31st July 2026
DBS Processing Policy
DBS PROCESSING POLICY
Date: August 2026
Review Date: July 2027
Version: 1.0
1. Purpose
Tara Professional Recruitment Ltd is committed to ensuring that all candidates supplied to schools and educational settings are appropriately vetted before undertaking work.
This policy sets out Tara's procedures for obtaining, verifying, recording and monitoring Disclosure and Barring Service (DBS) checks.
DBS checks form part of Tara's wider safer recruitment procedures and are considered alongside identity verification, employment history, references, qualifications, right to work, safeguarding assessments and other relevant suitability checks.
This policy supports compliance with:
Keeping Children Safe in Education (KCSIE);
DBS guidance and Code of Practice;
applicable safeguarding legislation;
UK GDPR and the Data Protection Act 2018;
APSCo requirements; and
Tara's safer recruitment standards.
2. Scope
This policy applies to all candidates registered with Tara who may work in schools, nurseries, colleges, alternative provision, SEN settings or other educational environments, and to staff responsible for DBS processing and monitoring.
The level of DBS check required will depend on the duties and legal eligibility of the role.
3. Determining the Appropriate DBS Check
Before requesting a DBS check, Tara will assess the role to determine the appropriate level and type of check.
Where a candidate undertakes regulated activity with children, Tara will obtain the appropriate Enhanced DBS check and Children's Barred List check where legally permitted and required.
Tara will consider:
the candidate's duties and responsibilities;
whether the role involves regulated activity;
the age of the children;
the level of supervision;
the relevant workforce;
whether a Children's Barred List check is required; and
any client-specific requirements.
Tara will not request a DBS level for which the role is not legally eligible. Where a candidate changes role or setting, the DBS requirements will be reassessed.
4. DBS Application and Identity Verification
Where a new DBS check is required, Tara will:
explain the process and obtain candidate consent;
confirm the appropriate level and workforce;
ensure the application is completed accurately;
verify the candidate's identity and required supporting documents;
submit or facilitate the DBS application;
monitor the application; and
verify and record the resulting certificate.
Candidates must provide accurate information and complete applications promptly.
Identity will be verified in accordance with DBS requirements and may include photographic identification, proof of address, evidence of name changes and other required documentation. Original documents will be checked where required.
5. Original DBS Certificate Verification
Tara must see the original DBS certificate for every candidate where a DBS certificate is required.
An authorised Tara staff member must view and verify the original certificate before the candidate is approved for an assignment, subject to any specific legal exception.
Tara will check and record, where applicable:
candidate name and date of birth;
certificate number and issue date;
level and workforce;
Children's Barred List information;
any disclosed information; and
any discrepancies with the candidate's registration information.
Tara will record the date the certificate was viewed, the staff member who verified it and the outcome.
Where information is disclosed, Tara will follow the DBS Escalation Policy before determining suitability.
Tara will not routinely retain a copy of a DBS certificate unless there is a lawful and documented reason to do so.
Lost or Unavailable Certificates
If a candidate has lost, damaged or cannot provide the original certificate, Tara will not accept the update service check as evidence of the required DBS check.
The DBS Update Service cannot substitute Tara's requirement to see the original certificate.
The candidate must obtain a replacement or new DBS certificate, as appropriate, and provide the original to Tara for verification before being approved for an assignment requiring a DBS check.
If an existing candidate cannot produce the original certificate when required, this will be escalated and their compliance status reviewed before further assignments are undertaken.
6. Children's Barred List and Other Checks
Where the role requires a Children's Barred List check, Tara will request this as part of the appropriate Enhanced DBS check. Tara does not undertake separate independent Children's Barred List checks, as access to this information is provided through the DBS process and Tara is not able to check the Barred List independently.
7. Existing DBS Certificates
Where a candidate presents an existing DBS certificate, Tara will assess:
date of issue and certificate number;
level and workforce;
Children's Barred List status where relevant;
Update Service registration;
suitability for the proposed role;
identity verification; and
any relevant changes in the candidate's circumstances.
Tara must see the original certificate before accepting it as evidence of the candidate's DBS status.
An existing Enhanced DBS certificate will not automatically be accepted. Where Tara cannot establish that it is appropriate, a new DBS check will be required.
8. DBS Update Service and Renewal
Tara operates an ongoing DBS monitoring process throughout a candidate's registration.
Candidates on the DBS Update Service
With the candidate's consent, Tara will carry out an Update Service check every 12 weeks while the candidate remains registered and available for work.
