Disclosure and Barring Service

Due to their level of contact with children or vulnerable adults, some organisations may require their staff or volunteers to undergo a Disclosure and Barring Service (DBS) check (formerly a CRB check).

For further information on the DBS process and the job roles that are eligible for a check visit gov.uk.  There is a tool available to assist you in making these decisions, if required, which will help you determine if a post is eligible for a DBS check.  To help you determine if a Barred List check is also required please use this link which will take you to guidance documents relating to Regulated Activity.

Can you carry out a DBS check for me?

Hartlepool Borough Council is registered with DBS as an 'umbrella body'. This means, that in addition to carrying out DBS checks for our own staff, we are able to complete DBS checks for other businesses and organisations.

Before we are able to complete DBS checks for others businesses and organisations they must be registered us. For information on registering as an admitted body please contact the Business Services Team on 01429 523718.

A full list of 'umbrella bodies' can be found at gov.uk

How do I arrange a DBS disclosure?

Contact the Business Services Team on 01429 523718. DBS applications are carried out online and a link will be sent to you via e-mail.  You will be required to present your identification documents for verification.

What information do you require prior to the application?

  • Applicant name
  • Applicant home address
  • Contact telephone number
  • Job title
  • Line manager's name
  • Whether your post is paid or voluntary
  • Whether you will be working with vulnerable adults, children or both 


What identification documents do I need to bring with in?

Once you have completed your online DBS Application you will need to make an appointment.  You can do this by clicking on this link or contacting the Business Services Team on 01429 523718.  You will be need to bring in the following to your appointment: 

  • ID Documents - To proceed with your application we will need verify your ID documents.  You will be informed of what ID is required when you call us after you have completed your online DBS application form.
  • Admitted Body Authorisation form – This form is completed by the Manager of your organisation (not applicable for Taxi Drivers)
  • Payment / proof of payment  - you will be informed of the charge when you call us prior to your visit

How much does it cost?

Fees are subject to annual review; the below charges are applicable from 1 April 2021

You will be advised of your application route when you attend your appointment.   If a ISA Adult First (previously POVA) check is required a payment of £6 is required in addition to the below fees

 Volunteer  Route one  £13.70
 Volunteer  Route two or three  £18.80
 Paid  Route one  £54.20
 Paid  Route two or three  £60.20

How do I make payment?

Payment should be made at the Cash Office in the Civic Centre prior your appointment.  Please provide a copy of the receipt during your appointment.  Payment can be made during your appointment but must be via a credit/debit card – cash is not accepted during the appointment.

What happens after the application?

Applications usually take a week to be processed by the DBS, but in some circumstances can take up to six weeks.   You can track the progress of your application online with the Disclosure and Barring Service.

Once your check is completed the DBS will send you a certificate listing the results.  To enable a decision to be made about your employability you will need to present your certificate to your Manager. You will be informed of how to do this at the time of your application.

Hartlepool Council is committed to ensuring the security and confidentiality of DBS information.  Our policy for secure storage, handling, use, retention and disposal of DBS disclosure information can be found here - HBC DBS Storage Policy

The Disclosure and Barring Service has issued a Code of Practice under Section 122(2) of the Police Act 1997. Organisations using the DBS checking service, such as Hartlepool Borough Council, must comply with the code of practice. It is there to ensure that organisations are aware of their obligations, and that the information released will be used fairly.

The code also ensures that sensitive and personal information, disclosed by the DBS, is handled and stored appropriately and is kept for only as long as is necessary.  A copy of the code of practice can be found here