UPDATES 28th May 2013

THE DBS HAS RELEASED THE FOLLOWING VERY IMPORTANT INFORMATION. PLEASE READ NOW.

IT IS CRUCIAL THAT YOU READ ALL THE FOLLOWING SECTIONS OF THIS EMAIL.

  1. UPDATE SERVICE – starting June 17th 2013
  2. IMPORTANT NEW ‘POSITION APPLIED’ FOR INFORMATION REQUIRED ON APPLICATION FORM,
  3. DISCLOSURES WILL ONLY BE SENT TO THE APPLICANT – APPLICANT ONLY DBS CERTIFICATE - starting June 17th 2013
  4. CHECKS ON OVERSEAS APPLICANTS – checks from their country of origin
  5. OVERSEAS APPLICANT ADDRESSES – a new way of filling in the form

1)UPDATE SERVICE DATE OF STARTING 17th JUNE 2013

From 17th June 2013, you can access the new Update Service to carry out Status checks on an individual’s DBS Certificate and you may never need to apply for another one again.

What is the DBS Update Service?

If the applicant pays a small annual subscription of just £13, they can have their DBS Certificate kept up-to-date and take it with them from role to role, within the same workforce (see below), where the same type and level of check is required. It is not obligatory but they can join by going to and following the instructions for registration.

Next time you recruit someone and need to get them DBS checked – why not ask if they are a member of the Update Service. If they are, you can with their permission, use their current DBS Certificate and carry out a free, instant online check to see if any new information has come to light since its issue.

How to do an update service check on an applicant.

When your organisation decides to carry out an online Status check of a DBS Certificate:

  • You must have seen the original DBS Certificate to:
  • check that it is the same level as your required level e.g. Standard, Enhanced, and Enhanced with a Children’s/Adults’/both Barred list check; and
  • see what, if any, information has been revealed about the applicant and consider this as part of your recruitment process.
  • Satisfy yourself through robust ID checks that the person being checked is the same person as that named on the actual DBS Certificate. This will involve having sight of original ID (ideally photo ID documents) e.g. passport, driving licence, etc.
  • You can then carry out the Status check. (See end of email - How to make a Status check- for more details or go to

How do you access the Update Service?

If you are entitled to carry out a Status check, after viewing the original DBS Certificate, you will be able carry out a Status check at

You will need to enter the name of your organisation, your forename and surname and then the following details of the DBS Certificate being checked:

  • DBS Certificate number
  • current surname of the DBS Certificate holder - as specified on their DBS Certificate
  • date of birth of the DBS Certificate holder - as recorded on the DBS Certificate

2)POSITION APPLIED FOR

Due to changes in Government legislation, you will need to complete Section X 61 on the back page of the application form differently.

YOU NEED TO FAMILIARISE YOURSELF WITH THIS NOW

SECTION X61 will have to be completed as below to ensure that any DBS certificates issued, after the Update Service starts on the 17th June 2013, can continue to be used by the applicant. In the new Update Service the DBS certificate can be taken with them from job to job within the relevant workforce(s). The police will now use this broader definition of “workforce” to assess the relevance of any information they may consider for release.

The Position Applied for field (X61) will be extended to include both lines of 30 characters each. Registered Bodies must complete this field as follows, failure to complete the field correctly may delay the application as the DBS will need to contact you for further information; it may also prevent the applicant from using their DBS Certificate for future employment or volunteering purposes:

X61 Line 1: Write in one of the following form of words to indicate the relevant workforce(s) i.e.

  • Child Workforce - use this for any position that involves working/volunteering with children.
  • Adult Workforce - use this for any position that involves working/volunteering with adults
  • Child and Adult Workforce - use this for any position that does involve working/volunteering with both Children and Adults.
  • Other Workforce - use this for any position that does not involve working/volunteering with Children or Adults eg. security guard.

X61 Line 2: Enter a description of the ‘Position Applied For’ up to 30 characters.

3)APPLICANT ONLY DBS CERTIFICATES DATE OF STARTING 17th June 2013

The DBS has decided to no longer issue a copy of the applicant’s Disclosure Certificate to the organisation requesting the Disclosure. You now need to start thinking about the changes you may need to make to your recruitment processes and procedures, as you will soon need to ask the applicant to see their DBS certificate. We are working on a system of being able to tell you when the applicant has had their Certificate dispatched to them. You will also be able to monitor the progress by going on to the DBS website and tracking the application at You will then need the Form Reference number (which is on the application form you send us, top right hand corner and starting with F00………) and DOB of the applicant.

DBS Certificates

The DBS will no longer automatically issue a copy of the applicant’s DBS Certificate to the Registered Body who countersigned the DBS application form. You will need to ask the applicant for sight of their DBS Certificate.

