SAFECommunity Interest Company
Safer Activities For Everyone CIC
Unit 10, Progress Way • Mid Suffolk Business Park • Eye • IP23 7HU • 01379 871091 • help@safecic.co.uk
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Frequently Asked Questions

Competition Terms and Conditions

Prize: The competition prize (to be awarded to the winning entrant) is 1 x Tesco Gift Cards with a total credit of £50.00. The winning entrant is to be drawn at random by SAFEcic. SAFEcic reserves the right to substitute the prize with another prize (of similar monitary value) should the original prize be unavailable. There is no cash alternative.

Running Time: The competition will run from Saturday 2 September 2017 to Monday 16 October 2017 at www.twitter.com/SAFEcic.

Closing Date: Closing date for entries is on Monday 16 October 2017 at 18:00 GMT.

Draw Date: The draw will take place on Monday 30 October 2017 at 18:00 GMT.

Entrants: The competition is open to individual UK mainland residents aged 18 or over, except employees of SAFEcic, their associated, affiliated or subsidiary companies, their families, agents or anybody connected with this competition or company including third party promotional partners. Entry to the competition is free. No purchase necessary.

Criteria:

For entries to be considered valid, all entrants must complete section A below:

A. i) Fill out and submit an entry form

ii) 'Follow' SAFEcic on Twitter

iii) Be 'Followers' of SAFEcic on Twitter, at the time and date of competition close

For secondary entries to be considered valid, entrants must also complete section B below:

B. iv) Retweet any of SAFEcic's tweets during the length of the competition.

All entrants must complete all parts of Section A from the 'Criteria' listed above. This will be considered as one entry into the draw. Completion of both section A and section B will be considered as two entries. No entrants may enter more than twice.

Any entries submitted after this time will not be counted and will be considered void.

Any entries not adhering to the criteria will be considered invalid and void.

Entries submitted with incomplete or inaccurate data will also be considered invalid and void.

Prize Terms and Conditions: The prize is subject to Tesco Gift Card Terms and Conditions. Entrants are responsible for ensuring they have read, understood and accepted Tesco Gift Card Terms and Conditions before entering the draw. SAFEcic accepts no responsibility for any changes to Tesco Gift Card Terms and Conditions.

Data Protection: SAFEcic will not sell, distribute or lease the entrant's personal information to third parties unless SAFEcic have the entrants permission or are required by law to do so. For more information on how SAFEcic handle data, please see our terms and conditions.

The Winner: The winner will be drawn at random from all entries adhering to these terms and conditions. The winner will be notified by email within 28 days from the draw date.

Accepting the Prize: The winner has 28 working days to confirm acceptance of their prize. If the winner cannot be contacted by email in this period or cannot accept the prize, then SAFEcic reserves the right to draw another winner from all other valid entries received before the closing date. The winner is responsible for ensuring they are able to accept the prize which will be sent via Royal Mail Special Delivery service.

Disclaimer: In case of a dispute arising, SAFEcic's decision is final. SAFEcic reserve the right to withdraw the competition with no period of notice, at any time.

Online Training FAQs

Frequently Asked Questions About Online Safeguarding Training

If you have any questions not listed below, feel free to chat to us live, call us on 01379 871091 or email help@safecic.co.uk


 

General Questions:

What is an online safeguarding training course?

What is a 'course credit'?

Who should take safeguarding training?

What safeguarding training do my staff need?

What’s contained within the safeguarding courses?

How long do the online safeguarding training courses take to complete?

How much are online safeguarding training courses and how can I buy them?

Do I need an account to complete the training?

How long are the online safeguarding training courses valid for?

New Customers:

Are your safeguarding courses Ofsted compliant?

Are your safeguarding courses CQC compliant?

Are the online safeguarding courses registered under the GDC's Lifelong Learning Scheme?

Existing Customers:

I have passed the course, how do I access my certificate?

My certificate says the wrong name/organisation name - what can I do?

I’ve forgotten my login, what do I do?

I have an account, how do I change my password?

Group Administrator FAQs:

I have purchased training credits, how do I allocate them to my staff?

I didn’t allocate the right course to a member of staff, can it be changed?

A member of staff has left the organisation can I have the credit back?

 


 

General Questions:

What is an online training course?

Our online training courses are the quick, easy and cost effective way to train your staff in safeguarding. Our safeguarding training courses are CQC and Ofsted compliant and can be taken in the comfort of the delegate's home, workplace or any other space with a computer and internet connection. Our online safeguarding courses can save money on staffing costs and offer flexibility in learning. Our training is available 24 hours a day, 7 days a week and can be accessed instantly after placing an order. Also known as eLearning, our online safeguarding training courses offer peace of mind that you are helping fulfill your legal 'duty of care'.

 

What is a 'course credit'?

