Frequently Asked DBS Check Questions

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Everything You Need To Know

What is the cost of a DBS Check?

When applying for a DBS Check through an Umbrella Body, the total cost typically consists of two parts. The first part is the mandatory fee charged by the Disclosure and Barring Service itself. This fee is fixed per application, regardless of how many checks you process annually. The cost is £21.50 for a Basic or Standard DBS Check, and £49.50 for an Enhanced Check, whether or not it includes checks against the Adults’ and/or Children’s Barred Lists.

The second part of the cost is an administrative fee charged by the Umbrella Body for handling the application. This fee can vary depending on the number of applications being processed. For example, CRBonline’s admin fees begin at £4.00 per application.

What are the types of DBS Check available?

DBS checks are available at three main levels: Basic, Standard, and Enhanced. Employers need to assess the particular tasks and responsibilities of a role to determine which level of check is suitable. Doing so supports the creation of a safe and trustworthy environment for both the organisation and those it serves.

How much time does a DBS Check take?

Most DBS checks are processed within 48 hours, although the timeframe can vary depending on the level of check.

Basic checks are typically returned very quickly, often within a few hours.

Standard checks are usually completed within 24 to 48 hours, and it’s uncommon for them to take longer than five working days.

Enhanced checks are referred to local police forces, which can lead to longer processing times. While some are returned the same day, they generally take longer than Basic or Standard checks. However, the majority of Enhanced checks are completed within ten working days.

What does a DBS Check check for?

A DBS (Disclosure and Barring Service) check provides details about an individual’s criminal record, supporting employers in making informed and safer hiring choices. The extent of the information shared varies depending on the level of check requested, whether it is Basic, Standard, Enhanced, or Enhanced with Barred Lists.

Can I pay extra for a fast track DBS Check?

No fast track service is available for DBS checks. The Disclosure and Barring Service handles all applications using the same standard process.

Once an application has been submitted to the Disclosure and Barring Service, neither CRBonline nor any other Umbrella Body can influence how quickly it is completed. However, what can be done is to ensure that the process runs as efficiently as possible. CRBonline supports this by offering a user-friendly platform that helps reduce applicant mistakes and makes the application process clear and straightforward.

Which identification documents are required for a DBS Check Application

DBS checks require applicants to present identification documents to an authorised ID checker within the client organisation. The specific combination of documents needed depends on what the applicant has available, but they must be current and valid. The exact requirements are set by the Disclosure and Barring Service to ensure proper verification of identity.

You can find out the latest requirements here:

https://www.gov.uk/government/publications/dbs-identity-checking-guidelines

What is fastest way to obtain a DBS Check?

For Standard DBS Check, or Enhanced DBS Check: use a DBS Umbrella Company like CRBonline, which provides a modern platform and online e-bulk DBS Checks: Register for Free Organisation Account Here

For Basic DBS: apply directly to Disclosure and Barring Service

How do I get a Standard or Enhanced DBS Check for my Employees\Volunteers?

If your organisation needs to carry out DBS checks, the first step is to register with us. Use the button below to Get a free DBS Platform account

Once registered, you will receive client login details to access our portal, typically within one working day. From there, you can begin adding the individuals who require DBS checks.

Each individual will receive their own applicant login, which they use to access the portal and complete their part of the DBS application. Once they’ve submitted their section, you’ll be notified so you can log in to the client area, complete the ID verification, and select the appropriate type of DBS check. The completed application is then submitted electronically to the Disclosure and Barring Service.

After the DBS has processed the application, the applicant will receive a physical certificate by post. An electronic snapshot of the DBS certificate will be available to you within a day of the certificate being printed.

The entire process is clearly laid out, and the tracking information is easy to navigate and understand.

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How do I get a Basic DBS Check?

While Standard and Enhanced DBS checks have specific eligibility requirements, anyone can apply for a Basic DBS check for themselves.

