The University of Hull

Faculty of Arts, Cultures and Education

School of Education and Social Sciences

A GUIDE TO SELF-DISCLOSURE,

DISCLOSURE AND BARRING SERVICE(DBS)

and COMPLIANCE PROCEDURES

PRIOR TO REGISTRATION

SELF-DISCLOSURE FORMS

  • Self-disclosure forms are completed by applicants at the earliest possible opportunity (normally with offer letter) and returned to the School of Education and Social Sciences by return of post. This is an interim measure as normally a place on the course is conditional until a satisfactory DBS disclosure has been returned. A decision on whether an applicant is permitted to register or not in advance of a DBS being received is determined on a case
    by case basis by the Programme Director.
  • Applicants are informed via the self-disclosure form that failure to disclose any previous caution or conviction which would not be filtered in line with current guidancecould lead
    to a termination of registration. (Guidance can be found at
  • Childcare Disqualification Regulations
    At the time of publication, guidance on regulations require those who work in childcare or early years settings to disclose whether they or (as far as they are aware) members of their household are disqualified from working in childcare settings. ITT trainees and any students who might be covered by this regulation are asked to include a statement on the self-disclosure form that neither they or, as far as they are aware, members of their household are disqualified from working in childcare settings. This only applies to those working with children up to the age of eight. Further details on who is covered by the regulations can be found at paragraph 6 of the statutory guidance at:

Students only need to declare that as far as they are aware no members of their households are disqualified. They are not expected to seek declarations from the individuals concerned.

  • The self-disclosure form also states that students must inform the University of any
    caution or conviction during their programme of study, or if they or a member of their household becomes disqualified.
  • When the self-disclosure form is returned to the School of Education and Social Sciences, cautions or convictions are brought to the immediate attention of the School Administration Manager. A written statement containing further information may be
    sought from the applicant.
  • The information provided will be confidential to those involved in the University’s risk assessment process in which it seeks to exercise a duty of care towards the individual,
    as well as its student and staff population.
  • Students will not normally be permitted to go into schools or other children’s settings or settings where there are vulnerable adults, without a satisfactory enhanced DBS disclosure. In the event of there being a delay in the return of the disclosure from the DBS, then students will be automatically checked against the DBS children’s and/or adults’ barred lists.
  • For students undertaking placements in their own place of employmentor students undertaking a PGCE through the School DirectSalaried or SCITT route, it will be the employer’s/setting’s/partner’s/school’s responsibility to ensure the student has an appropriate DBS disclosure. Partners should confirm to the University of Hull that checks have been made and that students have an appropriate DBS disclosure.
  • Members of the Teaching in the Lifelong Learning (TLLS) Partnership have their ownadmission processes (devolved admissions). However, they must alert the University to
    any students deemed as a ‘potential’ significant risk, and include the University in any subsequent decision-making.

PROHIBITION ORDER CHECK- ITT APPLICANTS

The University of Hull will check that candidates are not subject to a prohibition order issued by the Secretary of State.

SCHOOL OF EDUCATION AND SOCIAL SCIENCES RISK ASSESSMENT PANEL

  • All self-disclosure forms containing convictions or cautions will be urgently considered by
    the School Administration Manager, the Programme Director and the Head of the University Admissions Service. The central process serviced by the Head of the University Admissions Service should normally be completed before the Faculty process. Programme Directors may also consider cases with another member of University staff at an equivalent level, if they consider it appropriate.
  • For School Direct non-salaried students, the disclosure will be brought to the attention of the Lead School. In cases where a student is accepted by the Lead School but an issue arises with a school not wishing to take the student, the Lead School may negotiate a placement in another school within their Alliance/Cluster.
  • Based on the above considerations, a decision will be made as to whether a University or School of Education and Social SciencesRisk Assessment Panel must be convened.

IF A SCHOOL OF EDUCATION AND SOCIAL SCIENCES RISK ASSESSMENTPANEL IS CONVENED

  • The applicant will be given an opportunity to meet with the Programme Director and/or
    the Head of the Subject Group(or another member of the School staff designated by the Head of the Subject Group)as soon as possible, to discuss the situation. For School Direct Non-Salaried students, a nominated senior representative from the education setting at which they will be basedwill also be present.
  • A decision will be made as to whether the applicant can proceed or whether a risk assessment Panel must be convened. The applicant will be informed about the Panel
    and what happens next. Notes of that discussion (signed and dated) will be kept by the University of Hull and this report, along with any written statement made by the applicant, will inform the Panel hearing.
  • For applicants toteacher training courses, the Panel will typically consist of the Programme Director, the Head of the Teacher Education Subject Group (Chair) and at least one headteacher. For School Direct Non-Salaried students, a nominated representative from their Alliance/Cluster will also be present.
  • For applicants to other programmes, the Panel will normally consist of the Programme Director, the Head of the Subject Group (Chair) and a professional external representative
    as deemed appropriate.
  • Members of the Panel will be nominated by the Programme Director and available to meet before the course starts. The Panel will normally be convened within 30 days of receipt of the disclosure. In the exceptional circumstances that the Panel is unable to meet before the start of the course, it will meet as soon as possible afterwards, and the applicant will be kept informed of their status on the programme.
  • The applicant will not be referred to by name in the Panel meeting.
  • The School of Education and Social SciencesRisk Assessment Panel will consider the case in line with Department for Education and/or University guidance, and make a judgement as
    towhether the admission/continuationmay proceed.

