All those who work with children or vulnerable adults are required to undertake a police clearance (Enhanced Disclosure) through the Disclosure and Barring Service.
If your course involves working with children and/or vulnerable adults, you will be required to obtain a DBS Enhanced Disclosure certificate prior to the start of your programme.
Students and trainees who do not have satisfactory clearances by specified, published dates for their programme of study will have the placement components of their studies suspended until such time as satisfactory clearances are obtained. This means you will not be able to fully enrol and the Faculty will not allow you to start your placement if you do not have the necessary clearance.
Please note that the Head of Student Recruitment and Admissions reserves the right to withdraw the offer of a place if you do not complete the DBS Disclosure Application, or any other documentation required in order to meet the conditions of your offer, by a given deadline.
We will make every effort to help you complete the documentation thoroughly but cannot take responsibility for delays in obtaining your Disclosure certificate due to inaccurate or incomplete information supplied by you, or through any specific queries which may arise at the DBS in relation to the information you have supplied. Nor will Edge Hill University be held responsible for any delay in receiving your DBS Enhanced Disclosure certificate, which in turn may result in a delayed placement, or a deferral of certain elements of your programme until the next academic year or even a deferral of the start of the whole programme to the next academic year.
DBS Check
The following groups of students are required to undertake an Enhanced Disclosure
Applicants for programmes of Initial Teacher Training*
Applicants for Pre-Registration Nursing/Midwifery/ODP/Paramedic Practice programmes*
Applicants for Medicine programmes*
Applicants for Foundation Degree programmes which include placements with children and/or vulnerable adults*
Applicants for programmes which confer a professional qualification (e.g. Social Work) which include placements involving work with children and/or vulnerable adults*
All students/trainees who required an Enhanced Disclosure for their programme and have had a break in their studies (i.e. year out, intercalation, deferral) see Student Regulations
Edge Hill University students who are required to undertake a work placement as a part of their programme/course, where the employer or voluntary organisation requires an Enhanced Disclosure
Edge Hill University Research students where the research involves interviews or group work with young people or vulnerable adults.
Other than those groups listed above, Edge Hill University is not in a position to process Disclosure applications for those who are seeking to find work experience (e.g. Camp America or school experience in advance of applying for a programme of initial teacher training). In these cases, you should discuss with the employer organisation about how to proceed with your DBS Disclosure. You can also contact the DBS directly to find out if there are any ‘umbrella’ organisations that are able to process Disclosure applications for individuals.
If you were born outside of the UK or have spent any time living or working abroad, particularly in the five years prior to the start of your programme, further checks in the country or countries where you have resided are required.
* Your offer conditions will clearly state whether or not you require a DBS Enhanced Disclosure for entry onto your programme of study.
Disclosure certificates shelf life
The Disclosure is only truly accurate on the day it is issued. For this reason, any student who takes a break from their studies (intercalation, deferral) is required to obtain a further Disclosure before recommencing their programme.
For students/trainees on professional programmes (Initial Teacher Training, Pre-Registration Nursing, Midwifery, Operating Department Practitioner, Paramedic Practice, Social Work etc) your Enhanced Disclosure is valid for the full duration of your programme as long as you don’t have a break in your studies. However, you should note that any, and every, future employer will require a new Disclosure certificate.
For other students undertaking placements, you may be required to complete a new Disclosure for each placement.
Enhanced Disclosures obtained from other organisations may only be accepted if you have also subscribed to the DBS Update Service.
Application process
If you have been asked to complete a DBS application as a condition of your offer, you will be asked to complete the application online.
You will be sent an email with instructions on how to complete the application, however the information below will guide you through the process.
If you already have a DBS check, see whether you need to apply for a new one or not.
You will receive an email from “DBS Team” with Disclosure and Barring service application as the subject. The email will include your login details and the link to the online application. When you click the link, you will be able to choose your own password. Please ensure it is memorable, as you may need to log back into the system later.
First of all, you will select at least three items of identification. You will then complete the application itself online and the system will guide you through the process.
At the end of the application, you will see an application summary to check you have entered your details accurately.
The final stage is to upload your identity documents. You will be asked to confirm that the details on your documents match your DBS application and you will then be taken to the upload screen.
Important
Please only upload the documents you have selected on the application.
