DBS Renewal FAQs

Once a DBS Certificate has been issued, ECB will invite the applicant to register their certificate to the DBS Update Service so that it can be rechecked/renewed annually.

The ECB only give clearance for a period of 12 months and the certificate will be rechecked annually in order to renew clearance for Regulated Activity in cricket.

ECB DOES NOT give clearance for 3 years (this has been in effect since July 2020)

1. What is the DBS Update Service?

The Update Service is an online subscription service that enables applicants keep standard and enhanced DBS certificates up to date. It also allows employers to check a certificate online, with the consent of the applicant.

You can use your certificate again when you apply for a position within the same workforce, where the same type and level of check is required.

2. Why do the ECB use the Update service?

Once an individual has completed vetting for Regulated Activity in cricket, it is the ECB’s policy to recheck that individuals status annually.

As the original certificate was applied for and vetted by the ECB the only way to recheck the status is via the DBS Update Service to understand if any changes have occurred in the individuals circumstances within the preceding 12 months.

3. What happens if I don’t register my certificate to the Update Service?

The DBS only allow a period of 30 days for the certificate to be registered.  If an applicant elects to opt out of the service or misses the deadline, then the certificate that has been issued will hold the statutory 12 months clearance period and will expire 365 days after the date of issue.

Any individual this impacts will then be required to make a new application to continue in Regulated Activity. For those in Paid roles, this will include paying the application fee of £49.50.

4. Is there a cost to registering to the Update Service?

The service is free of charge for Volunteers, and an annual charge of £16 per annum for those in Paid roles. This is paid directly to the DBS Update Service (online) when registering and renewing the subscription to the service.

5. What happens during the annual recheck?

ECB access the DBS Update Service portal and run a check against the original certificate. A result is returned as follows:

1. This DBS certificate did not reveal any information and remains current as no further information has been identified since its issue therefore the renewal can be completed.
2. This DBS certificate is no longer current. The renewal could not be completed and a new application is required if continuing in Regulated Activity to ensure the most up to date information is included in the DBS check.
3. The result of the check has produced a result of "no match found" meaning that the Update Service subscription has been ended, not removed or the relevant certificate has been removed and as a result the renewal could not be completed and a new application is required to clear for Regulated Activity.

If the result returned is 2 or 3, then the ECB DBS Team will contact the applicant to advise of next steps.

6. What if I am no longer involved in Regulated Activity in cricket?

You can contact us at any time to update your ECB record and opt out of any future checks of your certificate. You will also need to either log in to your DBS Update Service account or contact the DBS Update Service Helpdesk to cancel your subscription with the DBS directly, either via https://secure.crbonline.gov.uk/crsc/subscriber or 0300 0200 190.

The full list of roles that come under Regulated Activity in cricket can be found here. 

7. Can I use my ECB Certificate and Update Service Subscription for other roles outside of my volunteering/work for the ECB?

It will depend on the recruiting Company/Organisational Safeguarding Policy in relation to accepting DBS certificates issued via another organisation.

It may depend on the role you are undertaking, and the level of checks required and your employer will be able to advise you of this.

You can give consent for another employer/organisation to check your ECB DBS Certificate on the Update Service.  They may also request to see the original certificate if you still have it.

Please note, the ECB do not accept DBS certificates carried out by other organisations.

8. Do I receive a new certificate each year when I have my clearance renewed?

No - your original certificate is the only one that is ever issued, so please keep it safe for your records.

The renewal check is done online, and your ECB records will be updated to reflect that you are cleared for your regulated role. This database then feeds other systems such as Memberships, Safe Hands Management System etc.

You will not need your paper certificate again after you have cleared initial vetting and are not required to show your certificate to anybody in Cricket unless requested to do so by the ECB Safeguarding Team.

If you wish to use your certificate for purposes other than cricket and no longer have the original then you would need to apply for a new one via that organisation.

9. When/how will I be contacted to renew my DBS clearance?

You will receive an email notification directly from ECB Disclosures Portal and the Disclosure and Barring Service 30 days prior to your renewal date.

