VB/2331 - Managed On-Line DBS system

To provide an effective online electronic DBS system capable of managing our DBS criminal record checking process for all our staff and students from start to finish (automated wherever possible and with minimal manual intervention) In 2014 we submitted 2240 criminal record checks through the Disclosure and Barring Service (DBS), the majority of these being Enhanced checks, and on the basis of current information it is anticipated that this level of checking will continue to be required annually. At present we have approximately 40 members of staff registered with the DBS as Countersignatories and a similar number of staff who support them in the process.

The Faculties and Services that process a large number each year have their own Countersignatories who manage the DBS process within their areas. For those who process fewer, any checks they may require are usually processed through the Central HR Team or by an area who does have a countersignatory.

There are nine faculties and two large service areas in the University at present. We anticipate that at least 60 University Staff would need to use the online system to process checks, possibly a greater number.

We currently submit criminal record checks using the DBS paper application process with manual checking of the forms and identity documents. Any errors and queries are resolved and these application forms are then sent via Royal Mail to the DBS who process the application and send the DBS certificate to the applicant.

Applicants are chased to bring in their original certificates for staff to view and check. Staff involved with this process are generally supportive of a move from paper to an electronic system and we are confident that our applicants will also be in favour of this change.

The following are examples of roles we submit checks for at present (a) Personal Tutor of a child or young person in a school setting; (b) Supervision of a child engaged in outreach activities; Summer camp staff; (c) PhD students conducting research in schools; (d) Appointment as warden, sub-warden, hall manager or equivalent and night porters in a hall of residence designated for accommodating children or young persons; (e) Disability advisers, mentors and personal assistants; (f) Managers of staff who are in Regulated Activity; (g) Swimming instructors and climbing wall tutors involved in provision of children’s clubs; (h) Students on various programmes such as nursing, medicine, social work, dentistry, teaching. In line with other initiatives across the University, our overall aim with a move to an electronic system is to provide a consistently high quality, streamlined, timely and efficient approach to criminal record checking that is accessible by all our students and staff. Adoption of such an institution-wide system would not only achieve all of these things but also add value to our recruitment and admissions experience and the DBS applicati...