911±¬ÁÏÍø

Some programmes at 911±¬ÁÏÍø require the satisfactory completion of a DBS check - formerly known as a Criminal Records Bureau (CRB) check.

This is a UK legal requirement for those participating in specificÌýactivity with children or vulnerable adults.

The DBS check will state any criminal convictions you hold and, if appropriate, whether you are barred from working with children or vulnerable adults. We will then consider whether these are compatible with registration on a particular programme, research or voluntary work. Most offences that appear on a DBS disclosure will not prevent you from taking up, or remaining, on your programme, nor from undertaking voluntary or other work. Please find more information in chapter one of the UCL Academic Manual in particularÌýAnnex 1.3 and Annex 1.4.

ÌýHow to apply for a DBS disclosureÌýandÌýID Documents for your DBS checkÌý.

ThisÌýpage covers the following areas:

• Who needs to apply for a DBS check
• DBS checks for international students
• How to apply for a DBS disclosure
• ID Documents for your DBS checkÌý
• DBS update service
• Research passports

Who needs to apply for a DBS check

A number of programmes at 911±¬ÁÏÍø require a DBS check as part of the admissions process, for example the MBBS and Teacher Training programmes. For all such programmes, applicants willÌýbe contacted by the admissions team with further information.Ìý

Students whose research or placements involve certain positions or regulated activity with children or vulnerable adults may need to apply for aÌýDBS check. If a student requires a DBS Check, their supervisor or departmental staff member should completeÌý. (This should not be completed by a student). The SRS Compliance team will then review the form to determine the correct level of check for the student's activity.

For more information on eligibility and the correct level of check, please read the eligibility guidance:

• SRS Compliance DBS Eligibility Guidance

Please note that if a student is only eligible for a basic check, thisÌýwill need to be arranged by the studentÌý on an individual basis. These are not facilitated by the Student Support and Wellbeing Services. For more information on how to request a Basic DBSÌýcheck, please visitÌýÌý.

These checks are not provided by UCL as if a student is only eligible for a Basic DBS check, it means that the activity they are undertaking is not eligible for aÌýDBS check. If you have any questions, please contact srs-compliance@ucl.ac.ukÌý

Ìýwill give you details about completing the DBS check if you intend to undertake voluntary work involving children or vulnerable adults as arranged through them. Student Ambassadors and Mentors may also need a DBS check.ÌýThis will be arranged by theÌý.

If you already have a disclosure and have signed up to the DBS update service, you may need toÌýprovide 911±¬ÁÏÍøith details of your current disclosure and give permission for us to check your status with the .

You must inform your programme tutor or administrator of any offence committed during your course that requires a DBS disclosure.

DBS checks for international students

If you require a DBS for yourÌý programme at 911±¬ÁÏÍø, you may be required to provide evidence of your criminal record status from your home country or any country that you have lived in for a period of 6 months within the last 5 years.Ìý

You mayÌýalso be required to apply for a DBSÌýdisclosure if you are now resident in the UK. It is essential that you have a passport when you come to the UK as you will need this to provide evidence of your identity. An EU identity card is not sufficient to prove identity for this purpose. This applies whether your research is conducted insideÌýor outsideÌýthe UK.

How to apply for a DBS disclosure

If you are an enrolling student requiring a DBS check for your programme, the admissions team should send you theÌýinformation on how to apply. If you have any questions regarding the process, please contact the relevant admissions team for your programme.

If you are a current student andÌýyour programme or research requires a DBS check, you should ask your supervisor or a departmental staff memberÌýto complete the . We cannot accept this form if it is completed by a student as we need confirmation from your department of the level of check required.Ìý

If you are a UCL staff member and have more than one student on your programme requiring a DBS check for the same activity, please contact srs-compliance@ucl.ac.uk and we can advise how toÌýsubmitÌýall of their details at once rather than completing separate forms for each student.Ìý

Once the form has been completed by your supervisor, the Student Support and Wellbeing Services will thenÌýbe able to initiate an application for you. You will be emailed instructions on how to log in to the online service and complete the application. For more information, please see our guidance.

