The University's policy on the use of Disclosure and Barring Service (DBS) checks.
1.1 This is the University’s policy on the use of Disclosure and Barring Service (DBS) checks. It covers the recruitment and employment of staff and volunteers with criminal convictions or those who are barred from working with vulnerable groups; the use of disclosures; and the storage and use of information about convictions which have been disclosed by the DBS. For student requirements on DBS checks see the Student Disclosure and Barring Policy.
1.2 This policy provides clarity and guidance to those who are or are planning to work at the University and those recruiting them. It explains the processes necessary to protect them, vulnerable groups, and the University.
2.1 The policy applies to all potential and current staff, including individuals who have an honorary contract with the University; temporary workers; agency staff; and individuals engaged with the University on a self-employed contract basis. To ensure that applicants are aware of this policy, it will be provided at the outset of the recruitment process for roles where a disclosure will be required as part of the pre-employment checks.
2.2 The University requires staff employed in certain roles to undergo a DBS check every three years; after a break of service; or sooner if this is a requirement for operational or organisational reasons. In situations where an individual is appointed to, or promoted to, new roles within the University that require a DBS check this will be undertaken if they have not already completed one.
2.3 The University will use a verification supplier, Verifile, to complete checks and re-checks on its behalf. Re-checks may be also done using the DBS Update Service where appropriate. The Employee Services Hub will maintain a central register of all staff checked and roles due to be re-checked every three years as outlined in the policy.
2.4 The University is a registered user of the DBS and will comply with their code of practice and undertakes to treat all applicants and employees fairly and consistently. The University will not discriminate unfairly on the basis of convictions or other information revealed in a disclosure.
The DBS helps employers make safer recruitment decisions and prevents unsuitable individuals from working with vulnerable groups, including children. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).
3.1 Recruiting managers are responsible for ensuring that their job description holds the correct information on DBS checks, in consultation with the relevant HR Business Partner (HRBP), and that they have flagged roles requiring a check when submitting an ERP Staff Request Form. They are also responsible for deciding whether it is appropriate to recruit an individual where DBS reports confirm a conviction or other related information, supported by the Resourcing Manager and their HR Business Partner.
3.2 The Employee Services Hub is responsible for ensuring that candidates requiring a DBS check are sent a link to the Verifile disclosure application form along with the formal offer of an appointment. The offer will be subject to completion of a satisfactory check, so the Hub is also responsible for confirming the candidate’s start date once the check has been completed and for issuing letters confirming a re-check is required.
3.3 The Resourcing team is responsible for reviewing returned reports for checks and re-checks and ensuring the system is updated with required information. The Resourcing Manager is responsible for providing advice and support where there are issues with checks and decisions are required from Appropriate Managers.
3.4 The candidate / employee is responsible for disclosing unspent convictions and relevant information in relation to the role they are applying for or, where they are already employed in the role, for alerting their manager to any new convictions that emerge. The candidate is responsible for completing the disclosure application form on the Verifile site and providing the required documents. The employee is responsible for completing a re-check via when prompted to do so.
3.5 The Procurement Manager is responsible in the provision of contracts/contractors that are not employees of the University for compliance with the appropriate checks as required in alignment with the University’s Safeguarding Children Policy.
4.1 In developing this policy we have followed our process for inclusive decision making to help create a working environment where people feel welcomed, valued, and supported.
5.1 The Rehabilitation of Offenders Act 1974 (Exceptions Order 1975) as amended in 2013.
5.2 The General Data Protection Regulation and the Data Protection Act (2018). Please see the staff fair processing notice for more information on how your personal data will be used by the University.
6.1 The Director of OD is responsible for all HR policies. Any queries regarding the policy content should be directed to the Head of HR Policy on their behalf.
7.1 Last reviewed and updated in October 2021.
