Applicant FAQ
What is a DBS Check?
A DBS check, once known as a CRB (Criminal Records Bureau) check is a record of a person’s criminal convictions and cautions carried out by the Disclosure and Barring Service.
Why do I need a DBS check?
You may be required to have a DBS check completed if:
- You are working with children or vulnerable adults.
- You are working in healthcare.
- You have applied to be a foster carer, childminder, or to adopt a child.
- Some other jobs may also require a DBS.
Are there different types of DBS checks?
There are 4 types of DBS check; basic, standard, enhanced and enhanced with barred lists. You should have been told which type of DBS check is needed so that you can work out what information will appear on the DBS certificate. More information on the different check types can be found here: https://www.gov.uk/guidance/telling-people-about-your-criminal-record
I have been asked to complete a DBS check but I’m not sure if the disclosure level is correct, what should I do?
If you believe that the disclosure level is not correct for the job role you will be undertaking then in the first instance you should contact your company’s DBS team, their contact details will be at the bottom of the email which has been sent to you with your login information.
How will the information I provide be used?
The information you provide will be used to undertake a check of your criminal history including spent cautions given by the police and convictions given at court. Employers can use the outcome of the DBS check to assess whether you are eligible to undertake a certain job role.
How long will my DBS check be valid for?
A DBS check has no official expiry. Any information included will be accurate at the time the check was carried out. It’s up to your employer to decide how frequently a new check is needed.
How long will it take to complete the DBS application form?
The online form should only take around 10 minutes to complete, but you will need to supply all of your addresses for any residency over the last 5 years as well as any previous legal name(s) you have held since birth as this may affect the ID verification documents that you provide.
How long will it take for the DBS to process my application?
Each application is different but in general most DBS results are returned within 5-10 days after they have been submitted. However, some results will take longer than this to be returned by the DBS.
Can I track the progress of my application whilst it is with the DBS?
The DBS provide a tracking facility which can be used to track the status of the DBS application whilst it is in progress with the DBS. Once your application has been submitted, the e-form reference number will be emailed to the address you provided on the application form. You will be able to use this number, along with your DOB, to track the progress of the application.
Can I contest the DBS result which has come back from the DBS?
DBS disputes will need to be raised directly with the DBS. Disputes must be raised with the DBS within the first three months (93 days) of the date of issue of the Disclosure.
Do I qualify as a volunteer based on the DBS true definition of a Volunteer?
The DBS definition of a true volunteer, would be someone that answers ‘No’ to the following 4 questions:
- Is the applicant in receipt of any payment (except for travel and other approved out-of-pocket expenses)?
- Is the applicant on a Placement/Work Experience?
- Is the applicant on a course that requires them to do this job role?
- Is the applicant in trainee position that will lead to a full-time role/qualification?
The DBS do not charge for volunteer applicant’s disclosure, but our administration charge is still applicable.
Will I be sent a copy of my DBS certificate?
All DBS checks processed through the system will have a corresponding DBS certificate sent to the applicant by the DBS. The certificate should be presented to a hiring manager before commencing work.
I’ve lost my DBS certificate; can I request a copy be produced?
The DBS can reprint the certificate but only in the following circumstances:
· Your DBS certificate was issued over 14 days ago, but you haven’t received it. You can find out the date your certificate was issued on through online tracking.
· The reprint request has been made within 3 months (93 days) of the date of issue of your certificate.
· The address you request your certificate to be reprinted and sent to matches the address on your DBS application.
However, the reprint request will not be processed in the following circumstances:
- The certificate has been accidentally lost or destroyed after you received it.
- The DBS certificate was issued more than 3 months ago (93 days). A new DBS check application will need to be submitted with the appropriate fee if a certificate is still needed.
- A reprint of the certificate has already been dispatched and the copy has not been received.
For more information please refer to https://www.gov.uk/government/publications/dbs-certificate-reprint-guide/dbs-certificate-reprint-guide
Who do I need to contact to request a reprint of my DBS certificate?
