ID CheckThis guidance is relevant to College staff who require a DBS check for their role.  

Please contact your manager if you are unsure whether you require a DBS check. 

What do I need to do?

New staff

The process
The stepsDescription

 Step 1

 

Submit an application by following the process outlined in your conditional offer/contract. Your appointment will be conditional on DBS clearance being granted.

Step 2

Once you have made an online DBS application (but not before):

  • Contact the HR Staff Hub to arrange a convenient time for your identity (ID documents to be checked)
    • Your email to the Staff Hub must have the subject title as [Dept], [Name], [CID], [DBS ID check required].  You must attend an appointment in person and take all your original documents with you.  You cannot send photocopies of documents.

Acceptable forms of ID – these are listed on the DBS list of acceptable identification Where you are showing documents from Group 1 of the list, that if you have a passport and/or driving licence, these documents must be shown in preference to any other document in Group 1.  If you are unsure which documents are required, please contact the HR Compliance team for clarification.

A DBS application cannot be processed until your ID documents have been verified.

Step 3

The HR Compliance team will inform you once your DBS check has been submitted and when DBS clearance has been given.  You should then take the following action:

  • If it will be an ongoing requirement for you to have DBS clearance, sign up to the DBS update service, this can be done when you make your application or up to 30 days’ after DBS certificate was due
    • Once you have signed up to the update service, complete a DBS status check consent form (word)‌ so that annual online status checks can be carried out to verify that no further information has been identified since your DBS disclosure certificate was issued
Step 4

The HR Compliance team will let your manager and the HR Staff Hub know that you have DBS clearance and, following on from this, any conditional appointment will be offered as unconditional.

 
Summary of the table's contents

Existing staff

Where your current or new role will mean that you will come into 1-2-1 contact with children under 18 years of age or vulnerable adults, you will probably require a DBS check. Please take the following steps:

The process
The stepsDescription
Step 1  

Confirm with your manager whether they have requested a DBS check for you. This may have been done at the point they:

Step 2  
  • If a DBS check has been requested by your manager, follow the instructions to make your application when advised by the HR Compliance team
  • If a DBS check has not been requested, please ask your manager to do this when completing a Contract Change request (if applicable) or by completing DBS check request for current staff
Step 3

Once you have made an online DBS application (but not before):

  • Contact the HR Staff Hub to arrange a convenient time for your identity (ID documents to be checked)
    • Your email to the Staff Hub must have the subject title as [Dept], [Name], [CID], [DBS ID check required].  You must attend an appointment in person and take all your original documents with you.  You cannot send photocopies of documents.

Acceptable forms of ID – these are listed on the DBS list of acceptable identificationWhere you are showing documents from Group 1 of the list, that if you have a passport and/or driving licence, these documents must be shown in preference to any other document in Group 1.  If you are unsure which documents are required, please contact the HR Compliance team for clarification.

A DBS application cannot be processed until your ID documents have been verified.

Step 4

The HR Compliance team will inform you once your DBS check has been submitted and when DBS clearance has been given.  You should then take the following action:

  • If it will be an ongoing requirement for you to have DBS clearance, sign up to the DBS update service, this can be done when you make your application or up to 30 days’ after DBS certificate was due
    • Once you have signed up to the update service, complete a DBS-status-check-consent-form (word) so that annual online status checks can be carried out to verify that no further information has been identified since your DBS disclosure certificate was issued
 
Summary of the table's contents

Frequently asked questions

Completing the online application form

Q: What do I enter at the position applied field?

A: You should enter the role that requires the DBS check, e.g. if you are a Lecturer requiring a DBS check as you have a supplementary role as a Personal Tutor, working with children under 18 years of age, – Personal Tutor should be entered as the position.


Q: I have lived at an address of the most of one month but spent some of the month in hotels, what should I do?

A: State your main address during that period, and advise HR Compliance that you spent time in various hotels/other accommodation so that this can be noted on your application


Q: I have entered incorrect information onto my DBS application, what should I do?

