DBS Checks FAQs

NO - If you are progressing or continuing your studies at the University following the summer vacation you do NOT need to apply for a new check.  The DBS check which you obtained at the beginning of your course will last through your programme. You will be asked as part of thr annual OLE whether there has been any change with your status.  

YES - If you are returning to your studies following time away due to taking a year out or interupting your studies.  You should dicuss this with your programme leader.

Once you have received the email giving you access to complete the form online, you should do the following:

Full details of how to complete the DBS application may be found by clicking on this link: How to Complete Your DBS Application or on the link at the right of this page. Please ensure that you read the instructions carefully before applying.

You should also complete a Good Conduct Declaration Form and bring this with you to the signing session.

We have limited the number of persons at each session to reduce the possibility of queues, it is imperative that you attend at the time that you have booked. Please ensure that you attend at the time and date that you have booked for.

The first part of your application will present you with a list of ID documents (driving licence, passport and bank statments etc - see below.) You will need to select which documents you can provide as proof of yor identity.

The required ID documents are listed across a number of pages. If you are unable to select a document(s) from one of the lists, select 'No'as your answer and you should be able to select a document from a subsequent list.

The documents you select must:

• be originals (photocopies, online and self-printed documents will be rejected)
• match your current address
• confirm your current full-name

Your ID documents must match the application details submitted: if your documents do not confirm the application details or atre expired, they will be rejected at the identity verification stage.  As a result ensure that your current ID documents are up to date, or select an alternative ID document from the list.

Whern selecting your documents, please ensure that you only select documents  that you have in your possession - if you need to collect or receive your documebnts from elsewhere, please wait until you have them to complete your application.  This will help ensure your application is filled out accurately, and your documents are not rejected at the verification stage.

Here is a complete list of all form of Identity that you can use to complete your DBS check.

Screen 1

• Passport (any nationality)
• Biometric residence permit (UK)
• Current photocard driving licence UK/Isle of Man/Channel Islands/(full or provisional)
• Birth certificate - issued within 12 months of birth (UK and Channel Islands)
• Adoption certificate (UK and Channel Islands)

Screen 2

• Current photocard driving licence - All countries outside UK, Isle of Man or Channel Islands (full or provisional)
• Firearms licence (UK, Channel Islands and Isle of Man)
• HM Forces ID card (UK)
• Immigration document, visa or work permit - Issued by a country outside the EEA (Valid only for roles where the applicant is living and working outside of the UK).
• Visa/permit (must relate to the non EEA country in which the role is based).
• Marriage/civil partnership certificate (UK and Channel Islands).

Screen 3

• Cards carrying the PASS accreditation logo
• EEA National ID card
• Letter from head teacher or college principal (UK - for 16 to 19 year olds in full time education - only used in exceptional circumstances if other documents cannot be provided)
• Letter of Sponsorship from future employment provider (can only be used for applicants residing outside the UK at time of application)

The Following documents issued within the past 12 months:

• Council Tax Statement Financial Statement (UK) - e.g. pension, endowment,
• ISA Mortgage Statement (UK or EEA)
• P45 Statement
• P60 Statement

The Following documents issued within the past 3 months:

• Bank or building society statement (UK and Channel Islands or EEA)
• Bank or building society statement - Countries outside the EEA (for applicants living and working outside the UK. Branch must be located in the country in which the applicant lives and works)
• Bank/Building Society Account Opening Confirmation Letter Credit Card Statement (UK or EEA)
• Benefit Statement (UK) - e.g. Child benefit, Pension Central or local government, government agency, or local council document giving entitlement. e.g. Department for Work and Pensions, the Employment Service, HMRC. (UK and Channel Islands) - First document
• Central or local government, government agency, or local council document giving entitlement. e.g. Department for Work and Pensions, the Employment Service, HMRC. (UK and Channel Islands) - Second Document (this must have been issued by a different body than first document)
• Electricity Bill / Statement (UK)
• Gas Bill / Statement (UK)
• Telephone Bill / Statement (Not Mobile Telephone) (UK)
• Water Bill / Statement (UK)

You can either provide at least 3 documents, including at least one from category 1, or five documents from category 2a or 2b, and at least one document must demonstrate your current address. If you are having trouble finding documents from this list, please contact us directly and we will discuss the matter with you.

