Disclosure and Barring Service (DBS)

The Disclosure and Barring Service (DBS) is the government agency that provides information about an individual’s criminal record history, in the form of a DBS certificate, helping organisations to make informed recruitment decisions and prevent unsuitable people from working with children, young people and vulnerable adults. For those requiring them, DBS checks in Diocese of Exeter are renewed every three years.

DBS checks for licence holders:

DBS Checks for anyone holding the Bishop’s licence, commission, authorisation, or permission (Clergy, PTO, Readers, Licenced Lay Ministers) and ordinands are always carried out by Diocese of Exeter staff. If you are a member of clergy or hold the Bishops licence and believe you need a DBS application, please speak to your Archdeaconry in the first instance.

DBS checks for parish staff and volunteers:

DBS checks for parish staff and volunteers are undertaken by Parish DBS Evidence Checkers. Each parish/church/mission community should have at least one Parish DBS Evidence Checker who will be able to process the DBS application.

Becoming a Parish DBS Evidence Checker: 

If you wish to register as a Parish Evidence Checker you will first need to speak to someone in your church to ensure they are happy for you to undertake the role. Please read the Parish DBS Evidence Checker Role Description for information about what is required within the role. Once clearance has been provided by your church/parish you will need to email the Safeguarding and DBS Administrator with a completed Parish DBS Evidence Checker Registration Form (see below). The administrator will then arrange for you to be registered with Thirtyone:eight so you can start processing DBS applications for your parish. At that time you will be provided with a range of information and resources to help you undertake the role, most of which is also available below.

Whilst you are being registered please familiarise yourself with the ‘Parish DBS Evidence Checker Flowchart’, with ‘Processing DBS Checks in our Parish and FAQs’ (both are available below) and please also complete the ‘Safer Recruitment’ e-learning module, available via the Safer Recruitment webpage.

Essential Guides:

• Processing DBS Checks in our Parish and FAQs – November 2024: A comprehensive guide to processing DBS checks in parishes.
• Parish DBS Evidence Checker Process Flowchart – March 2023: A clear outline of each step required when processing DBS applications.
• Thirtyone:eight Recruiter and Applicant Resources: A comprehensive set of guides, links and information to help applicants, and those processing DBS checks.

Essential Forms:

• Parish DBS Evidence Checker Registration Form – June 2022 Please complete and email to us to register a new/additional Parish DBS evidence checker.
• Invitation to be emailed to all applicants requiring a DBS check – March 2023: Please use this proforma as a basis for the invitation you send to all applicants requiring a DBS check.
• Parish Confidential Declaration Form March 2023: To be amended with your parish/church details and completed by everyone who needs an Enhanced DBS check – a copy is then retained by the church/parish.
• Parish Confidential Declaration Privacy Notice 2023: To be provided to all applicants who complete a Confidential Declaration form.
• Parish Information Log: To be completed by Parish DBS Evidence checkers

Additional Notes:

• DBS Code of Practice: Disclosure and Barring Service code on information exchanged between DBS and registered bodies.

For further information about Safer Recruitment please go to our Safer Recruitment and People Management page.