DBS vs reference checks in education — what each one covers
DBS checks and references both protect children — but they cover entirely different risks. KCSIE requires both because neither can replace the other. This guide explains the difference, what each check can and cannot reveal, and how to ensure your reference checking satisfies safer recruitment requirements.
The most important thing to understand: a clear DBS does not mean references are not needed
A DBS check reveals criminal conviction history. A reference reveals how someone has actually behaved in a previous role. A candidate could have a completely clear DBS and still have been dismissed from a previous school for conduct concerns that never resulted in a criminal conviction. References are the only check that can reveal professional conduct — and KCSIE requires both checks precisely because they cover different safeguarding risks.
DBS checks vs reference checks — what each one covers
DBS Check (Enhanced)
What it reveals
- Criminal convictions and cautions
- Spent and unspent convictions (Enhanced)
- Whether the individual is on the children's barred list
- Police intelligence in some cases
- Local authority information (Enhanced with barred list)
What it cannot reveal
- Professional conduct and performance
- Disciplinary procedures that were not prosecuted
- How the person behaved with children in previous roles
- Attendance and reliability
- Safeguarding concerns raised but not leading to charges
- Whether the referee would re-employ them
KCSIE Reference Check
What it reveals
- Professional conduct and performance in role
- Disciplinary history — including internal procedures
- Safeguarding concerns raised by the previous employer
- Suitability to work with children (explicit question)
- Attendance, reliability and attitude
- Whether the referee would re-employ and in what capacity
What it cannot reveal
- Criminal conviction history
- Whether the individual is barred
- Offences that were not disclosed to the employer
- Police or court information
The right order for safer recruitment checks under KCSIE
KCSIE recommends a specific sequence for pre-employment checks. References should come first — before interview where possible.
References — initiate at application stage
KCSIE recommends references are sought as early as possible — ideally before interview. RefAssure sends requests instantly so you can start as soon as the candidate applies. Candidate gives written consent before referees are approached.
References reviewed before interview
Where possible, references should be reviewed before interview so any concerns can be explored with the candidate during the process. RefAssure's 1–3 day turnaround makes this achievable.
Conditional offer made
Once a suitable candidate has been selected, a conditional offer is made subject to satisfactory pre-employment checks — including DBS and any outstanding references.
DBS check applied for
The enhanced DBS check with children's barred list is applied for once a conditional offer is made. Results typically take 2 to 8 weeks.
All checks satisfactory — candidate starts
Both the DBS result and references must be satisfactorily completed before the candidate takes up post. Both must be recorded on the Single Central Record.
DBS vs reference checks in education — the complete guide
One of the most persistent misconceptions in school safer recruitment is that a clear DBS check is sufficient evidence that a candidate is safe to work with children. It is not — and KCSIE is explicit on this. Both checks are mandatory. Both are different. Neither replaces the other.
What a DBS check cannot tell you about safeguarding
The DBS system records criminal convictions, cautions and — for enhanced checks — whether an individual is on the children's barred list. What it cannot record is professional conduct. A teacher who was dismissed for inappropriate behaviour with a pupil, investigated internally and asked to resign, may have no criminal record whatsoever. The school handled the matter without involving the police. The DBS is clear. Without a reference from that school, the next employer has no way of knowing.
This is precisely why references — with an explicit safeguarding suitability question and a direct question about disciplinary history — are a mandatory part of safer recruitment. They access information that no criminal record database can contain.
Why KCSIE requires both checks — and what happens when schools skip references
Schools that rely on DBS checks and skip proper reference checking are not KCSIE-compliant — even if every DBS comes back clear. Ofsted inspectors check the Single Central Record for evidence that both checks have been completed. A school that can show DBS records but cannot produce compliant written references for staff in regulated activity is at inspection risk, regardless of DBS outcomes.
RefAssure provides KCSIE-compliant written references with candidate consent, safeguarding suitability questions, disciplinary history questions and a full audit trail — all at 99p per reference with no subscription. The DBS process remains entirely separate, as it should be.
DBS vs reference checks — questions answered
A DBS check reveals criminal conviction history and whether an individual is barred from working with children. A reference check reveals professional conduct, disciplinary history and suitability in previous roles. DBS looks at legal history. References look at professional conduct. Both are required under KCSIE because they cover entirely different safeguarding risks.
No. A clear DBS means there is no relevant criminal record — it says nothing about professional conduct, performance, or how someone has behaved with children in a previous role. A candidate may have a clear DBS but have been dismissed from a previous school for conduct concerns. Only a reference can reveal this. KCSIE requires both checks.
References can reveal: concerns about conduct with children that did not result in prosecution, disciplinary procedures resolved internally, concerns about attitude or behaviour that would not appear on any criminal record, performance issues, attendance problems, and whether the previous employer would re-employ the candidate.
Both must be completed before the candidate starts. KCSIE recommends references are obtained before interview where possible so concerns can be explored with the candidate. DBS checks are typically applied for after a conditional offer. References should be initiated as early as possible in the process.
No. KCSIE requires both checks — they are not interchangeable. A school that has DBS records but not compliant written references for staff in regulated activity is not KCSIE-compliant. Ofsted inspectors check for evidence of both.
A KCSIE-compliant reference must be in writing, obtained directly from the referee, include an explicit safeguarding suitability question, ask about disciplinary procedures and allegations, and be obtained with prior written consent from the candidate. At least two references must be completed before the candidate starts. RefAssure satisfies all of these requirements automatically.
More education reference checking guides
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