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DBS Checks - Most Common / Top Questions

General / Top questions:

DBS1.  How can I obtain DBS checks?  What is the online DBS application process?

To obtain DBS checks you need to set-up an account with us.  Click here to create an account to use our services.  It is FREE & under NO OBLIGATION.


The online DBS application Process:

We offer an online DBS Application system which is secure, simple and quick to use.  A brief summary of the online DBS application process is as follows:

1.  The applicant enters their details onto the system via a secure online DBS form.

2.  Someone within your organisation (a nominated ID checker) will then need to check their ID and select from a drop-down list what ID they have seen – you can have as many ID Checkers as you need

3. Complete section ‘Y’ indicating the level of disclosure required.

4.  The online form is then submitted to us electronically for processing.

5.  No copies of ID or paper forms are needed. 

6.  The DBS only issue one hard-copy DBS certificate; which they post to the applicant. Our online application system will still keep you ‘in the loop’ by providing integrated application tracking, and by sending you email notifications when each DBS check is completed, informing you if the DBS check is clear or if it has content (in which case you will need to see the applicant’s certificate).


For more information on our DBS application process click here.


 


DBS2.  What are my Log-in Details?

There are 2 x Steps involved when completing an online DBS Application:

STEP 1:  THE APPLICANT: Create a DBS Application- the applicant enters their personal details onto an online DBS Application form.

STEP 2 – THE APPLICATION MANAGER: ID Check & Approval

Please note:  the log-in details for Applicants are different to your Application Manager log-in details.  This is to ensure that Applicants cannot access the management side of your account.

If you cannot remember your log-in details please contact us, and we will re-send them to you.

 

DBS3.  How do I become an Application Manager?

If you have a DBS account with us, please complete and return our customer changes form with your details, indicating your role as Primary Manager/Application Manager, whichever is relevant. 

Please note, each application manager will need their own dedicated email address as the system will not accept duplicate emails for different users.

On receipt of your form, we will create a user account for you and send you instructions and log-in details for submitting DBS Applications for processing.

 

DBS4.  How long is a DBS certificate valid for?  When do DBS certificates expire?

There is no validity period or an expiry date for a DBS certificate.   This is because a person’s criminal record can change at any time.


Each DBS certificate will display an issue date, so the older it is, the less reliable it is.  


Organisations should re-new checks for their staff in a “reasonable” time-frame (every 1-3 years recommended) based on your own risk assessments.


You may find that a renewal time-frame is stipulated by your contract provider/regulating authority (if you have one); for example: OFSTED or the CQC..

DBS5.  The system won’t accept the Driving Licence Number I am entering?

The driving licence is a 16 digit number starting with the first 5 letters of the applicant's surname.

The driving licence number is coded so it matches the individual's names and DOB and gender.

The DBS application system cross-checks this against the information entered on the Basic DBS Application Form. If there is a mismatch the system will not accept it.

Check the following when entering the Driving Licence Number onto the online DBS Form:

  1. First 5 letters: Ensure these are entered as letters, not numbers.  They must match the first 5 letters of the applicant's surname as entered on the DBS application form. Please note if the surname is less than 5 letters the number 9 will replace the 5th letter.
  2. 6 number digits on Driving Licence:  First and last numbers are the year of birth. Second and third numbers are month of birth. (Note: in the case of female driving licence holders, ‘5’ is added to the second digit, this means that the second digit will be 5 or 6). The fourth and fifth digits are the day of the month of birth. - Check the DOB and gender entered on the DBS Application Form match those on the driving licence.
  3. Gender:  check the gender entered on the DBS Application Form is correct
  4. DOB:  check DOB is entered correctly on the DBS application and matches the DOB on the DL
  5. First and Middle Names:  If the driving licence shows a first name and a middle name, these names must be entered in the corresponding fields on the DBS Application Form (ie: first name in the forename field and middle name in the middle name field).  The names entered on the online DBS Application Form must match the names on your driving licence
  6. Finally, the number is 16 digits long starting with the first 5 letters of the applicant's surname.  Enter it as one long number, no spaces.

An example is provided here *Please note:  We have no affiliation with this website and are not responsible for its content.

 

DBS6.  As an employer can I accept a DBS certificate issued in another employer's name?

