To be able to complete the process on your device, your device must:
· Accepts SMS’s (Connection to working cellular network)
· Have a working camera
· Have an active connection to the internet (Wi-Fi , LAN or cellular
network data)
· If using a data connection, you must have data available
The SMS link
can be copied and forwarded to another cellphone, laptop; tablet; computer or
device and used as long as it has:
· Has a working
camera
· An active connection to the internet (Wi-Fi , LAN or cellular
network data)
· If using a data connection, they have data available
So in summary, you are able to complete the process on any device but to receive the SMS you do need a cellphone number that accepts SMS's.
If this is not available ask your HR department to send the link to you via another method eg. WhatsApp or email. The device you receive the link on should have an internet connection and a working camera.
The ID Verification was requested by your employer, or perhaps a property manager, to help them verify your identity.
They have chosen to use a biometric check from TPN Credit Bureau to verify your identity against the Department of Home Affairs and potentially confirm consent for a further check.
The name of the person or company that made the request is included in the SMS messages you are receiving. If you are uncertain about why you need to do this check please call them about this.
The SMS reminders go out every 4 business hours until the process is either been completed or declined.
The SMS will say - “ TPN Reminder: Please confirm your
ID for <Company/Person who requested > by clicking here
https://dea.tpn.co.za/<unique
link>.
Not competing this request may have an impact on your application.
Your
HR person, or the person who initiated the check is able to send you a copy of
the link either via email, sms or whatsapp.
Log into the Credit Bureau
Find the Credit check created for
the person using your TPN Inbox
·
Click View results
online
·
Select the ID Biometrics
tab
·
Scroll to Biometrics
Results selection
· Confirm the comment says “An SMS has been sent to the consumers cellphone number with a link which
will enable them to perform the Liveliness verification. No result can be
returned until the consumer has completed this verification.” This means the
check has not yet expired or been used.
·
Copy the link
shown on “Selfie Link” it should be something
like https://dea.tpn.co.za/xxxxxxxxx
·
Resend to user via
whatsapp or email. The check can be done on any devise with internet connection
or using a computer.
If
you are struggling to complete the ID Biometric / Selfie check on your phone due to the
operating system, a broken camera or another issue with the phone, you can
complete the process on any computer or another mobile device.
The
link can be forwarded to a friend’s / colleagues mobile or a secondary device (eg.a
tablet/ computer).
Prior
to sending the link to another device please make sure that:
· the
device has a working camera and
· an
active connection to the internet, whether via Wi-Fi or data
· has
data available to access the link, and
· the
owner of the device is expecting the link and does not click on it.
Once
the link is on the new device, click the dea.tpn.co.za link and follow on screen
instructions.
The Criminal Check status now
shows as Capture Fingerprints, how do we go about getting fingerprints captured so we can get the results?
There are two ways to get your
fingerprints captures so the Criminal Check process can be sent to the SAPS for
verification.
1. TPN can come through to your school/ place of
employment to capture of fingerprints for your employees. This service is available
to all schools and employers who have more than 10 sets of fingerprints that will
be processed on the same day*.
*This service
will incur an additional charge.
Please
contact our Support Analyst on 0861 876 000 to arrange a suitable date and
time.
2. Find a TPN Fingerprint Centre closest to you here
The TPN
Staff Screening Portal was created for Schools, to make compliance with the
Sexual Offenders Act and Child Protection Act easier and to lessen the admin burden on the school.
While this
was created with Schools in mind, it can be a useful application for all
Employers who perform criminal checks on staff periodically.
The benefits
of using this portal are:·
Resubmit fingerprints that were previously captured on the TPN system . Read more here on how the process
works.
·
Request
Criminal/ SACE checks in bulk without having to capture one per staff
member on the bureau. Read more on this
process here .
·
The
peace of mind knowing that going forwards you will be able to resubmit these
digital fingerprints for a criminal check without wasting your teachers
valuable time having to go and have their fingerprints recaptured. All the staff members
would need to do is give consent using the TPN Selfie Check sent to them via
SMS.
If the “Submit Criminal Check”
button does not show on a specific person this may be due to there already being
a criminal check captured or in progress on this user.
Our system stops another
transaction from creating, the first transaction would need to be completed
before this can be done.

