Disclosure and Barring Service (DBS) checks

Currently our members have a state of the art online single central record that connects them directly with the DBS. Our clients benefit from a simple click order system which emails the applicant with the online disclosure application form, once the applicant completes this it goes to the client organisation for id checking. Once id checked, it’s automatically off to the DBS. The results are then automatically fed back into the Single Central Record. Simple, automated and online!

Non-Members come on board to experience this great service and receive full membership discounted rates.




Questions & Answers

Please contact our new business team who will guide you through this process.

Tel: 0151 606 5101 or email OSCR@onlinescr.co.uk.

If you’re a member login to your account, simply click the ‘Single Central Record’ tab from the main dashboard select a record and order the required check or click the ‘Reminder Notification’ tab for an overview of what DBS checks are required.

From the applicant’s perspective? On average it takes the applicant 5 minutes to complete. We ask the applicant to have to hand their NI number, 5-year address history, passport and driving licence details to hand. This ensures they have the information to hand prior to completing the online form. If they need any help, then don’t worry our helpful advisors are on hand to answer any queries along the way.

To id check:- Literally 2 minutes, the applicant will need to bring in their ID documentation to the ID checking person within your organisation, you simply login into the portal, complete the ID checking page and click submit – job done!

There are two turnaround times to consider. How quickly we forward your application to the DBS to process. 90% of all applications we submit to the DBS in just 1 hour!

The second turnaround time is how quickly the DBS process the application. These timelines vary but rest assured as soon as the DBS have finished processing the results of the checks they are submitted back to you within 1 hour. Those that are using our online single central record portal are instantly impressed as the individual DBS records are automatically updated!

In 2017 the DBS processed 37% of all Enhanced Disclosures within 1 day. 64% within 7 days and 79% within 14 days.

Did you know? We have arguably the fastest turnaround times in the country with our fastest Enhanced Disclosure we have ever processed is just 26 minutes!!!

£44 government fee plus a very competitive admin cost of £8 + vat totalling £53.60.

Please note you will need to become a member for OnlineSCR to be able to use this service.

Single Central Record Ltd use our sister company Access Personal Checking Services Ltd (APCS) who are arguably one of the fastest providers of DBS checks, their fastest DBS disclosure results being just 26 minutes.

Access Personal Checking Services Ltd (APCS) submit in excess of 100,000 criminal record checks per year and with a client base of over 10,000 companies, they are the largest supplier of criminal record checks in the North West of England and one of the largest in the UK!

Built on 15 years’ experience, they developed their own independent online system that is uniquely connected electronically to the DBS and Disclosure Scotland, resulting in the fastest possible results in the UK, enabling their customers to speed up their recruitment processes. Working in connection with the DBS, APCS were the first organisation in the UK to provide Basic Disclosures to applicants living in England and Wales!

Their clients are from a wide range of business sectors; from small local residential homes and nurseries, local authorities, NHS trusts, Educational Establishments to some of the largest recruitment companies, with hundreds of branches across the UK.

Single Central Record Ltd have an API that plug directly into Access Personal Checking Services Ltd systems.

Non-Members come on board to experience this great service and receive full membership discounted rates.

The Criminal Records Bureau (CRB) was launched in March 2002, due to public concern about the safety of children, youths and defenceless adults. On 1st December 2012, the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) merged to form the Disclosing and Barring service (DBS). DBS is an executive non-departmental public body of the Home Office and helps employers make suitable recruitment decisions, carrying out DBS checks online allows educational establishments to safeguard their organisation by preventing unsuitable candidates from working with vulnerable people.

For more information on the DBS, please visit their website.

The following organisations must carry out DBS checks:
  • Academies
  • Alternative provision Academies
  • Independent Schools
  • Free Schools
  • Maintained Schools
  • Pupil referral units
  • Colleges
  • Non-maintained special schools
  • Nurseries schools
  • Education Recruitment/Agency companies

The Department for Education Statutory guidance, in accordance with the “Keeping Children Safe in Education” confirms all members of staff must have an Enhanced DBS check, this should also be recorded on your single central record.

For most appointments, an enhanced DBS certificate, which includes barred list information, will be required as the majority of staff will be engaging in regulated activity. In summary, a person will be considered to be engaging in regulated activity if, as a result of their work, they:

  • will be responsible, on a regular basis in a school or college, for teaching, training instructing, caring for or supervising children; or
  • will carry out paid, or unsupervised unpaid, work regularly in a school or college where that work provides an opportunity for contact with children; or
    (Applies to any college that provides, exclusively or mainly, full-time education to children, i.e. persons under the age of 18.)
  • engage in intimate or personal care or overnight activity, even if this happens only once.

For all other staff who have an opportunity for regular contact with children who are not engaging in regulated activity, an enhanced DBS certificate, which does not include a barred list check, will be appropriate. This would include contractors who would have the opportunity for contact with children and who work under a temporary or occasional contract.

  • Enhanced: this provides information about convictions, cautions, reprimands and warnings held on the Police National Computer (PNC), regardless or not of whether they are spent under the Rehabilitation of Offenders Act 1974. The law allows for certain old and minor matters to be filtered out; this check can also contain any additional information held by the police which a chief officer reasonably believes to be relevant and considers ought to be disclosed; and
  • Enhanced with barred list check: where people are working or seeking to work in regulated activity with children, this allows for an additional check to be made as to whether the person appears on the children’s barred list.

