Entitled family expects 18-year-old daughter to continue being the go-to caretaker for her grandmother, but she refuses to continue the cycle: ‘I’m tired of doing everything’
The youngest of the family is either the child everyone forgets about or the person to whom everyone dumps their troubles and worries; there is no in-between.
If you are on the younger end of your family tree, you have likely experienced some iteration of being the somehow forgotten problem-solver. It’s great to know that your loved ones place great value on your ability to keep it together, but this altruistic flattery wanes each time they forget that you’re a person, too, with real responsibilities that extend beyond the family dynamic.
When you’re 18 years old, the world is your oyster. You are a legal adult, and you can finally consider yourself independent from your parents. Even though the legal system deems you old enough to support yourself, times are tough. Moving out isn’t always an option, and when parents keep a roof over your head, you live by their rules. Some of these regulations are tougher than others, and in the story you’re about to read, they go beyond the typical mowing of the lawn and washing of the dishes. How about being your grandmother’s sole caretaker?
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DBS checks: guidance for employers
Guidance for employers about DBS checks, including how to apply, registering with the DBS and the code of practice.From:Disclosure and Barring Service and Home OfficePublished27 March 2013Last updated16 January 2026 — See all updatesGet emails about this page
Contents
- Overview
- Eligibility to ask ‘an exempted question’
- The code of practice
- Storing information for DBS certificate information
- Applicants’ rights
- Transgender process for DBS checks
- Registering as an organisation with DBS
- Countersignatories
- Using umbrella body services to submit DBS checks
- ID validation for DBS checks
- Types of DBS checks and how to apply
- Volunteer applications
- Stages of the DBS checking process
- How to track a DBS application
- How to pay for a Basic DBS check
- Ordering blank DBS application forms
- Processing times for DBS checks
- Update Service
- Filtering information and guidance
- Overseas applicants
- Disputes
- Duration of criminal record check validity
- Accepting a previously-issued DBS check
- Security features of a DBS certificate
- Withdrawing applications
- Finance queries
- Contact DBS
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Overview
If you are a private individual employing a self-employed person or a personal employee, see guidance on the Private individuals employing self-employed workers or personal employees GOV.UK page.
An employer may request a DBS check as part of their recruitment process (previously known as CRB checks). These checks are processed by the Disclosure and Barring Service (DBS).
For certain roles, the check will also include information held on the Children’s and Adults’ Barred Lists, alongside any information held by local police forces, that is considered relevant to the applied-for post.
DBS checks assist employers in making safer recruitment and licensing decisions. However, a check is just one part of recruitment practice. When a check has been processed by DBS, a DBS certificate is produced and issued to the applicant.
DBS is unable to access criminal records held overseas, so a DBS check may not provide a complete view of an applicant’s criminal record, if they have lived outside of the UK.
Employers should ensure that they have access to all of the information available to them to make safer recruitment decisions. You can find more information about how to get a criminal record check for overseas applicants, or those that have previously lived outside of the UK, on the Home Office website.
Eligibility to ask ‘an exempted question’
Access to Standard, Enhanced, and Enhanced with Barred List(s) DBS checks is only available to employers who are entitled by law to ask an individual to reveal their full criminal history, including spent convictions (excluding protected cautions and convictions that will be filtered from a criminal record check). This is known as asking ‘an exempted question’.
An exempted question applies when the individual will be working in specific occupations, for certain licenses or specified positions. These are covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Knowingly requesting a higher-level check than the legislation allows is unlawful and could be a breach of the Data Protection Act 2018 and other relevant legislation.
The minimum age at which someone can be asked to apply for a criminal record check is 16 years old.
More information about who is eligible for a criminal record check, can be found in the DBS eligibility guidance.
The code of practice
The code of practice is issued under section 122(2) of the Police Act 1997. Organisations using the DBS checking service must comply with this code of practice. It is there to ensure that organisations are aware of their obligations, and that the information released will be used fairly.
The code also ensures that sensitive and personal information disclosed by DBS, is handled and stored appropriately and is only kept for as long as is necessary.
Storing information for DBS certificate information
The correct storage of DBS certificate information is important. The code of practice requires that the information revealed is considered only for the purpose for which it was obtained, and should be destroyed after a suitable period has passed – usually no longer than 6 months.
Organisations must use any information revealed on DBS certificates fairly. More information on the handling and storage of DBS certificate information is available on GOV.UK.
Organisations must also satisfy DBS that they are complying with the code of practice. This means cooperating with requests from DBS to carry out assurance checks, and reporting suspected malpractice that relates to the code of practice or misuse of DBS certificates.
If we believe that the code of practice isn’t being followed, we can refuse to issue a DBS certificate.
Applicants’ rights
Usually, a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. Refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders Act (ROA) 1974.
Certain areas of employment are exempt under the ROA 1974 (Exceptions) Order 1975, and employers may ask about spent convictions – this is known as asking an exempted question. When answering, the applicant would have a legal obligation to reveal spent convictions.