If the applicant is a member of the "DBS Update Service" they need to show you their original hard-copy DBS certificate. 

You need to check that it is the:

1.correct level (Standard or Enhanced),

2.correct workforce (adult or child workforce) and ....

3.that the barred list checks were carried out (if you need them).


The applicant must also  provide you with their unique "DBS Update Subscription Number", so that you can check if there have been any changes to their DBS certificate.


To do this please go to the DBS website and follow the on-screen instructions.


The DBS Update Service is managed by the DBS; it cannot be integrated into our system.  If you have any problems or queries regarding the DBS Update Service, please contact the DBS by telephone: 03000 200 190 or email: [email protected].


Please note; you are under no obligation to accept an applicant’s previous certificate under the Update Service.  As an employer it is at your discretion whether you will accept this or insist the applicant obtains a new DBS check under your own organisation name.

 

If the applicant is NOT a member of the DBS Update Service, there are a number of factors you should take into consideration before accepting a DBS certificate issued by a different employer.  If you accept a DBS certificate that has been previously issued, it is known as "Portability".  Portability is not recommended by the DBS.   This is because a DBS certificate can only be considered  accurate and up-to-date on the issue date.  Someone's criminal record may have changed since their last DBS certificate was issued. 

 

If you accept someone's existing certificate undertaken through a different employer you do so at your own risk.   More information about Portability can be found on the DBS website.



DBS7.  I am an Application Manager, can I check my own ID?

You can set-up another Application Manager to have access to your account.  You can set-up as many Application Managers as you need.  Application Managers can complete the ID check for applications and submit DBS applications to us for processing.

 

To set up another Application Manager, please complete and return a changes form with their details.  If there is no change to the current Primary Application Manager, please leave this field on the form blank.


Please note, each application manager will need their own dedicated email address as the system will not accept duplicate emails for different users.



On receipt of their form, we will create a user account for them and send them instructions and log-in details for submitting DBS Applications for processing.

 

DBS8.  When should I renew a DBS certificate?

There is no validity period or an expiry date for a DBS certificate.   This is because a person’s criminal record can change at any time.


Each DBS certificate will display an issue date, so the older it is, the less reliable it is.  


Organisations should re-new checks for their staff in a “reasonable” time-frame (every 1-3 years recommended) based on your own risk assessments.


You may find that a renewal time-frame is stipulated by your contract provider/regulating authority (if you have one); for example: OFSTED or the CQC.

DBS9.  What is the DBS Renewal Process?

Unfortunately there is no specific DBS  “renewal” process.  To renew a DBS certificate you will need to arrange for a new DBS application to be created and submitted for each person you require a renewal for.


Your staff/volunteers can elect to join the DBS Update Service which they can do when
they receive their new DBS certificate.  


We are not involved in the DBS Update Service as it is a service offered directly by the DBS  to
applicants (staff/volunteers).


For information or advice on the update service, please refer to the DBS website: https://www.gov.uk/dbs-update-service


If you have any questions about the DBS Update Service, please contact the DBS (Disclosure and Barring Service) directly:


- telephone: 03000 200 190 or,

- email: [email protected]

 


DBS10.  The applicant has not received their DBS Certificate?

The DBS produce one hard-copy DBS certificate they post this to the applicant; to their current home address (as was entered on the DBS application form) .

This is part of the government’s aim to put the individual in greater control of their own data.

The DBS will not send the hard-copy certificate to a different person or to a different address.

If the applicant has not received their DBS certificates 15 days after the certificate issue date they can request a re-print.

To request a re-print the applicant needs to call the DBS on 03000 200 190, option 1 to speak to a DBS representative.

The DBS will only issue certificates to the individual applicant and will only accept requests for re-prints from the applicant.


Please refer to the following guide: https://www.gov.uk/government/publications/dbs-certificate-reprint-guide/dbs-certificate-reprint-guide


Please note: The DBS also have time constraints and will not re-issue a certificate that was issued more than 3 months ago, so we recommend the applicant contacts the DBS as soon as possible.

 


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The information provided on our website is for guidance only and should not be considered as a substitute for legal advice.

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Copyright © 2002-2020 Mayflower Disclosure Services Ltd and www.dbsdirect.co.uk. All rights reserved.