Disclosure & Barring Service (Staff)
The University of Warwick is committed to safeguarding and promoting the welfare of all those we work with. In line with the DBS Code of Practice and with the University’s safer recruitment practices, the successful candidates for any roles involving regulated activity, will be subject to a DBS check at the appropriate level. We expect all employees, volunteers, and partners to share our commitment to safeguarding.
What is DBS?
The Disclosure and Barring Service (DBS) was established to enable employers to make safer recruitment decisions and highlight any individuals who may not be suitable to undertake specific work with children and/or vulnerable adults. This is done by processing and issuing DBS checks.
The University has a duty to ensure that anyone recruited to or engaged in certain roles and activities are checked at the appropriate level before they undertake these duties. A full overview of the University’s guidance around DBS checks can be found in our Guidance Notes for Managers.
What are the different levels of DBS check?
There are four types of DBS check (previously known as CRB, or criminal record checks), and each type results in a DBS certificate being issued to an individual.
The four levels of DBS check are:
- Basic
- Standard
- Enhanced
- Enhanced with Child and/or Adults Barred List
What is regulated activity?
Regulated activity is work that a barred person must not do. It is a job role, or part of a job role, that involves working with vulnerable adults or children. This can mean direct contact or indirectly working in the vicinity of those vulnerable groups.
Regulated activity is used to determine whether an enhanced DBS check is required. If the activity is deemed to be regulated, then an enhanced check is required, if not then a standard or basic DBS check may be acceptable instead.
What roles require a DBS check?
When deciding whether a role needs a DBS requirement, you need to consider the following points:
Who does the role/activity involve? (i.e. children and/or adults)
What the role/activity is?
How often is the activity performed?
When is the activity supervised?
Where the activity takes place?
DBS Process
The University of Warwick has a contract with an external registered body, First Advantage - KnowYourPeople, which process DBS checks on our behalf.
To request a DBS check for yourself or for a member of your team, please complete one of the below forms. Please ensure you chose the appropriate form for your request.
The DBS team will work with First Advantage - KnowYourPeople to action your request, and will offer support and guidance throughout the whole process.
DBS Request - Eligibility Assessment
Please complete this form for any new position you believe may require a DBS check. You can also use this form if there is a change of activity within an existing role, and you believe the DBS requirement may need to be re-assessed.
Please allow for a minimum of 4 weeks from submission to DBS complete.
DBS Request - New Starter/Transfer
Please complete this form if you have a new starter, Unitemps worker, or transferring existing employee who is due to commence work in a role which requires a DBS check.
Please allow for a minimum of 3 weeks from submission to DBS complete.
DBS Request - Renewal (every 3 years)
Please complete this form if you or a member of your team needs to renew their DBS check. As per the University's policy, DBS checks should be renewed every 3 years.
Please allow for a minimum of 3 weeks from submission to DBS complete.
The DBS Team
The DBS Team work as part of the Recruitment Team within HR. We are based on the second floor in University House.
Vicky Groom
DBS & Screening Checks Officer and Departmental Safeguarding Officer
Joanna Gora
Recruitment Coordinator (DBS)
Contact Us
If you are unsure about any aspect of the DBS process, please contact the team via email at
DBS Support
Book in a 30-minute meeting to go through any DBS queries or concerns you may have by following the link here.
Useful Documents
Further guidance on DBS eligibility can be found in the Eligibility for DBS checks table.
Managers may also find helpful information on the Recruitment of Ex-Offenders webpage.
BPSS
Baseline Personnel Security Standard (BPSS) is the recognised standard for the pre-employment screening of individuals with access to government assets or sensitive information.
The 4 checks included in a BPSS are often referred to as RICE;
Right to work
Identity
Criminal Record
Employment History
For requests, or further information on BPSS, please contact the team via email.