Ensuring safety and trust is essential, especially when it comes to hiring employees or volunteers. A key tool to establish this trust is the DBS check, or Disclosure and Barring Service check. Whether you’re a business owner, a charity organisation, or someone seeking employment, understanding the significance of a DBS check is important.
But what exactly is it, and why does it matter? This guide explores the purpose of a DBS check, how it works, and why it is pivotal in protecting individuals and communities.
What Is a DBS Check?
DBS stands for Disclosure and Barring Service. This process uncovers information about an individual’s criminal record history. Previously known as a CRB (Criminal Records Bureau) check, the DBS check was introduced in 2012 when the CRB merged with the Independent Safeguarding Authority (ISA).
DBS checks help employers make safe recruitment decisions, particularly when hiring for positions that involve working with children or vulnerable adults. These checks provide valuable insights into an applicant’s background, helping organisations mitigate risks and ensure a safe working environment.
What Are the Different Types of DBS Checks?
There are three main types of DBS checks, each providing different levels of information:
1. Basic DBS Check
- Reveals only unspent convictions and conditional cautions
- Can be obtained by anyone aged 16 or over
- Commonly used for employment purposes or personal reasons
2. Standard DBS Check
- Discloses spent and unspent convictions, cautions, reprimands, and final warnings
- Can only be requested by employers for specific eligible roles
3. Enhanced DBS Check
- Includes all information from a Standard check
- Also includes any relevant information held by local police forces
- May include a check against the children’s and/or adults’ barred lists
- Only available for specific roles, primarily those working with children or vulnerable adults
Why Are DBS Checks Important?
DBS checks are essential for ensuring safety and trust in various settings, playing a pivotal role in protecting vulnerable individuals and maintaining a secure environment. This includes:
Safeguarding Vulnerable Groups
DBS checks are essential for protecting children and vulnerable adults. By revealing an individual’s criminal record history, these checks help prevent those with a history of abuse or violence from gaining positions of trust.
Informed Hiring Decisions
Employers can make more informed decisions about potential hires by having access to an individual’s criminal record. This information helps assess whether a candidate is suitable for a particular role, especially in sensitive sectors.
Legal Compliance
Many sectors, such as education and healthcare, are legally required to conduct DBS checks on employees. Failing to do so can result in severe penalties and put vulnerable individuals at risk.
Reputation Protection
Organisations can protect their reputations by conducting thorough background checks. Hiring individuals with undisclosed criminal histories can lead to negative publicity and a loss of trust from clients and stakeholders.
Creating a Safe Work Environment
DBS checks contribute to creating a safer work environment for all employees by helping to screen out individuals who may pose a risk to colleagues or clients.
How Does the DBS Check Process Work?
The DBS check process involves several steps:
1. Application
The applicant or employer completes a DBS application form, providing personal details and employment information.
2. Identity Verification
The applicant’s identity is verified using a list of acceptable documents. This can be done through traditional methods or, increasingly, through digital identity checks using a government-approved IDSP (Identity Service Provider).
3. Submission
The completed form is submitted to the DBS, either directly or through a registered body or responsible organisation approved to process DBS checks.
4. Criminal Record Check
The DBS searches the Police National Computer and other relevant databases for recorded criminal history.
5. Certificate Issuance
Once the check is complete, a DBS certificate is issued and sent to the applicant. The employer can then request to view this certificate.
Note: The time it takes to process a DBS check can vary. While basic DBS checks are often completed within 48 hours, standard or enhanced DBS checks may take longer, especially if additional information needs to be gathered from local police forces.
Who Can Apply for a DBS Check?
The eligibility for DBS checks varies depending on the type of check:
- Basic DBS Check – Anyone aged 16 or over can apply for a basic DBS check.
- Standard and Enhanced DBS Checks – These can only be requested by employers for specific eligible roles, typically those involving work with children or vulnerable adults.
Employers must understand which level of check is appropriate and legally permissible for each role within their organisation.
What Information Appears on a DBS Certificate?
Just like eligibility, the information disclosed on a DBS certificate depends on the level of check:
- Basic DBS Check – Unspent criminal convictions and conditional cautions.
- Standard DBS Check – A wider range of information, including both spent and unspent convictions, cautions, reprimands, and final warnings.
- Enhanced DBS Check – The most detailed check, including all information from the Standard check, plus relevant police records and potential checks against barred lists for children and/or adults.
How Often Should DBS Checks Be Renewed?
There is no official expiry date for a DBS check. However, many organisations choose to renew checks regularly, often every 3-5 years. Some sectors may require more frequent renewals.
The DBS Update Service allows individuals to keep their DBS certificates up-to-date and enables employers to check a certificate online, reducing the need for repeated full checks.
What Are the Limitations of DBS Checks?
DBS checks are valuable tools for assessing an individual’s criminal background, but they have limitations. For instance, they only show criminal records within the UK and offer a snapshot of an individual’s record at the time the check is conducted.
Additionally, DBS checks may not include very recent offences due to processing times, and not all offences are disclosed, depending on the level of check and the nature of the offence. It’s important to keep these factors in mind when relying on a DBS check.
How Do DBS Checks Differ Across the UK?
While DBS checks cover England and Wales, different systems operate in other parts of the UK:
- Scotland – Disclosure Scotland handles criminal record checks.
- Northern Ireland – AccessNI is responsible for background checks.
These organisations work similarly to the DBS but may have slight differences in their processes and the information they provide.
How Can Employers Ensure Compliance with DBS Regulations?
To ensure compliance with DBS regulations, employers should understand which roles require DBS checks and at what level, have a clear policy on DBS checks and how the information will be used, ensure that DBS checks are only requested when necessary and legally permissible, and handle and store DBS information securely and confidentially.
The Vital Role of DBS Checks in Modern Recruitment
DBS checks are crucial for protecting employees and organisations but should be part of a broader risk management strategy. Employers must understand their limitations and complement them with interviews, reference checks, and ongoing monitoring. Relying solely on DBS checks risks missing important information, so integrating them with other vetting methods ensures a safer, more trustworthy environment.
Advanced Vetting goes beyond DBS checks by offering a deeper pre-screening process, assessing factors like identity checks, employment history, and social media checks. Contact Advanced Vetting today to enhance your hiring decisions and protect your organisation.
Additional sources:
https://www.gov.uk/government/organisations/disclosure-and-barring-service
https://www.ucheck.co.uk/blogs/change-from-crb-to-dbs/
https://www.gov.uk/dbs-update-service
https://www.mygov.scot/organisations/disclosure-scotland
https://www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks
