A Guide to the Disclosure and Barring Service (DBS) and Its Functions

The Disclosure and Barring Service (DBS) is a crucial body in the United Kingdom, dedicated to helping employers make more informed hiring decisions. By providing detailed criminal record checks, DBS helps prevent unsuitable individuals from working with vulnerable groups, including children and vulnerable adults, ensuring a safer society for all.

Who Are The Disclosure and Barring Service?

The Disclosure and Barring Service (DBS) was formed in 2012 when the Independent Safeguarding Authority (ISA) and The Criminal Records Bureau (CRB) merged. Sponsored by The Home Office, the DBS is a non-departmental public body, which means it is not a part of any government department, but it has a role in national government. 

The DBS helps employers make informed hiring decisions through DBS checks. This is particularly important if the employer is involved in safety-critical industries, such as caring for children and vulnerable adults. 

Learn more about How DBS and Other Background Checks Help Safeguard Vulnerable Adults here. 

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What Are The Functions of Disclosure and Barring Service (DBS)?

At its core, the DBS enables organisations to conduct criminal record checks - called DBS checks - on potential employees or volunteers. DBS checks reveal a person's criminal history, including cautions, convictions, and any relevant police intelligence. This information empowers employers to assess the suitability of individuals for roles involving contact with vulnerable people.

Considering this, below are the functions of the DBS:

Process and Issue DBS Checks

The DBS handles the entire process of conducting criminal record checks, from receiving applications to issuing certificates detailing an individual's criminal history (if any). They offer various levels of checks, each with a specific purpose and level of detail, to suit the requirements of different roles.

Maintain Barred Lists

The DBS keeps meticulous records of individuals who are legally barred from working with children or vulnerable adults. These lists are regularly updated and are a critical resource for employers to ensure they are not hiring someone with a history of harmful behaviour.

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Update and Monitor the DBS Update Service

This online service allows individuals to keep their DBS certificates up-to-date and share them electronically with employers, streamlining the rechecking process. The DBS manages this service, ensuring data accuracy and security.

Collaborate with Other Agencies

The DBS works closely with other government departments and agencies, such as the police and safeguarding partners, to share information and coordinate efforts to protect vulnerable individuals.

Manage Barring Referrals and Make Barring Decisions

When concerns arise about an individual's suitability to work with children or vulnerable adults, authorised parties can submit referrals to the DBS. These referrals are meticulously assessed, taking into account all available evidence and ensuring a fair evaluation process. Based on their findings, the DBS decides whether to include the individual on the Children's Barred List, the Adults' Barred List, or both.

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The Types of Disclosure and Service Barring (DBS) Checks

Since the core purpose of the DBS is to help employers make informed decisions and safeguard children and vulnerable adults, it’s best to understand the types of DBS checks. 

As employers, remember that the level of check required depends on the nature of the role and the level of contact with vulnerable groups. You’re only allowed to request for the right level of DBS check. 

Basic DBS Check

This is the most basic level of check and reveals unspent convictions only. It's suitable for general employment purposes and can be requested by any individual for themselves or by an employer for a potential employee.

Standard DBS Check

This check discloses spent and unspent convictions, along with cautions, reprimands, and final warnings held on the Police National Computer (PNC). It's generally required for roles involving a greater level of responsibility or regular contact with vulnerable groups, such as teachers, healthcare professionals, and social workers.

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Enhanced DBS Check

On top of the details in a Standard DBS check, an Enhanced DBS check includes any relevant information held by local police forces. This may include details of ongoing investigations or intelligence that could be relevant to the role in question. 

Enhanced DBS Check with Barred Lists

This is the most comprehensive type of DBS check and includes checks against the adults' and children's barred lists. These lists contain details of individuals who are legally prohibited from working with children or vulnerable adults due to past offences. 

Here is more information about the Types of Disclosure and Barring Service (DBS) Checks. 

Application, Process, Issuance of Certificates, and Tracking

The Disclosure and Barring Service makes it their priority to streamline the process of applying for DBS checks and issuing the certificates. Here are some key points to keep in mind as an employer. 

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Application

Applicants can apply for basic DBS checks online; it costs £18. Alternatively, you can obtain it through a Responsible Organisation.  

For standard, enhanced, and enhanced checks with barred lists, employers have to initiate the application process, usually through a Registered Body.  Registered Bodies are registered with the DBS to submit requests for the checks. The employer or Registered Body must:

• Give the applicant the application form and have them accomplish it. 
• Ensure that the form is completed and that the information is accurate. 
• Verify the applicant’s identity. 
• Sign and date the form and send it to:

DBS applications

PO Box 3961

Royal Wootton Bassett

SN4 4HF

Process and Issuance of Certificates 

• Application Form Received and Validated: The DBS checks the application for errors or missing information. If correct, it's scanned into the system; otherwise, it's returned for correction.
• Police National Computer (PNC) Searched: Key information from the application is compared against the PNC database to identify potential matches.
• Children and Adults' Barred Lists Searched (If Applicable): For enhanced checks, the information is compared against these lists to see if the applicant is barred from working with vulnerable groups.
• Records Held by Police Searched (Enhanced Checks Only): Additional checks are made against local police records for any relevant information.
• DBS Certificate Printed: Once all checks are complete, the DBS certificate is printed and sent to the applicant, who then shares it with the employer.

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Tracking

The DBS offers online tracking services for all types of applications. For standard or enhanced checks, you can track the progress of both individual and multiple applications. This allows you to see the current stage, any errors, and if the results have been sent. You'll need specific information like reference numbers and dates of birth to access the tracking. Basic checks can also be tracked online, either through a DBS account or without one, using the applicant's details and reference number.

Payment And Costs

If you’re paying for the DBS checks of your applicants, here’s how much they cost:

• Basic DBS Check: £18
• Standard DBS Check: £18
• Enhanced DBS Check: £38
• Enhanced DBS Check with Barred Lists: £38

To pay, the applicant receives a payment link, which they can then forward to someone else. As an employer, you must pay within 10 days. The application won’t be processed until the payment is received. 

Conclusion

The Disclosure and Barring Service (DBS) is a pivotal organisation in the UK, dedicated to safeguarding children and vulnerable adults. They achieve this through a multi-faceted approach, encompassing the processing of DBS checks, maintenance of barred lists, guidance for employers, and the important role of making barring decisions when necessary. Through these combined efforts, the DBS serves as a critical guardian of safety, ensuring unsuitable individuals are prevented from working with vulnerable populations.

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Here’s more information on our Basic, Standard, and Enhanced DBS Checks. 

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