We operate a 'course credit' system whereby one course credit = any one online safeguarding training course. These credits have no expiry date and can be allocated to any member of staff at any time. They offer a more flexible approach than buying specific courses and mean that organisations and individuals have more control over training for their staff. The cost of course credits goes down, the more you buy. For a current price list please click here.

Who should take safeguarding training?

Anybody who works with children, young people, vulnerable adults/adults at risk, or their families, friends or carers should take safeguarding training. Safeguarding is everyone's business and everybody has a legal 'duty of care' towards the welfare of these vulnerable groups. For specific guidance on Ofsted's safeguarding training requirements, click here. For specific guidance on CQC's safeguarding training requirements click here.

 

What safeguarding training do my staff need?

Dental Practices

All staff should take:

  • Standard Child Safeguarding Training
  • Standard Adult Safeguarding Training

As well as this, the 'Lead' and 'Deputy' for safeguarding should also take:

  • Leading On Child Safeguarding Training
  • Leading On Adult Safeguarding Training

Education Establishments (including Early Years)

All staff (supervised and supervised) should take:

  • Standard Child Safeguarding Training
  • Annual eSafety Training

As well as this, the 'Senior Designated Professional/Lead' and 'Deputy/Alternate' for safeguarding should also take:

  • Leading On Child Safeguarding Training

Charities:

Safeguarding induction training is mandatory for all working with vulnerable groups, to help safeguard the beneficiaries of the charity. All of our training meets the Charity Commission's guidelines and our MD, Rosie Carter, is personally thanked for helping advise on the Charity Commision's 'Safeguarding Children and Young People' 2014 policy paper which every charity must adhere to.

All with direct contact with vulnerable groups will need to hold training appropriate to their role at the charity. Just as with other sectors, there must be at least two senior people who assume safeguarding roles and these two people must take further training to ensure they can manage safeguarding arrangements, allegations and concerns.

Other Sectors:

Best practice suggests that all staff with contact with children, young people and/or vulnerable adults or their families, friends or carers should take:

  • Standard Child Safeguarding Training

    and/or

  • Standard Adult Safeguarding Training

Each organisation should then assign a 'Lead' and 'Deputy' for safeguarding. They should be as senior as possible within the organisation. They should also not be related to each other or cohabiting.

As well as our 'Standard' training, the 'Lead' and 'Deputy' should also take:

  • Leading On Child Safeguarding Training

    and/or

  • Leading On Adult Safeguarding Training

If you are unsure what your organisation needs to do to fulfill it's 'legal duty of care' click on our live chat function to the left, call us on 01379 871091 or email help@safecic.co.uk

 

What’s contained within the course?

Our online safeguarding training courses are interactive, containing videos and quizzes. They are inline with the latest legislative guidance and 'Working Together to Safeguard Children 2015'.

They cover, among other things:

  • Legislation and guidance
  • Recognition of abuse
  • How to respond to concerns
  • Fulfilling legal 'duty of care'

There is an assessment test at the end of the course, which tests the knowledge gained throughout the course. Delegates may re-take the test, should they not obtain the pass rate, without incurring any further cost.

 

How long do the online safeguarding training courses take to complete?

All of our online safeguarding training courses take around one hour to complete. They can be taken in 'bite sized chunks' and delegates can re-enter and continue the course at the same point at which they left.

 

How much are online safeguarding training courses and how can I buy them?

Our online safeguarding training courses are £27.99 when purchased individually but this price decreases when you purchase more:

1-4 course credits = £27.99 each

5-9 course credits = £24.99 each

10-19 course credits = £22.99 each

20-49 course credits = £20.99 each

50 + course credits = Contact us for a bespoke quotation.

We offer discounts for BDA and BADN members and special deals for good causes and other not for profit organisations, use our live chat facility, call us on 01379 871091 or email help@safecic.co.uk

 

Do I need an account to complete the training?

You will need an account with us to complete the training so that your certificate displays the correct name, organisation and professional number (if applicable). We treat all information in accordance with the Data Protection Act 1998. For more information on our privacy policy and access to our full terms and conditions, please click here.

 

How long are the online safeguarding training courses valid for?

Our online safeguarding training courses are valid for two years from the date of completion. (NB this is for completed courses/courses where training has begun - course credits that have not been used have no expiry date).

 


 

New Customers:

Are your safeguarding courses Ofsted compliant?

All of our safeguarding training courses are Ofsted compliant. They meet the requirements of 'Keeping Children Safe in Education' 2016 and we also provide Ofsted compliant eSafety training both online and face to face.

 

Are your safeguarding courses CQC Compliant?

All of our safeguarding courses are compliant with the CQC's guidelines. They also meet the expectations of 'Safeguarding children and young people: Roles and competences for health care staff' Intercollegiate document 2014. For specific guidance on the CQC's requirements regarding dental practices, please visit our Dental specific resource.

 

Are the online safeguarding course registered under the GDC's Lifelong Learning Scheme?

Yes, our online safeguarding courses (excluding eSafety) are worth 3 hours verifiable CPD each and take around one hour each to complete.

