Streamlining DBS Checks and Avoiding Recruitment Delays

2025-12-09 13:13

DBS checks are non-negotiable for safeguarding, but they're also one of the biggest causes of recruitment delays. Slow processing, administrative errors, and misunderstandings about the system can leave organisations short-staffed and candidates frustrated. The good news? Most delays are avoidable with efficient processes, proper understanding of the DBS system, and smart use of digital tools.

Let's explore how to streamline DBS checks without compromising safeguarding standards, ensuring you can recruit safely and quickly.

Understanding DBS Check Processing Times

The first step to avoiding delays is understanding realistic timescales and what affects processing speed. Standard DBS checks typically process within a few days to two weeks, whilst enhanced checks—required for roles working with children—usually take two to four weeks. However, several factors can extend this significantly.

Applications requiring manual verification take longer. If the applicant has lived at multiple addresses, has a common name, or has lived abroad, additional checks are needed. Similarly, if there are records to review or discrepancies to resolve, processing slows considerably. Understanding these variables helps you plan recruitment timelines more accurately.

Errors and incomplete applications cause significant delays. Incorrect dates of birth, misspelt names, incomplete address histories, or missing identity documents mean applications are rejected and must be resubmitted, adding weeks to the process. The majority of delays stem from avoidable administrative errors rather than DBS processing itself.

Peak periods affect turnaround times. September and January see surges in applications as schools and organisations recruit for new terms. During these periods, processing times can extend beyond typical timescales. Planning recruitment outside peak periods or submitting applications early can mitigate this.

Common Mistakes That Delay DBS Checks

Many recruitment delays are self-inflicted, caused by misunderstandings or poor processes. Recognising and avoiding these mistakes dramatically improves efficiency.

Incomplete address history is the most common error. Applicants must provide a full five-year address history with exact dates and no gaps. Vague entries like "2020-2023" or missing months cause rejections. Ensure candidates understand this requirement and provide precise information, including temporary addresses, university accommodation, and periods living abroad.

Identity document errors are frequent. The DBS requires specific combinations of identity documents from List A (passport, birth certificate) and List B (utility bills, bank statements). Using incorrect documents, expired documents, or documents not in the applicant's current name leads to rejection. Provide clear guidance on acceptable documents before candidates attend verification appointments.

Name discrepancies cause confusion. If the applicant's current name differs from names on historical documents (due to marriage, deed poll, or other changes), this must be explained and evidenced. Failing to declare previous names or provide supporting documentation delays processing.

Incorrect disclosure level applications waste time. Applying for a standard check when an enhanced check is required, or failing to request barred list checks when needed, means starting the process again with the correct application. Understand which level your role requires and apply correctly first time.

Poor communication with applicants creates bottlenecks. If candidates don't understand the process, don't have the right documents, or don't respond promptly to requests for information, delays compound. Clear, proactive communication throughout the process keeps things moving.

Consider looking at their previous DBS certificates to see how recent they are .We have come across individuals with as many as 7 DBS checks in the past 2 years because every organisations they work with demands a new one. Whilst we understand the point of the policy, ensuring you get a recent DBS, it is woefully inefficient and puts added strain on the DBS service. An older DBS might be recent enough for you to continue the process. A common misconception is you need a "bespoke governing body DBS". There's no such thing, it's simply their policy requiring you to get a new one and also a way for them to more easily capture data as they require you to do it via their process. One of the reasons we created Safeguard-Me, you own your data and your safeguarding passport goes where you go.

The DBS Update Service: Benefits and Misconceptions

The DBS Update Service is a valuable but often misunderstood tool. It allows individuals to keep their DBS certificates up to date and enables employers to check the status of existing certificates online, potentially eliminating the need for new applications. We're a big advocate of this system and our platform works hand in hand with it.

How it works: Applicants subscribe to the Update Service (£16 per year) within 30 days of receiving their DBS certificate. Employers can then check the certificate's status online with the applicant's permission, seeing instantly whether any new information has been added since it was issued.

The benefits are significant. If a candidate has a recent, portable DBS certificate registered with the Update Service, you can verify its status immediately rather than waiting weeks for a new check. This is particularly useful for temporary staff, volunteers, or candidates who work across multiple organisations.

However, there are important limitations. The Update Service only works if the certificate is for the same workforce (e.g., child workforce) and the same level of check (e.g., enhanced with barred list). If your role requires a different check level or workforce, a new application is needed. Additionally, the certificate must be registered with the Update Service—many aren't, as subscription isn't automatic.

Portable DBS certificates aren't universally accepted. Whilst the certificate itself is portable, organisations, as mentioned already, aren't obligated to accept existing certificates. Many prefer to conduct their own checks for assurance and to ensure the check is current. Risk-assess whether accepting a portable certificate is appropriate for your context.

Managing DBS Checks for Volunteers

Volunteers require the same safeguarding rigour as paid staff, but the process can feel more complex or over the top due to misconceptions about eligibility and cost.

Volunteers are eligible for free DBS checks if they meet specific criteria. The role must be unpaid (except for reasonable expenses), and it must meet the definition of regulated activity. This includes unsupervised contact with children or supervision of children in certain settings. If these criteria are met, volunteers can apply for free enhanced DBS checks.

