DBS application process

DBS application process

A DBS Check is a critical part of the Safer Recruitment Process.  The DBS Check allows safer recruitment decisions to be made and prevents unsuitable people from working with vulnerable groups, including children, through its criminal record checking and barring functions.  


eDBS System

Buckinghamshire Council processes DBS checks online via an electronic Employment Check system. 

Access the eDBS system


eDBS Administrator user requests

To request a log in or remove an existing user, please complete the E-DBS system Business Unit administrator new user / remove user form below

E-DBS system Business Unit administrator new user / remove user form (opens in a new window)


Applicant login issues

If the applicant has not received their email with login details for their DBS, please use the DBS email template PDF, 45.5KB and send to the employee. We cannot generate the email again from the DBS system.

You will be able to find and edit (if necessary) their login details by searching for them in ‘Manage Applicants’ not ‘Manage Applications’.


Other guidance

BU Admin Guidance notes PDF, 0.99MB (March 2020) 

ID Verifier Guidance notes  PDF, 724KB (March 2020)

BU Admin Application Processing Hints and Tips Checklist PDF, 109KB

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Some employees working in Special Secondary Schools may provide sensitive personal care to pupils aged 18 years or older. This is known as regulated activity.

Regulated activity may require an Enhanced DBS Check that includes:

  • Children's Barred List Check
  • Adults Barred List Check

For further information please contact the HR Service Desk 01296 382233 who will pass your query to the DBS Team.



A DBS Certificate can be used from one school to another as long as the workforce and level of the DBS Check is correct for the role, this is for local authority schools only.  

Please complete the transferability request form under HR Services via the ServiceNow Portal or contact the HR Service Desk 01296 382 233.

A DBS Certificate can be used (transferred) from one Buckinghamshire Council school to another if the DBS clearance was issued within the last 6 months and as long as the workforce and level is correct for the role.

If an applicant is subscribed to the Update Service, follow the process for the DBS Update Service

If DBS issued more than 6 months ago a new DBS Check should be obtained and we recommend an individual joins the DBS Update Service.

Personal information about all applicants is removed from the eDBS System after 6 months in line with DBS guidance on keeping personal information. Because of this, applicant data is no longer available from 6 months after an application, and details about an application are no longer available after that period.

Paper DBS applications: process

In certain circumstances a paper application may be needed rather than using the eDBS system. Please advise the Safeguarding in Employment Team who will send you the DBS Check Application Form. Once the Form is completed it should be sent back to the Safeguarding Team at BC so that it can be checked and countersigned before been sent to the DBS.

The applicant will need to bring in their DBS Certificate once received from the DBS. Take a copy as you usually would and then notify the Safeguarding in Employment Team via the Service Now Portal with the DBS Certificate issue date, DBS Certificate number and whether the Certificate contains any criminal information.

Buckinghamshire Council will not receive a copy of this Certificate, so it is important that you ensure the applicant brings in his / her original DBS Certificate so you can verify the authenticity of the Certificate and take details of the Certificate (for the SCR) as above. Please then notify the Safeguarding in Employment Team at the Council of the DBS Certificate details.

If the DBS contains positive information, employment can only be agreed with Service Director/Head Teacher agreement. Please let the Safeguarding in Employment Team in HR have a copy of the 'Positive' Risk Assessment Form in those circumstances.


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