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Disclosure and Barring Service (DBS)

Introduction

In 2012, the Criminal Records Bureau and the Independent Safeguarding Authority merged and became what is now known as the Disclosure and Barring Service (DBS). Certain courses at Birmingham City University will require a DBS check as part of the application process.

These courses involve going out on placement and working with adults and/or children. For universities, it is a government requirement that you have had a DBS check in order for you to do this.

If you have selected Birmingham City University as your firm choice, you will receive an email inviting you to complete an online DBS application form via our external provider closer to the start date of your course. This email will be sent from noreply@knowyourpeople.co.uk.

Our external Provider, 'Know Your People', will provide the University of confirmation that your DBS certificate is complete. You therefore do not need to send a copy of your certificate to the University.

Overseas

If you have lived outside of the UK for six months or more in the past five years we will need to see a criminal record check from the country you were living in. You can apply for your criminal overseas check through Know Your People. Please send your completed application form to admissions@bcu.ac.uk and the Admissions team will send this to Know Your People on your behalf.

If you already have a criminal record check from the country you were living in you do not need to apply for one through our online provider. Please just send us a copy of your certificate to admissions@bcu.ac.uk.

Criminal Convictions

If there are any warnings/cautions/convictions listed on your certificate, we will need to pass the details to Student Governance. Depending on the nature and time of the conviction, you will be asked to come to discuss this at a panel. The panel will consider the suitability of you studying on the programme based on the information contained on your Disclosure and the following:

  • The nature of the offence(s)
  • The age at which it was committed
  • Its relevance to the professional area in question
  • Any pattern of offending behaviour
  • The two character references provided

The DBS panel will then decide whether you are considered successful to start or continue on the programme. If the decision is unsuccessful, this exclusion is applied across all professional programmes in the relevant faculty.

  • Social Work

    The process is slightly different for the BSc (Hons) Social Work course. Once an applicant/newly enrolled student has been approved by the Faculty DBS panel then the list has to be circulated to Birmingham Government Child/Adult and other partners within the Social Work sector for approval. Once feedback is received to Student Governance, you will be informed of the outcome in writing. Social work students may also be required to have annual enhanced DBS checks depending upon the placement learning experience and requirements of the practice/placement partner.

    Update Service: You may have subscribed to be signed up to the Update Service, however we will require applicants to submit a brand new DBS which is fully funded by BCU.

  • Nursing and Midwifery and Health Sciences

    Our external Provider, 'Online Disclosures', will provide the University of confirmation that your DBS certificate is complete. You therefore do not need to send a copy of your certificate to the University.

    Update service

    This is an online service which enables your certificate to be kept up-to-date and, with your consent, allows an organisation to check your certificate online. For £13 a year, you can subscribe and can re-use your certificate again providing the same level of check is acceptable with the organisation.

    If you have subscribed to the DBS Update Service, we will be able to check the status of your DBS certificate online. It may be possible for you to use your existing DBS certificate instead of submitting a new one through Birmingham City University. To enable you to use your existing DBS certificate, you must have met the following criteria on your DBS as stated below.

    1. Existing DBS must be Enhanced
    2. Currently subscribed to the DBS Update Service
    3. Checked against both Child and Adult Workforce

    If your existing DBS meets this criteria then you will need to provide us with your original DBS certificate. Please email a copy of your DBS Certificate to admissions@bcu.ac.uk so that we can verify if it is satisfactory.

FAQs

How do I complete my DBS Application?

When you receive a conditional offer which you have accepted, you will be sent a link via email from Know Your People to start and complete your application 5 months prior to your course start date, following the guidance they will provide you with. Once this has been completed, Know Your People will do their checks and inform Birmingham City University of the outcome and they will send you a copy of your DBS.

What if I have issues completing the DBS or need to speak to someone about the process?

DBS is dealt with by our third party; Know Your People who can help resolve any issues you are experiencing on completing your DBS as this is their process. Please contact them directly via their chat service.

What should I do if I have multiple names/or a ‘known as’ name?

