DBS Check Service

DBS Check Service

BBWCVS can carry out DBS checks for staff and volunteers on behalf of non-profit organisations and groups using an umbrella body 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.

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.

 

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.

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.

You can also access the government’s DBS eligibility guidance or use their eligibility tool.

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.

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

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

Regulated Activity with Children:
https://assets.publishing.service.gov.uk/media/5b92b7f7e5274a424a8ef20b/Regulated_Activity_with_Children_in_England.pdf

 

DBS Costs

The charge for this service includes a fixed rate as set by the DBS and a minimal admin fee for the services provided by BBW CVS. Non-member organisations will also be charged a small additional fee. There are also some optional but popular extras below.

Current DBS check fees (as of February 2024)

Volunteer DBS checks:
Basic DBS check: £36
Standard DBS check: £18
Enhanced DBS check: £18

Staff DBS Checks:
Basic DBS check: £36
Standard DBS check: £36
Enhanced DBS check: £56

Additional fee for non-members:
Non-member fee: £5

Optional Extras:
Digital ID check (quicker and easier than physical checks): £5.40 (per DBS check)
Showing your organisation name on DBS Certificates : £15 (one-off fee)

 

How to get a DBS check via BBW CVS

Registering your organisation with the BBW CVS DBS check service:

NB. 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.

 

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 (subject heading: DBS request – your organisation name).

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

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

4b. If the applicant did not complete a Digital ID check, BBWCVS staff will contact the applicant or organisation to arrange a visit to the BBWCVS office to complete the ID verification process.

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

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

 

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 £13 per year. The service is for standard and enhanced checks only.

NB. If you want to register for the service, the DBS certificate holder must register within 30 days of the certificate being issued.

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.

 

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

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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