FAQs
Provided below is a list of our most frequently asked questions (FAQ) and their answers. If your question does not appear below, please contact us and a member of our team will be able to assist you.
Get in TouchHow Are Barred Lists Accessed?
If you require an enhanced level disclosure and barred list check, access must be requested in line with legislation in accordance to the individual’s role.
The barred list can only be accessed when undertaking an enhanced level DBS check. The barred lists cannot be accessed when undertaking a standard level DBS check.
There are three barring lists that are checked:
- Adult’s Barred List
- Children’s Barred List
- List 99 (section 142 Education Act 2002)
Adult’s Barred List – this checks if an applicant has been barred from working with vulnerable adults. This can only be looked at if the applicant will be partaking in certain roles, such as providing adult care or healthcare services.
Children’s Barred List and List 99 (Section 142 Education Act 2002) – These lists are checked if the applicant has been barred from working with children and young people. Like with the Adult’s Barring List, this can only be accessed in reference to a specific job role, such as teaching or the provision of childcare.
The responsibility of ensuring the correct level of disclosure lies with the employer. It is imperative these lists are only accessed in line with the law. An employer should not request access to these lists unless they are legally entitled to do so.
How Long Does a Disclosure Certificate Last?
Criminal disclosure certificates do not have expiry dates, they display only an issue date. There is no set period for which they are valid.
Some employers believe it is best practice to update their DBS check every 3 years, however this is not the law. In some instances, organisations may be dictated to by potential clients or a regulator, in which case a new DBS check will be required. However, in general terms, there are no expiry dates to DBS checks.
Is a Criminal Check Portable? Can it be Reused?
As previously outlined, there is no validity period on criminal disclosure certificates, so in most instances they can be reused at the discretion of the employer or organisation.
An employer should check that all certificates are the correct level, for the correct workforce and that barred list checks were carried out if necessary.
Although a separate disclosure per employer is not necessary, it is recommended that applicants subscribe to the DBS Update Service to ensure their disclosure is up-to-date at all times. Not doing this may result in complications when attempting to reuse a certificate.
What is the Update Service?
The Update Service is a DBS scheme which registers a disclosure certificate and ensures it is kept up-to-date. An annual subscription to the DBS Update Service may mean an individual will never need another DBS check again.
The individual is responsible for this when submitting an application to the DBS. However, if you use our services, we will undertake the registration and complete the management for you. Our system will then automatically alert you via email if any changes are required in the future.
What ID Documents Are Required to be Validated for a DBS Check?
ID is required to be validated with every disclosure check, and there are 4 routes in place for doing this. However, we would recommend that Route 1 is taken wherever possible, as this will reduce costs and ensure a timely service.
Which Workforce Category Should Be Selected?
When making a DBS application you will be asked to select a workforce. This will dictate what information is relevant to the role and what details should be disclosed.
These workforces are explained below:
Child workforce – for positions in regulated activity with children, which fall under the pre-September 2012 definition of regulated activity in relation to children or for adult household members where a foster child placement takes place.
Adult workforce – for positions in regulated activity with vulnerable adults, which fall under the pre-September 2012 definition of regulated activity in relation to vulnerable adults or for individuals who manage others participating in these roles.
Child and adult workforce – if a role specifically deals with both children and vulnerable adults.
Other workforce – for roles which require a DBS check, but do not deal with children or vulnerable adults. For examples, legal, financial or security services.
How Can I Contact Disclosure Scotland (DS)?
Can an Individual with a Criminal Record be Employed?
Yes. A criminal record does not automatically result in unemployment. A person who has a criminal history would in no way be deemed unsuitable for employment. Nor does a criminal history suggest a person is unsuitable to work with children or vulnerable adults.
A DBS certificate and its contents should be considered on its own merit. There are no fixed rules. If you are required to do a DBS check for the purpose of your employment, your potential employer will consider your history carefully and ensure you are not discriminated against for a historic offence that potentially has no connection to the job you wish to undertake.
An employer or organisation may also decide to complete further checks in order to determine the suitability of the applicant for the job role. At CBS we are able to offer a host of screening products to determine a candidate’s suitability for any role, such as:
- Right to work in UK
- Employment referencing & gap analysis
- Qualification checks
- Media Searches
- Financial Checks
- BPSS Checks
- BS7858 Clearance
- FCA Screening
What is NPPV Vetting?
NPPV vetting covers the vetting of all Police National Contractors and will be conducted at a level appropriate to the requirements of the ACPO National Vetting Policy for the Police Community. Warwickshire Police will carry out all vetting on behalf of police forces in England, Wales, Scotland and Northern Ireland and the system eradicates the need for forces to vet and re-vet individual contractors. It includes:
- Authentication
- Integrity check
- Police National Computer (PNC) check
- Intelligence and Special Branch – for addresses going back five years (residence check) applicant.
