Understanding DBS Checks for Charity Volunteers and Organisers in England

Disclosure and Barring Service (DBS) checks are criminal record checks provided by the UK government to help organisations make safer recruitment decisions[1].

A DBS check shows an individual’s criminal convictions, cautions, and other relevant information, and is a key part of safeguarding when volunteers or staff work with children or vulnerable adults[2][3].

This guide explains DBS checks in the context of charity volunteering in England (DBS covers England and Wales[4]), with sections tailored for volunteers and for charity organisers. It covers when checks are needed, the types and levels of DBS checks (basic, standard, enhanced, enhanced with barred lists), legal obligations, processes, costs, record-keeping, and answers to common FAQs.

All information is specific to England and cites official UK government and DBS sources for accuracy.

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• DBS checks for volunteers

• DBS checks for charity organisers

• FAQs

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DBS Checks for Volunteers

When is a DBS Check Required for a Volunteer?

Not all volunteer roles require a DBS check. DBS checks are only permitted (and required) for certain roles – generally those involving work with vulnerable groups or positions of trust.

In fact, it is against the law to request a standard or enhanced DBS check for a role that is not eligible for one[5].

Charities should not use DBS checks as a “just in case” measure for every volunteer; they should only be done when appropriate to the role[5]. Typically, you will need a DBS check if you are volunteering in roles such as:

• Regularly working with children or vulnerable adults – for example, mentoring children, supervising children’s activities, providing care for elderly or disabled people. These often count as regulated activity, which means a higher-level DBS check (enhanced with barred list) is legally required[6].

• Unsupervised or frequent contact with vulnerable groups – e.g. volunteering unsupervised in a school, children’s club, care home, or similar. Such roles likely require an enhanced DBS check (with a check of the appropriate barred list) to ensure you are not barred from that work[6][3].

• Positions listed in law as requiring checks – The law (Rehabilitation of Offenders Act 1974 Exceptions Order) specifies certain positions of trust (often in healthcare, legal, or financial settings) that are eligible for standard or enhanced checks[7]. If your volunteer role falls under one of these (for example, a volunteer NHS healthcare assistant, or certain roles handling sensitive data or finances in specific settings), a DBS check may be required even if it doesn’t involve children or vulnerable adults.

• Trustees of certain charities – If you are a trustee of a charity that works with children or vulnerable adults, you may be eligible for an enhanced DBS check due to the level of responsibility, especially if your role gives you direct management over regulated activity. (Note: This is determined by specific regulations – many charities choose to DBS check trustees of children’s charities as a good practice.)

On the other hand, many general volunteering roles do not require any DBS check. For example, volunteering at a fundraiser bake sale, helping in a charity shop with no unsupervised contact with vulnerable people, or doing one-off community clean-ups typically would not justify a DBS check.

Only certain volunteer activities are legally eligible for standard or enhanced checks, and organisations must be careful to assess each role. If your role doesn’t involve working with children, vulnerable adults, or fall under a listed exception, you cannot be asked to undergo a standard/enhanced DBS check (only a basic check could be done, if deemed necessary)[7].

In summary, you will be asked to complete a DBS check only if it is necessary for the role. The charity should explain to you why the check is needed (they are required to tell you)[8]. If you’re unsure why a DBS is being requested for a volunteer role, you can ask the organisers or refer to the DBS’s eligibility guidance[9].

Remember, the goal is to protect the people you’ll be helping – for roles with vulnerable groups, DBS checks help ensure volunteers are suitable and not barred from such work.

The DBS Check Process for a Volunteer

If a DBS check is required for your volunteer role, the process is usually coordinated by the organisation (you cannot apply for an enhanced or standard check on yourself as a volunteer; it must go through a registered organisation). Here’s what the process typically looks like for a volunteer:

1. Application Form – The charity or volunteer organisation will provide you with a DBS application form (this may be a paper form or an online form through an approved service)[10]. You will need to fill in personal details and answer the required questions. The form will indicate the level of check being requested (e.g. standard, enhanced, etc.) as determined by the organisation.

2. Identity Documents – Along with the form, you must provide proof of identity documents for verification[11]. Usually, this includes documents like a passport, driving licence, birth certificate, and proof of current address. The organisation will check these documents to ensure your identity matches the application (there is a strict ID validation process)[12].

3. Organisation Submission – After you complete the form and provide ID, the charity (or an umbrella body acting on its behalf) will countersign and submit the application to the DBS[13]. The organisation must confirm that your role is eligible for the level of check requested (they take legal responsibility for this eligibility)[14][15].

4. Processing by DBS – The Disclosure and Barring Service will then process the check. This involves checking your details against the Police National Computer for any records, and possibly with local police records (for enhanced checks). If an enhanced check with barred list is being done, they will also check if you are on the children’s and/or adults’ barred list (lists of people barred from working in regulated activity)[3]. The DBS treats volunteer applications the same as paid role applications, so the screening is equally thorough[16].

5. Certificate Issuance – Once complete, the DBS will issue a DBS certificate which lists the results of the check. Importantly, the certificate is sent directly to you, the volunteer, at the current address you provided[17]. (The DBS will not automatically send a copy to the organisation because of data protection – you are in control of your information.)

6. Showing the Organisation – Upon receiving the certificate by post, you must show the charity the original certificate. The charity will need to see the original DBS certificate to confirm whether it’s clear or contains any information[17]. They may record the certificate number and date for their records, but generally should not keep a copy long-term (more on record-keeping later). If the certificate has no information (i.e. “clear”), that means no relevant criminal record was found. If it contains entries (convictions, etc.), the organisation will discuss next steps with you confidentially.

Timeline: The DBS application usually takes around two weeks (14 days) to be processed and returned, though times can vary[18]. It can take longer if there are complications – for example, if you have lived at multiple addresses or in different police force areas (multiple police databases may need checking), or if any details on the form were incorrect and need clarification[19]. Occasionally backlogs at DBS or local police can also cause delays. You cannot pay to fast-track the check – all checks go through the same process in queue[20]. Therefore, it’s wise to complete the DBS application early, as soon as you’re asked, so that clearance comes through before you fully start your volunteering activities (if required for the role).

Volunteer’s role during process: After submitting your application and ID, there’s not much you need to do except wait for the certificate. You should receive the certificate at home and then promptly show it to the volunteer coordinator. If the check is delayed significantly beyond the expected time, the volunteer manager might follow up with DBS, or you can use the DBS tracking service with the application reference if provided.

Finally, if you’re a volunteer applying for a Basic DBS check (which can be done by an individual directly online, since basic checks are available to anyone), the process is slightly different. You would apply through the DBS online service or via a “Responsible Organisation” online, pay the fee, and the basic certificate is then sent to you. However, for standard or enhanced checks, you as a volunteer do not apply directly – the organisation has to handle it.

Levels of DBS Checks

There are four levels of DBS check available[21]. The level required depends on the nature of the volunteer role:

1. Basic DBS Check

This is the lowest level. A Basic check will show any unspent criminal convictions or conditional cautions on your record[22]. It will not show spent (older) convictions. Eligibility: Anyone can be asked for a Basic check – there are no restrictions on roles for basic checks[23]. Charities might use a basic check for roles that don’t qualify for higher-level checks but where they still want some insight into recent criminal history (for example, a volunteer handling cash donations might be asked for a basic check, since higher checks aren’t allowed for that role). However, many organisations forego even basic checks for low-risk roles and instead rely on references or interviews, since a basic check is quite limited in information. (Note: Basic checks are processed by DBS for England and Wales; volunteers living in Scotland or Northern Ireland would get similar basic disclosures from Disclosure Scotland or AccessNI, but this guide focuses on England.)

2. Standard DBS Check

A Standard check discloses both unspent and spent convictions, as well as cautions, reprimands and warnings on your record (except for certain old/minor ones filtered out by law)[24][25]. This means it reveals a fuller criminal history (minus the filtered items) going back indefinitely. Eligibility: Standard checks are only available for roles listed in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975[24]. These are specific positions that are exempt from the normal legal protections for spent convictions. In a volunteer context, standard checks are less common than enhanced, but might be used for certain trustee roles or support roles in healthcare, legal advice, etc., if those roles are covered by the Exceptions Order. For example, a volunteer working in a charity legal clinic or a court-based role could be eligible for a standard check. If your volunteer role is not in that list of exceptions, a standard check cannot be done. (Most roles involving children/vulnerable adults go beyond standard and qualify for enhanced level, as we’ll see next.)

3. Enhanced DBS Check (without Barred Lists)

An Enhanced check includes everything a standard check does (all spent/unspent convictions and cautions, subject to filtering) plus any additional “soft” information held by local police that is deemed relevant to the role[26]. This could include, for example, non-conviction information such as police warnings, intelligence about investigations that did not lead to a conviction, or concerning information about your close associates if relevant[27]. The police decide what, if anything, to include on an enhanced check based on whether they judge it to be pertinent to the job you’ll be doing[26]. Eligibility: Enhanced checks are only for positions that meet the criteria of both the Exceptions Order and are covered by the Police Act Regulations (which generally means roles with a high degree of trust or contact with vulnerable groups)[28]. In volunteer settings, most roles working with children or vulnerable adults will require an enhanced check. For example, if you volunteer as a befriender for elderly people, a mentor for youth, or assist at a children’s camp (under supervision), you would be eligible for an enhanced DBS (even if you are supervised, as long as the role is listed as eligible). Regulated vs. Non-regulated activity: Some volunteer roles with children or adults may not be “regulated activity” (due to supervision or frequency, see next section), and thus might not get the barred list check, but they can still receive an enhanced DBS without barred list[29]. The law was changed in 2012 to narrow the definition of regulated activity, but importantly those roles taken out of regulated activity can still be subject to enhanced DBS checks (just without the barred list component)[29]. For example, a volunteer in a school classroom who is always supervised by a teacher is not in regulated activity, but the role is still eligible for an enhanced DBS (without barred list) because schools are a specified setting[30][31].

