Getting a DBS (Disclosure and Barring Service) application right the first time can save you enormous amounts of time and effort. Whether you are an individual or an organisation arranging DBS checks for your staff, understanding how the process works is vital. In this in-depth guide, we will cover absolutely everything, so your application is stress-free end to end.
What is a DBS Application?
By looking up a person’s criminal history, a DBS application assists employers and organisations in making safer hiring decisions. It is necessary for jobs that involve working with vulnerable adults and children.
The DBS application is where the applicant’s information (the person who is having the DBS check done on them) enters their personal information, such as name, address history, and birth information. Once complete, the application is then checked and sent to the DBS, who will process the DBS check and certificate.
Go to the GOV.UK DBS information page for more information.
Filling Out Your DBS Application Form
When filling out the DBS application, the information on the applicant needs to be entered. This includes basic information such as your current names, previous names, address history, and birth information.
Accurately filling out your DBS application form is essential to avoid delays and rejections. Inaccurate personal information or omitted address history are frequent errors. Before submitting, always check again.
If any incorrect information is sent to the DBS, they will reject the application without refund. There are some rarer cases where a mistake is made on the application and the DBS do not notice. If this happens, you must inform the DBS immediately – the certificate is considered inaccurate, and therefore invalid. In this case, a new DBS application must be submitted.
Our user-friendly online platform at Employment Tools by Aaron’s Department walks organisations and applicants through every step, pointing out possible mistakes and helping ensure accuracy the first time.
How to Track Your DBS Application
Where Can I Find My DBS Application Reference Number?
When your application is sent off to the DBS, a reference number with be provided. This number is crucial for monitoring the status of your application, and is needed for any queries, so keep it secure! The reference number always begins with an “E” and is followed by a series of numbers.
If using Employment Tools by Aaron’s Department, you can find your reference number in these places:
- In the email sent to applicants confirming the DBS have their application
- In the Applicant account (once the application has been sent to the DBS)
- In the Employers DBS account, where they can see a list of all their applicants and reference numbers.
How Do I Check the Status of My DBS Application?
You can easily track your DBS application’s status online through the official DBS Tracking Service.
If using Employment Tools by Aaron’s Department, you will be kept up to date with email notifications, as well as being able to see the status by logging into your account.
How Long Does a DBS Application Take?
A Basic DBS check typically takes around a day or less, whilst Standard DBS checks usually take around 48 hours, if not sooner. Applications for Enhanced DBS’s can vary more greatly; they are typically finished in 7 days, though some are finished much sooner. However, there are a number of reasons why they may take longer, but the majority of the time it is due to being stuck at Stage 4.
When Can You Escalate a DBS Application?
Typically, the DBS only allow you to escalate a DBS application when it has been at Stage 4 for 60 days. If this happens, you can request escalation by calling 03000 200 190 and pressing Option 2 twice.
If your DBS check is done through Employment Tools, we will escalate it straight away.
If the DBS has not been at Stage 4 for 60 days, you may be able to escalate your application through the claim of hardship. For example, if you are unable to gain employment until the check is done. This can only be done by the applicant ringing the DBS (03000 200 190 and pressing Option 2 twice).
How to Cancel a DBS Application
To cancel a DBS application, you must contact the DBS or the registered body that processed your application immediately. It’s important to remember that no refunds can be given for applications already sent to the DBS.
Cancellations and withdrawals are only possible when the application hasn’t reached the printing stage.
Why Has My DBS Application Been Withdrawn?
Applications that contain mistakes, insufficient information, or a delayed response to questions may be withdrawn. In the event that your application is rejected, you should talk to the organisation that applied for the DBS check on your behalf.
Simplifying Your DBS Application for Your Staff with Employment Tools
Employment Tools by Aaron’s Department offers a streamlined DBS application service specifically tailored for organisations managing DBS checks for staff. Our efficient platform ensures:
- Rapid and straightforward DBS application submissions for multiple employees.
- Real-time DBS application status updates, removing the guesswork.
- A user-friendly management dashboard that drastically reduces administrative workload.
- Reliable and expert customer support, ensuring your organisation remains fully compliant and informed.
Simplify your DBS application process today and discover why countless employers trust Employment Tools to handle their DBS checks efficiently.
Conclusion
Your chances of a successful DBS check are greatly increased if you have a thorough understanding of the DBS application process, tracking protocols, escalation protocols, and solutions to common problems. This is made even simpler for organisations by Aaron’s Department’s Employment Tools, which guarantee consistently quick, accurate, and stress-free DBS checks.
About The Author
John Schofield-Antoncich
John has processed more applications than days he has been alive, and has become the DBS expert. Got a question? He knows the answer!