Introduction
If you are recruiting to a role that requires a DBS check, it is important to ask the preferred candidate if they already have a DBS check certificate. You may be able to accept this rather than request a new DBS check.
You will need to carry out a series of checks on the original certificate. Copies or digital photographs are not acceptable.
Check an existing DBS certificate
Follow these steps to check an existing DBS certificate.
If they are unable to meet any of the following criteria, you will need to request a new DBS check.
1Certificate authenticity
A DBS certificate has a number of security features to help identify if the document is an original certificate issued by the DBS (Disclosure Barring Service), and not a high resolution scan or image.
You must make sure the certificate is genuine and has not been tampered with.
2Identity
Make sure the details on the documents that the preferred candidate has provided to prove their identity are an exact match to the details on the original certificate.
Check the:
- legal name - first name, any middle names, last name
- date of birth
- address
- National Insurance number.
3Level of DBS check
Check that the level of DBS check that the certificate covers is correct for the role they are being appointed to.
4Length of service
Confirm that the preferred candidate has continuous service for the duration of the certificate.
If the role they have applied for involves working with children, check that:
- their continuous service includes working with children
- there hasn’t been a break in service of longer than three months.
5Child barred list check
If the preferred candidate will be working with children, and is:
- registered with the update service - go to step 6
- not registered with the update service, you should complete a child barred list check.
To request a child barred list check you can:
What you need to provide
In your email, you’ll need to provide the following details for your preferred candidate:
- last name
- date of birth.
6Status check
If the preferred candidate's DBS certificate is at the same level as you require for the work they will be undertaking, and they are registered with the update service, you should complete a status check.
To request a status check, you can: