PURPOSE

Starmaker Theatre Company is fully committed to safeguarding and promoting the welfare of all children and young people who participate in our activities.

The Disclosure and Barring Service (DBS) checking process forms an important part of Starmaker’s safer recruitment and safeguarding procedures. This policy sets out the DBS requirements for staff, freelance workers, volunteers, trustees, committee members, teachers, production team members and anyone else working with or supporting children and young people on behalf of Starmaker Theatre Company.

A DBS check is one part of the safeguarding process and does not replace appropriate recruitment procedures, references, safeguarding training, supervision or ongoing management of individuals working with children.
 

 

DBS REQUIREMENTS

Starmaker Theatre Company has adopted a robust safeguarding approach and requires all adults who have direct contact with children and young people as part of their role to hold a valid Enhanced DBS check. This applies to both paid and unpaid roles, including staff, freelance workers, volunteers, trustees and committee members where their duties involve direct contact with members.

The following roles require an Enhanced DBS check:

• Trustees or committee members whose role involves direct contact with members.

• Stage School teaching staff and volunteers.

• Summer School teaching staff and volunteers.

• LAMDA teaching staff and volunteers.

• Directors, Musical Directors, Choreographers, Producers and any other members of Production Team

• Volunteers assisting with classes, rehearsals, performances or activities.

• Backstage volunteers or helpers who have direct contact with children and young people.

Where a role involves regulated activity with children, Starmaker Theatre Company may require an Enhanced DBS check including a Children’s Barred List check where legally permitted.

 

TRUSTEES AND COMMITTEE MEMBERS

All trustees and committee members must complete an appropriate DBS check.

Where a trustee or committee member does not have direct contact with children or young people, the level of DBS check required will be determined based on the responsibilities of their role.

Any trustee or committee member who:

• Attends rehearsals.

• Assists with classes.

• Supervises members.

• Supports backstage activities.

• Assists at performances or events involving children and young people.

Must hold a valid Enhanced DBS check before undertaking these activities.

 

DBS CHECKS BEFORE STARTING WORK

All offers of employment, freelance engagement, volunteering opportunities or committee appointments involving direct contact with children and young people will be conditional upon satisfactory safeguarding checks.

Individuals must not undertake unsupervised duties or direct contact with members until:

• The required DBS application has been completed;

• Identity verification has been completed;

• The DBS certificate has been received and checked on the update service;

• Starmaker Theatre Company has confirmed approval for the individual to begin their role.

 

DBS APPLICATIONS

Starmaker Theatre Company will register and facilitate new online DBS applications for individuals who require them.

The applicant is responsible for:

• Completing the DBS application process;

• Providing the required identity documents;

• Attending identity verification where required;

• Registering their certificate with the DBS Update Service;

• Providing the DBS certificate to Starmaker for checking.

DBS applications will only be processed for roles that meet DBS eligibility requirements.

 

DBS COSTS

DBS checks are free for eligible volunteers and apprentices where the role meets government criteria.

For paid employees, freelance workers or individuals undertaking paid services for Starmaker Theatre Company, DBS costs will be payable by the applicant unless otherwise agreed.

Starmaker Theatre Company’s DBS service provider is Aaron’s Department

Administration Fee £6.95 plus VAT

Enhanced DBS Check Fee £44.00

Digital Check Fee: £9.95 plus VAT

Charges may change in line with fees set by the DBS provider. The applicant will be responsible for all costs for putting the DBS on the Update Service.

Failing to put the DBS on the government update service within the timescale given will mean that the applicant will need to make another DBS application and make payment for this in full whether voluntary or paid.

 

DBS UPDATE SERVICE

All individuals requiring a DBS check through Starmaker Theatre Company must register their DBS certificate with the DBS Update Service.

The applicant is responsible for:

• Completing registration.

• Maintaining their Update Service subscription where applicable.

• Giving permission for Starmaker Theatre Company to carry out DBS status checks.

The DBS Update Service is free for volunteers. For non-volunteers, an annual fee applies.

If Starmaker Theatre Company pays for a DBS application and the applicant fails to register for the Update Service, any future DBS application required as a result will be the responsibility of the DBS holder.

 

DBS STATUS CHECKS

All active staff, teachers, production team members, trustees, committee members and volunteers must give permission for Starmaker Theatre Company to check their DBS status every six months while they remain actively involved with the Charity.

A DBS status check confirms whether:

• The current DBS certificate remains current.

• Any new information has been added.

• A new DBS check may be required.

Failure to provide permission for DBS status checks may result in the individual being unable to continue in their role.

 

DBS INFORMATION AND CONFIDENTIALITY

DBS information will be treated confidentially and stored securely in accordance with:

• UK General Data Protection Regulation (UK GDPR).

• Data Protection Act 2018.

• Starmaker Theatre Company’s Data Protection Policy.

DBS information will only be accessed by authorised individuals who require it for safeguarding and recruitment purposes.

A DBS disclosure does not automatically prevent an individual from working with Starmaker Theatre Company. Any information disclosed will be assessed fairly, taking into consideration:

• The nature of the information disclosed.

• The relevance to the role.

• Safeguarding responsibilities.

• The welfare of children and young people.

Access to the DBS Register will be strictly limited to the following authorised safeguarding and management personnel only:

• Company Manager.

• Operations Manager.

• Welfare Officer / Designated Safeguarding Lead.

• Chairman of Trustees.

No other staff members, volunteers, committee members or external individuals will have access unless specifically authorised for safeguarding or legal purposes.

 

DBS REGISTER PROCEDURE

Starmaker Theatre Company will maintain a confidential DBS Register to record and monitor the DBS status of all staff, volunteers, trustees, committee members and individuals who require DBS clearance as part of their role.

The DBS Register will include:

• Name of individual.

• Date of birth.

• Role within Starmaker Theatre Company.

• Date of DBS check.

• Type of DBS check held (Enhanced or other appropriate level).

• DBS certificate reference number.

• Confirmation that DBS Update Service registration has been completed.

• Dates of DBS status checks.

• Any relevant notes relating to DBS compliance.

The DBS Register will not contain unnecessary personal information relating to DBS disclosures and will only record information required for safeguarding monitoring purposes.

 

VOLUNTEERS AND APPRENTICES

For DBS purposes, a volunteer is defined as:

A person who performs services for Starmaker Theatre Company without payment or financial reward.

Volunteers may be eligible for a free DBS check where they meet government requirements.

If an individual undertakes paid work for Starmaker Theatre Company, their status as a volunteer no longer applies for DBS purposes.

Apprentices who assist or support paid teachers or production team members and receive only agreed expenses are classified as volunteers for DBS purposes.

 

SAFEGUARDING RESPONSIBILITIES

Holding a DBS certificate does not remove an individual’s responsibility to:

• Follow Starmaker Theatre Company safeguarding procedures.

• Maintain appropriate professional boundaries.

• Report concerns about children and young people.

• Complete required safeguarding training.

• Follow all Charity policies and procedures.

Any safeguarding concerns must be reported immediately to the Designated Safeguarding Lead in accordance with the Child Protection and Safeguarding Policy.

REVIEW

This policy will be reviewed every three years or sooner if required due to changes in DBS legislation or government guidance, or the charity's operations.

Approved by: Board of Trustees July 2026

Review Frequency: Every three years