DBS eligibility guidance lists most roles that are eligible for a check. However, the guidance isn t comprehensive so contact DBS if unsure.

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1 1 of 14 24/06/ :56 NOTES 1. Overview The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged to become the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. A DBS check may be needed for: certain jobs or voluntary work, eg working with children or in healthcare applying to foster or adopt a child There are different rules for getting a criminal record check in Scotland and Northern Ireland. Who can ask for a DBS check An employer can ask for a DBS check for certain roles. DBS eligibility guidance lists most roles that are eligible for a check. However, the guidance isn t comprehensive so contact DBS if unsure. Applicants (job candidates) can t do a criminal records check on themselves. Instead, they can request a basic disclosure from Disclosure Scotland (you don t have to be from Scotland to do this). How to get a DBS check The employer gets an application form from DBS or an umbrella body (a registered body that gives access to DBS checks). The employer gives the applicant the form to fill in and return to them along with documents proving their identity. The employer sends the completed application form to DBS or their umbrella body. DBS sends a certificate to the applicant. The employer has to ask the applicant to see the certificate.

2 2 of 14 24/06/ :56 If the applicant has subscribed to the DBS update service, the employer can check their certificate online. How long a DBS check is valid A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It is up to an employer to decide if and when a new check is needed. Applicants and employers can use the DBS update service to keep a certificate up to date or carry out checks on a potential employee s certificate. Types of criminal records check There are 3 types of check. The employer or organisation running the check should provide the applicant with more information about the level of check required. Criminal record check applicants must be 16 or over. Standard ( 26) This checks for spent and unspent convictions, cautions, reprimands and final warnings, and will take about 2 weeks. Enhanced ( 44) This includes the same as the standard check plus any additional information held by local police that s reasonably considered relevant to the workforce being applied for (adult, child or other workforce). It usually takes about 4 weeks. Other workforce means those who don t work with children or adults specifically, but potentially both, eg taxi drivers. In this case, the police will only release information that s relevant to the post being applied for. Enhanced with list checks ( 44) This is like the enhanced check, but includes a check of the DBS barred lists. It usually takes about 4 weeks. An employer can only ask for a barred list check for specific roles. It s a criminal offence to ask for a check for any other roles. Volunteers Checks for eligible volunteers are free of charge. This includes anyone who spends time helping people and is: not being paid (apart from for travel and other approved out of pocket expenses) not only looking after a close relative

3 3 of 14 24/06/ :56 An employer can only apply for a check if the job or role is eligible for one. They must tell the applicant why they re being checked and where they can get independent advice. 2. Documents the applicant must provide The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. The person going through a DBS check (the applicant) must give their employer original documents (not copies) to prove their identity. The documents needed will depend on the route the application takes. The applicant must try to provide documents from Route 1 first. Route 1 The applicant must be able to show: one document from Group 1, below 2 further documents from either Group 1, or Group 2a or 2b, below At least one of the documents must show the applicant s current address. 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 2 further documents from either Group 2a or 2b 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 and Channel Islands)

4 4 of 14 24/06/ :56 one document from Group 2a 3 further documents from Group 2a or 2b 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. Continuation sheets The applicant can download a DBS continuation sheet for additional information they can t fit on the DBS application form. Unusual addresses The applicant must make sure they fill in the address part of the form correctly if they have an unusual address, eg if they live abroad, in student accommodation or a hostel. How to complete the application form if you have an unusual address (PDF, 199KB) Group 1: Primary identity documents Document Passport Biometric residence permit Current driving licence photocard Birth certificate - issued at time of birth Adoption certificate Notes Any current and valid passport UK UK, Isle of Man, Channel Islands and EU (full or provisional) UK and Channel Islands including those issued by UK authorities overseas, eg embassies, High Commissions and HM Forces UK and Channel Islands Group 2a: Trusted government documents Document Current driving licence photocard Current driving licence paper version Birth certificate issued after time of birth Marriage/civil partnership certificate HM Forces ID card Firearms licence Notes All countries (full or provisional) UK, Isle of Man, Channel Islands and EU (full or provisional) UK and Channel Islands UK and Channel Islands UK UK, Channel Islands and Isle of Man All driving licences must be valid. Group 2b: Financial and social history documents Document Notes Mortgage statement UK or EEA Bank or building society statement UK and Channel Islands or EEA Bank or building society account opening confirmation letter UK Issue date and validity 12 months 3 months 3 months

