The A-Z of DBS Checks

The A-Z of DBS Checks…

Personnel Checks process around 11,000 DBS checks every year, here’s a little insight into the standard process.

Step 1

First of all we take your company details over the telephone along with the details of any candidates you need DBS clearance for.

Step 2

We will then send you an electronic Service Level Agreement which can be completed on our website, confirming you have read and understood our T & C’s and agree to comply with the DBS Code of Practice.

Stage 3

Personnel Checks will then email your candidates with a username and password along with a link to our application web system so they can log in and complete their application forms securely online.

We will also ask for you to select a verifier within your organisation and provide them with a username and password to verify all candidate ID documents online.

Step 4

Once the candidate has completed their application and the verifier has authorised their ID, Personnel Checks will submit the application form to the DBS for processing electronically the same day.

Step 5

Once the DBS Check is completed, the DBS will post a certificate to the candidate’s home address.

Step 6

We would then inform your company verifier that their candidate’s DBS check has been completed and posted to them. The email will state:

“The certificate contains no information” meaning the check is clear.


“We advise you to wait to see the applicant’s certificate before making a recruitment decision” meaning there is some information on the certificate.


Obtaining a DBS Check

To obtain a DBS check, organisations must apply through a Registered Umbrella Body. They will issue applications then check the eligibility of the applicant. They will then send your completed applications to the DBS to carry out their searches on the PNC (Police National Computer).


DBS Check Eligibility

Remember anyone can apply for a basic check but to apply for a standard or enhanced criminal record check, the applicant’s role must be on the list of eligible professions.

Personnel Checks would always recommend that organisations search the criminal history of their employees for best practice purposes. However, it’s very common for some organisations to take the ‘safe route’ and opt for the highest level of check available for their staff.

Although this reasoning is understandable, it is in fact illegal to obtain those levels if your employees do not meet the qualifying criteria for the checks. Only the Basic Disclosure checks are available for any employee in any industry.


Applicants Rights:

Under the Rehabilitation of Offenders Act, an employer must treat any spent convictions on an applicants’ criminal record as if they never happened.

It is unlawful to refuse employment due to any spent criminal convictions on an applicants’ record. However there are some occupations which are exempt from the Rehabilitation of Offenders Act and the applicant has a legal obligation to reveal any spent convictions.


Security Issues

Personnel Checks have a policy statement on secure storage, handling, use, retention and disposal of disclosures and disclosure information; this is sent to all new clients to ensure they adhere to and accept this policy.


For more information regarding DBS checks, please don’t hesitate to contact Personnel Checks on 01254 355688.


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