is finding a job. Evidence-based research shows that many offenders who get jobs are reliable and committed employees. Ex-offenders can often be loyal and hard-working, tending to stay with one employer.

Job offers and AccessNI checks

You can withdraw a job offer that was made subject to an AccessNI check if the results show something that would make the applicant unsuitable for the post. If an applicant starts work before the AccessNI check has been received, you should make it clear that the offer is made on the basis of receiving satisfactory pre-employment checks.

No contract exists until the applicant has accepted an offer and all conditions under which the offer was made have been satisfied.

Read more on work involving children and adults - your obligations.

For positions that involve working in regulated activity with children or adults, the Enhanced criminal records check includes a check of the names of persons held on the two Disclosure and Barring Service (DBS) barred lists and the equivalent lists in Scotland.

The DBS manages these 'barred lists'; one list holds information on individuals who are unsuitable for working with children, the other on those who are unsuitable for working with vulnerable adults. Individuals placed on either list are not allowed to work with the relevant group. An individual can be on both lists.

Employer responsibilities

You must not employ someone, or use a volunteer, in regulated activity who is on one of the barred lists.

Employing somebody who is on a barred list

A person who is barred from working with children or vulnerable adults will commit a criminal offence if they work or volunteer, or try to work or volunteer, with those groups.

An organisation that knowingly employs someone who is barred to work with those groups will also be breaking the law.

Where AccessNI is aware that a person has applied to work in regulated activity who is on a barred list or they are working for an employer in regulated activity, it will pass this information to Police Service of Northern Ireland (PSNI) for further investigation.

Referring information on individuals to the DBS

You must refer information to the DBS about an employee you have dismissed because they harmed or - had you not dismissed them - might have harmed a child or vulnerable adult.

You must still make a DBS referral even if the employee resigns before you have the chance to formally dismiss them.

If you fail to make such a referral to the DBS, you are committing a criminal offence.

DBS barring referral form.

Usually, a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. A refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders (Northern Ireland) Order 1978.

However, there are certain areas of employment (for example some professional occupations or working closely with children or adults in vulnerable situations) that are exempt from this legislation and for which employers may ask about spent convictions. This is known as asking an exempted question, which when answering, the applicant would have a legal obligation to reveal spent convictions.

Applicants must be over 16 years of age to apply for a standard or enhanced check. The only exceptions to this are for enhanced checks where the applicant is looking after children in their own home, eg child-minding, fostering or adopting. In these circumstances, members of the applicant's family over 10 years of age can apply for a check.

What checks are available?

Basic AccessNI check

Contains details of all convictions considered to be unspent, or states that no such convictions were found.

Standard AccessNI check

Contains details of all spent and unspent convictions and relevant cautions, diversionary youth conferences and informed warnings (non-court disposals) or states that no information was found.

Enhanced AccessNI check

This has the same criminal record information as the Standard check but also includes a check of police intelligence records and, for positions working with children and vulnerable adults (referred to as Regulated Activity), may include information held by the Disclosure and Barring Service (DBS).

Read more on employing someone with a criminal record.

Also see work involving children and adults - your obligations.

AccessNI: filtered checks

A filtered check means the applicant has a criminal record, but information about a minor or old conviction(s) or cautions etc is not disclosed. An employer cannot ask an applicant to disclose information that has been filtered in this way.

Serious crimes will always be disclosed in a check, such as violence, sexual offences or information relevant to safeguarding and child protection.

Filtered checks and when cautions and convictions will not be disclosed.

Which AccessNI check should my employees apply for?

Basic check

The basic check is available to anyone. It is open to any employer to seek a basic check or to require the employee to obtain a basic check as part of a successful recruitment application. Some employers will insist that a basic check is obtained, for example, the civil service or where a contractor is working for the government. Those working on the 'airside' of an airport must have a basic check under the Department of Transport Regulations. Taxi firm proprietors and bus operators require a basic check under Driver and Vehicle Agency (NI) regulations.

