Understanding DBS Requirements for Committee Members in Early Years and Childcare Settings

A Guide to Ensuring Safe and Compliant Governance

The safety and wellbeing of children is paramount in early years and childcare settings. Part of maintaining this safe environment involves making sure that those in positions of responsibility, such as committee members, undergo suitable background checks. In the UK, the Disclosure and Barring Service (DBS) plays a crucial role in this process.

This blog explores the DBS requirements for committee members, helping settings navigate compliance and best practice.

(Note - where reference is made to committee members in this blog this also includes trustees and directors of charitable companies)

What is a DBS Check?

A DBS check is a procedure used to help employers and organisations make safer recruitment decisions by identifying candidates who may be unsuitable to work with children or vulnerable adults.

The DBS issues several types of checks: Basic, Standard, and Enhanced, with the latter including a check against the barred lists for work with children.

Committee members in early years settings require Enhanced DBS checks due to the nature of their roles.

---

Why Are DBS Checks Necessary for Committee Members?

Committee members in early years and childcare organisations, such as pre-schools, nurseries, and playgroups, are typically classed as holding positions of responsibility and influence. They may have access to sensitive information, make decisions affecting children, and sometimes participate in activities on-site.

Therefore, ensuring these individuals have undergone appropriate DBS checks is a legal and safeguarding requirement.

---

Who Needs a DBS Check?

All committee members who are involved in the governance and management of early years and childcare settings must complete an Enhanced DBS check.

This typically includes:

• Chairpersons

• Treasurers

• Secretaries

• Trustees

• General committee members with decision-making powers

---

DBS Checks for New and Existing Members

When appointing new committee members, settings should ensure that DBS checks are completed as part of the induction process, before the individual actively participates in governance or decision-making. Once the DBS is received the committee member should complete an EY2 suitability form for Ofsted.

Existing members should ensure their DBS checks are up to date, and settings may wish to implement a policy for periodic renewal (every three years is common practice) or join the Update Service.

---

Process for Obtaining a DBS Check

1. Identify which type of DBS check is required for each committee role.

2. Apply for the check through the appropriate channel (often via Ofsted, the local authority, or an umbrella body).

3. Ensure that the application includes barred list information if the member will have unsupervised access to children.

4. Keep accurate records of all checks and renewal dates as part of the setting's safeguarding procedures.

---

Responsibilities and Record-Keeping

The registered person must ensure that DBS checks are completed and that the DBS number is recorded for all committee members. A single central record is a good way to keep track of each person’s DBS and you can find a template here.

Ofsted, or the appropriate regulatory body, may request evidence of these checks during inspections. Failure to comply can result in sanctions such as an inadequate grading.

---

Frequently Asked Questions

• Do all volunteers need a DBS check? – Yes, those involved in governance need an Enhanced DBS check.

• Can someone join the committee before their DBS check is complete? – They should not participate in decision-making or have access to confidential information until their DBS check is confirmed.

• How long does a DBS check take? – Typically 2-4 weeks, but can vary depending on the circumstances and the awarding body.

---

Final Thoughts

DBS checks are an essential part of safeguarding in early years and childcare settings. Committee members play a vital role in the leadership and safety of these organisations, and ensuring they have up-to-date DBS checks helps protect children and maintain compliance with legal requirements.

For further information, consult your local authority or visit the official DBS website.

You may also find my blog ‘New Trustees at your Charity Managed Setting? Here’s What to Do’ helpful when onboarding new trustees.