Help with the basic disclosure online application

Last updated: 22 March 2017

This information is for people applying online for basic disclosure. It is designed to help people complete the online application correctly.

The following information describes what you should enter in each part of the online application form. Fields marked with an asterisk – * – in the form are mandatory, which means you have to complete them.

Personal details

Title

Select the appropriate title from the drop-down list. If you select 'Other', enter the relevant title (for example 'Reverend', 'Doctor') in the 'Other' field.

Present surname and forename(s)

Enter your current surname and all forenames. Write your full name, not just initials.

This will be the name that shows on your disclosure certificate, so make sure you include middle names that you want to appear.

Mother's Maiden/Family name

Enter your mother's surname at the time of her birth.

Have you ever been known by different names?

Answer Yes or No.

If you answer 'Yes' extra 'Name history' fields will appear, allowing you to enter the other names.

This includes names from marriage, adoption, or changes of name by other means. You should also include middle names that you don't want to appear on your certificate here.

If you're adopted, you don't need to provide your name at birth if your adoption was before the age of 8.

If you're a transgender applicant you don't have to tell your employer about your previous gender. Read the information for transgender disclosure applicants to find out what you need to do.

Birth details

Date of birth

Enter your date of birth in the format DD/MM/YYYY

Gender

Select your gender from the drop-down menu.

Town of birth

Enter the town where you were born. This includes non-UK towns if you were born outside of the UK.

Country of birth

Select the country where you were born from the drop-down list.

Nationality

Enter your nationality, for example British.

Additional information

Do you have a UK National Insurance number?

If you select 'Yes' an extra field will appear, where you should enter your National Insurance (NI) number.

Enter your NI number in the format AA999999A, for example BZ109534F. You can get your NI number from many documents, such as a payslip, UB40 or National Insurance certificate.

Do you have a passport?

If you select 'Yes' extra fields will appear, where you should enter your passport number and the country it was issued in. UK and European passport numbers are 9 digits long.

Do you have a driving licence?

If you select 'Yes' extra fields will appear, where you should enter your driving licence number and the country of issue.

Do you have a National Identity Card?

If you select 'Yes' extra fields will appear, where you should enter your National Identity card number and the country of issue.

National Entitlement Card number

If you have a National Entitlement Card issued by a Scottish Local Authority, enter the 16-digit card number here.

Electricity supplier number

This means the electricity supply to your home. Please enter the 21 digit Electricity Supplier Number.

This number is usually known as the 'supplier' or 's' number and may appear on your electricity bill.

PVG Scheme membership number

If you're currently a member of the PVG scheme, enter your 16-digit membership number.

You may still need to apply for a Basic, Standard or Enhanced Disclosure if your role is outside the scope of the PVG Scheme.

Contact details

Please insert your telephone numbers and email address so that Disclosure Scotland can contact you if necessary.

Current address

You can only apply online if your current address is in the UK. If you live outside the UK, you will need to apply using a paper application form.

The address you enter will show on your certificate. This is also where your certificate will be sent.

You should enter your current home address, or other UK address where you want the certificate to be sent, for example, a Halls of Residence.

Address history

This section records all your previous addresses in the last 5 years. This includes non-UK addresses if you have been living abroad.

Disclosure Scotland can't accept applications without a full 5-year address history.

Use the 'Add Address History' button to add a new address. Enter your addresses in reverse chronological order – the most recent address first and the oldest last.

Supporting documents

Upload your proof of current address document to the system.

To do this:

  1. Use the browse button to open the 'Choose file to upload' window
  2. Select the document you want to upload
  3. Select 'open' at the bottom of the 'Choose file to upload' window
  4. Select the 'upload' button to add your document to the system.
There is a maximum filesize of 1MB per file. Files bigger than this will not be accepted. If you can't upload or would prefer to email your document copies, email them to info@disclosurescotland.gsi.gov.uk after you have completed the online application. Please don't send originals as they won't be returned.

Declaration

You must tick the declaration checkbox before Disclosure Scotland can accept your application.

Ticking the declaration checkbox means you are confirming that you understand Disclosure Scotland will use the information you have given:

  • to verify your identity
  • to check and process your application
  • for the prevention or detection of crime
  • for other related purposes

This includes sharing information with other government departments or organisations, the police and other law enforcement agencies.

By ticking the declaration checkbox you also confirm that:

  • the information you have given is complete and correct
  • you understand that to knowingly make a false statement in this application is a criminal offence
  • you agree to give any additional information that may be required to verify the information given
  • you will immediately notify any changes to the information you have given

Validate data and proceed to payment

Click the 'Proceed to payment details' button to submit the application information to be validated.

If there are any mistakes or missing information, these will be brought to your attention at this point. Please correct the information as necessary and select 'Next' again.

Payment details

You can pay online with a credit or debit card. You can't pay using American Express or Visa Electron.

Method of payment

Select the appropriate card type from the drop-down menu.

Name of cardholder

Enter your name as it appears on the card.

Card number

Enter the long card number from the front of the credit card.

Card expiry date

Enter the expiry date shown on the card in the format MM/YY.

Card Security Code (CSC) number

Enter the CSC number (usually the last three digits from the number on the back of the card)

Card issue number

If your card has an issue number, enter it in this field. If your card doesn't have an issue number, leave the field blank.

To return to the main application screen select the 'Return to application details' button at the bottom of the payment page.

Submit payment

Select 'Submit' to confirm your payment. If there are any mistakes or missing information these will be brought to your attention. Please correct the information as necessary 'Submit' again.

Acknowledgement and receipt

Once you have completed your application and payment, the final page will show the following information:

  • confirmation that your application has been accepted
  • a 16-digit application reference number. Keep a note of this number – you will need it for any future communication with Disclosure Scotland
  • a receipt confirming payment details

It's a good idea to print this page and keep it as a record of your application and payment.

Close browser windows

When you're finished, you should close all the browser windows associated with the application.

Contact Disclosure Scotland

If you have any questions or need any help with your application, you can contact Disclosure Scotland:

Email: info@disclosurescotland.gsi.gov.uk
Phone: 03000 2000 40
Fax: 03000 2000 50
Post: Disclosure Scotland, PO Box 250, Glasgow, G51 1YU