Working with children or vulnerable adults

Download Eligibility for DBS checks' guidance [PDF]Download form to Request a DBS check [Word]

For guidance on whether a College role requires a statutory Disclosure and Barring Service (DBS) check and the appropriate level of check, please download our guidance on Eligibilty for DBS checks and also refer to the information below. 

This guidance is for staff working with children or vulnerable adults, but it is not for those working in healthcare or within an NHS setting.  We have separate guidance for this, please refer to our guidance for staff working in healthcare or an NHS setting. 

If you need any further advice on determining the level of check needed, or if you have questions that are not answered by the following FAQs, please email the Staff Compliance team.

Frequently Asked Questions

Can a DBS check obtained via another employer be used for a College role?

This is only permitted where the all of the following applies:
  1. The individual is subscribed to the DBS Update Service; and 
  2. They are able to provide a copy of their original DBS certificate, which must be:
    1. At the same level as needed for the new role (for example it cannot be at a higher or lower level than now needed*)
    2. Have the same barred check lists, where applicable (for example - if the current certificate has Barred List checks, but these are not needed now, the certificate cannot be used*)
    3. Be for the same Workforce (for example - if the current certificate is for an Adults' and Children's Workforce, but only a Children's Workforce is now needed, the certificate cannot be used*)

*We are not legally permitted to carry out a DBS Update check for information we do not need to know for the new role, for example, if the current certificate has a Children's Barred List check, but the individual will not be working with children in their new role, we do not need to know if they are barred from working with children and must not carry out a DBS Update check on that informaiton.  This is why we cannot accept DBS certificates at higher levels or that cover more Workforces than needed.

If all of the above apply, the Staff Compliance team, will require a copy of the original DBS certificate to be emailed to them, along with a completed DBS Status Check Consent Form, giving permission for the team to carry out a check on the individual's DBS status. The team will then confirm whether the DBS certificate can be accepted.

How do I request a new DBS check?

  •  For existing staff, casual workers or volunteers - your line manager/department should complete a Request a DBS check form, which is available from the top of this webpage
  • For new appointments issued by the Recruitment Hub - the Recruitment Hub will liaise with the employing department direct and will advise Staff Compliance that a DBS check is needed
  • For new appointments issued by the Staff Hub (including Honorary Research Contracts, Short term contracts) -your line manager/department should complete a Request a DBS check form, which is available from the top of this webpage

What is the process and time line for getting a new DBS check carried out?

  1. Once the level and Workforce need for the check has been established, the Compliance team will forward instructions to the individual on how to make their DBS application
  2. The individual completes an online DBS application form. They must then provide 3 pieces of acceptable ID to the Staff Compliance team. The ID required is very specific, failure to provide the correct ID will delay the application
  3. The Compliance team will arrange visual ID verification with the individual (currently done via Teams or similar), and aim to arrange this within a few days of receiving the ID documents
  4. As soon as the visual ID verification is complete, the individual's DBS application will be submitted for processing.  The result notification is normally received within seven days and the indivudal and their line manager will be informed