DBS Clearance - returning students
Please note the content of this page is relevant only to existing University of Cumbria students returning to course (e.g. intercalations; deferred placements.) If you are a new applicant applying via the Admissions Office, please see the Admissions Checks pages.
Please note that the Criminal Records Bureau (CRB) is now known as the Disclosure and Barring Service (DBS). We will be using the new terminology from this point onwards: what was previously referred to as a CRB check is now a ‘DBS check’.
Your DBS application is a two-stage process.
PART 1: Providing your indentity documents
To start the DBS application process you must either bring or post in certain pieces of identity documentation to the Course Information Point (CIP) at your campus. If posting your documents, please send by Royal Mail Signed For service to your Course Information Point and they will be returned to you the same way.
Full details of acceptable identity documents (for us to verify your identity) and further information are available in our DBS guidance. Please note that if a particular document is not on this list, it is not a DBS-approved document and we cannot accept it, so please look carefully at the table of documents in this link before you select your choices. We also need a minimum of three documents.
We need a minimum of three documents, and photocopies of each document (three originals plus three photocopies).
• If you are providing your driving licence we need a photocopy of both the front and back of the photo card, as well as the paper counterpart.
• If you are providing your passport we need a photocopy of the personal details page.
At this stage you also need to set-up a security question with us by doing the following:
print out a copy of the security question proforma
choose a security question from the 3 provided & complete the form
keep a record of your question and answer
bring the security form with you to your Course Information Point if attending in person, or post it together with your identity documents.
It is very important that you keep a record of your security question & answer because you will be asked for these when you move to part 2 of the DBS application process.
You also need to submit your Criminal Record Self Disclosure form now if this applies to you and you have not sent it in already. Please refer to the specific notes lower down this page for further information on this.
PART 2: Complete the online DBS application
After you have completed part 1, we will send you an email containing a web address, username & password to complete your DBS application online. We can only do this once you have provided sufficient acceptable identity documents, so you must follow-up any queries on this (e.g. missing documents) quickly.
This email comes from an address ending ‘…@cumbria.disclosures.co.uk’ so please look out for this – it may go into your spam folder. If you do not receive this email please let us know. Please read the DBS guidance before you start the online form: there is important information in here.
You must do the online application promptly as DBS checks can take some time to be completed.
Important: Self-disclosure of any criminal record
As part of the DBS clearance process you may also need to submit a self-disclosure form as detailed in Part 1. Should you have any queries or concerns about this please email the DBS Team. Please note that the law in this area has recently changed (as of May 2013).
As of the above date, certain old and minor offences will be removed from your record after a designated time period: this depends on the type of offence (whether it was a conviction or a caution/reprimand/warning), and on how old you were at the time of the conviction or caution / reprimand / warning. This is known as ‘filtering’.
If you were under 18 at the time of the caution, these will be filtered (removed) if:
• 2 years have elapsed
If you were over 18 at the time of the caution, these will be filtered (removed) if:
• 6 years have elapsed
If you were under 18 at the time of the conviction (not the offence), this will be filtered (removed) if:
• 5.5 years have elapsed
If you were over 18 at the time of the conviction (not the offence), this will be filtered (removed) if:
• 11 years have elapsed
You can also refer to this detailed government guidance.
Please note that offences will never be removed if:-
• you have multiple offences on your record
• the offence appears on a list of designated offences that are more serious or of a certain nature (e.g. some drugs related offences; violent offences; most sexual offences)
• if you received a custodial sentence for the offence
Applicants with any criminal record to declare
Please refer to the guidance above and complete our Criminal Record Self Disclosure form now if applicable to you. Please return by email to firstname.lastname@example.org and contact us if you have any queries.
It is very important that you declare any offences, even if you believe them to be ‘spent’ (expired) or if the police have told you that they will be removed from your record (e.g. in 5 years’ time, or when you turn 18). This is unlikely to be the case in the context of a career working with vulnerable groups, because such areas are excluded from the provisions of the Rehabilitation of Offenders Act and offences are therefore never considered spent. You will not prejudice your chances by being honest with us, but you may do so by concealing information which is later revealed on a DBS check.
Receiving this form as early as possible from you will assist us in dealing with your DBS clearance situation in a timely manner.
No criminal record to declare
You do not need to submit a self-declaration form, but please note the following important information:
If you do not submit a self-declaration form prior to applying for your DBS check but your DBS certificate later reveals that you do have a criminal record, the University will treat this as a case of failing to declare relevant information: you will be subject to our DBS clearance procedures and will have to explain your failure to declare.
It is therefore far better that you tell us now if you are in any doubt about whether you have anything to declare: concealing information could be seen as worse than the offence itself and could jeopardise your place on the course.
Overseas students (including Republic of Ireland & other EU countries) and UK students currently living overseas
All overseas applicants must also obtain an Overseas Police Check.
This is in addition to your DBS check, & it is your responsibility to obtain the correct document & send it in to us.
If you are a UK applicant but have been living overseas for some time, please note that you must also obtain an Overseas Police Check for the country in which you are currently resident.
Please see our Frequently Asked Questions for further information about your DBS check. You may find it helpful to print this out or save it to refer to throughout your course.
If you have any queries or have not received information about how to apply for DBS clearance contact your Course Information Point.