Why Education Professionals Must Update Their Personal Information

Maintaining accurate personal records is not just a matter of personal responsibility but a professional necessity. For educators and support staff, ensuring that all official documents reflect current personal information, especially after a name change, is crucial.

Why Update Your Personal Information?

Changes in personal information, such as a name change due to marriage, divorce, or other reasons, must be promptly reflected across all professional documentation. This ensures:

  • Accuracy in Background Checks: The Disclosure & Barring Service (DBS) conducts thorough background checks to safeguard the welfare of students. An accurate record ensures that your background check is correctly attributed to you, preventing potential discrepancies or delays in employment.
  • Regulated Compliance: Educational institutions are required to maintain up-to-date records of their staff. Failure to update personal information can lead to administrative complications and potential non-compliance.

Updating Your DBS

In the event of a name change, it’s essential to apply for a new DBS check reflecting your new name as well as including all previous names. You can add this new certificate to your current Update Service account or start a new Update Service Subscription within 28 days of the certificate issue date.

The Update Service subscription lasts for one year. It’s advisable to opt for automatic renewal or manually renew your subscription annually to maintain continuous coverage. 

There are Implications of not Updating Your DBS:

  • Invalid DBS Certificate: An outdated certificate may be considered invalid, necessitating a new application and potentially delaying employment opportunities.
  • Employment Delays: Schools rely on accurate DBS checks for hiring decisions. Discrepancies can lead to delays or even withdrawal of job offers.
  • Legal and Compliance Issues: Maintaining accurate records is a legal requirement. Non-compliance can result in professional repercussions and affect your standing with regulatory bodies.

Updating Records with the Department for Education (DfE)

The DfE maintains records of all education professionals, and it’s imperative to ensure your details are current reflecting the same details included on your DBS.

You can easily update your details with the DfE by:

Logging into the DfE’s online portal using your existing account details or creating an account.

  • To create an account, you will need:

1. Email Address

  2. Phone Number

3. Name

4. Date of Birth

5. National Insurance Number

6. Teacher Reference Number

  • Click ‘View and update details’
  • Re-verify your login details
  • Confirm the details on file or Click ‘Change’ to update your details
  • You will need to provide supporting documentation for a name change this could be:

1. Marriage Certificate

2. Civil Partnership Certificate

3. Decree Absolute and Birth Certificate

4. Statutory Declaration

5. Deed Poll

  • Submit Application
  • Await email from DFE confirming the change has been made – this can take up to 5 working days

In conclusion, maintaining up-to-date personal information across all professional platforms is a cornerstone of professional integrity in the education sector. By ensuring your records with the DBS and DfE are current, you uphold the trust placed in you as an educator.

Follow our handy checklist on who to update if you change your name.