DBS Checking Guidance and FAQ's

What is a DBS Check?

A DBS Check is a record of a person’s criminal convictions and cautions. This video created by the Disclosure and Barring Service might help you learn more about DBS Checks. 

Why do I have to apply for a DBS Check to volunteer with XXX project?

It is an essential requirement in most instances for those applying to work with children or adults at risk, and the information shown on the certificate is then used to ascertain a candidate’s suitability for a particular role.

For our York SU Volunteering Projects delivering sessions, workshops and volunteering in schools/care homes/hospitals etc, this is a requirement to safeguard the vulnerable groups they will be volunteering with.

How do I fill out the form?

We strongly advise you to follow the guidance on the Government’s website on how to complete the form, but there are some top tips here that might help. 

Which identity documents do I need to provide?

The document above has all the information on which identity documents you need to provide.

I have a DBS Check from a previous volunteer/job role, can I just use that?

This depends on the disclosure you have and whether you are subscribed to the DBS Update Service or received it from other volunteering or employment at the University of York. If that is the case we just need to see a copy of the original certificate or we will ask for your certificate number if you are using the Update Service to carry out an online check directly with the DBS Service. Please contact volunteering@yorksu.org for further guidance.

I’m an international student, how do I get a DBS Check?

If you have lived outside of the UK for 12 months or more, continuously or in total in the last 10 years whilst aged 18 or over, then you will need to obtain and product a ‘certificate of good conduct’ or ‘translated police/criminal record check’ from your home or any other countries. You will likely need to apply to your embassy in order to obtain this. There is full information about how to do this as York SU are not able to do this for you which is available on the government website.

I have lost part/all of my UK driving licence. Can I apply without it?

A current driving licence photocard, either full or provisional (or the paper version if issued before 1998) is acceptable as a valid ID document. There is no longer a requirement to show both parts – however, the paper part of a licence issued after 1998 is not a valid ID document on its own.

In order to be valid, it needs to be in date (you cannot submit an expired licence). If part or all of it has been lost, you will need to replace it before applying for a DBS check. Please see our ‘useful links’ section for details of how to do this.

My UK driving licence has an old name/address on it. Is this acceptable?

The driving licence can still be used as one of your identification documents as long as the old name/address are also given in your application. However, you will need to provide further documentation to confirm your current address.

My passport/driving licence is out of date. Should I still enter the information on the application form?

Passports - No. If it is out of date, it is no longer valid. If you do not have sufficient evidence without it, you may need to renew it.

Driving licence - No. If it is out of date, it is no longer valid. If you do not have sufficient evidence without it, you may need to renew it. The DVLA will usually do this for free unless your photo needs renewing. Please see our ‘useful links’ section for details of how to do this.

I live in student accommodation in term-time, but elsewhere during vacation. Which do I enter as my ‘current address’?

This is up to you. Please bear in mind however that whichever address you enter as your current address will be the address to which your disclosure will be sent, and you will need to provide evidence that you live there. Usually a recent bank statement or utility bill will suffice.

You can show that you have two addresses at once by the dates on the application. It is acceptable for address dates to overlap, but address dates must not be in the future. If you list a term-time address in the other addresses section you should include today’s date in the box.

How long will my DBS check take?

As a guideline, we hope that you will receive your Enhanced DBS Disclosure within eight weeks of submitting your application form. This will depend however on whether the information you have provided is sufficient, correct, and easily verifiable. In the meantime, please bear with us.

The process can take longer if you submit your form at a busy time of year, or if the police checks take longer than anticipated. This does not necessarily indicate a problem, but if you are concerned please speak to York SU.

Can I start volunteering before the DBS check is completed?

No. You must show a copy of your DBS Check to your project you want to volunteer with before getting involved.

How long is a DBS check valid for?

Any information revealed on a DBS certificate will only be accurate at the time the certificate was issued. However, a certificate can be kept up to date by subscribing to the DBS Update Service. 

I have received my Disclosure, but do not believe the information it contains to be accurate. What should I do?

If this is the case, you can dispute the information. A dispute can only be raised by the applicant. Please see GOV.UK for further details.

My name doesn’t appear in the same format/spelling on all of my documents. Is this acceptable?

Your documents must show your legal name in order to prove your identity. If you have middle names that are not shown on all of your documents, this is fine as long as they appear on the application. If the documents have different names due to either a spelling/administrative error, or because you use more than one version of your name, you will need to include all versions of your name on your application and provide identification documents to confirm all names.

If you have changed your name legally, but have yet to update your documents, this is fine as long as you can provide proof of legal name change from one to the other. 

I have lost my DBS certificate, can I get another copy?

If you have lost/damaged your DBS Disclosure, you will need to begin a new application, rather than requesting a reprint, as the period of time since your Disclosure was issued, and any changes to your personal information will need to be checked.

Contact your link staff member, Gen Andrews (g.andrews@yorksu.org), our Volunteering (volunteering@yorksu.org), Helpdesk (helpdesk@yorksu.org) or DBS (dbs@yorksu.org) Teams