5 5 of 14 24/06/ :56 Document Notes Credit card statement UK or EEA Financial statement, eg pension or endowment UK P45 or P60 statement Council Tax statement Work permit or visa Letter of sponsorship from future employment provider Utility bill UK and Channel Islands UK and Channel Islands UK Non-UK or non-eea only - valid only for applicants residing outside of the UK at time of application UK not mobile telephone bill Benefit statement, eg Child Benefit, Pension UK Central or local government, government agency, or local council document giving entitlement, eg from the Department for Work and Pensions, the Employment Service, HMRC UK and Channel Islands EU National ID card - Cards carrying the PASS accreditation logo Letter from head teacher or college principal UK and Channel Islands UK - for 16 to 19 year olds in full time education - only used in exceptional circumstances if other documents cannot be provided Issue date and validity 3 months 12 months 12 months 12 months Valid up to expiry date Must still be valid 3 months 3 months 3 months Must still be valid Must still be valid Must still be valid 3. Arranging checks as an employer The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. As an employer, you should only arrange a DBS check on a successful job applicant. You can withdraw a job offer if the results show anything that would make the applicant unsuitable. Employers need to check the identity of a job applicant as part of a DBS check. Read the guidance on how to do ID checks and what to do about false documents. Fewer than 100 checks a year - use an umbrella body You can t register directly with DBS. Instead, use an umbrella body. More than 100 checks a year - register with DBS Read the guidance on registering with DBS. Contact DBS to register. Registration costs 300, plus 5 for each additional countersignatory (people in

6 6 of 14 24/06/ :56 your organisation who are allowed to handle DBS applications). You can then track multiple applications and order blank application forms online. To change any of the registration details, send a letter on company letter headed paper to DBS. Include the registration number and each countersignatory s signature. Registered organisations must also follow the DBS code of practice. DBS no longer automatically sends a copy of the certificate to a registered organisation. You need to ask the applicant to see the certificate. More than 1,500 checks a year - use the bulk service You can use the DBS e-bulk service, which may help reduce costs and waiting times for DBS checks. Find out how to register for e-bulk services and get a list of approved e-brokers (offering their e-bulk platform for use by other registered bodies). Checks on carers Employers providing care services for adults (eg in a care home) can use a service called DBS Adult First. This will confirm, usually within 2 days, if the applicant: can start work, as long as they re supervised should wait for the results of an enhanced check The service costs an extra 6. Employers in Scotland or Northern Ireland There are different rules for getting a criminal records check in Scotland and Northern Ireland. Overseas applicants and UK applicants who lived abroad You can ask applicants from overseas to get a criminal records check, or Certificate of Good Character, from their country of origin. It may also be possible to get such a check through the relevant embassy in the UK but the applicant must give their permission. Processes for getting criminal records checks abroad vary between countries. Employing ex-offenders You must have a policy on employing ex-offenders if you carry out criminal records

7 7 of 14 24/06/ :56 checks. You must show the policy to any applicant who asks for it. Download a sample policy on the recruitment of ex-offenders. 4. Tracking the application and getting a certificate The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. The person being given a DBS check (the applicant) can check on the progress of their application using the DBS tracking service. Employers can track multiple applications and order blank application forms online. The applicant, employer and organisation that applied for the search will see the results of the check. You can t access the DBS update service through the tracking service. DBS certificate Once the check is completed, DBS will send a certificate listing the results to the applicant. The employer will have to ask the applicant to see the certificate. Security features Certificates have security features to prove they re genuine, including: a crown seal watermark repeated down the right side, visible both on the surface and when held up to the light a background design featuring the word Disclosure, which appears in a wave-like pattern across both sides of a certificate; the pattern s colour alternates between blue and green on the reverse ink and paper that change colour when wet The security features for a CRB certificate issued before 1 December 2012 are the same as for the DBS certificate. Reusing a DBS check A DBS certificate only contains information from a DBS check on a certain date and for a particular purpose.

8 8 of 14 24/06/ :56 Employers can accept a previously issued certificate but must: check the applicant s identity matches the details on the certificate check the certificate is of the right level and type for the role applied for carry out a free-of-charge status check to see if new information has come to light since the certificate s issue; the applicant must have already joined the DBS update service Employers can accept a previously issued certificate without a status check but at their own risk. CRB-branded certificates should be treated the same as DBS-branded certificates. Lost certificates DBS can t provide replacements for lost or destroyed certificates. 5. DBS barred lists The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. Jobs that involve carrying out certain activities for children and adults may require an enhanced DBS check with a check of the barred lists. This will check whether someone s included in the 2 DBS barred lists (previously called ISA barred lists) of individuals who are unsuitable for working with: children adults People on the barred lists can t do certain types of work. There are specific rules for working with children - known as working in a regulated activity with children. These are different than the rules for regulated activities for adults. It s against the law for employers to employ someone or allow them to volunteer for this kind of work if they know they re on one of the barred lists.

