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All the resources you need to complete your background checking application

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Frequently asked questions

Who are the DBS?

The DBS formed after the merge of the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) in December 2012. They are a non-departmental government body and are responsible for carrying out criminal record checks, as well as maintaining the Child and Adult Barred lists.  

Personnel Checks are a DBS Umbrella Body authorised to process DBS Check applications of all levels.

What is a DBS Check?

A DBS Check or Disclosure is the name given to the three types of criminal record check available to organisations and individuals. The level of DBS Check determines how much of someone’s criminal record history is checked and then disclosed on the certificate.  

Organisations can apply for Basic, Standard or Enhanced DBS Checks for their employees or volunteers. The level of check required would depend on the eligibility of a specific job role.

How long does a DBS Check take?  

Turnaround times can vary significantly depending on individual circumstances and various other factors. The Disclosure and Barring Service advise that a normal processing time for any level of check is 6-8 weeks.  

Most checks don’t take that long, particularly not the ones we submit. On average, the processing times for our DBS application submissions are as follows:  

Basic DBS – 24-48hrs  

Standard DBS – 5-7 days  

Enhanced DBS – 10-14 days  

This average is collated from the tens of thousands of checks we do annually but can never be guaranteed.

How often should I renew my organisations DBS Checks?

A general best practice is to run DBS Checks on your employees every three years.  

Although people commonly talk about renewals of DBS Checks, it’s not something you can do per se. Every time a check is carried out on someone it is a completely new check and has no bearing on any previously issued.  

In some industries, there are specific rules on how often you must check your staff. It is important to familiarise yourself with any regulatory requirements to ensure your organisation’s compliance.

How can I track my DBS Check?  

Easy! All you’ll need is the applicant's name, date of birth and application reference. Follow the corresponding link below and enter the requested information. You’ll then be given a status update about the application:  

Enhanced, Standard & Volunteer DBS Tracking  

Basic DBS Tracking  

Who receives the DBS Certificate?  

When a DBS Check is completed the certificate is posted out directly to the applicant's current address, as it appears on the application form.  

The exception to this is the Basic DBS Check. Applicants have the option to either, provide a ‘care of’ address for the certificate to be posted to, or, have the option to receive the result information only by email.  

What is the DBS Update Service?

The DBS Update Service is a means for applicants to register the details of their DBS Certificate. This information is then kept updated by the DBS and can be shared with potential employers. This is a subscription service run by the DBS at £13pa.  

Anyone who has had a DBS Check completed can sign up to the DBS Update Service. This needs to be done while the DBS Check is in progress, or within 30 days of its issue.  

Only the named person on the DBS certificate can sign up to the DBS Update Service. An employer or organisation would be unable to do this on their behalf.  

How do I reset my login details?

If you have forgotten your password, there is a ‘Forgot Password’ option on Login page. Simply navigate to this site, https://app.personnelchecks.co.uk/login. Select the button which says “Forgot your username/password?”.

Once selected, you will be asked to enter the email address associated with your account. Once submitted, an email will be sent to you with fresh login details and you should then be able to log in.  

If you’re having difficulty with this process, you can drop us an email at letstalk@personnelchecks.co.uk or give us a call on 01254 35568.

What is meant by ‘eligibility’?

Eligibility is what determines the level of check that is appropriate for any given job role. To obtain the Standard, Enhanced, or Volunteer DBS Check, an applicant would need to meet certain eligibility criteria.  

Eligibility is a constantly evolving area of guidance and can be hard to keep track of. The DBS do offer comprehensive guidance documents, here, but they can be hard to decipher if you aren’t familiar with the legislation.  

It’s best to be sure you are buying the right check for your needs. We recommend looking at our Ultimate Guide to Eligibility before purchasing any DBS Checks online.  

All our advisors understand how confusing eligibility can be so if you are still unsure, get in touch! You can drop us an email to letstalk@personnelchecks.co.uk or give us a call on 01254 35568.

What is ID verification?  

ID verification is a major aspect of the DBS application process. This is the final stage of the application before it is submitted and the DBS Check begins.  

It is your responsibility as an employer carrying out criminal record checks to confirm the identity of any DBS applicants. It is also a vital way to check for potential errors in an application form.  

For a full breakdown of how to carry out ID verification accurately, you can check out our Ultimate Guide to ID Verification. You can find the most up to date guidance from the DBS, here.

What ID documents can I accept in support of applications?  

For Basic DBS applications, you must select and verify two documents from the list below:  

Valid Documents List – Basic DBS  

For Standard, Enhanced and Volunteer DBS applications, you must select and verify three documents from the list below:  

Valid Documents List – Standard, Enhanced & Volunteer