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. Confirm your Nationality and Right to Work in the UK.
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.
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.
You need to pay the DBS fee at this stage, unless you are coming to do certain specific professional Health courses. Please see our ‘What You Need To Know’ section at the bottom of this page for full details.
3. Have your identity verified by providing certain ID documents.
Once you have completed your online DBS application form, you will need to have your ID Documents verified. Please read ‘Having your Identity Verified’ section below for full details on how to do this.
After you have had your ID verified, we will submit your DBS application for processing and wait for the result to come back and for the DBS Certificate to be issued.
4. Receive your DBS certificate.
The University of Cumbria will receive a digital confirmation of your DBS Check result. You will receive the original paper DBS Certificate through the post to the address entered on your DBS application.
It is at this stage that you may join the DBS Update Service if you so wish. Please see our ‘Make sure you receive your DBS Certificate’ section below for further information.
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: We are unable to process your DBS application until we have confirmed your Right to Work in the UK. 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.
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:
If you hold a current and valid biometric UK Passport you may be eligible to complete a Digital DBS and Right to Work ID check. Please note: Your UK Passport must be in your full current legal name.
The Digital ID check will be done within the DBS application itself, see below for further information.
OR
If you hold an expired UK Passport, we will need to see your original UK Passport in Person. Please note: Your UK Passport must be in your full 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:
If you hold a current and valid biometric Irish Passport you may be eligible to complete a Digital DBS and Right to Work ID check. Please note: Your Irish Passport must be in your full current legal name.
The Digital ID check will be done within the DBS application itself, see below for further information.
OR
If you hold an expired Irish Passport, we will need to see your original Irish Passport in Person. Please note: Your UK Passport must be in your full 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.
HOW TO PROVIDE RIGHT TO WORK EVIDENCE
Digital Right to Work ID Check (Must have a current UK Address):
If you hold a UK Passport or an Irish Passport and have a current UK address, you may be eligible to complete a Digital Right to Work ID Check.
The Digital ID check will be done within the DBS application itself. When you initiate your DBS application online, you will be asked a series of questions which will determine if you can complete a Digital ID check.
If you are eligible, you will be given a QR code to download the Atlantic Data Digital ID App. The App will ask for your consent to carry out a Digital ID Check for both the DBS application and for your Right to Work check. Using your phones camera, you will take a picture of your Passport, this will allow the App to scan the chip in your Passport. You will also need to take a photograph of yourself which the system will use to confirm you match the photograph on your Passport. The App will confirm once both your DBS and Right to Work have been checked and you will then be given a QR Code within your DBS Application to share your Digital ID.
Please Note: Your Right to Work Clearance Check will remain outstanding on your student record until you have completed your registration.
Documentary evidence in person:
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.
Right to Work 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.
Please Note: You will not be able to provide us with your Right to Work Share Code until you are in the UK.
Having your identity verified
There are different ID Verification options depending on what ID documents you are using, and where you live.
As of July 2023, we are implementing a new Digital ID checking service which allows you to complete your ID check online instead of having to do an in-person ID check.
If you do not hold a current and valid photo identity document, then you will not be eligible to complete a Digital ID check and will need to complete your DBS ID check differently according to where you live.
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.
How To Register with the DBS update service
If you wish you can also join the DBS Update Servicenow, on receipt of your DBS certificate. You have 30 calendar days to register with the DBS Update Service, with the issue date of the DBS Certificate being the 1st calendar day.
Criminal Record Self-disclosure
If you have, or think you may have, a criminal record, you need to submit a Criminal Record Self Disclosure Form now (if 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.
Overseas Police Checks
As a DBS check can only cover time spent in the UK if you have lived, or are currently living, outside the UK you will need to obtain an overseas police check of some kind. This is separate to applying for your 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 2023/24 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.
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.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
