The DBS Update Service in schools allows employers to check whether an existing DBS certificate remains valid without submitting a new application, provided it matches the same workforce and level.
DBS Update Service in schools plays an important role in safeguarding compliance under Keeping Children Safe in Education (KCSIE). While it is designed to simplify criminal record checks, many schools misunderstand how it should be evidenced within the Single Central Record (SCR), leading to avoidable compliance risks.
This guide is written for school business managers, DSLs, HR teams, and headteachers who want a clean, audit-ready process for DBS Update Service checks that stands up to scrutiny.
The DBS Update Service allows an individual to keep their DBS certificate live online so that future employers — including schools — can check its status without a new application or fee. It is valid only for the same check level and workforce category as the original DBS certificate.
Official employer guidance can also be found in the DBS Update Service Employer Guide.
Once a person is subscribed:
During an Ofsted inspection, inspectors expect these checks to be clearly evidenced within the SCR and supported by accessible documentation.
In practice, most errors arise from process gaps rather than deliberate non-compliance.
Some schools assume that if someone claims to be on the Update Service, the check is valid. You must:
Fix: Add dedicated SCR fields for each piece of evidence — not just “Update Service = Yes.”
A DBS Update Service check must be carried out with the applicant’s consent, as confirmed in official DBS employer guidance. Without proper consent:
Fix: Store consent forms (signed or digital) alongside the SCR entry.
The service can return three possible outcomes:
Schools sometimes treat “valid but changed” as acceptable without reviewing the changes against the role’s safeguarding risk and KCSIE suitability expectations.
Fix: Establish a simple decision rule:
Too many SCRs simply show “DBS Update Service checked — OK.” That will not satisfy inspectors operating under the Education Inspection Framework.
You should record:
Fix: Use structured SCR fields with audit-ready evidence attached. Avoid the common errors outlined in Common Single Central Record mistakes.
The DBS Update Service does not replace:
It is an additional status confirmation only for individuals already subscribed.
Fix: Always complete the full statutory suite of safeguarding checks alongside the update service check.
Under Ofsted’s inspection framework, safeguarding is a limiting judgement. Inspectors expect:
Inconsistent recording of DBS Update Service checks is a common weakness identified during safeguarding reviews and external audits. In multi-site settings, even small gaps in documentation can raise wider concerns about leadership oversight and compliance culture.
Best-practice SCR entries should include:
This mirrors statutory expectations and ensures your safeguarding records remain inspection-ready.
OnlineSCR automates DBS Update Service checks by:
Instead of manual spreadsheets and repeated checks, your DBS Update Service compliance becomes consistent, automated, and audit-proof.
A multi-academy trust with 20+ schools was spending over 15 hours a month manually checking update service statuses and updating multiple SCRs.
After OnlineSCR automation:
Do all DBS certificates qualify for the update service?
Only certificates registered within 30 days of issue and kept active via annual subscription, as confirmed in official DBS guidance.
Does the DBS Update Service show new offences immediately?
No. It only updates when new information is recorded and the certificate status changes. Schools must run a status check to see if changes exist.
Is an update service check enough for new staff?
No — you must still complete all statutory checks required under KCSIE.
How often should you check the update service status?
At least annually, or whenever there is a significant role change.
Schools that treat the DBS Update Service in schools as part of a structured safeguarding system — rather than an administrative shortcut — significantly reduce inspection risk.
The DBS Update Service in schools is a valuable compliance tool, but without structured processes and clear SCR documentation, it can quickly become a safeguarding vulnerability. Clear records, consistent oversight, and automation ensure your checks stand up to inspection and protect pupils effectively.
