Using our DBS Service

How Long Does It Take?

The majority of DBS checks will complete if its a clear search within a few working days. Checks can take longer if the applicant has moved addresses frequently or is flagged during the police database checks.  If the search has reached stage 4 (police checks) and is taking some time, this does not necessarily mean the applicant has a criminal record. It means that the addresses supplied have been flagged and therefore further police checks are necessary to establish whether or not these flags relate to the applicant.

If a search is taking a long time we cannot escalate the process until it has passed 60 working days from Stage 4 starting.

The system will not accept the Driving License Details I've entered

This is usually because the applicant has a middle name that has not been entered.  The Drivers License number is generated from characters within the holders name.  If the Driving License is showing a middle name and this has not been entered in the orange box, usually if you go back and amend the details the system will then accept the DL number.

Do all care provider employees need an enhanced search?

Yes, everyone who works within a care business must have an enhanced search, however only those who carry out regulated activities (eg carers) can have an Adult Barring List check.  Ancilliary staff such as administrators, cleaners or cooks should not have a barring list check done against them (indeed it is illegal).

The Applicant has not received their certificate

Certficates are always sent to the current address details entered in the orange box.  They are sent by post centrally by the DBS and not from the WMCA office.  A replacement certificate cannot be requested until 2 weeks after issue.  The applicant then needs to complete this form and send it directly to the DBS.  The DBS will only issue replacement certificates if the original was never received. They will not replace lost or damaged certificates. Lost or damaged certificates will require a new search.

How long is a DBS search valid for?

The information provided during a DBS Check is accurate at the time the check is carried out, and whilst DBS certificates don’t officially expire, employers need to decide if the amount of time that has elapsed since the check was carried out means a new one is required. There may be a requirement for re checking as determined by a governing body, local authority contracts or professional organisation.

The DBS Update Service allows applicants to keep their certificate up to date, and employers to check the certificate of a potential employee. Individuals must subscribe to this service themselves, details are available through the link above.

Is a DBS Certificate transferable?

Yes, providing it was issued less than three months ago and the search criteria were similar. Eg you may use a prospective employees former certifcate if it was issued less than three months ago instead of doing a new search.  We however recommend that this route is only used to get someone in post quickly and that a newe search is undertaken by the new employer

We applied for a search which has since come back clear, however we have noticed that there was a mistake in the original spelling of the applicants name/address, is the search still valid?

As noted above DBS checks are accurate at the time of search and the search is done on the details originally provided.  If these are incorrect then the search may not be accurate and we recommend that a new search is carried out.  This new search will incur our standard fee as if it were a brand new search. To minimise these instances, please ensure that your data entry is accurate.

Can you do overseas checks?

The DBS system only checks UK records, Anyone employed from overseas must have additional checks done on them.

As a DBS check only checks their history while they have been in the UK, you must contact the relevent Embassy and apply for a Certificate/Letter of Good Conduct.

There are different ways to do this depending on the country but you can find more details by clicking on the Overseas Background Checks button at the top of this page.  It differs from country to country and is usually a manual process. You must also check they have the right to work in the UK.

Irish Nationals

Irish nationals can legally work and reside in the UK. There is an online checking system for the Republic of Ireland, details of which are here

Whether you have done overseas background checks for international staff is something that is checked by CQC during inspections.

Beginning a New Application

To access the system you need to use the WMCA DBS portal here (please note this is a different web address to the WMCA website

Orange Box

The Orange Box is where the basic personal personal details of the applicant are input - This should be completed first and can be completed by the applicant themselves (using your organisations log in details)

Your password for the Orange box will be a lower
case version of your User Name

Eg for a hypothetical care home called the Ash Trees:

User Name might be: ASHTREWVDD
Password would be : ashtrewvdd

All the information is in the email that was sent to you (if you forget your user names and passwords please contact the Association office (01384 943000 opt 2) and we can reissue them).