If you are unable to provide one of the core forms of ID (passport, driving licence, birth certificate) you may be asked to provide alternative identification. This process may also involve an external ID check completed by Experian, through our online DBS application provider. A record of the search will be retained, but will not be visible to other parties or affect your credit record. Providing this check is passed your ID will then be processed and the application can continue.
If you are unable to produce the required documentation for the DBS check then we will have to begin the fingerprinting process, the costs of which would be covered by the applicant.
Update service
The DBS Update Service allows applicants to keep their DBS check up to date to show to new employers or organisations. See the below FAQs for further information.
If I am subscribed to the Update Service do I have to apply for a new DBS check with Edge Hill?
If you are subscribed to the Update Service, you should not need to apply for a new check provided that the previous check was Enhanced, and the checking of appropriate barred lists matches the requirements of the course for which you have applied for.
What do I need to do if I am subscribed to the Update Service?
We need to run the check on the DBS Website to ensure that the previous check is still valid and completed at the required level. In order to do this, we must have sight of the original copy of your Disclosure Certificate, which you registered with the Update Service. Please either bring the certificate to the Admissions Office in person (office hours are 08:45 – 17:00, Monday to Friday) or you can post your certificate to The Admissions Office, Edge Hill University, St. Helens Road, Ormskirk, Lancashire. L39 4QP.
I am not currently subscribed to the Update Service but I have recently received a DBS check from another organisation. Do I still need to apply for a new one with Edge Hill?
Yes. If you are not subscribed to the Update Service, we cannot accept your previous check irrespective of how recent it is. However, if your previous check was complete less than 30 days ago, you should still have the option to subscribe to the Update Service which could allow your previous check to become transferable.
Do I have to subscribe to the Update Service when my Edge Hill DBS check is complete?
We do not currently require our applicants to subscribe to the Update Service after obtaining the DBS check for Edge Hill, but we encourage you to do so. If you are planning to obtain employment, either during or after your studies, which involves working with children and/or vulnerable adults you would find this service very useful as it may save you money in the future.
If you do decide to subscribe to the Update Service you need to wait until the check is complete and you receive your DBS certificate.
Convictions and cautions form part of the assessment of an applicant’s suitability for the programme for which they have applied. Although rare, in certain circumstances, the University will withdraw an offer solely on the basis of the information provided on the DBS Enhanced Disclosure. Under such circumstances, the University would provide feedback to the individual concerned.
What happens if a conviction or caution appears on the Disclosure certificate?
You will be required to attend a panel meeting. Local arrangements are in place for all panels. However, the panel will normally include Edge Hill University staff and an external practise partner. In some cases, such as franchise programmes, a partner representative may also be part of the panel.
Prior to the panel you will be asked to provide a written statement outlining the specific information relating to the caution or conviction.
The purpose of this meeting is to consider all aspects of the disclosure, including spent convictions, cautions and reprimands. The panel will ascertain whether the conviction or caution is likely to prevent you from working with children or vulnerable adults and to address professional issues. They will also assess if you demonstrate the professional qualities required to meet the professional standard and have due regard to the requirements of the professional regulator.
Attendance at the panel meeting is mandatory in order to meet the entry condition of ‘satisfactory DBS clearance’. If you do not attend the panel meeting, your admission or enrolment will not be confirmed and you will not be able to commence/continue with your programme of study, and the University will withdraw their offer of a place on the programme.
The Panel may conclude that the information on your DBS Enhanced Disclosure is not satisfactory and that you do not satisfy the requirements for entry to the programme and will, in such cases, withdraw the offer of a place on the programme. In certain circumstances, the University may also refer your details to the appropriate Professional Regulatory Body (eg DfE, NMC, GSCC, etc) as required by the Safeguarding Vulnerable Groups Act 2006 and the Independent Safeguarding Authority.
In relation to professional issues, the panel will assess your personal qualities, insight and reflection through questioning. They may ask you to think about how you would respond in real life scenarios or answer certain questions when applying for future posts where the employer requires a DBS Disclosure certificate. Under the DBS’s ‘Filtering’ process certain offences may be classed as ‘Spent’ or ‘Not Relevant’, depending on the position applied for. For further information please visit the DBS website.
What information will I receive after the panel interview?
You will receive a letter from the University to confirm the panel decision.
