Eligibility and How Digital Background Streamlines the Process. 

When it comes to DBS (Disclosure and Barring Service) checks, the term “volunteer” has a specific legal meaning that can significantly impact the cost and eligibility for certain types of checks. It’s crucial for organisations to understand this definition to ensure they are requesting the correct level of check and that they are not inadvertently misrepresenting a role. This blog post will explain the DBS definition of a volunteer, provide examples of valid and invalid volunteer roles, and highlight how Digital Background Limited streamlines the process with pre-eligibility checks. 

What is a Volunteer Role, According to the DBS?  

The DBS has a specific definition of a volunteer, which directly impacts whether the volunteer can receive a DBS check free of charge. According to the DBS, a volunteer is someone who meets all of the following criteria: 

• Unpaid: They receive no payment (other than reasonable travel and out-of-pocket expenses). 
• Doing Something for an Organisation: They are undertaking the activity to benefit an organisation, such as a charity, a statutory body, or a voluntary organisation. 
• Unrelated to a Contract: The activity is not related to a contract of employment, or a contract for services. 
• Unpaid Expenses: They are only paid for travel and other legitimate expenses. 
• Not on a Placement: They are not on a student placement. 

If someone does not meet all of these criteria, they are not considered a volunteer for the purposes of a DBS check, and the organisation must pay the appropriate fee for their check. 

Examples of Valid Volunteer Roles (Eligible for Free DBS Check): 

• Volunteer Scout Leader: An individual who regularly leads activities for a Scout troop, receiving no payment other than reimbursement for travel expenses. 
• Volunteer Soup Kitchen Assistant: An individual who helps prepare and serve meals at a soup kitchen run by a registered charity, receiving no payment other than reimbursement for travel expenses. 
• Volunteer School Governor: An individual who volunteers as a school governor, attends meetings, and contributes to the school’s strategic direction, receiving no payment other than reimbursement for travel expenses. 
• Volunteer First Aider at a Sporting Event: An individual who volunteers their time to provide first aid services at a community sporting event, run by a not for profit organization and only has expenses paid. 

Examples of Invalid Volunteer Roles (Not Eligible for Free DBS Check): 

• Paid Carer, with a Relative Discount: An individual who is paid to provide care for a vulnerable adult, even if they are offered a discounted rate because they are a relative. 
• Student Nurse on Placement: A student nurse undertaking a required placement as part of their training, even if they are not being directly paid by the healthcare organisation. 
• Unpaid Intern at a For-Profit Company: An individual who is undertaking an unpaid internship at a for-profit company, even if the internship is for charitable purposes. 
• Volunteer Who Receives Payment for Expenses: An individual who volunteers time, but is paid a “thank you” payment, even if the payment is less than the minimum wage for the time worked. 

How Digital Background Streamlines the Process with Pre-Eligibility Checks 

At Digital Background Limited, we understand the importance of accurately identifying genuine volunteer roles to ensure cost-effectiveness and compliance. Our system includes checks for volunteer roles, helping to streamline the process and ensure that checks are processed quickly.

Here’s how we do it: 

• Detailed Investigation: For any requests for volunteer roles, these will be investigated fully to ensure that they meet the DBS guidelines. If Digital Background feel they are unsuitable for a volunteer check, advice and guidance will be provided. 
• Clear Guidance: We provide clear guidance to organisations to help them accurately define the roles they are requesting checks for. 
• Expert Support: Our team is available to provide expert advice and support to help organisations navigate the complexities of volunteer eligibility. 

By pre-eligibility checking volunteer roles, Digital Background Limited helps organisations to: 

• Reduce Errors: Minimise the risk of incorrectly classifying a role as a volunteer position. 
• Save Time: Streamline the application process by ensuring that roles are correctly classified from the outset. 
• Ensure Compliance: Comply with DBS regulations and avoid potential penalties for misrepresentation. 
• Faster Turnaround: Ensure that volunteer applications are processed as quickly as possible. 

This means a quicker turnaround from the applicant receiving the invitation to complete a check to it being submitted to the DBS for processing, helping to minimise the delay in applicants undertaking their voluntary roles. 

Conclusion 

Understanding the DBS definition of a volunteer is crucial for organisations to ensure compliance and cost-effectiveness. By accurately classifying volunteer roles and utilising services like Digital Background Limited, organisations can streamline the DBS check process and ensure a smooth and efficient experience for all. With our pre-eligibility checks, you can be confident that your volunteer applications are being processed correctly, saving you time and resources.