A Disclosure and Barring Service (DBS) check is an important part of safer recruitment in the UK. However, receiving a DBS result is only one part of the process. Employers must also communicate outcomes carefully, particularly when a certificate contains information that may affect a candidate’s suitability for a role.
Clear, fair and transparent communication helps employers make informed decisions while treating candidates with dignity and consistency.
Explain the DBS Process from the Start
Candidates should understand why a DBS check is required, what level of check is being requested and how the information will be used. Providing this information before the check begins can reduce uncertainty and help candidates understand their rights.
Employers should avoid suggesting that a DBS check automatically determines whether someone can be employed. A disclosure is one part of the recruitment process, and the information should be considered in relation to the specific role.
Communicate Results Privately
DBS outcomes contain sensitive personal information and should be handled confidentially. Employers should discuss any concerns directly with the candidate rather than communicating details through colleagues or unnecessary third parties.
Where a certificate contains criminal record information, employers should give the candidate an appropriate opportunity to explain the circumstances before making a final decision.
This approach supports a fair recruitment process and helps prevent assumptions being made based solely on an entry appearing on a certificate.
Assess Information in Context
A criminal record does not necessarily mean that an applicant is unsuitable for a position. Employers should consider relevant factors, such as the nature of the offence, how long ago it occurred, the candidate’s age at the time and its relevance to the role.
Employers should also be aware of DBS filtering rules, which mean that certain old or minor convictions and cautions may not appear on a DBS certificate.
Decisions should therefore be based on relevant information rather than automatic exclusion.
Give Candidates a Clear Explanation
If a DBS outcome raises concerns, employers should explain what the concern is and how it relates to the requirements of the position. Avoid vague statements such as “the DBS check failed”, as this can give the wrong impression.
Instead, employers should communicate what information has been identified and explain the next steps in the assessment process.
Employers can also direct candidates towards CRB Direct’s DBS checking services for further information about DBS checks and the application process.
Keep Decisions Consistent and Documented
Employers should apply their recruitment and DBS policies consistently across candidates. If a DBS disclosure influences an employment decision, the reasons should be recorded appropriately.
A consistent process helps demonstrate that decisions are based on objective considerations rather than personal assumptions or discrimination.
FAQ
Can an employer reject someone because of a DBS result?
Not automatically. Employers should consider the information disclosed, its relevance to the role and the circumstances surrounding it before reaching a decision.
Should employers discuss DBS results with other staff?
DBS information should be treated confidentially. Only people who genuinely need the information for the recruitment or safeguarding process should have access to it.
Does a DBS certificate determine whether someone can work?
No. A DBS certificate provides information about an individual’s criminal record or barring status. Employers are responsible for assessing whether the information is relevant to the particular role.
What should an employer do if a candidate disputes information?
The candidate should be given an opportunity to raise concerns or dispute potentially incorrect information. Employers should consider the matter carefully before making a final recruitment decision.
Conclusion
Communicating DBS outcomes fairly and transparently is essential for responsible recruitment. By explaining the process clearly, protecting confidentiality, considering information in context and giving candidates an opportunity to respond, employers can support both safeguarding and fair treatment.