 


 

 Existing Customers:

I have passed the course, how do I access my certificate?

Your certificate will be available to download immediately after you have passed the course. If your organisation has provided the training for you, your group administrator can also download it for their records. All certificates have a unique identifying number so that all of our online safeguarding training can be verified through our website.

 

My certificate shows the wrong name/organisation name - what can I do?

Our technical team can alter names, add professional numbers and add/remove organisation names for you. Please note we cannot always remove the organisation and we cannot change usernames. Contact us through our live chat, 01379 871091 or email help@safecic.co.uk

 

I’ve forgotten my username or password, what do I do?

If your personal email address is registered with us, you can use the ‘Forgotten your Username’ or ‘Forgotten your Password’ buttons to reset your details. Otherwise, email (help@safecic.co.uk) or phone in your request. If you are still experiencing problems, you can chat live to us on our website or alternatively call us on 01379 871091.

 

I have an account, how do I change my password?

Once you have logged into the site, find the 'User Area' button (at the top of the screen). Within this drop-down menu, you will see an option that says ‘User Profile’. From here, you can change your password.

 


 

Group Administrator FAQs:

I have purchased training credits, how do I allocate them to my staff?

Once you have logged in, click on the button which says ‘Enrolment and Administration’. Click on the appropriate training and you should then see an allocation table. (NB Child safeguarding and adult safeguarding training will be under 'Safeguarding training')

Using the allocation table:

Allocating to a new member of staff:

Click 'Add New User' (below the table on the left)

Simply type in the member of staff's name in the new row and tick the course you want them to take and click 'save'.

Allocating to a member of staff with existing training:

Find the staff members name in the table.

Click the course name you want them to take and click 'save'.

Please note: re-typing or editing names on the table can cause complications with the training, if you wish to edit a name or unenroll a member of staff please contact us on 01379 817091, use our live chat facility or email help@safecic.co.uk.

 

I didn’t allocate the right course to a member of staff, can it be changed?

As long as the staff member has not begun or completed the safeguarding training, we can unenroll their allocations for you. Just call us on 01379 871091, use our live chat facility or email help@safecic.co.uk

 

A member of staff has left the organisation can I have the credit back?

As long as the member of staff has not begun or completed the course, we can credit this back for you. Call us at the office, chat live on our website or email help@safecic.co.uk with the details.

DBS Checks

Frequently Asked Questions about DBS Checks (Formerly CRB checks)

Please note, although we provide a standard and enhanced DBS checking service, we are not the DBS. If you would like to contact the Disclosure and Barring Service, you can call 0300 0200 190 or click here to visit their website.

We understand the process of DBS checking can be a complex issue and often leaves applicants and employers with a lot of questions. So our DBS Team have put their heads together to create this list of frequently asked questions and answers. If you can't find what you're looking for, or would like further information please give us a call on 01379 871091, use the link on the left to chat with us live, or email help@safecic.co.uk with your questions and we will do our best to help.

 

To purchase DBS checks click here

 

Did You Know?

If you or your organisation requires DBS checks, you will also require the appropriate safeguarding training. You can purchase safeguarding training by clicking here or find out what is required by clicking the quick reference flowchart below or its sector counterparts:

       General Business Best Practice Flowchart 
safeguarding-flowchart-smallnewvideographic

Click here for the dental sector flowchart. Click here for the education sector flowchart

 


DBS FAQ

Please note: This FAQ is designed for the organisations and applicants who are using (or who wish to use) SAFEcic's DBS Checking Service. If you are using a different DBS provider for your application, we would recommend that you contact that provider, or the DBS directly if you have any queries as we will be unable to assist you.

To contact the DBS: you can phone 0300 0200 190 or click here to visit their website.

To purchase DBS checks click here

 General Queries:

Applicant FAQs

Filtering and the DBS Update Service FAQs:

 

What is a DBS check?

Previously known as a CRB (Criminal Records Bureau) check, a DBS (Disclosure and Barring Service) check is a record of an individual's relevant criminal history and may also contain police intelligence and DBS barred list information (depending on the level of check). The purpose of a DBS check is to assist employers in making a recruitment decision.

What happened to the CRB and ISA?

On December 1st 2012, as part of the many changes brought about by the Protection of Freedoms Act 2012, the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) closed and the Disclosure and Barring Service (DBS) was formed to take their place.

The DBS continues to be responsible for the functions previously carried out by the CRB and ISA with the exception of the ISA Registration Scheme, which has been discontinued. From September 2017, the DBS also carry out Basic level DBS checks for applicants in England or Wales (a function previously carried out by Disclosure Scotland).

Who Needs a DBS Check?

If there is ever a safeguarding issue within your organisation and the people working or volunteering with children and/or vulnerable adults have not been adequately checked, your organisation could be held legally liable. To prevent this possibility SAFE advises standard or enhanced DBS checks are conducted on all eligible staff and volunteers within your organisation.

