F Children & Young People in Planned & Supervised Activities

1. Criminal Records Bureau Checks

  1. The CRB’s “Disclosure Service” exists to help employers establish whether or not an employee or potential employee has a background that might make him or her unsuitable for a particular role within the organisation.

  2. Three different levels of check (or “disclosure”) are available: “Basic”, “Standard” and “Enhanced”. The “Standard Disclosure” is used for positions that involve irregular contact with those aged 18 or under or people of all ages who may be vulnerable for other reasons. Within the University, posts requiring the “Enhanced Disclosure” are likely to be extremely rare except in the College of Social Sciences and International Studies where it has long been the practice to seek an “Enhanced Disclosure” report on new employees.

  3. The CRB operates a strict Code of Practice to which the University is required to adhere. A “Disclosure” will only be requested after a thorough risk assessment of the position involved has indicated that a CRB check is both proportionate and relevant to the post. Unless the nature of the post allows the University to seek information about an employee or applicant’s entire criminal record, the University will only ask about “unspent” convictions as defined by the Rehabilitation of Offenders Act, 1974. The Employee or Applicant will receive a copy of the Disclosure at the same time as the Employer and anyone for whom a Disclosure is sought will be given a copy of the CRB’s Code of Practice.

  4. It is ultimately the responsibility of the College Dean/Head of Service in which activity involving children is planned to undertake a risk assessment and to determine whether or not a CRB check on the responsible member of staff is required. However, any College Dean/Head of Service who thinks that the duties of a particular post may necessitate a CRB check on a member of staff (or applicant) should contact their HR Business Partner for advice in the first instance. Using the risk assessment as a basis, a joint decision should be taken on whether or not to request a CRB Disclosure report. If it is agreed that a check should be made then this will be carried out by Human Resources.

  5. The University undertakes to discuss any matter revealed in the Disclosure with the member of staff or applicant before acting upon the information and the University will consider the following factors when deciding the most appropriate steps to take:


    (i) whether the conviction or other matter revealed is relevant to the position in question;
    (ii) the seriousness of any offence revealed;
    (iii) the length of time since the offence or other matter occurred;
    (iv) whether the applicant has a pattern of offending behaviour or other relevant matters;
    (v) whether the applicant’s circumstances have changed since the offending behaviour or the other relevant matters.

  6. The University wishes to emphasise that it will only consider undertaking a CRB check in those instances where a detailed risk assessment of the post has indicated the need for such a check.

In this Code of Practice: