The Disclosure and Barring Service (DBS) checks the criminal records background of people who wish to work with children and vulnerable groups.
Please note: This information is for new students. If you are a student returning to a course or with a deferred/resit placement, please contact the Programme Administration (PAD) team.
Getting your DBS check
There are four elements to getting your DBS check:
1. As part of the DBS application process, we must confirm your Nationality and your Right to Work in the UK. We are unable to process your DBS application until you have provided your Right to Work ID evidence.
2. Complete our online application form. You need to pay the DBS fee at this stage unless you are coming to do certain specific professional Health courses (see ‘Is there a cost for this?’ below)
3. Have your identity verified by providing certain ID documents.
4. Receive your DBS certificate.
If you wish to join the DBS Update Service as well, you can do so after either point 3. or 4: please see below and the 'Update Service' link at the bottom of this page for further information.
You will be sent instructions in an email on completing our online DBS application. Please bear in mind the following: -
You must apply for your DBS check via the University of Cumbria, not another organisation.
Basic level DBS checks (which you can now obtain yourself as an individual) will not be acceptable.
Checks obtained via Disclosure Scotland or Access Northern Ireland will not be acceptable, unless we have specifically asked you to obtain this type of check: this applies only to Return to Practice applicants doing their clinical experience in Scotland or Northern Ireland.
Providing ID Evidence of Right to Work for DBS
To meet our UK Visa and Immigration obligations, we need to ensure that students have the Right to Study and Right to Work in the UK and are required to obtain evidence of this prior to completing the DBS check.
Please Note: That we must see your original ID Documents to complete the Right to Work check. If you are an EU citizen with settled status in the UK, we will need to access your Right to Work Share Code.
We are unable to process your DBS until you have provided your Right to Work ID evidence. If you are unable to supply the required documents, please contact the DBS team at dbs@cumbria.ac.uk and the team can discuss what documents you have.
HOW TO PROVIDE RIGHT TO WORK EVIDENCE FOR JANUARY 2023 ENTRY
Documentary evidence in person (recommended):
You can take your original document(s) to your nearest University of Cumbria campus. Please go to the Admissions office at our Lancaster and Carlisle campuses, and main reception at our London campus. We are open Monday - Friday, 9am - 5pm. For further information about how to find us please email dbs@cumbria.ac.uk
Documentary evidence by post:
You can post your document(s) to us at DBS Admissions, Gateway Building, University of Cumbria, Bowerham Road, Lancaster, LA1 3JD.
We strongly recommend that you send your document using recorded or special delivery and we will return it to you by recorded delivery.
If you choose to post your document we will also arrange a video call with you so that we can verify your identity.
If you are unable to bring your document in person and do not wish to post your document:
Please contact dbs@cumbria.ac.uk to discuss an alternative method to provide this evidence.
Share Code (EU/EEA nationals):
We will ask you to send us your right to work share code. Upon receipt of your share code we will arrange a video call with you so that we can verify your identity.
The ID Evidence you need to provide will be different depending on your nationality. Please read the options below to see what ID Evidence you are required to provide:
If you are a British Citizen born within or outside the UK:
We will need to see your original UK Passport; this must be in your current legal name.
OR
If you do not have a Passport, we will need to see your original UK Birth or Adoption Certificate. This must be accompanied by one of the following letters that shows your name and National Insurance number:
A Letter from HM Revenue and Customs (HMRC) e.g. a Tax or benefit letter.
A Letter from the Department for Work and Pensions (DWP) e.g. a pension letter, income benefit letter or job seekers letter.
A Letter from the Social Security Agency in Northern Ireland.
A document or letter from a current or previous employer e.g. a pay slip, P45 or P60.
This letter or document must show your name and National Insurance Number.
Please Note: We are unable to accept a UK Driving Licence as ID evidence of your Right to Work in the UK.
If you are an Irish citizen:
We will need to see your original Irish Passport or Irish Passport Card; this must be in your current legal name.
OR
If you do not have a Passport, please supply your Irish Birth or Adoption Certificate from Ireland. This must be accompanied by one of the following letters that shows your name and National Insurance number:
A Letter from HM Revenue and Customs (HMRC) e.g. a Tax or benefit letter.
A Letter from the Department for Work and Pensions (DWP) e.g. a pension letter, income benefit letter or job seekers letter.
A Letter from the Social Security Agency in Northern Ireland.
A document or letter from a current or previous employer e.g. a pay slip, P45 or P60.
This letter or document must show your name and National Insurance Number.
Please Note: We are unable to accept a UK or Irish Driving Licence as ID evidence of your Right to Work in the UK.
If you are a British National born outside the UK whose Nationality is one of the below:
A British National Overseas (BNO)
A British Overseas Territories Citizen (BOTC)
A British Overseas Citizen
A British Subject
A British Protected Person
You will need to provide a clear copy of your current Passport along with evidence of your UK Immigration Permission, for example your BRP card/visa vignette. Please upload this evidence to your applicant portal.
If you are on course which requires a DBS Check, you will also need to provide a ‘Prove your right to work to an employer’ Share Code available here . Once you have uploaded the above documents, email your Right to Work Share Code to dbsapply@cumbria.ac.uk
If you are currently living outside the UK, you will not be able to supply the Right to Work Share Code until you have entered the UK.
If you are an EU, EEA or Non-EEA National, including Swiss Nationals. (Other than British and Irish Citizens):
If you have pre-settled or settled status from the EU settlement scheme: Please upload a copy of your valid passport to your Applicant Portal AND once you have uploaded your passport copy, provide a ‘Prove your right to work to an employer’ share code available here . Please email your Right to Work share code to dbsapply@cumbria.ac.uk
If you are an international student on a UK Student Visa: you will not be able to provide your Right to Work evidence and start your DBS check until you have arrived in the UK and receive your BRP/Share code (EU/EEA).
