DBS Check Documents: A Step-by-Step Guide to the Application Process

The DBS (Disclosure and Barring Service) check, also known as a CRB (Criminal Records Bureau) check, is a vital document that verifies a person’s criminal record. DBS Check Documents are most likely required by employers and organisations who work with children, vulnerable adults, or people in sensitive positions.

DBS checks are classified into three levels: Basic, Standard, and Enhanced. 

The level of verification required is determined by the nature of the job or role for which a person is applying. A basic DBS check, for example, is required for jobs involving money or sensitive data handling. Moreover, roles that frequently come into contact with children or vulnerable adults require enhanced DBS checks.

This article will provide an in-depth look at the documents and fees associated with DBS checks. By the end, you should better understand the documents needed for a DBS check, how much they cost, and how long it takes to obtain one.

Basic DBS Check Documents

The Basic DBS check is the most basic type of DBS check and provides a summary of an individual’s unspent convictions and conditional cautions. It is frequently needed by accountants, lawyers, and financial counsellors. 

To apply for a Basic DBS check, you will need to provide the following documents:

• Proof of Identity: You must provide identification documents such as a passport, driver’s license, or national identity card. These documents must be original and current.
• Proof of Address: You must provide proof of your current address, such as a utility bill, bank statement, or council tax bill. The document must be dated within the last three months and show your name and address.
• Payment: The price for a Basic DBS application is listed at £18.

Basic DBS checks can only be obtained by individuals and not on their behalf by an employer organisation. The application is online; the results are usually available within 14 days. 

However, if there are any anomalies in the application or if more checks are required, this may take longer.

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Standard DBS Check Documents

The Standard DBS Check is one of the higher categories of a DBS check, meaning an individual must meet certain legal criteria to acquire one. 

A Standard DBS check is necessary for specific positions, such as security staff, teachers, and social workers, and provides a more comprehensive criminal record check. It contains information on spent and unspent convictions, cautions, reprimands, and final warnings. 

The documents needed for a Standard DBS application are the same as those needed for a Basic DBS application, with a few extras.

It’s important to note that the documents required may vary depending on your circumstances or the organisation requesting the check. It’s best to check with the relevant organisation to confirm exactly what documents you must provide.

Payment is the same as the Basic DBS application, i.e., £23.

You can find all the relevant information on their website: 

Enhanced DBS Check Documents

The Enhanced DBS check is the highest level of DBS check available and delivers the most extensive criminal record check. 

It is essential for jobs that include working with vulnerable people, such as children or the elderly. It contains information on spent and unspent convictions, cautions, reprimands, final warnings, and any part of police intelligence. 

The materials needed for an Enhanced DBS application are the same as those needed for a Standard DBS application, with the addition of a DBS Adult First Check, which can be used to establish whether an individual is forbidden from working with vulnerable people. 

You may also be asked to provide a list of previous addresses and information about any previous name changes. 

Other than these documents, you should ask the requesting organisation for other required documents that may be important to your application.

You must pay a fee to apply for an Enhanced DBS check. The fee is currently £38 and can be paid by credit or debit card.

It’s important to note that an employer or organisation can only apply for Enhanced DBS checks on behalf of the individual. 

The application process can be completed online, and the results are usually received within 14 days. However, this can take longer if there are any application discrepancies or additional checks need to be carried out.

Applying For DBS – Step-by-step Guide

Here is a comprehensive guide to each type of DBS application. It is also recommended that you gather all the necessary information from their website and get all the complications sorted out, so you don’t get stuck on a particular problem.

1. Applying For A Basic DBS Check

If you’re applying for a basic DBS check, here’s a step-by-step guide to help you through the process:

Determine eligibility

Basic DBS checks are available to individuals living or working in England or Wales. You can apply for a basic DBS check if you’re over 16 years old and have a valid reason, such as employment or volunteering. Certain roles, such as those involving vulnerable groups, may require a higher check level.

Choose a provider

The DBS does not process basic checks directly, so you must choose an external provider. Several providers available online, such as Disclosure Services or uCheck, can help you with your application.

Fill out the application form.

Once you’ve selected a provider, you must complete an application form. You can usually complete this online form from your computer or mobile device. You’ll need to provide your details, such as your full name, date of birth, and current address.

Provider identification

You’ll need proof of your identity, such as a passport or driving licence, as part of the application process. Your provider will give instructions on submitting your ID, which may involve scanning or uploading a copy of the document.

Pay the fee

Basic DBS checks usually cost around £18; this can vary depending on your chosen provider. You’ll need to pay the fee before your application can be processed. Your provider will give you options for payment, such as by credit or debit card.

