Frequently asked questions
Find the answers to these commonly asked questions below:
• What's the difference between CRB and DBS?
• Is Barnsley Council Disclosure and Barring Service part of the DBS?
• What is umbrella body and why use one?
• How are applications completed?
• What levels of check do you offer and what's the difference?
• What level do I need?
• How long do DBS checks last?
• Can I apply as an individual/self-employed?
• Who verifies my ID?
• Can I use my old DBS certificate for my new employer?
• Where can I find out about your pricing?
• How long will it take to get a DBS disclosure result returned
• How can I track my applications progress?
• What if I'm struggling to log on to the system?
• What are your opening hours?
• How can I get in touch with you?
• Has COVID-19 impacted your service?
What's the difference between CRB and DBS?
Since 1 December 2012 CRB (Criminal Records Bureau) checks have been rebranded as DBS (Disclosure and Barring Service) checks. This was as a result of a merger between the CRB and the Independent Safeguarding Authority (ISA). The checks and information provided by DBS are the same as those that were provided by CRB
Is Barnsley Council Disclosure and Barring Service part of the DBS?
No, Barnsley Council Disclosure and Barring Services is a registered body for the DBS. This means we can provide standard, enhanced and enhanced with barred list checks for your organisation. Find out more about our registered body status. We can act as your nominated umbrella body to process DBS checks for your employees and volunteers.
What is umbrella body and why use one?
An umbrella body refers to an organisation that provides services to smaller organisations which are linked to it.
As part of our umbrella agreement, companies can process DBS checks through our counter-signatories without the need to register directly with the DBS. The disclosure certificate will still state your business name and you'll still control the frequency and quantity of applications you submit. Organisations find this easier as it cuts out the need to register directly with the DBS and assign counter-signatories.
How are applications completed?
As part of our registered body status we're also e-Bulk specialists, meaning 99.9% of our DBS applications are processed using our online system. The system has been developed in house specifically for the purpose of submitting DBS applications, meaning we have full control over the development and customisation of the features.
We offer multiple ways to complete DBS applications to ensure it's convenient for both the business and applicant. Incomplete applications can be stored and returned to later and both the business and applicant are notified via email when any status changes occur.
What levels of check do you offer and what's the difference?
We can provide the following levels of disclosure for businesses: standard disclosure, enhanced disclosure and enhanced disclosure with barred list check.
Standard disclosures can only be requested for those engaged in or entering a profession as specified in the exceptions order of the Rehabilitation of Offenders Act 1974. This check is not the same as a basic disclosure. Examples of professions that may qualify for standard disclosures include finance, legal, accountancy, and medical centre assistance roles (ie receptionists or clerks).
Enhanced disclosures are usually reserved for school/care roles. They can only be requested for those engaged in or entering a profession as specified in the exceptions order of the Rehabilitation of Offenders Act 1974. Most roles based in schools or care setting environments qualify for the enhanced level disclosure.
Enhanced disclosure with barred list check are reserved for roles within regulated activity such as carers, teachers or childminders and private hire drivers. ISA barred lists cannot be requested with a standard disclosure and not all enhanced disclosure roles will qualify for the barred lists checking.
If you're unsure which level of disclosure suits your needs and would like to discuss this further, please contact us.
What level do I need?
The level of DBS check required depends on many factors such as job role, responsibilities, setting and frequency. It's important the correct level of check is applied for; too high and the employer is requesting information they are not privy to and too low risks exposing vulnerable groups to incorrectly checked applicants.
Therefore we're always on had to help work out the required level of check for each applicant. It's important to remember there is no blanket rule; not all employment roles within the organisation will qualify for the same level of check.
How long do DBS checks last?
There's no exact expiry on a DBS check as the certificate is a snapshot. Organisations may set their own re-check frequency and this usually ranges anywhere form six months to three years depending on the employment field.
Can I apply as an individual/self-employed?
Individuals are not able to apply for standard or enhanced disclosures; these individuals are recommended to apply through the contracting organisation. For example, contractors required to attend schools or care homes to provide services are encouraged to apply for their DBS check through the requesting business.
If you're a student looking for work experience within regulated activity your course provider should apply for the DBS check on your behalf.
If you're a volunteer your DBS check can be processed through the group/business you are wishing to volunteer with.
If you're unsure about your eligibility for a DBS check you can either ask your employer or contact a member of our team.
Who verifies my ID?
You must have your ID documents correctly verified by a representative of the company/organisation that has requested your check. We require your original documents to have been seen by this representative and they must complete the ID verification section on the application. Please do not send us original documents.
Can I use my old DBS certificate for my new employer?
Each DBS check is tailored specifically for the organisation and job role it has been requested for. The business name and job role will also be printed on the final disclosure certificate. The level of check may not be appropriate for the new role and therefore we always recommend a new check should be submitted for changes in circumstances.
Where can I find out about your pricing?
Our pricing structure is very straightforward and transparent. In almost all cases there's no setup fee and no minimum or maximum requirement for applications submitted.
We operate a clear tiered pricing structure and payment is not required until the disclosure result has been returned from the DBS.
We may be able to offer a reduced price for high volumes of applications. Please contact us where we'll be able to discuss competitive pricing structures to suit your requirements.
Volunteers only? That’s no problem - we offer the same level of support and advice for your business and applicants.
How long will it take to get a DBS disclosure result returned?
The time taken to receive a disclosure result varies from application to application. We aim to check and process all applications submitted to us within 24 hours, however any errors or inaccuracies on the application may mean it takes a little longer to process the application. Once submitted to the DBS the average turnaround is between three and 10 days, however this is not a guarantee and we must advise that once the application has been electronically submitted to the DBS we're unable to influence this processing time.
Should there be delays on the application this is usually as a result of police queries and background searches. Applicants and verifiers can track the progress of the application using our online system and we'll email all involved parties once the certificate is due for dispatch. From this stage the applicant will receive their certificate within seven to 10 days. If the certificate has not been received after 14 days the applicant can request a replacement.
How can I track my applications progress?
The easiest way to track the progress of your application is by logging on to our online system and using the 'track your application' link which will be displayed on your application once it's been electronically uploaded to the DBS.
Alternatively, you can track your application directly through the DBS website. You'll be asked to input your application reference number and your date of birth to validate your search. Your application reference number is 11 digits long will begin with either E or F. It can be found on your online account or by contacting a member of our team.
What if I'm struggling to log on to the system?
If you're having difficulty logging into our system please contact a member of the team who'll be able to assist you with your login issues.
For any other system access or navigation issues please contact a member of the team; we have easy to follow 'how to' guides to help you when submitting applications.
What are your opening hours?
The system is online 24/7 making it easy to access whenever it is convenient for you. Our team can be contacted directly between 8.30am and 5pm Monday to Thursday, and 8.30am and 4.30pm on Friday.
If you need to contact us outside of these hours you can leave a voicemail on our out of hours service and a member of the team will contact you back as soon as possible. Alternatively you can email us directly and we'll endeavour to contact you the next working day.
How can I get in touch with you?
There are various ways to get in touch with us:
• Phone: (01226) 773428
• Email: email@example.com
• Post: PO Box 634, Barnsley, S70 9GG
Has COVID-19 impacted your service?
The DBS have made many amendments to current processes and procedures to ensure businesses are still able to access DBS services and submit application throughout the current pandemic.
Due to most of our applications being processed online we've seen minimal impact to our turnaround times, availability or our ability to be contacted.
For full updates on the COVID-19 situation, guidance and changes to identity document viewing guidance please see the DBS website.