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.
| Sector | Common Check Level | Typical Renewal Frequency |
|---|---|---|
| Retail and general office roles | Basic DBS check | As needed, often at recruitment only |
| Schools and education | Enhanced DBS check | Every 1 to 3 years, per school policy |
| Care and healthcare settings | Enhanced DBS check | Every 1 to 3 years, per provider policy |
| Charities and community groups | Enhanced or basic, depending on role | Varies by organisation |
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.
| Applicant Type | Application Route | Registered Body Needed |
|---|---|---|
| Employee | Through employer | Yes, employer or their provider |
| Volunteer | Through charity or organisation | Yes, the charity acts as registered body |
| Self employed, basic check | Individual application | No |
| Self employed, enhanced check | Through umbrella body | Yes |
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
Yes, for a basic check you can usually apply directly. For an enhanced check, you generally need to apply through a registered umbrella body. Many charities arrange free enhanced DBS checks for eligible volunteer roles, though this depends on the organisation and the type of role. Timing varies by check level, with basic checks generally processed faster than standard or enhanced checks, which involve additional record checks. There is no legal requirement to renew at a fixed interval, but many employers review checks every one to three years, particularly for roles involving children or vulnerable adults. Employer applications are submitted through a registered body on behalf of staff, while individuals can usually only apply directly for a basic level check. Yes, it allows self employed individuals working across multiple clients or settings to keep one certificate current, rather than applying for a new check for each new piece of work. Can I apply for a DBS check myself if I am self employed?
Do volunteers have to pay for a DBS check?
How long does a DBS check take for employers to receive?
How often should an employer renew a DBS check?
What is the difference between an employer application and an individual application?
Is the DBS update service useful for self employed workers?
