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DBS (Disclosure and Barring Service) Staff Instructions 7.8

Please read this document and all its steps carefully before proceeding. Having an up-to-date FSC DBS check is one important part of safeguarding the children and vulnerable adults on our camps. It is essential that any adult attending an FSC camp has a verified certificate (this does not include adults in our care). Certificates take up to 16 weeks to be processed so start early!

FSC will register all applicants with the DBS update service when we process your form. This will enable us to run update checks in the future and you will not have to complete a new DBS application every 3 years. As part of this process you will have a unique ID that FSC will record for your information on your entry in the staff database. FSC will use this ID to check your DBS status. If you do not want us to register you for the update service please email before you complete your form. By signing the DBS form you are consenting to this information being stored on the FSC staff database.

Once you have applied, the details will be in your FSC Account. You can check the progress of your application on the DBS website.

You must send a copy of your DBS certificate to FSC to complete your DBS check. Once you get your certificate, you and only you know the result. Details of how to do this are given at the end of this document.

For further information about how the process works, please see the DBS Code of Practice:

Summary of how to complete an FSC DBS check

  1. Step One – Arrange to meet an evidence checker, get your documents and envelope ready and agree to the Privacy Policy
  2. Step Two – Complete the DBS application form with an Evidence Checker
  3. Step Three – Receive your DBS Certificate in the post
  4. Step Four – Send a copy of your certificate to FSC

Full details about how to complete your FSC DBS check

Step One: Arrange to meet an evidence checker, AGREE TO THE PRIVACY POLICY and get your documents and envelope ready

1a) Arrange to meet an Evidence Checker

You need to contact the evidence checker and arrange a time that you can visit them with your proof of ID and fill out the form. Evidence Checkers’ contact details are available on this website here.

FSC will try to ensure that there is an Evidence Checker present at all major FSC events – e.g. council meetings, Haddenham and pre-camps meetings – they may have blank forms, so it may be worth taking documents along just in case. Alternatively, you may arrange to meet one of the Evidence Checkers at their home, or any other place that is mutually convenient. Please note that it is your responsibility to have your documents checked, and that this may require special effort on your part

The Evidence Checkers have blank DBS forms for you to complete.

1b) Read and Agree with the DBS Privacy Policy and FSC’s DBS and Data Storage Policies

It is essential that, before signing your DBS form, you have read and agreed the following documents: 

  1. The Standard/Enhanced Check Privacy Policy for applicants. Available at
  2. FSC’s policy on criminal offences and Disclosure and Barring Checks. Available at:
  3. FSC’s policy on secure storage, handling, use, retention and disposal of Disclosure and Barring information. Available at:

Please confirm that you have read and accepted these documents by completing the Google Form at, otherwise your application will not be processed.

1c) Prepare the documents and envelope you need to take when you visit the Evidence Checker

When you visit the evidence checker you must take the following with you:

  • An unaddressed envelope with a stamp on it. Please do not use A4 envelopes as there are often problems with insufficient postage causing delays or even non-delivery.
  • Your National Insurance number
  • Your passport (if you have one)
  • Your driving licence (if you have one, even if it is provisional)
  • Additional documents – see information in the section below to work out what other documents you need
Additional Documents

You will need to take additional documents along when visiting the evidence checker. There are two different “routes” (combinations of documents) which you can take with you:

Route 1:

  • 1 document from Group 1, below
  • 2 further documents from either Group 1 or Group 2a or 2b, below

OR Route 3:

  • A birth certificate issued after the time of birth (UK and Channel Islands)
  • 1 document from Group 2a
  • 3 further documents from Group 2a or 2b

At least one of the documents must show your current address.

Please note: route 2 cannot be used by FSC

See the DBS document list for the latest information

Group 1 – Primary Identity Documents
PassportAny current and valid passport
Biometric residence permitUK
Current driving licence photocardUK / Isle of Man / Channel Islands / EEA (full or provisional)
Birth certificate – issued within 12 months of birthUK and Channel Islands – including those issued by UK authorities overseas, e.g. Embassies, High Commissions and HM Forces
Adoption certificateUK and Channel Islands

All driving licences and passports must be valid (in date)

Group 2a – Trusted Government Documents
Current driving licence – old style paper versionUK / Isle of Man / Channel Islands / EEA
Current photo driving licenceNon-UK licences must be valid
Birth certificate – issued after time of birthUK, Isle of Man and Channel Islands
Marriage/civil partnership certificateUK and Channel Islands
HM Forces ID cardUK
Firearms licenceUK, Isle of Man and Channel Islands

