Disclosure & Barring Service (DBS) Checks

Share Disclosure & Barring Service (DBS) Checks on Facebook Share Disclosure & Barring Service (DBS) Checks on Twitter Share Disclosure & Barring Service (DBS) Checks on Linkedin Email Disclosure & Barring Service (DBS) Checks link

West Sussex Fire and Rescue Service has a proud history and reputation within the community in which we serve. As a Fire and Rescue Service we are working hard to ensure that the work we undertake for our communities and those who work within the Service uphold the highest of professional and personal standards.

On 6 July 2023 the Government amended the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 ("Exceptions Order") (opens in new tab) to include Fire and Rescue Service employees. This means that legislation allows employers to ask job applicants and existing staff about their spent and unspent criminal record. It also permits them to carry out a minimum of Standard level Disclosure and Barring Service (DBS) checks.

In line with the HMI spotlight report recommendation; by 1 January 2024, the Home Office, working with the Ministry of Justice, should make sure that the Government incorporates fire and rescue authority employees within the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 so that they are eligible for the appropriate DBS checks and background checks are in place to safeguard their staff and communities they serve; and

  • immediately review their current background checks arrangements, and make sure that suitable and sufficient.
  • make sure that appropriate DBS check requests have been submitted for all existing, new staff, and volunteers, according to their roles as identified by the Fire Standards Board.

It is important that our staff are suitable to work with the public and that the public have trust in the Fire and Rescue Service. Conducting a minimum of Standard level DBS checks on existing staff allows us to demonstrate to the public that we have assessed the suitability of our staff to the highest degree possible and that we have taken decisions on suitability having had access to all relevant information.

Current Practice

WSCC currently carry out pre-employment screening which includes application forms, references, right to work checks and for some roles various DBS checks from Basic to Enhanced DBS with Barred List Check for roles undertaking regulated activity.

WSCC undertake higher level clearances where already required for WSFRS and WSCC staff through Sussex Police, who act as a Sponsor. WSFRS manage National Security Vetting through the Surrey and Sussex Police Joint Vetting Unit.

The National Security Vetting clearances are all role specific and meet the requirements of WSCC pre-employment checks, including appropriate level of DBS checks.

The FRS National Security & Vetting SOP states that new employees will be subject to the Basic Disclosure and Barring Service (DBS) check on commencement of employment. Subject to specific role requirements individuals may also be required to complete the Enhanced DBS when appropriate (e.g., Targeted Education staff).

Determining the level of DBS check

Guidance (opens in new tab) has been produced in partnership between the Disclosure and Barring Service (DBS) and the National Fire Chiefs Council (NFCC) Safeguarding Board that provides a framework for all fire and rescue services in England and Wales to understand what eligibility checks should be considered.

As recommended by the NFCC roles within WSFRS have been assessed in line with the guidance (opens in new tab) and the DBS checking tool (opens in new tab) and post holders will be contacted to carry out the appropriate level of DBS check from January 2024.

To carry out standard or enhanced DBS checks for any role that is eligible and meets the criteria for regulated activity. (“Regulated Activity” refers to a number of activities that a person may undertake when working with children or adults; those activities are prescribed in legislation. Anyone working in regulated activity is eligible for an Enhanced with (relevant) Barred List check.) Full details on eligibility and types of DBS checks can be found on the Joint Guidance on DBS eligibility checks for FRA roles webpage (opens in new tab).

A full list of roles that are eligible for a DBS check (opens in new window) is available for your information.


Support

We recognise that any kind of change can be unsettling. Line managers and trade union representative will be supported to provide appropriate support and information throughout the implementation.

In addition, the following support is also available from the Employee Assistance Programme (EAP). The EAP is available to provide support, guidance, advice, and counselling to all employees. This is a free and confidential service provided by Health Assured, an independent external organization which provides employees and their families free access to a confidential, independent, telephone helpline. The helpline provides an opportunity to talk through a problem and will give information and advice in relation to personal, family, financial, work, and legal or health related issues. Short term face-to-face counselling can be arranged, where appropriate. The service can be accessed as follows:

By Phone: 24 hours a day, 365 days a year via the free phone number: 0800 028 0199.

  • Online: information, self-help guides and webinars on a range of issues via the EAP Website (opens in new tab) The URL for this sit is https://healthassuredeap.co.uk/home/ (Username: Wellbeing Password: Support)
  • My Healthy Advantage App: Support is also available by searching the Android or Apple app stores. Once downloaded enter the following employer code when prompted: MHA000088

Trade Union members may contact the following individuals for guidance:

Anyone who feels that a DBS check may reveal a personal history the Service are not aware of, should speak to their Station Manager or Senior Manager, as soon as possible. Each case will be looked at individually and with confidentiality.

A mailbox for any further queries has been set up, the address is HRFRS@westsussex.gov.uk.

Any messages to this mailbox should be titled ‘DBS CHECKS.’ Messages sent to this mailbox will be reviewed by HR and the Heads of Service. Individuals may also speak directly to their Group Manager regarding any concerns or questions

A more general 'Frequently Asked Questions' which can be accessed from the menu on the righthand side of this page has been issued and will be updated periodically in the event that there are points of clarity that would be helpful for the whole team to see.

Next steps

With effect from January 2024, you will need to be ready to provide three pieces of identification. Full details for which documents you can use can be found here (opens in new tab).

If you are not able to provide the appropriate documents, please do contact your station manager or equivalent.

Employees will be required to present the appropriate identification documents (opens in new tab) to their Watch manager or direct line manager, who will check and sign copies of them to say they are a true copy. The documents will be confidentially scanned for evidence checking and processing

Your original document will be copied, verified and sent securely for processing via Atlantic data who currently carry out all DBS checks in line with WSCC Policy DBS guidance (opens in new tab).

You will then be given a link and asked to complete a webpage with your application details.


Planned Approach

This page will be open from Friday 1 December 2023 until 31 March 2024 and will be updated periodically as required.

It is proposed to take a phased approach to implementing the checks for existing employees who carry out roles that are deemed eligible for DBS check where they are not already in place.

We will carry out a phased approach by rank and community facing roles. It will begin with Station Managers, followed by Watch Managers, Crew Managers and firefighters. Group Managers and above will be done as a separate group, as required; some may already have security checks in place which negate the need for a DBS.

Employees who are absent from work will be contacted separately and arrangements put in place to collect your identification in due course.

For a rough guide on who will be contacted when you can see the plan (opens in new tab) in the Documents section to the right of this page.

Data Protection and GDPR

The Fire and Rescue Service has put in place strict protocols to ensure that only identified personnel within the Service are able to see and review DBS certificates. We will also adhere to strict rules around the retention of this information in accordance with our data protection obligations. This means we will only retain the information for as long as is necessary in each individual case.

Alternative formats and accessibility statement


If you require any of this information in an alternative format, then please contact us by phone 0330 22 25217 or via email at HRFRS@westsussex.gov.uk and we will assist you. If you are deaf or hard of hearing and have an NGT texting app installed on your computer, laptop or smartphone, you can contact us on 18001 0330 22 25217.

For more information about the accessibility of this website, please see our Accessibility tab (opens in new window) at the foot of the page.


full list of roles that are eligible for a DBS check (opens in new window)

West Sussex Fire and Rescue Service has a proud history and reputation within the community in which we serve. As a Fire and Rescue Service we are working hard to ensure that the work we undertake for our communities and those who work within the Service uphold the highest of professional and personal standards.

On 6 July 2023 the Government amended the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 ("Exceptions Order") (opens in new tab) to include Fire and Rescue Service employees. This means that legislation allows employers to ask job applicants and existing staff about their spent and unspent criminal record. It also permits them to carry out a minimum of Standard level Disclosure and Barring Service (DBS) checks.

In line with the HMI spotlight report recommendation; by 1 January 2024, the Home Office, working with the Ministry of Justice, should make sure that the Government incorporates fire and rescue authority employees within the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 so that they are eligible for the appropriate DBS checks and background checks are in place to safeguard their staff and communities they serve; and

  • immediately review their current background checks arrangements, and make sure that suitable and sufficient.
  • make sure that appropriate DBS check requests have been submitted for all existing, new staff, and volunteers, according to their roles as identified by the Fire Standards Board.

It is important that our staff are suitable to work with the public and that the public have trust in the Fire and Rescue Service. Conducting a minimum of Standard level DBS checks on existing staff allows us to demonstrate to the public that we have assessed the suitability of our staff to the highest degree possible and that we have taken decisions on suitability having had access to all relevant information.

Current Practice

WSCC currently carry out pre-employment screening which includes application forms, references, right to work checks and for some roles various DBS checks from Basic to Enhanced DBS with Barred List Check for roles undertaking regulated activity.

WSCC undertake higher level clearances where already required for WSFRS and WSCC staff through Sussex Police, who act as a Sponsor. WSFRS manage National Security Vetting through the Surrey and Sussex Police Joint Vetting Unit.

The National Security Vetting clearances are all role specific and meet the requirements of WSCC pre-employment checks, including appropriate level of DBS checks.

The FRS National Security & Vetting SOP states that new employees will be subject to the Basic Disclosure and Barring Service (DBS) check on commencement of employment. Subject to specific role requirements individuals may also be required to complete the Enhanced DBS when appropriate (e.g., Targeted Education staff).

