Create a DBS Check Account for Your Organisation: A Comprehensive Guide

Creating a DBS check account for your organization is a crucial step towards ensuring the safety and security of vulnerable groups. Whether you are a non-profit, educational institution, healthcare provider, or any other organization that works with children or vulnerable adults, having the ability to conduct DBS checks is essential. This article will provide you with the necessary information, significance, and steps to set up a DBS check account, along with answers to frequently asked questions.

Significance of DBS Checks

DBS checks are designed to help employers make safer recruitment decisions by identifying candidates who may be unsuitable for certain roles, especially those involving contact with vulnerable groups. The checks can reveal past criminal convictions, cautions, reprimands, and warnings, ensuring that only individuals with a clean record or those whose past offenses are deemed non-threatening are employed in sensitive positions.

Steps to Create a DBS Check Account

1. Register Your Organisation:
   • Visit the DBS website and navigate to the section for registering an organization.
   • Complete the online registration form with your organization’s details, including the type of business, contact information, and the primary contact person.
   • Pay the registration fee, which varies depending on the type and size of the organization.
2. Set Up the Account:
   • Once registered, you will receive an email with instructions to set up your online DBS account.
   • Follow the link provided to create a username and password.
   • Log in to your account and complete any additional setup requirements, such as verifying your email address.
3. Nominate Countersignatories:
   • Identify and nominate one or more countersignatories within your organization. These individuals will be responsible for verifying the identity of applicants and countersigning DBS applications.
   • Provide the countersignatories’ details to the DBS, and ensure they complete any required training or vetting procedures.
4. Start Processing Applications:
   • Once your account is set up and countersignatories are in place, you can begin processing DBS check applications.
   • Use the online portal to submit applications for new employees or volunteers.
   • Track the progress of each application through your online account and receive notifications when checks are complete.

Important Facts

• Types of DBS Checks: There are three levels of DBS checks – Basic, Standard, and Enhanced. The level required depends on the role and responsibilities of the position being filled.
• Portability: The DBS Update Service allows individuals to keep their DBS certificates up to date and transferable across different roles and organizations. This service is beneficial for both employers and employees.
• Validity: While DBS checks do not have an official expiration date, it is best practice to renew checks every three years or as required by your organization’s policies.

Frequently Asked Questions (FAQs)

1. Why does my organization need a DBS check account?

Having a DBS check account ensures that you can conduct necessary background checks on potential employees or volunteers, maintaining a safe environment for vulnerable individuals.

2. Can I apply for a DBS check on behalf of someone else?

Yes, as an organization, you can apply for DBS checks on behalf of your employees or volunteers. Individuals cannot apply for Standard or Enhanced checks themselves.

3. What information do I need to provide to set up an account?

You will need to provide your organization’s name, type, contact information, and details of the primary contact person. Additionally, you must nominate countersignatories who will handle the application process.

4. How long does it take to set up a DBS check account?

The initial registration process is quick, usually completed online within a few days. However, the entire setup, including training countersignatories, might take a couple of weeks.

5. Is there a fee for setting up a DBS check account?

Yes, there is a registration fee that varies depending on your organization’s size and type. Additional costs are associated with processing individual DBS checks.

6. How often should DBS checks be renewed?

While DBS checks do not expire, it is advisable to renew them every three years or as required by your organization’s policies to ensure continued compliance and safety.

7. What happens if an applicant has a criminal record?

If an applicant’s DBS check reveals a criminal record, it does not automatically disqualify them from the role. It is up to the employer to assess the relevance and seriousness of the offenses and make an informed decision.

Conclusion

Creating a DBS check account for your organization is a critical step in ensuring the safety and integrity of your workforce. By following the outlined steps, you can efficiently set up your account and begin processing DBS checks, thus safeguarding vulnerable groups within your care. Understanding the types of checks, the significance of maintaining up-to-date records, and addressing common concerns will help you manage this process effectively and responsibly.