How Do You Track Your DBS Check Application? *

AD | For better or worse, DBS checks have become a standard requirement across a wide range of industries in the UK. From education and healthcare to financial services and charity work, these checks serve as critical safeguarding tools that help employers be sure they’re hiring trustworthy individuals.

While DBS checks make it easier for employers to filter the right candidates, the process can sometimes feel like a frustrating bureaucratic hurdle – especially when you’re waiting for the results to come through. Here are a few ways you can check your progress, depending on the type of check being carried out.

What is a DBS Check?

A DBS check, short for Disclosure and Barring Service check, is a background screening process carried out by the UK government. It’s designed to help employers make safer recruitment decisions by identifying whether an individual has a criminal record or is barred from working in certain roles, particularly those involving children or vulnerable adults.

The DBS (Disclosure and Barring Service) replaced the former Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) in 2012, combining both into one streamlined system.

There are four main types of DBS checks:

1. Basic DBS Check. This level simply discloses any unspent convictions or conditional cautions. It’s available to anyone and is often used for roles that require a general demonstration of trustworthiness.

2. Standard DBS Check. This level reveals both spent and unspent convictions, cautions, reprimands, and warnings held on the Police National Computer (PNC). It’s usually required for roles in sectors like law, finance, and certain public services.

3. Enhanced DBS Check. This provides everything included in a standard check, plus any additional information held by local police that’s relevant to the role being applied for. Enhanced checks are typically used for positions in education, healthcare, or other roles that involve regular contact with vulnerable groups.

4. Enhanced DBS Check with Barred List(s). The highest level of check available, this includes all the information from an enhanced check and also confirms whether the applicant appears on the children’s or adults’ barred lists, meaning they are legally prohibited from working in certain regulated roles.

Employers use DBS checks to verify suitability for employment, meet legal safeguarding obligations, and maintain public trust.

Online Tracking Portals

There are two main online DBS tracking systems: one for basic checks, and another for standard and enhanced checks. Each has its own process and requirements.

Online Tracking for Basic Checks

If you’ve applied for a basic DBS check, you can track your application’s progress online through this portal. To use the service, you’ll need:

• The applicant’s form reference number

• The applicant’s surname

• The applicant’s date of birth

Online Tracking for Standard & Enhanced Checks

For standard and enhanced DBS checks, there’s a separate tracking system that provides more detailed updates. You can use this portal to track the status and you’ll need:

• The application form reference number (usually provided by your background check provider or employer)

• The applicant’s date of birth

Background check providers like Personnel Checks supply these reference numbers as part of their service. Through this portal, you can view which stage the check has reached – such as when it’s with local police for review – and estimate how long the remaining process might take.

Telephone Tracking for All DBS Checks

If you’d prefer to speak directly with someone, you can call the DBS helpline at 03000 200 190. This number covers all types of DBS checks. Before the DBS can provide any information, you’ll need to confirm:

• The applicant’s full name

• The applicant’s date of birth

• The applicant’s current address

If your tracking request doesn’t work, either online or over the phone, double-check the details you’ve entered. If they’re correct and you still can’t find the application, it may mean the original request wasn’t properly submitted or processed.

Common Causes for Delay

Waiting for a DBS check to come back can be frustrating, particularly if it’s holding up a new job or onboarding process. While tracking can help you see where the check has stalled, it’s also useful to understand why delays happen.

For basic checks, results typically come back within a few working days. If it’s taking longer, it could be due to an error on the form or missing identity documentation.

For standard and enhanced checks, the process can be lengthier because several agencies are involved. Local police forces need to manually review records, especially at Stage 4 of the enhanced check. If your application has been at this stage for more than 60 days, you can submit a “fast-track” request to help move things along.

Other factors that commonly cause delays include:

• Incorrect or inconsistent personal details

• A high volume of checks being processed

• Applications requiring information from multiple police forces

• The need for additional verification due to similar names or addresses

DBS checks play a vital role in protecting the public and ensuring safer recruitment practices across the UK. Whether you’re an employer trying to onboard new staff or a job applicant eager to start a new position, understanding how to track your DBS check application can help reduce any extra stress. And if you do find out early on that’s it’s just a simple error causing a delay, you’ll be able to sort things out quickly, avoiding unnecessary further hold ups.

This is a collaborative post – please see my Disclaimer.