If the decision is to allow you onto the programme, you are advised to keep the letter safe as you may need it throughout the duration of your programme. When attending placements the provider may ask to see your copy of the DBS Enhanced Disclosure at any time, so you are advised to take the letter which confirms the University’s decision with you.
If the panel decision is that your caution/conviction deems you unsuitable for the programme you have applied for, the reasons for the decision will be outlined in the letter.
Can I appeal against the Panel decision?
You will have 10 days from the date of the letter in which to appeal against the decision. To appeal you should submit a DBS appeal form to the Director of Governance & Assurance and Clerk to Governors.
You should note that appeals can only be made on the following grounds:
unreasonableness of the decision
procedural failure
new evidence that, for good reason, was not made available to the panel
The Director of Governance & Assurance and Clerk to Governors, or their designated alternative Senior Manager, will review the appeal to determine if the decision made was reasonable and to ensure that due process has been followed. They will not re-investigate or re-hear your case, and may, as a result:
overturn the original decision
refer the application back to the Panel
defer the decision pending further information
support the original Panel decision and reject the appeal
All appeal decisions will be advised in writing and will be dispatched within 10 working days of the date your written appeal is received by us.
In the case of applicants for programmes of Initial Teacher Training, the Department for Education (DfE) acts as the final arbitrator and applicants may apply directly to the DfE for a decision without making an appeal to the Director of Governance and Assurance and Clerk to Governors.
In the case of applicants for Health related courses appropriate staff from the local NHS Trusts may also be included in the decision-making process and/or act as a Panel member.
What if I get a caution or conviction after I have received my DBS Enhanced Disclosure?
You are required to report this immediately, in confidence, to either the DBS Administrator in Admissions (if this occurs prior to the programme commencing), or to the Academic Registrar (if this occurs after you have started your programme).
If you are employed as a Student Advocate, you are required to inform Human Resources immediately you are charged with an offence.
Safeguarding checks for education programmes
In October 2014, the Department for Education (DfE) issued an update to its Statutory Guidance “Keeping Children Safe in Education.” As a result of this update, further safeguarding checks must be carried out on applicants due to embark on a course that involves working with children in schools, in addition to the usual Disclosure and Barring Service (DBS) check.
A person may be disqualified through: 1. Having certain orders or other restrictions placed upon them 2. Having committed certain offences.
A disqualified person is not permitted to continue to work in a school setting. Unless they apply for and are granted a waiver from OfSTED.
You will be asked to declare that you are not disqualified from working with children when you enrol.
Prohibition to teach check
Edge Hill are required to check that all applicants due to commence a programme of Initial Teacher Training are not subject to a prohibition to teach order issued by the Secretary of State.
You do not need to complete anything for this check to be carried out. Your details will be checked by Admissions staff prior to enrolment to ensure you are not subject to a prohibition order. We will only contact you if we are unable to confirm that you are not subject to such an order.
Overseas Criminal Record Checks
When a DBS check is undertaken, the police authorities in the UK check all records going back to childhood for an individual. Where an applicant was born outside the UK and/or has lived or worked outside the UK for a period of more than three months, then it is expected that an application will be made by you to the appropriate authorities in the relevant country or countries to establish clearance.
You need to be aware that this can be a lengthy process and that this needs to be started as soon as possible. Please note the Edge Hill University is not able to make these applications on your behalf. You must do this yourself. We appreciate this can be a daunting process but please keep us updated on your progress.
Not all countries have a centralised police record and are not able to produce a statement of your conduct. In these circumstances, we will work with you to help you obtain as much supporting evidence as possible.
How do I obtain the check?
First of all, you need to inform us that you have lived in a country other than the UK for a period of three months or more. You can do this by completing the below online declaration; Overseas Residence Declaration.
I’m struggling to obtain the check
Not all countries have a centralised police record and are not able to produce a statement of your conduct. In these circumstances, we will work with you to help you obtain as much supporting evidence as possible.
Overseas residence declaration
If you have lived in a country other than the UK for more than three months, you should complete the relevant form.
What if I have a conviction, caution or I am the subject of an investigation and want advice before applying to Edge Hill University?
Generally, we are not in a position to give advice directly. The majority of cautions and convictions will not affect your ability to work with children or vulnerable adults. However, serious crimes, for example those involving children or vulnerable adults, offences of a sexual nature, serious violence or dealing drugs, could act as an obstacle (list not exhaustive).
