What is a DBS check?

The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).

There are three types of checks:

  • Basic – This checks for unspent criminal conviction information only.
  • Enhanced – This checks for spent and unspent convictions, cautions, reprimands and final warnings plus any additional information held by the police that’s reasonably considered relevant to the role being applied for.
  • Enhanced with barring list checks – this is like the enhanced check, but includes a check of the DBS barred child and/or adult lists.

The House of Bishops has decided that criminal record checks must be renewed every five years. Should there ever be a delay in obtaining the criminal record check, the person is not approved by the Church to act and must stand down pending completion of the process.


Who needs an enhanced DBS check?

Good safeguarding practice requires those who work closely with children and/or adults experiencing, or at risk of abuse or neglect to have an enhanced criminal record check.

The following people would require a DBS check:

  • A worker or volunteer who teaches, trains, instructs, cares for or supervises children or provides advice/guidance on physical, emotional or educational well-being to children.
  • A worker or volunteer who provides training, teaching, instruction, assistance, advice or guidance to an adult who receives a health or social care service.
  • A worker of volunteer who carries out health care, personal care, social work, assisting with cash, bills or shopping, assistance with affairs or transportation for an adult.
  • PCC members and trustees where they sponsor or approve work with children/vulnerable adults.

All Clergy and Readers require a DBS check.

Those in self-help groups or family and friends arrangements are not eligible for an enhanced check.

This is a broad summary. For full details please refer to the Safer Recruitment Practice Guidance (in particular Appendix 7 and 8).


DBS Applications

Within the diocese we are currently streamlining the process for obtaining DBS checks for paid employees and volunteers where they needed for working in or on behalf of our churches.  The following is a broad outline of the process and there will be some variation between parishes as the streamlining progresses.  Your Parish Safeguarding Officer or Clergy will know your local process and how it applies

All Laity and Readers

  1. Complete a Confidential Declaration Form (Laity and Licensed Readers Word or PDF)
  2. Pass your Confidential Declaration Form on to your Parish Safeguarding Officer who will complete an Id Verification and Justification Form (PDF). At this point they will need to see three forms of identity, one should bear a recent photgraph, one must confrim your date of birth, and at least one must confirm your current address.
  3. You will be provided with a unique user ID number and a link to create your online application using that user ID number.  (This may be immediately by your local contact, or may be emailed to you at a later date either by the local contact or from   judie.fogarty@derby.anglican.org at the diocesan safeguarding team.)
  4. Use the link and user Id to access the application form and complete the step by step application instructions.  We are often asked why the paper / electronic forms are needed - we have to have these to verify the online application you make. 
  5. Once your application has been processed you will be able to apply for the Updating Service which means that you will no longer need to apply for renewals in that role. You will need to join the Updating Service within 30 days of the issue of your certificate. This service is free for volunteers.  Please email judie.fogarty@derby.anglican.org and your Parish Safeguarding Officer if you do subscribe so we can update our records and automatically renew your disclosure.  If you do not inform us we are not notified otherwise and for volunteers it costs nothing.
  6. Your certificate will be posted directly to you. Keep your certificate in a safe place as it is a legal document and you may be asked for it to show you are entitled to work with children or vulnerable adults.
  7. The DST will receive a notification of your DBS certificate and will inform your Parish Safeguarding Officer and the appropriate departments within the Diocese.

If there are any concerns shown on your certificate a member of the DST will contact you to discuss what should happen next.

All Clergy

  1. Complete a Confidential Declaration Form (Clergy Word or PDF), ensuring the signature is a physical / wet ink or image of your signature.
  2. Complete an Id Verification and Justification Form (PDF). At this point they will need to see three forms of identity, one should bear a recent photgraph, one must confrim your date of birth, and at least one must confirm your current address.  For Clergy New to the Diocese please have this countersigned by a senioer member of Clergy from your current Diocese.
  3. email the forms to judie.fogarty@derby.anglican.org and post the originals to Judie Fogarty, Derby Church House, 1 Full Street, Derby, DE1 3DR.
  4. You will be emailed a unique user ID number and a link to create your online application using that user ID number.  
  5. Use the link and user Id to access the application form and complete the step by step application instructions.  We are often asked why the paper / electronic forms are needed - we have to have these to verify the online application you make. 
  6. Your certificate will be posted directly to you. Keep your certificate in a safe place as it is a legal document and you may be asked for it to show you are entitled to work with children or vulnerable adults.
  7. The DST will receive a notification of your DBS certificate and will inform the Bishop's Office, and as appropriate the Parish Safeguarding Officer of your parish and the appropriate departments within the Diocese.

If there are any concerns shown on your certificate a member of the DST will contact you to discuss what should happen next.


Frequently asked questions

Frequently asked DBS application questions and some useful links to the DBS website:

Q: Do I need a DBS check?

A: Please see the Governments guides to DBS Eligibility  and the Diocesan Safeguarding Policy Practice Guidance and Resources.

Q: What if an applicant does not have internet access?

A: The applicant can nominate a trusted individual to receive the online link via email on their behalf and them help them go through the form. Alternatively,  we can arrange for people to come into Church House to complete the online form with the Safeguarding Administrator. Contact 01332 388681 or email judie.fogarty@derby.anglican.orgto arrange an appointment.

Q: How can I track the progress of my DBS application?

A: Just enter your application reference number from your application and date of birth into the DBS Online Tracker

For all enquiries relating to DBS applications please contact the Diocesan Safeguarding Team on 01332 388681 or email judie.fogarty@derby.anglican.org


The DBS Update Service

What is the benefit of using the DBS Update Service?

You can have your DBS Certificate kept up-to-date electronically and take it with you from role to role, within the same workforce, where the same type and level of check is required. This means that you will not need a new DBS check every time your job title changes – but you will need a new DBS if the workforce changes. This allows you to reuse your DBS certificate when applying for similar jobs, subject to the discretion of a new employer in accepting an existing DBS and using the updating service.

How does the DBS Update Service work?

If an individual subscribes to the DBS Update Service their employer can go online, with their consent, and carry out a free, instant check to find out if the information released on the DBS certificate is current and up-to-date.

Is there an additional cost?

Joining the service is an individual decision but we are highly recommending it for volunteers as it is free. Paid workers would need to pay a yearly subscription fee of £13.00 at their own cost.

How do I subscribe to the DBS Update Service?

Subscription to the DBS Update Service is NOT automatic – but you can join at the same time you apply for a DBS check or within 30 days of the date of issue printed on your Certificate.  Please inform both your Parish safeguarding officer and judie.fogarty@derby.anglican.org if you do subscribe to the update service as we are not automatically informed.

I am a PSO (Parish Safeguarding Officer). What do I do if someone shows me a DBS certificate processed by a different organisation but they have subscribed to the DBS Update Service?

    • The applicant must still complete a Confidential Declaration Form and you should complete and Id Verification and Justification Form as for a standard DBS Application.

    • You will still need to check the original DBS certificate to make sure that it is legitimate and that the level of check processed is adequate for their role in your parish.

    • You also need to check if there are any offences/convictions listed because when we perform an Online Status Check it will only tell us if there is any NEW information.

    • You then need to email us with the applicant's name, date of birth and a full copy of the DBS certificate they have presented so that we can perform an online status check. We will then email the results to you for your parish records.  

       Please click the link below for more information on the DBS Update Service

      DBS Update Service

Last modified on Thursday, 25 March 2021 12:54