However, not all volunteer roles qualify. If the volunteer role doesn't involve regulated activity—for example, occasional, supervised assistance—a DBS check may not be legally required, though organisations can still request one as good practice. Understand the legal definitions to avoid unnecessary applications or, conversely, failing to check when required. We suggest if anyone has the opportunity to be left unsupervised they should get a DBS.

Volunteers often lack the required identity documents. Unlike employees, volunteers may not have recent utility bills in their name (if they live with family) or other List B documents. The DBS accepts a wider range of documents for volunteers, but organisations must understand these flexibilities and communicate them clearly.

Managing volunteer DBS applications requires clear processes. Volunteers may be less familiar with the system, need more guidance, and have less urgency to complete applications quickly. Provide step-by-step instructions, offer support with document gathering, and follow up proactively to avoid applications stalling.

International Applicants and Overseas Checks

Recruiting staff who've lived or worked abroad adds complexity to DBS checks. UK DBS certificates only show UK records, so additional checks are needed to ensure comprehensive vetting.

Applicants who've lived abroad in the past five years require overseas criminal record checks. The specific requirements depend on the country and duration of residence. Some countries provide certificates of good conduct or police clearance certificates, whilst others have no accessible system for overseas applicants.

Obtaining overseas checks can take months. Processing times vary wildly by country—some issue certificates within weeks, whilst others take six months or more. Factor this into recruitment timelines and consider whether you can proceed with employment whilst overseas checks are pending, provided other safeguarding measures are in place.

Not all countries provide accessible criminal record checks. Some countries don't issue certificates to individuals no longer resident, or require in-person applications. In these cases, organisations must conduct additional risk assessments, obtain detailed references from overseas employers, and consider whether the role can proceed without this information.

The Home Office provides guidance on overseas checks. Consult the government's guidance on criminal records checks for overseas applicants to understand requirements for specific countries and acceptable alternative evidence when certificates aren't obtainable.

Using Digital Platforms to Track and Manage DBS Checks

Manual tracking of DBS applications—spreadsheets, emails, paper files—is inefficient and error-prone. Digital platforms streamline the process, reduce administrative burden, and provide real-time visibility of check status.

Centralised tracking eliminates confusion. Digital systems show at a glance which staff have completed checks, which are in progress, and which are overdue. This visibility enables proactive management rather than reactive firefighting when someone's start date approaches and their check isn't complete.

Automated reminders reduce delays. Platforms can prompt candidates to complete applications, submit documents, or renew expiring checks, removing the burden of manual follow-up and ensuring nothing falls through the cracks.

Secure document storage simplifies compliance. Rather than managing physical certificates or scattered digital files, platforms store DBS certificates securely, making them instantly accessible for audits, inspections, or verification purposes whilst maintaining GDPR compliance.

Integration with the Update Service speeds verification. Digital platforms can check Update Service status automatically, instantly confirming whether existing certificates remain current and eliminating unnecessary new applications.

Reporting and audit trails strengthen governance. Digital systems generate reports showing compliance levels, processing times, and upcoming renewals, providing oversight for leadership and evidence of robust processes for regulators or inspectors.

Best Practices for Efficient DBS Processing

Implementing consistent processes and best practices transforms DBS checks from a recruitment bottleneck into a smooth, predictable system.

Start the process early. Begin DBS applications as soon as you've made a conditional job offer, not when the start date approaches. This builds buffer time for unexpected delays and reduces pressure on candidates and administrators. Alternatively, use previous DBS checks if available and allowed.

Provide clear, detailed guidance to applicants. Don't assume candidates understand the DBS process. Provide written instructions covering address history requirements, acceptable identity documents, and timelines. Offer support for completing applications, particularly for volunteers or less experienced candidates.

Verify information before submission. Review applications for completeness and accuracy before submitting them to the DBS. Catching errors at this stage prevents rejections and resubmissions that add weeks to the process.

Maintain regular communication with candidates. Keep applicants informed of progress, expected timelines, and any actions they need to take. Proactive communication reduces anxiety, maintains engagement, and ensures prompt responses when information is needed.

Plan recruitment timelines realistically. Factor in DBS processing times when setting start dates. Promising candidates they can start in two weeks when their enhanced DBS check hasn't been submitted yet creates unrealistic expectations and frustration.

Have contingency plans for delays. Despite best efforts, some checks take longer than expected. Have processes for managing delayed start dates, temporary supervised arrangements, or redeployment to non-regulated activities whilst checks complete.

Conclusion

DBS checks don't have to be recruitment bottlenecks. Understanding processing times, avoiding common errors, leveraging the Update Service appropriately, managing volunteers and international applicants effectively, and using digital tools for tracking transforms the process from frustrating delay into efficient, predictable safeguarding.

Streamlining DBS checks isn't about cutting corners—it's about eliminating inefficiencies, reducing administrative errors, and using technology intelligently. The result? Faster recruitment, better candidate experience, and maintained safeguarding standards.

Transform your DBS management. Our digital platform tracks all vetting checks in real-time, integrates with the Update Service, automates reminders, and provides instant compliance visibility, reducing recruitment delays whilst ensuring rigorous safeguarding.