Managers guidance

Guidance on roles eligible for DBS checks View the DBS procedure

Imperial College is committed to safe recruitment, selection and vetting and has a statutory responsibility to ensure background checks are undertaken for all roles (employed or voluntary) that will work with children and young people under the age of 18 and to ensure the suitability of those working with vulnerable adults.

For further information please refer to the Safer Recruitment guidance.

Advertising

Stage 1

  • Prior to advertising
Selection

Stage 2

  • Interview and selection
Complete

Stage 3

  • Appointment

What do I need to do?

The guidance below sets out the stages of the DBS process and the action you will need to take when a DBS check is required for a role.

What do I need to do?

Stage 1 - Prior to advertising

1. Identify the need for a Disclosure and Barring (DBS) check. The following questions will help you do this:
  • Is the activity/role set out within the Imperial College's DBS Eligibility Guidance as requiring a DBS check?‌
  • Does the role include working with children/vulnerable groups or individuals, either within the University or in another setting? If so:
    • Is it a regular part of the role?
    • How frequently is it repeated?
    • Is contact on a supervised or unsupervised, one to one basis?
    • Is no other responsible adult present?

Answering ‘yes’ to any of the questions above, indicates a DBS check is likely to be required.

2. Identify the level of check required and the type of workforce. For guidance refer to:

Should you have any queries, please contact the Staff Compliance team to discuss.

3. If a DBS check is required, you must:
  • State this in the advertisement and person specification (Advert Template.doc)
  • Advise the Recruitment Hub accordingly

If the role is not eligible for a DBS check, do not request one but instead complete a risk assessment checklist for roles involving contact with children or vulnerable adults.

Stage 2 – Interview and selection

1. Explore the individual’s:
  • Relevant safeguarding experience
  • Their attitude and approach to safeguarding concerns that may arise
  • Ask for explanations of any gaps in employment history
2. Complete:

Stage 3 – Appointment

1. In the following instances you will need to act as mentioned:
  • If the successful candidate is to commence work prior to receipt of a Disclosure, you should arrange for appropriate, supervised one-to-one contact with children or vulnerable adults.
  • If the successful candidate has been living overseas within the past five years, you should request an overseas criminal records check (see section 14 of the DBS Procedure for how to do this), as the DBS can only access criminal records held on the Police National computer. 

There will not normally be any other action for you to take in the DBS application process.  When a conditional offer letter/contract is issued, it will provide the successful candidate with instructions on the action they need to take. You will be notified by the Staff Compliance team when the check has been completed.  If there is any issue, you will be contacted by the Staff Compliance team.