All driving licences must be valid (in date)

Group 2b – Financial and Social History Documents

Note: we cannot accept documentation printed from the internet (e.g. internet bank statements)

DocumentNotesIssue date and validity
Mortgage statementUK or EEAIssued in last 12 months
Bank or building society statementUK and Channel Islands or EEAIssued in last 3 months
Bank or building society account opening confirmation letterUKIssued in last 3 months
Credit card statementUK or EEAIssued in last 3 months
Financial statement, e.g. pension or endowmentUKIssued in last 12 months
P45 or P60 statementUK and Channel IslandsIssued in last 12 months
Council Tax statementUK and Channel IslandsIssued in last 12 months
Letter of sponsorship from future employment providerNon-UK or non-EEA only – valid only for applicants residing outside of the UK at time of applicationMust still be valid
Utility billUK – not mobile telephone billIssued in last 3 months
Benefit statement, e.g. Child Benefit, PensionUKIssued in last 3 months
Central or local government, government agency, or local council document giving entitlement, e.g. from Department from Work & Pensions, Employment Service, HMRCUK and Channel IslandsIssued in last 3 months
EEA National ID cardMust still be valid
Cards carrying the PASS accreditation logoUK and Channel IslandsMust still be valid
Letter from Head Teacher or College PrincipalUK – for 16 to 19 year olds in full time education – only used in exceptional circumstances if other documents cannot be providedMust still be valid

Step Two – Complete the DBS application form with an evidence checker

The DBS are incredibly pedantic and you need to follow their instructions precisely. The full instructions are on the DBS Website

Evidence checkers will help with filling in the form. A few key points below:

Contact Details

Please enter your email address and phone number in questions 18 & 19: although not compulsory it helps with possible queries


If you run out of space, additional sheets can be printed for free from: the DBS website


Please make sure you include all addresses you have lived at during the last 5 years. If you have had more than two previous addresses in the last 5 years, you will need to list the other addresses on a continuation sheet. These can be printed for free from: the DBS website.

Any extra sheets need to include your name and application number from the form but do not sign this sheet. Dates should be given in month/year format for address history.

Please make sure there are NO GAPS in your address history. Overlapping dates are fine.

Example 1 – Correct
  • Address One: From 03/2008 to 06/2009
  • Address Two: From 06/2009 to 07/2010
  • This set of dates is fine and will be accepted because overlap month is the same, namely 06/2009
Example 2 – Incorrect
  • Address One: From 03/2008 to 06/2009
  • Address Two: From 07/2009 to 07/2010
  • This set of dates suggests a possible gap between 1st June 2009 and 31 July 2009 and will result in the form being rejected for this reason

Students, those who frequently travel with work or are employed as medical staff and live in accommodation may have a permanent address which they think of as home (e.g. a family home or parents’ house where they normally live when not away, for example during an academic year). In these cases the DBS can use the permanent address to fill any gaps in address history provided a full five year period has been supplied (i.e. the permanent address goes back at least 5 years).

For people who live overseas or have complicated address histories there is additional guidance on the DBS website

We suggest you read through all of this in detail. Please contact us with any queries at

Previous offences, question 55.

This is confusing for everyone. If you have no previous offences, please just tick no. If you have any previous criminal convictions, please read the DBS guidance on the DBS website.

Leave the completed form with the Evidence checker. They will send your form to the FSC DBS team for processing in the Stamped Addressed Envelope you supplied Your entry in the FSC address book will show when your form has been sent to the DBS.

You can check the progress of your application at:

Step Three – Receive your DBS Certificate in the post

You, and only you, will be sent your DBS certificate through the post. FSC does not know what it says and will not have the certificate number. Therefore until a copy of your certificate has been seen by a countersignatory you cannot camp with FSC.

You should receive your certificate within 12 weeks but it can be even longer.

Step Four – Send a copy of your certificate to FSC

You need to email a scan or photograph of the DBS Certificate to FSC. Please make sure the certificate number and any offences are clearly visible in the photo, scan or copy.

  • E-mail it to: It will be held on an email system until your certificate number is recorded on your entry on the staff database and any offences recorded have been considered by staffing committee. Once this is complete the email will be deleted.
  • If you are new to FSC applying to train as staff, please also send a copy to the New Staff organiser at

Once your certificate number is recorded on your staff record, the copy of your certificate will be destroyed.

Blue Skies!