- Military checks – if ex-forces
- Professional Standards Department check – (Complaints and Discipline) if ex-police
- Centurion – Complaints database
- Financial check – using Force view (Experian)
- Non-conviction database check
- SC check – via Parasol
What is FCA Screening?
There are many regulated positions, especially in the financial sector, where screening is a mandatory process for recruitment. Screening candidates who require regulatory approval often means a more in-depth level of vetting.
Financial Conduct Authority (FCA) screening is a detailed look into an individual’s background to ensure an applicant is ‘fit and proper’ to carry out the job role they are applying for.
FCA screening is determined through a number of different background checks under the Financial Services and Markets Act 2000, and is part of a strict recruitment procedure for these specific industries. It includes:
- K Electoral roll, UK CCJs, IVAs and Bankruptcies
- Credit Report & ID Validation
- Financial sanctions check against HM Treasury
- UK Directorships and disqualifications
- 5 Year Employment Verification
- Gap Employment Analysis
- Highest Qualification Verification
- 2 Character References
- Criminal Record Check (DBS)
- FCA Register Validation Search
- FCA Disciplinary validation
- Regulated reference (where required)
What is BS7858 Clearance?
BS7858 is the best practice procedure published by the British Standards Institution. It is used by businesses and industries across the UK, and is used to enhance the security and recruitment process. It includes:
- Credit Report & ID Validation
- 5 Year Employment Verification
- Highest Qualification Verification
- 2 Personal Character References
- Right To Work
- Criminal Record Check
- Gap Employment Analysis
What is a BPSS Check?
The Baseline Personnel Security Standard (BPSS) was created to help reduce the risk of illegal workers, identity fraud and overall protect national security. It’s a requirement for civil servants, the armed forces and government contractors. It’s also required before applying for NSV security clearance. It analyses a candidate’s credit report, three-year employment verification; Gap in employment analysis and a basic criminal disclosure. It includes:
- Credit Report
- 3 Year Employment Verification
- Gap in Employment Analysis
- Basic Criminal Disclosure
What is the Definition of a Healthcare Professional?
The DBS defines a healthcare professional as an individual who is regulated by one of the following professional regulators:
- General Medical Council
- General Dental Council
- General Optical Council
- General Osteopathic Council
- General Chiropractic Council
- General Pharmaceutical Council
- Pharmaceutical Society of Northern Ireland
- Nursing and Midwifery Council
- Health Professions Council
What is the Definition of a Volunteer?
The DBS defines a volunteer in accordance to the Police Act 1997 (criminal records). This states:
‘Any person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.’
If this is the case, an individual may qualify for a free-of-charge criminal record check. In order to be granted the person must not benefit from the position that the DBS application is being submitted for. They also cannot:
- Be on work experience
- Receive any payment
- Be on a course that requires participatio
- Be a trainee at the organisation
Make sure to tick the designated box of the application if the individual is a volunteer. If not marked correctly the DBS will recover the application fee and the DBS application may be cancelled.
What Are List 99 checks?
A List 99 check refers to the access of the Department for School Children and Families (formerly DfES) List 99 database, which details names of those who have been barred or restricted from working with children by the Secretary of State for Education and Skills, under the terms of the Education (Restriction of Employment) Regulations 2000.
A check of this will also ascertain if a person is barred from teaching in Northern Ireland or has been removed from the Register of Teachers by the General Teaching Council for Scotland. A List 99 check will show if an individual is on the Department of Health Protection of Children Act (1999) list, also known as (POCALS), and has been barred by the Secretary of State for Education and Skills.
The results of a List 99 check will take just 24hours to be returned. An email notification will be sent detailing the outcome within hours of the application and therefore is popular among organisations that require an individual to start straight away.
What is the Definition of a Child?
A child is an individual under the age of 18 years old, as per Section 60 of the Safeguarding Vulnerable Groups Act 2006.
What is the Definition of a Vulnerable Adult?
‘Vulnerable adult’ is a complex term. It was once used to describe a person who is vulnerable due to their age or a disability. However, this was deemed inappropriate. Working with a ‘vulnerable adult’ now refers to any of the following services you provide to a person aged 18 or over:
The system won’t accept my login details
Ensure you COPY AND PASTE the Username, Password and short Company / Course name, ensuring you do not pick up any additional spacing either side of the word when selecting.
If you copy and paste the information correctly it will ask you to create a memorable word.
The Memorable Word must be:
- Between 9 and 20 characters, which should ONLY include
Numbers and Letters - Please DO NOT include any special characters, punctuation or symbols (!, &, @)
I cannot access my application using the credentials provided. What do I do?
