Disclosure and Barring Service Clearance - Policies - University of Derby

Disclosure and Barring Service (DBS) Clearance and Certificate of Good Conduct

The Disclosure and Barring Service (DBS) certificate conducts checks on UK criminal records only.  Applicants who have been resident in countries other than the UK will be required to obtain a Certificate of Good Conduct (or equivalent) from each country they have been resident in for the past 5 years as well as one from their home country. 

Applicants who have been resident in the UK but also in other countries in the past 5 years for more than 6 months will be required to obtain an enhanced DBS certificate as well as a Certificate of Good Conduct from the relevant country(ies).  The DBS application and the non-UK check can be processed simultaneously.  For further guidance about applying for a Certificate of Good Conduct for different countries click here.

For some courses you will be required to obtain criminal records checks and subsequently clearance from the University prior to enrolment in order for you to undertake a placement requirement during the course.  This can be in the form of an Enhanced DBS checks or Certificate of Good Conduct or both.  This clearance is needed to ensure that safeguarding measures have been fulfilled on behalf of placement providers where you may need to work with vulnerable adults and/or children.

If the course you have applied for has compulsory placements included, you will likely need to obtain an enhanced DBS clearance ideally prior to enrolment.  If however, the course you have applied for offers the option to go on placement and therefore is not compulsory, you may or may not need to obtain an enhanced DBS clearance.  The requirements will be determined nearer the time and will be dependent on the placement providers’ expectations.  However, we will place greater importance on your answer to the question on any criminal convictions on the application form whether via UCAS or direct to the University of Derby.  For further understanding on this aspect of the process, please click here.

If you are unsure whether your course placements are compulsory or optional, please check the ‘About this course’ and ‘Entry requirements’ section on our website for the course you are applying for.

From the point your criminal records checks have been cleared by the University and therefore accepted for entry onto the course, you would be expected to self-declare any new cautions/convictions for review.  If you have yet to enrol, you would need to inform the Admissions team at the earliest opportunity to ensure you are able to continue with the course of study.  Or if after enrolment, you would need to inform your dedicated Student Liaison Officer or Programme Leader.  Any new information will need to be reconsidered uner the same procedures as described above and could affect your place on the course.

Important:  Full enrolment will be restricted for any applicants who have not received a University clearance.  This particularly applies to applicants who have declared any criminal convictions/cautions on their application and UCAS Clearing applicants applying on or after 1st July, as criminal convictions information is not shared by UCAS in Clearing even if it is declared.

If you state in your application that you have any criminal convictions/cautions, this information will be considered in conjunction with your DBS certificate when it arrives and not necessarily prior to this point.  We take this approach to avoid duplication of investigative processes.  This means you could receive an offer without criminal records checks being undertaken even when declared. 

It is important that you answer the criminal convictions/cautions question on the application form accurately as this will be considered alongside any records check for consistency.  The relationship between an applicant/student, the University and third parties e.g. placement providers is based on trust, confidence and professionalism.  Failure to declare a relevant criminal conviction/caution in itself could result in your application being withdrawn or if after enrolment becoming subject to student disciplinary procedures

Compulsory Placement Information

Optional Placement Information