DBS Check Service

DBS Check Service

BBW CVS has a DBS Check Service to carry out checks for staff and volunteers on behalf of non-profit organisations and groups using an umbrella body (uCheck) recognised by the Disclosure and Barring Service (DBS).

The DBS check application will be completed online, and for this to take place the applicant will require an email address. The applicant will also need to complete an ID check, this can be done securely online or in-person with a designated member of BBW CVS staff.

 

Quick Media:

DBS Application Form               ID Checking Guidance

 

 

Contents:

• • • • 1. Types of DBS check
      • 2. Eligibility
      • 3. Regulated Activities with Adults or Children
      • 4. DBS Costs
      • 5. Advice before you request a DBS check
      • 6. Registering your organisation with the BBW CVS DBS check service
      • 7. Requesting a DBS check for a member of staff or volunteer
      • 8. DBS Update Service
      • 9. Do DBS checks expire?
      • 10. Other Useful Information

       

      1. Types of DBS check

      There are three levels of check: Basic, Standard and Enhanced. The three levels have different eligibility requirements and reveal different information about the applicant.

      • Basic: A Basic DBS Check or Basic Disclosure will show any unspent convictions or conditional cautions the applicant has.
      • Standard: A Standard Check will show any spent or unspent convictions, cautions, reprimands or warnings the applicant has.
      • Enhanced: An Enhanced Check will show any spent or unspent convictions, cautions, reprimands or warnings the applicant has, as well as any other relevant information held by the applicant’s local police force.

       

      2. Eligibility

      Eligibility requirements for Standard and Enhanced DBS checks are very strict. It is important to determine the most appropriate level of check required, or to determine whether a role requires or is eligible for a DBS check.

      Before you request a DBS check you must first use the eligibility tool to check the role will be eligible for a DBS check.

      Need some guidance?

      • You can access the government’s DBS eligibility guidance.
      • The NCVO offer some very good general guidance on DBS checks, including a detailed overview of DBS checks for staff and volunteer and deciding which DBS checks to carry out.

    • • Roles eligible for Standard Checks – Eligibility guidance for standard DBS checks
      • Roles eligible for Enhanced Checks (working with adults) – Eligibility guidance for enhanced DBS checks (Adult workforce)
      • Roles eligible for Enhanced Checks (working with children) – Eligibility guidance for enhanced DBS checks (Child workforce)
      • Roles eligible for Enhanced Checks (NOT working with adults or children) – Eligibility guidance for enhanced DBS checks (Other workforce)
    • • You can also get in touch with Steve at BBW CVS for advice.

 

• • • 3. Regulated Activities with Adults or Children

      Regulated activity is work that a barred person must not do.

      The Disclosure and Barring Service (DBS) uses the term ‘Regulated Activity’ to describe certain job functions carried out by an employee/volunteer. These requirements are important as they determine eligibility for an Enhanced Level DBS check and a check of the DBS Barred Lists.

       

    • The uCheck DBS portal gives the following guidance regarding
    • Regulated Activity with Adults:

      The definition of regulated activity in relation to adults focuses on those activities which, should they be needed by any adult, mean that an adult is considered vulnerable at the point of receiving them. The definition applies to individuals undertaking the following activities:

      • healthcare for adults provided by, or under the direction or supervision of a regulated health care professional
      • personal care for adults involving hand-on physical assistance with washing and dressing, eating, drinking and toileting; prompting and supervising an adult with any of these tasks because of their age, illness or disability; or teaching someone to do one of these tasks
      • social work – provision by a social care worker of social work which is required in connection with any health services or social services
      • assistance with an adult’s cash, bills or shopping because of their age, illness or disability arranged via a third party
      • assisting in the conduct of an adult’s own affairs under a formal appointment
      • conveying adults for reasons of age, illness or disability to, from, or between places, where they receive healthcare, personal care or social work arranged via a third party
      • day to day management or supervision of anyone carrying out any of the activities listed above

      Regulated Activity with Children.

      The definition of regulated activity relating to children comprises only:

      • (i) Unsupervised activities: teach, train, instruct, care for or supervise children, or provide advice/guidance on well-being, or drive a vehicle only for children;
      • (ii) Work for a limited range of establishments (‘specified places’), with opportunity for contact: for example, schools, children’s homes, childcare premises. Not work by supervised volunteers;

      Work under (i) or (ii) is regulated activity only if done regularly.

      • (iii) Health care for children provided by, or under the direction or supervision of a regulated health care professional. This is regulated activity even if the activity is only carried out once.
      • (iv) Personal care for children involving hands-on physical assistance with washing and dressing, eating, drinking and toileting; prompting and supervising a child with any of these tasks because of their age, illness or disability; or teaching someone to do one of these tasks.
      • (v) Registered childminding.
      • (vi) Registered foster-carers.
      • (vii) The day-to-day management or supervision of any person engaging in regulated activity, is also in regulated activity.

