In many UK organisations, internal promotions are a positive sign of growth and trust. However, when a role involves safeguarding responsibilities, employers often ask an important question: are new DBS checks required for internal promotions? Understanding when a recheck is necessary helps organisations stay compliant while treating employees fairly.
Why DBS Checks Matter During Promotions
DBS checks are designed to help employers make safer recruitment decisions. When an employee is promoted internally, their duties may change significantly. If the new role involves greater access to vulnerable groups, sensitive information, or positions of authority, the original DBS check may no longer be sufficient.
Employers have a legal and ethical duty to ensure safeguarding standards are maintained, even when the candidate is already known to the organisation.
When a New DBS Check Is Usually Required
A DBS recheck is typically necessary if the promotion involves a higher level of responsibility or different regulated activity. For example, moving from an administrative role into direct work with children or vulnerable adults would usually require a new or enhanced DBS check.
Similarly, if an employee’s existing check was a basic or standard level and the new role requires an enhanced check, a fresh application will be needed.
Situations Where a Recheck May Not Be Needed
Not all promotions require a new DBS check. If the role remains within the same level of regulated activity and responsibilities have not significantly changed, employers may be able to rely on the existing check.
However, organisations should also consider how old the DBS certificate is. While there is no official expiry date, many employers follow best practice by renewing checks every three years, particularly in safeguarding roles.
The Role of the DBS Update Service
The DBS Update Service can simplify internal promotions. If an employee is subscribed and has consented, employers can check their DBS status online rather than applying for a new certificate.
This is particularly useful for organisations that regularly move staff into different roles. Services like those offered by ClearCheck help employers verify DBS status quickly while remaining compliant with UK regulations.
Best Practice for Employers
Employers should have a clear policy outlining when DBS rechecks are required for promotions. This ensures consistency, reduces discrimination risks, and demonstrates a commitment to safeguarding.
Open communication with employees is also essential. Explaining why a recheck is necessary helps maintain trust and transparency throughout the promotion process.
FAQs
Do DBS checks expire in the UK?
No. DBS checks do not have an official expiry date, but employers may request rechecks as part of safeguarding best practice.
Is a new DBS check legally required for every promotion?
No. A new check is only required if the role involves new or increased regulated activity.
Can employers use an old DBS certificate?
They can, but they should assess whether it is still relevant to the role and responsibilities.
What if the employee is on the DBS Update Service?
Employers can check the certificate online, provided the employee has given permission.
Who decides if a recheck is needed?
The employer is responsible for assessing risk and deciding whether a DBS recheck is appropriate.
