E-Vetting Website. User Guide

Transcription

1 E-Vetting Website User Guide

2 E-Vetting Steps Step 1 Vetting Subject manually completes and forwards to Relevant Organisation a Vetting Application Inviter and provides proof of identity. Step 2 Relevant Organisation confirms proof of identity and sends Vetting Subject an with link attached inviting him/her to complete Vetting Application Form. Step 3 Vetting Subject completes Vetting Application Form online and submits it to Relevant Organisation. Step 4 Relevant Organisation reviews Vetting Application Form and submits it to National Vetting Bureau. Step 5 National Vetting Bureau processes the application and forwards a Vetting Disclosure to Relevant Organisation. Step 6 Relevant Organisation views the Vetting Disclosure.

3 E-Vetting Overview of Vetting Process Vetting Subject completes Vetting Inviter Vetting Subject Affiliate Organisation Registered Organisation Step 1 Current Details Proof of Identity Web Site Process Process Invite Vetting Subject Registered Organisation GCVU Step 3 Complete Form Step 2 - Invite Step 4 Review & Submit Step 5A Process Application Step 6 Review & Print Result Step 5B Notification

4 To Use this Service You Must.. The Vetting Subject must be between the ages of 16 and 110 If aged years, have submitted signed Parent Guardian consent form. Have or have access to a valid address Have access to the Internet. Have completed the Proof of Identity process.

5 Proof of Identity and Confirmation of the Current Address is required BEFORE the vetting process can commence This is the minimum data required to initiate an evetting application The form must be signed and dated Note! The declaration tick box MUST be ticked

6 Your personal user ID This is issued to you by The National Vetting Bureau Your Password. This is issued to you by The National Vetting Bureau. You can change your password at anytime via the application If your password is expired or the account is locked, you must contact NVB Thurles for support

7 The The Home Home Page Page Menu Menu Options Options are are available available from from the the side side bar bar or or a Top Top right right drop drop down down Help content and FAQs can be accessed from here

8 Create an E-Vetting Invitation by Relevant Organisation

9 The Home Page Menu Options are Select available from the Invite Subject side bar or a Top right drop down

10 STEP 1 Enter the Names provided on the Application Inviter form NVB 1 Date of Birth is in the format of DD/MM/YYYY and can be typed or selected from a calendar provided in the drop down The address is entered twice to reduce the risk of error

11 The Job Title or Role the vetting subject requires to be vetted for is entered here Only the Current Address is required for an Invitation. Proof of validity of this address MUST be completed prior to the issue of an evetting invitation If the address is No Fixed Abode Move this slider to Yes Address Line 1, County\State and Country are still mandatory fields for No Fixed Abode addresses

12 When you press Next to move on, the application will validate all entries. If there is an error, the application highlight the errors. See examples highlighted on this page

13 Reference number from Relevant Organisation or Affiliate Organisation may be recorded here. STEP 2 The details of the Registered Organisation and Liaison Person are automatically added and cannot be changed If application is being processed on behalf of an Affiliate Organisation Select Yes Select the name of the Affiliate from the drop down list All Affiliates must be registered with the NVB

14 Enter the date the document was signed NOT the date relevant organisation process the invitation request The Declaration Tick Box must also be selected Press Next when done or Previous to go back to edit and correct

15 STEP 3 Preview and Submit The Application will present you with a summary of the data you have just entered. The summary can be Printed It is also possible to Edit and Correct by selecting Previous If all data is correct press Finish to complete the invitation request

16 Job Done! The Invitation request has been accepted and allocated a tracking ID s have been sent to the vetting subject and to the Relevant Organisations nominated account Note the Expiry Date, all invitations are valid for 30 days and auto expire thereafter. Reminder s are sent after 21 days if no reply is received from the vetting subject

17 Status Checking You can check the status of you most recent 500 applications here

18 Status Checking You can Filter your search by entering any of the values or combinations of the values in this field Example John Smith InvitationReady Just separate the value with a space Status Checking You can also sort by any column heading Ascending or Descending

19 Status Checking This is the current status of the application. This value is updated automatically as an application moved through the vetting process

20 Status Checking Hyper-Links will bring you to the more detail. In this case it will show you the full history of the application