• Current Students DBS Guidance

Please note that if you are not currently in the UK, you may not be able to use this route to apply for a DBS check. If you are a current student not currently in the UK, please contact srs-compliance@ucl.ac.uk for furtherÌýadvice.Ìý

On average certificates are issued by the DBS within one working week and dispatched using Royal Mail’s second-class service. Please bear in mind these timeframes can vary depending on factors such as the number of historical addresses being checked and the speed that a particular police force are processing their checks.

ID Documents for your DBS check

For current students completing a DBS check, you will need to verify your ID documents in person with the Student Support and Wellbeing Services. You can do this using the in person service offered by the Student Support and Wellbeing Services.ÌýÌýFor more information on opening hours, please see the Student Support and Wellbeing Services.

For more informationÌýon obtaining documents for a DBS check please see the guidance:

• Guidance on obtaining documents

For more information on all of the ID documents that are accepted, please see the .Ìý

For applicants to 911±¬ÁÏÍøho have been contacted by the admissions team regarding your DBS, you will be sent instuctions on how to complete your ID check at a Post Office. For more information, please contact the relevant admissions team for your application.Ìý

DBS update service

The DBS no longer provides 911±¬ÁÏÍøith a copy of your disclosure. The DBSÌýnow offers an online update service which allows you to check your application online and to give permission to future employers or institutions to view your certificate. We strongly advise you to subscribe to this service. If you do so, you may then confirm your DBS certificate number by email to askUCLÌýfor the Student Support and Wellbeing Services to record, the Ìýor the , depending on which department processed your application. With this permission we will check your certificate online.

In order to join the Update Service,Ìýyou can wait and register with your certificate number as soon as you receive your DBS certificate. You must do this within 14 days of the certificate being issued (not within 14 days of receiving it).

Research Passports

A research passport may be necessary if your research is to be conducted in an NHS organisation that you are not employed by. Please check with your principal investigator or supervisor whether a research passport is required for your work.Ìý

For queries in relation to the categorisation of a research project and the need for a research passport/letter of access, please contact the Research and Development office of the lead Trust for your research. For queries in relation to research at 911±¬ÁÏÍøH, please contact the Administration Team at the UCLH/UCL Joint Research Office. You can visit their website at , email uclh.jro-communications@nhs.net or call +44(0) 20 3447 5557.Ìý

If you do require a research passport, you will need to download the form.Ìý

• UCL Research Passport Form

You will need to complete the Job Hazard Form including a signature from your supervisor/manager. The completed form should be sent to UCL Workplace Health team who will then email you to arrange an appointment. Once you have completed your appointment, you should have the necessary health screening/clearance documents for your research passport. Please visit the Workplace Health website for more information about the process.

If your work will require a DBS check, you can either use a DBS check you already have which is dated in the last 6 months, provide evidence that you are signed up to the update service for DBS checks, or you will need to complete a new DBS check. You can complete a DBSÌýby following the instructions in the section How to apply for a DBS DisclosureÌý.

Please note that if you are using a previous certificate or the update service, the typeÌýof check must be relevant to the researchÌýthat you will be doing. This should be checked with your supervisor or department.

Once you have a DBS certificate or a DBS certificate number (if you are signed up to the update service), you can show this to your supervisor or a departmental staff member andÌýthis can be added onto the Research Passport form in section 5.Ìý

Section 5 of the form can be signed off by your supervisor or a departmental staff member who has seen the relevant documents. The form stipulates that the registry should complete this section,Ìý this is NOTÌýthe case. Please ask your supervisor or department to complete section 5.Ìý

For more guidance on how to complete the form, please see the .Ìý

The completed research passport form with relevant attachments should be taken to the Research & Development office of the NHS organisation where you will conduct most of your research.

This guidance is for students of UCL only. UCL staff who need a research passport should refer toÌý.