DBS Check (UK)
A criminal record check conducted by the UK Disclosure and Barring Service to screen individuals working in regulated roles, particularly with children and vulnerable adults.
What Is a DBS Check?
Key Takeaways
- ✓A DBS check is a criminal record disclosure processed by the UK's Disclosure and Barring Service for pre-employment and safeguarding purposes.
- ✓The DBS processed 5.9 million checks in 2023-24, making it one of the largest background screening systems in the world.
- ✓There are four levels: Basic, Standard, Enhanced, and Enhanced with Barred Lists, each revealing progressively more information.
- ✓Only certain roles are eligible for Enhanced checks. Employers can't request a higher level than the role legally qualifies for.
- ✓DBS checks have no official expiry date, but most employers request a new one every 3 years or upon changing roles.
A DBS check (Disclosure and Barring Service check) is the UK's system for screening individuals' criminal records before they start working in positions of trust. The DBS was created in 2012 by merging the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA). If you hear someone mention a "CRB check," they're referring to the old name for the same service. The DBS serves two functions. First, it discloses criminal record information to employers so they can make informed hiring decisions. Second, it maintains the Barred Lists: two lists of individuals who are banned from working with children (Children's Barred List) or vulnerable adults (Adults' Barred List). An individual on either barred list is legally prohibited from working in regulated activity with that group. Employing a barred person in a regulated role is a criminal offence for both the employer and the individual.
When is a DBS check required?
Not every job requires a DBS check. The check level depends on the nature of the role. Basic DBS checks are available for any role and are the only level an individual can request for themselves. Standard, Enhanced, and Enhanced with Barred Lists checks are available only for roles listed in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Common roles requiring enhanced checks include teachers, social workers, healthcare professionals, care home staff, childminders, and police officers. Roles requiring basic checks include financial services positions, security staff, and any role where the employer's policy requires it.
Who processes DBS checks?
Individuals can apply for their own Basic DBS check through the DBS website or through a Responsible Organisation. For Standard and Enhanced checks, the application must be submitted by a Registered Body (usually the employer or an umbrella organisation that processes checks on employers' behalf). The employer initiates the check, the applicant provides identity documents and personal history, and the DBS processes the application by searching the Police National Computer (PNC), local police records, and (for Enhanced checks) the barred lists.
The Four Levels of DBS Check
Each level reveals different categories of information. Requesting the wrong level is illegal and can result in fines.
Understanding "spent" vs "unspent" convictions
Under the Rehabilitation of Offenders Act 1974, most convictions become "spent" after a rehabilitation period, meaning the individual is treated as if the offence never happened. The length of the rehabilitation period depends on the sentence. A fine becomes spent after 1 year. A community order becomes spent after the order's duration plus 1 year. A prison sentence of up to 6 months becomes spent after 2 years. Sentences over 4 years never become spent. Basic DBS checks only show unspent convictions. Standard and Enhanced checks show both spent and unspent convictions, giving employers a fuller picture for roles where this information is relevant.
The filtering rules
Since 2013, the DBS applies filtering rules that automatically remove certain old and minor convictions and cautions from Standard and Enhanced check certificates. A single conviction (not resulting in a custodial sentence) is filtered from an adult's certificate after 11 years if committed at 18 or over, or after 5.5 years if committed as a minor. However, "specified offences" (including violent and sexual offences) are never filtered and always appear on Standard and Enhanced checks, regardless of age.
| Level | What It Reveals | Eligible Roles | Cost (2025) | Processing Time |
|---|---|---|---|---|
| Basic | Unspent convictions and conditional cautions only | Any role (most common for general employment) | £18 | 1-14 days |
| Standard | Spent and unspent convictions, cautions, reprimands, and warnings | Roles listed in the Exceptions Order (e.g., solicitors, accountants, veterinary surgeons) | £18 | 2-4 weeks |
| Enhanced | Everything in Standard plus any relevant local police information | Roles involving regular contact with children or vulnerable adults (but not regulated activity) | £38 | 2-8 weeks (avg. 14 days) |
| Enhanced with Barred Lists | Everything in Enhanced plus a check of the Children's and/or Adults' Barred Lists | Regulated activity roles: direct care, supervision, teaching, training of children or vulnerable adults | £38 | 2-8 weeks (avg. 14 days) |
How the DBS Check Process Works for Employers
The DBS check process involves multiple steps and requires both the employer and the applicant to provide specific documentation.