9 9 of 14 24/06/ :56 Refer someone to DBS Contact the barring helpline for help referring someone to DBS. DBS barring helpline Telephone: Employers must refer someone to DBS if they: sacked them because they harmed someone sacked them or removed them from working in regulated activity because they might have harmed someone were planning to sack them for either of these reasons, but they resigned first You re breaking the law if you don t refer someone to DBS when you should. 6. Appeals and disputes The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. Applicants (job candidates) and employers may both be able to appeal against a barring decision following a check. The decision could be changed if the appeal is successful. Appeal against a mistake You can appeal if you believe there s been a mistake in either: the records provided, like wrong or irrelevant information on convictions personal information, like a name or employer s details Applicants can appeal their own DBS check. An employer or licensing authority can also appeal a DBS check if they ve talked to the applicant first. The police may ask for fingerprints to prove identity if there s a mistake in the records. How to appeal

10 10 of 14 24/06/ :56 Report the mistake within 3 months of issue of the DBS check certificate. For mistakes in records Fill in the certificate dispute form. For mistakes in personal information Fill in Section A of the certificate dispute form, or call the DBS customer services team and select option 2. Appeal against a DBS update service certificate change Call customer services if you subscribe to the DBS update service and want to dispute the status of a certificate. They ll send out the forms you need to appeal against a certificate status. DBS customer services Telephone: Minicom: Welsh: Send the form to: DBS Disputes Customer Services FREEPOST RTHU-TRJY-KSHY PO Box 165 Liverpool L69 3JD Independent Monitor review DBS will work with the police to make a decision about your appeal. If the police don t agree there s a mistake, the appeal will be referred to the Independent Monitor only if the objection is that information is: not relevant to the position applied for should not be included in the certificate The enhanced certificate will be corrected if the Independent Monitor agrees with your appeal. You must raise a dispute with DBS before a referral to the Independent Monitor is made.

11 11 of 14 24/06/ :56 Contact the Independent Monitor Independent Monitor Safeguarding and Public Protection Unit Home Office 4th Floor Fry Building 2 Marsham Street London SW1P 4DF Appeal against a new barring decision You can appeal to a tribunal to reverse a new barring list decision. The tribunal may remove someone from the barred list if it agrees, or refer you back to DBS for a further decision. You can appeal if: you were automatically added following a relevant caution or conviction you believe DBS has made a legal mistake DBS barred you based on information that was wrong It s up to the tribunal whether they hear your appeal. Contact the Upper Tribunal to appeal against a new barring decision in England or Wales. Upper Tribunal adminappeals@hmcts.gsi.gov.uk Telephone: Fax: Administrative Appeals Chamber 5th Floor Rolls Building 7 Rolls Buildings Fetter Lane London EC4A 1NL Contact the Care Tribunal to appeal against a new barring decision in Northern Ireland. Care Tribunal in Northern Ireland caretribunal@courtsni.gov.uk

12 12 of 14 24/06/ :56 Telephone: Care Tribunal 3rd Floor Bedford House Bedford Street Belfast BT2 7FD Appeal against being on the barred list You can ask DBS to review this if: you were automatically added following a relevant caution or conviction you believe DBS has made a legal mistake DBS barred you based on information that was wrong You can also ask for a review if your circumstances change after the minimum barred period. The minimum barred period is: Age Minimum barred period Under 18 1 year 18 to 24 5 years 25 or over 10 years Evidence for changed circumstances includes medical reports, successfully appealing against a conviction and specialist assessments. It s up to DBS whether they choose to review. Contact DBS to ask for a review. DBS barring helpline Telephone: Appeal against the outcome of a DBS review You can appeal to a tribunal if you asked DBS to review a barring list decision, and DBS either: refused to conduct a review decided to keep someone on the barred list after a review The tribunal may remove a person from the barred list if it agrees with the appeal. It s up to the tribunal whether they hear the appeal.

13 13 of 14 24/06/ :56 Contact the Upper Tribunal to appeal against a DBS barred list review in England or Wales. Upper Tribunal adminappeals@hmcts.gsi.gov.uk Telephone: Fax: Administrative Appeals Chamber 5th Floor Rolls Building 7 Rolls Buildings Fetter Lane London EC4A 1NL Contact the Care Tribunal to appeal against a DBS barred list review in Northern Ireland. Care Tribunal caretribunal@courtsni.gov.uk Telephone: Care Tribunal 3rd Floor Bedford House Bedford Street Belfast BT2 7FD General enquiries DBS customer services customerservices@dbs.gsi.gov.uk Telephone: Minicom: Welsh: Contact the Disclosure and Barring Service

14 14 of 14 24/06/ :56 The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. DBS helpline Contact the DBS helpline with any questions. If you send an include the full name, address, telephone number and any DBS reference numbers. You can use the DBS tracking service to check on the progress of an application. DBS customer services Telephone: Welsh: Minicom: International: Monday to Friday, 8am to 6pm Saturday, 10am to 5pm DBS customer services PO Box 3961 Wootton Bassett SN4 4HF Transgender applications Contact the DBS sensitive applications team if you re a transgender applicant and you don t want to reveal details of your previous identity to a potential employer. DBS sensitive applications team sensitive@dbs.gsi.gov.uk Sensitive applications team Customer services PO Box 165 Liverpool L69 3JD Last updated: 9 June 2015 Crown Copyright