If you have concerns about whether or not your conviction, caution or investigation will prevent you from undertaking a teacher training programme or a placement, you can seek advice from one of a number of organisations, including: Citizens Advice Bureau, a solicitor, Rehabilitation of Offenders organisation (e.g. Jobcheck, NACRO). You can also contact the relevant Professional Regulatory Body, e.g the Department for Education (DfE) for Initial Teacher Training, the Health and Care Professions Council (HCPC) for Social Work and Operating Department Practice, the General Medical Council (GMC) for Medicine, or the Nursing and Midwifery Council (NMC) for Nursing/Midwifery.
I already have a DBS check processed by another organisation. Do I need to do another one?
We are only able to accept a previously issued DBS check if the applicant also subscribed to the DBS Update Service.
How long does it take to get an Enhanced Disclosure?
The DBS aims to complete 90% of Enhanced Disclosures within four weeks, and 100% within 60 days. It is your responsibility to initiate a complaint with the DBS if the disclosure is not received within this 60 day guideline.
Please note, Edge Hill University has no control over the length of time a disclosure application takes to complete. In certain cases, the DBS are not able to meet their 60 day target for a number of reasons. For example, if you have a common surname it can take time for the Police to distinguish between one person and another, especially if two people with the same name share the same date of birth.
Other reasons for delay can be if the applicant has lived at several addresses in different areas of the country, or simply if your application is made at a particularly busy time of year. Edge Hill University accepts no responsibility for the time a disclosure application takes to process. If a delay in the disclosure application results in a significant delay in enrolment Edge Hill University will attempt to find an alternative satisfactory solution for all parties concerned. Unfortunately, however, this cannot always be guaranteed.
How will I know when the process is complete?
Once the checks have been completed you will receive a copy of your Disclosure certificate. This will be sent to the address you provided on your application form. If you change address after you have submitted your form, you should make arrangements for the Disclosure to be redirected to your new address.
If there are no convictions or cautions listed you need take no further action. Do not contact us when you receive your Disclosure certificate, but keep it safe, ready for placements as the school, hospital or employer you undertake your placement with may ask you to produce it.
What does Edge Hill do with the information?
Edge Hill University complies with the DBS Code of Practice. Details are available via their website. The DBS issues strict guidelines on the use, storage and disposal of data, and a full list of these guidelines can be obtained from the DBS.
We are unable to accept requests for information on Disclosures from any other organisations, even with your consent, and also taking into consideration the DBS’s advice on Disclosure portability. If such a request is received, it will be politely declined.
In the event that there are convictions or cautions, copies of any provided Disclosure certificates will be securely kept for up to 6 months and then destroyed.
We only record your Disclosure number on your electronic student record. Provided copies of certificates containing cautions or convictions are filed separately with the Academic Registrar or other senior manager of the University. Only panel members and the DBS Administrator see these. A strict code of confidentiality is maintained. Tutors or other staff will not have access to your details unless you decide to give it to them.
What if I lose my DBS Enhanced Disclosure certificate?
You should keep your certificate safe as you may be required to produce it at any time during your placement by the employer or other organisation where you are working or volunteering.
Edge Hill University cannot accept responsibility for any circumstances arising out of the loss of your Enhanced Disclosure certificate, but we will work with you to minimise the impact of this, and facilitate your application for a new Enhanced Disclosure. All costs associated with this will be paid by you.
Were you born outside the UK or have you lived or worked outside the UK particularly in the last 5 years?
When a DBS check is undertaken, the police authorities in the UK check all records going back to childhood for an individual. Where an applicant was born outside the UK and/or has lived or worked outside the UK, then it is expected that an application will be made by you to the appropriate authorities in the relevant country or countries to establish clearance. You need to be aware that this can be a lengthy process and that this needs to be started as soon as possible.
Please note the Edge Hill University is not able to make these applications on your behalf. You must do this yourself. This can be a daunting process and we would advise you to contact the relevant country’s embassy in London for advice on how to obtain the relevant document.
Not all countries have a centralised police record and are not able to produce a statement of your conduct. In these circumstances, we will work with you to help you obtain as much supporting evidence as possible.
Will I get a refund if I don’t take up my place at Edge Hill?
If you have paid for the check but not completed the DBS application we will be able to provide a refund. However if the DBS application has been completed and reached the DBS, we would not be able to provide a refund.