You should use your full legal name that is recognised in the UK stated on your official documents.

If you have realised you have made an error, please contact Know Your People as soon as possible, as you may be required to complete a new DBS.

When do I need to complete my DBS?

Your DBS will need to be satisfactorily completed before you are able to attend placement. We advise that you complete the DBS as soon as possible once you have received your link from Know Your People, this may appear in your spam/junk folder 5 months prior to your course start date.

What if I have lived outside of the UK/never lived in the UK in the past five years? What do I do?

If you have lived outside of the UK for six months or more in the past five years we will need to see a criminal record check from the country you were living in. You can apply for your criminal overseas check through Know Your People. Please send your completed application form, which can be found on your portal, to admissions@bcu.ac.uk and the Admissions team will send this to our provider on your behalf.

If you already have a criminal record check from the country you were living in, you do not need to apply for a new check. Please just send us a copy of your certificate.

I’ve never lived outside of Ireland - do I need a DBS check?

No – if you live in the Republic of Ireland we need to see an Irish Garda clearance instead. Once you have moved to the UK you will need to apply for a UK DBS.

I have a DBS certificate from another organisation - can I use this?

If you are applying for any Nursing, Midwifery and Health Care Professions course, we will accept another DBS providing you have subscribed to the DBS Update Service, your certificate is enhanced and you have undergone an Adult and Child Workforce Check. You will still need to provide us with a copy of your original DBS certificate with your Applicant ID number via email to admissions@bcu.ac.uk.

For Education & Social Work programmes we will not be able to accept any other DBS certificate as you will be expected to complete a brand new one with Birmingham City University which is funded by us.

How do I join the Update Service?

You will need to register here.

How long will it take to get my DBS certificate?

It can take anywhere from two to eight weeks (possibly longer) for DBS to process the forms depending on how busy they are.

Will I receive my certificate in the post or do I collect it from the University?

Your certificate will be posted to the address you have stated as your current address on your application form to our provider. 

Do I need to inform BCU of any cautions and convictions that are/may appear on my DBS?

In line with our safeguarding procedures you should not inform BCU of any cautions or convictions on your DBS at this stage to ensure a fair admissions process.

Please note, if you are required to complete a Social Work or Keeping Children Safe in Education declaration, Admissions will send you a link to complete a pre-declaration to discuss any convictions prior to course start date. Please read the question below on the DBS process.

I have a caution/conviction on my DBS certificate. What happens now?

If there are any warnings/cautions/convictions listed on your certificate, we will need to pass the details to Student Governance. Depending on the nature and time of the conviction, you will be asked to come to discuss this at a panel. The panel will consider the suitability of you studying on the programme based on the information contained on your Disclosure and the following:

  • The nature of the offence(s)
  • The age at which it was committed
  • Its relevance to the professional area in question
  • Any pattern of offending behaviour
  • The two character references provided

The DBS panel will then decide whether you are considered successful to start or continue on the programme. If the decision is unsuccessful, this exclusion is applied across all professional programmes in the relevant faculty.

I think there may be an error with my certificate. What do I do?

If you think there is an error on your DBS certificate please contact DBS to explain what has happened. If the error is regarding incorrect information stated regarding a conviction or personal information, you will then need to raise a dispute. Disputes can only be raised within three months of the issue date, where this can be raised on the DBS website.

I have two offers from Birmingham City University (one is my firm choice and the other is my insurance choice). Do I need to complete a DBS for both courses?

You will only be required to complete a DBS for your firm choice. However, should you start your insurance course you may be required to complete a new DBS under a different workforce.

Who do I contact if I have lost the email with the link to complete the DBS application?

You will need to contact admissions@bcu.ac.uk or call 0121 331 6295 with your Applicant ID number.

If I have a query who do I contact?

If you are completing a DBS through our provider, please contact Know Your People via their chat service. 

If you have any general enquiries regarding the DBS process at BCU please contact admissions@bcu.ac.uk.

Please also check the official DBS website for additional information.