Disclosure and Barring Service (DBS) checks

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What is the DBS?

The Disclosure and Barring Service (DBS) acts as a 'one stop-shop' for organisations, checking police records and, in relevant cases, information held by the Department of Health (DH) and the Department for Children, Schools and Families (DCSF). The DBS is run as an executive agency of the Home Office by civil servants, and delivers the service though a number of strategic partners. The DBS was formerly known by the name of Criminal Records Bureau until December 2012.

The DBS service enables organisations in the public, private and voluntary sectors to make safer recruitment decisions by identifying candidates who may be unsuitable for certain work, especially that involving children and vulnerable adults. The Criminal Records Bureau was established under Part V of the Police Act 1997 and was launched in March 2002. After review the services undertaken by the CRB were merged and formed the Disclosure and Barring Service in December 2012.

Who requires a DBS check for studying with Anglia Ruskin University?

A DBS Enhanced Disclosure is a compulsory requirement of any offer to study on courses which require you to work with children and/or vulnerable adults. This check will confirm whether you have any criminal convictions, cautions or reprimands registered against you, and is necessary to protect both you and the public against people who are unsuitable to work with children and/or vulnerable adults.

Further details on DBS disclosures can be found at GOV.UK, by contacting the DBS information line on 0870 9090 844 or by emailing Anglia Ruskin University's Criminal Records Officer at DBSOfficer@anglia.ac.uk.

Courses listed below all have a compulsory DBS Enhanced Level clearance requirement to be obtained through Anglia Ruskin University prior to the start of the course.

BSc (Hons) Ophthalmic Dispensing BOptom (Hons) Optometry
BSc (Hons) Nursing - all branches DipHE Operating Department Practice
BSc (Hons) Healthcare Sciences BSc (Hons) Midwifery
BA Social Work MA Social Work
MA Dramatherapy Youth and Community Work
DipHE Counselling (child and young person) MA Music Therapy
BOst (Hons) Osteopathy All non QTS Education courses


Can I use a DBS Disclosure I already have?

From June 17 2013 the DBS introduced an online Update Service. This service will allow you to register your Disclosure certificate for an annual fee of £13.00. The Update Service will enable your Disclosure to become portable and will greatly reduce the need to apply for multiple Disclosure certificates, enabling you to take your Disclosure certificate from role to role, within the same workforce, where the same type and level clearance is required.

To use this service you must have a DBS application submitted to the DBS on or after June 17 2013, and on submission of your DBS application form you should visit GOV.UK to register. All DBS enhanced disclosure applications must be received by the DBS within 28 days of registering online. Please ensure if any information/documentation/payment is outstanding from your application, it is submitted within 5 days to ensure your registration will remain valid. Anglia Ruskin University will not be responsible for any lapsed registration if outstanding documentation/information/payment is not received in adequate time.

You can also register with the Update Service within 14 days of the date on your Disclosure certificate once received.

Anglia Ruskin University support the DBS Update Service and will accept Enhanced Disclosures registered on the update service under set criteria. The Disclosure certificate must be checked under the Child and Adult Workforce title and must be at the Enhanced Level. To enable the Criminal Records Officer to verify your information you must produce your original Disclosure along with one original Group 1 document such as a passport, drivers licence (provisional or full) or Biometric Residence permit.

How do I get a DBS check?

For the majority of the courses above, once you have been invited to interview and received a conditional or unconditional offer which you accept, you will be sent by post a DBS application pack. The application must be completed and brought to your Anglia Ruskin Welcome Day along with your original documentation or in some cases sent into the Admissions Office. Details on Welcome Days will be provided to you by your Admissions Officer if applicable.

Your DBS application and documents will be processed by the Criminal Records Officer on the Welcome Day and all original documentation will be given back to you before you leave, if any further information or documentation is required you will be notified by the Criminal Records Officer.

If you are not required to attend an interview for your course of study, you will be sent a DBS Disclosure application and informed of the process for the completion of this.

The current cost of a DBS application is £44.00 (September 2015) and you will be required to pay this amount to Anglia Ruskin University for your Disclosure. Anglia Ruskin University acts as a Registered Body of the DBS and we do not make any additional administrative charges for processing your DBS application.

The DBS operates on a four to six week processing schedule; however some applications can take longer. Once your DBS application has been sent to the CRB for processing you will be able to check the status of your application online at the Disclosure and Barring Service website. To use this service you will need your Form number (found in the top right hand corner of your DBS application form) and your date of birth.

The Disclosure certificate is a very important document which should be kept securely. You will be required to bring it with you when you start your course. If you lose your DBS Enhanced Disclosure certificate you will be required to apply for another at your own expense.

Be prepared for the manager of your placement to ask to see your DBS Enhanced Disclosure certificate. Please do not allow anyone to keep hold of your Disclosure certificate as you may need to refer to it multiple times.

