We make it easier for people to apply for their staff’s DBS checks for organisations. Directly connected to the UK Government’s gateway, our online system ensures organisations and employers receive fast results, allowing staff into employment faster.
When Should Organisations Apply for a DBS Check?
A DBS check should be applied for when employing staff for high-risk roles, or when their criminal history could affect their ability to do the job at hand. They should be done as part of the hiring process, and then periodically, to ensure that no employee has a criminal record or other histories that could prevent them from performing their duties.
What Kind of DBS Check Should I Request for my Employees?
The disclosure level will be different depending on the job role the candidate is being hired for.
The different types are:
(with, or without, a Barred Lists check)
Choosing the correct disclosure for the job role a candidate that is applying for a job can be confusing, so we’re happy to help advise you when deciding which DBS check to request.
That’s why we have created a DBS Eligibility Guide to help you choose the correct check for your organisation and employee, but if you’re still unsure, you can give us a call on +44 113 877 0171.
You can also find more information on the three different DBS checks further down this page.
How Organisations Benefit From Our Online DBS Service
Basic DBS Check for Organisations
A Basic Disclosure is available to anyone who currently lives, works, or is planning to work in England or Wales. This type of DBS check reveals whether an applicant/employee has any unspent convictions or conditional cautions. A conviction is deemed spent after a period of time has elapsed, and factors in other things such as the age of the person, the severity and nature of the offence, as well as the length of the sentence received. Organisations must request a Basic Disclosure through a responsible organisation (Umbrella Body) such as Aaron’s Department.
Standard DBS Check For Organisations
For an organisation to apply for a Standard DBS check, the employer or business needs to be eligible to ask an exempted question to the candidate.
To be eligible, a potential or current employee must be undertaking a role listed in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. In addition to listing job positions, this act also lists certain eligible professions, licences and activities.
A Standard DBS Check lists any spent an/or unspent convictions, cautions, final warnings or reprimands the applicant has. Unlike the Basic DBS check, only an organisation can request a Standard Disclosure, and must use an Umbrella Service such as Aaron’s Department.
Enhanced DBS Check For Organisations
An Enhanced DBS check online can only be requested by an employer if they’re eligible to ask an exempted question.
To be eligible to do this, they need to make sure the role or duty the applicant will be doing is listed in the Rehabilitation of Offenders Act 1974 or the Police Act 1997.
For some specific job roles, (where the employee will have close and regular contact with vulnerable adults and/or children), they will also need to be checked against the Children’s Barred List and/or the Adults’ Barred List by law.
They list any spent and/ or unspent convictions, cautions, warnings or reprimands the applicant has. It also includes any details held by the applicant’s local police force that it deems relevant.
Only organisations can request this type of disclosure for an employee, and must use an Umbrella Service such as Aaron’s Department.
What is an Exempted Question?
As mentioned earlier, for an organisation to request a Standard or basic DBS check, they must be eligible to ask an exempted question. It is against the law for any organisation to request or obtain information about an individual’s spent cautions or convictions if they cannot legally ask for the job role.
The Exceptions Order to the Rehabilitation of Offenders Act (ROA) 1974 defines an exempted question as a valid request for any individual to reveal their full criminal history (including spent convictions).
Is it Difficult to Apply for a DBS Checks for Organisations?
No, not when you use our online DBS application system!
Usually, it would be easy to make mistakes that cause a delay or even the cancellation of an application by the Disclosure and Barring Service. However, our DBS system is designed to highlight potential errors whilst you fill out the application, so you can amend it there and then. On top of this, our experienced countersignatories also check and ensure the correct disclosure type has been selected for every single application, further reducing delays.
Paper applications have the disadvantage that if a mistake is made whilst filling out the application, it can result in the form being returned for corrections, which would significantly delay an application. Using Aaron’s Department Online system, our automatic checking system will prevent this from happening, helping return your application faster.
Our experienced team is happy to advise organisations with any information regarding the checking procedure.
Every DBS application we receive before 4 pm is fast-tracked and processed the same day.
Some Things Organisations Need to Know About DBS Checks
Do Organisations Need the Applicant’s Permission to Perform a DBS Check on Them?
As stated in the Disclosure and Barring Service Consent Policy, the applicant’s consent must be freely given, specific and informed, so as an organisation, you need to have the applicant’s permission to perform a DBS check on them.
Consent must be given by a statement or clear affirmative action, and be as easy to withdraw as it is to give. Any individual/candidate needs to be told that they have the right to withdraw consent and how to do so.
Once the consent of the applicant has been received, they will need to complete an online (or paper) application form, and provide a combination of ID documents to prove their identity.
Does an Organisation Need to Use an Umbrella Body to Process DBS Checks?
Organisations cannot directly request a DBS check for their employees, so must use the services of a Registered Umbrella Body, such as Aaron’s Department for a Standard and Enhanced checks online.
For Basic DBS checks, they would need to use a responsible organisation such as Aaron’s Department. (A Responsible Organisation (RO) is an organisation registered with the DBS that submit Basic checks through a web service.)
Whether acting as a Registered Umbrella Body or as an RO, Aaron’s Department is an intermediary between the organisation and the Disclosure and Barring Service.
Once each application is submitted by an organisation, it is then reviewed by one of our countersignatories to check and complete the application, declare that the position is eligible for the requested DBS check, before sending it to the Disclosure and Barring Service.
Benefits from Using Our Online DBS Check Service
Organisations that use our online DBS application service benefit from our inbuilt error checking, user-friendly interface and fast service. They also benefit from our expert team, whose knowledge and eye for detail help save time, with errors being quickly identified and amended before being sent off.
Once the certificate has been printed and delivered to the applicant, we comply with the DBS Code of Practice when disposing of any data.
Our DBS fees are clear and fair with no hidden fees, starting as low as £3.11. We don’t charge an expensive sign-up or annual fee, and we also offer free credit for organisations that pay in advance.
Are DBS Certificates Transferable Between Organisations?
DBS certificates are only transferable for the same role or workforce and providing you have done an update service check.
Note: According to Section 124 of the Police Act 1997, the certificate information is to only be passed to those who are authorised to receive it during their duties. The UK Government maintains a record of all those to who certificates or certificate information has been revealed, and to share the information to anyone not entitled to receive it is considered a criminal offence.
DBS Update Service
The DBS check update service helps organisations easily check their applicant’s certificates online, and carry out status checks, with the individual’s consent.
To view the online certificate, an organisation just needs the 12-digit DBS certificate reference number, the applicant’s name and date of birth.
You can read about this service, on our dedicated page.
How Long Does a DBS Check Take?
There is one answer for how long a DBS will take because of a range of factors. These can include the number of addresses lived at or a larger amount of previous surnames.
You can read more about how long they take on our dedicated page.