Applicants' guide to the DBS procedure

Step 1:

Complete the DBS application form and the University of Exeter self disclosure form which will have been sent to you with your offer of employment.

When completing the form, please ensure that you:

• read the instructions printed on the front of the application form
• follow the guidance given throughout the form
• refer to the DBS booklet "Applicant's guide to Complete the DBS Form" for guidance

Step 2:

Take your completed DBS application form, University of Exeter self disclosure form and your original identity verification documents (see below) to Human Resources, Room 357a, Northcote House as soon as possible as the check normally takes between 1-4 weeks to be approved.

Identity documents

We need to see at least 3 documents to verify your identity and address and would recommend:

• a valid passport (with your current Biometric Residence Permit or current visa if you are not a national of an EEA member state)
• a utility bill (UK) showing your current address which is less than 3 months old (excludes mobile phone bills) and
• another document with your current address (eg current driving licence, a bank statement - less than 3 months old, etc).

Photocopies of identification will not be accepted.

Further advice is available on the Home Office website.

We will check your form against your verification documents, countersign and forward it to the DBS.

Step 3:

The DBS will carry out the necessary checks and return a certificate to the University and a copy to you. The University will then consider the contents of the certificate and either confirm the offer of employment or invite you to a meeting if there are any potentially relevant convictions or other related information that require further exploration. The University has a responsibility to assess the relevance of any criminal record before deciding whether an offer of employment can be confirmed.

Frequently asked questions

Why do you need to know this information?

The University and potential employees have a statutory obligation and a duty of care to ensure the protection of certain vulnerable groups in particular circumstances. Where the post involves significant contact with children or vulnerable adults and in certain other cases, the University is entitled to make enquiries about the applicant's entire criminal record and will seek a certificate through the DBS.

Who pays for the certificate?

The cost of a certificate relating to a job application will be met by the University.

What if I already have a CRB Disclosure or a DBS certificate?

The University's policy is not to accept CRB disclosures or DBS certificates issued to a previous employer or volunteer body. This is because there is a risk that information may have changed since its issue; the information released by the Police was based on the position for which the DBS check was originally applied for and other information may be disclosed for a different position; and to manage risk effectively the University needs to conduct its own checks. You must therefore complete a new application form for the post you are applying for within the University.

It is the policy of the University to require a new certificate every three years.

What if I have a criminal record?

Having a criminal record will not necessarily bar an applicant from working within the University of Exeter. Rather, depending on the nature of the position and the circumstances and background of the offences, a decision will be made in agreement with the College Dean/Head of Service and the HR Business Partner.

Any offences or other matters that are declared or disclosed which might be relevant to the position will be discussed with the applicant, College Dean/Head of Service and the HR Business Partner.  Failure to reveal information that is directly relevant to the position sought may lead to withdrawal of an offer of employment or disciplinary action including dismissal. The University undertakes to discuss any matter revealed in a certificate with the person seeking the position before withdrawing a conditional offer of employment or amending an employee's duties.

What if I start work before the certificate is received?

Should your certificate not be returned by the DBS by the date that you are due to commence employment then information stated on the University of Exeter Self Disclosure form will be taken into account. Failure to disclose the requested information may result in withdrawal of employment.

Who will see the information?

Information provided in a DBS certificate and University of Exeter Self Disclosure form will be kept confidential and on a need-to-know basis only. 

In the event that the Project/work is being co-ordinated by someone external to the College/Service eg Education Liaison Office, then information given in the certificate will also be shared with the Senior Manager in that department. Applicants need to be confident that information about their convictions will not be disclosed to colleagues unless there is a specific reason for doing so. On appointment an individual with a conviction should be advised as to who within the organisation knows of their conviction and the reason why the information has been disclosed.

Where the applicant will be involved with working with a partner organisation, explicit consent will be obtained from the applicant to agree to information received in the certificate from the DBS to be shared with the organisation. The applicant will be asked to sign a written statement agreeing to this.

Information on the decision will be noted but the certificate will be destroyed and no record of criminal matters, past or pending, will be kept on the individual's personnel file. However, information regarding the post being subject to a DBS check will be recorded (see Statement on the secure storage, handling, use, retention & disposal of Disclosures).