A Disclosure and Barring Service (DBS) check is an important process designed to help employers make safer recruitment decisions. It helps prevent unsuitable people from working with vulnerable groups, including children. If you are applying for a new job, particularly in certain sectors, you may be asked to undergo a DBS check. This guide will walk you through everything you need to know about the DBS check application process, from understanding the different types to knowing what documents you’ll need.
What is a DBS Check?
A DBS check is a record of an individual’s criminal convictions and cautions. It may also include information about whether they are barred from working with children or vulnerable adults. The service is provided by the Disclosure and Barring Service in England and Wales.
The primary purpose of a DBS check is to enhance safeguarding. It ensures that individuals in positions of trust, especially those working with sensitive groups, are suitable for their roles. This helps protect the public and maintain confidence in various sectors.
Types of DBS Checks
There are four main types of DBS checks, each providing a different level of information. The type of check required depends on the role’s responsibilities and the level of contact with vulnerable groups.
Basic DBS Check
- What it shows: This check reveals unspent convictions and conditional cautions. These are offenses that have not yet expired under the rehabilitation of offenders act.
- Who needs it: Any individual can apply for a Basic DBS check on themselves. Employers can also request one for any position. It’s often used for roles that don’t involve working with children or vulnerable adults, but still require a general level of assurance.
Standard DBS Check
- What it shows: A Standard DBS check discloses spent and unspent convictions, cautions, reprimands, and warnings held on the Police National Computer.
- Who needs it: This check is typically required for roles that involve a higher degree of trust or responsibility. Examples include positions in finance, legal professions, or some government roles. It is not generally used for roles involving children or vulnerable adults.
Enhanced DBS Check
- What it shows: An Enhanced DBS check includes the same information as a Standard check. Additionally, it contains any relevant information held by local police forces. This information is considered relevant if it might be pertinent to the role being applied for.
- Who needs it: This check is for roles that involve working directly with children or vulnerable adults. This includes positions in healthcare, education, social care, and childcare settings.
Enhanced DBS Check with Barred Lists
- What it shows: This is the most comprehensive check. It includes all the information from an Enhanced DBS check, plus a check of the DBS children’s barred list and/or the DBS adult’s barred list. These lists contain individuals legally prohibited from working with these specific groups.
- Who needs it: This check is mandatory for roles that involve regular, unsupervised contact with children or vulnerable adults. These are often referred to as ‘regulated activity’ roles. Examples include teachers, doctors, nurses, and care workers.
Who Needs a DBS Check?
Not every job requires a DBS check. The need for a check is determined by the nature of the role and the level of interaction with children or vulnerable adults. Employers are legally obligated to request specific types of DBS checks for certain positions.
You will typically need a DBS check if your role involves:
- Working directly with children (e.g., teachers, teaching assistants, sports coaches).
- Working directly with vulnerable adults (e.g., care home staff, nurses, support workers).
- Healthcare professionals (e.g., doctors, dentists).
- Social care workers.
- Childminders or foster carers.
- Some positions in finance, law enforcement, or security.
It is always the employer’s responsibility to determine the correct type of DBS check required for a role. They should be able to explain why a particular check is necessary.
How to Apply for a DBS Check
The application process for a DBS check is typically initiated by the employer or an umbrella body, not directly by the individual (except for a Basic DBS check). Here’s a general overview of the steps involved:
- Employer Identifies Need: Your employer will determine which level of DBS check is necessary for your role. They will ensure the request meets the legal requirements for that specific check.
- Application Initiation: For Standard, Enhanced, and Enhanced with Barred Lists checks, your employer or a registered umbrella body will start the application process. They will provide you with an application form or a link to an online application portal.
- Applicant Completes Form: You will need to accurately fill in your personal details, including all previous addresses for the last five years. It is crucial to provide correct information, as errors can cause significant delays.
- Identity Verification: You will be asked to provide original identity documents to your employer or the umbrella body. These documents are checked to confirm your identity and address.