Check your results

You’ll receive your results by mail, usually in the form of a certificate. Check the certificate carefully to ensure all of your details are correct and that there are no mistakes or inaccuracies.

You can contact your provider for assistance if you have any questions or concerns during the application process. With a basic DBS check, you can gain peace of mind knowing that your criminal record is clear and up-to-date.

2. Applying For A Standard Or Enhanced DBS Check

The application procedures for a Standard and Enhanced DBS check are quite similar.

The following steps are involved in the application process for the Standard DBS check:

Employer or Organization Applies

A Standard DBS check can only be requested by an employer or organisation, not the individual. The employer or organisation must be registered with the Disclosure and Barring Service or use a registered umbrella body to apply on their behalf.

Complete Application Form

The employer or organisation will need to complete an application form, which requires personal details of the applicant, such as their name, address, and National Insurance number.

Provide Proof of Identity

The applicant will need to provide proof of identity documents, such as a passport, driving licence, or national identity card. These documents must be original and current.

Pay the fee

Basic DBS checks usually cost around £18; this can vary depending on your chosen provider. Before your application can be processed, you must pay the fee. You will have several payment options from your provider, including credit or debit cards.

Submit the Application

The completed application form, proof of identity documents, and payment must be submitted to the DBS or the registered umbrella body.

The results of a Standard DBS check are usually received within 8 weeks. The certificate will be sent directly to the applicant, and the employer or organisation will also receive a copy if they have requested one.

Costs Of DBS Checks

The cost of a DBS check varies depending on the required type and who is applying for it. 

The cost of the check will be covered by the employer or organisation and may vary based on the size of the company and the number of inspections required.

A basic DBS check currently costs £18 if applied online and a bit more if applied by post. Individuals are responsible for the fee, which is non-refundable. 

The cost of a Standard or Enhanced DBS check varies depending on the type and the firm or employer requesting it. If extra services, such as expedited processing or physical copies of the certificate, are requested, the fee may be increased. 

Registered covering businesses that handle DBS checks for employers or organisations may charge a fee for their services. It is critical to compare the fees charged by various umbrella groups to ensure you receive the best value for your money.

DBS Update Service

The DBS Update Service is a subscription-based program that helps individuals maintain their DBS certificates and enables employers to carry out fast online checks of an individual’s DBS status.

It is available for all levels of DBS checks and can be particularly useful for those who regularly shift professions or roles that require several DBS checks.

To sign up for the DBS Update Service, you will need to provide the following information:

• Your DBS certificate number

• Your full name, birthdate, and address
• Your National Insurance number
• A valid email address

Payment: You must pay a fee of £13 per year to subscribe to the service. The fee can be paid by credit, debit card, or direct debit.

Once you have subscribed to the DBS Update Service, you can choose to have your DBS certificate automatically renewed every year, provided there are no changes to your criminal record. 

You can also use the service to add new DBS certificates to your account, update your details, and share your DBS status with potential employers.

How long is a DBS certificate valid?

The time a DBS certificate is valid depends on the type of check and the employer or organisation’s policies. A Basic DBS check has no expiry date and will show the individual’s criminal history up to the issue date.

A Standard or Enhanced DBS check is only valid when issued, as the information in the check may become outdated over time.

Can I apply for an Enhanced DBS check myself?

No, individuals cannot apply for an Enhanced DBS check themselves. Employers or organisations can only apply enhanced DBS checks for employees or volunteers. 

This is because an Enhanced DBS check provides more detailed information about an individual’s criminal history and involves a check of local police records, which authorised organisations can only access.

Can I still work with vulnerable groups if I have a criminal record?

It depends on the nature of the criminal offence, how long ago it occurred, and the level of contact an individual will have with vulnerable groups.

It’s important to disclose any previous criminal convictions or cautions to your employer or organisation when applying for a role that involves working with vulnerable groups. 

This will enable the employer or organisation to assess your suitability and make an informed decision about your employment.

Conclusion

In conclusion, DBS checks play a vital role in safeguarding vulnerable groups and ensuring that individuals who work with them are suitable and safe to do so.

The application process for DBS checks varies depending on the type of check required. Still, generally, individuals cannot apply for Standard or Enhanced checks themselves and must go through an employer or organisation. 

The cost of a DBS check depends on the type of check required and who is applying for it and may vary depending on the size of the organisation and the number of checks required.

It’s important to ensure that the correct level of DBS check is applied based on the nature of the role and the level of contact an individual will have with vulnerable groups.