DBS Update ServiceEmployer presentation
October 2013Version 3.2
Introduction
This presentation will help you understand and get the mostout of the Update Service.
What information is included?
•background to the Update Service
•other changes coming in at the
same time
•who could benefit and how
•reusing a DBS Certificate
•how applicants subscribe
•using the Status Checking facility
•next steps
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Find more help online
At www.gov.uk/dbs
•frequently asked questions
•quick guides:
-how to carry out Status Checks
-the Status Check results
-how to do multiple Status Checks
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Update ServiceBackground to the Update Service
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The background
What customers wanted
•transferrable checks
•quicker checks
The government’s commitment
To make criminal record checksmore proportionate and give thepublic greater control over theirinformation.
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The background
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•providing a proportionatebalance between upholdingcivil liberties andsafeguarding vulnerablegroups
•trusting employers to makerounded decisions aboutwho they employ –checking references andongoing management
•rebalancing the role of theemployer and the staterecognising that disclosureand barring are one part ofthe wider recruitmentprocess
•reducing bureaucracy anddelivering quicker andtransferable checks and lesscostly services
Keeping our key principles
The background
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The DBS presents the Update Service
Applicants can subscribe to the Update Service with a newapplication or Certificate. The Update Service will then keeptheir Certificate up-to-date.
Reusing a Certificate
Once subscribed the individual can then take their Certificatewith them from role to role where the same level and type ofcheck are required.
How much will it cost?
There will be a £13 annual subscription fee. It is free forvolunteers.
The background
What is a Status Check?
With the individual’s permission, you can go online for a freeand instant check to find out whether the individual’sCertificate is still up-to-date.
How to make a Status Check
You will enter your name and your organisation together withthe applicant’s name, date of birth and DBS Certificatenumber.
You do not have to register or subscribe to carry out a StatusCheck.
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Update ServiceOther changes coming in at the same time
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Other changes coming in at the sametime
Applicant-only certificates
The DBS will issue Certificates to theapplicant only, putting them in control oftheir own data.
Certificate reprints
If you applied for a new Certificate as aresult of a Status Check which showed achange in status, and the individual hasnot shown their new Certificate to youwithin 28 days of its issue, you can thenrequest a copy of it from the DBS.
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Other changes coming in at the sametime
X61: ‘Position Applied For’ field on the applicationform
At the same time as the Update Service was introduced theDBS began using a new relevancy test when releasing non-conviction information about the individual. It is now based onthe type of workforce and no the longer actual job role. Thischange means that DBS Certificates can be taken from roleto role within the same workforce – working with children oradults, both or other.
To accommodate this change you must use both lines -which total 60 characters - in the Position Applied For field(X61) on the application form.
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Other changes coming in at the sametime
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Registered Bodies must now complete this field as follows, failure tocomplete the field correctly may result in the form being rejected, it may alsoprevent the applicant from using their DBS Certificate for future employmentor volunteering purposes:
X61 Line 1: Write one of the following form of words to indicate therelevant workforce(s):
•Child Workforce
•Adult Workforce
•Child and Adult Workforce
•Other Workforce
‘Other Workforce’ must be written if the person is not working with childrenor adults.
X61 Line 2: Enter as you do now a description for the ‘Position AppliedFor’ up to 30 characters.
Update ServiceWho could benefit and how
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Who could benefit and how
4.2 million DBS checks done last year –how many people could benefit?
•The 12% of those who applied for more than oneDBS check last year. That’s 500,000 peoplepaying about £88 per year for DBS checks.
•The 40% of those who were rechecked by theiremployers. That’s 2.1million people payingabout £44 per year for DBS checks.
You will also benefit from the free online StatusChecks rather than making a new application eachtime you need to check an individual.
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Who could benefit and how
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Depending upon how many DBS checks you do, this couldsave you time and money over the years.
•no more paper forms to complete
•instant online results
•less bureaucracy
•easy to incorporate into your processes
•speeds up the recruitment process
•enhances safeguarding processes and
may help to reduce your risks
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Who could benefit and how
So encourage people tosubscribe to the UpdateService!
Next time you recruit orrecheck someone, you canstart to benefit if you askthem to subscribe to theUpdate Service.
Where possible give themtheir application formreference so they cansubscribe sooner.
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DBS Update ServiceHow applicants subscribe
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How applicants subscribe
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RoleAccountant
Option one
Submit anapplication form tothe DBS
Subscribe onlineusing theapplication formreference number
Option one:
•subscribe onlinewhen they apply fora DBS check
•we must receivetheir form within 28days of subscribing
•their Certificate willautomatically attachto their subscriptionwhen it is issued
How applicants subscribe
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RoleAccountant
Option one
Submit anapplication form tothe DBS
Subscribe onlineusing theapplication formreference number
Option two
Submit anapplication form tothe DBS
Receive theCertificate
Subscribe onlineusing the Certificatenumber
Option 2:
If an applicant didn’tsubscribe at the sametime as applying fortheir DBS check, orthey applied on aWelsh applicationform they can stillsubscribe within14days of the date ofissue of the resultingDBS Certificate.
DBS Update ServiceUsing the Status Checking facility
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Using the Status Checking facility
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Online Status Checks will be available
at www.gov.uk/dbs-update-service
Results
No status change
Certificate remainsvalid and up-to-date
Status change
The Certificate is outof date - you shouldapply for a newCertificate to see thenew information
With the applicant’spermission, you canuse their currentDBS Certificate andcarry out a free,online check to seeif any newinformation hascome to light sinceits issue.
Application form vs. Status Check
Applicant hasn’t subscribedto the Update Service
Apply for a DBS check
28 days
Certificate issued toapplicant
Applicant shows employerCertificate
Employment decision canbe made
Applicant has subscribed tothe Update Service
Carry out a Status Check
Instant
Employment decision canbe made
Using the Status Checking facility
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Using the Status Checking facility
What causes the status of a Certificate to change?
For all DBS certificates
•new convictions, cautions, reprimands or warnings; or
•any amendment or change to a current conviction, caution,warning or reprimand.
For Enhanced DBS Certificates
•any new, relevant police information.
For Enhanced Certificates with a Barred List check(s)
•if the person becomes barred for that list(s) checked on theEnhanced Certificate.
If the status of a Certificate changes it is no longer up-to-date.
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Using the Status Checking facility
Frequency of updates
When a DBS Certificate is in the Update Service the DBSwill keep it up-to-date by *regularly searching to see if anynew information has come to light since its issue.
*Regularly means:
•Criminal record conviction and barring information will besearched for updates on a weekly basis as this informationcan change frequently.
•Non-conviction information, released on relatively fewcertificates changes infrequently and will be searched forupdates every nine months.
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Next steps
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Check your policies and make sure you include theupdate service and related changes where appropriate.
Change your websites, guidance and policies toinclude information on the Update Service and links towww.gov.uk/dbs-update-service.
Tell your staff, stakeholders and customers about theUpdate Service.