DBS Checks
UK Government Licensed & Approved
Criminal Record Checks
Why do Organisations choose DBS.care to handle their DBS Check needs?
All About DBS Checks
Online DBS Checks
What is included in an online DBS Check?
Basic DBS Check
A Basic DBS Check is the most straightforward level of background check available in the UK and can be requested by anyone, for any purpose.
It reveals any unspent convictions or conditional cautions recorded on the Police National Computer.
This type of check is typically used for roles that don’t involve direct contact with vulnerable groups but still require a degree of trust and responsibility—such as certain administrative positions, retail roles, or delivery jobs.
Basic DBS Checks enable employers to make better-informed recruitment decisions by highlighting any recent and relevant criminal history that could affect a candidate’s suitability for the role.
Individuals can apply for a Basic DBS Check directly through the Disclosure and Barring Service without going through a DBS umbrella company like DBS.care. At a cost of £21.50, this is the most affordable option for obtaining a Basic DBS Check.
Standard DBS Check
A Standard DBS Check offers a more comprehensive review of an individual’s criminal history compared to a Basic Check. It includes details of both spent and unspent convictions, cautions, reprimands, and warnings recorded on the Police National Computer.
In the Health and Social Care sector, this level of check is usually applied to ancillary roles in hospitals, such as domestic, catering or administrative staff.
Employers within Health and Social Care use Standard DBS Checks to ensure that candidates do not have a criminal history that could compromise the safety or wellbeing of those in their care.
A Standard DBS Check can only be requested through a Government-approved Registered Body such as DBS.care. Individuals are not able to apply for this check directly; it must be processed by an organisation or employer.
Enhanced DBS Check
An Enhanced DBS Check is the most detailed level of criminal record check available and is typically required for roles that involve frequent or regular contact with children or vulnerable adults. This includes positions in teaching, healthcare, and social care settings.
This type of check provides all the information found in a Standard DBS Check, including spent and unspent convictions, cautions, reprimands, and warnings. In addition, it includes any relevant information held by local police forces that may be disclosed if it is considered important for the safety of the role.
The enhanced level of scrutiny offered by this check enables employers in the Health and Social Care sector to carefully assess whether an individual may pose a risk to vulnerable people or to the wider organisation, ensuring a safer environment for all.
An Enhanced DBS Check can also include checks against the Adults’ Barred List and the Children’s Barred List. These lists contain individuals who are legally barred from working with vulnerable adults or children, which is essential information for employers responsible for safeguarding.
This type of DBS Check can only be obtained through a Government-approved Registered Body such as DBS.care. Individuals themselves cannot apply directly for an Enhanced DBS Check, as it must be requested by an organisation or employer on their behalf.
Advantages of choosing an online DBS Check method for Standard and Enhanced DBS
DBS.care offers online DBS Checks for Standard and Enhanced levels through a user-friendly and intuitive platform designed with Health and Social Care organisations in mind.
Many customers in the health and social care sector choose this method for a variety of reasons:
- Faster processing times – Employees can begin their roles sooner thanks to the rapid turnaround of online DBS Checks. We have seen registrations to the first completed check in under 48 hours, helping to reduce delays in recruitment.
- Cost and time efficiency – Traditional paper forms are often slow, cumbersome, and more expensive. Our platform minimises errors before they occur and removes the administrative burden of monitoring and processing DBS Checks manually.
- Ease of use – Applicants find it straightforward to complete their DBS Check forms online with a secure login. For those who have difficulty accessing the internet, alternative options are available to ensure no one is left behind.
- Complete transparency – Our platform provides clear visibility of the status of all DBS Checks at a glance. Automated notifications keep both employers and applicants informed throughout the process, eliminating uncertainty.
- Convenient delivery of results – Employers receive a clear electronic summary of the DBS Certificate, removing the need for physical storage. Meanwhile, applicants receive their official paper certificate sent directly to their home address.
- Compliance and reliability – DBS.care’s platform supports compliance with DBS regulations and data protection laws, giving health and social care providers confidence in meeting their safeguarding obligations.