SAFE has produced a short handiguide to help you discover whether a position is eligible for an enhanced DBS check: Who can be enhanced DBS/Barred list checked. Please note, this is a brief overview and should be read in tandem with current legislation.

To purchase credits for our standard or enhanced DBS checking service, click here.

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Who can ask for a DBS check?

Organisations can request that their staff, volunteers or applicants have standard or enhanced DBS checks only if the post they are working/volunteering/applying for is exempt from the Rehabilitation of Offenders Act 1974. Click here to see the DBS' own guide on exempt positions that are eligible for a DBS check. To purchase credits for our DBS checking service, click here.

For roles that are covered by the Rehabilitation of Offenders Act 1974, employers can request Basic DBS checks via Disclosure Scotland (for applicants in Scotland, England or wales), a DBS Responsible Organisation (for applicants in England or Wales) or Access NI (for applicants in Northern Ireland).

Note: from January 2018, Disclosure Scotland will cease processing basic disclosures for applicants in England or Wales. From this point, employers can request checks via DBS Responsible Organisations or have the individual apply directly through the DBS.

How do I get myself DBS checked?

The purpose of a standard or enhanced DBS check is to aid employers and organisations in a recruitment decision. As such, individuals cannot DBS check themselves at standard or enhanced level: there must be an employer/recruiting organisation involved.

Individuals can, however, apply for a basic disclosure directly through Disclosure Scotland (Scotland, England and Wales), or Access NI (Northern Ireland) - a basic disclosure only shows unspent convictions. Individuals may also apply for a basic DBS check through a DBS registered Responsible Organisation (England and Wales) - a basic DBS check will show unspent convictions and conditional cautions.  

Note: From January 2018 Disclosure Scotland will cease processing basic disclosures for applicants from England and Wales. From this point, applicants will be able to obtain Basic DBS checks directly from the DBS (instead of going through a DBS Responsible Organisation).

If you are an individual and simply wish to know what information the police hold about you on the Police National Computer (PNC), you can submit a Subject Access Request to the ACRO Criminal Records Office. To find out what information the police hold locally, you can submit a subject access request to the relevant police force. The response to a subject access form cannot be used in place of a DBS check.

Do we have to DBS check our staff?

SAFE recommends that all eligible volunteers and workers within your organisation are standard or enhanced DBS checked (as appropriate). To purchase credits for our DBS checking service, click here.

What types of checks are there?

There are four different levels of criminal record check available:

  • Basic checks: These can be requested by an individual or by the employer (with the applicant's permission) for any role. A basic check will show all unspent convictions. SAFEcic does not provide Basic checks as they are available directly from Disclosure Scotland (England, Wales and Scotland), AccessNI (Northern Ireland) or a DBS Responsible Organisation (England and Wales). Note: From Jan 2018, Disclosure Scotland will stop processing basic disclosures for applicants in England and Wales - these will then become available directly through the DBS.
  • Standard checks: These are suitable for eligible roles that do not involve regular contact with children or vulnerable groups such as finance or security. A standard check will show any unspent convictions, cautions, warnings or reprimands along with any spent convictions and cautions that are not eligible for filtering.
  • Enhanced checks: These are suitable for eligible roles where the applicant will be working/volunteering with children, young people and/or vulnerable groups. An enhanced check will show any unspent convictions, cautions, warnings or reprimands along with any spent convictions and cautions that are not eligible for filtering. Intelligence held by the police may also be included if the Police reasonably believe it is pertinent to a recruitment decision.
  • Enhanced with DBS Barred List checks: These are suitable for roles where the applicant will be working/volunteering in a regulated activity with children and / or vulnerable adults. An enhanced check with DBS Barred list check will show the same information as an enhanced check along with any information held on the barred list(s) being checked.

To purchase credits for our DBS checking service, click here.

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How much do DBS checks cost?

Type of Credit Price
DBS checking service for volunteers (Standard or Enhanced) £12
Standard DBS checking service for paid positions £38
Enhanced DBS checking service for paid positions (with or without barred list checks) £56

 

Admin fees are included in the cost. Some applications may require external ID validation that will incur a one time fee of £10 per applicant, this is a service only available upon arrangement.

To purchase credits for our DBS checking service, click here.

How long does a DBS check take?

Once we receive a completed DBS form at our office, we will process it within 2 working days. If everything is OK, we will then forward the application on to the DBS.

The DBS aim to complete:

  • 75% of all applications within 14 calendar days from receipt
  • 90% of all applications within 28 calendar days from receipt
  • 99% of all applications within 60 calendar days from receipt

If you would like to follow the progress of your own or your volunteer/staff member's application once it is with the DBS, you can do so using the DBS tracking service.

How long does a CRB/DBS check last?

