What is a DBS check? Your Comprehensive Guide to UK Background Checks

In today's professional and personal landscape, ensuring trust and safety is paramount. Whether you're an employer looking to safeguard your organisation, a volunteer working with vulnerable groups, or an individual applying for a new role, you've likely come across the term 'DBS check.' But what exactly is a DBS check, and why are they so crucial?

A DBS check, short for a Disclosure and Barring Service check, is a vital tool used in the UK to help employers and organisations make safer recruitment decisions and to prevent unsuitable people from working with vulnerable groups, including children 1 and adults. It provides information about an individual's criminal record history, helping to ensure that individuals are suitable for certain roles or responsibilities. This comprehensive guide will walk you through everything you need to know about DBS checks, from the different types available to who needs one and how they're processed.   

What is a DBS Check (Disclosure and Barring Service)?

The Disclosure and Barring Service (DBS) is a non-departmental public body, sponsored by the Home Office, that carries out criminal record checks in England, Wales, and Northern Ireland. Their primary role is to help employers make safer recruitment decisions and to prevent unsuitable people from working with children and vulnerable adults. A DBS check provides a formal document detailing an individual's criminal convictions, cautions, warnings, or reprimands, and in some cases, information from police national computer records.

Why are DBS Checks Important?

DBS checks are fundamental for several reasons:

• Safeguarding: They are critical in protecting children and vulnerable adults from harm by identifying individuals with a history of relevant offences.
• Employer Confidence: They provide employers with essential information to make informed and safe recruitment decisions, ensuring the integrity and reputation of their organisation.
• Legal Compliance: For many roles, particularly those involving regulated activities, a DBS check is a legal requirement.
• Public Trust: They help build and maintain public trust in individuals and organisations working in sensitive sectors.

The Different Types of DBS Checks Explained

Basic DBS Check

A Basic DBS check is the lowest level of criminal record check available. It shows details of any unspent convictions and conditional cautions the applicant has. This means any past offences that have not yet reached their 'spent' date under the Rehabilitation of Offenders Act 1974.

Who typically needs a Basic DBS check?

• Any individual can apply for a Basic DBS check on themselves.
• Employers can request a Basic DBS check for any role, regardless of the sector, as long as they have the applicant's consent.
• Common roles include taxi drivers, security guards, or positions where employees handle money or goods.

Standard DBS Check

A Standard DBS check is a more comprehensive check than a Basic one. It reveals details of both spent and unspent convictions, as well as cautions, warnings, and reprimands recorded on the Police National Computer (PNC).

Who typically needs a Standard DBS check?

• Roles that are included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975.
• Examples include solicitors, accountants, and certain positions within the financial services sector where individuals deal with sensitive information but not necessarily with children or vulnerable adults directly in a regulated activity.

Enhanced DBS Check

The Enhanced DBS check is the highest level of criminal record check. It includes the same information as a Standard check (spent and unspent convictions, cautions, warnings, and reprimands) but also includes:

• Any information held by local police forces that is considered relevant to the role being applied for. This information can be non-conviction data.
• A check of the children's and/or adult's barred lists (if the role involves 'regulated activity' with these groups). Being on a barred list means an individual is prohibited from working with children or vulnerable adults.

Who typically needs an Enhanced DBS check?

• Roles involving regulated activity with children (e.g., teachers, care home staff, foster carers).
• Roles involving regulated activity with vulnerable adults (e.g., adult social care workers, nurses).
• Certain roles in healthcare, childcare, and social work.
• Roles that involve working directly with children or vulnerable adults on a frequent or intensive basis.

Who Needs a DBS Check? (Eligibility Criteria)

The requirement for a DBS check depends entirely on the nature of the role and the sector. While a Basic DBS check can be applied for by anyone (including themselves), Standard and Enhanced checks are only available for specific job roles and voluntary positions, primarily those involving sensitive activities or work with vulnerable groups.

For employers, it's crucial to assess each role carefully to determine the appropriate level of check required, ensuring compliance with legal obligations and effective safeguarding practices.

