The verification of identity checks standard outlines the mandated requirements employers must carry out to verify the identity of all prospective employees in the NHS. This Standard is just one of the six documents which form the NHS Employment Check Standards which were published in March 2008.
The NHS Employment Check Standards were further revised in July 2010 following consultation with key partners to assure their fitness for purpose.
This document only covers the checks required to confirm an individual's identity and should be read along side the right to work check standard which outlines the checks required to verify an individual's legal right to work in the UK. If you have any queries please email employmentchecks@nhsemployers.org
Frequently asked questions
Q1. Do verification of ID checks have to be applied retrospectively to existing staff?
Q2. Can we accept a passport which has expired?
Q3. What happens if the individual has recently changed their name and cannot provide documentation in their new name?
Q4. A number of companies are encouraging customers to convert to paperless billing, can documents downloaded from the internet be accepted?
Q5. If an individual cannot provide any acceptable forms of photographic ID, what should employers request?
Q6. Why does it stress that employers can only accept UK birth certificates as proof of identity?
Q7. What should we do when younger individuals are unable to provide the necessary documents for verification of identity?
Q8. Can a UK Citizen’s card be accepted as proof of photographic personal identity?
Q1. Do verification of ID checks have to be applied retrospectively to existing staff?
Not usually. Employers will be checking assurance against information governance standards for the Registration Authority processes linked to NHS CRS. This may involve a retrospective check but any additional checks, as staff change jobs internally within the organisation, must be proportionate to risk.
The outcomes of any verification of ID check should be recorded on ESR, where available, or other HR management system confirming that identity has be verified in compliance with the Verification of Identity Check Standard, to avoid unnecessary duplication of checks.
Q2. Can we accept a passport which has expired?
No. All documentation must be original, valid and current.
Q3. What happens if the individual has recently changed their name and cannot provide documentation in their new name?
Individuals may decide to change their name at any time and be known by this name without going through any official legal process. Employers must only accept identity documents in the applicants' previous name where the individual is able to provide documentary evidence of the recent name change because of marriage/civil partnership (ie marriage of civil partnership certificate), divorce/civil partnership dissolution (ie decree absolute /civil partnership dissolution certificate) or deed poll (deep poll certificate).
Q4. A number of companies are encouraging customers to convert to paperless billing, can documents downloaded from the internet be accepted?
Documents downloaded from the internet are not acceptable. Employers should always seek to obtain original documentation, where photocopies of the original have been provided, these should be signed by a solicitor.
Q5. If an individual cannot provide any acceptable forms of photographic ID, what should employers request?
If an individual is genuinely unable to provide any acceptable photographic personal identification, then employers should request each of the following:
Two forms of non-photographic personal identification
- Two documents confirming their address
- A passport-sized photograph of themselves.
All documents must be from a different source and photographs must be endorsed on the back with the signature of a ‘person of standing’ in their community, who has known them for at least three years. Although not an exhaustive list, please refer to the ‘person of standing’ signatory list for an indication of the type of signature employers can accept.
Q6. Why does it stress that employers can only accept UK birth certificates as proof of identity?
This is because there’s no national security markings that can be easily checked like on passports, driving licenses etc, and forgeries can easily be obtained from the internet. Employers would have no way of verifying whether a birth certificate from any other country was bone fide.
Q7. What should we do when younger individuals are unable to provide the necessary documents for verification of identity?
In circumstances where applicants have just left school or higher education and are still living with family or friends so are unable to provide you with any of the recommended non photographic ID or proof of address, employers should ask for three of the documents listed below as an alternative. These documents must be in addition to photographic personal ID requirements.
Additional acceptable proof of photographic personal ID for students or school/higher education leavers may include a UK Citizen’s photo-card (see Q8 below). Employers should not accept any other form of identity card other than outlined within the Verification of Identity Check Standard.
Where no photographic personal ID can be provided the applicant must provide a passport-sized photograph of themselves endorsed by someone of some standing within their community (as outlined in Q5 above).
Employers may select three of the following documents:
- Full UK birth certificate – issued within 12 months of birth
- An official letter confirming the opening of a bank or building society account, which is addressed in their name to a permanent residing address (parental home or rented accommodation)
- National Insurance number card or formal notification from HM Revenue and Customs of their application for a national insurance number if they do not currently hold one (they will require this to start employment)
- Certificate of educational qualifications (certificates must be originals from the school/university or awarding body)
- An official letter from a Credit Union (student loan company) in their name at their residing address
- A formal reference from the school or higher educational institute which verifies the individual’s name and residing address, and that they have undertaken the course/examinations they profess to have undertaken if they do not yet have the results of those qualifications.
Q8. Can a UK Citizen’s card be accepted as proof of photographic personal identity?
Not to be confused with the UK National Identity card which ceased to be issued from 21 Jan 2011 and cannot be accepted as proof of identity any longer, employers may accept a UK Citizen’s photo-card. This card can be applied for by 16-21+ year olds as proof of age and is verifiable with similar security marks to passports and driving licences. This card is accredited by PASS (Proof of Age Standards Scheme) and requires the individual to provide certain documentation to verify they are who they say they are; it is also subject to credit checks before it is issued. See further details on the UK Citizen’s card website.