Last Updated: October 31, 2026
Quick Summary
DBS check requirements for school support staff depend on the role and how much unsupervised contact the person has with children. Most support roles involving regular pupil contact need an enhanced check, with a Children’s Barred List check where the role counts as regulated activity. The school, as employer, makes the final decision.
- Most school support roles with regular pupil contact need an enhanced DBS check.
- Add a Children’s Barred List check where the role counts as regulated activity.
- Unsupervised contact with children is the key factor in deciding the level.
- Enhanced checks often take four to six weeks, so start early.
- Recheck the DBS certificate whenever a person’s role or duties change.
Table of Contents
- What a DBS Check Is and Why Schools Require One
- Which DBS Check Level Support Staff Need
- DBS Check Requirements for School Cleaners and Caretakers
- A School Staff Safer Recruitment Checklist
- Application Process, Timescales and What Happens After a Disclosure
- Keeping Checks Current With the DBS Update Service for School Staff
- Arranging Compliant Cover and Checks for Your School in Chester
- Frequently Asked Questions
What a DBS Check Is and Why Schools Require One
A DBS check is a record check carried out by the Disclosure and Barring Service, a non-departmental public body in England and Wales, and understanding the DBS check requirements is the first step for any school recruiting staff. It shows whether a person has criminal convictions, cautions or, at higher levels, barring information that stops them from working with children or vulnerable adults. For a school, it is one of the basic tools of safer recruitment.
Schools ask for these checks because they have a duty to safeguard the children in their care. That duty applies to everyone on site, not just teachers. A cleaner working during the school day has the same access to corridors, classrooms and pupils as a teaching assistant, so the check applies to them too. Readers comparing options can see how local Wrexham cleaning providers handle compliance and cover.
Many school staff have never had to think about this before. Here is what to remember:
- A DBS check is a point-in-time record, not a permanent clearance
- The check you need depends on the role and how close the person is to children
- The school, as the employer, decides the recruitment process and is responsible for it
Which DBS Check Level Support Staff Need
Not every support role needs the same level of check. The level depends on whether the job counts as regulated activity and how much unsupervised contact the person has with children. The table below sets out the typical position for common support roles in schools across England and Wales. Always confirm against your school’s safeguarding policy and the latest DBS guidance, as individual circumstances can vary.
| Role | Typical DBS level | Children’s Barred List check? | Notes |
|---|---|---|---|
| Teaching assistant | Enhanced | Yes, if regulated activity | Usually regulated activity if unsupervised or regularly working with children |
| Lunchtime supervisor | Enhanced | Yes, if regulated activity | Often regulated activity when supervising pupils alone or in small groups |
| Cleaner (during school hours) | Enhanced | Yes, if regulated activity | Access to pupils means enhanced check is standard; barred list check depends on supervision |
| Cleaner (out of hours, no pupil contact) | Enhanced | No, unless regulated activity | School should assess and record the decision |
| Caretaker | Enhanced | Yes, if regulated activity | Often works alone across site; enhanced check with barred list is common |
| Office administrator | Enhanced | No, unless regulated activity | Usually not regulated activity but enhanced check is common for site access |
| Site manager | Enhanced | Yes, if regulated activity | Similar to caretaker; barred list check if unsupervised access to children |
Standard, enhanced and Children’s Barred List checks explained
A standard check shows spent and unspent convictions and cautions. An enhanced check adds any relevant local police information and, where the role involves regulated activity, it also searches the Children’s Barred List.
For most school support staff whose roles involve regular contact with pupils, an enhanced check that includes the barred list is the expected route. Your school’s own safeguarding policy should set out which level applies to each role.
How supervision changes eligibility
Supervision can change what a role counts as. Someone who is always supervised by a qualified member of staff may not be in regulated activity in the same way as someone working alone with children. However, the school still decides the appropriate check, and supervision arrangements should be written down and reviewed. Do not assume a person is exempt because they are usually supervised.
When assessing a role, ask: does this person have unsupervised contact with children? If yes, they are likely in regulated activity and need an enhanced check with barred list. If no, document why and review if duties change.
Commercial office cleaning and DBS checks
If your school also uses commercial office cleaning services, the same principles apply. Cleaners working in school offices during the day may have access to pupils and should be checked accordingly. When using any commercial office cleaning contractor, ensure they understand your safeguarding requirements and provide evidence of enhanced DBS checks where roles involve regulated activity.
DBS Check Requirements for School Cleaners and Caretakers
Cleaners and caretakers are often the most overlooked group. They work early, late or during lessons, and they move through every part of the building. That access is exactly why the check matters.
A caretaker who works alone in corridors after school, or who holds keys to the whole site, usually needs at least an enhanced check. A cleaner who works only when the school is empty may have a different risk profile, but the school should still assess it and record the decision.
