DBS Application Process

On receipt of the email about completing a DBS check it is essential that applicants/students read the guidance about completing the application carefully to ensure all components of the process are fulfilled.   

In the first instance we will invite applicants/students to complete an online application form along with a digital ID check. If the digital ID check fails, or is not a viable option due to document availability, we will invite the applicant/student to attend in person to have their ID documents checked.

Please note that non-UK applicants/students may be required to attend an in-person ID check due to the limited range of documents accepted for a digital ID check. 

We may be able to consider existing DBS certificates where applicants have registered their existing certificate with the DBS Update Service. We can only consider certificates registered with the DBS Update Service where the original certificate is at the exact same level as is required by the programme of study (Standard or Enhanced with the correct work force and with the correct barred list information).

Once you have received the email from us about completing your DBS check you will need to do the following:

• Applicants/students will receive an email from Security Watchdog which includes a unique link to apply for the DBS check and make the required payment. (Once the application is submitted for processing Security Watchdog will provide you with an eBulkplus reference number via email, provided an email address was entered within the application). 
• Once you have completed the application form, you will be sent a further email requesting that you complete a digital ID check via Trust ID.  The link in the email is unique to your application, and it is important you complete the ID check in quick succession to the application to avoid the link expiring.
• If you are unable to complete the digital ID check for any reason please contact the DBS team for advice.

Once the online application form and ID check are completed (either digitally or in person), the DBS Administrator will check the information entered in the DBS Application for completeness and accuracy, and that the DBS Privacy Information form has been completed. Once completed the application will be approved in Security Watchdog to be checked and countersigned.  Security Watchdog will then submit the application electronically to the DBS for processing.  If any further information is required in regard to your application the DBS team will contact you by email before the application is submitted.

Once submitted to the DBS for processing applicants will receive an email from Security Watchdog confirming their DBS Application Reference number, along with further details and links to the DBS website to enable applicants to track the progress of the application from the moment the disclosure process commences.

The DBS will post the Disclosure certificate directly to the applicant. Processing by the DBS can take on average 4-6 weeks, although it can take longer during their peak period (between June and September). On receipt of the disclosure certificate it is recommended that applicants consider registering their disclosure with the DBS Update Service, applicants have 30 days from the date of issue in which to do this.

Security Watchdog notify the University once a DBS check has been completed and, if the DBS Disclosure certificate does not contain any content/is clear, the DBS condition will be updated to having been met. It is essential that applicants keep their Disclosure certificate in a safe place as it may be required when applicants go out on placements.

If, however, a DBS Disclosure certificate does have content, and is therefore considered an ‘adverse’ disclosure, the relevant academic Department/School will contact the applicant for sight of the original disclosure certificate.

If a DBS Disclosure certificate does have content, and is therefore considered an ‘adverse’ disclosure, the outcome provided by Security Watchdog to the University will be ‘Please wait to view applicant’s certificate’. A named administrator within the relevant academic Department/School will contact the applicant for sight of the original disclosure certificate so that it may be considered further. 

In deciding whether to permit an applicant to proceed on to their chosen programme, the relevant academic Department may consider the following:

• The seriousness of the offence and its potential relevance to the course
• The length of time since the offence occurred
• Any relevant information offered by the applicant about the circumstances which led to the offence being committed
• Whether the offence was a one-off, or part of a history of offending
• The degree of remorse, or otherwise, expressed by the applicant and their motivation to change 

If a decision cannot be reached by the relevant academic Department based on the information provided then further details may be required and the applicant will be contacted accordingly. The Department will consider any further details which the applicant provides and will decide to allow the application to proceed or refer it to a panel to consider the matter further.

If the panel decide that the offence(s) on the disclosure may warrant the refusal of admission to the chosen programme, the applicant will be invited to attend an interview to explain the circumstances of the offence(s) and offer any evidence in mitigation.

If the University’s decision is to refuse admission, then the reasons why the applicant cannot be admitted to their chosen programme will be made clear. The University’s decision will be communicated to the applicant in writing.