WHAT IS A DBS AND WHO REQUIRES ONE?
A Disclosure and Barring Service (DBS) check (formerly CRB check) is a process used to search through an individual’s criminal record and highlight any offences. It is used to check the suitability of an employee or volunteer to make sure that there is nothing in their criminal record that could be a cause for concern.
Any job role that is defined as a regulated activity by the DBS, i.e. involves direct contact with children or vulnerable adults, will require an Enhanced DBS Check. This includes: pastors, youth leaders, Sunday school teachers and toddler group leaders amongst others.
WHY SHOULD I CHOOSE MCYC?
We hope working with us is rather like working with a friend. We’re here to help whether that’s via email, phone or by meeting in person. We can work with you and guide you through completing DBS checks in a friendly, personable manner.
We can train people in your church to complete evidence checks for DBS applicants. This then enables you to send completed applications directly to our Staff Registrar who signs them off before submitting to the DBS. Going forward, you can then check new and existing volunteers as and when required.
DOES IT BENEFIT MCYC?
Yes! As an Umbrella Body for the DBS we are able to process checks for our volunteers as well as yours free of charge. This keeps running costs and staff fees down, removes barriers to enabling volunteers to attend MCYC and allows money otherwise spent on DBS checks to be directed into MCYC Camp funds.
MCYC must complete a set number of checks per year to remain as an Umbrella Body. If we fail to meet this threshold, our status will be revoked which would mean having to use an external agency at increased cost.
WHO CAN MCYC COMPLETE DBS CHECKS FOR?
We are an Umbrella Body for the Disclosure and Barring Service (DBS) under the name Merseyside Assemblies Youth Camps (MAYC Trust) and can complete a DBS application for anybody. MCYC offers a DBS checking service to all Partner Churches† and those who support the work of MCYC*.
DOES A PERSON NEED TO ATTEND AN MCYC CAMP TO HAVE A DBS CHECK FROM YOU?
No. Every leader on a week of Camp will need a DBS check, but we will also complete checks for people even if they are not expecting to attend an MCYC Camp.
DOES MCYC CHARGE FOR COMPLETING A DBS CHECK?
Checks for volunteer roles are free of charge (e.g. Sunday school teacher).
Checks for employed staff (such as pastors, paid youth workers) are charged at £38 as this is the fee charged to MCYC by the DBS. For Partner Churches† and supporters of MCYC* we do not charge a processing or handling fee. However there are costs to processing checks and so we ask for a donation towards this.
For those who are not a Partner Church† or supporter of MCYC, we charge a £20 handling fee per application.
IF A PERSON HAS COMPLETED AN APPLICATION FORM, HAVE THEY BEEN DBS CHECKED?
No. Only when a certificate is issued is the check complete. The certificate will either show no records or give details of any criminality. It is very important to wait until you have sight of the certificate before letting an individual undertake regulated activity i.e. that which involves direct contact with children or vulnerable adults.
DO MCYC SEE AND HOLD RECORDS OF DBS CHECKS COMPLETED?
Certificates are only issued to applicants. Therefore it is up to you to ensure you have had sight of the certificate before letting an individual undertake regulated activity i.e. that which involves direct contact with children or vulnerable adults.
MCYC keeps a record of names of those who checks have been processed for. We are required to do so by the DBS. We do this by keeping a copy of the GDPR Privacy Consent Notice, which is signed by all applicants. We are required to do so by the DBS.
CAN MCYC REPLACE LOST DBS CERTIFICATES?
No. MCYC only process applications, which are submitted to the DBS. Only the DBS can reprint certificates and this can only be done within 30 days of issue.
CAN MCYC TELL ME MY CERTIFICATE NUMBER?
If you have attended MCYC and/or have a MyMCYC account then we should have a record of your DBS certificate number and issue date.
For all other organisations, you are responsible for keeping your own records.
HOW LONG DOES A DBS CERTIFICATE REMAIN VALID?
There is no expiry date on a DBS however most organisations, including MCYC, consider them to be valid for no more than 3 years from the date of issue unless they are rechecked using the update service. Once a DBS is 3 years old, and not on the DBS Update Service, we recommend a recheck is completed.
WHAT IS THE DBS UPDATE SERVICE?
The Disclosure and Barring Service (DBS) Update Service allows employers to check a DBS certificate. It enables employers to check if the information on the original certificate is still valid, or if it requires a new check. The service will not reveal any new information to the person checking however, if there is new information, it will state that a new application must be made.
CAN MCYC CARRY OUT A DBS STATUS CHECK (TO CHECK A CERTIFICATE IS STILL VALID) ON THE UPDATE SERVICE FOR US?
While MCYC will complete status checks for those applying to weeks of Camp, we cannot complete checks on your behalf. However you will be able to do these checks yourself as anybody can complete a status check if they have permission from the individual.
HOW MUCH IS IT TO SIGN UP TO THE DBS UPDATE SERVICE?
The service is free of charge for voluntary staff. The service is £13 per year for employed staff. You must register within 14 days of your DBS certificate being issued. You can also register with the application form number and track your application. You should be provided with details of how to do this when you complete an application form.
WHO CAN COUNTERSIGN (SIGN-OFF) DBS APPLICATIONS FOR MCYC?
Only countersignatories can complete section Y on a DBS application. A countersignatory is not the same as an evidence checker. We have a number of countersignatories across the North West. Most people choose to post forms back to our Lead Countersignatory, Joel Fraser, who then countersigns and sends them to the DBS for processing.
WHO CAN I CONTACT FOR MORE INFORMATION?
Contact our Staff Registrar, Joel Fraser, here: email@example.com
† A Partner Church is a church that has become an official MCYC partner in our network. If you would like to become a Partner Church, please get in touch.
* The term ‘supporter’ refers to those who attend MCYC camps and/or work weeks as staff volunteers. It also includes those who make donations to support the work of MCYC & TNCC Trust.