This guidance is relevant to Imperial College staff who require a DBS check for their role.
Please contact your manager if you are unsure whether you require a DBS check.
New Staff - What do I need to do?
Your conditional offer/contract will outline the action to take dependent upon your current DBS status. The stages below provide further information on what you need to do.
Note: Your appointment will be conditional on DBS clearance being granted.
New Staff - What do I need to do?
- Stage 1 – Action to take dependent upon current DBS Status
- Stage 2 - How to apply for a new DBS Check
- Stage 3 - Submit your identification documents (ID)
- Stage 4 - DBS clearance confirmed
1. You do not have a DBS certificate at present
A new DBS is required for your role. Go to Stage 2 - How to apply for a new DBS Check
2. You have a DBS certificate from a former employer, but are not subscribed to the DBS Update Service
A new DBS is required for your role. Go to Stage 2 – How to apply for a new DBS Check
3. You have a DBS certificate from a former employer and are subscribed to the DBS Update Service
To use your existing DBS certificate for your new role, you must meet the following criteria:
- You must have your original DBS certificate
- You must already be subscribed to the DBS Update Service
- Your DBS clearance must be at the exact same level including barred check lists (if these apply) and for the same workforce as your new role.
If you meet the above criteria, please email staffdbs@imperial.ac.uk and provide them with the following:
- A scanned copy of your original certificate.
- Send an email to staffdbs@imperial.ac.uk giving your permission for Imperial College to carry out a check on your current DBS status
Once in receipt of the documents mentioned above, the Staff Compliance team will confirm whether your current DBS certificate can be accepted.
If you do not meet the above criteria, Go to Stage 2 - How to apply for a new DBS Check
4. You are an existing member of staff taking up a new role. You have a DBS certificate gained by Imperial College (excluding Imperial College NHS) issued in the last three years
Email staffdbs@imperial.ac.uk, attaching a copy of your original DBS certificate.
The Staff Compliance team will advise if your certificate is appropriate for your new role or if a new DBS application is needed.
Click on the link in the email which will open a blank online DBS application on your screen.
Follow the on-screen instructions and fill in your personal details.
Note: If you do not receive an invite within seven days of your contract issue date, please contact the Staff DBS team.
- You must provide full, accurate and up to date information – it will not be possible for you to make amendments after finalising your application and if incorrect you will need to submit a new application.
- The name on your application must be the same as the name on at least one piece of ID that can be used to verify your name (e.g., if your ID contains your middle name, this must also appear on your application and vice versa).
- The address you put on your application is where your DBS certificate will be sent. It must be your current address; it must be stated on at least one piece of ID you provide to verify your address.
- The “Position Applied For" field should demonstrate why a DBS check is being requested – e.g., Personal Tutor (as opposed to University Lecturer), as the DBS use this to assess eligibility for a DBS check.
- If you have dual nationality, DBS requirements are that applicants should enter their current nationality as British. When submitting a passport for ID purposes, the nationality stated on the DBS application must be the same as the passport submitted.
Once you have completed your DBS application, the Staff Compliance team will automatically be notified by the online system. You can then progress to Stage 3 - Submit your identification documents (ID).
There are two options for your identification to be verified.
Option 1 – Digital ID check via TrustID
Once you have completed your online DBS application, if you have provided your passport details, the Staff Compliance team will send you an invite email via Mayflower (ebulk@mayflowerdbs.co.uk) our online DBS application provider to complete your ID check via the TrustID app.
If you do not have a Biometric Passport (Any Nationality) or Biometric ID Card (EU/EEA) you cannot access the TrustID app and you will need to follow the steps in Option 2
Option 2 – Verification with the Staff DBS team
Please email your three identification documents to Staffdbs@imperial.ac.uk with the subject stated as ‘DBS ID – your first and last name’.
| EXAMPLE 1: UK national | EXAMPLE 2: UK national |
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| EXAMPLE 1: Non-UK national | EXAMPLE 2: Non-UK national |
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A full list of acceptable identification is available here: DBS list of acceptable identification
The combination of ID documents must confirm your full name as entered on your DBS application, date of birth and your current UK address.
Note: If you are an EU citizen with settled or pre-settled status, you may be able to use the View and Prove Service, to provide us with a share code, which we can use to verify your immigration status. This will count as one document from the Primary Documents for Paid Non-UK Nationals list, on the DBS list of acceptable identification. Alternatively, you may provide another document from the Primary Documents for Paid Non-UK Nationals list, for example your Biometric Residence Permit.
Once you have completed your DBS application and provided us with acceptable identification, the Staff Compliance team will contact you to arrange a time to check and confirm your identity. This will be done face to face. You will need to show originals of your ID documents at this meeting, so please bring them with you.
