DBS Checks for Contractors in Schools & Hospitals

Q: What is a DBS Umbrella body?

A DBS Umbrella Body (or umbrella company) is an organisation officially registered to access the DBS service and process DBS checks on behalf of other employers or organisations.CRBonline is a well-established DBS Umbrella Body.Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service (DBS). This arrangement benefits most businesses and charities that don’t register directly with the DBS, as direct registration typically only makes sense for organisations processing thousands of checks each year.Instead, these organisations use an umbrella provider to handle administrative tasks such as providing the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

DBS Checks for School & Hospital Contractors

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DBS Checks for visiting Contractors

Contracting where you require a DBS Check

If your business provides onsite services to certain locations where either Children or Vulnerable Adults are, then they might ask you to obtain Standard or Enhanced Checks for your staff.

You could be electricians, or demolition experts, or third party IT support staff, or really one of the many professions that sites like Schools and Hospitals require every day.

Whilst anyone can get a Basic DBS, if your business need Standard or Enhanced DBS Check, then you’ll likely want to use an Umbrella Registered Body like CRBonline.

What Level of DBS Check will I need?

This page is focused on requirements for organisations that are on specific sites, but doing work unrelated to the Children or Vulnerable Adults on that site.

If your organisation is providing Teaching staff, or after school activities etc, then you should review the page that deals specifically with that sector.

You should always ask the destination site what level of DBS they require your staff to have, and how often it should be renewed.

However, these are the most likely scenarios that are covered by the eligibility criteria.

Contractors working where Children are present

If your staff are working on sites where there are Children, then you’ll likely need an Enhanced DBS Check.

Exceptions may be if your staff are definitely only going to be working in holiday period, when no pupils are present, or they are going to be consistently supervised by the site’s own staff.

If your staff are likely to be working more than 3 days in any 30 day period, then they will also be eligible and require Enhanced DBS Check with Children’s Barred List check.

Example sites might be:

Schools
Colleges
Nurseries and Early Years Settings
Youth Clubs and Community Centres
Children’s Hospitals
Children’s Residential Homes

The Children's Barred List Explained

If you are sending staff to a location where there are Children, you’ll almost certainly need an Enhanced DBS Check. Also, depending on how often, and times of day, you might need to have the Children’s Barred List check as well.

You’ll need the Children’s Barred list check if it is likely that:

your staff will be onsite for more than 3 days in any 30 day period
or they are onsite between 2am and 6am where Children are also on site

The Children’s Barred List is an official UK register listing individuals who are legally prohibited from working with children. It plays a crucial role in safeguarding by ensuring that unsuitable persons are prevented from holding positions involving direct contact with children, such as roles in education, nurseries, and childcare settings. Anyone on this list is barred from participating in regulated activities with children.

Individuals are added to the Children’s Barred List following thorough investigations that determine they pose a risk to children, often due to previous misconduct or harmful behaviour. The Disclosure and Barring Service (DBS) oversees the list and carefully assesses evidence before deciding to bar someone, ensuring only those who truly endanger children are restricted from working in education and early years environments where safeguarding is paramount.

When recruiting for roles in education and early years, employers must conduct an Enhanced DBS Check with a Children’s Barred List check. This enhanced screening provides detailed criminal record information alongside a search against the barred list. This allows organisations to verify that candidates are free from disqualifying offences and not barred from regulated activities involving children, helping to maintain safe learning and care environments.

Including the Children’s Barred List check within Enhanced DBS Checks delivers a thorough safeguarding measure, adding an essential layer of protection for children in educational and early years settings. It ensures compliance with the Safeguarding Vulnerable Groups Act and reassures parents, carers, and organisations that only suitable individuals are entrusted with the care of their children.

Contractors working in Care Homes

If your staff are required to work in registered Care Homes, Day Centres, and are likely to be unsupervised, then they are eligible for, and probably will require an Enhanced DBS Check

They won’t be doing ‘regulated activity’ though, so they won’t be eligible for an Adults’ Barred List Check.

Contractors working in Hospitals and Other Healthcare facilities

If your staff are required to work on sites like Hospitals, GP Surgeries, Medical Centres and are likely to be unsupervised, then they are eligible for, and probably will require Standard DBS Check

What if I have staff that will go to both Schools and Hospitals?

If your staff member has a Standard DBS Check already, you won’t be able to use it to cover the requirements to visit a School, as that requires an Enhanced DBS Check.

However, in the reverse situation, an Enhanced DBS Check will cover a Standard DBS Check.

Therefore, if your staff are going to visit sites that require both the Standard and Enhanced DBS Check, you only need obtain an Enhanced DBS Check.

How to get for DBS Checks for Contractors

CRBonline is a sophisticated AI-powered web platform designed to streamline the DBS check process for contractors working on school and hospital sites. The platform automates every stage, offering smart guidance from registration right through to the delivery of results.

Getting Started

After your organisation registers, you will receive secure login credentials. You can then add internal users, such as HR or compliance managers, and assign them the necessary permissions to oversee DBS checks for your contractors.

Starting a DBS Check for Contractors

To initiate a DBS check for a staff member, simply enter their name and email address into the system. The staff member will receive an invitation via email to access their application form.