- Application Submission: Once your identity is verified and the form is complete, the employer or umbrella body will submit the application to the DBS.
- DBS Processing: The DBS then processes the application. This involves checking various police records and, for Enhanced checks, consulting local police forces and barred lists.
- Certificate Issuance: Once the check is complete, the DBS will issue a certificate. For Standard and Enhanced checks, the certificate is sent directly to the applicant’s home address. The employer does not receive a copy directly but may ask to see your certificate. For Basic checks, the certificate can be sent to either the applicant or the employer, depending on who requested it.
Documents Required for Your Application
When applying for a DBS check, you will need to provide several original documents to verify your identity. These typically fall into specific groups, and you’ll need a combination to meet the requirements.
- Primary Identity Document: This usually includes a current valid passport or a biometric residence permit. A UK driving license (photocard or paper) can also serve as primary ID if it meets certain conditions.
- Proof of Address: You will need documents that show your current address, such as a utility bill (gas, electricity, water) from the last three months, a bank or building society statement from the last three months, or a council tax statement from the last 12 months.
- Proof of Name: If your name has changed, you may need to provide marriage certificates, divorce decrees, or deed poll documents.
- National Insurance Number: Your National Insurance number will be required for the application form.
Always check with your employer or the umbrella body for the exact list of acceptable documents, as requirements can sometimes vary slightly.
Understanding Your DBS Certificate
Once your DBS check is complete, you will receive a DBS certificate. This document details the information found during the check. It will list any convictions, cautions, warnings, or reprimands. For Enhanced checks, it will also include any relevant police information or state if you are on a barred list.
It’s important to keep your certificate safe. Employers are entitled to ask to see the original certificate, but they cannot keep it. The certificate is your personal document.
The DBS Update Service
The DBS Update Service is an online subscription service that lets applicants keep their DBS certificates up-to-date. For a small annual fee, you can register your DBS certificate with the service. This allows employers, with your consent, to carry out instant online checks to see if any new information has been added to your certificate since its issue date. This can make future employment checks quicker and easier.
How Long Does a DBS Check Take?
The processing time for a DBS check can vary significantly. Several factors can influence how long it takes:
- Type of Check: Basic checks are generally the fastest, while Enhanced checks with barred lists often take the longest due to the multiple stages of verification.
- Accuracy of Information: Any errors or missing information on the application form will cause delays, as the DBS will need to request clarification.
- Police Force Involvement: For Enhanced checks, the speed at which local police forces respond to information requests can impact the overall timeline.
- Volume of Applications: Peak periods can sometimes lead to longer processing times.
Generally, Basic checks can take a few days to a few weeks. Standard and Enhanced checks can take anywhere from a few weeks to several weeks. While most applications are processed efficiently, some complex cases might take longer.
Common Questions About DBS Checks
Can I apply for a DBS check on myself?
You can only apply for a Basic DBS check on yourself. For Standard, Enhanced, and Enhanced with Barred Lists checks, the application must be submitted by an employer or an umbrella body on your behalf.
What if I have criminal convictions or cautions?
Having a criminal record does not automatically disqualify you from all jobs. The DBS certificate will show any relevant information, and it is up to the employer to assess whether this information is relevant to the role. Factors considered include the nature of the offense, its relevance to the job, and how long ago it occurred.
Is a DBS check transferable between jobs?
Generally, a DBS certificate is only valid for the specific role and employer for which it was originally issued. This is because the information required for different roles can vary. However, if you are registered with the DBS Update Service, a new employer can perform an instant check on your existing certificate, provided the same level of check is required for the new role.
Navigating the DBS check application process can seem complex, but understanding the different types of checks, the application steps, and the required documents can make it much simpler. Remember, these checks are in place to ensure safety and trust in various professional environments.
By following the guidance provided by your employer or the umbrella body, you can ensure a smooth application process. If you have any further questions about specific roles or your eligibility, always consult directly with your prospective employer or the Disclosure and Barring Service.