Do Your Applicants Meet DBS Eligibility Criteria?

The eligibility surrounding DBS Checks can often be quite complex. Here at Personnel Checks we take our role as a DBS Registered Umbrella Body extremely seriously and see ourselves as an extension of the Disclosure and Barring Service.

We are legally entitled to ensure all DBS applications we submit are eligible and take numerous steps to ensure these applications meet the DBS’s criteria.

There are lots of different reasons why a business may not be eligible to apply for Standard or Enhanced DBS Checks on their employees. We work with a wide variety of industries and take requests from all types of organisations. It is our duty to ensure we find out exactly what the applicants’ role involves to understand why they require a criminal record check and which level is most suitable for the role the applicant is undertaking.

We ask a range of questions when taking a new order for a criminal record check, such as:

  1. 1. What does the applicants’ role involve?
  2. 2. Where will they be carrying out the work?
  3. 3. How often will they be carrying out the work?
  4. 4. What type of people will they be exposed to/working with?
  5. 5. Is there opportunity for unsupervised contact with vulnerable groups?

We only submit Standard and Enhanced applications to the DBS when we are absolutely sure they meet the eligibility criteria.

Why we ask these questions

To apply for a Standard or Enhanced DBS check, an applicant must be involved in what is called ‘Regulated Activity’. Regulated Activity is made up of many components which all, or at least some, must be met to apply for one of these checks.

An example of these components are:

Activity – What type of activity will they be doing? i.e. training, caring for

Establishments – Where will they be working? i.e. A school, Care home

Frequency – How often will they be doing this activity? i.e. once a week

Did you know it is illegal to apply for the wrong level of DBS check? For that reason we also run internal audits on a weekly basis to ensure all applications submitted are 100% eligible. This also allows us to ensure the application process is as smooth as possible for our customers.

When submitting applications to the Disclosure & Barring Service, our dedicated DBS Countersignatories will double check the eligibility of the application, reviewing the level of check, the workforce selected and the Barred List search that has been included. Ensuring everything is correct and matches up.

What happens when the DBS deem an application to be ineligible?

When the DBS come to process an application they will also ensure the application meets eligibility. If they suspect an application is ineligible they would write to us as the Registered Body asking for further information such as:

  1. 1. What does the job role entail?
  2. 2. Where is it carried out?
  3. 3. Who is it working with, children adults or both?

We will then contact you for this information then respond to the DBS in order for them to continue processing the application.

It is crucial that we are given full details of what contact the applicant will have with vulnerable groups.

Our error rate

As a Registered Body with the DBS, we are very proud to have a very low compliance/error rate. The number of ‘potentially ineligible applications’ we submit to the DBS is less than 2% which is a number we strive to constantly reduce.

If you have any questions surrounding eligibility for your employees, please don’t hesitate to call us on 01254 355688.


Mary Patricia McKearney
May I please have the reference number of my DBS certificate renewed in August. Thank you. Mary McKearney
10/12/2018 4:15:50 PM

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