Unlike the other types, Basic DBS checks can be requested directly by individuals or organisations through the Disclosure and Barring Service. There’s no need to involve a third party or pay any extra fees. The only cost is the official £21.50 DBS fee. If you’re being asked to pay more, it means an admin fee is being added, something you can easily avoid. To apply for a Basic DBS check, you can begin here: https://www.gov.uk/request-copy-criminal-record

Just make sure that a Basic check is what you need. If a Standard or Enhanced DBS check is required, then you’ll typically need to go through an Umbrella Body like CRBonline, or your organisation must be registered directly with the Disclosure and Barring Service.

What type of DBS Check do I need?

If a role involves direct, unsupervised contact with vulnerable individuals, such as children, older adults, or people with disabilities, or includes regulated activities, an Enhanced DBS check will likely be required, possibly with a check of the relevant Barred Lists.

For positions that don’t involve working with vulnerable groups but do carry a high level of trust or responsibility, such as roles in finance, law, or security, a Standard DBS check is usually appropriate.

In cases where the role does not include working with vulnerable individuals or handling sensitive responsibilities, a Basic DBS check is often enough.

Eligibility for Standard and Enhanced checks is set out in legislation, including the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not every role qualifies for these checks, and it is essential that employers use the official GOV.UK eligibility tool to determine the correct level. Requesting a higher-level check without proper justification can be unlawful.

The Disclosure and Barring Service offers detailed guidance and an online tool to help confirm eligibility.

The DBS provide detailed eligibility guidance here.

They also provide an eligibility tool.

Can I get a Volunteer DBS Check for free?

Yes, the Disclosure and Barring Service waives the fee for Standard and Enhanced DBS checks when they are carried out for volunteers. If someone is working in an unpaid volunteer role that qualifies for a DBS check, you can submit the application as a volunteer check by making the appropriate declarations during the process.

While the DBS does not charge for these checks, there is still an administrative fee applied by CRBonline. This means the overall cost is significantly reduced, although the admin fee remains the same whether the application is for a volunteer or a paid employee.

It’s important to note that the definition of a volunteer is quite specific. Roles that are part of a work placement, internship, or trial position are not classified as volunteer positions by the Disclosure and Barring Service. However, CRBonline’s platform clearly outlines the necessary conditions and guides users through the declaration process to help ensure the role meets the official criteria for a volunteer check.

How long is a DBS Check valid for?

A DBS check does not have a set expiry date, it reflects a snapshot of an individual’s criminal record as of the date it was issued.

The certificate shows information that was accurate at the time of the check, but it won’t update to include any new convictions, cautions, or other relevant details that may occur after that date. For this reason, employers should always consider the issue date of a DBS certificate when deciding whether a new check is necessary.

In many industries, especially those involving vulnerable groups or sensitive responsibilities, it is common practice, or sometimes a regulatory requirement, to renew DBS checks regularly. A typical renewal period is every three years, although some roles may call for checks every year or two, depending on the nature of the work and organisational policy.

What is the difference between a CRB Check and a DBS Check?

A CRB check is the older name for what is now known as a DBS check. CRB stood for Criminal Records Bureau, the organisation responsible for carrying out criminal record checks before the Disclosure and Barring Service was created. In 2012, the CRB merged with the Independent Safeguarding Authority to form the DBS.

Since then, CRB checks have been replaced by DBS checks. The function remains largely the same, to provide information about an individual’s criminal record to help employers make safer hiring choices, but the DBS introduced additional features such as barred list checks and the Update Service. So, while the terminology has changed, the core purpose is the same. References to CRB checks in older documents are essentially talking about what we now call DBS checks.

Put simply, DBS is the modern name for CRB. A Standard CRB is now called a Standard DBS, and an Enhanced CRB is now referred to as an Enhanced DBS.

Despite the change, many people still use the term CRB check informally, and even some of the Disclosure and Barring Service’s own infrastructure still uses the older name. For example, the DBS external tracking system is accessed through a web address that still contains “crbonline.” However, all criminal record checks are now processed through the DBS. Employers should understand this shift, and while old CRB certificates may still exist, they are outdated and should be viewed the same way as older DBS certificates.

What is the DBS e-bulk platform?

E-Bulk was introduced by the Disclosure and Barring Service to make the application process faster and more efficient.

