DBS and barring policy

1. Purpose 

The purpose of this policy is to ensure that all staff working with vulnerable adults and children are appropriately vetted through the Disclosure and Barring Service (DBS). This policy sets out Falcon Greencare’s procedures for obtaining, assessing, and managing DBS checks to safeguard service users and comply with legal and regulatory requirements.

2. Scope 

This policy applies to all Falcon Greencare staff, including:

• Health Care Assistants (HCAs)
• Registered General Nurses (RGNs)
• Support Workers
• Temporary agency staff, volunteers, and students

It applies to all staff working in any setting where Falcon Greencare provides services, including nursing homes, residential homes, supported living services, and nurseries.

3. Principles 

Falcon Greencare is committed to:

• Safeguarding: Protecting vulnerable adults and children from harm by ensuring staff are appropriately vetted.
• Legal Compliance: Adhering to the Safeguarding Vulnerable Groups Act 2006, Protection of Freedoms Act 2012, and DBS regulations.
• Transparency: Maintaining clear procedures for recruitment, DBS checks, and managing disclosure information.
• Confidentiality: Treating all disclosure information with strict confidentiality in accordance with data protection law.

4. Types of DBS Checks 

The type of DBS check required depends on the role and level of contact with vulnerable service users:

• Enhanced DBS: For staff working directly with vulnerable adults or children.
• Enhanced DBS with Barred List Check: For roles involving regulated activity with adults or children.

5. Pre-Employment and Recruitment Checks 

Before any staff member is employed or placed, Falcon Greencare will:

1. Request an enhanced DBS check (with barred list check if required).
2. Verify the applicant’s identity using acceptable documentation.
3. Record and retain proof of DBS application and clearance.
4. Ensure staff do not begin work in regulated activity until clearance has been confirmed.

6. Existing Staff and DBS Renewal 

• DBS checks for existing staff must be reviewed every three years or sooner if required by legislation, regulatory guidance, or placement settings.
• Staff may also be monitored through the DBS Update Service where applicable.
• Staff are required to notify Falcon Greencare immediately of any new cautions, convictions, or investigations that may affect their DBS status.

7. Handling & Confidentiality of DBS Disclosures 

• All DBS disclosure information will be handled confidentially and stored securely.
• Only authorised personnel (e.g., HR or senior management) will have access to DBS records.
• Disclosure information will not be used for purposes other than assessing suitability for the role.
• Records will be retained in line with data protection legislation and destroyed securely when no longer required.

8. Assessing DBS Disclosures 

• Any convictions, cautions, reprimands, or warnings disclosed will be assessed in line with Falcon Greencare’s risk assessment procedures.
• Considerations include:
  • The nature and seriousness of the offence o     The relevance of the offence to the role o   How long ago the offence occurred
  • Whether there is evidence of rehabilitation or changed behaviour
• Decisions regarding suitability will be made by senior management and recorded formally.

9. DBS Update Service 

• Falcon Greencare encourages staff to register with the DBS Update Service, allowing ongoing monitoring and reducing the need for repeated checks.
• Staff must provide evidence of Update Service registration where applicable.

10. Temporary or Agency Staff 

• Temporary staff and agency workers must provide proof of an up-to-date DBS certificate before placement.
• Where a DBS check is pending, staff will not undertake regulated activity unsupervised.
• Agencies must provide assurances that DBS checks have been completed and verified.

11. Responsibilities 

11.1 Management Responsibilities 

• Ensure DBS checks are conducted for all relevant staff.
• Maintain secure records of DBS disclosures and monitor renewal dates.
• Assess any disclosed information fairly and consistently.
• Provide guidance to staff on DBS procedures, including obligations to declare convictions.

11.2 Staff Responsibilities 

• Provide accurate information for DBS applications.
• Notify management of any new cautions, convictions, or legal investigations.
• Comply with all aspects of this policy and participate in any required risk assessments.

12. Training 

All staff involved in recruitment, HR, or management will receive training on:

• DBS legislation and requirements
• Safe recruitment practices
• Assessing and managing disclosure information
• Confidentiality and data protection requirements 13. Monitoring and Review Falcon Greencare will:
• Conduct audits of DBS compliance and record-keeping.
• Review this policy annually or sooner if changes occur in legislation or best practice.
• Ensure that staff understand their responsibilities regarding DBS and safeguarding.

14. Non-Compliance 

• Staff who fail to comply with DBS requirements may be suspended or dismissed.
• Failure to conduct DBS checks or follow policy procedures may lead to regulatory action or legal consequences.
  
  
  

Date written: 27/2/2026
To be reviewed: 27/02/2027