       

      You can find out more information about these regulated activities at the government links below, which should help you to choose Yes or No on the DBS Check Service form.

      Regulated Activity with Adults:
      https://assets.publishing.service.gov.uk/media/5b92b77ee5274a42733d7230/Regulated_Activity_with_Adults_in_England.pdf

      Regulated Activity with Children:
      https://www.gov.uk/government/publications/dbs-guidance-leaflets/regulated-activity-with-children
      

• • • 4. DBS Costs

      The charge for this service includes the cost as set by the government’s Disclosure and Barring Service (where applicable) and the fee charged by the registered DBS check service provider (uCheck), and it includes either a physical or digital ID check.

    • Non-member organisations will also be charged a small additional fee (as detailed below), but it is free to become a member of BBW CVS.

      Current DBS check costs for staff/volunteers (as of December 2024)

      Volunteer DBS checks:
      Basic DBS check: £42
      Standard DBS check: £21
      Enhanced DBS check: £21

      Staff DBS Checks:
      Basic DBS check: £42
      Standard DBS check: £42
      Enhanced DBS check: £70

      Additional fee per DBS check for non-members:
      Non-member fee: £7.50 (per DBS check)

      Optional Extras:
      Showing your organisation name on DBS Certificates : £15 (one-off fee)

       

      5. Advice before you request a DBS check

      It is a good idea to make sure you are as certain as possible that your volunteer or member of staff is permanent. This is good to make sure you are spending your time and money wisely sorting DBS checks.

      This could be done in many ways, depending on what is appropriate. This could including a suite of relevant policies, vetting, interviews, references, trial periods/probation, pre-loaded training, supervisions/CPD, etc.

       

      6. Registering your organisation with the BBW CVS DBS check service:

      This only needs to be completed if you want your organisation name to show on the DBS certificate.

      1. Email us at: admin@bbwcvs.org.uk (subject heading: DBS Registration) providing the organisation’s full name and address as you would like it to appear on the certificate along with contact details for the invoice.

    • NB. this only needs to be carried out once.

    • 7. Requesting a DBS check for a member of staff or volunteer:

      1. Complete a DBS Check Service Form for the applicant.

      2. Email the completed form to volcentre@bbwcvs.org.uk with the following subject heading: DBS request – [your organisation name] – [applicant name].

      3. BBWCVS will register the applicant who will then receive an email from uCheck inviting them to complete the online application form (stage 1). Once the application form is complete BBW CVS will be notified and can enter the stage 2 information.

      4. An ID check will also need to take place. You should check our guidance about ID Checking for DBS Checks or visit the gov.uk DBS ID Check webpage for details about ID checks and what ID can be used.

    • 4a. If a Digital ID check has been selected applicants will also be invited to complete this online at this stage.

      4b. If the applicant did not complete a Digital ID check, the applicant or organisation will need to arrange a visit to the BBW CVS office to complete the ID verification process.

      5. Once the above steps have been completed the application will be submitted by BBW CVS (stage 3).

      6. Once the check is complete the applicant will be sent the certificate in the post to their given address and they should make their organisation aware of the outcome.

       

    • NB. You must notify the DBS Service if you bar someone.

  • • 8. DBS Update Service

      Applicants and employers can use the DBS update service to keep a certificate up to date or carry out checks on a potential employee’s certificate. This service is free to volunteers and for paid workers, the subscription costs £16 per year. The service is for standard and enhanced checks only.

      NB. If you want to register for the service, you need to do one of the following:

    • – If you are in the process of getting a Standard or Enhanced DBS check you must apply within 28 days with your application reference number (form ref).

    • – If you already have a Standard or Enhanced DBS certificate, the DBS certificate holder must register within 30 days of the certificate being issued.

    • – For Basic BDS checks, the DBS certificate holder must register for an online service account instead of using the Update Service.

    • 9. Do DBS checks expire?

      A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It’s up to you the organisation to decide when a new check is needed. NCVO guidance states “it is up to your organisation to decide how often you seek new checks. The certificate is only accurate up to the day it is issued. You should set a timeframe that is manageable and proportionate to your level of risk. A three-year period, unless there is a need to update the check sooner, is common”. By signing up to the DBS update service you can check whether a certificate is up to date online.

       

      10. Other Useful Information:

      ID checking guidelines (including what ID applicants are required to provide for DBS checks): DBS ID checking guidelines – GOV.UK (www.gov.uk)

      Guidance on DBS checks when working with adults and children in the charity sector (scroll down to access these):DBS guidance leaflets – GOV.UK (www.gov.uk)

      NCVO guidance on DBS checks: Getting started with criminal records checks — NCVO Knowhow

      For full guidance on the Disclosure & Barring Service please click here

    • Guidance: Top tips for jobseekers at risk of ‘fake DBS check’ recruitment scams

      If you require any support with other governance related topics, get in touch with BBW CVS who will be happy to help.

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