Guidance is available to help you complete the countersignatory application form. A lead countersignatory is a senior figure within a Registered Body who will oversee the DBS process within their organisation. Guidance is available to help you complete the lead countersignatory application form.
An umbrella body is a Registered Body that gives other non-registered organisations access to DBS checks. If your organisation has a requirement to carry out fewer than checks per year, you should use the services of an umbrella body.
Your organisation must also be eligible to ask the exempted question. If you are already a Registered Body and would like to offer an additional umbrella service, you should email customerservices dbs. More information can be found in the DBS identity checking guidelines. You may be asked to review this decision by the DBS before the application can proceed, which may delay the overall process.
Applicants who cannot provide the necessary documents will be asked to go for fingerprinting at their local police station. This is likely to cause delay to the overall application process. If there are any discrepancies between the information on the form and the identity documents supplied, and fraud is not suspected, you should seek clarification from the applicant. If you suspect that you have been presented with a false identity or documents, do not proceed with the application process.
You should report suspected identity fraud on the Action Fraud website. The basic check can be used for any position or purpose. A standard level certificate contains details of all spent and unspent convictions, cautions, reprimands and final warnings from the Police National Computer PNC which have not been filtered in line with legislation. The enhanced check is available for specific duties, positions and licences included in both the Rehabilitation of Offenders Act Exceptions Order and the Police Act Criminal Records regulations, for example, regularly caring for, training, supervising or being solely in charge of children, specified activities with adults in receipt of health care or social care services and applicants for gaming and lottery licences.
An enhanced level certificate contains the same PNC information as the standard level certificate but also includes a check of information held by police forces. The enhanced check with barred list check s is only available for those individuals who are carrying out regulated activity and a small number of positions listed in Police Act Criminal Records regulations, for example, prospective adoptive parents and taxi and Private Hire Vehicle PHV licences.
If your application includes a request to check the barred list s the DBS has a statutory duty to consider any information that suggests you may pose a risk of harm. We will write to you if you are affected. Depending on the result, a person can be permitted to start work, under supervision, with vulnerable adults before a DBS certificate has been obtained.
More guidance regarding adult first checks can be found on the Disclosure and Barring Service website. However, further investigation is required to confirm this and you should await the certificate.
You can use the guide to arranging checks as an employer if you want a quick overview of this process. As an employer or Registered Body, you provide the candidate with a DBS application form to complete and return to you.
Registered Bodies can order new forms through our online tracking service or by calling us on You must make sure the application form is fully completed and the information is accurate.
If a basic check is required, the employer can ask the individual to apply directly to DBS if they work in England or Wales or Disclosure Scotland if they work in Scotland. Where possible, countersignatories should only record the information required in the relevant boxes provided on the application form. Where this is not possible, countersignatories should submit a DBS continuation sheet together with the application form. A list of the most recent common errors made on the DBS application form, and guidance for both applicants and countersignatories, can be found here.
If you need further guidance please email customerservices dbs. The process for a basic check varies to the stages detailed below, as stages 3 and 4 do not apply. The application form is checked for errors or omissions. The form is either scanned onto the DBS system or returned for correction to the countersignatory within 24 hours of receipt.
Key data from the application form is compared against details from the Police National Computer PNC to search for any matches. Enhanced checks are sent by secure, electronic means to the police for an additional check of records before the information is sent back to the DBS. Your details may be same as, or similar to details held at any police force across the country. To make sure potential matches are not missed, those police forces will check the details against their information.
We have also published a factsheet which looks at stage 4 in more detail, and explores the role that the police play in the DBS checking process. All the information to be disclosed is printed under highly secure procedures and posted to the applicant. The applicant will then need to show their DBS certificate to the employer who requested the criminal record check. DBS provides a free, online tracking service that allows you to track the progress of either of these standard or enhanced types of application:.
The person being given a DBS check the applicant , employers and Responsible Organisations can track the progress of basic checks by using the DBS online account tracking service. This guide provides more information regarding tracking a basic check application. DBS provides applicants with two ways to pay for their basic application. If someone else is paying, for example an employer, payment can be made later, but must be within 10 days.
The applicant will receive a payment link via email, which can then be forwarded to someone else to complete payment. This option can also be used if the applicant wishes to pay later. Registered organisations and countersignatories who can access the multiple applications tracking service can order blank application forms online, using the same login details. You can also call the DBS helpline to order blank application forms. You must be registered with DBS to order blank application forms.
Each application is different and the completion time can vary with some checks taking longer, especially if they are at an enhanced level and are referred to the police for checks against non-conviction data.
You can find out more about processing times on our performance pages. Individuals can join the Update Service which allows them to reuse their DBS certificates when applying for similar jobs. The Update Service is only available for standard and enhanced checks. You cannot join the Update Service with a basic check. Certain specified old and minor offences are removed from criminal record certificates issued from 29 May — this is known as filtering.
More information about the filtering process can be found in the DBS filtering guidance. DBS cannot access criminal records held overseas, but it is possible to submit an application while the applicant is overseas. In a small number of cases, overseas criminal records are held on the Police National Computer PNC and these would be revealed as part of a criminal record check. There is a date on the certificate which indicates when the check was completed and issued.
An employer is not informed if information is added to an applicant's criminal record after the CRB check has been issued. Therefore, it is generally considered best practice for organisations to renew their employees CRB checks every three years.
This time period is often dictated by industry regulations and can vary from new checks every 6 months, to, every 3 years. Once you have had a CRB Check carried out on, there is no way to upgrade or renew your check. Each time a CRB check is needed, the application process starts from the beginning. It is at the discretion of your employer as to whether they need to renew your CRB check.
Organisations have their own policies as to how often they require their staff to renew their CRB Check. Some organisations ask employees to renew their CRB Checks annually. They can then provide a code for employers to review their information. But behind all the excitement, this can be a stressful time for teachers; especially if you are the one organising the trip.
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