Disclosure Barring Service (DBS)
This page contains information about DBS checks and was compiled by members of our Advice Team.
What is a DBS?
DBS (Disclosure Barring Service) is one of several safeguarding checks which operate at the university to ensure that our students are able to work with children or vulnerable adults.
If you apply for one of several specific “regulated” programmes (e.g. Nursing, Medicine or Teacher training), you will be legally required to apply for an enhanced DBS as part of the application process. This is the same for every university.
If a caution, conviction, or other item – often called a “disclosure” appears on your enhanced DBS certificate then you will be automatically required to attend a Disclosure (DBS) panel so that the circumstances can be considered.
In addition, if a student is convicted of a criminal offence while studying at Edge Hill then a Disclosure (DBS) panel will be convened by the relevant Faculty.
It is a formal requirement for any students to inform the university if they have been convicted of a crime caution etc whilst enrolled on programme. This is so that the offence and any risk associated can be considered by the university.
Whether your course is subject to an enhanced DBS certificate or not, a panel can still be convened.
The Disclosure (DBS) panel is not a legal process, and the university cannot question a court’s judgement. The panel will not consider whether you have been wrongly convicted, they simply need to explore whether it is appropriate and safe for someone with a conviction or caution to continue their study
If you are on a course leading to a professional registration, (for example midwifery, Adult Nursing, Teaching) then a conviction may have further implications on you in terms of your ability to attend placement and your overall fitness to practise.
The Process
The applicant (if the Disclosure (DBS) panel is being held as part of the admissions process) or student (if already registered on course) will be invited to attend a Disclosure (DBS) panel, the constitution of which will vary according to Faculty. The email or letter asking you to attend will signpost you to our services and to ask if there are reasonable adjustments could be made to the panel process.
The staff members will consider the disclosure and ask relevant questions.
The applicant/student will have the opportunity to explain the situation regarding the conviction and provide context and further information
The panel members will use questioning to seek any further explanation as to the nature of the issue, this may include:
- Understanding the circumstances and decision making around the incident
- Considering whether this was a one-off incident or a history of incidents which might identify any patterns of behaviour
- Clarifying the age at which the incident took place and to determine how long ago the offence occurred
- Considering the relevance to the professional area of study
- Assessing whether the individual accepted responsibility for their actions.
The panel will want to feel reassured that you have reflected on the situation and may ask how you would act differently if the situation occurred again.
We suggest you prepare a detailed statement prior to the meeting, which you can refer to on the day.
IMPORTANT: Our Advice Team staff can review your statement; however, we do not normally attend Disclosure (DBS) Panels as we cannot speak on your behalf or provide evidence in regard to either the offence or repeat offences etc. but we can attend if you need support and we have adviser availability.
The panel will make their decision in private, and you will normally get a written outcome within 7 working days of the panel date.
Potential outcomes
The panel may decide that no further action is needed and that the risk can be managed. So, enrolment will commence (or studies may continue)
In specific circumstances, restrictions or conditions may be put on you, such as not being allowed in university accommodation or being supervised during placement activity.
Students can be withdrawn if the University feel the risk levels cannot be managed.
The Appeal Process
If you are unhappy with the decision of the panel then you can ask for it to be reviewed. You must appeal within one of the specified grounds:
- The decision of the Panel is unreasonable.
- That a procedural irregularity has occurred.
- That you have new evidence that, for good reason, was not made available to the panel.
You should produce a statement explaining your reasons for the appeal and this request for review must be completed within ten working days of the outcome letter and sent to the Director of Governance and Assurance.
A review will then be undertaken by the Pro Vice-Chancellor and the University Secretary.
You will get a written outcome of the review within ten working days of the university receiving the request for review.
The decision of the review will be final as there is not a further appeal stage.
If you are withdrawn because of this process, it does not necessarily mean that you will be prevented from studying at a different university. However, you will need to declare this conviction if you apply at other institutions.
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