In any industry, ensuring the safety of vulnerable individuals is of paramount importance, making DBS checks an important piece of the puzzle in safe and secure recruitment.
Many organisations rely on the vital help of volunteers to run, such as charities and not-for-profits, but there are a range of others that often enlist the help of volunteers, including schools and religious organisations.
As a volunteer, or a company that works with volunteers, understanding what the DBS check process entails should be a priority, preserving the integrity of organisations and protecting the vulnerable groups they deal with.
When do volunteers need a DBS check?
Much like regular employees within a business or organisation, volunteers typically require DBS checks when working in positions that involve regular contact with vulnerable individuals such as children or adults at risk.
These roles may include volunteering in schools, youth clubs, healthcare settings, care homes, charities, and other organisations that provide services to vulnerable populations.
What is the DBS definition of a volunteer?
There are certain roles that are not eligible for DBS volunteer status for particular reasons.
The DBS defines a volunteer as: “Any person engaged in an 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.”
Therefore, to be eligible, the applicant must not:
- Benefit directly from the position for which the DBS application is being submitted
- Receive any payment (other than for travel and other approved out-of-pocket expenses)
- Be undertaking the role as part of a work placement
- Be on a specific course that requires them to perform this job role
- Be in a trainee position that will lead to a full-time role or qualification
What does the process involve?
The checks are processed in the same way as they would be for a paid position. Once it’s been established that the role meets the DBS’s definition of a volunteer, the organisation should provide the relevant application form to the volunteer (in the case of Standard, Enhanced and Enhanced with Barred Lists checks).
Once the application form has been received by the DBS, it’s checked for any errors or omissions, being returned to the applicant in the case of any mistakes. Data from the application is then checked against details on the Police National Computer (PNC). Children and adults’ barred lists are also searched if applicable, followed by a scan of records held by the police, with this information being sent back to the DBS. The DBS certificate is then printed and posted to the applicant, who will be required to show this to the organisation they’re volunteering for.
What level of DBS Check is required for volunteers?
This will depend on the type of role the volunteer will be performing. This can be checked through the DBS’s eligibility tool. For instance, volunteer football stewards or individuals volunteering in a prison, detention or removal centre as cleaners, caterers or in administrative roles will only require a Standard DBS Check.
When roles involve carrying out ‘regulated activity’ with children or vulnerable adults, volunteers require an Enhanced DBS Check in England or Wales. This is prevalent in sectors like education and health and social care. For example, should volunteers be required to perform unsupervised activities such as teaching, supervising children or driving a vehicle only for children, they’ll require an Enhanced DBS Check, in some cases with a check of children and adults’ barred lists.
Basic DBS Checks cost £18 for all applicants, including volunteers. However, contrary to checks for paid roles, standard or enhanced volunteer applications are free-of-charge.
DBS support for organisations working with volunteers
At eSafeguarding, we can help organisations that regularly partner with volunteers to navigate the world of DBS checks with speed, efficiency and ease. Find out more: https://esafeguarding.co.uk/contact-us/