What is an unspent conviction
An unspent conviction is a conviction on a person’s record which hasn’t exceeded the time of the relevant rehabilitation period. Once this rehabilitation period has ended the conviction will then become ‘spent’.The length of a rehabilitation period depends on the nature of the offence, with some convictions never becoming ‘spent’.Under the Rehabilitation of Offenders Act, a conviction becomes spent after a specified period. The rehabilitation period varies according to the sentence given, not to the offence committed. For a custodial sentence, the length of time served is irrelevant; the rehabilitation period is determined by the original sentence. See gov.uk for details of rehabilitation periods for custodial sentences and community sentences.
What is the DBS update service
The DBS update service is a yearly subscription service provided directly by the DBS for applicants. If the applicant subscribes to the service (this can be as soon as the application has been sent to the DBS and for a period of 14 days from the date the certificate has been issued) the DBS certificate will be securely stored online, allowing them to check their certificate or present it to an employer at any time. Additionally, with their consent, an employer will be able to check whether new information is available. They will also be able to register subsequent DBS applications with the service.
The service allows them to carry a certificate between different positions or employers, providing that the new employment requires the same level of check. Please note, checking the update service should only be carried out by the DBS team and only with prior permission from the candidate. More information about the DBS update service can be found on gov.uk.
What is the filtering of convictions
Filtering identifies and removes protected convictions and cautions so that they are not disclosed on a DBS certificate. More information about DBS filtering is available on gov.uk.
What pre-employment checks are outstanding for my candidate
To view the progress of pre-employment checks in Recruit:
- go the applicants dashboard and then the processing applicants tab
- click on the job title and then the successful candidate’s name
- the checks that have been requested and received can be found in listed in the checks tab
- you can see what has been requested and if references have been chased
- if a reference has not been received, the original request is resent by Recruit 10 working days after the initial request, and again 5 working days later
Further guidance can be found in section 6.6 of the Recruit System Manager Guidance document on Our Derbyshire.
What stage is the candidates DBS check at
HR Services are unable to chase a DBS check with the with authorities in Liverpool until the check has been at stage 4 for 60 days or more.
When will employment checks be started after a provisional offer has been made
Once a provisional offer has made and the successful candidate moved to 'offered and accepted' in Recruit, HR Services will process the successful candidate by:
- checking the required attachments you have uploaded, e.g. the Identity check document, qualifications etc. and contacting you with any queries
- requesting any checks that are required for the post
- uploading references received to the applicant ‘Attachment’ area
How can I check the progress of a candidates DBS
HR Services and the DBS team are not able to check the progress of a DBS application until it has been at stage 4 for more than 60 days. Whilst most DBS checks are returned in a much shorter timescale than 60 days, factors such as an unforeseen increase in requests or staffing issues at the relevant police station can cause delays. A delay does not necessarily mean the candidate will have a trace or content on their DBS.
How to complete a DBS verification
After the applicant completes their DBS application the ID Verifier will receive an email asking them to log on to the system and enter the applicants ID. The applicant’s original ID should be seen in person, checked, and copied so it can be inputted onto the EBULK system.
The guidance below shows you the steps for ID verification and what to do if you need a new password.
For DBS verifier guidance please see the DBS online disclosure guide.
How to carry out a Right to Work check
The Right to Work Check now requires managers to view the original Right to Work document in person rather than digitally. Copies of ID must be taken, signed, and dated then sent to the relevant department in HR Services
Please see right to work checks on Our Derbyshire for more information.