DBS Application form – Applicant Guide

Why am I being asked for a DBS check?

In general, you will be asked to apply for a DBS check because you either have contact with vulnerable groups or are/will be undertaking regulated activity as defined under the Safeguarding Vulnerable Groups Act 2006 and amended under the Protection of Freedoms Act 2012. If you are/will be carrying out regulated activity then your DBS check will also include a check against the barring lists as this is work a barred person must not do.

The Church in Wales will have made an assessment with regards to the eligibility of the DBS check but if you are concerned about the request please contact the Church in Wales’ DBS Admin Team.

What do I need to do?

You will be asked to complete two forms:

The Church in Wales person who is completing the DBS check will provide you with the forms for completion. They will then submit these for you to the DBs Admin Team who undertake all DBs checks for the Church in Wales and who are the Registered Body for DBS checking purposes.

Which sections of the DBS application form do I complete?

Applicants are required to complete sections a,b,c and e. Do not complete sections d,w,x,y or z.

How can I get help completing the DBS application form?

If you require help in completing the form, you can call the DBS on 03000 200 190 or visit the DBS website. The form must be completed correctly and in full. The DBS will reject incorrect forms, so please complete each section requested.

How do I complete the form?

  • Use black ink and capital letters throughout.
  • Do not write N/A or strike out a section that is not applicable they MUST be left blank.
  • Complete all sections marked in yellow.
  • Write clearly and insert only 1 character in each box.
  • If you make a mistake, put a line through it and correct it to the right.
  • Mark choices in the box with a cross (X)
  • Keep your signature within the box provided.
  • Do not use stickers or correction fluid, place stamps or stickers on the form, or staple anything to it.

How do I avoid common mistakes?

  • Section A7 and A13 (dates from and to you were known by a different name) – complete date in MMYYYY format, e.g. August 2017 would be 082017. Ensure all names that are currently used, and have been used in the past are entered on the application form. This must include any middle names. If you have used more than one surname, the forenames that you used with each surname must be given relevant along with relevant month and year.
  • Section A20, 22 and 24 – You must declare whether you hold a National Insurance number, UK Driving licence or passport. If you do then you are required to enter the details in Section A and produce the documents as part of your ID check. You will also need to produce at least one recent document confirming your address to enable the current address to be verified; and a document confirming each name that you have been known as. If you need further assistance, please contact the Church in Wales’ DBS Admin Team.
  • Section A14 (date of birth) – complete date in DDMMYYYY format, e.g. 14 July 1973 would be 14071973
  • Section A23 (driving licence number) – insert letters and numbers
  • Section A28 and A29 and all of Section D should be left blank.
  • Section A37 (at address since) – complete date in MMYYYY format
  • Section A57 (date of signature) – complete date in MMYYYY format
  • Section C – You must provide a full 5 year address history and must include postcodes for UK addresses, as well as relevant month and year dates in MMYYYY format.

What identity evidence do I need to provide?

You will need to provide evidence of your identity to the person who is completing section W of your DBS application form. Details of ID evidence which the DBS accept can be found on: https://www.gov.uk/government/publications/dbs-identity-checking-guidelines

What do I have to do next?

Once you have completed the DBS application form and had your documents examined face to face, then the form will be returned to the Church in Wales’ DBS Admin Team who will check the form and countersign it before sending it to the DBS. You can track your form’s progress using the DBS online tracking service but you will need to know the form reference number, so make a note of the Form Reference number on the top right hand side of the front page of the form. After the DBS has gathered the relevant information the check is completed and a DBS certificate (your criminal record) is sent to you only. In order to progress your application to work with the Church in Wales, you need to subscribe to the DBS Update Service and send your DBS certificate to the Church in Wales’ DBS Admin Team.

How long will my DBS application take?

You can track the progress of your application using your application form number through the DBS at https://secure.crbonline.gov.uk/enquiry/enquirySearch.do and if you provide an email address, you will receive progress updates from the Church in Wales’ DBS Admin Team.

What happens next?

On receipt of your DBS certificate you must send this to:

Church in Wales’ DBS Admin Team
Provincial Office,
2 Callaghan Square,
CF10 5BT

using the pre-paid envelope you will have been given when you completed the DBS application form.

This will allow an assessment to be made of any criminal record information. Your certificate will usually be returned to you within 7 working days.

Please note that you may not work with children and/or vulnerable adults until the DBS certificate has been considered and until you receive confirmation from the Church in Wales that you have been cleared to undertake these activities.

DBS update service

The Church in Wales supports the use of the DBS update service for the checking of Disclosure information in relation to both new appointments and existing appointments where the role is eligible for a DBS check. This means that should your role within the Church in Wales require a DBS check, you will be required to subscribe to the DBS Update service in order to facilitate this.

To find out about the DBS Update Service, which will save you from having to do future paper applications please visit our Information on DBS Update Service for applicants

Once you have signed up to the service and given permission for the Church in Wales to view your DBS record online, you will not need to complete another DBS application form, nor provide proof of identity, whilst you serve in the Church in Wales. The Church in Wales’ DBS Admin Team will be able to check your status immediately and then carry out rechecks periodically (in line with policy) without requiring new forms to be completed. If you are a volunteer, the DBS Update service is free of charge. If you are a member of the clergy, an ordinand in training or an employee, the Church in Wales will reimburse you with the cost of the annual subscription whilst you carry out this role and consent to the Church in Wales carrying out status checks.