Applying for a DBS Check

A DBS check is a criminal record check required before you can start working with us. Schools are required by Ofsted to ensure all staff and visitors working with children have a valid Enhanced DBS  -  it is a safeguarding requirement, not just an admin step. Here is what you need to know about the requirements, the process, and what to do if something comes up.

What type of DBS do you need?

You need an Enhanced DBS that is subscribed to the Update Service.

There are a few things it must show.

• The name on your DBS must match the name on your Right to Work documents exactly.
• It must be a paid DBS - not a volunteer one. Volunteer DBS certificates are not valid for paid work.

The checks on your DBS must match where you will be working. If you are working at mainstream schools, you need the Children's barred list check completed. If you are working at SEN schools, or schools with students aged 18 or over, you need both the Children's and Adults' barred list checks completed. If your DBS shows 'Not Completed' in the Child section, you will need a new one before you can work.

Can you use a DBS you already have?

Yes, as long as it meets all of the requirements above and is already subscribed to the Update Service.

To upload it, open the app and go to your onboarding page. Select 'Need to Upload other Documents'. You can also upload it from the Documents section - tap the cloud icon with the up arrow, which you will find in the More tab.

How to get a new DBS through Zen Educate

You can apply for an Enhanced DBS directly through the app during your onboarding. We use a third-party company called UCheck to process applications.

The cost is £56.90. This goes directly to UCheck - not to Zen Educate.

Once you have worked 10 days through us, you can claim that cost back. Take a look at our DBS Refunds article for the details.

If you need a new DBS after you have been onboarded and working with us, get in touch, and we will send you a link to apply. (If your previous DBS is no longer valid, you may not be able to receive any work until you have a new DBS)

How long does a DBS take?

It can take anywhere from a few hours to a few months. The DBS service handles the check directly, so we have no control over the timeline.

There are five stages to the process. Things often slow down at stage four, where your application sits with your local police station. If you have been at that stage for more than 60 days, we recommend contacting the DBS service directly.

What is the Update Service?

The Update Service is a government service that keeps your DBS valid on an ongoing basis. Without it, your DBS is only valid for 30 days from the date it was issued.

The subscription costs £16 a year and is renewed by you, as the DBS belongs to you — not to us or any specific school. It can be used anywhere that accepts an Enhanced DBS, as long as the checks match their requirements.

You need to subscribe within 30 days of your DBS being issued. If you miss that window, the DBS cannot be added to the Update Service later, and you would need a new one.

If your subscription expires and your DBS falls off the Update Service, the same applies — you would need a new one. Unfortunately, there is no way to resubscribe an existing certificate.

What shows up on an Enhanced DBS?

An Enhanced DBS will show any spent or unspent convictions, cautions, warnings, and reprimands, as well as any other relevant information held by the police. It will also show whether you are on the Children's Barred List, which would mean you are prohibited from working with children.

What if you have a previous caution or conviction?

It depends on the circumstances. We will always review your application individually. In some cases, we may ask you to provide a written statement for us to consider. In others, we may not be able to continue your application. We will always be straightforward with you about where things stand.

What if you have changed your name?

If your name has changed since your DBS was issued, you will need a new one. The DBS service searches under the name on your certificate, so a name change means the check is no longer valid — similar to a passport.

What if you lose your DBS certificate?

You will need to apply for a new one, even if your DBS is still registered on the Update Service. Schools require you to bring your physical certificate to every booking. A digital copy is not a reliable substitute — some schools may accept one if you have forgotten yours, but many will not, and you will not be compensated if you are turned away.

Still have questions?

Email support@zeneducate.com or message us through the Help section in the app.