Standard check

The standard check is available for certain specified occupations, licences and entry into certain specified professions. A standard check would be required if applying for a licence with the Security Industry Authority (SIA). SIA arrange this as part of applying for licence with them. You should not seek a standard or any other check directly from AccessNI as part of your application for a licence.

Enhanced check

The enhanced check will be sought for those working closely with children or vulnerable adults (known as Regulated Activity). This will include a check of the DBS barred lists (those not permitted to work with children and vulnerable adults). The enhanced check is also available for other specific positions, but without a check of the barred lists, including those working with vulnerable people (but not in Regulated Activity), taxi driving licences, those seeking to retain a licence under regulation 5 of the Misuse of Drugs Regulations (NI) 2002, or judicial appointments.

The definition of Regulated Activity changed substantially on 10 September 2012. Central Government has published guidance to help employers better understand the impact of these changes. Safeguarding vulnerable groups: Disclosure & Barring Service.

How long is an AccessNI check valid?

There is no official expiry date for an AccessNI check. Any information revealed on a certificate reflects information held on criminal records and by police at the time the check was issued. In certain employment sectors, an AccessNI check may be required periodically.

You may be required by law to carry out a fresh check of the DBS Childrens' and/or Adults' list in accordance with sector-specific guidance.

Where you need to see a copy of the applicant's certificate before taking a recruitment decision, you should only retain this until such times as you make that decision. After this, you should return it to the applicant. If it is considered necessary to keep the certificate information for longer, you should consult AccessNI.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

Ultimately it is for the employer to determine whether to accept a previously-issued AccessNI check. However, you should consider the following before making a decision:

• You should ensure your employee is not on a list of barred persons held by the Disclosure and Barring Service (DBS) - see work involving children and adults - your obligations. A check issued at some time in the past might not have the most up-to-date position.
• The applicant's criminal record or other relevant information may have changed since its issue.
• The decision made by police to disclose information on an AccessNI check was made based on the position for which the AccessNI check was originally applied for. You cannot assume that no other intelligence would be disclosed for a different position.
• The position for which the previous check was sought may be different to the position you are recruiting for - this could include whether the appropriate barred list was searched previously.
• The information revealed was based on the identity of the applicant, which was validated by another Registered Body, at the time that the original check was requested. Therefore, you should ensure that the identity details on the certificate match those of the applicant.

If you are contacted by another organisation about a previously issued AccessNI check, you should not disclose any information in that check without the express permission of the applicant. To do so may be in breach of the Data Protection Act.

AccessNI certificate

The default position for online applications is that a disclosure certificate will be issued digitally to the applicant if there is no criminal history information to be disclosed - if information is being disclosed, a paper certificate will be issued by first-class mail.

Digital certificates

The applicant can view and share this digital certificate from their nidirect account. Digital certificates include a watermark that reads 'valid certificate - unless printed'.

Paper certificates

Applicants can request a paper AccessNI certificate by checking the appropriate box when completing the online application. An AccessNI paper certificate contains a number of security features that can be used to verify whether it has been counterfeited or altered in any way.

The latest AccessNI certificates have the word 'DOCUCHECK' watermarked into the paper on which they are printed.

The cost of an AccessNI check and the time it takes to search criminal records and give disclosure certificates varies depending on the level of AccessNI check requested.

AccessNI fees

AccessNI charges a fee to process criminal records checks:

• Basic AccessNI check - £16
• Standard AccessNI check - £16
• Enhanced AccessNI check - £32

The individual being checked is responsible for the cost, but an employer can offer to pay this fee on behalf of an applicant. Payment must be made to AccessNI by a Registered or Responsible Body on account (monthly invoice).

An individual can be asked to seek their own disclosure (basics only) by making an online application and paying the relevant fee by credit or debit card.

Apply for an AccessNI check.

