DBS checks - interim guidance for applicants
Read the guidance to understand what is required from you to complete a DBS check as part of your role during the COVID-19 pandemic.
Information for applicants
As a result of the COVID-19 pandemic, we are now using an online provider to administer DBS checks on our behalf on an interim basis. Active Background Checks is an Umbrella Body, registered by the DBS to carry out DBS checks.
A number of departments across the University administer their own DBS checks. In these circumstances, applicants should follow the same process as below, but contact the following designated departmental contacts as below instead of HR:
What you need to do as an applicant
If you are already registered for the DBS Update Service via the University, let your designated HR Co-ordinator know as you may not need to complete a further DBS check. For more information on the GOV.UK DBS update service.
This is a four stage process and you will be notified when you need to complete a DBS check. You will only receive satisfactory clearance once HR have received confirmation of your disclosure from Active Background Checks (see stage 4).
1. Prepare your identification documents
Check what identification (ID) documents you need to provide using the Government Guidance. Scan copies of the original ID documents and email them across to your HR Co-ordinator so that they can be verified over video link later in the process (see stage 3 below). Your ID documents will be deleted as soon as your check has been completed.
2. Complete the online application form
Go to www.activebackgroundchecks.com and log in using the details provided by your HR Co-ordinator. Complete the application process following the online steps. If you experience any problems or have any queries in relation to the online process, please contact Active Background Checks by telephone, 03301 355 855 or by email, firstname.lastname@example.org.
3. Submit your application
Once your application has been submitted, your HR Co-ordinator will contact you to arrange a suitable time for the ID validation to take place and complete the remaining parts of the process. Once complete, your DBS form will be submitted to Active Background Checks so that they can carry out the check. You will be able to track the progress of your application here.
Once your DBS check has been completed, you will receive an email notifying you of this and your DBS disclosure certificate will be sent out to you in the post. Your HR Co-ordinator will also receive an email confirming the status of your check and will input these details onto iTrent. Please note, there is no need to bring your original disclosure certificate to HR while this interim process is in place. You may be asked to provide the original versions of your ID documentation when you first attend your employment or volunteering role.
5. DBS renewals
DBS checks at the University are valid for three years.
Prior to the expiry of your DBS check, you will receive an email informing you that you need to initiate a new DBS check. Your line manager will also receive an email informing them of this requirement.
Once you receive this email, you should follow the application process outlined above.
6. Update service
You must apply for a new DBS check if you haven’t already had one initiated by the University before or as part of joining the GOV.UK DBS Update Service. Joining the Update Service is not a mandatory requirement and it is your choice whether you wish to do so. You will still be required to renew your DBS check after a period of 3 years in line with the Renewal Process above.
If you’ve already applied for a DBS check via the University, you can register for the Update Service using your DBS certificate number. You must do this within 30 days of the certificate being issued. You will be refunded for the cost of a DBS Update Service check, providing that the requirement for the check has been appropriately authorised by your appointing manager.