Required action to take to renew your ECB DBS clearance:

1. Complete the annual status check questionnaire via https://ecb.disclosures.co.uk/ - this request is emailed to the applicant from [e-mail] - the request will be to log in to the ECB Disclosures Portal, completed the status check by confirming your details, updating any relevant personal information (change of name, amendment to previously incorrectly listed name, change of address) any relevant information to your role (change of Club, change of Paid/Volunteer status) and provide your consent for ECB to schedule and carry out a recheck of your certificate.

2. Renew subscription to DBS Update Service via https://secure.crbonline.gov.uk/crsc/subscriber - this request is emailed to the applicant by [e-mail] - this email will contain your Update Service ID and is required as required with your Date of Birth to access your DBS Update Service account which can be accessed here: https://secure.crbonline.gov.uk/crsc/subscriber

Once logged in you will need to renew your subscription by clicking "Renew subscription" and then confirm. You will see the date automatically updated for a further 12 months.

The service remains remains free for Volunteers and an annual fee of £16 is required by those in Paid roles.

For assistance in acquiring an Update Service ID, please contact the DBS directly - 0300 0200 190 (option 3, then option 2).

10. What if I don’t act upon or receive the renewal notification from the ECB?

If you have not consented/reconfirmed your details to the ECB then your renewal will not take place.  Your ECB DBS clearance will expire on your renewal date. If you are still in Regulated Activity and have renewed your Update Service subscription and still wish to renew, please contact ECB DBS Team and the renewal process can be restarted. 

If you have not renewed subscription for the DBS Update Service a new application will be required.

11. I have received an email directly from the DBS Update Service to renew my subscription, why do I need to do this?

The DBS Update Service is external to the ECB and your account is personally registered to you. To maintain your subscription to the service, you will be invited to renew annually. If you are in a Paid role you will need to pay your annual fee of £16, if you are a Volunteer, there is no charge, however you will need to login and select Renew Subscription in order for this to continue.

For any queries regarding your Update Service subscription, you will need to contact the DBS directly: https://secure.crbonline.gov.uk/crsc/subscriber

12. What if I have changed roles/clubs in the last 12 months?

As part of the renewal questionnaire, we will ask you to confirm your role and the club/organisation you are associated with. Dependant on your answers we will confirm if your renewal can take place, or if a new application will be required. This is normally only the case if your new role equates to a different level of checks.

13. I have changed my legal name, or my name is not correct on my existing certificate?

It is the policy of the DBS that a certificate must be applied for/issued in the applicant's Full and Legal Name. If there has been an error in your previous application or you have changed your legal name since your certificate was issued, then your certificate is no longer valid and new application would be required. This can be confirmed via the annual status check questionnaire and our ECB DBS Team will contact you to start a new application should information be identified as different.

14. I have moved address in the last 12 months

You will be asked to confirm your current contact details (address / telephone number) upon renewal.  This will not impact the ECB’s ability to renew your certificate, and we will ensure our records are updated accordingly with the new contact information you have supplied. We also recommend logging in to your Update Service account to amend your address directly with them: https://secure.crbonline.gov.uk/crsc/subscriber

15. How will I know that a check has taken place against my certificate?

If you log onto your DBS Update Service account you will be able to view any checks that have taken place, which will include the name of the person / organisation and date.

16. How do I know that my DBS clearance with the ECB has been renewed?

All renewal checks will be scheduled for your annual renewal date. Following completion of the check we will follow up with an email to confirm if your annual check was successful or not. 

In some cases there could be a delay in carrying out your renewal due to availability of the Update Service, therefore please allow 1-2 days before contacting us if you haven't received your confirmation email.

17. I am unsure if my ECB DBS Certificate is registered to the DBS Update Service

If you are in a Paid role, then you would receive an annual subscription reminder email for the Update Service directly from the DBS ([e-mail]) and would be required to log in and pay the annual fee of £16. For Volunteers you will also receive an annual subscription email but are not required to pay, however you are required to login and confirm renewal of your subscription.

We do recommend keeping a note of your login details - Update Service ID number - though the DBS Helpdesk can provide this for you on 0300 0200 190 (option 3, then option 2).

If you think you are registered, then please contact ECB DBS Team and we can send you a link for you to opt in and we can then carry out a check on your certificate to confirm.

If it is found that your certificate is not registered then we will initiate a new application for you.