Recruitment and DBS Checks in 2025: Everything You Need to Know
- Jacob Hill
- Aug 21
- 5 min read
Updated: 3 days ago
Hiring someone for a position of trust means ensuring you're making informed and lawful decisions. From schools to care services, understanding DBS checks is a crucial part of responsible recruitment.
This guide provides employers in England and Wales with a clear breakdown of the types of DBS checks, when each one is needed, and how to respond to disclosures. For Scotland and Northern Ireland, we’ve included notes on how the process differs.
What Is a DBS Check?
A DBS check is a type of criminal record check processed by the Disclosure and Barring Service. It helps employers make safer recruitment decisions by revealing an individual's criminal history, where appropriate. There are different levels of DBS checks, each providing varying levels of detail depending on the nature of the role.
DBS checks are commonly used for positions involving vulnerable people or where a higher standard of trust is required. Understanding which checks to request and when is key to staying compliant and fair.
What Roles Require DBS Checks?
Employers can only request Standard or Enhanced DBS checks if the role is eligible under the law, known as asking an 'exempted question'. This typically includes roles involving work with children or vulnerable adults, certain legal or financial responsibilities, or specific regulated activities.
Examples of eligible roles include:
Teachers and education staff
Social workers and healthcare professionals
Fire service employees (added in 2023)
Chartered Management Accountants (added in 2023)
Justice system intermediaries and court officers
Childcare workers and childminders
Care home workers
Armed Forces cadet leaders (under 18s)
Security Industry Authority (SIA) licensed roles
Roles with NHS counter-fraud responsibilities
Employers are legally responsible for confirming role eligibility before requesting a check. Use GOV.UK's DBS eligibility guidance.
Types of DBS Checks
Each level of DBS check reveals different information and has specific eligibility requirements.
A Basic DBS Check is available for any role or purpose and shows only unspent convictions and cautions.
A Standard DBS Check is designed for roles listed in the ROA 1974 (Exceptions) Order 1975 and reveals both spent and unspent convictions and cautions, subject to filtering.
An Enhanced DBS Check builds on the Standard check by including information held by local police forces that may be relevant to the role.
An Enhanced DBS with Barred List(s) includes everything in the Enhanced check, plus checks against the children’s and/or adults’ barred lists for roles involving regulated activity.
Spent and Unspent Convictions: What You Need to Know
Under the Rehabilitation of Offenders Act 1974, individuals are not required to disclose spent convictions for most roles, unless the position is eligible for Standard or Enhanced checks.
A Basic DBS check will only show unspent convictions. For roles requiring Standard or Enhanced checks, both spent and unspent convictions may appear unless they are filtered under existing rules. Filtering removes specific older, less serious offences after a set period.
Some cautions and convictions are automatically filtered based on the sentence received, the age of the individual at the time, and how long ago it occurred.
Introducing the Disclosure Toolkit
Our Disclosure Toolkit is a free, easy-to-use online resource designed to support employers and candidates throughout the recruitment process. At the centre of the toolkit is our Disclosure Calculator, which allows individuals to input details about their conviction and receive a clear answer on whether it is considered spent or unspent under current legislation in England and Wales.
The calculator is completely free to use and can be accessed online at any time. It’s especially helpful for candidates who may be unsure about what to disclose.
In addition to the calculator, our toolkit includes practical guidance on filtering rules, DBS check eligibility, and how to approach disclosure conversations with clarity and respect.
What Should You Do If a Candidate Discloses a Conviction?
If a candidate discloses something on their DBS certificate, it's essential to respond fairly and legally.
Ask yourself: is the offence relevant to the role? How long ago did it happen? Has the individual shown evidence of rehabilitation?
Employers must not refuse to employ someone for a spent conviction unless the role is legally exempt under the ROA. Making decisions without this consideration can result in unlawful discrimination.
We offer training and tools to help employers assess disclosures confidently and remain compliant with fair recruitment practices. Contact us today to schedule your complimentary consultation.
Recent DBS Updates and Digital Approaches (2025)
The DBS system continues to evolve, with 2025 bringing in new digital efficiencies and ID verification standards.
Since April 2025, employers must follow updated manual ID checking guidance for all levels of DBS checks. A key change is the requirement to retain records of the identity documents used for a minimum of two years.
DBS has also enhanced its digital services, including improved online application portals, free tracking services for candidates and employers, and increased uptake of the Update Service, which allows the re-use of certificates across similar roles.
Despite digital improvements, processing times can still vary, particularly for enhanced checks that involve police review of non-conviction data. However, most are completed within statutory timeframes.
DBS Checks in Scotland and Northern Ireland
Scotland
In Scotland, the system is managed by Disclosure Scotland. As of April 2025, the Basic Disclosure has been renamed "Level 1 Disclosure." Level 2 has replaced Standard checks and Level 2 with Barred List has replaced Enhanced checks. There is also the PVG (Protecting Vulnerable Groups) scheme, which is a legal requirement for those working with vulnerable groups.
Although similar in scope, the Scottish process includes different application forms, terminology, and certificate formats.
Northern Ireland
In Northern Ireland, AccessNI is the authority responsible for criminal record checks. The system offers Basic, Standard, and Enhanced checks, similar to those in England and Wales, but with its own procedures and fee structure.
Employers recruiting across multiple UK nations must use the correct checking system for each jurisdiction. A DBS certificate from England or Wales is not valid for roles in Scotland or Northern Ireland, and vice versa.
How Offploy Can Support Your Business
We’re here to help employers like you navigate complex hiring processes with confidence, fairness, and clarity. Here’s how we support inclusive recruitment:
Our free-to-use Disclosure Toolkit enables both employers and candidates to understand what needs to be disclosed.
We also offer tailored training on applying fair recruitment practices, including writing and implementing a policy on recruiting people with convictions. To find out more, book a free consultation today.
Summing up
Understanding DBS checks is crucial for fair, legal, and inclusive recruitment, particularly when working with individuals who have a history of convictions. With recent digital updates and evolving guidance, staying informed has never been more critical.
Need help to develop your DBS policy or assessing a disclosure? Contact Offploy to find out how we can support your inclusive hiring goals.