The code of practice states that information on a DBS certificate should only be used in the context of a policy on the recruitment of ex-offenders. This is designed to protect applicants from unfair discrimination, based on non-relevant past convictions. We have created some guidance to consider on the recruitment of ex-offenders to help guide organisations in creating their own policies.
The minimum age at which someone can be asked to apply for a DBS check is 16 years old.
Transgender process for DBS checks
DBS offers a confidential checking process for transgender applicants.
This process is for transgender applicants who do not wish to reveal details of their previous identity to the person who asked them to complete an application form for a DBS check.
For more information about the transgender application process, call 0300 131 2784, email sensitive@dbs.gov.uk or see the DBS Transgender Applications guidance.
Registering as an organisation with DBS
Organisations can either register with DBS if they submit more than 100 check applications per year, or they can use an organisation offering umbrella body services to apply for DBS checks.
To satisfy the conditions of registration you must:
- submit more than 100 eligible DBS check applications per year
- be entitled to ask exempted questions under the Rehabilitation of Offenders Act 1974
- comply with the DBS code of practice
- pay the appropriate fees in relation to applications for DBS checks, as well as registration of the organisation and countersignatories
You must also provide specific and up-to-date information to the DBS for registration to be granted. This includes:
- organisation status
- proposed countersignatories and lead countersignatory
- the nature of your business
- the positions of employment you intend to submit the checks for
- how you intend to meet the threshold of 100 applications per year
Details of the RBS Compliance Policy can be found on GOV.UK.
Cost of registration
Registration costs £300, with a £5 cost for each countersignatory to be registered.
Your registration fee will be charged after the DBS has assessed your registration documentation, carried out pre-registration checks and invited you to register.
Call our Customer Services team on 03000 200 190 to request a pre-registration questionnaire and information pack.
Using the e-bulk service
If you are registered directly with the DBS, and you submit at least 1,500 applications per year, you may be able to use the e-bulk electronic application system.
More about the e-bulk service can be found on GOV.UK.
Changing your registration details
All Registered Bodies must keep the DBS informed about any changes to their registration details including the following:
- your organisation no longer wishes to be registered with the DBS
- your organisation wishes to become, or cease to be, an umbrella body
- your lead countersignatory is leaving (or has already left) and needs to be replaced by another person
- a countersignatory(ies) is leaving or no longer performs this role
- your organisation changes its name and/or address
- a countersignatory changes their name, signature and/or address
- the lead countersignatory changes their name, signature and/or address
Failure to keep your details up-to-date may result in delays to the service that we provide.
You should inform the DBS in writing, on company letter-headed paper, and provide the following information:
- registered body number
- your (lead) countersignatory number and signature
- details of the change(s) – such as the previous and new name/address of the registered body, the effective date of the change, and the name and registration number(s) of the countersignatories affected
If the lead signatory or a countersignatory is not available, a letter from a director or equivalent can be accepted.
Send your letter to:
DBS Customer Services
PO Box 3961
Royal Wootton Bassett
SN4 4HF
Countersignatories
Countersignatories have an important role in the DBS checking process.
A countersignatory is a person within a Registered Body who is registered with the DBS to countersign applications, making a declaration that the position is eligible for the DBS check requested.
Guidance is available to help you complete the countersignatory application form.
A lead countersignatory is a senior figure within a Registered Body who will oversee the DBS process within their organisation.
Guidance is available to help you complete the lead countersignatory application form.
The minimum age at which someone can apply to become a countersignatory is 18 years old.
Using umbrella body services to submit DBS checks
An umbrella body is a Registered Body that gives other non-registered organisations access to DBS checks.
If your organisation has a requirement to carry out fewer than 100 checks per year, you should use the services of an umbrella body. Your organisation must also be eligible to ask the exempted question.
If you are already a Registered Body and would like to offer an additional umbrella service, you should email customerservices@dbs.gov.uk.
ID validation for DBS checks
When an individual applies for a DBS check their identity must be verified by the Registered Body.
Registered Bodies must follow the DBS 3-route identity checking process to validate the name, date of birth and address provided by the applicant in sections ‘a’ and ‘b’ of the application form.
More information can be found in the DBS identity checking guidelines.
Failure to validate an applicant’s identity
If the applicant’s identity has not been validated by the 3-route process, the countersignatory should mark the ‘no’ box at question ‘w59’ on the application form and return the form to the DBS. You may be asked to review this decision by the DBS before the application can proceed, which may delay the overall process.
Applicants who cannot provide the necessary documents will be asked to go for fingerprinting at their local police station. This is likely to cause delay to the overall application process.
Dealing with discrepancies on the application form
If there are any discrepancies between the information on the form and the identity documents supplied, and fraud is not suspected, you should seek clarification from the applicant.
Do not attempt to amend the application form without the applicant’s knowledge and agreement, as it will invalidate the declaration by the applicant in section ‘e’ of the form and may breach data protection legislation.
