DBS FAQs For Employers

DBS FAQs For Employers. This page answers common questions about contracting into our DBS checks service, costs, payment methods, and how long checks typically take.

You’ll also find guidance on managing mistakes on forms, verifying identification, and what to do if a caution or conviction is revealed.

Whether you’re wondering about employing someone before their DBS is complete or need help with form completion, read on for detailed advice to ensure smooth and compliant DBS checks with BAND.

Question	Answer
How do we contract into the DBS service?	To use our DBS service, you will first need to become a member of BAND Ltd. Go to our membership page on the website and use the application form to apply. Our Management Committee will approve membership at their next meeting, and then a member of the DBS team will send a contract and a model policy for you to complete. Once you have become a member and agree to the contractual terms, we will send some DBS forms to get you started. You will have the support of the DBS team at BAND to complete the checks.
What are the costs of a DBS?	Currently, a DBS check for a paid employee is set at £56 and for a volunteer at £18 – these include an admin fee for BAND and £3 VAT.
How do we pay BAND for DBS checks?	We prefer a BACS payment but can discuss other forms of payment if necessary. We can also produce an invoice for you if you need one to enable payments to be made by your organisation.
How old does someone have to be before we can run a DBS check on them?	The minimum age at which someone can be asked to apply for a DBS check is 16 years old.
How do we access support if we have questions about the completion of the forms?	Email DBSchecks@bandltd.org.uk or call the office on 0117 9542128. We also have a drop-in session on the first Thursday of every month from 10am – 12pm at the BAND offices, so you can pop in for a chat face to face (and eat biscuits!).
The applicant has made a mistake on their form – what do we need to do?	If a mistake is made on the form, put a line through it and correct it to the right. Correction fluid must not be used.
What identification do we need to see?	Within the BAND booklet sent to you when you first contracted into the service, there is a document (Appendix J) DBS Guidance – Verifying Identity Documents, which specifies the documents that need to be shown to you. These are also listed in the BAND 1 form (or BAND 2 form if you are a childminder), a copy of which is sent with each DBS application form. If you are still unsure, you can check directly with the DBS service website.
Do I need to sign the DBS application form as the employer?	No, you need to complete and sign the BAND 1 form (or BAND 2 if you are checking a childminder’s ID) along with the applicant to evidence you have seen all relevant documentation and that you have permission to run the DBS check. The DBS team member at BAND will sign the DBS form and send it on to the DBS for processing.
How long do DBS checks take to be processed?	Roughly 6 – 8 weeks.
Can a potential employee or volunteer work with children or vulnerable adults before their DBS check is completed?	This is an organisational decision. Before allowing people within your duty of care access to vulnerable people, consider the following: Are you registered with Ofsted, and does your registration allow you to give unchecked people access to children? Can you safeguard adults and children from harm or allegations of harm? Have you applied all safer recruitment procedures to ensure safety? Have you risk-assessed the situation and are confident you can maintain safety? If you allow unchecked adults to work or volunteer, can you ensure they are supervised, at all times, by an already checked member of staff? You may also access support to discuss safety and organisational needs with the development and support team at BAND, call on 0117 9542128.
What do I need to do if a caution or conviction has been identified on the DBS certificate?	Usually, an applicant has no legal obligation to reveal spent convictions. However, certain areas of employment, including many in the child and youth sector, are exempt under the ROA 1974 (Exceptions) Order 1975, and employers may ask about spent convictions. If a caution or conviction is revealed, you must discuss the context with the applicant. A caution or conviction doesn’t necessarily bar someone from working with children. You may need to complete a risk assessment. BAND can offer support regarding conversations and risk assessments.
Should I take a copy of the certificate when the applicant shows it to me?	No. No copies of DBS certificates should be kept by the employer. Information revealed should only be considered for its intended purpose and destroyed after no longer than six months. It is important to record that the check has been completed, when and take a note of the certificate number. If there is anything on the certificate that leads to an employability decision needing to be made, this also needs to be recorded.