AccessNI responsible bodies

Why be a responsible body 

Many organisations become responsible bodies because they can: 

• view the case tracking facility to check the progress of an application
• maintain a record of employees/staff who have AccessNI basic disclosure checks in place
• receive a monthly invoice for completed AccessNI basic disclosure checks
• establish a renewal policy for AccessNI basic disclosure checks

Before applying

An organisation who wants to be a responsible body should:

• send more than 20 basic check applications every year
• be a registered company
• agree to follow AccessNI’s Responsible Body Service Level Agreement 

Apply to be a responsible body

To apply to become a responsible body an organisation needs to apply to set up an AccessNI nidirect account.  

Once you have set up your AccessNI nidirect account, you will be able to apply to become a responsible body.  

You can log into your AccessNI nidirect account to:

• see and approve basic disclosure applications you receive
• manage your account
• track progress of applications

The application to become a responsible body must be made by a person in the organisation who will be the lead signatory. The lead signatory must:

• be over 18
• not have been removed from the AccessNI register
• complete a criminal record check

Once registered, the lead signatory will get a six digit personal identification number (PIN) for processing online applications.  The lead signatory can also appoint counter-signatories to manage applications for the responsible body.

AccessNI checks a lead signatory for criminal records before they can manage basic disclosure applications.  If a lead signatory is unsuitable, AccessNI won’t register them and will ask the responsible body to put forward another person.

Role of signatories

Only approved signatories are allowed to manage the responsible body’s disclosure process.  Signatories make sure the applicant’s identity is checked and approve the application before it is given to AccessNI.   

AccessNI checks a counter-signatory for criminal records before they can manage basic disclosure applications.  If a counter signatory is unsuitable, AccessNI won’t register them and will ask the responsible body to put forward another person.

All counter-signatories must have their own nidirect account.

Apply to be a counter signatory for basic checks

You must be invited by an AccessNI responsible body to become a counter-signatory.  The lead signatory for the responsible body will give you their six digit personal identification number (PIN).  You need this PIN to apply online. 

You will also need to create an account with nidirect.  You shouldn’t use an existing nidirect account to complete the counter-signatory application.

• Apply to become a counter-signatory

Personal identification number (PIN)  

You will be given a unique PIN when your application to become a counter signatory is approved.

Once you get your PIN, you can check and approve AccessNI basic applications for a particular responsible body. 

You’ll need to give this PIN to people applying online for a basic check through your responsible body. 

Rules for responsible bodies

Responsible bodies must follow the AccessNI Service Level Agreement and keep a policy statement.

Service Level Agreement

The Service Level Agreement (SLA) tells responsible bodies what they need to do to protect an applicant's information.

The SLA sets out that information released in a basic check must be:

• used fairly
• handled and stored in the proper way
• kept for only as long as is necessary but not more than six months

AccessNI audits responsible bodies to make sure the SLA is being followed. A responsible body which fails to keep the rules on information security can be deregistered.

• Responsible body Service Level Agreement

Sample policy statements

A responsible body must keep a policy statement to show they are meeting the SLA to assure people undergoing basic checks that their information is protected.

• Sample policy statement for responsible bodies

AccessNI audits responsible bodies to make sure a policy statement is in place. 

Responsible bodies don't automatically receive a copy of an applicant's basic certificate. If your organisation needs to ask an applicant to provide their certificate, a sample request letter is available:

• sample letter asking for an AccessNI certificate

Employers who receive disclosure certificates must follow General Data Protection Regulation (GDPR) rules.

Changing AccessNI registration details

A responsible body is responsible for keeping their account details accurate.  To make changes they should log into their online account.  This includes changes to:

• name
• address
• contact number
• email address
• website

Umbrella Bodies  

If an employer needs less than 20 checks in a year, they can use an umbrella body to make applications to AccessNI. Most umbrella bodies charge fees for their services.

• AccessNI umbrella bodies

If an employer does not want to use an umbrella body, the employer can ask an individual to apply for their own basic disclosure check and provide them with the paper or digit certificate. 

Paying for disclosures

AccessNI  will issue a monthly invoice to a responsible body for any checks AccessNI complete during that period.

If an organisation doesn't pay within 30 days, AccessNI can review or cancel the registration status of the organisation.