I haven’t received my certificate. How do I get a new one?

If you haven’t received your DBS certificate and it has been less than 3 months since it was issued, you can contact the DBS directly to ask for a re-print. To do this, you can call them on 03000 200 190 or email DBSReprints@dbs.gsi.gov.uk

If it has been more than 3 months since the application was completed, then you may have to make a new application through your employer.

I am self-employed, how to I make an application?

To make a Basic DBS application, please visit: https://www.securitywatchdog.org.uk/basic-criminal-record-checks-for-individuals/

Anyone can make a Basic DBS application but unfortunately a self-employed individual (a sole trader) can not make an application for a Standard or Enhanced DBS check. If you are working with children as a childminder or nanny, you can make an application via Ofsted.

However, if you are working in any other sector you may need to do your check through a different body such as a local authority.  Please contact us if you have any questions and well.

Can I have a paper application form?

The eBulk service allows applicants to make an application online from their computer, and is a quicker, cheaper more effective service. We would recommend using the eBulk service above the paper application process and only accept paper application forms in certain circumstances. This includes:

  • A Welsh language application

  • A fingerprint application form where the candidate can not prove their identity through documentation

  • An application for a transgendered applicant who does not want their previous name to appear on their certificate

If you require further advice, or would like to order a paper application form pack, please contact us at dbs.enquiries@capita.co.uk

What does the DBS consider an at-risk adult?

For the purposes of the DBS adults who may be included in a vulnerable group may be people aged 18 and over who:

  • have needs because of their age;

  • have any form of disability;

  • have any physical or mental health concerns;

  • live in residential accommodation or sheltered housing;

  • receive domiciliary care;

  • receive any form of healthcare;

  • are detained in lawful custody;

  • are on probation;

  • receive welfare services, or

  • require assistance in the conduct of their own affairs.

How do I make a DLCU application?

You can use Security Watchdog to apply for a DBS check in support of your application for a Controlled Drug domestic licence, Precursor Chemical Category 1 licence or Category 2 and 3 registrations.

The Drug Licensing and Compliance Unit (DLCU) have contracted Security Watchdog, to assist you in obtaining your DBS check.

There are 3 stages of the application process which must be followed:

Stage One: Online Application

Please complete your online DBS application by using the link below and clicking ‘Start Application’ in the orange box.

https://disclosure.capitarvs.co.uk/cheqs

You will be asked to enter the following information:

Organisation Reference:          DLCU

Organisation Code:                 licence

The application form is a simple 5-page process.  Please follow the on-screen instructions and complete all the fields provided. Mandatory fields are denoted by (*)

Stage Two: Payment

At the point of entering your application online you will be prompted to make this payment online via our secure Sagepay system. The total cost of your application will be £60.09. This includes the cost of the DBS Disclosure and Security Watchdog’s administration fee.

Failure to make payment will result in your application not being submitted.

Stage Three: Identification Verification

In line with the DBS Code of Practice all applicants requiring a DBS check must have their identity verified.

You will need to use the Post Office Document Certification Service which allows you have your identification documentation verified checked. The Post Office charge over the counter to use this service.

Please check which Post Offices offer the Document Certification Service by going to http://www.postoffice.co.uk/branch-finder. Once selected, look under the Identity & Licenses section and tick Document Certification Service.

You will need to take:

  • Three items of original ID to the Post Office

  • A good quality colour photocopy of each document

The Post Office will check your original documents against your photocopies and certify each copy as a true likeness of the original.

Once the Post Office verify your documents, please email them to us at dbs.enquiries@capita.co.uk using the subject DLCU Application. Please include your contact email address, telephone number and reference number from your online application. This should appear as a string of numbers, the first four letters of your surname, and another string of numbers. For example 123ABCD12345.

If you require further advice or information, please do not hesitate to contact us on 01420 558 752.

What is Regulated Activity with Adults?

The following is a brief guide to what would constitute regulated activity but is not an exhaustive list. If you have any queries, please contact us directly. 

An adult is defined as a person aged 18 years or over, and Regulated Activities are those which are required by the adult. Regulated Activity does not include activities carried out by family or friends or by peer groups such as colleagues.

  • Help with eating or drinking due to illness or disability (Help can be physically assisting an adult, or teaching or encouraging them to do an activity on their own)

  • Help with toileting, washing, bathing or dressing (Help can be physically assisting an adult, or teaching or encouraging them to do an activity on their own)

  • All forms of health care relating to physical or mental health provided or supervised by a healthcare professional. 

  • Providing social work

  • Assisting with general household matters, e.g. managing cash and paying bills on someone’s behalf, assisting with shopping, required due to their age, illness or disability. 

  • Assistance in the conduct of a person’s own affairs, e.g. power of attorney or advocacy services.

  • Conveying an adult to and from health care, personal care or social care appointments, required due to their age, illness or disability. 

A person managing, on a day to day basis, someone who is performing a regulated activity with adult would also be in regulated activity themselves and require the same level of DBS check.

I work in a College / Sixth Form, or in an adult education college. Do I need a DBS check?

If you work for a further education establishment that works with children from the age of 16 upwards (Year 12 and 13 for example) you will require an Enhanced DBS with a child barring list check, even if some of your learners are over 18.

If you work in a SEN College, and provide your adult learners with personal or health care, you may also require the adult barring list.

What check to people working in the foster system need?