Once your ID documents have been verified, the Staff Compliance team will submit your DBS application to the Disclosure and Barring Service (DBS) to be processed. This stage usually takes around 7 working days to complete. Once DBS clearance has been confirmed the Staff Compliance team will inform you via email. See Stage 4 - DBS clearance confirmed.
The Staff Compliance team will inform you and your manager via email once your DBS check has been processed and DBS clearance has been given. At this stage any conditional appointment will be offered as unconditional.
The following action should be taken, which will be outlined in your ‘DBS clearance email’
- If DBS clearance will be an ongoing annual requirement for your role, you must sign up to the DBS Update Service. This can be done when you make your DBS online application or up to 30 days’ after the DBS certificate issue date.
- Once you have signed up to the DBS Update Service, you must give permission to the Staff Compliance team to carry out a annual online status check to verify that no further information has been identified since your DBS disclosure certificate was issued.
Existing staff - What do I need to do?
Once the Staff Compliance team receive the request from your line manager. The stages below provide further information on what you need to do.
Existing staff - What do I need to do?
- Stage 1 - How to apply for a new DBS Check
- Stage 2 - Submit your identification documents (ID)
- Stage 3 - DBS clearance confirmed
Click on the link in the email which will open a blank online DBS application on your screen.
Follow the on-screen instructions and fill in your personal details.
Note: If you do not receive an invite within seven days of your contract issue date, please contact the Staff DBS team.
- You must provide full, accurate and up to date information – it will not be possible for you to make amendments after finalising your application and if incorrect you will need to submit a new application.
- The name on your application must be the same as the name on at least one piece of ID that can be used to verify your name (e.g., if your ID contains your middle name, this must also appear on your application and vice versa).
- The address you put on your application is where your DBS certificate will be sent. It must be your current address; it must be stated on at least one piece of ID you provide to verify your address.
- The “Position Applied For" field should demonstrate why a DBS check is being requested – e.g., Personal Tutor (as opposed to University Lecturer), as the DBS use this to assess eligibility for a DBS check.
- If you have dual nationality, DBS requirements are that applicants should enter their current nationality as British. When submitting a passport for ID purposes, the nationality stated on the DBS application must be the same as the passport submitted.
Once you have completed your DBS application, the Staff Compliance team will automatically be notified by the online system. You can then progress to Stage 2 - Submit your identification documents (ID).
There are two options for your identification to be verified.
Option 1 – Digital ID check via TrustID
Once you have completed your online DBS application, if you have provided your passport details, the Staff Compliance team will send you an invite email via Mayflower (ebulk@mayflowerdbs.co.uk) our online DBS application provider to complete your ID check via the TrustID app.
If you do not have a Biometric Passport (Any Nationality) or Biometric ID Card (EU/EEA) you cannot access the TrustID app and you will need to follow the steps in Option 2
Option 2 – Verification with the Staff DBS team
Please email your three identification documents to Staffdbs@imperial.ac.uk with the subject stated as ‘DBS ID – your first and last name’.
| EXAMPLE 1: UK national | EXAMPLE 2: UK national |
|---|---|
|
|
| EXAMPLE 1: Non-UK national | EXAMPLE 2: Non-UK national |
|
|
A full list of acceptable identification is available here: DBS list of acceptable identification
The combination of ID documents must confirm your full name as entered on your DBS application, date of birth and your current UK address.
Note: If you are an EU citizen with settled or pre-settled status, you may be able to use the View and Prove Service, to provide us with a share code, which we can use to verify your immigration status. This will count as one document from the Primary Documents for Paid Non-UK Nationals list, on the DBS list of acceptable identification. Alternatively, you may provide another document from the Primary Documents for Paid Non-UK Nationals list, for example your Biometric Residence Permit.
Once you have completed your DBS application and provided us with acceptable identification, the Staff Compliance team will contact you to arrange a time to check and confirm your identity. This will be done face to face. You will need to show originals of your ID documents at this meeting, so please bring them with you.
Once your ID documents have been verified, the Staff Compliance team will submit your DBS application to the Disclosure and Barring Service (DBS) to be processed. This stage usually takes around 7 working days to complete. Once DBS clearance has been confirmed the Staff Compliance team will inform you via email. See Stage 3 - DBS clearance confirmed.
The Staff Compliance team will inform you and your manager via email once your DBS check has been processed and DBS clearance has been given. At this stage any conditional appointment will be offered as unconditional.
The following action should be taken, which will be outlined in your ‘DBS clearance email’
- If DBS clearance will be an ongoing annual requirement for your role, you must sign up to the DBS Update Service. This can be done when you make your DBS online application or up to 30 days’ after the DBS certificate issue date.
- Once you have signed up to the DBS Update Service, you must give permission to the Staff Compliance team to carry out a annual online status check to verify that no further information has been identified since your DBS disclosure certificate was issued.