Pre-course information: Disclosure and Barring Service (DBS) information 2022

As a condition of entry to your course, you are required to undergo an enhanced police check through the Disclosure and Barring Service (DBS) to verify that you are safe to work with vulnerable adults and children.

In order to obtain your DBS clearance please follow the link below ('How to register') to begin an online DBS application. You will be required to follow the self-registration process. We would ask that you start the DBS process as a priority and no later than midnight on Sunday 14 August 2022. Delay in starting this process may mean that your place is withdrawn or deferred to September 2023.

The cost of the DBS application will be met by the university so there is no payment required on your part for this service, however you will need to pay a small fee to the Post Office for the identity verification service and an additional cost of £13 per year for the DBS Update Service.

How to register

  1. Go to: https://fadv.onlinedisclosures.co.uk/
  2. Click Register on the right hand side of the screen
  3. Enter the Kingston University Organisation Pin 147548
  4. The Secret Word for Kingston is Z4LQX
  5. Enter your full name
  6. Enter your email address and confirm it by entering it again
  7. Click Next Step
  8. Enter/confirm the Organisation's Name as requested. The Organisation Name is: Kingston University – Health & Social Care
  9. Create a memorable password
  10. Confirm the password by entering it again
  11. Click Complete Registration
  12. Verify identification documents at the Post Office (see 'DBS document checklist' below) – you will only have four weeks to take the documents to the Post Office so don't delay or your application will be withdrawn and you will have to restart the process
  13. Once you have received your DBS Certificate, sign up to the Update Service (see 'Registration with the Update Service' below)

For full guidance on the application process please visit: https://fadv.onlinedisclosures.co.uk/

If you already have made a DBS Enhanced Application and have registered and maintained registration with the DBS Update Service then you may not need to complete a new application for Kingston University. Your DBS will need to be both Adult and Child Workforce to be acceptable. Please complete the Update Service Data Consent form and send it with a copy of your original DBS to hscapps@sgul.kingston.ac.uk.

Please note: International students should obtain a certificate of good conduct from their home country; you will be unable to complete the UK DBS until you have been resident in the UK for a minimum of six months. Please visit the government's criminal records checks for overseas applicants page for more information.

It is essential that you start the application process for the DBS as a matter of urgency and prior to enrolment on the course and as Disclosures can often take months to process, you must take quick action to avoid any delays.

Please do not hesitate to contact us if you have any queries about the DBS process.

DBS Important information

Background information

A criminal record is not necessarily regarded as an obstacle to studying at Kingston. However, the University must balance its responsibilities towards its placement providers in which the placements are made. In addition, we have to take into account the requirements of various professional bodies that have legal responsibilities to protect special categories of people including vulnerable adults and children.

Declaring relevant information

You should have declared any relevant offences including cautions, reprimands and/or warnings at your interview. You should have included information on any criminal charges/proceedings pending against you. These will appear on your DBS enhanced disclosure.

We reserve the right to refuse to admit applicants where their criminal record makes it inappropriate for them to be admitted, in accordance with DBS filtering guidelines.

Without sight of your enhanced disclosure, we cannot enrol you on your course of study.

If you are charged with, convicted of, or accept a caution for any offence whilst on the course, you must report this to the Head of School immediately.

Time spent overseas and/or travelling

You will be required to account for any time you have spent out of the UK. If you have been travelling, you will be expected to list all the countries visited and the dates you arrived and departed. However, if you have lived abroad for any length of time at a fixed address, you must also obtain a Certificate of Good Conduct from that country. This is often a lengthy process but you must endeavour to complete this before you enrol. There is often a charge, which varies according to the country, and further information is available here.

For applicants living in the Republic of Ireland, we will need to see an Irish Garda clearance. Please see the Garda website for more information.

If you have lived or worked overseas for a period of more than 3 months in the last 5 years, you should contact us with details of your overseas address(es) and confirm that you have requested a Certificate of Good Conduct from the relevant body.

Payment

The University will bear the processing cost for your DBS application. However, you will need to pay a small fee to the Post Office for the verification service.

There is also a cost of £13 per year to the applicant for the Update Service. Refer to the attached Update Service document for more details.

