DBS update service

[StillIrked]

As I sit here again, completing my second DBS application in 6 months despite being on the update service, I wonder if anyone has actually accepted, or had accepted, a DBS on the update service?

I've been on the update service since it began and yet every time I've needed a DBS, I've needed to apply for a new one because I haven't encountered anywhere yet that will accept a DBS on the update service.

Everywhere wants one with their name on it.

Has anyone ever actually had a DBS on the update service accepted?

Or have I misunderstood and is it only intended to mean that you don't have to apply for repeat ones for the same organisation?

If you're in the same organisation (so, a particular NHS Trust or MAT, for example), it's acceptable.

If it's not accepted, what it does do as a handy side effect is make the actual process of a new check much, much faster - and potential employers are more disposed towards candidates that they know are already registered, as a) they can get you in for tasks that don't require unsupervised contact, b) you wouldn't be on the Update Service if you'd got something to hide since the original date and c) it's not going to take long for their check to come back.

Ah I didn't know that about it making the process quicker for a new one! Explains why the one I applied for in November came back in a fortnight though.

I've had the same problem, loads of people just don't know what the update service is. I think there's a huge communication issue that schools and other institutions have not been told about the update service or are working from old guidance as far as DBS checks are concerned. I've had to explain to schools how to look up my DBS on the update service. It is changing gradually though, schools are now starting to be aware of it. My daughter has just got a job in a school and they are putting her DBS on the update service for her.

I do DBS checks when onboarding new staff. We definitely accept the update service (and it makes my life easier!)

And a couple of schools recently have welcomed my 10 year old DBS on the update service without requesting a new one.

My understanding is that it is supposed to work how you think and you should be able to use the update service for multiple employers, I used it years ago when I was a freelance outdoor activities instructor so always working for different companies/with children and at short notice so no time to request the regular crb.

I think a lot of companies don't really understand crb, terrified of getting it wrong so just want the standard one.

Randomly I now work in the ambulance service and haven't had to complete a crb since I was employed 12 years ago. They state that if in continuous employment no need because if I was convicted of anything they'd be notified so just need the check on employment. My wife works in a university and they demand a new one every 3 years...

My LA accepts them for external candidates.

We need to see the original DBS and them check online if there have been any changes since it was issued. Our issue is that people don't register with the update service though.

I've got five different DB's on two separate accounts. As paid ones and volunteer ones can't be on the same account. A total and utter waste of time and resources!

Schools fail Ofsted outright if rechecks haven't been completed every three years. I imagine that other Education providers have similar legislatory requirements.

I understand that but, where someone has registered (and is paying for it...), it should he used.

I agree that a lot of schools in particular are just so worried about getting it wrong that's its become an arse covering exercise more than anything. Given that it's a live document once it's on the update service, it's more reliable than a new printed one which is obsolete the moment its printed.

I have stopped paying for the update service because, despite several phone calls, they refused to issue an updated certificate with my new address, new job and the new expiry date on it. Despite my details all being up to date online, all the schools I visit (as a music teacher) insist on seeing an up-to-date paper certificate, so there is no point in paying for the update service.

@StillIrked yes I agree they should be accepted.
As I said where I work we do accept them and encourage them.
Much easier for employers and employees. Surprised to hear many don't accept them, although as others have said they probably don't understand how they work.

I am a freelancer working contracts that are sometimes as short as a couple of weeks, so it would be ludicrous if I had to apply to a new DBS for each organisation - my actual certificate is from 2019 and I haven't had anyone query my using that and providing the update service ID, although annoyingly a local authority that I have to apply to for a licence to practice still charged me the DBS fee when I updated my licence, despite not needing to carry out a new check!

Sadly the schools trust I work with won't use it - they say that they don't want to rely on the id check undertaken by another organisation.

I've recently registered with a new supply teaching agency with the update service and that was absolutely fine.

However, if I go to a school where I haven't been before and they ask to see my paper DBS and it's got a 2020 on as well as the name of a different agency they often start freaking out.

That really sounds to me like they don't know how DBS works.

Yes, that's what I'm being told too.

I wonder if it's just schools then that are so rigid about it?

Tbh, I'm considering abandoning the update service too. Seems little point in having several on there!

I’m not on the update service and I’ve just received a DBS for a new employer and it only took 2 weeks. I assumed it’s quicker as they only really search back until the date first one was issued. I haven’t bothered signing up to the update service as schools just don’t seem to accept them.

I've been on the update service for years and never had an issue at schools/colleges

Interesting. I've been on it for years and not a single school has accepted the update service! Bonkers how different people's experience is. It's clearly working somewhere.

KCSIE 2024:

All offers of appointment should be conditional until satisfactory completion of the mandatory pre-employment checks. All schools and colleges must:

• verify a candidate’s identity, it is important to be sure that the person is who they claim to be, this includes being aware of the potential for individuals changing their name. Best practice is checking the name on their birth certificate, where this is available. Further identification checking guidelines can be found on the GOV.UK website.

• obtain (via the applicant) an enhanced DBS check (including children’s barred list information, for those who will be engaging in regulated activity with children). Note that when using the DBS update service, you still need to obtain the original physical certificate (see paragraphs 255-258).

Where a DBS certificate is required, it must be obtained from the candidate before, or as soon as practicable after, the person’s appointment, including when using the DBS update service (see paragraph 255 - 258).

Once the checks are complete, the DBS will send a DBS certificate to the applicant. The applicant must show the original paper DBS certificate to their potential employer before they take up post, or as soon as practicable afterwards. Schools and colleges will be able to compare any information disclosed on the certificate with any information shared by the applicant during the recruitment process. DBS guidance on how to check a DBS certificate can be found on GOV.UK.

Individuals can join the DBS Update Service at the point that an application for a new DBS check is made. Subscription to the service enables future status checks to be carried out by employers to confirm that no new information has been added to the check since its issue.

As good practice, many schools and colleges require new staff to join the Update Service as part of their employment contract. The benefits of joining the Update Service are:
• portability of a DBS check across employers
• free online checks to identify whether there has been any change to the information recorded, since the initial certificate was issued and advice whether the individual should apply for a new DBS check, and,
• that individuals will be able to see a full list of those organisations that have carried out a status check on their account.

Before using the Update Service, schools and colleges must:
• obtain consent from the individual to carry out an online check to view the status of an existing standard or enhanced DBS check
• confirm the DBS certificate matches the individual’s identity
• examine the original certificate to ensure that it is valid for employment with the children’s workforce, and,
• ensure that the level of the check is appropriate to the job they are applying for, e.g. enhanced DBS check/enhanced DBS check including with barred list information.

It's belt and braces - when I worked for the NHS, each trust had a similar policy of applying for one themselves.

Interesting. I've been on it for years and not a single school has accepted the update service! Bonkers how different people's experience is. It's clearly working somewhere.

I wonder if it's a primary/secondary thing. Or more a big school versus small school. Some of the schools I go to are tiny with three classes. Ge had people gather round my paper copy whilst discussing what they are going to do.

Who pays to be registered with the update service?

I had an issue earlier this year and actually lost paid work as the new organisation eventually advised they wouldn't accept my perfectly valid and fairly recent DBS cert, then took months to advise they couldn't find ne on the update service and asked me to apply for yet another new DBS. They have now asked for feedback.