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DBS Application Process - Guidance for Applicants

Certain courses offered by UWTSD will require applicants to undertake an Enhanced Check through the Disclosure & 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


Register for the online service

The University uses an external service `GBG Online Disclosures' 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 Organisation Pin, Secret Word and Position, all of which are required when you register.  Once you have registered, you will be able to begin your application.


Completing the application form

Full guidance on how to apply is provided in the ‘Applicant User Guide’ which can be accessed via the Register/Sign in page and it is recommended that you fully read this document before starting your application.

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 5 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.  Any information you have already entered onto the form will be stored.


Making payment

The cost of applying for a DBS is currently £47.20 which is payable directly to GBG using their online payment system.  This amount includes a £40 fee charged by the Disclosure and Barring Service for the Enhanced check and an administration fee of £7.20 charged by GBG for processing the DBS application. Your application will not be submitted for processing until full 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

In response to advice from government and public health authorities to minimise the risk of potential spread of the Coronavirus, the University has reviewed the way we will verify your documents as part of the DBS application process.

Under normal circumstances, the Disclosure and Barring Service require that applicants must provide the original documents for verification prior to an application being submitted for processing.  Due to the current situation, they will now allow for document verification to be done electronically, either via email or through video communication with the verifier, but have stated that the originals must then be verified in person at the earliest opportunity.

This means that the University will be able to continue to verify your documents and submit your applications for processing but we will require all applicants and students to provide your original documents in person during the first week of term.  Failure to do this will render your DBS invalid and will prevent you from attending placements and could result in you needing to obtain a new certificate at an additional cost to you.

To verify your documents electronically, please email copies to dbs@uwtsd.ac.uk.  Please make sure you include your student number for reference.

Do not post your original documents to us for verification.*


* Please do not send any original documents to the University by post or courier.  The University will not accept liability for any documents lost or damaged in transit to us.  If you do post any documents to us for the purpose of the DBS check that are lost/damaged by the postal service/courier, you will be responsible for submitting any claim for the loss or damage of these directly with the company.


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


The University uses an external service ‘GBG Online Disclosures’ to process DBS applications.

After you have accepted an offer of a place at UWTSD as your firm choice, you will be sent an email from Admissions which will include a link to the GB Group Online Disclosures Registration/Sign in page where you will need to register.

The email will also contain an Organisation Pin, Secret Word and the Position for which you are applying.  These will all be required when registering for the online service.

The cost of an enhanced DBS check is currently £47.20 which should be paid directly to GBG using their online payment system.  This amount includes a £40 fee charged by the Disclosure and Barring Service for the Enhanced check and an administration fee of £7.20 charged by GBG for processing the DBS application.

Payment should be made immediately after submitting your DBS application via the GB Group online service.  Your application will not be submitted to the DBS 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 only 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.

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.  You will be required to apply for a new Enhanced DBS check.

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 at: dbs@uwtsd.ac.uk.

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

In response to advice from government and public health authorities to minimise the risk of potential spread of the Coronavirus, the University has reviewed the way we will verify your documents as part of the DBS application process.

Under normal circumstances, the Disclosure and Barring Service require that applicants must provide the original documents for verification prior to an application being submitted for processing. Due to the current situation, they will now allow for document verification to be done electronically, either via email or through video communication with the verifier, but have stated that the originals must then be verified in person at the earliest opportunity. 

This means that the University will be able to continue to verify your documents and submit your applications for processing but we will require all applicants and students to provide your original documents in person during the first week of term.  Failure to do this will render your DBS invalid and will prevent you from attending placements and could result in you needing to obtain a new certificate at an additional cost to you.

To verify your documents electronically, please email copies to dbs@uwtsd.ac.uk.  Please make sure you include your student number for reference.

Do not post your original documents to us for verification.*


* Please do not send any original documents to the University by post or courier.  The University will not accept liability for any documents lost or damaged in transit to us.  If you do post any documents to us for the purpose of the DBS check that are lost/damaged by the postal service/courier, you will be responsible for submitting any claim for the loss or damage of these directly with the company.

If you are unable to provide the documents you listed on your DBS application for verification, you can substitute them for different documents.  When substituting documents, you must ensure that the substitutes meet the requirements of the permitted document list.

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.