DBS checks form a crucial part of safeguarding for many charities and they are instrumental in determining whether applicants for jobs or volunteer roles are suitable. Developments in legislation and the process of applying mean its vital to keep up-to-date with the latest information...

Charities across the sector rely on DBS checks for crucial safeguarding; for example, the Scout Association receives about 37,000 certificates  for applicants from the DBS every year and 900 of these show criminal histories. Without these checks, identifying unsuitable candidates would be a lot more difficult.

With that in mind, here’s some key points to consider when carrying out DBS checks: 

Consider eligibility on a case-by-case basis

The guidelines around DBS check eligibility can be complicated. This is made more difficult by the fact that many employee and volunteer roles don’t fit neatly into one specific category. Indeed, many of the eligibility requirements for a DBS check rest on specific activities, rather than roles. 

You should consider each applicant, whether they’re an employee or volunteer, on a case-by-case basis. What types of activity will they be undertaking? How often? Answering these questions and referring to the DBS eligibility guidance will help you determine which level of check they’re eligible for. 

In each case, carefully consider whether a DBS check is necessary. If the applicant is eligible but you’re unsure whether a DBS check is warranted, conduct a risk assessment of the role or volunteering opportunity. 

Check out the NCVO’s guide ‘Safeguarding for volunteer-involving organisations’ for some real-life safeguarding scenarios and examples showing when DBS checks are and aren’t necessary.

Dealing with criminal records in recruitment

If a DBS check reveals a criminal record, it’s important for charities to think carefully about whether the result affects the applicant’s suitability for the role. 

A conviction, caution, final warning or reprimand won’t need to be disclosed if it is ‘filtered’ from inclusion on a DBS certificate. Cautions and convictions that don’t fall under this category will be disclosed, no matter how old they are. 

In October 2017, MPs on the Justice Select Committee published a report calling for rules governing the disclosure of childhood criminal records to be relaxed. Bob Neill, Chair of the Committee, said: “Mistakes made as a teenager can follow someone around for decades and create a barrier to rehabilitation, as well as profound problems with access to employment and education.” 

Statistics revealed by the Centre for Crime and Justice Studies show that nearly three quarters of the convictions revealed by DBS checks are more than a decade old, and only one in 197 are considered relevant to a person’s job application. 

Knowing they may have to reveal their criminal history to a stranger and potentially face rejection may put some people off applying for jobs they’d otherwise be suitable for. A recent report by Parliament concluded that the criminal records disclosure regime has a discriminatory impact on black and ethnic minority children, as well as other vulnerable groups. 

What can charities do?

Although you can’t change the law, there are steps you can take to ensure your organisation’s recruitment practices aren’t putting candidates off.

Unless they’re barred from working with children or adults, applicants with a criminal record shouldn’t necessarily be excluded from employment or volunteering. In some cases a criminal history may actually be beneficial – for example, young offenders may feel more comfortable talking to someone with similar life experiences to theirs.

When considering an applicant with a criminal record, ask the following questions to determine whether or not the applicant’s criminal history should affect their candidacy for the role.

• What is the nature of the role?
• Is the offence relevant to the role?
• What is nature of the offence, and how serious is it?
• How old was the applicant at the time of the offence?
• How long has passed since the offence occurred?
• Was the offence revealed during the application stage?

Make it clear in the job description and throughout the recruitment process that people with criminal records are welcome to apply, and that convictions won’t necessarily exclude applicants. And state clearly in your communications whether a DBS check will be required, so applicants can prepare accordingly.

Plan DBS checks into your recruitment timescales 

If a DBS check is required, it’s essential that the check is complete before the applicant begins working or volunteering. Although DBS checks can be completed in as little as 48 hours, they do vary in processing time.

Norfolk, Leicestershire and Bedfordshire are among the top locations with the fastest turnaround times, with police taking an average of 1-3 days to answer requests. London, Dorset and North Yorkshire have been among the slowest; it often takes more than 100 days for people in the capital to receive their DBS certificate.

Make sure you plan DBS checks into the recruitment process for both employees and volunteers, and allow time for processing. This can help avoid situations where an applicant is prevented from volunteering or working.

DBS checks for charity fundraisers

DBS checks are a vital safeguard against unsuitable job or volunteering candidates, particularly for charities that work with children or vulnerable adults. However, beware of fake companies offering bogus police checks – make sure you only approach a Responsible Organisation (an organisation that is registered with the DBS) for checks.

If handled correctly, they’ll prove an important aid in ensuring you find the best employees and volunteers for your organisation.

Sarah Thompson, Business Development Manager, uCheck.