Personal Details

This area can be used by applicants and Care Providers to put on the applicant names and addresses. (if married for example we will need to know previous names)

You will find this easy to complete as it walks you through filling in the names and addresses of the applicant.

Once completed the system will ask for a declaration and signature. This is the First and Last name of the applicant (do not include any middle names)

Once complete and saved it will give you a reference number.

You are now ready to go to the Blue Box

Blue Box

This is where the application is managed, ie you tell the system what sort of search you want (Section Y) and input the ID documents that you have witnessed.  You can also track the application through the various stages of the checking process.

Applications do not have to be completed in one stage.  They can be completed in stages and also amended before you finally approve them.

You will fill in your Organisation reference (same as for the orange box), your User Name which will be your email supplied on the agreement and your date of birth (which initially is a default one of 1st January 1998). Your password for the blue box will be a computer generated one with letters and numbers in upper and lower case which will be in the initial email you receive from us.

The default password and date of birth can be changed by the user.

Once you have signed into the Blue Box, you will see your Dashboard

Your dashboard gives you an overview of your pending and completed searches

To complete a new search and enter the ID documents, Click into ‘requiring Section Y and ID’ on the dashboard this will then give you a list of all pending (incomplete) searches

To Complete section Y and the ID

Click on the reference number next to the name of the applicant you are completing.

Now click on the two orange boxes (Section Y and ID Documents) to complete these

The boxes will go blue when you have completed them

Section Y

In this section you advise the DBS which level of search  you want. As a general rule of thumb, all staff working within a care business require an enhanced search

Workforce Type:  Whether they will work with Adults. Children or both.  You must only select the type of activity you are regulated to do so by CQC. So for example if you are only registered with CQC to provide Adult Care Services, then you should select Adult Workforce. Selcting Both (Adult and Child Workforce) does not get you a more comprehensive search and is actually an offence. (but obviously should be selected if you are registered to do so)

If they will not be providing regulated services (eg Admin or domestic staff) then select Other Workforce. If you are unsure, please call us or check the Government Guidelines

Application Type  For any staff working in a care setting (including offices) this should always be enhanced, regardless of whether or not they are delivering care.

Working with Adults in a Regulated Activity  What this actually means is whether or not they are carrying out regulated activities (eg care) with Adults.  You must only select Yes if they are employed in a Caring role.  Admin, ancilliary staff and management must select No (unless it's a Registered Manager)

Working with Children in a Regulated Activity  What this actually means is whether or not they are carrying out regulated activities (eg care) with Children. You must only select Yes if they are employed in a Caring role and you are registered by CQC or Ofstead to deliver Childrens services. If you are not registered ro deliver childrens services and you select Yes for Working with Children it does not get you a more comprehensive search and is actually an offence. (but obviously should be selected if you are registered to do so)

Admin, ancilliary and management staff should have No selected for both as they are not providing care (They will still be getting an enhanced search)

Volunteers are treated in the same way as employed staff. if a volunteer you must also ensure you complete the position applied for field so that the DBS knows what sort of work they will actually be doing eg. volunteer care worker or volunteer activities co-ordinator etc).

If you want an Adult First check . Adult First checks are an additional chargeable service where we can speed check the applicants names against the DBS Barring list.

An enhanced search includes a Barring List Check check (providing they will be working in a regulated activity) anyway so you may not need to select this (Adult First Checks are not available to non regulated posts eg admin, domestics etc)

Select this is you are keen to get someone in post quickly (and are happy tp pay the additional charge) These searches normally complete within 24 hours. A clear search means that the applicant can start work under supervision until the main DBS Search completes.  If it is not clear, then you will have to wait until the final certificate is issued and then make an employment decision based on the results

If you have selected this option, we won't normally process this for 10 working days as the majority of DBS checks complete before then. Once 10 working days has elapsed and if the DBS check is still processing, we will process the Adult First and bill you separately.

We can process the Adult First check immediately if you ask us.