DBS document checklist

You can view the list of identity documents you need to process your DBS application on the DBS ID checking guidelines government webpage.

Original documents only to be taken to the Post Office for verification.

You must select at least ONE of the following documents for your application:

  • Current valid Passport
  • Biometric Residence Permit (UK)
  • Current UK Photocard Driving Licence, full or provisional
  • Birth Certificate (UK and Channel Islands) – – issued at time within 12 months of birth
  • Adoption Certificate (UK and Channel Islands)

You must select at least at least TWO of the following proof of current address for your application. If you have recently changed your name, at least one of these documents MUST confirm your current name at your current address.

  • Current UK Driving licence
  • Current Non-UK Photo Driving Licence (valid for up to 12 months from the date the applicant entered the UK)
  • Birth Certificate (UK and Channel Islands) – issued after the time of birth by a relevant authority
  • Marriage/Civil Partnership Certificate (UK and Channel Islands)
  • Adoption certificate (UK and Channel Islands)
  • HM Forces ID Card (UK) / EU National ID Card / Work permit/Visa (UK) (UK Residence Permit) valid up to expiry date
  • Mortgage Statement** (UK or EEA)/ Council Tax Statement** (UK & Channel Islands)
  • Utility bill* (UK) (i.e. electricity, gas, water, telephone). NOT Mobile Telephone
  • P45/P60 Statement** (UK and Channel Islands) / Benefit Statement* e.g. Child Allowance, Pension
  • Bank/Building Society Statement* (UK or EEA) / Credit Card Statement* (UK or EEA)
  • Bank/Building Society Account Opening Confirmation Letter (UK)
  • Financial Statement** e.g. pension, endowment, ISA (UK)
  • Cards carrying PASS accreditation logo (UK and Channel Islands)
  • Letter of sponsorship from future employment provider (Non-UK/Non-EEA only – valid only for applicants residing outside of the UK at time of application)
  • A document from Central/Local Government/Government Agency/Local Authority giving entitlement (UK & Channel Islands)* e.g. from the Department for Work and Pensions, the Employment Service, Customs & Revenue, Job Centre, Job Centre Plus, Social Security.

*Less than 3 months old

** Issued within the past 12 months

Registration with the Update Service

The Disclosure and Barring Service (DBS) Update Service allows you to keep your DBS certificate up-to-date.

We strongly encourage our health, social care and education students at Kingston University to subscribe to the Update Service for the duration of their studies so that a current online check can be undertaken by the University.

There is an annual charge of £13 which is payable directly to the DBS. By subscribing to the Update Service you will be able to share the information on your DBS certificate with other registered bodies. This will save you time and money. In addition, if you decide to take a break from your studies during your course you will not be required to complete a new DBS form when you return, as long as you return to the course within three years of the date on your original DBS disclosure.

We will receive confirmation from our online provider FADV that your DBS application is complete but Kingston University will NOT receive a copy of your Enhanced Disclosure Certificate. We will receive an electronic notification of the completion of your DBS. You do not need to send us a copy of your DBS unless you are specifically asked to do so.

You can subscribe to the service as soon as you make your online DBS application or within 19 days from the date your certificate is issued. Subscribing online is quick and simple. Just enter your DBS application form number, name, date of birth and address and pay the subscription fee securely from your account. When your subscription is confirmed you then start to see the benefits of this new service.

How to subscribe to the Update Service

  1. Go to https://www.gov.uk/dbs-update-service
  2. Enter your personal details and your DBS application form number. These must match those on your application form.
  3. Answer ‘No' to the question ‘Does the above application relate to a voluntary position?'
  4. Click "continue"
  5. Make the payment for the subscription fee. A payment confirmation screen will confirm whether payment was successful.
  6. Make a note of your Update Service Number.

The Update Service Form

To coincide with the launch of the Update Service the DBS will no longer automatically issue a copy of your DBS Certificate to Kingston University. Therefore, we ask that you complete the consent slip on the Update Service Data Consent form, giving permission for Kingston University to undertake a check via the Update Service during your studies and return it with a copy of your original DBS to hscapps@sgul.kingston.ac.uk.