Recruiting the right employees is essential for any organisation. Conducting background checks ensures that businesses hire trustworthy individuals who meet the necessary security standards. One of the most important checks for UK employers is the DBS (Disclosure and Barring Service) check, which helps determine whether a candidate has a criminal record.
Understanding the DBS check process is crucial for compliance, safeguarding, and risk management. This guide provides a step-by-step breakdown of how employers can check DBS online, the different levels of checks, and the best practices for handling DBS results.
What Is a DBS Check?
A DBS check is a background screening process that allows employers to check an applicant’s criminal record. It helps organisations assess whether a candidate is suitable for a role, particularly those involving work with children, vulnerable adults, or sensitive information. These checks protect children, safeguard vulnerable adults, ensure employer compliance in regulated industries, and help businesses make informed hiring decisions to avoid reputational damage.
Types of DBS Checks
1. Basic DBS Check
This basic check can be performed by an employer for any type of role. It is typically used for low-risk jobs and only shows unspent convictions.
2. Standard DBS Check
This standard check shows all spent and unspent convictions, cautions, reprimands, and warnings. It is required for roles with significant risk in finance, law, and other regulated industries.
3. Enhanced DBS Check
The enhanced check is required for positions involving children, vulnerable adults, or sensitive information. This check includes all the information from a standard check plus any relevant details that may be held by the local police.
4. Enhanced DBS Check with Barred Lists
This check includes everything from an enhanced DBS check to checking whether an individual is on the children’s or adults’ barred list, meaning they are prohibited from working with specific groups.
Which Jobs Require DBS Checks?
Not all roles require a DBS check. However, many positions in regulated industries do.
- Social workers, youth workers, and volunteers working with vulnerable individuals should be verified through this check prior to an appointment.
- Doctors, nurses, and care home staff are required to have a DBS check by law.
- Teachers, school staff, and nursery workers require such checks.
- Police officers, prison staff, and security guards require a DBS check.
- Accountants, solicitors, and FCA-regulated positions can only be filled if the candidate has been verified by a DBS check.
- For roles involving national security, sensitive data, or financial risk, additional vetting, such as BS7858 security screening, may be required.
DBS Check Process
Step 1: Determine the Type of DBS Check Needed
Employers must assess the job role and decide which level of check is required. Basic DBS checks can be requested by an individual, while standard and enhanced checks must be requested by the employing entity.
Step 2: Obtain Candidate’s Consent
Before requesting a DBS check, written consent from the candidate is mandatory. If an applicant refuses, employers may decline their application if the check is a legal requirement for the role.
Step 3: Submit the DBS Application
Employers check DBS online through:
- The DBS official website.
- A registered umbrella body (for standard and enhanced checks).
- A third-party screening service like BPSS Check for bulk applications.
Step 4: Identity Verification
Candidates must provide valid identification, such as:
- Passport or driving licence.
- Proof of address (utility bill and bank statement).
Step 5: Processing and Turnaround Time
The processing time of each check is different:
- Basic DBS checks take 1 to 2 days.
- Standard DBS checks take around 5 to 10 working days.
- Enhanced DBS checks can take up to 60 days if additional police records need verification.
Step 6: Reviewing the DBS Certificate
Once the check is complete, the DBS certificate is sent to the applicant. Employers must request the original certificate to review any disclosed information.
Legal Considerations for Employers
Rehabilitation of Offenders Act 1974
Employers cannot discriminate against candidates with spent convictions unless the role is exempt from the Act. If a candidate has a criminal record, then employers must keep in mind that a criminal record does not automatically disqualify a candidate unless:
- The conviction is for an offence directly related to the role.
- The role requires barred list checks, and the candidate appears on it.
Data Protection and Confidentiality
DBS results must be handled confidentially under GDPR. Employers should:
- Store DBS information securely.
- Only retain records for as long as necessary.
- Avoid sharing DBS details with other relevant hiring personnel.
How Employers Check DBS Online Efficiently
Employers can use official government websites or third-party screening agencies for quick and efficient DBS checks. Due to this, many employers choose to streamline the DBS check process by using online services from BPSS Check. Here’s why:
- Faster processing times.
- Reduced paperwork and administrative burden.
- Secure digital record-keeping.
- Bulk applications for multiple candidates.
Common Challenges in DBS Checks and How to Overcome Them
Delays in Processing
Delays in DBS checks can disrupt hiring. Incomplete applications, high demand, or manual processing often cause setbacks. Ensuring accurate details and using online applications can speed up the process.
Discrepancies in Candidate Information
Incorrect details, such as name variations or missing documents, can slow down verification. Employers should request multiple forms of ID and cross-check information against official records to avoid issues.
Handling Sensitive DBS Findings
Employers must handle criminal records fairly. Consider the conviction’s relevance, time elapsed, and rehabilitation efforts. Following safeguarding policies and maintaining confidentiality ensures a fair and lawful hiring decision.
Final Thoughts
Conducting DBS checks for employers is a crucial part of recruitment, ensuring a safe, compliant, and trustworthy workforce. Employers must follow proper procedures, respect data protection laws, and assess DBS findings fairly.
Employers should contact BPSS Check using accredited services to ensure fast and secure DBS checks. Whether you’re hiring teachers, healthcare professionals, or security staff, a thorough BS7858 screening process helps protect both businesses and the public. Good luck with your hiring!
