DBS Disclosures

All criminal records checks are made via thirtyone:eight (formerly known as CCPAS) with whom the Diocese of Chester has partnered to provide its Disclosure and Barring Service.

Each parish must register in order to apply for disclosures and renewals by completing Appendix One - Disclosure Registration Form which should then be returned to Mrs E Geddes, Diocesan Director of HR, Church House, 5500 Daresbury Park, Daresbury, Warrington, WA4 4GE. 

Once a parish is registered with thirtyone:eight they will be able to obtain free DBS advice on subjects such as who is eligible for a check by telephoning the thirtyone:eight helpline on 0303 003 1111 and quoting their parish registration number.

To amend parish personnel holding the roles of Recruiter or Lead Recruiter please complete Appendix Two - New Recruiter Appointment Form and return it to Mrs E Geddes, Diocesan Director of HR, Church House, 5500 Daresbury Park, Daresbury, Warrington, WA4 4GE. 

Blemished Disclosures
On rare occasions a blemished disclosure result is received: from the E-Bulk system the Parish Lead Recruiter and the Diocese will be able to ascertain whether the disclosure is clear or blemished, although they will not be aware of the information contained on the blemished disclosure.  It is a Diocesan requirement that a blemished disclosure certificate should be obtained from the applicant by the Lead Recruiter who MUST post it marked ‘confidential’ to Mrs E Geddes, Diocesan Director of HR, Church House, 5500 Daresbury Park, Daresbury, Warrington, WA4 4GE in order that she can arrange for risk assessment to be carried out by the Diocesan Safegurading Advisor.  The applicant must not be appointed until the risk assessment process has been completed by the diocese.

Further information can be obtained from Church House (01928 718834) from:

Maxine Southwick on extension 239 or 07701 325223.
Liz Geddes on extension 240.

DBS FAQ's

Below are some of the most frequently asked questions we receive regarding DBS checks.

If your question is not detailed below, please remember that if you are registered as the parish lead recruiter or additional recruiter with Thirtyone:eight, you can contact them by telephone on 0303 003 11 11, or by email at info@thirtyoneeight.org and they can offer free DBS help and guidance. 

I have been appointed as the lead recruiter or recruiter for my parish, how do I register with Thirtyone:eight?

 

To register a new lead or additional recruiter for the parish/benefice, an appendix two form will need completing (see the section ‘other useful documents’ below) - one form per person to be registered. Once the applicant has completed the form, it will need countersigning by the Incumbent/Priest in Charge before scanning and emailing to Liz Geddes, Director of HR - at liz.geddes@chester.anglican.org - who will then sign the form(s) as the Diocesan authorised signatory, before forwarding to Thirtyone:eight for processing.

(Please note: When the parish is in vacancy the form can be signed by a churchwarden in place of the Incumbent or Priest-in-Charge)

I am lead recruiter or recruiter for my parish, do I need a DBS check in order to carry out checks on other employees, workers or volunteers?

As a lead recruiter or recruiter for a parish you do not need a DBS certificate.  However, if you have an additional role, such as that of Parish Safeguarding Officer, you will need a DBS for that role.  (Please see the Thirtyone:eight recruiters guide in the section ‘other useful documents’ below)

I am the lead, and only, recruiter for my parish.  I also act as the Parish Safeguarding Officer, I require a DBS check, how do I obtain this and who can check my ID?

The parish will need to appoint a second recruiter who must be registered with Thirtyone:eight, in order to access to the parish membership account and have the ability to record details from the lead recruiters identity documents onto the system.

Are we allowed to accept portability of a current certificate?

 

In accordance with the Church of England policy, DBS certificates obtained in previous or other employment/volunteer positions must not be used unless the applicant is registered with the ‘DBS Update Service’ and the workforce and level of check detailed on his/her most recent DBS certificate meets the requirements for the role for which he/she is being considered.

Therefore, so long as the current DBS is for the same level and workforce you can use the update service, as you can only use a like-for-like check in this situation.