4. Enhanced DBS Check with Barred Lists

This is the highest level. It includes everything in an enhanced check plus a check of the DBS barred lists for working with children and/or adults[32]. The barred lists are databases of individuals legally barred from working in regulated activity with children and/or with vulnerable adults. If someone is on the relevant barred list, the certificate will show that they are barred (and the law would prohibit them from volunteering in that role)[3][33]. Eligibility: An enhanced check with barred list can only be requested if the volunteer role is classified as a Regulated Activity or another position for which barred list checks are mandated by law[34]. In practice, this means roles where you as a volunteer will be unsupervised and in frequent or intensive contact with children or vulnerable adults, or performing certain specified types of care or supervision. For example, a volunteer who coaches children’s sports weekly, or a volunteer who drives elderly patients to appointments as part of a care service, is performing regulated activity – these require checking the barred list because it’s illegal for a barred person to do those roles[6]. The charity must indicate whether a barred list check for the children’s list, adults’ list, or both is needed, based on the group you’ll work with. (Note: If your role is regulated activity with children, the check will include the children’s barred list; if with vulnerable adults, the adults’ barred list; some roles involve both.)

Summary of information disclosed at each level:

[35]Basic: Unspent convictions (and conditional cautions) are shown. Standard: All spent and unspent convictions and cautions (except those filtered by law) are shown[25]. Enhanced: Same as standard, plus any relevant police intelligence (“other relevant information”)[36]. Enhanced with Barred Lists: Same as enhanced, plus the result of a check against the Children’s and/or Adults’ Barred List (confirmation if the person is barred from those activities)[3]. Minor old offenses may be “filtered” and not appear on standard/enhanced checks – for example, certain single offenses from long ago can be left off a certificate under filtering rules[37]. But serious violent or sexual offenses will always be disclosed if they exist[38]. The DBS certificate will clearly indicate its type (Basic, Standard, Enhanced etc.) and, for standard/enhanced, it will list the workforce (e.g. child workforce, adult workforce, or both) that it was applied for[39]. This workforce label is important for reuse of the certificate (discussed later).

As a volunteer, you do not need to choose the level of check – the organisation will determine the correct level based on your role’s duties and legal eligibility. But it’s useful for you to understand what each level means, especially if you see your certificate or if you’re curious why a certain level was required.

DBS Fees and Volunteers: One important practical note is about cost – volunteers do not pay for standard or enhanced DBS checks. The DBS does not charge a fee for these levels when the check is for a volunteer position[16][40]. (To qualify as a volunteer for a free check, you must meet the DBS’s definition of volunteer: essentially, you receive no payment or benefit from the role beyond expenses[41] – which is usually the case for charity volunteers.) The DBS certificate even notes if it was issued for a volunteer (free) or paid role[42]. Basic checks, however, are not free – the standard DBS fee applies to basic checks even for volunteers[40]. As of 2025, a basic or standard DBS check costs £21.50, and an enhanced (with or without barred lists) costs £49.50, but the £0 fee is charged by DBS for volunteers on standard/enhanced[43][44]. Some volunteer-involving organisations use third-party companies (umbrella bodies) to process checks and those might charge a small administrative fee (even if DBS itself is free)[45]. Typically, charities do not ask volunteers to pay these fees out of pocket – either the charity covers it or the umbrella body waives it for volunteers. When you apply, check with your organisation if any cost is involved; in most cases for volunteers, the process will be free of charge to you[40].

How Long Does a DBS Check Take?

For most volunteers, the DBS check process takes approximately 2 weeks (14 days) from the point the application is submitted to DBS[19]. Many routine cases come back even sooner, but 2 weeks is a typical average. However, several factors can cause it to take longer:

• Application errors: If any details on the form (name, address history, etc.) are incorrect or incomplete, it can delay processing[46]. Always double-check that you filled in the form accurately and provided all addresses for the past 5 years, etc.

• Multiple Police Authorities: The DBS check will query local police records for enhanced checks. If you have lived in multiple regions, or the role is such that multiple police forces need to be consulted, the process may slow down. Some local police forces handle higher volumes of checks and can be slower to respond, which can delay the overall result[46]. (For instance, the Metropolitan Police in London historically has had longer processing times for the local records check due to volume.)

• Common name or matches: If your name or personal details are similar to someone on record, or if there’s any confusion (for example, if you have a very common name that returns many hits), the DBS may need to do additional verification, extending the timeline slightly.

• Peak periods: Occasionally, at times of very high demand (e.g. seasonal hiring of many staff/volunteers), processing could slow. But DBS generally works continuously to clear applications.

As a volunteer, you cannot expedite a DBS check by paying – expedited services don’t exist for DBS[20]. All applications are processed in the order received, though the DBS does have escalation procedures for very long delays (e.g. if an application hasn’t completed after 60 days, the organisation can contact DBS to investigate).

If your volunteer role is in the adult social care sector, there is a special optional service called “DBS Adult First” that some employers use while waiting for an enhanced check. DBS Adult First (formerly ISA Adult First) is a quick check of the Adults’ Barred List that returns a result usually within 48 hours, to let an employer know if it’s safe to let someone start work under supervision while the full DBS is in progress[47]. It’s used in care homes and similar settings when staff are urgently needed – if Adult First returns that the person is not barred, they can begin working under appropriate supervision until the full enhanced certificate comes back[48]. Volunteers in care roles might occasionally be involved in this process, but it’s up to the organisation. For roles with children, there isn’t an exact equivalent service widely used; usually organisations will wait for the full DBS, or ensure the volunteer is always supervised by someone who is checked (more on that in FAQs).

In summary, plan for about 2–4 weeks from application to get your DBS certificate. During this time, coordinate with your charity about any interim measures (some may allow you to do training or non-sensitive parts of the role while waiting). Once your certificate arrives, promptly show it to the organisation so you can move forward with your volunteering role.

What Information is Disclosed on a DBS Check?

The information you’ll see on your DBS certificate depends on the level of check:

• Basic Check Certificate: Will show unspent convictions and unspent conditional cautions only[22]. “Unspent” means the conviction has not reached the point of being considered rehabilitated under the Rehabilitation of Offenders Act. For example, a minor conviction might become “spent” after, say, 1 year (if no further issues) – after that point it wouldn’t appear on a basic check. Basic checks do not show any spent/old convictions, nor any other information.

• Standard Check Certificate: Will show both spent and unspent convictions, plus any cautions, reprimands or final warnings you have on record[24]. However, it will not include any additional police intelligence. The only things it might omit are convictions/cautions that are eligible for “filtering” (the filtering rules remove certain old minor cautions/convictions – e.g., a single caution from many years ago may be filtered out and not shown)[49]. Standard certificates are thus a list of your formal criminal record entries (with the above caveat). For example, if you were convicted of a theft in 2010 and it’s now spent, a standard check will still show it (spent convictions are disclosed on standard/enhanced checks)[25]. If you had a single minor offense that qualifies for filtering (say, one minor caution over a decade ago), that item might be omitted. The certificate will typically list the date of each conviction, the offense, and the court or police that handled it.

• Enhanced Check Certificate: Will show everything a standard check does (spent/unspent convictions and cautions, subject to filtering), plus it can include relevant information from local police records[26]. This extra information is often called “soft information” or “approved information.” It can include things like: details of an arrest that didn’t lead to charge (if the police judge it relevant to the role), intelligence about suspected activities, or information about people you live with if, for instance, it raises a safeguarding concern[27]. This section is discretionary – many enhanced checks simply have no additional info beyond the convictions, but if you have something in your history that police think an employer/volunteer org should know for safety, they can include it. The police information is provided in a separate section of the certificate (often referred to as Section “other relevant information disclosed at chief police officer’s discretion”). Note that since 2013, if the police are considering disclosing something about you, you usually get a chance to request a review before the certificate is issued, to argue if you think it’s unfair – but ultimately the police decide.

• Enhanced Check with Barred List Certificate: This will include all the above (convictions, cautions, any police info) and in addition will state whether you are on the barred list for working with children and/or adults (as requested)[3]. If you are not barred, the certificate will typically just say “None Recorded” under the barred list section for each list checked. If you were on a barred list, it would state that the person “is barred from engaging in regulated activity” with the relevant group (which for a volunteer means you legally could not be offered that role). Being on a barred list is the result of a previous decision by DBS (for example, after a conviction or misconduct case) and you would likely know about it already. The vast majority of volunteers will not be on any barred list. The barred list check result is simply a yes/no flag – it doesn’t detail the reason for barring on the certificate.

Confidentiality of information: The information on a DBS certificate is private and sensitive. If your certificate reveals something (a conviction or other info), the volunteer coordinator must handle that information confidentially. Organisations receiving DBS results must comply with the DBS Code of Practice, which requires that they use the info only for the purpose it was obtained, do not share it indiscriminately, and store it securely and for only as long as necessary[50]. As a volunteer, you should feel assured that your privacy will be respected. If you have a criminal record, it will not be broadcast to others – only those in the organisation who need to know for decision-making will see your certificate.

