DBS Umbrella Service


1. Introduction

The Disclosure and Barring Service (DBS) requires that any information released will be used fairly, and handled and stored securely. All individuals involved in the process of requesting disclosure information, countersigning forms and/or receiving disclosure information will have responsibility for understanding and complying with this guidance.

2. Counter-Signatories

The Councils named counter-signatories are the only individuals authorised to sign a DBS form to request disclosure information from the Disclosure and Barring Service on behalf of the Council.

3. Umbrella Organisation Status

The Council will not request or receive disclosure information on behalf of any other organisation without the prior consent of Redcar & Cleveland Borough Council. Requests by organisations to use the Councils umbrella service must explain why disclosures are required.

All requests will only be considered where this is mutually beneficial and additional checks can be processed within the existing staffing resources of Recruitment Services. All approved organisations will be placed on a list, which will be reviewed on an annual basis by the Recruitment Service.

All approved organisations must sign an agreement that they will abide by the Councils DBS guidelines and the DBS Code of Practice.

A charge will be made to cover administrative costs for this service (£17 per disclosure as at 1st April 2011) and reviewed annually. Umbrella organisations will also be responsible for paying the processing fee required by the Disclosure and Barring Service (£44 per enhanced disclosure as at 1st April 2011). Disclosures for volunteers are processed by the Disclosure and Barring Service free of charge, so volunteer checks will only incur the Councils administration fee.
A volunteer is defined by the DBS as:

'a person who is engaged in any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit some third party other than or in addition to a close relative.'

It is the responsibility of the employing organisation to ensure that the DBS form is clearly marked with the post title 'volunteer' and an indication of the duties to be carried out, and the appropriate box in Section X crossed, to ensure volunteer checks are processed free of charge. Failure to do this will make the organisation liable for payment of any charge made by the DBS.

The fee charged for each DBS check will thus be either £61 for a paid employee (£44 charged by the DBS plus £17 admin fee charged by (Redcar & Cleveland Borough Council) or £17 for a volunteer.

4. Rehabilitation of Offenders Act 1974 (Fair Treatment of Ex-offenders)

The Act was introduced to ensure that ex-offenders who have not re-offended for a period of time since the date of their conviction are not discriminated against when applying for jobs. The Act means that ex-offenders are not legally required to disclose convictions that have become 'spent', unless the post they are applying for is exempted.

5. Procedure

Organisations wishing to use Redcar & Cleveland Borough Councils umbrella service must first complete a service request form and return this with a signed service agreement. A decision will then be made on whether the Council is able to provide the service. The contact person named on the service request form should be the contact for all DBS queries and the person to receive disclosure notifications.

On receipt of disclosure forms, the umbrella organisation should supply a cheque for the cost of the DBS checks and the administration fee by Recruitment Services. The forms will be checked, counter-signed and forwarded to the DBS.

Disclosure certificates are returned directly to the individual application. The individual would need to represent them to the small organisation or charity who need to store and dispose of the original certificates in accordance with the DBS Code of Practice.

To register your organisation to use the umbrella service, please email recruitment@redcar-cleveland.gov.uk or ring 01642 444449.
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