Safer Recruitment and DBS Checks

Safer recruitment is part of the wider process of recruiting and managing employees, volunteers and others undertaking roles within the Church.

A Disclosure and Barring Service (DBS) check may form part of this process, but obtaining a DBS check is only one element of safer recruitment.

This page explains the safeguarding and DBS requirements that apply within the Diocese of Ely, including how parish DBS applications are processed through uCheck, the Diocese's approved DBS provider.

For wider guidance on recruiting and managing employees and volunteers, including role descriptions, applications, interviews, references and induction, visit our Recruitment and People Management section (click here).

The Church of England's Safer Recruitment and People Management Code of Practice and associated guidance set out the national safeguarding requirements that parishes must follow when recruiting and managing people in relevant roles.

Does this role need a DBS check?

Not every role within a parish requires the same level of DBS check. Eligibility depends on the activities and responsibilities involved in the role, rather than simply the role title.

A role being subject to safer recruitment does not automatically mean that an Enhanced DBS check is required. The appropriate level of check must be established for each role before an application is made. An Enhanced DBS check, with or without a Barred List check, must only be requested where the role is legally eligible for that level of check.

The Church of England provides detailed DBS Eligibility Guidance (click here) to help parishes determine:

whether a DBS check is appropriate for a role;
the level of check that may be requested; and
whether a check of the Children’s and/or Adults’ Barred List is permitted.

Useful links

Check DBS eligibility – Church of England guidance
Further more detailed information is also available on the Gov.uk (click here).

Still not sure which check is required?

Please contact the Diocesan Safeguarding Team before starting the DBS application. The team can provide advice to help the PCC determine the appropriate level of check.
Email the team at safeguardadmin@elydiocese.org

Applying for a DBS check through uCheck

The Diocese of Ely (Ely Diocesan Board of Finance) uses uCheck as its provider for processing DBS applications. Parish DBS Administrators use a parish sub-account operating under the Ely Diocesan Board of Finance’s overarching arrangement with uCheck.

Before starting an application, the parish should establish that the role is eligible for a DBS check and identified the appropriate level of check, using the Church of England guidance outlined above.

An authorised Parish DBS Administrator can then initiate the application through uCheck. The applicant completes the required information and their identity is verified before the application is submitted to the Disclosure and Barring Service (DBS).

New to uCheck or need access to your parish account?

Parish DBS Administrators can contact the Diocesan Safeguarding Team (safeguardadmin@elydiocese.org) for help with parish DBS Administrator access or changes to the authorised users for your parish account.

DBS checks and the Parish Data Processing Agreement

For DBS checks relating to parish roles, the PCC remains responsible for the personal data being processed. Where the EDBF provides DBS processing support through uCheck, it does so on behalf of the PCC under a Parish Data Processing Agreement (DPA).
A DPA therefore needs to be in place where the Diocese is processing DBS information on behalf of the parish.
If you require a copy of the DPA, please email the Safeguarding Team in the first instance at safeguardadmin@elydiocese.org

What does it cost?

The EDBF currently meets the administration costs associated with eligible parish DBS applications made through its uCheck arrangement, including the uCheck and digital identity-checking costs. Where the check relates to a paid parish employee, the DBS fee is charged back to the PCC.

Parish Safeguarding Officer, ID Checker and DBS Administrator Registration Form(s)

The Parish Safeguarding Officer, ID Checker and DBS Administrator Registration Forms are currently being revised.
In the meantime, please email safeguardadmin@elydiocese.org to progress your request.

How the DBS application process works

Once the parish has confirmed that the role is eligible for a DBS check and identified the appropriate level of check, the application can be started through uCheck.

1. Start the application

An authorised Parish DBS Administrator starts the application through uCheck and invites the applicant to complete the required information.
The application can be initiated through a uCheck invitation, completed jointly with the applicant, or by sending the applicant a personalised link to the application.
uCheck login (click here)

2. Complete the Confidential Declaration, where required

Where the role requires an Enhanced DBS check, with or without a Barred List check, the appropriate Church of England Confidential Declaration Form must also be completed.
Church of England Confidential Declaration guidance (click here)
- For Employees (click here)
- For Volunteers (click here)

3. Verify the applicant’s identity

The applicant’s identity must be verified before the application can proceed.
This may be completed digitally through the identity-checking service available through uCheck or manually by an authorised ID checker.
Further information about identity checking is provided in the section below.

