What Is a DBS Check and Why Does It Matter?
The Disclosure and Barring Service (DBS) is the government body responsible for processing criminal record checks in England and Wales. Scotland has its own system (Disclosure Scotland with PVG scheme), and Northern Ireland uses AccessNI. For simplicity, this guide focuses on the DBS system, but the principles apply across all UK nations.
A DBS check searches police records, barred lists, and other relevant databases to identify individuals who may pose a risk to children or vulnerable adults. For children's activity providers, having appropriate DBS checks in place for all staff and volunteers is both a legal requirement and a fundamental safeguarding measure.
Getting DBS checks wrong can have serious consequences: operating without proper checks can void your insurance, breach your governing body's requirements, and in some circumstances constitute a criminal offence.
The Three Levels of DBS Check
Basic DBS Check
The simplest level. It shows only unspent convictions under the Rehabilitation of Offenders Act 1974. Anyone can apply for a basic check on themselves, and it costs approximately GBP 18.
When it is appropriate: For administrative staff, receptionists, or others who do not have regular direct contact with children. It is rarely sufficient for anyone involved in teaching, coaching, or supervising children.
Standard DBS Check
Shows both spent and unspent convictions, cautions, reprimands, and final warnings held on the Police National Computer. Costs approximately GBP 18. Must be applied for through a registered body (your governing body, an umbrella organisation, or an employer).
When it is appropriate: For roles that involve some contact with children but do not meet the threshold for regulated activity. In practice, most activity providers should go directly to enhanced level.
Enhanced DBS Check with Barred List
This is the check you need for anyone in regulated activity with children. It includes everything in the standard check plus:
- A check of the children's barred list (the list of individuals banned from working with children)
- Any relevant police intelligence that the chief officer of police considers appropriate to disclose
This costs approximately GBP 38 and must be applied for through a registered body.
When it is required: For coaches, instructors, class assistants, and regular volunteers who have unsupervised contact with children. This is the level that applies to virtually everyone who teaches, coaches, or supervises children in an activity setting.
What Counts as Regulated Activity?
Regulated activity with children is defined in the Safeguarding Vulnerable Groups Act 2006 (as amended). In practical terms for activity providers, a person is in regulated activity if they:
- Teach, train, instruct, or supervise children on a regular basis (once a week or more, or on four or more days in a 30-day period)
- Have unsupervised contact with children during these activities
A one-off guest coach at a holiday camp may not meet the threshold, but any regular instructor, assistant, or volunteer almost certainly does. When in doubt, apply for the enhanced check with barred list. The cost difference is minimal and the protection it provides is significant.
How to Apply for DBS Checks
Through Your Governing Body
Most national governing bodies for sport and activity (Swim England, British Gymnastics, the FA, British Gymnastics, RAD, etc.) are registered bodies with the DBS and can process checks for their members. This is often the simplest route and may be included in your membership fee or available at a reduced rate.
Through an Umbrella Body
If your governing body does not offer DBS processing, or you need checks for staff who are not members of a governing body, you can use an umbrella body. These are organisations registered with the DBS specifically to process checks on behalf of smaller organisations. Examples include GBG Online Disclosures, Atlantic Data, and uCheck.
Direct Application
For basic checks only, individuals can apply directly through the DBS website. Enhanced checks cannot be self-applied for; they must go through a registered or umbrella body.
The DBS Update Service
The DBS Update Service is one of the most useful and underused tools available to activity providers. For GBP 13 per year (paid by the individual), it allows:
- Instant online status checks by employers, so you can verify a DBS certificate is still current without waiting for a new check
- Portability between roles: a DBS check registered on the Update Service can be accepted by multiple employers
- Continuous monitoring: if new information comes to light about an individual, their status on the Update Service will change
Important: The individual must register for the Update Service within 30 days of their DBS certificate being issued. After that window, a new check is needed before they can register.
We strongly recommend that all staff and regular volunteers join the Update Service. It saves you the cost and delay of processing new checks when staff join from other organisations, and it provides ongoing assurance between formal renewals.
How Often Should Checks Be Renewed?
DBS certificates do not expire. They are accurate on the day they are issued and there is no legal requirement to renew them at any specific interval. However:
- Most governing bodies recommend or require renewal every three years
- Many insurance providers require checks to be no older than three years
- If you use the Update Service, you can check an individual's status at any time without a full renewal, which effectively provides continuous monitoring
Best practice is to renew every three years and use the Update Service for ongoing monitoring between renewals.
Common DBS Mistakes Activity Providers Make
- Only checking the lead instructor: Every person in regulated activity needs their own check. This includes assistants, regular volunteers, and anyone else with regular, unsupervised access to children.
- Accepting photocopies: You should see the original DBS certificate. A photocopy can be altered. If the individual is on the Update Service, you can verify online instantly.
- Not checking when hiring from another organisation: A DBS check from a previous employer does not automatically transfer (unless it is on the Update Service and the level is appropriate for the new role).
- Keeping copies of certificates: Under DBS code of practice, you should record the certificate number, date of issue, and the level of check, but you should not keep a copy of the certificate itself. Record the information, then return the certificate to the individual.
- Assuming a clear check means someone is safe: A DBS check only shows recorded information. It does not guarantee that someone has never behaved inappropriately. DBS checks are one part of safer recruitment, not the whole of it. Always combine checks with references, interviews, and ongoing supervision.
Managing DBS Records for Your Team
Keep a central register of all DBS checks for your organisation. This should include:
- Name of the individual
- Role
- DBS certificate number
- Date of issue
- Level of check (basic, standard, enhanced, enhanced with barred list)
- Whether registered on the Update Service (and date of last status check)
- Renewal due date
AMES includes staff management features that allow you to record and track DBS information, set renewal reminders, and maintain a central compliance record so nothing falls through the cracks.
Actionable Takeaways
- Audit your team today: Confirm that every person in regulated activity has an enhanced DBS check with barred list. If anyone is missing or overdue, begin the application process immediately.
- Enrol everyone on the DBS Update Service. The GBP 13 annual cost is trivial compared to the convenience and ongoing assurance it provides.
- Create a central DBS register if you do not have one. Record certificate numbers, dates, and renewal due dates for every team member.
- Set calendar reminders for renewals at the three-year mark. Do not wait until a governing body audit or an insurance renewal to discover an expired check.
