In the early years sector, the DBS Update Service is often treated as a "set-and-forget" safeguarding tool. Many managers operate under the dangerous assumption that the service provides an instant, automatic alert the moment an employee is arrested or charged with an offence.
This is a myth, and it is a major safeguarding vulnerability.
If you rely solely on the Update Service, you are not receiving real-time surveillance. You are receiving a limited, scheduled status check. As a leader, you must understand the mechanics of the system to ensure your safeguarding policy is truly defensible.
The Reality of the Update Service
When an employee joins the Update Service, the Disclosure and Barring Service (DBS) performs searches on their record. However, the frequency of these searches is not uniform:
-
Criminal Conviction and Barring Information: The DBS searches for updates on a weekly basis.
-
Non-Conviction Information (Police Information): For enhanced checks, the DBS only searches for updates to police information every nine months.
This means that if an employee is arrested or subject to a police investigation that does not immediately result in a conviction, that information may not trigger a "status change" notification in the system for many months. Furthermore, the DBS will not automatically inform you if a status changes. You are responsible for carrying out periodic status checks yourself.
The Manager’s Safeguarding Mandate
Because the system is not truly "real-time," you cannot claim you were "waiting for an alert" if an incident occurs. Ofsted and local authority safeguarding teams expect you to have a proactive, risk-based approach.
1. Implement a Periodic Re-Check Policy
Do not wait for the Update Service to tell you something has changed. Implement a formal policy of performing periodic status checks on all staff, regardless of their subscription status.
-
The Best Practice: Aim for quarterly checks as a baseline for all staff, with increased frequency for those in high-risk or supervisory roles.
-
Document the Checks: Your Single Central Record (SCR) must reflect that these checks are occurring. Keep a log of the date the check was performed and the result, ensuring you have the staff member's consent for every check.
2. The "Duty to Disclose" Clause
Update your employment contracts and staff handbook to include a clear "Duty to Disclose" clause.
-
Make it an explicit requirement that staff must inform the Designated Safeguarding Lead (DSL) immediately if they are arrested, charged, or under investigation for any offence, regardless of where or when it occurs.
-
This shifts the responsibility back onto the individual and provides you with a contractual basis to act if they fail to disclose information that may impact their suitability to work with children.
3. Professional Curiosity
Safeguarding in 2026 relies on "professional curiosity." If an employee’s behaviour, demeanour, or personal circumstances change significantly, do not wait for a DBS alert. Engage them in a supportive professional conversation. If you have concerns, do not hesitate to contact your local authority’s Local Authority Designated Officer (LADO) for advice, even if you don't have "hard evidence" of a criminal nature.
Strategic Leadership Checklist
-
[ ] Review your SCR: Does it indicate when the last status check was performed for every member of staff?
-
[ ] Update Contracts: Do your current employment contracts contain a clear "Duty to Disclose" clause? If not, schedule a meeting with your HR advisor to implement one.
-
[ ] Schedule Periodic Checks: Set a calendar reminder to perform status checks on all staff every three months. Do not rely on the system to "ping" you.
-
[ ] Staff Briefing: Hold a team briefing to explain that the Update Service is a tool, not a safeguard. Emphasize that they have a professional duty to disclose any police contact immediately.
The Bottom Line: The DBS Update Service is a useful administrative aid, but it is not a replacement for active, vigilant leadership. By implementing your own periodic checks and enforcing a strict duty to disclose, you move from "passive reliance" to "proactive safeguarding."
Do you have a clear log of when the last status check was performed for every member of your team? If not, making that your priority for this week will close a significant vulnerability in your setting.