DBS Update Service Stakeholder presentation Date: May 2013Version 2.0

Introduction This presentation will help you understand the new Update Service. What information is included? background to the Update Service other changes coming in at the same time who could benefit and how reusing a DBS Certificate how applicants subscribe how employers use the Status checking facility 2 2

Update Service Background to the Update Service 3

The background What customers wanted transferrable checks quicker checks The government’s commitment To make criminal records checks more proportionate and give the public greater control over their information. 4

The background 5 providing a proportionate balance between upholding civil liberties and safeguarding vulnerable groups trusting employers to make rounded decisions about who they employ – checking references and ongoing management rebalancing the role of the employer and the state recognising that disclosure and barring are one part of the wider recruitment process reducing bureaucracy and delivering quicker and transferable checks and less costly services Keeping our key principles

The background 6 The DBS presents the Update Service From 17 June 2013 applicants can subscribe to the Update Service with a new application or Certificate. The Update Service will then keep their Certificate up-to-date. Reusing a Certificate Once subscribed the individual can then take their Certificate with them from role to role where the same level and type of check are required. How much will it cost? There will be a £13 annual subscription fee, free for volunteers.

The background What is a Status check? With the individual’s permission, employers can go online for a free and instant check to find out whether the individual’s Certificate is still up-to-date. How employers will make a Status check Employers will enter their name and organisation together with the applicant’s name, date of birth and Certificate number. They do not have to register or subscribe to carry out a Status check. 7

Update Service Other changes coming in at the same time 8

Other changes coming in at the same time Applicant-only certificates The DBS will issue Certificates to the applicant only, putting them in control of their own data. Certificate reprints If an employer applied for a new Certificate as a result of a Status check which showed a change in status, and the individual has not shown their new Certificate to them within 28 days of its issue, the employer can then request a copy of it from the DBS. 9 9

Other changes coming in at the same time X61: ‘Position Applied For’ field on the application form At the same time as the Update Service is introduced the DBS will use a new relevancy test when releasing non- conviction information about the individual. It will now be based on the type of workforce and no longer the actual job role. This change means that DBS Certificates can be taken from role to role within the same workforce – working with children or adults, both or other. To accommodate this change Registered Bodies must use both lines - which total 60 characters - in the Position Applied For field (X61) on the application form. 10

Other changes coming in at the same time 11 Registered Bodies must now complete this field as follows, failure to complete the field correctly may delay the application as we will need to contact them for further information; it may also prevent the applicant from using their DBS Certificate for future employment or volunteering purposes: X61 Line 1: One of the following form of words must be written to indicate the relevant workforce(s): Child Workforce Adult Workforce Child and Adult Workforce Other Workforce ‘Other Workforce’ must be written if the person is not working with children or adults. X61 Line 2: As they do now, they will enter a description for the ‘Position Applied For’ up to 30 characters.

Update Service Who could benefit and how 12

Who could benefit and how 4.2 million DBS checks done last year – how many people could benefit? The 12% of those who applied for more than one DBS check last year. That’s 500,000 people paying about £88 per year for DBS checks. The 40% of those who were rechecked by their employers. That’s 2.1million people paying about £44 per year for DBS checks. Employers will also benefit from the free online Status checks rather than making a new application each time they need to check an individual. 13

Who could benefit and how million Certificates issued in 2012/13 Education28.50% Care14.80% Medical14.14% Social Work10.90% Leisure and Sport7.55% Drivers and Transport5.06% Childcare4.27% Commercial3.82% Religion and Faith3.09% Security3.00% Charity and Volunteers2.66% Fostering2.20% You can work out the maths for how each sector will benefit.

Who could benefit and how 15 Depending upon how many DBS checks employers do, they could save time and money over the years. no more paper forms to complete instant online results less bureaucracy easy to incorporate into their processes speeds up the recruitment process enhances safeguarding processes and may help to reduce their risks 15

Who could benefit and how 16 Rechecks As a hospital administrator I request approximately 1000 rechecks for staff on an annual basis. This meant submitting fresh applications at significant cost to the business. Status checks I will be able to carry out free and instant online checks saving about £44,000 in application fees! Saving money

Who could benefit and how 17 Rechecks Our admin team submits a lot of applications for new employees for our care homes. The recruitment process takes a while and we have to wait for the Certificate to be returned before we appoint them. Status checks If they had joined the Update Service, we could have carried out an instant online check, meaning we could get them in post much quicker! Saving time

Update Service Reusing a DBS Certificate 18

Reusing a DBS Certificate 19 A primary school teacher has an Enhanced check with a Children’s Barred list check for the Children’s Workforce. Which other jobs can she use it for? Teacher Youth group leader Child sports coach Paediatric nurse Child social worker

Reusing a DBS Certificate 20 An adult care worker has an Enhanced check with an Adults Barred list check for the Adults’ Workforce. Which other jobs can he use it for? Adult social worker Adult respite nurse Adult personal carer Driver for adult care services Personal assistant for adult with a disability

Reusing a DBS Certificate 21 General nurse General social worker Optician Pharmacist Physiotherapist A doctor has an Enhanced check with Adults and Children's Barred list checks for the Children’s and Adults’ Workforce. Which other jobs can she use it for?

DBS Update Service How applicants join 22

How applicants join 23 Role Accountant Option one Submit an application form to the DBS Subscribe online using the application form number Option one: subscribe online when they apply for a DBS check we must receive their form within 28 days of subscribing their Certificate will automatically attach to their subscription when it is issued

How applicants join 24 Role Accountant Option one Submit an application form to the DBS Subscribe online using the application form number Option two Submit an application form to the DBS Receive the Certificate Subscribe online using the Certificate number Option 2: If an applicant didn’t join at the same time as applying for their DBS check, applied via e-bulk or on a Welsh application form they can still join up to 14 days from the date of issue of their DBS Certificate.

How applicants join Some limitations apply e-bulk applicants can only join with their Certificate Welsh applicants can only join with their Certificate manual DBS Certificates cannot be used in the Update Service applicants cannot join with a Certificate issued before the launch of the Update Service 25

DBS Update Service How employers use the Status checking facility 26

Using the Status checking facility 27 Online Status checks will be available on Results No status change Certificate remains valid and up-to- date. Status change The Certificate is out of date. Employer should apply for a new Certificate to see the new information. With the applicant’s permission, their employer can use their current DBS Certificate and carry out a free, online check to see if any new information has come to light since its issue.

Application form vs. Status check Applicant hasn’t subscribed to the Update Service Apply for a DBS check 28 days Certificate issued to applicant Applicant shows employer Certificate Employment decision can be made Applicant has subscribed to the Update Service Carry out a Status checkInstant Employment decision can be made Using the Status checking facility 28

Using the Status checking facility What causes the status of a Certificate to change? For all DBS certificates new convictions, cautions, reprimands or warnings; or any amendment or change to a current conviction, caution, warning or reprimand. For Enhanced DBS Certificates any new, relevant police information. For Enhanced Certificates with a Barred List check(s): if the person becomes barred for that list(s) checked on the Enhanced Certificate. If the status of a Certificate changes it is no longer up-to-date. 29

Using the Status checking facility Frequency of updates When a DBS Certificate is in the Update Service the DBS will keep it up-to-date by *regularly searching to see if any new information has come to light since its issue. *Regularly means: Criminal record conviction and barring information will be searched for updates on a weekly basis as this information can change frequently. Non-conviction information, released on relatively few certificates, changes infrequently and will be searched for updates every nine months. 30