eBULK-DBS CHECKS

FAQ’s APPLICANT:

Will being an ex-offender effect my chances of employment with Derbyshire County Council?

We aim to promote equality of opportunity for all, and recognise the importance of employment in the rehabilitation of ex-offenders. Our employment of ex-offenders policy and code of practice for the recruitment of people with past convictions can be found here.

How do I know my data is being handled safely and securely?

We strictly follow legislation within UK GDPR and the Data Protection Act 2018 to govern the ways that personal data is used and how it must be protected. For full information and access to our policies please follow this link.

What is eBulk?

eBulk is a system which allows applicants to complete their DBS application completely online. Once the form is completed and checked it is submitted using eBulk via a secure encrypted connection directly to the DBS. eBulk reduces errors by validating data as soon as it is entered and speeds up the whole DBS process from start to end.

How easy to use is eBulk?

eBulk has been designed with the user in mind. You are given your own login details for our online portal and each section of the application is done in stages with advice provided throughout. The system will tell you if something has been entered incorrectly or in the wrong format. We also have a DBS team who are available to answer your questions 9 am to 5 pm Monday to Friday.

What is the cache and why do I need to clear it?

A browser’s cache stores downloaded data to allow you to access the website again more quickly, without having to download the same data again. Unfortunately, this can sometimes become “confused” and end up showing the wrong data. Clearing the cache however can resolve this issue as it will require the browser to download the information again and so, storing the correct or more up-to-date data. Instructions below show how to clear this via Internet Explorer, Firefox and Chrome.

Clearing Internet Explorer’s cache
1) Click on the cog in the top, right hand corner of Internet Explorer and click on Internet Options.

2) Click on the Delete button within the Internet Options window.

3) Keep Temporary Internet files and website files ticked however, ticking other boxes is optional then click on delete.

Clearing FireFox’s cache
1) Click on the “hamburger menu” in the top, right hand corner of the Firefox browser then, click on History from the menu.

2) Click on Clear Recent History… option.

3) Change the “Time range to clear” to Everything and then make sure that Cache is the only one checked. Once this is the only option selected, click Clear Now.

Clearing Chrome’s cache
1) Click the “hamburger menu” in the top, right hand corner of the Chrome Browser and then, click on Settings.

2) Once Settings is open on a new tab/page, scroll down to the bottom and click on Show advanced settings… then, click on Clear browsing data… under the “Privacy” section.

3) In the new popup window, change the setting “Obliterate the following items from:” to the beginning of time and ensure Cached images and files is ticked before clicking on Clear browsing data.

How secure is eBulk?

eBulk is extremely secure. The system had to pass strict testing phases conducted by the DBS and the Ministry of Justice before it was authorised to be used. All the data is firstly encrypted by eBulk and sent securely to the DBS’s server, we then receive the DBS results in the same format.

Can I challenge the information revealed on my DBS certificate?  

Yes. If you have received the result of your DBS check and there is an error contained in it, or you wish to dispute any of the information revealed, please call the DBS enquiry line immediately on 0870 90 90 811. Disputes must be raised with the DBS within 3 months of the date of issue of the DBS certificate.

Why do I need a DBS check?  

If you are going to work as a paid employee, or as a volunteer for an organisation, and your work will bring you into regular contact with children and/or regulated activity with adults, you will be asked to apply for a DBS check. Examples of posts where you would require a check are teacher, care worker, scout or guide leader, registered child-minder, sports coach, youth club worker or if you are a foster carer or adoptive parent.

How long is a DBS certificate valid for?

DBS certificates have always been considered a 'snapshot' in time as technically they could be out of date the day after they are issued.

For DBS certificates issued after 17 June 2013, it is possible to join an online Update Service. You are required to register within 14 days of your DBS certificate being issued after which, with your consent, employers will be able to check whether new information is available. You may also be able to use the same DBS certificate for other roles within the same workforce, where the same level and type of check are required.

What is the DBS Update Service?

The DBS update service is a yearly subscription service provided directly by the DBS for applicants.

If you subscribe to the service (this can be as soon as the application has been sent to the DBS and for a period of 14 days from the date the certificate has been issued) your DBS certificate will be securely stored online, allowing you to check your certificate or present it to your employer at any time. Additionally, with your consent, your employer will be able to check whether new information is available.You will also be able to register subsequent DBS applications with the service.

The service will allow you to carry your certificate between different positions or employers, providing that the new employment requires the same level of check.

I have not received my DBS certificate, even though it has been issued, what should I do?

The DBS will only issue certificates to applicants and so will only accept requests for re-prints from applicants. This is due to a change in law that took place in 2013 and is part of the Government’s commitment to put the individual in greater control of their own information.

You can contact the DBS to request a re-print. The DBS will only issue re-prints if you have not received your original DBS certificate; they will not replace a lost certificate. The DBS will not re-issue a certificate that was issued more than 3 months ago.

You can request a re-print by calling the DBS on 0870 90 90 811. Even if they don't have your form reference number the DBS will still be able to find your details using your name/s, date of birth and current address.

There is an error on my DBS certificate. What can I do?

If you have received the results of your DBS check and there is an error or you wish to challenge any of the information, you must contact the DBS directly. Disputes must be raised with the DBS within the first three months of the date of issue of the Disclosure.

Further guidance can be found on the DBS’s website

Do I qualify as a volunteer?

