1. DBS Update Service Stakeholder presentation
October Version 3.2

2. Introduction What information is included?
This presentation will help you understand the Update Service.
What information is included?
background to the Update Service
other changes coming in at the
same time
who could benefit and how
reusing a DBS Certificate
how applicants subscribe
how employers use the Status
Checking facility 2

3. Update Service Background to the Update Service3

4. The background What customers wanted The government’s commitment
transferrable checks
quicker checks
The government’s commitment
To make criminal record checks more proportionate and give the public greater control over their information.

5. The background Keeping our key principles
providing a proportionate balance between upholding civil liberties and safeguarding vulnerable groups
rebalancing the role of the employer and the state recognising that disclosure and barring are one part of the wider recruitment process
trusting employers to make rounded decisions about who they employ – checking references and ongoing management
reducing bureaucracy and delivering quicker and transferable checks and less costly services

6. The background The DBS presents the Update Service
Applicants can subscribe to the Update Service with a new application or Certificate. The Update Service will then keep their Certificate up-to-date*.
Reusing a Certificate
Once subscribed the individual can then take their Certificate with them from role to role where the same level and type of check are required.
How much will it cost?
There will be a £13 annual subscription fee. It is free for volunteers.
*refer to page 30 for information on frequency of updates

7. The background What is a Status Check?
With the individual’s permission, employers can go online for a free and instant check to find out whether the individual’s Certificate is still up-to-date.
How employers will make a Status Check
Employers will enter their name and organisation together with the applicant’s name, date of birth and Certificate number.
They do not have to register or subscribe to carry out a Status Check.

8. Update Service Other changes coming in at the same time8

9. Other changes coming in at the same time
Applicant-only certificates
The DBS will issue Certificates to the applicant only, putting them in control of their own data.
Certificate reprints
If an employer applied for a new Certificate as a result of a Status Check which showed a change in status, and the individual has not shown their new Certificate to them within 28 days of its issue, the employer can then request a copy of it from the DBS. 9

10. Other changes coming in at the same time
X61: ‘Position Applied For’ field on the application form
At the same time as the Update Service was introduced the DBS began using a new relevancy test when releasing non-conviction information about the individual. It is now based on the type of workforce and no longer the actual job role. This change means that DBS Certificates can be taken from role to role within the same workforce – working with children or adults, both or other.
To accommodate this change Registered Bodies must use both lines - which total 60 characters - in the Position Applied For field (X61) on the application form. 10

11. Other changes coming in at the same time
Registered Bodies must now complete this field as follows, failure to complete the field correctly may result in the form being rejected, it may also prevent the applicant from using their DBS Certificate for future employment or volunteering purposes:
X61 Line 1: One of the following form of words must be written to indicate the relevant workforce(s):
Child Workforce
Adult Workforce
Child and Adult Workforce
Other Workforce
‘Other Workforce’ must be written if the person is not working with children or adults.
X61 Line 2: As they do now, they will enter a description for the ‘Position Applied For’ up to 30 characters.

12. Update Service Who could benefit and how12

13. Who could benefit and how
4.2 million DBS checks done last year – how many people could benefit?
The 12% of those who applied for more than one DBS check last year. That’s 500,000 people paying about £88 per year for DBS checks.
The 40% of those who were rechecked by their employers. That’s 2.1million people paying about £44 per year for DBS checks.
Employers will also benefit from the free online Status Checks rather than making a new application each time they need to check an individual.

14. Who could benefit and how
You can work out the maths for how each sector will benefit.
4.2 million Certificates issued in 2012/13
Education
28.50%
Care
14.80%
Medical
14.14%
Social Work
10.90%
Leisure and Sport
7.55%
Drivers and Transport
5.06%
Childcare
4.27%
Commercial
3.82%
Religion and Faith
3.09%
Security
3.00%
Charity and Volunteers
2.66%
Fostering
2.20%

15. Who could benefit and how
Depending upon how many DBS checks employers do, they could save time and money over the years.
no more paper forms to complete
instant online results
less bureaucracy
easy to incorporate into their processes
speeds up the recruitment process
enhances safeguarding processes and
may help to reduce their risks 15

16. Who could benefit and how
Saving money
Rechecks
As a hospital administrator I request approximately 1,000 rechecks for staff on an annual basis. This meant submitting fresh applications at significant cost to the business.
Status Checks
I will be able to carry out free and instant online checks saving about £44,000 in application fees!

