How many times can an organization require a DBS check?
September 13, 2015 2:33 PM Subscribe
I volunteer for an educational charity and got a DBS check at their request in 2013. At that time, they didn't have a process in place for checking volunteers so I found my own provider.
Last year, the new administrator was collating the DBS checks for all the trustees and the board. In the intervening time, they'd chosen a specific provider for the charity to use going forward and got everyone to bring the requisite documentation in person. I brought in my actual DBS certificate. They were confused, and they said they weren't sure it would be valid if they hadn't done the check themselves.
I just received an email saying they definitely would need me to re-do the DBS check because a check that didn't go through their newly-established process and provider is considered invalid.
The rationale is that you always have to have a new DBS check done every time you start working for an organization that requires it. On the other hand, the specific reason I had the original check done was for this organization.
On the one hand, the check was done two years ago, and I would have had to have it re-done within the year anyway.
On the other hand, it really bothers me financially, bureaucratically and on principle that I did what they asked in the first place and now through no fault of my own they're demanding that I do it again even though my original certificate ought to be valid for another year. The demand comes at the worst possible time, financially; they picked the exact moment when I can least afford it.
1. Is it true that my original DBS check is invalid under these circumstances?
2. Or, can an organization simply demand a new DBS check at any time and for any reason?
3. Can I say that if they insist on my doing this a second time, they should pay for it?
4. Or should I just stop fussing and get the damn check done?
I just received an email saying they definitely would need me to re-do the DBS check because a check that didn't go through their newly-established process and provider is considered invalid.
The rationale is that you always have to have a new DBS check done every time you start working for an organization that requires it. On the other hand, the specific reason I had the original check done was for this organization.
On the one hand, the check was done two years ago, and I would have had to have it re-done within the year anyway.
On the other hand, it really bothers me financially, bureaucratically and on principle that I did what they asked in the first place and now through no fault of my own they're demanding that I do it again even though my original certificate ought to be valid for another year. The demand comes at the worst possible time, financially; they picked the exact moment when I can least afford it.
1. Is it true that my original DBS check is invalid under these circumstances?
2. Or, can an organization simply demand a new DBS check at any time and for any reason?
3. Can I say that if they insist on my doing this a second time, they should pay for it?
4. Or should I just stop fussing and get the damn check done?
Best answer: As far as I understand it, the employer absolutely can require a fresh check. They decide for themselves whether they consider a check valid or invalid - the law doesn't say anything about it.
You can make a good moral argument that they should pay for it, but they are free to say No.
You might want to suggest that they amend their policy to allow use of the DBS update service.
posted by emilyw at 2:59 PM on September 13, 2015
You can make a good moral argument that they should pay for it, but they are free to say No.
You might want to suggest that they amend their policy to allow use of the DBS update service.
posted by emilyw at 2:59 PM on September 13, 2015
Best answer: The organization I work for does not charge volunteers for DBS checks - perhaps because we don't employ an external service to help make what can be a free application? From the gov.uk site:
Checks for eligible volunteers are free of charge.
Regarding the renewal time, that's really just down to the policy of the organization:
A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It is up to an employer to decide if and when a new check is needed.
posted by wilko at 3:01 PM on September 13, 2015 [3 favorites]
Checks for eligible volunteers are free of charge.
Regarding the renewal time, that's really just down to the policy of the organization:
A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It is up to an employer to decide if and when a new check is needed.
posted by wilko at 3:01 PM on September 13, 2015 [3 favorites]
Response by poster: Okay, maybe they wouldn't have charged me - I paid for mine originally because I had to do it in haste and didn't really have time to research it. If it doesn't cost anything, it's only a matter of red tape and hassle, and I signed up for that when I took up the position, so hey.
posted by tel3path at 3:13 PM on September 13, 2015
posted by tel3path at 3:13 PM on September 13, 2015
Best answer: DBS checks should be free for volunteers but some organisations don't have the resources to administer the process themselves, so they send their checks via an umbrella service, who charge an admin fee. As a volunteer, you shouldn't really have had to stump up for it yourself first time round, as it's an expense related to your volunteering, just like your travel expenses. But not everyone has the cash to support that.
When you do it again, make sure you sign up for the update service, then you won't need to do one again (unless in the future you need a higher level of check, or work with vulnerable adults rather than children, or vice versa, or heaven forbid commit an offence). The organisation can log in, check that there hasn't been any changes, and if it's all clear, you're good. No new check needed.
The DBS certificate is only as good as the day it was printed. Organisations take the risk that nothing has changed since the check was done, and they can choose when to check again. The update service means they don't need you to do a brand new check, as it will tell them if anything has changed on your certificate.
posted by Helga-woo at 12:20 AM on September 14, 2015
When you do it again, make sure you sign up for the update service, then you won't need to do one again (unless in the future you need a higher level of check, or work with vulnerable adults rather than children, or vice versa, or heaven forbid commit an offence). The organisation can log in, check that there hasn't been any changes, and if it's all clear, you're good. No new check needed.
The DBS certificate is only as good as the day it was printed. Organisations take the risk that nothing has changed since the check was done, and they can choose when to check again. The update service means they don't need you to do a brand new check, as it will tell them if anything has changed on your certificate.
posted by Helga-woo at 12:20 AM on September 14, 2015
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I would expect the organisation to pay though, when you have a valid cert that they have requested. I know that they didn't request it, but if you went off and got it done at their request and they were happy with it at the time there's a strong argument for them to make do with your old-style CRB until next year, or cough up themselves.
It is absolutely at their discretion (don't let them tell you otherwise) - my NHS trust let me work as a doctor with only a CRB check from a previous trust (my new one took a while to come back). There is no statutory requirement that your CRB check be issued by them or anything like that.
posted by tinkletown at 2:51 PM on September 13, 2015