Disclosure and Barring Service (DBS) (formerly CRB) checks

IoE Policy	Unit Policy Reviewed: 04/06/15	Admin procedure Reviewed: 04/06/15	Staff procedure Reviewed: 04/06/15
IoE policy is that staff who have unsupervised contact with children or vulnerable adults, or are taking sole responsibility for children as part of their work, should have a Disclosure and Barring Service (DBS) check – this requires individuals to disclose any criminal charges. When recruiting new staff, Human Resources routinely ask the Project Director/Faculty Research Manager to indicate on the recruitment request whether a Disclosure and Barring Service (DBS) check is necessary. Institute practice is that, in the case of a new member of staff, if a Disclosure and Barring Service (DBS) disclosure is more than three months old, then another one should be obtained. A previous Disclosure and Barring Service (DBS) disclosure is acceptable provided either the person concerned has worked regularly for the Institute over the preceding three months or the Disclosure and Barring Service (DBS) disclosure was issued within the preceding three months. Re Research Associates, there could be periods of more than three months when they are not working for the Institute on a regular basis and therefore it is not possible to know about any instances affecting their clearance. In such cases, it is important to consider each piece of work they are employed to do and assess if a Disclosure and Barring Service (DBS) disclosure is needed for that work - if so and there is a Disclosure and Barring Service (DBS) disclosure already on file, then if this is more than 3 months old, another disclosure may be requested.	Unit policy is to assess each post on a case-by-case basis. It is the responsibility of project directors to ensure this. Project Directors must consider this for all staff starting on their project, including those who are already employed by the Unit. As many researchers may need to undertake such work and the process of application may be time consuming, then it is recommended, though not required, that all academic staff apply.	Application forms are available from Human Resources here http://www.ucl.ac.uk/hr/docs/criminal_record.php	Project Directors should inform the Faculty Research Consultancy and Knowledge Transfer Manager at the soonest opportunity (if they feel any of their staff need clearance). If staff feel they should gain Disclosure and Barring Service (DBS) clearance they should speak to their Project Director or line manager. The process involves completing forms, presenting personal documentation (passport, birth certificate etc.) and declaring any criminal charges.

IoE Policy

Unit Policy
Reviewed: 04/06/15

Admin procedure
Reviewed: 04/06/15

Staff procedure
Reviewed: 04/06/15

IoE policy is that staff who have unsupervised contact with children or vulnerable adults, or are taking sole responsibility for children as part of their work, should have a Disclosure and Barring Service (DBS) check – this requires individuals to disclose any criminal charges.

When recruiting new staff, Human Resources routinely ask the Project Director/Faculty Research Manager to indicate on the recruitment request whether a Disclosure and Barring Service (DBS) check is necessary.

Institute practice is that, in the case of a new member of staff, if a Disclosure and Barring Service (DBS) disclosure is more than three months old, then another one should be obtained.

A previous Disclosure and Barring Service (DBS) disclosure is acceptable provided either the person concerned has worked regularly for the Institute over the preceding three months or the Disclosure and Barring Service (DBS) disclosure was issued within the preceding three months.

Re Research Associates, there could be periods of more than three months when they are not working for the Institute on a regular basis and therefore it is not possible to know about any instances affecting their clearance. In such cases, it is important to consider each piece of work they are employed to do and assess if a Disclosure and Barring Service (DBS) disclosure is needed for that work - if so and there is a Disclosure and Barring Service (DBS) disclosure already on file, then if this is more than 3 months old, another disclosure may be requested.

Unit policy is to assess each post on a case-by-case basis. It is the responsibility of project directors to ensure this.

Project Directors must consider this for all staff starting on their project, including those who are already employed by the Unit.

As many researchers may need to undertake such work and the process of application may be time consuming, then it is recommended, though not required, that all academic staff apply.

Application forms are available from Human Resources here http://www.ucl.ac.uk/hr/docs/criminal_record.php

Project Directors should inform the Faculty Research Consultancy and Knowledge Transfer Manager at the soonest opportunity (if they feel any of their staff need clearance).

If staff feel they should gain Disclosure and Barring Service (DBS) clearance they should speak to their Project Director or line manager.

The process involves completing forms, presenting personal documentation (passport, birth certificate etc.) and declaring any criminal charges.

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