Introduction
Kent Schools Personnel Service (SPS) offers an LEA funded, CRB Registered Umbrella Body to the schools in their area. The service typically manages around 9,000 Disclosure applications a year. SPS have been using @lantic Data’s online system since July 2004. The service is managed through the organisation’s own URL located on their intranet.
In August 2006, 155 schools were using the online application system. By March 2007 all 600 Kent County Council schools were completing their Disclosure applications online.
The Umbrella Body is managed by CRB Systems Manager, George Kearns who took timeout to explain how he uses @lantic Data’s online application service.
The operation
"Up until last year we operated a dual system with some of our schools still using the paper application route. Yet the difference in managing the two systems was quite stark.”
"Essentially the paper system was a nightmare and very frustrating to manage. Handwriting was often not good enough for the CRB’s machines to read, blue ink was used on the form, and mistakes kept occurring. All these factors caused delays in processing each Disclosure application.
"The electronic system, however, negates these issues. It validates the information as it is entered; and the data is printed in black ink onto the CRB’s application form. We can be virtually certain the form has been completed accurately, meaning we don’t have to check it, allowing us to process each application more quickly.
The process
"Our schools typically operate a system where they ask the applicant to complete the application form on-site; often on the day the job has been awarded.
"Ideally the ID documentation will be checked on the day; alternatively the applicant will need to return the school with their documents. Once the identity has been verified by the fully trained Liaison Officer, the school submits the application to us.
We print the data directly onto the CRB’s application form and send it with an automated covering letter. All the applicant needs to do is sign and return it back to us. We then carry out a List 99 check on the DfES website and then forward the application to the CRB.”
The benefits
"Since adopting the online application form we’ve worked closely with @lantic Data to adapt the system to our needs.
"For instance the system allows us to run management reports on all the Disclosures we process. We also provide limited access rights to the schools, enabling them to view the reports on the Disclosure applications they have processed.
"@lantic Data have even developed a system that automatically issues an email to the school if an application seems to be stuck somewhere.
Closing comments
"The system works really well for us and @lantic Data have been great in adapting the site’s functionality specifically to our needs. It often feels like they can’t do enough for us.
"The system allows us to effectively manage each application which has to be good for safety as an application does not slip through the net.
"Basically the online application system is brilliant and I’d recommend it to anyone.”
George Kearns