Disclosure and Barring Service
For some roles within the University, DBS checks are required to prevent certain people from working with vulnerable groups and children.
The University complies with the DBS Code of Practice and undertakes to treat all applicants for positions fairly and equitably. It undertakes not to discriminate unfairly against any subject of a disclosure on the basis of conviction or other information revealed.
The Criminal Records Bureau has been renamed the Disclosure & Barring Service.
Checks at the University of Exeter are carried out through a third party, First Advantage. Once we have received approval that a DBS check is required (see relevant dropdown below) this process will start.
Additional pre-employment screening
For some roles at the University candidates will be required to undergo Employment screening. This may need to be carried out every three years during the candidates employment depending on the role.
An introduction to DBS checks
The Rehabilitation of Offenders Act 1974 and the amendment orders prohibit discrimination against persons with prison/criminal records, within defined limits relating to the length of the sentence and the period free of a criminal record after the sentence was completed. Therefore once the sentence and qualifying time free of a criminal record have lapsed, the conviction is described as 'spent' and the person no longer needs to state this when asked about their criminal record.
However, where a post involves significant contact with children or vulnerable adults, and in certain other cases, the University is entitled to make enquiries about the applicant's entire criminal record and will seek a certificate from the Disclosure & Barring Service.
Please note that having a criminal record will not necessarily bar you from working with us. This will depend on the offence and the relevance of the offence to the position applied for.
For positions working with children and vulnerable adults, an Enhanced with or without a Barred List check DBS certificate will be requested. This involves an extra level of checking with local police force records in addition to checks with the Police National Computer and the government department lists held by the Department for Education and Skills and the Department of Health, where appropriate. The majority of posts which require a DBS certificate within the University will be subject to an Enhanced Certificate.
Where an employee will be carrying out regulated activity, then a Barred List check will also need to be carried out. More information on this can be found at Regulated Activity.
The list of checks available can be found on the DBS Master Roles List 2024.
All other positions covered by the the Exceptions Order 1975 to the Rehabilitation of Offenders Act 1974 are subject to a Standard DBS certificate. This contains details of all convictions on record (including spent convictions), plus details of any cautions, reprimands or warnings. It is unlikely that it will be necessary to conduct a Standard DBS certificate on any positions at the University.
The amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and cautions are 'protected' and are not subject to disclosure to employers, and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found at the Disclosure and Barring website.
Existing staff
In the event that existing staff are taking on additional duties which may require them to complete a DBS check, this will be discussed with them fully by their line manager before the paperwork is completed.
A line manager can request a DBS check for an existing member of their team by completing a DBS Request and Approval form. Please note, this form should be completed by the individual's line manager (or an appropriate member of the team, other than the individual who requires the DBS check).
If you have any queries then please contact humanresources@exeter.ac.uk for more information.
Renewal checks
DBS checks should be renewed every three years. HR Operations will be in touch with the individual and their Line Manager in advance of the renewal date to check:
- Whether a DBS check is still required for the individual in their role.
- To collect the information required by HR Operations to complete the check.
Once this information is received by HR Operations the standard DBS check process will be followed.
If the check is no longer required then please confirm this back to HR Operations.
If you have any queries then please contact humanresources@exeter.ac.uk for more information.
Casual workers
Casual workers such as those on the Temporary Staff Bank or casual workers in the Sports Office who are working with children or vulnerable adults on behalf of the University may need to complete a DBS check.
International staff
Disclosures for applicants with a substantial record of overseas residence, including current UK residents and British nationals, may not include information on convictions from outside the UK.
Unless the applicant has little or no previous residence in the UK, a disclosure should still be sought. Should the applicant have periods of overseas residency in the EU, they will be asked to obtain certificates of good conduct or extracts from their criminal record to show to their HR Business Partner.
There are also other countries outside the EU where criminal record information is available. Your HR Business Partner will contact the relevant body in the country they have resided in to obtain information on any criminal convictions. The DBS can offer guidance on the availability of criminal record checks in a variety of foreign countries.
Students who require a DBS certificate for work experience which is part of their academic programme should contact the Admissions Office.
Where an individual is both a student and an employee of the University, it should be self-evident whether the DBS disclosure is required in connection with their employment (processed by HR) or their course of study (processed by Admissions).
The DBS has recently introduced an Update Service. Individuals need to subscribe online (and pay a fee) to apply for a criminal check once, and then if they need a similar check again within the University then they can reuse their existing certificate, with the University checking online to see if it is still up to date. If they are in a different role then a new form will need to be completed.
In some cases, where an employee is also carrying out work for the NHS, then the University will apply for the disclosure for the individual but the individual will need to subscribe to the update service within 19 days of receiving their disclosure. The individual will need to pay for the update service (further information will be supplied on NHS paperwork to the individual).