Please note that a volunteer check can’t be used for a paid role.  Furthermore, the Update Service will only check for new information which relates to the applicant and not individuals connected with the home address if the applicant carries out some or all of their work from home.

What do I do if a certificate comes back blemished?

 

In accordance with diocesan policy, all blemished certificates MUST be posted and marked ‘confidential’ to the HR department at Church House, who will log receipt of this before passing onto the Assistant Diocesan Safeguarding Adviser to carry out a risk assessment.

Lead recruiters/recruiters MUST NOT mark the certificate as ‘seen’ on the Thirtyone:eight website - the HR department will detail this appropriately following the completion of the risk assessment.

If the Lead Recruiter hasn’t already obtained the original certificate from the applicant and forwarded it to the HR Department at Church House, we will contact the individual directly and ask them to send to us the original DBS certificate within 14 days.

The applicant must not be appointed until the risk assessment process has been completed by the diocese.

How often are DBS checks required to be carried out?

 

Previously DBS certificates were valid for a period of 5 years.  However, from 4 January 2022 the Church of England national policy changed, and renewals are now due every 3 years.  In line with national church guidance, this change is still being phased in, and Church Bodies have until 3 January 2024 to carry out the rechecks needed.

From 4 January 2022, all new appointments and those whose enhanced DBS is due a recheck from that point onwards should have their DBS recheck carried out and then be put on the new 3 year recheck cycle.

In respect of all other individuals, who do not fall into the above but whose DBS is more than 3 years old, parishes should have put a plan in place to ensure that they all have a DBS no older than 3 years by 3 January 2024 and after that they will also be on the new 3 year recheck cycle.

This means that by 3 January 2024 all those requiring enhanced DBS (with/without Barred List) checks will have a DBS certificate that is 3 years or less and be on a 3 yearly rechecking cycle.

I am not sure which roles require DBS checks?

Please refer to the Enhanced DBS Eligibility for Church Workers Guide at page 34 onwards in the ‘recruiters guide’.  This details different church worker roles and their eligibility for DBS checks – basic or enhanced – with advisory notes.  There is also a Regulated Activity decision making flowchart at page 30 of the guide which you may find useful in determining whether or not these are due.  As there isn’t any eligibility criteria for a basic disclosure, the parish should be able to carry out basic checks, if needed, for roles that do not fall under the criteria for enhanced checking.  Please bear in mind, that when making decisions regarding eligibility these should be based on the specific and individual duties of a role.

Whether checks carried out are basic or enhanced, the DBF is charged for these.

If you are still not sure, please contact Thirtyone:eight who will be able to advise further.

Other Useful Documents

Confidential Declaration Form (Staff and Lay Roles Only)

31:8 Recruiters Guide March 2021

31:8 Applicants Guide to Enhanced Disclosures March 2021

31:8 Applicants Guide to Basic Disclosures March 2021

Appendix Two - New Recruiter Appointment Form

Changes to DBS Renewal Timeframe

When and how does the Guidance change from 5 yearly enhanced DBS rechecks to 3 yearly rechecks take effect?

From 4 January 2022, all new appointments and those whose enhanced DBS is due a recheck from that point onwards should have their DBS recheck carried out and then be put on the new 3 year recheck cycle.

By 4 January 2022, Church Bodies must have assessed all other individuals who do not fall into the above, but whose DBS is more than 3 years old and put a plan in place to ensure that all those individuals have a DBS no older than 3 years by 3rd January 2024 and after that, ensure they are also on the new 3 year recheck cycle. 

All Church Bodies have a 2 year period from 4 January 2022 to 3 January 2024 to carry out the rechecks needed.

By 3 January 2024 all those requiring enhanced DBS (with/without Barred List) checks have a DBS certificate that is 3 years or less and will be on a 3 yearly re-check cycle.

These details and further guidance can be found in the Church of England information and FAQs re phasing in DBS renewal changes document.

Page last updated: Wednesday 28th September 2022 6:44 PM
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