- Multi-user management – Ideal for HR teams in health and social care organisations, the platform allows for multiple users, role delegation, and seamless management of numerous DBS Checks from a single central account.
- Dedicated support – Our UK-based support team is always available to provide expert advice and assistance, guiding you through every step of the DBS Check process.
About the Platform
What it is and how it works
The DBS.care platform is a modern, up-to-date, AI-powered web application designed to help Health and Social Care organisations effortlessly manage their online DBS Check requirements.
After registering for an account, your organisation will receive a secure login. From there, you can add internal users who need to administer online DBS Checks and assign appropriate permissions based on their roles.
To start a DBS Check, simply add the individual’s name and email address to the system. They will receive an email invitation with a secure link to access the platform. Once they set their password, they will be clearly guided to complete their section of the DBS Check application.
The applicant’s form features AI-driven validation that helps prevent common errors, such as missing address history or incorrect National Insurance numbers, ensuring the application is completed accurately.
When the applicant finishes their part, you will receive a notification. The platform will then prompt you to submit identification documents for verification. You indicate which documents you have checked, and the AI validation ensures you have submitted sufficient ID before proceeding.
Next, you will specify the required level of DBS Check, the job role, any applicable Barred List checks, whether the role is volunteer-based, and if the position is home-based. The AI system helps prevent eligibility errors, guiding you through each step to ensure compliance.
Once the DBS Check type is confirmed, you can pay and submit the application to the Disclosure and Barring Service. Organisations can choose to pay per check, purchase prepaid credits, or even delegate payment to the applicant if required—ideal for situations where the applicant covers the cost.
After payment is processed, the DBS Check is automatically submitted electronically to the Disclosure and Barring Service. Both you and the applicant will receive notifications along with a unique application reference number and access to tracking, so you can monitor the progress of the check at any time.
Once the Disclosure and Barring Service completes the check, an electronic copy of the DBS Certificate will be made available to your organisation, while the applicant will receive a paper certificate by post.
Throughout the entire process, the AI keeps all parties informed with timely updates, providing clear visibility on the status of each DBS Check from start to finish.
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If you are already a customer, please login and use the regular support channels on the platform
Frequently Asked Questions
Answers to the most popular questions we get about DBS Checks and our Platform
How much does a DBS Check cost?
When obtaining a DBS Check through an Umbrella Body, the total cost usually consists of two parts.
The first part is the fee paid directly to the Disclosure and Barring Service. This is a fixed charge per application, regardless of whether you are processing a single check or thousands. The rates are as follows:
Basic DBS Check: £21.50
Standard DBS Check: £21.50
Enhanced DBS Check: £49.50
Enhanced DBS Check with Adults’ and/or Children’s Barred List Check: £49.50
The second part is the administration fee charged by the Umbrella Body for managing and processing the DBS application. These fees often vary depending on the volume of checks processed. For example, DBS.care’s administration fees start from £4.00 per application.
What are the levels of DBS Check available?
There are three main levels of DBS checks: Basic, Standard, and Enhanced. Employers within the Health and Social Care sector should carefully consider the specific duties and responsibilities of each role to determine the appropriate level of check required. This ensures the safety and security of both the workplace and the vulnerable individuals in their care.
Can I fast-track or pay for a faster DBS Check?
There are no fast track options available. The Disclosure and Barring Service processes all applications in the same standard way.
Once an application has been submitted to the Disclosure and Barring Service, there is nothing DBS.care or any other Umbrella Body can do to influence the speed of the check.
Our role is to make the DBS Check process as efficient as possible by providing an intuitive and user-friendly platform that reduces applicant errors and ensures the application runs smoothly and quickly from the organisation’s side.
What is fastest way to get a DBS Check?
For Standard DBS Check, or Enhanced DBS Check: use a DBS Umbrella Company like DBS.care, which provides a modern platform and online e-bulk DBS Checks
Register for Free Organisation Account Here
For Basic DBS: apply directly to Disclosure and Barring Service
What level of DBS Check do I need?
