DBS Checks

We know that DBS (Disclosure and Barring Service) checks can seem confusing, especially when you’re unsure whether a role requires one, which level to request, or what to do if there’s a delay.  To help we’ve put together some ‘Frequently Asked Questions’ and resources that may assist you.

Close up of DBS certificate

Do I need to do a DBS check?

The short answer is not necessarily; it depends on what the person will be doing.

To decide, look at what the role involves, and will it be with children or adults at risk of harm. DBS checks are based on the activities someone does and responsibilities of the role, not just the job/role title. Consider:

  • What the role will be doing?
  • What level of contact will they have with children and/or adults at risk?
  • Will they be working/volunteering alone or with other people?
  • How frequently will they be doing those activities?
  • Where they will be working/volunteering?

For example if a volunteer is always going to be with other people in a public space with adults who are not at risk, you probably don’t need a DBS check.

What level of DBS checks are there?

Basic DBS Check

Gives details of unspent convictions and conditional cautions.

There are no eligibility criteria for a Basic Level Check and anyone can apply for their own check through the DBS website. However, just because you don’t need an Enhanced or Standard DBS check it doesn’t mean you are obliged to have a Basic DBS check.

There is a cost for this check, including for volunteer roles.

Standard DBS Check

Gives details of spent and unspent convictions, cautions, reprimands and warnings that are held on the Police National Computer.

An individual cannot apply for this level of check themselves; it must be done by the recruiting organisation who requires it. This check can only be carried out if the role is legally eligible, which may include legal and financial roles.

The check is free for volunteer roles.

Enhanced DBS Check

Gives details of spent and unspent convictions, cautions, reprimands and warnings that are held by police (same as the Standard Level DBS Check) plus any relevant information held by the police.

You can only request this check if legally eligible. Roles may include those who are regularly caring for, training, supervising or being solely in charge of children, as well as specified activities with adults in receipt of health care or social care services.

The check is free for volunteer roles.

Enhanced DBS Check with a check of the barred lists

This check is the highest level. It shows the same as an Enhanced Check plus whether the individual is on the adults barred list, children’s barred list or both – which means they are prohibited from working/volunteering with vulnerable groups.

You can only request an Enhanced DBS check with Barred Lists if the role is legally eligible. This check is only for roles carrying out ‘regulated activity’ with children and/or adults for example teacher, childminders, nursery staff, personal care workers, social worker and personal assistants. It does not include visiting an older person in a care home.

The check is free for volunteer roles.

How do we register to process DBS checks?

Individuals cannot apply for Standard or Enhanced checks themselves; these must be requested by the recruiting organisation. The application is then submitted through a registered body for checking and processing before sending it to the Disclosure and Barring Service (DBS).

If your organisation does:

  • More than 100 checks a year; you can register with DBS and do them directly.
  • Fewer than 100 checks a year; you can use an umbrella body.

Registered 'Umbrella' Organisations

The below are registered ‘umbrella’ bodies who have been suggested by local charities:

The Disclosure and Barring Service also has a list of umbrella bodies

What to do if there is a delay?

Any errors or missing information will delay processing and the application will be returned. Check with your registered body as the application may have been returned to them.

Other reasons delays can occur:

  • Further investigations needed
  • Additional evidence being sought
  • Similar names/dates of births found
  • Technical issues
  • Quality assurance checking

If it’s with the Police for over 60 days, the individual can make a request to speed up the application by calling the DBS Customer Service Team on 0300 0200 190.

If someone’s employment is at risk and/or it’s causing financial hardship due to a delay (it’s been in progress more than 28 days) they may be able request a hardship escalation by contacting DBS Customer Services at customerservices@dbs.gov.uk

Note – the person will need to show proof of this and escalation is not guaranteed, as each case is reviewed based on the reason for the delay and current policy.

Here’s a short film about possible delays…

https://www.youtube.com/watch?v=bBr_7sR57mE

What is the DBS Update Service?

With the individual’s permission, recruiting organisations can check the status of a previously issued DBS certificate through this online service, rather than requesting completion of a new DBS check. It’s only available for Standard and Enhanced DBS checks and is free for the recruiting organisation.

The individual pays an annual subscription to use the Update Service, but is free for volunteers.

Important: The level of the DBS certificate being checked must be the same level required for the role you are recruiting to. Also before completing a status check organisations need to follow the steps outlined in the DBS Update Service guidance.

Resources

Information from gov.uk

The DBS has Regional Outreach Advisers to support organisations with most aspects of DBS including eligibility for DBS checks, making barring referrals as well as delivery of training about DBS products and services. Please note they are not able to deal with delay escalations, you will need to contact DBS Customer Services on 03000 200 190

DBS Regional Outreach

Information from NCVO

Can we exclude someone with a criminal record?

Having a criminal record does not automatically exclude someone from employment or volunteering and you need to be aware of the Rehabilitation of Offenders Act 1974 (updated 2023).

Your policies and procedures (such as recruitment, safeguarding) along with risk assessments should include processes to determine whether a disclosed conviction is relevant to that role. Where appropriate, you could also explore alternative roles, task or activities that can be offered.

Where to find information and support for recruiting people with convictions

Confused? Get in touch with us at volunteercentre@communityworks.org.uk