What a DBS check is, and why it matters

A Disclosure and Barring Service check is a record of a person's criminal history, used in the United Kingdom to assess suitability for roles working with children or adults at risk. It is not optional for parish work in regulated activity. The 8 National Safeguarding Standards of the Catholic Safeguarding Standards Agency (CSSA) require that anyone in such a role holds the correct level of DBS check, verified through the diocesan umbrella body.

The three levels of check

• Basic: shows unspent convictions only. Used rarely in parish work.
• Standard: shows spent and unspent convictions, cautions, reprimands and final warnings. Used for some specified roles.
• Enhanced: as Standard, plus any information held by local police that is reasonably considered relevant. Enhanced with barred list checks is the level required for most parish roles in regulated activity, including work with children, vulnerable adults, catechetical roles, youth ministry, sacristans where relevant, and Parish Safeguarding Representatives.

If you are not sure which level you need, the parish priest or the Department of Safeguarding will tell you. Do not apply for the wrong level: the application has to be redone if it is not right.

How the diocesan umbrella process works

The Diocese of Shrewsbury operates as a registered umbrella body for DBS applications. This means parish volunteers and employees apply through the diocese, not directly to the DBS. The diocese verifies identity, submits the application, receives the result and notifies the parish.

The steps

1. Identify the role and the level of check needed. Speak to your parish priest and the Parish Safeguarding Representative. Confirm whether the role is in regulated activity.
2. Request the application pack from the Department of Safeguarding by emailing safeguarding@dioceseofshrewsbury.org or ringing 0151 652 9855.
3. Complete the application form in full. Use legal name, current address, all addresses for the past five years, and accurate dates. Errors delay the process.
4. Have your identity verified by your Parish Safeguarding Representative. The PSR is trained to check three documents: typically a passport or driving licence, a recent utility bill or bank statement, and a second proof of address. Original documents only, not copies.
5. Submit the form to the Department of Safeguarding, by post to the Curial Office, 2 Park Road South, Prenton, Wirral CH43 4UX, or as advised by the team.
6. Wait for the result. Most checks return within two to four weeks. Some take longer if police forces request additional information.
7. Receive your certificate. The DBS sends the paper certificate to your home address. The diocese receives a separate notification. Keep your certificate safe; you may be asked to show it.
8. Begin work in the role only after the diocese confirms your check is clear. Do not start regulated activity on the strength of an application alone.

The Update Service

For an annual fee, the DBS Update Service allows your certificate to be checked online by approved organisations without a fresh full application each time you take on a new role. The diocese recommends that volunteers in regular roles register for the Update Service when they first apply. Sign up at gov.uk within thirty days of your certificate being issued.

Renewal

The diocese works on a three-year renewal cycle for DBS checks for parish roles, in line with CSSA expectations. Your Parish Safeguarding Representative will track renewal dates and remind you. If you change roles, you may need a fresh check at a different level.

Cost

The DBS sets the fees, which are reviewed periodically. Volunteer applications for unpaid roles in regulated activity are normally free. There is an administrative fee for paid roles. The diocese will confirm the current cost when you request the application pack.

What to do if a result raises a concern

The DBS may issue a certificate that records information. The diocese reviews each case under the CSSA framework, with the Department of Safeguarding leading. Disclosures do not automatically prevent service: the diocese assesses relevance, time elapsed and the role applied for. The applicant is informed and can respond.

If you have a question

• Speak first to your Parish Safeguarding Representative.
• Ring the Department of Safeguarding on 0151 652 9855.
• Email safeguarding@dioceseofshrewsbury.org for the application pack.
• For urgent queries during office hours, Andrew O'Brien, the Safeguarding Coordinator, is on 07557 731 492.

A DBS check is part of how the parish keeps its people safe. It is a small piece of administration; it is also part of the witness Bishop Davies has called the diocese to give.