Understanding spent convictions: If you see the term “spent” on your certificate context: a conviction becomes spent after a certain rehabilitation period (which can be several years) under the Rehabilitation of Offenders Act. Spent convictions do not show up on Basic checks[22], and you legally don’t have to disclose them when applying for roles that only require basic checks. However, for roles requiring standard or enhanced checks (which are exempt positions), spent convictions will be revealed (unless filtered) and you can be asked about them. The idea is that for sensitive roles, the recruiting organisation is legally allowed to know about old convictions to properly assess risk[51]. Filtering rules (introduced to prevent very old/minor convictions from harming prospects) mean that, for example, a single minor offense from long ago might be omitted – the DBS has specific criteria for filtering (depending on offense type, how long ago, and if there were multiple offenses)[37].

In short, the DBS certificate provides a snapshot of your criminal record status at the time of issue – the higher the level of check, the more detailed the snapshot. Basic = just recent unspent issues; Standard/Enhanced = fuller history; Enhanced+Barred = fuller history + barred status.

Impact of DBS Checks on Volunteer Roles

For volunteers, undergoing a DBS check is usually a straightforward part of onboarding for certain roles. Here are some ways a DBS check can affect your volunteering experience:

• Timing of Starting the Role: If your volunteer role requires a DBS check, you might need to wait for the check to be completed before fully engaging in the role, especially if it involves unsupervised access to vulnerable people. Many organisations will not allow you to start certain activities until they have seen a satisfactory DBS certificate. In some cases, they might allow you to begin on a limited basis with extra supervision or alternate duties while waiting (see FAQ “Can a volunteer start before the DBS is back?” for details). Always clarify with the charity what you can and cannot do before your DBS clearance comes through.

• Volunteer Duties and Restrictions: The result of your DBS might influence what tasks you can do. If the DBS comes back clear (no issues), you proceed as normal. If it comes back with some record, the organisation will consider whether that record is relevant to the role. Having a criminal record does not automatically disqualify you from volunteering in most cases – it depends on the nature of the offense and the role. For example, a decades-old conviction for a minor offense might have no bearing on your ability to volunteer in a care home, so the organisation may decide it’s fine to continue. However, if the offense is directly relevant (say, a recent fraud conviction and you wanted to volunteer handling money, or a serious driving offense and you volunteer to drive a minibus), the charity might reassign you to other tasks or, in some cases, decide not to take you on for that particular role. Each case should be judged individually, fairly, and confidentially[50]. The charity should discuss any concerns with you—often, they’ll give you a chance to explain the context of any conviction.

• Legal Disqualification: If the DBS check reveals that you are barred from working with a certain group, then by law you cannot undertake that volunteering role. For instance, if someone is on the Children’s Barred List and they applied to volunteer with children, the organisation not only must refuse them – it’s illegal for the individual to even attempt to volunteer in that regulated activity[33]. Fortunately, such situations are rare and typically individuals know their status. Another example: certain roles (like being a trustee of a charity) have rules about unspent convictions for dishonesty, etc., which can legally disqualify someone from that position unless a waiver is obtained. The DBS check would flag those, and the organisation would inform the volunteer that they legally can’t take up the appointment.

• Support and Rehabilitation: Good volunteer-involving organisations understand that people can have past convictions and still be excellent volunteers. The DBS code of practice and rehabilitation laws encourage giving people a chance when appropriate[50]. So if something comes up on your check, expect a private, sensitive conversation about it rather than an automatic door closing (unless it’s a very serious issue). You might agree on boundaries – for example, a volunteer with a past DUI conviction might be welcome in a youth mentoring program but not asked to do transport duty. Or someone with an old theft record could volunteer in a support role but maybe not be solely in charge of cash handling. These are just examples of how an organisation can manage risk while still including volunteers.

• Confidence and Trust: Undergoing a DBS check can actually increase confidence for everyone. As a volunteer, you might feel reassured that all volunteers and staff are being vetted, meaning you’re joining a safe and professional environment. If you’re volunteering with vulnerable clients, you know that your fellow volunteers have also been checked, which can give peace of mind. The key is to remember the check is not about “catching you out” – it’s about protecting those you’ll help. Many volunteers are happy to comply for that reason[52].

• Repeat Checks / Portability: A DBS check is technically a snapshot in time (there is no automatic update, unless you register for the DBS Update Service – discussed later). So over the course of a long volunteering tenure, an organisation might ask you to undergo renewal checks periodically (commonly every 3 years, though policies vary). Also, if you volunteer with multiple organisations, each might require their own DBS check unless you use the Update Service or the previous certificate is deemed acceptable. This can affect how freely you can move between roles – but as we’ll cover, the DBS Update Service is a useful tool to make a DBS certificate transferable and keep it up to date[53].

In summary, the DBS check is a crucial step for certain volunteer roles and should be seen as a positive, safeguarding measure. It might introduce a slight delay before you start and possibly some limitations if issues are found, but it ensures that volunteers in sensitive positions are properly vetted. As a volunteer, being open and cooperative about the DBS process – and understanding why it’s needed – will help you integrate smoothly into your role. If you have any concerns (for example, you’re worried something will show up), it’s often best to discuss them proactively with the volunteer coordinator. They can often provide reassurance or clarify how they handle such situations. Remember, the goal is to support both volunteers and beneficiaries safely and fairly.

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DBS Checks for Charity Organisers

If you are a charity organiser, manager, or trustee responsible for volunteers, you have important responsibilities in managing DBS checks. This section will cover your legal obligations, how to determine if a volunteer needs a check (with focus on regulated vs non-regulated activity distinctions), how to go about requesting checks, cost considerations, record-keeping, renewal practices, and general compliance best practices to ensure your charity stays on the right side of the law while keeping people safe.

Legal Obligations and Responsibilities

Charity organisations in England have a duty to safeguard the people they work with, which often means ensuring that volunteers in sensitive roles are properly vetted through DBS checks. However, this must be balanced with respecting individuals’ rights and following the law on when checks can be done. Key legal obligations include:

• Only request DBS checks for legally eligible roles: As mentioned earlier, it is a criminal offense for an organisation to request a Standard or Enhanced DBS check on a volunteer (or employee) if the role does not meet the legal eligibility criteria[54]. As an organiser, you must ensure the volunteer’s role is eligible for the level of check you are asking for. You (or another countersignatory in your organisation) will have to sign the DBS application form declaring the position is eligible by law[15]. Submitting ineligible checks can lead to enforcement action. Always consult the official DBS eligibility guidance for standard/enhanced checks[14] if unsure, or use the DBS online eligibility tool.

• Adhere to the definition of “volunteer” for free checks: If you are requesting a standard or enhanced DBS as a volunteer check (free of charge), ensure the individual truly meets the DBS volunteer criteria – i.e. they are not receiving any payment or benefit (other than genuine out-of-pocket expenses) and are not in a trainee/student placement that benefits them[41]. Misusing the volunteer free-of-charge status (for example, trying to get a free check for someone who is actually paid or benefiting) is taken seriously by DBS[55].

• Never allow barred individuals in regulated activity: If a DBS check reveals that a volunteer is on a barred list (or if you otherwise know they are barred), you must not engage them in the regulated activity from which they are barred. It is against the law to knowingly employ or use a barred person in regulated activity[56]. Similarly, it’s illegal for the barred individual to seek such roles. For example, if a volunteer’s enhanced DBS with barred list check comes back showing they are barred from working with children, you cannot in any capacity place them in a role that is regulated activity with children (and doing so knowingly would be a criminal offense for your organisation). This is an absolute safeguard written into the law.

• Duty to refer to DBS if necessary: Your charity has an obligation to refer individuals to the DBS in certain circumstances. Specifically, if you remove a volunteer (or they leave) from a role in regulated activity because they have harmed a child or vulnerable adult, or you believe they pose a risk of harm, or they have a relevant serious offense, you must refer that case to the DBS for investigation[57]. This is known as the “duty to refer” and it exists to allow DBS to consider barring that person from future work with vulnerable groups if warranted. This duty overrides data protection or confidentiality concerns – you are protected when reporting safeguarding concerns to DBS[58]. Failing to refer in such cases (and then that person goes on to harm someone elsewhere) is taken very seriously by authorities[59]. Ensure you follow the official DBS referral guidance if this ever arises.

• Informing volunteers and obtaining consent: Legally and ethically, you need to tell volunteers why a DBS check is needed for their role and get their consent to process it[8]. The DBS application process itself includes the volunteer’s consent (they sign the form), but ahead of that you should be clear in role descriptions or interviews that “This role involves X, therefore we will require an [Enhanced/Standard] DBS check.” Being transparent helps manage volunteers’ expectations and is part of treating them fairly.

• Handling DBS information properly: When you receive a volunteer’s DBS certificate or any disclosure information, you are bound by the DBS Code of Practice (which all registered bodies must comply with). This code, along with data protection laws, requires you to keep the information confidential and secure and use it only for the purpose for which it was obtained[50]. You should not store certificate information longer than necessary, and you must dispose of it securely (shredding or secure deletion) when no longer needed. You can keep a record that a check was done and the result (e.g. “Clear” or “Considered – suitable”) along with the certificate number and date, but you shouldn’t keep the full detailed certificate on file indefinitely. Also, do not share the contents of a DBS certificate widely within your organisation—only those who need to know for safeguarding should see it.