If you have limited leave to remain or indefinite leave to remain: we will need your original passport which should have a stamp to confirm your immigration status, plus, your Biometric Residency Permit (BRP)/ immigration share code, plus, your Right to Work share code.
Having your identity verified
There are different options open to you according to where you live:
Mainland UK and Northern Ireland: applicants will be asked to go to your nearest participating Post Office. Please be aware that not all Post Office branches offer the service required: for further information please see the guidance in Providing ID Documents. You should take care when searching the Post Office's Branch Finder for one that offers the service required, as there are three similar options. The only compatible one is called 'CRB & ID Verification Service': please see Providing ID Documents for more information.
You must check the Post Office's Branch Finder before you travel, as advised above. There may be changes to some branches in terms of opening hours or services offered.
Isle of Man; Channel Islands; Isles of Scilly and all overseas countries, including Republic of Ireland: applicants will be asked to go to an appropriate professional local to you. Please see Providing ID Documents for more information.
We encourage you to register with the DBS update service
You can join the Update Service (if you wish) a day or so after you have completed the application form and had your identity documents verified.
Make sure you receive your certificate
Finally - you need to be in receipt of your DBS certificate: please look out for this in the post. It will be posted to you by the DBS; it does not come via or from the University. Please keep your DBS certificate safe! You will be asked to provide it when on placement.
You can also join the Update Service now, on receipt of your certificate, within a limited time.
What you need to know
Do I need to do a DBS check?
Yes - if this was specified in your offer as a requirement for your course. All applicants to relevant courses must complete a DBS check through the University of Cumbria, unless you have an existing DBS check that meets our requirements and are registered with the Update Service. This applies to overseas as well as UK students-even if you have never lived in the UK.
Relevant courses are those that contain some element of practical experience working with children or other vulnerable groups.
Is there a cost for this?
Yes – unless you are doing a professional Health course that used to be eligible for NHS-funding. The University of Cumbria DBS fee for 2022/23 starters is £58.00 and you can pay this online at the time of submitting your application.
Applicants to a professional Health course that used to be eligible for NHS-funding do not need to pay: please note that BSc Paramedic Science, MSc Physiotherapy, MSc Midwifery and MSc Nursing were never NHS-funded, so applicants to these Health programmes will be liable for the DBS fee.
To avoid confusion, please also be aware that Social Work is not a professional Health course.
I have (or think I may have) a criminal record: what do I do?
You need to submit a Criminal Record Self Disclosure Form now if this applies to you and you have not sent it in already. For more information on this and the form itself, please refer to Self-disclosure of criminal record.
You also need to do your online DBS application and have your ID verified as soon as possible, to allow maximum time for our clearance procedure. You cannot be DBS-cleared (and, therefore, complete this Admissions check requirement) until we have seen your DBS certificate at the end of the process, so it is important that you submit your online DBS application as early as possible.
Is there a time frame to do the DBS application?
Yes - you must complete the online application and have your ID documents verified as soon as possible, once you receive the email to do so. Remember that the order in which you do these two things will be reversed if you live in mainland UK but cannot get to a participating Post Office to have your ID verified. The DBS process can take several months to be completed.
If the result is not through by the time you start the course, you will be able to register, but your registration status will be affected by any outstanding admissions conditions, and this will prevent the release of your student loan. You may also not be able to start placement if your DBS result is outstanding.
What if I have made an error or omission in my personal information once the DBS application has been submitted?
The DBS is no longer able to amend an applicant’s personal information on the application form, once it has been submitted
The sections of the application form affected are:
Section A – Your current and previous names
Section B – Your current address
Section C – Five-year address history.
Enhanced DBS check applications that are submitted with omitted or incorrect information regarding these sections will be withdrawn by the DBS, and a new application will need to be submitted.
The DBS will not refund the cost of a withdrawn application, as such we are unable to provide a refund.
Where an omission, as detailed above, is found, the University of Cumbria’s DBS Team will contact you. If you are concerned that you may have submitted an application with ommitted or incorrect information, please contact the DBS Team directly to discuss this.
What happens after I've submitted the application?
Once you have submitted the online DBS application and had your ID checked we send the DBS application electronically to the DBS for processing–this should be completed within a couple of weeks but can take longer in the event of any discrepancies in information or queries. The process is not complete until the DBS has issued your certificate. For those applicants with a criminal record, there is also a clearance process that we need to complete.
If there are any queries or problems with your application, we will contact you. If this happens you need to respond promptly, because outstanding queries halt the DBS process.
Once your certificate is issued you need to look after it carefully: if you lose it, it cannot be replaced nor a copy obtained from us or the DBS. You also need to bring it with you to university: your placement will ask to see it or will ask for the reference number on it. You do not need to show your copy of the DBS certificate to the University (unless you have a criminal record): we receive electronic notification of the check from the DBS.
I’m due to move house or change my name: can I change these details with the DBS once my application is in progress?
No, the DBS can no longer amend an applicant’s personal information on the application form once it has been submitted.
If you have submitted your DBS application and then moved address, you will need to arrange for your Post to be re-directed, as the DBS certificate will be sent to the address listed on your DBS application. For information on how to re-direct your post, see here
I am a non-UK applicant, or a UK applicant living or recently living abroad
‘Non-UK’ includes Republic of Ireland and other EU countries. Applicants in any of the above groups will probably need to obtain an overseas police check of some kind, as well as applying for your DBS check. Please refer to Overseas Criminal Records Checks for further information.
