5. DBS Checks & Vetting
5.1 DBS Checks — Which Level for Which Role
| Role | DBS Level | Notes |
|---|---|---|
| Trustee / national leader | Enhanced (no Barred List unless eligible) | Charity Commission expectation |
| Designated Safeguarding Lead | Enhanced + Children’s Barred List | Eligible role |
| Volunteer working with under-18s in regulated activity (unsupervised, frequent/intensive) | Enhanced + Children’s Barred List | Eligible if meets “regulated activity” threshold |
| Volunteer working with under-18s, supervised | Enhanced (no Barred List) | Most camp/event volunteers |
| Volunteer working with vulnerable adults in regulated activity | Enhanced + Adults’ Barred List | Eligible role |
| Adult-only event volunteer (no contact with under-18s or vulnerable adults) | None required | Code of Conduct + reference still required |
| Drivers transporting under-18s (other than parents transporting their own child) | Enhanced + Children’s Barred List | Plus business insurance, valid licence check |
“Regulated activity” is a legal term — check current definition before deciding. If unsure, default to the higher level. Free for volunteers via an umbrella body.
5.2 References
- Minimum two written references
- Must be requested in writing by the DSL or appointee — never collected by the candidate themselves
- Must include explicit question: “Do you have any reason to believe this person is unsuitable to work with children or vulnerable adults?”
- Verbal follow-up if any reference is ambiguous, with notes kept
5.3 DBS Process & Records
For each DBS check, log:
- Full name and date of birth of applicant
- Position applied for
- Level of disclosure required (and justification — i.e. why role qualifies)
- Unique DBS reference number
- Date of issue
- Date certificate was seen by DSL (and by whom)
- Whether content was satisfactory / required risk assessment
Do not retain a copy of the DBS certificate beyond a brief period (max 6 months) in line with the DBS Code of Practice. What you keep on file long-term is the record of the check, not the certificate itself.
5.4 DBS Update Service
Strongly encourage volunteers to subscribe to the DBS Update Service (£16/year, free for volunteers). This allows annual re-checks without a fresh application. Log:
- Whether subscribed
- Date of last status check by DSL (recommended every 12 months minimum)
5.5 Renewal Cycle
DBS checks have no statutory expiry, but Jesus Youth policy: renew or recheck every 3 years at minimum. With Update Service, perform an online status check at least annually.
5.6 Positive Disclosure / Risk Assessment
If a DBS check returns positive content, or a self-disclosure reveals relevant history:
- Do not auto-exclude
- DSL completes a written risk assessment
- Decision reviewed by DSL + one trustee
- Outcome and rationale recorded
- Volunteer informed in writing
5.7 Risk Assessment for Events
Risk assessments are to be completed by the Responsible Person in Charge for all events involving under-18s at a Jesus Youth location. The risk assessment will differ depending on the nature of the event, for example, a residential retreat, a one-day programme, or a prayer meeting. The Responsible Person in Charge must ensure that all necessary safeguards, health and safety measures and emergency procedures are in place to ensure the safety and wellbeing of all participants, particularly children and young people.
This should be reviewed and updated prior to each event. No event should take place without a completed risk assessment.
Safeguarding is everyone’s responsibility and all those who support events at a Jesus Youth location are responsible for adhering to the guidelines in the risk assessments, keeping the venue safe and reporting any concerns they may have.