DBS UPDATE
Sophie Draper – HR Customers and
Business Development Manager
Jo Reynolds – HR Team Leader (Customers
& Resourcing)
DBS Update
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Changes to Volunteer and Governor DBS Checks
Update Service
Single Certificates
Changes to the Job Title field
HR Process
Changes from Sept 2012
• Volunteers and Governors no longer fall within
regulated activity
• Schools will still be able to carry out an enhanced
check but will not be able to check the barred list
unless the individual has regular, unsupervised
contact with children.
• Supervision must be:
Regular, day to day, reasonable in all the
circumstances for the purpose of protecting the
children concerned.
• A volunteer in a school will not be in regulated
activity if they are supervised to the statutory level,
but they will still be required to receive a CRB check
(enhanced). The school has no entitlement to do a
barred list check.
• If the volunteer is unsupervised, they will be in
regulated activity and will therefore be required to
receive a CRB check (enhanced) with a barred list
check
How to indicate a barred list check
Changes from 17th June 2013
Update Service
• Applicants can choose to have their DBS Certificate
kept up to date and take it with them from role to
role, within the same workforce, where the same
type and level of check is required.
• Employers can check the status of individuals who
have signed up for the update service online (with
their permission).
Update Service (contd)
• Unless there is a change in status highlighted on the
employer check, the original certificate can be
accepted
• Employers still need to have sight of the original
certificate and may, if permission is given by the
applicant, take a copy and keep it for 6 months
• There is an annual subscription fee of £13 for the
Update Service which is paid by the applicant when
they first subscribe
Update Service (contd)
Benefits:
• Instant checks of DBS certificates
• No more application forms to complete
• DBS certificate can be used from role to role (within
the same workforce)
• Applying for jobs already DBS pre-checked
• Can register when the next check is done or within
14 days of receiving certificate
Single certificates
• Certificates will now only be issued to the applicant
• CYC will no longer be sent a copy automatically
• Schools will need to ask applicants to bring in their
certificates and make a note of the details and check
the authenticity of the certificate
• Submission of certificate details to HR Business
Centre
• Positive disclosures will need to be discussed with
HRBC
HR Process
• To enable a full central record to be kept of all DBS
applications made and the certificate details plus
record of decision made (e.g suitable for position
applied )
• Schools need to notify HR of all certificates via:
 DBS 1 form (individuals certificate details) Can also be
used to gain permission from applicant to undertake
online status check if they have joined the update
service
 DBS 2S – Monthly submission form
Email to schoolshrbusinesscentre@york.gov.uk
Contact HR if:
• the certificate cannot be validated as authentic
- a ‘crown seal’ watermark repeated down the right
hand side of the certificate, which is visible both on
the surface and when holding the certificate up to a
light source
- a background design incorporating the word
‘Disclosure’, which appears in a wave-like pattern
across both sides of the document - the colour of this
pattern is uniform across the front of the certificate
but alternates between pink and green on the
reverse side
- ink and paper that will change colour in the presence
of water or solvent-based liquid
• The applicant cannot provide evidence of their
identity when they bring in their certificate
• There is any information on the certificate (i.e the
certificate contains details of any
convictions/reprimands/warnings etc.)
Changes to Position applied for section x61
• Non conviction information will be released based on the type
of workforce and not actual job title.
• Needs to be completed as follows:
• X61 Line 1: Write in one of the following to indicate the
relevant workforce(s)
• Child Workforce Use this for any position that involves
working/volunteering with children.
• Adult Workforce Use this for any position that involves
working/volunteering with adults.
• Child and Adult Workforce Use this for any position
that involves working/volunteering with children and
adults.
• Other Workforce Use this for any position that does
not involve working/volunteering with children or
adults e.g. security guard.
• X61 Line 2: Enter a description of the ‘Position Applied For’ up
to 30 characters.
Example of how to complete line 61
Next steps
• After 11th Oct, HR will undertake a full check
of any DBS applications for which certificate
information has not been received. We will
then be asking schools to provide this.
• Review of HR Processes/forms – feedback
from schools
Contacts
• For Disclosure issues and information:
Customer Services 0870 90 90 811
• For Barring issues and information, please phone:
01325 953 795.
• Email: customerservices@dbs.gsi.gov.uk
• Websites: www.gov.uk/dbs (Information and to
complete a DBS online status check)
• Use our online tracking service to check the progress
of DBS applications by visiting
www.homeoffice.gov.uk/dbs-online-tracking
Any Questions?