Disclosure and Barring Service (DBS) frequently asked questions

Enhanced DBS checks are the highest level of DBS checks and are mandatory for courses involving unsupervised access to children or vulnerable adults. The University of Westminster undertakes DBS (Disclosure and Barring Service) checks for healthcare students to comply with safeguarding laws, professional and regulatory body requirements and placement regulations. DBS checks also help to create a safer environment for patients seen in our clinics.

We may be able to consider an existing Enhanced DBS Check, if it is registered with the DBS Update Service, and for the correct workforce for your course. If you are unsure, please email [email protected], and the team can advise if it is acceptable.

A criminal conviction does not necessarily prevent you from being accepted onto your course. You must disclose any convictions or cautions not subject to the DBS filtering rules. Your application and details of your conviction will be reviewed by the University and your suitability for the course will be assessed. You’ll receive an email from our DBS supplier (CareCheck) before you start your course, and they will undertake the DBS check for you. 

CareCheck do not send a copy of your DBS certificate to us, due to data protection. However, we do receive your certificate number and clearance date for your student record. You will be sent your DBS certificate in the post to your registered UK address. You will need to upload certificates to the applicant portal/My SRS. Please keep your certificate safe as you will need to show it when you go on placement.

The University will cover the cost of the Enhanced DBS Check.

If you need help with your application, please email [email protected].

If you're a transgender applicant and you don't want your previous identity to be disclosed, the Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants known as the sensitive applications route. You should call or email them before submitting your application.

You can’t apply for an enhanced DBS check yourself, the University will do this on your behalf via our DBS supplier CareCheck. You will receive instructions by email on how to apply for the DBS ahead of the start of the course.

Before you start your course, you will receive an email from our DBS supplier (CareCheck) which will provide you with a link and instructions on how to login to the system. You must complete the DBS form in one go; you cannot save the form and come back to it. 

Further information about the process and what documents are acceptable for identification is available in the Applicant Guidance Notes for Enhanced/Standard DBS on the CareCheck website. You will be asked to complete an ID check. It will compare a live photo or video of your face to the photo on your identity document(s). Therefore, you will need your ID documents to hand. Once you have completed the online ID check you continue with the process.

No. All documents must be originals.

The majority of DBS checks are completed within 24 hours once the application has been approved by the University and our DBS supplier (CareCheck). However, this depends on the complexity of the check and the accuracy of the data you provide.

As part of the University’s fitness to practise process, declarations of any offence may be referred to a university panel. Any DBS considered by the fitness to practise process will be anonymised. The panel will decide to reject, accept or request further information or documents.

You will be sent your DBS certificate in the post to your registered UK address. You will need to upload certificates to the applicant portal/My SRS.

Yes, if you log into the CareCheck system using the username from your email and the password you set up. You will be able to see the current status of your check.

We use digital ID check with our DBS supplier, and you will be required to download the Digital ID Checking app during your application to verify your identity. If you have any problems, please email [email protected].

Most utility providers and banks can provide paper statements upon request. If you don’t think you have any proof of address, please email us for further advice at [email protected].

A UK passport can be expired up to a maximum of six months. If your passport is not a UK passport, we recommend that you wait until you have your new passport to make the DBS application.

No, as the information on a provisional licence is not the same on a full driver’s licence, you should use another document.

If you have lived outside the United Kingdom for 12 months or more at any time during the last five years you will need to provide an Overseas Disclosure (also known as a good conduct certification) from the relevant country which can be uploaded on the applicant portal/My SRS. This does not apply if you have been on a gap year or a working holiday. 

Further information can be found on the Government website. You are still required to complete the DBS check in addition to the Overseas Disclosure.

When you receive your Disclosure you must check it carefully for any errors or inaccuracies and notify the DBS. You can do this by telephone, mail or email. Contact details are available on the reverse of the Disclosure and under How to raise a dispute on the DBS website.

DBS certificates are issued by the UK government and are posted directly to the address specified in your DBS check. The University of Westminster is informed of the outcome of your DBS check, however we do not receive a copy of your certificate. If it has been 14 days since your DBS certificate was issued and you have not received it, or if you have lost your certificate, please refer to the DBS certificate reprint guide on the DBS website. If you have lost your certificate, you may be required to complete a new DBS check

If you need any help or guidance, please email [email protected].