Improvements to the DBS and Professional Registration checking processes from the 13 July 2020. Presentation and video tutorials
The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) merged to form the Disclosure and Barring Service (DBS). As a result, CRB checks are now called DBS checks.
November 2020: Changes have been made to the way the system automatically matches results to employee personnel records. There are also changes to the way you use the ‘Match DBS Applications to Personnel’.
To request a DBS check
DBS checks are carried out through IBC self-service.
- There are changes to the way DBS checks and rechecks are carried out in IBC self-service. These changes were introduced on 13 July 2020.
- Detailed information about the changes are available in this presentation (pdf format, 122Kb)
- In schools there are nominated staff who have access to ‘Statutory employees checks’ in IBC self-service and this is used to initiate a DBS check
- For non-OCC staff, including volunteers, anyone can initiate the check using a new form available via email from IBC self-service DBS Support Team at firstname.lastname@example.org
This information has been compiled in conjunction with OFSTED’s statutory guidance Keeping Children Safe in Education.
New staff - e.g. teacher/caretaker
Is the person transferring from a similar position without a break in service of more than three months?
Yes - There is no legal requirement to obtain a new enhanced DBS certificate (with barred list check) but one may be obtained.
No - An enhanced DBS certificate (with barred list check) must be obtained
New volunteer - e.g. parent / author
Is the activity* carried out for the purposes of the school and does it give the opportunity for contact with children?
Yes - If supervised, this is not a regulated activity. There is no legal requirement to obtain a DBS certificate but an enhanced DBS certificate may be obtained
Yes - If not supervised, this is a regulated activity. An enhanced DBS certificate with barred list check must be obtained
No - The person is not in a regulated activity, but an enhanced DBS check may be obtained.
Contractor’s staff, e.g. builder or driver
Is the activity* carried out under a contract for the purposes of the school and does it give the opportunity for contact with children?
Yes - an enhanced DBS certificate (with barred list check) must be obtained
No - No DBS check is required and no legal entitlement exists to obtain a check
Trainee Teachers (Student teachers)
Trainee teachers undertake regulated activity, sometimes unsupervised; en enhanced DBS certificate and barred list check must be obtained
Supply Teachers, and other temporary staff supplied by an agency
This agency should determine whether an enhanced DBS check (with barred list check) is required based on whether the supply activity is regulated activity, the school should obtain written confirmation from the agency that it has carried out the appropriate checks
* Activities listed under the guidance’s definition of regulated activity and which are carried out ‘frequently’
This guidance describes those checks that are, or may be required for any individual working in any capacity at, or visiting the school or college. Governing bodies and proprietors must act reasonably in making decisions about the suitability of the prospective employee based on checks and evidence including : criminal records checks (DBS checks), barred list checks and prohibition order checks together with references and interview information.
The level of DBS checks with barred list information will depend on the role and duties of an applicant to work in a school or college, as outlined in the guidance.
For most appointments, an enhanced DBS checks with barred list information will be appropriate as the majority of staff will be engaging in regulated activity. A person will be considered to be in a regulated activity if, as a result of their work, they:
- Will be responsible, on a regular basis, in any setting for the care or supervision of children; or
- Will regularly work in a school or college at times when children are on school or college premises (where the person’s work requires interaction with children, whether or not the work is paid (unless they are a supervised volunteer) or, whether the person is directly employed or employed by a contractor); or
- In a college, will regularly come into contact with children under 18 years of age.
In a school or college a supervised volunteer who regularly teaches or looks after children is not a regulated activity.
For Safer Recruitment guidelines and other helpful information including Risk Assessments, please refer to the Policy on the Employment of Ex-Offenders and DBS checks on our webpage Oxfordshire County Council Disclosure and Barring Service
Further information, directly from OFSTED can be found on OFSTED Safeguarding Children