If a role involves direct and unsupervised contact with vulnerable groups, such as children, elderly people, or individuals with disabilities, or includes regulated activities, an Enhanced DBS Check is usually required. This may also include checks against the relevant Barred Lists.
For positions that do not involve working directly with vulnerable people but require a high level of trust and responsibility—such as roles in finance, legal services, or security—a Standard DBS Check is generally appropriate.
Where roles do not involve contact with children or vulnerable adults, and do not carry specific professional responsibilities, a Basic DBS Check may be sufficient.
Eligibility for Standard and Enhanced DBS Checks is governed by legislation, primarily the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles qualify for these checks, so employers must use the official GOV.UK eligibility tool to determine the correct level of check. Requesting a higher-level DBS Check than is legally permitted can result in unlawful processing.
The Disclosure and Barring Service provides detailed guidance on eligibility and also offers an online eligibility tool for employers to use.
The DBS provide detailed eligibility guidance here.
They also provide an eligibility tool.
Are Volunteer DBS Checks free?
Yes, for volunteers, the Disclosure and Barring Service does not charge a fee for Standard or Enhanced DBS Checks. If someone is working in an unpaid volunteer role that requires a DBS Check, you can apply for a Standard or Enhanced Check, mark it as a volunteer application, and complete the necessary declarations.
While the DBS element is free for volunteers, there is still an administration fee charged by DBS.care. This means the overall cost is significantly reduced compared to paid employee applications. The administration fee for Standard or Enhanced DBS Checks is generally the same for both volunteer and paid roles.
It is important to note that the definition of a volunteer is quite specific. For example, work placements or trial positions are not considered volunteer roles by the Disclosure and Barring Service. Our platform clearly guides users through the necessary declarations and criteria to help determine whether a role qualifies as a volunteer position eligible for a DBS Check.
What's the difference between a CRB Check and a DBS Check?
A CRB check is the former name for what is now known as a DBS check. CRB stood for Criminal Records Bureau, which was the agency responsible for carrying out criminal record checks before the Disclosure and Barring Service (DBS) was established.
In 2012, the CRB merged with the Independent Safeguarding Authority (ISA) to create the DBS. Following this merger, CRB checks were replaced by DBS checks. Essentially, a DBS check serves the same purpose as the old CRB check — to provide employers with information about an individual’s criminal record to support safer recruitment decisions.
The main differences lie in the name and some additional features introduced by the DBS, such as barred list checks and the Update Service, which allow for more comprehensive safeguarding measures.
If you come across older documents referring to “CRB checks,” they are effectively describing the same process now known as DBS checks. To put it simply, DBS is the updated name for CRB. What used to be called a “Standard CRB” is now a Standard DBS, and an “Enhanced CRB” is now an Enhanced DBS.
Many people still use the term CRB out of habit, and some DBS infrastructure retains the original CRB branding—for example, the DBS external tracking system uses the URL https://secure.crbonline.gov.uk. However, all current checks are carried out by the DBS.
Employers in Health and Social Care should be aware of this change. Any CRB certificates issued in the past should be regarded as equivalent to DBS certificates, though they may now be quite outdated.
What is an Adult First Check, and is it the same as an Adults' Barred List check?
An Adults’ Barred List Check and an Adult First Check are related but distinct checks.
An Adults’ Barred List Check is an optional part of an Enhanced DBS Check. It involves cross-referencing the applicant against the Adults’ Barred List, which contains the names of individuals who are legally prohibited from undertaking Regulated Activity work with adults. Regulated Activity includes tasks such as healthcare duties, personal care, or managing money for vulnerable adults.
Some roles qualify for an Enhanced DBS Check alone, while others require an Enhanced DBS Check that includes the Adults’ Barred List. For example, a receptionist working in a care home is eligible for an Enhanced DBS Check, but since they do not carry out Regulated Activities, the Adults’ Barred List check is not included. In contrast, a care assistant providing personal care in the same setting must have an Enhanced DBS Check with the Adults’ Barred List, as they perform Regulated Activities.