An In Progress check would have
a status in the Criminal Check Status column of:
Criminal Check Status
|
Action
|
Capture
Fingerprints
|
User
must get their fingerprints captured at a TPN Fingerprinting centre - HERE
|
Biometric
Check Required
|
This
is a status used on the “Resubmit Criminal Checks” and requires the person
being checked to do the “Selfie Check” and give consent to use their
previously captured fingerprints. If they no longer have the link sent on
SMS, you can resend – find out more HERE
|
Waiting
for Result
|
The
check has been submitted to the SAPS database and results should be available
shortly.
|
IDV
Error
|
This
is due to the information captured not matching the Department of Home Affairs
records, Hover over the IDV Error status and see specific error, correct and resubmit.
Another error is @the call to DHA has timed out - DHA may be down.@ Click here for more info
|
Possible
Illicit
|
This
means the check results indicate that their may be a results that require
further consideration, the details of the results will be sent to your
mailbox to review.
|
No
illicit
|
This
means results have returned and nothing has shown.
|
Error
|
However
over the error to see more information, some errors may be resolved by updating
details on the person or resubmitting / submitting the check again if the option
is available.
|
Section 41 of the Sexual Offences Act requires all school staff
(teachers, coaches, administrators, ground staff) to be checked against the
Sexual Offences Register.
The Children's Act, section 126, requires all school
staff to be checked against the National Child Protection Register.
Both of these registers are based on criminal enquiries, cases awaiting trial and convictions.
TPN's biometric criminal check provides details on all convictions and
cases awaiting trial.
And, for your convenience, TPN can resubmit previously
captured fingerprints to save you time and the hassle of visiting your local
police station or another TPN Fingerprinting station. To do this resubmit we require your Consent which we get using a Biometric ID "selfie" Check.
To resubmit your fingerprints TPN asks for
your consent by performing a biometric check using a facial
recognition software called Curata.
The process is simple:
- You will receive an SMS from TPN with
a url starting https://dea.tpn.co.za/xxxx
- Click the link
- The browser on your phone will open
and the check may ask you for access to your phones camera - select Yes
- You will be asked to give us consent to use
your previously captured fingerprints - select yes
NB: If you select "No" to the
consent question, the process will not be able to complete and you will be
required to go to one of our centers for manual fingerprint scanning.
- Follow the onscreen prompts until the process has
completed.
You
will receive an SMS that reads as follows:
“TPN:
Please confirm your ID for <School Name> by clicking here https://tpn.curata.co.za<unique link>”
This enables you to verify that
who the link is from, and the link is genuine.
You may receive multiple links is you work for more than one employer.
SACE
Check Statuses on Staff Screening Monitor:
There are many different statuses on the staff screening portal, see the
status description below to understand what they mean and what action will happen
next:
Criminal Check Status/ Validation Error
|
Description
|
What happens next?
|
No SACE Check

|
No SACE Check has been performed on this
Employee using TPN Credit Bureau
|
Submit SACE Check to start the process.

|
Fix Validation Error

|
This shows there is an issue on this
record, its possible one of the mandatory fields on Employee is blank.
|
Click on “view and update” to see
details, field issue will show in red and need to be updated and
saved.

|
Biometric Check Required

|
Employee will have received an SMS from
TPN asking for them to complete a Biometric check
|
Employee needs to follow link on SMS,
give consent and complete the selfie.
More
detail on how to resend link here.
|
IDV
Successful

|
Identity
Check has been successful.
This should be an interim message, and
the Criminal Check should process shortly.
|
If this status has not changed within 1
day please try click “Submit Criminal Check” again and if not immediately
resolved contact helpdesk for assistance.