Please ensure you COPY and PASTE your username, password, and company name from the email provided.
On your first login, you’ll also need to create a memorable word for added security.
I forgot my memorable word. How do I reset it?
Use the “If you have forgotten your memorable information please click here” option at the bottom of the login page.
Follow the instructions to receive a reset link by email.
PLEASE REMEMBER
Enter the USERNAME and EMAIL ADDRESS your login details were sent to.
The system will create a new memorable word and email it across.
I am not receiving the reset email. What should I do?
Check your spam or junk folder.
If it’s not there, contact CBS or your employer for further assistance.
I cannot click on the access link – or the link won’t open
Please clear your browsing history / cache / cookies – this should allow you to open the link.
The system did not ask me to create a memorable word – it is asking for 3 characters
This is because you DID NOT COPY AND PASTE the short Company / Course name correctly.
Simply use the characters from your memorable word, when prompted
PLEASE REMEMBER
The next screen will ask you for a 6 Digit Code – this code will be sent directly to your email address.
I need a new password or password reset
Follow the link on the the bottom of the Applicant Login Screen.
Enter the USERNAME and EMAIL ADDRESS your login details were sent to.
I don’t have all the required information. How long do I have to complete my application?
You have 60 days to submit your application before it is withdrawn.
Why is a section of my application marked incomplete?
Hover over the information icon next to the incomplete section for details.
COMMON ISSUES:
- Gaps in address history
- Missing employment records.
What ID documents do I need if I don’t have a passport?
You can provide a birth certificate along with a document containing your National Insurance Number.
What if I have previous convictions?
Whether convictions appear depends on the level of the DBS check and the nature of the conviction.
Contact the DBS directly at 03000 200 190 for clarity.
DBS Checks
Basic DBS (England, Wales, NI) typically takes 4 working days (84% within 48 hours). Basic DBS (Scotland) takes 8 working days.
Standard/Enhanced DBS Checks have a 3.5-day average turnaround. Police SLA is 60 days before escalation, with a 10-day resolution window.
Employment Screening
Levels 1–3, BS7858, BPSS typically take 10 working days.
FCA Screening takes 21 working days.
International Checks
CBS provides access to data from 196 countries worldwide. Turnaround times vary by country.
Will I get a certificate once my screening is complete?
Your employer will receive your screening results, and you’ll be notified when the process is complete.
My employer wants me to have a Basic DBS check, but I have previous convictions. Will these show up on the check?
This depends on the conviction and how long ago it was.
Contact the DBS directly at 03000 200190 for clarification.
I was fired from my previous employer. Will this appear in the screening?
It may, depending on your previous employer’s response to the reference request.
I have been asked to provide additional documentation. Is this mandatory?
Yes, any requested documentation is necessary to complete your screening process.
Will my data be shared?
Your data will only be shared for the sole purpose of screening, such as sharing information with the Home Office, Disclosure and Barring Service, previous employers, etc. CBS will use your data exclusively for employment vetting and determining your suitability for the role.
How is my personal information stored?
All data is secured in line with our regulators’ compliance procedures. The system used to collect the data holds accreditations for both ISO27001 (data security) and ISO22301 (business continuity and contingency planning).
How long is my personal information stored?
CBS fully complies with the Data Protection Act, GDPR, and relevant legislation, including rules imposed by the Disclosure and Barring Service, Disclosure Scotland, Access Northern Ireland, the Ministry of Justice, and the UK Home Office.
Who are MapItAndGo?
MapItAndGo is CBS’s bespoke workflow solution developed by Trivex Solutions Ltd. It effectively manages and secures thousands of applications and provides seamless automation, ensuring compliance and accuracy throughout the screening process.
Are CBS staff screened and trained?
Yes, all CBS staff are screened to BS7858 standards. In addition, robust training plans ensure staff stay updated on all legislative and industry changes affecting the services provided.
How does CBS contact my previous employer?
We contact previous employers by telephone and email to request references.
Vertex Pharmaceuticals
“CBS offers unparalleled customer service, responding to queries and solving issues efficiently, something we found lacking with our previous supplier. We feel like we have a really good partnership and that CBS genuinely wants to help us, not just saying what we want to hear.”
DBS and Employment checks a year
Solutions mobilised within
Processing solutions
Organisations serviced in the UK
Why choose CBS?
As experts in our field, CBS provides you with a quick, efficient service tailored to your needs.
Here at CBS, we offer a different solution. We understand that you want to spend less time on checks and more time on yourself and your business.
We think screening is a pain too, but that’s why we’ve found a solution that works for everyone. By empathising with our customers, CBS is the go-to for no-nonsense, efficient background checks.
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