What is a DBS check?
A DBS check includes a search of police records and barred list information. A DBS certificate is then issued outlining whether or not you’re eligible to work or volunteer for the role you’ve applied for.
Information on DBS certificates can be extremely sensitive and personal, so a set of written rules was developed for those seeing your result, to make sure that any information seen is handled fairly and used properly.
There are three types of check an organisation can carry out on someone:
a standard check shows spent and unspent convictions, cautions, reprimands and final warnings
an enhanced check shows the same as a standard check plus any information held by local police that’s considered relevant to the role
an enhanced check with barred lists shows the same as an enhanced check plus whether the applicant is on the list of people barred from doing the role
What does 'DBS' stand for?
‘DBS’ stands for the Disclosure and Barring Service, operating in England, Wales and Northern Ireland. It was launched 1 December 2012 to make safer recruitment decisions by identifying people who may be unsuitable for certain roles, especially those involving children or vulnerable adults.
The DBS is responsible for:
processing requests for criminal records checks (DBS checks)
deciding whether it is appropriate for a person to be placed on or removed from a barred list
placing or removing people from the DBS children’s and adults’ barred lists
What happened to CRB checks?
The DBS replaces (and merges) the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).
Criminal record checks are now carried out by the Disclosure and Barring Service (DBS) and CRB checks are now called DBS checks.
What documents are required for a DBS check?
We recommend the following three documents.
If you have a valid passport we recommend that as your first document.
If you have a photo driving licence (full or provisional), that is generally a good second document.
For your final document, or if you don't have a driving licence, you can use other forms of ID such as a utility bill (not mobile phone), a P45 or P60, a council tax statement, or a bank statement – whichever one you choose must have your name on it, and not a landlord's or only a partner's (please see this link for a full list of accepted documents).
Please note:
At least one of the documents must show your current residential address.
Please also check the date of when certain documents were issued to you, as some must have been issued no longer than three months ago (please see this link for full details.)
If you already have an existing DBS certificate that's great! Let us know during the signup process and we'll fast track ya!
How do I complete a DBS through OnHand?
To complete a DBS check through OnHand please head onto the Accounts Tab and then press 'Verify as a Volunteer'
Follow the steps and make sure to have all your documents ready as you will need to upload photographs as part of the application.
Once you've completed the form, it usually takes 2-4 working days to come back. You'll be notified via email of this - if you've waited over 1 week please do get in touch with the OnHand team.
I'm a student and don't have any bills for the address I'm living at while studying. What should I do?
We understand that, as a student, you may be applying for your DBS check using a parent/carer or 'home' address while living in student halls or renting from a private landlord. Your name may not be on any of the household bills, your bank statements may still be sent to your 'home' address.
In this case, we ask that you bring three forms of ID stating your 'home' address with which you are applying for your DBS check, as well as an additional form of ID to tie both addresses together. This would usually be a tenancy agreement from your landlord or college/university accommodation provider.
DBS Eligibility
For DBS checking, you will be asked to declare any criminal history you might have on your DBS application form. You do not have to declare any protected cautions or convictions that would be filtered from a DBS check (meaning that they would not be shown/mentioned as part of your certificate result).
Access to the DBS checking service is only available to registered organisations who are entitled by law to ask you to reveal your full criminal history (other than protected cautions and convictions), including spent convictions – also known as asking ‘an exempted question’.
The minimum age at which someone can be asked to apply for a criminal record check is 16 years old.
The following list outlines which information will be shown for different types of certificates.
Can I do my DBS check myself?
Anybody can request a basic-level check on themselves, but you can’t apply for an enhanced or standard DBS check yourself. Higher level checks must always be carried out via a company that is registered to do DBS checks on behalf of you and the organisation asking you to apply for the check.
We ask you to apply for an enhanced check, so you will need to apply online through our app. We make it super easy!
When will I get my DBS check results?
Usually it takes only 4-5 days for a DBS check to come back to us. When that's done, we'll notify you and you'll be able to accept requests on the app and get started with your missions!
If your DBS check comes back 'unclear' we'll get in contact with you. You should get an email or a letter from DBS to let you know whether your result is clear or not. If your result does come back 'unclear' we won't be told why, it'll be your choice as to whether you want to disclose that to us.
If you've been waiting a longer than 7 days for your check to come back, just pop us a message and we'll happily check up on it for you.
Should I sign up to the DBS update service?
The service is supposed to make the process of volunteering with future organisations (which require a DBS check) simpler and quicker. It also removes the admin cost for any future organisations you may want to volunteer for, which is nice!