|
IDV Input Mismatch

|
This means the ID check has shown that
the information captured on the system does not match home affairs.
Hover over error message to see details
of error.
|
Use View and Update
to correct record to match home affairs or question employee as to
discrepancy as this could be an indicator of fraud.

|
Capture Fingerprints

|
Waiting
for applicant to capture fingerprints.
|
See
detail on how this can be done here
|
SAPS (Highlighted Green)

|
Shows SAPS results have returned,
and No illicit activity has been identified for the Employee.
The date shows the date the result was
returned.
|
Continue to submit documentation
to the CPR and Department of Social Development for full compliance.
|
SAPS (Highlighted in Orange)

|
Possible
illicit activity identified.
Pending
SAPS confirmation of results.
|
The request
will be processed further, and you will be contacted but our Support Analyst
once we have further details.
Please
note: This can take up to 8 weeks to return a result.
|
SAPS (Highlighted Red)

|
Possible
illicit activity identified.
The date shows the date the result was
returned.
|
The request
will be processed further, and you will be contacted but our Support Analyst
once we have further details.
Please
note: This can take up to 8 weeks to return a result.
|
Error

|
Hover
over message and see a description of the error or click View and Update.
|
|
|
Biometric
consent failed with following status: Provider System Error
|
This error
message means the Department of Home Affairs was down at the time we tried to
perform the check and is not returning a result. Please contact your TPN consultant
or our helpdesk to get this reset.
|
|
Biometric
Consent failed – No Image at Source
|
This is due
to no recent ID or passport application that has taken place at Home Affairs
since HANIS came online in the late 1990’s.
We would
need to manually capture their fingerprints and have their ID document verified
at time of capture.
|
There are many different
statuses on the staff screening portal, see the status description below to
understand what they mean and what action will happen next:
Criminal Check Statuses on
Staff Screening Monitor:
Criminal Check
Status
|
Description
|
What happens
next?
|
No Criminal Check
|
No Criminal Check has been performed on this
Employee using TPN Credit Bureau
|
|
Waiting for
Result

|
Fingerprints have
been captured and check has been submitted you are now “Waiting for result to
be returned from the service provider”
|
You will receive an email when the result has been
returned from SAPS.
|
Biometric Check Required

|
Before we re-use previously captured biometric
fingerprints we require the employee to give consent and confirm their
identity. To do this they will receive an SMS from TPN asking for them
to complete a Biometric "Selfie" check.
|
Employee needs to follow link on SMS, give consent
and complete the selfie.
Once consent is given and identify verified we
will resubmit the previously captured fingerprints.
More Information
|
No Illicit
|
No illicit activity
has been identified
|
Check is complete, set date for resubmission if
required next year.
|
Possible Illicit

|
Possible illicit
activity identified.
|
The request will be
processed further, and you will be contacted once we have further details.
|
Error

