Am I Eligible for a DBS Check as a Volunteer in the UK?

Created: Apr 22, 2024 | Updated: Apr 22, 2024

One common question many volunteers grapple with is their eligibility for a Disclosure and Barring Service (DBS) check. Essential for ensuring the safety of vulnerable groups, a DBS check can seem full of confusing rules. This blog post will explain the process, detailing what a DBS check is, who is eligible, the different levels available, and importantly, whether you as a volunteer qualifies for one. We'll cover everything from the types of DBS checks to the necessary documents and the application process.

What is a DBS Check?

A DBS check, which stands for Disclosure and Barring Service check, is a process used in the United Kingdom to help employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups (children, old people, people with disabilities etc.). It is a replacement for the CRB checks (Criminal Records Bureau) checks that were previously used.

There are three types or levels of DBS checks:

Basic DBS Check: This is the lowest level of disclosure which checks for any unspent criminal convictions or conditional cautions, according to the Rehabilitation of Offenders Act 1974. An unspent conviction is one where the rehabilitation period has not yet elapsed. During this time, the conviction must be disclosed when asked, such as during job applications that require a criminal record declaration. Unspent convictions will appear on all types of DBS checks, including basic, standard, and enhanced checks.
Standard DBS Check: This checks for any spent and unspent convictions, reprimands, warnings, and cautions held in England and Wales, or equivalent in Scotland and Northern Ireland. A conviction becomes spent after a certain period of time, which varies depending on the sentence given. This period is known as the rehabilitation period. Once a conviction is spent, the convicted person does not have to disclose it for most purposes, such as when applying for most jobs. A spent conviction will not appear on a basic DBS check.
Enhanced DBS Check: This includes the same information as the standard check plus any additional information held by police that’s considered relevant to the role being applied for. An Enhanced DBS check can also include a check of the DBS barred lists if the role involves working with children or vulnerable adults.

Who is Eligible for a DBS Check?

Eligibility for a DBS check in the UK is determined by the nature of the work you will be doing and is defined under the Rehabilitation of Offenders Act 1974 and subsequent amendments. Here are the general guidelines for who is eligible for each type of DBS check:

Basic DBS Check: Almost anyone can request a basic DBS check for themselves, regardless of their job. This level of check is not job-specific and only shows unspent convictions.
Standard DBS Check: The Standard DBS Check is typically required for roles that involve a higher degree of trust but do not involve regular contact with vulnerable groups. Jobs that might require a standard DBS check include certain positions in finance, law, and security.
Enhanced DBS Check: This is required for positions involving close and unsupervised contact with children and vulnerable adults. Examples include teachers, social workers, healthcare professionals, and childcare providers.
Enhanced DBS Check with Barred List(s): This level applies to positions that involve a higher level of contact with children or vulnerable adults, such as those allowing the individual to teach, train, supervise, care for, or provide advice/guidance on wellbeing. It checks whether an individual is on the barred list(s) preventing them from working with these groups.

Who Does not Qualify for a DBS Check?

People Not Working with Vulnerable Groups: Individuals who are employed in roles that do not involve contact with children or vulnerable adults typically do not qualify for a DBS check. This includes most jobs in sectors like general retail, construction, hospitality, and others that do not entail working directly with these groups.
Volunteers without Access to Vulnerable Groups: Volunteers who do not work directly with vulnerable groups are also not eligible for a DBS check. Only volunteers whose work involves regular contact with these groups can be checked.
Jobs that Lack Legal Eligibility for DBS Checks: There are specific jobs and roles for which DBS checks are legally permitted. If a position does not meet the eligibility requirements as defined under the law, an employer cannot request a DBS check. This includes roles that do not involve working with children or vulnerable adults and do not require a high level of trust or legal responsibility, such as general office work, retail positions, and non-regulated roles that do not involve handling sensitive information or finances.
Underage Individuals: Typically, DBS checks are not carried out on individuals who are under 16 years of age. Employers are expected to manage risks involving underage individuals through other means.