This system allows for two-way data transfer, meaning application results and tracking information are sent directly to CRBonline and are typically available within two to three hours. CRBonline adopted the e-Bulk system because it eliminated the need for paper forms and provided users with a faster, more streamlined experience. When applications are submitted through CRBonline, they are transmitted to the Disclosure and Barring Service within minutes, helping to speed up the overall process.

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What is the Children's Barred List?

The Children’s Barred List is a confidential register maintained by the Disclosure and Barring Service, containing the names of individuals who are legally prohibited from working with children.

It is important to note that a person can appear on this list even if they have no criminal record. Being barred from working with children is a legal restriction and inclusion on the list does not require a criminal conviction.

An Enhanced DBS check may or may not include a check against the Children’s Barred List, depending on whether the role qualifies for it. For example, if someone is working exclusively with adults, the position would not be eligible for a check against the Children’s Barred List.

There is no difference in cost between an Enhanced DBS check that includes a Barred List check and one that does not.

What is the Adults' Barred List?

The Adults’ Barred List is a confidential register maintained by the Disclosure and Barring Service that contains the names of individuals who are legally banned from carrying out Regulated Activity with vulnerable adults.

Regulated Activity in relation to adults is specifically defined and includes tasks such as providing personal care or managing someone’s finances. A full guide outlining what qualifies as Regulated Activity can be found here: 

A person can be included on the Adults’ Barred List without having a criminal record. Being barred is a legal restriction and does not require a criminal conviction.

An Enhanced DBS check may include a check against the Adults’ Barred List, but only if the role qualifies. If the position does not fall under Regulated Activity—for example, a cleaner working in a care home—the role would not be eligible for this type of barred list check.

There is no difference in cost between an Enhanced DBS check with or without a check against the Adults’ Barred List.

What is an Adult First Check, and is it the same as an Adults' Barred List check?

An Adults’ Barred List Check, and an Adult First Check are related but not the same thing.

An Adults’ Barred List Check is an optional element of an Enhanced DBS Check which means the check includes cross referencing to see whether an applicant is on the Adults’ Barred List. Being on the Adults’ Barred List prevents an individual from legally performing Regulated Activity work with Adults. Example of Regulated Activity are tasks like healthcare tasks, personal care or handling money.

Some roles will be eligible for an Enhanced DBS Check, and some are eligible for an Enhanced DBS Check with Adults’ Barred List. For example, a receptionist in a care home is eligible for an Enhanced DBS Check, but because they are not performing Regulated Activities, then they cannot have an Adults’ Barred List check included. A care assistant in the same location, responsible for providing personal care, would need an Enhanced DBS Check with Adults’ Barred List, as they are undertaking Regulated Activity.

An Adult First Check, is a rapid check that is taken against the Adults’ Barred List. It can only be submitted with or whilst an Enhanced DBS Check with Adults’ Barred List is in process. The Employer will get an email, usually within 72 hours, advising whether the individual is not on the list, or whether to wait for the complete certificate. The latter doesn’t mean they definitely are on the list.

An Enhanced DBS Check, and an Enhanced DBS Check with Adults’ Barred List has the same cost. An Adult First Check, is optional and has an additional cost.

Unfortunately there is no rapid service to check the Children’s Barred List.

How do I track DBS Check applications?

Both employers and applicants can easily access full tracking details for a DBS application by logging into our platform. The system clearly shows each stage of the process. Once the application reaches the DBS, there is a dedicated button that links directly to the Disclosure and Barring Service’s official tracking system for further updates.

Can anyone get a DBS Check?

Anyone can have a Basic DBS Check, but a Standard DBS Check or Enhanced DBS Checks are only available to eligible roles.

Eligibility for Standard or Enhanced checks is determined by legislation, primarily the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles qualify. Employers must use the official GOV.UK eligibility tool to confirm the correct level – requesting a higher-level check than allowed can be unlawful.

They provide an eligibility tool.

The DBS also provide detailed eligibility guidance here.

What is a Home-Based Position?

A Home-Based position refers to a role where the DBS check applicant carries out regulated activity within their own home.

