DBS status descriptions

Below is a list of the different stages/statuses of an online DBS application with a description of each. A user will be able to see the status for an applicant when they search them using the Applicant Search. It is also possible to filter by each of these statuses using the Application Status dropdown on the 'Incomplete Applications Management' page under 'DBS Applications'.

All updates can be viewed when clicking on an application record and viewing the "Audit Trial" and/or "Update Service" tabs.

1. Application Initiated - when an application has been initiated but not yet acted up on by the applicant. The applicant needs to check their email for the invitation to complete and submit their application. If necessary, the application invitation email can be resent.
2. Awaiting Application Submission - this means the applicant has given their consents and may even have selected their 3 forms of ID, but they have not yet submitted the application.
3. Unable to produce the required documents - the applicant has been unable to select the necessary 3 documents for verification purposes. The applicant should contact the ECB here for help.
4. Pending ID Verification - the applicant needs to make contact with a verifier to arrange a face-to-face meeting to get their documents verified.
5. Dispatched to DBS - the application has been submitted, ID verified and had data quality checks completed and the application has been processed to the Disclosure and Barring Service for the completion of vetting checks
6. In Progress - the application has been dispatched to the DBS and is currently going through all the necessary vetting checks (Police National Computer, local police force, ECB safeguarding).
7. Result Received - a result has been received from the DBS and a certificate is to be/has been posted to the applicant. Check "Audit Trail" tab to confirm date of resulting. This note refers to the original application only, and not any subsequent recheck/renewal attempt.
8. Last updated - this is the date an activity last happened on the record and isn't necessarily connected to "Application Status". For example if a result was received from an application on 01/01/2025 but the renewal questionnaire was not completed before the renewal date, the application status will still show as 'Result Received' but the Last Updated column will show the date of the most recent activity on the account. Further detail of the most recent activity on the record is displayed on the "Audit Trail" tab.
9. Confirm Overseas Check - the applicant has declared and submitted address history outside the UK in the past five years on their application and been contacted regarding the requisite overseas checks required to complete their application.
10. Update Overseas Check - any required overseas documentation has been received and verified by the ECB DBS Team to allow the application to progress.
11. Application exception accepted - the application created a duplicate record within our system, that has been quality checked and verified by ECB DBS Team.
12. Re-checks validated - a recheck has taken place on the certificate, however, DBS clearance was not able to be renewed as a result of "No Match Found" (no subscription to the Update Service) was reported. This note confirms that the recheck result of No Match Found has been confirmed by the ECB DBS Team.
13. Paid - Recheck complete. No longer registered on the Update Service - a recheck of the certificate has been attempted - on the date in the row named "last recheck on" - and the DBS have confirmed that there is no subscription to the service and therefore a renewal of clearance has not been possible. This is clarified by the date in the row named "renewal date" remaining prior to the "last recheck on" date.
14. Volunteer - Recheck complete. No longer registered on the Update Service - a recheck of the certificate has been attempted - on the date in the row named "last recheck on" - and the DBS have confirmed that there is no subscription to the service and therefore a renewal of clearance has not been possible. This is clarified by the date in the row named "renewal date" remaining prior to the "last recheck on" date.
15. Opted in for Update Service - this confirms that following completion of the annual status check that the applicant has selected that they are wishing to remain subscribed to the Update Service and they've followed the link out of ECB Disclosures Portal to the DBS Update Service log in page, however, this does not mean that they have completed the renewal of subscription, just their intent to do so.