A DBS/CRB certificate is only truly accurate on the day it was issued. As such, there is no official expiration or renewal date for a DBS or CRB check. SAFE recommends that all DBS checks be renewed at least once every 3 years (or sooner if there has been a significant gap in employment) UNLESS the staff member/volunteer has subscribed to the DBS Update Service, in which case, the employer can check the update service regularly (with the applicant's permission) and will only need to ask for a new DBS check if the update service suggests that the individual's information has changed.

If you are a regulated organisation (i.e. CQC or Ofsted registered), your regulating body may already have guidance in place on the renewal of DBS checks and the use of the Update Service.

How do I get a CRB / DBS check for my Personal Licence?

You will need a basic disclosure for your personal licence. If you are in Scotland, England or Wales you can apply for a Basic Disclosure directly through Disclosure Scotland. In England and Wales you also have the option to apply for a Basic DBS through a DBS Responsible Organisation. If you are in Northern Ireland, you should apply for a basic disclosure through Access NI

Note: From Jan 2018, Disclosure Scotland will stop processing basic disclosures for applicants in England and Wales - these will then become available directly through the DBS.

 

Do you do List 99 / POCA / POVA Checks?

List 99 and POCA cases are both maintained by the Disclosure and Barring Service (previously Independent Safeguarding Authority) and are now known as the DBS Children's Barred List. We can request a children's barred list check (where appropriate) as part of an enhanced DBS application.

Similarly, POVA is now the DBS Adults' Barred List and we can request an adults' barred list check (where appropriate) as part of an enhanced DBS application.

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What ID do I need to send with my application form?

Click here to see our ID guidance (pdf) for UK Nationals and also EEA or Swiss Nationals who have been in the UK for more than 5 years.

Click here to see our ID guidance (pdf) for EEA or Swiss Nationals who have been in the UK for 5 years or less.

Click here to see our ID guidance (pdf) for Non-EEA Nationals.

Click here to see the Disclosure and Barring Service's guidance that we must adhere to.

 

What will show up on my DBS check?

The information shown on your DBS check will depend on the level of check that you apply for. There are four levels of DBS checks currently available:

A basic check will show any unspent convictions and conditional cautions.

A standard check will show any unspent convictions, cautions, warnings or reprimands along with any spent convictions and cautions that are not eligible for filtering.

An enhanced check will show any unspent convictions, cautions, warnings or reprimands along with any spent convictions and cautions that are not eligible for filtering. Intelligence held by the police may also be included if the Police reasonably believe it is pertinent to a recruitment decision*.

An enhanced check with DBS Barred list check will show the same information as an enhanced check along with any information held on the barred list(s) being checked (Children's, Adults' or Both).

Who will get a copy of my DBS certificate?

If your certificate was issued on, or after, June 17th 2013, only you will receive a copy or your certificate. This copy will be sent to the current address that you provided in section B of the application form. Certificates issued before this date will have been issued in duplicate, one copy would be sent to your current address and one copy sent to our DBS team here at SAFEcic.

Where do I have to send my ID and form?

Please send your completed form and the relevant ID to our office at:

SAFEcic, Unit 10, Progress Way, Mid Suffolk Business Park, EYE, IP23 7HU

Do I have to send you my ID?

We have a responsibility to verify the identity of all our applicants, this means that you will have to send us your ID with your application form.

To verify an applicant's identity, we have to follow the Routes of Identification as laid out by the DBS. Further information can be found here (opens new window).

Can you accept photocopies?

Unfortunately, we cannot accept photocopies or documents that you have printed yourself, we must see the original document and it must have been issued by the relevant organisation. i.e. we cannot accept an online bank statement printed off by an applicant, but we can accept a paper statement issued directly by the bank.

What do you do with my ID?

We use the documents to verify the information you have provided on your form. On the same working day that we receive them, we return your documents to the to the current address as supplied on your DBS application form. If you would like your documents to be returned to a different address (i.e. work), please indicate this in writing when you send us the documents. We send all Identity Documents using Royal Mail, Second Class Recorded Delivery.

If you would like us to use Royal Mail's 'Special Delivery' service, please include a prepaid special delivery envelope with your documents.

Please note: DBS certificates are issued by the DBS (not SAFEcic) and will be sent 2nd class to the address that you specified in section B of your application form. The certificate can not be sent by any other delivery method or to any other address.

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What happens once you have my form?

Once we have your form, we will use your ID documents to verify the information you have provided and then return your ID to you. If we require further ID or information, we will contact you.

Once we have everything we need, we will sign off your form and forward it to the DBS. The DBS aim to complete process 75% of all applications within 14 days and 99% of applications within 60 days.

The DBS will then issue your DBS certificate and send it second class to the address you have supplied on your application form.

I can't supply enough ID, what do I do now?

Please get in touch if you are having difficulty providing enough identity documents, we will work with you to try and find the best solution.

I've lost/accidentally damaged my certificate, can you replace it?

Unfortunately, we cannot replace lost or damaged certificates.

I haven't received my certificate yet?

