DBS tracking stages explained

Start with the official tracker

Start with the official DBS tracking service. For a basic check, you need the application reference, surname and date of birth. For a standard or enhanced check, you need the relevant application reference and date of birth. ^[1]

Ask the organisation that submitted the check if you do not have the reference. An event-registration reference may be different from the DBS application reference. There is no need to enter personal details into an unrelated commercial tracking website.

What the stages mean

1. Application received and validated: DBS checks the application for missing details or mistakes.
2. Police National Computer searched: the application details are checked against national records.
3. Barred lists searched, where applicable: relevant list checks are made when included and permitted.
4. Police records searched: the additional police-information stage applies to enhanced checks.
5. Certificate issued: DBS prepares and sends the certificate.

Not every check passes through every stage; basic checks do not use stages 3 and 4. ^[2]

The stage numbers do not divide the wait into equal parts. Reaching stage 4 does not mean an application is “80% complete” in time.

Why might stage 4 take longer?

Enhanced checking includes police information relevant to the role. More than one force may be involved, and individual applications can take different lengths of time. ^[3]

A delay does not mean someone has done anything wrong. Tell the volunteer which stage is outstanding and what action is available, without speculating about their history. Keep private tracking information out of shared rota notes.

What to do if an application is delayed

1. Confirm the check was submitted, rather than simply started.
2. Verify the reference and applicant details being entered.
3. Read any request for corrections and establish who must respond.
4. Record the current stage and date checked.
5. Contact the provider or DBS when the application meets their rules for chasing a delay.

DBS has a separate process for some delays causing hardship. Check its conditions before using it; a delayed event application will not always qualify. ^[4]

What happens after issue?

The organiser still needs to read the certificate and finish the recruitment checks. A tracking result does not show all the certificate information and is not a substitute for assessing it.

In an event tracker, keep “application submitted”, “certificate reviewed” and “appointment confirmed” as distinct milestones. That makes the remaining work visible and avoids a volunteer being placed on a rota because the application merely reached its final tracking stage.

What to tell a volunteer who is still waiting

The processing-times chapter shows how quickly enhanced checks were completed across DBS. It cannot tell you how long a particular application will stay with the police.

Our suggested update to a waiting volunteer is: “Your application is at [verified stage]. We checked it on [date]. [Named contact] will check again on [date] and let you know about any action needed. We cannot yet confirm the completion date.” Replace the brackets with details you have checked and keep sensitive details out of group messages.