DISCLOSURE & BARRING SERVICE (DBS) CHECK

Introduction

Where indicated in the prospectus or throughout the website, specific programmes/courses may involve regular access to children and/or vulnerable adults. Where this is the case, students will be legally required to undertake a DBS check.

In the majority of circumstances you will be required to obtain an enhanced DBS check which currently costs £44.

Completing a DBS form

You must complete a DBS form, in person, at the Student & Programmes Centre (PlasCoch Campus in Wrexham)as you will not be allowed to take the form away to complete. Each form is numbered and tracked and the information must be verified by one of the University’s trained counter signatories.

The Student and Programmes Centre (room B14) opening times are:

Mon, Weds, Thurs9am to 4pm

Tues10am to 4pm

Fri9am to 3pm

You can complete the DBS form at any time during these hours, however if you are travelling a long distance we suggest you phone ahead and check a counter signatory is available. The phone number is 01978 293974.

When completing a DBS form, you will be asked to provide proof of payment as well as having your identity documents verified. Without the necessary documentation to verify your identification, you will be not be permitted to complete a DBS form.

Identification

A detailed list of required identification is provided on pages 4-7 which can also be located online;

Please note that in addition to your documents, if you hold a valid driving licence, passport and a national insurance number you will still need to provide these, even if you are not using this documentation as part of your ID.

Payment

An enhanced DBS check (which you will need) currently costs £44 and the fee is payable at either the Cash Office in room B15 at the Wrexham PlasCoch Campus or online at the Online Shop (Glyndwr Homepage > scroll to bottom > Online Shop)

You will receive an email confirmation that your payment has been successful.

Payment must be completed before you fill in the DBS form, we recommend you pay online as this is the quickest and easiest way.

Receiving your DBS Certificate

DBS Certificates are sent directly to the applicant. The University does not receive a copy therefore, it is your responsibility to bring your certificate, for verification, to the Student and Programmes Centre. Failure to provide your DBS Certificate is a breach of contract as the DBS check forms part of your conditions of offer.

You are strongly advised to retain your copy of the DBS Certificate as you may be required to produce it, during your time on the programme for a placement provider. If you fail to do this you may be required to apply and pay for a further application.

Disclosures

If there are any matters disclosed in the DBS Certificate that need further discussion, you will be contacted by a relevant member of the programme staff.

Update Service

Students are encouraged to subscribe to the DBS Update Service but are required to pay the annual fee, currently £13, directly to the DBS. When you subscribe to the Update Service it means you’ll be able to take your DBS certificate and use it for other organisations (subject to certain terms and conditions).

If you choose to utilise the Update Service, once your application has been completed go online to to register for the Update Service, either with the application form reference number or the reference number on the resulting DBS Certificate (this must be done within 19 days of the issue of the Certificate). Payment is made direct to the DBS for this service.

If you already hold a DBS Certificate issued since 17 June 2013 and have subscribed to the DBS Update Service, please contact the Student and Programmes Centre to discuss further as you may not be required to undertake an additional check.

Queries

If you are unsure whether a DBS check is required, please visit the Glyndŵr Website

If you have any questions regarding the above process please contact the Student and Programmes Centre on 01978 293974

Once your DBS Certificate has been verified at the Student & Programmes Centre, the process is complete unless a discussion is required regarding any disclosures on the Certificate.

Further Information

GlyndŵrUniversity has a number of policies which govern how we process DBS checks. All the policies are available in full at this link:

The relevant policies are:

  • Policy and Procedure for Admission to Programmes Requiring DBS and from Candidates with Criminal Convictions
  • Policy on the Secure Storage, Handling, Use, Retention and Disposal of Disclosure and Barring Information: Students
  • Policy Statement on the Recruitment of Ex-Offenders Students
  • Policy on Referral to the Disclosure and Barring Service: Students

Further information regarding the DBS and its function, together with other useful guidance documents can be found at

You can track the progress of your DBS application by visiting

Further information regarding the DBS Update Service is available from

Applicants should be aware that legislation came into effect in May 2013 which allows for certain specified old and minor offences to be exempt from disclosure, even though the applicant may be carrying out what the DBS calls Regulated Activity. Guidance on what constitutes ‘protected’ cautions and convictions (which don’t need to be declared) and the filtering of these cautions and convictions can be found on the DBS website. Further information on filtering can be found at:

DBS IDENTITY CHECKING

IMPORTANT INFORMATION FOR COMPLETING THE DBS APPLICATION FORM

  • All documents you use to prove your identity must be in your current name
  • You will be required to provide details of all names (forenames and surnames) that you have used including relevant dates – documentary proof of each change of name will be required
  • You will be required to provide a full and continuous address history covering the last five years
  • You will be required to provide at least one document to confirm your current address
  • The form requires you to indicate whether you have a national insurance number, driving licence and passport. If you do, you are required to provide details of their respective numbers (and nationality and country of issue for your passport)
  • We can only accept original documents, no photocopies and no documents printed from the internet e.g. internet bank statements

Group 1 – Primary Identity Documents

Document / Notes
Passport / Any current and valid passport
Current driving licence photo card / UK/Isle of Man/Channel Islands and EU (full or provisional)
All licences must be valid in line with current DVLA requirements
Birth certificate – issued at time of birth / UK and Channel Islands – including those issued by UK authorities, e.g. embassies, High Commissions and HM forces
Adoption certificate / UK and Channel Islands

Group 2a – Trusted Government Documents

Document / Notes
Current driving licence photo card / All countries (full or provisional)
All licences must be valid in line with current DVLA requirements
Current driving licence paper version (if issued before 1998) / UK/Isle of Man/Channel Islands and EU (full or provisional)
All licences must be valid in line with current DVLA requirements
Birth certificate – issued after time of birth / UK and Channel Islands
Marriage/civil partnership certificate / UK and Channel Islands
HM Forces ID card / UK
Firearms licence / UK, Channel Islands and Isle of Man

Group 2b – Financial/Social History Documents

Document / Notes / Issue date and validity
Mortgage statement / UK or EEA / Issued in last 12 months
Bank or building society statement / UK and Channel Islands or EEA / Issued in last 3 months
Bank or building society account opening confirmation letter / UK / Issued in last 3 months
Credit card statement / UK or EEA / Issued in last 3 months
Financial statement, e.g. pension or endowment / UK / Issued in last 12 months
P45 or P60 / UK and Channel Islands / Issued in last 12 months
Council Tax statement / UK and Channel Islands / Issued in last 12 months
Work permit or visa / UK / Valid up to expiry date
Letter of sponsorship from future employment provider / Non-UK on non-EEA only – valid only for applicants residing outside of the UK at time of application / Must still be valid
Utility bill / UK – not mobile telephone bill / Issued in last 3 months
Benefit statement, e.g. Child Benefit, Pension / UK / Issued in last 3 months
Central or local government, government agency, or local council document giving entitlement, e.g. from the Department for Work and Pensions, the Employment Service, HMRC / UK and Channel Islands / Issued in last 3 months
EU National ID card / Must still be valid
Cards carrying the PASS accreditation logo / UK and Channel Islands / Must still be valid
Letter from head teacher or college principal / UK – for 16-19 year olds in full time education (Only used in exceptional circumstances if other documents cannot be provided