A: It is important that you provide full, accurate and up to date information on your DBS application.


Q: Is a DBS check required for First Aiders?

A: DBS check can only be requested in relation to administering First Aid to an adult if this is being carried out "on behalf of an organisation established for the purpose of providing first aid (for example, St John Ambulance Service)".

DBS update service

Q: Why should I subscribe to the Update Service?

A: If you are in a role where a DBS check is an essential and ongoing requirement you will need to subscribe to the DBS update service and the College will refund the cost of your subscription.

Subscribing to the service is a straightforward process.  Once you have done this, the College will be able to carry out, with your permission, annual DBS checks on you, which will remove the requirement for you to complete a new DBS application every three years.


Q: How do I subscribe to the Update Service?

A. You must subscribe to the DBS Update Service when:

Your application form is submitted or whilst it is being processed, using your Application Form Reference Number; or
You get your DBS certificate, using your certificate number, within 30 calendar days of the issue date printed on your DBS certificate

B. Before subscribing, read the DBS update service applicant guide

C. Subscribe to the DBS Update Service

D. Elect to renew your subscription on an annual basis by:

  • Setting up an automatic renewal when you first join the update service; or
  • Manually renewing your subscription 30 days before your subscription ends (the DBS will send you a reminder email)

E. Claim a refund of your annual subscription to the update service by:

  • Taking a screen print of the confirmation of payment page when you subscribe
  • Forwarding the screen print with a completed Expense Claim Form (E1) to your department or submit your claim via MyExpenses

F. Complete the DBS Status Check Consent Form giving your permission for the College to carry out a check on your DBS status, and return it to the HR Compliance team when you take your original DBS clearance certificate to them (see section 3a above).

DBS Certificates

Q: I have not received by DBS certificate, what should I do?

A: Non-Receipt of the Hard Copy DBS certificate:

If you have not received your DBS certificate 15 days after the certificate issue date you can request a reprint by:

  • Email:  complete the DBS Reprint Form email it to DBSReprints@dbs.gov.uk  
  • Telephone:  call the DBS on 03000 200 190 (Choose option 2 and then option 1 to speak to a DBS Advisor)
  • Email: theHR Compliance team to advise us that you have not received your certificate and have requested a reprint

Note: The DBS will only accept re-print requests from you, we cannot request reprints on your behalf.

The DBS will not issue re-prints 3 months after the certificate issue date and so it is important that you contact them quickly if you do not receive your certificate.


Other important information

Cautions and convictions that must be declared

When accepting contracts of employment with the College, individuals whose appointments are subject to a Disclosure and Barring Service (DBS) check are required to confirm that they have been open and transparent about their past and have fully declared any convictions, cautions, reprimands or final warnings that are not "protected" as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) by SI 2013 1198. The following must be declared:

  • Cautions relating to an offence from a list agreed by Parliament – see below
  • Cautions given less than 6 years ago (where individual over 18 at the time of caution)
  • Cautions given less than 2 years ago (where individual under 18 at the time of caution)
  • Convictions relating to an offence from a prescribed list - see below
  • Where the individual has more than one conviction all convictions will be included on the certificate (no conviction will be filtered)
  • Convictions that resulted in a custodial sentence (regardless of whether served)
  • Convictions given less than 11 years ago (where individual over 18 at the time of conviction)
  • Convictions given less than 5.5 years ago (where individual under 18 at the time of conviction)

The above mentioned list includes a range of offences which are serious and which relate to sexual offending, violent offending and/or safeguarding. It would never be appropriate to filter offences on this list. A list of offences which will never be filtered is available on the DBS website.

This is not the complete list as the legislation also extends to cover similar offences committed under the law of Scotland and Northern Ireland or under laws relevant to the armed services.

Policy statement on the secure storage, use, retention and disposal of disclosures and disclosure information

The following guidelines specify the correct handling and safekeeping of Disclosure information, and are in line with the College's Policy Statement on the Recruitment and Employment of Ex Offenders.

