Disclosure and Barring Service (DBS)

A DBS Check stands for Disclosure and Barring Service. This was previously known as a CRB check.

Essentially it is a process used to check a person’s UK criminal records history and disclose any appropriate information.

If you are applying for a role that involves working with children, providing healthcare or you are in a position of trust, such as a lawyer, nurse, accountant, teacher or childminder, you may be asked to complete the paperwork for a DBS check.

There are very strict guidelines set by government about which jobs employees are allowed to request checks for. This will vary dependent upon the role you are applying for but also the responsibilities you will be undertaking in that role.

There are also certain working environments that may require a check, such as a prison, care home, school or NHS setting.

There are 4 levels of checks – Basic, Standard, Enhanced and Enhanced with Barred Lists.

Employers can only request the appropriate level of check for your role and responsibilities. They can not request a higher check unless it is required due to your work responsibilities.

Basic – a basic check covers many roles and can be requested by anyone, but an employer does need your permission to do this. It contains details of convictions and cautions considered ‘unspent’.

Standard – standard checks need to be requested by an employer. They cannot be requested by an individual. They are more thorough than basic checks, and reveal information about unspent and spent convictions, cautions, warnings and reprimands.

Enhanced - this reveals the same details as the standard check, with the addition of local police notes considered relevant to the role.

Enhanced with Barred Lists – this is an enhanced disclosure with the addition of a barred list check or checks, which will highlight if someone is banned from working with vulnerable adults or children.

You can find our current price list here

This does vary for each application, but an online check can be processed within hours.

A postal application can take a few days.

There can be a backlog in processing checks at the DBS office or within the police, which is out of our control.  This is the same for all DBS providers.

Our online system is intuitive, making mistakes less likely, however delays can also be due to missing information, mistakes on forms or not providing the correct proof of identity.

The documents you need to provide vary dependent upon the check required.

All documents provided must be originals – a photocopy or printed document from the internet cannot be accepted.

Basic DBS Check

• Proof of ID – passport or driving licence
• Proof of current address – bank or credit card statement, utility bill or driving licence if you didn’t use it for proof of ID. Statements need to be dated within the last 3 months.

Standard and Enhanced DBS Checks

There are 3 options/routes for providing ID verification for UK nationals:

Route 1 – default option

You must show 1 document from Group 1 and 2 documents from either Group 1, 2a or 2b.

At least one document must show your current address.

If you can’t provide the documentation for route 1, please contact us directly.

Route 2 – if it is impossible to progress via route 1

You must show 1 document from Group 2a and 2 documents from Group 2a or 2b.

At least one document must show your current address.

This will involve external ID validation at an additional cost.

Route 3 – only used if it’s impossible to use route 1 or 2

You must show a birth certificate after the time of birth – UK, Isle of Man, Channel Islands, 1 document from Group 2a and 3 documents from Group 2a or 2b.

At least one document must show your current address.

Group 1 – primary documents

• Passport – must be current/valid
• Photocard driving licence – must be current from UK, Isle of Man, Channel Islands
• Birth certificate – issued within 12 months of birth from UK, Isle of Man, Channel Islands or from UK authorities oversees
• Adoption certificate – UK, Channel Islands
• Biometric residence permit - UK

Group 2a – trusted government documents

• Photocard driving licence – countries outside the UK
• Driving licence - UK, Isle of Man, Channel Islands
• Birth certificate – issues after time of birth - UK, Isle of Man, Channel Islands
• Marriage/civil partnership – UK, Channel Islands
• Immigration document, visa, work permit – must relate to non-UK country in which role is based
• HM forces ID card – UK
• Firearms licence – UK, Isle of Man, Channel Islands

Group 2b – financial and social history documents

• Mortgage statement - UK issued in last 12 months
• Bank/Building Society statement – UK or Channel Islands issued in last 3 months
• Bank/Building Society account opening letter – UK issued in the last 3 months
• Credit card statement – UK issued in the last 3 months
• Financial statement eg pension or endowment - UK issued in the last 12 months
• P45 or P60 – UK, Channel Islands issued in the last 12 months
• Council tax statement - UK, Channel Islands issued in the last 12 months
• Utility bill (not mobile) – UK issued in the last 3 months
• Benefit statement eg child benefit, pension – UK issued in the last 3 months
• Central, local government or council document giving entitlement eg DWP or HMRC - UK, Channel Islands issued in the last 3 months
• EEA National ID card – must be valid
• Irish Passport card – cannot be used with Irish passport – must still be valid
• Cards carrying the PASS accreditation logo – UK, Isle of Man, Channel Islands – must be valid
• Letter from Headteacher/College Principal – used for 16 – 19 year olds in full-time education – used in exceptional circumstances only

Further details can be found on the government website.

Once completed, the employee will receive the certificate.

Once the original certificate has been seen by the employer and the recruitment decision has been made, the employer may record the date of the check, the name of the employee, type of certificate, position for which the certificate was requested, unique reference number and details of recruitment decision taken, but not take a copy of the certificate. The only exception being organisations which are inspected by the Care Quality Commission, Ofsted or Care and Social Services Inspectorate for Wales.

They don’t have an expiry date and the information is only correct on the date they are issued. Due to this, many employers have a policy in place to update DBS checks periodically, often every 2 to 3 years.

You can transfer your check to another employer, if the same level of check is required for your new role/responsibilities and the employer agrees to accept a check previously issued. However, this could be considered a risk by your new employer, who may request a new check is completed.

The Update Service can only be joined by the applicant themselves, so we are not able to facilitate this service.

Your organisation will benefit from a seamless service from our knowledgeable and helpful team. As a counter-signatory registered body, we can offer you a flexible service to meet the needs of your organisation, whether you require paper and/or online checks.

Working with the largest provider of criminal record checks in the UK, we stay up to date with the latest guidance to help ensure you achieve legislative compliance.

In addition, by choosing to engage our service you are making a real difference to people’s lives. Operating profits from CBR Business Solutions provides an important income stream for our charity, Voluntary Norfolk.