You will be entitled to ask the DBS for a copy of the applicant’s DBS Certificate if all of the following conditions apply:

  • The individual is subscribed to the Update Service; and
  • The employer has carried out a Status check which revealed a change to the DBS Certificate; and as a result
  • The individual has applied for a new DBS check as the result of a change to an existing DBS Certificate; and
  • The DBS issued the new DBS Certificate to the applicant more than 28 days ago; and
  • The applicant has not shown the employer their new DBS Certificate.

If the individual has disputed the new DBS Certificate the DBS will not consider issuing a copy to the Registered Body until 28 days after the dispute is resolved.

If the individual has disputed the new DBS Certificate, and the dispute is 'not upheld', the Registered Body must wait until 28 days after the dispute resolution date before requesting a reprint. This is to give the applicant time to show the DBS Certificate to the Registered Body /employer.

4)CHECKS ON OVERSEAS APPLICANTS

When an applicant is from overseas an employer can ask them to obtain a criminal records check, or “Certificate of Good Conduct”, from their country of origin. In some cases, It may also be possible for employers to obtain this check through the relevant embassy in the UK. The applicant must give their permission.

5)OVERSEAS ADDRESSES

Some applicants have an overseas address as their primary address in Section B, lines 32-37 (current address) and use the temporary UK addresses as other addresses in Section C, lines 38-44 etc. . From now on applicants must have a c/o “care of” UK address in the Current Address Section B, lines 32-37. If the applicant agrees, the care of address could be that of the Organisation requesting the check and potential employer. So fill in the field like this.

Section B line 32: Should have” c/o” or ”care of” in front of the first line of the address

Section B line 37: “at address since” should be THE DATE THE FORM IS COMPLETED

Section C: Other addresses should be the current overseas address

Section C line 43 “to “ date should be the same as line 37

How to make a Status check

Step 1

  • Are you entitled to a DBS check of the level and type as you are going to check the status of?
  • Do you have the individual’s consent to carry out a Status check?
  • If you have answered ‘yes’ to both questions, you can carry out a Status check.
  • If you are unsure go to for guidance on checking your entitlement.

Step 2

  • Go to and search for the DBS Update Service.
  • Enter the name of your organisation.
  • Enter your forename and surname.
  • Enter the details of the DBS Certificate being checked. All of the details requested are mandatory.
  • Enter the DBS Certificate number.
  • Enter the current surname of the DBS Certificate holder (as specified on their DBS Certificate).
  • Enter the date of birth of the DBS Certificate holder (as recorded on the DBS Certificate) in the format DD/MM/YYYY.

Step 3

  • You will be presented with the Legal Declaration.
  • ‘I confirm I have the authority of the individual to which this DBS Certificate number relates to receive up-to-date information (within the meaning of section 116A of the Police Act 1997) in relation to their criminal record DBS Certificate for the purposes of asking an exempted question within the meaning of section 113A of the Police Act 1997; or in relation to their enhanced criminal record DBS Certificate for the purposes of asking an exempted question for a prescribed purpose within the meaning of section 113B of the Police Act 1997.’
  • You must tick the ‘I agree with the legal declaration’ check box to proceed.

Step 4

  • You will be presented with the result of the check which you can print out and then store it safely and securely in line with the DBS Code of Practice. For more information go to

Interpreting Status check results

You will get one of the following results:

This DBS Certificate did not reveal any information and remains current as no further information has been identified since its issue.

This means

  • The DBS Certificate when issued was blank i.e. it did not reveal any information about the person; and
  • No new information has been found since its issue and can therefore be accepted as being still current and valid.

This DBS Certificate remains current as no further information has been identified since its issue.

This means

  • The DBS Certificate revealed information about the person; and
  • No new information has been found since its issue and can therefore be accepted as being still current and valid.

This DBS Certificate is no longer current. Please apply for a new DBS check to get the most up-to-date information.

This means

  • New information has come to light since the DBS Certificate was issued and you will need to apply for a new DBS check to see this new information.

The details entered do not match those held on our system. Please check and try again

This means either:

  • The individual has not subscribed to the Update Service; or
  • The DBS Certificate has been removed from the Update Service; or
  • You have not entered the correct information.

PLEASE MAKE SURE WE HAVE YOUR CURRENT EMAIL ADDRESSES AS THERE WILL BE MANY CHANGES THIS YEAR AND WE WANT TO KEEP YOU WELL INFORMED

Wrighton Education Services

43B Mason Street

London

SE17 1HF

Tel: 020 7564 0480

Fax: 020 7564 1623

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