You are here About the Diocese Safeguarding Safeguarding Officer Guidance Section 3: UK DBS Guidance Section 3.3. Step by Step Guide

3.3 Step by Step Guide

This is a guide to the end to end process of completing a DBS vetting check. The person responsible for each stage of the process is in brackets.

1. Initiate the check and inform the Diocesan Safeguarding Team - (Safeguarding Officer)

As soon as the Chaplaincy becomes aware that the applicant will require a UK DBS vetting check, they should email the Diocesan Safeguarding Team at with the following:

  1. The applicant’s completed Confidential Declaration Form.
  2. Either a print out of the results from the online DBS Eligibility Tool showing clearly which DBS vetting check they are eligible for or a copy of the relevant Questionnaire.
2. Hand out the DBS Guidance – (Diocesan Safeguarding Team)

The Diocesan Safeguarding Team will then email the applicant with their unique User ID Number together with all the guidance required for completing the vetting check including:

  1. Guidance for completing the online application.
  2. Guidance about the 3 pieces of ID documentation.
  3. Guidance for verifying the ID documents.
3. Complete the Online Application and Document Verification – (Applicant)

When the applicant receives this email they will need to complete the online DBS application using their unique User ID Number.

They will then need to photocopy 3 pieces of identity documentation and then take both the originals and the copies to either one of:

  1. A Safeguarding Officer.
  2. A Churchwarden.
  3. A Reader.

If none of the above are available, then a Member of Clergy.

The person completing the document verification must have completed a safeguarding check themselves.

For more information about what documents can be accepted, please see the UK Enhanced DBS Check ID Documents List.

4. Document Verification – (Chaplaincy)

When one of the above persons has received the documentation, they must ensure that:

  1. The person presenting themselves is the same person that the documents belong to.
  2. The photocopies are true versions of the originals.
  3. The documents are valid.

For the complete guidance please see this document but please note that we do have to make adaptations in order to account for the fact that the diocese is largely based in Europe and not in the UK.

The Chaplaincy will then need to:

  1. Sign and date each copy as ‘a true version of the original’
  2. Send the verified copies by email to
5. Send off for the vetting check – (Diocesan Safeguarding Team)

Once the Diocesan Safeguarding Team receive the documentation, we will compare it to the information given in the online application and if it matches up, we will then send off for the vetting check.

A Note About Results

If you reside outside of the UK the results of the DBS vetting check along with the original certificate will be sent to the Diocesan Office. The Diocesan Safeguarding Team will then return this to the applicant by post.

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Next: 3.4 Questionnaires