The Disclosure and Barring Service (DBS) provide a criminal record checking service to help businesses make safe recruitment decisions.
Guarantee: All countersigned applications are submitted to the DBS the same day that we receive them.
When an employer requests a DBS application for an individual, there are up to 3 Aaron's Department stages and 5 further stages it can go through once it has passed our exhaustive checks and been signed off by our countersignatories.
So you can have a better understanding of what actually goes on after you hit send, below are the steps outlined and explained.
Each application is automatically checked by our system for any errors, omissions or mistakes which have been made on the form.
This bespoke system was developed by our own in-house software developers and spots 95% of errors. We don't stop there though - some things need a human touch.
Our experts then review every single application, to double-check the information is correct. It doesn't matter whether it's a Basic, Standard or Enhanced DBS, they are all checked carefully.
Some errors can only be spotted by a sharp eye and experience. Any errors found by our experts or electronic system, are then where possible, immediately rectified or if this is not possible the application is returned for clarification or further information to the user.
One final check is made over the DBS application by one of our Countersignatories.
Once they are satisfied everything is in order, the application is signed, approved, and sent off to the Disclosure and Barring Service.
Question: Why do Aaron's Department check a DBS application so carefully when the DBS do it anyway?
Answer: The DBS is a government body, they make their own rules. If you submit an application with an error they will reject it, but they will not usually return your money and you will need to start a fresh application. The team at Aaron's Department take great pride in the fact that we rarely have applications rejected for error.
Note: We now guarantee we will catch every error, and if we don't and your application gets rejected, we will give you your money back from our own funds.
The DBS will also check for errors and omissions, but as we take the utmost care in our checking process, they are very unlikely to find any. If a mistake is found, the form will be either rejected or further information will be requested, and we will be in contact with you regarding any changes.
The key data from the application is then compared against the details from the Police National Computer for any matches.
In some cases, the DBS may also query information if the user has not declared some information on their DBS check, which the DBS can verify at this stage. Basic DBS checks would be completed at this point and move to Stage 5 for printing. Standard and Enhanced would continue the checking process.
The children's and/or adults barred lists will be searched if applicable for the user’s role (working with vulnerable adults or children). This will bring up any information that may prevent the individual from engaging in regulated, or unsupervised activity with vulnerable adults or children.
A Standard DBS check is not eligible for this stage, as it is for those who are involved in regulated activity with vulnerable adults or children. Standard DBS checks skip this part and go straight to Stage 4 of the checking process.
If a Standard or Enhanced DBS check is requested, the application is sent securely, (electronically) to the local police for an additional check.
This check often takes the longest in the process. If a user has had different addresses, then the individual police forces in those areas will also have to do a check. However, the police are given 60 days to complete their searches. Until these 60 days have passed, we are not allowed to chase up the request or request that the DBS check be prioritised. If it is the case that 60 days pass, our team at Aaron's Department will immediately chase up to ensure the application is made a priority.
**Please note that it is only 60 days after the application has reached stage 4 that it can be chased up.
Once all the information has been checked and completed, the DBS certificate is ready for printing. Any information is collected and a final check is done before the DBS certificate is printed. Once the certificate has been printed (done so under highly secure procedures and sealed), it is then posted out to the user, not the employer.
Only the user can reveal the information contained on the DBS certificate to the employer. However, we as the Registered Body can see the summary results of a DBS check. This will let you know whether the certificate is clear. By doing this, you’ll be able to get your employees into work quicker whilst still being able to make an informed decision. You can read more about the DBS guidelines set out for employers by clicking here.
And that’s all there is to it!
When you submit a DBS application with Aaron's Department, you’ll be kept up-to-date with every stage of the application thanks to our system's email updates. As well as this, our error-proofing system, on top of our DBS experts, will ensure any errors are discovered and changed before they can cause a major issue.
We can only see errors such as the wrong DBS being requested, obvious spelling mistakes, as well as omissions and gaps in dates etc. Mistakes such as applying for the wrong person, or giving misinformation about the job role can only be correctly inputted and checked by you. Of course, we will always do our best to double-check any information that you may have unknowingly entered incorrectly.
If you want to get in touch with one of our customer care experts, they're available every weekday between 9am and 5pm on 0113 877 0171 and will be more than happy to answer any questions you may have.