Disclosure and Barring Service (DBS) Information for Managers
What is the Disclosure and Barring Service (DBS)?
The Disclosure and Barring Service (DBS) is a government agency providing criminal records checks to assist employers in identifying candidates who may be unsuitable for certain work, for example, work involving contact with children or other vulnerable groups. They also maintain barred lists of those individuals unsuitable to work with children or vulnerable adults.
We obtain Enhanced disclosures from the DBS, via our supplier First Advantage.
Applicants complete an online application form and provide proof of identity at the Post Office, with First Advantage completing the relevant checks.
You can find further information on the Government’s Disclosure and Barring Service webpages.
DBS checks will be arranged for:
- The successful candidate for a vacancy, once a conditional job offer has been made.
- Current staff who are identified as requiring a DBS check in order to carry out their role.
All DBS checks for successful job applicants and current staff must be processed by the University’s HR team.
Before you advertise your vacancy you will be asked to specify if a DBS check will be needed and whether this will be in respect of Child or Adult Workforce and this information will be added to your job advertisement, so that applicants can make an informed decision about whether to apply.
Before commencing the DBS application process for the successful candidate, HR will first check whether the candidate is subscribed to the DBS Update Service - see below.
Before commencing the DBS application process for current members of staff, the department should first ask the member of staff if they are subscribed to the DBS Update Service - see below.
DBS Update Service
Anyone who applies for a standard or enhanced criminal record check through the DBS can choose to subscribe to the DBS Update Service (basic disclosures are not eligible).
This service enables employers (with the candidate’s permission) to carry out an instant and free online check, known as a ‘Status Check’, which reveals whether the DBS Certificate is still up to date, or whether new information may have been added to the person’s criminal record (for example, new convictions).
This means that a candidate/member of staff may not necessarily have to repeat checks when moving jobs, working for multiple employers, or when they need a DBS disclosure for both work and voluntary activities. However, there is only portability as long as the new activity is within the same ‘workforce’ and requires the same level of checking.
So, an enhanced disclosure to work with children cannot be accepted if the new job/activity is with at risk adults, or vice versa. In such cases a new disclosure will be required.
When requesting a DBS check for a current member of staff, please let HR know if they are already subscribed to the update service.