An Adult First Check is a faster, preliminary check against the Adults’ Barred List. It can only be requested alongside or during the process of an Enhanced DBS Check with Adults’ Barred List. Employers typically receive an email within 72 hours indicating whether the individual is not on the list or advising them to wait for the full certificate. The latter does not necessarily mean the person is on the list.
The cost for an Enhanced DBS Check and an Enhanced DBS Check with Adults’ Barred List is the same. The Adult First Check is optional and incurs an additional fee.
Currently, there is no fast-track service available for checking the Children’s Barred List.
What is the Adults' Barred List?
The Adults’ Barred List is a confidential register maintained by the Disclosure and Barring Service (DBS). It contains the names of individuals who are legally prohibited from undertaking Regulated Activity involving vulnerable adults.
Regulated Activity, in relation to adults, covers a specific range of tasks. This includes activities such as providing personal care or managing the finances of a vulnerable adult. For a detailed guide, please click here.
It is possible for someone to have no criminal convictions but still be barred from working in Regulated Activity roles with vulnerable adults. Such individuals will be included on the Adults’ Barred List.
An Enhanced DBS Check may or may not include a check against the Adults’ Barred List, depending on whether the role is eligible. For example, a cleaner working in a care home would not typically be eligible for an Adults’ Barred List check because their duties do not involve Regulated Activity.
There is no cost difference between an Enhanced DBS Check that includes the Adults’ Barred List check and one that does not.
Can anyone get a DBS Check?
Anyone can apply for a Basic DBS Check. However, Standard and Enhanced DBS Checks are only available for specific roles that meet eligibility criteria.
Eligibility for Standard and Enhanced checks is governed by legislation, mainly the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not every role qualifies for these higher-level checks. Employers must use the official GOV.UK eligibility tool to determine the correct level of check required. Requesting a check at a higher level than permitted by law can be unlawful.
What is a DBS Umbrella body?
A DBS Umbrella Body, sometimes called an umbrella company, is an organisation officially registered to access the Disclosure and Barring Service (DBS) system and can process DBS Checks on behalf of other employers or organisations.
DBS.care is a well-established DBS Umbrella Body serving the Health and Social Care sector.
Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service. This arrangement is particularly useful because most businesses and charities do not register directly with the DBS, as direct registration is generally only suitable for organisations processing thousands of checks annually.
By using a DBS Umbrella Body, organisations can rely on the umbrella company to handle administrative tasks such as providing the application system, counter-signing forms, submitting applications to the DBS, and offering ongoing support and guidance throughout the DBS Check process.
Can someone start working before a DBS Check is complete?
Whether an organisation allows employees to start work before their DBS Check is complete depends largely on their own policies and procedures. Some organisations may permit employees to begin work under supervision while awaiting the completion of their DBS Check.
For employers involved in regulated activities, such as working with children or certain activities involving vulnerable adults, Barred List checks are mandatory. It is illegal for anyone listed on these Barred Lists to carry out regulated activities. In such cases, it is highly unlikely that an employee will be allowed to start work before confirmation is received that they are not on the relevant Barred List.
For regulated roles involving vulnerable adults, there is an option to include a rapid check known as an Adult First Check. This check provides early indication of whether an individual is on the Adults’ Barred List while the full DBS Check is being processed. For more information, please refer to the FAQs section on Adult First Checks.
When should we start the DBS Application Process for a new Employee?
Delays from the Disclosure and Barring Service in issuing DBS Check certificates can be frustrating, especially when you want a new employee to start promptly. Even more challenging is when a candidate decides not to wait for the certificate and accepts another job offer instead.
At the same time, a DBS Check fee is non-refundable. If you request the check too early and the candidate does not join your organisation, you risk losing that expense.
When deciding the best point in your recruitment and onboarding process to submit a DBS Check application, you need to carefully balance these competing considerations.
Fortunately, DBS.care only charges when you are ready to submit the DBS Check application. You do not pay for applications that remain unsubmitted. This means you can begin the process early by registering the applicant, having them complete their part of the form, verifying identification, and selecting the DBS Check type. Then you can wait for the optimal moment to formally submit and make payment.
This flexibility helps Health and Social Care employers manage costs effectively while ensuring recruitment timelines stay on track.
