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DBS UPDATE
Sophie Draper – HR Customers and Business Development Manager Jo Reynolds – HR Team Leader (Customers & Resourcing)
DBS Update
1. Changes to Volunteer and Governor DBS Checks 2. Update Service 3. Single Certificates 4. Changes to the Job Title field 5. HR Process
Changes from Sept 2012
• • • Volunteers and Governors no longer fall within regulated activity Schools will still be able to carry out an enhanced check but will not be able to check the barred list unless the individual has regular, unsupervised contact with children.
Supervision must be: Regular, day to day, reasonable in all the circumstances for the purpose of protecting the children concerned.
• A volunteer in a school will not be in regulated activity if they are supervised to the statutory level, but they will still be required to receive a CRB check (enhanced). The school has no entitlement to do a barred list check. • If the volunteer is unsupervised, they will be in regulated activity and will therefore be required to receive a CRB check (enhanced) with a barred list check
How to indicate a barred list check
Changes from 17
th
June 2013 Update Service
• Applicants can choose to have their DBS Certificate kept up to date and take it with them from role to role, within the same workforce, where the same type and level of check is required.
• Employers can check the status of individuals who have signed up for the update service online (with their permission).
Update Service (contd)
• • • Unless there is a change in status highlighted on the employer check, the original certificate can be accepted Employers still need to have sight of the original certificate and may, if permission is given by the applicant, take a copy and keep it for 6 months There is an annual subscription fee of £13 for the Update Service which is paid by the applicant when they first subscribe
Update Service (contd)
• • • • • Benefits: Instant checks of DBS certificates No more application forms to complete DBS certificate can be used from role to role (within the same workforce) Applying for jobs already DBS pre-checked Can register when the next check is done or within 14 days of receiving certificate
Single certificates
• • • • • Certificates will now only be issued to the applicant CYC will no longer be sent a copy automatically Schools will need to ask applicants to bring in their certificates and make a note of the details and check the authenticity of the certificate Submission of certificate details to HR Business Centre Positive disclosures will need to be discussed with HRBC
•
HR Process
To enable a full central record to be kept of all DBS applications made and the certificate details plus record of decision made (e.g suitable for position applied ) • Schools need to notify HR of all certificates via: DBS 1 form (individuals certificate details) Can also be used to gain permission from applicant to undertake online status check if they have joined the update service DBS 2S – Monthly submission form Email to [email protected]
• Contact HR if: the certificate cannot be validated as authentic - a ‘crown seal’ watermark repeated down the right hand side of the certificate, which is visible both on the surface and when holding the certificate up to a light source - a background design incorporating the word ‘Disclosure’, which appears in a wave-like pattern across both sides of the document - the colour of this pattern is uniform across the front of the certificate but alternates between pink and green on the reverse side - ink and paper that will change colour in the presence of water or solvent-based liquid
• The applicant cannot provide evidence of their identity when they bring in their certificate • There is any information on the certificate (i.e the certificate contains details of any convictions/reprimands/warnings etc.)
• • • • Changes to Position applied for section x61 Non conviction information will be released based on the type of workforce and not actual job title. Needs to be completed as follows: X61 Line 1: Write in one of the following to indicate the relevant workforce(s) • Child Workforce Use this for any position that involves working/volunteering with children. • Adult Workforce Use this for any position that involves working/volunteering with adults. • Child and Adult Workforce Use this for any position that involves working/volunteering with children and adults. • Other Workforce Use this for any position that does not involve working/volunteering with children or adults e.g. security guard. X61 Line 2: Enter a description of the ‘Position Applied For’ up to 30 characters.
Example of how to complete line 61
Next steps
• After 11 th Oct, HR will undertake a full check of any DBS applications for which certificate information has not been received. We will then be asking schools to provide this.
• Review of HR Processes/forms – feedback from schools
Contacts
• • • • •
For Disclosure issues and information:
Customer Services 0870 90 90 811
For Barring issues and information, please phone:
01325 953 795.
Email:
Websites:
www.gov.uk/dbs (Information and to complete a DBS online status check) Use our online tracking service to check the progress of DBS applications by visiting www.homeoffice.gov.uk/dbs-online-tracking