DBS Update Service for Applicants and Employers - An Expert Guide

The DBS Update Service allows individuals to keep their DBS check certificates up to date and share them with employers during the application process. In this guide, we’ll discuss what the DBS Update Service is, its benefits for applicants and employers, and the steps on how to register and use it. 

What is DBS Update Service?

The DBS Update Service is an online subscription service facilitated by the Disclosure and Barring Service for both individuals and employers.  

• For employees, the DBS Update Services allows them to keep their Standard and Enhanced Check Certificates updated and possibly re-use them, eliminating the need to apply for another check.
• For employers, it offers free, instant online checks to verify the status of a standard or an enhanced DBS certificate shown by an applicant. 

Generally, the service helps streamline the recruitment process and enhances safeguarding efforts by providing a quick and easy way to monitor the criminal record status of individuals. Learn more about how DBS and other checks safeguard the vulnerable population here. 

{{the-guide-to-roi-on-background-screening="/components"}}

Benefits of the DBS Update Service for Applicants 

When an applicant chooses to subscribe to the Update Service, they’ll have access to the following benefits:

Portability

Individuals can use their DBS certificate for multiple job applications within the same workforce, as long as the same level and type of check is required. This eliminates the need to apply for a new DBS check for each application, saving time and money. This is also the reason why the Update Service is called “portable DBS”

Up-to-date information 

The DBS regularly searches for updates to an individual's criminal record, ensuring that the information on their certificate is accurate and current. This can help to avoid delays or complications in the hiring process.

Control

Applicants have control over who can access their DBS certificate information. They must give consent before an employer can perform a status check, and they can view a record of all status checks performed on their certificate.

Benefits of the DBS Update Service for Employers  

While the subscription service is for the applicants, employers can also take advantage of the following benefits:

• Instant verification of the presented DBS certificates.
• Less paperwork and administrative tasks as there’s no need to fill up forms for each candidate; the checks can be done quickly. 
• Less expenses as the verification is free and online.
• Improved compliance in safeguarding the vulnerable

How to Conduct Status Checks -  A Step-by-Step Guide for Employers

To use the DBS Update service, the following steps are necessary: 

Step 1: Obtain Consent and Verify Information

You are only allowed to use the DBS Update Service if ALL of the following are satisfied:

• You have seen the applicant’s original certificate. Here’s the official guide to checking the security features of the certificate. 
• You have confirmed the applicant’s identity by checking their IDs
• You obtained the applicant’s consent.
• You are legally allowed to check the same level of DBS certificate - standard or enhanced.
• The DBS certificate only contains the exact workforce that you are entitled to know about for the role you are recruiting for.

If you don’t satisfy any of the above, then you’re not allowed to run the check. For example, if you decide to hire the applicant in a role that does not warrant a Standard Check, then you must not conduct the verification even if they have a Standard Check Certificate. 

To learn more about the levels of DBS checks, you may read our guide here. 

Step 3: Access the Update Service

Go to the Update Service website and carefully read all the provided instructions.

Enter required information, such as:

• Your organisation's name
• Your full name
• The DBS certificate number being checked
• The certificate holder's current surname as it appears on the certificate
• The certificate holder's date of birth in DD/MM/YYYY format as shown on the certificate

Step 3: Agree to the Legal Declaration

Read the legal declaration carefully. By agreeing, you confirm you have the individual's consent and the legal right to access the information for a suitability assessment.

Step 4: View Results

Once the check is complete, you'll see one of the following results:

• Certificate is current with no new information
• Certificate is current but reveals information
• Certificate is no longer current, and a new check is needed
• Entered details don't match

Step 5: Store Results Securely

Print and store the results in accordance with data protection regulations like the Information Commissioner's Office employment practices code and the handling of DBS certificate information policy.

‍

Helping Applicants Register and Subscribe to DBS Update Service

As an employer, you play a crucial role in guiding your applicants through the DBS Update Service registration process. You can provide them with the necessary information and support to ensure a smooth and hassle-free experience for everyone involved. 

Here’s a brief guide you can share with them about registration:

• This is the site where they can register. 
• Use the application form reference number to register if they are still in the process of getting their standard or enhanced check. DBS must receive their application within 28 days. 
• If they already have an issued certificate, they should use their certificate number to register. They should register within 30 days of the certificate’s issuance. 

Remember that the DBS Update Service is only for standard and enhanced DBS checks. For basic checks, register for an online services account.

For subscription, remind them that there’s an annual fee of £13, which they can pay for using debit or credit card. However, if they are volunteers, the service is free. Here are some other reminders to share with them:

• There’s an option for auto-renewal upon registration 
• If they don’t choose the automatic renewal, they can still renew up to 30 days before the subscription ends - but not on the last day of their subscription. 

If they fail to renew their subscription, they would need to apply for a DBS Check and register again. 

{{the-guide-to-roi-on-background-screening="/components"}}

DBS Checks and Beyond: The Importance of Comprehensive Background Screening

While DBS Checks are a critical component of the hiring process, particularly for roles involving vulnerable populations, they should not be the sole focus of your background screening efforts. A thorough and well-rounded approach is essential to ensure you're hiring the best possible talent for your organisation.

Besides DBS checks, the following checks are also crucial:

• Identity Checks to confirm an applicant's legal name, date of birth, and address history.
• Education Verification to check the institutions attended, degrees earned, and dates of graduation.
• Employment History to confirm the companies worked for, job titles held, dates of employment, and reasons for leaving.
• Reference Checks to gain  insights into a candidate's character, work ethic, and skills from former supervisors, colleagues, or clients.
• Professional Qualifications Check to verify that candidates hold the necessary credentials for roles requiring specific qualifications.

{{the-guide-to-roi-on-background-screening="/components"}}

Veremark For DBS and Other Pre-Employment Checks

Trusted by the world’s best workplaces, Veremark can conduct DBS checks on your behalf. Our checks are 100% automated, fast, accurate, and compliant with laws relevant to background screening.  Moreover, you can seamlessly integrate the results into your existing workflow, supporting faster and stronger hiring decisions. 

Partner with Veremark for your Basic, Standard, and Enhanced Checks needs. You may also order DBS checks along with other background checks to streamline your hiring process. 

Learn more about our pay-as-you-go model - no lock-in period, no long-term contracts required. Book a free demo today. 

‍