Determining the level of DBS check

Guidance (opens in new tab) has been produced in partnership between the Disclosure and Barring Service (DBS) and the National Fire Chiefs Council (NFCC) Safeguarding Board that provides a framework for all fire and rescue services in England and Wales to understand what eligibility checks should be considered.

As recommended by the NFCC roles within WSFRS have been assessed in line with the guidance (opens in new tab) and the DBS checking tool (opens in new tab) and post holders will be contacted to carry out the appropriate level of DBS check from January 2024.

To carry out standard or enhanced DBS checks for any role that is eligible and meets the criteria for regulated activity. (“Regulated Activity” refers to a number of activities that a person may undertake when working with children or adults; those activities are prescribed in legislation. Anyone working in regulated activity is eligible for an Enhanced with (relevant) Barred List check.) Full details on eligibility and types of DBS checks can be found on the Joint Guidance on DBS eligibility checks for FRA roles webpage (opens in new tab).

A full list of roles that are eligible for a DBS check (opens in new window) is available for your information.


Support

We recognise that any kind of change can be unsettling. Line managers and trade union representative will be supported to provide appropriate support and information throughout the implementation.

In addition, the following support is also available from the Employee Assistance Programme (EAP). The EAP is available to provide support, guidance, advice, and counselling to all employees. This is a free and confidential service provided by Health Assured, an independent external organization which provides employees and their families free access to a confidential, independent, telephone helpline. The helpline provides an opportunity to talk through a problem and will give information and advice in relation to personal, family, financial, work, and legal or health related issues. Short term face-to-face counselling can be arranged, where appropriate. The service can be accessed as follows:

By Phone: 24 hours a day, 365 days a year via the free phone number: 0800 028 0199.

  • Online: information, self-help guides and webinars on a range of issues via the EAP Website (opens in new tab) The URL for this sit is https://healthassuredeap.co.uk/home/ (Username: Wellbeing Password: Support)
  • My Healthy Advantage App: Support is also available by searching the Android or Apple app stores. Once downloaded enter the following employer code when prompted: MHA000088

Trade Union members may contact the following individuals for guidance:

Anyone who feels that a DBS check may reveal a personal history the Service are not aware of, should speak to their Station Manager or Senior Manager, as soon as possible. Each case will be looked at individually and with confidentiality.

A mailbox for any further queries has been set up, the address is HRFRS@westsussex.gov.uk.

Any messages to this mailbox should be titled ‘DBS CHECKS.’ Messages sent to this mailbox will be reviewed by HR and the Heads of Service. Individuals may also speak directly to their Group Manager regarding any concerns or questions

A more general 'Frequently Asked Questions' which can be accessed from the menu on the righthand side of this page has been issued and will be updated periodically in the event that there are points of clarity that would be helpful for the whole team to see.

Next steps

With effect from January 2024, you will need to be ready to provide three pieces of identification. Full details for which documents you can use can be found here (opens in new tab).

If you are not able to provide the appropriate documents, please do contact your station manager or equivalent.

Employees will be required to present the appropriate identification documents (opens in new tab) to their Watch manager or direct line manager, who will check and sign copies of them to say they are a true copy. The documents will be confidentially scanned for evidence checking and processing

Your original document will be copied, verified and sent securely for processing via Atlantic data who currently carry out all DBS checks in line with WSCC Policy DBS guidance (opens in new tab).

You will then be given a link and asked to complete a webpage with your application details.


Planned Approach

This page will be open from Friday 1 December 2023 until 31 March 2024 and will be updated periodically as required.

It is proposed to take a phased approach to implementing the checks for existing employees who carry out roles that are deemed eligible for DBS check where they are not already in place.

We will carry out a phased approach by rank and community facing roles. It will begin with Station Managers, followed by Watch Managers, Crew Managers and firefighters. Group Managers and above will be done as a separate group, as required; some may already have security checks in place which negate the need for a DBS.

Employees who are absent from work will be contacted separately and arrangements put in place to collect your identification in due course.

For a rough guide on who will be contacted when you can see the plan (opens in new tab) in the Documents section to the right of this page.

Data Protection and GDPR

The Fire and Rescue Service has put in place strict protocols to ensure that only identified personnel within the Service are able to see and review DBS certificates. We will also adhere to strict rules around the retention of this information in accordance with our data protection obligations. This means we will only retain the information for as long as is necessary in each individual case.

Alternative formats and accessibility statement


If you require any of this information in an alternative format, then please contact us by phone 0330 22 25217 or via email at HRFRS@westsussex.gov.uk and we will assist you. If you are deaf or hard of hearing and have an NGT texting app installed on your computer, laptop or smartphone, you can contact us on 18001 0330 22 25217.

For more information about the accessibility of this website, please see our Accessibility tab (opens in new window) at the foot of the page.


full list of roles that are eligible for a DBS check (opens in new window)

Page last updated: 17 Jan 2024, 03:40 PM