How to obtain DBS checks for sensitive sites

What is a DBS Check?

A Disclosure and Barring Service (DBS) check is a formal record of a person's criminal convictions and cautions. For tradespeople, it serves as proof to clients that you and your staff are safe and trustworthy to work in environments with children or vulnerable adults. Many organisations, especially in the public sector, will not allow contractors on-site without a valid, recent DBS certificate.

Which Type of DBS Check Do You Need?

There are three main levels of DBS check. The type of work you do and the environment you work in will determine which one you need. For working in schools or with vulnerable adults, you will almost certainly need an Enhanced Check.

• Basic DBS Check: This is the lowest level and shows any 'unspent' convictions and conditional cautions. Anyone can apply for a basic check for themselves online via the GOV.UK website.
• Standard DBS Check: This shows both spent and unspent convictions, cautions, reprimands, and final warnings. This is for specific roles, such as security guards. You cannot apply for this yourself; an employer or registered body must do it for you.
• Enhanced DBS Check: This provides the same information as a Standard check, but also includes any additional information held by local police that is considered relevant to the role. This is the level required for anyone working with children or vulnerable adults (e.g., in schools, hospitals, or care homes).
• Enhanced DBS Check with Barred Lists: This is the highest level of check and confirms whether you are on the official lists of people barred from working with children or vulnerable adults.

How to Apply for a Standard or Enhanced DBS Check

As a self-employed individual or small business owner, you cannot apply for a Standard or Enhanced DBS check directly. You must use a registered third-party organisation, often called an 'Umbrella Body' or 'Responsible Organisation'.

1. Find an Umbrella Body: The government provides a list of approved organisations on the GOV.UK website. Search for one that processes checks for self-employed people in your trade.
2. Complete the Application: The umbrella body will provide you with the application form and guidance. You will need to provide personal details, including your address history for the last five years.
3. Prove Your Identity: You will need to provide original copies of documents to verify your identity, such as a valid passport, driving licence, and recent utility bills or bank statements. The umbrella body will tell you exactly what is required.
4. Pay the Fee: You will need to pay for the check itself and an administration fee to the umbrella body. Costs vary, so it's worth checking prices with a few different providers.
5. Receive Your Certificate: Once the check is complete, the official certificate is posted directly to you. You can then show this to your client as proof.

Top Tips for Managing DBS Checks

Join the DBS Update Service
For an annual fee of £13, you can register your DBS certificate with the online Update Service. This keeps your certificate up-to-date and allows you or a potential client (with your permission) to check it online instantly. This is highly recommended, as it saves you the time and expense of applying for a new check for every new contract. You must register within 30 days of your certificate being issued.

Factor in the Costs
Remember to include the cost of DBS checks for yourself and any staff in your business overheads or project pricing. A typical Enhanced check can cost between £40 and £70, including the admin fee.

Checks for Staff
If you employ staff who will also be working on sensitive sites, you are responsible for ensuring they have the correct level of DBS check. You can use the same umbrella body to process their applications.