Transcript Title Sub title

DBS Update Service
Employer presentation
www.gov.uk/dbs
October 2013
Version 3.2
Introduction
This presentation will help you understand and get the most
out 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
• employer guidance including:
• frequently asked questions
• quick guides:
- how to carry out Status Checks
- the Status Check results
- how to do multiple Status Checks
• employer and applicant YouTube videos
• downloadable posters
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Update Service
Background 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 checks
more proportionate and give the
public greater control over their
information.
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The background
Keeping our key principles
• providing a proportionate
balance between upholding
civil liberties and
safeguarding vulnerable
groups
• rebalancing the role of the
employer and the state
recognising that disclosure
and barring are one part of
the wider recruitment
process
• trusting employers to make
rounded decisions about
who they employ –
checking references and
ongoing management
• reducing bureaucracy and
delivering quicker and
transferable checks and less
costly services
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The background
The DBS presents the Update Service
Applicants can subscribe to the Update Service with a new
application or Certificate. The Update Service will then keep
their Certificate up-to-date.
Reusing a Certificate
Once subscribed the individual can then take their Certificate
with them from role to role where the same level and type of
check are required.
How much will it cost?
There will be a £13 annual subscription fee. It is free for
volunteers.
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The background
What is a Status Check?
With the individual’s permission, you can go online for a free
and instant check to find out whether the individual’s
Certificate is still up-to-date.
How to make a Status Check
You will enter your name and your organisation together with
the applicant’s name, date of birth and DBS Certificate
number.
You do not have to register or subscribe to carry out a Status
Check.
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Update Service
Other changes coming in at the same time
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Other changes coming in at the same
time
Applicant-only certificates
The DBS will issue Certificates to the
applicant only, putting them in control of
their own data.
Certificate reprints
If you applied for a new Certificate as a
result of a Status Check which showed a
change in status, and the individual has
not shown their new Certificate to you
within 28 days of its issue, you can then
request a copy of it from the DBS.
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Other changes coming in at the same
time
X61: ‘Position Applied For’ field on the application
form
At the same time as the Update Service was introduced the
DBS began using a new relevancy test when releasing nonconviction information about the individual. It is now based on
the type of workforce and no the longer actual job role. This
change means that DBS Certificates can be taken from role
to role within the same workforce – working with children or
adults, 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 same
time
Registered Bodies must now complete this field as follows, failure to
complete the field correctly may result in the form being rejected, it may also
prevent the applicant from using their DBS Certificate for future employment
or volunteering purposes:
X61 Line 1: Write one of the following form of words to indicate the
relevant workforce(s):
• Child Workforce
• Adult Workforce
• Child and Adult Workforce
• Other Workforce
‘Other Workforce’ must be written if the person is not working with children
or adults.
X61 Line 2: Enter as you do now a description for the ‘Position Applied
For’ up to 30 characters.
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Update Service
Who 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 one
DBS check last year. That’s 500,000 people
paying about £88 per year for DBS checks.
• The 40% of those who were rechecked by their
employers. That’s 2.1million people paying
about £44 per year for DBS checks.
You will also benefit from the free online Status
Checks rather than making a new application each
time you need to check an individual.
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Who could benefit and how
4.2 million Certificates issued in 2012/13
Education
28.50%
Care
14.80%
Medical
14.14%
Social Work
10.90%
Leisure and Sport
7.55%
Drivers and Transport
5.06%
Childcare
4.27%
Commercial
3.82%
Religion and Faith
3.09%
Security
3.00%
Charity and Volunteers
2.66%
Fostering
2.20%
You can work out
the maths for how
each sector will
benefit.
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Who could benefit and how
Depending upon how many DBS checks you do, this could
save 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
Saving you money
Rechecks
As a hospital administrator I
request approximately 1,000
rechecks for staff on an annual
basis. This meant submitting fresh
applications at significant cost to
the business.
Status Checks
I will be able to carry out free and
instant online checks saving about
£44,000 in application fees!