• Fair treatment of volunteers with records (Rehabilitation of Offenders Act): If a DBS check returns information about criminal history, you have a responsibility to handle that fairly. Convictions should only be considered if they are relevant to the duties of the role[50]. For example, a driving offense is irrelevant for someone who will never be driving in their volunteer role. Treat each case individually and avoid blanket policies like “we don’t accept anyone with any record” (except where legal bars apply). Having a policy on recruitment of ex-offenders (as required by DBS for registered bodies) and following it is good practice. Remember that many convictions will be spent or filtered and might not even appear; if a volunteer self-discloses something that wouldn’t appear, you must still handle that information carefully. Essentially, abide by the spirit of the Rehabilitation of Offenders Act—give weight only to what’s necessary for protection. This ensures you are not unfairly excluding people and are complying with equality and human rights considerations.

• Compliance with DBS processes: If you plan to handle a large number of checks by registering with DBS directly, maintain your registration and follow all DBS guidelines (like paying fees, keeping countersignatory details updated, etc.)[60][61]. If using an umbrella body, ensure they are an approved provider. Also ensure your ID checkers know and follow the DBS ID validation guidelines strictly[62], as improper ID checks can lead to false clearances or delays.

To summarise, as an organiser you’re legally required to get it right – check when you should, don’t check when you shouldn’t, and handle all data and decisions stemming from DBS checks lawfully. Non-compliance can result in legal penalties or reputational damage. But when done correctly, DBS checking is a powerful tool to help you maintain a safe and trusted volunteering environment.

Determining the Need for a DBS Check (Regulated vs Non-Regulated Activity)

One of the most important decisions you’ll make is whether a given volunteer role actually requires a DBS check, and at what level. This boils down to understanding the role’s activities and whether they fall under certain legal categories. A key concept is “regulated activity”, especially with respect to children or adults, as this determines the need for barred list checks.

Regulated Activity (RA): This is a term defined in law (Protection of Freedoms Act 2012 and related regulations) for work that is considered so sensitive that it is illegal for barred persons to do it and typically requires the highest level of vetting. In the context of charities:

• Regulated Activity with Children: In general, this means unsupervised activities with children done regularly or intensively, or certain activities even once. For example, teaching, training, or instructing children unsupervised on a frequent basis is regulated activity[63][64]. Likewise, caring for or supervising children, or providing advice/guidance on wellbeing to children, if unsupervised and done regularly, is RA[63][64]. Certain settings are also relevant: volunteering in a specified place like a school or children’s home can be regulated activity if the volunteer is unsupervised and there frequently[65]. Frequency: “Regularly” with children is defined as once a week or more, or on 4 or more days in a 30-day period (or overnight)[64]. There are also certain tasks that are regulated no matter how often – e.g. personal care (like washing or dressing a child who needs help) even if done one time is RA[65][66]. Supervision: A critical distinction – if a volunteer with children is always properly supervised by someone who themselves is in regulated activity, the volunteer’s role may be outside the scope of regulated activity (because the law allows some leeway for supervised volunteers)[67]. For instance, a classroom helper who is always within sight/hearing of a teacher might not be “RA” by definition, but they remain eligible for an enhanced check without barred list[68][65]. The Department for Education has guidance on what counts as “supervised” for this purpose[67] – generally “regular and day-to-day supervision by a paid, DBS-checked professional” is required. If you cannot guarantee supervision or the volunteer will at times be alone with children, you should err on the side of treating it as regulated activity.

• Regulated Activity with Adults: This is defined not by the personal characteristics of the adult (no one is inherently a “vulnerable adult” in all contexts anymore) but by the activities being done for the adult. There are specific categories such as: healthcare for adults provided by or under supervision of a professional (e.g. volunteer assistant in a physical therapy session)[69]; personal care (helping with eating, dressing, toileting)[70]; social work; assistance with an adult’s finances or shopping due to their age/illness; and transporting an adult to/from healthcare or personal care appointments (not just general lifts, but as part of a healthcare service)[71]. Anyone who provides these activities even once is engaged in regulated activity with adults – there is no frequency requirement for adults[72]. For example, if your charity has volunteers who drive patients to the hospital as part of an agreed service, those volunteers are in regulated activity (since conveying to healthcare is listed)[73][74]. Similarly, a volunteer providing in-home bathing assistance to a disabled adult is in RA. It’s notable that some scenarios people assume are RA may not be: for instance, befriending or companionship for an adult, or general help around the house, is not regulated activity unless it crosses into those specific categories (like doing their finances or personal care).

• Positions of responsibility: Additionally, anyone who manages or supervises people in regulated activity is also considered to be in regulated activity themselves[75]. So if you have a volunteer team leader overseeing others who do RA, that leader should also be checked at the same level.

If a volunteer role clearly falls into Regulated Activity, then you must request an Enhanced DBS check with the relevant Barred List check for that volunteer. This ensures you are alerted if the person is barred from that kind of work[6]. Allowing someone to perform RA without the barred list check could mean you miss a legal bar. For example, a volunteer unsupervised at a youth club every week is doing RA with children – they need an Enhanced DBS with Children’s Barred List. If they’re helping vulnerable adults with bathing or medical appointments, that’s RA with adults – they need Enhanced with Adults’ Barred List. Both children and adults? Then check both lists.

If the role does not fall within regulated activity, you then consider if it is still eligible for an Enhanced (without barred) or a Standard check under the law:

• Many roles that involve working with children or adults but under supervision or less frequently (just outside the RA definition) are still eligible for Enhanced DBS checks (without barred list). The law’s changes in 2012 (Protection of Freedoms Act) were meant to scale back mandatory barred list checks, but these roles were kept eligible for enhanced disclosures for safeguarding purposes[68]. For instance, a supervised volunteer in a school (as mentioned) or a volunteer who helps out at a youth group once a month (infrequent) – these are not RA, so you wouldn’t do a barred list check, but you can do an Enhanced DBS (which will show convictions and any police info)[68]. This can be a bit confusing: basically, if it was legally okay before 2012 to do an enhanced check on the role, it’s likely still okay now – except now, if it doesn’t meet the new RA definition, you just leave the barred list unchecked.

• Roles that are listed in the ROA Exceptions Order but not involving vulnerable groups would be eligible for a Standard DBS check (or Enhanced if they’re also in Police Act regs). These might include positions like financial volunteers in certain settings, or say a volunteer working in a law enforcement support role, etc. In practice for charities, this might be rare – one example might be a volunteer working in the admin office of a prison (prisons are in the exceptions order, so staff/volunteers can get standard checks).

• If a role is neither regulated activity nor listed in any exception, then you cannot do standard/enhanced at all. The only possible check is Basic (if you choose to do any check). Many purely administrative or one-off volunteer roles fall in this category. You should think carefully if even a Basic check is necessary – often a reference or interview can suffice for low-risk roles. DBS guidance suggests not over-using basic checks without reason, as it can deter volunteers with minor past issues that have no relevance. But if, for instance, you have volunteers handling money or sensitive information and you feel more comfortable knowing of any recent unspent convictions (like fraud), a basic check is an option (with the volunteer’s consent).

Using a decision-making flowchart or tool: It can be very helpful to use a flowchart or decision tool to determine the appropriate check. The DBS provides an online eligibility tool, and organisations like NCVO have produced flowcharts to guide whether a volunteer’s role is regulated activity or not[76]. These usually start with questions like “Will the volunteer be unsupervised with children? If yes, how frequently?” and so on, branching out to the correct level. Always refer to authoritative sources or the actual legislation if in doubt – it can get nuanced. When still uncertain, DBS has an eligibility helpline you can contact for advice[77].

Figure: Example flowchart for determining DBS check needs for volunteers (source: NCVO)

Practical examples:

• Case 1: A charity runs a weekly youth club and has adult volunteers leading activities without constant supervision. This is unsupervised contact with children weekly -> Regulated Activity (Children). The charity must do Enhanced DBS checks with Children’s Barred List for those volunteers.

• Case 2: A volunteer will help staff at a care home, by visiting weekly and chatting with residents (possibly occasionally helping push a wheelchair, but no personal care). Social companionship isn’t on the RA list for adults, so this volunteer is not in regulated activity. However, because they are in a care home setting and have opportunity for contact with vulnerable adults, this role is eligible for an Enhanced DBS (without barred list). The charity would request an Enhanced check (adult workforce) but not check the Adults’ Barred List in this scenario.

• Case 3: A volunteer administrative assistant at the charity’s office, handling correspondence and data, but not working directly with beneficiaries. This role has no special exceptions. Therefore, no standard/enhanced check can be done. The charity might decide to request a Basic DBS if they deem it necessary (showing unspent convictions), or simply rely on references since it’s a low-risk role.

• Case 4: A volunteer is going to drive a minibus for a children’s charity, transporting children to field trips. Driving children frequently as part of the organisation’s activities is explicitly listed as regulated activity with children[78]. This requires an Enhanced DBS with Child Barred List. (If it were just driving adults who are vulnerable to medical appointments, that also would be regulated activity under the “transport to healthcare” category, requiring Enhanced with Adult Barred List.)

