Human Resources

Disclosure and Barring Service


The University is required to carry out criminal record checks with the UK Government’s Disclosure and Barring Service (DBS) on individuals in specific circumstances dictated by UK legislation. 

The University’s Human Resources (HR) department is responsible for administering DBS checks for staff where they are required for employment purposes. The HR department also administers DBS checks for staff who need to apply for an NHS Research Passport.

Who does this apply to?

The University will make it clear if and when individual circumstances require a DBS check to be carried out.

Should you be required to be referred to the DBS for a criminal records check, you will need to arrange a time to visit the HR department to complete the online application. HR will not be able to submit the check without sight of appropriate original documents as evidence of your identity. This information will be submitted to the DBS service, who make the necessary checks, and return the completed certificate directly to you. You must then be able to produce this certificate as evidence of the outcome of the referral.

What do I need to consider?

In order to prove your identity, you will need to provide original qualifying documents (not copies) to Human Resources. Without these, it will not be possible to proceed with your application.

What do I need to do?

The application for a DBS check for a staff member or a job applicant follows these steps:

  1. The University will identify a need for you to be referred to the DBS.
  2. As soon as the University informs you that you require a DBS check then book a time with HR to conduct the check.
  3. Ensure you have the appropriate original documents to complete your identity check for your DBS application.
  4. At the appointed time, report to the location specified in your appointment, bringing with you with the necessary original documents to prove your identity.
  5. The HR officer will check your identification documents, and then return them to you.
  6. They will then complete the online application form with you and submit it to the DBS.
  7. After performing the appropriate checks, the DBS send the certificate directly to you. Human Resources will be notified by the DBS when the certificate is sent.
  8. You must be able to produce the original certificate as evidence of the outcome of the referral.

You can also view this as a flowchart.

Generally, it can take up to 14 working days (3 weeks) to complete a DBS check, from the time the DBS receive the completed online form.

What else do I need to know?

The links below give more detailed information on the Disclosure and Barring Service:

  • This link gives more detailed guidance on the UK Government Disclosure and Barring Service.
  • You can personally apply for a Basic Disclosure (administered by Disclosure Scotland) at any time: this does not need to be submitted via the University. The Basic Disclosure will include details of convictions considered unspent under The Rehabilitation of Offenders Act 1974.
  • There are specific requirements for the documents acceptable to provide evidence  of your identity.
  • If you have a non-GB driving licence, you need to check whether your licence is valid, and therefore acceptable as proof of identity.

How do I get help?

Use this contact form to get in touch ( Please note that you need to be logged into your UoP staff email account in order to access this form).