DBS checks at UKSA

Key information

Disclosure and Barring Service (DBS) checks are critical to ensure we maintain our Safer Recruitment and Safeguarding commitments. As such, DBS checks are required for all employees, freelancers or volunteers of UKSA. We carry out DBS checks at least every 2 years. By registering for Annual Renewal Service, UKSA will be able to, with your consent, check your DBS status on an annual basis.

Getting your DBS check

If you are required to have a valid standard or enhanced DBS check, this must be provided on or before your first day at work otherwise you may be unable to start work or be very limited with what you can do until your DBS check is received. The process of applying for a DBS check can be initiated during the recruitment process, once you have accepted an offer of employment that has been made to you.

If you have a valid DBS check, or you are not sure if a current check is valid, please check with the HR Department who can ratify your existing check or confirm if a new check is required. New applications are processed by ‘uCheck’ who are our current umbrella organisation for processing DBS requests. There is a fee for DBS checks and the cost of this is met by UKSA as part of our Safer Recruitment commitment.

For volunteers, DBS checks are free of charge. As of the 1st July 2018, uCheck charge £54.40 for an enhanced DBS, which includes their administration fee of £10.40.

How does the uCheck process work?

Step 1 Applicant Provide UKSA with your legal name and preferred email address
Step 2 HR at UKSA Set up the applicant’s profile on uCheck
Step 3 Applicant Receive uCheck link and complete the online form (approx. 5 minutes)
Step 4 Applicant By prior arrangement, supply x3 original ID docs from the groups listed to HR at UKSA for verification. Check the list carefully as if your ID is incorrect, the delay may prevent you from starting work
Step 5 HR at UKSA Check and verify the correct original ID documents and approve the online form
Step 6 uCheck Countersign and progress with the DBS check (takes approx. 48 hours)
Step 7 uCheck Notify HR at UKSA of the status of the DBS check
Step 8 DBS Post the DBS certificate to the applicant, giving information about the annual DBS update service (there is a 19-day deadline if you wish to sign-up)
Step 9 Applicant Receive DBS certificate. Keep it safe. Provide sight to HR at UKSA for certification. Decide whether to register for the annual update service. This is optional yet is cost and time effective at £13 per year (self-funded but reimbursement will be considered on a case-by-case basis) which helps you, UKSA and potentially other organisations check your DBS status more efficiently

ID checking – what do I need?

Three original documents in total must be verified:

  • One document must come from Group 1
  • Two documents from Group 1, 2a or 2b.
  • One document must verify the applicant’s current address.

The DBS have requested that if an Applicant indicates they have a Passport and/or Driving Licence, then the information must be provided.

Group 1 – Primary Trusted Identity Credentials

  • Current valid Passport
  • Biometric Residence Permit (UK)
  • Current Photocard Driving Licence (UK, EU, Isle of Man / Channel Islands) (Full or Provisional)
  • Birth Certificate (UK and Channel Islands) – issued at the time of birth; or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces. (Photocopies are not acceptable)
  • Adoption Certificate (UK and Channel Islands)

Group 2a – Trusted Government/State Issued Documents

  • Current UK Driving licence (old style paper version)
  • Birth Certificate (UK and Channel Islands) – (issued after the time of birth by the General Register Office/relevant authority i.e. Registrars – Photocopies are not acceptable)
  • Marriage/Civil Partnership Certificate (UK and Channel Islands)
  • HM Forces ID Card (UK)
  • Fire Arms Licence (UK and Channel Islands)

Group 2b – Financial/Social History Documents

  • Mortgage Statement (UK or EEA)** (Non-EEA statements must not be accepted)
  • Bank/Building Society Statement (UK or EEA)* (Non-EEA statements must not be accepted)
  • Bank/Building Society Account Opening Confirmation Letter (UK) *
  • Credit Card Statement (UK or EEA)* (Non-EEA statements must not be accepted)
  • Financial Statement (UK) ** – e.g. pension, endowment, ISA (UK).
  • P45/P60 Statement **(UK & Channel Islands)
  • Council Tax Statement (UK & Channel Islands) **
  • Work Permit/Visa (UK Residence Permit)(valid up to expiry date) **
  • Utility Bill (UK)* – Gas
  • Utility Bill (UK)* – Electricity
  • Utility Bill (UK)* – Water
  • Utility Bill (UK)* – Phone (landline only)
  • Benefit Statement (UK)* – e.g. Child Allowance, Pension
  • A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)*- e.g. from the Department for Work and Pensions, the Employment Service , Customs & Revenue, Job Centre, Job Centre Plus, Social Security
  • EU National ID Card
  • Cards carrying the PASS accreditation logo (UK and Channel Islands)
  • Letter from Head Teacher or College Principal (16-19 year olds in full time education in the UK (only used in exceptional circumstances when all other documents have been exhausted))
  • Letter of sponsorship from future employment provider – NON-UK/NON-EEA Only

Please note if a document in the List of Valid Identity Documents is:

Denoted with * it should be less than three months old

Denoted with ** it should be issued within the past 12 months

Not denoted it can be more than 12 months old