General Principles

As an organisation using the DBS Disclosure and Barring Service (DBS) to help assess the suitability of applicants for positions of trust, Imperial College London, complies fully with the DBSDBS Code of Practice regarding the correct handling, storage, retention and disposal of Disclosures and Disclosure information. The College also complies fully with its obligations under the Data Protection Act 1998.

Storage and access

Disclosure information will be kept securely, in a lockable, non-portable, storage container by the HR Division, separately from the individual's personnel file in line with DBS requirements. In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive in the course of their duties. Access is strictly controlled and limited to those who are entitled to see it as part of their duties, for instance to College employees directly involved in the recruitment process and designated HR Managers. Passing on Disclosure information to anyone who is not entitled to receive it could be considered a criminal offence

Usage

Disclosure information will only used for the specific purpose for which it was requested and for which the applicant's full consent has been given.

Retention

Once a recruitment (or other relevant) decision has been made, the Disclosure information will not be retained for longer than is necessary. In general this will be for a maximum of 6 months from the date of issue of a Disclosure, to allow for the consideration and resolution of any disputes or complaints.

If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than 6 months, the DBS will be consulted about this.

Disposal

Once the retention period has elapsed, the College (HR Division) will destroy the Disclosure information by secure means, for example by shredding. The College will not keep any photocopy or other image of the Disclosure. However, the HR Division will keep a record of the date of issue of a Disclosure, the name of the subject, the level of check, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Lost Criminal Records Checks

If a Disclosure information document is lost, the College will immediately inform the DBS.

Policy statement on the recruitment and employment of ex-offenders

Imperial College London is committed to a policy of equal opportunities in employment whereby individuals are selected, trained, promoted and treated on the basis of their relevant merits, skills and competency. This policy aims to ensure that ex-offenders receive fair treatment throughout their experience of recruitment and employment within the College.

  • As an organisation using the Disclosure and Barring Service (DBS) to help assess an applicants’ suitability for certain posts, Imperial College complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of the Disclosure on the basis of conviction or other information revealed. A copy of the DBS Code of Practice can be made available on request.
  • A copy of the Policy Statement on the Recruitment and Employment of Ex-Offenders will be made available to all applicants/staff who undergo a criminal records check.
  • To assist the College assess an applicant's suitability for a post considered exempt under the Rehabilitation of Offenders Act 1974, all applicants will be requested to provide details of any convictions, cautions, reprimands or final warnings that are not "protected", as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) by SI 2013 1198' at the initial application stage (see Disclosure and Barring Service section above). These posts predominantly include working with children, vulnerable adults and financial management.
  • The College will at all times exercise vigilance and caution when recruiting to posts which are considered exempt from the Rehabilitation of Offenders, and will undertake relevant criminal conviction checks as part of our recruitment process when appropriate.
  • Where details of convictions are required, they will be obtained in conjunction with the successful applicant / member of staff via the DBS.
  • Where criminal records checks are required for applicant/staff they will be undertaken by the HR Division only. All information received as part of this process will be treated as highly confidential and in line with the College's Policy regarding the Security, Storage and Retention and Disposal of Disclosures and Disclosure Information, as required by the DBS.
  • For those positions where a disclosure is required, all job adverts and person specifications will contain a statement that a Disclosure will be requested in the event of an individual being offered the position.
  • A criminal record will not be an automatic bar to employment at the College. The relevance of the offence to the duties of the post will be considered before a final decision on suitability is made. The College ensures that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position.
  • Failure to reveal information on criminal convictions, at the initial application stage, that is directly relevant to a position may lead to the withdrawal of an offer of employment.
  • Staff are required to notify the Head of Department/Division of any current criminal conviction. Staff are not required to notify spent convictions. Information on convictions occurring during employment will not be used for disciplinary purposes unless it impacts upon the role and responsibilities of the post which the member of staff holds.