In each of these cases, documenting your decision process is wise. If you decide not to do a DBS check for a role that many might assume needs one, keep a note of your rationale (e.g. “Role does not involve any RA or exception, decided basic check unnecessary after risk assessment”). Conversely, if you do a check, record why it was needed (e.g. “Volunteer mentoring children weekly -> Enhanced + Child Barred List”). This kind of risk assessment approach is recommended by regulators to show you have a considered rationale[79][80].

Remember: The requirement for checks depends on the role, not the individual volunteer’s characteristics[81]. For example, even if a person has a qualification or is a known teacher, if they are volunteering in a role that doesn’t need a check, you shouldn’t check them just because of who they are. And vice versa: even a very trusted, long-known volunteer must be checked if the role demands it. It’s all about the role’s activities.

Finally, stay updated on changes. The DBS eligibility rules can evolve (though not frequently) and new guidance is occasionally issued. Regularly reviewing DBS guidance or resources from volunteer sector bodies (like NCVO, NSPCC, etc.) will help ensure you’re making the right calls on who needs checking.

Requesting DBS Checks for Volunteers (Application Process)

Once you’ve determined that a volunteer role requires a DBS check, how do you go about getting one done? The process for organisations has a few routes:

• Using an Umbrella Body: If your charity does only a small number of checks per year (fewer than 100 annually is the threshold DBS gives), the simplest way is to use an umbrella body service[82]. An umbrella body is an organisation registered with DBS that can process checks on behalf of other organisations[83]. Many local councils, volunteer centres, or private companies offer umbrella DBS services. You will typically pay them an admin fee, and they will handle submitting the applications and countersigning. The UK government’s DBS website provides a list of registered umbrella bodies you can search[83]. Using an umbrella body is cost-effective for small charities since you avoid the upfront registration cost with DBS.

• Becoming a DBS Registered Body: If your organisation will do a high volume of checks (100 or more a year) or you prefer to manage it in-house, you can apply to become a Registered Body with DBS[82]. This involves a registration application and a fee (currently £300 registration fee, plus £5 per additional countersignatory)[60]. You’ll need to nominate a Lead Countersignatory and possibly others, who will undergo some vetting themselves. Once registered, you can submit checks directly to DBS either via paper forms or online systems. For very large volumes (1,500+ a year), DBS offers an e-bulk electronic submission service[84]. For most charities, registration is only worth it if you routinely need many checks; otherwise umbrella bodies are preferable.

• Online Application Route: DBS offers an online application system for basic checks directly. For standard/enhanced checks, typically the volunteer’s details are still submitted either via an umbrella’s online form or, if you’re a registered body, via the online form to DBS. In all cases, the volunteer themself will have to input personal information and you (or the umbrella) then complete the rest.

Steps to request a check (via umbrella or as registered body):

1. Obtain the correct DBS application form or online access. If using an umbrella company, they might have their own online portal or paper forms they supply. If registered directly, you can order paper application forms from DBS or set up an online form. Ensure you choose the correct type of form for standard/enhanced (basic uses a different system).

2. Have the volunteer fill out their sections. The volunteer provides all personal details: full name (and any other names used, e.g. maiden names), date of birth, address history for the past 5 years, etc. They will also tick a box if they agree to pay the fee (for paid roles) – but for volunteers, make sure to mark them as volunteer so no fee is charged by DBS[16]. On digital systems, often they’ll have a login to input their info.

3. Verify the volunteer’s identity documents. This is crucial. You or someone in your team needs to check original documents (passport, driver’s license, utility bills, etc.) to meet the DBS ID validation guidelines[12]. DBS has a specific 3-route ID checking process. In practice, most volunteers will provide at least one primary photo ID plus proofs of address. You’ll record the document numbers and details on the form or online. Thorough ID checking prevents fraud (someone attempting to hide their real identity to get a clear DBS under a false name). If the volunteer can’t provide sufficient ID documents, there is a process involving fingerprints, but that’s rare[85].

4. Determine the workforce and level on the form. You must indicate on the application what level of check (Standard, Enhanced, Enhanced + Child Barred, Enhanced + Adult Barred, or both Barred Lists) is needed, and for enhanced checks, whether it’s for the child workforce, adult workforce, or both[39]. “Workforce” basically means the context of the role. It’s important to get this right: e.g., if it’s a children’s volunteer role, mark “Child Workforce” so that police know to consider child-related intelligence and so that any barred list check is for children’s list. If it’s both (say a family services volunteer who works with both kids and vulnerable adults), mark both. If it’s not involving either, sometimes “Other Workforce” is used for positions like security guards etc., but for volunteers typically it’ll be child and/or adult if it’s enhanced.

5. Countersign and submit the application. The organisation’s approved person (countersignatory) will review the form for completeness and correctness. By countersigning, you declare the role is eligible for that level of DBS[15]. Then send it off to DBS (or click submit if online). If paper, it goes to DBS office in Liverpool.

6. Pay any fees. For volunteer enhanced/standard checks, DBS charges £0, but if you’re using an umbrella body, you’ll pay their admin fee. For basic checks or if somehow a volunteer doesn’t qualify as free (rare cases), ensure payment is made (usually by invoice or online payment).

7. Receive results. For standard/enhanced, the DBS will send the certificate to the volunteer by post[17]. If you’re a registered body using the tracking service, you might get an electronic notification if it’s clear (the DBS tracking system can tell you “Certificate contains no information” which basically means clean check)[86]. But you still need to see the physical certificate if there was any info. So, you must remind the volunteer to show you their certificate when it arrives. It’s good practice to keep track of submitted applications and check in with volunteers after a couple of weeks, asking “Have you received your DBS certificate yet? Could you bring it in so we can log the outcome?”

8. Act on the result. If clear, file the date/number. If it has content, arrange a private meeting to discuss. Also, check that the certificate is genuine (look for the official watermark, etc.)[87][88], though if it came directly to them and then to you, it should be fine. Watch out for any alterations or photocopies – always insist on the original certificate due to fraud possibilities[87].

For multiple volunteers, you just repeat this process. If you have peaks (say onboarding many event volunteers), plan ahead because processing can bottleneck.

Umbrella Bodies note: When working with an umbrella, they often provide guidance and even pre-vet the form. They might require you to register on their system. They’ll typically countersign as the registered body, not you, but you still must confirm eligibility to them. Be prepared to supply a short description of the volunteer role to the umbrella body so they can verify it’s eligible.

Volunteer’s existing DBS: Sometimes a new volunteer might say “I already have a DBS certificate from last year when I volunteered elsewhere – can you use that?” Legally, as an employer/volunteer org, it’s your decision whether to accept an existing DBS certificate[89]. If the volunteer has registered for the DBS Update Service, you can (with their permission) go online and quickly check if their certificate is still up to date and see if any new info has arisen – this is ideal (more on this in “renewal” section). If they are not on the Update Service, you’d have to rely on the paper certificate they show you. You should consider factors like:

• Is it the right level of check for our role?

• Was it done for the same workforce (child/adult)?

• How old is it?

• Could they have gained a conviction since the issue date?[90].

Generally, if the certificate is recent (say issued in the last 6–12 months), for a similar role, many charities will still perform a new check unless the person is on the Update Service, just to have the latest information and a certificate in the charity’s name. (We’ll discuss this more in FAQs, but the process to “reuse” would be: verify their identity matches the certificate, note the info, and possibly do an Update Service status check if available. If you fully accept it, you might not submit a new DBS form at all.)

In conclusion, the process of requesting and obtaining DBS checks requires careful administration but is manageable. Ensure you allocate someone detail-oriented to handle the paperwork. Maintain good communication with your volunteers so they understand the steps and importance of promptly providing info and documents. By streamlining this process, you contribute to a robust safeguarding framework in your organisation.

Costs and Fees

Budgeting for DBS checks is an important part of volunteer management, although the good news is that the DBS waives its fees for volunteers for the higher-level checks. Key points regarding costs:

• DBS Fees for Volunteers: For Standard, Enhanced, or Enhanced with Barred List checks on volunteers, the DBS charges £0 for the check itself[16][40]. This is a long-standing policy to encourage volunteering. The DBS certificate will indicate when no fee was charged (marked as a volunteer check)[42]. To qualify, make sure to mark the application as a volunteer and that the person truly meets volunteer criteria (no payment/benefit)[41].

• Basic check fees: If you decide to run a Basic DBS check on a volunteer (for roles not eligible for higher checks), the DBS will charge the normal fee. As of 2024/2025, the basic check fee is £21.50[91][92] (it was £18 previously and was increased in Dec 2024). Volunteers do not get a free basic check – the fee is the same for all, because a basic check isn’t role-dependent[40]. So, if you require a basic check, the organisation or the volunteer must pay that £21.50. Usually, the organisation covers it as part of volunteer recruitment cost.

• Umbrella Body admin fees: Even though DBS may not charge for the check, if you use an umbrella body, they will often charge an administration fee for their service. This can range roughly from £5 to £15 (varies by provider; some volunteer centers may do it cheaply or even free for local small charities, whereas private companies might charge a bit more). For example, an umbrella service might advertise “Volunteer enhanced checks £10 admin fee”. This fee typically covers their processing costs and is separate from the DBS fee (and does not appear on the DBS certificate)[93]. Make sure to account for these fees in your budget. If you’re doing, say, 20 volunteer enhanced checks a year via an umbrella at £10 each, budget £200 for that.

