Police role in the DBS checking process
This guidance covers the role that the police play in the DBS checking process.
Applies to England and Wales
Introduction
As an employer or Registered Body (RB), you may request a DBS check as part of your recruitment process. If you’re an Umbrella Body (UB), you may be requesting a DBS check on behalf of another organisation.
For certain applications, the DBS check may also include a check of the Adults’ or Children’s Barred Lists alongside any information held by local police forces that is considered relevant to the workforce within which the applied-for role sits i.e. adults’ workforce, children’s workforce or other workforce.
Stages of the DBS checking process
Stage 1: Application received and validated
Paper application forms are checked for errors or omissions. The form is either scanned onto the DBS system, returned to the countersignatory within 24 hours of receipt for correction, or withdrawn*.
*As of 31 May 2021, certain errors or omissions within the ‘Personal Information’ section of Enhanced DBS check applications could result in the application being withdrawn. Find out more here.
Applications submitted by e-bulk will automatically be rejected if the data fails validation, for example if a mandatory field isn’t completed.
Stage 2: Police National Computer (PNC) searched
Key data from the application is checked against the PNC, to search for any potential matches.
If we’re unsure of a match at this stage we’ll invite the applicant to provide fingerprints. The police will verify the applicant is the person that’s been matched.
Stage 3: Adults’ and Children’s Barred Lists
Key data from the application is checked against the Barred Lists to search for any matches.
Stage 4: Search of records held by the police
Enhanced DBS checks are sent securely and electronically to the police for an additional check of records, before the information is sent back to DBS. The applicant’s details may be the same as, or similar to, details held at any police force across the country. To make sure potential matches aren’t missed, those police forces will check the details against the information they hold.
More information about Stage 4 can be found below.
Stage 5: DBS certificate printed
All the information to be disclosed on the DBS certificate is printed under highly-secure procedures, and posted to the applicant. 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.
If the application was submitted by e-bulk, a result notification will also be issued electronically to the RB 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.
What happens at Stage 4?
An Enhanced DBS check is available for specific duties, positions and licences included in both:
- the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975)
- the Police Act 1997 (Criminal Records) Regulations
Positions include regularly caring for, training, supervising, or being solely in charge of children, specified activities with adults in receipt of health care or social care services, and applications for gaming or lottery licences.
An Enhanced DBS certificate contains the same PNC information as a Standard DBS certificate, but may also include a check of information held by police forces.
An application will end up at a police force if there’s a potential match against the details on our own systems. The only exception to this, is if the individual is applying or volunteering for a role that involves working in their own home, such as a foster carer. In this case, even if there is no potential match, the application will still be sent to relevant police forces and law enforcement agencies, so they can carry out a check on other individuals who reside at, or frequent, their home.
Throughout this process, the police may need to gather information from other organisations. Police performance can also vary month-by-month as a result of any combination of factors. This means that some applications for DBS checks may take longer.
DBS works with police forces and law enforcement agencies on a daily basis to ensure checks are completed as quickly as possible. If an application has been with a police force or law enforcement agency for more than 60 days, you can submit a request online to check if the application can be sped up, or you can call us on 03000 200 190.
There are other instances where DBS checks may be delayed, such as missing, unclear or incorrect information. Any issues on an application form, such as missing or incorrect information will flag a ‘conflict’ and the application will come back to DBS to clarify the information by contacting the employer/RB or the applicant. This will inevitably increase the length of time the DBS check takes.
If there’s a match
For Enhanced DBS checks or Enhanced with Barred List(s) DBS checks if there’s a match on PNC, or against the data held by police forces or law enforcement agencies, we’ll send the application to relevant police forces or law enforcement agencies.
If there’s no conflict, the forces will check for any 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 comes back to DBS.
If they 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 we’ve agreed with all forces and agencies.
As mentioned above, these checks can take a bit of time, especially if there are several forces involved.
Process complete
Once this process is complete, DBS will bring together all of the information gathered and issue the certificate.