You can follow the progress of your application once it's with the DBS using the DBS tracking service. This will show you the stage your application is in. If your application has been in 'Stage 4' for more than 60 days,we can submit an escalation request to the DBS (please note, we can only request escalations for applicants who have used our DBS checking service, if you have used a different organisation you will need to contact them or talk to the DBS directly).

If your certificate has been issued and you haven't received it within 14 days of the issue/dispatch date, you will need to complete a reprint request form and submit to the DBS. The Reprint Request forms and further guidance can be found here. 

The DBS are unable to replace lost or destroyed certificates and they can only reissue a certificate to the address that you provided in section b of your application form (this cannot be changed). You must make your request within 3 months (93 calendar days) of the certificate being issued. 


I've changed my address since my last DBS check, how do I update my details?

Unfortunately, there is no way to update the details shown on a DBS certificate. Currently, the only way to have your new information show on a certificate is to undergo a new DBS check.

Can my employer keep my certificate?

They can with your permission, however the certificate is your property and unless your organisation is an establishment regulated by Ofsted, CSSIW or a registered care home inspected by the CQC; there is usually no need for an employer to retain or photocopy a DBS certificate any longer than is necesary for a recruitment decision to be made. 

Will an s136 show up on my DBS certificate?

It will not show up on a standard level check, but it may show on an enhanced DBS check. On an enhanced DBS check, the police have the power to include any information they hold about the applicant if they believe it would be relevant to a recruitment decision, including information relating to an s136. As an applicant, you have the power to challenge any information revealed on your certificate before you show it to your employer.

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What is Filtering?

Filtering or 'weeding' is the process the DBS use to determine whether information is 'protected' by current legislation and should be removed from a person's DBS certificate before it is printed.

Filtering of Convictions

If an applicant was an adult (18+) at the time of the offence, the conviction will be eligible for filtering (removal from the DBS certificate) if it meets the following requirements:

  • It has been 11 or more years since the date of conviction, and
  • the applicant has not commited any other offence, and
  • the conviction did not result in a custodial sentence, and
  • the offence does not appear on the list of offences that will never be filtered from a DBS certificate (found here).

If the applicant was under the age of 18 at the time of offence, the conviction will be eligible for filtering (removal from the DBS certificate) if it meets the following requirements:

  • It has been 5.5 or more years since the date of conviction, and
  • the applicant only has one conviction offence, and
  • the conviction did not result in a custodial sentence, and
  • the offence does not appear on the list of offences that will never be filtered from a DBS certificate (found here).

Filtering of Cautions

If the applicant was an adult (18+) at the time of offence, the caution will be elgible for filtering (removal from the DBS certificate) if:

  • It has been 6 or more years since the date of caution, and
  • the offence does not appear on the list of offences that will never be filtered from a DBS certificate (found here).

If the applicant was under the age of 18 at the time of offence, the caution will be eligible for filtering (removal from the DBS certificate) if:

  • It has been 2 or more years since the date of caution, and
  • the offence does not appear on the list of offences that will never be filtered from a DBS certificate (found here).

NB: prior to May 29th 2013, nothing was filtered from an applicant's certificate. This change to procedure and the introduction of Filtering came about as a result of a Court of Appeal ruling in January 2013 which allowed for new legislation to be introduced.

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What is the DBS Update Service?

The DBS update service is a yearly subscription service provided directly by the DBS for applicants. Currently the service costs £13 per applicant per year (or free for volunteers).

If the DBS applicant subscribes to the service (this must be done around the time of their application) their DBS information will be securely stored online, allowing the applicant or their employer to check the status of the certificate at any time. Instead of renewing DBS applications every few years, employers will only have to request a new DBS check be undertaken if the update service shows information has changed (or if they require a different level of check).

The service is fully portable - allowing applicants to carry their certificate between different employments, providing the new employment is in the same workforce and requires the same level of check.

If you would like to know more, you can visit the DBS Update Service page, or check out these informational youtube videos launched by the DBS: found here (for employers) and here (for applicants).

 

How do I sign up for the Update Service?

You can sign up to the update service on the DBS website when you apply for a the DBS check that you wish to keep updated: Applicants can subscribe prior to submitting an application as long as they have their application form number (found in the top right corner of the front page, starting 'F0...'). However, SAFE recommends that the applicant waits until the DBS has received the application before subscribing, as the application form may be replaced or delayed before submission to the DBS.

To check whether the DBS have received an application form, and to check it's subsequent progress, you can use the DBS tracking service found here.

Once a DBS certificate has been issued, the applicant has 30 days from the date of issue left to subscribe. Subscribing after a certificate has been issued can be done using the certificate number (found in the top right of the certificate, starting '001...').

 

Can I add an old certificate to the update service

Unfortunately no, only applications that have been received by the DBS on or after June 17th 2013 will be eligible for the Update Service and those applications can only be added to the update service if they are registered before (or within 30 days of) the certificate being issued.

 

Can I sign up my staff for the Update Service?