What should Employers be looking for on a DBS Check Certificate?
When reviewing a DBS certificate, employers should carefully consider all information disclosed, including:
Cautions and convictions: Assess the nature of the offence, how long ago it occurred, and its relevance to the specific role being applied for.
Police intelligence: Included on Enhanced DBS certificates, this may contain information from local police based on concerns or ongoing investigations.
Barring details: Indicates whether the individual is legally barred from working with children or vulnerable adults.
Employers should have a clear and consistent policy for assessing DBS disclosures. If there is any uncertainty about how to interpret or act on the information revealed, it is advisable to seek professional legal advice.
Do I need the Applicant’s consent to carry out a DBS check?
Yes, an individual’s knowledge and consent are essential before conducting a DBS Check.
You cannot carry out a DBS Check on someone without their awareness. The process requires collecting personal information such as all names used, date of birth, address history, and official identification documents, so the applicant must be actively involved.
Furthermore, the DBS sends the certificate directly to the applicant rather than the employer. This ensures that the individual receives the results first and retains control over who can access their certificate. If an employer wishes to review a DBS Check certificate, the individual must willingly provide it.
Can I DBS check all my staff even if not legally required?
Organisations are permitted to request Basic DBS Checks for any employees or staff members as part of their recruitment or safeguarding policies, since Basic DBS Checks are available for all job roles and purposes.
Many employers choose to carry out Basic DBS Checks for positions that do not meet the criteria for Standard or Enhanced DBS Checks but still carry a degree of responsibility, such as roles involving financial duties or handling sensitive information. Although not a legal requirement, a Basic DBS Check can provide valuable insight into any recent unspent convictions.
However, Standard and Enhanced DBS Checks are subject to legal restrictions and can only be requested for roles that meet specific eligibility criteria, such as positions involving work with children, vulnerable adults, or regulated activities.
Requesting a Standard or Enhanced DBS Check for an ineligible role is not permitted. Therefore, for roles outside these legal categories, a Basic DBS Check is the only appropriate option for conducting background screening.
How long does a DBS Check take?
Most DBS Checks are completed within 48 hours, although the exact timeframe depends on the type of check. Basic DBS Checks are very quick, often returned within hours. Standard DBS Checks usually take between one and five working days, with most being completed within 24 to 48 hours.
Enhanced DBS Checks involve additional checks by local police forces. While some are returned on the same day, they typically take longer than Basic and Standard checks. The majority of Enhanced DBS Checks are completed within ten working days.
What does a DBS Check check for?
A DBS (Disclosure and Barring Service) Check provides information about an individual’s criminal history, assisting employers in making safer recruitment decisions.
The information disclosed varies depending on the type of DBS Check requested—Basic, Standard, Enhanced, or Enhanced with Barred List checks.
This may include spent and unspent convictions, cautions, and, in the most detailed checks, relevant information held on police records.
Some levels of DBS Check also verify whether an individual is barred from working with specific vulnerable groups.
Which identification documents are needed for an DBS Check Application
DBS Checks require applicants to present identification documents to a nominated ID checker within the client organisation. In Health and Social Care settings, it is especially important that this process is carried out carefully to meet regulatory and safeguarding standards. The specific combination of current and valid documents needed depends on what the applicant can provide and is determined by the Disclosure and Barring Service.
These requirements are regularly updated to ensure security and accuracy. For the most up-to-date information on acceptable identification documents, please refer to the official DBS guidance here:
https://www.gov.uk/government/publications/dbs-identity-checking-guidelines
How do I get a Standard or Enhanced DBS Check for my Employees \ Volunteers
If your organisation requires DBS Checks, the first step is to register with us here: https://app.dbs.care/new-client-register
Once registered, you will receive a client login to our secure portal within one working day. From there, you can begin adding the individuals who need DBS Checks.
Each individual will receive their own applicant login, allowing them to access the portal and complete their part of the DBS application form. You will be notified as soon as they have completed their section.
Afterwards, you can log into the client side of the portal to enter identification check details and select the appropriate type of DBS Check required. We will then submit the application electronically to the Disclosure and Barring Service.