The DBS defines a volunteer as ‘a person who performs any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives. Student trainees, student placements and student teachers do NOT fall within the DBS definition of “Volunteer”.

As a volunteer you must NOT:

• receive any payment (except for travel and other approved out-of-pocket expenses)
• be on a work placement
• be on a course that requires them to do this job role
• be in a trainee position that will lead to a full time role/qualification

What Is An Unspent Conviction?  

An unspent conviction is a conviction on a person’s record which hasn’t exceeded the time of the relevant rehabilitation period. Once this rehabilitation period has ended the conviction will then become ‘spent’.

The length of a rehabilitation period depends on the nature of the offence, with some convictions never becoming ‘spent’.

Spent / Unspent Convictions

Under the Rehabilitation of Offenders Act, a conviction becomes spent after a period of time. The rehabilitation period varies according to the sentence given, not to the offence committed. For a custodial sentence, the length of time actually served is irrelevant: the rehabilitation period is determined by the original sentence.

Please see the Chart below:

Rehabilitation periods for custodial sentences and community sentences

What is the filtering of convictions?  

Please see link to filtering guidelines for DBS.

DBS filtering guidance  

What are the recent changes to the ID verification?  

As of the 8th June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by the DVLA. Paper driving licences issued before the photocard was introduced in 1998 will remain valid and should not be destroyed.

A photocard driving licence issued by the DVLA without the paper counterpart will be classed as a group 1 and group 2a identity document for DBS identity checking purposes.

How will this change effect the ID verification process?

For the DBS ID checking process this means that just the driving licence photocard needs to be produced, unless an old style paper driving licence is produced (pre-1998).

A photocard driving licence issued by the DVLA without the paper counterpart will be classed as a group 1 and group 2a identity document for DBS identity checking purposes.

An Old Style Paper Driving Licence will continue to be classed as a group 2a identity document for DBS identity checking purposes.

How Can a Photo Card Driving Licence be used twice for ID checking purposes?  

No – as per the previous guidance the driving licence can only be used as a form of ID once at any one time and can’t be used as a document in both Group 1 and Group 2a at the same time.

Can the driving licence counterpart be used as a valid form of ID for group 2a?  

No – only the old style paper driving licence can be used as a valid form of ID for group 2a or the Photo Card Driving licence with or without the counterpart.

What are the recent changes to Disclosure Certificates?  

From 31 May 2015 all standard and enhanced DBS certificates will show if a fee has been charged by the DBS.

Applicants do not pay the DBS a fee for volunteer positions; however these checks are processed in exactly the same way as a paid position.

This change will let applicants see whether the DBS certificate was issued for a paid role or a volunteer role.

The new text will show at the top left-hand side of the certificate stating either ‘No DBS fee charged’ or ‘DBS fee charged’.

‘An administration fee may be charged by the organisation that submits your DBS check application. This is separate to the DBS fee.'

If you think that the fee charged text is wrong on your DBS certificate you need to speak to a member of the DBS Team on 01629 535118 option 2.

After this if the fee text on your certificate needs further investigation you can contact the DBS Liverpool on 03000 200 190.

Why has DBS made this change?  

a. The change makes Employers, Recruiters, RBs and Applicants aware of the fee paid for a DBS check.

b. The change to the certificates will include the ‘fee paid’ status from the 31 May 2015. This will help DBS identify fraudulent applications and improve compliance activity and scrutiny around portable DBS (Disclosures) from the Update Service. The current DBS (Disclosure) Certificate does not indicate whether the application submitted was a voluntary position or whether the DBS fee was charged.

I am a volunteer, but I have paid a DBS fee. What should I do next?  

c.  If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged. Some organisations charge a fee for the service they provide.

I am not a volunteer and have not paid a DBS fee. What should I do next?  

d.  If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have spoken to the person who submitted my application to discuss what has been charged; they have confirmed the wrong fee has been applied. What do I do next?  

Contact DBS at customerservices@dbs.gsi.gov.uk detailing your full name, address, postcode and certificate number and they will investigate this matter. If necessary they will contact the Registered Body who processed your application.

Will the e-bulk electronic result change when this comes in?  

No, this will remain the same.

I paid more than the DBS fee, why is this?  

An administration fee may be charged by the organisation that submits your DBS check application to DBS. This is separate to the DBS fee.

Why does my certificate not tell me whether a fee has been charged?  

Only certificates with a date of issue from 31 May 2015 will show what fee has been charged.

Can I request a duplicate/new certificate that shows this information?  

No, only certificates with a date of issue from 31 May will show what fee has been charged. If you would like a new certificate containing this information you will need to make a new application.

Can I request a reprint of my certificate that shows this information?  

No, only certificates with a date of issue from 31 May will show what fee has been charged. If you would like a new certificate containing this information you will need to make a new application.

I have disputed my certificate, will the new certificate contain this information?  

Yes, if the DBS uphold your dispute they will provide you with a new certificate that will contain this information.

Can I dispute this information if I think it is wrong?  

No, if you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have received a reprint/reissue and the new certificate says a fee was not charged but I paid. What should I do next?  

If you think that the fee charged is wrong on your DBS certificate, you need to speak to the person who submitted your application to discuss what has been charged.

I have a certificate issued before 31 May do I need to reapply, so it contains the wording about the fee charged? 

No, certificates issued before 31 May are still valid. If your certificate is linked to the Update Service, you can continue to use it for new employment which requires the same type and level of check.