DBS Procedure

DBS Application Process

The Disclosure and Barring Service (DBS) was established by the Protection of Freedoms Act 2012 and checks and manages individuals’ criminal records. It is essential for KUGB instructors to hold an up to date Enhanced DBS Certificate alongside their in-date KUGB Instructor Qualification, current licence and evidence of insurance cover by the KUGB, as most schools, sports centres and church halls require a copy of these documents in order to teach and hire facilities from them. Some also require Enhanced DBS Certificates for Young Leaders aged 16-17, although this is optional unless specifically asked. Under 16s cannot undergo a check. DBS checks for first aiders is voluntary, but it is wise to have other people present when dealing with an injured child or adult.

Enhanced Disclosures are the highest level of check available and required for all those teaching both children and adults. Enhanced Disclosures are usually turned around in 4-6 weeks but can take longer depending on the police force.

KUGB Instructors can apply for their DBS check through Cataphract, an umbrella organisation to the DBS, who can handle your application for Enhanced DBS Checks.  Applicants can apply through portal.cataphract.co.uk/????. Please contact the KUGB office on 0203 920 9060 to get the dedicated landing page url.

The applicant completes the application form online and the KUGB will be notified to inform them of the application. The applicant must have three forms of identity verified. When you apply online, please remember which ID you are using. It is normally a Driving Licence, Passport and a utility bill, or Passport/Driving Licence and two bills.

We have negotiated a reduced fee for our Instructors.  Enhanced Disclosures cost £40 DBS fee plus admin fee of £5 + VAT (on the admin fee only), and £0 DBS fee plus £5 + VAT (on the admin fee) for volunteers. Cataphract can be contacted at 0208 446 4695.  DBS Update Service – https://secure.crbonline.gov.uk/crsc/apply

DBS certificates can be kept up to date through the online update service. Once you have obtained your DBS certificate, you need to register to use the update service via the link above in order to keep your DBS up to date, which many schools, sports centres and church halls require.

Registration to the update service costs £13 per year (payable by debit or credit card only) but is free for unpaid volunteers. You can register for the update service using your DBS certificate number. You must do this within 30 days of the certificate being issued.

You can take your DBS certificate from one school, sports centre or church hall to the next if it is up to date and they do not require their own check. Once registered, you can use the update service to:

  • View your details, and add or remove a certificate
  • Give schools, sports centres or church halls permission to check if anything has changed on your certificate and see if any of the above have checked your certificate

A subscription to the update service lasts for one year. You can renew your subscription, either:

  • When you first register, by choosing automatic renewal
  • Up to 30 days before your current subscription ends – but you cannot renew on the last day of your subscription

If you do not renew your subscription before it ends, you will need to apply for a new DBS check and register for the update service again.

The process

To apply for a DBS please call the KUGB office for the web address.  The system will collect basic information about you and where you have lived and ask you to enter the details of the 3 documents to prove your identity, one of which must prove your date of birth, another must be in your current address. A list of acceptable documents can be found here https://www.cataphract.co.uk/list-of-valid-identity-documents/

During the application you will be asked to choose the type of role you perform which will determine the cost. This will be a paid or volunteer instructor.

Once you have completed the application form, you must show, via face time or skype etc, the ID to a member of KUGB, which will verify your ID. Cataphract will then process your application.

You will receive an email confirming the check is complete with the certificate number, issue date and if the certificate is clear or has contents. KUGB will also receive the same email.

Your certificate will arrive in the post, to the last address listed. You have  28 days of certificate issue to register to the update service.

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