Identity verification has always been a required step in school safer recruitment. But the way it is carried out is changing, and for many schools, the manual processes they have relied on for years are no longer the most practical or the most defensible option.

Since the Home Office updated its guidance in 2022, schools have been able to use certified digital identity verification services, known as Identity Document Validation Technology, or IDVT, to carry out right to work checks and identity verification for certain groups of staff. The technology is well established, widely used in financial services and other sectors, and increasingly expected as part of a modern, rigorous safer recruitment process.

This guide explains what digital identity checks are, how they work in a school context, who they apply to, what the compliance requirements are, and how to record the outcomes in your Single Central Record.

What is a digital identity check?

A digital identity check uses technology to verify that a document, typically a passport or driving licence, is genuine, and that the person presenting it is who they claim to be. The process typically involves:

• The candidate uploading an image of their identity document via a secure portal or smartphone app
• The system checking the document's security features, chip data, and metadata against known forgery patterns
• A biometric comparison between the document photo and a live selfie taken by the candidate
• A result confirming whether the identity check has passed or flagged concerns

This is not the same as a school staff member looking at a passport and taking a photocopy. It is a systematic, technology-driven verification process that produces a documented outcome, and it is significantly more reliable at detecting document fraud than manual inspection.

What is IDVT and who can use it?

IDVT stands for Identity Document Validation Technology. Since April 2022, the Home Office has permitted employers to use certified IDSPs (Identity Service Providers) to carry out right to work checks for British and Irish passport holders through this technology.

To use IDVT for right to work checks, employers must use a provider that is certified by the government's Digital Identity and Attributes Trust Framework (DIATF). Using an uncertified provider does not provide a statutory excuse against illegal working penalties.

It is important to be clear about the scope: IDVT via a certified IDSP is currently available for right to work checks for British and Irish passport holders only. It is not available for other nationalities, who must use the online share code route or, where applicable, manual document checks.

Why are schools increasingly using digital identity checks?

There are several practical reasons why schools are moving towards digital identity verification:

Remote and hybrid recruitment

Schools increasingly recruit staff who cannot attend site before their start date, particularly for senior roles where candidates may be relocating, or for supply staff who are deployed at short notice. Digital identity verification allows the check to be completed remotely and quickly, without delaying the appointment.

Consistency and reliability

Manual identity checks depend on the knowledge and attention of the person carrying them out. Staff turnover means that the person doing checks today may not have the same level of experience as the person who set up the process. A digital check applies the same standard every time, regardless of who initiates it.

Stronger evidence for inspection

A digital identity check produces a documented report with a clear outcome. This is a more robust piece of evidence than a photocopy of a passport with a handwritten note. During an Ofsted or ISI inspection, being able to show a digital audit trail of identity verification, rather than relying on a filing cabinet of photocopies, presents a stronger picture of your safer recruitment process.

Fraud detection

Document fraud is more common than many schools assume, and manual checks are not well-suited to detecting sophisticated forgeries. Digital verification technology, including chip data reading and biometric matching, is specifically designed to identify fraudulent documents, providing a level of assurance that manual inspection simply cannot match.

Using digital identity checks in your DBS process

Digital identity checks are not only relevant to right to work verification. They are also used as part of the DBS application process, where identity must be established to support the DBS application.

The DBS uses a tiered approach to identity verification, with 'medium confidence' and 'high confidence' routes. Digital identity verification via a certified provider can support higher-confidence identity establishment, which is particularly relevant for Enhanced DBS checks.

Where a school uses a digital identity check as part of the DBS process, the outcome should be recorded in the SCR alongside the DBS details, the date of the identity check, the method used, and the identity confirmation outcome.

GDPR and data protection considerations

Digital identity checks involve processing biometric data, which is a special category of personal data under UK GDPR. Schools need to handle this carefully:

Lawful basis

Processing biometric data requires an explicit lawful basis. For employment-related checks, schools typically rely on Article 9(2)(b) of UK GDPR, processing necessary for employment law obligations, supported by a suitable policy document.

Transparency

Candidates must be informed that a digital identity check will be carried out and what it involves. This should be included in your recruitment privacy notice.

Data minimisation and retention

The biometric data processed during the check, the live selfie and document images, should not be retained longer than necessary. The outcome report, confirming that the check was completed and passed, is what needs to be retained for compliance purposes.

Choosing a compliant provider

Using a certified IDSP who is themselves GDPR-compliant is essential. Check that your provider has appropriate data processing agreements in place and that their certification is current.

How to record digital identity checks in your SCR

Whether you carry out identity verification manually or digitally, the SCR entry should capture:

• The date the identity check was completed
• The method used (Manual document check / IDVT via certified IDSP / Other)
• The name of the IDSP used, if applicable
• Confirmation that the check was passed
• The location of the evidence (digital report or document copy)
• The name of the person who reviewed the outcome

For schools using School SCR, the platform includes a dedicated identity verification field with the option to specify the method used. This keeps all your identity check records in one place, consistently formatted and inspection-ready.

Common mistakes schools make with identity verification

Confusing the DBS check with the identity check

Identity verification and DBS disclosure are two separate requirements. The DBS process includes an identity verification element, but the school is also required to carry out its own independent identity check and record it in the SCR. Many schools rely on the DBS paperwork to cover both, creating an SCR gap.

Fix: Record identity verification as a separate SCR field, not as a sub-item of the DBS check. Both must be evidenced independently.

Accepting a photocopy without seeing the original

For manual checks, accepting a scan or photocopy, without the staff member physically seeing the original document, does not constitute a valid identity check and does not provide a statutory excuse for right to work purposes.

Fix: Either implement a digital check process for remote candidates, or require candidates to present original documents in person before or on their start date.

Using an uncertified IDSP provider

Not all digital identity services are certified by the government's trust framework. Using an uncertified provider for IDVT right to work checks does not provide the statutory excuse that a certified check does.

Fix: Always verify that your IDSP is on the government's list of certified providers before using their service for right to work purposes.

Not recording the outcome clearly

A SCR entry that simply says 'ID seen' or 'Passport checked' provides minimal assurance. Inspectors expect to see the date, the method, and where the evidence is held.

Fix: Structure your SCR entries consistently. For digital checks, link the SCR entry to the digital outcome report. For manual checks, reference the location of the document copy.

Preparing for a more digital future

The direction of travel in identity verification is clearly towards digital. The government's Digital Identity and Attributes Trust Framework is expanding, more providers are becoming certified, and the Home Office is continuing to develop guidance that reflects the growing role of technology in employment checks.

Schools that invest in digital identity verification now are not just improving their current compliance, they are building the infrastructure for a more automated, more reliable, and more inspection-ready safer recruitment process for the years ahead.

For MATs in particular, the consistency benefits are significant. When all schools in a trust use the same digital identity verification process, Trust leaders can be confident that the same standard is being applied across every site, something that is very difficult to achieve with manual, school-by-school processes.

School SCR supports digital identity check recording with dedicated SCR fields for verification method, provider, and outcome, keeping your safer recruitment records complete and inspection-ready. Book a free demo to see how it works.