No, your staff must sign up to the update service themselves. Only the applicant should register their application/certificate.

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Do you provide the Update Service?

The update service is provided and managed by the Disclosure and Barring Service (DBS), to subscribe to the update service, applicants must do so directly through the DBS and not through SAFEcic.

When can I use the Update Service to check my personnel?

To check a person's details using the update service, that person must have:

  • Subscribed to the Update Service, and
  • Added the certificate in question to the Update Service

AND you must have:

  • That person's permission, and
  • a lawful reason to use the level of check the applicant holds*.

*For instance, if your member of staff has received an enhanced check with adults barred list check, but you are only lawfully allowed to see an enhanced check with no barred list checks, you should not use the update service and should instead ask the staff member to apply for a new DBS check at the appropriate level.

How do I use the Update Service to check my personnel's DBS certificates?

If the applicant has subscribed to the Update Service and you have their permission, DBS certificate information and can lawfully use their DBS information, log on to the Update Service here and enter your details, once you click through, you will be prompted to provide the information for the DBS certificate you wish to check. You will then be shown the status of that certificate.

The status shown will be one of the following:

  • This certificate did not reveal any information and remains current as no further information has been identified since its issue: Meaning no criminal or barring information is shown on the certificate, and that no new information has come to light since it's issue - you can still accept the certificate and will not need to request a new check.
  • This certificate remains current as no further information has been identified since its issue: Meaning the certificate does hold criminal/barring information but no new information has come to light since it's issue - You will need to see the certificate and perform a risk assesment on the information shown, however, you will not need to request a new DBS check.
  • This certificate is no longer current. Please apply for a new DBS check to get the most up to date information: Meaning you should request a new DBS check to be completed before proceeding. If the DBS certificate is no longer current, which can be for a variety of reasons, and a recruitment decision should not be made until you have had sight of the new DBS certificate.
  • The details entered do not match those held on our system. Please check and try again. Meaning you will need to double check the information you have entered is correct and try again. If you get the same result, it's possible the certificate is not held on the update system and cannot be checked.

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This page was last reviewed in September 2017 and is correct to the best of our knowledge. If you spot anything that's not quite right, please do let us know by emailing rachel.carter@safecic.co.uk

 

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How to Complete Your DBS Application Form

How to Complete Your DBS Application Form

A Step By Step Guide

Welcome to SAFE's step by step guide on how to complete your DBS application form, this guide will walk you through each section of the form and let you know what it is you need to write down. If you would like to know how to complete a specific section of your form, please see the index below.

Index:

We also recommend you refer to the DBS' own guide to applicants, found here.

What you need to know before you start:

  • The form must be completed in BLACK ink only.
  • You must not use correction fluid.
  • All sections of the form that are marked in yellow are mandatory fields and must be completed. 
  • Answers must be completed using BLOCK CAPITAL letters, with one character per box, ensuring your handwriting remains within the boxes:

within the box DBS

  • You must provide spaces in your answers where there would be spaces in your normal writing:

 

leaveaspaceDBS

 

  • If you make a mistake, put a line through it and write the correct information to the right in the nearest available space:

 

correctmistakeDBSFAQ

 

  • If there is no room to correct your answer, write the correct information on a seperate sheet of paper and send it to us with the application form. 

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What ID you will need to send

Click here to see our ID guidance (pdf) for UK Nationals.

Click here to see our ID guidance (pdf) for EEA or Swiss Nationals who have been in the UK for more than 5 years.

Click here to see our ID guidance (pdf) for EEA or Swiss Nationals who have been in the UK for 5 years or less.

Click here to see our ID guidance (pdf) for Non-EEA Nationals.

Click here to see the Disclosure and Bariing Service's guidance (pdf) that we must adhere to.

 

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The Form on the Front

With your application form you will have received a yellow or white form stuck to the front:

Completing the form on the front of your application:

DBSFAQyellowform1

Please complete all sections of this form.

For the question "Does the position you are being DBS checked for involve working with children or adults at your home address", please only indicate 'Yes' if your work meets the requirements set out here.

 

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The Application Form

Section a - applicant's details
1 title Select the relevant title OR if your title is not one of the options available you should write it in the 'other' section
2 surname

Provide your current surname

3 forename(s) Provide your current forename(s) - this includes any middle name(s) you may have
4 have you ever been known by any other names?

If you have ever been known by, or used any names other than your current name (this includes maiden names) select 'Yes'.*Exceptions apply for adopted1 and transgender2 applicants.

If you have not used any other names, select 'No' and proceed to section 'a14'. 

5 surname

If you have selected 'Yes' for 'a4' you MUST provide a full history of the names you have been known by. The name history you provide in this section must date back to your birth*, even if one of your previous names is once again your current name. *Exceptions apply for adopted1 and transgender2 applicants.

Dates 'from' and 'to' must be completed in MMYYYY format i.e. July 1st 2013 would become 072013. Do not write 'from birth', 'still use it', 'not applicable' or any other similar phrases. 