You’ll be able to take your DBS certificate from one job to the next, unless:
an organisation asks you to get a newcertificate
you need a certificate for a different type of ‘workforce’ (for example, you have a ‘child workforce’ certificate but need an ‘adult workforce’ certificate)
you need a different level certificate(for example, you have a standard DBS certificate but need an enhanced one)
The organisation can tell you what DBS certificate they need you to have.
Once you’ve registered, you can use the update service to:
add or remove a certificate
give employers permission to check if anything’s changed on your certificate
see who’s checked if anything’s changed on your certificate
view your details
If you’ve not finished your DBS check you can register for the Update Service using your application reference number (the ‘form ref’ on your online application form). The DBS must receive your application form within 28 days.
If you’ve already got your results back from your DBS check, you can register for the update service using your DBS certificate number. You must do this within 30 days of the certificate being issued.
You can use the DBS tracking service to check the progress of your DBS certificate.
What do I do if I use a professional or different name?
You may use a different name at work which is different to your identity documents. All the names you use must be declared on the online application form to make sure they are checked by the DBS, and us. Your current name as entered on the DBS application form will be shown on the certificate so must match the name shown on your ID documents. If you use a professional name, please declare it as a previous name to make sure that it appears on the certificate.
I have recently married/ changed my name. Which should I use?
All your supporting ID documents must be in your current name – the one used on the DBS application form. A passport which is still in your maiden name can potentially be used as a valid document, but you will need to show us an original UK marriage certificate as one of your other forms of ID, with both your names on it, to tie your two surnames together. Before applying please make sure that you have enough documents available to confirm your new name (more than just one).
Once a certificate has been printed it can’t be amended so if you have questions please get in touch with us before applying online. If you wish a new name to appear on the certificate, you’ll need to reapply for another DBS check.
Do I have to pay for my DBS check?
As you are a volunteer you will not be charged anything by us, or the DBS, for a check to be carried out. We are responsible for paying the subscription and administrative fee to the company that supports us with the DBS checks.
If you are able to reuse an existing DBS certificate with us we would not need to pay anything at all towards you reusing it.
How long does a DBS certificate last?
A DBS check has no official expiry date. Any information included on your certificate will be accurate at the time the check was carried out. It’s up to onHand to decide when a new check is needed.
If you have signed up for the DBS update service we can check whether your certificate is up to date.
What information will I need to know before applying for a DBS check?
We use an online service to support the process of applying for a DBS check.
You'll need to know:
your full address history since April 2013
any other names you've ever used
your place of birth
your mobile numberand/or email address
your National Insurance number (optional)
I am a transgender applicant, what is the DBS process?
Please note, if you start your application and cannot remember a piece of information asked for during the online application, your application will not be saved to continue later and you will have to reapply at a later date.
The law requires you to disclose all previous names and addresses to the DBS so that they can process your application correctly and return accurate results. The DBS have a process to allow you to disclose previous gender/name information to the DBS only. This information does not need to be revealed on the DBS application form or to anyone else. This is known as the ‘Sensitive Applications Process’.
How does the Sensitive Application Process work?
An individual completing a DBS form should contact the DBS Sensitive Application Team, ideally a few days before the application form is submitted. This will ensure that any previous gender/name is not released on the DBS certificate, unless permission is provided. A member of the DBS team will be able to answer any questions about completing the application form and will record details to allow the tracking of the application when it arrives.
What can happen if I don’t use the DBS’s Sensitive Application route?
If you have not contacted the DBS’s Sensitive Applications Team they will not be able to monitor your application and certificate. This could mean that your previous names, gender and criminal information could be seen by us. If you are happy for this information to be released the normal application route would apply.
Can I have my convictions, cautions or other criminal information about me transferred to my new name?
Yes. If you have obtained a Gender Recognition Certificate the police can transfer the information to a new name. The police will amend the record by changing the gender and file name to reflect your new name. Former names will be kept on police record but will not appear on your DBS Certificate.
What if I don’t have a Gender Recognition Certificate?
If you don’t have a Gender Recognition Certificate, you should still contact the DBS’s Sensitive Applications Team. If your DBS check is going to reveal information in a previous gender/name the DBS will initiate contact before it’s issued. If your have no criminal information then the DBS can remove previous names / gender so that they do not appear on a certificate.
How can I find out more about the process?
For more information, the DBS’s Sensitive Application’s Team is available on 0151 676 1452 or email sensitive@dbs.gsi.gov.uk
Sensitive Application Team
Customer Services
Disclosure and Barring Service
PO BOX 165
Liverpool
L69 3JD