If you suspect that you have been presented with a false identity or documents, do not proceed with the application process. You should report suspected identity fraud on the Action Fraud website.
Types of DBS checks and how to apply
Types of DBS checks
Basic check – £21.50
The Basic check can be used for any position or purpose. A Basic certificate will contain details of convictions and cautions from the Police National Computer (PNC) that are considered to be unspent under the terms of the Rehabilitation of Offenders Act (ROA) 1974.
Standard check – £21.50
The Standard check is available for duties, positions and licences included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975, for example, court officers, employment within a prison, and Security Industry Authority (SIA) licences.
A Standard level certificate contains details of all spent and unspent convictions and adult cautions from the Police National Computer (PNC) which have not been filtered in line with legislation.
Enhanced check – £49.50
The Enhanced check is available for specific duties, positions and licences included in both the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975) and the Police Act 1997 (Criminal Records) regulations, for example, regularly caring for, training, supervising or being solely in charge of children, specified activities with adults in receipt of health care or social care services and applicants for gaming and lottery licences.
An Enhanced level certificate contains the same PNC information as the standard level certificate but also includes a check of information held by police forces.
Enhanced with Barred List(s) check – £49.50
The Enhanced check with Barred List(s) check is only available for those individuals who are carrying out regulated activity and a small number of positions listed in Police Act 1997 (Criminal Records) regulations, for example, prospective adoptive parents and taxi and Private Hire Vehicle (PHV) licences.
An Enhanced level certificate with Barred List(s) check contains the same PNC information and check of information held by police forces as an Enhanced level check but in addition will check against the Children’s and/or Adults’ Barred Lists.
If your application includes a request to check the Barred List(s), DBS has a statutory duty to consider any information that suggests you may pose a risk of harm. We will write to you if you are affected.
DBS Adult First check – £6
DBS Adult First is a service available to organisations who can request a check of the DBS Adults’ Barred List. Depending on the result, a person can be permitted to start work, under supervision, with vulnerable adults before a DBS certificate has been obtained.
The requests carry strict criteria:
- the position must require a criminal record check by law
- the position must be eligible for access to the DBS Adults’ Barred List
- the organisation must have requested a check of the DBS Adults’ Barred List on the DBS application form
The DBS’ reply to an adult first check request will contain one of the following responses and will clearly state that it only forms the first part of the criminal record check application process and that further information will follow:
- option 1: ‘Registered Body must wait for the DBS certificate’
- option 2: ‘no match exists for this person on the current Adults’ Barred List’
If the Adult First check indicates that the Registered Body must wait for the DBS certificate, the details provided may have indicated a match on the DBS Adults’ Barred List. However, further investigation is required to confirm this and you should await the certificate. Alternatively, the check will state that no match exists for the individual on the Adults’ Barred List.
How to apply for a DBS check
You can use the guide to arranging checks as an employer if you want a quick overview of this process.
Standard or Enhanced checks
As an employer or Registered Body, you provide the candidate with a DBS application form to complete and return to you.
Registered Bodies can order new forms through our online tracking service or by calling us on 03000 200 190.
You must make sure the application form is fully completed and the information is accurate. You also need to confirm the applicant’s identity and verify evidence of their name, date of birth and current address.
Guidance is available on completing the form below.
- Countersignatories guide to completing a DBS application form
- Applicants guide to completing a DBS application form
Basic checks
If a Basic check is required, the employer can ask the individual to apply directly to DBS (if they work in England or Wales) or Disclosure Scotland (if they work in Scotland). Alternatively, the employer can carry out the check through a Responsible Organisation, if they have the applicant’s consent.
Continuation sheets
Where possible, countersignatories should only record the information required in the relevant boxes provided on the application form. Where this is not possible, countersignatories should submit a DBS continuation sheet together with the application form.
Where to send the completed form
Once you have signed and dated the application form, you should send the application to:
DBS applications
PO Box 3961
Royal Wootton Bassett
SN4 4HF
Avoiding common mistakes on the DBS application form
A list of the most recent common errors made on the DBS application form, and guidance for both applicants and countersignatories, can be found here.
Volunteer applications
The DBS definition of a volunteer is defined in the Police Act 1997 (criminal records) Regulations 2002 as:
“Any person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.”
To qualify for a free-of-charge criminal record check, the applicant must not:
- benefit directly from the position for which the DBS application is being submitted
- receive any payment (except for travel and other approved out-of-pocket expenses)
- be on a work placement
- be on a course that requires them to do this job role
- be in a trainee position that will lead to a full-time role/qualification
It states on the DBS application form ‘By placing a cross in the yes box (at section 68) you confirm that the post meets the DBS definition for a free-of-charge volunteer application. Please note that DBS may recover the application fee if box 68 is marked in error and this could result in the cancellation of your DBS registration’.
Only Standard or Enhanced volunteer applications are free-of-charge.
Please read through the examples in the table below showing common volunteer errors.
