The United Reformed Church currently uses the Due Diligence Checking Ltd (DDC) to process our DBS checks for those working with children and adults at risk. Checks for Minsters and Assembly Accredited Lay Preachers are processed by the URC Ministries office. DBS checks should be renewed every five years.
We encourage United Reformed Church verifiers to use the electronic DBS application system where possible, through DDC. This will speed up the application process significantly as DDC will countersign and send applications on to the DBS within two working days. The time it takes to obtain criminal record disclosures is also much quicker than using the paper-based system. As an added advantage, verifiers will receive e-mail notification of completion with disclosure issue number and date. (The applicant should not start their role until this notification is received.)
Online DBS Application
All verifiers have been set up on the online system and will have received email notification from DDC containing their password and login information. Verifiers can continue to use the paper-based application service if they would prefer, but we would strongly encourage everyone to try out the online system where possible.
Online applications are free of charge for volunteers and £44 for paid workers, to be paid online.
Please note that the online system does not apply to checks for Ministers or Assembly Accredited Lay Preachers. For information about these checks, please contact the Ministries office.
Paper DBS Application Forms
Application forms for those working with children and adults at risk are available from DDC. The DDC 'Quick Start Guide to Paper DBS' is available here.
Application forms for ministers / Assembly Accredited Lay Preachers are available from the Ministries office.
Eligibility for DBS Checks
A new definition of ‘Regulated Activity’ came into force in September 2012. For guidance about which roles are eligible for a DBS check, please follow the links below:
Please note that the DBS have changed their wording regarding eligibility for DBS checks for the child workforce. The DBS now state that people who work with children infrequently, but who would be in Regulated Activity (new or old definition) if it were done frequently, are now eligible for an Enhanced check without the children’s barred list check. This means that people working with children can now be checked even if they don’t meet the usual DBS frequency criteria. For example, volunteers working on a Rota.
Additional information about eligibility can be found on the DBS website here.
Disclosure Certificate Handling Procedure
Disclosure certificates are only issued to applicants, which means that Registered Bodies (in our case, DDC) no longer receive a copy of certificates like they used to. Click here for the current procedure regarding the handling of certificates, which verifiers and applicants should follow.
Online Update Service
The DBS Online Update Service was introduced in June 2013 and makes disclosures portable between different organisations for the first time. This means that individuals can keep their DBS certificate up-to-date and take it with them when they move to a new job or role where the same level and type of check is required. The service is free of charge for volunteers and £13 per year for those in paid positions. You can join the update service with your e-reference whilst your check is being processed or with your DBS certificate number within 19 calendar days from the date it was issued. You can the DBS check service provider for your e-reference number. Visit the DBS website to find out more.
Field X61 on the DBS Application Form
When completing Question X61 ('Position applied for' field) on the DBS application form, verifiers need to enter 'Child Workforce', 'Adult Workforce' or 'Child and Adult Workforce' on the first line, followed by the actual role title in the line below.
DDC provides a range of forms and guidance materials for DBS verifiers, which can be found on the DDC website.
DDC also provide training for verifiers, covering all aspects of the DBS process. For further details, please contact DDC.
If you would like to register a new DBS verifier for your church, please follow the link below and return the completed form to firstname.lastname@example.org. Please note that Church Secretaries are automatically registered verifiers with the United Reformed Church. Ministers, Local Church Leaders and CRCWs are no longer automatically verifiers.
If new verifiers wish to use the online DBS application system, they will need to provide an email address in order to do so. Due to the sensitivity and confidential nature of the information being received, this email address must be for the verifier's use only.