The DBS require you to confirm your current full name including all: forenames, middle names(s) and surnames.  You will also be asked to declare any previous / additional names that you have used, or have been known as since birth. 

Any spelling variations used in an official document or on a previous DBS application, should be included within the application, see examples below: 

• Philip known as Phill
• Jonathan known as Jon or John
• Victoria known as Vicky
• Suzanne or Susan known as Sue or Su 
• Vicky spelt as Vickie
• Jones-Smith used without the hyphen as Jones Smith

If your application hasn't been initiated in your official name, please contact us so that we can restart your application as necessary.

Once you log in to complete the on-line DBS application you will be asked to state what documents you can provide. Following this process you will see your basic details including your name. On this page there is a button that asks if you have any other middle names, you can amend your details at this point.

The DBS require full disclosure of ALL addressess that you have lived at within the last five years (including ALL temporary or term-time student addresses).

All addressed documents must match the current address shown on the application form.

You will need to include any concurrent addresses or overseas addresses. When using concurrent addresses the system allows for overlapping of dates to record if you live, or have lived at two or more locations at the same time.

If you have a concurrent address(es) enter your primary address first, this is where your certificate will be sent to. Then enter any other address(es) that you've lived at in the last five years as additional addresses.

If during anytime in the lastfive years you have lived or worked overseas you must include all overseas addresses in your address history.You will also be expected to obtain and provide a Certificate of Good Conduct or a Police record certificate from the country or countries in which you stayed.

Time spent overseas will include a gap or placement year as part of your previous studies, activities including activity camps eg Camp America or working with families. Tourist trips, holidays or short vacations to overseas countries are not included.

Further guidance on how to obtain an OverseasCriminal Record Check can be obtained from thisHome Office site:https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants

The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check - basic, standard and enhanced.  Further information is available at https://www.gov.uk/guidance/transgender-applications 

The following programmes of study will involve regulated activity and require DBS clearance:

Notes:

*Applicants wishing to register on the Apprenticeship programmes should have existing DBS clearance through their employer.

** QTS - Qualified Teacher Status

The cost of the Disclosure is £50.00. Payable using the University of Chester Shopfront. Applicants are strongly advised to subscribe to the Disclosure Update Service at a cost of £13.00 payable directly to the DBS.

Applicants for the Pre-registration Nursing, Pre-registration Midwifery,  MSc and BSc Nutrition and Dietetics, whilst liable for the fee, do NOT need to pay for the DBS check at this stage; the cost will be covered by the NHS. However, applicants will need to pay to subscribe to the DBS Update Service.

The DBS definition of a 'volunteer' specifically excludes students undertaking a placement as part of their studies. DBS defines a ‘volunteer’, as:

‘A person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party other than or in addition to a close relative.’

To qualify for a free-of-charge volunteer check, the applicant must not:

• Benefit directly from the position for which the DBS application is being submitted.
• Receive any payment (except for travel and other approved out-of-pocket expenses).
• Be on a work placement.
• Be on a course that requires them to do this job role.
• Be in a trainee position that will lead to a full time role/qualification.

The following table is adapted from the table published in the October 2013 edition of DBS Disclsoure News.

Applicants for the Pre-registration Nursing, Pre-registration Midwifery and MSc/PG Dip Nutrition and Dietetics, whilst liable for the fee, do NOT need to pay for the DBS check at this stage; the cost will be covered by the NHS. However, applicants will need to pay to subscribe to the DBS Update Service.

You should only register for and attend a signing session once you have received a letter from the University requesting that you apply for a DBS Disclosure and have completed the form on-line. However, it is imperative that you attend the signing session. Failure to do so may result in serious implications for your continued enrolment on the programme. This process MUST be completed before the commencement of your studies.

Dates of DBS Signing Sessions may be found on the DBS Dates page at http://www.chester.ac.uk/dbs/dates booking for the session is done through Eventbrite

All student signing sessions will take place on the Exton Park Site on Parkgate Road, Chester, CH1 4BJor at the University Centre Shrewsbury Site, the Guildhall, Frankwell, Shrewsbury, SY3 8HQ.