17. Who could benefit and how
Saving time
Rechecks
Our admin team submits a lot of applications for new employees for our care homes. The recruitment process takes a while and we have to wait for the Certificate to be returned before we appoint them.
Status Checks
If they had joined the Update Service, we could have carried out an instant online check, meaning we could get them in post much quicker!

18. Update Service Reusing a DBS Certificate18

19. Reusing a DBS Certificate
A primary school teacher has an Enhanced check with a Children’s Barred list check for the Children’s Workforce. Which other jobs can she use it for?
Teacher
Youth group leader
Child sports coach
Faith group leader

20. Reusing a DBS Certificate
An adult care worker has an Enhanced check with an Adults Barred list check for the Adults’ Workforce. Which other jobs can he use it for?
Adult social worker
Adult respite nurse
Driver for adult care services
Adult personal carer

21. Reusing a DBS Certificate
A hospital doctor has an Enhanced check with Adults and Children's Barred list checks for the Children’s and Adults’ Workforce. Which other jobs can she use it for?
Locum general practitioner
Psychiatrist
Physiotherapist

22. DBS Update Service How applicants join22

23. How applicants join Option one:
Submit an application form to the DBS
Subscribe online using the application form reference number
Option one:
subscribe online when they apply for a DBS check
we must receive their form within 28 days of subscribing
their Certificate will automatically attach to their subscription when it is issued
Role Accountant

24. How applicants join Option 2:
Option one
Submit an application form to the DBS
Subscribe online using the application form reference number
Option two
Receive the Certificate
Subscribe online using the Certificate number
Option 2:
If an applicant didn’t join at the same time as applying for their DBS check, applied via e-bulk or on a Welsh application form they can still join within 14 days of the date of issue of the resulting DBS Certificate.
Role Accountant

25. How applicants join Some limitations apply
Welsh applicants can only subscribe with their Certificate
manual DBS Certificates cannot be used in the Update Service
applicants can’t subscribe with a Certificate issued before the launch of the Update Service
the Update Service will only check for updates based on the individual for whom the check was carried out – not the home address where the work is being undertaken or any other individuals employed or living at that address 25

26. DBS Update Service How employers use the Status Checking facility26

27. Using the Status Checking facility
With the applicant’s permission, their employer can use their current DBS Certificate and carry out a free, online check to see if any new information has come to light since its issue.
Online Status Checks will be available on
Results
No status change
Certificate remains valid and up-to-date
Status change
The Certificate is out of date - employer should apply for a new Certificate to see the new information

28. Using the Status Checking facility
Application form vs. Status Check
Applicant hasn’t subscribed to the Update Service
Apply for a DBS check
28 days
Certificate issued to applicant
Applicant shows employer Certificate
Employment decision can be made
Applicant has subscribed to the Update Service
Carry out a Status Check
Instant

29. Using the Status Checking facility
What causes the status of a Certificate to change?
For all DBS certificates
new convictions, cautions, reprimands or warnings; or
any amendment or change to a current conviction, caution, warning or reprimand.
For Enhanced DBS Certificates
any new, relevant police information.
For Enhanced Certificates with a Barred List check(s):
if the person becomes barred for that list(s) checked on the Enhanced Certificate.
If the status of a Certificate changes it is no longer up-to-date.

30. Using the Status Checking facility
Frequency of updates
When a DBS Certificate is in the Update Service the DBS will keep it up-to-date by *regularly searching to see if any new information has come to light since its issue.
*Regularly means:
Criminal record conviction and barring information will be searched for updates on a weekly basis as this information can change frequently.
Non-conviction information, released on relatively few certificates, changes infrequently and will be searched for updates every nine months.