Disclosure and Barring Service (DBS) applications and guidance
You may be asked to complete a DBS check because:
- You are applying to work (paid or unpaid) with children and/or vulnerable adults within the Diocese of Chelmsford and you have completed the previous stages of the Safer Recruitment process (including the Confidential/Self Declaration), OR
- You need to renew your DBS check because your previous DBS certificate is due to expire (within the Diocese of Chelmsford DBS checks should be renewed every 5 years), OR
- As a PCC member you are a Trustee of a Charity that works with children and/or vulnerable adults
An enhanced level DBS certificate contains details of all spent and unspent convictions, cautions, reprimands and final warnings from the Police National Computer (PNC) which have not been filtered in line with legislation and a check of information held by police forces.
Our SAFEGUARDING PRIVACY STATEMENT should be made available to the applicant before they submit their personal details for a DBS check (UK Criminal Record Check) and/or Overseas Criminal Record Check or online Status Check. It explains what information we record and how we use it.
Our DBS Eligibility Flowcharts will help you to determine what level of DBS check (if any) the applicant is eligible for.
Paper DBS Applications
If you do not have an email address or access to a computer you will need to obtain a paper DBS application form, and guidance, from your PSR (Parish Safeguarding Representative). The contact details for your PSR should be listed on the A3 safeguarding poster on your Church notice board.
If your parish still has any remaining stocks of the old-style CRB paper applications with form reference numbers commencing F00 please shred them as they will no longer be accepted. Only DBS paper applications with form reference numbers commencing F01 will be processed.
If you are a PSR and need to order some more paper DBS application forms for your parish please email your request to firstname.lastname@example.org or call 01245 294438.
Since June 2013 the DBS have ceased sending copies of applicant's DBS certificates to the Registered Bodies. If the applicant has completed a paper DBS application form they MUST show their DBS certificate to their PSR (Parish Safeguarding Representative) to be checked and recorded before they can begin their role.
For more information about the changes to the DBS please visit their website: www.gov.uk/government/organisations/disclosure-and-barring-service
Please Note that The Diocese of Chelmsford will cease to process paper DBS application forms from December 2018. From then on all DBS applications MUST be processed online only. Any paper DBS application forms recieved into the Safeguarding office after the 30th November will be destroyed.
For all enquires relating to paper DBS applications please call the Safeguarding Team on 01245 294438 or email email@example.com.
Online DBS Applications
Please be patient whilst we continue to upload new guidance to the website. Please accept our apologies for any inconvenience caused at this time. In the meantime please call the Safeguarding Team on 01245 294438 or email firstname.lastname@example.org.
From 27th April 2018 this service will be provided by the Churches Child Protection Advisory Service (CCPAS). CCPAS has been working with churches since 1977 and is the only independent Christian charity providing professional advice, training, support and resources in all areas of safeguarding children and adults at risk of harm. You can find out more about CCPAS via their website - www.ccpas.co.uk.
- It is a CCPAS requirement to appoint a person(s) within the parish to organise and manage online DBS applications. CCPAS call these people 'Recruiters'. The role of the Recruiter is one of trust and requires a high degree of honesty and integrity. The Recruiter will be privy to highly confidential and potentially sensitive information and we do therefore require that the role is filled by someone with the highest principles.
- The 'Lead Recruiter' will be the main point of contact between CCPAS and the parish. Currently these people are often called ‘DBS Administrators’ or ‘DBS Clerk’. In many parishes this is part of their PSR's (Parish Safeguarding Representative's) role. If any of the information stated on an online DBS application is incorrect this can be amended by the Lead Recruiter (with the applicant’s consent). A Lead Recruiter can amend any part of the application up until it has been countersigned by CCPAS. The Lead Recruiter is the only person that can complete section Y on the applications, approve and send the applications to CCPAS, track applications and monitor results.
- In addition to the Lead Recruiter, it is advisable that there is at least one other Recruiter appointed within the parish to handle online DBS applications. This is so that CCPAS always have a point of contact if the Lead Recruiter is unavailable; or if they or a relative of theirs needs an online DBS check. The 'Additional Recruiter' can verify the applicant’s ID – BUT they CANNOT amend the applicant’s application, they CANNOT complete/approve the process and send the application to CCPAS and they CANNOT track applications and monitor results.
- Unfortunately, because an email address forms part of the Recruiter's secure login details, it can only be used once. This means that, for security reasons, the Lead Recruiter and the Additional Recruiter are not able to use the same, safeguarding, email address.
- This email address could be a church email address e.g. email@example.com but, for security reasons, it should NOT be a shared email address OR an email address which is associated with employment/voluntary work outside of their church role e.g. firstname.lastname@example.org
The form must be signed as indicated by the Recruiter(s) AND the Incumbent/ PIC or Chair / Acting Chair of the PCC in a vacancy to confirm the appointment.
To register your Parish and your Recruiter(s) the Electronic DBS Recruiter Registration Form will need to be completed and returned to email@example.com (scanned copies) or Safeguarding Team, Diocesan Office, 53 New Street, Chelmsford, ESSEX CM1 1AT.