Step 1: Determine the check level
Use the DBS eligibility tool on GOV.UK to confirm which level of check the role qualifies for. Getting this wrong is a legal issue. Requesting an Enhanced check for a role that only qualifies for a Basic check violates the Police Act 1997. If you're unsure, the DBS Customer Services team can advise on eligibility.
Step 2: Register as a Registered Body (or use an umbrella body)
To process Standard and Enhanced checks, your organization must be registered with the DBS as a Registered Body, or you can use a Registered Body (also called an umbrella body or e-bulk provider) to submit checks on your behalf. Many payroll providers and HR services offer DBS processing. The DBS has a list of registered umbrella bodies on their website.
Step 3: Collect the applicant's information and identity documents
The applicant needs to provide their full name, date of birth, address history for the past 5 years, National Insurance number, and identity documents. The DBS has specific requirements for identity verification: Route 1 requires one document from Group 1 (passport, driving licence) plus two from Group 1, 2a, or 2b. If the applicant can't meet Route 1, Routes 2 and 3 provide alternatives using different document combinations.
Step 4: Submit the application
Most checks are now submitted online through the DBS e-bulk system or through a registered umbrella body's portal. The employer completes their section (position details, check level, workforce type), and the applicant completes their personal details and declaration. For Enhanced checks, the counter-signatory at the registered body verifies the applicant's identity before submission.
Step 5: Receive and review the certificate
The DBS certificate is sent to the applicant, not the employer. The applicant then shares it with the employer. For subscribers to the DBS Update Service, the employer can check the certificate's status online (with the applicant's consent) to confirm it's still current. Review the certificate for any disclosed information. If something appears, conduct a risk assessment before making a hiring decision.
The DBS Update Service
The Update Service is an optional subscription that keeps DBS certificates current, removing the need for repeat checks.
How it works
When an individual receives a DBS certificate, they can register for the Update Service within 30 days, for an annual fee of £13. Once registered, the certificate stays "live." If the individual's criminal record changes (new conviction, caution, or barred list entry), the Update Service flags the certificate as no longer current. Employers can check the status online with the applicant's consent, instantly seeing whether the certificate is still current or needs renewing.
Benefits for employers
The Update Service eliminates the cost and delay of repeated DBS checks. If a nurse moves between NHS trusts or a teacher changes schools, the new employer can check the existing certificate's status in minutes rather than waiting weeks for a new Enhanced check. This speeds up onboarding significantly. The DBS estimates that the Update Service saves employers an average of 14 days per hire for roles requiring Enhanced checks.
Portability between employers
A certificate registered on the Update Service is portable between employers, as long as the check level is the same or higher than what the new role requires. An Enhanced check is portable to any role requiring a Basic or Standard check. But a Basic certificate isn't sufficient for a role requiring an Enhanced check, even if it's on the Update Service. The new employer must also get the applicant's written consent before checking the Update Service.
The DBS Barred Lists
The barred lists are the most serious component of the DBS system. They identify individuals who are legally prohibited from working with children or vulnerable adults.
How individuals get placed on a barred list
The DBS receives referrals from employers, regulatory bodies (like the Teaching Regulation Agency), local authorities, and the police. When an individual is convicted of certain offences (known as "autobar" offences), they're automatically placed on the relevant list. For other cases, the DBS conducts an investigation and gives the individual the opportunity to make representations before making a barring decision. Autobar offences with no right of representation include rape, murder, and other serious sexual or violent offences against children or vulnerable adults.