For instance, a music teacher who teaches children at the teacher’s own residence would be considered to hold a Home-Based position.

In contrast, a home care worker providing personal care to a vulnerable adult in that adult’s home is not classed as Home-Based for DBS purposes.

Home-Based positions are subject to additional checks by local police, so it is essential that only roles which genuinely meet the criteria are marked as such.

There is no difference in cost between an Enhanced DBS check for a Home-Based role and one for a non-Home-Based role.

What is a DBS Umbrella body?

A DBS Umbrella Body is an organisation officially registered to access the DBS checks service and submit applications on behalf of other employers or organisations.

CRBonline is a long-established DBS Umbrella Body.

Umbrella bodies serve as intermediaries between employers and the Disclosure and Barring Service. This is especially useful because most companies and charities do not register directly with the DBS, as direct registration is typically only practical for organisations handling thousands of checks each year. Instead, these employers can rely on a DBS umbrella provider, which manages key tasks such as supplying the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

What is the DBS Update Service?

The DBS Update Service is a subscription-based option offered by the Disclosure and Barring Service that allows both individuals and employers to keep DBS checks current and verify their status online. This service turns a one-time DBS certificate into a record that can be kept up to date over time.

After receiving a Standard or Enhanced DBS certificate, an individual can subscribe to the Update Service for £16 per year. This must be done either within 30 days of the certificate being issued or during the application process using the form reference number.

Once enrolled, the certificate can remain active and be reused for different roles, as long as those positions require the same level of check and apply to the same workforce group, such as working with children or vulnerable adults. The subscription must be renewed annually to keep the service active.

With the individual’s permission, employers can perform a free online check to see whether the certificate’s status has changed. The system will return one of two results:

“This Certificate is up to date” means no new information has been added.

“Certificate needs to be renewed” or “Contact DBS” suggests that there may be changes or new information, and a fresh DBS check might be required.

The online check is completed using the certificate number, along with the individual’s name and date of birth, with their consent.

You can find more information here

Can someone begin work before their DBS is complete?

Whether an employee can start work before a DBS check is complete depends on the organisation’s internal policies. Some may allow individuals to begin under supervision while waiting for the check to be finalised.

For roles involving regulated activity with children or certain vulnerable adults, a Barred List check is required. It is illegal for anyone on these lists to carry out such work, so in these cases, it is very unlikely that employment can begin before confirming the individual is not barred.

For adult-related regulated roles, there is a process called an Adult First Check, which offers a rapid indication of whether someone appears on the Adults’ Barred List. You can refer to the FAQs for more details on how this works.

Can a DBS Check Certificate be used for multiple jobs?

The Disclosure and Barring Service does not set any rules about whether a DBS check is transferable between employers. It is up to each organisation to decide whether they will accept a DBS certificate obtained elsewhere.

In practice, most organisations choose not to accept certificates from other employers, as there is no way to guarantee the information provided during the original application was accurate or relevant to the new role.

When is the right time to begin the DBS application process for a new employee?

Delays from the Disclosure and Barring Service in issuing a DBS certificate can be frustrating, especially if it prevents a new employee from starting as planned, or if they decide to accept another role while waiting.

At the same time, DBS checks are non-refundable. If you apply too early and the candidate ends up not taking the job, the money spent on the check is lost.

Choosing the right point in the recruitment and onboarding process to submit a DBS application means weighing these two risks carefully.

CRBonline helps with this by only charging when the DBS check is ready to be submitted. There is no cost for applications that are prepared but not yet submitted. You can start early by registering the applicant, having them fill in their part of the form, completing the ID check, and selecting the type of DBS required. Then you can hold off and submit the application when the timing is right, committing the payment only at that stage.

Do Employers or Employees pay for DBS Checks?

There are no set rules about who is responsible for paying for DBS checks when it comes to employment. Each employer decides whether they will cover the cost themselves or ask the employee to pay.

CRBonline offers a feature that allows employers to assign the cost of the DBS check directly to the applicant. This means the applicant can pay through their own platform login, removing the need for the employer to pay upfront and then recover the cost later.

