When hiring employees in the UK, ensuring the safety and trustworthiness of your workforce is a top priority. For roles that involve working with vulnerable groups or sensitive information, a DBS check (Disclosure and Barring Service check) is an essential step in the recruitment process.
This guide will provide UK employers with a comprehensive overview of DBS checks, including their importance, types, and how to request them.

What is a DBS Check?
A DBS check is a criminal record check carried out by the UK’s Disclosure and Barring Service. It helps employers assess whether a candidate is suitable for a particular role by revealing any relevant convictions, cautions, or warnings. DBS checks are crucial for roles involving:
Vulnerable Individuals: Such as children, the elderly, or those with disabilities.
Sensitive Information: Roles that handle confidential or classified data.
Positions of Trust: Jobs that require high levels of responsibility or access to financial systems.
Why do Employers need DBS checks?
Protecting Vulnerable Groups: Ensuring the safety of children or adults at risk by screening for criminal offenses.
Legal Compliance: Many industries, such as education, healthcare, and social work, require DBS checks to meet regulatory standards.
Reputation Management: Safeguarding your organisation’s reputation by hiring trustworthy employees.
Risk Reduction: Minimising the chances of workplace incidents, fraud, or negligence.
Types of DBS Checks for Employers
There are three main types of DBS checks, each suited to different roles and responsibilities. As an employer, it’s important to request the correct level of check based on the position.
1. Basic DBS Check
What It Covers: Unspent convictions only
.
Who Needs It: Suitable for roles that do not involve working with vulnerable groups but still require a basic level of trust, such as administrative or retail positions.
Processing Time: Typically returned same day
2. Standard DBS Check
What It Covers: Both spent and unspent convictions, cautions, warnings, and reprimands.
Who Needs It: For roles involving positions of trust, such as accountants, legal professionals, or those working with sensitive data.
Processing Time: Usually takes 5 days.
3. Enhanced DBS Check
What It Covers: Includes everything in a Standard DBS check, plus any additional information held by local police.
Who Needs It: Mandatory for roles involving children or vulnerable adults, such as teachers, social workers, or healthcare professionals.
Processing Time: Can take up to 8 weeks, dependant on local police force.
4. Enhanced DBS Check with Barred List
What It Covers: Adds checks against the barred lists, which include individuals prohibited from working with children or vulnerable adults.
Who Needs It: Required for individuals applying for regulated activity roles as defined by the Safeguarding Vulnerable Groups Act 2006.
Processing Time: Can take up to 8 weeks, dependant on local police force.

How Employers can request a DBS check
Employers cannot request a DBS check directly for themselves or an individual applicant. Instead, they must either:
Use an Umbrella Body: Organisations registered with the DBS can process checks on behalf of employers.
Register with DBS: If your organisation processes multiple checks (over 100 annually), you can register directly with the DBS.
Steps to request a DBS check:
Determine the appropriate level of check based on the role.
Obtain the candidate’s consent to perform the check.
Submit the application through a DBS-registered umbrella body or your own account.
Review the results once the check is complete.
Employer responsibilities when conducting DBS checks
As an employer, you must handle DBS checks responsibly. Follow these guidelines to ensure compliance:
Obtain Consent: You must have the candidate’s permission before requesting a DBS check.
Understand Data Protection: All information obtained through a DBS check must be handled in accordance with UK GDPR and data protection laws.
Assess Relevance: Consider the relevance of any flagged convictions to the role, rather than automatically disqualifying a candidate.
Be Transparent: Inform candidates why the check is being conducted and how the results will be used.
Costs of DBS checks
The cost of a DBS check varies depending on its level:
Basic DBS Check: £21.50
Standard DBS Check: £21.50
Enhanced DBS Check: £49.50
Additional administrative fees may apply if using an umbrella body.
How long do DBS checks take?
The processing time for DBS checks can vary:
Basic DBS checks: 1-2 days.
Standard DBS checks: 5-10 days.
Enhanced DBS checks: Up to 8 weeks.
To avoid delays, ensure that all required information is provided accurately and promptly during the application process.
Common challenges with DBS Checks
Employers may encounter issues such as:
Delays in Processing: Especially for Enhanced DBS checks requiring police involvement.
Incorrect Application Information: Errors can lead to rejections or delays.
Misunderstanding Legal Obligations: Employers may request an incorrect level of check for a role.
Partnering with a reliable screening provider can help mitigate these challenges.
Final Thoughts
For UK employers, conducting DBS checks is a critical step in building a safe and compliant workforce. By understanding the different levels of checks, adhering to legal responsibilities, and working with trusted screening providers, you can ensure that your recruitment process is thorough and fair.
Investing time and resources in DBS checks not only protects your business but also fosters trust and confidence among your employees and clients.
