DBS Update Service Employer presentation

1. DBS Update ServiceEmployer presentation www.gov.uk/dbs October 2013 Version 3.2

2. Introduction This presentation will help you understand and get the most out of the Update Service. What information is included? • background to the Update Service • other changes coming in at the same time • who could benefit and how • reusing a DBS Certificate • how applicants subscribe • using the Status Checking facility • next steps 2

3. Find more help online At www.gov.uk/dbs • employer guidance including: • frequently asked questions • quick guides: • how to carry out Status Checks • the Status Check results • how to do multiple Status Checks • employer and applicant YouTube videos • downloadable posters

4. Update ServiceBackground to the Update Service 4

5. The background What customers wanted • transferrable checks • quicker checks The government’s commitment To make criminal record checks more proportionate and give the public greater control over their information.

6. The background Keeping our key principles • providing a proportionate balance between upholding civil liberties and safeguarding vulnerable groups • rebalancing the role of the employer and the state recognising that disclosure and barring are one part of the wider recruitment process • trusting employers to make rounded decisions about who they employ – checking references and ongoing management • reducing bureaucracy and delivering quicker and transferable checks and less costly services

7. The background The DBS presents the Update Service Applicants can subscribe to the Update Service with a new application or Certificate. The Update Service will then keep their Certificate up-to-date. Reusing a Certificate Once subscribed the individual can then take their Certificate with them from role to role where the same level and type of check are required. How much will it cost? There will be a £13 annual subscription fee. It is free for volunteers.

8. The background What is a Status Check? With the individual’s permission, you can go online for a free and instant check to find out whether the individual’s Certificate is still up-to-date. How to make a Status Check You will enter your name and your organisation together with the applicant’s name, date of birth and DBS Certificate number. You do not have to register or subscribe to carry out a Status Check.

9. Update ServiceOther changes coming in at the same time 9

10. Other changes coming in at the same time Applicant-only certificates The DBS will issue Certificates to the applicant only, putting them in control of their own data. Certificate reprints If you applied for a new Certificate as a result of a Status Check which showed a change in status, and the individual has not shown their new Certificate to you within 28 days of its issue, you can then request a copy of it from the DBS. 10

11. Other changes coming in at the same time X61: ‘Position Applied For’ field on the application form At the same time as the Update Service was introduced the DBS began using a new relevancy test when releasing non-conviction information about the individual. It is now based on the type of workforce and no the longer actual job role. This change means that DBS Certificates can be taken from role to role within the same workforce – working with children or adults, both or other. To accommodate this change you must use both lines - which total 60 characters - in the Position Applied For field (X61) on the application form. 11

12. Other changes coming in at the same time • Registered Bodies must now complete this field as follows, failure to complete the field correctly may result in the form being rejected, it may also prevent the applicant from using their DBS Certificate for future employment or volunteering purposes: • X61 Line 1: Write one of the following form of words to indicate the relevant workforce(s): • Child Workforce • Adult Workforce • Child and Adult Workforce • Other Workforce • ‘Other Workforce’ must be written if the person is not working with children or adults. • X61 Line 2: Enter as you do now a description for the ‘Position Applied For’ up to 30 characters.

13. Update ServiceWho could benefit and how 13

14. Who could benefit and how • 4.2 million DBS checks done last year – how many people could benefit? • The 12%of those who applied for more than one DBS check last year. That’s 500,000 people paying about £88 per year for DBS checks. • The40%of those who were rechecked by their employers. That’s 2.1million people paying about £44 per year for DBS checks. • You will also benefit from the free online Status Checks rather than making a new application each time you need to check an individual.

15. Who could benefit and how You can work out the maths for how each sector will benefit.

16. Who could benefit and how Depending upon how many DBS checks you do, this could save you time and money over the years. • no more paper forms to complete • instant online results • less bureaucracy • easy to incorporate into your processes • speeds up the recruitment process • enhances safeguarding processes and may help to reduce your risks 16

17. Who could benefit and how Saving you money Rechecks As a hospital administrator I request approximately 1,000 rechecks for staff on an annual basis. This meant submitting fresh applications at significant cost to the business. Status Checks I will be able to carry out free and instant online checks saving about £44,000 in application fees!

18. Who could benefit and how Saving you time Rechecks Our admin team submits a lot of applications for new employees for our care homes. The recruitment process takes a while and we have to wait for the Certificate to be returned before we appoint them. Status Checks If they had subscribed the Update Service, we could have carried out an instant online check, meaning we could get them in post much quicker!

19. Who could benefit and how So encourage people to subscribe to the Update Service! Next time you recruit or recheck someone, you can start to benefit if you ask them to subscribe to the Update Service. Where possible give them their application form reference so they can subscribe sooner. 19

20. Update ServiceReusing a DBS Certificate 20

21. Reusing a DBS Certificate A primary school teacher has an Enhanced check with a Children’s Barred List check for the Children’s Workforce. Which other jobs can she use it for? Teacher Youth group leader Child sports coach Faith group leader

22. Reusing a DBS Certificate An adult care worker has an Enhanced check with an Adults Barred List check for the Adults’ Workforce. Which other jobs can he use it for? Adult social worker Adult respite nurse Driver for adult care services Adult personal carer

23. Reusing a DBS Certificate A hospital doctor has an Enhanced check with Adults and Children's Barred List checks for the Children’s and Adults’ Workforce. Which other jobs can she use it for? Locum general practitioner Psychiatrist Physiotherapist

24. DBS Update Service How applicants subscribe 24

25. How applicants subscribe • Option one: • subscribe online when they apply for a DBS check • we must receive their form within 28 days of subscribing • their Certificate will automatically attach to their subscription when it is issued RoleAccountant

26. How applicants subscribe Option 2: If an applicant didn’t subscribe at the same time as applying for their DBS check, or they applied on a Welsh application form they can still subscribe within14 days of the date of issue of the resulting DBS Certificate. RoleAccountant

27. How applicants subscribe Some limitations apply • Welsh applicants can only subscribe with their Certificate • manual DBS Certificates cannot be used in the Update Service • applicants can’t subscribe with a Certificate issued before the launch of the Update Service • the Update Service will only check for updates based on the individual for whom the check was carried out – not the home address where the work is being undertaken or any other individuals employed or living at that address 27

28. DBS Update Service Using the Status Checking facility 28

29. Using the Status Checking facility With the applicant’s permission, you can use their current DBS Certificate and carry out a free, online check to see if any new information has come to light since its issue.

30. Using the Status Checking facility

31. Using the Status Checking facility What causes the status of a Certificate to change? For all DBS certificates • new convictions, cautions, reprimands or warnings; or • any amendment or change to a current conviction, caution, warning or reprimand. For Enhanced DBS Certificates • any new, relevant police information. For Enhanced Certificates with a Barred List check(s) • if the person becomes barred for that list(s) checked on the Enhanced Certificate. If the status of a Certificate changes it is no longer up-to-date.

32. Using the Status Checking facility Frequency of updates When a DBS Certificate is in the Update Service the DBS will keep it up-to-date by *regularly searching to see if any new information has come to light since its issue. *Regularly means: • Criminal record conviction and barring information will be searched for updates on a weekly basis as this information can change frequently. • Non-conviction information, released on relatively few certificates changes infrequently and will be searched for updates every nine months.

33. Next steps Check your policies and make sure you include the update service and related changes where appropriate. Change your websites, guidance and policies to include information on the Update Service and links to www.gov.uk/dbs-update-service. Downloadthe additional guides and save www.gov.uk/dbs to your favourites. Tell your staff, stakeholders and customers about the Update Service.