• Organisation registration costs: If you become a registered body with DBS, there’s the £300 registration fee (one-time, plus renewal every year or few years – DBS currently renews registration every year with no additional fee unless that changes). Also each countersignatory added costs £5[60]. This is likely only worthwhile if you do a large number of checks. There may also be investments like secure storage for data, etc., but those are minimal.

• Update Service costs: The DBS Update Service is free for volunteers[94]. For paid individuals it costs £13 per year, but volunteers get it at no charge. This service can save you money long-term because it allows a DBS certificate to be kept updated and transferable, meaning you might not have to do new checks for repeat volunteers if they maintain theirs on the Update Service. (We’ll cover this more in Renewals, but cost-wise, it’s free for volunteers to join, so encourage them – it saves your organisation from possibly paying an umbrella fee for a new check next time.)

• Volunteer time as cost: While not a monetary fee, also factor in the “cost” of the volunteer’s time and effort to do the check (filling forms, showing ID, waiting). Try to make the process easy for them (maybe have them fill forms during induction sessions, etc.). Reassure them that it’s at no monetary cost to them (unless you have a policy otherwise, which is uncommon).

• Who Pays in practice: Almost always, the charity covers any DBS-related costs for volunteers. It’s part of volunteer support. Only in rare cases might a volunteer be asked to contribute (perhaps if it’s a very small community group with no funds – but even then, they might get a grant or ask the volunteer to pay the basic fee if needed). From a best practice perspective, do not charge volunteers for their DBS check – it could be a barrier to volunteering. If budget is an issue, remember that standard/enhanced have no DBS fee, so you’d only need to cover the small umbrella admin. Basic checks would incur the fee, so weigh if it’s truly necessary.

• Changes in fees: Be aware that DBS fees can change (as they did in late 2024). Keep an eye on announcements from DBS or umbrella body newsletters so you can adjust your budget. For instance, on 2 Dec 2024 the enhanced check fee rose from £38 to £49.50 (a significant jump)[95], and standard/basic from £18 to £21.50. Though volunteer checks are free, if you mistakenly submitted one not as volunteer, it could cost more now. Also if you pay admin fees based on percentages or something, that might change.

• Indirect costs: There might be some indirect costs like postage (if sending paper forms) or staff time to handle checks. These are usually minor but should be acknowledged in planning.

In conclusion, DBS checks for volunteers are very low-cost or free in terms of direct fees. This is extremely helpful for charities. The main thing is to ensure you mark volunteers as such on the form so you’re not charged, and to choose an affordable route (umbrella vs registration). Given the minimal financial cost, there is little financial excuse not to do a check when one is needed – the real “cost” consideration is making sure the process is efficient and doesn’t deter volunteers. When writing funding applications or budgets, you might include a line for “DBS checks for volunteers” under safeguarding expenses – often funders are happy to see that as it indicates you take safeguarding seriously.

Record-Keeping and Renewal of DBS Checks

Managing DBS check information responsibly is critical for compliance and for maintaining trust with your volunteers. Here’s how to handle record-keeping and decide on renewals:

Record-Keeping:

• Confidential Storage: Treat DBS certificates and any recorded information from them as highly confidential. Only designated people (e.g. volunteer manager, safeguarding lead, HR personnel) should have access. Physical certificates or copies should be kept in a locked file if you must hold them temporarily; digital records should be encrypted or password-protected.

• What to Record: It is recommended to not keep the full certificate itself for longer than necessary (usually no more than 6 months is suggested by DBS code of practice to retain a certificate copy, if at all). Instead, you can make a note in your secure database of the check: for example, “John Doe – Enhanced DBS (Child workforce) certificate no. 001234567890, issue date 15/04/2025, result: Clear.” If there was content, you might note “result: Information considered – cleared to volunteer by manager on [date]” or similar, without storing the details of convictions in an accessible way to anyone. The volunteer has the right to privacy; you only note what’s relevant (e.g. you wouldn’t write out their conviction details in a public spreadsheet, you’d keep that private between the necessary parties).

• Adherence to DBS Code: As emphasised, follow the DBS Code of Practice for recipients of disclosure information. This code mandates that information is used fairly, stored securely, and destroyed when no longer needed[50]. Also, anyone handling this info should be aware of their obligations (it can help to have an internal confidentiality agreement or policy regarding DBS info). Never use DBS info for purposes outside of the volunteer’s role decision. For example, do not share a volunteer’s criminal record info with other volunteers or staff who have no need to know.

• Policy on Handling Information: Having a written policy (even a short one) on “Storage and Handling of DBS Certificate Information” is a good idea and is actually a requirement for organisations that are registered bodies. It should state how long you keep certificate info, that you don’t keep it longer than x months, and that you comply with the code. Similarly, a Policy on Recruitment of Ex-Offenders is required (stating you won’t discriminate unfairly, etc.).

• Documenting Eligibility: Keep documentation (or at least internal notes) on why each role is eligible for the level of DBS you do. This can protect you in audits or if a volunteer questions it. E.g., file the role description with a highlight that it involves regulated activity, hence enhanced + barred list. The DBS or inspectors can ask how you determine eligibility, and you should be able to show your reasoning.

• Results Handling: If a certificate comes back with a record, create a confidential file note of the discussion and decision made. For instance, if you decide to accept the volunteer, note any conditions (e.g. “Volunteer has old conviction from 2005 for shoplifting – assessed not relevant to role of mentoring; proceeded with onboarding. Stored copy of certificate until [date] then destroyed.”). If you decided not to accept the volunteer because of what was revealed, you should document the justification (ensuring it’s a lawful and fair decision).

• If using Update Service checks: When you use the Update Service to check a volunteer’s status, you won’t get a new certificate; you’ll get a result online that says either “This Certificate is up to date” or “Information has changed”. You should record the date you checked and the outcome. If it says “changed”, that means a new check should be done (and at that point, you’d likely do a fresh DBS application to see the new info).

Renewal Practices:

• No Official Expiry: It’s important to note (and explain to stakeholders) that DBS certificates have no official expiry date[96]. A DBS check is technically just a report of someone’s record as of the issue date. That said, many organisations choose to implement a renewal policy – commonly every 3 years – as a risk-management practice[97]. This three-year interval is a widely used norm across the voluntary and care sectors, though it’s not mandated by law. Some organisations use a shorter cycle (2 years) for very sensitive roles, or a longer one (5 years) if the risk is low. The Charity Commission or regulators might expect that if volunteers are long-term, you don’t just check once and never again, unless you have other ways of monitoring.

• Assessing the need for renewal: DBS guidance itself says it’s up to employers/organisations to decide when new checks are needed, and you should consider doing a fresh check if you have reason or if sector guidance suggests it[98][79]. For example, in health or social care, regulators like CQC look to see that providers have a system for periodically reviewing DBS checks[79]. While volunteers are not employees, the same principle of due diligence applies. It’s good to proactively re-check every few years or have a process to ask volunteers to self-declare any new convictions in the interim.

• Update Service – a better way: The DBS Update Service can largely eliminate the need for scheduled rechecks. If a volunteer subscribes to the Update Service (remember: it’s free for volunteers)[94], their DBS certificate can be kept current. You as an organisation (with the volunteer’s consent) can go online and do a real-time check to see if their status has changed since the certificate was issued[99]. If no change, you know their record is the same; if there is a change, you’d then ask them to do a new DBS application to see the details. Encourage your volunteers to join the Update Service within 30 days of their certificate issue[100]. It’s an easy process online with the certificate number. Once they’re on it, you should record their subscription ID (or at least note that they’re subscribed) and with their permission do an annual (or more frequent if desired) online status check. This saves everyone time and money: you don’t have to fill forms again, and the volunteer doesn’t have to repeatedly give the same info. Some charities make it standard practice: when a DBS comes back, immediately help the volunteer sign up to the Update Service.

• When to recheck if not using Update Service: If not on Update, decide a timeframe – e.g., “We will re-run DBS checks for all active volunteers every three years.” Mark the expiry of 3 years from issue date in a tracker and contact volunteers a month or two before to get the process going again. Also consider immediate rechecks if something happens: for instance, if you hear of an incident involving a volunteer or they disclose something new, you might do a new DBS check out-of-cycle.

• Portability of DBS between roles in your charity: If a volunteer changes roles within your organisation and the new role is more sensitive (higher level check needed) you’ll need to do the appropriate new check. If the new role is similarly sensitive or less, their existing check might cover it if it’s the same workforce and level. But example: A volunteer was checked for working with the elderly (Adults’ list) but now will also volunteer with kids – you’d need to do a new DBS to include the Child Barred List. Or if someone moves from a non-regulated volunteer role to a regulated one, you need to add the barred list check – requiring a new application.

• Portability between organisations: As an organiser, you might encounter volunteers who come with a DBS from elsewhere. As mentioned earlier, it’s your call whether to accept it. Official guidance says you should carefully consider the factors before reusing a DBS certificate[89][90]. Many organisations play it safe and do a new check unless the person is in the Update Service. If you choose to accept an existing certificate, you must see the original, check the name matches the person’s ID, check the date and ensure it’s fairly recent, and confirm the level and workforce on that certificate are appropriate for your role (e.g. if their certificate says “Enhanced, Child Workforce”, and you need them for an adult role, that wouldn’t cover it). Also note if the certificate was for a volunteer role or paid role; technically it doesn’t matter for validity, but if someone has a volunteer check and is now applying for a paid job, DBS expects a new check (in our case it’s volunteer to volunteer, so not an issue). Ultimately, have a clear policy: perhaps “We require a new DBS check for all volunteers, but if you are on the DBS Update Service, we will use that to verify your current certificate status in lieu of a new check.” This sets expectations. (We address this in the FAQ as well.)

