How to dbs check

What is a DBS Check?

A Disclosure and Barring Service (DBS) check, often referred to as a DBS check, is a vital part of safeguarding in the United Kingdom. It is a process designed to help employers make safer recruitment decisions by identifying individuals who may be unsuitable to work with children or vulnerable adults. The DBS is an executive agency of the Home Office, responsible for providing these checks.

The primary purpose of a DBS check is to reveal any relevant criminal history that an applicant might have. This can include cautions, warnings, reprimands, convictions, and in some cases, information held by local police forces or government departments that is deemed relevant to the role. The aim is to protect vulnerable individuals from harm and ensure that those in positions of trust are of good character.

Who Needs a DBS Check?

DBS checks are not required for everyone. They are specifically mandated for individuals who will be undertaking 'regulated activity'. This generally involves working in specific roles where contact with children or vulnerable adults is regular, unsupervised, or involves certain types of care, teaching, or provision of personal services. Examples include:

• Teachers and teaching assistants
• Nurses, doctors, and other healthcare professionals
• Social workers
• Childminders and nursery staff
• Care workers in residential homes or domiciliary care
• Sports coaches working with young people
• Volunteers in certain roles

The specific roles that require a DBS check are defined by law, and employers have a legal obligation to conduct these checks where appropriate.

Types of DBS Checks

There are three main types of DBS checks available:

1. Basic DBS Check

A Basic DBS check provides information about unspent criminal convictions and cautions from the Police National Computer (PNC). It is the most straightforward type of check and is available to any individual or organisation. It is often used for roles that do not involve working with vulnerable groups, such as licensing applications or certain overseas employment.

2. Standard DBS Check

A Standard DBS check includes all the information found in a Basic check, plus any relevant information held locally by police forces. This makes it more comprehensive than a Basic check and is typically required for roles that involve regular contact with children or adults in a non-regulated capacity, such as certain security roles or positions within the justice system.

3. Enhanced DBS Check

The Enhanced DBS check is the most thorough type of check. In addition to the information included in a Standard check, it also involves a check against the relevant Barred Lists (formerly known as List 99 or POVA/POCA lists). These lists contain individuals who are prohibited from working with children or vulnerable adults. An Enhanced check may also include advice from local police or other relevant authorities if they deem it necessary to share information that is not on the PNC but is relevant to the applicant's suitability.

An Enhanced DBS check is typically required for roles that constitute 'regulated activity', such as those involving healthcare, education, or social care for children and vulnerable adults.

The Application Process

An individual cannot apply for a DBS check directly on their own behalf for employment purposes. The application must be initiated by the prospective employer or an organisation acting on their behalf. The process generally involves:

1. Employer Request: The employer will ask the applicant to complete an application form and provide specific identity documents.
2. Identity Verification: The applicant must provide proof of identity, such as a passport, driving licence, or birth certificate. The employer will verify these documents.
3. Online Application: The employer then submits the application details to the DBS online.
4. DBS Processing: The DBS processes the application, conducting the necessary checks with the Police National Computer and, if applicable, the relevant Barred Lists and local police forces.
5. Certificate Issuance: The DBS certificate is then issued, usually directly to the applicant. The employer will typically ask to see the original certificate.

For Basic DBS checks, individuals can apply directly through the DBS website or via an umbrella body.

What Information is Included?

The information disclosed on a DBS certificate depends on the level of check:

• Basic DBS: Contains details of unspent convictions and cautions.
• Standard DBS: Contains details of spent and unspent convictions, cautions, warnings, and reprimands.
• Enhanced DBS: Contains all the information from a Standard check, plus any relevant information from the Barred Lists and any additional relevant information from local police forces.

It's important to note that not all criminal history will appear on a DBS certificate. Certain old or minor convictions may be filtered out according to specific rules and legislation, particularly for Standard and Enhanced checks.

How Long is a DBS Check Valid For?

There is no set expiry date for a DBS certificate. The certificate itself is a snapshot of an individual's criminal record at the time it was issued. However, many employers will have their own policies regarding how frequently they require DBS checks to be renewed, often every one to three years, especially for roles involving regular contact with vulnerable people. Some roles may require more frequent checks.

The DBS also offers an online update service, which allows applicants to keep their certificate up-to-date. This service enables employers to check the status of a certificate online without needing a new one to be issued, provided the applicant has subscribed to the service.

Cost of a DBS Check

The cost of a DBS check varies depending on the level of check and whether the applicant is a volunteer. As of recent information,:

• Basic DBS checks have a standard fee.
• Standard and Enhanced DBS checks are typically free for volunteers but incur a fee for those in paid employment.

Employers usually cover the cost for Standard and Enhanced checks for their employees.

What if Something is Disclosed?

If a DBS check reveals criminal history or other relevant information, the employer will consider this information in line with their safeguarding policies and relevant legislation. They will assess the nature of the information, its relevance to the role, and the time elapsed since the offence. A disclosure does not automatically mean an applicant will be rejected; each case is assessed individually.

Applicants have the right to discuss any disclosures with the employer and may have the opportunity to provide context or explanation.