How to Apply for a DBS Check (The Application Process)

Applying for a DBS check typically involves a structured process, which varies slightly depending on the type of check and whether you are an individual applying for yourself or an organisation applying for staff.

General Steps:

1. Identify the correct check: Determine whether a Basic, Standard, or Enhanced check is required for the role.
2. Application Form: Complete the application form, providing personal details, address history, and consent.
3. Identity Verification: Provide original documents to verify identity (e.g., passport, driving licence, utility bills). This is often done by the employer or an 'Umbrella Body'.
4. Submission: The application is submitted to the DBS.
5. Processing: The DBS carries out checks against police records and relevant barred lists.
6. Certificate Issuance: A DBS certificate is issued and sent directly to the applicant.

Important Note: Employers do not receive a copy of the certificate directly (except for Basic DBS checks where the applicant can provide it). It is the applicant's responsibility to show their certificate to the organisation.

How Long Does a DBS Check Take? (Processing Times)

The processing time for a DBS check can vary significantly depending on the type of check and the individual circumstances. While some checks can be completed within a few days, others may take several weeks, particularly if there is complex police information to review.

General Averages:

• Basic DBS Checks: Often processed within a few days to a week.
• Standard DBS Checks: Typically take 1-2 weeks.
• Enhanced DBS Checks: Can take anywhere from 2 to 8 weeks, or sometimes longer, especially if police forces need to conduct extensive checks.

Factors that can influence processing time include:

• Accuracy of the application form.
• Number of previous addresses.
• Volume of applications being processed by the DBS.
• Response times from local police forces.

The DBS Update Service: Keeping Your Check Current

The DBS Update Service is an online subscription service that allows applicants to keep their DBS certificates up-to-date and allows employers, with the applicant's consent, to check a certificate online. This means that if an applicant has subscribed, their employer can conduct a quick status check without the need for a new DBS application to be submitted each time.

Benefits of the Update Service:

• Saves Time and Money: Reduces the need for multiple, costly new DBS applications.
• Portability: Makes it easier for individuals to move between roles requiring the same level of check.
• Real-time Information: Employers can quickly see if any new information has been added to an applicant's criminal record.

Eligibility: Only Standard and Enhanced DBS certificates can be registered with the Update Service. Basic checks are not eligible.

What Appears on a DBS Certificate?

The information displayed on a DBS certificate depends on the level of check requested:

• Basic DBS Certificate: Shows unspent convictions and conditional cautions.
• Standard DBS Certificate: Shows spent and unspent convictions, cautions, warnings, and reprimands.
• Enhanced DBS Certificate: Shows the same as a Standard check, plus any relevant police intelligence. If applicable, it will also confirm whether the individual is on the children's and/or adult's barred lists.

Filtering Rules: It's important to note that certain old or minor convictions and cautions may be 'filtered' and not disclosed on Standard or Enhanced DBS certificates, particularly for those relating to less serious offences and a long time ago. The DBS has specific guidance on what is automatically filtered."

Common Misconceptions About DBS Checks

Despite their widespread use, there are still some common misunderstandings about DBS checks:

• 'A DBS check expires': DBS certificates do not have an expiry date. They are a snapshot of information at the time of issue. However, organisations will often require a new check periodically (e.g., every 3 years) or when an individual moves to a new role, to ensure the information is current. The DBS Update Service helps mitigate this.
• 'A criminal record means you can't get a job': Not necessarily. The relevance of any disclosed information depends on the role applied for. Employers are expected to assess the conviction in relation to the specific duties and safeguarding responsibilities of the position.

Conclusion

Understanding the intricacies of DBS checks is essential for both individuals and organisations across the UK. They serve as a critical mechanism for safeguarding vulnerable groups and ensuring responsible recruitment practices. By familiarising yourself with the different types of checks, their application processes, and what information they disclose, you can navigate the requirements with confidence.

If you require further assistance with background checks or have specific security concerns, Conflict International has extensive experience in providing comprehensive due diligence and investigative services to help you make informed decisions.