Safer Recruitment and DBS checks are required for parishioners who carry out roles/ministries where they work with children, young people and/or adults at risk. DBS checks (where required) must be completed prior to commencing the role/ministry. The Safer Recruitment and DBS check processes allow us to make safer decisions about who to recruit to particular roles, and help to prevent unsuitable individuals from working with children, young people and/or adults at risk.
Recruiting the right people to roles in our parishes helps to ensure that everyone is safe from being harmed.
Every Parish within the Diocese should have a volunteer safeguarding representative who helps manage the processing of DBS applications for church volunteers and is supported by the Diocese Safeguarding Team.
There are various types of DBS check depending on the role you are taking up. You may need to be checked for working with children/young people, working with adults at risk, or both. We are only allowed to DBS check you for the role/ministry that you are undertaking.
DBS check registration paperwork
If you are taking up a new role in your parish (that requires a DBS check), you will need to complete DBS check registration paperwork. Your Parish Safeguarding Representative will usually assist you with this. You will firstly need to complete a DBS Volunteer Registration Form (DBS 1), provide details of any relevant experience and contact details for two referees. You will then be required to complete the required DBS check registration paperwork.
Online DBS check applications
Identity Verifier DBS 3c Form – You will need to provide details of your role/ministry, contact information, your address history for the past five years, your name change history (if applicable) and the details of the ID you are providing. Part of the form will be completed by your Parish Safeguarding Representative when they see and take copies of your ID.
As soon as we have received your DBS 3c Form and ID copies at the Safeguarding Office, we will send you a link via e-mail to complete your online DBS application form. This form will be submitted to the DBS to process your check.
Paper DBS check applications
Safeguarding Self Declaration Form (DBS 4) – You will need to provide details of your role/ministry, contact information, your address history for the past five years, your name change history (if applicable), and fill out a declaration regarding any convictions, cautions, inappropriate conduct or investigations of concerns regarding children, young people and adults at risk.
Confirmation of Identity Form (DBS 3a/3b) – You will need to complete the form with your name and church community, and sign a declaration regarding your ID. The rest of the form will be completed by your Parish Safeguarding Representative when they see and take copies of your ID.
Applicant Consent for DBS Processing Form (DBS 17) – You will need to sign this form to confirm that you agree to us processing your DBS application form online, and that you give us your permission to obtain the result of your DBS check electronically.
ID for DBS check
Your Parish Safeguarding Representative is required to see at least three original pieces of ID (copies are not acceptable). They will then need to take photocopies of these which will be sent to the Safeguarding Office via scanning or secure mail. Your ID must provide evidence of your current name and any previous names, your current address and your date of birth. The ID you supply must follow DBS guidelines, and so only specific items will be acceptable to process your DBS check. For an exhaustive list of the items of ID that are acceptable, you can visit the government’s DBS website. All items must be in date and must show your current contact details. If you have any questions about this or need some guidance about what ID to provide, please either speak to your local Parish Safeguarding Representative or contact the Safeguarding Office.
DBS check result and certificate
When you have completed your DBS application form this will then be submitted to the DBS for checking. We receive your result electronically once your DBS check has been completed. Your DBS certificate will be sent to you directly in the post. Your local Parish Safeguarding Representative will be informed of the outcome of your check so that they know when you can be officially appointed to your new role/ministry. You can only be appointed to your new role/ministry once we have received your clear DBS check result and two satisfactory references.
DBS check FAQ’s
How often do I need to renew my DBS check?
In line with guidance issued by the Catholic Church in England and Wales, DBS checks need to be renewed every 3 years.
Will I need to fill out all of this paperwork every time I renew my DBS check?
Not necessarily. You can save yourself some time if you register your DBS Certificate with the government’s DBS Update Service within 30 days of the date when your certificate was issued. If you are registered with the DBS Update Service then we will only need you to complete a Safeguarding Self Declaration Form (DBS 4), and tick the box on the form to confirm that you are registered with the Update Service. We can then use the Update Service’s online portal to renew your DBS check.
*Please note that we cannot accept DBS checks issued by other organisations as they may not be for the appropriate DBS product for the role/ministry you will be carrying out at your church. We may also need to process a new DBS check if you take on a new role/ministry that is not covered by your existing DBS check.
How do I register with the DBS Update Service?
Once you receive your DBS certificate you have 30 days from its date of issue to register it with the DBS Update Service. To register you will need to go to the government’s Update Service subscription web page – Click here DBS certificates for voluntary roles are free of charge to register with the Update Service.
When you have registered successfully for the Update Service you will receive an Update Service ID. This ID forms part of your login to access your Update Service subscription, so please make a note of this. Please ensure to inform your Parish Safeguarding Representative if you have registered with this service so that they can make a note of this on your record.
We appreciate that the DBS system can be complicated and often slow. The safeguarding team are working hard to process the applications in a timely and professional manner.
You can expect that the safeguarding team will always:
- treat everyone who contacts us with respect, empathy, and dignity
- provide a fair, open, proportionate, and accessible service
- listen and understand
We expect people accessing our services to:
- treat us with respect, empathy, and dignity
- be courteous
- engage with us in a way that does not hamper our ability to carry out our work effectively and efficiently for the benefit of all
We do not expect our employees to tolerate unacceptable behaviour when communicating with our parish volunteers, safeguarding representatives or members of staff.