A Disclosure and Barring Service (DBS) check is a crucial tool for UK employers and not for profits who engage volunteers, helping them to verify if an individual has a criminal record or is barred from specific roles, particularly those involving engagement with vulnerable groups such as children or vulnerable adults. It’s designed to ensure the safety of both the individual, the vulnerable person and the organisation, providing peace of mind and legal compliance for the primary party (engaging organisation).

We speak to a lot of people about DBS and get asked the following questions all the time:

• What types of DBS checks are available?
• What roles are they applicable to?
• Who can apply for them?
• What is an umbrella DBS Organisation and who can become one?
• What information is required for the application?
• Which agencies are involved?
• How long does it take?

What types of DBS checks are available?

There are three main types of DBS checks:

1. Basic DBS: Shows unspent convictions and conditional cautions.
2. Standard DBS: Shows both unspent and spent convictions, cautions, reprimands, and final warnings.
3. Enhanced DBS: Provides the same information as the Standard DBS, along with any additional information deemed relevant by local police. This check can also include a Barred List Check, which reveals if the individual is prohibited from working with children or vulnerable adults.

What roles are they applicable to?

• Basic DBS: Suitable for roles with no specific safeguarding requirements. Employers in any industry can request this check for general roles.
• Standard DBS: Required for positions involving trust but not direct work with vulnerable individuals, such as roles in legal services or finance.
• Enhanced DBS (with or without Barred List Check): Mandatory for jobs that involve working closely with vulnerable groups (e.g., children or vulnerable adults). This includes healthcare professionals, social workers, teachers, and foster carers. The Enhanced DBS with Barred List Check is specifically for roles where there is a legal requirement to ensure the individual is not barred from working with vulnerable groups.

Who can apply for them?

• Basic DBS: Both individuals and employers can apply for this check.
• Standard and Enhanced DBS: These can only be applied for by employers on behalf of the individual, and only for roles that legally justify the need for a Standard or Enhanced check.

What is an umbrella DBS Organisation and who can become one?

An umbrella DBS organisation is a registered body that acts on behalf of other employers or organisations to process DBS (Disclosure and Barring Service) checks. These organisations provide a service to businesses that aren’t registered with the DBS, allowing them to access DBS checks for their employees. Umbrella bodies can submit applications for Basic, Standard, or Enhanced DBS checks and handle the administrative process.

To be classified as an umbrella body, an organisation must:

• Be registered with the DBS.
• Meet specific requirements regarding data handling, safeguarding, and security.

Umbrella DBS organisations are particularly useful for supporting organisations that may not meet the criteria to register directly with the DBS or that process a low volume of checks. By using an umbrella organisation, employers can still fulfil their legal obligations for background checks without needing to manage the process internally.

What information is required for the application?

To apply for any DBS check, the following personal information is required:

• Full name (including any previous names)
• Date of birth
• Address history for the past 5 years
• National Insurance number
• Identification documents such as a passport or driver’s license
• For Enhanced DBS, employers will need to provide job role details to confirm eligibility for that level of check.

What format and channels can be used to submit a DBS application?

There are several formats and channels through which a DBS application can be submitted:

• Online Applications: Employers or umbrella bodies can submit applications through the official DBS online service or through the portals of third-party umbrella organisations.
• Paper Applications: paper forms are still available for those who prefer this method or for applicants without digital access. The application form must be completed and posted to the DBS
• E-Bulk System: This allows for multiple DBS applications to be submitted at once electronically.
• Telephone Applications: Basic DBS checks can also be applied for by individuals over the phone via the DBS contact centre. This service is primarily aimed at people who are unable to use the online service.

Which agencies are involved?

Several agencies contribute to the DBS process:

• The Disclosure and Barring Service (DBS): Operates the service, manages the application process, and maintains the Barred Lists.
• Police National Computer (PNC): Provides criminal record data.
• Local police forces: For Enhanced DBS checks, local police can supply additional information they consider relevant to the role being applied for.

How long does it take?

The are a number of factors that determine how long a DBS result might take. Channel used and the Local police forces are the main reasons for lengthier application times.

Using an app capture service like Spotlite can reduce the turnaround time to around 48 hours. An Identity Services Provider and Umbrella DBS, Spotlite technology has been developed using AI and Automation to streamline the DBS application process and create a convenient journey validating identity and capturing the information required with minimal manual input.  The application is directly uploaded to the ebulk system and relevant parties notified of progress and results.

Find out more about Spotlite.