Once the DBS Check has been processed, the applicant will receive their physical certificate by post. Within one working day of the certificate being issued, you will be able to view an electronic copy of the DBS certificate through the portal.
The entire process is clearly signposted within the platform, and the tracking information is presented in a straightforward, easy-to-follow manner.
How do I get a Basic DBS Check?
While Standard and Enhanced DBS Checks have strict eligibility requirements, anyone can apply for a Basic DBS Check for themselves.
Unlike Standard or Enhanced DBS Checks, Basic DBS Checks can be requested directly from the Disclosure and Barring Service by individuals or organisations.
The best part is that you only pay the official Disclosure and Barring Service fee of £21.50. There is no additional administration fee. If you are offered a Basic DBS Check for more than £21.50, you are likely being charged an unnecessary admin fee that you can avoid.
To request a Basic DBS Check, you can start the process here: https://www.gov.uk/request-copy-criminal-record
However, if you require a Standard or Enhanced DBS Check, you will usually need to use an Umbrella DBS provider like DBS.care or ensure your organisation is registered directly with the Disclosure and Barring Service.
How long is a DBS check valid?
A DBS Check does not have a formal expiry date; it is essentially a snapshot of an individual’s record on the date it was issued.
The information disclosed is accurate only up to that point in time. This means that a DBS Check certificate does not expire like a passport. However, as time passes, any new convictions or cautions will not be shown on the original certificate.
Employers should always check the issue date on a DBS Check certificate and determine whether a new check is necessary based on how long ago it was issued.
In many sectors, including Health and Social Care, it is considered good practice or even a regulatory requirement to renew DBS Checks periodically. A common renewal period is every three years, although some organisations may require annual or biennial checks for particularly sensitive roles.
What is the e-bulk system?
The Disclosure and Barring Service introduced the e-bulk system to provide a faster and more efficient way of submitting DBS Check applications.
This system enables two-way data transfer, allowing application results and tracking information to be sent back to DBS.care, often within two to three hours. The e-bulk system eliminates the need for paper forms, offering users a quicker and simpler application process.
By using e-bulk, Health and Social Care organisations benefit from improved compliance, as the system reduces the risk of errors commonly associated with manual paperwork. It also streamlines administrative tasks, freeing up valuable time for HR and safeguarding teams.
When DBS Check applications are submitted through DBS.care, they are transmitted to the Disclosure and Barring Service within minutes, helping to ensure a faster turnaround time and more efficient recruitment process.
What is the Children's Barred List?
The Children’s Barred List is a confidential register maintained by the Disclosure and Barring Service (DBS) that contains the names of individuals who are legally prohibited from working with children.
It is possible for someone to have no criminal convictions but still be barred from working with children. Such individuals will appear on the Children’s Barred List.
An Enhanced DBS Check may include a check against the Children’s Barred List depending on whether the role is eligible. For example, a role that involves working exclusively with adults would not be eligible for a Children’s Barred List check.
There is no difference in cost between an Enhanced DBS Check that includes the Children’s Barred List check and one that does not.
How do I track a DBS Check application?
All tracking information for a DBS application is readily accessible to both employers and applicants through our platform.
You can easily monitor the progress of each application at every stage. Once the application is submitted to the Disclosure and Barring Service, a dedicated button provides a direct link to the DBS’s official tracking system for real-time updates.
What is a Home-Based Position?
A Home-Based position refers to a role where the DBS Check applicant performs regulated activities within their own home.
For example, a music teacher providing lessons to children in their own home would be considered a Home Based position.
In contrast, a home care worker who delivers personal care to a vulnerable adult in that adult’s own home is not classified as Home Based for DBS purposes.
Within Health and Social Care, Home, Home-Based positions are rare.
Home-Based positions receive additional checks conducted by local police forces, so it is important that only roles genuinely qualifying as Home-Based are marked as such.
There is no difference in cost between an Enhanced DBS Check for a Home-Based position and one for a non-Home Based position.
What is the DBS Update Service?
The DBS Update Service is a subscription-based service offered by the Disclosure and Barring Service that allows individuals and employers within the Health and Social Care sector to keep DBS checks up to date and verify their status online easily. It effectively turns a one-off DBS certificate into a continuously updateable record.
After receiving a Standard or Enhanced DBS certificate, an individual can subscribe to the Update Service for £16 per year. This subscription must be started within 30 days of the certificate’s issue date or during the application process using the form reference number.
Once subscribed, the certificate remains active in the system, allowing the individual to reuse it for multiple roles, provided the roles require the same level of DBS check and fall within the same workforce category, such as working with children or adults. The subscription must be renewed annually to remain valid.
With the individual’s consent, employers in Health and Social Care can carry out a free, instant online status check. The system will return one of two results:
“This Certificate is up to date,” meaning no new information has been added.
“Certificate needs to be renewed” or “Contact DBS,” indicating there may be new relevant information and a fresh DBS check might be required.
This check uses the certificate number, the individual’s name, and date of birth, always with the applicant’s permission.
Can a DBS Check Certificate be used for more than one job?
The Disclosure and Barring Service does not have any rules regarding whether a DBS Check is ‘portable’ between employers. It is up to each organisation’s own policies to decide whether they will accept a DBS Check certificate obtained by another employer.
In practice, most organisations, including those in Health and Social Care, choose not to accept DBS Check certificates from other employers. This is because they cannot be certain that the information provided during the original DBS Check was accurate or complete.
Who pays for DBS Checks, Employers or Employees?
There are no regulations specifying who must pay for DBS Checks in employment. It is entirely up to an employer’s policies to decide whether the organisation covers the cost or requires the employee to pay.
DBS.care offers a feature that allows employers to assign invoices directly to applicants. This means applicants can pay for their DBS Checks themselves through their platform login, eliminating the need for the employer to pay upfront and then recover the cost.
What are 'filtered' cautions and convictions?
Filtering is the process used to determine which criminal records are disclosed on Standard and Enhanced DBS Checks. Some older or less serious offences are excluded from these checks and are known as ‘protected’ offences.
However, there is a list of ‘specified offences’ that must always be disclosed unless they relate to a youth caution. These typically include serious crimes such as violent offences, sexual offences, or matters crucial to safeguarding children or vulnerable adults.
Any conviction that resulted in a custodial sentence, including suspended sentences, will always be included on Standard and Enhanced DBS Check certificates.
Additionally, most youth cautions, warnings, and reprimands will no longer be automatically disclosed on these checks, except for Youth Conditional Cautions, which may still be shown.
More information can be found here.
Do I need to see the original DBS certificate, or is a copy enough?
As an employer, you should always request to see the original DBS certificate presented by the applicant. Photocopies, scans, or PDF versions are not considered valid, as they can be altered or forged. The original DBS certificate contains various security features, such as watermarks and special paper, which can only be verified on the physical document.
Organisations using DBS.care will also receive an electronic snapshot of the DBS certificate. If this snapshot indicates that the DBS Check is clear, the organisation may reasonably decide that viewing the paper certificate is not necessary. However, if the snapshot shows any concerns or the check is not clear, then the original paper certificate must be reviewed.
Does a DBS Check cover overseas criminal records?
No, a DBS Check only covers criminal records held within the United Kingdom and does not automatically include criminal history from other countries. While the DBS checks records from England and Wales and includes relevant data from Scotland and Northern Ireland recorded on the UK-wide Police National Computer, it does not access foreign criminal records.
This means that if an applicant has lived or worked abroad, any offences committed outside the UK will generally not appear on their DBS Check certificate. For employers in Health and Social Care, this presents a potential gap in background information.
In such cases, the DBS recommends requesting an overseas criminal record check, often called a Certificate of Good Conduct, from the relevant country. Most countries have their own procedures for issuing these certificates to residents or former residents.
The UK government and Home Office websites provide detailed guidance on how to obtain overseas criminal record checks.
When recruiting someone who has spent significant time overseas, it is important to consider this limitation and request additional checks where necessary to ensure a thorough background screening.