What are 'filtered' cautions and convictions?

Filtering is the method used to decide which criminal records are shown on Standard and Enhanced DBS checks. Certain older or minor offences are excluded from the certificate and are known as ‘protected’ offences.

There is, however, a set list of ‘specified offences’ that are always disclosed, unless they involve a youth caution. These typically include serious crimes such as violent or sexual offences, or those that impact the safeguarding of children or vulnerable adults.

Any conviction that resulted in a custodial sentence, even if it was suspended, will always be shown on a Standard or Enhanced DBS certificate.

Most youth cautions, warnings, and reprimands are no longer automatically included on these checks. The exception is Youth Conditional Cautions, which may still be disclosed.

Do I need to view an original DBS certificate, or is a copy enough?

As an employer, you should view the original DBS certificate provided by the applicant. Photocopies, scanned images, or digital files are not considered valid, as they can be easily altered. The original certificate includes built-in security features such as watermarks and special paper, which can only be confirmed in person.

For organisations using CRBonline, an electronic snapshot of the DBS certificate is also provided. A snapshot obtained directly from the platform can be trusted. If this shows that the check is clear, the organisation may decide that viewing the physical certificate is unnecessary. However, if the snapshot indicates that the certificate is not clear, it is important to review the original document in full.

What details should employers review on a DBS check certificate?

When reviewing a DBS certificate, employers should pay close attention to any disclosed information. This includes any cautions or convictions, considering the nature of the offence, how long ago it took place, and whether it has any relevance to the role in question.

For Enhanced DBS certificates, there may also be police intelligence included, which can contain information shared by local police based on investigations or concerns that may not have resulted in a conviction.

Details about whether the person is barred from working with children or vulnerable adults will also be shown where applicable.

Employers should have a clear policy in place for assessing DBS results and are advised to seek legal advice if they are unsure how to interpret or act on any disclosures.

Do I need the Applicant’s consent for a DBS check?

Yes, a person’s knowledge and consent are required before a DBS check can be carried out.

You cannot request a DBS check on someone without their awareness and involvement. The process requires personal information such as full name history, date of birth, address history, and official identification, so the applicant must actively participate.

The DBS issues the certificate directly to the individual, not the employer. This ensures the person sees the results first and maintains control over who can view it. If an employer wishes to review the certificate, the individual must choose to share it with them.

Does a DBS Check cover foreign criminal records?

No, a DBS check only includes criminal record information from UK sources and does not automatically cover offences committed in other countries. It checks records from England and Wales and includes relevant data from Scotland and Northern Ireland held on the UK-wide Police National Computer, but it does not access international criminal databases.

As a result, if someone has lived or worked abroad, any offences committed outside the UK usually will not appear on their DBS certificate. This can leave a gap in background information for employers. In such cases, it is recommended to request an overseas criminal record check, often called a Certificate of Good Conduct, from the relevant country.

Most countries have a system for issuing police clearance or criminal record certificates to both current and former residents. The UK government provides guidance on how to obtain these for different countries.

If a candidate has spent a significant amount of time overseas, it’s important for employers to be aware of this limitation and take appropriate steps to gather any additional background information needed.

Can I DBS check all my staff even if not legally required?

You’re allowed to request Basic DBS Checks for any employees or staff as part of your organisation’s policy, since Basic DBS Checks are available for all job roles and purposes.

Many employers choose to carry out Basic DBS Checks for positions that don’t qualify for Standard DBS Checks or Enhanced DBS checks but still involve a level of responsibility—such as roles dealing with finances or sensitive information. While not legally required, it provides insight into any recent unspent convictions.

However, Standard DBS Checks and Enhanced DBS Checks can’t be requested for just any role. These higher-level checks are legally restricted and can only be used for positions that meet specific eligibility requirements (such as those involving work with children, vulnerable adults, or certain regulated activities).

Requesting a Standard DBS Check or Enhanced DBS check for a role that doesn’t qualify is not allowed. So, for positions that fall outside those legal categories, a Basic DBS check is the only permissible option if you want to carry out background screening.

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