An Enhanced DBS check should be carried at the pre-appointment stage or as soon as possible, if the DBS certificate is delayed, a separate barred list check must be obtained in advance of the applicant starting work.

If an enhanced criminal record check is required but the DBS certificate is not available before a person starts work in regulated activity, the head teacher may allow the member of staff to commence work:

  • after a satisfactory check of the children's barred list if the person will be working in regulated activity;
  • and all other relevant checks have been completed satisfactorily;
  • provided that the DBS application has been made in advance;
  • with appropriate safeguards taken (for example, under close supervision).

Some Educational Establishments will accept DBS certificates on the DBS update service, however, most schools get them renewed. If you are prepared to accept one, then you must make sure it is the correct level of check required for the position. The school should examine the original DBS certificate, check it matches the individual’s identity and run an online Update service check, which will provide information about any changes since the certificate was issued. If the check indicates that there has been a change then the individual must apply for a new certificate.

If the original check did not include barring information for the children’s workforce, a separate barred list check must be obtained.

Some schools renew criminal records checks at regular intervals (such as three years) for some staff who have not subscribed to the update service. This is not a legal requirement. Schools which do so should take care to preserve the integrity of the original data at the time of the relevant appointment(s). Parallel entries should be made; the original entries should not be overwritten.

In the education sector (Keeping Children Safe in Education) there is the three-month rule – Members of staff in schools must be subject to an enhanced criminal record check on entry to the school’s workforce and, thereafter, may move between schools without requirement on subsequent employer schools to carry out further DBS checks unless they leave the school’s workforce for three months or more. However, if a new school accepts a pre-existing check under this rule, they must carry out a separate barred list check.

The Criminal Records Bureau (CRB) was launched in March 2002, due to public concern about the safety of children, youths and defenceless adults. On 1st December 2012, the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) merged to form the Disclosing and Barring service (DBS).

For more information on the DBS, please visit their website.

Disclosure and Barring Service (DBS) checks. four types of DBS checks

  • Basic: It will contain details of convictions and conditional cautions that are considered to be unspent under the terms of the Rehabilitation of Offenders Act 1974. The Rehabilitation of Offenders Act 1974 aims to give those with convictions or cautions the chance - in certain circumstances - to wipe the slate clean and start afresh. Under the Act, eligible convictions or cautions become ‘spent’ after a specified period of time known as the ‘rehabilitation period’, the length of which varies depending on how the individual was dealt with.
    You can refer to the table showing rehabilitation periods attached at the top of this page and read the relevant extract from the Rehabilitation of Offenders Act 1974.
  • Standard: this provides information about convictions, cautions, reprimands and warnings held on the Police National Computer (PNC), regardless or not of whether they are spent under the Rehabilitation of Offenders Act 1974. The law allows for certain old and minor matters to be filtered out;
  • Enhanced: this provides the same information as a standard check, plus any approved information held by the police which a chief officer reasonably believes to be relevant and considers ought to be disclosed; and
  • Enhanced with barred list check: where people are working or seeking to work in regulated activity with children, this allows an additional check to be made as to whether the person appears on the children’s barred list.47 A more detailed description of the three types of DBS checks is provided on the DBS website.
In the education sector the Enhanced DBS and the Enhanced with barred list are the most common checks that are performed.

Enhanced disclosures show any spent and/or unspent convictions, any cautions, reprimands and/or final warnings, Inclusion on children’s and/or adults barred lists. Where local police records contain additional information that might be relevant to the post the applicant is being considered for, the Chief Officer of Police may release information for inclusion in on the disclosure. All information is for criminal history within the United Kingdom.

Enhanced disclosures can only be applied for through an employer or organisation. Enhanced disclosures are the appropriate level of check for positions working with children and vulnerable adults, for example within the care and teaching sector. However, the applicant must meet the eligibility criteria to be able to apply for this check.

Don’t worry we are always on hand to answer any uncertainties you may have!

There are two emailed disclosure outcome results:

  1. Certificate Contains No Information
    If the result says "Certificate contains no information"; it means the certificate is "Clear".
  2. Please Wait to See Applicants Certificate
    If the result says "Please wait to view applicant certificate"; it means the applicant has a criminal record.

According to Department of Education guidelines there is no validity period or an expiry date for a DBS certificate. This is because a person’s criminal record can change at any time, DBS recommend that they are done every 3 years although not mandatory it is good safeguarding practice.


Want us to manage your single central record?

For a small annual fee we here at OnlineSCR can completely manage your single central record. OnlineSCR has the ability to access all your Safeguarding Recruitment Checks all under one roof. Our built-in automated emailing reminder system alerts you when checks are required, processes them, records them securely within your account and provides you with a certificate to say the checks have been completed. Keeping your single central record completely up to date and in real time too! Join the experts in safer recruitment today!

Register your educational establishment now!

info@onlinescr.co.uk / 01516065101

We also cater for Multi Academy Trusts.

Benefits of becoming a OnlineSCR customer, you will receive the full members discounted rates and our on-going expert advice. Register now!



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