21 Status Checking This history is visible to both the vetting subject and the registered organisations Click here to return to search list

22 Review of a Completed E-Vetting Application

23 Status Review Checking of vetting subject completed invitation form You can check the status of you Select most Last recent 500 for 500 applications Review here

24 Filter and Sorting This function works exactly as per the Last 500 Application Screen but will only include applications at a status of For Review These Hyper-Links will bring you to each specific form for review

25 The vetting subjects complete details are presented for review. This information cannot be altered or changed If everything is correct select Submit and Your Done! The application is now released to the NVB for processing

26 If everything is not correct there are two options available. Cancel Application This terminates the application completely Cancel & Resend Invitation This cancels this application but reuses the original application details and requests the vetting subject to complete the invitation again

27 When you Cancel or Cancel & Resend Invitation. The application will request a reason. This reason is included in an sent to the vetting subject advising them of the action. In cases where it is a Cancel & Resend the unique secure link to the web site to complete the application is also included

28 New Vetting Applications (Vetting Application Form)

29

30 Status Checking Processing a New Application You can check the status of you most recent 500 Select this option applications here

31 STEP 1 Enter the Names provided on the Vetting Application form NVB 2 Select Gender from the Drop down List If Birth details are the same select Yes here Date of Birth can be typed or selected Format is DD/MM/YYYY

32 If the address is No Fixed Abode Move this slider to Yes Address Line 1, County\State and Country are still mandatory fields for No Fixed Abode addresses When you enter an Alias, you must press Add Press Clear if you want to retype the Alias name The Current Address is entered here with the year the subject started living at this address. Proof of validity of this address MUST be completed prior to the issue of an evetting invitation

33 When you press Next to move on, the application will validate all entries. If there is an error, the application will highlight the error See examples highlighted on this page

34 Addresses must account for all years from Birth Year to Current Year Use the drop down lists provided to select the Year From and Year To for each address. If not available the application should be abandoned and the document returned to sender for correction

35 If you answer No you may proceed to the next screen by selecting Next If you answer Yes you must enter at least one entry in the criminal record section of the application

36 Enter the date the document was signed NOT the date relevant organisation processed the invitation request The Declaration Tick Box must also be selected Press Next when done or Previous to go back to edit and correct

37 Reference number from Relevant Organisation or Affiliate Organisation may be recorded here. The details of the Registered Organisation and Liaison Person are automatically added and cannot be changed If application is being processed on behalf of an Affiliate Organisation Select Yes Select the name of the Affiliate from the drop down list All Affiliates must be registered with the NVB

38 The application will provide a summary of all the data entered Corrections can be made by using the Previous button to return to the appropriate section If all data is correct Press Finish to complete the application and submit it to the NVB A print out of the summary is also available

39 Job Done! The application has allocated a tracking ID and submitted the application to the NVB for processing

40 The application is now visible in the backlog and its status can be checked at any time

41 Retrieving a Vetting Disclosure Document

42 Status Disclosure Checking Documents are Retrieved via the Last You 500 can Applications check the status option of you most recent 500 applications Select this option here

43 Search or Filter using the word Complete All applications at a status of complete will have a Hyper-Link here

44 Click Here to open the Disclosure Document on Screen You can download a copy of the disclosure document by clicking here Or Save the document when it is open on the screen Disclosure documents are presented as Adobe PDF Files If you need a PDF reader click here

45 Once a disclosure is viewed. The application status is updated to Disclosure Viewed This allows Users to identify new disclosure received vs. disclosures that have been viewed. e.g. Complete vs. Disclosure Viewed This is still a Hyper-Link allowing confined access to the document for a period of 30 days. This status change also triggers an to the vetting subject advising them that the vetting application is complete

46 Advance Search

47 Advance Search provides additional filtering when conducting searches It is also NOT restricted to the last 500 applications. Users can search on any combination of these data fields Note* You may only search applications process via your organisation

48 Change your Password

49 Change you Password Select this option

50 You can only change you password if your current password is valid and your account is not locked Your account will lock if you enter your password incorrectly 5 consecutive times Or Your account is disabled by the NVB An Garda Síochána has a policy of using Strong passwords Note these requirements when changing you password