Do You Need a DBS Check for Each Organisation?

Are you applying for multiple roles with over one employer at the same time? You could be asking yourself if every placement requires its own DBS (Disclosure and Barring Service) check. A lot of people worry about this, mainly in healthcare, education and social care. Let’s try to break it down step by step.

What Is a DBS Check?

A DBS check is carried out to check someone’s background. It helps identify whether an applicant has been active in crime. It implies that children and older people are looked after better.

DBS checks come in three different types:

• Basic: Contains information about unspent criminal convictions or cautions with conditions.
• Standard: Your record includes items like spent and unspent convictions, cautions, reprimands and warnings.
• Enhanced: All of the above, along with any details the local police possess.

When Do You Need a DBS Check?

It is common to have a DBS check when working with vulnerable persons. Such roles may involve you:

• Classrooms and early childhood settings
• Hospitals and care homes
• Participating in activities that help vulnerable people

Some organisations insist on a DBS check for all employees, regardless of whether it is required by law. 

Does Each Organisation Need a New Check?

To respond quickly, most of the time they do. 

An employer will only require a DBS check for their staff. Just because someone has done a job at one company doesn’t mean they can transfer those skills to another company for the same job. 

That is because the risk level can be different depending on where you are. So, while both a care home and a school might need to do enhanced DBS checks, everything else in their situations is quite different. 

But there are some special circumstances.

When You Might Not Need a New DBS Check

You may not have to get a new check under the following scenarios:

• You’re working on the same project with a different organisation.
• A background check you completed within the past 5 years is orderly and appropriate.
• Your details are included in the DBS Update Service.
  

 The DBS Update Service can only be accessed via online subscription. If you become part of it, your DBS certificate will always be up-to-date. It is quick and economical for employers to check it online. 

The new company will only employ you with your current certificate if they agree. You might have customers asking for another fresh one.

Why DBS Checks Aren’t Always Reusable

Asking for separate checks helps employers for several main reasons as follows: 

• Every organisation has established their own safeguarding policy.
• They should comply with all the rules set by their industry or insurer.
• How vulnerable groups are reached may depend on the case.
  

In addition, this process is part of the general procedure for employee background checks, where every individual is properly considered for their fitting role and organisation.

What If You Work with Multiple Organisations?

Things can be confusing if you work as a freelancer or hold several part-time roles.

Organisations may opt for their own DBS check. The only way out is the Update Service, which allows multiple organisations to look at the same person’s DBS record—providing that 

• It’s set at the right level (either Standard or Enhanced).
• Child and adult roles use identical descriptions of the job.

How Long Does a DBS Certificate Last?

DBS checks do not expire under the law. Most employers see that they are acceptable for up to three years and, in some cases, even one year, depending on the job.

Even if the certificate appears real, the employer could still insist that you have a new one to keep track of your latest information.

Can Volunteers Apply the Same Check to Paid Jobs?

No.

You can’t use a DBS check for paid work if it was done for volunteering. Each of these positions is handled differently by the law. If you’re working for pay, you’ll need to use a new check for the job.

What Should You Do?

• It’s important to check with every employer their policy regarding DBS checks.
• If you tend to change jobs regularly, it’s a good idea to join the DBS Update Service.
• Retain the documents and numbers that show your DBS is up to date.

A DBS check is usually required for every organisation you need to work with. Even if the roles seem to be the same, every set needs something different. If your job changes often, make use of the DBS Update Service for greater convenience.

Guest writer