AccessNI checks for volunteers

Volunteers, within the AccessNI definition, will receive a Standard/Enhanced AccessNI check free of charge. All Basic checks must be paid for.

AccessNI defines a volunteer as:

'A person engaged or to be engaged in an activity for a non-profit organisation or person which involves spending time unpaid (except for travel and other approved out-of-pocket expenses) doing something which amounts to a benefit to some third party other than, or in addition to a close relative.'

All the criteria above must be met before AccessNI will process a check free of charge. There are a few exemptions to this definition, including if you are volunteering for a public sector organisation.

How long does an AccessNI check take?

For all applications made online, AccessNI aims to issue:

• 99% of Basic (countersigned by a responsible body) and Standard checks within 7 calendar days
• 95% of Basic checks (made directly by a member of the public) within 14 calendar days
• 70% of Enhanced checks within 10 calendar days, 95% within 21 days, and 98% within 28 calendar days

Find the latest average processing times for disclosures.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected, and how this is used by AccessNI.

All applications for standard and enhanced checks must be countersigned by an organisation that is registered with AccessNI.

To submit an AccessNI check an organisation must either:

• use the services of an AccessNI registered umbrella organisation, or
• register with AccessNI

Using an umbrella body

An umbrella body is a registered body that gives other non-registered organisations access to AccessNI services. If your organisation has a requirement for fewer than 20 checks per year you should use the services of an umbrella body.

AccessNI has developed a database listing details of umbrella bodies and the types of services they provide.

Search for an AccessNI umbrella body.

If you are already a registered body and would like to offer an additional umbrella service, you should contact the AccessNI Helpline on Tel 0300 200 7888 to speak to an adviser about your eligibility.

To register your organisation with AccessNI, you must be able to satisfy the conditions of registration. You must:

• Submit more than 20 eligible AccessNI check applications per year;
• Be entitled to ask exempted questions under the Rehabilitation of Offenders (Exceptions) Order (Northern Ireland) 1979;
• For enhanced checks, be able to confirm that applications will be made for positions that are prescribed in AccessNI regulations. Regulated activity is prescribed;
• Agree to comply with the AccessNI Code of Practice and;
• Be over 18 years of age.

The conditions of registration are set out in The Police Act 1997 (Criminal Records) (Registration) Regulations (Northern Ireland) 2007. Read more information on the conditions of AccessNI registration.

You must also provide specific and up-to-date information to AccessNI for registration to be granted. This includes:

• organisation status
• proposed counter signatories and lead signatory
• the nature of your business
• the positions of employment you intend to submit the checks for
• how you intend to meet the threshold of 20 applications per year

Applications to register with AccessNI

Applications to register must be made online. To start the process you must create an account on nidirect and submit your details to AccessNI. AccessNI will process the request and if registration is accepted you will be considered as the lead signatory (LS) for that organisation. You will receive:

• a 10 digit organisational number;
• a 10 digit personal signatory number and;
• a 6 digit PIN number.

Once you have this information you can log into your account on nidirect, This enables you to conduct various transactions, including registering other people in your organisation as counter signatories (CS). When you begin to receive applications you will access them through the nidirect account.

AccessNI may refuse to register an organisation or individual that it has previously removed from the register.

Further amendments can also be made online, such as adding a new signatory.

How much does it cost to register?

Registration costs £195 and includes the approval of a Lead Signatory within the organisation. Additional counter signatories can be registered at a cost of £13 each.

Your registration fee will be charged after AccessNI has assessed your registration documentation, carried out pre-registration checks, and invited you to register.

For further information on the registration process, you can contact the AccessNI Helpline on Tel 0300 200 7888 and speak to an adviser.

What is a counter signatory?

A counter signatory (CS) is a person within a registered body who is registered with AccessNI to countersign (or verify) applications before they are submitted to AccessNI.

A lead signatory (LS) is a figure within a registered body who will oversee the AccessNI process within their organisation and manage their account on nidirect. The lead signatory is also responsible for ensuring that AccessNI invoices are paid in a timely manner.