You must always complete both the surname and forename(s) sections (including middle names) even if the other part of your name hasn't changed. For example, if you have only changed your surname, you must still fill in the 'forename(s)' section when supplying the other surname.

If you are currently using two or more different names, provide one name in sections a1-a4 and provide your second name in this section with the 'from' date showing when you started using the second name and the 'to' date showing the present date.

6 forename(s)
7 dates from and to
8 surname
9 forename(s)
10 dates from and to
11 surname
12 forename(s)
13 dates from and to
14 date of birth

You must provide your date of birth in DDMMYYYY format.

i.e. 13th March 1980 would become:

date format DBS

15 gender

Place a cross in the relevant box.2

16 place of birth (town)

Provide your town of birth

17 place of birth (country)

provide your countRy of birth (many applicants misread this as 'county')

18 e-mail address

Although completing these fields is not mandatory, we and the DBS may use the information in these sections to contact you should we have any queries regarding your application. This can greatly reduce the delays caused by alternatively sending written queries in the post.

19 contact telephone number
20 do you have a national insurance number?

Place a cross in the relevant box. If you have answered 'No' - proceed to 'a22'

21 national insurance number

If you have answered 'Yes' to 'a20' you must provide your NI number.

22 do you hold a valid UK driving licence?

Place a cross in the relevant box. Please note this refers to Full AND Provisional driving licences.

If you have answered 'No' - proceed to 'a24'

23 driving licence number

If you have answered 'Yes' to 'a22' you must provide your driving licence number here

24 do you hold a valid passport?

Place a cross in the relevant box. If you have answered 'No' - proceed to 'a30'

25 passport number If you have answered 'Yes' to 'a24' you must provide your passport number.
26 nationality If you have answered 'Yes' to 'a24' you must provide your nationality as shown on your passport.
27 country of issue If you have answered 'Yes' to 'a24' you must provide the country your passport was issued in.
28 not used These sections are no longer used and therefore should not be completed.
29 not used
30 do you have a Scottish vetting and barring number? Place a cross in the relevant box. If you have answered 'No' - proceed to 'section b'.
31 scottish vetting and barring number

If you have answered 'Yes' to 'a30' you must provide your Scottish Vetting and Barring Number.

Section b: current address
32 address

You should provide the first line of your current address here.

    You should provide the second line of your current address here (if applicable).
33 town/city You should provide the postal town/city of your current address here.
34 county You can provide the county of your current address here.
35 postcode You should provide the postcode of your current address here
36 country You should provide the country of your current address here.
37 at address since Provide the month and year that you moved into your current address in MMYYYY format. Do not write 'from birth', 'still here ', 'not applicable' or any other similar phrases.

Section c - other addresses

38 address

This section should only be completed if you have lived anywhere other than the address provided in section b in the past 5 years.

If you do need to provide further addresses, this section should be completed as you completed section b with the first address line, town/city, postcode, country and dates being mandatory sections.

If there is not enough room on the form to list all of your address in the past 5 years, please download a DBS continuation sheet to complete and include in your form.

If you have had a complicated address history, have lived overseas or are unsure what information to provide; the DBS has issued a comprehensive guide for providing your address history, please click here for further information.

   
39 town/city
40 county
41 UK postcode
42 country
43 dates from and to
44 address
   
45 town/city
46 county
47 UK postcode
48 country
49 dates from and to
Section d - do not complete
50 not used These sections are no longer used and therefore should not be completed.
51 not used
52 not used
53 not used
54 not used
Section e - declaration by the applicant
55 have you ever been convicted of a criminal offence or received a caution, reprimand or warning?

Due to recent changes in legislation, applicants should now read this questions as 'do you have any convictions, cautions, reprimands or final warnings which would not be filtered in line with current guidance?' and place a cross in the relevant box.

There is no need to provide any further information.

 

56 declaration by the applicant

You must sign within the box, ensuring your signature does not touch or exceed the borders of the box.

sigintheboxDBS

57 date of signature Provide the date you have signed the form in DDMMYYYY format.
Sections W, X, Y and Z
These sections are for SAFE and DBS staff only, please do not write in or alter anything on the back page of the form.
Notes
1Applicants who were adopted before the age of 10 need not declare any names they used or were known by prior to their adoption.

2Transgender applicants who do not wish to reveal details of their previous identity to their employer and/or SAFE should contact the DBS sensitive team on 0151 676 1452 or by email at sensitive@dbs.gsi.gov.uk for advice on how to proceed.

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If you can't find what you're looking for, or have further queries about completing your DBS form, please do not hesitate to get in touch at help@safecic.co.uk or by phone on 01379 871091.

Please note: This guide is designed for applicants and organisations using (or wishing to use) SAFEcic's DBS checking service. While we will endeavour to assist you in any way we can, If you are using a different provider, we would recommend that your contact your provider directly.

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