Disclosure and Barring Service (DBS) checks

This page explains Disclosure and Barring Service (DBS) checks for university students, why you might need one, and how to apply.

The Disclosure and Barring Service (DBS) checks police records and, where relevant, information from the Department of Health and the Department for Children, Schools and Families. It helps organisations in the public, private, and voluntary sectors make safer recruitment decisions, particularly for roles involving children and/or vulnerable adults.

An enhanced DBS check is required for courses that involve working with children and/or vulnerable adults. The check confirms whether you have any criminal convictions, cautions, or reprimands and ensures you can register with the relevant professional body after completing your studies.

Students must hold an enhanced DBS check that meets the course requirements. If you do not already have an acceptable certificate, you will need to apply for one through ARU before the start of your course. For details on what counts as an acceptable certificate, please see the section DBS Update Service and existing certificates.

Courses requiring a DBS check

Undergraduate:

  • BSc (Hons) Dispensing Optician (Registerable Award)
  • MBChB Medicine
  • BSc (Hons) Midwifery
  • BSc (Hons) Nursing – all branches and routes including apprenticeships
  • BSc (Hons) Operating Department Practice
  • BOst Osteopathy
  • BSc (Hons) Paramedic Science
  • BA (Hons) Social Work
  • BSc (Hons) Sport Therapy
  • BSc (Hons) Sport Coaching and Physical Education
  • BSc (Hons) Strength and Conditional with Rehabilitation
  • BA (Hons) Working with Children and Families
  • All Education courses (including BEd Primary Education with QTS)
  • FdSc Hearing Aid Audiology, Paediatric Audiological Assessment (newborns) and BSc Audiology
  • BSc Integrated Health and Social Care
  • BA (Hons) Working with Children, Families and Communities

Postgraduate:

  • DipHE Counselling (child and young person)
  • MA Dramatherapy
  • MA Music Therapy
  • MSc Occupational Therapy
  • MOptom Optometry
  • MOst Osteopathy
  • MSc Physician Associate
  • MSc Physiotherapy
  • MA Social Work
  • All Education courses
  • Education and Psychology Research

To help you navigate the DBS check process, we've prepared a four-part video series:

Part 1 - Getting Started with Your DBS Check

Part 2 - Completing the Online Form & ID Verification

Part 3 - Submission, Tracking & What Happens Next

After accepting your offer, you will receive an email with step-by-step guidance on how to apply for your DBS check through our DBS provider, Complete Background Screening (CBS).

Application steps

  • CBS will email you your individual link and login details for the online DBS application.
  • You may need to provide up to three original documents for ID verification.

ID verification options

  • Digital verification: use TrustID with a valid passport or national ID card that has an NFC chip.
  • Post Office verification: take your original documents to a Post Office. A list of approved branches will be provided in your DBS application account.
  • If you do not have an NFC-enabled passport or ID card, you will need to complete the ID verification at the Post Office.

Cost

  • ARU covers the initial DBS application fee.
  • Post Office ID verification costs £12.75 and is not covered by ARU.

Processing

  • Most Enhanced checks are completed within a couple of weeks, but some applications may take longer.
  • A DBS application can only be escalated after 60 days from the point it reaches Stage 4.
  • You can track your application via the CBS portal or on the government’s website.
  • Timing: Complete your DBS application promptly, ideally within 48 hours of receiving your link and login details from CBS.

This applies to all students, whether you already have an Enhanced DBS certificate or are applying for a new one through ARU.

  • Keep your DBS certificate safe: you may be asked to show it during your course or at any placement.
  • Lost certificate: if you lose your DBS Enhanced certificate, you may need to apply for a replacement at your own expense.
  • Reporting changes: if you receive a new conviction, caution, reprimand, or warning while on your course, contact the DBS Officers immediately at [email protected] or call 01245 684984.
  • Placement requirement: if ARU does not receive confirmation of your DBS clearance, you will not be allowed to attend practice, which may affect your continuation on the course.

If you have lived overseas for more than six months within the last five years, you will need to complete an overseas criminal records check. CBS will contact you with instructions on how to complete this process.

You must complete the overseas criminal records check through ARU; existing police clearance letters cannot be accepted.

If you are an international applicant coming to the UK to study a taught programme, you will also need to complete a UK Enhanced DBS check. Please only start this once you have a UK address and evidence of it.

You will not be permitted to attend placement until your UK Enhanced DBS certificate has been received and verified.

ARU is committed to safeguarding young people and vulnerable adults. To support this, all offer holders must complete either a Criminal Conviction Declaration or an Enhanced DBS check.

If you declare a reprimand, caution, or conviction, the DBS Officers will contact you to request a detailed statement of events. Please address the following:

  • Describe what happened and the circumstances leading up to the incident
  • Explain the outcome (such as fines or court decisions)
  • Outline what you have learned from the experience

If your course requires NMC registration, you must review the NMC’s list of specified offences and make any required declarations. These will be considered in line with NMC professional standards.

Once your information is received, it will be risk assessed and stored securely in line with ARU’s Storage and Retention Policy. You may be asked to provide an independent reference and any relevant court or police documentation.

For applicants to Social Work, Paramedic Science, Medicine, and ITT Primary Education, all positive declarations are automatically reviewed by a DBS Panel. The panel typically includes the Director of Studies or Dean, relevant faculty staff, and external professional representatives. You will be asked to provide two professional character references and your statement of events.

The DBS Panel will consider all information and make a decision. The DBS Officers will contact you in writing with the outcome, which may include:

  • your application being withdrawn
  • your application being deferred
  • permission to continue with your application

You will also need to submit a copy of your Enhanced DBS certificate so it can be checked against your statement of events. If the certificate contains any information not previously declared, a further review or panel may be required. You will be notified in writing of the final decision.

If you receive any new reprimand, caution, or conviction while studying at ARU, notify the DBS Officers immediately at [email protected] or call 01245 684984.

Legislation on the filtering of offences determines which convictions and cautions are automatically shown on a DBS certificate.

For current guidance, including which offences you must disclose to an employer or educational institution, see Check your convictions and cautions on the UK Government website.

For certain roles covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, employers are entitled to ask about and receive information on all spent convictions and cautions.

For detailed guidance, see Rehabilitation of Offenders Act 1974 and the Exceptions Order 1975 on the UK Government website.

Students who intermit from their course must have a valid Enhanced DBS disclosure in place before returning to training.

  • Complete a new DBS check promptly if required upon your return; the DBS Team will provide instructions. You cannot attend placements without DBS clearance, which may affect your continuation on the course.
  • If you already hold an Enhanced DBS certificate registered with the Update Service, it may be accepted if it meets ARU’s requirements (see “DBS Update Service and existing certificates”).

If you are applying for ethical approval via the online research ethics system, you will be asked whether your research requires a DBS check. The DBS Officers will then send you a brief survey to confirm if a DBS check is needed for your project.

  • Provide your existing DBS certificate if you already hold a valid one; the DBS Officers will confirm whether it can be accepted once you have completed the survey.
  • Complete a new DBS check if required; the DBS Officers will provide full guidance on how to apply.
  • Follow any requirements for overseas criminal record checks if applicable; the DBS Officers will confirm whether you need a UK DBS check, an Overseas Criminal Records Check, or both after reviewing your survey.

Important: Ethical approval will not be granted until your School or Faculty Research Ethics Panel (SREP/FREP) has received confirmation from the DBS Officers that your DBS check is satisfactory. Do not send your DBS check to the SREP/FREP; they will contact the DBS Officers directly.

All DBS information is retained according to the university’s Storage and Retention Policy.