Creating a new DBS check
Once you are logged into your electronic DBS account, the very first screen that you come to is the Customer Portal. At the top of this screen you will see the option for 'Add DBS Application'. Click on this to create a new DBS application.
Use this form for Standard or Enhanced DBS checks, including volunteers, but NOT for completing a Basic Disclosure, that requires a different form.
A new webpage will open with the initial questions for setting up a new DBS application.
At the top of the screen it will say 'Package Std/Enh Check'.
The first drop down box is where you select the job title of the person you wish to complete the DBS check on.
Of course, job titles can range between industries and employments, but it is important that you select the job role closest to that of the person on whom you are conducting this DBS check.
Next you must select the type of 'Workforce' that the applicant will have contact with, you must ensure that you are able to check this individual for their right to work with these vulnerable groups.
You can use this link (https://www.gov.uk/find-out-dbs-check) to check whether you are allowed to complete the type of check that you are requesting on an individual. If you select the wrong type of check then the DBS may withdraw this application and you will not receive a refund of any fee's for this, so it is important that you get this right.
You must now type the 'Organisation Name' in the relevant box. This name will be displayed on the applicants certificate so it is important that this is entered correctly.
You must now select whether you are requesting a 'Standard' or an 'Enhanced' DBS check and whether the applicant is a 'Volunteer'. The criteria of a qualifying volunteer is ‘A 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 other than, or in addition to, a close relative’.
You must now select whether you are entitled to know whether the applicant is registered on the 'DBS Children Barred List' and/or the 'DBS Adult Barred List'.
The next question is whether the applicant will be working with children or vulnerable adults in the applicants home address. This is a part of the form that you must get right, we see too many forms withdrawn by the DBS with no refund given because people have selected yes to this when they shouldn't have. An example of someone selecting 'yes' to this would be a Childminder that has children over to their home where they care for them until the parents collect them.
The next question is about the Update Service and whether you would like us to check the status of an applicant DBS check that is registered on the update service for you. If you select one of these then we will periodically check the DBS check for you to ensure that it is still current and we will inform you if there is a change to its status. To use this service the applicant must register on the Update Service directly with the DBS and provide us with the details (we will contact and chase them for this information).
The next questions are for your employees personal details; their surname, forename and email address and then also a unique username (this can be anything, but the applicant will use this to login) and a password. The 'Internal Reference' is for your own use and you do not need to enter anything here if you do not want to.
Once you have completed this click on the button at the bottom labelled 'Create Application'.
You can then close this webpage.
The applicant has now been sent an email giving them login details allowing them to login and complete their personal details. You can also login and complete/update these.
The next steps now are either you or the applicant completing their personal details and then once that is complete you will need to complete the ID section and then you can submit the application form to us.