Practical points for cleaning and site staff:
- Confirm whether the contractor or the school carries out the check
- Ask for the check date and the level before the first shift
- Record how supervision applies during term time and holidays
- Recheck when roles or duties change
A School Staff Safer Recruitment Checklist
Use this list when you recruit or onboard any support staff member, including cleaners and caretakers:
- Confirm the role and whether it is regulated activity
- Verify identity documents and address history
- Ask the applicant to declare any criminal record
- Apply for the correct DBS level through your recruitment process
- Check the Children’s Barred List where the role requires it
- Obtain references and check them
- Record your decision and the reasons for it
- Keep the certificate details on file in line with your policy
Application Process, Timescales and What Happens After a Disclosure
The school or its employer usually starts the application, and the applicant completes the identity checks. Processing times vary, so build the check into your recruitment timeline rather than assuming it will be instant. Ask the applicant to start early and keep them informed. Before committing to a provider, you can read a practical guide to evaluating school cleaning contracts.
Step-by-step application process
- Employer initiates the check – The school or contractor submits the request to DBS, confirming the level and whether a barred list check is required.
- Applicant completes identity verification – The applicant provides original documents (e.g. passport, driving licence, utility bill) to the employer or a registered umbrella body.
- Address history – The applicant provides five years of address history; gaps may delay processing.
- DBS processes the application – Standard checks are usually quicker; enhanced checks take longer because of local police input.
- Certificate issued – The certificate is sent to the applicant (and sometimes the employer, depending on the application route).
- Employer reviews the certificate – The school records the outcome and makes a suitability decision.
Realistic timescales
Most standard checks are completed within two to four weeks. Enhanced checks often take four to six weeks, and can take longer if local police information is required or if the applicant’s address history is complex. Build this into your recruitment plan and avoid offering a start date before the check is complete, unless supervised arrangements are in place.
Do not assume a check will arrive within days. A common pattern is for enhanced checks to take several weeks, especially during peak periods. Start the process as soon as a conditional offer is made.
What happens after a disclosure
If a certificate shows information, the employer does not decide on the spot. Look at the nature of the information, how old it is, and whether it relates to the role. Make a written suitability assessment, handle the information securely and keep the discussion confidential. Get your own safeguarding lead and HR advice before reaching a final decision.
A disclosure is not an automatic bar to employment. The school should consider the relevance to the role, the circumstances, and any evidence of rehabilitation. Record the decision and the reasons for it.
Local support in Wrexham
Schools and contractors can get practical help from their local authority safeguarding team or a registered umbrella body. These organisations can advise on the correct level of check, help with identity verification, and provide guidance on handling disclosures. If you use commercial office cleaning services, ensure the contractor follows the same process and can evidence checks for their staff.
Keeping Checks Current With the DBS Update Service for School Staff
The DBS Update Service lets an employer check online whether a certificate has changed since it was issued, provided the applicant has subscribed. It can save time when moving between schools or when rechecking staff. It does not replace a new check where one is required, so confirm the requirements for each role.
Set a reminder to review checks on a regular cycle, and recheck whenever someone changes role or takes on new duties.
Arranging Compliant Cover and Checks for Your School in Chester
Many schools in Chester find that keeping every cleaning and caretaking post filled, with the right checks in place, takes more time than they have. Nirvana Managed Services LTD offers a fully managed service that covers recruitment, contract management and cover when a member of staff is off sick. The service also covers commercial cleaning for offices. Pricing depends on the size of the site and the level of service, so contact Nirvana Managed Services LTD on its website for a quote.
Whatever route you choose, make the check part of the plan from the start. A clear process protects your pupils, your staff and your school.
Frequently Asked Questions
Can I work in a school without a DBS check?
In most cases, no. Anyone whose role gives them regular contact with children in a school is expected to have a suitable DBS check before starting work. Schools usually set out their recruitment position in a safer recruitment policy. A supervised worker may be allowed to start before the check is complete, but only where the school’s own arrangements permit it and the person is never left alone with pupils. Schools should confirm the position with their local authority or safeguarding lead before any member of staff begins.
Do school cleaners and caretakers need an enhanced DBS check?
Whether a cleaner or caretaker needs an enhanced check depends on whether the role is in regulated activity, which is work that involves frequent or intensive contact with children. Roles that take place when pupils are present, or that involve regular unsupervised contact, usually meet that threshold. Where a role does not meet it, a standard or basic check may be sufficient. The employer must assess each role individually and record the reasoning in its recruitment file.
How often should schools renew DBS checks for support staff?
The DBS does not set a fixed renewal period, and a check does not expire. Schools typically use the DBS Update Service to confirm that a certificate remains current, rather than repeating applications at set intervals. Many schools also recheck staff periodically as part of their safeguarding policy. The school’s own policy should state how often checks are reviewed and what triggers a new application.
What happens if a DBS check reveals information?
A disclosure does not automatically bar someone from working in a school. The employer reviews the information as part of a suitability assessment, considering its nature, its relevance to the role and the time that has passed. The decision should be recorded and made fairly, and the applicant should normally be given the chance to discuss the content before a final decision is reached.