DBS Single certificates

From June 17 2013 the DBS ceased to provide Registered Bodies such as Anglia Ruskin University with a copy of your DBS Disclosure.

To enable you to attend practice and commence your course you will be required to submit the original DBS certificate to the Criminal Records Officer. Arrangements will be made to do this within the first few days of your course. Please ensure you keep your Disclosure in a safe place, as without it you will not be allowed to continue your course.

If your DBS Disclosure certificate shows a conviction, caution, reprimand, warning or further information please contact the Criminal Records Officers, Fleur Mitchell or Fiona Whitehead, immediately for further guidance and instruction on 01245 684984 or DBSOfficer@anglia.ac.uk.

You will also be asked to complete a consent form giving Anglia Ruskin University continuous permission to check your Disclosure certificate online using the online Update Service through the duration of your course.

If your DBS certificate is not received by Anglia Ruskin University you will not be permitted to attend practice which will impact on your continuation on the course.

Applicants living overseas

DBS checks can only be conducted for candidates with home addresses in the UK. Offers for applicants based overseas will be confirmed on the basis of a letter from either the British High Commission of their local constabulary confirming that they have no criminal convictions and are of good character. They will complete and submit their DBS application as soon as a UK address is secured and will not be permitted to attend placement until a satisfactory DBS Disclosure certificate is received and verified.

How do I submit the £44 DBS payment?

To make payment for your DBS application please visit our online store where you will be taken to our secure online payment system.

If you are unable to make a payment through the online payment system, please contact the DBS Officer to discuss further options on 01245 684984 or email dbspayments@anglia.ac.uk.

What should I do if I have a reprimand, caution or conviction?

If you have received a reprimand, caution or conviction you should declare this on your UCAS or online course application and also on your DBS application form.

Please refer to our 'Recruitment of Ex-Offenders' literature below for further information.

Once the Criminal Records Officer has received your DBS application form you will be contacted and in the first instance requested to submit a statement of events. You should include as much detail as possible about the events leading up to and the receipt of the reprimand, caution or conviction including the outcomes (costs/fines etc.) and the lessons you have learned from the experience.

This information will be securely kept under Anglia Ruskin University's Storage and Retention policy until your completed DBS Enhanced Disclosure certificate is received. The information provided will be assessed alongside the DBS Disclosure certificate and a recommendation will be made, either that the application can 'proceed' and be sent to the Director or Dean of the faculty for confirmation, or you will be contacted and requested to submit a further independent reference and any court/police related information on the offence. This will be presented to a Disclosure Panel, consisting of academic staff, the Director or Dean of the Faculty and where appropriate an NHS HR Manager or Head Teacher.

The Disclosure Panel will then review the information and make a recommendation, which will be conveyed to the applicant by letter. This could be that your application is withdrawn, deferred or that you are able to continue.

It is also imperative that if you receive a reprimand, caution or conviction whilst studying on your course that you contact the DBS Officer immediately on 01245 684984.

Filtering of old and minor offences

On May 29 2013 legislation came into force that allows certain old and minor cautions and convictions to no longer be subject to disclosure under the Exceptions Order.

For full guidance on the Exceptions Order and details of which offences will remain please review the information available at GOV.UK.

Storage and retention of DBS Disclosures

All DBS information including application forms and Disclosure certificates are retained within the Chelmsford Admissions Office in secure lockable filing cabinets. All application forms are dispatched to the DBS by Recorded Delivery.

All DBS Disclosure certificates are retained within the Chelmsford Admissions Office in secure lockable filing cabinets and are shredded after 6 months in accordance with the Data Protection Act.

Anglia Ruskin University will not provide third parties with copies of your Disclosure.

The DBS Recheck process (Nursing, Midwifery, ODP and Social Work students only)

All students studying Nursing, Midwifery and Operating Department Practice courses will be required to complete a DBS and Good Health Declaration form at the beginning of each progression year of their course.

Social Work students will be required to obtain new DBS Enhanced Level clearance towards the end of the 2nd year of study to allow entry into practice placements in years 3 and 4. Social Work students will be expected to meet the £44.00 processing fee.

Intermitting students

If you have intermitted from your course of study you must ensure you have a valid DBS Enhanced Disclosure in place before you can return to training from intermission.

A valid DBS Disclosure certificate must have been completed through Anglia Ruskin University at Enhanced Level and be less than 6 months old on the date that you return to your course.

You will be contacted 8-12 weeks prior to your return date and provided with a DBS application pack. Please return this as promptly as possible as without clearance you will be unable to attend any of your practice placements and this could jeopardise the completion of your course.

All students returning from intermission are required to obtain new DBS Enhanced Level clearance and to pay the £44.00 application fee.

How to contact us

If you have any questions relating to DBS please contact the DBS Officers, Fleur Mitchell or Fiona Whitehead on 01245 684984 or email DBSOfficer@anglia.ac.uk.

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