DBS checks for volunteers & Charities

Volunteer DBS checks are there to help charities or NPO’s working within regulated activity save some money. To be eligible for a Volunteer DBS Check, applicants also need to be eligible for the Standard or Enhanced DBS checks. However, these checks are charged at a significantly reduced fee.

What is a Volunteer DBS Check?

DBS checks for Volunteers can be conducted at a reduced rate for both a Standard and Enhanced levels depending on the type of role the applicant is carrying out. In order to be eligible for a Volunteer DBS Check, the applicant must meet the below qualifying criteria and be working in regulated activity with children or adults.

This check is ideal for volunteers such as first aid responders, school governors, sports coaches, teaching assistants, youth workers, healthcare assistants and many more.

 

Can i apply for a Volunteer DBS (CRB) check?

Volunteer DBS checks can only be applied for by the organisation or charity an individual is working for. Individuals cannot apply for Volunteer DBS Checks for themselves. As well as meeting the relevant eligibility criteria applicants must conform to the DBS’ definition of a ‘true’ volunteer.

I have Volunteers, who aren’t carrying out ‘regulated activity’, what do I do?

If you have volunteers that don’t meet the eligibility criteria for the Standard or Enhanced Disclosure, they can only have the Basic DBS check. This is because there is no legal requirement to have DBS checks in place for voluntary work that isn’t classed as ‘regulated activity’.  

Basic DBS checks are a good choice for this type of applicant. The good news is that the Basic DBS check has the quickest turnaround time of all the different levels available. 

 

Are my applicants classed as volunteers?

The Police Act 1997 (Criminal Records) Regulations 2002 defines a volunteer as:

“A Person who is engaged in any activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.”

At Personnel Checks we offer a reduced cost for Volunteer DBS checks of just £18.50 per person (including VAT). The price of the application for a Volunteer check is free from the DBS (CRB), we simply charge a small administration fee for processing the application on the organisation’s behalf.

 

The DBS definition of a Volunteer

The DBS definition of a true volunteer is very specific. They class a volunteer as someone who answers ‘No’ to the following four questions: 

  1. Is the applicant in receipt of any payment (except for travel and other approved out-of-pocket expenses)? 

  2. Is the applicant on a Placement/Work Experience? 

  3. Is the applicant on a course that requires them to do this job role? 

  4. Is the applicant in a trainee position that will lead to a full-time role/qualification? 

If your applicants meet all of the above criteria then you can apply for Volunteer DBS Checks

Apply for a Volunteer DBS Check

How it works

  • STEP 1: REGISTRATION

    Our rapid onboarding process means we can get you set up and ready to process checks in as little as 10-minutes!

  • STEP 2: APPLICATIONS

    Applications are created and completed by your applicants. ID is checked and the forms are submitted to the DBS.

  • STEP 3: SCREENING

    The Disclosure and Barring Sevice (DBS) receive the application via our secure portal. They begin the screening process.

  • STEP 4: RESULTS RECEIVED

    DBS Checks can be completed in as little as 24 hours and confirmation is emailed directly to you!

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 Volunteer DBS Check FAQs

  • Volunteer DBS Checks have no set expiry date. However, the information on a DBS Certificate can only be considered accurate at the point of issue.

    This is why it’s best practice to always complete DBS Checks on new staff and volunteers. It’s equally important to carry out DBS Checks on existing workers at regular intervals.

  • Yes and no.

    The Disclosure and Barring Service (DBS) do not charge Umbrella Bodies like Personnel Checks to submit DBS applications for volunteers. We however charge a small admin fee (£18.50 incl. VAT) to cover our costs for processing the checks.

  • The minimum age for a DBS Check is 16 years old. Any child volunteering in a role where a DBS Check is mandatory must have a DBS Check completed when they turn 16.

  • Online ID Verification is an additional way to confirm an applicant’s identity during a DBS Check. Online ID Verification is built into the Personnel Checks product.

    Applicants simply upload their required ID to our Online ID portal and take a selfie. Advanced technology then verifies this person is who they say they are.

    Once an applicant has completed this successfully, their data is automatically populated onto their application form, straight from the documents they've uploaded.

    This makes the application process quicker and significantly reduces the risk of typos and other errors by removing the need for manual data entry.

  • Volunteers can register their DBS Certificates to the DBS Update Service. This will keep their certificate information updated if anything changes.

    The DBS Update Service is also free of charge for volunteers. Volunteer Update Service subscriptions cannot be used for paid job roles.

  • DBS Checks become ‘portable’ when someone registers their certificate to the DBS Update Service. But portability depends on the type of work being done.

    A DBS Check on the Update Service can only be accepted in a new role if the type of work that is being carried out meets the same criteria as the original check.

    For example, a DBS Check carried out for working with children would not be acceptable for someone starting work with vulnerable adults.

    A DBS Check carried out for a Volunteer can be used for other volunteering roles, but not for paid work.

  • In general, any role where a volunteer is working closely alongside vulnerable adults or children, a Volunteer DBS Check is required.

    This is because the Volunteer DBS Check is the same level as the Enhanced DBS Check. These checks are used to prevent people working in roles where they may pose a threat to vulnerable groups.

    The Enhanced DBS Check for Volunteers will disclose any spent or unspent convictions, cautions, reprimands or warnings on someone’s record. It can also include a search of the Child or Adult’s Barred List and any police notes deemed relevant to the role being carried out.