FAQ's

Q: Can a DBS check/certificate obtained via another employer or NHS Trust be used for an Imperial College role?

A: This is only permitted when all of the following apply:

1. The individual is subscribed to the DBS Update Service; and 
2. They can provide a copy of their original DBS certificate, which must be:
   1. At the same level as needed for their Imperial College role (for example it cannot be at a higher or lower level than now needed*)
   2. Have the same barred check lists, where applicable (for example - if the current certificate has Barred List checks, but these are not needed now, the certificate cannot be used*)
   3. Be for the same Workforce (for example - if the current certificate is for an Adults' and Children's Workforce, but only a Children's Workforce is now needed, the certificate cannot be used*)

*We are not legally permitted to carry out a DBS Update check for information we do not need to know for an Imperial College role. For example, if the current certificate has a Children's Barred List check, but the individual will not be working with children in their new role, we do not need to know if they are barred from working with children and must not carry out a DBS Update check on that information.  Therefore, we cannot accept DBS certificates at higher levels or that cover more Workforces than needed.

If all of the above apply, the Staff Compliance team, will require a copy of the original DBS certificate to be emailed to them, along with permission for the team to carry out a check on the individual's DBS status. The team will then confirm whether the DBS certificate can be accepted.

If one or more of the above do not apply, a new DBS application must be made.

Q:  I have a DBS certificate for an NHS role at a higher level than required for my Imperial College role, why can't this be accepted?

A: For data protection reasons, we are not legally permitted to know more information about an individual than we need to for their Imperial College role and therefore are not allowed to carry out an Update check on a DBS certificate, unless it is at the same level and workforce required for their College role*. 

Q: Can a new DBS check be carried out for staff who have DBS clearance that is not adequate for their new/changed role?

A: Yes, if an individual requires a different level of clearance, or workforce, due to changes in their role, a new DBS application can and should be made.

Q: Can a DBS check be carried out for a current staff member now; in case it is needed in the future?

A: No, it is unlawful to carry out a DBS check when there is not a current requirement to do so.

Q: What constitutes ‘vulnerable adults’ when considering whether an Adult Barred list/Workforce is applicable?

A: Vulnerable adults are defined by the Safeguarding Vulnerable Groups Act 2006 (amended by the FOI Act 2012) as: an over 18 year old receiving the service specifically because of their age, illness or disability.  Note "Illness" is defined as someone in receipt of Health Care.

Where a member of staff provides a service to students (over 18 years old) as opposed to being employed to work specifically with ill or disabled students, an Adult Barred list check or Workforce is not applicable.  The member of staff may have contact with an ill or disabled student in the course of their duties, but this would be classed as incidental; so, this role would not fall under the eligibility criteria for an Adult-related Standard or Enhanced DBS check.

Q: Is a DBS check required for staff members who are First Aiders?

A: No, a DBS check can only be requested in relation to administering First Aid if this is being carried out "on behalf of an organisation established for the purpose of providing first aid (for example, St John Ambulance Service)".

Q: When is an overseas criminal records’ check required?

A: If the individual has been living overseas within the past five years, an overseas’ criminal records check should be applied for, to cover that period.

The individual is responsible for applying for this check from the relevant authority abroad.  This should be done in accordance with the requirements for the country in question.  Departments may support with the provision of information required for the application, where they are able and at the request of the applicant.

The cost of any overseas check will be borne by the individual. It is at the department’s discretion whether they recompense for this payment, as part of any onboarding expenses.

In the event that the overseas criminal records’ check cannot be obtained, then a review of other documentation should be considered, in line with the guidance set out in Keeping Children Safe in Education.

Further guidance on applying for an overseas check, along with a link to the Home Office’s guidance on how to make applications to specific countries, is given within the Imperial College’s Disclosure and Barring Service (DBS) procedure.

Q1 How do I request a new DBS check?

A. For existing staff, casual workers, or volunteers - your line manager/department should complete a ‘DBS check request form’ for the appropriate work setting, which is available in Key documents and forms.

