For many UK employers, DBS checks are viewed as a one-time requirement completed during recruitment. However, safeguarding responsibilities do not end once an employee is hired. DBS checks beyond recruitment play a crucial role in protecting organisations, service users, and vulnerable individuals throughout long-term employment.
As roles evolve and responsibilities increase, regular DBS re-checks help ensure continued suitability and compliance with UK safeguarding standards.
Why DBS Checks Shouldn’t Stop After Hiring
A Disclosure and Barring Service (DBS) check only reflects an individual’s criminal record at the time it was issued. New convictions or cautions can occur after employment begins, meaning a previously clean certificate may no longer reflect current risk.
Re-checking DBS status allows employers to:
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Maintain safer working environments
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Meet regulatory and duty-of-care obligations
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Protect vulnerable people from avoidable risk
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Demonstrate ongoing due diligence
In sectors such as education, healthcare, social care, and childcare, regular DBS monitoring is considered best practice.
Which Roles Require Ongoing DBS Re-Checks?
While UK law does not set a fixed re-check timeframe, many organisations adopt a 3-year re-check cycle for roles involving trust or authority.
Roles commonly requiring DBS re-checks include:
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Care workers and healthcare professionals
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Social workers
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Volunteers working with children or vulnerable adults
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Employees promoted into regulated roles
If a role changes significantly, a new DBS check may be required immediately.
DBS Update Service vs Periodic Re-Checks
The DBS Update Service allows employers to check whether an employee’s DBS status has changed since their original certificate was issued.
However:
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Employees must opt in and keep subscriptions active
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Not all employers rely solely on Update Service checks
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Some regulators still prefer full re-checks
Many employers combine the Update Service with scheduled re-checks using providers like ClearCheck for added reassurance.
Legal and Compliance Considerations for Employers
Failing to carry out DBS re-checks can expose organisations to:
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Regulatory penalties
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Safeguarding failures
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Insurance and liability issues
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Reputational damage
Employers should clearly document DBS re-check policies and apply them consistently across all relevant roles.
Importantly, any information obtained must be handled in line with UK GDPR and data protection laws.
Best Practices for Managing DBS Re-Checks
To integrate DBS checks beyond recruitment effectively:
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Set clear re-check intervals in HR policies
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Inform employees upfront about ongoing checks
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Track certificate dates and role changes
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Use a trusted DBS provider for efficient processing
Clear communication helps avoid confusion and ensures staff understand the safeguarding purpose behind re-checks.
FAQs
Are DBS re-checks legally required in the UK?
There is no fixed legal timeframe, but employers are responsible for ensuring continued suitability in regulated roles.
How often should long-term employees be re-checked?
Most organisations follow a 3-year cycle, or sooner if job duties change.
Does the DBS Update Service replace re-checks?
It can help, but many employers still prefer full re-checks for compliance and reassurance.
Can employees refuse a DBS re-check?
They can, but refusal may affect their eligibility for regulated roles.
What happens if new information appears on a re-check?
Employers must assess relevance, risk, and fairness before making employment decisions.