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Who could benefit and how
Saving you time
Rechecks
Our admin team submits a lot of
applications for new employees for
our care homes. The recruitment
process takes a while and we have
to wait for the Certificate to be
returned before we appoint them.
Status Checks
If they had subscribed the Update
Service, we could have carried out
an instant online check, meaning we
could get them in post much quicker!
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Who could benefit and how
So encourage people to
subscribe to the Update
Service!
Next time you recruit or
recheck someone, you can
start to benefit if you ask
them to subscribe to the
Update Service.
Where possible give them
their application form
reference so they can
subscribe sooner.
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Update Service
Reusing a DBS Certificate
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Reusing a DBS Certificate
A primary school teacher has an
Enhanced check with a Children’s
Barred List check for the Children’s
Workforce. Which other jobs can
she use it for?
Teacher
Child sports coach
Youth group leader
Faith group leader
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Reusing a DBS Certificate
An adult care worker has an
Enhanced check with an Adults
Barred List check for the Adults’
Workforce. Which other jobs can
he use it for?
Adult social worker
Driver for adult care
services
Adult respite nurse
Adult personal carer
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Reusing a DBS Certificate
A hospital doctor has an Enhanced
check with Adults and Children's
Barred List checks for the Children’s
and Adults’ Workforce. Which other
jobs can she use it for?
Locum general practitioner
Physiotherapist
Psychiatrist
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DBS Update Service
How applicants subscribe
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How applicants subscribe
Option one:
Option one
Submit an
application form to
the DBS
Subscribe online
using the
application form
reference number
Role
Accountant
• subscribe online
when they apply for
a DBS check
• we must receive
their form within 28
days of subscribing
• their Certificate will
automatically attach
to their subscription
when it is issued
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How applicants subscribe
Option 2:
Option one
Option two
Submit an
application form to
the DBS
Submit an
application form to
the DBS
Subscribe online
using the
application form
reference number
Receive the
Certificate
Role
Accountant
Subscribe online
using the Certificate
number
If an applicant didn’t
subscribe at the same
time as applying for
their DBS check, or
they applied on a
Welsh application
form they can still
subscribe within14
days of the date of
issue of the resulting
DBS Certificate.
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How applicants subscribe
Some limitations apply
• Welsh applicants can only subscribe with their
Certificate
• manual DBS Certificates cannot be used in
the Update Service
• applicants can’t subscribe with a Certificate
issued before the launch of the Update
Service
• the Update Service will only check for updates
based on the individual for whom the check
was carried out – not the home address where
the work is being undertaken or any other
individuals employed or living at that address
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DBS Update Service
Using the Status Checking facility
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Using the Status Checking facility
Online Status Checks will be available
at www.gov.uk/dbs-update-service
Results
No status change
Status change
Certificate remains
valid and up-to-date
The Certificate is
out of date - you
should apply for a
new Certificate to
see the new
information
With the applicant’s
permission, you can
use their current
DBS Certificate and
carry out a free,
online check to see
if any new
information has
come to light since
its issue.
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Using the Status Checking facility
Application form vs. Status Check
Applicant hasn’t subscribed
to the Update Service
Applicant has subscribed to
the Update Service
Apply for a DBS check
Carry out a Status Check
28 days
Certificate issued to
applicant
Instant
Employment decision can
be made
Applicant shows employer
Certificate
Employment decision can
be made
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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 the
Enhanced 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 DBS
will keep it up-to-date by *regularly searching to see if any
new information has come to light since its issue.
*Regularly means:
• Criminal record conviction and barring information will be
searched for updates on a weekly basis as this information
can change frequently.
• Non-conviction information, released on relatively few
certificates changes infrequently and will be searched for
updates every nine months.
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Next steps
Check your policies and make sure you include the
update service and related changes where appropriate.
Change your websites, guidance and policies to
include information on the Update Service and links to
www.gov.uk/dbs-update-service.
Download the additional guides and save
www.gov.uk/dbs to your favourites.
Tell your staff, stakeholders and customers about the
Update Service.
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