DBS annual update service - a guide
If you have subscribed to the ECB’s annual DBS update service (and we strongly recommend that everyone who needs a DBS certificate does) then you will receive several emails and must respond correctly to each one, or your DBS certificate will not renew.
Sadly the emails sent out can be a bit confusing. The process below attempts to explain what to do, but assumes that you respond to the various emails on the same day you receive them. If you do not do so then the emails may arrive in a slightly different order than shown below.
Please note - if you are on the YPLN Umpire Panel then, once you receive the FINAL email (entitled "DBS Update Service annual status check is completed") please forward it to umpires@yplncricket.co.uk - please don't forward any of the earlier emails in the process, as these do not verify that your DBS has been renewed.
Step 1: Email from dbs@ecb.disclosures.co.uk
About a month before your DBS is due to renew/expire you will receive an email from dbs@ecb.disclosures.co.uk explaining that you must log into your ECB account and confirm that you want the ECB to attempt to renew your DBS certificate for another year. This effectively gives the ECB permission to contact the DBS service and run a check on you. The email provides you with a link to click, and a username, and you have to create a new password each year.
If at any point during Step 1 or Step 2 below you are asked if you are "still in a volunteer role" the answer is yes (unless you are an employee of your club or league or course, which will not usually be the case)
At the end of the online process there is a “Renew Certificate” button, but pressing this does not achieve anything at this point because you need to wait for a separate email from donotreply@dbs.gov.uk which provides a User ID (see Step 2 below).
Once you have followed the steps online you will get a confirmation email saying that you should expect a second email, this time from donotreply@dbs.gov.uk, and will tell you the date to expect it by (this is usually the following day).
Note: The email from dbs@ecb.disclosures.co.uk says that you should have already received this second email (from donotreply@dbs.gov.uk) and if you haven’t then you should phone DBS on the number they provide. This statement is incorrect - the email from donotreply@dbs.gov.uk will not arrive until the next day - you do not need to phone DBS at this point.
That's the end of this first step. However, if you stop at this stage in the process your DBS will NOT renew – you must complete Step 2 below (which usually involves waiting a day or two before you can proceed). This regularly catches out people, who think they have finished the process, only to find that their DBS certificate lapses a month later (which they sometimes don't realise has happened).
Step 2: Email from donotreply@dbs.gov.uk
Having completed the online forms required in Email 1 (above) you will receive an email from donotreply@dbs.gov.uk – as mentioned above, this usually arrives the next day but the date to expect it on will be specified in the confirmation email you received after you finished Step 1. It may arrive very late on the specified day, so don’t worry if it’s not there by lunchtime. We strongly recommend saving this email for future reference.
This email contains a link to the DBS Update Service login page and your Update Service ID, which you'll need to access your account (if the link is broken, click http://www.gov.uk/dbs-update-service which is where it should take you). Go to the “Renew your subscription” section (about halfway down) and click the “Sign in to the Update Service” link (if you can't find it, just click https://secure.crbonline.gov.uk/crsc/subscriber). This takes you to a web page where you enter the ID and your date of birth, which then takes you to the main page for your DBS.
Under the “Subscription” section, you should see your current subscription and the expiry date. Click “Renew subscription” and “Confirm renewal”. You’ll then be taken back to the Subscription page and the subscription date will have extended by a year.
Step 3: Wait until actual renewal date, and save confirmation email
Your DBS is still not renewed! All you have done so far is subscribe to allow the DBS system to check your records for another year. You now have to wait until the actual annual deadline of your DBS renewal (which will be around a month after you received the first email). The DBS system will check your records on that date and, assuming there are no issues, you will get a final email from dbs@ecb.disclosures.co.uk with the subject line "DBS Update Service annual status check is completed". NOW you have renewed your DBS for another year. IMPORTANT – we strongly recommend saving this final email as you may need it to prove your DBS status to the league, or your club, at some point. If you are on the YPLN Umpire Panel please also forward this final confirmation email to umpires@yplncricket.co.uk
If you have any problems with this process please feel free to email assistant@yplncricket.co.uk and we'll help if we can