Safer Recruitment & DBS

Disclosure & Barring Service Checks

A key way of protecting children and adults from harm is to ensure the careful recruitment and support of those working with them. The National Church of England Safer Recruitment and People Management Guidance sets out safer recruitment practices for people working or volunteering with children and adults. The most important and legally binding aspect is the completion of the criminal record checks known as ‘Disclosure and Barring Service’ Checks (DBS). The Practice Guidance outlines who should undertake a criminal record check in accordance with their role. The guidance is available from any member of the Diocesan Safeguarding Team or via the Diocesan website or the Church of England website.

All DBS applications are now made using an online DBS checking process. The diocese has contracted with a third-party organization to provide online DBS checks. If you are required to have a check or have responsibility for overseeing or arranging or verifying DBS checks at a parish level, you need to make yourself aware of the new process. If anyone isn’t able to do an online check please get in touch with the Safeguarding  Administrator, Karen, (DBSAdmin@hereford.anglican.org or 01432 373317) who will assist. 

All members of the safeguarding team are on hand to assist you regarding this – please do feel free to contact us if you have any queries.

Explanation of what is needed from you before we can begin the DBS process.

Every time someone in your parish needs a DBS check the Parish Safeguarding Officer or the Incumbent will need to email DBSAdmin@hereford.anglican.org requesting the check with the following information:

• The applicants name and email address.
• The roles they are fulfilling and also to see the applicant’s role description, unless it is an established role like Churchwarden, PCC Member or Parish/Benefice Safeguarding Officer. The role description needs to provide clear details of whether the individual will be working with children and/or vulnerable adults, and how often. There are example role descriptions on our Safer Recruitment & DBS webpage.
• Which parish or benefice does the role apply to, and your name and email address.
• Confirmation that the Safer Recruitment process has been followed. Each parish must adhere strictly to the requirements of the Safer Recruitment Guidance and where applicable to a role must take full responsibility in obtaining a DBS Check for all relevant paid and volunteer workers within the church, PRIOR to them commencing their church roles and activities. This is a legal requirement and not optional.
• Confirmation the Confidential Declaration Form (CDF) is complete and clear of blemishes. If there is a blemish, we will need to see it. We also need to know if the applicant has answered ‘yes’ to question 8 so that, if required, we can ensure an overseas check or A Certificate of Good Character can be obtained.  The CDF will need to be kept safe and securely with your parish files. The CDF Privacy Notice can be found here. The CDF itself can be found here.
• Information on who their ID documents verifier will be.  The verifier will need to meet with the applicants to see the original ID documents.  Most commonly this is the Parish/Benefice Safeguarding Officer or the Incumbent.   We can also be available by appointment if needed.
• Whether the applicant is an unpaid volunteer or paid worker. If the applicant is paid, we will need to receive payment before a DBS Check is done. We will send you information on how to pay if necessary.

It would be very helpful to have the table below fully completed and returned.  The columns match our spreadsheet, thus enabling us to process the information with ease and speed.  Please wait until you can complete each box before sending it, as we will not be able to begin the process without all the necessary information. The first entry in green text is an example.  The table can be copied and pasted into an email, or you can download it as a Word Document here