The Disclosure and Barring Service (DBS) Update Service is an invaluable online tool designed to streamline the process of DBS checks. It offers a convenient way for both individuals and employers to manage and verify DBS certificate information. This service applies specifically to standard and enhanced DBS checks, simplifying what can often be a complex administrative task.
To benefit from the Update Service, registration is required via the official government gateway.
Registration for the DBS Update Service
Registering for the DBS Update Service is a straightforward process conducted online. For a yearly fee of £16, payable by debit or credit card, individuals gain continuous access to update and share their DBS certificate status. Notably, this fee is waived for volunteers, recognizing their valuable contributions.
Registering During a DBS Check Application
For those currently undergoing a standard or enhanced DBS check, registration is possible using your application reference number, often labeled ‘form ref’ on your application form. It’s important to note that DBS must receive your application form within 28 days of registration. To monitor the progress of your DBS certificate application, the DBS tracking service is readily available online.
Registering with an Existing DBS Certificate
If you already possess a standard or enhanced DBS certificate, you can still register for the Update Service. You will need your certificate number and must register within 30 days of the certificate’s issue date to ensure eligibility.
Basic DBS Checks and Alternatives
It’s important to highlight that the Update Service is not for basic DBS checks. For managing basic checks, individuals should instead register for an online services account provided by the Home Office. This distinction ensures that users are directed to the correct service for their specific DBS check type.
Refund Information for Residents of Guernsey, Jersey, and Isle of Man
Residents of Guernsey, Jersey, or the Isle of Man are entitled to a refund of the Update Service fee under certain conditions. While the fee is initially payable upon registration, refunds are issued to residents of Jersey and to those in Guernsey or Isle of Man who applied between August 1, 2024, and December 1, 2024. Refunds are typically processed within 28 days. For any refund discrepancies, the DBS refunds team can be contacted via email.
Utilizing the DBS Update Service
Once registered and signed in to the Update Service, users gain access to a range of functionalities designed to manage their DBS certificate effectively. These include adding or removing certificates, granting employers permission to check for updates to their certificate information, and reviewing a history of who has checked their certificate status. The service also allows users to view and manage their personal details associated with their DBS record.
The portability of the DBS certificate is a significant advantage of the Update Service. It allows individuals to move between roles without needing a new DBS check, provided certain conditions are met. A new certificate may be required if an employer specifically requests one, if the role requires a different ‘workforce’ type (e.g., moving from adult to child workforce), or a different level of certificate (e.g., needing an enhanced check when holding a standard one). Employers are responsible for specifying the necessary DBS certificate requirements for a role.
Subscription Renewal for Continuous Service
Subscription to the Update Service is valid for one year and requires annual renewal to maintain continuous access. Renewal can be set up for automatic continuation upon initial registration or can be manually renewed up to 30 days before the subscription expiry date. It’s crucial to remember that renewal cannot be processed on the last day of the subscription. Failure to renew before expiration necessitates applying for a new DBS check and re-registering for the Update Service, highlighting the importance of timely renewal to avoid service disruption.
Employer Access and Verification
Employers and organizations are provided with a straightforward method to check a DBS certificate status online. To conduct these checks, employers must have legal entitlement to perform DBS checks and must obtain the worker’s explicit permission. This verification process is free of charge and does not require employer registration, providing instant results upon conducting a check. Detailed guidance for employers on using the DBS Update Service is available in official publications.
Support and Contact Information
For users requiring assistance, DBS customer services offers comprehensive support. They can be reached via email or telephone during standard business hours, Monday to Friday, 9am to 5pm, excluding public holidays. Specific contact numbers are available for Welsh language inquiries and for Minicom users. Additionally, a webchat service is provided for real-time support. Separate contact details are provided for transgender applications and sensitive applications, ensuring discreet and appropriate handling of these inquiries.
For transgender applications, a dedicated email address is available, and for sensitive applications, contact can be made via the Sensitive Applications team through postal mail.
This guide aims to clarify the functionalities and benefits of the DBS Update Service, making it more accessible and understandable for both individuals and employers navigating DBS checks.
