What is a DBS Check? The Complete Guide to DBS Checks

Between April 1, 2022, and March 31, 2023, the Disclosure and Barring Service (DBS) issued over 7.5 million DBS Certificates. This figure underscores the crucial role that DBS checks play in the recruitment process, particularly in safeguarding vulnerable individuals and maintaining public trust.

But what exactly is a DBS check? Who needs one, and how do you apply?

In this guide, we’ll provide a comprehensive overview of DBS checks—what they are, why they’re essential, and how you can request one. Whether you’re a business seeking basic checks to better understand your new hires or an organisation working with vulnerable people requiring the highest level of vetting, this guide is designed to help you navigate the process.

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What is a DBS check?

A DBS check is a background check on a person’s criminal record, commonly used to vet potential employees or volunteers and assess their suitability for your organisation.

Enhanced DBS checks are mandatory for any role that involves working with Children. Standard or Enhanced DBS checks are mandatory to work with vulnerable adults, depending on the role. Both of these requirements are due to the Rehabilitation of Offenders Act 1974.

The information gathered during a DBS check is drawn from the Police National Computer (PNC) to retrieve relevant criminal details, such as prior convictions, cautions, and reprimands, enabling employers to make informed decisions about whether to proceed with the hiring process.

What does DBS stand for?

DBS stands for Disclosure and Barring Service. This is the public body responsible for carrying out criminal record checks.

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What’s the difference between a DBS check and a CRB check?

A DBS check and a CRB check are the same. In 2012 the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) merged under the Protect of Freedoms Act to form ‘The Disclosure and Barring Service’. Alongside this merger, the government switched to a new criminal record check format – known as a ‘DBS Check’, streamlining a process that was previously split between the two separate agencies.

The check itself remains the same, but since the CRB no longer exists, what was originally known as a ‘CRB check’ is now known as a DBS check.

Who needs a DBS check?

DBS checks allow individuals to review their own criminal records, but they are more commonly used by employers to assess the criminal history of potential hires and make informed decisions about proceeding with the hiring process. This is particularly crucial for companies whose operations involve working with children or vulnerable adults (“Regulated Activity”) or for roles that require such interaction. Examples of these roles include:

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Why are DBS checks necessary?

DBS checks are a critical part of the safeguarding process. They are used to ensure that employers, charities and organisations have the necessary information to make informed decisions about hiring or working with individuals for roles, particularly those involving vulnerable groups such as children and adults at risk.

Under normal circumstances, accessing a person’s criminal record is illegal under the Rehabilitation of Offenders Act 1974 (ROA). This law was enacted to prevent minor criminal offences from becoming permanent obstacles that hinder ex-offenders from finding employment, obtaining insurance, or receiving a fair civil trial. The ROA established a rehabilitation period, after which time a conviction is considered “spent,” meaning the ex-offender no longer needs to disclose it. The duration of this period depends on the length and severity of the sentence.

The ROA also prohibits access to someone’s criminal record unless the individual is applying for a role exempt from the act. Exempt roles include those in:

• Regulated Activity
• The justice system
• Healthcare
• Finance directorship
• Accountancy
• Positions involving the care or humane killing of animals (e.g., vets, RSPCA/SSPCA employees)
• Contracting within tribunal or court buildings
• Certain civil service agencies (e.g., Civil Aviation Authority, UK Atomic Energy Agency)
• Transport (including taxi drivers)
• Domestic staff
• Stewarding at football matches

Employers hiring for these roles are allowed to inquire about a prospective employee’s criminal record through a Standard or Enhanced DBS check.

What are the 3 types of DBS check?

There are three main types of DBS checks. In order of least to most detailed, they are “Basic”, “Standard” and “Enhanced”. Basic DBS checks are the simplest, and the fastest to perform, whilst Enhanced DBS checks are the most in-depth – though not available for every candidate or job role.

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Basic DBS check

A Basic DBS Check will flag any unspent cautions, warnings, reprimands and convictions in a person’s criminal history, including the type, the date it was received, the sentence length, and the dates of any conditions changing. It will not flag those that have been spent, or allow access to the Childrens’ or Adults’ Barred lists.

