DBS Disclosure Process

Disclosure Statements

As a result of government legislation, all Higher Education Institutions who offer courses where students may come into unsupervised contact with children or vulnerable adults are required to ensure that such students obtain Disclosure Statements via the Disclosure & Barring Service (DBS), formally Criminal Records Bureau (CRB).

1. What is a Disclosure Statement?

A Disclosure Statement is an official document issued by the Disclosure & Barring Service (DBS) providing details of a person's conviction record, including cautions, reprimands and warnings held on the Police National Computer. Whilst there are various categories of Disclosures, if you do need to apply, the University of Roehampton will seek an Enhanced Disclosure on your behalf.

2. Do I need to apply?

There are some groups of students who will definitely need to apply for a Disclosure Statement through Roehampton, whilst other groups are likely to need to apply.

Students on the following programmes will definitely need to apply:

  • BA Primary Education*
  • PGCE Primary and Secondary students*
  • Return to Teaching
  • Post Graduate Therapies’ Students
  • Nursing Students
  • Counselling Psychology (PsychD) students

Some groups of students who are likely to need to apply are:

  • BA Early Childhood Studies
  • BA Education Practice
  • Student Volunteers
  • Psychology students who go into school or hospital as part of their studies
  • Counselling students who go into school or hospital as part of their studies
  • Clinical Nutrition students who go into hospital as part of their studies

If you are uncertain whether you need a Disclosure Statement, please contact your Programme Convener or email dbs@roehampton.ac.uk. The Human Resources team at your placement often have the final decision since they have a duty of care over the children and vulnerable adults concerned and need to be satisfied about the suitability of students on placement. The University's advice is that if you are going into a placement as part of your studies you should assume that you will need a DBS check and you should ask about it as soon as you are able.

It is the applicant's responsibility to complete the online form accurately and to keep their Disclosure Statement in a safe place in anticipation of being asked to produce this. The University will not be able to provide you or the school with a copy. Your copy of the Disclosure Statement will be posted to whichever address you give as your current address, so it is important that this is one from which you can still obtain your mail.

*Trainee teachers on school experience:

It is necessary for individual schools to have sight of a Disclosure Statement concerning any person who may come into regular contact with children. This is the responsibility of the individual school (or local council on their behalf) for their employees, for example staff such as teachers,

teaching assistants or caretakers. It is, however, the responsibility of the 'placing institution' in respect of student teachers who are embarking on their in-school experience. In this context, the University of Roehampton is the 'placing institution', referred to as the Registered Body.

3. How do I apply?

Each applicant will be invited to complete an Identification Check and an application form online in order to get a unique serial number issued by the DBS. Once the applicant's section of the online application is completed, the countersigned form** is then sent to the DBS electronically. They will make their checks in accordance with their statutory powers and advise the result in the issue of a Disclosure Statement to the applicant.

For continuing students – your School Office will be your first point of contact and they will make the necessary arrangements for you to apply for a Disclosure. You will be asked to provide them with an email address.

For new students to the University of Roehampton – you will be contacted by the DBS team and asked to complete the identification check and application form online or in person at the University. If you have not been contacted, you may also contact the DBS team directly at dbs@roehampton.ac.uk to find out how to start your application.

For staff – DBS checks for staff are conducted by the University’s Human Resources team. Staff should contact Human.Resources@roehampton.ac.uk directly for further information.

**The Countersignatory is a Responsible Organisation who is registered with the DBS, and, as such, has agreed to comply with the DBS Code of Practice. Further information about this can be found here.

4. How much will this cost and will I have to pay?

With the exception of authorised Student Volunteers, each Applicant is responsible for the fee charged by the DBS for the issue of a Disclosure Statement. The cost of a Disclosure Statement is currently £57 and the DBS collects this fee directly from the University. Therefore, payment must be paid via the University of Roehampton online store. Please be aware that if the DBS need to return the completed Application form for any reason, there will be only a short period to respond to their queries after which a replacement form will need to be completed at a further cost of £57.

5. What Information will I need to include on my Disclosure Application form?

  • Your full name, and any other name that you may have been known by
  • Details of addresses where you have lived during the past five years
  • Your date and place of birth

In addition, you will be required to provide personal identification documents including items such as your passport and/or driving licence to facilitate completion of the identity check by the Registered Body, which is the University of Roehampton.

Please note that in providing this service the DBS and the University of Roehampton are committed to compliance with the Data Protection Act. This means that any personal information you submit to the DBS and to the University will be protected.

6. How long will it take?

There isn't a fast-track option for new applications. DBS check results take an average of 10 days to be received and an average of 14 days to be received in the post after the date of issue. 

It can take longer if:

  • The information supplied on the DBS online application form is incorrect
  • If the DBS check involves processing by several local police forces.

7. What if I already have a Disclosure Statement?

Although the Disclosure arrangements are designed to be 'portable', the particular nature of your study with Roehampton means that specific checks must be carried out which may not have occurred when you obtained the Statement which you currently hold. The date that this was issued would also be of relevance. Further information is contained in the guidance notes which will be sent to you.

8. Who will receive my Disclosure Statement?

Disclosure Statements are sent through the post to the applicant only. If your Disclosure statement contains convictions you will be contacted by the University. If any information is revealed in the Statement which was not disclosed prior to you being accepted onto the Programme you will be contacted. It will not necessarily mean, however, that you will be unable to continue as a student, since each case is considered individually.

9. How long will my Disclosure be valid?

If you do need a Disclosure while you are studying at Roehampton you will usually only be required to apply for one Disclosure Statement. However, when you leave university your future employer may require you to apply for another more up-to-date Disclosure. Students studying on one of the Teacher Training programmes will also be required to complete a new statement if they interrupt their studies.

10. What is the DBS Update Service?

The DBS Update Service allows applicants to keep their DBS certificates up to date online. We strongly recommend you do this. If you wish to do this please be aware that the DBS only allow 30 days from the date of issue for you to register your certificate. You must also maintain your annual subscription to the service for your certificate to remain valid.

For more information on how to register your DBS certificate please go to https://www.gov.uk/dbs-update-service.

11. What do I do if I have lost my original DBS certificate?

The Disclosure and Barring Service's guidance on reprints states that they don't issue reprints in the event of a certificate being accidentally lost or destroyed.

You may be able to get a reprint of your certificate if all of the following points apply:

  • your DBS certificate was issued over 14 days ago, but you haven’t received it.
  • the reprint request has been made within 3 months (93 days) of the date of issue of your certificate
  • the address you request your certificate to be reprinted and sent to matches the address on your DBS application.

If you do not meet the above criteria then you will need to submit a new DBS application with the university.

For further information see the DBS website or contact the University of Roehampton Admissions.