This Policy applies to all staff recruitment at the University of Warwick.

As an organisation using the DBS Disclosure service to assess applicants’ suitability for positions of trust, the University of Warwick complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.

The University of Warwick is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

Our written policy on the recruitment of ex-offenders is made available to all applicants at the outset of the recruitment process.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.

A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.

Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. Where not provided as part of the standard application form, we request that this information is sent under separate, confidential cover, to the University of Warwick's Recruitment Manager and we guarantee that this information will only be seen by those who need to see it in order to undertake an initial risk assessment (for further information on how a disclosure is treated, please refer to the Disclosure & Barring Service webpage).

Unless the nature of the position allows the University of Warwick to ask questions about the applicants entire criminal record, we only ask about ‘unspent’ convictions as defined in the Rehabilitation of Offenders Act 1974.

We ensure that all appropriate staff in Human Resources at the University of Warwick who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974. Line managers are advised who to approach for support on these issues.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure on the part of the applicant to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

We make every subject of a DBS Disclosure aware of the existence of the DBS Code of Practice and make a copy available on request.

We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment.

We may accept Disclosures transferred from other organisations where all of the following conditions are met:

• the applicant subscribes to the online update service and
• the level of DBS check required by the University is identical to that already held by the applicant and
• the nature of the work that the applicant is to undertake is broadly the same as that for which they obtained their previous DBS clearance.