Allowing applicants to start work
Remember that applicants will not be able to start work until an acceptable disclosure has been received back from the DBS.
Types of DBS checks
Standard and Enhanced (including Barring Lists) DBS Checks (Groups 1, 2, 3, 4 & 5)
In exceptional situations (following a risk assessment by the recruiting manager), an applicant may start work before a disclosure is received. This can only take place with full supervision and safeguards in place at all times, until clearance is received.
Basic DBS Checks (Group 6)
Applicants are not able to start until a DBS check has been initiated. They may then start work with additional supervision and safeguards in place until clearance is received.
Your responsibilities as a line manager
1. Find out if a role in your team requires a DBS check
If the role doesn’t appear on the University DBS checklist, please use our flowchart to decide whether it is eligible for a DBS check. This is for core and hourly paid positions. Find out more about what type of check is required.
The University is only legally able to request a DBS check for roles designated as requiring a DBS check. If a role in your department does not appear on this list and you are unsure whether a DBS check is necessary, please contact your relevant HR Co-ordinator.
2. How to initiate a DBS check
Once you know a DBS check is required and what type of check is needed, please contact your HR Co-ordinator with the following information:
type of check (Group 1, 2, 3, 4, 5 or 6)
contact details for applicant (email and phone number)
Your HR Co-ordinator will then provide the appropriate guidance to the applicant on the online DBS application process.
If the applicant is already registered for the DBS Update Service, they will need to let their HR Co-ordinator know. They may not need to submit a DBS application form if the check is at the right level and type of 'workforce' for the role. Find out more on the government's DBS Update Service webpage. In these circumstances, the applicant will need to bring their original certificate to HR so that the correct level of check can be verified.
A number of departments across the University administer their own DBS checks. In these circumstances, managers should follow the same process as above, but contact the following designated departmental contacts instead of HR:
Department of Sports Development & Recreation: firstname.lastname@example.org
Undergraduate Admissions & Outreach (for hourly paid worker roles): email@example.com
3. Know the timescales for DBS checks
The processing times can vary, but typically range from two to five days (in most cases), up to eight weeks. The speed of processing depends upon the online form being filled in correctly. Errors on the form can cause significant delays.
4. Dealing with the outcome of the check
Once the applicant's DBS check has been completed, they'll receive an email notifying them and their DBS disclosure certificate will be sent out to them in the post. Their HR Co-ordinator will also receive an email confirming the status of their check and will input these details onto iTrent (for example a certificate disclosure number, date of check and level of check).
Once updated, managers who have access to Manager Self Service (MSS) will be able to view this information via the 'Checks' link in MSS.
If HR receive a DBS disclosure that is of concern, a member of the HR Team (usually firstname.lastname@example.org), will contact you to advise on the next steps.
5. DBS renewals
DBS checks at the University are valid for three years.
Before the expiry of the applicant's DBS check, they'll receive an email to let them know they need to initiate a new DBS check. You will also receive an email informing you of this requirement. As the applicant's line manager, it's your responsibility to ensure this check is initiated and that a DBS check is in place prior to the expiry of their current DBS certificate.