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Disclosure and Barring Service Guidance (DBS formerly CRB)

In 2012, the work of the Criminal Records Bureau and of the Independent Safeguarding Authority merged into a single, new Non-Departmental Public Body called the Disclosure and Barring Service.

The Disclosure and Barring Service (DBS) helps employers to make safer recruitment decisions. Having a criminal conviction will not necessarily bar you from working with us. All personal information will be handled confidentially and sensitively within the DBS process.

A DBS check is only requested after a thorough assessment has indicated that it is both proportionate and relevant to the position concerned.  For those positions where a check is required, vacancy advertisements will contain a statement that a Disclosure check will be requested in the event of the individual being offered the position. The University is not able to countersign a DBS application for anyone aged under 16.

The University uses the DBS to help assess applicants’ suitability for positions of trust.  The University of Chichester is registered with the DBS and uses its services in order to make internal decisions when recruiting staff into positions of trust, examples may be posts that involve regular contact with either children or vulnerable adults as part of their job.  The University is a registered body with the Disclosure Service, reference number 20537300005.

The DBS Certificate is proof that the individual concerned does not have any previous conviction under the Rehabilitation of Offenders Act 1974 which could be relevant to their work at the University. Academic posts are exempted under the Rehabilitation of Offenders Act (Exceptions) Order 1975 and staff must declare whether they have ever had a warning / caution or been convicted of a criminal offence. The University’s Policy on The Recruitment of Ex-Offenders gives further details.

The following procedure will apply if you are appointed to a post at the University requiring a check:

1. You will be provided with a Disclosure Application Form and Guidance in your offer of employment pack. You are being sent this guidance because in the view of the University the post for which you have been appointed falls within the terms of the DBS. You should complete the Disclosure Application Form and return it with your other required forms and signed offer letter. The University will pay for your certification.

2. Telephone the Recruitment team on 01243 816388 / 6114 to arrange a convenient time to meet to complete your DBS application and verify your original ID documentation. Your proofs of identity and completed Disclosure Application Form will be checked by one of the Human Resources team.

3. On completion the Disclosure Application Form will be passed to the authorised Human Resources Countersignatory for signing and then sent to the DBS for processing.

4. Once the DBS have completed their process, a Disclosure Certificate will be sent to your current address. The University does not receive a copy of this form and you are required to produce the original DBS certification to the Recruitment team as soon as possible.

5. Should the University wish to follow up any information detailed on the Disclosure Certificate our standard DBS Process would apply (copy available on request).

All offers of employment are subject to the appropriate checks being completed before or as soon as possible after the commencement of your employment.

Data Security and retention:

1. No information regarding disclosed criminal convictions or Disclosures will be released to any individual or organisation, unless they are authorised to receive it under Section 124 of the Police Act Part V 1997.

2. University countersignatories authorised by the DBS will ensure that Disclosures and the information they contain will only be released to those managers and staff who need access in the course of their duties e.g. Chair of Appointment Panel (usually the Head of Department), the Chief Human Resources Officer and Human Resources Recruitment team member as required.

3. Once a recruitment (or other relevant) decision has been made, the University will keep the minimum Disclosure information including the date and DBS disclosure number. All Disclosure information will be stored online securely. A record of the date of disclosure, the name of the subject, the type of disclosure, the position in question, the unique number issued by the DBS and the recruitment decision taken will be retained in accordance with DBS advice. 

Further Information

Further information is available from the DBS website 

Alternatively, please contact The University of Chichester’s Recruitment team on 01243 816388 or

Code of Practice and Dispute Procedure:

The University undertakes to comply with the DBS Code of Practice.  Should you believe these have not been complied with, you should complain to the DBS directly at:

DBS customer services

PO Box 3961

Royal Wootton Bassett


United Kingdom


DBS helpline: 03000 200 190 

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