• Handling updated information: If a renewal or update check reveals new information (e.g. a volunteer who was clear 3 years ago now has a recent conviction), you need to evaluate it just as you would with a new volunteer. It may be something minor that doesn’t affect their suitability, or it could be serious. In the worst case, if it’s something that would bar them from the role (like a crime against a vulnerable person), you have to take action which could include removing them from that role (and potentially referring to DBS if it meets that threshold and they were in regulated activity). Hopefully, volunteers would self-disclose anything major to you as it happened, but relying solely on self-disclosure isn’t sufficient, hence the benefit of periodic checks.

In summary, implement a systematic approach to DBS renewals. Either leverage the Update Service for continuous monitoring or schedule rechecks at a defined interval. Keep clear records of when checks were done and when next due. And always maintain confidentiality and compliance in storing any DBS-related data. This way, your charity remains vigilant about safeguarding over time, not just at the initial onboarding.

Compliance Best Practices

Beyond the minimum legal obligations, there are several best practices that charity organisers should follow to ensure the DBS check process contributes effectively to safeguarding and that your organisation remains compliant and audit-ready. Here are some key best practices:

• Have Clear Policies and Procedures: Develop internal policies on (a) Safeguarding and DBS checks, (b) Recruitment of ex-offenders, and (c) Handling of DBS information. These don’t have to be lengthy, but they should outline your stance and process. For example, a safeguarding policy would state which volunteer roles require checks and that you comply with DBS rules; an ex-offender policy states you welcome applications from people with criminal records and will judge each on its merits; a data handling policy covers who sees DBS info and how it’s stored/destroyed. Keeping these policies up-to-date and training staff on them is crucial.

• Training for staff/volunteer coordinators: Anyone involved in the volunteer recruitment and DBS process should be trained on the basics of DBS eligibility and procedure. This avoids mistakes like ineligible checks or mishandling info. For instance, ensure they know that “just in case” checks are to be avoided[5], and that they must explain to volunteers why a check is being done (transparency)[8].

• Respect volunteer rights and comfort: Some volunteers might feel uneasy about the idea of a “background check.” Approach the subject with clarity and reassurance. Emphasise that it’s confidential, it’s to protect everyone, and that having a record doesn’t automatically bar them (unless legally it does). Encourage honesty and provide an opportunity for them to share anything relevant in advance in a private conversation – sometimes this can reduce anxiety. Also make it clear that if they think a check request is unjustified for their role, they can query it (and indeed DBS advises individuals to speak up if they believe a check is at the wrong level)[101].

• Avoid Unnecessary Checks: While it’s been stated, it’s worth reiterating as best practice: don’t over-check. Aside from legality, overuse of DBS checks can deter potential volunteers and wastes resources. Use other safeguards for roles that don’t qualify for DBS – e.g., robust reference checks, supervising new volunteers, trial periods. This aligns with the guidance that checks should not be a mere tick-box exercise and should be done only when appropriate[5].

• Prompt Action on Results: When a DBS certificate comes back, handle it promptly. Don’t leave volunteers in limbo. If it’s clear, inform them and proceed with onboarding. If there’s disclosed information, arrange a meeting as soon as possible to discuss. Volunteers will appreciate timely communication, and it demonstrates professionalism.

• Consistent Decision Making: If a criminal record is revealed, approach decisions consistently and fairly. Ideally, have at least two people (e.g., the volunteer manager and a safeguarding officer) review the case to avoid bias. Use a risk assessment form to evaluate: Nature of offense, relevancy to role, how long ago, any pattern, any mitigation, volunteer’s attitude about it, etc. Document the rationale for whatever decision (accept with no restrictions, accept with some adjustments, or decline). This helps if the volunteer challenges the decision or if an authority later audits your safeguarding.

• Volunteer Inclusion and Equal Opportunities: Balance safeguarding with inclusion. The voluntary sector often leads in giving second chances to people with past convictions, which can be very rehabilitative. Outside of legally barred situations, consider whether your charity can safely adjust roles to accommodate a volunteer who may have a record. For example, if someone has a fraud conviction, maybe they can still volunteer in a service user-facing role where they don’t handle money. Or someone with a driving ban could do administrative tasks instead of driving. Being thoughtful in this way not only changes lives but also protects you from potential allegations of unfair discrimination.

• Keep Updated with DBS Changes: Subscribe to DBS or volunteer sector newsletters. For instance, if the filtering rules change or new laws (like changes to what counts as regulated activity) are introduced, you need to adapt. (In recent years, for example, the filtering rules changed in 2020 to remove the “multiple conviction rule” and allow more old minor convictions to be filtered – knowing such changes helps you advise volunteers better about what might show up.)

• Safeguarding beyond DBS: Remember that a DBS check is just one part of safeguarding. Make sure you have a comprehensive safeguarding strategy: training volunteers in safeguarding awareness, having clear reporting procedures for concerns, supervising new volunteers, etc. DBS is a helpful tool but it’s not infallible (it only shows past issues, and not all offenders are known to authorities). So emphasize that message: safe volunteering also relies on good culture and vigilance, not just the DBS certificate. This mindset will ensure you don’t develop a false sense of security after getting a clear DBS – continue to maintain safe practices.

• Referring and information sharing: As part of best practice, if you do remove a volunteer for misconduct that harmed or could harm vulnerable people, besides the legal duty to refer to DBS in serious cases, you might also have to inform other relevant bodies (like the Charity Commission, or other volunteer-involving organisations via safeguarding networks) as appropriate. Be mindful of data protection, but certain exemptions allow sharing for safeguarding. Always seek advice in those scenarios.

• Audit Trail: If your charity is subject to any external audits or inspections (for example, some charities delivering services under contracts might be audited by the funder, or if you’re a regulated activity by CQC or Ofsted in some capacity), be prepared to show evidence of your DBS practices. This could include a list of volunteers, their roles, whether they needed a DBS, and the date completed. Do not show the actual content of certificates in an audit, just proof that checks were done or are on update service etc. Some organisations keep a simple spreadsheet: Name, Role, DBS required? (Y/N), Level, Date of check, Certificate number, Clear/Info, Renewal due. This can be shown to auditors to quickly demonstrate compliance.

By following these best practices, you’ll create a fair, safe, and legally compliant environment for volunteering. It builds trust with your volunteers (they see you handle their data carefully and only ask necessary checks) and with your beneficiaries (knowing the organisation screens and trains those who help them). Moreover, it protects the charity’s reputation and ensures you won’t inadvertently break laws related to DBS.

In summary, use DBS checks thoughtfully and systematically as part of your broader safeguarding plan. When in doubt, consult official guidance or seek legal advice especially in tricky situations. It’s always better to double-check than to assume when it comes to legal eligibility or interpretation of what you can do.

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Frequently Asked Questions

Q: Can a volunteer start before a DBS check is completed?

A: It depends on the circumstances and the role.

The safest approach is to wait until the DBS check is completed if the volunteer will be in unsupervised contact with vulnerable people. For roles that are legally regulated activity, you should not let a volunteer start those unsupervised duties until you have the DBS result confirming they are not barred.

However, many organisations have pragmatic policies to allow volunteers to begin in a supervised or limited capacity while awaiting DBS clearance. For example, the Girlguiding UK policy allows new volunteers to attend a few meetings under constant supervision of a fully cleared leader and never be left alone with children until their DBS comes back[102]. This means a volunteer could do training, shadow staff, or assist in group settings with oversight, but cannot perform one-to-one work or be alone responsible.

Another example: In adult social care, an organisation might use the DBS Adult First check (quick barred list check) which, if clear, permits the person to start work under supervision with adults before the full certificate is issued[47].

The bottom line: Yes, a volunteer can often begin before the DBS is fully completed if strict safeguards are in place – e.g., they are always supervised by someone who has a clear DBS, they don’t handle high-risk tasks, and this is for a short interim. If the role is low-risk and doesn’t actually require a DBS by law, you might allow them to start fully while the basic check is in process, using your judgement.

Always conduct a risk assessment: consider the setting, the individuals they’ll interact with, and what could go wrong. Many charities err on the side of caution: for roles with children, typically no lone-working or unsupervised access until cleared[102].

Communicate clearly with the volunteer: “This is a safeguarding precaution; once your DBS comes in, you’ll be able to do more.” Volunteers generally understand. If your organisation’s policy is more strict (no start until DBS done), that’s fine too – it may cause a slight delay in onboarding but ensures full compliance. Just make sure this policy is applied consistently.

Q: Does a volunteer need a new DBS check if they already have one from another organisation?

A: Not necessarily – but often yes in practice.

DBS checks are essentially a snapshot in time, and there is no central database of all checks that automatically updates unless the person uses the Update Service. A DBS certificate from another organisation is technically portable to a new organisation, but it’s up to you as the new organisation to decide whether to accept it[89].

When making this decision, consider these factors recommended by DBS: how long ago the certificate was issued, whether the level of check and workforce on that certificate match what you need, and whether the person’s criminal record could have changed since[90].

For example, if someone presents an Enhanced DBS certificate issued 8 months ago for a volunteer role working with children, and now they want to volunteer with children for you, you might accept it if you trust it’s genuine, especially if they have been in the Update Service. However, if that certificate is 3 years old, or was only a standard check and now they’ll be in regulated activity, you should do a new check.