 

Standard DBS check

A Standard DBS Check will flag both spent and unspent convictions, cautions, warnings and reprimands in a person’s criminal history. However, it will not access barred list checks.

 

Enhanced DBS check

An Enhanced DBS Check will include the same information as a Standard DBS Check, but may also contain non-conviction information supplied by the police, such as that a person is under investigation for a crime, but hasn’t been charged yet.

 

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Enhanced with barred list DBS checks

If the employer requests it in their application, access to Barred List(s) can be added to an Enhanced DBS Check. It’s an offence for anyone barred by the DBS to work or apply to work in Regulated Activity with the group (children or vulnerable adults) they’ve been barred from. It’s also an offence for an employer to hire someone to work with the group they’re barred from.

 

Employers’ responsibility with employee DBS checks

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Preventing harm

When it comes to DBS Checks, an employer’s main responsibility is safeguarding. These checks are intended for employers to ensure the safety of individuals associated with their organisation. This could be other employees, or at-risk service users, like children or vulnerable adults.

The organisation itself also needs to be protected. An employee or volunteer’s actions are reflected onto the organisation they work for, and blame for crimes committed is no exception.

These situations put employers in a bind, and often lead to an unpleasant dilemma.

1. The organisation reports the action quickly and suffers a minor hit to their reputation, possibly leading to financial damage and loss of jobs.
2. The organisation attempts to cover up the actions in order to protect their reputation. Setting the huge moral concerns aside here, if this is successful, then business continues as normal. However, if the cover-up is discovered, the damage can be enormous.

DBS checks give organisations an opportunity to avoid many of these problems before there’s even a chance for them to occur. If a new employee is found to have a recent criminal history, or relevant past convictions, even if they’ve been spent, the employer can withdraw the job offer.

Businesses also need to refer any employees fired for causing harm or for having the potential to do so to the DBS. It is a criminal offence to withhold this information.

 

Safeguarding information

Before a DBS check is requested, an employer must get written permission from the individual being checked.

Once the certificate comes back, it has to be handled securely and confidentially. It is an offence to access someone’s criminal records without permission, and personal data should be handled in accordance with General Data Protection Regulation (GDPR).

What happens if employers don’t get employee DBS checks?

For many roles, there is no legal requirement for businesses to conduct DBS checks on new hires. However, if suitable background checks aren’t performed, and an employee causes harm to charges, customers, clients or other staff, the organisation could face legal action from other staff or service users.

If a business fails to perform a DBS check for a role in regulated activity, the employer could face criminal prosecution, not just a civil suit. In addition, regulatory bodies, such as Ofsted or the Care Quality Commission can issue fines or even force the business to close. Compare these possibilities to the low cost of performing a DBS check, and it’s obvious that vetting candidates is a far more sensible option.

The application process for a DBS Check varies depending on the level of check required. You can request a DBS Check directly through the government or, for greater ease and efficiency with high-volume checks, through a DBS umbrella body. To complete the checks, you will need certain forms of identification, and the cost will vary based on the level of check requested.

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Who can organise a DBS check?

Basic DBS Checks can be requested by anyone, whether an individual or a business, with no restrictions on industry or sector. Unlike higher-level checks, Basic DBS Checks do not reveal spent cautions or convictions, as these are protected by the Rehabilitation of Offenders Act (ROA). Employers can request a Basic DBS Check for any role they are hiring for.

In contrast, Standard or Enhanced DBS Checks can only be applied for by an employer when hiring for a role that is exempt from the ROA. It is illegal for an organisation to request a Standard, Enhanced, or Enhanced with Barred List DBS Check for an applicant who is not applying for a role in regulated activity. For example, requesting an Enhanced DBS Check for a chef position would be against the law.

What is required for a DBS check?