Due to limited space available for queuing you are requested not to attend for the signing session before the start time above to avoid excessive waiting.

Applicants should note that they may also be required to complete other relevant checks to demonstrate suitability or fitness to practice including completion of an Occupational Health Assessment. The University may withdraw the offer of a place if you fail to provide satisfactory Occupational Health clearance.

Information for Staff
Applicants for positions of employment at the University should contact Human Resources to arrange a signing session.

You should only book for and attend a signing session once you have completed the application form on-line, paid for the check and received a confirmation email that your application has been submitted. Please do not attend the signing session if you have not completed the form; however, it is imperative that you do complete the entire DBS application process. Failure to do so may result in serious implications for your continued enrolment on the programme. The DBS process MUST be completed before the commencement of your studies.

If you are self-isolating, shielding or consider yourself vulnerable, for whatever reason, please do not place yourself and others at risk. Email us directly on DBScheck@chester.ac.uk so that we can discuss suitable alternative arrangements.

We have limited the number of persons at each session to reduce the possibility of queues, it is imperative that you attend at the time that you have booked. Please ensure that you attend at the time and date that you have booked and received a ticket for. Don't forget to bring the ticket with you.

If you have completed the DBS application through the University and have paid the fee you need to register or book to attend a signing session. You can register to attend a session through Eventbrite.Please ensure that you attend at the time and date that you have booked and received a ticket for. Don't forget to bring the ticket with you.

If you have completed a DBS application through the University and attended a signing session you will receive an email advising you that the form has been dispatched to the DBS. To be able to track the progress of your application you will need the form reference number, this will be included in the email. You can track your DBS application using the following link: https://secure.crbonline.gov.uk/enquiry/.

• You will also need your form reference number to subscribe to the DBS Update Service. Please ensure that you do not register for the Update Service as a volunteer, this will make your application void and you will be required to re-subscribe and apply for a new DBS disclosure including paying the full fee.

All applicants will need to complete the Good Conduct Declaration Form and bring any further details with you to the signing session; applicants will also need to receive Occupational Health Clearance.

The University is also required by the Department for Education's Initial Teacher Education Criteria 1.3 to check that applicants for PGCE, BA QTS or other Initial Teacher Education programmes, are not subject to a prohibition order issued by the Secretary of State and are not Disqualified by Association under the Childcare Act 2006.

This may, but not necessarily, debar you from being admitted to your course of study at the University. If you know that you do have a criminal record (including a caution, warning or reprimand) you should declare this whilst completing the Good Conduct Declaration Form and bring any further details with you to the signing session. You should also provide a brief account outlining the circumstances of the incident and any mitigating circumstances that you feel may be relevant. This statement should be submitted in a sealed envelope at the signing session. Please rest assured that the University considers all cases fully and fairly, including your written account, before reaching a final decision.

All guarantees of a place at the University of Chester remain provisional pending a receipt of satisfactory DBS clearance through the University.

However, you do not need to delcare any Conviction, Caution or Reprimand that will be subject to the DBS Filtering Rules; you are strongly advised to check these rules prior to completing the form.

The University requires all applicants that are conducting regulated activity with children or vulnerable adults to complete a new DBS check through the University. We are unable to accept previous DBS certificates, including those which may be on the Update Service.

It is a legal requirement for the university to complete an Enhanced Criminal Record Disclosure on every student and member of staff that has regular contact with children and/or vulnerable adults. The University places the highest priority on the protection of children and vulnerable adults, and our screening policy operates in line with the guidance that has been issued by the Home Office, Disclosure and Barring Service (DBS) and other relevant regulatory bodies.

Any Disclosure check that you have completed through other organisations will only cover any criminal offences committed up to the date that it was printed, and as such is vital that we have an up to date check to cover the period since this time. It will also only be valid for the organisation that it was completed for. The university does not currently accept the DBS update service as a method for transferring DBS certificates.

You can find a copy of our screening policy on our website at www.chester.ac.uk/DBS.

The University does NOT recieve or hold a copy of DBS checks.  If you have misplaced your copy you will need to apply for a new one.