DBS Checks For Teachers, School Staff & Those Working on School Sites

If your organisation requires criminal record checks because you are teaching, training or supervising children, you can register your organisation now to carry out checks straight away. Below are some common topics aimed at helping you get the right level of Disclosure and ensuring you have everything in place to start requesting checks today!

Who needs a DBS Check within a School?

Schools must decide the appropriate level of DBS check for every staff member and volunteer. This decision should consider the role’s level of contact with children, frequency of access, and role.

To assist with this process, we have created some webpages relating to Regulated Activity. For further guidance on the subject it is worth contacting your umbrella body or the DBS for more information. Included in this decision-making process should be policies on the opportunity for contact with children and other measures in place to prevent harm.

Common roles that typically require DBS checks include:

• Teachers
• Teaching Assistants
• Lunch-time supervisors
• Admin staff
• Catering Staff
• Governors & Volunteers
• Cleaners
• Parent volunteer (school trips and plays etc)

Working on School Sites

Schools are classified as ‘Specified Places’. Staff and contractors working on site can be in Regulated Activity with children if they meet set requirements for the level of access to children, and the frequency of access. Each employer should run a risk assessment to determine if staff will meet these requirements. It is also useful to assess the roles of those coming onto the site for other reasons. You may also need to guide third party organisations on the level you would expect them to have, and how you will supervise their access.

From 1 September 2026, the supervision exemption will be removed from the legal definition of regulated activity with children. Anyone who regularly teaches, trains, instructs, cares for or supervises children, or does so overnight, will be classed as working in regulated activity, even if supervised. The main group affected by this change is volunteers. Previously, supervised volunteers were not always considered to be in regulated activity, but this exemption will no longer apply. This means organisations will be able to request an Enhanced DBS check with a Children’s Barred List check for these roles.

Keeping Children Safe in Education (KCSIE)

The latest KCSIE statuary guidance places a strong emphasis on safer recruitment practices to protect children.

Key requirements schools should implement:

• All staff in regulated activity must have the appropriate DBS check with barred list information (where eligible).
• Schools are strongly encouraged to carry out online searches (such as social media checks) as part of the pre-employment screening process. This helps identify any potential safeguarding concerns that may not appear on a DBS certificate.
• Thorough reference checks, qualification verification and right to work checks remain essential.

Staying up to date with KCSIE ensures your recruitment processes are compliant and that children are kept safe. DDC help ensure these requirements are met and adhered to.

Online Searches and Social Media:

As part of safer recruitment, schools are encouraged to carry out online searches on shortlisted candidates. A compliant social media screening service offers an objective, non-biased assessment of publicly available online activity, helping employers identify potential concerns without relying on informal or inconsistent searches.

DBS Update Service:

The Disclosure and Barring Service (DBS) Update Service is a smart solution for both applicants and employers.

Benefits of the DBS Update Service:

• Saves significant time, and cost compared with applying for a new DBS check every time, and waiting for the results.
• Employers (with the applicant’s permission) can perform instant online status checks to confirm no new information has been added since the certificate was issued.

The DBS Update Service is valuable for all schools where relevant policies allow it’s use. It can help streamline future recruitment processes and supports continuous safeguarding by allowing ongoing status checks on existing certificates.

OFSTED Inspections

OFSTED advise that they do not need to see the original DBS certificate but do require evidence that the appropriate recruitment checks were completed at the time of employment. As part of Keeping Children Safe in Education (KCSIE), all schools must maintain a Single Central Record (SCR) documenting the required pre-employment and safeguarding checks for staff, volunteers and contractors.

The DDC Client Area provides clear evidence of completed checks through the Manage Applications section. Where DBS or additional pre-employment screening checks are requested, results are also available as downloadable PDF reports, making it easy to store evidence within your Single Central Record and personnel files. Account settings can also tailor to match your recheck policy, helping you keep staff records up to date and inspection ready.

Portability of Disclosures

OFSTED do not currently support the Portability of Disclosures where they are making the employment decision on a Registered Person. However, where the school is checking other non-registered everyday staff this decision is entirely your own. For more information about this topic please read our page on Disclosure Validity.

The DBS have introduced the Update Service designed to improve the portability of Certificates. Our FAQ includes a link to using the DBS Update Service which has been written to clarify the process and help you evaluate how to best introduce the service to your organisation.