Employer duties around barred lists
If you employ someone in regulated activity, you have a legal duty to check the relevant barred list before they start work. Employing a barred individual in regulated activity is a criminal offence, carrying a maximum sentence of 5 years' imprisonment. You also have a duty to refer individuals to the DBS if they're dismissed or removed from regulated activity because they harmed or posed a risk of harm to a child or vulnerable adult. Failure to make a referral when legally required is also an offence.
Legal Framework for DBS Checks
Several pieces of legislation govern the DBS system and how employers use check results.
- Police Act 1997 (Part V): governs the disclosure of criminal records and the DBS certificate process
- Safeguarding Vulnerable Groups Act 2006: establishes the barred lists and defines regulated activity
- Rehabilitation of Offenders Act 1974: determines when convictions become "spent" and which roles are exempt from rehabilitation protections
- Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975: lists roles eligible for Standard and Enhanced checks
- Protection of Freedoms Act 2012: created the DBS by merging the CRB and ISA, introduced the Update Service and filtering rules
- Data Protection Act 2018 (UK GDPR): governs how employers store, process, and retain DBS certificate information
- Equality Act 2010: employers must not discriminate against applicants with convictions unless the criminal record is genuinely relevant to the role
Common Employer Mistakes with DBS Checks
These errors are frequent and can expose organizations to legal action, fines, or safeguarding failures.
Requesting the wrong check level
The most common mistake. An employer requests an Enhanced check for a role that only qualifies for Basic. This is a criminal offence under Section 123 of the Police Act 1997, punishable by a fine. Always use the DBS eligibility checker tool before initiating a check.
Blanket "no convictions" policies
Some employers automatically reject any candidate with a criminal record, regardless of the offence's nature, severity, or relevance to the role. This potentially breaches the Equality Act 2010 and is explicitly discouraged by the DBS and NACRO (the national criminal justice charity). Employers should conduct individual risk assessments that consider the nature of the offence, how long ago it occurred, the candidate's circumstances at the time, and any evidence of rehabilitation.
Retaining DBS certificates too long
Under UK GDPR, employers should not retain DBS certificate information longer than necessary. The DBS Code of Practice states that certificate details should generally be kept for no longer than 6 months from the date of the recruitment decision. Some employers photocopy certificates and store them in personnel files indefinitely. This is a data protection violation.
Failing to recheck when roles change
An employee who was checked at Basic level may move into a role requiring an Enhanced check. Unless the employer initiates a new check at the correct level, the employee is working in a regulated role without appropriate screening. Build DBS recheck triggers into your role-change and promotion workflows.
DBS Check Costs and Fee Structure [2025]
The DBS sets fees centrally, though umbrella bodies may add an admin fee on top.
Who pays: employer or applicant?
There's no legal requirement specifying who pays. In practice, most employers in regulated sectors (healthcare, education, social care) pay for DBS checks as part of their recruitment process. Some employers, particularly smaller charities and businesses, ask applicants to pay and reimburse the cost after they start. The DBS waives fees for volunteers applying for Enhanced checks, provided they meet the definition of a volunteer (unsupervised, unpaid, and in a role that qualifies for an Enhanced check).
| Check Type | DBS Fee | Typical Umbrella Body Admin Fee | Total Cost | Free for Volunteers? |
|---|---|---|---|---|
| Basic | £18 | £5-£15 | £18-£33 | No |
| Standard | £18 | £5-£20 | £18-£38 | No |
| Enhanced | £38 | £5-£20 | £38-£58 | Yes |
| Enhanced with Barred Lists | £38 | £5-£20 | £38-£58 | Yes |
| Update Service (annual) | £13 | N/A | £13 | Yes |
Frequently Asked Questions
Do DBS checks expire?
Can an applicant start work before the DBS check is completed?
What should an employer do if a DBS check reveals a conviction?
Can a self-employed person get a DBS check?
Is a DBS check valid across the UK?
Written by Adithyan RK