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Disclosure and Barring Service (DBS) Checks

DBS Application Process – Guidance for Applicants

Certain courses offered by UWTSD will require applicants to undertake an Enhanced Check through the Disclosure and Barring Service (DBS). These courses will include a placement or activity involving significant contact with children and/or vulnerable adults, referred to as Regulated Activity.

If a course does require a DBS check, it will be clearly stated on the course information page on the UWTSD website (and on the UCAS website if applicable) and in any subsequent offer letter sent by the University.

The DBS process must be completed satisfactorily before a student can be allowed to undertake any work or placements that require contact with children and/or vulnerable adults. Further information is contained in the University’s Admissions Policy

All You Need to Know About DBS

Register for the online service

The University uses an external service `First Advantage KnowYourPeople’ to process DBS applications. When you have accepted your offer of a place or confirmed UWTSD as your Firm choice on UCAS, you will be required to `self-register’ for the online DBS service.

An email will be sent to you from Admissions containing the link to the registration page. The email will also contain the Position for which you are applying. Once you have registered, you will be able to begin your application.

Completing the application form

We recommend that you have the following to hand to assist you when completing the form:

  • Details and dates of any name changes
  • Mother’s maiden name
  • Full five-year address history including dates
  • National Insurance Number
  • Valid passport (if you have one)
  • Valid driving licence (if you have one)
  • Valid national identity card (if you have one)

If you do not have the above information readily available, you can return to complete the form at another time after registering.

Making payment

The cost of applying for a DBS is currently £53.74 which is payable directly to First Advantage using their online payment system. This amount includes a £38 fee charged by the Disclosure and Barring Service for the Enhanced check, an administration fee of £7.52 charged by First Advantage for processing the DBS application and an administration fee of £8.22 charged by the Post Office for verifying your documents. You will not be able to complete your application until payment has been made. 

Document verification

As part of the DBS application process, applicants are required to provide a minimum of 3 original identity documents. These documents must meet the requirements of the DBS permitted document list.

Verification at a Post Office that offers the CRB & ID Verification Service

As part of the online service, applicants are able to have their documents verified by the post office using the ‘CRB & ID Verification Service’. Further information on the branches offering the service can be found on the post office website. 

You will need to take a printed copy of the ID Verification Service form with you when using this service.

Registering for the DBS Update Service

We recommend that all applicants register for the Update Service. When you have submitted your DBS application, you can subscribe to the Update Service straight away using your DBS application reference number. You can also join the Update Service when you receive your DBS certificate, by using your certificate number. If you choose to do this, you must join the Update Service within 30 days of the ‘date of issue’ displayed on your certificate. The Update Service costs £13 per year, payable directly to the DBS. 

Any queries in relation to DBS Checks may be addressed to the Admissions Team at dbs@uwtsd.ac.uk

DBS Frequently Asked Questions

  • The University uses an external service ‘First Advantage KnowYourPeople’ to process DBS applications.

    After you have received an offer of a place at UWTSD, you will be sent an email from Admissions which will include a link to the First Advantage KnowYourPeople Registration/Sign-in page where you will need to register.

    The email will also contain the Position for which you are applying. This will be required when registering for the online service.

  • The cost of an enhanced DBS check is currently £53.74 which should be paid directly to First Advantage using their online payment system. This amount includes a £38 fee charged by the Disclosure and Barring Service for the Enhanced check, an administration fee of £7.52 charged by First Advantage for processing the DBS application and an administration fee of £8.22 charged by the Post Office for verifying your documents.

    You will not be able to complete your DBS application until payment has been made.

  • DBS Disclosure

    If you are currently in possession of a valid DBS certificate and have a valid subscription to the DBS Update Service, please contact the Admissions Team who will be able to verify whether or not it meets the requirements of the course. We can only accept certificates that have the same level of check as is required for the course to which you are applying e.g. your certificate is an Enhanced Child Workforce check and the course requires an Enhanced Child Workforce check. 