If your reprint request meets the criteria complete the relevant reprint form and email it to DBSReprints@dbs.gov.uk.
ID checking guidelines for DBS check applications
Introduction
The applicant must provide a range of ID documents as part of the DBS check application process. As an employer you must:
- Follow the three route ID checking process as outlined below.
- Check and validate the information provided by the applicant on the application form.
- Establish the true identity of the applicant through the examination of a range of documents as set out in this guidance.
- Make sure the applicant provides details of all names by which they have been known.
- Make sure the applicant provides details of all addresses where they have lived in the last five years.
- Check that the application form is fully completed and the information it contains is accurate. Failing to do this can result in delays.
If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied and fraud is not suspected, please ask the applicant to clarify. Failure to do so may compromise the integrity of the DBS service and introduce risk to your recruitment or licensing arrangements.
As an employer you must not attempt to amend the application form without the applicant’s knowledge and agreement. Doing this will invalidate the declaration by the applicant and may breach data protection legislation.
What you must do as part of the ID checking process
- You must only accept valid, current and original documentation.
- You must not accept photocopies.
- You must not accept documentation printed from the internet e.g. internet bank statements.
- Identity information for the applicant’s name, date of birth and address recorded in section A and section B on the DBS application form must be validated.
- You should in the first instance, seek documents with photographic identity (e.g. passport, new style driving licence, etc.) and for this to be compared against the applicant’s likeness all documents must be in the applicant’s current name as recorded in section A.
- One document must confirm the applicant’s date of birth as recorded in section A.
- You must ensure that the applicant declares all previous name changes, and provides documentary proof to support the change of name. If the applicant is unable to provide proof to support the change of name, you should hold a probing discussion with the applicant about the reasons why before considering validating their identity.
- You must see at least one document to confirm the applicant’s current address as recorded in section B, in accordance with the guidance.
- You must provide a full and continuous address history covering the last five years. Where possible you should seek documentation to confirm this address history
- You should cross-match the applicant’s address history with any other information you have been provided with as part of the recruitment, such as their Curriculum Vitae (CV). This can highlight if an address has not been given e.g. if the applicant’s CV shows that they have worked in Liverpool in the last five years, but the application form only shows London addresses, you may wish to question the applicant further about this.
- A document from each of the groups should be included only once in the document count e.g. don’t accept two bank statements as two of the required documents, if they are from the same bank.
- You should not accept the foreign equivalent of an identity document if that document is listed as ‘(UK)’ on the list of valid identity documents.
The documents needed will depend on the route the application takes. The applicant must try to provide documents from Route 1 first.
It’s important to note that a DBS check does not provide evidence of a person’s right to work in the UK. You must do a separate check to make sure a job applicant can work in the UK which also includes roles for voluntary work.
If the applicant isn’t a national of the UK, they must use a different route to apply for paid work in the UK. They can use Route 1 for voluntary work.
Three routes of ID checking
Route 1
The applicant must be able to show:
- One document from Group 1, see link below
- Two further documents from either Group 1, or Group 2a or 2b, see link below
At least one of the documents must show the applicant’s current address.
If the applicant isn’t a national of the UK and is applying for voluntary work, they may need to be fingerprinted if they can’t show these documents.
Route 2
Route 2 can only be used if it’s impossible to process the application through Route 1.
If the applicant isn’t a national of the UK and is applying for voluntary work they can’t use Route 2.
If the applicant doesn’t have any of the documents in Group 1, then they must be able to show:
- One document from Group 2a see link below
- 2 further documents from either Group 2a or 2b see link below
At least one of the documents must show the applicant’s current address. The organisation conducting their ID check must then also use an appropriate external ID validation service to check the application.
Route 3
Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.
For Route 3, the applicant must be able to show:
- a birth certificate issued after the time of birth (UK, Isle of Man and Channel Islands)
- one document from Group 2a see link below
- 3 further documents from Group 2a or 2b see link below
At least one of the documents must show the applicant’s current address. If the applicant can’t provide these documents they may need to be fingerprinted.
Please follow this link for the DBS ID Verifier checking guidelines: