Glossary

Additional Information

Enhanced DBS checks may contain ‘additional’ information. Occasionally the Chief Police Officer may when necessary in the interests of prevention or detection of crime, release ‘additional’ information only to the Countersignatory in the form of a separate letter that should not be revealed to the applicant or candidate.

Approved Information

Enhanced DBS checks may contain ‘approved’ information. This is non-conviction information provided by the police from their local records. The Chief Police Officer in each force will decide what, if any, information to provide. Disclosure & Barring Service (DBS), previously called Criminal Records Bureau (CRB) will print this information on both the applicant’s and the Countersignatory’s copy (until provided) of the DBS certificate.

Caution

A caution is a formal warning about future conduct given by a senior police officer, usually in a police station, after an individual has committed a criminal offence. This procedure is used as an alternative to a criminal charge and subsequent possible prosecution.

Countersignatory

An individual within a Registered Body who is registered with either the DBS or Disclosure Scotland or Access NI to countersign applications and receive Disclosures, this is usually an authorised individual at United Medicare Limited. 

Countersignatory reference number

The specific reference number allocated to each individual Countersignatory by the DBS and the same applies to Disclosure Scotland and Access NI.

Criminal Record

A record of convictions held on the Police National Computer for individuals convicted of crimes.

Disclosure Application Reference Number

The specific reference number allocated to each Disclosure application form by the DBS that applies to both paper and online or electronic DBS applications. The same applies to Disclosure Scotland and Access NI.

Disclosure & Barring Service (DBS)

Disclosure & Barring Service (DBS) is the new name for the organisation that was previously called Criminal Records Bureau (CRB).

Department for Children, Schools and Families (DCSF)

The government department responsible for improving the focus on all aspects of policy affecting children and young people, as part of the government’s aim to deliver educational excellence (formerly the Department for Education and Skills).

Disclosure or DBS Checks

The term that is used to describe the service provided by the Disclosure & Barring Service (DBS) which was previously called the Criminal Records Bureau (CRB) and the document issued to the applicant and Registered Body when a DBS check has been completed. The cost of a DBS or Disclosure Scotland or Access NI check is described as a Disclosure Fee.

Each disclosure has a “Disclosure Application Reference Number”, which is a specific reference number allocated to each Disclosure application by the DBS.  This is equivalent of the Disclosure & Barring Service (DBS) but for Scotland.  This is provided for both paper and online or electronic DBS applications.

Enforced Subject Access

Under current legislation, individuals can exercise their right to apply for access to information held on them including criminal record information under the 'subject access' provisions of the Data Protection Act 1998. Currently, some employers seek to obtain this information about employees and potential employees by compelling them to exercise their rights under the Data Protection Act. This process is known as 'Enforced Subject Access' and is undesirable because details of all convictions are revealed. Most employers are not entitled to ask for this information under the Rehabilitation of Offenders Act 1974.

Enhanced DBS checks

Enhanced DBS checks are for posts involving greater contact with children or other vulnerable adults. Such work involves regularly caring for, supervising, training or being in sole charge of these people. As well as all of the information contained in a Standard Disclosure, Enhanced DBS checks may also contain information that is held locally by the police. Most healthcare workers and other Care Workers and those in care of Children would need this level of check. The same applies to Disclosure Scotland and Access NI.

 

Ex-Offender

This is an individual who has been convicted of a criminal offence and whose crime is now “spent” under the Rehabilitation of Offenders Act (ROA) 1974.

Exceptions Order

The Exceptions Order to the Rehabilitation of Offenders Act (ROA) 1974 sets out those occupations and positions exempt from the provisions of the ROA. These are generally positions of trust; where there is a valid need to see an individual's full criminal history in order to assess their suitability for a position. This information is intended as general guidance only. It must not be regarded as a definitive interpretation of the Act. Any person requiring further guidance should seek legal counsel.

Exempted Question

An exempted question is a valid request for anyindividual to reveal their full criminal history (including spent convictions) and is made possible by virtue of the Exceptions Order to the Rehabilitation of Offenders Act (ROA) 1974.

Fast Track POCA

The Fast Track POCA service was withdrawn on the 1st October 2007. This service was available to those clients within the NHS who were entitled to check the POCA list and who requested a POCA check on the Disclosure application form.

How long will DBS checks be valid?

Each DBS Disclosure or check will show the date on which it was issued. DBS checks do not carry a pre-determined period of validity because a conviction or other matter could be recorded against the subject of the Disclosure at any time after it is issued.  This similarly applies to Disclosure Scotland and Access NI.

Lead Countersignatory

A senior figure within a Registered Body who has overall responsibility for the use of the DBS or Access Ni or Disclosure Scotland checks in their organisation.

Local Police Records

Police records, not held on the Police National Computer, containing non-conviction information.

NACRO

A crime reduction charity whose aim is to make society safer by finding practical solutions to reducing crime. NACRO has worked to give ex-offenders, disadvantaged people and deprived communities the help they need to build a better future since 1966.   They are committed to reducing crime by helping ex-offenders back into society since there are many disadvantages acting as a barrier.

