DBS Policy

Purpose

This policy sets out how Towerblock Radio CIC obtains, handles and stores Disclosure and Barring Service (DBS) checks for staff, volunteers and contractors.

Scope

This policy applies to all roles within Towerblock Radio CIC that require a DBS check, including roles involving contact with children or adults at risk.

Definitions

• DBS check means a criminal record check carried out by the Disclosure and Barring Service.
• Enhanced check means a check that includes spent and unspent convictions, cautions, reprimands and warnings, plus any information held locally by police.
• Barred list means the list of people barred from working with children or adults at risk.
• Regulated activity means work involving close contact with children or adults at risk as defined by the Safeguarding Vulnerable Groups Act 2006.

Responsibilities

The board ensures DBS checks are conducted for relevant roles. The Safeguarding Lead manages the DBS process. Staff and volunteers must provide information for DBS checks honestly.

Policy Statement

Towerblock Radio CIC uses DBS checks as part of safer recruitment to protect children and adults at risk. DBS checks are conducted proportionately, handled confidentially, and retained in compliance with the DBS Code of Practice.

Detailed Procedures

When DBS checks are required

An enhanced DBS check is required for:

• All roles involving regulated activity with children.
• All roles involving regulated activity with adults at risk.
• Workshop facilitators working with young people.
• Volunteers working in youth-facing roles.

A standard DBS check may be required for other roles where the board deems it appropriate.

Process

1. The candidate completes a DBS application form.
2. The Safeguarding Lead verifies identity documents.
3. The application is submitted to the DBS.
4. The certificate is sent to the candidate's home address.
5. The candidate provides the certificate to the Safeguarding Lead for review.
6. The Safeguarding Lead records the check date and outcome.
7. The certificate is returned to the candidate or securely destroyed.

Handling of disclosures

If a DBS certificate reveals criminal convictions or cautions:

• The Safeguarding Lead and board chair assess whether the convictions are relevant to the role.
• The assessment considers the nature of the offence, the time elapsed, the relevance to the role, and any pattern of offending.
• The decision is recorded with reasons.
• The candidate may be offered the opportunity to discuss the disclosure.

Renewal

DBS checks are renewed at least every three years. The Safeguarding Lead maintains a renewal schedule.

Storage and retention

DBS certificates are not retained. The Safeguarding Lead records the check date, type and outcome. DBS certificates are returned to the candidate or securely shredded within six months.

DBS Update Service

Towerblock Radio CIC encourages staff and volunteers to join the DBS Update Service, which allows checks to be transferred between roles and employers.

Reporting Process

The Safeguarding Lead reports on DBS check compliance to the board annually.

Compliance Requirements

• Safeguarding Vulnerable Groups Act 2006.
• Police Act 1997.
• Rehabilitation of Offenders Act 1974.
• DBS Code of Practice.
• UK GDPR and Data Protection Act 2018.

Monitoring

The Safeguarding Lead monitors DBS check status and renewal dates.

Review Cycle

This policy shall be reviewed annually.

Version Number

Version 1.0

Approval Section

Approved by: Towerblock Radio CIC Board Date: July 2026 Next review: July 2027

Related Policies

• Safer Recruitment Policy
• Recruitment Policy
• Safeguarding Policy
• Document Retention Policy

Website URL slug

/policies/dbs-policy

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DBS Policy | Towerblock Radio

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Towerblock Radio CIC's DBS policy covering Disclosure and Barring Service checks, handling of disclosures, storage, renewal and compliance with the DBS Code of Practice.

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