If you have ever tracked the progress of a DBS Standard or Enhanced Check, you might have noticed that it passes through five distinct stages. These are as follows:  

Stage 1: DBS Application Received

Stage 2: Police National Computer Search

Stage 3: Child & Adult Barring List & List 99 Search where applicable (Enhanced Only)

Stage 4: Additional Police Checks (Enhanced Only)

Stage 5: Certificate Issued/Dispatched

But what happens at each stage? This is a question we frequently encounter from both applicants and employers. Therefore, understanding the process can seem confusing for those unfamiliar with the background screening industry.

However, if you have ever wondered what goes on behind the scenes during a DBS Check, we have provided a detailed breakdown below!

STAGES OF THE DBS CHECKING PROCESS

Stage 1: DBS Application received and validated

When the DBS receives an application form, staff thoroughly check it for errors or missing information. The system automatically rejects electronic applications that fail validation. However, this is a rare occurrence due to the system we use, which prevents the submission of incomplete or incorrect applications. 

For paper submissions, the form is either scanned into the DBS system, returned to the counter signatory within 24 hours for correction, or withdrawn from the process. 

Stage 2: Police National Computer (PNC) searched

Key information from the application is compared against the PNC to identify any potential matches. 

In very rare cases where the Disclosure and Barring Service (DBS) is uncertain about a match at this stage, the DBS may ask the applicant to undergo fingerprinting.

The police will then confirm whether the applicant is indeed the person matched. 

(For Basic DBS Checks, this is the final stage before a Certificate is printed and issued to the applicant). 

Stage 3: Adults and Children’s Barred Lists

DBS checks the application data against the Children’s or Adults’ Barred Lists to identify any matches. Specifically, this stage only applies to Enhanced DBS Checks. Furthermore, it is optional and may not be required for certain roles. Therefore, not all applications will undergo this particular review.

Stage 4: Search of records held by the police

Stage 4 is typically the most time-consuming part of the checking process. This often causes concern for applicants, but in most cases, there is no need to worry. It is simply the most complex part of the process. 

At this stage, the system sends Enhanced DBS Checks to the police for an additional review of their records and, in addition, to any other relevant agencies. Subsequently, the system waits to receive any information before sending it back to the DBS.

If the details in the system potentially match, a police force will review the application.

The police will review any information they hold that is relevant to the specific workforce the applicant intends to work with, such as the Child Workforce. If no relevant information is found, the system returns the application to the Disclosure and Barring Service.

Next, the police assess whether to disclose relevant information on the certificate. They make this decision using an agreed framework and document it using a template approved by the DBS in collaboration with all police forces and involved agencies.

Even if the police records do not show a direct match, the system always sends applications for roles involving work in the applicant’s own home, such as foster carers, to the police or relevant agencies. This ensures that checks cover other individuals residing at or frequently visiting the applicant’s address.

While a delay at Stage 4 is usually nothing to worry about, missing, unclear, or incorrect information can hold up some DBS Checks. These issues trigger a ‘conflict,’ and the system returns the application to the DBS, which then clarifies the information by contacting the Registered Body or the organization that submitted the check.

For more details on Stage 4, we have a dedicated Knowledge Hub article available here. 

Stage 5: DBS certificate printed

This is the final stage of any DBS Check. The system consolidates and prints all information disclosed on the certificate. Then, it posts the DBS Certificate to the applicant’s current address, which can take up to ten working days. The applicant will need to present their DBS certificate to the employer who requested the check. 

In case the applicant believes there is an error on their certificate, they can raise a dispute. 

For electronically submitted applications, the Registered Body that applied also receives a result notification. Provided that the certificate is clear, the notification states, “Certificate contains no information.” If the certificate contains information, the Registered Body awaits the paper certificate.

Please note: EBC Global only receives information on whether a DBS Certificate is clear or contains disclosed information, not the specific details on the certificate.

For a more comprehensive explanation of each stage, you can refer to the .gov guidance page here.  

For more information about EBC Global solutions and how we can assist you, please get in touch! You can book a chat with our friendly team or email us at contact@ebcglobal.co.uk.