DBS Checks for Employers, Volunteers and the Self Employed: A Practical Guide

Arranging a DBS check looks different depending on who is applying and why. An employer setting up checks for new staff has different responsibilities to a volunteer joining a local charity, and a self employed tutor or childminder faces a different process again, since there is no employer to submit the application on their behalf.

This guide sets out how the DBS check process works for each of these groups, what level of check is usually required, and what to expect in terms of cost, timing, and renewal.

It is written as a practical reference for anyone trying to work out how to get a DBS check for a new job, a volunteering role, or their own self employed work.

What Is a DBS Check and Why Is It Needed?

A DBS check is a criminal record check carried out by the Disclosure and Barring Service in England and Wales.

It gives employers, charities, and other organisations a way to see whether someone has a criminal record before they start a role, particularly one involving children, vulnerable adults, or a high level of trust.

There are three levels: basic, standard, and enhanced. A basic check shows unspent convictions and conditional cautions. A standard check adds spent convictions and cautions.

An enhanced check includes this information plus relevant police intelligence and, for eligible roles, a search of the barred lists. Which level applies depends on the role rather than personal preference.

DBS Checks for Employers

What Employers Need to Know

Employers who need to carry out DBS checks on staff must usually apply through a registered body, since most levels of check cannot be submitted directly by the applicant alone.

Many employers use an umbrella organisation or dedicated DBS check provider to manage applications, identity verification, and record keeping.

Employers are responsible for deciding the correct level of check for each role, based on whether the position meets the legal definition of regulated activity.

Requesting a higher level of check than a role requires is not permitted, so getting this right at the start avoids delays and unnecessary cost.

Renewal and Ongoing Checks

There is no legal requirement to repeat a DBS check at a set interval, but many employers set an internal policy for how often checks should be renewed, particularly in sectors involving children or vulnerable adults.

DBS Checks for Volunteers

Volunteering roles that involve regular contact with children or vulnerable adults usually require an enhanced DBS check, and many charities are able to arrange this at no cost to the volunteer, since certain eligible roles qualify for a fee waiver.

The process is generally handled by the charity or organisation, which acts as the registered body submitting the application.

Volunteers should expect to provide identity documents and complete an application form in a similar way to an employee, even though there is no salary attached to the role.

Charities running online DBS checks for volunteers often use a dedicated portal to speed this up, particularly when recruiting several volunteers at once.

DBS Checks for the Self Employed

Self employed workers, such as private tutors, childminders, personal carers, and freelance support workers, often need to arrange their own DBS check, since there is no employer to do this on their behalf.

Basic DBS Check for Self Employed Individuals

If a basic DBS check is sufficient for the work being carried out, a self employed person can usually apply for a basic DBS check online directly through the official government service or an approved provider, without needing a registered body.

Enhanced DBS Check for Self Employed Individuals

Where an enhanced check is required, for example for a self employed childminder or private carer, the application generally needs to go through a registered umbrella body, since individuals cannot usually apply for an enhanced check entirely on their own.

A number of providers now offer this specifically as a self employed DBS check service, handling the umbrella body role so the applicant does not need to find one independently.

How to Apply for a DBS Check

The application process follows broadly the same steps regardless of who is applying.

• Confirm which level of check the role requires before starting the application.
• Complete the application form with current and previous address details.
• Provide identity documents for verification, either in person or through an online identity check.
• Submit the application through the relevant registered body, or directly for a basic check.
• Wait for the certificate, which is generally posted to the applicant once processing is complete.

How Long Does a DBS Check Take?

Processing times depend on the level of check and how quickly identity documents are verified.

Basic checks tend to be processed more quickly, while standard and enhanced checks can take longer, since they involve checking additional records including, where relevant, local police information and barred lists.

Does a DBS Check Expire and How Long Is It Valid?

A DBS certificate does not carry an official expiry date. It reflects a person’s criminal record at the point the check was completed, so its usefulness decreases the longer ago it was issued.

This is why many employers, schools, and care providers set their own renewal period, commonly reviewing checks every one to three years for roles involving ongoing contact with children or vulnerable adults.

The DBS update service allows a certificate to be kept current for an annual fee, which can be useful for people moving between similar roles or working across multiple employers, such as agency care workers or supply teachers.

Final Thoughts

Whether you are an employer setting up recruitment checks, a charity coordinating volunteers, or a self employed worker arranging your own certificate, understanding who is responsible for the application and which level of check applies makes the process considerably more straightforward.

Taking the time to confirm the correct requirements before applying helps avoid delays and ensures the right information is in place before someone starts a new role.

Frequently Asked Questions