Once they click the link and set up their password, the Applicant is guided through the application with AI-assisted validation, helping to avoid common mistakes like incorrect National Insurance numbers or incomplete address histories.

ID Verification and Submission

After the Applicant completes their section, you’ll be notified to verify their identification. You confirm the ID documents presented, and the platform’s intelligent validation ensures all legal requirements are met, alerting you when the correct documentation is recorded.

You’ll then be asked to specify:

The required DBS check level (Basic, Standard, or Enhanced)
The Applicant’s job role
Whether a Barred List check is needed
Whether the role is voluntary

The AI system further reduces errors by checking eligibility based on this information.

Payment Options

Once the check details are finalised, payment can be made via:

Pay-as-you-go
Prepaid credit bundles
Delegated billing, where the Applicant receives and pays the invoice directly—ideal for organisations where applicants cover their own DBS check fees.

Submission and Results

After payment or credit allocation, the DBS application is promptly and securely submitted to the Disclosure and Barring Service (DBS). Both your organisation and the Applicant will receive notifications, including a unique reference number and a link to track the status of the check in real time.

Upon completion:

The Applicant receives the official paper DBS certificate by post.
Your organisation receives an electronic summary of the DBS results through the platform.

Throughout the process, the platform’s AI ensures all parties receive timely updates, providing transparency and peace of mind at every stage.

Need to ask a question before registering…?

If you are already a customer, please login and use the regular support channels on the platform

Frequently Asked Questions

Answers to the most popular questions we get about DBS Checks for School, Care Home & Hospital Contractors

How much does a DBS Check cost?

When obtaining a DBS Check through an Umbrella Body, the final cost typically consists of two components.

The first is the fixed fee charged by the Disclosure and Barring Service (DBS). This fee applies per application, regardless of whether you process one check annually or thousands. The current DBS fees are as follows:

Basic DBS Check: £21.50
Standard DBS Check: £21.50
Enhanced DBS Check: £49.50
Enhanced DBS Check with Adults’ and/or Children’s Barred List Check: £49.50

The second component is the administration fee charged by the Umbrella Body for processing the application. This fee often varies depending on the volume of checks being processed. For example, CRBonline’s admin fees start at £4.00 per application.

Can I fast-track or pay for a faster DBS Check?

No, there are no fast-track options available. The Disclosure and Barring Service processes all applications in the same way, with no prioritisation.

Once an application is submitted to the DBS, CRBonline—and indeed all Umbrella DBS providers—have no influence over how quickly the check is completed.

Our role is to make DBS checks as efficient as possible by providing an intuitive, user-friendly platform that minimises applicant errors and ensures the application process is smooth and straightforward.

What is fastest way to get 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

For Basic DBS: apply directly to Disclosure and Barring Service

Can anyone get a DBS Check?

Anyone can apply for a Basic DBS Check, but Standard and Enhanced DBS Checks are only available for roles that meet specific eligibility criteria.

Eligibility for Standard or Enhanced checks is governed by legislation, primarily the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all job roles qualify for these checks. Employers must use the official GOV.UK eligibility tool to determine the appropriate DBS check level, as requesting a higher level than permitted can be unlawful.

They provide an eligibility tool.

The DBS also provide detailed eligibility guidance here.

What is a DBS Umbrella body?

A DBS Umbrella Body (or umbrella company) is an organisation officially registered to access the DBS service and process DBS checks on behalf of other employers or organisations.

CRBonline is a well-established DBS Umbrella Body.

Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service (DBS). This arrangement benefits most businesses and charities that don’t register directly with the DBS, as direct registration typically only makes sense for organisations processing thousands of checks each year.

Instead, these organisations use an umbrella provider to handle administrative tasks such as providing the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

How long does a DBS Check take?

Most DBS Checks are completed within 48 hours, although processing times vary by check type. Basic DBS Checks are usually very fast, often returned within a few hours. Standard DBS Checks typically take no longer than 5 working days, with most completed within 24 to 48 hours.

Enhanced DBS Checks are processed through Local Police Forces. While some can be returned on the same day, they generally take longer than Basic or Standard checks. On average, the majority of Enhanced Checks are completed within 10 working days.

Which identification documents are needed for an DBS Check Application

DBS Checks require applicants to present identification documents to a nominated ID checker within the client organisation. Depending on the documents provided, a specific combination of current and valid ID is required, as set out by the Disclosure and Barring Service. You can find the latest identification requirements and acceptable documents here:

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

How long is a DBS check valid?

A DBS check does not have a formal expiry date. It provides a snapshot of an individual’s record as of the issue date.

The information disclosed is accurate only up to that point. Unlike a passport, a DBS certificate doesn’t expire; however, any new convictions or cautions occurring after the certificate’s issue date will not be shown. Employers should always check the issue date on a DBS certificate and assess whether a new check is necessary based on its age.

In many sectors, regularly renewing DBS checks is considered best practice and may be mandated by regulatory bodies. While a common renewal interval is every three years, some organisations require fresh checks annually or every two years for roles involving higher safeguarding risks

How do I track a DBS Check application?

All tracking information for a DBS application is readily accessible to both employers and applicants through our platform.

You can easily monitor the application’s progress at every stage. Once the application reaches the Disclosure and Barring Service, a dedicated button provides direct access to the DBS’s official tracking system for real-time updates.