Disclosure and Barring Service (DBS) checks

​An appropriate Disclosure and Barring Service check (DBS) and DBS barred list check will be undertaken before appointing any applicant to a post which is classed as regulated activity.

Check if a role is classed as regulated activity on GOV.UK.

The Disclosure and Barring Service enables organisations in the public, private and voluntary sectors to make safer recruitment decisions by identifying candidates who may be unsuitable for certain work, especially if they work with children or vulnerable adults.

The DBS acts as a 'one-stop-shop' for organisations, checking police records, the DBS barred list and, in relevant cases, information held by other government departments and agencies.

An enhanced disclosure is the highest level of check and contains information on current and spent convictions, cautions, reprimands and warnings held on the Police National Computer. Any relevant and proportionate information held by the local police forces will also be provided.

The DBS barred list is a register of people who have been barred from working in Regulated activity. Regulated posts will be checked against the DBS register. If an applicant appears on the register the information will be sent to Recruitment team, who will notify the hiring manager to withdraw the offer.

For specified posts such as solicitors, barristers, legal executives and business support assistants working in Fostering and Adoption a standard DBS check is required.

​The worker will need to provide various document to complete a DBS check, a list of required documents can be found on GOV.UK.

DBS checks are carried out prior to a candidate’s start date, either by the Recruitment team or for volunteers, the hiring manager via the eDBS team.

We may undertake DBS checks for the following Members:

• those on the Executive
• those carrying out functions relating to education or social services
• those covered by other legislation, for example adopting or fostering legislation or those having regular one to one contact (4 times per month) with the same child

Post holders requiring an enhanced DBS check will be required to join the DBS Update Service and keep this registration up to date. They will also be required to give us permission to check their DBS status online for renewal purposes.

In internal move scenarios where the post requires a DBS check, there may be a need to have another DBS check if there is a significant change in role, when, for example they move from:

• working with vulnerable adults to working with children or vice versa
• work that only required a standard check to one that requires an enhanced check

The worker will need to provide various document to complete a DBS check, see GOV.UK for a list of required documents.

Temporary agency workers in posts requiring a DBS check will need to be re-checked either:

• by the agency every year
• where they have moved from work that only required a standard check to one that requires an enhanced check

There is no requirement for a re-check when an agency worker moves from one post to another providing that:

• they remain with the same agency
• their DBS check is still current and the agency has verified there was no additional information provided with the original DBS
• there is no change to the level, for example, standard/enhanced or category, for example, adults or children of check required

Volunteers will need to have another DBS check:

• if there is any break in their engagement
• when they move from working with vulnerable adults to working with children or vice versa
• when they move from a role that only required a standard check to one that requires an enhanced check
• if there is a significant change of role

If an applicant is registered with the DBS Update Service a new DBS check may not be required subject to the following:

The candidate will need to complete Update Service Consent Form to allow a check of the DBS Update Service register.

The candidate must produces their original DBS certificate which should be copied, verified and checked to ensure:

• the DBS is the right level, for example standard, enhanced or enhanced with barred list check
• the DBS is against the right workforce, for example children, adults or both.  A certificate for both cannot be used where the role only requires either children or adults

Please note:  A certificate for a voluntary role cannot be used for a paid role.

If the DBS certificate is at the correct level the online DBS Updating Service can be checked. 

If the certificate supplied by the candidate is at the incorrect level or against the wrong work force we would apply for a new DBS.

• If there are no cautions, convictions etc. on the certificate and no changes then print off a copy of the DBS Update Service Register confirmation and put in file with candidates consent form
• If there are cautions, convictions etc. on the certificate and no changes then a risk assessment must be requested from the Children’s Safeguarding team
• If updates have been identified the hiring manager should discuss this with the candidate.  If the hiring manager is happy to proceed a new DBS must be requested

Once the appointment decision has been made the DBS certificate must be confidentially destroyed.

DBS updates and rechecks

We are committed to maintaining the highest standards of safeguarding for our employees and the individuals we serve. As part of our safeguarding strategy, we conduct DBS rechecking for employees with certificates older than three years.

We follow central government legislation and as all official recommendations suggest a DBS should be renewed every three years, we follow this advice.

Some organisations have set policies about when they request rechecks if they expect staff to follow a different renewal timetable.

Those timescales can vary from six months to every two years. To reassure you 3 years rechecks is the standard practice in the following professions:

• social care
• fostering
• adoption
• medical
• education

The main reason for this practice is to make sure we're continuously providing a safe environment for everyone associated with our organisation.

Regular DBS rechecks help us to identify any new information that may affect an employee's suitability to work in their role which may not be visible through the Update Service, upholding our commitment to safety and compliance.

We do also conduct yearly checks on the update service, however due to the limitations of the update service, we are unable to view any pending investigations.

Additional requirements for overseas workers

DBS checks for overseas workers will need to be carried out as soon as they have a UK address.

Candidates who require a DBS check and who have lived outside the UK are required to supply a Certificate of Good Conduct (or equivalent) from the country where they were living in the following circumstances:

• if they have lived abroad in the last five years
• if they have not worked in a similar role during the last five years or are unable to obtain references to confirm this
• if the period overseas lasted more than 12 months

The onus is on the appointed candidate to obtain this certificate and any costs incurred.

Where the candidate has been travelling to more than one country for a period of 12 months or more, the hiring manager will make a decision as to whether to request an overseas check and if required, they will be asked to provide original documentary evidence that they were travelling abroad. For example, a passport showing immigration stamps or visas. A verified copy of the documentation will need to be placed on their recruitment file.