4. Application submitted to the DBS

Once the required checks have been completed, uCheck submits the application to the Disclosure and Barring Service.

5. The DBS certificate is sent to the applicant

The DBS issues the certificate directly to the applicant.
uCheck provides the authorised parish and diocesan administrators with the relevant outcome status.

6. Consider the outcome

For parish roles, the PCC remains responsible for the suitability decision.
If information is identified that requires safeguarding consideration, the Diocesan Safeguarding Team will work with the PCC and provide appropriate advice and support.

Not sure whether a DBS check is required?

Do not start an application if you are uncertain about eligibility or the level of check required. Please contact the Diocesan Safeguarding Team (safeguardadmin@elydiocese.org) for advice before submitting the application.

Checking an applicant’s identity

The identity of the applicant must be verified as part of the DBS application process. This helps ensure that the information submitted to the Disclosure and Barring Service relates to the correct person.

Identity can be verified digitally through the identity-checking service available within uCheck or manually by an authorised ID checker.

Digital identity checking

Where available, applicants can complete their identity verification digitally as part of the uCheck process.
The Disclosure and Barring Service (DBS) encourages organisations to consider digital identity verification where it is appropriate and suitable identity documentation is available.
uCheck information about Digital Identity Verification (click here)

Manual identity checking

Where digital identity verification is not used, an authorised ID checker can verify the applicant’s identity manually.
The ID checker must follow the current DBS identity-checking guidance, including the requirements concerning which documents can be accepted and how they should be checked.
Where a manual check is undertaken, an in-person check of the applicant and their original identity documents is the normal approach. The DBS guidance sets out alternative arrangements where an in-person check is not practical.
DBS ID checking guidelines – GOV.UK (click here)

An ID checker must not verify the identity of a relative or partner, someone living in the same household, or a personal friend.

A record of the documents used to verify identity must be retained for at least two years in accordance with DBS requirements.

The Diocesan Safeguarding Team

If you are unsure whether the applicant has provided acceptable identity documents, do not complete the identity check until you have checked the current DBS guidance or contacted the Diocesan Safeguarding Team (safeguardadmin@elydiocese.org) for advice.

Using the DBS Update Service

The DBS Update Service allows an individual to keep an eligible Standard or Enhanced DBS certificate up to date and allows an organisation, with the individual’s permission, to check whether the certificate remains current.

The Update Service can only be used where the existing certificate is appropriate for the new role, including the same level of DBS check and the relevant workforce.

DBS Update Service – GOV.UK (click here)

Parish DBS Administrator's should ask if an applicant is already registered with the Update Service.

For parish roles in the Diocese of Ely:

The Parish DBS Administrator must view the applicant’s original DBS certificate in person and complete the appropriate identity check.
The Parish DBS Administrator completes the Diocese’s DBS Update Service form and sends it to the Diocesan Safeguarding Team.
The Diocese carries out the online DBS status check.
The Diocese confirms to the parish whether the certificate remains current or whether a new DBS application is required.
The applicant’s permission is required before an Update Service status check can be undertaken.
An Update Service check does not automatically mean that an existing certificate can be used for every role.
The parish must still be legally entitled to request the relevant level of DBS check and the existing certificate must be appropriate for the role.

Joining the Update Service

Joining the Update Service is a decision for the individual certificate holder.
It is available for Standard and Enhanced DBS certificates. The service is free for eligible volunteers; a subscription charge applies to other applicants.
Applicants can find information about registering, managing and renewing their subscription on GOV.UK.
DBS Update Service guidance for applicants – GOV.UK (click here)
Ely Diocesan Board of Finance (EDBF) DBS Update Service Form – currently under review, please contact safeguardadmin@elydiocese.org

What happens if information appears on a DBS certificate?

Having information disclosed on a DBS certificate does not automatically prevent someone from taking up a role. Any information identified must be considered carefully, fairly and in the context of the role concerned. The Church of England requires church bodies to have a clear process for assessing criminal record information and for involving the appropriate safeguarding adviser.

For parish roles in the Diocese of Ely, the PCC remains responsible for the final suitability decision. Where information is identified through a DBS check or Confidential Declaration, the Diocesan Safeguarding Team will advise and support the PCC and, where appropriate, undertake a risk assessment before a decision is made.