A. For new appointments issued by the Recruitment Hub - the Recruitment Hub will liaise with the employing department direct and will advise the Staff Compliance team that a DBS check is needed.

A. For new appointments issued by the Staff Hub (including Honorary Research Contracts, Short term contracts) - the Staff Hub will liaise with the Staff Compliance team who will contact the line manager/department to complete a ‘DBS check request form’ for the appropriate work setting.

Q2: What is the process and timeline for getting a new DBS check carried out?

A.

1. Once the level and Workforce needed for the check has been established, the Staff Compliance team will arrange for an invitation via Mayflower (our online DBS application provider) to be sent via email to the individual.
2. The individual completes the online DBS application form.
3. The individual’s ID will then need to be verified by one of the options listed in the DBS Applicant process. The ID requirements are very specific, failure to provide the correct ID will delay the application.
4. As soon as the ID verification is complete, the individual's DBS application will be submitted for processing.  The result notification is normally received within seven days and the individual, and their line manager will be informed.

DBS Applicant process

Q: What do I enter in the ‘position applied for’ field?

A: You should enter the role that requires the DBS check, for example, if you are a Lecturer requiring a DBS check, as you have a supplementary role as a Personal Tutor, working with children under 18 years of age, – Personal Tutor should be entered as the position.

Q: I have lived at an address for most of one month, but spent some of the month in hotels, what should I do?

A: State your main address during that period and advise the Staff Compliance team that you spent time in various hotels/other accommodation, so that this can be noted on your application.

Q: I have entered incorrect information onto my DBS application, what should I do?

A: It is important that you provide full, accurate and up to date information on your DBS application. If you have made a mistake, you will be required to complete a new online application, please contact the Staff Compliance team, so that they can send you a new link.

Q: Why should I subscribe to the DBS Update Service?

A: If you are in a role where a DBS check is an essential and ongoing requirement, you will need to subscribe to the DBS Update Service. Imperial College will refund the cost of the subscription fee to you.

Subscribing to the service is a straightforward process.  Once you have done this, Imperial College will be able to carry out, with your permission, annual DBS checks on you, which will remove the requirement for you to complete a new DBS application every three years.

Note: Staff in EYEC, Student Recruitment and Outreach, the Global Summer School and Wardens will be required to have annual DBS checks, so failure to subscribe to the Update Service, will result in a new DBS application being required every year.

Q: When do I subscribe to the DBS Update Service?

A: You must subscribe to the DBS Update Service when:

Your application form is submitted or whilst it is being processed, using your Application Form Reference Number; or
You get your DBS certificate, using your certificate number, within 30 calendar days of the issue date, printed on your DBS certificate.

Before subscribing, read the DBS Update Service applicant guide

When subscribing to the DBS Update Service

Elect to renew your subscription on an annual basis by:

• Setting up an automatic renewal when you first join the update service; or
• Manually renewing your subscription 30 days before your subscription ends (the DBS will send you a reminder email).

Claim a refund of your annual subscription to the DBS Update Service by:

• Taking a screen print of the confirmation payment page once you subscribe.
• Forwarding the screen print with a completed Expense Claim Form (E1) to your department or submit your claim via MyExpenses.

Send an email to Staff Compliance Team giving permission for Imperial College to carry out a check on your DBS status.

Q: I have not received my DBS certificate, what should I do?

A: If you have not received your DBS certificate 15 days after the certificate issue date you can request a reprint by:

• Email:  complete the DBS Reprint Form and email it to DBSReprints@dbs.gov.uk 
• Telephone:  call the DBS on 03000 200 190 (Choose option 2 and then option 1 to speak to a DBS Advisor).

Also, email the Staff Compliance team to advise them that you have not received your certificate and have requested a reprint.

Note:

• The DBS will only accept a re-print request from you, we cannot request reprints on your behalf.
• The DBS will not issue a re-print, 3 months after the certificate issue date and so it is important that you contact them quickly if you do not receive your certificate.

Once you receive you certificate keep it in a safe place as you will not be able to get a replacement after 3 months of the certificate issue date.