The minimum age at which someone can apply to become a counter signatory is 18 years old.

Changing your registration details

It is your responsibility as a registered body to keep AccessNI informed about any changes to your registration. You must do so online.

AccessNI Code of Practice

Organisations using the AccessNI service must comply with the AccessNI Code of Practice. The code is there to ensure organisations are aware of their obligations that the information released will be used fairly.

The code also ensures that sensitive personal information, disclosed by AccessNI is handled and stored appropriately and is kept for only as long as necessary.

Read more on the AccessNI Code of Practice.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

There are key points to consider when submitting AccessNI checks for potential employees.

You should:

• Consider if the applicant has the right to work in the UK.
• Let the applicant know why an AccessNI check is required, what type of check is being sought, and how they will be carried out.
• If the work is in regulated activity with either children or adults at risk, you should advise the applicant that you will seek an AccessNI enhanced disclosure check. The applicant is required to create a Northern Ireland Identity Assurance (NIDA) account and complete the AccessNI e-application. If they are not content to proceed with the application, they cannot be considered for the role.
• Give the applicant a chance to explain if a check reveals a criminal record or other information about them - read more about employing someone with a criminal record.
• Tell the applicant if an AccessNI check is no longer required and a completed application form will not be progressed.
• Think carefully about the best point in the recruitment process to carry out an AccessNI check.
• Only check the successful job applicant.

Transgender applicants

For transgender application enquiries, you can contact the AccessNI Operations Manager on Tel 0300 200 7888.

The steps to making and countersigning an application are as follows.

Applicant role

• Lead signatory (LS) or counter signatory (CS) advise the applicant which type of check to apply for and directs the applicant to the relevant web page on nidirect. LS or CS will also provide the applicant with their 6-digit PIN number;
• Applicant clicks the application button and creates an account on nidirect and clicks the link in the confirmation email to activate the account;
• Applicant again clicks the relevant button on nidirect to make an application;
• Applicant logs into their account and enters in PIN number into the application;
• Applicant completes personal details on the form, confirms declaration and clicks 'submit' to transfer the application electronically to the LS or CS;

CS/LS role

• LS or CS picks up the application having logged on to their nidirect account;
• LS or CS checks the summary of the information provided by the applicant to ensure that all middle names/previous surnames and date of birth have been recorded accurately and completes the form, including, for standard and enhanced checks, the position for which the application is being made;
• LS or CS confirms declaration form. The LS or CS must have previously checked a set of identification documents provided by the applicant to ensure that the details provided on the application form match the information in those documents;
• LS or CS clicks submit button and the completed application is transferred to AccessNI for processing.

AccessNI will process the application. The LS/CS and the applicant can track the progress of any case by logging into their account.

Disputing incorrect information

The content of an AccessNI check can be challenged or disputed if it contains an error or inaccurate or irrelevant information. Challenges and disputes should be made immediately by contacting AccessNI and must be raised within three months of the date of issue on the certificate. AccessNI certificate dispute form.

AccessNI has a privacy notice that outlines its legal grounds for processing the personal data of applicants and signatories, details of the personal information collected, the purposes for which this is collected and how this is used by AccessNI.

AccessNI updates details of the current delivery times for certificates on a weekly basis.

Find current delivery times for AccessNI certificates.

If you don't receive a certificate within five working days of the timescales which are published at this link, you can call the AccessNI Helpline on Tel 0300 200 7888, or email them at ani@accessni.gov.uk.

AccessNI cannot normally access criminal records held in other countries (with the exception of 15 EU countries), but it is possible to submit an application while the applicant is overseas. In a small number of cases overseas criminal records are held on the Police National Computer and these would be revealed as part of an AccessNI check. You must still verify the identity of an overseas applicant.

As AccessNI cannot access criminal records from other countries, an AccessNI check may not provide a complete picture of an individual's criminal record.