- The Recruiter sends an invite email to the online DBS applicant. The email template will be in the guidance given to you by CCPAS. The email should include:
- The link to the CCPAS website https://disclosure.capitarvs.co.uk/ccpas
- The Organisation Reference number and the Organisation Passcode
- The Position Applied For. The Recruiter should provide them with this information and it must reflect their eligibility for the check. (i.e. How they are working with children and /or adults).
- Using the information in the email sent to them the applicant will now be able to login and enter in their personal details.
- Once the applicant has completed their online DBS application form. They will now need to contact the Recruiter to inform them that their application is complete and to arrange for the Recruiter to check their identity documents*.
- The Recruiter will check the applicant's evidence of identity from original documentation and add this information to the online DBS application.
- The Lead Recruiter will amend any incorrect information on the online DBS Application form (with the applicant’s consent), complete section Y, approve and electronicaly send the application to CCPAS.
- CCPAS also check the online DBS application before it is countersigned by them and forwarded to the DBS for processing.
Please click on the links below to see CCPAS's short, easy to follow video tutorials. These give instructions on how to complete different parts of the online DBS process:
- Procedure for an Applicant to Login
- Procedure for Recruiter Login
- Completing Section Y (Lead Recruiters Only)
- Reports (Lead Recruiters Only)
- Editing an Online Application Form (Lead Recruiters Only)
- Queried Online Applications (Lead Recruiters Only)
Detailed advice on this procedure is contained in the CCPAS E-Bulk Guides for Recruiters and Applicants:
- Filling in your DBS application online
- Recruiters Guide to online DBS applications
- Online DBS Applications training for Recruiters
*In line with the DBS code of practice all applicants requiring a DBS check must have their identity verified. If you are unable to provide your ID in person ask your Recruiter about getting your identity document copies certified at the Post Office. Please note that not all Post Branches can provide this service. To find the nearest branch that offers the service, use the Branch Finder. There is a cash fee of £10.50 for this service which the DST cannot reimburse.
Frequently Asked DBS Application Questions:
Expired DBS Certificates
DBS certificates remain valid for a maximum of five years within the Church of England. If the applicant is still in a role that requires a DBS check they must complete a new DBS check BEFORE the expiry of each five year period. This applies to the issue date of the DBS Certificate and not the commencement date of any particular role that an individual might undertake or move to within this period. It is the individual’s responsibility to make sure that they complete their new DBS check BEFORE their current DBS certificate expires. Should there be a delay in obtaining their new DBS check, they are no longer approved by the Church to act (page 10 section 3.3 in the Church of England, Practice Guidance: Safer Recruitment document). We would recommend that the applicant asks their appropriate Recruiter about starting their new DBS application 3 months before their current DBS certificate is due to expire to ensure that this doesn't happen.
The DBS Update Service
What is the benefit of using the DBS Update Service?
You can have your DBS Certificate kept up-to-date electronically and take it with you from role to role, within the same workforce*, where the same type and level of check is required. This means that you will not need a new DBS check every time your job title changes – but you will need a new DBS if the workforce changes. This allows you to reuse your DBS certificate when applying for similar jobs.
*On the DBS application form you will have selected ‘Child Workforce’, ‘Adult Workforce’ or ‘Child and Adult Workforce’ in section X61, Line 1.
How does the DBS Update Service work?
If an individual subscribes to the DBS Update Service their employer can go online, with their consent, and carry out a free, instant check to find out if the information released on the DBS certificate is current and up-to-date.
Is there an additional cost?
Joining the service is an individual decision but we are highly recommending it for volunteers as it is free. Paid workers would need to pay a yearly subscription fee of £13.00 at their own cost.
How do I subscribe to the DBS Update Service?
Subscription to the DBS Update Service is NOT automatic – but you can join at the same time you apply for a DBS check or within 30 days of the date of issue printed on your Certificate.
I am a PSR (Parish Safeguarding Representative). What do I do if someone shows me a DBS certificate processed by a different organisation but they have subscribed to the DBS Update Service?
- You will still need to check the original DBS certificate to make sure that it is legitimate and that the level of check processed is adequate for their role in your parish.
- You also need to check if there are any offences/convictions listed because when we perform an Online Status Check it will only tell us if there is any NEW information.
- You then need to email us with the applicant's name, date of birth and 12 digit disclosure number so that we can perform an online status check. We will then email the results to you for your parish records.
Here are some useful links to the DBS website about the Update Service:
Overseas applicants and UK applicants who lived abroad
If you are a foreign national, or UK national who has lived abroad within the last 5 years, the Lead Recruiter at your parish will ask you for an Overseas Criminal Record Check and/or Letter of Good Conduct for your time spent abroad. You should contact the embassy or High Commission of the country in question.
We can process online Overseas Criminal Record Checks for most countries but there is an additional cost that either the PCC or yourself would need to cover. The cost differs depending on the country so please send us an enquiry.
If your Overseas Criminal Record Check or Letter of Good Conduct needs translating you will need to obtain a certified translation. The embassy of the country concerned should be able to recommend an approved translator.
The DBS website has some more information about this that might help you:
- Who can apply, how to apply and contact details for criminal record checks overseas: https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants
- Foreign embassies in the UK: https://www.gov.uk/government/publications/foreign-embassies-in-the-uk
For more information please contact Laura Tyler
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