APPEALS PROCESS – INFORMATION FOR APPLICANTS

An appeal may be made against the decision of the School of Education and Social SciencesRisk Assessment Panelif it is believed that the Panel has not been in possession of full information surrounding the circumstances, or if it is believedthat due process has not been followed. Appeals may not be made on the basis of the Panel’s judgement in terms of risk. Any appeal should outline the grounds of appeal, including relevant details, and should be addressed, marked ‘Strictly Confidential’ to: The Head of the School of Education and Social Sciences, Faculty of Arts, Cultures and Education, University of Hull, Hull,HU6 7RX, within 30 days of the decision on their application being notified officially. The case will then be reviewed independently of the SchoolPanel by the Head of School or delegated officer. As part ofthis process the reviewer may interview and/or seek information from the Panel and/or the applicant. Complainants will be advised of the outcome of the investigation in writing by the Head of School within 30 days of receipt of the initial complaint.

DBS DISCLOSURE FORMS

  • All applicants accepting an offer are required to complete an enhanced DBS disclosure form. This is normally prior to registration. The enhanced DBS disclosure is applied for as soon as the candidate accepts an offer of a place, on the pre-course day or during induction week. The University does not receive a copy of the disclosure certificate and applicants must let the School Student HUB have sight of the original copy when they receive it. Alternatively, applicants who have signed up for the DBS Update Service for the relevant workforce should inform the School so that a check can be made.
  • The University strongly recommends that students undertaking a professional training programme with multiple placements register for the DBS Update Service. Anyone having
    a DBS disclosure can,for an annual fee, register with the DBS Update Service. An ‘employer’ can then check their status onlinewith the person’s permission. Some placement providers may expect students to subscribe to the Update Service. You are not required to do so but you should be aware that not subscribing may affect our ability to find you a placement.
  • In most cases, DBS disclosures are returned and processed prior to the first teaching practice or placement.
  • In the event of there being a delay in the return of the disclosure from the DBS Office, then students will be automatically checked against the DBS children’s and/or adults’ barred lists.
  • A letter will be provided by the University to the school or placement setting indicating whether students have a satisfactory DBS clearance and have been checked against the DBS children’s and/or adults’ barred lists. The University will also confirm to schools that, where appropriate, declarations relating to the childcare disqualification requirements have been obtained. Schools or placement settings will be informed by the University if there has been a delay in receiving a student’s DBS disclosure, and the University will inform the placement setting when the DBS has been deemed satisfactory.
  • Note - it remains an offence under the 1997 Police Act, and a breach of the DBS Code of Practice, for the University to share copies of DBS certificates, or any information contained in a student’s disclosure, with third parties such as schools or colleges. The NCTL Initial Teacher Training Criteria Supporting Advice, February 2017, states ‘Providers should confirm in writing to schools that a non-salaried trainee’s criminal record check, including a check of the children’s barred list, has been completed and that the individual has been judged by the provider to be suitable to work with children. Providers are not required to provide any information to schools in addition to this confirmation. Schools may wish to record this information in their single central record, but they are not required to do so’.
  • Certificate information will be kept in a secure, lockable, non-portable, storage container with access strictly controlled and limited to those who are entitled to see it as part of their duties. Once a recruitment decision has been made, disclosure information will normally be kept for a period of six months, after which time it will be destroyed by secure means. The University will keep a record of the date of issue, name of the subject, type of disclosure requested, the purpose for which it was requested, the unique reference number and details of the recruitment decision taken.

AFTER REGISTRATION

DBS DISCLOSURES RETURNED WITH AN UNDECLARED CONVICTION OR CAUTION

  • In the event of any discrepancy between the self-disclosure form and the returned DBS disclosure, on programmes endorsed or accredited by a professional or regulatory body
    (eg those leading to QTS), the matter may be investigated under the University Code of Professional Unsuitability and Professional Misconduct. On other programmes the matter may be dealt with under the University Student Disciplinary Regulations.
  • In the event of any discrepancy between the self-disclosure form and the returned DBS disclosure after the student has begun a placement, the student may be immediately suspended from the placement (provided that the Head of the Teacher Education Subject Group, Head of the School of Education and Social Sciences or a member of the University Executive have been consulted).
  • Suspension will be carried out according to the manner prescribed by the Code of Professional Unsuitability and Professional Misconduct or the Code of Discipline.
  • A risk assessment will be conducted as soon as possible.

REFERRAL

  • Cases of student misconduct that have a child/vulnerable adult protection elementmay be referred to the DBS. The Dean shall have responsibility for sanctioning referrals to the DBS, and report to the University Director of Student Services.

APPLICANTS/STUDENTS ARE REQUIRED TO
  • Comply with the need to obtain an enhanced DBS disclosure according to the guidance of the University.
  • Provide a statement, where appropriate, that neither they or, as far as they are aware, members of their household are disqualified from working in childcare settings.
  • Let the University have sight of the original DBS disclosure on request.
  • Keep safe the original document for the duration of their studies.
  • Give the University full and honest self-disclosures including any cautions or convictionswhich would not be filtered in line with current guidance (found at
  • Inform the University if they receive a caution or conviction during their programme of study, and, where appropriate, if they or a member of their household becomes disqualified.

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