POCA List

POCA is the Protection of Children Act List and is managed by the Department for Children, Schools and Families (DCSF) on behalf of the Department of Health, of individuals banned from working with children.

Police Act 1997

The piece of legislation that brought about by the Criminal Records Bureau (CRB) originally, which is now called the Disclosure & Barring Service (DBS).

Police National Computer (PNC)

A national police database that contains information about criminal records that include convictions, cautions, reprimands and warnings.

Portability

Portability refers to the re-use of a Disclosure & Barring Service (DBS) check, previously called the Criminal Records Bureau (CRB) Disclosure, obtained for a position in one organisation and later used for another position in another organisation. This practice will be made available by the DBS from mid-June 2013 for an annual change or subscription that is the responsibility of the candidate or applicant.

POVA (Protection of Vulnerable Adults)

POVAFirst, now called ISA AdultFirst, is a service available to those customers who are entitled to check the POVA list and who have requested a POVA check on the Disclosure application form. It allows those customers to see the result of the POVA check as soon as possible and before the full Disclosure is received. POVAFirst, now called ISA AdultFirst, will benefit those customers who are required by law to undertake a POVA check before a care worker can start working.

POVAFirst

POVAFirst, now called ISA AdultFirst, is a service available to those customers who are entitled to check the POVA list and who have requested a POVA check on the Disclosure application form. It allows those customers to see the result of the POVA check usually within a few days and before the full Disclosure is received. POVAFirst, now called ISA AdultFirst, will benefit those customers who are required by law to undertake a POVA check before a care worker can start work. This is now called AdultFirst.

POVA List

Protection of Vulnerable Adult List is now called ISA AdultFirstand is a list, managed by the Department for Education and Skills on behalf of the Department of Health, of persons banned from working with vulnerable adults.

Registered Bodies

Organisations that have registered directly with the DBS and/or Disclosure Scotland and/or Access NI to use their services.  There is a lower DBS criteria limit for the minimum number of DBS checks required from an organisation to continue as a registered body.

Rehabilitation of Offenders Act (ROA) 1974

The Rehabilitation of Offenders Act (ROA) 1974 enables some criminal convictions to become 'spent' after a 'rehabilitation period', that is a set length of time from the date of conviction. After this period, with certain exceptions, an ex-offender is not normally obliged to mention the conviction when applying for a job or obtaining insurance or when involved in criminal or civil proceedings.

Rehabilitation Period for DBS purposes

A rehabilitation period is a set length of time from the date of conviction. After this period, with certain exceptions, an ex-offender is not normally obliged to mention the conviction when applying for a job or obtaining insurance or when involved in criminal or civil proceedings.

Reprimand

A reprimand has replaced the caution for young persons aged less than eighteen years of age. A young individual given a second formal warning about future conduct is then given a final warning.

Standard DBS Check

These are primarily for posts that involve working with children or vulnerable adults. Standard DBS checks may also be issued for persons entering certain professions, such as members of the legal and accountancy professions. The Standard check contains details of all convictions held on the Police National Computer (PNC) including current and 'spent' convictions as well as details of any cautions, reprimands or final warnings. If a position involves working with children, the DBS check will indicate whether information is held on three government lists of those who are banned from working with children or the vulnerable. They are also referred to as a Standard Disclosure or Standard Check.  The same applies to Disclosure Scotland and Access NI.

 

Subject Access

Under current legislation, individuals can exercise their right to apply for access to information held on them including criminal record information under the 'subject access' provisions of the Data Protection Act 1998.

Volunteer

The DBS defines a volunteer to be an individual who performs any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives’.

What is an 'unspent conviction'?

A conviction is described as unspent if the associated rehabilitation period has not yet lapsed. A rehabilitation period is a set length of time from the date of conviction, according to the sentence imposed.

Working with children

The definition of this term is in two parts:

  • A child care position within the meaning of the Protection of Children Act. The Criminal Justice and Court Services Act (CJCSA) 2000 replaces the original definition in the Protection of Children Act with 'regulated position' for the purposes of Part II of the 2000 Act. Within the 2000 Act, section 36 sets out what the regulated positions are for the purposes of Part II of the Act;
  • A position in which employment or further employment is prohibited or restricted by regulations made under section 218 of the Education Reform Act 1988.

Testimonial

We are very satisfied with your service, we have used several companies over the last few years and found yours to be most efficient, we would recommend you to anyone.
Ms Susan Davies, Matron
Oaks Court Nursing Home, Wolverhampton
Excellent service provided. Polite staff who are always available for advice and always professional. I have used other services, but United Medicare Ltd offer a First class Professional service.
Ms Jenny Shaw,Matron
Fleetwood Nursing Home, Lancashire
Excellent and prompt service by very Pleasant and Professional Staff
Mr Montezuma,Manager
Aldbourne Nursing Home, Wiltshire
Since Changing to United Medicare Ltd, I have found the staff very helpful, polite and engaging. The service provided is prompt and act as a very useful resource. The First POVA checks are promptly returned however I understand the CRB`s are longer with strict criteria having to be adhered to. Our plan is to continue with United Medicare Ltd, the service is great. Many Thanks
Mr Adam Hesselden,Manager
Greenview Nursing House, West Yorkshire