Understanding DBS Certificates and Expiry
A DBS certificate, issued by the Disclosure and Barring Service, shows an individual’s criminal record status at the time it was produced. Technically, a DBS certificate does not have an official expiry date. However, it can become outdated because it does not automatically update if new offences or cautions occur after issue.
For employers, especially those in regulated sectors such as healthcare, education, and care services, an old DBS certificate may no longer provide sufficient safeguarding assurance. This is why many organisations treat DBS checks as time-limited and require periodic renewals.
Assess the Risk Based on the Employee’s Role
When a DBS certificate becomes outdated during employment, the first step is to assess the employee’s role and level of risk. Positions involving children, vulnerable adults, financial responsibility, or sensitive data require stricter safeguarding measures.
If the role is regulated, employers may have a legal or contractual obligation to ensure DBS checks remain current. In lower-risk roles, the urgency may be less, but it is still considered best practice to maintain up-to-date screening records.
Request a New DBS Check
If a certificate is no longer considered current under your organisation’s policy, you should request a new DBS check. This ensures you have the latest and most accurate information to support safe employment decisions.
Using a professional provider such as CRB Direct can help simplify the process. Employers can start the process quickly by visiting https://crbdirect.org.uk/ to manage applications efficiently and remain compliant.
Always inform the employee clearly and explain that the recheck is part of standard safeguarding procedures rather than a reflection of mistrust.
Consider the DBS Update Service
If the employee subscribed to the DBS Update Service when their certificate was issued, employers can perform an online status check. This allows you to confirm whether the certificate is still current without submitting a full new application.
This service saves time, reduces costs, and ensures ongoing monitoring. However, it is only effective if the employee joined the service within the required timeframe.
Review Internal Policies and Maintain Consistency
Employers should have a clear written policy outlining when DBS rechecks are required. Many organisations conduct rechecks every one to three years, depending on the nature of the role.
Having a consistent policy helps ensure fairness, avoids legal risks, and demonstrates your commitment to safeguarding. It also protects your organisation in the event of inspections, audits, or incidents.
Avoid Suspending Employees Without Justification
An expired or outdated DBS certificate alone is not usually grounds for suspension. Employers should allow the employee to continue working while the new check is in progress unless there is a specific safeguarding concern.
Taking balanced and reasonable action helps maintain employee trust while still protecting your organisation.
Conclusion
When a DBS certificate becomes outdated mid-employment, employers should act promptly but fairly. By assessing risk, requesting updated checks, using the Update Service where possible, and maintaining clear policies, organisations can protect both their workforce and the people they serve.
Keeping DBS records current is an essential part of responsible employment and safeguarding in the UK.
FAQ
Does a DBS certificate legally expire?
No, DBS certificates do not have an official expiry date, but employers may require new checks to ensure information is current.
How often should employers renew DBS checks?
Many organisations renew DBS checks every 1–3 years, depending on the role and safeguarding risk.
Can an employee keep working while waiting for a new DBS check?
Yes, in most cases employees can continue working unless there is a specific safeguarding concern.
What is the DBS Update Service?
It is an online service that allows employers to check if a DBS certificate is still current without applying for a new one.
Is it mandatory to recheck DBS certificates?
It depends on the role and sector. Some regulated roles require regular rechecks to remain compliant.