For a basic DBS check, the information that will be needed consists of:

• Personal information (Full name, date of birth, National Insurance number, contact details, current address)
• Two documents that act as Proof of Identification (Passport, Full or Provisional driver’s licence, biometric residence permit)
• Address history (the details of all addresses you have lived at for the past five years and the dates you lived at each)

To apply for a standard or enhanced DBS check, an employer needs to be based in England or Wales, even if the work will take place elsewhere. The employer will need to ensure that the role applied for is eligible for the level of DBS check requested.

The employer will then need to follow the government’s three route ID checking process or using a ID Checks service.

How long does a DBS check take?

The time a DBS check takes will vary depending on several factors:

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The average time taken to process each level of DBS application is published by the DBS each month. As of July, 2024, the figures are as follows:

How much does a DBS check cost?

A Basic check will cost an £18 government fee. Standard checks are also £18, plus any additional fees requested by the DBS Umbrella Body performing the check.

Enhanced DBS checks, and Enhanced with Barred List Checks are usually £38 per check, plus any fees from the DBS Umbrella Body.

What is a DBS umbrella body?

A DBS Umbrella Body (such as Checks Direct) is a service that processes criminal record applications on behalf of the DBS for businesses, as well as private and public organisations. Essentially, they act as intermediaries between the DBS and organisations that need to conduct DBS checks on their employees or volunteers. Companies that make fewer than 100 checks per year are required to use an Umbrella Body, while organisations conducting more than 100 checks annually can register directly with the DBS. However, registering directly with the DBS may mean losing the convenience and efficiency offered by a DBS Umbrella Body.

While using a DBS Umbrella Body may cost slightly more than going through the government directly, the process is significantly more efficient. These services manage all administrative tasks related to submitting DBS applications, verify the information provided, and track the progress of checks. Additionally, some Umbrella Bodies offer bulk discounts for larger volumes of checks, making them an attractive option compared to dealing directly with the government.

How long does a DBS check last?

The information on the check is accurate only at the time it was issued. It’s up to the employer to decide how often to renew a DBS check based on the role and level of risk involved.

While there’s no strict rule, it’s common practice for many organisations to renew DBS checks every 3 years. However, some industries or roles may require more frequent checks. This is often achieved with the DBS Update Service.

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What is the DBS Update Service?

The DBS Update Service is a subscription-based programme that allows individuals to keep their standard or enhanced DBS certificates up-to-date.

An individual can subscribe to the Update Service within the first 30 days after the DBS certificate is received. Once subscribed, employers can check online to see if there have been any changes to the certificate. This saves time and money by removing the need to constantly reapply for DBS checks. Criminal conviction and barring information is updated weekly, while non-conviction information is updated every 9 months.

After the 30 days have expired, however, it is no longer possible to register the certificate with the Update Service.

A subscription to the government’s DBS Update Service costs £13, and lasts for a year, as standard, but automatic renewal can be chosen during registration, or up to 30 days before the current subscription ends.

Some Umbrella Bodies will also have a DBS Status Check Service, which will monitor the DBS Update Service results for you, saving the effort of checking it manually. You will be notified of any changes to criminal history, or if any subscriptions to the service lapse.

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Does a DBS check cover the UK only?

The DBS only handles criminal record checks for England, Wales, the Channel Islands and the Isle of Man. Scotland and Northern Ireland have their own organisations for handling criminal record checks – Disclosure Scotland and AccessNI, respectively.

If a new employee has lived or worked in these countries, you will need to get checks from the respective organisation if you want a full picture of their criminal history.

If you are looking for support with vetting candidates in countries outside the UK, we can help with this. Simply fill in the form here, and we will be in touch.

Conclusion – DBS checks explained

DBS checks play a vital role in safeguarding vulnerable people and upholding public trust within the recruitment process.

If you’re an employer looking to apply for checks, vet new hires or safeguard vulnerable people in your care, we can help. At Checks Direct, we handle tens of thousands of DBS checks every year, with easy and free registration, rapid turnaround times and specialist, responsive team.

We offer Basic, Standard, Enhanced and Volunteer DBS checks for businesses across the UK. Simply visit our service pages to learn more.