If information is disclosed

Do not make an immediate appointment decision solely on the basis of the disclosure.
Contact the Diocesan Safeguarding Team for advice.
The Safeguarding Team will consider the information available, including any relevant Confidential Declaration and the requirements of the role.
The applicant may need to be given an opportunity to provide further information or explain any apparent discrepancy.
Where required, the Safeguarding Team will complete an appropriate risk assessment and provide advice to the PCC.
The PCC then makes and records the final decision about suitability for the parish role.
The Church of England's current guidance provides further information about assessing criminal record information and the risk-assessment process.

Useful links:

Church of England – Criminal Records guidance (click here)

Note: Please treat DBS information as confidential. Criminal record information is sensitive personal data and should only be shared with those who need it for the recruitment and safeguarding decision. If you are unsure how information should be handled, contact the Diocesan Safeguarding Team before sharing it.

Choosing a DBS provider other than uCheck

The Diocese of Ely recommends that parishes use the Diocesan uCheck arrangement for DBS checks. This provides a consistent process aligned with Church of England safer recruitment requirements and enables the Diocese to provide appropriate administrative and safeguarding support.

A PCC may choose to use a different DBS provider. If your parish intends to do this, you must inform the Diocesan Safeguarding Team at safeguardadmin@elydiocese.org before beginning to process DBS checks through the alternative provider.

Information we will ask you to provide

the name of the DBS provider your parish intends to use;
the name and contact details of the person within the parish who will administer the DBS service;
confirmation that the provider is an appropriately registered DBS Registered Body and/or Responsible Organisation, as applicable to the checks being undertaken;
confirmation that the parish will follow the current Church of England Safer Recruitment and People Management Code of Practice and DBS eligibility guidance when determining whether a check is required and the appropriate level of check; and
confirmation that the parish has appropriate arrangements for the secure handling of DBS information.

Useful links:

The Church of England requires church bodies using a third-party provider to satisfy themselves that the provider meets the relevant legislative requirements and standards. The DBS maintains an official directory of umbrella bodies that organisations can use when selecting a provider.

Responsibilities when using another provider

Where a parish chooses an alternative provider, the PCC is responsible for:

selecting and registering with an appropriate provider;
meeting any fees and administrative costs associated with that provider;
ensuring the correct level and workforce of DBS check is requested for each role;
ensuring that DBS and personal information is handled securely and in accordance with data protection requirements;
complying with the DBS Code of Practice and Church of England safeguarding requirements; and
keeping the Diocese informed of the DBS information it requires for safeguarding assurance and diocesan records.

The PCC remains responsible for these arrangements even where the DBS application itself is administered by an external provider. This is consistent with the existing Ely guidance, which places responsibility on the PCC for ensuring that its chosen provider and arrangements comply with the relevant requirements.

Information that must still be provided to the Diocesan Safeguarding Team

Using another provider does not remove the requirement to keep the Diocesan Safeguarding Team appropriately informed.

The Diocese will require sufficient information to confirm that the appropriate DBS check has been completed. This will include the role concerned, relevant workforce, level of check, certificate number and issue date, together with the information needed to maintain the diocesan safeguarding record.

Where information is disclosed on a DBS certificate that requires safeguarding consideration, the Diocesan Safeguarding Team must be informed so that appropriate advice and support can be provided.

For data protection reasons, please contact the Safeguarding Team before sending DBS-related personal information, so that they can advise what information is required and how it should be provided securely.

Using another DBS provider does not remove the parish's responsibilities under the Church of England's safer recruitment and safeguarding requirements.

Further Information

Resources related to general recruitment (Human Resources) and people management (including example role outlines, recruitment forms and volunteer forms) can be found on the Recruitment and People Management section of the website.

Safeguarding related resources and templates can also be found on the Safeguarding Resources and Templates section of the website.

DBS Help and Support

Diocesan safeguarding team contact details for help and support relating to DBS and ID Checs.

APCS Data Breach - 2025

In 2025, APCS was the company involved in processing Disclosure and Barring Service (DBS) applications for the Diocese of Ely and its parishes, notified the Diocese of a cyber-security incident affecting a third-party supplier. This page includes information relevant to that event.