Current charges for an adult first are available at the top of this page

DBS Eligibility Tool

Use this guide to check the level of search needed for a job role and whether or not you can request a Barring List check. G enerally speaking you should not request a barring list check unless the member of staff are carrying out regulated activities (eg a carer). >>>>>>>>>

Trades people and work experience

External trades people entering the premises will normally have their own DBS searches completed by their employer

A common exception to this are self employed hairdressers or similar who may come into a care home to style residents hair

In this instance the care home normally completes a DBS on them.  If they are coming into the premises infrequently (ie under twice a month) then a Standard search will suffice. Any more than that then an enhanced should be done. You must not request a baring list check. It is an unregulated activity so is classed as Other Workforce

Work Experience - It is illegal to request a DBS for anyone under 16 years of age.   Work experience should be risk assessed as to whether a DBS is required. 

As Work Experience placements should always be under supervision then as a general rule of thumb any short term placements (up to 2 weeks) do not require a DBS.  Ongoing regular work placements (eg college placements) should be asssessed in a similar way as if you were employing them full time

Filling in the ID

Please note that individual user IDs should only be used by that person and not used/shared by others.  The system logs each user and this is the unique 'signature' to declare that you have checked and are happy with any ID items. If there was ever a problem with ID items the DBS will assume that the user ID on the system was the person that checked the items.

The DBS requires that applicants produce 3 items of identification. These are sorted into 3 groups depending on their ranking as pieces of ID  (eg official photo IDs like passports and driving licenses are Group 1)

Depending on the items produced the DBS has strict criteria on what mix of items and groups are acceptable.  these can be seen  here

External ID Check

Occasionally the system will inform you that an external ID check is needed (usually because the ID documents produced do not include a photo).  In this instance we are sent a message saying it is required and we will carry out that for you. (there is an additional charge for this service - current charges are at the top of this webpage). These are normally carried out within 24-48 hours and we will inform you whether or not the ID check was a pass or fail (you will then need to input this result into the system)

Checking the documents

When checking the validity of the documents it is best practice to carry out this examination face to face.

If this is not possible (eg the interview had to be done by video link) then there are two alternatives. 1) the applicant sends the original documents to you in advance by post or 2) the documents are recorded remotely but the originals must be inspected on the first day of employment

If option two is used you must keep a record of why the other options were impossible, along with a record of the documents used to validate the identity, for a minimum of 2 years. The rationale must be specific to the individual ID verification, it is not acceptable to default to the use of options one or two as part of your process instead of face to face.

Any risk identified when using live video must be assessed and mitigated by you if implementing this practice.

DBS ID Guidlelines

Check the Governments official guidance on what is acceptable ID >>>>>>>>>

Common problems with Driving Licenses

If you are struggling to get the system to accept a driving license number, this is usually because the applicant has a middle name that has not been entered.

The Drivers License number is generated from characters within the holders name. If the Driving License is showing a middle name and this has not been entered in the orange box, usually if you go back and amend the details the system will then accept the DL number. Similarly if there is not a middle name on the Driving License and you have entered one on the system, you will have to delete it get the system to accept the Driving License number

Once you have completed section Y and ID

You can then approve the application.  Once you approve the application it is sent to the Association for final processing and countersignature.   Applications are usually processed no later than the next working day after the application.  Once the association has countersigned the application it cannot be withdrawn, even for instance if the applicant has decided they no longer want the job or you have spotted a mistake on the original application. Once countersigned the Association is automatically billed by the DBS for the search so we are unable to refund any charges after this point.

The Association will then invoice you, if you pay by Direct Debit, the search will be countersigned the same day we process it and sent to the DBS; if you pay on account we will countersign it as soon as the payment is received.

You will then be able to monitor the checking process through the blue box.

If you need any advice while you are inputting a DBS then please call us, our staff are happy to help and chances are we've heard every question about DBS there is

We are normally available Monday - Friday 9.00am - 5.00pm

01384 943000 Opt 2

dbs@wmca.care