DBS
Register for online DBS
Registering to use NCA as an umbrella body for the DBS is free to members.
Simply download and return the registration form
What ID does the applicant need to provide?
The ID documents needed will depend on the route the application takes. The applicant must try to provide documents from Route 1 first. DBS check documents - Gov.uk
What if the applicant’s identity cannot be established using one of the three routes?
If you or your ID checker cannot establish an applicant’s identity in accordance with DBS ID guidelines then you should mark W59 on the application form with a NO.
Applicants who are unable to provide the required documents will then be asked to give their consent to have their fingerprints taken in line with the current procedure. Employers should note this will require attendance by the applicant at a police station at an appointed time, and may add delay to the overall application process.
External validation service
An external ID validation check is an alternative way of verifying the identity of an applicant.
It will involve you providing an applicant’s details (as presented on the application form) to your chosen supplier, who will compare the data you have obtained from the applicant against a range of independent, external data sources.
There are a large number of suppliers that may be able to perform a check for you to the required standard. We recommend you begin enquiries through an internet search e.g. UK search for ‘Identity Validation’.
You should specify when sourcing a potential ID validation supplier that a ‘PASS/FAIL’ decision is required as part of the check that you request.
How Long will it take to process my application.
All applications are checked by our trained staff and if no errors are found they will be countersigned and sent to the DBS on the same day. It should be noted that once an application whether Paper or E-bulk is submitted to the DBS we have no control over the time frame the application will take.
Once it reaches stage 4 (Police Search) it can be held up for various reasons, if the applicant has a common name, has had a lot of addresses, if the applicant has spent convictions, in certain areas it can depend on the Police Force processing them in a timely manner. You can track your application using the DBS tracking service. In order to use this service you will need to have the Form Reference Number and the Date of Birth of the applicant
Is my current DBS application transferable?
Only if the applicant has subscribed to the DBS update service and is staying in the same workforce detailed guidance for employers.
How can I join the update service?
You can register online as soon as you have your application form reference number. You can ask for the number when you apply for your DBS check.
Or you can wait and register with your certificate number when you receive your DBS certificate. If so, you must do so within 19 days of the certificate being issued.
You can view your details online once you’ve registered.
Can my existing staff subscribe to the Update Service?
You have 19 days from the date on the Enhanced Certificate to subscribe to the update service.
How long is my DBS application valid for?
Although a DBS check has no official expiry date, any information included will only be accurate at the time the check was carried out. It is up to an employer to decide if it's recent enough or suitable for the current purpose. Generally it is best practice to get an employee re-checked every three years or whatever your Contract with the local authority states.
A prospective employee had a DBS done last month through another employer can I use this?
Only if they have subscribed to the Update service register online
A new member of staff has subscribed to the update service how do I check it?
How can I track my DBS application?
To check the progress of your DBS application use the DBS tracking service. In order to use this service you will need to have the Form Reference Number and the Date of Birth of the applicant.
The tracking is showing my Certificate was dispatched a month ago but I haven’t received it what should I do?
The DBS will only issue replacements within 90 days of the Certificate being issued. The applicant can call the DBS office direct on 03000 200 190.
A member of staff has lost their DBS can I get a replacement?
The DBS cannot provide replacements for lost or destroyed certificates. You will need to re-apply for a new certificate.
The applicant no longer wants the position can I cancel the application?
If the application is still in progress it can be cancelled but a refund will not be issued.
I have been travelling do I need to list all my addresses?
A five year address history must be provided therefore complete the form as normal, with month and year then on the first line of address write ‘Travelling overseas’ complete Country and then
repeat this for all the Countries that you have travelled to use a DBS Continuation sheet.pdf if necessary.
Is a Volunteer Free of Charge?
A small admin charge will be made for us to process the application.