    If your certificate does not meet the requirements of the course, e.g. you possess an Enhanced Child and Adult Workforce check but the course requires an Enhanced Child Workforce check, or you are not registered with the DBS Update Service, then you will be required to apply for a new certificate. 

    To verify if you will be permitted to use an existing certificate, please contact Admissions at dbs@uwtsd.ac.uk.

    Please ensure that you upload a copy of your current certificate to assist us in checking its suitability.

    If your existing certificate is deemed acceptable for use, you will need to have a valid subscription to the DBS Update Service and this will need to be in place until you have completed any work or placements involving contact with children and/or vulnerable adults that you are required to undertake as part of your course. If you allow your subscription to the DBS Update Service to lapse, you will be required to apply for a new Enhanced disclosure through UWTSD and will not be permitted to attend placements involving regulated activity or continue with such a placement until you have completed the DBS process satisfactorily.

    Please note that where a DBS check is required, it must be an Enhanced check. We cannot accept existing Basic check certificates.

    Scottish Disclosure

    Scottish Disclosures are only valid in Scotland and as such will not be accepted. You will be required to apply for an Enhanced DBS check.

    Access NI Disclosure

    We are unable to accept the Access NI Disclosure as they are only accurate as of their date of issue. You will be required to apply for an Enhanced DBS check.

  • As the DBS Update Service is only valid in conjunction with the original certificate, we are unable to accept this. The Update Service only shows information that has been added since the original certificate was issued. It does not show any information or markers that were present on the original certificate. 

    If you are unable to provide your original DBS certificate when required during the University’s DBS verification process, prior to or during a placement involving regulated activity, you will be required to apply for a new Enhanced disclosure through UWTSD and will not be permitted to attend placements involving regulated activity or continue with such a placement until you have completed the DBS process satisfactorily.

  • To track the status of a submitted application, you can access the official DBS application tracking service

    You will need to input your application reference number and date of birth to track your application. If you cannot find your reference number, please email Admissions.

  • When the certificate is issued by the DBS, the University receives an electronic confirmation letter. If the University does require you to show us the original certificate, we will contact you directly.

  • Appeals against information reported on a DBS certificate need to be made directly to the DBS. Contact details can be found on the DBS website.

  • As part of the DBS application process, applicants are required to provide a minimum of 3 original identity documents. These documents must meet the requirements of the DBS permitted document list.

    Verification at a Post Office that offers the CRB & ID Verification Service

    As part of the online service, applicants are able to have their documents verified by the post office using the ‘CRB & ID Verification Service’. Further information on the branches offering the service can be found on the post office website.

    You will need to take a printed copy of the ID Verification Service form with you when using this service. This form will be generated for you once you have completed your DBS online application through First Advantage.

  • The Update Service is an online subscription service that lets you keep your standard and enhanced DBS certificates up-to-date. It also allows employers to check a certificate online, with your consent.

    This service reduces the need to apply for multiple certificates when you move from one position to another in the same workforce or when a re-check is required. Organisations can carry out a quick online status check to see if an individual’s certificate is still up to date – saving you both time and money.

    We recommend that all applicants register for the Update Service. It costs £13 per year. You will need your certificate number and must register within 30 days of the certificate being issued. A subscription to the Update Service lasts for one year. If you do not renew your subscription before it ends, you will need to apply for a new DBS check and register for the Update Service again.

  • In addition to gaining a satisfactory Enhanced disclosure from the Disclosure and Barring Service, applicants are also required to provide the University with evidence of a satisfactory police check from any country they have resided in (except the UK) for 12 months or more (whether continuously or in total) in the last 10 years, while aged 18 or over.

    Applicants to whom this applies are required to provide this information before they can fully enrol on a programme for which an enhanced DBS check is required and before they can be allowed to undertake work that requires contact with children and/or vulnerable adults. The application process for obtaining a criminal records check from countries outside the UK, varies from country to country. Further information is available at Criminal Records Checks for Overseas Applicants.