Who Does not Qualify for a DBS Check Fee Exemption?

Those Who Benefit Directly from the Position: If you benefit directly from your volunteering role (for example, by receiving a qualification or a promise of future employment), you will not be considered a volunteer in the legal sense that qualifies for a fee exemption on a DBS check. The DBS defines volunteers as those not in a position to benefit directly from the position they are volunteering for.
Those Who Receive Any Payment: To qualify for a DBS check as a volunteer, you must not receive any payment other than reimbursement for reasonable expenses, such as travel. If you receive payment, you are considered an employee and thus could still require a DBS check, but would not qualify for the volunteer status that comes with no fee for the check.
Those On a Work Placement: Individuals on work placements are often considered to be in an employment situation rather than volunteering, especially if the placement is a required part of a training or education program. Therefore, they may not qualify for volunteer status under the DBS's definitions but may still need a DBS check based on the nature of their work.
Those Who Are on a Course that Requires them to do this Job Role: If the volunteer role is a mandatory component of your educational course, it is typically viewed as part of the course curriculum rather than voluntary service. You may still require a DBS check but would not be considered a volunteer.
Those In a Trainee Position that will Lead to a Full-time Role/Qualification: Similar to the above, trainees who are expected to gain a qualification or a full-time role from their position are not volunteering in the sense intended for DBS fee exemptions. They can still be subject to DBS checks depending on their duties, but not under volunteer conditions.

How Much Does a DBS Check Cost for Volunteers?

For volunteers, a DBS check is provided free of charge, as long as the position they are applying for meets the definition of a volunteer under DBS guidelines. As we mentioned earlier, to qualify as a volunteer for a free DBS check, you must not:

Benefit financially from the position.
Receive any payment (other than reimbursement for pre-agreed expenses such as travel).
Be on a placement that is required as part of a course or is a student placement.
Be in a trainee position that will lead to a qualification or a full-time role.

Documents Required for a DBS Check in the UK

You must provide a range of documents to verify your identity for a DBS check. The DBS uses a three-route system to determine which documents can be presented. DBS check documents are also grouped into Group 1, Group 2a and Group 2b. Here is a breakdown of these routes and the group of documents required:

Route One

Primary Identity Documents (Group 1)

- International Passport.

- UK Biometric Residence Permit.

- Current Driving Licence (UK, EEA, or other specified countries).

- Birth Certificate (UK and Channel Islands), issued within 12 months of birth.

Trusted Government Documents (Group 1)

- Birth Certificate (issued after the time of birth - UK and Channel Islands).

- Marriage/Civil Partnership Certificate (UK and Channel Islands).

- UK HM Forces ID Card.

Financial and Social History Documents (Group 1)

- Mortgage statement (UK or EEA, within the last 12 months)

- Bank or building society statement (UK and Channel Islands or EEA, within the last 3 months)

- Bank or building society account opening confirmation letter (UK, within the last 3 months)

If you cannot provide enough Group 1 documents, you must go to Route Two.

Route Two

- One document from Group 1, and

- Two further documents from either Group 1 or Group 2a or 2b.

Group 2a:

- Trust Corporation legal document.

- Student loan statement (UK only, within the last 12 months).

- Firearms License (UK, Channel Islands, and Isle of Man).

Group 2b:

- Utility bill (UK, within the last 3 months – not mobile telephone bill).

- Letter from headteacher or college principal (UK, for 16 to 19-year-olds in full-time education – only used in exceptional circumstances).

- Cards carrying the PASS accreditation logo (UK and Channel Islands).

- Letter of sponsorship from future employment provider (non-UK/non-EEA only, valid only for applicants residing outside of the UK at the time of application).

Route Three

If you can’t meet the requirements of Routes One or Two, you will need to be fingerprinted. This is usually a last resort.

Note that:

All documents must be original. Photocopies are not accepted.
At least one document must show your current address.
At least one document must show your date of birth.
If any of your documents are not in English, you will need to provide a translation done by a UK-certified translation service.

Translayte’s team of certified translators are the best at translating your documents from over 130 languages to English and vice versa. Just visit our website and place an order and you can get your certified translations from as little as 12 hours.

What is a disclosure and barring service?

How to Apply for a Volunteer DBS Check

Confirm Your Eligibility: Ensure that your role qualifies as voluntary under DBS guidelines, as listed abovee.
Have Your Organisation Initiate the Process: The organisation you are volunteering with must be registered with the DBS or with an umbrella body that can submit DBS checks on their behalf. They will initiate the request for a DBS check. They will provide you with an application form to fill out or direct you to an online application portal.
Complete the Application Form: Complete the DBS application form by including your details, address history, and other necessary information. Ensure all information is accurate to prevent delays in the checking process.
Provide Necessary Documents: Provide the required original documents to verify your identity and address as outlined in the DBS's document lists for Routes One, Two, or Three. Your organisation or an authorised person within the organisation needs to verify these documents and confirm that they meet DBS requirements.
Submission of Application: Once your form is complete and the documents verified, the organisation will apply to the DBS.
Wait for the DBS Certificate: The DBS will process the application and send a DBS certificate to your home address. This certificate will indicate whether there are any recorded convictions, cautions, reprimands, or warnings.
Organisation Review: You may need to show the DBS certificate to your organisation once you have received it. Some organisations might also register for the DBS update service, which keeps your DBS certificates up to date and allows for online status checks with your consent.

How Long Does a Volunteer DBS Check Take to Come Through?

The time it takes for a volunteer DBS check to come through can vary depending on several factors, such as the level of the check being conducted, the accuracy of the information provided in the application, and the current workload of the DBS.

Typical Processing Times for DBS Checks:

Basic DBS Check: These checks can usually be completed within a few days to two weeks.
Standard DBS Check: These can take anywhere from one to two weeks on average.
Enhanced DBS Check: These are more detailed and can take about two to four weeks. In some cases, if there are complications or additional information required, it could take longer.

Who Regulates The Volunteer Industry In The UK?

There is no single regulatory body that oversees the entire volunteer sector in the UK. Instead, various organisations and frameworks contribute to the regulation and guidance of volunteer work, depending on the area of volunteer work and the specific roles undertaken. These organisations ensure that volunteering is conducted safely, ethically, and legally, providing frameworks and resources that help maintain high standards across the sector.

Some of these bodies and regulators include:

Charity Commission for England and Wales: They regulate registered charities in England and Wales. Many volunteer activities occur within charitable organisations, so the Charity Commission oversee how these organisations manage and use volunteers.
The Office of the Scottish Charity Regulator (OSCR): Similar to the Charity Commission but for Scotland, the OSCR regulates charities registered in Scotland, including aspects related to volunteer involvement.
The Charity Commission for Northern Ireland: The Charity Commission for Northern Ireland fulfils a similar role in Northern Ireland, ensuring that charities operate legally and within their charitable purposes, which often involves volunteers.
Disclosure and Barring Service (DBS): They are not a regulator of volunteers per se, they ensure that people working with vulnerable groups, including volunteers, are appropriately checked and vetted to prevent harm.
Health and Safety Executive (HSE): Health and Safety Executive regulations apply to volunteers just as they do to paid workers, ensuring that volunteer environments are safe and that risks are appropriately managed.
Information Commissioner’s Office (ICO): The ICO enforces the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, which also apply to the handling of personal information in volunteer settings.
National Council for Voluntary Organisations (NCVO): While they are not a regulatory body, the NCVO provides guidance, resources, and support for voluntary organisations and volunteers across the UK. It helps organisations understand their obligations and best practices in managing volunteers.