|
Hover over message
and see a description of the error or click View and Update.
|
|
Biometric consent
failed with following status: Provider System Error
|
This error message means
the Department of Home Affairs was down at the time we tried to perform the
check and is not returning a result. Please contact your TPN consultant or
our helpdesk to get this reset.
|
|
Biometric Consent failed – No Image at Source
|
This is due to no recent ID or passport application
that has taken place at Home Affairs since HANIS came online in the late 1990’s.
We would need to manually capture their fingerprints
and have their ID document verified at time of capture.
|
Download an employee list into excel to add new staff members and update details on existing staff members.
- Click Excel Employee Update on left hand navigation
- Click Click here to download employee list , this will open an excel sheet showing all staff members already loaded on the portal
- Update existing employees by finding the line and column and editing the existing record.
- Add new employees by scrolling to the bottom of the list and adding the employee details in the last row and filling in the correct column.
- Upload the edited list
IMPORTANT NOTE: Formatting of information in columns is needed to ensure information is imported correctly.
Here is how you format your excel sheet
Column
Name
|
Formatting
|
Mandatory
field
|
What
Information to enter
|
FirstName
|
|
Yes
|
The
first name as it appears on the official ID Book or passport
|
Surname
|
|
Yes
|
The Surname
as it appears on the official ID Book or passport. If updated recently use
the surname on the most recent document.
New surnames will show in ID verification check if updated at the DHA.
If there is then a non-match on the ID check you will need to update surname
and rerun ID check.
|
IdNumber
|
|
Yes
|
ID or
passport number as appears on the official ID Book or passport
|
CellNumber
|
TEXT
|
Yes
|
Numeric Characters
only; formatted as TEXT to keep any numbers starting with 0
|
TypeOfId
|
ID or
Passport
|
No
|
|
DateOfBirth
|
YYYY/MM/DD
|
Yes
|
Date of
birth as per official document e.g. 1955/03/25
|
Gender
|
Male or
Female
|
Yes
|
Male or
Female
|
PhysicalAddressLine1
|
|
Yes
|
|
PhysicalAddressLine2
|
|
No
|
|
PostalCode
|
TEXT
|
Yes
|
Numeric
Characters only; formatted as TEXT to keep any numbers starting with 0
|
Suburb
|
|
Yes
|
|
Province
|
|
Yes
|
Province
must be one of the below options:
·
Gauteng ·
Eastern Cape ·
Free State ·
Western Cape ·
Northern Cape ·
North West ·
Mpumalanga ·
Limpopo ·
KwaZulu Natal
|
I have just submitted a SACE
/ Criminal check on the staff screening portal and I received an error message –
what does this mean?
Example: Pop up error

Example: Error on Employee List
under Criminal Check Status
Hover over Error message to
see more details

This means that the name
captured on your staff member’s profile does not correspond to the name
captured on the Department of Home Affairs.
To ensure that the data we
submit with the Criminal / SACE Check is accurate we do an ID Verification
directly against the department of home affairs to confirm the ID number, Name
and Surname do in fact belong to the person that you want to check against.
If we find the name or
surname does not match this may mean:
·
The ID number is
captured incorrectly
OR
·
The first name or
surname has been changed or updated at the South African Department of Home Affairs.
To continue past this
message you are required to verify the details against the staff members ID and
to correct this record according to the Home Affairs system.
Updating the Name or ID Number:
· You can update
by Clicking the Click here, to update employee details on the error
message OR click View and Update on the Consumer on Employee List
·
Update the
given field
·
Click Update

·
Click Submit
SACE Check or Submit Criminal Check on the Staff member
·
The system will
then verify ID details and if correct give you a Success message with a
CRC Number
When a school or employer selects "resubmit" on the TPN Staff
Screening Portal, the staff member selected will receive an SMS from TPN to
give consent to enable us to resubmit their previously captured digital
fingerprints to the SAPS database for clearance.
The employer should advise their staff to expect the SMS, the SMS is
worded as follows and has a clickable link:
“TPN: Please confirm your ID for
<School/ Employer Name> by clicking here https://dea.tpn.co.za/curata/<Inique
link>”
The link is valid for 120 hours, so it is important to action as
soon as possible.
To be able to complete the process, the staff member who is being
checked needs to have a phone or device that:
· accepts SMS's
· has a working camera
· has a working internet connection
(can be via WIFI or data)
· If using a data connection, they
have data available.
NB: If the user’s phone does not have any of the items
above they are able to complete the link on a computer using the computers camera.
To complete the request the user should click the link, it will open a
page in their favourite browser.
They may receive a message to allow the browser to access your camera,
click yes to allow.
Follow the on-screen prompts to complete the verification.
Prior to declining the request,
please discuss any concerns with your employer. If the process is declined, then TPN will not resubmit your fingerprints and may result in your employer being liable for additional costs.