How to check overseas applicants

If you are recruiting people from overseas and wish to check their overseas criminal record, you should contact the embassy or High Commission of the country in question.

You can also contact the FCO Response Centre Helpline on Tel 020 7008 1500.

If the foreign check needs translating, the embassy of the country concerned may be able to help.

AccessNI is not involved in the processing of applications made by individuals to overseas authorities and will not be responsible for the contents or the length of time taken for information to be returned.

Criminal records checks for overseas applicants.

Certificates of good conduct

You can try to obtain a certificate of good conduct and any other references from potential overseas employees. The standard of foreign police checks varies. To find out the standard, you should contact either the authorities in a particular country, or their embassy.

Either you or the employee should obtain a certified translation of the certificate of good conduct. AccessNI does not offer a translation service.

Checking an applicant's right to work in the UK

AccessNI does not check whether an applicant is permitted to work in the UK. The employer is responsible for ensuring employees have the right to work within the UK.

The Centre for the Protection of National Infrastructure

The Centre for the Protection of National Infrastructure (CPNI) provides protective security advice. This is for companies and organisations that deliver the UK's essential services.

How to obtain an overseas criminal records checks (PDF, 16.1MB).

Basic AccessNI checks will disclose details of an individual's unspent convictions.

The Standard and Enhanced AccessNI checks will reveal details of an applicant's spent and unspent convictions, cautions, and other non-court disposals from the Police National Computer (PNC).

In addition, an Enhanced check may contain approved and/or additional information.

Approved information is non-conviction information provided by the police from their local records. The Chief Police Officer from each force will decide what, if any, information is relevant and ought to be included on the disclosure certificate.

Recruiting ex-offenders

You should not discount someone from a job just because they have a criminal conviction.

If your business uses AccessNI checks in the recruitment process, you must, under AccessNI's Code of Practice, have a policy on the recruitment of ex-offenders. This policy must be available if requested as part of the recruitment process.

An important factor in reducing the rates of re-offending is finding a job. Evidence-based research shows that many offenders who get jobs are reliable and committed employees. Ex-offenders can often be loyal and hard-working, tending to stay with one employer.

Job offers and AccessNI checks

You can withdraw a job offer that was made subject to an AccessNI check if the results show something that would make the applicant unsuitable for the post. If an applicant starts work before the AccessNI check has been received, you should make it clear that the offer is made on the basis of receiving satisfactory pre-employment checks.

No contract exists until the applicant has accepted an offer and all conditions under which the offer was made have been satisfied.

Read more on work involving children and adults - your obligations.

For positions that involve working in regulated activity with children or adults, the Enhanced criminal records check includes a check of the names of persons held on the two Disclosure and Barring Service (DBS) barred lists and the equivalent lists in Scotland.

The DBS manages these 'barred lists'; one list holds information on individuals who are unsuitable for working with children, the other on those who are unsuitable for working with vulnerable adults. Individuals placed on either list are not allowed to work with the relevant group. An individual can be on both lists.

Employer responsibilities

You must not employ someone, or use a volunteer, in regulated activity who is on one of the barred lists.

Employing somebody who is on a barred list

A person who is barred from working with children or vulnerable adults will commit a criminal offence if they work or volunteer, or try to work or volunteer, with those groups.

An organisation that knowingly employs someone who is barred to work with those groups will also be breaking the law.

Where AccessNI is aware that a person has applied to work in regulated activity who is on a barred list or they are working for an employer in regulated activity, it will pass this information to Police Service of Northern Ireland (PSNI) for further investigation.

Referring information on individuals to the DBS

You must refer information to the DBS about an employee you have dismissed because they harmed or - had you not dismissed them - might have harmed a child or vulnerable adult.

You must still make a DBS referral even if the employee resigns before you have the chance to formally dismiss them.

If you fail to make such a referral to the DBS, you are committing a criminal offence.

DBS barring referral form.