The check will confirm, where applicable, that:
the certificate remains current and relevant;
no information has changed;
the level and workforce remain appropriate; and
any Children's Barred List requirement remains appropriate.
Tara will record the check date, certificate number, outcome, person completing the check and any action taken.
Where a change or concern is identified, Tara will follow the DBS Escalation Policy and may require a new DBS check.
Candidates Not on the Update Service
Candidates who are not registered with the DBS Update Service will require a new Enhanced DBS check every 12 months, where they remain registered and available for work in a role requiring an Enhanced DBS check.
Renewal dates will be recorded and monitored through Edun and Tara's compliance systems. Applications will be initiated in sufficient time to prevent compliance lapses.
Candidates whose required 12-month renewal or 12-week Update Service check is overdue will normally be prevented from undertaking further assignments until compliance is restored.
9. DBS Disclosures and Escalation
A criminal record or DBS disclosure will not automatically result in rejection.
Where a DBS certificate or Update Service check identifies information requiring consideration, Tara will follow the DBS Escalation Policy.
This includes assessing suitability, considering safeguarding implications, recording management decisions, determining whether a client needs to be informed and making any required referral.
Safeguarding concerns will also be managed under Tara's relevant safeguarding and allegations procedures.
10. Overseas Checks
Where a candidate has lived or worked overseas, Tara will consider whether an overseas criminal record check or other evidence of suitability is required.
Requirements will depend on the country, period overseas, role and availability of checks.
Where a check cannot reasonably be obtained, Tara will document the steps taken and consider appropriate alternative evidence in accordance with safer recruitment requirements.
11. DBS Referrals
Where Tara has a legal duty to refer an individual to the DBS, the referral will be considered and completed in accordance with current DBS requirements and the DBS Escalation Policy.
Referral decisions and actions will be documented and escalated to the appropriate safeguarding or management lead.
12. DBS Checks Before Placement
A candidate will not normally be placed into an assignment where a required DBS check has not been completed and assessed.
Any exceptional placement involving an outstanding DBS check must be legally permissible, appropriately authorised, subject to suitable safeguarding measures and documented.
Tara will never knowingly place a person who is barred from the relevant regulated activity.
13. DBS Records and Audit
Tara will maintain sufficient records to demonstrate compliance.
The candidate's Edun/compliance record will include, where applicable:
DBS application and certificate details;
level and workforce;
Children's Barred List check;
confirmation that the original certificate has been seen and verified;
date and person completing verification;
Update Service consent and check dates/outcomes;
12-month renewal dates and outcomes;
disclosures and management decisions;
references to the DBS Escalation Policy;
client notifications and referrals where applicable; and
relevant actions taken.
Tara will regularly audit DBS records to ensure checks are appropriate, current, accurately recorded and appropriately escalated.
14. Confidentiality and Data Protection
DBS information will be treated as confidential and handled in accordance with UK GDPR, the Data Protection Act 2018, DBS requirements and Tara's Data Protection and Privacy Policy.
Tara will:
restrict access to authorised staff;
store information securely;
use DBS information only for lawful recruitment, safeguarding and compliance purposes;
avoid retaining unnecessary copies of certificates; and
securely dispose of information when no longer required.
15. Schools and Educational Settings
Schools and educational settings may request to see a candidate's original DBS certificate as part of their own safeguarding procedures.
Tara will cooperate with reasonable client requests and may confirm that required DBS checks have been completed.
Where DBS information needs to be shared, Tara will only disclose information that is lawful and necessary.
If relevant information becomes known after placement, Tara will take immediate safeguarding action and notify the client where appropriate in accordance with the DBS Escalation Policy and relevant safeguarding procedures.
16. Responsibilities
The Operations Director is responsible for:
overseeing this policy and DBS procedures;
monitoring compliance;
overseeing complex DBS disclosures;
ensuring safeguarding concerns are appropriately escalated; and
reviewing the policy annually.
Recruitment and Compliance Staff are responsible for:
following DBS procedures;
obtaining candidate consent;
requesting the correct DBS level;
viewing and verifying the original DBS certificate;
completing 12-week Update Service checks;
monitoring 12-month renewals;
maintaining accurate Edun records; and
escalating concerns and overdue checks.
Candidates must:
provide accurate information;
complete DBS applications promptly;
provide required identification;
provide the original DBS certificate for verification;
maintain Update Service registration where applicable;
provide consent for Update Service checks; and
inform Tara of relevant changes to their DBS status.
Schools may request sight of the original DBS certificate, undertake their own safeguarding checks and notify Tara of relevant safeguarding or suitability concerns.