People working in a regulated activity with children in a children’s home before placement with a fostering family will require an Enhanced DBS check with the child barring list check.

If you work for an adopting service, a foster agency or a similar organisation or local authority and have access to sensitive or personal information about children, but do not directly work with children or do not work in a Regulated activity, you are eligible for a Standard DBS check.

If you are a Foster Panel Member, you will need a Standard DBS check if you have access to personal or sensitive information about children. If, as part of your duties, you will be alone with a child or giving a child advice or guidance on their well-being, you will require an Enhanced DBS check with the child barring list. This is because giving a child advice or guidance is a Regulated activity.



What sort of check to contractors require?

Occasional or temporary contract work, such as general maintenance, is not a regulated activity. This includes work done by builders, electricians, architects etc. who work on school sites, but only on occasional or temporary contracts. These sorts of contractors are eligible for an Enhanced check without the children’s barred list, provided there is still opportunity for contact with children.

However, a handyman or caretaker working at a school, employed by the school on a permanent basis would need an Enhanced DBS check with the barring list check.

What is Regulated Activity with Children?

The following is a brief guide to what would constitute regulated activity but is not an exhaustive list. If you have any queries, please contact us directly. 

Under law, a child is defined as a person aged under 18 years of age.

A person managing, on a day to day basis, someone who is performing a regulated activity with children would also be in regulated activity themselves and require the same level of DBS check.

Regulated Activity does not include:

  • Family or personal relationships

  • Peer groups

  • Supervising a child in employment 

Under UK law, the following activities are considered Regulated:

  • Teaching, training or instruction of children, carried out by the same person frequently

  • Care or supervision of children if carried out by the same person frequently.

  • Help with eating or drinking due to illness or disability (Help can be physically assisting a child, or teaching or encouraging them to do an activity on their own)

  • Help with toileting, washing, bathing or dressing (Help can be physically assisting a child, or teaching or encouraging them to do an activity on their own)

  • All forms of health care relating to physical or mental health. 

  • Advice or guidance provided wholly or mainly for children relating to their physical, emotional or educational well-being if carried out by the same person frequently

  • Moderating a public electronic interactive communication service (such as social media) likely to be used wholly or mainly by children, carried out by the same person frequently

  • Driving a vehicle being used only for conveying children with or without their carers/supervisors carried out by the same person frequently

  • Early years or later years child-minding.

Do I need a DBS check for school volunteers?

If you are volunteering to help in a one-off event such as a school disco, sports day, trip or other event you do not need a DBS check unless you engage in a regulated activity. This means you cannot be alone with children in a bathroom or changing room, or help them eat or drink or help them dress.

However, if you volunteer more often, such as once a week or more than four times in a month, a school may want to complete a DBS check.



What level of check do Foster Parents need?

Anyone fostering or adopting children who is not a blood relation needs a DBS check, unless there is a Court Order or Special Guardian Order issued by the court requiring a DBS check.

The DBS and Department of Education have confirmed that a fostering application should cover any prospective foster parents, any other adults living in their household and any nominated individuals carrying out specific agreed functions, such as baby-sitting or “back-up foster carer”.

If children are being placed back with their birth parents, there is no eligibility for a Standard or Enhanced DBS check on the parents or other adults living in the household. However, if local authorities need to obtain information about unspent convictions and cautions, the Department for Education has advised these details can be obtained in one of two ways:

  1. The parents can apply for a basic DBS check

  2. The local police Public Protection Unit have release information via a Direct Police Check under arrangements allowed by the Home Office circular 047/2003

I have a paid non-EEA member of staff, but I accidentally stated they are a volunteer. How do I amend this?

Unfortunately, there is no way to amend this on the eBulk system after the ID check has been saved. If you have not saved the ID check, please contact us and we can amend the system for you.

If you have completed and saved the ID check, you will need to withdraw the application and the applicant will need to complete the form again as it is likely that the wrong ID process has been used.

I have a candidate from outside the UK applying for a role, what ID documents can I accept?

The DBS now require you to view a “Right to Work” document as part of the ID check for non UK/ non-EEA citizens in paid employment.

As such, you will need to see one of the below:

  • A UK Biometric Residence Permit confirming the holder can stay indefinitely in the UK and can do the work in question

  • A UK Residence Permit issued to a family member of an EU or Swiss national

  • A valid passport showing the holder is exempt from immigration control

  • A valid passport endorsed to show the holder can stay in the UK and do the work in question

  • A current Immigration Status Document issued by the Home Office with an endorsement to stay indefinitely in the UK AND an official HMRC document confirming the individuals name and National Insurance number

  • A certificate of application issued by the Home Office under regulation 17(3) or 18A (2) of the Immigration (EEA) Act 2006 to a family member of an EEA or Swiss national. This document must be less than 6 months old and provided with a Positive Verification Notice from the Home Office Employer Checking Service.

  • An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question along with a Positive Verification Notice from the Home Office Employer Checking Service.

  • A Positive Verification Notice from the Home Office Employer Checking Service to the employer or prospective employer, confirming the holder



I have a European citizen applying for a role, what Group 1 documents can I accept?

The following are all acceptable documents that fall into this category:

  • Valid passport from any country

  • Valid driving licence issued by any EU country or the UK

  • UK birth certificate if born in UK or on HM Forces Overseas base

Unfortunately, an EU ID card can not be used as a Group 1 document. You will need to ask the applicant to provide one of the above.