Returning to work after a career break can involve several recruitment and compliance steps, particularly for employees returning to roles that require criminal record screening. Whether someone has taken time away for family responsibilities, travel, education or personal reasons, employers should review their DBS arrangements before allowing them to resume their duties.
A previous DBS certificate may still be useful, but employers should not automatically assume that it meets the requirements of the returning employee's role. Understanding certificate suitability, employment gaps and the DBS Update Service can help organisations make informed decisions.
Does Returning After a Career Break Require a New DBS Check?
Not necessarily. Taking a career break does not automatically mean an employee must apply for a new DBS check.
DBS certificates do not have an official expiry date. However, the information they contain is accurate only at the time the certificate was issued. Employers should therefore review the certificate's issue date, level and suitability before deciding whether a new check is necessary.
The decision should also take account of the organisation's safeguarding policies, relevant sector requirements and the responsibilities of the employee's position.
Review the Employee's Previous DBS Certificate
Before requesting another check, employers should ask whether the returning employee already holds a DBS certificate.
A previously issued certificate may be accepted if it meets the requirements of the role. Employers should consider:
- Whether the certificate is Basic, Standard or Enhanced
- Whether it covers the correct workforce
- Whether the barred list information is appropriate, where required
- Whether the employee's identity matches the certificate
- Whether any relevant information may have changed since it was issued
A certificate issued for a previous position is not automatically suitable for a different role. Employers remain responsible for ensuring that the level of check requested is legally appropriate.
Consider the DBS Update Service
The DBS Update Service can help employers check whether information on an eligible Standard or Enhanced certificate has changed since it was issued.
If an employee subscribed to the service, the employer may be able to carry out an online status check instead of requesting a completely new certificate.
However, certain conditions must be met:
- The employee must give permission for the status check.
- The employer must have seen the original DBS certificate and verified the employee's identity.
- The new position must be within the same workforce.
- The existing certificate must be of the appropriate type and level for the role.
The Update Service is not available for Basic DBS checks. If the employee's previous certificate does not meet the requirements, a new application may be necessary.
Review Changes in Job Responsibilities
An employee returning after a career break may not necessarily resume exactly the same duties. Organisations sometimes restructure departments, introduce new responsibilities or move employees into different positions during their absence.
HR teams should assess the employee's current responsibilities before deciding whether another DBS check is required.
For example, someone returning to an administrative position may now be expected to undertake duties involving regulated activity with children or adults. If the new responsibilities make the position eligible for a different level of DBS check, further screening may be required.
Employers should assess the actual duties rather than relying solely on job titles.
Consider Career Breaks Involving Time Abroad
Some employees may spend part of their career break living or working overseas. Employers should understand that a DBS check does not provide a complete record of an individual's criminal history outside the UK.
Where an employee has lived abroad, organisations may need to consider additional overseas criminal record checks, depending on the country involved and the requirements of the position.
Employers should explain any additional screening requirements clearly and allow sufficient time for relevant documents to be obtained.
Establish a Consistent Return-to-Work Screening Process
A documented procedure can help HR teams manage DBS screening consistently whenever employees return from extended periods away.
Organisations should:
- Confirm the employee's current job responsibilities.
- Review previous DBS certificates.
- Check Update Service eligibility where applicable.
- Identify any changes in screening requirements.
- Consider additional checks where there has been overseas residence.
- Explain any new application requirements to the employee.
This approach helps employers avoid unnecessary repeat applications while maintaining appropriate safeguarding standards.
Frequently Asked Questions
Does a DBS certificate expire during a career break?
No. DBS certificates do not have an official expiry date. However, they only reflect information available when the check was completed, so employers should decide whether a newer check is necessary.
Can an employee use their previous DBS certificate when returning to work?
Yes, potentially. Employers can accept a previously issued certificate if it is suitable for the role. They should check its level, workforce and other relevant details before making a decision.
Does the DBS Update Service cover employees returning after several years?
The length of the career break does not automatically prevent an Update Service check. However, the employee must still meet the service requirements, including having an eligible certificate, providing consent and returning to a role within the same workforce requiring the same type and level of check.
Should employees who lived abroad during a career break undergo additional checks?
Employers should consider overseas criminal record checks where appropriate. A UK DBS check does not cover criminal records held overseas.
Conclusion
Managing DBS checks for employees returning after a career break requires an individual assessment rather than automatically requesting a new certificate. By reviewing existing checks, considering Update Service eligibility and assessing changes in job responsibilities, employers can maintain appropriate safeguarding standards while avoiding unnecessary screening.
