What are the 5 Stages that a DBS Check Can Go Through?

If you’ve ever tracked a Standard or Enhanced DBS Check, you’ll have noticed that there are 5 different stages that it goes through. These are:  
 

• Stage 1. Application Received

• Stage 2. Police National Computer Search

• Stage 3. Child & Adult Barring List & List 99 Search where applicable (Enhanced Only)  

• Stage 4. Additional Police Checks (Enhanced Only)  

• Stage 5. Certificate Issued/Dispatched  

But what happens at each stage? This is one of the most common questions we receive from both applicants and employers. If you’re not in the background screening industry it can all sound a bit confusing. For anyone who has ever wondered what goes on behind the scenes when a DBS Check is being carried out, we’ve broken it down for you below!  
 

Stages of the DBS checking process  

Stage 1: Application received and validated  

Application forms are received by the DBS and checked for errors or omissions. Applications submitted electronically will automatically be rejected if the data fails validation. In practice, this rarely happens as the system we use to submit checks prevents applications from being submitted with missing or invalid information.  

If a paper form is submitted, this is either scanned onto the DBS system, returned to the countersignatory within 24 hours of receipt for correction, or withdrawn.  
 

Stage 2: Police National Computer (PNC) searched  

Key data from the application is checked against the PNC, to search for any potential matches.  

If the Disclosure and Barring Service (DBS) are unsure of a match at this stage, they will request that the applicant goes for a fingerprint test. The police will then verify the applicant is in fact the person that’s been matched.  

For Basic DBS Checks, this is the final stage that they go through before a DBS Certificate is printed and issued to the applicant.  
 

Stage 3: Adults’ and Children’s Barred Lists  

Data from the DBS application is checked against either the Children’s or Adult’s Barred Lists to search for any matches. This stage is only available on Enhanced DBS Checks. It is also an optional stage and is not required for certain roles.  

Stage 4: Search of records held by the police  

Stage 4 tends to be the longest stage involved in the DBS checking process. With this being the case, people often worry that this something wrong with their check. However, with most applications, this isn’t the case. This can just be the most complex part of the DBS checking process.  

At this stage, Enhanced DBS Checks are sent to the police for an additional check of their records, as well as any other relevant agency, before any information is sent back to the DBS. A DBS application will end up at a police force if there’s a potential match against the details on their systems.   

The police force will check for information they hold relevant to the specific Workforce the applicant is applying to work with, for example, the Child Workforce. If there is no information, the application goes back to the DBS.  

If the police do hold information, they will assess the information’s relevance to the Workforce. They’ll decide if it “ought to be disclosed” on the DBS certificate. This decision is made using an agreed framework, and they’ll record their decision in a template that the DBS agree with all forces and involved agencies.  

If there isn’t a match against police records, but the applicant is applying for a role that involves working in their own home, such as a foster carer, the application will always be sent to the police or relevant agencies. This is so they can carry out checks on other individuals who live at, or frequent, the applicant's address.  

While a long time at Stage 4 is usually nothing to worry about, DBS Checks can be delayed because of missing, unclear or incorrect information. Problems like this will flag a ‘conflict’ and the application will go back to the DBS to clarify the information by contacting their Registered Body or organization that submitted the check.   

If you’re looking for more information on Stage 4, we have a dedicated Knowledge Hub article here.
 

Stage 5: DBS certificate printed  

This is the very final stage of any DBS Check. All the information to be disclosed on the DBS certificate is brought together and printed. The DBS Certificate is then posted out to the applicant's current address, which can take up to ten working days. The applicant will then need to show their DBS certificate to the employer who requested the DBS check.  

If the applicant believes there is a mistake on their DBS certificate, a dispute can be raised.  

When applications are submitted electronically, a result notification will also be issued to the Registered Body that submitted the application. If the DBS certificate is blank, the notification will state ‘Certificate contains no information.’ If the DBS certificate contains information, the RB will be advised to await the paper certificate.  

Please note, Personnel Checks will never be made aware of what information is on a DBS Certificate, only whether it is clear, or contains disclosed information.  

For a more comprehensive look at each stage, you can take a look at the .gov guidance page here. For more information about Personnel Checks DBS solutions and how they can help you, get in touch! You can give us a call on 01254 355688 or drop us an email at letstalk@personnelchecks.co.uk