The best scenario is if the volunteer is subscribed to the DBS Update Service – then you can simply go online (with their consent and certificate details) to verify if their existing certificate is still up-to-date or if any new information has arisen[99].

If the Update Service shows no changes, you can confidently rely on that certificate and no new DBS application is needed. If the volunteer is not on the Update Service, you have to weigh the risk of an unchecked gap.

It’s worth noting that many organisations default to doing a new DBS check for each new volunteer joiner, to have a fresh certificate in their name. There’s no legal requirement for a new check if one exists – DBS guidance explicitly says it’s an employer’s decision[89] – but you must be careful.

If you do accept an existing certificate, you should inspect the original physical certificate (to prevent forgery) and confirm the person’s identity matches it[103]. Also, ensure it’s the right type: for instance, a certificate for “adult workforce, enhanced” would not include information relevant to working with children, so it wouldn’t be adequate for a role with children. If any doubt, it’s safer to do a new DBS.

In summary, encourage volunteers to use the Update Service for portability, and without it, consider previous certificates on a case-by-case basis – many organisations err on doing a new check unless the prior check is very recent and equivalent[90]. Always remember to mark any new application as a volunteer so it remains free of charge.

Q: How long is a DBS check valid?

A: A DBS certificate doesn’t have a formal expiry date – it is valid indefinitely in the sense that it’s a true record of the person’s criminal history up to the date of issue.

However, it only reflects information up to that point in time[96]. Any new convictions or cautions after the issue date will not appear on that certificate. Because of this, most organisations treat a DBS check as valid for a certain period (commonly 3 years) and then renew it, to ensure they catch any new information.

The government guidance is clear: “There is no official expiry date for a criminal record check... You should check the ‘date of issue’ on a certificate to decide whether to request a newer one.”[104]. Some regulatory bodies suggest renewal every 3 years as a benchmark, though this is not law[97].

For example, many schools and healthcare providers recheck staff every three years as a matter of policy. For volunteers, especially long-term ones, it’s considered good practice to have a similar renewal cycle or to use the DBS Update Service for ongoing monitoring.

In short, a DBS certificate is valid on the day of issue and becomes progressively out-of-date as time goes on – if it’s 100% clean at issue, the person could, in theory, commit an offense the next day and you would not know from that certificate. That’s why if a certificate is a few years old, you may need an updated check.

If you as a volunteer have had a check and wonder if you need to do it again for a new role – if the new role is with a different organisation, they will likely want a new check (unless you’re on the Update Service). If it’s the same organisation, they might reuse it for a while but expect a new one after a set period.

The DBS Update Service is a game-changer here: if you subscribe, your certificate is kept current and any changes in your record will be indicated. Then a certificate can effectively remain valid as long as no new info is added. Organisations can just do a quick online status check via the Update Service to ensure nothing changed, instead of a full new application[105].

Summing up: No official expiry, but treat DBS checks as current only up to a point. Many use 3 years as a guideline, or sooner if the role demands. And always look at the issue date – a certificate from 2018 should not be relied upon in 2025 without further checks.

Q: What happens if a volunteer has a criminal record?

A: Having a criminal record does not automatically prevent someone from volunteering, unless the record makes them legally unsuitable for the specific role (e.g., being on a barred list for the work in question).

When a DBS check comes back with convictions or other information, the organisation should evaluate it in a fair and proportionate way. According to best practice and the law, only convictions relevant to the volunteer’s role should be taken into account, and the information must be kept confidential[50].

Here’s how it typically works: If something is revealed on the DBS, the volunteer manager will invite the volunteer to discuss it privately. They’ll consider factors like: the nature of the offense, how long ago it was, the circumstances, whether the person’s life has changed since, and how (or if) it would impact the volunteer duties.

For example, a lone conviction for drug possession 10 years ago, for someone now in their 30s with a clean record since, might be deemed irrelevant to volunteering in a youth center (especially if the role is supervised and the person can even serve as a mentor who turned their life around).

On the other hand, a pattern of recent theft convictions might raise concern for a role involving home visits to vulnerable adults (trust issue entering homes). The volunteer will have a chance to give context – often, organisations have a risk assessment form to fill out together. After this assessment, the organisation may decide: (a) The person can continue in the role as the convictions pose low/no risk; (b) The person can volunteer with some adjustments or extra supervision; or (c) The person is not suitable for this particular role.

Most charities earnestly try to place volunteers and will only turn someone away if they conclude there is a significant risk that cannot be mitigated.

Legal bars: If the record includes certain serious offenses, especially against children or vulnerable people, the individual might be disqualified by law from certain roles.

For example, anyone with convictions that landed them on the DBS Barred List cannot volunteer in regulated activity with the group they’re barred from – it’s illegal to even attempt that[106]. Also, some roles like charity trustees have rules (e.g., those with unspent convictions for dishonesty or fraud can’t be trustees without clearance from the Charity Commission).

In such cases, the organisation will have to withdraw the offer for that role. But even then, they might explore if there’s another way the person can be involved safely. The guiding principle is rehabilitation and inclusion, balanced with safeguarding. Many people with past convictions go on to be outstanding volunteers – sometimes their experiences even enhance their ability to help others.

Organisations are encouraged to support this, provided it doesn’t put anyone at risk. All information about a volunteer’s criminal record is handled under strict confidentiality. Only those who need to know (like the safeguarding lead or volunteer coordinator) will know of it[50].

Volunteers should feel able to disclose honestly, knowing it won’t be broadcast or used unfairly. If a volunteer does have a record, one practical step is to encourage them to join the DBS Update Service with their certificate – so that if they volunteer elsewhere, they can re-use the cleared check, demonstrating transparency.

In conclusion, if you have a record and want to volunteer, don’t be discouraged. Many charities assess cases individually. Unless your convictions make you a direct risk for the role or legally prohibit you, there’s a good chance you can still volunteer in some capacity. The organisation will discuss it with you and make a decision, always aiming to be fair and keep everyone safe.

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References

All information in this guide is drawn from official UK government and DBS guidance and reputable volunteer sector resources, including GOV.UK DBS guidelines[16][43], NCVO (National Council for Voluntary Organisations) advice on volunteers and the law[1][50], and the Disclosure and Barring Service’s own publications.

These sources have been cited throughout (in the format 【source†lines】) to provide verification and further reading on specific points. This guide pertains to the laws and practices in England (DBS covers England & Wales)[4] and does not cover separate systems in Scotland or Northern Ireland.

Always refer to the latest official guidance for any updates.

[1] [5] [6] [7] [8] [24] [26] [27] [28] [29] [30] [31] [32] [34] [36] [37] [50] [52] [53] [54] [56] [57] [58] [59] [63] [64] [65] [66] [67] [68] [69] [70] [71] [72] [73] [74] [75] [76] [78] [83] [94] [100] Disclosure and barring service (DBS) | NCVO

https://www.ncvo.org.uk/help-and-guidance/involving-volunteers/volunteers-and-the-law/safeguarding-vulnerable-clients/disclosure-and-barring-service-dbs/

[2] [3] [4] [21] [22] [25] [33] [35] [38] [40] [49] [51] [106] assets.publishing.service.gov.uk

https://assets.publishing.service.gov.uk/media/6229db7e8fa8f526d45ab5a6/Quick_Guide_to_DBS_Checks.pdf

[9] [10] [16] [41] [42] [45] [55] [91] [93]  DBS check application process for volunteers - GOV.UK 

https://www.gov.uk/government/publications/disclosure-application-process-for-volunteers/disclosure-application-process-for-volunteers

[11] [13] [17] [18] [19] [20] [43] [44] [46] [47] [48] [82]  Check someone's criminal record as an employer: Get a standard or enhanced DBS check for an employee - GOV.UK 

https://www.gov.uk/dbs-check-applicant-criminal-record/get-a-standard-or-enhanced-dbs-check-for-an-employee

[12] [15] [39] [60] [61] [62] [84] [85] [87] [88] [89] [90] [96] [98] [103] [104] DBS checks: guidance for employers - GOV.UK

https://www.gov.uk/guidance/dbs-check-requests-guidance-for-employers

[14] [23] [77] [101]  DBS eligibility guidance - GOV.UK 

https://www.gov.uk/government/collections/dbs-eligibility-guidance

[79] [80] [81] [99] [105] GP mythbuster 2: Disclosure and barring service (DBS) checks for primary healthcare staff - Care Quality Commission

https://www.cqc.org.uk/guidance-providers/gps/gp-mythbusters/gp-mythbuster-2-who-should-have-disclosure-barring-service-dbs-check

[86] Enhanced DBS checks - Unlock

https://unlock.org.uk/guide/enhanced-certificate/

[92] DBS check fees are changing in December 2024 | CPC

https://www.thecpc.ac.uk/news/dbs-fees-are-changing

[95] DBS Pricing Changes (December 2024) - Client Support Portal

https://support.verifile.co.uk/en/support/solutions/articles/101000537783-dbs-pricing-changes-england-wales-december-2024-

[97] How Long Do DBS Checks Last? DBS Expiry Dates - 2022 Update

https://www.carecheck.co.uk/do-dbs-checks-expire/

[102] Recruitment and vetting procedure | Girlguiding

https://www.girlguiding.org.uk/information-for-volunteers/policies/recruitment-and-vetting-policy/recruitment-procedure/