DBS forms, applications and process changes

Each PCC should ensure that they have a nominated Evidence Checker(s) to undertake the online checking which is a very straight forward process. Kate Peake, in the diocesan safeguarding team, is on hand to help you if you get stuck.

DBS guidance and forms

 

For Evidence Checkers

Evidence Checker Form (CCPAS)

Evidence checker guidance

Roles eligible for disclosure

 

For Applicants

Applicants step-by-step guide

Confidential declaration

Personal Details Form

ID checklist

 

Safer Recruitment

Safer Recruitment in the Parish Overview

CofE Practice Guidance Safer Recruitment

 

Application Form – Volunteers

Template Volunteer Role Description

Template Reference Letter for Volunteers

 

Template Questions for any job, inc. Safeguarding

 

Application form – Employees Paid

Template Reference Letter Employee

Template Offer Letter and Personal Details Form

Template Contractual Composite Statement Main Terms

Policy Statement on the Recruitment of Ex-Offenders

Checklist for Internships

 

Fact Sheet for PCC members and Safeguarding Checks

Eligibility for an Enhanced Criminal Records Check (Appendix 7) – Safer Recruitment

CofE roles eligible for DBS check (Appendix 8)

DBS Frequently asked Questions

 

 

DBS forms, applications and changes to the diocese process

The Diocese of Gloucester’s DBS checking processes are undertaken by thirtyone:eight (formerly Churches Child Protection Advisory Service – CCPAS) which deals with DBS applications for those working across all vulnerable groups.

The thirtyone:eight (CCPAS) system is one which processes such a significant number of applications that we are able to be informed when a disclosure has been sent out (as a single certificate), and whether it is clear or not.  As you can imagine, this is a robust part of our safer recruitment work.

Each PCC should ensure that they have a nominated Evidence Checker(s) to undertake the online checking which is a very straight forward process. Kate Peake, in the diocesan safeguarding team, is on hand to help you if you get stuck.

Evidence Checkers, once nominated by the PCC, need to send their signed Evidence Checkers Registration Form to Kate (the form can be downloaded as a Word document from this page).

Once we have received the Registration forms (above), we will forward these, along with your parish reference number, to the thirtyone:eight (CCPAS) which will issue unique passwords directly to the individual checker, as well as a step-by-step guide on how to check an application online.

Then every time someone needs a DBS five year re-check, or needs to register a new applicant, the individual applicant will receive from the Evidence Checker an email which sets out how to begin an online application.

Evidence Checkers process any DBS check, as well as sending us a Personal Details form and Cover Sheet and a Confidential Declaration from each applicant. This is so we can always marry information given with the DBS outcome. These three documents are also all downloadable from this page.

Once a form has been completed online by the Checker, it appears on our system in Church House and Kate sends this on to thirtyone:eight (CCPAS) . We are then informed directly that a disclosure certificate has been sent to the individual and whether it is clear, or whether there is information that needs to be followed up. Judith, Becca or Kate will be in touch with the Incumbent or Parish Safeguarding Officer (Nominated Person) to confirm details.

Parishes/benefices should still maintain their own records of who has had a check and when, but Kate also maintains the records we hold centrally at the diocese so can also help you double check your records. A complete list of what roles are eligible for what level of DBS check is available on this page.

All documents you need are available to download from this page – but please, if you have any questions or anything isn’t clear, do get in touch with Kate Peake at  or on 01452 835586.

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