Disclosure and Barring Service checks and self-disclosures - Guidance for managers April 2024
In this section
- Introduction
- The Disclosure and Barring Service (DBS)
- Types of DBS checks
- Types of workforces
- Assessing if the role is eligible for a DBS check
- What is regulated activity?
- Re-checking existing staff
- DBS checks for non-employees
- Counter Signatories and Identity Verifiers
- SECTION 2: MANAGERS’ RESPONSIBILITIES
- What to do if a conviction is disclosed which may affect the person’s suitability for the post
- Dealing with a situation where you have safeguarding concerns
- Making a referral to the Disclosure and Barring Service and other Agencies
- Appendix 1: Establishing DBS Eligibility Form
- Appendix 2: Letter to be sent to employees registered with DBS update service
- Appendix 3: Self-Disclosure Form
- Appendix 4: Disclosure Risk Assessment Form
- Appendix 5: Safeguarding Referral Record
Assessing if the role is eligible for a DBS check
Assessing if the job role is eligible for a DBS check can be complicated, but there are several sources of help to guide managers and counter-signatories. This section is to help you select the correct level of check and barring list (if appropriate). Please refer to Appendix 1: Establishing DBS Eligibility form
You should complete this form to record the reason for selecting the type of DBS check and workforce for the job role.
Sources of guidance are as follows:
- DBS Eligibility Tool
- DBS Guidance Leaflets
- DBS Eligibility Guidance – this is the full guidance
DBS Eligibility Tool. DBS has made an online eligibility tool available which covers most, but not all, job roles.
This tool does not cover all roles currently. If the role is not covered, seek guidance from the People Services Recruitment team/ HR Adviser.
DBS Guidance Leaflets. DBS has published a range of guidance leaflets, which cover various areas of work.
DBS Checks in Sport – Working with Children
DBS Checks in Sport – Working with Adults
Children’s Social Care Providers
Regulated Activity Working with Children
Regulated Activity Working with Adults
Note: If you think that a job role might be in Regulated Activity, please also read Section 6 “What is Regulated Activity?”
School Governors and Elected Councillors
A Guide to School Governor and Elected Councillor Roles in Wales
All these guidance documents (and others) can be found here:
DBS Full Eligibility Guidance
The full guidance is available on the DBS website, which includes the legislative wording. As this is not very user-friendly, it is recommended that you use the other sources of guidance first, and then use the full guidance to check and confirm that you are selecting the correct type of DBS check.
For Standard DBS checks, please refer to the
Eligibility guidance for standard DBS checks
For Enhanced DBS checks and Enhanced DBS checks with Barred Lists, please refer to the Eligibility guidance for enhanced DBS checks
If you are still unsure about whether a post requires a DBS check, or the level of check required, please contact the People Services Recruitment Team / your HR Adviser to discuss.
Home Based Checks
For roles that take place in the applicant’s own home, the DBS application form should answer ‘Yes’ to the question ‘Does this position involve working with children or adults at the applicant’s home address?’. This allows a home-based check to be carried out. This means that the police will consider disclosing any relevant information held not only about the applicant, but also on any other person who is associated with the address that the applicant will be working from. This does not apply if the applicant is travelling to someone else’s home to carry out regulated activity.